Manager's Toolkit

Decide on a temporary or permanent position.  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. 

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

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 a Limited Term assignment) OR submits a Working out of Class Form for a provisional assignment. 

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 informaton 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, reinstatements, 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.

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 Classified Personnel within ten working days from the start of the assignment. The 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.

A classification plan is a systematic process for grouping jobs into common classifications based on similarities in duties, responsibilities and requirements. The Personnel Commission is responsible for maintaining a classification plan for all positions in the classified service organized by class series and job discipline. This list of job classifications contains designation of the salary range applicable to each job classification. You can access the list here.

The purpose of a classification plan is to appropriately classify positions on the basis of “like pay for like service.” This framework of grouping jobs into classifications provides the basis for key talent management deliverables, including employee recruitment & selection, performance management, training, pay equity, job allocation, role clarification, and succession planning.

A position is a combination of duties regularly performed by one person. Positions can be permanent, temporary, part-time, or fulltime. A job classification consists of one position (for example, Director of Budget) or group of positions (for example, Accounting Specialists).

In establishing a classification plan for the District, the Personnel Commission seeks to maintain a reasonable balance between broad and narrow classifications. Broad groupings have been found to be more appropriate to entry-level positions and narrow groupings to be more effective for technical and specialized positions.

Positions assigned to a single classification must have duties and responsibilities sufficiently similar so that each position in that classification:

• Can be given the same classification
• Has essentially the same requirements of education and experience
• Can be filled through the same pre-employment testing
• Can equitably receive the same

As a manager, you are tasked with not only overseeing the delivery of services to various District constituents, but often times are also defining and assigning the work to be performed. We count on you as subject matter experts in determining the essential functions necessary to effectively run your operations and identifying the duties necessary to meet the mission, vision and goals of the College.

If you would like to make changes to an existing classification or create a new one, please contact your PC Coach for guidance. All new classifications must be approved by the Personnel Commission and the Board of Trustees.