Step 7: Write your decision
In many cases, the Human Resource (HR) Consultant writes the position review decision for the HR Manager’s approval and signature.
A quality position review write-up:
- Helps the employee know your decision was based on a thorough analysis.
- Uses simple, clear, and concise language so the employee understands the decision.
- Provides documentation if a request for a director’s review is filed.
If a request is granted
If a request to reallocate a position is granted, the review letter will likely be shorter than if the request is denied. The employee’s letter will include:
- New job class
- Effective date of action
- Incumbent status
- Right to request a director’s review
If a request is denied
If a request to reallocate a position is denied, or you determine a different class than what was requested, key points for the decision letter include:
- Determination decision -- a brief statement of your allocation decision. Include steps taken in the review process and a list of related classes that were examined.
- Effect on employee -- statement of any class, salary, and Periodic Increment Date changes (if applicable) and the effective dates.
- Purpose of a position review -- to determine the class which best describes the overall duties and responsibilities of a position.
- Employee’s duties -- with percentages of time taken from the current position description and Position Review Request form.
- Comparison of duties and analysis of class specifications considered that don’t match the position.
- Comparison of duties and analysis of class specification that best matches the position.
- State in detail why you believe the classification is the correct allocation; stick to the facts you have on record and write the decision in a neutral tone; back statements up with specific references to the class specification.
- Use links if necessary to the Glossary of Terms.
- State the decision is not intended to be an evaluation of the incumbent’s capabilities, an assessment of performance, etc.
- Right to request director’s review -- include the right to request a review and timelines.
Additional tips and considerations
- See the following:
- For represented employees the classification article in the applicable CBA should be consulted.
- Sample position review decisions:
- Ensure the manager/supervisor understands the impact of a reallocation.
- For rule questions, contact SHR rules staff at Rules@ofm.wa.gov.