Job Audit Manual Fourth Edition, February 2011


D.1 MERIT SYSTEM PRINCIPLES



Download 1.19 Mb.
Page20/20
Date23.04.2018
Size1.19 Mb.
1   ...   12   13   14   15   16   17   18   19   20

D.1 MERIT SYSTEM PRINCIPLES


Code of Federal Regulations (CFR), 5CFR900.603, applies to “State and local governments that are required to operate merit personnel systems as a condition of eligibility for Federal assistance or participation in an intergovernmental program…*a reasonable number of positions,

however, may be exempted from merit personnel system coverage.”

(*The State of Minnesota’s merit system applies to the hiring of unlimited classified employees.

Unclassified and limited classified positions are exempt from merit system hiring requirements.)

“The quality of public service can be improved by the development of systems of personnel administration consistent with such merit principles as



  1. Recruiting, selecting and advancing employees on the basis of their relative ability, knowledge and skills, including open consideration of qualified applicants for initial appointment.

  2. Providing equitable and adequate compensation.

  3. Training employees, as needed, to assure high quality performance.

  4. Retaining employees on the basis of adequacy of their performance, correcting inadequate performance and separating employees whose inadequate performance cannot be corrected.

  5. Assuring fair treatment of applicants and employees in all aspects of personnel administration without regard to political affiliation, race, color, national origin, gender, religious creed, age or disability, and with proper regard for their privacy and constitutional rights as citizens. This ‘fair treatment’ principle includes compliance with the Federal equal employment opportunity and nondiscrimination laws

  6. Assuring that employees are protected against coercion for partisan political purposes and are prohibited from using their official authority for the purpose of interfering with or affecting the result of an election or a nomination for office.”



D.2 M.S. 43A.07 – CLASSIFIED SERVICE


43A.07 CLASSIFIED SERVICE.

Subdivision 1. Classification plan. The commissioner shall maintain, revise and administer a classification plan.


Subd. 2. Job classes and titles. An appointing authority shall notify the commissioner when a new position is to be established in the classified service. The commissioner shall allocate the position to an appropriate class in the classification plan or if the position cannot be allocated to an existing class, establish a new class. The commissioner shall assign an appropriate salary rate or range to the class. If the class is in a bargaining unit under the provisions of section 179A.10, and there is an applicable provision in the collective bargaining agreement the commissioner shall establish the salary rate or range pursuant to the agreement.
The commissioner may independently conduct classification studies or, upon request of a permanent employee, may investigate the duties of a classified position. If a request is denied, the employee must be given a written explanation. The commissioner shall investigate the duties of a classified position upon request of an appointing authority. The commissioner may reclassify the position, change the title of the position or establish a new class. The commissioner shall assign an appropriate salary rate or range to the class. If the class is in a collective bargaining unit under the provisions of section 179A.10, and there is an applicable provision in the collective bargaining agreement, the commissioner shall establish the salary rate or range pursuant to the agreement.
Subd. 3. Protested allocation or reclassification. An appointing authority who is affected by a position allocation or reclassification or an employee who is affected by a position reclassification may protest the allocation or reclassification in writing to the commissioner. The commissioner shall review the allocation or reclassification and may change the allocation or reclassification decision. This procedure shall not be subject to contested case provisions of the administrative procedure act.
Subd. 4. Effect of reclassification. Except as provided in section 43A.17, subdivision 5, the incumbent of a position which has been reclassified shall continue in the position only if the employee is eligible for and is appointed to the position of the new class in accordance with the provisions of this chapter and the rules, administrative procedures or a collective bargaining agreement entered into under sections 179A.01 to 179A.25 governing reallocation or change in allocation of positions, promotion, transfer, and demotion. If the incumbent is ineligible to continue in the position and is not transferred, promoted or demoted, the layoff provisions of this chapter and plans pursuant to section 43A.18 or a collective bargaining agreement entered into under sections 179A.01 to 179A.25 shall apply. Personnel changes required by the reclassification of positions shall be completed within a reasonable period of time, as prescribed by the commissioner, following the reclassification notice to an appointing authority. Any employee with permanent or probationary status whose position is reallocated shall be considered eligible to compete in any examination held to fill the reallocation position, as provided in the rules or administrative procedures.
Subd. 5. Leaves to accept unclassified appointments. An employee who is granted a leave of absence from a position in the classified service to accept a position in the unclassified service shall retain an inactive classified service status. Upon request, during the unclassified appointment or within 60 days of the end of the unclassified appointment, the employee shall be reappointed in the agency from which the employee was granted the leave, to a classified position comparable to that held immediately prior to being appointed to the unclassified position.
Subd. 6. Rights of incumbents of declassified positions. Except for just cause, an employee with permanent status shall not be removed from a position which is declassified for a period of one year following the declassification. An appointing authority may remove an incumbent of a declassified position after one year with 30 days prior notice. At any time after the declassification, and prior to the end of the 30-day notice period, if so requested, the employee shall be appointed within the same agency to a classified position comparable to the position that was declassified or, if a comparable position is unavailable, to a position in that agency comparable to that held immediately prior to being appointed to the declassified position.

D.3 M.S. 43A.08 – UNCLASSIFIED SERVICE


43A.08 UNCLASSIFIED SERVICE.

Subdivision 1. Unclassified positions . Unclassified positions are held by employees who are:

(1) chosen by election or appointed to fill an elective office;

(2) heads of agencies required by law to be appointed by the governor or other elective officers, and the executive or administrative heads of departments, bureaus, divisions, and institutions specifically established by law in the unclassified service;

(3) deputy and assistant agency heads and one confidential secretary in the agencies listed in subdivision 1a and in the Office of Strategic and Long-Range Planning;

(4) the confidential secretary to each of the elective officers of this state and, for the secretary of state and state auditor, an additional deputy, clerk, or employee;

(5) intermittent help employed by the commissioner of public safety to assist in the issuance of vehicle licenses;

(6) employees in the offices of the governor and of the lieutenant governor and one confidential employee for the governor in the Office of the Adjutant General;

(7) employees of the Washington, D.C., office of the state of Minnesota;

(8) employees of the legislature and of legislative committees or commissions; provided that employees of the Legislative Audit Commission, except for the legislative auditor, the deputy legislative auditors, and their confidential secretaries, shall be employees in the classified service;

(9) presidents, vice-presidents, deans, other managers and professionals in academic and academic support programs, administrative or service faculty, teachers, research assistants, and student employees eligible under terms of the federal Economic Opportunity Act work study program in the Perpich Center for Arts Education and the Minnesota State Colleges and Universities, but not the custodial, clerical, or maintenance employees, or any professional or managerial employee performing duties in connection with the business administration of these institutions;

(10) officers and enlisted persons in the National Guard;

(11) attorneys, legal assistants, and three confidential employees appointed by the attorney general or employed with the attorney general's authorization;

(12) judges and all employees of the judicial branch, referees, receivers, jurors, and notaries public, except referees and adjusters employed by the Department of Labor and Industry;

(13) members of the State Patrol; provided that selection and appointment of State Patrol troopers must be made in accordance with applicable laws governing the classified service;

(14) examination monitors and intermittent training instructors employed by the Departments of Management and Budget and Commerce and by professional examining boards and intermittent staff employed by the technical colleges for the administration of practical skills tests and for the staging of instructional demonstrations;

(15) student workers;

(16) executive directors or executive secretaries appointed by and reporting to any policy-making board or commission established by statute;

(17) employees unclassified pursuant to other statutory authority;

(18) intermittent help employed by the commissioner of agriculture to perform duties relating to pesticides, fertilizer, and seed regulation;

19) the administrators and the deputy administrators at the State Academies for the Deaf and the Blind; and

(20) chief executive officers in the Department of Human Services.


Subd. 1a. Additional unclassified positions. Appointing authorities for the following agencies may designate additional unclassified positions according to this subdivision: the Departments of Administration; Agriculture; Commerce; Corrections; Education; Employment and Economic Development; Explore Minnesota Tourism; Management and Budget; Health; Human Rights; Labor and Industry; Natural Resources; Public Safety; Human Services; Revenue; Transportation; and Veterans Affairs; the Housing Finance and Pollution Control Agencies; the State Lottery; the state Board of Investment; the Office of Administrative Hearings; the Office of Environmental Assistance; the Offices of the Attorney General, Secretary of State, and State Auditor; the Minnesota State Colleges and Universities; the Higher Education Services Office; the Perpich Center for Arts Education; and the Minnesota Zoological Board.
A position designated by an appointing authority according to this subdivision must meet the following standards and criteria:

(1) the designation of the position would not be contrary to other law relating specifically to that agency;

(2) the person occupying the position would report directly to the agency head or deputy agency head and would be designated as part of the agency head's management team;

(3) the duties of the position would involve significant discretion and substantial involvement in the development, interpretation, and implementation of agency policy;

(4) the duties of the position would not require primarily personnel, accounting, or other technical expertise where continuity in the position would be important;

(5) there would be a need for the person occupying the position to be accountable to, loyal to, and compatible with, the governor and the agency head, the employing statutory board or commission, or the employing constitutional officer;

(6) the position would be at the level of division or bureau director or assistant to the agency head; and

(7) the commissioner has approved the designation as being consistent with the standards and criteria in this subdivision.



D.4 ADMINISTRATIVE PROCEDURE 7 – Maintenance of the Classification Plan


PAGE NO  1  OF  3 

DEPARTMENT OF EMPLOYEE RELATIONS STATUTORY EFF. DATE 12-06-82

ADMINISTRATIVE PROCEDURE  7  REFERENCE 43A.07 REV. DATE _______
COMMISSIONER'S SIGNATURE

MAINTENANCE OF THE CLASSIFICATION PLAN



Description and Scope - The Classification Plan is an official listing of classes established by DOER which are currently in the classified service. The Commissioner of DOER may establish, abolish, merge or change the title of classes and shall assign individual positions in the classified service to classes based upon the duties, responsibilities and qualifications required.

Objective - To ensure that positions are classified in an objective manner so that other personnel and administrative functions are based upon accurate information about the positions.

Definitions - Key Terms -

"Class merger" means the combining of two or more classes into a single class under the title of one of the classes or under a new title.

"Class title change" means a change in the official title of a class to more clearly identify a position or group of positions allocated to that class where the purpose, major functions and required qualifications remain essentially unchanged.

Responsibilities -

A. Appointing Authorities:

 Design individual positions.

 Report changes in organizational structure or job duties which might affect the classification of positions to the DOER Staffing Division.

 Recommend changes in classification to DOER when significant changes in duties and responsibilities have occurred.

 Maintain an individual position description for each employee that reflects the nature, purpose, duties and responsibilities of his/her position. Preparing position descriptions is prescribed in Administrative Procedure 20.

 Notify appropriate supervisor and incumbent of classification decisions.

B. Department of Employee Relations:

 At the request of agencies, employees, or on its own initiative review positions to determine the proper classifications.

ADMINISTRATIVE PROCEDURE  7 

Page  2  of  3 

 Provide written notice of the final determination to the requesting party.

 Advise agencies on classification matters.

 Establish, modify, abolish or merge classes to meet changing needs.

 Provide classification and job evaluation training to agencies.

 Maintain official roster of classes.

C. Employees:

 Inform their immediate supervisor, manager and/or personnel director when they think their duties or positions have significantly changed.



Provisions -

A. Requests from appointing authorities to DOER for initial allocation or reclassification of positions shall include:

1. A completed position description signed by the appropriate party/parties.

2. A current organization chart or description of the unit identifying the positions above, below, and the position to be studied.

3. For existing positions, a cover memo which states the changes in the position and how those changes occurred.

4. For non-managerial positions which provide supervision or lead work direction to employees, a completed "Supervisory Status Questionnaire."

B. Employees may submit requests to have their positions evaluated directly to DOER. An employee may include the documentation listed in A 1 thru 4 above if the employee has such information available. If not, DOER will request the documentation from the agency. Eligibility for back pay upon reallocation does not begin until a properly documented request is received in DOER.

C. The date of the request and subsequent date for eligibility for back pay is the date the properly documented request is received in DOER, or in the case of delegated authority, the date received in the personnel office of that agency.

D. When classes are merged, incumbents are automatically placed into the new class with no probationary period, and incumbents maintain or continue classification seniority.

E. When a class title is changed, the incumbents maintain classification seniority.

ADMINISTRATIVE PROCEDURE  7 

Page  3  of  3 


Appeals -

An appointing authority who is affected by a position allocation or reclassification or an employee who is affected by a position reclassification may appeal the decision to the commissioner. An appeal by the appointing authority must be submitted in writing within 30 calendar days of the date of receipt of the notice of allocation. An employee may appeal within 30 calendar days from the date the employee is notified of the decision by the appointing authority. To warrant reconsideration, an appeal must include material and exhibits relevant to the allocation of the position.



Other Relevant Laws, Personnel Rules, Contracts and Administrative Procedures

The following items have an impact on material contained in this procedure. Review of these items is essential for a total understanding of the subject.

A. Administrative Procedure 8 - Designation of unclassified positions and establishment of salary rates and ranges for such positions.

B. Administrative Procedure 20 - Job clarification/performance appraisal.

C. Collective bargaining agreements.

INDEX


A

Abrupt Changes in Duties

68

Analysis



10

24

Audit Process: In Person/Field Audit



21

Audit Process: In Person/Meeting

21

Audit Process: Phone Requests



21

Audit Process: Preparation

21

Audit Process: Written Requests



21

B

Back Pay: Date used in Calculation



28

C

Clarification



9

21

Clarification Should Include



23

Classification Recommendations to DOER

25

Communicating the Determination



25

Consequence of Error

23

D

Data Practices and Documentation



27

Desk Audit

21

Determination



14

24

Documentation



15

27

E



Evaluation of Job Content

5

F



Field Audit

21

G



Guidelines Provided

23

I



In Person/Field Audit

21

In Person/Meeting



21

J

Job Audit



9

Job Audit Process

21

Job Audit:Job Audit Report



27

Job Classification System

6

Job Content



5

L

Level of Work



13

Level of Work Allocation Factors

13

N

Non-Public. Information



28

Notification

14

25

P



Phone Requests

21

Position Purpose



11

Preparation

21

Private Data



28

Properly Documented Audit Request

28

Public Information



27

R

Retention



27

S

Supervision Received



23

W

Web Links: Writing Position Descriptions [https://extranet.mmb.state.mn.us/hr-labor/hr/pdf/Writing%20Position%20Descriptions.pdf]



23

Web Links:Hay Evaluation Method [http://www.mmb.state.mn.us/doc/comp/hay/hay-method.pdf]

14

Web Links:Position Description Template [http://www.mmb.state.mn.us/staff-hr]



28

Web Links:Writing Class Specificatons [https://extranet.mmb.state.mn.us/hr-labor/hr/pdf/WRTGSPEC.pdf]

15

Work Difficulty



23

Written Requests

21

29

30



A

Accountability

43

H

Hay Committee



43

Hay Evaluation

42

Hay Guide Chart – Profile Method™



42

J

Job Audit Request Memo



30

K

Know-How



43

P

Problem Solving



43

S

Supervisory Status Questionnaire



33

W

Web Links: Job Class Specifications [http://www.mmb.state.mn.us/staff-hr/class-specs]



30

Web Links:Job Audit Cover Sheet [http://www.mmb.state.mn.us/doc/hr/audit-job.pdf]

28

38

Web Links:Supervisory Questionnaire [http://www.mmb.state.mn.us/staff-hr]



8

28

31



35

46

A



Allocation Factors

9

13



61

B

Back Pay: Eligibility



64

Bargaining Unit

56

Bargaining Unit Changes



64

Benchmark Position

56

C

Compensation Effects – Back pay Eligibility



64

Confidential Employee

57

D

Delegated Classification Authority



57

E

Exempt status



46

F

FLSA Definitions:Artistic Professions



49

FLSA Definitions:Department or Subdivision

48

FLSA Definitions:Directly related to management policies or general business operations



49

FLSA Definitions:Discretionary Powers and Independent Judgement

48

FLSA Definitions:Exempt or Non-exempt work



48

FLSA Definitions:Independent establishment

49

FLSA Definitions:Learned Professions



49

FLSA Definitions:Managment

47

FLSA Definitions:Non-manual Work



49

FLSA Definitions:Primary Duty

47

FLSA Definitions:Sole Charge



49

FLSA Definitions:Two or more other employees

48

FLSA:Exempt status



46

FLSA:Exemption checklist

46

L

Labor Relations Effects – Bargaining Unit Changes



64

Limited appointment

58

R

Reallocation Back Pay Date



58

S

Selection/Retention Effects



62

Statutory Unclassified

58

Supervisor



59

T

Temporary Classified Appointment



59

Temporary Unclassified Appointment

59

U

Unclassified Appointments:Statutory Unclassified



58

Unclassified Appointments:Temporary Unclassified

59

W

Web Links: FLSA Exemption Checklist [http://www.mmb.state.mn.us/doc/comp/flsa/flsa-compliance-10-06.pdf]



46

Web Links: MN Dept of Labor [www.doli.state.mn.us/laborlaw.asp]

46

Web Links: Salary Plans [http://www.mmb.state.mn.us/comp-salary-plans]



47

Web Links: US Dept of Labor [www.dol.gov/elaws/flsa.htm]

46

Web Links:Administrative Procedures [http://www.mmb.state.mn.us/admin-proc]



64

Written Protest

52

67

A



Academic

131


O

Organizational Changes

68

68

C



Change in Allocation

62

68



68

A

Allocation Factors: Leadwork



73

Attorney General

131

Audit Process: Bargaining Unit Changes



125

C

Class Option



75

Class Option Action Form

75

Class Studies



69

Confidential secretary

131

Conversion



71

71

Craft, Maintenance and Laborer



82

D

Decision Not to Reclassify a Position



111

Dept of Human Services

132

Deputy and assistant agency heads



131

Different Class Series than that Proposed

114

Discretion level



96

Distinction Between Levels of Classes in a Class Series

112

E

Elective office



131

Exam monitors

132

Executive directors



132

Executive secretaries

132

Explanation of Class Distinctions



115

G

Governor



131

Gradual Change in Job Duties

69

H

Heads of agencies



131

I

Intermittent help



131

J

JOB ANALYSIS QUESTIONNAIRE



93

Job Audit Determination Cheat Sheet

105

Job Classification



5

Judicial Branch

132

K

Kind of Work



11

114


L

Leadwork

73

79

Legislative Auditor positions



131

Legislature

131

M

Managerial



58

78

Merit System



67

130


Mis-Classification

69

Moves between Different Occupational Categories and between Different Career Clusters.



68

N

National Guard



131

New Permanent Position Request

90

O

Office of Strategic and Long-Range Planning



131

Office/Clerical

82

Option


75

115


P

Position Description, Instructions for Completing

95

Professional



79

R

Reallocation



62

69

Reclassification Resulting from a Study of Multiple Positions



69

Reclassify a Position to a Lower Class than the Class Requested

110

Recompare



58

71

Recomparison/Conversion



71

Request For A New Time-Limited Position

92

S

Service



82

State Academies Deaf and the Blind

132

State Patrol



132

Student workers

132

Supervisory



78

T

Technical/Paraprofessional



81

U

Unclassified Conversion To Classified Service Request



91

Unclassified Positions

71

131


Unclassified Positions: Deputy and assistant agency heads

131


Unclassified Positions: Elective Office

131


Unclassified Positions: Heads of Agencies

131


Unclassified Positions:Academic

131


Unclassified Positions:Additional position criteria

132


Unclassified Positions:Attorney General's Office

131


Unclassified Positions:Confiential secretary

131


Unclassified Positions:Governor's Office employees

131


W

Web Links:Class Option Action Form [http://www.mmb.state.mn.us/doc/hr/staff/staff-option.pdf]

75

Action Word Definitions



98

Position Description Checklist



97

Web Links: Data Practices Manual http://www.mmb.state.mn.us/doc/sema4/bull/1-18-11.pdf



28



1 Sources include: American Psychological Association (APA): The American Heritage® Dictionary of the English Language, Fourth Edition; Webster's Revised Unabridged Dictionary; and WordNet® 3.0. from the Dictionary.com website: http://dictionary.reference.com/browse/


Download 1.19 Mb.

Share with your friends:
1   ...   12   13   14   15   16   17   18   19   20




The database is protected by copyright ©ininet.org 2020
send message

    Main page