Job audits are requested when the duties and responsibilities of a 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
- A job audit request form, the unit’s current organizational chart, along with the most recent signed job description (with percentage times assigned to duties) is submitted to the Office of Human Resources by the employee, supervisor, department head, or other designee.
- Once the initial preparation is completed, a desk audit is scheduled and conducted by HR with the employee and/or supervisor. In the desk audit, the HR staff person 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.
- HR will then conduct a job analysis, comparing this position with other similar positions on campus as well as the civil service system class specifications. It is important to remember that this process is relative and is based on job duties, the level of responsibility, and skill. A determination will be made as to which classification is most suitable for the position.
- 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.
- 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. We are looking at the position itself and not who the employee is occupying it.
- It is important to remember that Civil Service class specifications are general guidelines and that these specifications are used differently at each university in the system, where we each administer our own campus classification program.
- 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.