Position Classification and Salary Placement Process

  • Classification Review Procedures

    A. Applicability. This section applies to non-probationary employees who are full time, have completed one year of continuous service in their current position, and are assigned a grade and paid in accordance with any of the following Alexandria City Public Schools (ACPS) Salary Scales: (1) Administrator Salary Scale-Licensed; (2) Administrator Salary Scale – Support; (3) Support Salary Scale or (4) Teacher Salary Scales, as adopted by the ACPS School Board.

    B. Eligibility. To be eligible for a reclassification, an employee must have completed their probationary period. Probationary employees may not submit individual reclassification requests; they may be reclassified as a result of a request submitted by another employee in their class of work or as a result of an ACPS-wide classification study.

    Reclassification requests applicable to a position upgraded or denied through the appeals process in the previous year may not be submitted in the next subsequent reclassification cycle or until two calendar years have elapsed from the prior reclassification cycle. However, if the grade of the position was not changed due to an approved reclassification, or if within the last year the position has a significant and substantial part of the job requirements changed, a request may be submitted during the next reclassification request cycle.

    Employees on a plan of improvement at the time of submission are not eligible for a reclassification.

    For a position to be eligible, it must have changed significantly by requiring additional higher-level duties, responsibilities, and tasks, which have been officially and permanently assigned for a minimum of at least three months prior to the submission of the reclassification request. These duties must represent a significant and substantial part of the job.     

    Reclassification requests shall not be based on salary, projected duties, volume of work, performance, length of service, financial need, threat of resignation, qualifications of the incumbent (employee holding current position) beyond those required for the position or completion of a period of training which has resulted in performing the full range of duties contemplated for the class of work or with less supervision. Modifications related to one’s current job responsibilities are necessary to keep pace with improvements or advancements in technology. These changes are expected to occur within the classification of various jobs and should not be the basis for requesting a reclassification.

    The department head shall decline to submit a reclassification request which does not comply with the conditions described in these procedures.

    C. Process.
    Eligible employees who believe their duties and responsibilities have changed to the extent that their positions should be reclassified may submit a reclassification request on the applicable ACPS form to their supervisor/department head.

    Once received, the department head will analyze the request and ensure it meets the requirements of eligibility. Upon approval, the department head shall forward the request to Human Resources for submission to the neutral contracted third party administrator.

    D. Timing. Reclassification requests may be submitted once per year between October 1 and October 31 each year to the Chief Human Resource Officer or designee during the annual submission period noted or at a time otherwise designated by the Chief Human Resources Officer.

    Approved reclassifications and associated pay adjustments shall normally be effective the first pay following March 1st or at a time designated and adopted by the ACPS School Board.

    Classification Requests to classify new positions (not previously classified) or requests for reclassification of an existing position must be submitted on an ACPS Job Information Questionnaire (JIQ) Form (as amended from time to time) signed by the position’s incumbent, immediate supervisor, department head, and department chief as applicable, and submitted to the Chief Human Resources Officer or designee during the submission period.

    Additionally, where applicable the incumbent of a position requesting a review for reclassification must attach a brief statement on the applicable ACPS form summarizing or listing the essential reasons the incumbent believes the position warrants an upgrade. The form must be signed by the incumbent, immediate supervisor or department head and department chief. The incumbent may note on the position’s current job description the specific areas of the job description that have changed, as a result of the position’s assuming higher level duties and responsibilities that the incumbent of the position believes warrant an upgrade for that position. 

    Upon submission of the JIQ, employee statement documents, and modified job description to the Chief Human Resources Officer or designee, an organization chart showing the position(s) requested for classification or reclassification is expected.

    Reclassification requests shall contain the information required by and in the form prescribed by the Chief Human Resources Officer, which may be modified as deemed appropriate.

    E. Review Process. Upon receipt of a properly executed timely request, the Chief Human Resources Officer or designee shall forward the request to the neutral contracted third party administrator.     The TPA will conduct a review of the position to determine its proper classification within the applicable ACPS classification system. Such review may include an evaluation of the materials submitted, an interview with an incumbent, a discussion with supervisors, and, as warranted, a review of comparable positions, organization charts, external competition or other factors deemed relevant by the Chief Human Resources Officer or designee.

    The Chief Human Resources Officer shall render findings (which shall set forth the findings, conclusions and recommendations) to the employees’ and their applicable department heads. Upon receipt of the report, a department head or the affected incumbent(s) or both may submit reasons for disagreement on an ACPS Appeal Form to the Chief Human Resources, within ten (10) workdays of the receipt of the findings or at a time determined by the Chief Human Resources Officer or designee. The Chief Human Resources Officer or designee shall consider any such comments and render a final determination to the department head, within twenty (20) workdays of receipt of the applicable ACPS Appeal Form.

    School Board approval is required for all reclassifications of encumbered positions.

    F. Exceptions. Reclassification and related salary provisions may be superseded by the terms of implementation at the discretion of the ACPS School Board.

    G. Reclassification. Changes in salary and step as a result of a classification action follow:

    (1)  The salary rate upon reclassification to a higher grade is determined by:
          (a) pay rate (hourly or salary) will be advanced one step on the current salary grade, and
          (b) placement will be on the step that is equivalent or closest to the pay or hourly rate determined in (a).

    (2) The salary rate upon reclassification to the same grade shall be computed as if the action were a transfer.

    (3)  The salary rate upon reclassification to a lower grade shall be computed by first providing any step increase due and then placing the employee at the step within the new range that provides no decrease in the hourly rate. If the employee’s current rate after any applicable step increase is calculated exceeds the maximum rate of the lower grade range, the employee’s current rate shall be frozen until the maximum rate of the lower grade meets or exceeds the employee’s frozen rate. At that time, the employee shall be placed at the applicable step rate of the lower grade that provides no decrease in the employee’s frozen hourly rate.

    (4) The aforementioned provisions may be superseded at the discretion of the ACPS School Board.