On-site position reviews
often create a great deal of concern for employees and their supervisors.
We hope to minimize that anxiety by providing you with some basic information
about the position review process. Civil Service staff understand that
your reclassification request is very important to you, and we recognize
your desire to be classified at a level commensurate with the responsibilities
of your job. This is why we believe that it is important to get your input
on your job functions. Keep in mind that we are objectively evaluating
your position in relation to the state classification system. We hope
this information is helpful in preparing you for your on-site position
review.
As defined in the Michigan Civil Service Commission, Glossary of Classification and Selection Terminology, an on-site
position review is:
"A
review conducted by Civil Service staff at the official work site to
gain a more complete and comprehensive understanding of the duties and
responsibilies assigned. An on-site position review is also known as
a desk audit."
WHY CIVIL SERVICE PERFORMS ON-SITE POSITION REVIEWS
To allow employees
the opportunity to demonstrate, expand upon, or further clarify their
job assignments.
To confirm the
duties and responsibilities of a job as described in its position description.
To gain insight
into the work functions of specific classifications.
To gain a more
comprehensive understanding of the operation of a department and its
functional work areas.
To resolve any
discrepancies concerning what duties and responsibilities have been
assigned to a position.
WHAT YOU CAN EXPECT DURING AN ON-SITE REVIEW
A Civil Service
representative, and usually a representative from your department's
Human Resources office and/or a designee from the Human Resources Office, will conduct the position review.
The review will
consist of an interview during which you will be asked to provide clarification
as to what you do, how you do it, the types of decisions you make, and
whatever else is necessary to make a determination of the appropriate
classification of your position.
After your interview,
your immediate supervisor will usually be asked a series of questions
about your position's responsibilities.
The information
gained from the on-site review will complement the information contained
in the position description submitted with your request for position
review and that provided by your supervisor and personnel office. All
of this information is then analyzed and compared with Civil Service
classification concepts and job specifications to formulate the determination.
HOW YOU SHOULD PREPARE FOR AN ON-SITE POSITION REVIEW
Review your position
description.
Obtain and review
a copy of the job specification of your current position
and the one to which you are seeking reclassification.
Be able to describe,
in detail, the processes that you go through in carrying out your duties.
(Notes may help you to remember areas of importance you wish to address
in the position review).
Provide any visual
aids (documents, demonstrations of work, etc.) that will help the reviewers
understand your job better.
Be able to explain
why you believe your position should be reclassified. This should be
based specifically on the changes in duties performed and organizational
placement.
RECEIVING
YOUR ON-SITE POSITION REVIEW RESULTS
The decision as
to the proper classification of your position will be sent to your department's
personnel office (usually within 30 days from the audit) and passed
on to you through their predetermined process for the dissemination
of such information. Please check with them to find out how they handle
these situations. In addition, denied or modified actions will be sent
to your home address.
If you disagree
with the result of your on-site position review, you will have the opportunity
to file a technical complaint on the decision. Please consult your personnel
office immediately for a more detailed explanation of the technical
complaint process.
FOR
MORE INFORMATION
If you would like
more information about your department's role in the process, you should
contact your personnel liasion. If you would like more information about
the on-site review process you can contact Civil Service at (517) 373-3030, 1-800-788-1766,
or MDCS-BHRS@michigan.gov
This document
is available upon request in alternative accessible formats to individuals
with disabilities. TTY (517) 335-0191.
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