POLICY AND PROCEDURES MANUAL - MSPB

1 POLICY AND PROCEDURES MANUALE ffective Date 1/18/2018 BOARD MEMBERSJ. Lee Yancey, ChairmanStephanie Cummins, Vice ChairNick P. ArdilloDonald G. BrownAlwyn H. LuckeyEXECUTIVE DIRECTORK elly Hardwick210 East Capitol Street, Suite 800 Jackson, Mississippi 39201 Phone: (601) 359-1406 Fax: (601) 359-2729 Page i Effective Date January 18, 2018 TABLE OF CONTENTS CHAPTER 1 INTRODUCTION .. 1 ABOUT THIS MANUAL .. 1 Scope and Intent of the MANUAL .. 1 Amendments to this MANUAL .. 1 MISSISSIPPI STATE PERSONNEL BOARD .. 2 Employee Appeals Board (601) 359-2982 .. 2 Office of Human Capital Core Processes (601) 359-1406 .. 3 Office of Workforce Development (601) 359-2757 .. 3 Office of Information Technology (601) 359-2759 .. 3 Communications (601) 359-1406 .. 3 Office of Administrative Services (601) 359-6595 .. 3 PUBLIC RECORDS ACT REQUESTS .. 3 STATEWIDE HUMAN RESOURCES INFORMATION SYSTEMS.

2 5 DECLARATORY OPINIONS .. 5 ORAL PROCEEDINGS .. 8 CHAPTER 2 DEFINITIONS .. 1 INTRODUCTION .. 1 STATE SERVICE .. 1 Conferment of Permanent State Service Status .. 1 NON-STATE SERVICE .. 2 Non-state Service Appointment .. 2 Salary Certification .. 5 Notification of Non-State Service Status .. 5 Hiring under Emergency Conditions .. 5 CHAPTER 3 RECRUITMENT .. 1 INTRODUCTION .. 1 RECRUITMENT PROGRAMS .. 1 Open Consideration of Qualified Candidates .. 1 Regular Recruitment .. 1 Page ii Effective Date January 18, 2018 Special Recruitment .. 1 Authority to Take a Position off 2 Determination to Place a Position on Recruitment .. 2 Length of Recruitment .. 2 Non-State Service Recruitment .. 2 RECRUITMENT ANNOUNCEMENTS .. 2 CONTENT OF ANNOUNCEMENT .. 3 ADVERTISING .. 3 Agency Advertising Efforts .. 3 Notice of Advertising .. 3 RECRUITMENT AND COUNSELING.

3 4 EXEMPT STATUS RECRUITMENT AND SELECTION .. 4 CHAPTER 4 1 INTRODUCTION .. 1 APPLICANT PROCESSING .. 1 THE APPLICATION PROCESS .. 1 Application Form .. 1 When Applications Shall Be Filed .. 1 Locations Where Applications May Be Filed .. 1 Who May Apply For State Employment .. 2 Evaluation of Education/Training and Experience .. 2 Additional Documentation Supplied for 3 Verification of Education/Training and Experience .. 3 Falsification of State of Mississippi Application .. 3 Non-Competitive Initial Appointment .. 4 EVALUATION OF APPLICANTS BASED ON MINIMUM QUALIFICATIONS .. 4 Minimum Qualifications .. 5 Notification of Failure to Meet Minimum Qualifications .. 5 Qualifications .. 5 Substitution of Minimum Qualifications .. 6 Special Qualifications/Job Specific Supplemental Question(s) .. 7 MISSISSIPPI STATE PERSONNEL BOARD STATUTORY SELECTION AUTHORITY OVER NON-STATE SERVICE PERSONNEL.

4 8 Page iii Effective Date January 18, 2018 Non-State Service Personnel Evaluation .. 8 EVALUATIONS OVERVIEW .. 9 Evaluation of Applications .. 9 Disqualification of Applicants .. 10 Notification of Evaluation Results .. 10 Adjustment of 10 DESIGNATION OF VETERANS STATUS .. 11 SELECTION PROCEDURE DEVELOPMENT AND VALIDATION .. 11 Development of Selection PROCEDURES .. 11 Validation of Selection PROCEDURES .. 11 REFERRAL OF APPLICANTS TO AGENCIES .. 12 REFERRED LISTS .. 12 Establishment and Maintenance of Referred Lists .. 12 Preparation of Referred Lists .. 13 RIF/Reemployment Applicants .. 13 Promotional Referred Lists .. 14 Transfer Referred Lists .. 14 Open Referred Lists .. 14 Agency Only Non-Competitive Promotional Eligibility .. 15 Duration of Referred List .. 15 Delegation of Authority to Maintain Referred Lists .. 15 Request for Referred Lists.

5 16 PROCEDURES for Completing a Recruitment Request (Requisition) .. 17 Selective Certification .. 17 Supplying of Referred Lists .. 18 Appointments from Referred Lists .. 18 General Instructions for Actioning a Referred List .. 19 Consideration of Reduction-in-Force and Reemployment Applicants .. 19 Concurrent Recruitment .. 19 Correction of Errors In Certification Process .. 19 Confirmation of Availability for Appointment .. 20 APPLICANT S REVIEW PROCEDURE .. 20 Review of Action .. 20 Appeals .. 20 Page iv Effective Date January 18, 2018 MEMORANDA OF AGREEMENT .. 20 APPLICANT INTERVIEWS .. 20 QUESTIONS ASKED IN INTERVIEWS .. 21 Questions to Avoid Asking 21 EMPLOYMENT AUTHORIZATION .. 21 CHAPTER 5 CLASSIFICATION AND COMPENSATION .. 1 INTRODUCTION .. 1 CLASSIFICATION .. 1 Class Series .. 1 Creation of New Occupational 2 Class Specifications.

6 2 Class Specification 3 Mandated Changes to Class Specifications and Minimum Qualifications .. 4 Class Specifications of Multiple User Agencies .. 4 4 Pay Range Assignment .. 4 General Compensation Rules .. 4 Implementation of Salaries .. 6 ALLOCATION OF EMPLOYMENT POSITIONS .. 6 Reallocation of Positions .. 6 Requests for Reallocations (Upward, Downward, Lateral) .. 7 Reclassification .. 8 APPOINTMENTS .. 9 Original Appointment and Salary Determination .. 9 Standard New Hire Salary .. 9 New Hire Flexibility .. 9 Agency Head Flexibility .. 10 Recruitment Flexibility .. 10 Open-Competitive New Hire .. 10 Overlap New Hire and New Hire Flexibility .. 11 Non-Competitive New Hire and New Hire Above Start .. 11 Part-Time and Time-Limited New Hire .. 12 Emergency Appointment .. 13 Page v Effective Date January 18, 2018 Reappointment (Return from Authorized Leave of Absence).

7 13 Reemployment Into the State Service .. 14 Retiree Employment .. 15 Dual Employment and Salary Determination .. 16 IN-SERVICE 16 Promotions .. 16 Promotion (Intra-Agency) .. 17 Promotion (Inter-Agency) .. 17 Lateral Transfer (Intra-Agency) .. 18 Lateral Transfer (Inter-Agency) .. 18 Demotional 19 Demotional Transfer (Intra-Agency) .. 19 Demotional Transfer (Inter-Agency) .. 19 Dual Transfer (Intra-Agency) .. 20 DETAIL TO SPECIAL DUTY .. 20 DFA Pilots and Aircraft Maintenance Director .. 21 ADMINISTRATION OF ADDITIONAL COMPENSATION SCHEDULES .. 21 Application of Additional Compensation .. 21 Agency Authorization for Additional Compensation .. 22 Certification of Employees for Additional Compensation .. 22 Occupational Class Authorization or Rescindment of Additional 22 SPECIAL COMPENSATION PLANS .. 22 COOPERATIVE EDUCATION COMPENSATION PLANS.

8 23 EDUCATIONAL BENCHMARKS .. 23 PAY RANGE REALIGNMENT .. 23 Appropriated Realignment .. 24 Non-Appropriated 24 PRODUCTIVITY .. 24 LONGEVITY .. 25 EMPLOYER REQUIREMENTS UNDER FLSA .. 25 EMPLOYEE DATA CHANGES .. 26 SEPARATIONS .. 26 DELEGATION OF REALLOCATION AND REORGANIZATION AUTHORITY .. 26 Purpose and Authority .. 26 Page vi Effective Date January 18, 2018 Overview .. 27 Formal Agreements .. 27 Staff Requirements and Training .. 27 Job Classifications Authorized for Delegated Reallocations .. 29 Documentation and Record Keeping .. 29 Audits .. 29 Notice to Employees in Reallocated Positions .. 30 Checklist and Analysis Tool for Agencies Delegated Reallocation 31 SELECTIVE SERVICE REGISTRATION .. 34 AGENCY SALARY SURVEY DATA SHEET .. 1 CHAPTER 6 STAFFING MANAGEMENT POLICIES .. 1 INTRODUCTION .. 1 Purpose .. 1 AGENCY S ROLE IN THE STAFFING MANAGEMENT PROGRAM.

9 1 Reporting Data .. 2 ESTABLISHMENT AND ABOLISHMENT OF AGENCIES .. 2 Establishment of a New Agency .. 2 Consolidation of Existing 2 Inactivation of Agencies .. 3 Agency Program Budget Data .. 3 ORGANIZATIONAL PLANNING AND POSITION MANAGEMENT .. 4 The Staffing Planning Cycle .. 5 Budgeting for Staffing Positions .. 5 Organizational 5 Agency Organizational Chart .. 6 Staffing Guides/Plans/Standards .. 7 Agency Reorganization .. 7 Establishment of Positions .. 8 Abolishment of Positions .. 8 Swap or Transfer of Positions within Legislative Authority .. 9 Annual Registration of Authorized Positions .. 10 Continuation of Position(s) .. 11 Change in Position Status .. 11 Page vii Effective Date January 18, 2018 Position Program Budget Data Change .. 11 POSITION COST PROJECTION AND POSITION VALIDATION .. 11 LEGAL SERVICES CONTRACT APPROVAL REQUESTS.

10 12 Consideration Timelines .. 13 PROCEDURES for Requesting Approval .. 13 Contract Format and Required Clauses .. 14 Determination .. 14 Termination .. 15 SAMPLE ORGANIZATION CHART .. 15 CHAPTER 7 EMPLOYEE RELATIONS .. 1 WORKFORCE DEVELOPMENT .. 1 Training Needs .. 1 Development and Coordination .. 1 Interagency Partnerships .. 1 Guidelines for Development of Agency Career Development Programs .. 1 Training Data .. 2 Out-Service Career Development .. 2 Liaison with Educational Institutions and State Service Agencies .. 2 Internship Programs .. 2 BENEFITS .. 2 Work Attendance .. 2 Holidays .. 2 Employee Work Schedules .. 4 LEAVE .. 4 Transfer of Leave Between State Agencies .. 4 Personal Leave .. 4 Major Medical Leave .. 6 Donated Leave for Catastrophic Injury or Illness .. 7 Compensatory Leave .. 9 Administrative Leave .. 10 Leave of Absence.