An Overview of the Classified Classification System

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An Overview of the Classified Classification
System Classified Hiring Processes

• James H. Coopee, Personnel Administrator
• Yvonne Campbell, Employment Office Manager
• Peggy March, Interim Compensation Supervisor
• Tetna, Classification Analyst
• January 24, 2002

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• Legal Essentials of the Universitys Classified
  Classification System

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M.G.L., Chapter 75, Section 14(Originally 1962)

• Non-professional staff, all employees who are
  not classified as professional personnel, such as
  clerical, custodial, security, labor, maintenance
  and the like.
• The non-professional personnel of the university
  shall continue as state employees under the
  provisions of Chapter 30.

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M.G.L., Chapter 30, Section 45(Originally 1914)

• the said administrator shall classify all
  appointive offices and positions in the
  government of the commonwealth, excepting such
  offices and positions in the professional staff
  serving under the governing boards of
  institutions of higher education.

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M.G.L., Chapter 30, Section 49

• Any manager or employee of the commonwealth
  objecting to any provision of the classification
  affecting his office or position may appeal in
  writing to the personnel administrator.

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Historical Particulars of the Classified
Classification System of the Commonwealth

• First implemented in 1914.
• In 1955, the Barrington Study revised job
  categories for the Commonwealth and brought job
  specifications into modern times.
• In 1985-86, there was a comprehensive
  classification and compensation study of all
  classified positions in the Commonwealth. In
  1987, new classification specifications were
  finalized and effected and those are what are
  still in effect today.
• Since 1987, nothing appears to be on the horizon
  to modify current classification specifications
  or to add new classifications.

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• The Classified Hiring Process

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USA/MTA/NEA Collective Bargaining
AgreementArticle 17, Section 1, Vacancies and
Promotions

• Section 1A. The appointing authority is
  recognized as the sole authority to appoint an
  applicant to a vacant position. When the
  appointing authority determines that a vacancy is
  to be filled, it will be published in the Yellow
  Sheet as outlined in Article 17D.

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In the Agreement Between the Board of Trustees of
the University of Massachusetts and
USA/MTA/NEA-Collective Bargaining
AgreementArticle 22, Section 1, Layoff Recall

• In the event an employee is scheduled to be laid
  off, or is on layoff status as set forth in
  Article 23 (D) and there exists a vacant position
  in the bargaining unit which has been certified
  for filling in an equal or lower-graded
  classification, campus seniority shall prevail in
  permitting such an employee to fill such
  position, provided the employee can perform the
  work. Any employee in such category shall have
  their name forwarded for a vacant position prior
  to Article 17 being applicable.

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USA/MTA/NEA Collective Bargaining
AgreementArticle 7, Section 2,
Anti-Discrimination, Affirmative Action and
Conflict of Interest

• Therefore the parties acknowledge the need for
  positive and aggressive affirmative action. To
  accomplish these goals certain positions may be
  designated as affirmative action target positions
  in accordance with the Employers Affirmative
  Action Plan filed with the U.S. Department of
  Labor. The President of the Association shall be
  informed of such targeted positions
  simultaneously with the Division of Human
  Resources.

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USA/MTA Collective Bargaining AgreementArticle
17, Section 2

• All applications for a vacant position shall be
  divided into priority subgroups a, b, c, and d
  respectively. The University Employment Office
  shall send at one time all groups of applicants
  for a vacant position to the appointing
  authority.
• Subgroup a -The applications of bargaining unit
  employees or other applicants within the targeted
  pool as defined by the appointing authoritys
  affirmative action program, only if the position
  has been targeted by the appointing authoritys
  affirmative action program.

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USA/MTA Collective Bargaining AgreementArticle
17, Section 2, continued...

• Subgroup b - The applications of
  non-probationary employees within the
  bargaining unit.
• Subgroup c - The applications of probationary
  unit members.
• Subgroup d - The applications of non-bargaining
  unit persons.
• In making selections from within a priority
  sub-group, campus seniority will govern where,
  upon review by the appointing authority,
  ability, experience, training, and education of
  the applicant are equal.

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Important Points About the On-Campus Application
Process

• Good for (6) six months, renewed every June and
  every December.
• A computerized system does the matching by state
  title and by full-time/part-time
  permanent/temporary and shift indicators.
• QWIZ computerized tests.

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Application Process, continued...

• Fill in job responsibilities as completely as
  possible.
• Include a resume.
• Come in and pick up the Position Description,
  Form 30 and the Skills Inventory for the
  position(s) advertised during the current
  week-you can always change the skills you wish to
  emphasize to better match the position(s), if you
  desire.

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Employment Office167 Whitmore Administration
Building(413) 545-1396http//www.umass.edu/hum
res
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General Guidelines for Position Classification
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General Guidelines.

• 1) The state classification specifications are
  descriptive and not restrictive. They are
  generic in nature. (The state classification
  specification for the Clerk series is at the
  end of your packet).
• 2) The individual Position Description, Form 30
  describes the specific duties and
  responsibilities of the position. (A sample
  Position Description, Form 30 for a Clerk III is
  at the end of your packet).

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General Guidelines continued...

• 3) To classify a position
• a) we look at the primary focus of the
  individual Position Description, Form 30 as
  well as the actual breakdown of duties.
• b) we then look at the state classification
  specification as a whole and the level, tenor,
  and complexity of duties and responsibilities
  reflected in the specification.

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General Guidelines continued...

• 4) There are times when we have a unique
  position or situation and will consult within
  the Commonwealths Human Resources Division
  located in Boston.
• 5) The Amherst campus Division of Human
  Resources is responsible for classification,
  and has the institutional knowledge of how
  the state classification specifications are
  used and how to interpret those
  specifications. Based on this institutional
  knowledge, we can provide consistency of
  classification on our campus.

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General Guidelines continued...

• 6) The decision making process is not done in a
  vacuum by an individual analyst, but is a
  team effort involving several Amherst campus
  Human Resources classification specialists.
• We look at
• a) the duties and responsibilities being
  performed.
• b) where the position fits into the
  organization (organizational chart).
• c) other similar positions in the
  department or other departments.

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• Details of the Classification Appeal Process for
  State Funded Classified Positions

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There are two ways in which position(s) can be
reviewed.

• Management can request a vacant or filled
  position(s) to be reviewed.
• OR
• An employee can appeal his/her position
  classification.

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Management Request for Classification Review

• Manager assembles an information packet.
• Information packet must include
• Cover memo stating request for review
• Former Position Description, Form 30
• Current Position Description, Form 30
• Organizational Chart
• Information packet is submitted to the
  appropriate Vice Chancellors Office via the
  chain of command until it reaches the designated
  Administrative Officer of the Executive Area.

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Management Request for Classification Review
continued...

• Designated Administrative Officer forwards
  information packet to Campus Human Resources.
• Campus Human Resources reviews the information,
  determines whether to conduct a desk audit
  interview or perform a paper review, and provides
  subsequent written recommendation to the
  Administrative Officer with copies sent to the
  requesting managers.

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Employee Appeal of Classification
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(No Transcript)
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(No Transcript)
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Brief responses to specific questions previously
submitted by Library staff members.
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Library Staff Questions

• How do the Library job descriptions relate to the
  State Classification Specifications?
• What does it take to get a position reclassified?
  How does the work need to change?
• How does HR decide what constitutes a
  higher/lower level job?
• Does increase in volume of work affect
  classifications?
• Does outstanding performance earn a higher job
  grade? Why or why not?

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Library Staff Questions continued...

• Who allocates positions?
• How can a job that becomes vacant at a grade 12
  suddenly be filled at a higher level or in
  another department?
• Are positions permanently allocated to the
  Library due to funding?
• Do Library positions belong to the Provost?

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Division of Human ResourcesTotal
Compensation Unit330 Whitmore Administration
Building(413) 545 0380 http//www.umass.edu/hu
mres