RD Instruction 2048-A

PART 2048 - POSITION CLASSIFICATION

SUBPART A - POSITION CLASSIFICATION

[Sec.]{.underline} [Page]{.underline}

2048.1 General. 1

2.  Classification Authority. 1

> \(a\) Assistant Administrator, Human Resources. 1
>
> \(b\) Human Resources, National Office. 1
>
> \(c\) Human Resources, State Office. 2
>
> \(d\) Delegation of Additional Classification Authority. 2

2048.3 Classification Responsibilities. 2

\(a\) Classification Delegates. 2

\(b\) Supervisors. 3

\(c\) Employees. 3

2048.4 Position Descriptions. 3

\(a\) Responsibility for Preparation. 3

> \(b\) Standard of Adequacy. 4
>
> \(c\) Simplification and Timesaving Alternatives. 4
>
> \(d\) Responsibility for Accuracy. 5

2048.5 Titling Practices. 5

\(a\) Official Titles. 5

\(b\) Working Titles. 5

2048.6 Position Classification Files. 5

\(a\) Servicing Human Resources Office. 5

\(b\) Official Personnel Folder. 6

\(c\) Supervisor. 6

\(d\) Employee. 6

2048.7 Position Classification Appeals. 6

\(a\) General Schedule (GS). 6

\(b\) Federal Wage System (FWS). 7

Exhibit A Classification Appeal Procedures.

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(06-09-04) PN 375

RD Instruction 2048-A

PART 2048 - POSITION CLASSIFICATION

Subpart A - Position Classification

§ 2048.1 [General]{.underline}.

Position classification is a process for assigning the pay plan, series,
grade level, and title to positions, based on their duties,
responsibilities, and qualification requirements. This regulation covers
classification of work in the General Schedule (GS) and the Federal Wage
System (FWS). This policy supplements Office of Personnel Management
(OPM) classification regulations, rules, and policies, as well as the
United States Department of Agriculture (USDA) classification policies.
Key OPM references include \"The Classifier\'s Handbook,\"
\"Introduction to the Position Classification Standards,\" \"Handbook of
Occupational Groups and Families,\" \"Digest of Significant
Classification Decisions and Opinions,\" and \"Employee Fact Sheet on
Position Classification Appeals.\" These OPM documents are available at
www.opm.gov/fedclass.

§ 2048.2 [Classification Authority]{.underline}.

\(a\) [Assistant Administrator for Human Resources (AAHR)]{.underline}.
All classification authority delegated to the Under Secretary, Rural
Development, is redelegated to the AAHR. The AAHR may redelegate
classification authority to any other qualified employee within Human
Resources (HR) not expressly designated in writing in this part. These
additional redelegations will be issued in writing.

\(b\) [Human Resources, National Office (Washington DC and St.
Louis)]{.underline}. The AAHR redelegates authority to classify all
serviced positions GS-15 and below to the Chief, Headquarters Personnel
Services Branch, and the Chief, Field Services Branch, except for their
respective positions and those specifically reserved to OPM or USDA by
regulation. The AAHR also redelegates authority to classify field
positions GS-13 and below to the Chief, Field Services Branch. The
Chief, Headquarters Personnel Services Branch, and the Chief, Field
Services Branch, have the authority to redelegate classification
authority to qualified specialists within their respective branches.
Limited classification authority (i.e., no higher than the full
performance grade level of the HR assistant) may be redelegated to
qualified HR assistants within the respective branches.

DISTRIBUTION: W, S, A, L Human Resources

Position Classification

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RD Instruction 2048-A

§ 2048.2 (Con.)

> \(c\) [Human Resources, State Office]{.underline}. HR Specialists and
> Administrative Officers are delegated classification authority for
> serviced positions GS-7 and below. Limited classification authority
> (i.e., no higher than the full performance grade level of the HR
> assistant) may be redelegated to qualified HR assistants in State
> Offices.
>
> \(d\) [Delegation of Additional Classification Authority.]{.underline}
> The Chief, Field Services Branch, may redelegate authority to classify
> serviced positions above GS-7 to qualified specialists in a State,
> usually the senior HR specialist. Additional delegations may be
> approved for program positions GS-13 and below (with the exception of
> GS-0810-13) and administrative positions GS-12 and below (with the
> exception of the Administrative Officer and senior HR Specialist).
> Requests for additional classification authority must be submitted to
> the Field Services Branch and must document training and experience.
> If the candidate is new to the HR specialist position (e.g., selected
> from an assistant position or a position outside HR), the request must
> include samples of classification work. No work samples are required
> if the candidate is new to Rural Development, but has had training and
> experience in classification in a previous position.

§ 2048.3 [Classification Responsibilities]{.underline}.

\(a\) [Classification Delegates]{.underline}. Classification delegates
must:

\(1\) Provide advice and assistance to supervisors and employees in
drafting position descriptions (PD's) and explaining the classification
process.

\(2\) Prepare and classify PD\'s in accordance with published OPM
position classification standards.

\(3\) Ensure positions are classified and officially established before
employees are assigned.

\(4\) Conduct desk audits and other position reviews to ensure PD\'s are
accurate and positions are appropriately classified.

\(5\) Provide input to mission area officials on proposed classification
standards, studies, and other classification-related matters.

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RD Instruction 2048-A

§ 2048.3(a) (Con.)

\(6\) Implement new and revised position classification standards within
stated timeframes.

\(7\) Ensure official classification files are established and
maintained.

\(b\) [Supervisors]{.underline}. Supervisors must:

\(1\) Make work assignments and draft PD\'s.

\(2\) Certify the accuracy of duties and responsibilities in a PD before
a position is officially established.

\(3\) Learn how subordinate positions are classified and respond to
basic inquiries from employees on classification.

\(4\) Assign work and ensure it is performed in accordance with duties
and responsibilities on the official PD.

\(5\) Periodically review position descriptions for accuracy and contact
the HR staff if concerns surface or changes are needed. Review the
accuracy of PD\'s for vacant positions prior to initiating requests to
fill them. Prepare draft revisions to PD\'s.

\(6\) Contact the HR staff for assistance on position classification
matters.

\(c\) [Employees]{.underline}. Employees must:

\(1\) Review and understand the duties and responsibilities in assigned
PD\'s.

\(2\) Raise concerns about the accuracy of assigned PD\'s. (Employees
may submit draft revisions for assigned PD's.)

\(3\) Provide information on duties and responsibilities during desk
audits and other position reviews.

§ 2048.4 [Position Descriptions]{.underline}.

\(a\) Responsibility for Preparation.

\(1\) The primary responsibility for preparing position descriptions
lies with the first-line supervisor.

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RD Instruction 2048-A

§ 2048.4(a) (con.)

\(2\) Anyone with knowledge of the duties and responsibilities may draft
a PD. This includes other supervisors, employees, and HR staffs.

> \(3\) A PD will be final and a position officially established after
> the supervisory certification and classification certification are
> completed on the Optional Form (OF) 8, \"Position Description.\"
> (Revised 08-23-06, PN 401.)

\(b\) [Standard of Adequacy]{.underline}.

\(1\) A PD is considered adequate if it includes the major duties,
responsibilities, and organizational relationships of a job. Estimated
percentages of time for various duties will be shown if it is essential
to the determination of series and/or grade level for a position.

\(2\) It is not necessary to include minor duties unless they affect the
classification of the position.

\(3\) The PD should be written in clear, concise, and easy to understand
language. The description of the duties and responsibilities, excluding
the Factor Evaluation System (FES) factors, generally should not exceed
two pages.

\(4\) The FES format must be used when the grade of the position is
determined by an FES position classification standard. The FES format
may be used, but is not required, when a narrative standard determines
the grade of the position.

\(c\) [Simplification and Timesaving Alternatives]{.underline}. Some
examples are:

\(1\) Use of automation to prepare and store libraries of PD\'s.

\(2\) Use of the same (i.e., standard or identical additional) PD to
cover multiple positions with similar requirements.

\(3\) Use of Statement of Differences to describe trainee and/or
intervening levels below the full performance level of a position.

\(4\) Use of prototype PD\'s developed to describe a typical pattern of
duties and responsibilities for common jobs.

\(5\) Use of amendments or pen and ink changes to document minor changes
in a position\'s assigned duties and responsibilities.

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RD Instruction 2048-A

§ 2048.4 (con.)

\(d\) [Responsibility for Accuracy]{.underline}.

\(1\) The first line supervisor has the primary responsibility to ensure
an employee\'s PD is accurate.

\(2\) Employees have the responsibility to notify their supervisors if
they identify the need for changes in their PD\'s.

\(3\) Supervisors and employees are encouraged to discuss the accuracy
of the PD during mid-year and annual performance reviews.

\(4\) Supervisors and HR staff should review the accuracy of PD\'s prior
to initiating action to fill vacant positions.

\(5\) Classification delegates are encouraged to periodically review the
accuracy of PD\'s and classification determinations. They may use a
variety of methods, alone or in combination. These include desk audits,
interviews, duties questionnaires, and paper reviews.

§ 2048.5 [Titling Practices]{.underline}.

> \(a\) [Official Titles]{.underline}. Classification delegates must use
> official titles that are prescribed in OPM\'s Position Classification
> Standards. When the standards do not prescribe an official title, the
> classification delegate must follow current Rural Development guidance
> on official titles. Periodically such guidance is issued to encourage
> consistency in titling, particularly for similar field positions
> across State lines.
>
> \(b\) [Working Titles]{.underline}. Working titles may be used for
> positions with official titles that are prescribed in OPM standards.
> The classification delegate must follow current Rural Development
> guidance on working titles. Working titles are discouraged for
> positions when OPM does not prescribe the official title. In these
> instances, the flexibility to assign an official title should negate
> the need for an additional working title.

§ 2048.6 [Position Classification Files]{.underline}.

\(a\) [Servicing Human Resources Office]{.underline}. Each servicing
Human Resources Office must maintain position classification files.

\(1\) The official files must include the original OF-8 and the PD for
each active position. (Revised 08-23-06, PN 401.)

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RD Instruction 2048-A

§ 2048.6(a) (con.)

\(2\) The official files must also include the original evaluation
statements. Classification delegates are encouraged to prepare
evaluation statements for each PD to record the rationale for
classification and Fair Labor Standards Act (FLSA) status
determinations. Evaluation statements must be prepared when no OPM
standards have been published for a position, when there is a mixed
series and/or mixed grade position, and when the basis for the final
classification is not readily apparent.

> \(i\) As with the preparation of PD\'s, simplification and timesaving
> alternatives are encouraged.
>
> \(ii\) Evaluation statements should be prepared and stored
> electronically.
>
> \(iii\) If the grade of a position is determined by using an FES
> standard, recording the assigned points and factor levels on the front
> of the OF-8 will meet the minimum requirements for an evaluation
> statement. There should be an expanded evaluation statement if there
> are any questions about the basis for final classification.\
> (Revised 08-23-06, PN 401.)

\(b\) [Official Personnel Folder]{.underline}. A copy of the current PD
must be filed on the left side of the Official Personnel Folder for each
employee.

\(c\) [Supervisor.]{.underline} Each supervisor must maintain a file
that includes a copy of the PD for each subordinate position.

\(d\) [Employee]{.underline}. Each employee must be given a copy of
his/her PD.

§ 2048.7 [Position Classification Appeals]{.underline}.

An employee dissatisfied with the classification of the position to
which he/she is currently assigned may file a classification appeal.
There is one level of appeal within Rural Development and that is to the
AAHR.

\(a\) [General Schedule (GS)]{.underline}. RD Instruction 2048-A,
Exhibit A, Classification Appeal Procedures, provides information on
what may be appealed, when an appeal may be filed, how to file an
appeal, and what to include in an appeal. This exhibit may be used to
inform GS employees of their classification appeal rights.

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RD Instruction 2048-A

§ 2048.7 (Con.)

\(b\) [Federal Wage System (FWS)]{.underline}. Although most of the
information in Exhibit A applies to FWS employees, there is one
significant difference. FWS employees do not have the option to file a
classification appeal directly to OPM. They first must appeal to either
Rural Development or the Department; however, they cannot appeal to
both. Once the FWS employee has a formal appeal decision from either
Rural Development or USDA, the employee may file with OPM.

Attachment: Exhibit A, Classification Appeal Procedures

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RD Instruction 2048-A

Exhibit A

Page 1

**[CLASSIFICATION APPEAL PROCEDURES]{.underline}**

***[What May Be Appealed]{.underline}***

Pay plan, title, series, and/or grade level of the position.

***[When An Appeal May Be Filed]{.underline}***

An employee may file an appeal on the classification of his/her current
position at any time. However, there are specific time limits for filing
an appeal when an agency\'s classification action results in actual loss
of grade or pay for an employee. Unless this has happened, the employee
is not entitled to retroactive pay if the appeal decision supports a
higher grade.

***[How To File An Appeal]{.underline}***

An employee in a General Schedule (GS) position has the following
options:

\(1\) Written appeal, following agency procedures, to the Rural
Development Assistant Administrator for Human Resources in the National
Office; and/or

\(2\) Written appeal, following Department procedures, to USDA, Office
of Human Resources Management, Compensation and Employment Division;
and/or

\(3\) Written appeal directly to the U.S. Office of Personnel Management
(OPM).

An employee receives the maximum number of reviews if the appeal is
filed first with the agency, then with the Department, and lastly with
OPM. If the appeal is filed directly with OPM, it is the first and final
review. An employee chooses which office(s) to send his/her appeal.

***[What To Include In An Appeal]{.underline}***

\(1\) Employee\'s name, mailing address, office telephone number, office
facsimile number, and electronic mail address.

\(2\) Present title, series, and grade level of the employee's position.

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RD Instruction 2048-A

Exhibit A

Page 2

***[What To Include In An Appeal (Con.)]{.underline}***

\(3\) Reasons why the employee believes the position is not correctly
classified. The employee is encouraged to include references to
appropriate classification standards.

\(4\) Title, series, and grade level the employee is requesting for
his/her position.

\(5\) Copy of the employee\'s official position description (PD) and
either a statement affirming that it is accurate or a detailed
explanation of the inaccuracies and an explanation of the employee's
efforts to correct the PD.

\(6\) Any additional information about the employee\'s position that
will aid in understanding it.

The employee\'s servicing Human Resources staff is available to provide
more specific information on classification appeal procedures.

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