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State Management Personnel Manual

0800 Classification and Compensation

0850(B) CLASSIFICATION PROCESSING REQUIREMENTS

.1 BACKGROUND

.110 Statutory Authority

.111 Section 118 of the Civil Service Law grants the Director of the Division of Classification and Compensation the authority to:

  1. Classify and reclassify all positions in the Classified Civil Service (Classified Service) of the State.
  2. Determine a salary grade for all positions in the Competitive and Non-competitive Jurisdictional Classes of the Classified Service, except temporary, part-time, and seasonal positions.
  3. Allocate and reallocate part-time, temporary, and seasonal positions and positions in the Labor Jurisdictional Class.

.2 PROCEDURE

.210 “Long Form” Transaction (Long Transaction)

.211 An agency or appointing authority can submit a request to the Division of Classification and Compensation to classify or reclassify a position to an existing title or propose a new title.  Such positions may be permanent, temporary, or seasonal.  If the title proposed is new, the agency or appointing authority must present justification for a particular salary grade.  All requests must be submitted in accordance with New York STate Electronic Personnel System (NYSTEP) procedures detailed in the NYSTEP/TPM User Manual.

.212 If neither the Title requested nor the Agency making the request is designated as Decentralized [See SPMM Section 0860], a “Long Form” Transaction (Long Transaction) must be used.

.213 For a Long Transaction, an agency must attach to the NYSTEP transaction the following:

  1. A letter of justification addressed to the Chief Classification and Pay Analyst responsible for the agency explaining why the position is needed and how the classification criteria for the requested title have been met.
  2. A detailed position duties description that addresses non-supervisory, supervisory and/or administrative responsibilities, and complexity of duties to be performed.
  3. An organization chart indicating the relationship of the position to existing positions within the organization.

.214 If a new title is requested, an agency must attach to the NYSTEP transaction all information listed in sub-section .213 and the following:

  1. A draft Classification Standard describing the scope of work that would properly be assigned to positions in the title.  The draft must include all required sections of a Classification Standard.  The process of creating or revising Classification Standards is described in the “Guide to Writing Classification Standards.”  More information regarding Classification Standards can be found in SPMM Section 0850(A), Subsection .220.
  2. Proposed minimum qualifications for appointment based on the job requirements.

.215 Prior to submitting a classification request for a new title, an agency should ensure that there is no existing title that would be appropriate, and evaluate how the classification of this position would affect other positions within the agency.

.216 If a Managerial/Confidential (M/C) designation [See SPMM Section 0850(E)] is requested, and M/C is not the normal attribute of the title (according to the Title and Salary Plan), additional justification is required consistent with Section 201.7 of the Civil Service Law and must be attached to the NYSTEP transaction.

.217 If other than Competitive Jurisdictional Class designation is requested, a copy of the letter submitted by the agency to the Civil Service Commission justifying this request should be attached to the NYSTEP transaction (See SPMM Section 0630).  Note that Non-competitive titles that do not have a limiting number on the Civil Service Commission’s “Positions Classified in the Non-Competitive Class” (Appendix II) listing do not require a Jurisdictional Class request.  Civil Service Commission Jurisdictional Class Appendicies can be found on the Department of Civil Service’s web site.

.220 “Short Form” Transaction (Short Transaction)

.221 If the title of the requested position is designated as a Decentralized Title [See SPMM Section 0860] on the Title and Salary Plan, and the normal attributes of the title are being requested, a “Short Form” Transaction (Short Transaction) should be used.  All requests must be submitted electronically in accordance with NYSTEP procedures detailed in the NYSTEP/TPM User Manual.

.222 Agencies designated as Decentralized [See SPMM Section 0860] may classify positions using Short Transactions in any title that has an approved Classification Standard and if that title already exists within the agency.

.223 Under the Decentralized Classification Program [See SPMM Section 0860] and to comply with State Internal Controls, classification requests using a Short Transaction require agency personnel offices to maintain reviewable electronic records of the short transaction for auditing by the Division of Classification and Compensation.

.230 Temporary Positions

.231 Section 118 of the Civil Service Law authorizes the Director of the Division of Classification and Compensation to classify temporary positions.

.232 Requests for the classification of temporary positions follow the same format as those for permanent positions.

.233 Temporary positions are positions that have an “end date” and are not seasonal (i.e., do not recur at the same time each succeeding year).  Positions may be temporary because the actual need for the job is temporary or the Division of the Budget is only allowing the creation of the job on a temporary basis for fiscal reasons.

.234 NYSTEP automatically forwards to an agency a quarterly listing of certain temporary positions that will expire within that quarter (also referred to as the CC-X10).  The NYSTEP/TPM User Manual should be consulted for more information on this process.

.235 Temporary positions that are re-established annually are recreated each year using the Temporary Position Reactivation procedure.  Transactions are automatically sent to the agency via NYSTEP.  Agency users assigned to administer this procedure must access their NYSTEP worklist and take appropriate action.  The NYSTEP/TPM User Manual should be consulted for more information on this process.

.236 Temporary positions that are flagged by the Division of Classification and Compensation do not appear on the Temporary Position Reactivation Roster for extension.  Such positions are subject to Pre-Audit Review (See SPMM Section 0860).

.240 Temporary Positions – Section 64.3 of the Civil Service Law

.241 Section 64.3 of the Civil Service Law authorizes temporary appointment, without examination, when the person appointed will render professional, scientific, technical, or other expert services on:

  1. An occasional basis. (or)
  2. A full-time or regular basis in a temporary position established to conduct a special study or project for a period not to exceed eighteen months.

.242 Appointments to temporary positions pursuant to Section 64.3 of the Civil Service Law may be authorized for up to eighteen months only in cases where, because of the nature of the services to be rendered and the temporary or occasional character of such services, it would not be practicable to hold an examination of any kind.  Approval of such appointments rests with the Division of Staffing Services.

.243 Requests for classification of positions to be used for Section 64.3 of the Civil Service Law appointments are treated the same as other requests for classification except that information regarding the project or study, including a time line, and rationale for invoking Section 64.3 are also required.

.244 Requests to extend temporary positions (Project Assistant, Project Coordinator, and Project Director positions) pursuant to Section 64.3 are subject to review by the Division of Classification and Compensation.  Extensions are not included in the NYSTEP Mass Change Process and require new NYSTEP Long Transactions in accordance with NYSTEP procedures detailed in the NYSTEP/TPM User Manual.

.245 Temporary positions pursuant to Section 64.3 are not allocated to a salary grade.  Actual pay is determined pursuant to Section 44 of the State Finance Law.

.250 Seasonal Positions

.251 Approved seasonal periods for a particular agency are established by the Division of Classification and Compensation and must recur at the same time for the same period of time each succeeding year.

.252 Although Section 118 of the Civil Service Law grants the Director of the Division of Classification and Compensation the discretion to allocate and reallocate seasonal positions to an appropriate salary grade, under most circumstances seasonal positions are not allocated to a salary grade.  Rather, the rate of pay for most seasonal positions is determined by the Division of the Budget.  The Division of the Budget publishes Bulletins on Seasonal Rates that list the titles approved for seasonal use along with their hourly rates of pay.  Such are found on the Division of the Budget’s Web Site at www.budget.state.ny.us.

.253 Seasonal positions are re-established via the NYSTEP Mass Change Process.  Mass Change Process transactions are automatically sent to an agency via NYSTEP.  Agency users assigned to administer the TPM Mass Change Process must access their TPM worklist and take appropriate action.  Agencies are unable to add new items to this listing.

.254 Requests to add additional titles to the seasonal roster that have not been previously approved for classification on a seasonal basis must include the same information as other requests for classification, except that these requests must include a proposed hourly salary rate.  All requests must be submitted electronically in accordance with NYSTEP procedures detailed in the NYSTEP/TPM User Manual.  Requests for new seasonal positions must receive fiscal approval from the Division of Budget. 

.260 Employee Reclassification Requests

.261 Section 120 of the Civil Service Law affords employees the opportunity to request the reclassification and/or reallocation of their position by submitting an “Employee Application for Change in Title or Salary” Form to the Director of the Division of Classification and Compensation.  Employees can obtain this Form from their personnel office or on the Department of Civil Service’s web site.

.262 Upon receipt of the “Employee Application for Change in Title or Salary” Form, the Division of Classification and Compensation asks the employing agency to comment on the employee request.  Agency comments should be sent back to the Division of Classification and Compensation within the appropriate timeframes so that a timely analysis can occur.


TM-65 - Replaces: All of Section 0800 Dated Prior to August, 2008

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