Position Description Reviews

A Position Description (PD) describes the actual work performed by an incumbent. The HEERA designated Manager is responsible for setting a position’s responsibilities and duties based on campus and/or departmental needs. A PD can be used for classifying, orienting, training, and evaluating employees. Classification & Compensation reviews all duties and responsibilities assigned to determine the appropriate classification and skill level (where applicable) in accordance with the Classification and Qualification Standards issued by the Office of the Chancellor.

When submitting a Position Description for C&C review, please ensure the following:

• You are utilizing the last approved PD (if applicable)
• “Track Changes” are enabled before editing
  • Expedites the review process
• Submit the PD in "word" format (not .pdf), for potential editing
• Include any additional documentation outlined below for each submission type

C&C assumes all Division and Department level procedures have been satisfied and any appropriate levels of review have been completed prior to the submission.

To submit, e-mail the PD and all required documents/information to classandcomprequests@csus.edu for review.

Recruitment: Backfill/Replacement Positions

If an existing position becomes vacant and a recruitment to backfill is necessary, an approved Position Description (PD) is needed before a requisition can be submitted for recruitment. All PDs that have not been reviewed and approved within the last 12 months must be submitted to C&C for classification and approval.

When submitting a backfill/replacement PD please be sure to include the following:

• Final Position Description (meeting all criteria listed above)
  • If track changes are not available, please also include the last approved PD.
• A brief description of any changes and indicate if there are any impacts to other positions as a result of the changes.
• Current Org Chart

Recruitment: New Positions

If a position that has not previously existed on campus is needed, prior to recruitment a new position analysis is required. All new positions must first be allocated by Budget Planning & Administration (BPA) (More information can be found here). The required position description should meet all criteria outlined above and will be shared with C&C as part of the established workflow.

Position Description Updates (Existing Employees)

Position Descriptions (PD) should remain as up to date as possible. Routine review of existing staff PDs will ensure functions are accurately captured. Position descriptions are most effective when they reflect a shared understanding of the work being performed. Employees and supervisors are encouraged to collaborate throughout the review and update process to ensure duties, responsibilities, and reporting relationships are accurately documented. While employee input is an important part of the process, management is ultimately responsible for assigning work and has final approval over the content of the position description.

When submitting a PD update please be sure to include the following:

• Final Position Description (meeting all criteria listed above)
  • If track changes are not available, please also include the last approved PD.
• A brief description of any changes and the need for the changes
• Current Org Chart

C&C will review, classify, and approve the PD and provide any applicable employee notifications outlined in the employee's respective collective bargaining agreement.

Classification Reviews

An Official Classification and/or Skill Level review is a way of gathering pertinent facts about a position. Sacramento State is constantly changing due to new programs, procedures, technologies, and more. As a result, duties and responsibilities of a particular position often evolve over time. When this occurs, the employee and/or management can submit a request for Official Classification and/or Skill Level Review pursuant to applicable Collective Bargaining Agreements.

For more information: Classification/Position Description Review - Service Levels