Business Services
|
Publications - Employee Guide to Classification Audits |
|
 |
|
- What exactly is an audit?
- When are audits done?
- Preparation for an audit
- Additional Tips for Employees being Audited
- Requests for Audits
- Audit Results
For more information concerning Postion Classification Appeals please contact your position classification specialist (PDF; 14Kb).
|
|
A classification audit, often referred to as a desk audit, is simply a tool used by position classification specialists to gather information about jobs. Classification specialists determine the proper title, series, and grade of positions by comparing actual responsibilities to criteria in published classification standards. By contributing to classifiers' knowledge of how jobs function, audits help assure that positions are properly classified.
An audit is an informal procedure in which a classifier discusses with an employee his/her current responsibilities. Classifiers get ready for audits by reviewing position descriptions and standards. If you are being audited, you can expect that the classifier will come prepared with lots of questions. However, the audit won't be confined to those questions. You will have plenty of opportunity to give your views on whatever aspects of the job you feel are important. Following your interview, the classification specialist will briefly interview your supervisor to get his/her perspectives on the job.
|
|
They're done in a wide variety of situations in which classifiers need detailed information about the jobs to make classification determinations. They are often done to help the classifier assess significant changes in positions. Many audits are done in connection with occupation-wide reviews that are prompted by the issuance of new classification guidelines. Sometimes the resolution of various types of concerns and disagreements includes audits.
|
|
If your position is being audited, it's important that you be well prepared to assure that all relevant information about your position is communicated to the classification specialist. The classifier will schedule your audit in advance, through your supervisor. This enables you to make arrangements so that you will not be interrupted during the audit. Also, it's a good idea to think about privacy during the audit. In many instances, audits are done at the employee's desk or regular work site because that location affords the best location for the audited employee to show the classifier items related to the job. However, in some instances the normal work environment is particularly noisy or the lack of privacy may create discomfort. In such cases, it's a good idea to arrange for the use of a nearby conference room or office. If your job is not confined to an office or laboratory, the classifier will often make special arrangements with you and your supervisor for the audit to include field trips or activities that are representative of what you do.
Before your audit, think about and be prepared to discuss all your major responsibilities. Reviewing your position description is a good place to start with this preparation. Be ready to tell the classifier the approximate proportion of work time you spend on each major component of your job. Also be ready to talk about how your job has changed (new duties, impact of technology, impact of new program requirements, etc.). Finally, be prepared to show the classifier exactly what you do. If you have an office job with responsibility for writing reports, have a sample of those reports readily available. If your audit is to include out-of-office activities, plan an itinerary that will give the classifier an accurate picture of what your job is all about.
|
|
Remember that the classifier is visiting you to learn as much as possible about your job. No one is better equipped than you to provide that information. Don't exaggerate or try to stretch the truth, but don't understate the importance and difficulty of your job. Remember that the audit is a very important process. Do the best job you can to explain to the classifier what you do.
Even though the classifier has prepared for the audit, he/she will likely be unfamiliar with some terminology, processes, or concepts that you use every day and take for granted. Your patience in explaining such matters will be very helpful and greatly appreciated.
Don't be shy about volunteering information that you feel is important. Classifiers conducting audits always have lots of questions - but when the question and answer process is missing aspects of your job that you feel are important, speak up. Audits are intended to be informal discussions and the classifier will always want to hear what you have to say - as long as it's relevant to the nature and difficulty of your job.
While classifiers want to learn as much as possible about your job, keep in mind that position classification focuses on positions (i.e. sets of duties and responsibilities) rather than people. The classifier is interviewing you to learn about the responsibilities that make up your job, but he/she is not trying to assess your personal qualifications or how well you are doing the work of the position.
|
|
A request for an audit should be made to one's supervisor. The supervisor will forward the request to the classification specialist when appropriate. The classifier will determine if an audit will be conducted, or whether employee concerns and classification issues will be addressed through alternative procedures. Generally, a decision to proceed with an audit is more likely if the request is based on specific job changes that have occurred since the last review. The classifier will often ask about the accuracy of the current job description and may want an updated description before deciding if an audit is appropriate.
|
|
Classification determinations require extensive analysis and audit decisions usually take at least a few weeks. When a decision is reached, the results will be communicated through supervisory channels.
Most audits do not result in classification changes, but serve simply to confirm the validity of previous classification determinations. In some instances, however, it is determined that changes in title, occupational series, and/or grade are warranted.
If a position is found to be functioning at a grade level above its current level, the classification specialist will work with a personnel staffing specialist and the supervisor of the audited position to effect appropriate action. In some instances, the job will be upgraded and the audited employee will be non-competitively promoted. In other instances, a decision will be made by management to modify work assignments so that assigned duties are consistent with the position's grade. Sometimes, audit results support the establishment of a higher graded position that can be filled only through competitive procedures.
Action is also required if a position is found to be functioning at a grade below its current classification. when that happens, the classification specialist works with the position's supervisor on finding ways to strengthen the job, usually through the reassignment of more difficult work. Another option is the reassignment of the employee to a different, properly classified position at the employee's current grade level. If these efforts to resolve the situation fail, the position needs to be reclassified to the correct grade level as determined through the audit process. If that happens, employees in downgraded positions are usually entitled to grade and pay retention benefits, plus priority placement rights.
For more information concerning Audits, please contact your position classification specialist (PDF; 14Kb).
Last Modified: December 13, 2007