CLASSIFICATION

An Overview for SupervisorsMODULE 7

National GuardTechnician Personnel Management

Course

OVERVIEW

•Classification•Positions Descriptions (PD)•Desk Audits•Hierarchy•SF-52’s

WHAT IS CLASSIFICATION?

“The process of determining the appropriate pay plan, series, and grade of a position based on its designated duties and responsibilities, and consistent with prevailing laws, standards, and guides.”

ROLE OF THE STATE CLASSIFIER

• Provide Classification Advice/Assistance

• Review/Process Exception PDs

• Conduct Studies and Desk Audits

EXAMPLE OF TECHNICIAN CLASSIFICATION & GRADING

Title Pay Plan Occupational Series GradeHuman Resources Specialist GS 0201 11Aircraft Mechanic WG 8852 10

GS: General Schedule (administrative/managerial/professional; “white collar” jobs)

FWS: Federal Wage System (trades & skilled labor; “blue collar” jobs)

WG= Wage GradeWL= Wage LeaderWS= Wage Supervisor

A POSITION DESCRIPTION (PD)

• OPM issues Classification and Job Grading Standards that are used to develop PD’s.• PD provides a basis for Performance Standards• PD helps achieve:

Equal pay for equal workGetting qualified people for the job

PD SEARCH/FASCLASS (New!)

• The PDs can be located at the following url:https://acpol2.army.mil/ako/fasclass/search_fs/search_fasclass.asp

• The CCPO ID is "NG" and then enter the "D" or "N" PD number. If you receive a screen that has none of the information listed in the shell it's because it hasn’t been loaded yet and it will still be in GKO.

MAJOR DUTIES ON A PD

•Should be listed in descending order of importance•Should comprise 25% or more of a positions duty time•Should generally be regular and recurring•PD’s “reflect” rather than “prescribe” duties assigned by supervisors

PD’s Continued….“OTHER DUTIES AS ASSIGNED”

• Statement allows flexibility to assign work, but supervisors should exercise care to not assign duties that are inconsistent with employee’s position and qualifications.

POSITION DESCRIPTION EXAMPLEPOSITION DESCRIPTION 1. Agency PDCN 70540000 D1105000

2. Reason for Submission Redescription New

3. Service HQ Field

4. Empl Office Location

5. Duty Station

6. OPM Cert #

Reestablishment Other Explanation (Show Positions Replaced) Replaces R8587000 Military Personnel Specialist, GS-0205-09

7. Fair Labor Standards Act Not Applicable

8. Financial Statements Required Exec Pers Financial Disclosure Employment & Financial Interests

9. Subject to IA Action Yes No

Application of US OPM JFS for Admin Work in HR Mgmt Grp, GS-0200, dtd Dec 2000

10. Position Status Competitive Excepted (32 USC 709)

11. Position is Supervisory Managerial

12. Sensitivity Non-Sensitive Noncritical Sens

13. Competitive Level

SES (Gen)

SES (CR) Neither Critical Sens

Special Sens 14. Agency Use OFF/WO/ENL DUAL STATUS

15. Classified/Graded by a. US Office of Pers Mgt b. Dept, Agency or Establishment c. Second Level Review d. First Level Review Official Title of Position Pay Plan Occupational Code Grade Initials Date

Human Resources Specialist (Military) GS

0201

09

rrh

06 Apr 04

16. Organizational Title (If different from official title)

17. Name of Employee (optional)

18. Dept/Agency/Establishment - National Guard Bureau a. First Subdivision - State Adjutant General b. Second Subdivision - Joint Force Headquarters (State)

c. Third Subdivision -Manpower & Personnel Directorate (J-1) d. Fourth Subdivision -Military Personnel Office e. Fifth Subdivision -

19. Employee Review. This is an accurate description of the major duties and responsibilities of my position.

Employee Signature /Date (optional)

20. Supervisory Certification. I certify that this is an accurate statement of the major duties and responsibilities of this position and its organizational relationships, and that the position is necessary to carry out Government functions for which I am responsible. This certification is made with the knowledge that this information is to be used for statutory purposes related to appointment and payment of public funds. False or misleading statements may constitute violations of such statutes or their implementing regulations. a. Typed Name and Title of Immediate Supervisor

b. Typed Name and Title of Higher-Level Supervisor/Manager (optional)

Signature

Date

Signature

Date

21. Classification/Job Grading Certification: I certify this position has been classified/graded as required by Title 5 USC, in conformance with USOPM published standards or, if no published standards apply directly, consistently with the most applicable standards.

22. Standards Used in Classifying/Grading Position U.S. OPM Job Family Position Classification Standard for Administrative Work in the Human Resources Management Group, GS-0200, dated Dec, 2000, U. S. OPM General Schedule Supervisory Guide (GSSG), dated Jun. 1998, U.S. OPM Introduction to Position Classification Standards, dated Aug, 1991.

Typed Name and Title of Official Taking Action RENA R. HUNT Human Resources Specialist (Classification)

Information For Employees. The standards and information on their application are available in the personnel office. The classification of the position may be reviewed and corrected by

Signature //SIGNED//

Date 06 APR 04

the agency or OPM. Information on classification/job grading appeals is available from the personnel office.

23. Position Review Initials Date Initials Date Initials Date Initials Date Initials Date

a. Employee (Opt) b. Supervisor c. Classifier 24. Remarks: Released from NGB-J1-TNC, CRA 04-1012, dated 06 Apr 04

*NOTE: Block 20 (Supervisory Certification)

Supervisor has read the PD Supervisor is certifying it is the

correct PD for the technician in the position

Supervisor understands the duties to be performed by the Technician

DESK AUDITS

•A fact-finding visit to the job site• Supervisor or Employee may request if questioning

the title, series, or grade• Incumbent and supervisor are interviewed•Vacant positions can be audited via discussion with

the supervisor•Group audits can be conducted when several

incumbents occupy Identical Additional (IA) positions

WHY ARE AUDITS NEEDED?

•Reorganization• Issue of new OPM Classification Standards•An employee’s request for reclassification•New technology/equipment affecting a job

COMMON ISSUES FOR SUPERVISORS

• Requests for Position Upgrades• Desire for more compensation does not justify a desk audit• Evaluate the Position not the Person; Are assigned duties

consistent with PD, or, being performed under another PD?

• Classification Review Authority PD Release• “CRA” Implements new PD’s• Don’t act on CRA’s or new PD’s until notified through HRO• Supervisor & Employee certification on OF-8

COMMON ISSUES FOR SUPERVISORS (continued….)

• Standard PDs are the norm• “Exception PD” or “Amended PD” may be required for

unique situations; contact State Classifier for Assistance

• Other Duties As Assigned• Use good judgment in assigning non-standard duties

HIERARCHY• Supervisors will need to fill out the “MyBiz/MyWorkplace” Checklist• After completion of form, email it to Lisa A. Ashley @

lisa.a.ashley.civ@mail.mil

HIEARCHY CHANGE FORMMMYY BBIIZZ//MMYY WWOORRKKPPLLAACCEE CCHHEECCKKLLIISSTT

Name: Worker Type: Tech Are you are a supervisor? Yes

Who is your current supervisor? Please list below all the individuals that you supervise or any new members that are new to your supervision. Also if you have any members who should not be under your supervision please list them as well and select "delete" in the status column. Thank you! Name: Status? Please Add Name: Status? Select Name: Status? Select Name: Status? Select Name: Status? Select Name: Status? Select Name: Status? Select Name: Status? Select Name: Status? Select Name: Status? Select Name: Status? Select Name: Status? Select Name: Status? Select Name: Status? Select Name: Status? Select Name: Status? Select Name: Status? Select Name: Status? Select Name: Status? Select Name: Status? Select Upon completion please save as and email the form back to either: Haydee Sullivan at: haydee.e.sullivan.civ@mail.mil OR Lisa Ashley at: lisa.a.ashley.civ@mail.mil To access My Biz instructions, click here: MY BIZ INSTRUCTIONS Any additional comments, please type them below:

Have you previously logged into MyBiz/MyWorkplace? Yes Have your subordinates logged into MyBiz? Yes Have your subordinates confirmed their email address & duty phone is correct in MyBiz? Yes Have you confirmed your email address & duty phone is correct in MyBiz? Yes

SF-52’S• SF-52’s for all personnel

actions need to be submitted 15 days prior to the what needs to be on the SF-52:• Effective date.• Make sure required

documents are attached to the SF-52 (For example: New Hires, Absent US, Return to Duty, and Promotions).

WHAT NEEDS TO BE ON THE SF-52?

Blocks 1-6 need to be filled out.Blocks 5 and 6 need to be signed (they will not be processed without

signatures)Depending on what type of action that is requested, depends on how

the rest of the SF-52 is filled out.Air Wings Only: Need to have the position number on the SF-52 NO

MATTER WHAT THE ACTION IS.Input the address of where the position is actually located, NOT the

DMNA address.

WHAT NEEDS TO BE ON THE SF-52? (continued…..)

Block 36: Air Base ONLY, needs to look at the UMD (Unit Manning Document) and verify the position number.

Supervisors name needs to be in the remarks section of the SF-52 on every action.

Promotion Actions: Need Selection Certificate (Generated from Selection Manager)

Reassignment Actions: Employee needs to sign in the remarks section stating that they concur with the reassignment.

WHAT NEEDS TO BE ON THE SF-52? (continued…..)

New Appointment Actions: Need the New Appointment Checklist and all of the documents that are on the checklist.

All New Appointment Actions and Conversions must start on the beginning of a pay period. There are no exceptions to this rule.

*Everyone should already be on board with E-52. 1 Jul 2015 was the deadline for everyone to start using it.*

QuestionsState Classifier: Haydee Sullivanhaydee.e.sullivan.civ@mail.milDSN: 489-4730/(518)786-4730

Assistant Classifier: Lisa Ashleylisa.a.ashley.civ@mail.mil

DSN: 489-4978/(518)786-4978