Title Review Guideline for Filled Positions

This guideline details the requirements, roles, and policy considerations applicable to title changes for filled Academic Staff/Limited (administrative, research, instructional) or University Staff (ongoing and project) positions. Excluded from this guideline are Faculty Positions (ranked Faculty and Instructors), and titles in the Executive Job Family (e.g., Chancellor, Provost, Vice Chancellor, etc.).

An official title is assigned based on the majority or primary duties of a position. When the assigned duties have changed such that the current title is no longer applicable, a title review and subsequent title change may be warranted.

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1. Definitions

Promotion: A promotion occurs when an employee has assumed a higher level of duties/expertise in position. Often, this results in a title in a higher salary grade. A promotion may or may not necessitate a rate adjustment, with consideration of the circumstances of the request.

Lateral Move: The movement of an employee into a title that is assigned to the same salary grade as the employee’s current title.

Demotion: A demotion occurs when an employee moves to a title with a lower salary grade than their current title. A demotion may or may not necessitate a rate adjustment, with consideration made to the circumstances of the request.

2. Summary

When a position change has occurred, the Supervisor should consult with the HR Business Partner to determine the nature of their changes and impact on official title.

A title review may be appropriate for the following reasons:

• Change in Duties
  • Due to substantive changes in the position and/or work unit, the duties of the position have evolved. Review of duties as a whole may reflect a new title.
• Organizational Changes/Restructure
  • Due to organizational change or restructure, position changes may occur as necessitated by operational need. Changes may include a department change or change in scope of functions.
• Creation of New Title Due to Changes in Universities of Wisconsin Title Structure
  • If the Universities of Wisconsin title structure changes so that a title is added/removed, a subsequent title review to update the title of a filled position may be warranted.
• Removal From Limited Appointment
  • When an employee moves from a Limited Appointment to a concurrent appointment, the duties of the position are assigned at time of movement. A title review may be appropriate to assign a title for the concurrent position based on duties assigned.

A request for title review must include a description of the previous and new duties, previous and new organizational chart, and a memorandum describing the circumstances of the request. The memo should include pertinent details as it relates to the reasons of title change and process considerations as defined below. Prior to submitting a formal request for title review, the Dean/Division Head (or designee), in consultation with the supervisor, the HR Business Partner and HR Compensation shall discuss the potential impact to the incumbent.

When reviewing the possibility for title change due to title review, keep in mind the following considerations:

• All positions evolve somewhat over time. Changes in duties may or may not necessitate a change in title or salary grade. The assignment of additional duties that continue to be appropriate to the current title definition does not result in a different title being more appropriate.
• The assignment/removal of temporary or interim duties to/from the current position does not per se result in a different title being more appropriate.
• The title review process should consider other qualified employees within area and impact on promotional opportunities for existing staff.
• The following changes to a position may necessitate a competitive process to fill:
  • Movement of a position from individual contributor to a manager.
  • Movement to a Director, Officer, or Institution-level position.
  • Movement to a position that necessitates need for a Limited Appointment.
• Other Considerations:
  • Is the change in duties on-going or would a temporary base adjustment be appropriate to compensate for higher level work (over a temporary period)?
  • Is the change in duties greater than 50%?

3. Roles and Responsibilities

1. HR Business Partner, in consultation with Compensation will be delegated primary responsibility for the title change approval, except as noted below:
   1. HR Compensation will confirm title changes for the following circumstances:
      • Position where the FLSA Status is changing.
      • Position that is taking on first-time supervisory responsibilities.
      • Position that is titled within a Director (including Assistant, Associate) series, an Officer title, or equivalent/higher roles.
2. The Dean/Division head (or designee), in their role as Appointing Authority, must approve requests for title review.
3. HR Business Partners are responsible for notification to the supervisor and employees of any title and/or rate changes.
4. Notifications of decision to the Dean/Division Head (or designee) will be issued in Workday.

4. Pay Implications

As a result of the title change, the pay grade corresponding to the filled position may also change. A title change may result in the position being placed in a higher title/salary grade (promotion) or may result in the position being placed in a lower title/pay grade (demotion). Incumbents must be paid between the minimum and maximum of the salary range for their official title; exceptions may occur where an Extraordinary Salary Range (ESR) is established. Divisions or Departments wishing to provide a greater than required salary amount shall seek approval by submitting a Non-Merit Related Salary Adjustment to HR Compensation. See applicable Compensation Guidelines for additional detail on compensation impacts.

5. Effective Date

1. Any approved Title Change will be effective on the first day of the pay period following approval of the Dean/Division Head. For employees in an Academic Year appointment, the effective date generally will fall on the first day of the Fall or Spring semester. Under biweekly payroll, this date may not correspond to the start of a pay period.
2. Where a title change occurs due to restructuring, a prospective effective date may be appropriate that aligns with the Department changes.

6. Title Appeal Guidelines

Title reviews for Academic Staff (instructional, research, administrative) and University Staff (ongoing and project) may occur in accordance with the Title Appeal Process guidelines. Under certain circumstances, a requested title review may result in either an alternate title from what was requested or a denial of a title change. In these instances, an employee with approval from their supervisor and department/division head may file an appeal to request a review of the original request and the initial decision.

This outlines the eligibility criteria and steps in the title appeal process, how determinations are made, and the final decision-making authority.

Eligibility Criteria

• Academic staff (instructional, research, administrative) and university staff (ongoing and project) are eligible to file an appeal of a recently approved title.
• Does not apply to chancellor, provost, vice chancellors (including associate and assistant), vice provosts (including associate and assistant),  deans (including associate and assistant), faculty, coaches, academic program directors (including associate and assistant), temporary employees, and student hourly employee titles.
• Does not apply to voluntary changes of title (i.e. promotions, new hires, etc.).

Procedure

1. Upon receipt of the initial title decision, employees/supervisors may file a title appeal within 30 calendar days of receiving notice.
2. Employees/Supervisors must use the Title Appeal Form and complete all sections including a justification supporting the argument for an alternative title.
   1. The justification should include specific details based on the supplemental position description and measured against the responsibilities listed in the standard job library position description. The justification may also include additional information that was not initially submitted for the title determination.
   2. Additional consideration will be given to various factors, including but not limited to supervisory designation, FLSA status, employment category, critical job functions, market and peer comparisons, etc.
   3. If the employee is filing an appeal, it must be approved by the employee’s first and second level managers in order to move forward.
   4. If the supervisor is filing an appeal, it must be approved by their direct supervisor in order to move forward.
3. The Department of Human Resources Compensation team will verify the appeal documentation is correct.
   1. Incomplete Appeal Forms will be returned and corrected forms must be re-submitted within the initial 30-day appeal window to be considered.
4. The Human Resources Compensation team will complete an initial review of the appeal request within 15 working days and will issue an approval or denial of the request on the Title Appeal Form and notify the employee.
5. If the employee/supervisor disagrees with the appeal decision, a reconsideration request may be sent to the Chief Human Resources Officer (CHRO) within one week.
6. The CHRO will review and make a final determination and record it on the Title Appeal Form. The CHRO decision is final, and no further appeal can be made.
7. The final decision will be sent to the employee, the employee’s Supervisor and the Human Resources Business Partner and the appeal is considered closed.
8. The Human Resources Business Partner will initiate action to correct the title, if warranted, in Workday and other areas.
   1. All changes to the title will be implemented prospectively at the start of the next upcoming pay period.