DAS General Letter 226 - Promotion by Reclassification

PURPOSE

SCOPE

REQUIREMENTS

• Employee meets the minimum qualifications for the reclassified position as detailed on the class specification;
• Employee has maintained an adequate performance record and has received a satisfactory appraisal on the two (2) most recent consecutive performance evaluations (conducted in accordance with the applicable authority for performance evaluations);
• Employee has worked at the existing level in the current position for a minimum period of six (6) months; and
• Commissioner of Administrative Services approves the reclassified position.

• The growth in duties is practical where the organization is ultimately able to support the reclassification without significant change;
• The effect of the reclassification is measured such that movement is limited to within the career series and does not result in a reclassification to a lower level in the career series; and
• The reclassified position is in the same labor unit.

In the event that a promotion by reclassification request does not adhere to the above guidelines, agencies may discuss with their assigned DAS HR Business Partner if there are different methods to meet their operational intent (e.g., requesting approval for a vacant position, posting of an opportunity, etc.).

PROCEDURES

• If the appointing authority determines that a reclassification under this General Letter is warranted, the DAS HR Business Partner obtains:
  • A current Master Application completed by the employee;
  • A statement from the appointing authority that the employee’s last two (2) consecutive performance evaluations have been at least satisfactory;
  • A statement from the appointing authority that the employee has successfully performed the duties and responsibilities of the current position for at least six (6) months;
  • A current and completed duties questionnaire completed by the employee;
  • The current and proposed organizational charts; and
  • A justification explaining how the promotion by reclassification is organizationally sound and within the guidelines outlined above.
• The assigned DAS HR Business Partner shall analyze the request and required documentation and, if the promotion by reclassification request adheres to the above guidelines, enter the Position Data transaction. 

• Upon final approval of the Position Data request, the DAS HR Business Partner enters a Job Data transaction using the Action/Action Reason Code of Promotion/Promotion by Reclassification.
  • Notepad for this transaction should include the name of the DAS HR Business Partner who approved the transaction and the date the approval was granted.
  • The Exam Waived (EWAV) code should be used in the Certification Number field.

• The Agency HR Professional makes classification decision, reviews the incumbent's background to ensure that the requirements of the statute and job specification are met, and
• Maintains appropriate records as outlined below and in the decentralized classification agreement.
• The Agency HR Professional processes the Position Data transaction (unless position is already at target level).
• The Agency transmits the Job Data transaction.
  • Notepad should include the following statement: "Promotion by Reclassification per Section 5-227a; supporting documentation is on file at the agency."
  • The Exam Waived (EWAV) code should be used in the Certification Number field.

POST AUDIT

OTHER

• Responding to any administrative and/or legal challenges to promotion by reclassification actions;
• Meeting all document retention requirements;
• Responding to all requests for information under the Freedom of Information Act (FOIA); and
• Maintaining the security and confidentiality of all promotion by reclassification materials.