Skidmore College
Position Questionnaire (PQ) Review Process

June 2010 - For those departments and employees wishing to update their PQs, please remember you must have your President's Cabinet Member approve the PQ prior to the PQ going to the PQ Committee.  Please contact your Cabinet Member prior to working on the PQ.

Download the Exempt (A/P) PQ Form (Microsoft Word)

Download the Non-Exempt (SS) PQ Form (Microsoft Word)

Skidmore College has a position description review process designed to systematically compare jobs on the basis of 5 common factors that represent what the College considers to be of value.  These are called "compensable factors" and include 1. responsibility for results, 2. complexity, 3. relationships, 4. application of knowledge, and 5. resource management (considered for Exempt positions) and environmental elements (considered for Non Exempt positions).

Job Facts are usually obtained by descriptions provided through the completion of Position Questionnaires (PQ) and, at times, by direct interviews with Employees and Supervisors.  The PQ is the source document utilized to re-evaluate a position.  Two PQ committees (Administrative/Professional and Support Staff) have been appointed to review PQs submitted for re-evaluation.  These peer advisory committees are made up of employees representing a cross section of the relevant College community.

The PQ review process is to be used for evaluating newly created positions, recently vacated positions and positions that evolve over time as an employee's responsibilities change to meet departmental needs.

The PQ review committees normally meet the second Tuesday of the month for AP/Exempt positions and the second Wednesday of the month for SS/non exempt positions. Please submit PQ change requests to Human Resources at least one week prior to a scheduled meeting (PDF).

Human Resources (HR) recommends Employees and Supervisors review an employee's PQ during the Performance Review Process.  It is a supervisor's responsibility to go through this process for new positions and recently vacated positions if changes in the position have occurred.  Information on Hiring Guidelines can be found at: http://cms.skidmore.edu/hr/policies/hiring-guidelines.cfm
 
The PQ Form
Employee and Supervisor (Please note: An Employee or Supervisor may take the initiative in starting this process.  However, it is a supervisor's responsibility to go through this process for new positions and recently vacated positions.)
  • Revise the PQ (add new duties & responsibilities and delete obsolete duties & responsibilities)
  • Indicate changes from the old PQ to the revised PQ (for significant changes to the PQ, the Employee generally should have performed these functions for at least 6 months) 
  • Include Employee and Supervisor comments, and signatures and request for review
  • See the list below for ideas on how to complete the PQ. You may also contact HR for assistance drafting the PQ.

Note: Financial Services protocols require that the person who spends a department's dollars cannot be the individual that monitors the finances of the department.  Following Financial Services protocols, it is typically the department head or chair that maintains the responsibility for monitoring the department budget.

Supervisor

  • Understand the PQ process and ask questions of Human Resources and PQ committee members as needed.
  • Ensures that their supervisor is aware of the potential PQ review
  • Ensures the information on the PQ is accurate and reflects the duties of the job
  • Obtain Vice President or Dean approval of PQ review in writing (Effective February 2003)
The PQ Review
Employee and Supervisor
  • Submit the PQ to HR electronically for review by the deadline. Please click here for the meeting and deadline schedules
  •  Supply a brief summary of reason for review which may include highlighting the most significant changes to the PQ

HR

  • Determines how the position meets the Fair Labor Standards Act requirements for an exempt (Administrative/Professional, A/P) or a nonexempt (Support Staff, SS) position 
  • Submits the PQ to the appropriate Committee (A/P or SS) for consideration at its next monthly meeting

PQ Committee (A/P and SS) Evaluates and determines the appropriate position band for the PQ 
The PQ Decision

HR

  • Determines the salary impact based on the Committee's decision 
  • Communicates the decision of the Committee to the Supervisor and discusses any salary impact (salary impacts generally will be effective on the first pay period following the Committee decision - due to the Benefit Open Enrollment process, any salary adjustments for the November and December meetings wil be effective in January - HR will discuss the effective dates of salary changes with the Supervisor during these months) 
  • Prepares written confirmation to Employee of any salary change

Supervisor

  • Asks questions of Human Resources as needed to understand and handle verbal communication with the employee.
  • Verbally communicates to the Employee the decision and any salary impact

Employee

  • Receives written confirmation from HR of any salary changes


NOTE: Employees and Supervisors may appeal the decision of either committee directly to the HR Director

  1. The Director will review the information in the appeal, the committee information and make a decision following the PQ protocols.
  2. Appeals should be made in writing and filed in a timely manner.
  3. The committee decision stands unless there is an appeal approved by the Director of HR.

Link to Fair Labor Standards Act (FLSA) Information

 

Download the Exempt (A/P) PQ Form (Microsoft Word)

Download the Non-Exempt (SS) PQ Form (Microsoft Word)