Publications - Classification Issuances - Issuance #2

Animal and Plant Health Inspection Service
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Human Resources Division
Program Development and Classification Policy Branch

VERIFICATION REVIEWS OF JOBS CLASSIFIED IN THE MISSION AREA
BASED ON A PROJECTION OF DUTIES TO BE PERFORMED

I. INTRODUCTION

This issuance outlines the Human Resources Division's procedures with regard to conducting verification reviews of positions classified in the mission area based on a projection of duties. The purpose of the verification reviews is to verify the accuracy of the original classification (i.e., pay plan, occupational series, title, and grade).

II. REFERENCES

"The Federal work force should be used efficiently and effectively." Title 5, U.S.C., 2301 (b)(5)

"As a rule, a position is classified on the basis of the duties actually performed. In some cases, such as classifying a new position for recruitment, proposed duties rather than an established assignment must be evaluated. If it is necessary to base a grade and series on duties of this type, the position should be reviewed within a reasonable time; i.e., six months or so, after the work concerned is being performed." Projected Duties, Page 12, Introduction to the Position Classification Standards, U.S. Office of Personnel Management, July 1999

III. BACKGROUND AND PROCEDURES

The classification of a new position invariably involves the establishment of a position description and determination of pay plan, occupational series, title, and grade level based on an assumption, or a projection, by management and the classifier of the nature of the work, the degree of difficulty and scope in carrying out the work, and the knowledge/qualifications required to perform the work. Consequently, the initial classification determination largely constitutes a review of the projected duties based on management's and the classifier's familiarity with the work of the unit and the work of other/similar positions in the unit, program, or Agency.

To assure the continuing integrity and accuracy of the mission area's position classification program, it is the approach of the Human Resources Division that the:

establishment of a position based on a projection of duties to be performed occurs only when the Human Resources Specialist is satisfied that the preponderance of the duties (particularly those on which the classification is based) will be performed within a reasonable period (i.e., approximately 6 months) after an incumbent has occupied the position;
Human Resources Specialist work with program management to limit the number of employees assigned to a position which has been classified based on a projection of the duties and responsibilities to be performed to a minimum agreeable to the Human Resources Specialist and program management until a verification is made of the appropriate classification; and,
initial classification determination based on a projection of the duties and responsibilities to be performed by the employee(s) be verified by a Human Resources Specialist after approximately 9 months that the position has been continuously encumbered.

Appropriate Methods for Conducting Verification Reviews

The Human Resources Specialist may conduct verification reviews through any of the following methods. The preferable method should be based on resource allocations, precedence in conducting verification reviews, and other related issues identified by the Human Resources Specialist and his/her supervisor.

on-site desk audit
telephone audit
questionnaire to the employee and supervisor
for those positions occupied by more than one employee, a group audit or a random sampling of encumbered positions using any of the methods identified above.

Follow-Up to the Verification Review

Following the verification review, the Human Resources Specialist should revisit the initial classification determinations made with regard to the subject position and determine whether the initial classification determinations are appropriate. If:

the initial classification determinations are appropriate the official position description will be so noted and the position's incumbent(s) and supervisor will be so informed;
the initial classification determinations are appropriate, but the position's employee(s) are not performing the full range of the projected duties and responsibilities identified in the position description, the Human Resources Specialist will discuss this finding with the position's supervisor and the position description will be amended, if appropriate;
the initial classification determination(s) are not supportable, the Human Resources Specialist will discuss appropriate action(s) with the position's supervisor. Appropriate action(s) consist of, but are not limited to, the following:
obtaining agreement with the position's supervisor to assign the full range of the projected duties and responsibilities, or assign new duties and responsibilities as identified by the position's supervisor and made part of the position description, to support the initial classification;
revising the position description, if necessary, and reclassifying the position to the proper pay plan, occupational series, title, and/or grade.

IV. COMMUNICATION OF THIS PROCEDURE WITH PROGRAM MANAGEMENT

It is the responsibility of the Human Resources Specialist to inform program managers and supervisors of the Human Resources Division's procedures with regard to verifying the accuracy of classification determinations based on projected duties and responsibilities at the time a position is established.

V. INTERNAL OVERSIGHT OF THIS ISSUANCE

The Program Development and Classification Policy Branch will monitor implementation of this Procedures Issuance as part of ongoing classification oversight activities.

MaryLynn Horst
Director
Human Resources Division