Job audits are requested when the duties and responsibilities of a position change due to major
additions of job duties or responsibilities. A job audit may be requested by the incumbent,
the supervisor, or initiated by Human Resources
A request may be made to review the duties assigned to and performed by an employee
AFTER the incumbent has been performing the duties for at least six (6) months.
A job audit request form is submitted to the Office of Human Resources by the employee,
supervisor, department head, or other designee. An updated job description (with percentage
times assigned to duties) should be prepared and ready to be presented to HR upon
A desk audit is scheduled and conducted by HR with the employee and/or supervisor.
In the desk audit, the HR staff person will explain the job audit procedure and will
be gathering information regarding the position ís duties for a job analysis. HR will
ask for detailed explanations and examples, if applicable.
HR will then conduct a job analysis, comparing this position with other similar positions
on campus as well as the civil service system class specifications. It is important
to remember that this process is relative and is based on job duties, the level of
responsibility, and skill. A determination will be made as to which classification
is most suitable for the position.
The results of the desk audit will be shared with the supervisor first and then the
employee, within 30 days after the audit is conducted. The findings could be that
the position should be retained in its current class, reallocated to a different classification,
or reclassified to a lower or higher level within the same promotional line. If the
position is upgraded to one of a higher level, a 0-10% promotional increase is applied.
An employee has a right to appeal the job audit determination. If an employee doesn’t
agree with the desk audit results, the employee may appeal the decision to the Director
of Human Resources in writing within 20 working days.
A second appeal to the State Universities Civil Service System is also available
if a satisfactory determination is not reached at the campus level. The employee may
appeal the decision in writing to the Executive Director, State Universities Civil
Service System, 1717 Philo Road, Suite 24, Urbana, IL 61802.
- The audit is conducted based on the job duties and responsibilities and not how they
- The type of work being done is the key, but not the volume of work.
- Current job duties and expectations can be evaluated, but not anticipated future duties
or temporary work.
- The incumbent is not relevant. We are looking at the position itself and not who the
employee is occupying it.
- It is important to remember that Civil Service class specifications are general guidelines
and that these specifications are used differently at each university in the system,
where we each administer our own campus classification program.
- The percentage times identified on the position description are very important for
an accurate analysis of the position. Please spend a little time preparing for the
audit by providing correct percentage times on each duty listed.
For additional questions or concerns, please contact the Office of Human Resources
at 773-995-2040 or HR@csu.edu
Back to Classification and Compensation