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Chapter 3 |
Job Vacancies |
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3.02 |
CONVERSIONS FROM UNCLASSIFIED TO CLASSIFIED OR VICE VERSA |
GENERAL CONSIDERATIONS
Position
conversions from classified to unclassified or unclassified to classified need
special approval. All applications for transfer of filled, new or redesigned
vacant positions between the two categories of appointment, upon recommendation
of the Office of Human Resources with advice from a review committee, require
UW-System (and, in some cases, Office of State Employment Relations) approval.
[See UPG #7.03.4.]
PERSONNEL CLASSIFICATION COMMITTEE (PCC)
PURPOSE—The
PCC advises the Director of Human Resources on matters pertaining to (a)
developing appropriate institutional guidelines and procedures for appointments
to the academic staff, and (b) reviewing and approving all applications for
transfer between the academic staff and classified service.
CATEGORIES
OF CASES REVIEWED BY THE PCC—UW-Madison procedures require
three categories of cases to be submitted through the Dean's/Director's Office
to the PCC for review:
1.
Whenever a new Category A academic staff position is created,
the New Academic Staff
Position form (Appendix L) must be completed in the PVL system, and
an organization chart must be submitted to the Academic Personnel Office (APO).
If it appears to have replaced a similar position that existed under the
classified service (permanent, project or LTE), the new position description
must be reviewed by the PCC, System Administration, and, if required, OSER, prior
to release of the PVL.
a.
Before a department makes an offer to a current classified
employee in the same department, a request to hire must be sent to the Academic
Personnel Office. This request must
include the following:
1.
A memo stating the difference between the classified and the
unclassified position.
2.
Information as to whether the classified position will be filled
if the hire is approved. If the position
will not be backfilled, the memo must address (in detail) how the duties of the
classified position will be filled.
3.
Resume of the person the department/hiring unit would like to
hire.
4.
Organization chart
5.
Indication of support of the hire by the Dean/Director of the
division.
b.
If a hire is made without prior approval of OHR, the individual
hired into the unclassified position
will immediately be terminated
and returned to the classified position. If the department wishes to pursue
conversion, they may submit the request to the PCC.
2.
Whenever an existing unclassified position is occupied, and the
employing unit proposes that the position (and incumbent) should be made part
of the classified service, the case must be reviewed by the PCC prior to any
shift.
3.
Whenever an existing classified position (permanent, project or
LTE) is occupied, and the employing unit proposes that the position (and for a
permanent position the incumbent) should be changed to an unclassified
position, the case must be reviewed by the PCC prior to any shift.*
*PLEASE NOTE: For an LTE or classified project position, the
position (not the incumbent) is reviewed for conversion. If the position is
approved for conversion to the unclassified service, a PVL must be released for
open recruitment.
If the search committee determines the current LTE/classified project employee
to be the best candidate for the position, the department must submit a summary
of the recruitment process to their dean’s office and the Academic Personnel
Office prior to offering the position to the LTE/classified project employee.
REQUEST
FORMAT AND DOCUMENTATION—In order for the PCC to review the
request, the Dean/Director’s office should submit the complete documentation to
the Academic Personnel Office. Such documentation will normally include:
1.
Memorandum/letter from the person requesting the change. The
memorandum/letter should state reasons for the request, including:
o
reference to the section of UPG #7 thought to be applicable;
o
the contributions of the position to the institution mission;
o
the nature of the service provided to faculty, staff and
students;
o
the unavailability of an appropriate classification in the
classified service;
The
memorandum should also address the following issues:
o
For conversion requests from a classified position to an
unclassified position: the academic credentials and relevant work experience
required for the position. (If there is an incumbent, the memo should state how
the person meets the requirements).
o
How the former duties will be performed (i.e., modified,
eliminated, reassigned, etc.)
2.
Previous job description;
3.
New job description (for conversions from classified to
unclassified, a PVL must be created), including percentage of time for each
responsibility;
4.
Organizational chart of the unit showing placement of the
position within the unit.
The
documentation examined pursuant to each action of the PCC is placed and preserved
in a permanent file.
RECOMMENDATION—The
PCC forwards its recommendation to the Director of Human Resources, who reviews
it on behalf of the Provost/Vice Chancellor for Academic Affairs. If approved,
it is forwarded to the UW System Administration Office of Human Resources.
PROCEDURES FOLLOWING APPROVAL BY THE PCC
UW
SYSTEM ADMINISTRATION OFFICE AND UW-MADISON OFFICE OF HUMAN RESOURCES—All
requests for changes in status (following approval by the PCC) must be
submitted to the UW System Administration Office of Human Resources. The
authority of the UW System to approve status changes is limited to the
following:
1.
Those positions with assigned duties and responsibilities that
can be described by the titles identified in UPG #7 Supplemental Guidelines Part I,
Sections A. and B.
2.
Those administrative director titles (no Prefix level) which are
assigned to UWS salary grade 7 or above.
All
other requests for conversions shall be forwarded to the Administrator,
Division of Classification and Compensation, Office of State Employment
Relations, for review and approval.
REQUESTS FOR RECONSIDERATION AND APPEAL PROCESSES
REQUEST
FOR RECONSIDERATION BY THE PCC—Requests for conversions denied by the PCC may
be submitted for reconsideration if new information is available which may be
relevant.
APPEAL
OF REQUESTS DENIED BY THE PCC—Requests for conversions denied by the PCC may be
appealed to the Provost/Vice Chancellor for Academic Affairs.
APPEAL
OF REQUESTS DENIED AT UW SYSTEM LEVEL—If a request is denied by the UW System
Administration Office of Human Resources, the Chancellor may appeal to the
System-wide Position Conversion Appeals Panel, a standing five-member panel
appointed by the President; they will review the decision and make a
recommendation to the President who will make the final decision.
FINAL
APPEAL OF REQUESTS—[NOTE: This section will be completed when
information becomes available.]
SALARY SETTING
When an
existing classified position along with an incumbent is approved for conversion
to an unclassified position, the maximum salary increase should not be more
than 10% or the amount necessary to bring the employee up to the minimum of the
proposed title, whichever is greater.
REFERENCE
For more
detailed and specific information, consult UPG #7.
University of Wisconsin-Madison
Unclassified Personnel Policies and Procedures—Ch. 3.02
Feedback, questions, or accessibility issues: apo@ohr.wisc.edu
Last updated April 8, 2014