SCDC POLICY/PROCEDURE

OPERATIONS MANUAL: ADMINISTRATION

ACA/CAC STANDARDS: 4-ACRS-7D-27, 4-ACRS-7E-07, 4-ACRS-7E-08, 3-4040, 3-4048

PURPOSE: To provide for the establishment, maintenance, and administration of a uniform Agency employee classification plan in compliance with applicable regulations established by the State Office of Human Resources.

POLICY STATEMENT: In order to ensure compliance with applicable regulations established by the State Office of Human Resources, the SCDC Division of Human Resources will serve as the responsible authority for all matters related to the Agency’s Employee Classification Plan. All employee Position Descriptions and actions affecting the same will be forwarded through the Division of Human Resources for appropriate processing and approval(s). No changes will be authorized that would cause the Agency not to maintain its authorized full-time equivalent headcount as approved by the State Legislature and the South Carolina Budget and Control Board.

SPECIFIC PROCEDURES:

1. GENERAL PROVISIONS:

1.1  The Division of Human Resources will serve as liaison between the South Carolina Department of Corrections and the State Office of Human Resources on all matters involving employee classification and compensation. The Division of Human Resources will work with each manager or supervisor to ensure that:

1.1.1  positions are properly established for each definable category of work and level of difficulty and responsibility; 1.1.2  positions are defined by a position description and assigned to an appropriate pay band/level and alpha/numerical class code; (4-ACRS-7D-27, 4-ACRS-7E-07, 4-ACRS-7E-08, 3-4040, 3-4048)

1.1.3  no positions are allocated to a class that has not been approved as part of the State Classification Plan; and

1.1.4  no action is taken to fill or alter any position until it has been classified by the Division of Human Resources or the State Office of Human Resources in accordance with the State Classification Plan.

1.2  The State Office of Human Resources will develop and maintain a position numbering system that will identify each established position which will be utilized by the South Carolina Department of Corrections.

1.3  All inquiries concerning positions should be made directly to the Division Director or Assistant Division Director of Human Resources or to the Chief, Classification and Compensation Branch, Division of Human Resources.

2.1  The Division of Human Resources, Classification and Compensation Branch, will develop standardized Position Description forms to be used by Agency personnel to properly classify positions. All forms will be created in compliance with SCDC Policy/Procedure GA-01.01, "Policies, Publications, and Forms." All forms will be printed in the SCDC Print Shop and may be ordered through the Commissary Branch, Division of Support Services. Current blank and standardized position description forms are:

16-87 - Blank

16-88 - Blank (Managerial)

16-45 - Officer I

16-93 - Officer II

16-43 - Corporal I

16-44 - Corporal II

16-37 - Sergeant I

16-38 - Sergeant II

16-40 - Lieutenant I

16-41 - Lieutenant II

2.2   Requests to establish additional standardized Position Description forms can be made pursuant to the procedures outlined in SCDC Policy/Procedure GA-01.01, "Policies, Publications, and Forms."  Requests must be approved by the Division of Human Resources, Classification and Compensation Branch, and the State Office of Human Resources prior to being finalized for implementation.

2.5  Each position must reflect the state minimum qualifications as defined on the state specifications and SCDC additional requirements that are position related.

2.6   Position Descriptions are maintained for the Agency in the Classification and Compensation Branch  and in each institution's Human Resources office. 

3. POSITION REQUESTS:

3.1  The Chief, Classification and Compensation Branch, Division of Human Resources, will coordinate all position requests with the Division Director of Budget and Finance to ensure that personal service funds are expended appropriately and that such expenditures reflect the overall Agency needs and priorities.

3.2  Requests for changes in funding source (state, federal, other), work hours, or program code will only be reviewed and approved provided that the Agency can maintain the authorized full-time equivalent (FTE) headcount approved by the State Legislature and the Budget and Control Board.

3.3  Movement of a Position: When a position is moved from one organizational unit to another, a new SCDC Form 16-87, "Position Description" and a SCDC Form 16-119, "Position Action Request" must be completed, signed by the appropriate Warden/Division Director, Central Office Supervisor (if applicable) and forwarded to the Division of Human Resources. The Division of Human Resources will obtain approvals from the appropriate member(s) of the Director's staff and the Director of Budget and Finance.  The Division of Human Resources will review the Position Description or forward it to the State Office of Human Resources to ensure proper classification of the position based on assigned duties and responsibilities.  Any movement of a security position requires the review and approval of the Division Director of Security. 

3.4  Establishment of New Position(s):

3.4.1  When the need for the establishment of a position becomes evident, the responsible official for the specific area must complete SCDC Form 16-119, "Position Action Request," along with an updated "Position Description" signed by the supervisor or Warden/Division Director.  The Position Action Request must be approved by the Warden/Division Director, Central Office Division Director, if applicable, and forwarded to the Division of Human Resources.

3.4.2  Upon receipt, the Division of Human Resources will coordinate with the Division Director of Budget and Finance for availability of funds. The Classification and Compensation Branch, Division of Human Resources, will take necessary action to have the position officially established through the State Office of Human Resources.

3.4.3  The Division of Human Resources may require the submission of an updated organizational chart or other related information and may require an audit of the position as necessary for maintenance of the Classification Plan.

3.4.4  The Division of Human Resources will review and test any new position for appropriate FLSA exemption status by applying the applicable test, and marking the position description with the approved exemption status.

3.5  Reclassifications/In-Band Pay Level Increases/Decreases: When the need for reclassifying an existing position becomes evident, the responsible requesting official must complete SCDC Form 16-11, "Classification Action Request," and SCDC Form 16-87, "Position Description," and forward both to the Division of Human Resources. Guidelines for reclassifications or in-band increases for existing positions are as follow:

3.5.1  An established position may be requested to be reclassified from one class to a different class or an in-band pay level adjustment may be made from one level to a different level as a result of a substantial change in job duties and responsibilities of the position. The requesting official must identify what changes have occurred to justify the request.

3.5.2  Reclassifications or in-band adjustments may result in either a change in the duties and responsibilities in the same functional area or a redistribution of work assignments that significantly alters the duties and responsibilities of a position, but are still in the same functional area. Reclassifications/in-band adjustments normally are not based upon the volume of work.

3.5.3 Reclassifications or in-band adjustments do not apply to and cannot result from the assignment of new duties and responsibilities outside of the original functional area that have the effect of creating a new position.

3.5.4 Reclassification or in-band adjustments must be requested by the supervisor and approved by the Warden/Division Director and be submitted to the Division of Human Resources.  The Division of Human Resources will review the request, obtain additional information, if necessary, and obtain approval/disapproval from the appropriate member of the Director's staff and the Agency Director.  

3.5.5 The Division of Human Resources will obtain approval/disapproval from the Division Director of Security on any security classification or level adjustment.  The only exception is reclassification of a correctional officer to a cadet or vice versa.

3.5.6  The requesting official must make a recommendation for the classification, level adjustment, and salary for the position(if filled), and provide a detailed justification for his/her request.  The Division of Human Resources will review the request and make a final recommendation for the classification, level adjustment, and salary (if filled) for the review/approval by the Director - Budget and Resource Management or designee. 

3.5.7 The Division of Human Resources has final authority whether to classify any vacant position downward (band/level) except when the State Office of Human Resources has not delegated such classification authority to the SCDC.

3.5.8 When a filled position is requested for an upward reclassification or in-band pay level increase, the Applicant Referral System will be utilized to determine the incumbent’s qualification. In the absence of an active application, the incumbent must submit an updated application or resume.

3.5.9 Once a reclassification or in-band adjustment is approved/disapproved, the appropriate Warden/Division Director, Central Office Division Director, if applicable, will be notified by the Division of Human Resources, Classification and Compensation Branch.  This notification of approval/disapproval will be accomplished by returning copies of the Classification Action Request and the approved Position Description.   

3.5.10 The Division of Budget and Finance will be notified of approved reclassifications/level adjustments.

3.5.11  Should a reclassification or in-band adjustment request be denied, the requesting official may appeal the decision by submitting justification for the appeal in writing to the Chief, Classification and Compensation Branch, Division of Human Resources.

3.5.12  The Division of Human Resources may require the submission of an updated organizational chart or other related information and may require an audit of the position as necessary for maintenance of the Classification Plan.

3.5.13 Positions submitted for reclassification/in-band pay level increase/decrease will be tested for the appropriate exemption status by the Division of Human Resources. The employee (if the position is filled) and the requesting official will be notified of the results of the requested action and exemption status of the position. The position description will be marked with the approved exemption status and the Division of Human Resources will make the appropriate changes in the personnel system for the position. An employee affected by a reclassification will be notified in writing by the Division of Human Resources of his/her newly assigned classification and salary.

3.6  Reallocation: Reallocation of existing classifications may occur when the State Office of Human Resources conducts a review of all positions across the state in a certain classification and proposes state-wide changes in the pay band.

3.6.1  Should a band or level reallocation of an existing classification be requested by SCDC, the requesting official must acquire and submit justification for the requested action. Such justification must include salary survey data, i.e., band/level salary ranges, copies of job specifications used for comparison from eight (8) southeastern states (Alabama, Georgia, Mississippi, North Carolina, Tennessee, Florida, Virginia, Louisiana), and recruiting or attrition problems during the most recent 24-month period. An updated "Position Description," along with SCDC Form 16-119, "Position Action Request," must be submitted on each position when requesting a band reallocation. In accordance with existing state law, band reallocations can occur only at the beginning of the fiscal year. Requests for any band reallocation of a classification should be received no later than March 15 for timely submission and review by the State Office of Human Resources.

3.6.2  All band/level reallocations must be reviewed by the Warden/Division Director.  The Division of Human Resources will review and obtain further approvals from the appropriate member(s) of the Director's staff and the Division Director of Budget and Finance (for funds availability).

3.6.3  In order to maintain uniformity and equity of the Classification Plan, an Occupational Study may be conducted from time to time by the Division of Human Resources and/or the State Office of Human Resources.

3.6.4 An employee affected by a band/level reallocation will be notified in writing by the Division of Human Resources of his/her new band/level and salary.

4. RECORDKEEPING AND MAINTENANCE:

4.1  Position Descriptions will be current and maintained by the Classification and Compensation Branch, Division of Human Resources, in slot order within job classification. Copies of "Position Descriptions" will be provided by the Classification and Compensation Branch to each facility/division/Central Office or when positions have been approved by the State Office of Human Resources, i.e., new positions, reclassifications, updates, etc.

4.2  Each facility/division will maintain copies of "Position Descriptions" for positions assigned to its respective area (e.g., Food Service, Canteen and Commissary Operations, Prison Industries, Education Services, Classification, Health Services, Construction and Maintenance, and Transportation personnel will be maintained at the facility or division office to which the position is assigned) with the Classification and Compensation Branch maintaining the original copies.

4.3  Facility/division position descriptions should be maintained separate and apart from personnel files. Position description files should be maintained by slot within job class. Such files may be audited by the Classification and Compensation Branch, Division of Human Resources, to ensure that:

• position description files exist for all permanent positions assigned to that area; and

• employee position descriptions are updated whenever any changes are made that would affect either the funding source, work hours, or program codes of the position.

Authorized Position refers to a position authorized by the appropriate funding authority in accordance with the policies of the South Carolina Budget and Control Board.

Class refers to a group of positions sufficiently similar in the duties performed; degree of supervision exercised or received; minimum requirements of education, experience, or skill; and other characteristics that the same state class title and same salary range are applied to each position in the group by the State Office of Human Resources.

Class Code refers to the State of South Carolina alphanumeric identification assigned to a particular class.

Classification Plan refers to the official document that describes the concepts, policies/procedures utilized in the classification and reclassification of positions.

Classified Position refers to an authorized position that has been classified in accordance with the Classification Plan.

Class Series refers to a group of classes that are sufficiently similar in the kind of work performed to warrant similar state class titles, but sufficiently different in level of responsibilities to warrant different state salary ranges.

Class Title refers to the state classification name assigned to a class.

Full-Time Equivalent refers to a value expressing a percentage of time in hours and funding related to a particular position authorized by the annual Appropriations Act and enacted by the South Carolina General Assembly.

Pay Band or Salary Range refers to the dollar amount between the minimum and maximum rates of pay to which a class or position is assigned.

Position refers to those duties and responsibilities constituting a single job.

Position Description refers to a written form of assigned duties and responsibilities constituting a single job.

Position Number refers to a unique number assigned to an established position.

Reallocation refers to the reassignment of a group of like positions from one pay band to another pay band or from one pay level to another pay level.

Reclassification refers to the assignment of a position in one class to another class which is the result of a natural or an organizational change in duties or responsibilities.

Slot Number refers to the number used to identify individual positions in an assigned class within the Agency.

State Office of Human Resources refers to the central human resources office under the South Carolina Budget and Control Board.

Temporary Position refers to a position created for a period of time not to exceed one (1) year.

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