What is Decentralized Reallocation?
Decentralized reallocation is the process which allows an Agency or Department to reallocate a position from one designated job class to another without submitting a formal Request for Review and without prior approval by the Department of Human Resources. The Agency or Department Appointing Authority is responsible for certifying that the position incumbent:
- Has satisfied all required minimum training and experience requirements for the higher class
- Has successfully completed any in-service required training for movement to the higher level class
- Has qualified on any required examination.
- Is currently successfully performing the duties of the higher level class
When positions at a higher level class are vacant, they may be reallocated to the lower class prior to recruitment without prior approval from the Department of Human Resources.
How To Request Decentralized Reallocation Authority
Agency or department management works with their agency or department human resource office to determine specific job classes in a job series for which they wish to request decentralized reallocation authority. The agency or department Human Resource Administrator submits the request to the Department of Human Resources Classification Division for review and approval. The request must follow policies and procedures as outlined in the State of Vermont, Personnel Policies and Procedures, Decentralized Reallocation, Number 6.4 (pdf). The request must contain the following:
- The job classes in the series and pay grades involved.
- A short explanation of why a decentralized reallocation is needed.
- A clear delineation of the job duties for each level for which decentralized reallocation is requested. This may be presented in narrative, chart or graph format.
Once decentralized reallocation authorization has been granted, it is the responsibility of the agency or department to ensure that all applicable guidelines under Personnel Policy 6.4 have been met prior to any reallocation of an employee. The general progression will be that an employee moves through a job series a level at a time.
Any movement of an employee that involves skipping a level in the series will require preapproval of the Classification Analyst assigned to the Agency/Department, or the Director for Classification, and may require an RFR.
Downward movement of filled positions in a series is allowed with prior review and approval by DHR Labor Relations Division.
Agencies/Departments may implement additional criteria for decentralized classification activities as deemed necessary such as: use of a form for making requests, required performance reviews for filled positions, interviews, or leadership team review of requests. In addition, Agencies/Departments are responsible for developing mechanisms to ensure all criteria are applied in a consistent and timely manner. Decentralized classification criteria and review procedures should be clearly articulated and shared with employees.
Process Guidelines:
- The HR Administrator assigned to support the Agency/Department will coordinate review, approval, and implementation of all decentralized classification action requests.
- Decentralized classification actions are processed through PAR for filled positions or a Position Change Request.
- Decentralized classification actions are effective at the beginning of the pay period following the date a request is submitted to the HR Administrator unless a future effective date is requested
RFRs are required when:
- There is an incumbent in the position and it is not assigned to a job series.
- Requesting creation of a new job class.
- Realigning an existing job series.
- Requesting review of the paygrade of an existing job class.
- Requesting a review to designate a position as managerial, confidential, or supervisory.