Reclassification of Filled Positions Policy

Revised 7/2022

Purpose

The Merit System Services (MSS) Program provides oversight and consultation to county personnel departments to ensure that their positions are properly classified.

Introduction

Departments may submit a request for a reclassification for positions whose duties and responsibilities have undergone significant changes. Employees also may request that their assigned duties and responsibilities be reviewed for appropriate classification level.

The following factors may indicate a need for a reclassification:

Significant and permanent changes in the assigned responsibilities
Changes in the level of complexity
Changes in the organizational impact of the position
Changes in the level of delegated authority and decision-making ability.
Changes in the level of supervision received and/or exercised
Changes in knowledge, skills, and abilities required to successfully perform in the position

The reclassification of a filled position requires an explanation of the changes in the position’s responsibilities as well as an explanation of what occurred (e.g., reorganization or new mandates) that precipitated the change(s) in responsibilities.

Reclassifications are for positions, not individuals, and are not to be used to circumvent the merit process.

Roles and Responsibilities

The county personnel department is responsible for initiating the reclassification request, providing all requested substantiating documentation, and participating in any subsequent information gathering processes. Upon receipt of the determination from MSS, the county personnel department is responsible for implementing the determination of MSS.

The MSS Analyst is responsible for reviewing, analyzing, and conducting a thorough evaluation of all documents submitted by the county requesting the reclassification.

As part of the evaluation, the MSS Analyst may conduct the following:

Employee interviews
Classification studies
Evaluation of employee qualifications

The MSS Analyst will provide a recommendation to the MSS Manager for review and approval.

Reclassification Process

A reclassification may be initiated by a county personnel department if an employee feels that they working out of class or if the personnel department believes the duties no longer align with the position. MSS will review the classification and the duties performed by the employee to determine whether the employee is working within the scope of their class. If the position is reclassified, the employee will be required to meet the minimum qualifications of the classification to be appointed.

Step	Action
Submission of Reclassification Request	The county Personnel department submits the reclassification request to MSS.
Review of Reclassification Request	The MSS Analyst will review the reclassification request.
Acceptance/Rejection	The MSS Analyst will notify the county personnel department of the acceptance or rejection of the reclassification request. If the request is accepted, the MSS Analyst will provide the county personnel department with a list of required documentation and an estimated timeline of completion. If the request is rejected, the MSS Analyst will provide the county personnel department with a detailed reasoning.
Evaluation Period	The MSS Analyst will conduct a thorough evaluation of all substantiating documentation.
Determination	The MSS Analyst will make a recommendation and route to MSS Manager for review and approval.
Notification	Upon approval by the MSS Manager, the MSS Analyst will notify the county personnel department of result of the reclassification request.
Implementation	The county personnel department implements the determination of MSS.

How to Submit a Reclassification Request

Reclassification requests must be submitted in writing and must state the facts, information, or circumstances upon which the request is being made. Documentation required to be submitted with a reclassification request include:

Prior job description/duty statement
Revised job description/duty statement
Current & Proposed Class Specification
Written rationale and justification for the reclassification request
Organizational chart

Submit the completed reclassification request to MSSProgram@calhr.ca.gov. Incomplete reclassification requests may be rejected.

Factors Considered in the Evaluation of Reclassification Requests

In performing the evaluation of the reclassification request, the MSS Analyst will strive to ensure consistent application of classification standards across the program that are consistent with merit principles. The class specification, job description and/or duty statement are the primary means by which the Analyst will evaluate the proposed reclassification. In carrying out the classification evaluation, the overall scope of the evaluation will be determined by the Analyst and may include any, or all, of the following:

Preliminary review of the changes that warrant reclassification.
Comparison of the essential functions outlined in the updated job description/duty statement against the previous job description/duty statement.
Comparison of the updated job description/duty statement with the class specification series concepts and/or classification standards. In comparing the class specification, the Analyst will pay special attention to factors outlined in the job description/duty statement that correlate to the class specifications. Common factors described in the class specifications include some or all the following factors:
- Analytical – the analytical skill required.
- Authority, Independence to Act – the level of delegated authority, independence or freedom to act in the position.
- Complexity – the complexity of the program or unit, the problems solved, and the difficulty and originality involved in performing the work.
- Consequence of Error – the severity and scope of the impact of errors made in the course of work.
- Decision-Making – the decision-making skill required.
- Impact – the impact an employee has on others within and outside the organization. This factor considers the importance and frequency of interactions with various individuals or groups, as well as the effect of these interactions on the department.
- Knowledge – the depth and importance of knowledge necessary to perform the work. The application of concepts, principles, and practices from professional disciplines is considered, as is the amount of work experience normally required to perform the duties of the position. The extent to which the knowledge of organizational policies and procedures is required may also be considered.
- Resource Management – responsibility for human, financial, space, facilities, information, and material resources.
- Scope and Impact – the scope, or impact that an individual exercises at varying levels within and across the organization. Impact relates to how influential the position is within the organization based on the decisions and recommendations rendered.
Classification Study.
Factors that are not considered in reclassifying a position include: performance of the incumbent; longevity of the incumbent; change in volume of work; personality; or financial need.
Clarification of information may be required and obtained either in person, by phone, or electronic mail by contacting any, or all, of the following:
- Employee
- Supervisor
- Department HR contact
- Department Head
- Organizational Unit contact
- Subject matter experts

Contact

Merit System Services Program
Selection Division, CalHR
916-909-3701
Email