Classification Questionnaire (Desk Audit) Information
An employee who believes their job duties and responsibilities more closely resemble those of another job classification in the classified branch of service, rather than the one currently assigned, may request a study be conducted by the Department of Administration to determine the proper job classification.*
While most union contracts have specific provisions which include time frames regarding this process, below you will find general information about this process.
Step 1: Requesting the Form - The employee must make a request in writing for a Classification Questionnaire Form to their human resources office. Within time frames specified by contract, the employee is furnished a 3-part questionnaire form for completion.
Step 2: Completing the Form - The employee completes the 3-part form and submits all copies to their immediate supervisor. The employee is responsible to comprehensively and accurately complete the classification questionnaire form and, specifically, to describe, in detail, the work they perform. Employees may attach additional statements and documentation to the official form. The supervisor completes their section of the form and submits all copies to their Department Head. The Department Head completes their section of the form and submits all copies to the human resources office.
Step 3: Submission to the Department of Administration - The human resources office forwards one copy of the completed form to the employee, keeps one copy on file, and submits one copy to the Department of Administration, Division of Human Resources, Office of Classification and Examinations.
Step 4: Completing the Job Study - Upon receipt, a Human Resources Analyst from the Office of Classification and Examinations will schedule a field audit with the employee, their immediate supervisor and, in some instances, other supervisory personnel. During the field audit, they review, in detail, the job duties and responsibilities performed. After the classification questionnaire and the findings from the field audit have been reviewed and studied, a decision letter is issued.
Step 5: The Decision Letter - An employee may be found to be one of the following:
- Properly Classified - the employee is found to be performing duties consistent with their current job classification. Or,
- Working Out of Classification - the employee is found to be performing the duties of a different job classification(s).
Decision letters are sent to the employee's human resources official with copies to the employee and the union official (if applicable).
Step 6: Resulting Options - If the employee is found to be "Working Out of Classification", the Department/Agency may exercise one of three options: 1) reallocate the position and employee to the more appropriate job classification, 2) issue a "cease and desist" notice to the employee directing them to stop performing duties other than those required of their current job classification, or 3) if no classification exists, request to create a classification via public hearing which reflects the duties performed by the employee. The employee should contact their human resources office for the decision on which option the Department/Agency has elected if they have not been advised upon receipt of their copy of the decision letter.
Questions may be directed to the RI Department of Administration, Division of Human Resources, at 222-2160 or to your human resources office.
*An employee who is required, in writing by a superior, to work in a higher class of position and is compensated for that "acting" assignment may not file a classification questionnaire for a study.