HOW YOUR JOB IS CLASSIFIED HOW YOUR JOB IS CLASSIFIED: The NPD-19 and You

POSITION CLASSIFICATION

Position classification is a process of grouping jobs into classes based on similar or like duties, responsibilities and qualifications. The purpose of the classification process is to ensure that jobs which are assigned equal work are classified at the same grade level and receive equal pay.

The Department of Personnel does two types of classification studies. One is an Occupational Group Study involving all classes in a particular occupational group. These studies are done by the Technical Services Division in the Department of Personnel.

The Field Services Division classifies new positions and reviews individual positions that have undergone significant change in duty assignments. This brochure explains the latter type, which is also known (after the form used) as the NPD-19 process.

SIGNIFICANT CHANGE

A position must undergo a significant change to justify reclassification. "Significant change" means the assignment of new duties which:

* Are outside the scope of the current class;
* Are not part of the scope of responsibility of the position; and
* Result in the majority of duties being allocated to a different class.

Reclassification of a position does not automatically result in a salary increase. Positions may be reclassified upward downward or laterally.

THE RECLASSIFICATION PROCESS

Typically, you as an employee whose position is to be studied will complete the Position Questionnaire (NPD-19). Although an NPD-19 may be submitted without your supervisor's and/or appointing authority's signature, we recommend your submit it to them. The purpose is to verify the accuracy of statements about your job, and to eliminate any confusion about exactly what duties are assigned to your position.

When your NPD-19 has been received by the Department of personnel, you will be either notified of the name of the Personnel Analyst to whom it has been assigned or that it has been forwarded to the Budget Division for approval. This is necessary when the new duties have not accrued gradually but rather are a result of some other reason such as reorganization.

Normal turnaround time for an NPD-19 in the Field Services Division is 30 days or less, not counting time waiting for Budget approval or for additional information from you or your agency. A classification study will take longer than 30 days if the creation of a new class is required, a class specification has to be revised, or a class is reallocated to a different grade.

Once you have been notified as to who will be conducting the study, you may contact this staff member as any time to ask questions or to receive a progress report.

THE PERSONAL INTERVIEW

 Normally the Personnel Analyst assigned to study your position will conduct an interview at your worksite to clarify the changes that have occurred in your assignments. The Analyst will usually also talk with your supervisor to confirm and elaborate on the information obtained. Topics the Analyst may ask about:

* New assignments or areas of responsibility.

* Workflow, work processes and work samples.

* Lines of authority, your supervision and review.

* How your position fits in the context of your organization.
 
* Your Work Environment.

The following tips may help you prepare for the meeting:

* Be prepared to discuss your overall job duties, the significant changes to your duties, what a person must know and be able to do to perform those duties, and how your job fits into your unit's operation.

* Do not understate or overstate duties or responsibilities.

* Have examples of your work available.

* Feel free to ask questions.

Valid Reasons For Reclassification
Examples which may justify reclassification:

* A major function is added or removed form your position.

* Methods for performing your work require significantly higher levels of knowledge or skill than indicated on the class specification.

* Your position is assigned responsibility for making program recommendations and decisions with a degree of authority and independence not typical of other positions in your class.

* Your position, which is a technical or clerical class, is assigned the majority of duties and responsibilities clearly indicative of a professional class.

* Your position is allocated to a non-supervisory class, but you have been assigned full supervisory responsibility for work at the same level. In addition to training, assigning and reviewing work, full supervisory responsibilities include hiring, discipline, and performance evaluation.

Invalid Reasons For Reclassification:
Examples which do not justify reclassification:

* You have new duties which are similar in nature and equally or less complex than those expected of your class.

* You are at step 9 in your class and there are no opportunities for promotion.

* You possess higher qualifications in terms of education or experience that other employees in the class.

* Your workload has significantly increased.

* Your work performance is far superior to your co-workers.

* You have been required to learn new technologies or otherwise update your skills so you can perform the same duties using new methods.

RELAX! The Analyst is there to understand changes in your job duties -- not to evaluate how well you perform them.