SECTION 3.25 POSITION REVIEW
Last Update:
9/03
Positions
are usually reviewed by the DAS-HRE Personnel Officer assigned to your
agency. The duties and responsibilities
performed and the competencies required to perform the duties and
responsibilities are analyzed. The
analysis will include a comparison with the previous PDQ for the position in
order to identify changes in job duties.
The organizational chart, as well as the PDQ’s of related positions, may
be reviewed in order to identify job differences, similarities, and
relationships. Job class descriptions
and position classification guidelines are the basis for determining the job
class that most clearly reflects the position being reviewed.
THE POSITION REVIEW PROCESS
Desk Review
Once
the Personnel Officer has received the PDQ, a review of the position is
conducted, using all available information.
This information may include the PDQ, the previous PDQ, PDQs of related
positions, performance plans, and an organization chart or other information
gathered subsequent to the submission of the PDQ (from the employee,
supervisor, other agency staff).
Often
the review provides a clear picture of the duties and responsibilities of the
position, and the Personnel Officer is able to make a position classification
decision based upon the desk review only.
Field Review
When
a position’s job duties are so complex or unclear that the Personnel Officer is
unable to make a recommendation based upon a desk review, a field review may be
conducted.
A
field review is an on-site review by the Personnel Officer and may include
interviews with the employee, supervisor, and any other agency staff deemed
necessary.
Notice of Classification Decision
When
the Personnel Officer determines the proper job class for the position, that
decision is communicated to the employee and supervisor via a Notice of
Classification Decision (CFN 552-0087 – sample included in this chapter). The Notice of Classification Decision will
advise the parties of their recourse if they disagree with the position
classification recommendation.
The
reviewer has 60 calendar days from the official receipt of budgetary approval
and the PDQ to complete a position review and issue a Notice of Classification
Decision. The 60-calendar day period
will be suspended each time additional information is requested by the
DAS-HRE. The 60-day time period may be
extended if mutually agreed to by the reviewer and the submitter. If the reviewer does not issue a Notice of
Classification Decision within the prescribed time period, the submitter may
request a classification appeal committee hearing (see “Classification Appeal
Committee,” Section 3.30).
Copies
of the Notice of Classification Decision will be sent to the employee and the
supervisor. A Notice of Classification
Decision will not be sent if the reclassification of a filled position is
precipitated by a voluntary demotion or a reduction in force and there is no
disagreement over the job class recommendation. The reviewer may also elect not to send a Notice of
Classification Decision if the position is vacant and there is no disagreement
(between the reviewer and the submitting agency) over the job class
recommendation.
The
employee and/or agency should check the appropriate box on the Notice of Classification. If a Notice of Classification Decision is
not returned to the reviewer within 30 calendar days following the date it was
issued, the job class recommendation will become final.
Request for Notice of Classification
Decision Reconsideration
If
the employee or appointing authority disagrees with the job class
recommendation and wishes to request reconsideration, the employee or agency
must check the appropriate statement on the Notice of Classification Decision
and attach written comments that:
· Explain why
the job class recommended by the reviewer is incorrect.
· Identify the alternative class
being requested.
· Explain why the requested
class is more appropriate.
The
Notice of Classification Decision and comments must be returned to the reviewer
within 30 calendar days following the date the Notice of Classification
Decision was issued. Reconsideration
cannot be made without this information.
The 30-day time period may be extended if mutually agreed to by the
reviewer and the submitter.
Notice of Reconsideration of
Classification Decision (NRCD)
Following
receipt of a request for reconsideration, the reviewer will consider the
additional information submitted and will verify or seek additional information
as needed. The reviewer will, within 30
calendar days, issue a Notice of Reconsideration of Classification Decision
(CFN 552-0088 – sample included in this chapter). This notice will either maintain the job class initially
recommended in the Notice of Classification Decision, support the job class
requested by the employee or agency, or decide that a different job class is
more appropriate.
The
30-day time period may be extended if mutually agreed upon by the reviewer and
the submitter. If the reviewer does not
issue a Notice of Reconsideration of Classification Decision within the
prescribed time period, the submitter may request a classification appeal
committee hearing (see “Classification Appeal Committee,” Section 3.30).
Copies
of the Notice of Reconsideration of Classification Decision will be sent to the
employee and the supervisor. A Notice
of Reconsideration of Classification Decision will not be sent if the position
reclassification involves a voluntary demotion or a reduction in force.
If
the submitter agrees with the job class recommendation, or disagrees but does
not wish to appeal, he or she may check the appropriate statement on the form
and return it to the reviewer. If a
Notice of Reconsideration of Classification Decision is not appealed within 14
calendar days following the date it was issued, the job class recommendation
will become final.