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Position-Specific Minimum Qualifications

Introduction

Position-specific minimum qualifications are the qualifications that, once shown through a valid job analysis procedure, are needed to perform an essential function of a position. Rule 123:1-7-04 of the Administrative Code, that took effect on April 5, 1999, requires that all positions with position-specific minimum qualifications (PSMQs) be approved by the Department of Administrative Services, and in addition, those for exempt positions, be filed with the State Personnel Board of Review, prior to implementation. The Department of Administrative Services will file the required documents with the State Personnel Board of Review. PSMQs fall into one of the following two categories:

1. Education, training, experience, and/or licensure that differs from what is currently outlined in the Minimum Qualifications that appear in a classification specification legally adopted by the Ohio Department of Administrative Services.
   
   Example: The Minimum Qualifications state "Valid driver's license." The Position-Specific Minimum Qualification would state "Valid commercial driver's license."
   
        OR
   
   
2. A restriction of the education, training and/or experience that is outlined in the Minimum Qualifications appearing in a classification specification legally adopted by the Ohio Department of Administrative Services.
   
   Example: The Minimum Qualifications state "Completion of undergraduate core program in social or behavioral science, or nursing." A Position-Specific Minimum Qualification would be "Completion of undergraduate core program in criminal justice."

Specific License Requirements

Agencies with positions for which a PSMQ is mandated by Federal or State laws, rules, regulations, federal funding requirements, or accreditation standards will only be required to submit the Position Description(s) accompanied by the formal documentation that contains the specific requirement.

Process and Required Documentation

The following procedures have been created to most expeditiously review agencies' requests:

All requests for PSMQs including the proposed Position Description and job analysis documentation, are to be submitted to the DAS, Human Resources Division, Office of Classification and Compensation, 100 East Broad Street, 15th Floor, Columbus, Ohio 43215. Representatives from this unit will use your documentation not only to approve/disapprove the requested PSMQ, but to also quantify the required education, training and/or experience for any PSMQ that is approved.

The Department of Administrative Services, Human Resources Division is not limiting agencies to a specific job analysis method. However, the sample materials described here and available for download from this page are based on the WRIPAC job analysis method used by the Department of Administrative Services. The following documents are available:

The job analysis documentation submitted to DAS should include information (questionnaires, ratings forms, etc.) from at least three Subject Matter Experts (SMEs). A SME should be very familiar with the position and be able to offer special insight to the duties involved.

Examples:

• Job incumbent (employees in like classified positions or who formerly held the same classification)
• Supervisor
• Customer
• Job analyst
• Individual who is directly affected by the position's productivity or services (e.g., a supervisor in another unit)

The following documentation should be submitted to request PSMQs:

1. A proposed Position Description.

The proposed Position Description should be completed and include the position control numbers (PCNs) of all positions if more than one is covered.

2. The completed Job Analysis Questionnaires.

Questionnaires (available for download above) should be used as the initial data gathering tool. A job analyst may complete the questionnaires, if gathering data from the SMEs through an interview process, or SMEs may complete the questionnaires. All completed questionnaires should include the SMEs' names, signatures, and date(s) of completion.

3. A list of duties.

The questionnaire should elicit the major duties (normally 3-5) of the position and the percentage of time spent performing those duties. The percentage of time for all of the listed duties must equal 100%. The list of duties should be used to develop and group task statements and be submitted as part of the documentation.

4. A list of task statements and task statement rating forms.

The job analyst, in collaboration with the SMEs, should identify task statements from the duties performed. Task statements should be able to answer the following questions:

• Performs what action? (Verb)
• To whom or to what? (Object)
• To produce what? (Supporting details)
• Using what tools, equipment, aids, or processes? (Supporting details)
• With what instructions or directions? (Supporting details)

NOTE: TASK STATEMENT FORMULA = VERB+OBJECT+SUPPORTING DETAILS

Tasks should be grouped under only one of the major duties for which they are necessary to complete. Note: If a task is grouped with the "rank one" duty (or most important duty) then the task does not need to be grouped to another duty of lower rank or value. When labeling the task statements, the task number should begin with the number of the duty with which the task is associated, followed by a dash and then the number of each task.

Before rating the task statements, the SMEs should be given the opportunity to edit the statements to ensure correct verbiage or make any other revisions. The SMEs should sign and date the rating forms when completed. A comprehensive report showing the SMEs' mean rating on task statements should also be provided.

5. A list of KSA statements and KSA statement rating forms.

The job analyst, in collaboration with the SMEs, should identify KSA statements from the tasks performed. The job analyst may also infer additional KSA statements after the job analysis questionnaires are completed. KSA statements should be precise to eliminate the possibility of duplication or redundant elements. A "knowledge" is considered a body of information and a "skill" or "ability" should be defined in terms of observable aspects. The KSA statement should begin with K, S, or A according to whether the KSA is a Knowledge, Skill or Ability and then the number within each KSA heading.

Before rating the KSA statements, the SMEs should be given the opportunity to edit the statements to ensure correct verbiage or make any other revisions. The SMEs should sign and date the rating forms when completed. A comprehensive report showing the SMEs' mean rating on KSA statements should also be provided.

6. The task-KSA linkage form.

The task-KSA linkage rating form allows the SMEs to rate how necessary each KSA is in order to perform each task. The SMEs should sign and date the rating form when completed. This linkage, known as Necessity for Performance (NP) in WRIPAC, will ultimately be used to establish an average value for each task-KSA combination.

7. Weighted linkage report.

The weighted linkage report combines the previously explained ratings (in items 4, 5, and 6) and ultimately measures the importance of each task and the importance of each KSA in performing that task.

8. Additional Documentation

Should an agency elect to use a job analysis method other than WRIPAC, the agency must also submit the following:

• Copy of the job analysis procedure manual.
• An explanation of the rating scales for the task statements and KSAs. Refer to Items 4 & 5.
• Linkage rating process (Tasks to KSAs). Refer to Item 6.

WRIPAC -- Microsoft Excel Version

Representatives from the Department of Administrative Services have converted the DOS-based WRIPAC job analysis rating process to a Microsoft Excel workbook. The workbook is available for download above. This conversion allows for a more user-friendly job analysis process. Instructions on using the Microsoft Excel version are also available for download above. Please note that the Excel version was developed on the basis of obtaining ratings from three SMEs.

Selection Plan and Instrument

Representatives from the Department of Administrative Services, Human Resources Division, Office of Test Services are available to offer assistance and review the selection plan and instrument that will be used to assess applicants on the PSMQ. A selection plan should outline the type of instrument to be used and the justification for the questions and their respective rating criteria. Note: The selection instrument should objectively measure whether the applicant meets the PSMQ(s).