Civil Service Job Class Specifications (external link)
Graduate Assistant Job Class Titles
Issued: August 1998, Amended: May 2000
To emphasize Illinois State University’s commitment to the integrity of the Salary Administration Program and to underscore the importance of open communication among employees, all supervisory levels and Administration, Illinois State University has adopted this procedure for reconsideration of a previously assigned Administrative Professional (A/P) position level.
The objectives of the procedure are:
The reasons for requesting a reconsideration of position level will generally fall into one of the following categories:
Existing Positions with Changed/Enhanced Responsibilities. Re-evaluation of an existing position with substantially changed responsibilities can be requested at any time, and ideally prior to the assignment of new responsibilities. It is understood, however, that position responsibilities often evolve over a period of time. This is handled in much the same manner as the evaluation of a new position, in that a new Position Description Form is required.
Existing Positions with Additional Market/Salary Information. A request for reconsideration is appropriate when additional market or salary information suggests that the position level may not be appropriate or consistent with the market. Human Resources does comparisons with certain market data sources, but encourages additional information be submitted when appropriate and credible. A reconsideration request would also be appropriate if a department supervisor/director believes the levels are not consistent with the relative responsibility levels of positions within his/her department or area.
All requests for reconsideration of a newly assigned level should be made within six (6) weeks of the time that a supervisor is notified of the assigned level, and only if there is new, additional or changed information to present. Supervisors are normally expected to have informed a new employee of his or her position level at the time of hire or an incumbent within one (1) week of the supervisor’s notification. Consequently, requests for reconsideration will be considered within six (6) weeks following those timeframes.
The immediate or a higher-level supervisor of an A/P position should initiate the request in writing. This may be done with or without the incumbent’s knowledge for an occupied position or prior to filling a vacated position. An employee (the incumbent) may also initiate a reconsideration request by discussing the matter and proceeding through their immediate supervisor. In a case where the immediate supervisor does not agree with an employee’s request for reconsideration, the incumbent may pursue discussion with a higher level of supervision.
An employee’s scope of review and resulting determination are limited to his/her own position. A supervisor’s scope of review and any related determination are limited to positions within his/her area. Any decision to adjust a position level is limited to the specific position for which the reconsideration was requested and not necessarily applicable to other positions in that title, level or area unless deemed appropriate by Human Resources.
In the case of new information, market or otherwise (B and C above), the supervisor should submit all information in writing with a cover letter providing a summary of the circumstances. These requests might ask for the review of a particular position’s level in relation to other positions within that same department or elsewhere at the University, provided the supervisor has a working knowledge of the other position(s) and reasonable justification for suggesting that the levels may be comparatively inappropriate.
In the case of enhanced responsibilities and a resulting request for reevaluation (A above), the supervisor should review the most current Position Description on file in the Office of Human Resources at www.jobs.ilstu.edu/hr. When appropriate, the supervisor is encouraged to request the incumbent’s participation in this review. Together, they (or the supervisor independently) must determine whether the description is thorough and accurate. Generally, position responsibilities should have changed substantially or by at least 1/3 to warrant a reevaluation.
If the most current position description does NOT accurately portray current responsibilities, the requesting supervisor completes a new Position Description through the “update existing position” function. The revised Position Description should include detail of all new and continuing responsibilities, and be accompanied by supporting documentation under the “Changes in duties and responsibilities” section of the job description. The supporting documentation should also include an organizational chart, specific information regarding areas of responsibility that have changed and any other available detail.
Prior to being submitted, all requests must be reviewed by and include the approval signature (on file in department or via email) of at least the first and second level supervisors or the Vice-PresidentPresident for the Athletics area – an authenticated email will suffice.
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