Source: https://app.leg.wa.gov/WAC/default.aspx?cite=357-58&full=true
Timestamp: 2019-04-18 17:14:48+00:00

Document:
357-58-030 Who determines if a position is included in the WMS? [Statutory Authority: Chapter 41.06 RCW. WSR 05-12-068, § 357-58-030, filed 5/27/05, effective 7/1/05.] Repealed by WSR 10-23-043 and 11-01-158, filed 11/10/10 and 12/22/10, effective 4/1/11. Statutory Authority: Chapter 41.06 RCW.
357-58-135 Who can provide lump sum performance recognition payment to employees? [Statutory Authority: Chapter 41.06 RCW. WSR 16-05-056, § 357-58-135, filed 2/12/16, effective 3/14/16; WSR 11-23-054, § 357-58-135, filed 11/10/11, effective 12/13/11; WSR 05-12-069, § 357-58-135, filed 5/27/05, effective 7/1/05.] Repealed by WSR 17-18-026, filed 8/28/17, effective 10/2/17. Statutory Authority: Chapter 41.06 RCW.
357-58-140 Is there a limit to the amount an employee can receive for performance recognition pay? [Statutory Authority: Chapter 41.06 RCW. WSR 11-23-054, § 357-58-140, filed 11/10/11, effective 12/13/11; WSR 05-12-069, § 357-58-140, filed 5/27/05, effective 7/1/05.] Repealed by WSR 17-18-026, filed 8/28/17, effective 10/2/17. Statutory Authority: Chapter 41.06 RCW.
357-58-545 Does the director of the department of personnel have the rights to review an agency's administration of WMS? [Statutory Authority: Chapter 41.06 RCW. WSR 05-12-072, § 357-58-545, filed 5/27/05, effective 7/1/05.] Repealed by WSR 10-23-043 and 11-01-158, filed 11/10/10 and 12/22/10, effective 4/1/11. Statutory Authority: Chapter 41.06 RCW.
Who is authorized to adopt rules for the WMS?
The director adopts the WMS rules after consultation with state agencies.
What are the goals of the WMS rules?
(8) Ensuring that decisions are not based on patronage or political affiliation.
Must agencies maintain position descriptions for each WMS position?
Agencies must maintain a current position description for each WMS position.
Must a standard form be used to describe each WMS position?
A standard form developed by the director, or an alternate form approved by the director, must be used for each WMS position description.
What is the requirement for agencies to develop procedures which address determining inclusion in WMS and evaluating positions for placement within the management bands?
(1) Each agency must develop a WMS inclusion and evaluation procedure consistent with this chapter and guidelines established by the director's office.
(2) The inclusion and evaluation procedure must be approved by the director.
(a) Appointment of a human resource professional as the agency's WMS coordinator who serves as the single point of contact for the director's office regarding WMS issues.
(b) Use of a form prescribed by the director or an alternate form approved by the director for requests to establish or reevaluate WMS positions.
(c) Approval of the request for inclusion or evaluation by the position's agency head or designee.
(iii) A management representative from another agency or human resource professional from another agency.
(e) Only those who have successfully completed training may participate on a WMS committee. The training must satisfy the core curriculum as defined by the director's office.
What is the definition of a manager or managerial employee?
(5) Functions above the first level of supervision and exercises authority that is not merely routine or clerical in nature and requires the consistent use of independent judgment.
Are there any manager positions or managerial employees that are not included in the WMS?
Manager positions or managerial employees that are exempt from civil service and manager positions or managerial employees of institutions of higher education and related boards are not included in WMS or covered by chapter 357-58 WAC.
What happens when it has been determined that a position no longer meets the definition of manager found in WAC 357-58-035?
When an agency has determined that the duties of a position no longer meet the definition of manager, found in WAC 357-58-035, and is no longer appropriate in WMS, then provisions of WAC 357-58 no longer apply. The WGS rules on reallocation (WAC 357-13) will apply. The employee will retain existing status.
Who is covered by the WMS rules?
Chapter 357-58 WAC applies only to managers and does not apply to classified employees in the Washington general service.
What chapters of civil service rules apply to WMS positions?
Other chapters of civil service rules do not apply to WMS positions or employees except for the chapters listed below. If a WMS issue is identified that the director has not specifically addressed in the adoption of the WMS rules, the other civil service rules do not apply or take precedence in addressing the issue.
Except where specifically stated otherwise, the following chapters apply to positions or employees included in the WMS.
What civil service rules do not apply to WMS?
Do the WMS rules apply to all general government employers?
The WMS rules, chapter 357-58 WAC, apply to all general government employers.
(1) Competencies. Those measurable or observable knowledge, skills, abilities and behaviors critical to success in a key job role or function.
(7) Management bands. Management bands are a series of management levels included in the Washington management service. Placement in a band reflects the nature of management, decision-making environment and policy impact and scope of management accountability and control assigned to the position.
(8) Performance management confirmation. Approval granted by the director to an employer allowing the employer to factor in individual employee performance when granting recognition leave and when making layoff decisions.
(9) Premium. Pay added to an employee's base salary on a contingent basis in recognition of special requirements, conditions or circumstances associated with the job.
(b) A WMS position and its incumbent from one section, department or geographical location to another section, department or geographical location.
What are the responsibilities of each agency for effectively managing and budgeting salaries for WMS positions?
Each agency has the overall responsibility for effectively managing and properly budgeting for salaries based on performance management and job required competencies for its WMS positions.
Must agencies have a salary administration policy?
(1) Each agency must develop a salary administration policy that is consistent with this chapter and guidelines established by the director's office for WMS positions.
(2) Each policy must be submitted for the director's review and approval.
How are positions assigned to the management bands?
Each agency must evaluate its WMS positions using a managerial job value assessment chart developed by the director's office. The number of points resulting from the evaluation determines the management band to which a position is assigned.
How are positions placed into the WMS medical band?
Decisions regarding placement of positions in the WMS medical band can only be made by the director. In order for a position to be placed in the WMS medical band, agencies must submit a request to OFM for approval by the director.
Can WMS salaries be set outside the maximum of an assigned management band?
Compensation for a WMS position may be set outside the maximum of the assigned management band when allowed under any provision of this chapter or when approved by the director.
If the legislature approves a salary increase, will employees whose base salaries are set outside the maximum of the assigned management band receive the salary increase?
(2) The top of the adjusted band exceeds the employee's current salary.
For what reasons can an agency adjust a WMS salary?
(3) Documented agency and/or state internal salary relationship problems, as approved by the agency director or designee.
May agencies provide salary increases for WMS employees?
Employers may provide salary increases to WMS employees in recognition of the employee's demonstrated growth and development.
Salary increases initiated by the agency normally will not exceed a total of twenty-five percent during the tenure of an employee's appointment to a position as long as the position's duties are unchanged or would not evaluate higher if new duties were assigned.
When can exceptions to the salary increase limits be made?
Only the director may grant requests for exception to the salary increase limit.
(2) Movement to a different position that has a higher salary standard and/or higher evaluation points.
What is a voluntary demotion and what changes may occur in salary?
A voluntary demotion is a voluntary movement by an employee to a position with lower evaluation points. Such movement may result in a salary decrease.
What is a disciplinary demotion and what changes may occur in salary?
(2) Movement to a different position that has a lower salary standard and/or lower evaluation points or to a WGS position with a lower base salary.
A disciplinary demotion may result in a salary decrease. Any salary decrease must comply with the salary basis test of the Fair Labor Standards Act.
Do salary increases greater than five percent for a group of employees need approval?
Salary changes greater than five percent proposed for any group of employees must be reviewed and approved by the director.
Upon return from exempt service, how is a WMS employee's salary set?
The employee's base salary must not be less than the employee's previous base salary in classified service, adjusted according to any changes to the salary standard established for the position or any general wage increases/adjustments that occurred while the employee was in exempt service.
For what reasons may a WMS employee be required to pay back the recruitment and/or retention lump sum payment?
If the employee receiving the recruitment and/or retention lump sum payment terminates or causes termination with the state within one year of the date of appointment or transfer, that employee may be required to pay back the lump sum payment. If the termination is a result of layoff, disability separation, or other good cause as determined by the agency director, the employee will not have to pay back the lump sum payment.
When may an agency authorize lump sum relocation compensation?
(2) It is necessary to successfully recruit or retain a qualified candidate or employee who will have to move his or her home in order to accept the position.
For what reasons may an employee be required to pay back the relocation payment?
If the employee receiving the relocation payment terminates or causes termination with the state within one year of the date of the appointment or transfer, that employee may be required to pay back the lump sum payment. Termination as a result of layoff, disability separation, or other good cause as determined by the agency director will not require the employee to repay the relocation compensation.
Must the agency develop written criteria for relocation compensation?
(2) The method that will be used to determine the amount of relocation compensation.
How are hours of work established for WMS employees?
Agencies must assign each WMS position to one of the overtime eligibility designations identified in the compensation plan and determine the position's work week.
Do WMS employees receive leave benefits?
Leave accrual, leave usage, and paid holidays for WMS employees must be in accordance with chapter 357-31 WAC.
What about other pay issues?
Each agency may establish policies and practices for additional compensation such as shift differential, call back pay, and standby pay in accordance with the provisions of chapter 357-28 WAC.
Must an agency have a policy regarding authorization of additional leave to support the recruitment of a candidate or the retention of an incumbent for a WMS position?
(2) Requires that lump sum accruals only be granted after services have been rendered in accordance with express conditions established by the employer.
Must an agency develop a recruitment and selection policy and/or procedure for WMS positions?
Each agency must develop a recruitment and selection policy and/or procedure that will best meet client, employee, management, and organizational needs. The policy and/or procedure must address filling positions and employee movement.
The policy and procedures for recruitment and selection must be inherently flexible and permit methods and strategies to be varied and customized for each recruitment and selection need.
What must be addressed in agency's WMS recruitment and selection policy and/or procedure?
(7) Encourage decentralized and regional administration of the recruitment and selection processes when it is appropriate for the agency.
At any time, an employee and the affected agency or agencies may agree to the transfer of a WMS employee within an agency or between agencies.
Under what conditions may an employer reassign a WMS employee?
At any time, an agency may reassign an employee or a position and its incumbent to meet client or organizational needs. If the new location is within a reasonable commute, as defined by the agency, the employee must accept the reassignment.
If the reassignment is beyond a reasonable commute and the employee does not agree to the reassignment, the employee has layoff rights in accordance with this chapter.
When may a WMS employee transfer to a WGS position and vice versa?
A permanent employee may transfer from a WMS position to a WGS position if his/her salary is within the salary range of the WGS position.
A permanent employee may transfer from a WGS position to a WMS position if his/her salary is within the management band assigned to the WMS position.
May a permanent employee voluntarily demote to a WGS position?
A permanent employee may voluntarily demote from a WMS position to a WGS position at a lower pay level than his/her current position.
May a permanent WMS employee accept a nonpermanent appointment in the WGS?
A permanent WMS employee may accept a nonpermanent appointment to a WGS position as provided in chapter 357-19 WAC.
What happens when a WMS employee who was serving a review period and was appointed to a WGS nonpermanent position returns to the same or different WMS position?
If a WMS employee was serving a review period and accepted a nonpermanent appointment to a WGS position and returned to the same or different WMS position, the employer may allow the prior time served in the WMS review period to count towards the completion of the review period.
May employers create WMS positions in projects?
Employers may designate project positions that meet the definition of manager as WMS project positions.
What are the notification requirements for appointing an employee to a project WMS position?
An employee appointed to a project WMS position must be notified, in writing, of the status of the appointment and the expected ending date of the position.
Must an employee appointed to a project position serve a review period?
(b) The employee is a permanent employee who has promoted to a project WMS position.
(2) An employee who does not have permanent status prior to appointment to a project WMS position will gain permanent status upon completion of the review period.
Must an employee who transfers or voluntarily demotes to a project WMS position serve a review period?
An appointing authority may require an employee who transfers or voluntarily demotes to a project WMS position to serve a review period.
What happens to employees in project WMS positions at the conclusion of the project?
(1) At the conclusion of an appointment to a project WMS position, the layoff provisions of this chapter apply.
(b) A permanent WMS employee who left a permanent WMS position may have additional rights negotiated under WAC 357-58-255.
When may an agency make an acting WMS appointment and what actions are required?
When necessary to meet organizational needs, an agency may make nonpermanent appointments in WMS. These appointments are called acting appointments. Prior to the acting appointment, the appointing authority must communicate in writing to the employee the anticipated length, intent, salary, and other conditions of the appointment.
Does time in an acting appointment count as time in the review period?
When an individual who is in an acting WMS appointment is subsequently appointed to a permanent WMS position, time spent in the acting appointment may count towards the review period for the permanent WMS position at the discretion of the appointing authority.
May a permanent WMS employee accept an acting WMS appointment and what are the employee's return rights at the conclusion of the acting appointment?
Permanent WMS employees may accept acting appointments to WMS positions.
(1) When a permanent WMS employee has accepted an acting appointment within the same agency and the acting appointment ends, the agency must at a minimum provide the employee the layoff rights of his/her permanent WMS position. If returning to a permanent WMS position the employee's salary must not be less than the salary of the previously held permanent WMS position.
(2) When a permanent WMS employee has accepted an acting appointment within a different agency, the original agency must provide layoff rights as specified in subsection (1) of this section for six months from the time the employee is appointed. Any return right after six months is negotiable between the employee and agency and must be agreed to prior to the employee accepting the nonpermanent appointment. If the employee does not return on the agreed upon date, the employee can request placement in the general government transition pool per WAC 357-46-095.
(3) In lieu of the rights provided in subsection (1) and (2) of this section, the agency and the employee may agree to other terms.
When may a WMS employee be required to serve a WMS review period?
An appointing authority may require an employee who transfers, voluntarily demotes, or accepts a layoff option to another WMS position to serve a review period.
What happens when a WMS employee promotes to a new WMS position within the same agency while serving in a review period?
If a WMS employee is promoted to a different WMS position in the same agency during the review period the employer may count time served in the initial review period towards the review period of the new position.
What happens when a WGS employee serving a probationary or trial service period is appointed to a WMS position within the same agency?
An employee who is appointed to a WMS position from a WGS position in the same agency while serving a probationary or trial service period in the same or similar occupational field may serve the trial service or probationary period concurrently with the review period. At the discretion of the employer, the employee may attain permanent status in the previous job classification once the original probationary or trial service period concludes.
If the positions are in the same or similar occupational field, the employer may allow for some or all of the time served in the probationary or trial service period to count towards the review period.
When a WMS employee is promoted in the same position as a result of additional new duties, is a review period required?
The agency may require a review period when the employee remains in the same position and receives a promotion as a result of additional new duties.
When does reversion take place during a review period?
During the review period, the appointing authority may separate or revert the employee from the position with written notification of the effective date.
When a permanent WMS employee does not complete the review period, what reversion rights does the employee have?
When a permanent WMS employee is appointed to a WMS position and reverted during the review period, the current employing agency at the time of reversion must place the employee in a vacant funded WMS position for which the employee is qualified, and that is comparable to the employee's position and salary prior to the last WMS appointment. If no vacant funded positions are available, the agency must place the employee in a WMS position for which the employee is qualified and which is similar to the employee's previous position and salary. If the reversion of the employee causes the total number of employees to exceed the total number of positions to be filled, the employer may implement a layoff.
When a permanent WGS employee does not complete the review period for a WMS position, what reversion rights does the employee have?
When a permanent WGS employee is appointed to a WMS position and is reverted during the review period, the employee has reversion rights with the current employer at the time of reversion in accordance with WAC 357-19-115, 357-19-117, and 357-19-120.
May a reverted employee and an agency come to mutual agreement on reversion placement?
Nothing in this section precludes agencies and the reverted employee from reaching mutual agreement on placement of a reverted employee within the WMS or within the WGS if permitted by the respective rules.
Does a WMS employee who does not have permanent status in the classified service have reversion rights?
A WMS employee who is separated prior to completing the review period and has not gained permanent status in the classified service has no reversion rights.
Are there any appeal rights for reversion or separation during the review period?
Employees may not appeal reversion or separation during the review period.
What is the responsibility of general government employers to provide training and development to WMS employees?
General government employers must provide all WMS employees development and training opportunities designed to broaden managerial and leadership competencies. Diversity and performance management must be part of this training. WMS employees who supervise staff must meet the requirements in chapter 357-34 WAC.
What is the responsibility of WMS managers?
In addition to those responsibilities identified in chapter 357-34 WAC, WMS employees are responsible for seeking out and fully participating in opportunities to enhance their managerial knowledge and leadership competencies to implement and emphasize performance management, model efficient leadership in changing work situations, reduce potential liability claims and manage in a civil service environment.
What will be the role of the department of enterprise services?
The department of enterprise services shall assist state agencies by providing a quality developmental and leadership training program and consultative and technical assistance to help agencies address the development needs of their managers.
In addition to the requirements of chapter 357-37 WAC, what must the performance management process focus on for WMS employees?
(3) Holding managers accountable for achieving programmatic results and helping to build a performance based culture that will enable workforce success.
When and how often must performance feedback be provided to a WMS employee through the formal evaluation process?
Employers must provide feedback and formally evaluate the performance of WMS employees during the review period and annually thereafter.
What forms and procedures must employers use to plan for and evaluate the performance of managers?
Agencies must use standardized employee performance planning and evaluation procedures and forms developed by the director or alternate procedures and forms approved by the director.
May employers supplement the standardized performance evaluation procedures and forms?
(5) Preparation of a performance management and development plan.
May an employer factor in employee performance when granting recognition leave and when making layoff decisions for WMS employees?
A general government employer may factor in an employee's performance when granting recognition leave and when making layoff decisions if the employer has received performance management confirmation.
How does an employer receive performance management confirmation which enables them to factor in performance when granting recognition leave and when making layoff decisions for WMS employees?
Employers may request performance management confirmation from the director for WMS employees. The director will use the elements listed in WAC 357-58-435 to assess and evaluate an employer's readiness to fairly and objectively factor in performance when granting recognition leave and when making layoff decisions. If the director determines that the employer has developed a performance management program that encompasses the necessary elements, the employer will be granted performance management confirmation.
What elements will the director evaluate to determine if an employer should be granted performance management confirmation?
How may an employer lay off WMS employees and what notice is required?
WMS employees may be separated without prejudice due to layoff in accordance with the statutes and the agency's layoff procedure.
Permanent employees must receive at least fifteen calendar days' written notice of layoff, except when the employer and employee agree to waive the fifteen-day notice. Notice of layoff must include the reason or basis for layoff and the employee's right to appeal the layoff.
WMS employees without permanent status must receive at least one calendar day's written notice of layoff.
Employees may be laid off without prejudice according to layoff procedures that are consistent with these rules.
(d) Employee's ineligibility to continue in a position which has been reallocated to the WGS.
How does a WMS employee return from an exempt appointment?
When an exempt employee has the right to return under WAC 357-04-030 to a WMS position the return will be accomplished as provided in WAC 357-19-195, 357-19-200, and 357-58-132.
What option does a permanent employee in a WMS position have to take a position when the employee is scheduled for layoff?
(a) The employee has the required competencies for the position.
(b) The WMS position is at the same salary standard and/or evaluation points. If no option to a position with the same salary standard and/or evaluation points is available, the employer must consider other WMS positions with a lower salary standard and/or evaluation points, or general service positions in accordance with WAC 357-46-035(1) in descending salary order if the employee has held permanent status in a WGS classification. At the agency's discretion, the employee may be offered a vacant position at higher evaluation points.
(c) The position being offered as the option is funded and vacant. If no vacant position is available, the position being offered as the option must be occupied by the employee with the lowest retention rating.
(2) If a permanent employee has no option available under subsection (1) of this section, the employer must determine if there is an acting position in the layoff unit for which the employee is qualified.
The employer determines an employee's employment retention rating using seniority as calculated in WAC 357-46-055. Employers with performance management confirmation may consider properly documented performance in addition to seniority. If performance is not considered, an employee's employment retention rating is equal to the employee's seniority.
What provisions governs separation due to disability for WMS employees?
WMS employees may be separated due to disability in accordance with WAC 357-46-160, 357-46-165, 357-46-170, and 357-46-175.
What provisions governs nondisciplinary separation for WMS employees?
Employers may separate WMS employees for nondisciplinary reasons in accordance with WAC 357-46-195, 357-46-200, and 357-46-205.
What provisions governs separation for unauthorized absence for WMS employees?
Employers may separate WMS employees for unauthorized absence in accordance with WAC 357-46-210, 357-46-215, 357-46-220 and 357-46-225.
May an employee request withdrawal of his/her resignation?
Does a WMS employee have appeal rights?
Any permanent employee in a WMS position who is laid off, dismissed, suspended, demoted, separated, whose position has been reassigned beyond a reasonable commute without agreeing to the reassignment, or whose base salary is reduced may appeal in accordance with chapter 357-52 WAC. Any WMS employee who is adversely affected by a violation of the state civil service law (chapter 41.06 RCW) or the civil service rules pertaining to WMS employees (chapter 357-58 WAC) may appeal in accordance with chapter 357-52 WAC. The conclusion of an acting appointment is not subject to appeal.
Can the agency's decision regarding which WMS position to eliminate in a layoff action be appealed?
The agency's decision regarding which WMS position to eliminate in a layoff is not subject to appeal.
How does the employee request reconsideration of an agency action?
Employee requests for reconsideration of an agency action must be in writing and requested within fifteen calendar days of the action or notification or awareness (whichever was first) of the action.
What type of records are agencies required to keep and report for WMS employees?
Each agency will maintain records of employees in the WMS. The records will identify employees as members of the WMS, including position numbers and position titles and will track all personnel actions related to them. Agencies will be responsible for collecting statistical information on WMS personnel regarding diversity, applicant flow, and appointments following each selection.
What is the director's authority to review actions taken by an agency under chapter 357-58 WAC or to audit an agency's WMS processes?
(b) An agency's administration of the WMS program.
(2) An agency's compliance with WMS procedures and rules will be audited. Audit requirements will be prescribed by the director's office.
May an employer temporarily layoff a WMS employee?
(2) Temporarily reduce a WMS employee's regular work schedule to less than twenty hours a week for more than sixty calendar days in a calendar year.
What is the notice requirement to temporarily layoff a WMS employee?
What is a WMS employee's status during temporary layoff?
(c) Use of their accrued vacation leave for hours the employee is not scheduled to work if the temporary layoff was due to lack of funds. The only exception is that during the 2009-2011 fiscal biennium if an employee's monthly full-time equivalent base salary is two thousand five hundred dollars or less and the employee's agency enacts a temporary layoff as described in chapter 32, Laws of 2010, the employee can use accrued vacation leave during the period of temporary layoff.
How is a WMS employee's temporary layoff day determined when an employee works a night shift schedule which begins one calendar day and ends on the next?

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