TDD# 1-800-846-5277
STATE OF
DEPARTMENT OF
STATE CIVIL SERVICE
BATON ROUGE,
January 18, 2007
General Circular
No. 001684
To: Heads of State Agencies and
Human Resource Directors
Subject: New Position Description (SF-3) Form
Issue
Date: January 18, 2007
The Compensation
Division has developed a new position description (SF-3). The form can be found
on the Civil Service website. A few of
the notable changes to the form are as follows:
1. The
organization unit number has been replaced with the Personnel Area Code. The 9 digit org id number should no longer be
included on the form.
2. A
new box labeled Major Agency Code has been added. This code is used to identify
the Major Agency in which the Personnel Area is located. For example, the Major
Agency Code for all DEQ personnel areas is 1300; the Major Agency Code for all
DHH agencies is 0900. To assist you we have placed the list of Major Agency
Codes on the Civil Service website. The list is located under HR InfoCenter/Job
Aids/Classification: http://www.dscs.state.la.us/JobAids/jobaids.htm
3. The
signature section of the form has been changed.
We now have a statement allowing appointing authorities to note that
they do not agree with the contents of the SF-3.
Procedural Considerations
Please remember
that we ask that agencies submit SF-3s in the following format:
1)
White
paper will be required for all SF-3 copies submitted. Copies on colored paper can result in large blotches on the
imaged document.
2)
All
position descriptions including the organizational charts must be on standard 8
½ X 11 paper. Legal size documents will
no longer be accepted.
3)
Please
be careful to include the correct job code, position number and personnel area
on each document. These indexing fields
provide the basis for document retrieval.
4)
You
should note that future job title changes will require submission of a new SF-3
for each position. Specifics of this
change will be noted on future Implementation Charts for all job studies
affected.
5)
Master
job descriptions are still acceptable for appropriate situations. We ask that you include one position number
on the front of the SF-3 in item # 2 and continue to attach a list of the
remaining position numbers as the second page of the SF-3 in addition to the
list of duty assignments and required organizational charts. The key to retrieval of the master job
description documents will be a combination of log number, job code, effective
date, personnel area and position number.
Agencies will no longer be able to e-mail a position number to add or
delete to a master job description. All
position number changes to a master job description will require submission of a
new SF-3.
6)
For
non-delegated actions, we continue to require agencies to submit two copies of
the SF3, one to remain at DSCS and the second copy to return to the agency
after the allocation decision is complete.
7)
For
delegated actions, we continue to require each delegated agency to submit one
completed copy for each SF-3 allocated.
8)
We
will continue to provide access to our hard copy position descriptions
currently on file. For those position
descriptions with an effective date of 1/17/05 or after, access will be
provided through our imaging system. A
computer terminal and printer located in the Compensation Division will provide
all agency Human Resource offices with access to imaged position descriptions.
Updates
Please remember
that when a position is vacated, position description updates will only be
required for positions at the supervisory level or above. However, we continue
to encourage you to update all non-supervisory positions as they become vacant.
In summary, all
position descriptions should be updated:
·
At
least every five years.
·
When
major duty changes have taken place.
·
Prior
to filling a vacant position at the supervisory level or above, unless the
position description has been updated within the last twelve months.
We strongly urge you to begin using the
new form. As of April 1, 2007, any position descriptions submitted on the old
form will be returned without action to the agency.
Please direct questions about the above mentioned issues to Julie Ryan,
Compensation Division Assistant Chief, or
Sincerely,
s/Anne S. Soileau
Director