Position Management

POLICY NUMBER: 209 PAGE NUMBER:
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DEPARTMENT
OF
CORRECTION POLICY
MANUAL SUBJECT:
Position Management
Adopted: 12-82
Reformatted: 02-2001
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01.00.00.POLICY OF THE DEPARTMENT
Division administrators are responsible for position management within their organization
and for controlling positions and their funding. Division administrators shall coordinate
their personnel planning activities with the Human Resource Services (HRS) office in
order to ensure timely and effective personnel transactions. The HRS Administrator is
responsible for providing advice, guidance and consultation upon request, reviewing
classification changes for appropriateness and representing same before the Idaho
Personnel Commission and for maintaining department-wide surveillance and evaluation
of positions.
01.01.00.Establishing/Reclassifying Positions
All position establishments must have the prior approval of the Director of Correction
before any work will be done to begin the process necessary to establish a position.
Except for grant positions, no division administrator can authorize the establishment of a
position without a valid FTE approved by the legislature. If the position is to be a limited
term, eight (8) months or less, a temporary (exempt) position will be established. If the
position is funded with grant monies and the duration of the grant is to be three (3) years
or less, a limited service position will be established. If the position is to be permanent or
if it is a grant position lasting more than three (3) years, a permanent, classified position
will be established.
No position will be established without adequate funding.
02.00.00.TABLE OF C ONTENTS
01.00.00.POLICY OF THE DEPARTMENT
01.01.00.Establishing/Reclassifying Positions
02.00.00.TABLE OF CONTENTS
03.00.00.REFERENCES
04.00.00.DEFINITIONS
05.00.00.PROCEDURE
05.01.00.Introduction
POLICY NUMBER: 209 SUBJECT:
Position Management
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05.02.00.Writing/Rewriting Class Specifications , Establishing, or Reclassifying
Positions.
05.03.00 Reclassifications
03.00.00.REFERENCES
04.00.00.DEFINITIONS
05.00.00.PROCEDURE
05.01.00.Introduction
Position management in this department involves the identification of needed tasks that
are required and projected to be performed; the logical assignment of duties and
responsibilities to positions; the development of new or the modification of existing class
specifications as appropriate; the determination that a position can be assigned an
appropriate control number; the allocation of a position to an appropriate classification
and the periodic review of duty assignments as related to the classification through the
maintenance of a current performance plan. The goal is to establish and retain a
structure of needed positions within an approved budget which achieves an efficient and
effective organization of required work. Further, positions are to be established and
maintained giving full consideration to labor costs, economy, utilization of available skills,
equal employment opportunities for growth and advancement and job satisfaction and
challenge.
05.02.00.Writing/Rewriting Class Specifications, Establishing, or Reclassifying
Positions.
Program supervisors and managers must first receive approval from their division
administrator before contacting the HRS office to begin work on writing/rewriting class
specifications, establishing, or reclassifying positions. In order to establish a limited
service or permanent position, the division administrator, after approval by the Director
will furnish the HRS office with a position description questionnaire (PDQ) and current
organizational chart. The HRS Administrator will analyze the PDQ for (1) organizational
fit, (2) department-wide and state-wide consistency, (3) appropriate level of
responsibility/duties, and (4) appropriateness of classification for recruitment. The HRS
Administrator will notify the division administrator of what action must take place in order
to establish the position including:
If the position can be classified to an existing class in the state classification
schedule, the establishment normally can be made official within two weeks of
receipt of the request.
POLICY NUMBER: 209 SUBJECT:
Position Management
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If the position cannot be assigned to an existing class, a minimum of sixty (60)
days normally is required to process the request through the following steps:
HRS office: Develops and coordinates new class specification fifteen (15) to thirty
(30) days.
Commission: Scheduling for point factoring seventeen (17) days.
Commission staff: Preparation for commission meeting and adoption effective the
following month fifteen (15) days in advance of the meeting.
Division of Financial Management: Review and approval fifteen (15) days.
05.03.00 Reclassifications
The same procedures for establishing positions will be used in reclassifying existing
positions including the following:
How is the reclassification going to impact other divisions and their goals and
objectives?
Is there sufficient justification for a reassignment of duties and reclassification?
How will the reclassification impact employees' classification within other divisions?
What is the fiscal impact of the reclassification upon the program, division and
department including number of employees involved?
What is the department's EEO and equal pay liability if the position is or is not
reclassified?
If the request is disapproved by the Director, the division administrator will relay that
information to the appropriate program manager.
If the request is approved by the Director, the HRS Administrator will proceed with the
necessary steps to reclassify the position.
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Director, Department of Correction Date