Definition and Significance
A role change occurs when an employee’s job undergoes significant alterations that necessitate reclassifying it into a different career group. These changes can have a profound impact on the employee’s responsibilities, duties, and career trajectory.
Key Facts
- Definition: A role change occurs when an employee’s job changes significantly enough to warrant re-classifying the job into a completely different career group.
- Types of Role Changes:
- Upward: Movement to another career group in a higher pay band. Departments can request a salary increase in line with the new role.
- Downward: Movement to another career group in a lower pay band. No salary increase is allowed, and if the salary is above the maximum of the lower pay band, it must be reduced after six months to fit within the new pay band.
- Lateral: Movement to another career group in the same pay band. Departments can request a salary increase in line with the new role.
- Approval Process: The appropriate vice president determines the approval process for all role changes, which includes a classification analysis by Human Resources.
- Effective Date: The effective date of a role change must be at the beginning of a pay period, typically the 10th or 25th of a month.
- Documentation: An updated and approved position description, job card, and offer card are required for all role changes.
- Approval and Considerations: Role change requests must be approved by senior management areas and the assigned compensation delegate. It is important to consider the impact of role changes on other positions within the organization.
Types of Role Changes
There are three primary types of role changes:
- Upward Role ChangeInvolves movement to a different career group with a higher pay band. Departments have the authority to request a salary increase commensurate with the new role.
- Downward Role ChangeInvolves movement to a different career group with a lower pay band. Salary increases are not permitted, and if the employee’s salary exceeds the maximum of the new pay band, it must be reduced within six months to comply with the lower pay band.
- Lateral Role ChangeInvolves movement to a different career group within the same pay band. Similar to upward role changes, departments can request a salary increase aligned with the new role.
Approval Process and Considerations
The approval process for role changes is determined by the appropriate vice president and typically involves a classification analysis conducted by Human Resources. It is crucial to obtain approval from senior management areas and the assigned compensation delegate.
When considering role changes, it is essential to evaluate their potential impact on other positions within the organization. What may appear justified for a single department or organization could create disparities when compared to similar positions across senior management areas or other university units.
Effective Date and Documentation
The effective date of a role change must coincide with the beginning of a pay period, usually the 10th or 25th of a month.
Adequate documentation is required for all role changes, including an updated and approved position description, job card, and offer card in PageUp.
Conclusion
Role changes are a critical aspect of career development and organizational restructuring. Understanding the different types of role changes, the approval process, and the necessary documentation ensures a smooth transition for employees and the organization.
References
- Role Changes – Human Resources
- How to Communicate Role Changes Effectively
- Staff Role Changes | Human Resources | Virginia Tech
FAQs
What is a role change?
A role change occurs when an employee’s job undergoes significant alterations that necessitate reclassifying it into a different career group, potentially impacting responsibilities, duties, and career trajectory.
What are the different types of role changes?
There are three primary types of role changes: upward, downward, and lateral. Upward role changes involve movement to a higher pay band, downward role changes involve movement to a lower pay band, and lateral role changes involve movement within the same pay band.
Who approves role changes?
The approval process for role changes is determined by the appropriate vice president and typically involves a classification analysis conducted by Human Resources. Approval from senior management areas and the assigned compensation delegate is also required.
What is the effective date of a role change?
The effective date of a role change must coincide with the beginning of a pay period, usually the 10th or 25th of a month.
What documentation is required for a role change?
Adequate documentation is required for all role changes, including an updated and approved position description, job card, and offer card in PageUp.
Can an employee’s salary increase with a role change?
In upward and lateral role changes, departments can request a salary increase aligned with the new role. However, in downward role changes, salary increases are not permitted, and if the employee’s salary exceeds the maximum of the new pay band, it must be reduced within six months to comply.
How do role changes impact other employees?
It is crucial to consider the potential impact of role changes on other positions within the organization. What may appear justified for a single department or organization could create disparities when compared to similar positions across senior management areas or other university units.
What are some best practices for managing role changes?
Best practices include communicating the reasons and benefits of the role change to employees, describing the new roles and expectations clearly, acknowledging the challenges and emotions that may arise, inviting feedback and input from employees, providing training and support for employees to adapt to their new roles, following up and monitoring the progress and impact of the changes, and considering additional factors such as organizational values and cultural norms.