This page outlines ALL communications generated by the system based on the end-user's actions. This includes the action completion message per each submit button, as well as all email communications that the system sends–in detail as to who, the subject, reply-to etc.
Stages
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General — All Stages
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| Action Completion Messages |
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| title | NOTE |
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| System Generated Email Notifications |
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All Action Completion Messages ("ACM") shall be formatted as:
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System Generated Email Notifications
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All email messages shall be formatted as:
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Start —
| Status | ||||
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| title | Submit Button Label: Send to HR |
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Action Completion Message
Thank you for submitting your request for reclassification. HR will now review the request for reclassification and either send the form to the employee or cancel the request. Reasons for cancelling the request include:
- The employee has not completed their probationary period
- The employee has been performing the changed duties for less than two months
- The employee is in their first year in the current position
- The employee has been reclassified within the last year
If HR sends the form to the employee, the employee will receive an email asking them to complete the Employee section of the form. Employees are expected to include a current resume and organizational chart with their responses.
Email(s)
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Dear [Initiator Name],
This is to acknowledge your request for a position audit for [Employee Name]. HR will now review the request. If the employee has met all the eligibility criteria, then HR will send the form to the employee for completion. If the employee has not met the eligibility criteria, HR will cancel the request.
The completed packet must include the completed Job Inventory Form for Reclassification, a current resume and organizational chart.
If you have any questions, please contact [HR Mailbox].
HR Form Received —
| Status | ||||
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| title | Submit Button Label: Send to Employee |
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Action Completion Message
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You have successfully submitted the Form for Reclassification to the employee for completion.
Email(s)
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Dear [Employee Name],
[Initiator Name] has requested a job reclassification for you. Please fill out the online Job Inventory Form for Reclassification here [Link to this Form]
To complete the online form, you must include a current resume and organizational chart. Per the UCPEA contract, you have 6 weeks to complete this form and submit to your supervisor for review.
If you have any questions, please contact [HR Mailbox]
Employee Input —
| Status | ||||
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| title | Submit Button Label: Save Draft |
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Action Completion Message
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Email(s)
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Dear [Employee Name],
You have started a new Job Inventory Form for Reclassification. At this time, the form is incomplete. You can access the Form for Reclassification [Link to this Form] to complete or print the form.
Once you have submitted the form, it will route to your Supervisor and Manager for review. Your Supervisor will also have the option to add up to two Additional Reviewers to the workflow.
Per the UCPEA contract, the supervisory chain (including Supervisor, Management and any Additional Reviewers) have 4 weeks to complete their review before returning to HR.
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| title | Submit Button Label: Submit for Supervisor Review |
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Action Completion Message
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Thank you for submitting your Job Inventory Form for Reclassification. The Form for Reclassification has been routed to your supervisor for review. The Form for Reclassification may be returned to you by your supervisor if you have incorrectly completed the form or if your supervisor wants you to provide more information.
Email(s)
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Dear [Supervisor Name],
[Employee Name] has submitted a reclassification request for your review. You can access the Form for Reclassification here: [Link to this Form]
Once you have completed the required section, you will have the option to have an Additional Reviewer review the form. If no Additional Review is needed, the request will be routed to Management for approval before being routed to Human Resources.
Per the UCPEA contract, the supervisory chain (including Supervisor, Management and any Additional Reviewers) have 4 weeks to complete their review before returning to HR.
If [Employee Name] has filled out a section of the form incorrectly, you can send the form back to [Employee Name] using the “Return to Employee” selection at the bottom of the form.
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| title | Submit Button Label: Submit to HR |
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Action Completion Message
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You have submitted the Job Inventory for Reclassification to Human Resources for an Independent Review. Human Resources will now review your Job Inventory for Reclassification and render a decision.
Email(s)
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Dear [Employee Name],
You have submitted your Job Inventory for Reclassification to Human Resources for an Independent Review. You will receive a confirmation email when Human Resources formally receives your Job Inventory for Reclassification.
Employee Update —
| Status | ||||
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| title | Submit Button Label: Save Draft |
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Action Completion Message
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Email(s)
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Dear [Employee Name],
You have updated, but not submitted an existing Job Inventory Form for Reclassification. At this time, the form is incomplete. You can access the Form for Reclassification [Link to this Form] to complete or print the form.
Once you have submitted the form, it will route to your Supervisor and Manager for review. Your Supervisor will also have the option to add up to two Additional Reviewers into the workflow.
Per the UCPEA contract, the supervisory chain (including Supervisor, Management and any Additional Reviewers) have 4 weeks to complete their review before returning to HR.
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| title | Submit Button Label: Submit for Supervisor Review |
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Action Completion Message
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Thank you for submitting your Job Inventory Form for Reclassification. The Form for Reclassification has been routed to your supervisor for review. The Form for Reclassification may be returned to you by your supervisor if you have incorrectly completed the form or if your supervisor wants you to provide more information.
Email(s)
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Dear [Supervisor Name],
[Employee Name] has submitted a reclassification request for your review. You can access the Form for Reclassification here
Once you have completed the required section, you will have the option to have an Additional Reviewer review the form. If no Additional Review is needed, the request will be routed to Management for approval before being routed to Human Resources.
Per the UCPEA contract, the supervisory chain (including Supervisor, Management and any Additional Reviewers) have 4 weeks to complete their review before returning to HR.
If [Employee Name] has filled out a section of the form incorrectly, you can send the form back to [Employee Name] using the “Return to Employee” selection at the bottom of the form.
Supervisor Review —
| Status | ||||
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| title | Submit Button Label: Return to Employee for Update |
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Action Completion Message
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Thank you for your review. The Job Inventory Form for Reclassification has been returned to the employee with your feedback. Once the employee has updated the form, it will be returned to you for review.
Email(s)
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Dear [Employee Name],
[Supervisor Name] has returned the Job Inventory Form for Reclassification for you to update. Please see the below feedback from your supervisor:
[Feedback for Employee]
Once you have completed the updates to the form, you can resubmit the form to your supervisor for review. You can access the Form for Reclassification here: [Link to this Form]
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| title | Submit Button Label: Submit to Additional Reviewer |
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Action Completion Message
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Thank you for your review and responses. The Job Inventory Form for Reclassification has been routed to the identified Additional Reviewer for review.
Email(s)
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Dear [AR for Supervisor Name],
[Supervisor Name] has identified you as an Additional Reviewer for [Employee Name]’s reclassification. Please review the Employee and Supervisor sections of the form, and complete the Additional Reviewer section. You can access the Form for Reclassification here [Link to this Form]
Once you have completed the required section, the request will be routed to Management for review.
Please note, per the UCPEA contract, the supervisory chain (including Supervisor, Management and any Additional Reviewers) have 4 weeks to complete their review before returning to HR.
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| title | Submit Button Label: Submit for Manager Review |
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Action Completion Message
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Thank you for your review and responses. The Job Inventory Form for Reclassification has been routed to the identified Manager for review.
Email(s)
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Dear [Manager Name],
[Supervisor Name] has identified you as the Manager for [Employee Name]’s reclassification. Please review the Employee and Supervisor sections of the form, and complete the Manager section. You can access the Form for Reclassification here: [Link to this Form]
Once you have completed the required section, the request will be routed to an Additional Reviewer, if necessary, or Human Resources for review.
Please note, per the UCPEA contract, the supervisory chain (including Supervisor, Management and any Additional Reviewers) have 4 weeks to complete their review before returning to HR.
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| title | Submit Button Label: Submit to HR |
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Action Completion Message
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Thank you for your review. The Job Inventory Form for Reclassification has been routed to Human Resources for review.
Email(s)
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Dear Human Resources,
You have been identified as both the direct supervisor and manager for [Employee Name]’s reclassification. Please review the Employee section of the Form for Reclassification, and input the name of an Additional Reviewer, if necessary. You can access the Form for Reclassification here [Link to this Form]
Once you have completed the required section, the request will be routed to an Additional Reviewer, if necessary. Otherwise, the request will be routed to Human Resources for review.
Please note, per the UCPEA contract, the supervisory chain (including Supervisor, Management and any Additional Reviewers) have 4 weeks to complete their review before returning to HR.
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| title | Submit Button Label: Deny Request |
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Action Completion Message
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Thank you for your review. You have elected to return this Job Inventory Form for Reclassification to the employee. The Reclassification will then be routed to Human Resources for an Independent Review, bypassing the remainder of the approval chain.
Email(s)
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Dear [Employee Name],
[Supervisor Name] has returned the Job Inventory Form for Reclassification for you for an Independent Review. Please see below for feedback from [Supervisor Name]:
[Feedback for Employee]
You can now submit your Job Inventory Form for Reclassification directly to Human Resources for an Independent Review. To submit the form to Human Resources, please go into the form and select the Submit to HR button. You can access the Form for Reclassification [Link to this Form].
If you have questions about the Independent Review process, please reach out to careerpaths@uconn.edu.
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Dear [Supervisor Name],
You have returned the Job Inventory Form for Reclassification to [Employee Name] with your feedback, which will result in an Independent Review. [Employee Name] will now review your feedback and send the form to Human Resources for an Independent Review. Please note this will bypass the remainder of the approval chain.
If you made this selection in error, please reach out to careerpaths@uconn.edu, who will be able to help you correct this and allow the Form for Reclassification to continue through the rest of the approval chain.
If you have questions about the Independent Review process, please reach out to careerpaths@uconn.edu.
Additional Reviewer for Supervisor —
| Status | ||||
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| title | Submit Button Label: Submit for Manager Review |
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Action Completion Message
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Thank you for your review. The Job Inventory Form for Reclassification has been routed to the identified Manager for review.
Email(s)
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Dear [Manager Name],
[AR for Supervisor Name] has identified you as the Manager for [Employee Name]. Please review [Employee Name]’s reclassification request. You can access the Form for Reclassification here [Link to this Form]
Once you have completed the required section, you have the option to send the form to your Unit Head for approval or directly to Human Resources for review.
Please note, per the UCPEA contract, the supervisory chain (including Supervisor, Management and any Additional Reviewers) have 4 weeks to complete their review before returning to HR.
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| title | Submit Button Label: Submit to HR |
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Action Completion Message
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Thank you for your review. The Job Inventory Form for Reclassification has been routed to Human Resources for review.
Email(s)
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Dear Human Resources,
You have been identified as both the direct supervisor and manager for [Employee Name]’s reclassification. Please review the Employee section of the Form for Reclassification, and input the name of an Additional Reviewer, if necessary. You can access the Form for Reclassification here [Link to this Form]
Once you have completed the required section, the request will be routed to an Additional Reviewer, if necessary. Otherwise, the request will be routed to Human Resources for review.
Please note, per the UCPEA contract, the supervisory chain (including Supervisor, Management and any Additional Reviewers) have 4 weeks to complete their review before returning to HR.
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| title | Submit Button Label: Deny Request |
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Action Completion Message
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Thank you for your review. You have elected to return this Job Inventory Form for Reclassification to the employee. The Reclassification will then be routed to Human Resources for an Independent Review, bypassing the remainder of the approval chain.
Email(s)
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Dear [Employee Name],
[AR for Supervisor Name] has returned the Job Inventory Form for Reclassification for you for an Independent Review. Please see below for feedback from [AR for Supervisor Name]:
[AR for Supervisor’s feedback]
You can now submit your Job Inventory Form for Reclassification directly to Human Resources for an Independent Review. To submit the form to Human Resources, please go into the form and select the Submit to HR button. You can access the Form for Reclassification [Link to this Form].
If you have questions about the Independent Review process, please reach out to careerpaths@uconn.edu.
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Dear [AR for Supervisor Name],
You have returned the Job Inventory Form for Reclassification to [Employee Name] with your feedback, which will result in an Independent Review. [Employee Name] will now review your feedback and send the form to Human Resources for an Independent Review. Please note this will bypass the remainder of the approval chain.
If you made this selection in error, please reach out to careerpaths@uconn.edu, who will be able to help you correct this and allow the Form for Reclassification to continue through the rest of the approval chain.
If you have questions about the Independent Review process, please reach out to careerpaths@uconn.edu.
Manager Review —
| Status | ||||
|---|---|---|---|---|
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| title | Submit Button Label: Submit to Additional Reviewer |
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Action Completion Message
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Thank you for your review. The Job Inventory Form for Reclassification has been routed to the identified Additional Reviewer for review.
Email(s)
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Dear [AR for Manager Name],
[Manager Name] has identified you as an Additional Reviewer for [Employee Name]. Please review [Employee Name]’s reclassification request. You can access the Form for Reclassification here [Link to this Form]
Once you have completed the required section, the request will be routed to Human Resources for review.
Please note, per the UCPEA contract, the supervisory chain (including Supervisor, Management and any Additional Reviewers) have 4 weeks to complete their review before returning to HR.
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| title | Submit Button Label: Submit to HR |
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Action Completion Message
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Thank you for your review. The Job Inventory Form for Reclassification has been routed to Human Resources for review.
Email(s)
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Dear Human Resources,
[Manager Name] completed the reclassification request for [Employee Name]. Please review for completion. You can access the Form for Reclassification here [Link to this Form]
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| title | Submit Button Label: Deny Request |
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Action Completion Message
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Thank you for your review. You have elected to return this Job Inventory Form for Reclassification to the employee. The Reclassification will then be routed to Human Resources for an Independent Review, bypassing the remainder of the approval chain.
Email(s)
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Dear [Employee Name],
[Manager Name] has returned the Job Inventory Form for Reclassification for you for an Independent Review. Please see below for feedback from [Manager Name]:
[Manager’s feedback]
You can now submit your Job Inventory Form for Reclassification directly to Human Resources for an Independent Review. To submit the form to Human Resources, please go into the form and select the Submit to HR button. You can access the Form for Reclassification [Link to this Form].
If you have questions about the Independent Review process, please reach out to careerpaths@uconn.edu.
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Dear [Manager Name],
You have returned the Job Inventory Form for Reclassification to [Employee Name] with your feedback, which will result in an Independent Review. [Employee Name] will now review your feedback and send the form to Human Resources for an Independent Review. Please note this will bypass the remainder of the approval chain.
If you made this selection in error, please reach out to careerpaths@uconn.edu, who will be able to help you correct this and allow the Form for Reclassification to continue through the rest of the approval chain.
If you have questions about the Independent Review process, please reach out to careerpaths@uconn.edu.
Additional Reviewer for Manager —
| Status | ||||
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| title | Submit Button Label: Submit to HR |
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Action Completion Message
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Thank you for your review. The Job Inventory Form for Reclassification has been routed to Human Resources for review.
Email(s)
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Dear Human Resources,
[AR for Manager Name] has submitted the Job Inventory Form for Reclassification for [Employee Name]. Please review for completion. You can access the Form for Reclassification here [Link to this Form]
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| title | Submit Button Label: Deny Request |
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Action Completion Message
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Thank you for your review. You have elected to return this Job Inventory Form for Reclassification to the employee. The Reclassification will then be routed to Human Resources for an Independent Review, bypassing the remainder of the approval chain.
Email(s)
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Dear [Employee Name],
[AR for Manager Name] has returned the Job Inventory Form for Reclassification for you for an Independent Review. Please see below for feedback from [Manager Name]:
[AR for Manager’s feedback]
You can now submit your Job Inventory Form for Reclassification directly to Human Resources for an Independent Review. To submit the form to Human Resources, please go into the form and select the Submit to HR button. You can access the Form for Reclassification [Link to this Form].
If you have questions about the Independent Review process, please reach out to careerpaths@uconn.edu.
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Dear [AR for Manager Name],
You have returned the Job Inventory Form for Reclassification to [Employee Name] with your feedback, which will result in an Independent Review. [Employee Name] will now review your feedback and send the form to Human Resources for an Independent Review. Please note this will bypass the remainder of the approval chain.
If you made this selection in error, please reach out to careerpaths@uconn.edu, who will be able to help you correct this and allow the Form for Reclassification to continue through the rest of the approval chain.
If you have questions about the Independent Review process, please reach out to careerpaths@uconn.edu.
HR Review —
| Status | ||||
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| title | Submit Button Label: Complete |
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Action Completion Message
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Thank you for your review. The Job Inventory Form for Reclassification has been marked complete.
Email(s)
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Dear [Supervisor Name],
This is to acknowledge the receipt of [Employee Name]'s completed Job Inventory Form for Reclassification. Form for Reclassification are reviewed in the order they are received. The Human Resources Specialist for your department will review the material and determine if additional information or further clarification is needed. If additional information is required, an HR Specialist from the Workforce Solutions team will contact the employee and/or the supervisor to set up an appointment.
Please note, per the UCPEA contract, HR has 12 weeks from the date of receipt to complete their review and release the results to the supervisor. The official date of receipt by HR is [Date Completed].
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Dear [HR Specialist Name],
[Employee Name] from [Department within Division], [Division/School/College] has submitted a reclassification packet for you to review. Please review the completed Form for Reclassification by [Due Date]. You can access the form here [Link to this form]
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| title | Submit Button Label: Incomplete - Send to Employee |
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Action Completion Message
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Thank you for your review. The Job Inventory Form for Reclassification has been returned to the employee for completion.
Email(s)
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Dear [Employee Name],
Human Resources has reviewed your Job Inventory Form for Reclassification. At this time, your form is incomplete. Please see below for feedback from Human Resources:
[HR Feedback for Employee]
You can access the Form for Reclassification here. After you have updated and submitted the form, it will be routed through the supervisory chain again before resubmission to Human Resources.
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| title | Submit Button Label: Incomplete - Send to Supervisor |
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Action Completion Message
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Thank you for your review. The Job Inventory Form for Reclassification has been returned to the supervisor for completion.
Email(s)
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Dear [Supervisor Name],
Human Resources has reviewed your Job Inventory Form for Reclassification. At this time, your form is incomplete. Please see below for feedback from Human Resources:
[HR Feedback for Supervisor]
You can access the Form for Reclassification here. After you have updated and submitted the form, it will be routed through the supervisory chain again before resubmission to Human Resources.
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| title | Submit Button Label: Incomplete - Send to Additional Reviewer for Supervisor |
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Action Completion Message
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Thank you for your review. The Job Inventory Form for Reclassification has been returned to the additional reviewer for completion.
Email(s)
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Dear [AR for Supervisor Name],
Human Resources has reviewed your Job Inventory Form for Reclassification. At this time, your form is incomplete. Please see below for feedback from Human Resources:
[HR Feedback for AR for Supervisor]
You can access the Form for Reclassification here. After you have updated and submitted the form, it will be routed through the supervisory chain again before resubmission to Human Resources.
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| title | Submit Button Label: Incomplete - Send to Manager |
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Action Completion Message
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Thank you for your review. The Job Inventory Form for Reclassification has been returned to the manager for completion.
Email(s)
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Dear [Manager Name],
Human Resources has reviewed your Job Inventory Form for Reclassification. At this time, your form is incomplete. Please see below for feedback from Human Resources:
[HR Feedback for Manager]
You can access the Form for Reclassification here. After you have updated and submitted the form, it will be routed through the supervisory chain again before resubmission to Human Resources.
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| title | Submit Button Label: Incomplete - Send to Additional Reviewer for Manager |
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Action Completion Message
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Thank you for your review. The Job Inventory Form for Reclassification has been returned to the additional reviewer for completion.
Email(s)
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Dear [AR for Manager Name],
Human Resources has reviewed your Job Inventory Form for Reclassification. At this time, your form is incomplete. Please see below for feedback from Human Resources:
[HR Feedback for AR for Manager]
You can access the Form for Reclassification here. After you have updated and submitted the form, it will be routed through the supervisory chain again before resubmission to Human Resources.
HR Specialist Review —
| Status | ||||
|---|---|---|---|---|
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| title | Submit Button Label: Send back to HR |
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Action Completion Message
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You have returned the Job Inventory for Reclassification to the HR Review stage with your feedback. Once the updates have been made, the form will be returned to you for review.
Email(s)
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Dear HR,
[HR Specialist Name] has requested that you make the below update to the Job Inventory for Reclassification for [Employee Name].
[HR Specialist Feedback]
Once you have updated the form, please mark the form “Complete” to return to [HR Specialist Name] for review.
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| title | Submit Button Label: Approve |
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Action Completion Message
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Email(s)
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TO: [Supervisor Name]
[Supervisor Title]
[Department]
FROM: [HR Specialist Name]
HR Specialist
Department of Human Resources
DATE: [Date]
RE: Reclassification Request for [Employee Name]
This memo is to inform you that the request to review the position duties and job responsibilities performed by [Employee Name] has been completed. After a thorough review, the recommended classification at this time is [New Job Title] (Job Code: [Job Code]) with an effective date of [Effective Date].
[FLSA Language If Transitioning from Non-exempt to Exempt].
[Primary purpose of this position].
The salary schedule breakdown is as follows:
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*TSI table, above, to be included ONLY if HR Specialist selected an extra table "End TSI"
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*Adjustment to Salary Band Minimum and Non Mandatory Salary Increase rows, above, to be included ONLY if HR Specialist selected "Yes" to "Adjustment to Salary Band Minimum" and "NMSI?", respectively.
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*Collective Bargaining Increase table, above, to be included ONLY if HR Specialist selected an extra table "Recalculate CBI"
Human Resources will submit a SmartHR transaction with the information above for this position reclassification. If you do not approve, contact me immediately to discuss. As the supervisor, please review the audit findings with your employee. Note, [Employee Name] will not receive a separate communication or a confirmation of their position reclassification directly from HR. If either of you have questions or need additional information, please feel free to contact me directly.
Thank you,
[HR Specialist Name]
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| title | Submit Button Label: Deny |
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Action Completion Message
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Thank you for your review. The Job Inventory Form for Reclassification has been denied and the final email sent to the approval chain.
Email(s)
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TO: [Supervisor Name]
[Supervisor Title]
[Department]
FROM: [HR Specialist Name]
HR Specialist
Department of Human Resources
DATE: [Date]
RE: Position Reclassification Request for [Employee Name]
This correspondence is to inform you that the request to review the position duties and job responsibilities performed by [Employee Name] is complete. The information provided indicates that this position is appropriately classified as a [Career Paths Job Title] at this time.
[Primary Position].
It is evident that contributions made by [Employee Name] are highly valued. A denial of reclassification is in no way a reflection of the contributions they make to the [Department]. However, classification decisions cannot be based on the personal attributes and achievements of the employee, but rather must be based on the actual duties performed. At this time, the major duties and responsibilities performed are within the scope and purview of a [Career Paths Job Title].
Please review the audit findings with your employee. Note, [Employee Name] will not receive a separate communication directly from HR regarding the outcome of this review. If either of you have questions or need more information, please feel free to contact me directly.
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| title | Submit Button Label: CLOSE OUT |
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Action Completion Message
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[CLOSEOUT ACM]
Email(s)
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