STATE
OF LOUISIANA
DEPARTMENT
OF STATE CIVIL SERVICE
BATON
ROUGE, LOUISIANA
General Circular
No. 001603
To: Heads
of State Agencies and Human Resource Directors
Subject: Position Descriptions: Imaging,
Updating and Falsifying
Issue Date: April 11, 2005
The Department
of Civil Service has expanded our document imaging system to include position
descriptions. On January 17, 2005 we
began a day forward process of imaging position description (SF-3s).
Effective
immediately, we ask that agencies make note of the following changes:
1)
White paper
will be required for all SF-3 copies submitted. Copies on colored paper can result in large blotches on the
imaged document.
2)
All
position descriptions including the organizational charts must be on standard 8
½ X 11 paper. Legal size documents will
no longer be accepted.
3)
Please be
careful to include the correct job code, position number and personnel area on
each document. These indexing fields
provide the basis for document retrieval.
4)
You should
note that future job title changes will require submission of a new SF-3 for
each position. Specifics of this change
will be noted on future Implementation Charts for all job studies affected.
5)
Master job
descriptions are still acceptable for appropriate situations. We ask that you include one position number
on the front of the SF-3 in item # 2 and continue to attach a list of the
remaining position numbers as the second page of the SF-3 in addition to the
list of duty assignments and required organizational charts. The key to retrieval of the master job
description documents will be a combination of log number, job code, effective
date, personnel area and position number.
Agencies will no longer be able to e-mail a position number to add or
delete to a master job description. All
position number changes to a master job description will require submission of
a new SF-3.
6)
For
non-delegated actions, we continue to require agencies to submit two copies of
the SF3, one to remain at DSCS and the second copy to return to the agency
after the allocation decision is complete.
7)
For
delegated actions, we continue to require each delegated agency to submit one
completed copy for each SF-3 allocated.
8)
We will
continue to provide access to our hard copy position descriptions currently on
file. For those position descriptions
with an effective date of 1/17/05 or after, access will be provided through our
imaging system. A computer terminal and
printer located in the Compensation Division will provide all agency Human
Resource offices with access to imaged position descriptions.
Updates
The Compensation division has long taught that positions should be updated on a regular basis prior to filling a vacant position and whenever major duty changes have been made.
Listed below is our formal policy regarding updating position descriptions. Position descriptions should be updated:
· At least every five years.
· When major duty changes have taken place.
· Prior to filling a vacant position, unless the position description has been updated within the last twelve months or if the position is encompassed by a master job description in a high volume hiring situation such as Corrections Cadet.
We encourage you
to suggest to your supervisory employees that position descriptions be reviewed
and updated, if needed, whenever annual Performance Planning and Review ratings
are conducted. The Human Resources Department initiates this process by
attaching a reminder form and a current copy of the employee’s position
description to the annual PPR form to remind the supervisor to review the
position description and update it if needed.
Please remember
that agencies with delegated classification authority are not authorized to
affirm the allocation of positions in a title not authorized for delegated
classification. All requests to update
a position description in a non-delegated job title should be sent to the
Compensation division for review.
In addition, all
position descriptions encompassed by an incumbency allocation whether in a
delegated or non-delegated job title should be sent to the Compensation
division for review sixty days prior to the expiration date of the
allocation. This will allow Civil
Service to take the necessary steps to correct the allocation with the proper
effective date.
Please
remind your employees and managers of the importance of the accuracy of all
statements presented on a position description. Listed below are two examples to reference for information
concerning the result of a falsified position description.
General Circular 1259 was issued on October 28th, 1996 in order to bring attention to a State Civil Service Commission finding. It referenced General Circular No. 1165 of 1994 which found that three employees falsified a job description in an attempt to cause one of the three employees' positions to be reallocated upward. The three employees included the employee who sought to be moved upward and two other employees in the chain of command. The purpose of the general circular was to warn state classified employees about the falsification of job descriptions.
In 1996, in Docket No. 11420, the State Civil Service Commission found that the same thing had occurred. That is, one employee and his supervisor were found to have falsified a job description in order to obtain a reallocation upward for the employee's position. The supervisor who signed the official Civil Service position description was the senior supervisor who was physically remote from the employee. The Civil Service Commission found, however, that a signature on a position description was more than ornamentation, and that each signature attested to the accuracy of the duties described thereon. The Commission recognized that it was incumbent upon a supervisor to determine the truth of the documents to be signed. The pay of the employee who obtained the reallocation upward was reduced approximately 25% for a two year period. The supervisor was suspended for forty-five days.
Please make your employees and your managers aware of these cases. Managers
should not sign unless they, themselves, are certain that a job description is
true and correct.
Please direct questions about the above mentioned issues to Glenn Balentine, Compensation Division Chief or Rainette Stephens, Compensation Division Assistant Chief, Department of State Civil Service, P.O. Box 94111, Baton Rouge, LA 70809, or e-mail glenn.balentine@la.gov. or rainette.stephens@la.gov. You can reach the Compensation Division at (225) 342-8083.
Sincerely,
s/Anne Soileau