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Requesting Changes to Bargaining Unit Classifications

To meet new and changing operational needs, agencies may request updates to the state's classification plan. These class plan proposals fall into the following categories:

	New classification		Pay range increase due to recruitment and/or retention issues
	Classification revision		Class title and/or class number change
	Change in major user agencies		Classification deletion

Alteration and/or creation of collective bargaining classifications is a collaborative effort and ultimately must be agreeable to four parties: the proposing agency, the Office of Collective Bargaining (OCB), the union that the classification is covered by, and the Office of Classification and Compensation (OCC).

To initiate a bargaining unit classification proposal, submit a letter of intent to the Office of Collective Bargaining prior to any discussion with a union or local labor management committee. OCB will advise the agency of the next steps, which may include a meeting between the agency, OCB, and OCC to discuss the merits and implications of the proposed changes. Mail letter of intent to: Department of Administrative Services, Office of Collective Bargaining, 100 East Broad Street, 18th Floor, Columbus, Ohio 43215.

During the process, an OCC analyst will contact the requesting agency's designee to discuss the supportive documentation needed to evaluate and implement the proposal. The type of documentation required is dependent upon the complexity and scope of each proposal and may include a combination of the following:

• Cost Savings Form
• Documentation of Recruitment and/or Retention Problem
• Draft Specification
• Employee Allocation List
• PDQs (Position Description Questionnaires)
• Section of legislation or contract upon which requested change is based
• Table of Organization

Please note, this information applies to revisions to bargaining unit classifications. For information on requesting exempt changes see Exempt Class Proposals.

Authority & Reference:

Section 124.14 (A) of the Ohio Revised Code (ORC) empowers the director of the Ohio Department of Administrative Services (DAS) to develop and maintain the state's classification plan. Consult the relevant union contract for timeframes associated with bargaining unit class plan proposals.

Types of class plan proposals:

Class Revision - Any change, or combination of changes, to an existing class specification including changes to:

• Duties
• Major Worker Characteristics
• Minimum Qualifications
• Training and Development Required to Remain in the Classification after employment
• Unusual Worker Characteristics

New Class - Development of a new classification series or creation of a new level within an existing series.

Change in Major User Agencies - Some classes are limited for use by certain agencies. This revision type proposes adding an agency to the list of those who can use a particular class series.

Pay Range Increase due to Recruitment & Retention Issues - In limited instances the state may have difficulty attracting and retaining employees for certain jobs due to labor market competition. In these cases, an agency may request an increase in the pay range of a class in order to address this issue.

Class Number and/or Class Title Change - Change to the five (5) digit class number or the classification's title.

Class Deletion - Removing a class from the state's class plan, typically because the job is no longer performed, or the class is being replaced.

Description of Supportive Documentation:

Cost Savings Form - Form completed by an agency's finance staff, in conjunction with OBM, which sets forth the estimated cost of implementing the proposed changes for two fiscal years and the appropriation source that authorizes the expenditure (e.g., fund number and ALI). Required when there is an anticipated cost impact associated with the proposal.

Documentation of Recruitment and/or Retention Problem - Information that demonstrates recruiting or retention difficulties related to a particular job class. Required when an agency requests a pay range increase due to recruitment &/or retention issues. Relevant documentation includes:

Draft Specification - Revisions to an existing specification made by an agency that reflects their proposed changes. Useful when an agency is requesting a minor classification revision.

Employee Allocation List - Details the current and intended classifications for each employee who will be impacted by the proposed classification revision. Required if employees will be moved into different classifications as a result of proposal. The list should reflect position control numbers, names of incumbents, vacancies, and the current and proposed class title and number of each position. Place an asterisk (*) next to any filled position that will be adversely impacted (i.e., reduction in pay and/or duties).

Letter of Intent - A letter signed by the appointing authority that outlines the need for each requested change. Letters should include:

PDQs (Position Description Questionnaires) - A data collection tool used to gather information about job duties and knowledge, skills, and abilities necessary for job performance. PDQs can be completed by exempt employees, bargaining unit employees (with union approval), or managers who have knowledge about the job under review. Required when new classifications are requested and for most requests for class revisions.

Table of Organization - A graphical depiction of positions. Used to assess reporting relationships and the use and distribution of classifications.