RULES OF THE DIRECTOR OF HUMAN RESOURCES
CHAPTER 4, CLASSIFICATION AND COMPENSATION SYSTEMS
SUBCHAPTER 1, CLASSIFICATION SYSTEMS
4-2 Development and maintenance of classification systems
4-3 Establishment of classification standards
4-4 Procedures for classification
4-5 Classification of positions
4-6 Effective dates of classification actions
4-7 Administrative reviews of classification actions
4-8 Position descriptions
4-9 Classification actions and merit principles
[4-10 to 4-19 RESERVED]
SUBCHAPTER 2, COMPENSATION SYSTEMS
4-20 Assignment of new classes to pay ranges
4-21 Administrative reviews of initial pricing actions
Historical Note: Chapter 4 of part 2 is based substantially on chapter 4 of part 1 of the rules of the civil service commission.
§4-1 Statement of policy.
The purpose of this chapter is to develop and maintain systems within the city for the objective, consistent, and timely classification of all civil service positions and for the reasonable and consistent assignment of classes of positions to pay ranges. The systems so established shall be based on merit, and contribute to the selection and retention of public employees by compensating them in accordance with law. The systems or any portions thereof may be extended to non-civil service positions as required by law or for the good of the service. [Eff Jul 01 2002] (Auth: HRS §§76-1, 76-17) (Imp: HRS §§76-1, 76-12, 76-13, 76-13.5)
SUBCHAPTER 1, CLASSIFICATION SYSTEMS
§4-2 Development and maintenance of classification systems.
The director shall establish, implement, and maintain one or more classification systems covering all civil service positions, not otherwise exempted by rules. The classification systems shall be constructed with the objective of achieving equal pay for equal work as provided in section 76-1, HRS. The duties and responsibilities assigned to positions and other factors necessary to a proper understanding of their work are to be documented in official position descriptions prepared by the affected department. In establishing, implementing and maintaining the classification systems, the director may inquire at any time into the work of positions, their minimum qualification requirements and other relevant factors. [Eff Jul 01 2002] (Auth: HRS §76-17) (Imp: HRS §§76-12, 76-13, 76-13.5)
§4-3 Establishment of classification standards.
(a) The director shall establish standards for the development and maintenance of classification systems relative to position descriptions, class specifications, and other matters.
(b) The director is authorized to establish, revise, or abolish classes in order to maintain the classification systems. [Eff Jul 01 2002] (Auth: HRS §76-17) (Imp: HRS §§76-12, 76-13, 76-13.5)
§4-4 Procedures for classification.
Authority to develop procedures for the establishment, implementation and maintenance of the classification systems is vested with the director. Governing procedures shall apply to all relevant aspects including position descriptions, authorizations, supporting documents, standards of adequacy, and submittal of classification requests. [Eff Jul 01 2002] (Auth: HRS §76-17) (Imp: HRS §§76-12, 76-13, 76-13.5)
§4-5 Classification of positions.
(a) The director shall:
(1) Place any position subject to this rule into an appropriate class; and
(2) Reallocate any position from one class to another class, whenever warranted by material changes in position duties and responsibilities or class allocation standards, or to correct an error.
(b) Each position shall be placed in a class consistent with the nature and level of its duties, responsibilities, and minimum qualification requirements.
(c) The director may establish standards and procedures and delegate to departments authority to place their own positions into existing classes. Post audit shall be made of departments’ exercise of classification authority. The director may rescind or otherwise correct any action taken, as appropriate, and may withdraw the authority when it is determined that continued delegation is not in the best interest of the system.
(d) The director may approve the temporary reallocation of a position because of emergency, unusual, unique, or other special conditions. When the conditions no longer apply, the appointing authority shall promptly discontinue the temporary reallocation and notify the director of the discontinuance. Upon discontinuance, and in any event no later than the ending date that was authorized by the director for such reallocation, the position shall revert to its former classification status.
(e) The incumbent of a position that is reallocated shall be required to meet the minimum qualification requirements established for the class to which the position is reallocated, including for temporary reallocations.
(f) The reallocation downward of a filled position for disciplinary, involuntary, or voluntary reasons, or to avoid a layoff, or because of a reorganization or injury or illness, shall be so specified by the appointing authority and treated as if a demotion for the specified purpose took place. Whatever procedures and requirements apply to the respective demotion process shall also apply to the corresponding reallocation downward action. [Eff Jul 01 2002] (Auth: HRS §§76-5, 76-17) (Imp: HRS §§76-5, 76-12, 76-13, 76-13.5, 76-16)
§4-6 Effective dates of classification actions.
The effective dates of classification actions shall be as follows:
(1) The effective date of the initial allocation of a new position shall be the date action is officially taken.
(2) The effective date of a reallocation action on an existing position shall be the first day of the pay period immediately following the date the request for reallocation was filed with the director or the director’s designee, except as provided below:
(A) The effective date of a reallocation downward of a filled position shall be the first day of the pay period immediately following the date action is officially taken provided that at least ten calendar days notice is provided to the employee.
(B) The effective date of a reallocation based on changes due to reorganization shall be no earlier than the first day of the pay period immediately following the date the reorganization was officially approved.
(C) The effective date of a reallocation, when the review is initiated by the director, shall be the first day of the pay period immediately following the deadline date set by the director for submission of current position descriptions, or such other date as the director may deem equitable.
(D) The beginning and ending effective dates of a temporary reallocation shall conform to the dates the temporary duties and responsibilities are actually assigned and assumed, and subsequently removed, as certified by the appointing authority and approved by the director.
(E) An effective date, earlier than the date of receipt, may be authorized by the director when deemed equitable. Such retroactive effective date shall not be earlier than six months prior to the date the request for reallocation was filed with the director or the director’s designee nor shall it be earlier than the date of reorganization approval. Whenever a request is made for a retroactive date, the department head shall submit appropriate data in sufficient detail to support the request.
(F) The effective date of a reallocation may be adjusted by the director in situations not covered above for good reason as the director may deem equitable.
(3) In the event a classification appeal to the civil service commission is upheld, the effective date of the commission’s action shall be as provided in paragraph (1) or (2). [Eff Jan 20 2012] (Auth: HRS §76-17) (Imp: RCH HRS §§76-12, 76-13, 76-13.5)
§4-7 Administrative reviews of classification actions.
(a) An administrative review is conducted by the director to re-evaluate a classification action on a position. It is therefore confined to the duties and responsibilities assigned to the position at the time the position description was prepared, and which were the basis for the classification action taken. Subsequent changes in duties and responsibilities cannot be the basis for a request for administrative review, but must be reported on another revised position description and submitted for a separate classification study and action.
(b) A request for an administrative review may be made by an incumbent of the position or the appointing authority. The incumbent or the appointing authority may have a representative request the administrative review on their behalf. The request shall comply with the following:
(1) The request shall contain the specific reasons for disagreement with the classification action taken by the director;
(2) The request shall state the classification action requested along with appropriate justification for the requested classification action;
(3) The request shall be filed in writing with the director within ten calendar days following the date the notice of classification action was sent to the affected appointing authority and incumbent; and
(4) Any other requirement established by the director.
(c) Following the administrative review, the director shall take any action deemed appropriate, which may include rescinding the earlier action and taking a different classification action. The affected appointing authority, the incumbent, and any designated representative shall be notified in writing of the action taken within ten calendar days after the administrative review process is completed. Information on filing an appeal to the Civil Service Commission shall accompany the written decision.
(d) The director shall establish procedures to carry out the provisions of this section. [Eff Jul 01 2002] (Auth: HRS §§76-13.5, 76-17) (Imp: HRS §§76-12, 76-13, 76-13.5)
§4-8 Position descriptions.
The duties and responsibilities assigned to a position shall be accurately reflected in an official position description. Revised position descriptions shall be submitted on a timely basis if significant changes in the duties and responsibilities of a position are made. [Eff Jul 01 2002] (Auth: HRS §76-17) (Imp: HRS §§76-12, 76-13)
§4-9 Classification actions and merit principles.
Classification actions effected shall be consistent with the principles of the merit system. In the event other more appropriate personnel processes are not available, the appointing authority may request the reallocation of a position in lieu of promoting or demoting the affected incumbent, provided the basic principles and requirements governing promotions and demotions, as applicable, are followed. [Eff Jul 01 2002] (Auth: HRS §§76-1, 76-17) (Imp: RCH HRS §§76-1, 76-12, 76-13)
[§4-10 to §4-19 RESERVED]
SUBCHAPTER 2, COMPENSATION SYSTEMS
§4-20 Assignment of new classes to pay ranges.
The director shall assign new classes to appropriate pay ranges in the compensation plans, consistent with policies and standards established in accordance with statute and the following principles:
(1) Equal pay for equal work shall apply between classes in the same bargaining unit among jurisdictions for those classes determined to be equal through systematic classification of positions based on objective criteria and adequate job evaluation, unless it has been agreed in accordance with chapter 89, HRS, to negotiate the repricing of classes.
(2) Permanent and continual exposure to unusually hazardous working conditions may be recognized as a factor in the assignment of classes to pay ranges. [Eff Jul 01 2002] (Auth: HRS §76-17) (Imp: HRS §§76-1, 76-12, 76-13)
§4-21 Administrative reviews of initial pricing actions.
(a) An administrative review is conducted by the director to re-evaluate an initial pricing action on a new class. It is therefore confined to the duties and responsibilities assigned to the position(s) at the time the position description(s) was prepared, and which were the basis for the initial pricing action taken. Subsequent changes in duties and responsibilities cannot be the basis for a request for administrative review, but must be reported on another revised position description and submitted for a separate classification study and action.
(b) A request for an administrative review may be made by an incumbent of the position or the appointing authority. The incumbent or the appointing authority may have a representative request the administrative review on their behalf. The request shall comply with the following:
(1) The request shall contain the specific reasons for disagreement with the initial pricing action taken by the director;
(2) The request shall state the pricing action requested along with appropriate justification for the requested pricing action;
(3) The request shall be filed in writing with the director within ten calendar days following the date the notice of initial pricing action was sent to the affected appointing authority and incumbent; and
(4) Any other requirement established by the director.
(c) Following the administrative review, the director shall take any action deemed appropriate, which may include rescinding the earlier action and taking a different initial pricing action. The affected appointing authority, the incumbent, and any designated representative shall be notified in writing of the action taken within ten calendar days after the administrative review process is completed. Information on filing an appeal with the Civil Service Commission shall accompany the written decision.
(d) The director shall establish procedures to carry out the provisions of this section. [Eff Jul 01 2002] (Auth: HRS §§76-13.5, 76-17) (Imp: HRS §§76-12, 76-13)