Classification Resources

Job Study Process Guidelines

Please contact the Department of Civil Service for guidance BEFORE you begin a job study. We may be able to save you time with your preparation.

AGENCY PREPARATION:

Review existing titles and specifications to identify alternatives to requesting a new job.

If the existing job is unsuitable because of:

Qualifications – consider requesting a qualification change or use of selective certification.

Recruiting Problems – consider requesting a Special Entrance Rate (SER) or Market Grade Adjustment.

Retention Problems – consider requesting Special Pay.

General Pay Problem – consider requesting reevaluation. Review evaluations for the job series from bottom to top, deciding level by level if the pay is appropriate versus the levels above and below each job title. Compare the job series to related job series. Decide what factors should be reevaluated for each job.

Each year, agencies submit numerous job title and pay increase requests to the Compensation Division. The nature of these requests varies greatly in that they may involve the creation of new titles, editing of verbiage, title changes, factor changes, pay level changes, pay mechanism changes, as well as changes to the minimum qualification requirements.

Determine the impact of your request, estimating the number of positions encompassed by the request or how many promotional opportunities would be created.

Attach current organizational charts for positions (include vacant and occupied).

Determine whether to request new positions or to request reallocations of existing positions.

Invite a representative of our division to meet with you to discuss the proposal and resolve as many issues as possible in advance of formally submitting the study.

Amend your proposal, if necessary, and then obtain all signatures, approvals, and required certification of funding.

Submit your request to the Compensation Division. General Circular #1445 provides information concerning Job Study Processing Policy Changes.

Each study is logged in, reviewed by supervisory staff, and assigned to the appropriate staff member.

The study is analyzed. If the original submission provided sufficient supporting documentation, this phase may move very quickly. On site visits and desk audits may be scheduled if more information is needed. Job specifications are drafted and initial factor evaluations are assigned. Jobs are evaluated for pay purposes using the Louisiana Factor Evaluation System and comparisons to related internal "benchmark" jobs. If the job under study is highly market driven, this phase will also include an analysis of available market data. Preliminary pay ranges are assigned to each job.

The study is sent to the Staffing Division for an analysis and rating of requested Education and Experience factor requirements. When complete, the minimum qualifications for each job are added to the job specification and the study is returned to the Compensation Division.

The preliminary recommendations for job titles, specifications, and pay grade assignments are reviewed by an evaluation panel consisting of the Chief of Compensation and various Compensation staff. Their final recommendations are reviewed by the Executive Staff of the Department of Civil Service.

The final recommendations are submitted to the user agency(s) for their review, comment, and approval by means of the 160 Form-Agency Review.

The agency returns signed 160’s indicating their concurrence with the study or requesting specific changes. The agency comments are reviewed and any discrepancies are resolved.

Funding information must be provided by the user agency(s).

Civil Service plans to conduct Pay Hearings twice each year, usually in July and December.

Civil Service will consider emergency requests for interim approval of new jobs or pay changes if State or Federal mandates require specified implementation dates or if extenuating circumstances exist.

Upon approval, job titles and pay ranges are placed on the Pay Plan and may be used by appropriate agencies.

The Job Study Request Form and Instructions are available on our website or may be requested by contacting the Compensation Division at (225) 342-8083.