Manager's Toolkit

First Step: Hiring Manager submits a Personnel Budget Augmentation Request Form (PBAR) for approval.

Decide on a temporary or permanent position.  In some instances, you may need to submit a request for both simultaneously.  Different types of temporary assignments are available, depending on the estimated time limits of the assignment, whether you are hiring an external or internal candidate, if an eligibility list exists, and whether the position is intended to replace an employee on leave.

Time limits for temporary classified assignments are more restrictive than what is allowed for temporary academic assignments. These time limits come directly from the State Education Code, CalPERS, and the CSEA Bargaining Agreement.

Next Steps after PBAR Approval:

After the PBAR is approved, the hiring manager enters an Employment Request into WebISIS (for hiring a temporary employee from outside of SMC)  OR submits a Working out of Class Form for a permanent classified employee at SMC who is accepting a temporary assignment in a higher-paying classification.

Contact the appropriate Personnel Commission staff member for the next steps.

If there is an existing eligibility list, staff will need to poll this list first to determine if there is interest.

If there is no existing eligibility list, hiring managers may select someone directly, conduct interviews within their own department, or ask us to post an advertisement on our web site.

Once a selection is made, PC staff will check references (if this is an outside candidate) and submit a signed Certification Form to Human Resources for processing.

Next Steps After PBAR Approval:

Is this a new position?

Contact the Personnel Commission to see if a new classification needs to be established, or if the position falls within an existing classification.

New positions must be officially established by the Board of Trustees before we can open recruitment or schedule final interviews. This information can be obtained by contacting Human Resources.

If there is an active eligibility list, Personnel Commission staff will:

1. Post a transfer bulletin on our web site for 10 working days
2. Poll the transfer and eligibility list, and set up final interviews with the hiring manager.

If there is no active eligibility list, Personnel Commission staff will:

1. Set up a meeting with the hiring manager to discuss the upcoming recruitment
2. Post a recruitment bulletin (Minimum 15 day posting required) on our web site
3. Complete the selection process and establish an eligibility list of all qualified candidates.
4. Post a transfer bulletin on our web site for 10 working days
5. Poll the transfer and eligibility list, and set up final interviews with the hiring manager.

Hiring managers interview interested transfers, re-instatements, and top three ranks on the eligibility list.

Hiring managers sign off on Certification Form, indicating final selection.

1. Personnel Commission staff conducts reference checks if candidate is from outside of SMC.
2. Personnel Commission staff determines if candidate is eligible for advanced step placement (permanent assignments only).
3. Personnel Commission staff contacts candidate and makes conditional offer. Forwards signed certification form to Human Resources for processing.
4. Human Resources schedules TB test and fingerprinting, if candidate is not a current SMC employee.
5. Human Resources completes processing and contacts hiring department to coordinate a starting date.
6. Human Resources completes the final written offer.

If an employee is assigned work that is at a higher level of responsibility for any period of time that exceeds five working days within a fifteen-day calendar period, the supervisor is required to submit a request for Working Out of Class (WOC) pay for that employee.

In order to qualify for WOC pay, additional work must be:

• Outside of the concept of the classification to which the position is assigned.

AND

• Performed normally by a higher-paying classification.

Examples

• Covering for an absent employee or vacant position assigned to a higher-paying classification.
• Covering an increased workload that require performing duties which would normally be assigned to a higher-paying classification. 

The Working Out of Class Request Form must be submitted to the Director of the Personnel Commission within ten working days from the start of the assignment. The Personnel Commission Office will review duties to determine if added duties are at the higher pay range.

If WOC pay is approved, the salary of the employee will be adjusted upward to the appropriate pay differential in the higher classification for the entire time the employee has been working out of classification.

• If higher level duties make up at least 50% percent of the employee's daily assignments, the employee will receive 100% of the pay differential.
• If higher level duties make up less than 50% of the employee's daily assignment, the employee will receive 50% of the pay differential.

This section covers description changes and reclassification requests. 

If there is substantial, permanent change in duties for an existing position, the manager assigned to that job must use the Change in Duties form to report changes to the Director of the Personnel Commission.  Staff will review changes to determine if the position is in the correct job classification. In consultation with the manager, the description will be revised and sent to senior management and the employee organization (if represented). If there are any incumbents in the classification, they will be notified before presenting to the Personnel Commission for approval.

Positions that change substantially because of gradual accretion of additional job duties over a period of two years may qualify for reclassification under Merit Rule Section 3.3.

A reclassification is a reassignment of a position or positions from one classification to another. A position can be reclassified upward, laterally (i.e., same level of responsibilities and pay) or downward. However, a position that is occupied will not be reclassified downward until it becomes vacant. For a position to be reclassified, the manager, incumbent or bargaining unit representative must submit the Reclassification Request Form to begin the process. A Working Out of Class (WOC) form can also be submitted to determine if temporary WOC pay is warranted while the reclassification study is in progress.

A reclassification study is a multi-step process where the Personnel Commission Office gathers critical job details and analyzes data based on job evaluation factors such as knowledge required, level of decision making, complexity of work, scope and consequence of error, nature & purpose of contacts in the course of work, and physical demands.

In order for a position reclassification to be approved by the Personnel Commission, all of the following criteria must be met:

1. Gradual accretion of duties occurring over two or more years of regular, continuous service
2. Change in duties is permanent and impacts a substantial portion of responsibilities
3. Higher level duties cannot be reassigned without significant impact on operations
4. District must approve fiscal impact. If PC recommends a reclassification, and fiscal impact is not approved by the District, higher level duties impacting substantial portion of the work must be reassigned or eliminated.

A determination of whether a reclassification is appropriate will be based on an analysis of the duties and responsibilities currently assigned to the position. Details on the procedures of reclassification are prescribed by Chapter 3 of the Merit Rules.

Click the links below for more reclassification resources.

Reclassification Process

Reclassification Request Form

Position Description Questionnaire

Job Audit

In partnership with employee organizations, incumbents in permanent positions will be invited to participate in cyclical review orientations, where Personnel Commission staff will explain the process and address any questions. These orientations are scheduled based on the approved annual review calendar. Employees are strongly encouraged to complete a Position Description Questionnaire (PDQ) during reviews. PDQs are guided descriptions of the job completed by incumbents to help us understand the details of their position. It is an opportunity to share their voice in the process. Employees also have rights to review the final draft of the description and provide feedback. The Personnel Commission Office will be responsible for sending proper notices for incumbent reviews.

Currently, the District has requested salary studies to be completed with cyclical reviews. The Personnel Commission Office uses a standardized list of comparable agencies to collect salary data and determine percentile ranking for each classification under review. If salary reallocation is warranted, the Personnel Commission Office presents salary recommendations to the District and  employee organizations for input. Once the Personnel Commission approves salary recommendations, the Board of Trustees has final authority and may approve, amend or reject the recommendations in accordance Education Code provisions and negotiated agreements.