Classification/Compensation - Requesting Changes to Exempt 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:

The class plan proposal process involves active partnership between the requesting agency and the Department of Administrative Services (DAS). To initiate an exempt proposal, submit a letter of intent, signed by the agency's appointing authority, which outlines each requested change. A DAS analyst will contact the requesting agency's designee to discuss the supportive documentation needed to evaluate and implement the proposal. A proposal will be considered "open" once a complete supportive documentation package has been submitted. The type of documentation required is dependent upon the complexity and scope of each proposal, and may include a combination of the following:

Mail letter of intent to: Department of Administrative Services, Office of Classification and Compensation, 100 East Broad Street, 17th Floor, Columbus, Ohio 43215.

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

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.

The ORC outlines the required steps and timelines associated with class plan changes and other legislative proposals. The minimum timeframe for adopting an exempt classification change is seventy-five (75) days once the legislative review begins.

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

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:

A description of the recruitment efforts taken in the past year
Turnover rates for the classification in question for the past four quarters
A summary of the exit interview data and copies of resignation letters reflecting that employees are leaving for positions at higher pay, if available

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:

Description of requested changes and a rationale for each change
Indication of whether the proposal has a potential cost impact
Name and contact information of the agency's designee coordinating the proposal
If the proposal is a result of legislative changes, include the applicable section(s) of the Revised Code, federal statutes, or accreditation standards, which mandates the change.

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.


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