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Administrative Manual - 204 Classification and Compensation

204.03 Classification Changes

  1. POLICY
  2. It is the policy of JSA to ensure that each of its non-probationary employees, subject to position availability:

    1. Have the opportunity for promotion to higher level positions.
    2. Have the opportunity for mobility between and among divisions and departments, and positions and job classes.
    3. Are utilized in a position that has duties and responsibilities commensurate with the employee's demonstrated skills and abilities.
    4. Occupy a position that is, and continues to be, classified correctly.
  3. DEFINITIONS

Non-probationary Employee - An individual who has successfully completed the JSA trial period of employment beginning with the date of employment and ending one year later. Individuals on temporary or other appointments who were not required to complete a probation period do not qualify as non-probationary employees.
Promotion - The assignment of an employee from one class to another that has a higher pay rate range.

  1. PROMOTION

JSA encourages, or provides opportunities for, non-probationary employees to seek promotions to higher level position classes in accordance with their qualifications and the requirements of the higher level positions.
Promotions can occur by two methods:

    1. Position Expansion and Reclassification

Over the course of time, a position may encompass additional levels of responsibility. If, in the opinion of the supervisor, the position has acquired a higher level of responsibility, the supervisor shall discuss and obtain approval from his or her Associate Director/Dept Head for a position reclassification review. If the reclassification review results in a higher position classification, the position need not be posted to promote the incumbent. (The reclassification review procedure is discussed in paragraph G.)

    1. New or Vacant Position

When a supervisor obtains approval for a new or replacement position, the position is to be posted for a minimum of five business days. All non-probationary JSA employees are eligible to apply for posted positions and may do so by completing an on-line application.

  1. TRANSFERS
    1. General

To allow for the effective utilization of human resources, management reserves the right to transfer any employee to another position in the organization at any time.

    1. Management-Initiated Transfers

Between Organizational Units: Transfers of employees to positions with the same classification in a different division/office shall be discussed with the respective Associate Directors/Dept Heads as well as with Human Resources. All transfers require approvals by both the HR Manager and the respective Associate Directors/Dept Heads.
Within a Division/Office Transfers: Transfers within a division/office where there is no change in classification or salary, are approved by the Associate Director/Office Head after consultation with the HR Manager.

    1. Special Rules for Temporary Transfers

Management may temporarily transfer employees in accordance with this policy, or as part of a matrixed organizational plan, and the following special rules shall be followed when applicable:

        1. When a temporary transfer is initiated, Human Resources will consult with the relevant Associate Director/Dept Head to consider the following and any other relevant factors:
          • the duration of the transfer;
          • if the employee will still be responsible for some of his/her current duties during the transfer.


Depending on the factors above, and with the concurrence of the HR Manager and the relevant Associate Director/Dept Head, a determination may be made to compensate the employee at a different rate and/or on a different schedule than is provided in 2) and 3) below.

        1. If no special determinations are made, for exempt employees, a temporary transfer to a higher level position shall be compensated at the higher level after 90 calendar days of duration provided the employee is knowledgeable, meets the full qualifications of the position, and assumes its entire scope of responsibility. Also at the end of 90 calendar days, consideration for posting the position shall be discussed with Human Resources. Upon returning to the previous position, the employee's salary shall be adjusted accordingly; i.e., the supplement shall be removed.
        2. If no special determinations are made, for nonexempt employees, a temporary transfer to a higher level shall be compensated after the completion of two (2) full pay periods in the position provided the employee is knowledgeable, meets the full qualifications of the position, and assumes its entire scope of responsibility. After one month, the continuation of the temporary assignment shall be reviewed by Human Resources. If the temporary assignment lasts 90 calendar days, consideration for posting shall be discussed with Human Resources. Upon returning to the previous position, the employee’s salary shall be adjusted accordingly; i.e., the supplement shall be removed.
        3. All management-initiated temporary transfers to a lower level position shall involve no change in regular classification or salary.
      1. Effective Date of Transfer
        1. Between Organizational Units: Once all approvals have been obtained, the current and gaining Associate Directors/Dept Heads will agree on a reasonable transfer date and notify Human Resources of that date.
        2. Within a Division: Once all approvals have been obtained, the respective Associate Director/Dept Head will determine the effective date of the transfer and notify Human Resources of that date.
    1. DEMOTIONS
    1. Demotions

On occasion, responsibilities and duties of an employee's position do not meet the standards of the classification assigned. Since such an employee may be able to make, or has made, valuable contributions to the Laboratory in a lower classification position, management has the option of reclassifying such an employee to a lower classification.

      1. Procedures

Demotions can be accomplished if all of the following conditions are met:

        1. A suitable lower classification position exists.
        2. The respective Associate Director/Dept Head (gaining and losing Associate Directors/Dept Heads if the demotion involves an interdivisional transfer) agrees to the action.
        3. The HR Director approves the action.
        4. The employee concerned is willing to accept the demotion in lieu of separation.
    1. Types of demotions
      1. Demotions may result from two types of situations:
        1. Performance-Driven  

An employee demonstrates that he or she is incapable of performing all duties of his or her position and, as a result and in lieu of separating the employee, the supervisor removes some duties from the position and assigns the employee elsewhere. Consequently, the employee is now able to function effectively in the position, but the position's responsibilities have been significantly decreased.

        1. Position-Driven  

Changing work requirements may cause a significant erosion of duties and responsibilities for a job or position. This loss is not associated with the employee's performance, but rather with the work itself.

      1. Procedures
        1. In a performance-driven demotion, the supervisor should consult with Human Resources before taking any action. After review of the proposed action is complete, the affected Associate Director/Dept Head and the HR Director must approve the demotion.
        2. In a position-driven demotion, the supervisor will make every effort to transfer the employee to another position in the same class not affected by the changed work requirements. Human Resources will assist the supervisor by providing information on available or planned position openings in other divisions. If the employee cannot be transferred in a reasonable amount of time (generally 90 calendar days), the supervisor, with the approval of the Associate Director/Dept Head, will request that Human Resources perform a reclassification review.
    1. Associated Pay Rate Actions

Individuals who are demoted will receive a pay rate corresponding to their new, lower classification. In determining the new salary, the salary range of the classification and internal equity issues will be considered. The new salary must fall within the range of the new classification. For performance-driven demotions, there should be at least a 5% salary decrease.

  1. REQUIRED INTERIM EVALUATIONS
    1. "Prior To" Actions

For any transfer that would result in a change of supervisor for the subject employee, the gaining supervisor should obtain an interim evaluation of performance from the losing supervisor. This evaluation shall be provided to the respective Associate Director/Dept Head (or the gaining Associate Director/Dept Head for interdivisional actions) along with the request for the personnel action.
In addition, the gaining supervisor must review and approve a new Skill Requirements List (SRL) for the employee effective on the first day the employee begins work under his/her new supervisor.

  1. RECLASSIFICATION REVIEWS
    1. Review Procedures
      1. All reclassifications are subject to review and must be approved by the cognizant Associate Director/Division Head.  The procedures are specified in the Annual Promotion Process which is posted on the Compensation page of the Human Resources website.

These procedures apply to all reclassifications including promotions and lateral transfers.  A copy of the documentation must be submitted to Human Resources for processing to assure the proper review is conducted.

  1. APPROVALS

All actions that involve a classification change or salary adjustment shall be approved by Human Resources and the affected Associate Director/Dept Head (both losing and gaining Associate Directors/Dept Heads in cases of interdivisional transfers).


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