An excellent job description clearly and accurately describes the duties and responsibilities of each position. This issuance describes how the District classifies positions, how to request a position review or desk audit, the review process, the appeals process, and how to maintain information for the position classification program.

DCHR’s Classification Specialists conduct “position reviews” and “desk audits” to obtain up-to-date information and illustrative examples about the duties and responsibilities of a position.

Position Review

A position review is a review of a position or a class of positions. A position review is initiated by either an employee or the agency. An agency typically requests a position review when a position description is outdated (more than 5 years old), or significant changes have occurred in the duties and responsibilities of the position. During a position review, a Classification Specialist compares the duties and responsibilities to available class specifications to determine whether the position or class of positions are appropriately classified. A position review can involve vacant positions, occupied positions, or both. A position review should be conducted within a reasonable timeframe.

Desk Audits

An agency, supervisor, or employee can request a desk audit at any time for a specific employee’s position when there is a significant discrepancy between the official position description and the actual duties and responsibilities performed by the employee.

During a desk audit, a Classification Specialist will conduct interviews that allow the employee, supervisor, and others in a specific unit, to describe the responsibilities of the position and provide illustrative examples of their work. In most cases, the employee, alongside the supervisor, works collaboratively to put in place a Position Description that best describes the day-to-day functions the employee is required to perform, highlighting any additional duties that have been assigned.  A desk audit should be conducted within a reasonable timeframe, typically within 45 business days of the date of receipt of the request.

Classifying Positions

The District of Columbia Department of Human Resources (DCHR) incorporates the guidelines and standards of the U.S. Office of Personnel Management (OPM) to place positions in their proper classes and grades. When changes are necessary, DCHR, with direct input from District agencies, makes the changes, then internally publishes the classification position descriptions, which contain:

1. Defined classes of positions, based on duties, responsibilities, and required qualifications.
2. Official class titles.
3. Grades for the position classes, based on skillset level and job demands.

A supervisor develops position descriptions with coordination from DCHR. U.S. OPM has published content and formatting criteria for evaluating positions, including:

1. The General Schedule Supervisory Guide (Supervisory positions);
2. The Federal Wage System Job Grading System (hourly wage grade positions); and,
3. The Factor Evaluation System (all other positions).

Position Review

Employees or agency representatives who wish to initiate a position review must submit the request via the ServiceNOW Portal. A complete request includes the following attachments:

1. The official position description;
2. OF-8 Form;
3. Excel document with additional details including employee name(s), agency, title, grade, appointment type, and union code; and
4. Organizational chart (if available).

Desk Audit

Employees interested in a desk audit must first meet with their supervisor and discuss any problems and concerns with duty assignments or position descriptions. Supervisors should review the position description with the employee to clarify any misunderstandings. If disagreements remain, the supervisor and/or the employee may request a desk audit.

To formally initiate a desk audit, the requesting employee or agency must submit the request via DCHR’S HR Desk Portal and attach:

1. A copy of their current position description, and
2. Supporting documentation that substantiates the request.

Classification Action Effective Dates

The effective date of a classification action is the date the appropriate authority signs the document. The effective date can change to match the date of the personnel action if:

1. The position is changing to a lower grade or pay, and
2. The employee in the position is eligible for retained grade or pay.

If the personnel action results in a loss of rank, grade, or pay, a notice must be issued to the impacted employee 30 days before starting a personnel action.

DCHR evaluates information gathered using a combination of interviews and series classification standards to determine whether to reclassify positions in terms of grade, position title, and occupational series, which may have salary implications. When DCHR completes its evaluation, the findings and final determination will be provided to the requestor(s) of the position review or desk audit. DCHR’s determination is a recommendation to the agency. Generally, agencies may choose to accept or reject the recommendation, but certain determinations may require agency action.

DCHR’s classification decision may result in one of the following determinations:

1. New position title, same grade. Findings may result in a change in the position title or series, but the grade-level of the position remains the same. The title of the position will be revised to better reflect the duties and responsibilities of the position. The grade will remain unchanged, and the duties and responsibilities remain the same. In such cases, the audit can conclude with a recommendation of a reclassification of the position description.
2. Same position title, same grade/no change. The grade of the position will remain the same. Even if an employee’s duties or the way they perform work may have changed, these changes do not affect the title, series, or grade-level of the position.
3. Same position title, higher grade/Promotion. The position will increase to a higher grade. Once a position has been reviewed and found to merit a higher grade, the agency has two options: (1) upgrade the position, or (2) remove the higher-level duties from the position to maintain the existing grade. In these instances, agencies cannot keep the status quo. The agency must either upgrade the position or alter the duties. If the agency agrees to upgrade the position, DCHR will reclassify the position in PeopleSoft through a personnel action to effectuate the grade increase and collaborate with the agency to create a new position description.
4. Same position title, lower grade/Demotion. The position will be decreased to a lower grade. While possible, desk audits rarely result in downgrading an employee’s position. However, should this occur, the impacted employee will be notified at least ten days prior to implementing the new classification. This outcome will also require the agency to create a new position description. The employing agency is ultimately responsible for effectuating the demotion process.

The impacted employee will receive a written determination letter with the results of their position review or desk audit. The employee may appeal a classification determination to the Director of DCHR at any time; however, employees must do so within 15 calendar days from the date in their determination letter to be entitled to any retroactive pay.

Employees may submit a written brief or memorandum to support their appeal, include supporting documents, as well as engage legal representation by an attorney or other individual at the employee’s own expense.

The Director of DCHR has 45 calendar days from the date of the employee’s petition letter to respond to the appeal. The Director’s decision in response to the appeal is final and not subject to further review.

Employees may use up to 10 hours of administrative leave to prepare an appeal for demotion actions (which are processed as adverse actions). Examples of evidence include written statements from witnesses, sworn statements, or documents. It is the employee’s obligation to provide all facts or raise every defense.

Agencies with independent personnel authority are responsible for executing the appeals process for their respective classification determinations.

Effect of Appeals on Effective Dates of Classification Determinations

Unless otherwise stated, filing an appeal will not change the effective date of a decision. However, the determination can be placed on hold before the effective date if it is found that a review is warranted, and that a suspension is desirable.

When an appeal involves a determination that requires a grade or pay reduction, and the employee is not entitled to retained grade or pay, the effective date will automatically be changed. In that case, after reviewing the determination, the reviewing authority will issue a new determination if they agree with the original decision.

The Director of DCHR has the authority to put a hold on determinations in agencies under the Mayor’s authority. For agencies with independent personnel authority, the agency/department head can suspend a determination.

Retroactivity

Classification actions are generally not applied retroactively. Exceptions apply in cases of wrongful demotion, where employees may appeal within 15 days of the reclassification action. If the appeal raises the position above the original grade, retroactivity applies only up to the original grade. Retroactivity may also be granted if an employee proves they were not properly notified of the action or that circumstances beyond their control prevented a timely appeal.

Demotion actions can never be retroactive; the effective date of a new decision must fall between the rescission date and the start of the fourth pay period thereafter.

Each year, DCHR reviews positions in each agency to confirm classes and grades align with published standards. Each position must be described in writing and include the duties, responsibilities, and suitability designation assigned to the position. Evaluations are done through desk audits, identical position representative sampling, or periodic reviews of positions.

Employers shall keep the following records for at least three (3) years or for the length of the existing federal standards at the time the record is created.

• The name, address, occupation and classification of each employee, exempt person, or independent contractor.
• The rate of pay for each employee, and for independent contractors or exempt persons, the method of payment.
• The classification of everyone as an employee, an exempt person, or an independent contractor.
• The amount paid each pay period to each employee, exempt person, or independent contractor.
• The hours each employee, exempt person, or independent contractor works each day and each work week.
• For anyone not classified as employees, evidence that each is an exempt person or an independent contractor or employee.
• Employers will provide each independent contractor or exempt person with a written notice of their classification at the start of employment.
  • The written notice shall include an explanation of the implications of the person’s classification as an independent contractor or exempt person instead of an employee, and the contact information for the Mayor.
  • Failure to give written notice shall be evidence of a known violation. The employer is liable for an administrative penalty of $500 for each individual that the employer failed to notify.

1. Classification and Compensation, 6-B DCMR §§1109 through1115 

2. Employer record-keeping requirements, D.C. Official Code § 32-1331.12