briefing for employees and supervisors: june 2003 samuel t. phillips, president

Introduction to the Reclassification Process for Clerical Positions at the Community College of Philadelphia

Briefing for Employees and Supervisors:June 2003Samuel T. Phillips, PresidentOrganization Revitalization

Background

As of May 15, 2003, all clerical positions were reallocated to the new Clerical Titles

Employees and Supervisors have been invited to request a classification review for existing employees to determine if the job and candidate warrant a higher title

That process involves completing forms, submitting documents, possibly being tested or desk audited, and an approval process in HR; approved actions will be payrolled within budget limitations each year.

Benchmarks

The measure of reclassification appropriateness is both

The requirements/tasks of the job at this higher level AND

The demonstration by the employee of full competence as outlined in the Job Description (e.g. an employee may be competent to perform at the higher level but the job has not grown and thus a reclassification is not appropriate)

Three ways to submit forms

The supervisor initiates reclassification by completing the supervisor’s form and asking the employee to complete the employee form

The employee completes the employee’s form and gives to the supervisor, requesting an endorsement of the reclassification

The employee submits the employee’s form directly to HR; HR then sends the form to the supervisor to complete

Reviewing the Position: Supervisors

Read through the Job Description for the current position. It may be useful to look at the prior job description and the new competency description for the current title.

Note what skills/tasks/competencies are required in the current job.

Read the new competency Job Description for the title you anticipate recommending.

Note what skills/tasks/competencies are required in this job Decide if you think the job and the candidate can support

a request for a higher title. If you have questions, ask HR. You may wish to discuss your support or concerns with the employee.

If yes, ask the employee to fill out the employee form, sign it, and submit attached supporting documents to you

Reviewing the Position: Employees

Read through the Job Description for your current position. It may be useful to look at the prior job description and the new competency description for the current title. Obtain Copies from HR if necessary

Note what skills/tasks/competencies are required in your current job

Read the new competency Job Description for the title you anticipate requesting.

Note what skills/tasks/competencies are required of you in this job

Do you think you and your job meet the requirements of a higher title? If yes, complete the employee portion of the form in draft and return it to your supervisor.

Collecting Supporting InformationEmployees:

Employees should locate copies of:– Any college degrees obtained since the last appointment,

review, or promotion– Certificates of completion for any job related courses or

training (e.g. Connections)– Letters, awards, or other commendations for specific

accomplishments– Any attendance awards or acknowledgements– Records of special job assignments and acknowledgements– Any records of Community Service or other activities that

illustrate the use of the higher level competencies

Collecting Supporting InformationEmployees:

NOTE: In most cases YOU DO NOT have to submit these documents with the form, BUT LOCATE THEM for future use:(a) show them to your supervisor when you share the draft

form with her/him, and

(b) have them ready for HR, if requested.

REVIEW THEM to be sure that what you write on your form can be verified. False claims will disqualify you from being reclassified. Unsupportable claims will be disregarded.

Review the Form and Supporting Information: Supervisors

Supervisors should review the draft form filled out by the employee, review any supporting documents submitted by the employee, and review the most recent performance evaluation, if within the last year

OPTIONAL to add:– Specific, written assignments given to the employee that

entailed higher level skills or competencies– Accreted duties that provide a better view of the current job– Prolonged assignments to act in a higher capacity for other

staff during absences or during vacancies– Work samples that illustrate higher level skills competencies

Review the Employee’s Form:Supervisors

NOTE: If the employee has omitted sections on the draft form, failed to sign the form, or made errors (e.g. grammar, spelling, dates, etc.) that may reflect badly on the reclassification request, suggest that the employee make revisions in the final version. DO NOT make revisions for the employee. Suggest further documentation that may be useful to have.

If the employee resists your suggestions, do not make the revisions yourself. The employee form should be his/her own work.

NOTE to Supervisors

In the event an employee requests reclassification and you do NOT concur with the reclassification:

– You may discuss your views with the employee, emphasizing that you will forward the employee’s signed form and a recent performance evaluation to HR;

– Complete the supervisor’s form as you believe accurate, indicating the reservations you may have or merely indicating that the duties performed by the employee are encompassed in the current description;

– Do not sign the supervisor’s attestation, but rather indicate that you do not support the reclassification and/or would be willing to discuss the employee’s form with HR.

– Show to your VP to determine if she/he wishes to sign or not

Completing the Reclassification Form:Supervisors:

Community College of PhiladelphiaSupervisor’s Request for Reclassification Review

Clerical Title SeriesCollege Office or Department: ______________________Date: ________

Supervisor’s Name _____________ Title: ___________ Phone: __(college) Position/Incumbent Information: Current Position Title: (new title names) Incumbent’s Name:____ SN__/__/___

Current Position Salary: __(Annual X /Hourly__) Workload: FTX PT_ (Hrs/Wk)

MM/YY of First Appointment: In This Office: MM/YY At the College: MM/YY In this Title: MM/YY

NOTE: If you do not have all the dates, they are available from HR


Have you previously requested and been denied a reclassification of this position in the new clerical title series established May 15, 2003? _____. If no, proceed to the next page. If yes, complete the following two questions:

NOTE: Answer NO and go to next page. This question is for future requests that have been previously denied


Proposed Reclassification Information: Proposed Position Title (new higher title being requested) Proposed Salary (if different from minimum for title)

$__________________ (e.g. due to 8% guarantee, due to a requested special adjustment based on _______, etc.)

If you are requesting a salary greater than [the current salary] that guaranteed by contract AND greater than the minimum for the higher title, attach a brief justification and include a budget availability endorsement from your Vice President.


Please provide a BRIEF answer to each of the following: What specific opportunities have you observed …

– Examples:– this year she asked to understudy a senior staff member in how to handle xxx; – spent three weeks in ’02 shadowing xxx to learn xxx and now handles that

responsibility with little supervision and few errors What specific actions have you observed the incumbent take in this position to

(a) train peers … – Example– attended 3 week training on new office systems in ‘02 and taught other staff– staff seek her advise when they have problems with new office system(c) to improve office processes or service delivery…– Example– arranged for three other clerical staff in our office to take Connections when

vacancies in courses offered by Student Services permitted; marked improvement in counter services by staff reflected in student surveys

– received employee of month award for handling a very difficult customer service complaint; prevented office disruption

Completing the Reclassification Form:Supervisors: Example 1. from Table

Competency Area:

Asst. to Assoc.

Specific Assignments or Tasks that illustrate the use of competencies required in the Requested Higher Title

Specific Consequences or Outcomes of using these competencies successfully; (e.g. processes twice the forms with fewer errors; has highest customer service rating; etc.)

Communication Routinely clarifies all assignments;

Asks questions when anything is unclear;

Informs me if things will be delayed and why;

Takes responsibility for errors;

Is respectful of others

Rarely needs mid-course correction;

I can rely on her to inform others clearly and correctly;

No surprises about deadlines, does not hide info from me

Does not blame others, is respected by other staff

Embraces/models diversity

Completing the Reclassification Form:Supervisors: Example 2. from Table

Competency Area What training or other means has your office provided for the improvement or acquisition of these competencies/skills?

Documentation, if any, available to support the acquisition and use of these competencies? (e.g. certificate; letter of commendation; etc.)

Work Ethics / Professionalism

We hold an annual review training on handling student payments, which she assisted in presenting this year;

For the third year in a row she received the perfect attendance award;

She was commended by the VP for training PT and Student Aide staff in maintaining records on student payments

Completing the Reclassification Form:Supervisors: Attestation

Attestation: By my signature I certify that I have reviewed the requirements of the higher title to which I am requesting reclassification, that I believe the nominated incumbent has the competencies required for that position, and that the incumbent already performs a significant number of the tasks and responsibilities associated with the Job Description of the higher title. Furthermore, the incumbent’s job performance reflects at least the satisfactory expectations found in the Job Description. I agree to meet with a representative of the College Human Resources Department to review this request at a mutually agreeable time and to provide further requested documentation, if it is available. I will also make the incumbent available for an interview or desk audit as the HR Department determines to be necessary. I understand that a skills assessment for technical competencies may be required and will make the incumbent available for such tests, within the workload demands of the office.

NOTE: IF you do NOT agree that the position should be reclassified, do not sign the attestation and either (a) give your reasons or (b) indicate you would be willing to discuss your views with HR. Show to your VP.

Completing the Reclassification Form:Supervisors: Completing the process

GIVE TO THE VP to read/sign; Collect the signed, dated forms and

forward to HR. Keep a copy of the completed, signed

forms in a secure office file for future reference.

Completing the Reclassification Form:Employees:

Community College of PhiladelphiaEmployee’s Reclassification Form

Clerical Title SeriesCollege Office or Department: _______ Date: _______

Current Position Title: (e.g. Office Administrative Assistant Level 2) Incumbent’s Name: (your name) Phone (at college)

NOTE: The form below addresses the core competencies required at the higher classification level. You may wish to refer to the competency-based Job Description for the proposed title in order to ensure your responses address the expectations of the proposed position. Please be brief and as specific as possible. Do not attach other supporting documentation at this time. You will be contacted if such documentation is required.

Completing the Reclassification Form:Employees: Example 1. from Table 1

Competency Area

List: educational programs, degrees, certifications, training classes, specific work experiences, or other means by which you believe you acquired the competencies or skills

Specific Consequences or Outcomes of using these competencies Successfully;

Communication In my academic training (AA from CCP) I took two courses in public speaking;

In a previous job at _____ I worked in the customer complaint section. Once, I was able to prevent ________

In my current position, difficult cases are referred to me to resolve before they go to the supervisor. Usually I can take care of it; I tell the boss all the facts before I refer the case.

I completed the Connections course and now I ask more questions

I enjoy speaking to others and seek to learn from them; I usually put people in a better mood

I am able to put myself in their shoes…empathize. This calms people down

Very few complaints have to go as far as my boss. Other offices know if I call that I have my boss’s backing

I understand the impact of my speaking and listening on others


Competency Area Date: completed or acquired

Accomplishments: what would you say has been your most important accomplishment in this competency area?

Communication AA: 1999

Previous Job: 1997-1999

Connections I: Fall 2001;

Connections II:

Spring 2003

Last year a student came in very irate about a grade error. Since this happened to me once, I knew that errors were possible. I offered to check on it and call him back the next day. I spoke to the department and found out that the grade was mixed up with another student. I called to tell him he was right and that they would correct the grade, he thanked me and wrote a letter to my boss.


Technical Skill Area

List: educational programs, degrees, certifications, training classes, specific work experiences, or other means (including self-taught) by which you believe you acquired the technical skills listed in the Job Description

Accomplishments: give an example of something you have done that is a good example of your skill in this area?

Word or other word processing

software

I mostly learned WP on my own; I have read the Microsoft Word book many times and completed a CD training for Introductory and Advanced WP (with certificate).

I took a half-day course on Mail-Merge from our computing center

I assist others with their WP problems; I can find lost documents, merge documents, preserve the edits from drafts, etc.

recently I prepared a 50 page annual report full of charts, graphs, indexes, etc. for the Board

TIPS

Assume the reader knows little about your job or your skills

Assume the reader will only rely on what is written on the form

Write a draft first For every accomplishment you list, have

some idea of documentation that would support it, if asked (including your supervisor’s backing)


Technical Skill Area

List: educational programs, degrees, certifications, training classes, specific work experiences, or other means (including self-taught) by which you believe you acquired the technical skills listed in the Job Description

Accomplishments: give an example of something you have done that is a good example of your skill in this area?

E-mail

Completing the Process:Employee Attestation

Attestation: By my signature I certify that the information I have provided in Appendix A above is accurate and complete to the best of my knowledge. I agree to meet with a representative of the College Human Resources Department to review my submission at a time agreeable to my supervisor and to provide further requested documentation, if it is available. I will participate in a desk audit, as the HR Department determines to be necessary. I understand that a skills assessment for technical competencies may be required and I will undertake such tests, if required, at a time agreeable to my supervisor.

Signature: _________________________Date___________

Completing the Process:Employee

Meet with your supervisor to discuss your request to be reclassified; if the supervisor does not agree with the reclassification, he/she will forward your form to HR anyway.

After reviewing a draft and supporting documents with your supervisors, give a fully completed, signed form to the Supervisor to read/sign/forward;

– NOTE: If you send your completed form direct to HR, it will be returned to your supervisor to fill out and may delay your consideration.

You may request a copy of the supervisor’s completed form as well;

Keep a copy of your completed, signed forms in a secure place for future reference.

HR will advise your of next steps, which may include a technical examination, an interview, a desk audit, etc.

briefing for employees and supervisors: june 2003 samuel t. phillips, president

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