Information on civilian classification at DND

All DND civilian positions are classified according to occupational groups. Examples include the AS, PM, and EC occupational groups.

Each civilian position is classified and a level assigned after an analysis and evaluation of its duties and responsibilities according to Treasury Board classification standards.

Classification helps determine your corresponding salary and duties.

Your classification could change, even if you don’t change positions. This can happen when your group or level has a significant or permanent change in its main function. For example, your work is significantly different from what was described in your last evaluated job description. Your manager may need to amend your job description, develop a new one, or select an existing standardized job description. Job classification reviews can also lead to a change.

If you disagree with a classification evaluation for your position, you can submit a classification grievance. This is different from a labour relations grievance.

The Directorate of Civilian Classification and Organization (DCCO) is the delegated authority to manage classification at the DND. They provide advice and guidance to managers on classification and organizational design. In addition, they administer grievances involving classification decisions. 

A position’s group or level classification can only change when there has been a significant and permanent change in its main functions. If the work being done is significantly different from what is described in the last evaluated job description, the job description needs to be amended, a new one developed, or an existing pre-classified work description identified as a better fit.

Classifying a position means your manager must answer two questions: 

1. What work is being done? Your job description describes the work you do. DCCO encourages managers to select a pre-classified standardized job description (SJD). If an SJD does not exist, a manager can work with DCCO to develop a new one or to identify an existing one in another department.
2. How does that work fit within the organization? Once the manager selects or writes a SJD, they must determine where the position fits within the organization, and the This determines positions levels within the organization.

Your manager submits the answers to the DCCO where they will be assigned to an accredited Classification Officer. This Officer will evaluate the answers in comparison with a Job Evaluation Standard (also known as a Classification Standard).

During this evaluation, the Classification Officer determines the position’s occupational group. Then the Officer compares the job description to the Classification Standard for the corresponding occupational group. This helps determine the position’s level within that group. Each occupational group has levels, generally ranging from 01 at the entry level to a 06 or 07.

Example: AS-02

• AS is the occupational group.
• 02 is the level.

Following the evaluation, the DCCO produces a written rationale that justifies the occupational group and level. A classification committee may review this decision. 

If a manager selects a SJD, the Classification Officer assesses the work against the organization. Unique job descriptions should be used only in exceptional circumstances.

Cyclical Job Description Reviews

On 1 April 2021 the Treasury Board Secretariat issued an updated Directive on Classification. This update states that organizations must ensure “job descriptions are reviewed within a reasonable time frame (preferably in five-year cycles).” 

At the DND, managers are required to verify that the job descriptions for employees under their purview are up-to-date:

1. prior to any staffing action, and
2. when there is a change in duties.

The DCCO monitors job descriptions through the Human Resources Management System (HRMS). This Directorate also produces status reports that it provides to senior management on a regular basis. Using these reports, managers prioritize job description reviews that are based on standardized job descriptions (SJDs), when appropriate. 

DND managers have six responsibilities vis-à-vis jobs descriptions and their classification:

1. Managers must establish and maintain job descriptions for positions within their area of responsibility.
   1. prior to any staffing action,
   2. when there is a change in duties, and
   3. at a minimum of once every five years if the position is occupied.
2. Managers must ensure that employees are formally notified in writing of classification decisions that affect their positions.
3. Managers must use cyclical review to ensure that job descriptions remain up to date.
4. Managers must initiate classification requests when required.
5. Managers must determine the effective dates of new or revised job descriptions or classifications.
6. Managers are required to send classification grievances to the DCCO.

DND managers with delegation to approve job descriptions and organizational charts must complete the Introduction to Organization and Job Classification (COR133, previously known as P930) course. This provides managers with an understanding of organizational design and classification concepts.

What should you do if you are concerned about your job classification or a related classification action?

You may:

• discuss your situation with your manager or Chain of Command;
• contact your bargaining agent, if you are represented by a union; or
• file a grievance.

Review our Job Classification Recourse – Civilian Employees for more information.

If you are unable to resolve your concerns through the mechanisms described in this document, contact our Office.

The classification grievance: A procedural summary