Classification in the IU Job Framework

Existing Positions and Career Progression

For existing position classification requests, leaders and HR representatives should review what has changed in the position and assess if the changes necessitate a different classification and role descriptor. Leaders and HR representatives should use the IU Career Navigator to identify the most appropriate role descriptor that represents the business needs and/or work performed in the position.

It is important to remember that role descriptors are NOT position descriptions and are intended to represent numerous positions; role descriptors are not specific to any individual position.

Processing Instructions if Vacant

  1. Consider the business need(s) and the work needing to be performed. Consider the type of experience/background that you think might be necessary to perform the role. The Job Description Online form is useful for conceptualizing and considering the needs of the position.
  2. Keeping in mind that role descriptors are NOT unique to any specific position, utilize the IU Career Navigator Tool to identify the most appropriate role descriptor that represents the fundamental responsibilities that will be performed.
  3. If the most appropriate role descriptor is exempt (Exempt Individual Contributor or People Leader role), the hiring manager and/or local department/campus HR representative MUST complete the FLSA Questionnaire and provide additional information to certify FLSA status.

    Ensuring accurate FLSA status is a requirement under federal law. The burden of proof is on the employer. If you are unsure or have questions about a position’s FLSA status, IUHR Compensation Programs is available to consult and assist with completing the FLSA Questionnaire. Departments/Responsibility Centers are responsible for any DOL penalties and/or fines due to FLSA non-compliance.

  4. The department/RC HR representative will submit a Maintain Position eDoc (PRV) via HRMS. The effective date is the date the eDoc is initiated.
    • In the eDoc note, include the desired role descriptor title and career level.
    • Attach a departmental organizational chart, including incumbent names, in the note section to demonstrate where the position is intended to be situated among current positions.
    • If requesting an exempt role descriptor, attach the FLSA Questionnaire documentation to the eDoc note.
    • Once all fields have been completed, click on the “submit” button. The eDoc will automatically route electronically for approvals.
    • Once review has been completed by IUHR Compensation Programs, the eDoc will be saved in HRMS to formally update the position. The eDoc initiator will receive notification indicating the position number and classification of the position. Those in the routing approval chain should notify others in their department, as needed, of the new position number and classification.

Processing Instructions if Occupied (Career Progression)

For position classification requests to recognize career progression, leaders and HR representatives should review what has changed in the position to determine if the changes necessitate and justify progression to the next career level within the same career structure and type of role.

Career progression only applies in situations whereby a position has evolved/grown to include higher level duties that are more in alignment with the next career level within the same career structure and type of role. For example, an Administrative Assistant – Foundational position could potentially evolve/grow to be more aligned with Administrative Assistant – Intermediate.

Movement to a different career structure is not considered career progression and, as such, would typically occur as a result of a job posting and transferring to a different position.

IU HR expects leaders to discuss potential Career Progression situations with their local HR representative(s) prior to the request being submitted to IU HR for review.

Local HR representatives should review the situation and consider whether career progression is appropriate – if there are others performing the same role at the same level, it may necessitate posting the higher level role to ensure equal opportunity. We encourage local HR representatives to reach to IUHR Compensation for consultation in advance of submitting these requests for processing.

  1. Local department/RC HR representative submits Maintain Position eDoc (PRV) via HRMS. The effective date is the date the eDoc is initiated.
    • In the eDoc note, include the role descriptor title and desired career level (should be the same role descriptor title, but with a different career level).
    • Attach a departmental organizational chart, including incumbent names, in the note section to demonstrate where the position is intended to be situated among current positions.
    • In the eDoc the note, provide justification/rationale for this position evolving and/or growing to include the higher-level responsibilities. What has changed specifically that justifies moving this position to the next career level? If there are others performing in the same role/level on the team, what is the justification for this position changing level, but not others?
    • Once all fields have been completed, click on the “submit” button. The eDoc will automatically route electronically for approvals.
    • Once review has been completed by IUHR Compensation Programs, the eDoc will be saved in HRMS to formally update the position. The eDoc initiator will receive notification indicating the position number and classification of the position. Those in the routing approval chain should notify others in their department, as needed, of the new position number and classification.

Processing Instructions if Occupied (Career Shift or Change in Career Structure)

  1. Movement to a different career structure is not considered career progression and, as such, would typically occur as a result of a job posting and transferring to a different position, which is either a vacant existing position or a newly created position.
  2. When an existing position moves from Non-Exempt Individual Contributor to Exempt Individual Contributor, or vice versa, this is considered a change in career structure. Movement of a position from the Exempt Individual Contributor to the People Leader career structure, or vice versa, is called a Career Shift. Note that if the position is transitioning from Non-Exempt to Exempt status, the hiring manager and/or local department/campus HR representative MUST complete the FLSA Questionnaire and provide additional information to certify FLSA status.
  3. Ensuring accurate FLSA status is a requirement under federal law. The burden of proof is on the employer. If you are unsure or have questions about a position’s FLSA status, IUHR Compensation Programs is available to consult and assist with completing the FLSA Questionnaire. Departments/Responsibility Centers are responsible for any DOL penalties and/or fines due to FLSA non-compliance.
  4. Occasionally in specific situations, movement via Career Shift or change in career structure can be accomplished via posting waiver without the requirement to post the position and conduct a search. Exception requests are reviewed on a case-by-case basis by IUHR Employee Relations, Talent Acquisition, and other entities as appropriate depending on campus. Please contact IUHR Compensation for details on this process.
  5. IUHR Compensation is able to consult on instructions for career structure change requests.