Classification Process

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

The JDQ System is the application used by HRMS and agencies for processing of JDQs, reclassification requests and delegated reclass requests. The JDQ system went live in November 2016 and is accessed from the PeopleSoft Portal in the Employee Hub.

Definitions

Hay Guide Chart - Profile Method of Job Evaluation (Hay System) - 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.

Job Description Questionnaire (JDQ) - A job description used to gather information for the purpose of classifying a position and determining a pay grade. The JDQ contains detailed information about the position and is completed by the employee and/or supervisor in the JDQ System.

Classification/Reclassification Request - The process 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, and minimum qualifications 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 - Number assigned to each position within a business unit (or agency).

Business Unit#/Department Number - 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 number is 11000; Human Resource Management Services (a division of OMB) has the department number 110113. A business unit number and department number may be the same.

Pay Grade - Number corresponding to a range of points in the Hay System. For example: the class Office Assistant I, corresponds to pay grade C (104-118 points).

Salary Range - Range of dollars corresponding to a pay grade. For example: the class Office Assistant I, pay grade C, corresponds to a salary range.

Classification Procedure

A supervisor or employee may initiate a request for classification or reclassification for the following reasons:

  • a new position has been authorized; or
  • an existing position has changed.

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. Generally, an increase in the quality or volume of work does not justify reclassification.

Employee’s Responsibility – For reclassifying an existing position, the employee documents duties and tasks on Part A of the JDQ.

Supervisor’s Responsibility – For classifying a new position or reclassifying a vacant position, the supervisor completes the entire JDQ. For reclassifying an existing position, the supervisor completes Part B of the JDQ. The agency’s designated Human Resources representative reviews the documentation and, if justified, submits the request to HRMS along with 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 assigned to a Human Resource Officer. The Human Resource Officer uses a variety of information to analyze 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 JDQ, class descriptions, organizational charts, class and position history file, position comparisons (inside and outside of the agency), and may include a discussion with the employee and/or supervisor.

Job Evaluation Committee's (JEC) Responsibility - JEC is a committee of HRMS and agency HR staff trained in the Hay System who are responsible for reviewing, maintaining, and evaluating the positions under the State Classified Service.

It is critical that the supervisor and employee thoroughly review and complete the required forms and submit all related documentation in order for the HRMS Human Resource Officer to make a quality and timely decision. Within 60 days of receipt of the request, HRMS will notify the agency and employee of the decision, or whether more time is needed.

If an employee or supervisor is not satisfied with the HRMS decision, he or she may request a review and determination by JEC. Contact HRMS for information regarding SFN 2585 Job Evaluation Committee (JEC) Reconsideration of JEC action. 

The Job Evaluation Committee (JEC) meeting is held the second Thursday of each month on an as needed basis. See the Secretary of State's ND Public Meeting Notices webpage for meeting details.

Appeal Process

After a review and determination by JEC, 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.