Generation 2004 is frequently approached by colleagues seeking advice on how to advance in grading. This article aims at clarifying what one can expect (or not) in that respect during their engagement in the institution, but also upon recruitment or contract change.
When we refer to classification within a function group, we generally mean both the grade and the step. The grade is the number that follows directly after the function group (for example, FG III 10). The step is the number that follows directly after the grade (for example, FG III 10 01). You can check your current grade and step (and their progression) in Sysper under Career – Career history – History – Classification.
Grade and step determine your basic salary. You will also find them specifically mentioned on your salary slip.
GRADE CLASSIFICATION AND ADVANCEMENT
What is reclassification and who does it concern?
Reclassification is a key concept in the career structure of Contract Agents engaged under Article 3a (CA3A) of the Conditions of Employment of Other Servants (CEOS). Within the Commission, these staff members typically work in Offices (such as PMO, OIB, OIL…), EU Delegations, Representations in Member States, etc.
It is an annual exercise, similar to promotion for officials, and consists of an upward change in grade. This progression is directly linked to an increase in basic salary. In the event of reclassification, a colleague is always placed in the first step (step 1) of the new grade.
Administrative notice
An administrative notice is the official internal communication tool used to inform staff about procedures, decisions, and upcoming exercises. The notice concerning reclassification is typically published around mid-April. It is essential to consult this document carefully for detailed information on eligibility criteria and timelines.
Reclassification speed (seniority)
Each function group has defined grade ranges, and progression is expected to follow a timeline. In principle, reclassification occurs around the midpoint of the time spent within a grade bracket.
However, colleagues in the first grade of a function group are generally reclassified earlier, at the beginning of the bracket. While earlier administrative notices explicitly mentioned this practice, recent notices have omitted it, though available statistics suggest that this accelerated progression is still applied. A request has been made to restore this clarification for 2026 and future exercise in reclassification notices to ensure transparency. See the correspondence under ‘Refences’, under the article.
Overall, although the framework provides for career progression, the actual reclassification for contract agents remains more restricted that promotion for officials. Additionally, CA3B are not subject to reclassification which is a pity. However, it is important to understand what the exercise actually means in practice for CA3As; apart of the early grades at each functions group, many CA3A colleagues need on average 6 to 8 years of seniority to be reclassified, a time frame which oversteps the duration of the CA3B contract set for the maximum of 6 years in line with article 88 of CEOS.
Appeal in case of non-reclassification
If you are not proposed for reclassification (information typically available in Sysper in June), you have the right to appeal within deadlines specified in the administrative notice.
Generation 2004 helps colleagues, with priority given to our members, by giving our opinion on their file (with seniority being an important factor to consider) and advice on appeal texts. If you served as contract agent in the Commission under article 3b of CEOS (CA3Bs are not subject to reclassification) before moving to the CA3a contract, unfortunately your seniority as CA3B cannot be formally taken into account. But you can notify that fact in the appeal text in case you decide to appeal and if you feel you lost in the process, Indeed, while sometimes the change of contract itself might result in a better grade in other cases, you might remain at the same level or in some cases you may even lose your previous grade (read below).
Exceptional requests
If you are not reclassified, and decided to appeal, and your management confirms that this was due to a lack of available quotas (rather than performance, eligibility or seniority), you may consider asking that the service submits an exceptional request (in form of a note) to the Reclassification committee concerning your case. While it does not guarantee the success of your file, it draws attention to the objective reasons that might have existed and prevented from suggesting you for promotion.
In principle, these exceptional requests are meant to be used sparingly, mainly in cases where quota limitations prevented an otherwise justified reclassification. In practice, it appears that such requests are being used more frequently in appeal exercise for officials, which may itself reflect how restrictive the quota system is, but also more knowledge officials might have to ask for such requests.
Changing grade outside the reclassification exercise
The possibility of having your grade increased outside the reclassification exercise are almost non-existent. In line with paragraph 6 of article 5 of GIPs, the grading is not (apart from the reclassification) revised for CA3As. As for CA3Bs, colleagues recruited in the first grade of their function group can have their grading reviewed against paragraph 3 of article 5 of GIPs (but not necessarily upgrade in case they do not qualify) upon renewal of their contract and only once they have been employed for at least three years.
Certain transitions between contracts (see annex III of GIPs for details) would also give you a right to have your grade reviewed. This is especially true when a new contract is established once you are exchanging in-between CA contract types (CA3A to CA3B or the other way round). But be cautious, while you change from CA3A to CA3B (with no interruptions, the same function group) you can be upgraded or at least preserve your grading (article 4 of annex III of GIPs), a change from CA3B to CA3A would trigger the automatic application of article 5 of GIPs, in line article 3 of annex III of GIPs. Check well the available recruitment grades and your current step (as it might be back to 1).
This is particularly complex in sequences such as CA3A → CA3B → CA3A, where previous grade progression may effectively be lost. Indeed, once you are on your initial contract 3A, you are subject to reclassification. After a couple of exercises, you might see your grade increased. If you move directly to CA3B, your grade will be (at least) preserved, even if it is above the available recruitment grades. Now, if you move back to CA3As, article 5 of GIPs would apply with the strict application of recruitment grades, otherwise confirmed also by article 86 of CEOS.
Importance of grading upon recruitment
Ultimately, grading is largely determined at the point of recruitment. Services dealing with recruitment (in DG HR and HR correspondents in DGs) play a crucial role in advising, including potentially delaying recruitment slightly to allow access to a higher grade (in case a couple of weeks or months are missing to allow for a higher classification in line with article 5 of GIPs).
There is also a provision for exceptional grading based on experience, qualifications, or labour market conditions, in line in line with paragraph 4 article 5 of CEOS. We believe it is rarely used (where certain DGs might not even be aware of it) but in fact have no details on its application. We encourage services to carefully analyse each case. After all, once a CA3B is recruited for the most part it is stuck it their grade, and a CA3A would need a lot of professional seniority to be reclassified (in some grades on average 6 and 8 years).
STEP CLASSIFICATION AND ADVANCEMENT
Upon recruitment both categories of contract staff are classified at the first step of their grade recruitment, in line with CEOS: Article 86 for CA3As and Article 89 for CA3BSs respectively.
However, upon recruitment, there is a possibility to granting of additional seniority for CA3A staff in accordance with Article 86 of CEOS (which recognizes Article 32 of the staff regulations by analogy CA3A staff in the first grade), which is confirmed by paragraph 2 of Article 6 of the corresponding implementing provisions. This has a potential to benefit only colleagues engaged on FG I.
In certain transitions upon job change (rather than a new recruitment), a colleague would be able to persevere a higher step already earned, rather than to start from step 1, in line with the articles of annex III of GIPs 2017.
The change to the next step that takes place every two years is automatic for both categories of contract staff. Contract agents have 7 steps compared to 5 applicable to officials. The movement to the right on the same grade is linked to the upgrade of your basic salary.
We hope this overview helps you better navigate the system and gain a clearer understanding of how grade and step progression works in practice. The better we understand the rules and limitations, the better we can anticipate key moments in our careers and make informed decisions whether at the stage of recruitment or during contract changes. A clearer understanding can also help avoid unnecessary frustration, particularly in situations where expectations may not align with what is technically possible under the existing regulations.
Grading would be one of the elements Generation 2004 would like to look into via the renegotiation GIPs 2017.
If you need further clarification regarding your individual situation, we are always happy to assist. Contact us here.
References:
Generation 2004 note of 27 March 2026: Reclassification methodology guarantees – 2026 exercise
Generation 2004 note of 30 June 2025: Reclassification of contract agents – 2025 methodology
Commission Decision C(2017)6760 of 16.10.2017 on the general provisions for implementing article 79(2) of the Conditions of Employment of Other Servants of the European Union, governing the conditions of employment of contract staff employed by the Commission under the terms of Articles 3a and 3b thereof (referred to as GIPs 2017 in the article)
Commission Decision C(2013)2529 of 3.5.2013 on general provisions for implementing Article 87(3) of the Conditions of Employment of Other Servants of the European Union, as amended by Commission Decision C(2014)2222 of 7 April 2014
