Financial Administration

G9 Attachment 1 - Classification Decision Appeal Procedures

Revised: March 27, 2008


    Although appeals typically result from the denial of a reclassification request, it must also be recognized that employees have the right to appeal any classification decision relating to their position. This includes, but is not limited to, reallocations, effective dates, and reclassification approvals. The following procedures specifically address the issue of a reclassification denial and the resulting appeal. However, should an employe wish to appeal a classification decision other than a denial, these same procedures will apply.

  1. Institution Responsibilities

    1. Content of Denials

      When a request for reclassification is denied, the institution Human Resource office will provide the employee and supervisor with the specific reasons for denial. This notification must include:

      1. Analysis of job change

      2. Comparison with relevant class specifications/position standards

      3. Comparison with similar positions

      4. Appeal rights (see following section)

    2. Notification of Appeal Rights

      The employee will be advised in writing that, if the institution's decision is to be appealed, it may be done in writing, within 30 calendar days of receipt of the decision.

      1. Comprehensive Institutions:

        Employees will be instructed that appeals must be made to UW-System Administration, Office of Human Resources & Workforce Diversity.

      2. Madison, Milwaukee, Extension/Colleges:

        1. Classifications not delegated to the UW System:

          Employees will be instructed that appeals of decisions not delegated to the UW System must be made to the Director of OSER.

        2. Classifications delegated to either the institution or System Administration:

          Employees will be instructed that appeals must be made to the UWS Office of Human Resources & Workforce Diversity.

    3. Documentation of Reclass Denial

      For all denials, the institution's Human Resource office will forward to System Administration a copy of the reclassification denial letter and related position description.

      NOTE: If the appointing authority of the institution determines that a review of a reclass request is inappropriate or unnecessary and, therefore, does not formally review the position, the incumbent must be notified of this decision in writing. This decision will be treated as a reclass denial and, as such, the employee will have the same appeal rights as outlined above. The institution must advise the employee in writing of his or her rights and how to exercise them.


  2. System Administration Responsibilities

    1. Receipt of Appeal

      System Administration will acknowledge receipt of an appeal via letter to the employee. The institution's Human Resource office will be provided with a copy of the employee's appeal letter, as well as all further correspondence between the parties.

    2. Review Procedures

      System Administration will conduct a review of the institution's decision. Prior to issuing a decision, this review may include any or all of the following:

      1. Review of the materials used by the institution in making the appealed decision.

      2. On-site or telephone audit of the position with the incumbent, supervisor, and/or other individuals.

      3. Discussion with institution Human Resource manager (or specialist) making appealed decision.

    3. Notification of Decision

      1. If the institution's decision is upheld, System Administration will notify the employee, supervisor, and institution Human Resource office in writing of the decision and the reasons for it. This notification will include:

        1. Analysis of job change

        2. Comparison with relevant class specifications, position standards, or class factors

        3. Comparison with similar positions

        4. Appeal rights (see section II.D.)

      2. If the institution's decision is overturned, System Administration will:

        1. Contact the institution Human Resource office regarding the decision prior to issuing it in writing.

        2. Notify, in writing, the employee, supervisor and institution Human Resource office of the decision and specific reasons for it.

        3. Prepare a Reclassification Request/Report form. (The effective date will be based upon the date of effective receipt of the employee's original request in the institution Human Resource office.)

    4. Notification of Appeal Rights

      The employee will be advised in writing of his/her right to appeal the decision made by System Administration. The employee will be directed to file a written appeal within 30 calendar days of receiving System Administration's decision. This appeal must be filed with either OSER or the Wisconsin Employment Relations Commission (WERC), depending upon whether or not the classification is delegated to the UW System.

      1. Classifications delegated to the UW System:

        Delegated reclassification appeals go directly to the WERC. The Director of OSER is a correspondent with the President of the UW System for these appeals.

      2. Classifications not delegated to the UW System:

        Nondelegated reclassification appeals must be filed with the Director of OSER.