Whenever a subordinate agency makes a personnel change through a competitive or non-competitive procedure, the agency must submit a Personnel Action Request (PAR) to the D.C. Department of Human Resources (DCHR) for processing into the PeopleSoft Human Resource Management System (HRMS). To ensure efficient and accurate processing, agencies should submit personnel actions to DCHR along with a Checklist for Submission of Personnel Actions (DCHR Form No.32-02). This issuance revises the existing form, provides general information on the various types of competitive and non-competitive personnel actions, and provides information on the required documentation for each action. 

When submitting documents to hire new employees, or to make changes to an employee’s record, the employing agency must submit a personal action request (PAR) to DCHR for processing. To submit a request, agencies must use DCHR Form No. 32-02 (Attachment 1), and submit the form with any supporting documentation that is required according to the types of actions outlined in this issuance. Agencies should submit requests to the DCHR Cluster Operations Administration via [email protected]. 

Competitive actions are appointments resulting from open competition after the posting of a vacancy announcement (job requisition). These appointments generally include:

• Initial appointments (first time employment with the District government);
• Conversions (movement from one service to another);
• Promotions (movement to a higher grade level within the same classification system and pay schedule, or movement to a higher representative rate in a different job classification system and pay schedule);
• Reassignments (lateral movement to an agency under the same personnel authority, or movement from one position to another without promotion or demotion); and
• Transfers (lateral movement to an agency within the same service under a different personnel authority). 

Required Documents for Processing of Competitive Actions

For competitive actions, agencies must submit DCHR Form No. 32-02 in addition to the following documentation as applicable, unless otherwise noted:

• Job Requisition / Announcement Number;
• OCA Hiring Freeze Appeal Form (Budget Approval or Funding Certificate, if outside of required OCA approval), or Waiver of OCA Hiring Freeze Appeal Form;
• Approved Position Number;
• Position Description (include Optional Form 8);
• Selection Certificate, e-Recruit screening results, Interview Scores, and Notes;
• Signed Employment Application (or Resume);
• Copy of Proposed Offer Letter;
• Enhanced Suitability Clearance Document;
• General Suitability Screening Checklist (e.g., proof of degree, employment references, and professional license);
• Salary verification (as applicable); and
• Justification memo (as applicable).

Additional Documents

When submitting requests for hiring or pay exceptions, proofs of hiring preference(s), additional income allowances, hiring bonuses, or compensation for travel or relocation, agencies must submit the following documents, as applicable:

• Hiring & Pay Exceptions Request Form, DCSF No. 11B-10;
• Proof of preference documents (Foster Care, Residency, or Veteran);
• Additional Income Allowance or Hiring Bonus Forms; or
• Travel and/or Relocation Expense Request.

Non-competitive personnel actions are personnel actions that do not qualify as being “competitive actions,” which change the status of an employee, or updates an employee’s personnel record. Agencies must submit DCHR Form No. 32-02 in addition to the required documentation for the appropriate non-competitive personnel action outlined in the table provided. The definitions and procedures for these actions are non-exhaustive and are meant to serve as general guidance for the non-competitive personnel actions that require the submission of documentation to DCHR. 

Authorities

1. D.C. Official Code § 1-604.06(a) & (b)
2. Delegations and Sub-delegations of Authority - Director of the D.C. Department of Human Resources and Agency Heads, Mayor's Order 2008-92 (June 26, 2008)

Applicability

The provisions of this issuance apply to those District government agencies which are subordinate to the Mayor’s personnel authority, and independent agencies serviced by or who use the HRMS maintained by DCHR. 

For additional information concerning this instruction, please contact the DCHR’s Cluster Operations Administration, by calling (202) 442-9700 or by sending an e-mail to [email protected].