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(CLASSIFICATION) STUDY

There are two types of classification studies conducted by the Division of Human Resource Management, individual and maintenance review.  Individual studies are conducted in response to requests for reclassification/reallocation of existing positions or are a placement of a new position in the appropriate class.  Maintenance reviews are periodic reviews of classes.

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INDIVIDUAL

Reclassification of an existing position through the individual study process requires the presence of significant change, which may occur when there is a gradual change in duties and responsibilities assigned that are outside the scope of the current class specification and which results in the overall duties being described better by the specification for a different class. 

Requests for reclassification due to reorganization must receive approval by the Department of Administration's Budget Division before the Division of Human Resource Management can take any action.  Requests should be submitted directly to the Budget Division and the new duties should not be assigned to an employee until funding is approved.

The Department of Administration's Enterprise IT Division (EITS) must approve the classification or reclassification of positions that perform mainly data processing functions in agencies that use services or equipment from EITS.

The individual study process begins with the submission of a Position Questionnaire (NPD-19).  It is recommended that an agency's HR staff be contacted on the agency's protocol for submission.  If an NPD-19 is submitted without an appointing authority's approval, the Division of Human Resource Management will send a copy to the appointing authority for any comment and verification of the accuracy of the description of the duties and related information.

OCCUPATIONAL GROUP (MAINTENANCE)

Occupational group study results are subject to the approval of the Personnel Commission.  As class specifications are revised, they are presented to the Commission and implemented immediately upon approval if there are no changes in grade.  If a change in grade is recommended, the study results are implemented on July 1st following the next legislative session and are subject to legislative budget approval.

CLASSIFICATION FACTORS

Positions are evaluated and classified based on seven factors:

  • Nature and complexity of work
  • Supervisory responsibility
  • Scope of responsibility or consequence of error
  • Independence
  • Authority to take action
  • Personal contacts
  • Variety and degree of knowledge, skills and abilities required

INCUMBENT IMPACT

If analysis shows that reclassification is warranted, an incumbent must meet the minimum qualifications for the new class.  If the incumbent meets the qualifications, the position is reclassified and the incumbent is given the appropriate salary increase.  If the position is being reclassified to a class that requires a written examination in order to qualify, the incumbent must pass the exam before the reclassification becomes effective.  An incumbent, who is unsuccessful in passing an examination, may retest after a period of sixty days.  An individual may continue to retest every sixty days for up to one year.  If he or she has not passed the examination after one year, the duties must be reassigned. This means that the position will retain its original classification or be reclassified to another class based on newly assigned duties.

If the position is being reclassified to a class with a higher-grade level and the incumbent does not meet the minimum qualifications established for that classthe position will not be reclassified and the higher-level duties must be removed.

APPEAL

If an agency or employee does not agree with a classification decision, he or she may file a written appeal within 20 working days after receiving notice of the decision with the Administrator of the Division of Human Resource Management.

ADDITIONAL RESOURCES

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