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HomeMy WebLinkAboutResolution No. 340-09 • RESOLUTION BE IT RESOLVED by the Common Council of the City of Rochester that the City adopt a personnel policy regarding promotions, reclassifications, reassignments, transfers and demotions. A copy of the policy is attached. PASSED AND ADOPTED BY THE COMMON COUNCIL OF THE CITY OF ROCHESTER, MINNESOTA, THIS /ITH DAY OF rtt BLS , 2009. U PRESIDENT OF SAID COMMON COUNCIL ATTEST:�� G� 4TY CLERK APPROVED THIS 15t� DAY OF E u�� , 2009. U MAYOR OF SAID CITY (Seal of the City of Rochester, Minnesota) Res05\Adopt.PersPolicy.Promotions • CITY OF ROCHESTER ORGANIZATIONAL POLICY • PROMOTIONS, RECLASSIFICATIONS, REASSIGNMENTS, TRANSFERS, AND DEMOTIONS POLICY The City of Rochester is committed to attracting, motivating, and retaining employees who are dedicated to the accomplishment of business objectives, dedicated to the organization, com- mitted to the community and who are dedicated to providing exceptional service. It is the City's obligation to communicate clear performance expectations which will result in improved productivity and the achievement of business outcomes. It is the policy of the City of Rochester to maintain a job evaluation and classification system that provides competitive pay ranges with different rates of pay for positions requiring different levels of responsibility, experience, skill, and knowledge. The Human Resources Department is responsible for the administration and maintenance of the job evaluation and classification system for employees. No new position may be estab- lished and filled nor may an existing position be reclassified without prior evaluation by Human Resources Department. The Human Resources Department shall periodically review job classifications to ensure that • positions are properly classified. This review shall occur on an "as needed" basis. To provide a basis for job classification, each job shall have a job description that includes the official job title, a description of the job function, list of job duties, essential job functions, and job requirements. The job title assigned to each job in the job classification system shall be used for official purposes; i.e., on all human resources documents and records. Definitions Demotion: The (re)assignment of an employee to a job in a lower position in the organiza- tion's job worth hierarchy. Demotions may be the result of poor performance, reorganization, reengineering or an employee request. Exempt Position: A position that is not subject to the minimum wage and overtime provisions of the Fair Labor Standards Act due to the type of duties performed. Exempt employees in- clude the designations of professionals, administrative employees, those engaged in outside sales and executives. Job: A collection of tasks, duties, and responsibilities that constitutes the assignment for one or more individuals whose work is of the same nature and that require essentially the same qualifications. • Job Description Questionnaire (JDQ): A data collection questionnaire used to gather job in- formation for assisting in the development of job descriptions and conducting a job content evaluation. CITY OF ROCHESTER ORGANIZATIONAL POLICY • Job Classification: Assignment of a job title to a pay grade or pay range based on a quantita- tive evaluation of the job. As a management tool, job classification provides uniform titles for use in human resources administration, budgets, payroll, and other official records. Job Description: A summary of the most important features of a job, including the general na- ture of the work to be performed, job duties, essential functions and job requirements. Job Title: The official title of a job that shall be used on all human resources documents and records. New Position: When more than 50 percent of the duties to be performed by a new incumbent have not be performed previously by one or more employees. Non-Exempt Position: A position deemed to be non-exempt according to the Fair Labor Stan- dards Act and, therefore, subject to the overtime provisions of the FLSA. Non-exempt positions include office and clerical positions and are paid on an hourly basis. Pay Grade: A pay level into which jobs of the same or similar value are grouped for compen- sation purposes. Pay Range: The range of pay rates established for a pay grade. The mini- mum and maximum of each pay range represent the minimum and maximum values, respec- tively, for jobs assigned to that particular pay range. • Pay Rate: The specific salary or hourly rate within the pay range that is paid to the employee. Under terminology provided in federal law, exempt employees are paid salaries, and non- exempt employees are paid an hourly rate. Promotion: A change in duty assignment and title of an employee from one position to another in a higher salary pay grade, requiring higher qualifications, such as greater skill or longer experience, and involving a higher level of responsibility. Reclassification: A change or(re)assignment of an existing job based on a significant change in job duties and level of responsibility, as revealed in a review of the position through the job content (re)evaluation process and/or significant change in the going rate for compara- ble jobs in the external labor market Transfer: A move by an employee from one position to another vacant position, resulting from either a voluntary application for the position by the employee or non-voluntary, such as a re- duction in force in one department where that department is shut down and employees are shifted to other departments. A "lateral transfer" is a move by an employee to another position assigned to the same pay grade and/or pay range. A transfer may be a promotion, a lateral move, or a demotion, depending upon whether the position transferred into is assigned a higher, the same, or a lower job classification and pay • grade/step. CITY OF ROCHESTER ORGANIZATIONAL POLICY PROCEDURES Job Descriptions The duties, responsibilities, and job requirements of all jobs in the classification system are do- cumented in writing by means of a job description. Job descriptions are necessary to: • Evaluate and classify jobs to determine appropriate internal position relationships • Communicate to new or existing employees their daily responsibilities • Identify the essential functions of the job • Provide job information that can be used to determine competitive pay relationships in the labor market and within the organization • Provide job information that can be used in the recruitment and selection process • Provide job information that can be used in employee relations matters, such as perfor- mance evaluations, employee orientation, grievance resolution, and identification of train- ing and development needs The Human Resources Department is responsible for preparing and updating job descriptions for all jobs using a uniform format. The job description format may be revised from time to time to better meet the needs of the city and conform to changing legal requirements. Electronic copies of the official job descriptions for all jobs are maintained by the Human Resources De- partment. Job Evaluation and Classification All jobs will be evaluated, classified, and assigned to a pay grade and/or pay range. This eval- uation will be the responsibility of the compensation consultant and the Human Resources De- partment. Job classifications will be determined by consideration of a variety of elements, in- cluding job responsibilities and duties and skills, experience, and education required to do the job. Positions will be classified as either exempt or non-exempt in accordance with the Fair La- bor Standards Act. Jobs that involve substantially the same kind of work, equivalent levels of complexity and re- sponsibility, and require comparable knowledge and experience may be grouped together into the same classification. Requests for New Positions A request to establish a new position shall be submitted to the Human Resources Department by the department head, manager or supervisor via a Job Description Questionnaire (JDQ). All new positions must have department head approval before forwarding to Human Re- sources. (Note: Normally new positions should only be submitted and processed during the budget process each fiscal year.) iThe Human Resources Department will coordinate the completion of the job content evaluation and may work with an external consultant. CITY OF ROCHESTER ORGANIZATIONAL POLICY • No new position may be established and filled without prior evaluation and classification of the position. PROMOTIONS All employees receiving promotions shall be on probation in the new position for a minimum of six (6) months. An employee, who has not completed their initial probationary period for new employees, shall not be considered for nor granted a promotion except when the department head has determined that the promotion of a particular employee shall be to the advantage and betterment of both the employee and the City. Promotion as a result of a reclassification of a position may result in the incumbent moving to an existing pay rate in the new pay range allowing for a pay increase of a minimum of three (3%) percent to a maximum of ten (10%) percent prior to the reclassification or an amount ap- proved by the City Administrator. All promotions will become effective at the start of a pay period. The anniversary date of an individual promoted changes due to the promotion, unless it is the result of a reclassification. . RECLASSIFICATIONS If a manager or supervisor deems a reevaluation is warranted, the manager or supervisor will discuss the reevaluation with the division head and department head for approval/disapproval. For a change in duties or requirements to merit reevaluation, it should meet the following crite- ria: • It is a permanent change in duties and job requirements— not a special project or short-term assignment • Formal preparation and experience required to qualify for the position without mak- ing the requirement an obstacle to protected classes applying for the position in the future • Decision making assigned to the position • thinking challenges and problem solving within the position • Interactions and communications required of the position The addition, deletion, or change affects a duty that constitutes a significant portion of the job (a minimum of forty (40%) percent); • the duty which is added, deleted, or changed is substantially different in level and type from the balance of the job duties so that it seems reasonable that the change in that one duty would affect the evaluation of the job. CITY OF ROCHESTER ORGANIZATIONAL POLICY • If the levels of education or experience required for the job noticeably change, these require- ments should reflect standards for satisfactory job performance, not an incumbent's qualifica- tions. When possible reclassification requests should be submitted along with other budget prepara- tion documents for the upcoming fiscal year so appropriate funding is reviewed and available if the reclassification is approved by the City Administrator, Personnel Advisory Committee (PAC), and the City Council. Reclassifications can be made to a classification with a higher pay grade, downward to a clas- sification with a lower pay grade, or lateral to a classification within the same pay grade. The request for reclassification is reviewed initially by the City Administrator. The City Admin- istrator will forward the reclassification request to the Director of Human Resources (HR) for review and recommendation. Human Resources' involvement in the reclassification process ensures adherence to City pay equity compliance and consistency in treatment of requests for reclassification from throughout the City. Information shall also be provided on position(s) in the department previously assigned the re- sponsibility so the effects on the classifications of other positions within the organization can be ascertained. • It is the role of Human Resources to determine if the position fits into an existing classification or would be more appropriately placed in a new.classification. Within thirty (30) working days of receipt of a reclassification request and supporting informa- tion in Human Resources, the Director of Human Resources will prepare a recommendation to the City Administrator. If the position held by an individual is reclassified, his/her anniversary date remains the same. Reclassification requests may be made not more frequently than once in any 24-month period unless they are based on permanent and substantial changes in job responsibilities. REASSIGNMENTS Department Heads are authorized to reassign any qualified employee to a position in the same class. Reassignment to a position in a related class having the same pay grade may be made for a period not to exceed six (6) months, this period may be extended for an additional six months with the consent of the employee. TRANSFERS When a department or division head makes a selection from an appropriate list of employees • eligible for a transfer, he/she should notify the Human Resources Department of their choice. Human Resources will then notify the department from which the employee is transferring and arrange for the transfer date. CITY OF ROCHESTER ORGANIZATIONAL POLICY The department will initiate the "Report of Personnel Action" form, including effective date of transfer and forward to the Human Resources Department. DEMOTIONS Employees demoted to a position in a pay grade or pay range below that of the previously held position shall be paid at a rate established for the lower position, or at a step nearest to the rate of pay received in the previously held position. • •