3501 - Establishing and Revising Classification Specifications (Historical View)

** Effective: 9/18/2026 8:33:57 AM - Present **

Status: Active

Change Notes

Authority updated: Corrected identifier name

Audience List

Administrative Chiefs
Examination Managers
Human Resources Chiefs
Labor Relations Officers
Personnel Officers
Personnel Transactions Staff
Personnel Transactions Supervisors

Synopsis

This policy:

Outlines the responsibilities of SPB and CalHR to administer and maintain the State’s Personnel Classification Plan. (Classification Plan)
Outlines SPB, CalHR, and departmental responsibilities relative to classification specification development and revisions.

Introduction

The California Constitution, Article VII, section 3, subdivision (a), vests with SPB the responsibility to prescribe classifications.

Government Code section 18800 provides that SPB shall create and adjust classifications in the State civil service. All of the classes adopted or revised by SPB shall be known as the Classification Plan.

Government Code section 19818.6 directs CalHR to administer the Classification Plan, including the allocation of every position to the appropriate class in the Classification Plan. Each position in State civil service is allocated to a classification based on its duties and responsibilities. Positions shall be included in the same class if:

The positions are sufficiently similar in respect to duties and responsibilities in that the same title may be used;
The positions require that incumbents have substantially the same education, experience, knowledge, and ability;
Substantially the same tests for fitness may be used in choosing qualified candidates; and,
The same schedule of compensation can be applied with equity.

Government Code section 19818.10 requires CalHR to assess the adequacy of the Classification Plan and recommend any needed changes to SPB.

The Classification Plan is dynamic and shall be periodically and routinely reviewed to determine whether revisions are needed to reflect changes in law, technology, duties and responsibilities, or other changes significantly impacting the tasks or duties of a classification. No classification shall be established or revised unnecessarily. Classification specifications should be developed with longevity in mind to minimize unnecessary revisions, so departmental or divisional names should generally be avoided in the class titles. Careful analysis is required for each and every proposed change. For purposes of this policy, establishing new classifications will be considered an amendment to the Classification Plan.

Proposals to amend the Classification Plan may originate from various sources, including, but not limited to: Executive Orders, Board Orders, departmental requests, Collective Bargaining Agreements, CalHR initiatives, or Legislation. Based on the provisions of law referenced in this policy, CalHR is responsible for presenting recommended Classification Plan revisions to the SPB for calendaring with the Board. SPB and CalHR have closely related and distinctly important responsibilities in devising and maintaining the Classification Plan, and this policy provides information and guidance to departments seeking to establish or revise a classification specification.

Throughout this policy, the State Personnel Board as an entity is referenced in this policy as “SPB”. The five Board members who have been appointed by the Governor and approved by the Senate will be referenced in this policy as the “Board”.

Statement

Consistent with the dynamic nature of the class plan, Classification Plan Revision (CPR) proposals will be carefully evaluated by both CalHR and SPB to ensure that changes are consistent with the State Constitution, applicable laws and regulations, and the merit system. Revisions also will be reviewed for their effect on the following:

Employee status and return rights;
Job-related, supportable, and consistent minimum qualifications (MQ) patterns;
Opportunities for prospective applicants and employees;
Relationship to other classes and parallel classes; and
Integrity of the overall Classification Plan and associated compensation.

Discussion between the proposing entity and CalHR and/or SPB may be required. Once the proposal is deemed sufficient, CalHR submits the proposal to SPB, which schedules the item for consideration by the Board during a regularly scheduled Board meeting.

Application

Steps, Roles and Responsibilities for a Classification Plan Revision (CPR)

CPR Proposal – Step 1: Preliminary Requests

Department’s Role: CalHR utilizes a Request Tracking System (RTS) to track and maintain current and historical documents related to CPRs. Therefore, the first step for Departments when considering a CPR revision is for the requesting department to submit its preliminary request in RTS. The request should contain enough specificity to identify the issue(s) and explain why a classification-based solution would be the most appropriate option to resolve the concern.

CalHR’s Role: CalHR will review the submission and will consult and facilitate communications to discuss the request in more detail. During consultations with departments, PMD Consultants will listen to departmental needs and provide practical, case-by-case policy guidance and technical instruction regarding CPR proposals. PMD Consultants may ask probing questions to better understand the department’s need for a CPR and proposed solution and provide high-level feedback or recommendations. PMD will generally outline the expected timelines for implementation depending on the nature and complexity of the department’s CPR proposal. After the consultation meeting(s), CalHR will either (1) notify the department that it may move forward with the CPR and draft a complete CPR proposal package (see Step 2), (2) direct the department to perform additional work, research, etc., to make the proposal viable, or (3) deny the request.

CPR Proposal – Step 2: Draft / Submit

Department’s Role: Upon receipt of CalHR’s approval, the department will complete the Considerations for Classification Plan Revision (CPR) Proposals form (CalHR – 735) along with any applicable draft documentation (i.e. classification specifications, ARCs, etc.) and submit the package to PMD for review via RTS.

Departments must complete all applicable portions of the form and provide the supporting information necessary for CalHR’s review. The draft classification specification must incorporate the revisions in “track changes” format consistent with Classification and Pay Guide Sections 170 and 171. Refer to Section 100 of the Classification and Pay Guide for guidance in conducting classification studies.

The salary analysis portion of the Considerations for Classification Plan Revision (CPR) Proposals form (CalHR – 735) must be completed if the proposal would establish a new class, develop a deep class, or modify any classification in a way that impacts salary (also see Section 200 of the Classification and Pay Guide).

CPR Proposal – Step 3: Evaluate

CalHR’s Role: Once received, CalHR will review the CPR proposal for merit-based standards and other feasibility considerations, including, but not limited to, whether the request:

Involves deep or non-deep Alternate Range Criteria (ARC);
Negatively impact bridging classes or upward mobility as outlined by Government Code section 19403;
Requires a bargaining unit designation or work week group change;
Impacts base compensation or pay differentials;
Impacts other classifications or user departments;
Is subject to any specific collective bargaining agreement provisions or any legal restrictions;
Includes supporting data for any proposed educational requirements;
Supports MQs that:
- Are necessary to perform the essential tasks and functions of the classification;
- Have been evaluated/compared to related and/or similar classes;
- Provide opportunities for entry-level class incumbents to compete for promotion to the higher class;
- Do not result in adverse impact on persons with disabilities, upward mobility for state employees, or equal employment opportunity for any protected class; and,
- Are broad enough to yield a sufficient candidate pool.

PMD staff will review the proposal to determine its appropriateness and draft the cover memo to the Board based on the department’s package. PMD typically communicates with departmental staff to clarify need, intent, and to recommend any necessary modifications to the proposal.

PMD staff will incorporate any agreed upon edits into the CPR, which is then routed within CalHR for appropriate review and approvals, including input from CalHR Labor Relations Division for bargaining considerations.

PMD staff will provide status updates to the requesting department throughout the process.

CPR Proposal – Step 4: Notification

CalHR’s Role: After review by CalHR’s Labor Relations Division for bargaining considerations, CalHR sends Preliminary Union Notification letters to the appropriate employee organizations as appropriate or required with collective bargaining organizations for civil service employees (also see Section 160 of the Classification and Pay Guide).

Based upon bargaining unit agreements, issues relative to salary may not be addressed until after Board adoption of the CPR (see Step 6 below).

Department’s Role: Collective bargaining organizations may have inquiries or request meetings with CalHR to discuss the proposal if there are any questions. CalHR may require the initiating department to respond to inquiries or attend meetings to provide subject matter expertise to support the proposal.

CPR Proposal – Step 5: Board Calendar

CalHR’s Role - Submission for Board Approval
After the union notification process has been completed and union concerns have been addressed, CalHR staff will prepare the finalized amendment(s) to the Classification Plan and transmit those documents to SPB for Board approval.

SPB’s Role - Board Approval
Once SPB receives the materials from CalHR, the matter is placed on the agenda for the Board’s next regularly scheduled meeting. Meeting agendas are posted on SPB’s website 10 days prior to the meeting date for the public to review.

During the meeting, the Board will accept public comments about the proposed changes and consider whether to approve the proposal(s). Where a proposal would establish, alter, or abolish a class and affect existing positions or employees, CalHR’s proposal will also identify the recommended reallocation of affected positions and treatment of affected probationary and permanent employees for the Board’s consideration, consistent with Government Code section 18802. If the proposal is not approved, the Board may remand or reject it with comments. In these instances, CalHR and the proposing department should evaluate the Board’s feedback before determining next actions (e.g., abandoning the proposal altogether and/or revising and resubmitting the proposal at a future Board meeting). If approved, the proposals are officially adopted as part of the Classification Plan.

CPR Proposal – Step 6: Implementation

CalHR’s Role: Upon adoption of the Classification Plan Revision proposal, CalHR will determine the appropriate course of action regarding salary, if applicable.

Upon receipt of the Board’s meeting minutes indicating the proposals have been adopted, CalHR will prepare the official Pay Letter/s, which documents the changes to the Classification Plan and provide(s) instructions for keying impacted employees into the payroll system (see also Classification and Pay Guide Section 115). CalHR staff will also publish an updated classification specification on CalHR’s public website.

Department’s Role: Ensure timely keying of Board-approved employee movements as outlined in the CalHR Pay Letter/s.

In order to access the Considerations for Classification Plan Revision (CPR) Proposals form (CalHR-735), click the link, save the form to your computer, and open the form via Adobe Acrobat or Adobe Acrobat Reader. If you need assistance, contact PMD@calhr.ca.gov.

Authorities

Resources

Forms

CalHR-735: Classification Plan Revision Proposal

Related Policies

1106-Job Analysis (JA): Human Resources Manual

Web Pages

Bargaining / Contracts: Bargaining Unit Memoranda of Understanding
Board Schedule, Agendas, Minutes, Live Streaming: State Personnel Board - Board Schedule, Agendas, Minutes, Live Streaming
Classification and Pay Guide Section 100: Classification Studies
Classification and Pay Guide Section 115: Class Data Sheet/Pay Letter
Classification and Pay Guide Section 160: Union Notification
Classification and Pay Guide Section 170: Class Specification
Classification and Pay Guide Section 171: Series Specification
Classification and Pay Guide Section 200: Salary Analysis for Board Items

Authorized By

Personnel Management Division
HR Credentialing Program, Personnel Management Division

Contact Person

Personnel Management Division
Personnel Program Consultant, , Personnel Management Division
Phone: 916-909-3295
Email: pmd@calhr.ca.gov

Superseded Policies

Personnel Management Policy and Procedures Manual, Section 100 - 10/22/1979