Reclassifying Classified Positions (When Job Duties Change or Creating a New Position)

Overview

This article explains when and how to request a reclassification for a classified position at Minnesota State University, Mankato. 

A reclassification is a formal review process used when the duties of a classified position have changed. This ensures the position is placed in the correct job classification, with the appropriate pay range and responsibilities. 

There are two types of Reclassifications: "Reallocation" and "Change in Allocation". They are defined as:

  • Reallocation: Duties have changed substantially in a gradual manner over time.
    • Under a "Reallocation", when a position's classification changes, the incumbent automatically “goes with” the position to the new classification.
  • Change in Allocation: Duties have changed substantially in an abrupt manner, e.g. reorganization.
    • Under a "Change in Allocation", when the position's classification changes, the position constitutes a vacancy, and the incumbent will have to compete for it.

Reclassifications cannot be used as a way to reward an employee or give a pay increase.

When to Reclassify

Position reviews occur when a new position is created, the duties of an existing position have changed substantially since the previous audit, either gradually or abruptly through reorganization, or when a position becomes vacant.

Reclassifications cannot be used for:

  • When you want to give the employee a pay raise.
  • When only the volume of work has changed.
  • When you want to save money.
  • When the employee obtains new or higher qualifications.
  • When you have a long-term employee who has been at the top of the pay range, and you want to find a way to pay them more.
  • When you like an employee and want to reward them for loyalty and length of service.
  • When the employee is performing exceptionally well and you want to reward them.
  • When duties change for a temporary period.

How to Request a Reclassification

A position classification review can be requested by the employee, the supervisor, or both. 

Submit the following documents to HR: 

  • New or updated classified position description (Word format) – signed by both employee and supervisor. (Unsigned PDs will be sent back.) 

  • Copy of the previous position description (if an existing position). 

  • Current organizational chart that includes: 

    • Two levels above and below the position 

    • Position Control Number (PCN) for each position 

    • Job classification title for each position (working titles optional but recommended) 

    • Employee names or label as “vacancy” 

    • Full-time equivalency (FTE) for each position (e.g., 50%, 100%) 

    • Highlight the position under review 

  • Include the appropriate form based on the position’s status: 

  • Include a memo with the request explaining: 

    • Who is requesting the review (supervisor, employee, or both). 

    • Reason(s) for requesting the change. 

    • Whether the duties changed abruptly or gradually, and over what time frame. 

    • How the job duties, required knowledge, and skills have changed. 

    • Any other information HR should consider. 

Note: If any required information is missing, the paperwork will be returned, and the process will be delayed. 

Need Help?

Contact Human Resources for questions about reclassifications or required documentation. 

Print Article