Background

In Spring of 2020, the comprehensive study of all Classified Professional job descriptions restarted, with employees and supervisors being asked to submit detailed information about the classifications they work within or supervise. This information was collected in a standard format referred to as a Position Description Questionnaire (PDQ). In the time since the PDQ submission process concluded, this employee/supervisor supplied information has been reviewed and used as the basis for the development of newly drafted job descriptions. The review group is pleased to be moving forward with the release of these first draft job descriptions for additional feedback by employees and supervisors.  

In order to update everyone on this process up to this point, a webinar-style meeting was held and recorded on October 14th, 2021. At this webinar an overview of the PDQ process, job description development, and the feedback & appeals phases were presented. We encourage everyone to take the time to review the video.

Links

10/14/21 Classification Review Webinar Recording

FAQs

• Q: Why am I receiving this information?

  A: In Spring of 2020 the comprehensive study of all Classified Professional job descriptions restarted, with employees and supervisors being asked to submit detailed information about the classifications they work within or supervise. This information was used to develop new job descriptions and now it is time for those initial draft job descriptions to be released for additional feedback.

• Q: Is the internal review group releasing initial draft job descriptions by department?

  A: Yes. The internal review group is releasing initial draft job descriptions by department, as soon as they are ready. For those classifications/jobs that exist in multiple departments (example: Administrative Assistants), initial draft job descriptions may not be released at the same time as the other classifications that work in the same department.

• Q: Where can I get more information about this process?

  A: In order to update everyone on this process up to this point, a webinar-style meeting was held and recorded on October 14th, 2021. At this webinar an overview of the PDQ process, job description development, and the feedback & appeals phases were presented. We encourage everyone to take the time to review the video.

• Q: Am I required to participate in this process?

  A: Classified are encouraged to consistently participate throughout this process, but it is not required. If Classified have chosen not to participate in this process at any point, they may not participate in the coming appeals phase. It is essential that supervisors participate in this process.

• Q: What am I being asked to do?

  A: You are being asked to review the initial draft job description and submit feedback about any components you think should be revised.

• Q: What is the deadline for submitting employee feedback?

  A: Classified have two weeks after the date of initial draft job description release to review their initial draft job descriptions, work with other classified who hold the same classification/job to prepare feedback if desired, work with their supervisor(s) on any proposed feedback if desired, and submit to the internal review group.

• Q: What is the deadline for submitting supervisor feedback?

  A: In addition to the same the same two weeks employees receive to review initial draft job descriptions, supervisors will have an extra week to review any employee feedback.

• Q: How should feedback be communicated to the internal review group?

  A: The internal review group asks that feedback on the job description be made directly on the initial draft job description that has been emailed to you. The job description is in Microsoft Word format, and has been configured with the track changes feature enabled so that any submitted changes will be most apparent to the internal review group. If you would like to submit any related explanatory information, you may add it at the end of the job description. The revised job description should be uploaded as an attachment to the Feedback Form.

• Q: I agree with the initial job description and have no feedback, what should I do?

  A: Even if you agree that your job description is complete and accurate, we ask that you submit a response so that the internal review group ensures that everyone has had an opportunity to be informed about this process and participate in it.

• Q: I disagree with parts of the initial job description, what should I do?

  A: The internal review group encourages you to submit feedback.

• Q: What kind of feedback is the internal review group looking for?

  A: The internal review group is interested in any aspect of the job description that you are concerned with or feel is inaccurate. Examples include: job title, inaccurate or incomplete: job duties, job knowledge, abilities, education, experience, and special requirements. The internal review group is most interested in aspects of the job that were reported during the PDQ submission phase, but did not end up in the initial draft job description.

• Q: Can feedback be submitted as a group?

  A: As in years past, if you are in a classification/job that others also hold, any or all of the incumbents may work as a group and submit one group submission or alternatively, you may submit feedback individually. Groups may be formed even if employees report to different supervisors.

• Q: I am still working in the same classification/job as I was during the PDQ process, but I did not participate then, can I submit feedback now?

  A: The internal review group is most interested in aspects of the job that were reported during the PDQ submission phase, but did not end up in the initial draft job description. If you chose not to participate in the PDQ submission phase, you may not submit feedback on the initial draft job description.

• Q: I was hired or started in a new classification/job after the PDQ process finished, can I participate by submitting feedback now?

  A: Yes. Those hired or started in a new classification/job after the PDQ process finished may submit feedback on the initial draft job description.

• Q: Should Classified Professionals and their Supervisors work together on feedback?

  A: The internal review group encourages employees and supervisors to work together on feedback, but it is not required.

• Q: If Classified Professionals and their Supervisors choose not to work together on feedback, will classified feedback be shared with their supervisor and will supervisor feedback be shared with their classified?

  A: Yes. Classified should submit feedback as previously explained. Supervisors should review the initial draft job description and any feedback from classified they supervise. Supervisor feedback will be shared with the classified they supervise.

• Q: What happens after feedback is submitted?

  A: The internal review group will process feedback as diligently as possible while we continue to prepare remaining initial draft job descriptions and release them by department. After your feedback has been processed by the internal review group, a second draft job description will be released.

• Q: How long will the feedback phase take?

  A: This is difficult to predict as the amount of feedback that will be submitted is unknown at this time.

• Q: If the feedback submitted is not incorporated into the job description, what will I do then?

  A: After submitted feedback is processed, a second draft job description will be released for your review. If some or all of the feedback submitted has not been incorporated into the second draft job description, you may submit a request for appeal.

• Q: What will a committee member do in the event of a conflict of interest?

  A: Committee members will recuse themselves from participating in deliberations regarding classifications when: 1) the committee member is currently serving in the classification, OR 2) the committee member's immediate family member is currently serving in the classification. Committee members may also choose to recuse themselves whenever they feel they cannot be impartial.

• Q: Who will be allowed to submit an appeal?

  A: Only employees (Classified Professionals) will be allowed to submit appeals after receiving the final draft job description. More information regarding the appeals process will be provided at the time of the release of the final draft job descriptions.

• Q: What is the deadline for submitting a request for appeal?

  A: Classified will have one week after the release date of their final draft job description to review their final draft job descriptions and submit a request for appeal, if desired.

• Q: Can a request for appeal be submitted as a group?

  A: As in years past, if you are in a classification/job that others also hold, any or all of the incumbents may work as a group and submit one group request for appeal. Groups may be formed even if employees report to different supervisors.

• Q: What information should be included when submitting a request for appeal?

  A: Please include any feedback previously submitted that you strongly feel should have been integrated into the final draft.

• Q: Will there be a meeting where Classified may present their appeal?

  A: Classified are asked to submit their appeals in writing. At the time of submission, individuals or groups may opt to also request a meeting with the appeals committee, if desired. Meetings will occur via Zoom.

• Q: May Classified choose to submit their appeal in writing only? Is an appeals meeting required?

  A: Classified are asked to submit their appeals in writing. It is completely optional if individuals or groups also choose to have a meeting with the appeals committee in order to present their appeal.

• Q: When will appeals committee meetings occur?

  A: Meetings will be scheduled as soon as possible.

• Q: How long will appeals meetings be?

  A: Appeals meetings will be scheduled for a duration of 30 minutes. Roughly 20 minutes should be allocated for comments by those participating in the appeal with 10 minutes for questions from the appeals committee.

• Q: Who will the appeals committee be made up of?

  A: The appeals committee will be made up of members of the SEIU & District Negotiations Teams and Classification Review Committee. Participation of District & Classified representatives will be balanced to the extent possible.

• Q: Who else may attend the appeals committee meeting?

  A: Any Classified participating in the appeal may attend and speak during the meeting. Supervisors may also attend at the request of Classified participating in the appeal.

• Q: When will a final decision regarding my appeal be made?

  A: The internal review group will make a final decision as soon as possible following the submission of an appeal in writing, and after a meeting with the appeals committee, if a meeting was requested by the Classified participating in the appeal.

• Q: When will this process move into the external salary comparison phase?

  A: This is difficult to predict as the amount of feedback and number of appeals that will be submitted is unknown at this time. The internal review group is committed to completing the job description review, feedback, and appeals phases prior to commencing with the external salary study phase.