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Definitions:

Q: What is a PCN?

A. PCN stands for Position Control Number. Permanent positions are each assigned a unique PCN number. Temporary appointments share group PCN numbers.

Q: What is DHR?

A: DHR is the state Division of Human Resources, a state agency charged with management of the classified merit system throughout the State of Idaho. Because Boise State University is a state agency, all classification and recruitment efforts for permanent classified positions are coordinated through DHR.

Q: What is a BPAR?

A: BPAR stands for Budget/Position Action Request form. This form is used to request new permanent positions, change the months or hours of a position, request a review of a position due to job duties, delete a position, or change an account number for a non-grant funded classified position. The BPAR form and instructions are available on-line at: http://hrs.boisestate.edu/forms/BPAR.doc

Q: What's the difference between professional staff and classified positions?

A: Classified and professional staff positions are distinguished based on job duties and responsibilities. In general, most classified positions are non-exempt under federal FLSA (Fair Labor Standards Act) rules, which means they are eligible for overtime), and most professional staff positions are exempt (not eligible for overtime under FLSA rules). For more details on various position definitions, visit the web at:http://www.boisestate.edu/policy/policy_docs/7000_positiondefinitions.pdf

Job Descriptions:

Q: What is the difference between a PDQ & JDQ?

A: Both are job descriptions --the PDQ is used for classified positions & the JDQ is used for professional staff positions. Both the PDQ & JDQ contain information on positions such as duties performed, responsibilities assigned, and decision-making responsibility. Completed PDQs & JDQs are signed by the employee, supervisor, and department director, and include the ADA Physical/Mental Requirements Questionnaire and a department's organizational chart reflecting the reporting relationship of the position. The forms are accessible on line:
PDQ: http://hrs.boisestate.edu/forms/classifiedpdq.doc;
JDQ: http://hrs.boisestate.edu/forms/professionaljdq.doc

Q: What is the difference between a state (DHR) class specification and a PDQ?

A: The DHR state class specification is a general summary document that is used to describe a state classified job. A class specification may represent hundreds of different positions in a variety of state agencies. The class specification includes general information about a classification, physical requirements, typical duties performed, and the minimum qualifications for the classification. On the other hand, a PDQ is a document that is specific to a particular position. PDQs contain more specific task details as compared to a class specification. PDQs are signed documents indicating agreement on the contents between the employee, supervisor, and department director.

Q: Where can I get a copy of the DHR class specification for my position?

A: DHR class specs are available on-line at: http://labor.idaho.gov/dhr/ats/statejobs/jobdescriptions.aspx

Q: What is a PDQ/JDQ used for?

A: PDQs and JDQs are used for a variety of processes: Classification/compensation decisions; determining FLSA (Fair Labor Standards Act) status (overtime eligibility); ensuring like positions are performing like duties; analyzing department workflow & organization; serving as recruitment tool for developing DHR exams, professional staff position announcements, applicant interview questions; documenting duties and goals for performance management and goal setting; serving as a communication tool between supervisors and employees; employee development; and use as a reference tool for desk manual development.

Q: How do I get a copy of the job description for my position or a position that reports to me?

A: HRS retains official job descriptions (PDQs & JDQs) on file for all permanent non-faculty positions. You can request a copy of your job description by contacting Joan Thies at extension 6-1648. Department supervisors, managers, and directors can also request copies of PDQs & JDQs for employees that report to them. Please note that HRS does not maintain electronic job descriptions. However, departments often keep electronic versions of job descriptions for positions within their department.

Q: Can I get a copy of job description for other positions on campus?

A: Job descriptions are considered confidential documents, and consequently are not available to other departments unless the job has a reporting relationship to the requester. We will, however, provide a copy of a job description with a release/approval from the department where the position resides.

Q: When do I complete or update a job description for my position or for positions reporting to me?

A: PDQs & JDQs are required to establish new positions. In addition, a PDQ/JDQ should be reviewed annually when the performance evaluation is completed. If changes are needed, an updated version should be submitted to HRS (including the required signatures and current organizational chart). If a job has changed significantly, an updated job description should be submitted which may or may not include a request to review the position for proper classification (classified positions) or for changes to a professional staff position. (See position change section below)

Q: What are Minimum Qualifications?

A: Minimum Qualifications (MQs) are screening criteria required for every applicant applying for a position.- MQs are derived from the essential functions of the job and are defined as skills, knowledge, and abilities that:

• Cannot be learned in a brief orientation period
• Will not be taught on the job
• Distinguishes a superior worker from an average worker

MQ's ensure an applicant's knowledge, skills and abilities closely align with the essential job functions to maintain successful job performance. Job descriptions (PDQs & JDQs) include a section on MQs for individual positions, and DHR class specifications indicate general MQs for each classification.

Q: What are MQ Specialties?

A: MQ Specialties are additional qualifications required for a classified position that go beyond the MQs outlined in the Class Specification document. MQ Specialties are special qualifications identified for the position that are required for any candidate to be considered for the position.

Classification:

Q: How is the classification for a classified position determined?

A: Classification decisions are based on the predominant activities/functions/duties and major purpose of a position. Other factors include level of program knowledge, independence, decision making responsibilities, consequence of errors, and problem solving requirements. HRS's role is to work with departments to conduct job analysis, gather additional position and organizational information as needed, conduct internal comparative analysis to ensure consistent classification decisions and make classification recommendations to DHR. DHR has final classification authority.

Q: What kinds of issues are not considered in making a classification decision?

A: Areas not directly related to job duties do not impact the classification of a position. Examples of areas not considered in a classification decision include an increase in volume of work; adding more of the same level of duties; performance issues (either good or poor); the skill or background level of an employee; temporary duties assigned such as on a fill-in basis during vacations or medical absences; who or what department the employee reports to, and pay needs of the employee or a department's budget restrictions or availability.

Q: Does a change in job duties always mean a change in the classification of the position?

A: No. Often, a position's duties change or additional duties are assigned to a position, but the changes are not significant enough to move the position to a different classification. Typically there are three levels within a classification:

• Marginal--Most duties are covered by the classification, but some are in lower class
• Solid--All duties are well described by classification
• Peak-out--most duties are covered by this classification, but some fall within a higher class

Q: What happens when duties and responsibilities have been reduced (for non-disciplinary reasons) and the classification is lowered?

A: This is called a downward reclassification. If there is an incumbent when this occurs, the University makes every effort to protect the incumbent's current salary (however, salaries cannot exceed the maximum of the pay range).

Position Changes:

Q: How do I request a new position or a change in an existing position?

A: A BPAR (Budget/Position Action Request) form is used to request a position change. The BPAR form and instructions are available on-line at: http://hrs.boisestate.edu/forms/BPAR.doc. The BPAR is used to request actions such as establishing a new position, changing the term (months or hours per week), reviewing a position due to change in job duties, or changing the fund source of a classified position. All actions require approval on the BPAR from the supervisor, department director, and Provost, President or appropriate Vice President. A job description (PDQ or JDQ) may be required as part of this process.

Q: I have just been assigned new duties, and my job needs to be reviewed. What do I do?

A: A request to review a position needs to be generated and approved by your department using the BPAR form described above. New duties should be assigned for a sufficient amount of time for the duties to "gel" (typically six months) prior to requesting a classification review. This ensures that the duties will continue to be permanently assigned to the position and that other changes to the position that may occur as a result of the new assignments are identified. This helps to eliminate the need to re-review a position's classification within a short period of time.

Q: What's the difference between a promotion and a reclassification?

A: A promotion is a change in an appointment where the employee moves from one position to another position that is at a higher classification. This can be either in the same department or to another department. A promotion requires an employee to compete for the new job.

A reclassification is a change in a position's duties that results in a new classification, but in the same job. In some instances, the employee is not required to compete or take an exam for a reclassification. However, if the duties were recently assigned (less than six months), were assigned to a position in a unit of multiple positions with like classifications, or changes to a classification move the position out of the current job family, DHR requires that the action be processed as a "reclass/promotion". This is done to ensure compliance with state merit system principles and to allow any other interested candidates to apply for the position. A "reclass/promotion" includes announcing the opening position on a promotional basis, and requires the incumbent to apply, take the examination, and place within the top ten on a promotional hiring list to be promoted to the new classification.

Compensation:

Q: How is compensation determined for a classified position?

A: Each classification is assigned a paygrade at DHR based on the Hay methodology of point factoring and market factors. The Hay system determines the relative value of each classification using a guide chart profile method and correlated factoring of benchmark job classifications. The Hay system measures such factors such as job know-how, problem solving, accountability, and additional compensable elements such as work environment. Hay points and market factors are converted to ranges associated with each paygrade on the state pay schedule. A copy of the state pay schedule for classified employees, including Hay point ranges for each paygrade is available on-line at: http://dhr.idaho.gov/PDF%20documents/Policies/Section%201%20Compensation.pdf
http://dhr.idaho.gov/PDF%20documents/Compensation/FY2010payschedule.pdf.

Q: How is compensation determined for classified employees?

A: There are specific compensation policies for each type of employee action (hire, promotion, reclassification, etc.). Details of classified employee compensation policies can be found on-line at: http://hrs.boisestate.edu/compensation/comp.shtml

For additional information on the above or related topics, contact Joan Thies, Human Resource Analyst at extension 6-1648 or by e-mail at Jthies@boisestate.edu

Last reviewed November 2009