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Classification Procedures

Classification Types

Below are the various types of position classifications that are conducted. 

1.       Incumbent Position Reclassification (after at least six months of an approximate 50% change in duties)

2.       % FTE Position Change (for example, when a .5 FTE is changed to a .75 FTE, or vice-versa)

3.       New Positions approved through regular budget process (positions are classified into existing or new classifications)

4.       Vacant Classification (positions are classified into existing or new classifications)

The amount of work and complexity involved with a review depends on the type of classification being conducted.  As a result, some requests are completed more quickly than others.  In addition, the requirements (both for Council and HR) will depend on the type of classification being conducted.  Below is a grid of Council and HR processing requirements, based on classification type.

Council Approval and HR Processing Requirement

   Council and HR Requirement

   Council Approval  NOT  Required
 Classification Type  Notes
 1. Incumbent Position Reclassification  a.  An agency must submit a completed job description, org chart, and PDQ to  HR.
 b.  Council approval is NOT required (regardless of budget impact).  Cost will  be annualized.  
 2. % FTE Position Change  a.  Council approval is NOT required if a % of an FTE is reassigned, as long as  there is no increase or reduction to an agency’s total FTE count.  
 b.  If the rare case where the total FTE count is impacted the request must go  before Council. 
 c.  NOTE:  If any portion of an FTE is unassigned, it must be resolved by the  next budget opening.
   Council Approval  IS  Required
 Classification  Notes
 3. New Position Approved in Budget  a.   An agency must submit a current job description, org chart, and CPDQ (for  existing classifications) or a PDQ (for new classifications) to HR for review.  
 b.  Agencies must submit a Budget Adjustment Form to Council for review &  approval. 
 c.  If approved, no additional approval to hire decision will be required by  Council.
 4. Vacant Classification   a.  An agency must submit a current job description, org chart, and CPDQ (for  existing classifications) or a PDQ (for new classifications) to HR for review.   
 b.  Agencies must then submit a final PDQ or CPDQ, along with a Budget  Adjustment Form to Mayor and Council for review & approval.
 c.  If approved, no additional approval to hire decision will be required by Council.
Document Requirements
Classification Type           Agency Provides  HR Provides    Council
Requests
Job
Description
Org
Chart
PDQ CPDQ Job
Review
Classification
Letter
Budget
Adjustment
 1. Incumbent Position Reclassification  Y N
 2. % FTE Position Change  Y
 3. New Position Approved in Budget  __   __   __   __   __   __   __
     a. To Existing Classification   Y
     b. To New Classification  Y
 4. Vacant Classification   __   __   __   __   __   __   __
     a. To an Existing Position Classification Y
     b. To a New Position     Classification Y