| Before you fill out the "Request for Review" (Form A, formerly the PER-10), you may find it helpful to review the questions and answers below. They pertain to the policies that guide the overall job classification system. These and other details are covered under the Classification Review and Classification Grievance provisions (Article 16) of the contract between the State and the VSEA. If you have further questions, please consult with your personnel officer, your VSEA representative, or contact the Classification Unit in the Department of Human Resources, (802) 828-3517, located at 144 State Street, Montpelier, Vermont 05602.
Q. Why do we have a job classification system and what purpose does it serve?
A. Vermont law requires the Department of Human Resources to adopt a "uniform and equitable plan of classification for each position in state service…" using a "point factor" method of comparison. The broad aim of the classification, or job evaluation, is to maintain comparable pay grade assignments for comparable work across all agency lines. Through job evaluation, we rank all classified positions in relation to each other, by gauging them against the same "ruler." Among the many factors considered are the difficulty, demands and responsibility of each role. The key to fairness is the uniform approach to evaluation. The Department of Human Resources uses the Willis Position Evaluation System to rate all classified jobs.
Q. In general, how does the Willis Position Evaluation System work?
A. The Willis Position Evaluation System enables an analyst to compare very different kinds of work by the same system of measurement. Using detailed information about the role, the analyst scores the four main components of a position. These are: Knowledge and Skills, Mental Demands, Accountability, and Working Conditions. The total score for all four categories equals the final rating. (It is important to note that job evaluation does not measure workload or your performance, nor does it measure things such as longevity or your particular education and experience.)
Q. How do I know if I should complete a request for review?
A. There are three ways to answer this question. First, when you receive your annual performance evaluation, your supervisor should also discuss any changes in your major duties, and whether classification review is warranted. Second, anytime there is a major change in your assigned duties, the level of your responsibility, or any change in the knowledge, skills or abilities necessary to perform your duties. Third, if your position has not been reviewed for several years classification review may be necessary.
Q. Now that I have decided my job should be reviewed, what do I do?
A. You and/or your supervisor should complete the full version of the Request for Review (form A). Before you begin you should read the instructions and all of the questions carefully. If you have questions about completing the form your Personnel Officer or someone from the Classification Unit can help you.
Q. What if my job is in a job series?
A. If your job is part of a job series your supervisor should complete a special (short version) of the Request for Review, (Form B) when you have been assigned duties at the next level in the series. If you are not sure if your job is in a job series you should ask your Personnel Officer, or contact the Classification Unit at the Department of Human Resources.
Q. What should I do after I fill out the Request for Review?
A. Sign and date the form, submit the original to your supervisor to begin the department review of your request. Department managers have 15 working days to review, comment, and forward an employee's Request for Reclassification to the Department of Human Resources. Any pay adjustment resulting from classification review, will be effective as of the first pay period following the date on which the Personnel Department received the Request for Review.
Q. What happens if it takes my department more than 15 working days to forward my Request for Review?
A. As noted above, the effective date will be the beginning of the first pay period following the date on which the Personnel Department receives the Request for Review. However, to ensure that the effective date of any reallocation (should there be one) is not delayed, you may file your Request for Review concurrently with your department and the Department of Human Resources. Submit the original to your own department. File a copy with the Department of Human Resources, including a cover memo noting that you have concurrently filed the original with your department. If there is any change in the level of your position following an evaluation, the change will take effect on the beginning of the first pay period that follows the 15 working days allowed to managers to forward your request to the Department of Human Resources.
Q. What happens next?
A. In some cases the Request for Review cannot by itself convey the full nature of the work involved. As such an analyst from the Classification Unit or the Classification Committee for the department/agency (currently Classification Committees operate in the Department of Environmental Conservation, the Agency of Natural Resources, the Agency of Transportation, the Department of Motor Vehicles, and the Department of Buildings and General Services) may perform an audit. The analyst generally visits the employee at the work site to discuss the job duties in more depth. In addition, the analyst usually confers with the employee's supervisor or other managers to obtain the most thorough understanding possible of the role under review. If the review is assigned to a Classification Committee, members from the committee may visit the employee's work site, or the employee and the supervisor might be invited to discuss the job duties during a regularly scheduled Committee meeting. It is particularly important for the analyst to understand the changes in duties or circumstances that prompted your request for a review. Many people have trouble describing their jobs to someone else. This should not affect your job rating. The analyst will guide you in explaining the work you do. It may help to have some work samples on hand for the analyst to see, depending on the nature of your job. Remember that the analyst is evaluating job responsibilities, not the person in the position. You should understand that a change of duties may not necessarily warrant a change in classification, and could in some cases result in a downward reallocation.
Q. How will I be notified of a decision?
A. The analyst first notifies the personnel officer for your department, and then prepares a written "Employee Notice" which contains an explanation of the decision and the Willis Point rating. For a single position review, the contractual response time for a decision is 60 days from the date of filing, for reviews involving multiple positions the response time is 90 days.
Q. What can I do if I have questions about the decision?
A. You have the option to call the analyst or to request an informal meeting with the analyst or the Classification Committee to discuss the rating. You must request such a meeting by contacting the analyst at the email or phone number indicated on your Employee Notice form, within ten working days of receiving notice of the decision.
Q. What are my appeal rights?
A. If your position was not reallocated upward at least one pay grade, or if it was reallocated downward, you may file a formal classification grievance. The grievance must be filed within 15 days of receiving any decision that may result from the informal meeting. You may also bypass the informal meeting step. In that case, you have 30 days from receipt of the original decision to file a formal grievance. And remember this process is only available to you if your position was not reallocated up at least one pay grade, or was downward reallocated.
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