Job Audit Forms

Definition

Job audits are requested when the duties and responsibilities of a Civil Service position need to be changed from those listed on the position description due to major additions of job duties or responsibilities.

Steps in the process

  1. A job audit request is initiated in JDXpert using the “Job Audit” workflow. The unit must submit the most recent job description (with percentage times assigned to duties) and attach a current organizational chart. To simplify the process, the initiator can use the employee’s base job in JDXpert as a draft.
  2. Once HR receives the job audit request in JDXpert, an audit interview is scheduled and conducted by HR with the employee and supervisor. In the audit interview, HR will explain the job audit procedure and will gather information regarding the position’s duties for a job analysis. HR will ask for detailed explanations and examples, if applicable.
  3. HR will then conduct a job analysis, comparing the job description with other similar State University Civil Service System class specifications. A determination will be made as to which classification is most suitable for the position.
  4. Once HR determines that a job audit is appropriate and the classification is determined, HR will approve the JDXpert requisition and it will proceed to the supervisor and dean/director for additional approval.
  5.  After fully approved in JDXpert, the requisition feeds to Cornerstone where the employee will receive an invitation to “apply” to the position. This step allows the employee to update their application so that the HR testing manager can ensure that the employee qualifies for their new position and HR can perform the SUCSS credential assessment.
  6. The audit findings are issued to the employee and the supervisory chain generally within 30 days of the audit request. The findings could be that the position should be retained in its current class, reallocated to a different classification, or reclassified to a higher level within the same promotional line. If the position is upgraded to one of a higher level, a 4-10% promotional increase is applied.
  7. An employee has a right to appeal the job audit determination. If so, the Office of Human Resources must be notified in writing within 20 working days after receipt of the audit findings. A second appeal to the State Universities Civil Service System is also available if a satisfactory determination is not reached at the campus level.

Other important information

  • The audit is conducted based on the job duties and responsibilities and not how they are performed.
  • The type of work being done is the key, but not the volume of work.
  • Current job duties and expectations can be evaluated, but not anticipated future duties or temporary work.
  • The incumbent is not relevant. HR is assessing the position description itself and not who the employee is occupying it.
  • The percentage times identified on the position description are very important for an accurate analysis of the position. Please spend a little time preparing for the audit by providing correct percentage times on each duty listed.

For additional questions or concerns, please contact the Office of Human Resources.