Job descriptions, together with class specifications, are the cornerstone
of a classification program, the purpose of which is to insure that the majority
of all positions are correctly classified at all times. The following guidelines
for the preparation and maintenance of job descriptions shall be followed at
all times, and will be the standard against which job description audits shall
be conducted by the Audit and Advisory Services of the University System Office:
- For encumbered positions, job descriptions shall be prepared, signed and
dated by the position's incumbent. The incumbent's supervisor should
subsequently review, sign, and date the document indicating his/her concurrence
as to the assigned duties.
- Job descriptions for newly established or vacant positions must, by necessity,
be prepared by the supervisor. Once filled, the incumbent shall, by the completion
of the probationary period, review the job description, and acknowledge concurrence
of the accuracy of the document by signature and date.
- Standard, or generic job descriptions may be prepared by supervisory
personnel in the case of positions in which the work of the class is sufficiently
prescribed so as to preclude an incumbent from performing duties outside of
the class (e.g., craft and trade classes, building service classes, and many
food service classes). Such descriptions must be signed and dated by both
the incumbent and supervisor.
In all of the above examples, all employees shall be provided with a copy
of the current, approved job description of their position. All job descriptions
shall be reviewed and updated at least every three years, including the
signatures of the incumbent and supervisor.
See Example 2.2a Instructions for Completing Job Description and Job Description
Format form which is considered adequate to assess the majority of positions.
It is recommended that this form, or one which encompasses the majority of its
details, be used in the classification of all positions.