Management: Classification Process
Introduction and Definitions
This section provides supervisors and employees a basic understanding of the position classification process. Human Resource Management Services (HRMS) classifies all positions, except those specifically identified in North Dakota Century Code (NDCC) 54-44.3-20. Following are definitions for terms that will be used throughout the remainder of this section.
- Definitions & Examples
-- Class Evaluation System (CES)
– a job evaluation system that uses a point factor method of evaluating jobs. Points are assigned to various factors within a job (class) and the total points correspond to pay grades and salary ranges.
-- Position Information Questionnaire (PIQ) (SFN 2572)
– a position description form used to gather information for the purpose of classifying a position and determining a pay grade. The PIQ contains detailed information about the position and is completed by the supervisor and the employee.
-- Classification/Reclassification Request Form (SFN 2584)
– a form used to request classification of a new position or reclassification of an existing position.
-- Job
– a grouping of common tasks, duties, and responsibilities. For example: Office Assistant is a job.
-- Class
– job or position title. For example: Office Assistant I is a class.
-- Position
– job performed usually by one person.
-- Class Description
– lists the scope, examples of duties performed, minimum qualifications, and class evaluation factors of a job or class. The class descriptions are generic in nature describing positions that are similar in type, level, and scope of responsibility. The duties listed in the class description are not intended to be all-inclusive or position specific.
-- Class Code
- number assigned to a class. For example: 0031 is the class code for Office Assistant I.
-- Position #
- number assigned to each position within a business unit (or agency).
-- Business Unit#/Department #
- identification numbers assigned to each agency through the budget/accounting process. Within each business unit, departments may be assigned numbers. For example: Office of Management and Budget’s business unit # is 11000; Human Resource Management Services (a division of OMB) has the department # 110113. A business unit # and department # may be the same.
-- Pay Grade
– number corresponding to a range of points in the CES. For example: the class Office Assistant I corresponds to pay grade 3 (53-70 points).
-- Salary Range
– range of dollars corresponding to a pay grade. For example: the class Office Assistant I, pay grade 3, corresponds to a salary range of $1,103/month to $1,838/month.
North Dakota Class Evaluation System
Human Resource Management Services developed the North Dakota Class Evaluation System (NDCES) to evaluate positions for classification and compensation based on knowledge and skills, complexity, accountability, and working condition hazards (NDCC 54-44.3-12(9)).
- Purpose
The purpose of the NDCES is to establish a formal procedure to evaluate position classifications by:
- Objectively measuring the content of each job compared to other jobs.
- Determining its relative worth.
- Establishing equitable pay relationships among all jobs.
- Benefits
The NDCES provides a structured and consistent method to evaluate jobs. Using this method eliminates much of the subjectivity inherent in other types of compensation systems and ensures that jobs that compare in value are paid within the same pay grade.
Thorough job analysis is the cornerstone of any human resource system and is used in human resource practices such as the selection process, salary administration, and performance evaluation.
- Overview
The NDCES uses a point factor method to evaluate classes. The classes are evaluated by three primary factors: knowledge and skills, complexity, and accountability. Each primary factor contains several elements. The factors and elements are listed below:
- Classification Factors
| Knowledge & Skill | Complexity | Accountability |
|---|---|---|
| Technical Knowledge Managerial Breadth Interpersonal Skill |
Guidelines Mental Challenge |
Independence of Action Effect on Decisions Control of Budgeted Dollars |
Technical Knowledge reflects the level of required specialized knowledges and skills that are gained through education and/or training and experience.
Managerial Breadth reflects the required scope of management. Generally, management is defined as getting work done through people and does not include managing programs or functions.
Interpersonal Skills reflects the required degree of person-to-person interaction.
Guidelines reflects the availability, specificity, and selection of written and/or verbal instructions that provide direction in performing the assigned duties.
Mental Challenge reflects the necessity for and the extent of analysis, judgment, initiative, ingenuity, and/or creativity required to perform the duties assigned.
Independence of Action reflects the freedom to perform the work assigned in terms of the amount and type of supervision received.
Effect on Decisions reflects the effect of work-related activity on decisions that affect the primary goals and objectives of the agency.
Control of Budgeted Dollars relates to the amount of budgeted dollars for which there is accountability to some degree.
One other add-on factor, Special Working Conditions, which considers severity of hazard and frequency of exposure, does not apply to all classes.
These factors (except Special Working Conditions) are common to all positions within the State classified service. Every position in the classified service contains each of the factors to some degree or level.
When a job is evaluated, points are assigned to each factor based on the degree or level each factor is present, and a total point value is derived. The total points assigned to the position determine the grade and corresponding salary range.
- For More Information About The Class Evaluation System
Contact the Human Resource Officer assigned to your agency by calling Human Resource Management Services at 328-3290 or your agency Human Resources representative.
The salary ranges, class descriptions, and the job class index are available on HRMS’s website.
Classification Procedure
A supervisor or employee may initiate a request for classification or reclassification for any one of the following reasons:
- Significant responsibilities have been assigned, reassigned, or changed for a position.
- Position has not been reviewed for three years and different duties and responsibilities have been assigned.
- Position is allocated to a class that has been revised.
- Position is vacant, has not been reviewed for seven years, and will be filled.
- New position has been authorized.
If the supervisor determines the request meets any of these criteria, the request can proceed.
The classification process examines and evaluates the duties, tasks, and requirements of the position - not the abilities, background, or performance of the person in the position. An increase in the quality or volume of work does not generally justify reclassification.
Employee’s Responsibility – For reclassifying an existing position, the employee documents duties and tasks on Part A of the PIQ.
Supervisor’s Responsibility – For classifying a new position or reclassifying a vacant position, the supervisor completes the entire PIQ. For reclassifying an existing position, the supervisor completes Part B of the PIQ. If Part C is necessary, the supervisor and employee together complete Part C. The agency’s designated Human Resources representative then submits to HRMS the PIQ and any supporting documentation such as an organizational chart. HRMS then begins the evaluation process.
HRMS’s Responsibility - Once HRMS receives a classification/reclassification request, it is logged in and given to a Human Resource Officer. The Human Resource Officer uses a variety of information to analyze a classification and arrive at a decision. Classification is more than comparing the position to the class description. It generally involves a review and analysis of the position’s duties and responsibilities as listed on the PIQ, class descriptions, organizational charts, class history file, position comparisons, and may include a discussion with the employee and/or supervisor.
It is critical that the supervisor and employee thoroughly review and complete the required forms and submit all related documentation in order for the Human Resource Officer to make a quality and timely decision. Within 60 days, HRMS will notify the agency and employee of the decision.
If an employee or supervisor is not satisfied with the HRMS decision, he or she may request reconsideration. A Request for Reconsideration of Classification Allocation form (SFN2585) must be submitted to HRMS within 15 working days from the date the initial classification decision was mailed by HRMS. HRMS uses a committee to reconsider the decision and issues a final decision within 60 days of the request.
Appeal Process
After reconsideration by HRMS, a supervisor or employee may formally appeal a classification decision to the State Personnel Board by submitting a written notice to HRMS within fifteen working days from the date the final classification decision was mailed by HRMS. The appeal must state the reason for the appeal. The Director of HRMS will then schedule a meeting of the State Personnel Board to consider the appeal. The decision of the State Personnel Board is final.
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