Library: Policy

OKDHS:2-1-95. Appointments and changes in employee job family descriptor (JFD) and level or position that are not subject to the vacancy notice posting provisions

Revised 11-14-22

The local administrator submits an Announcement Requisition to Human Resource Management (HRM) to fill a position. Responsibilities assigned to the local administrator for program areas throughout this regulation apply to field staff under the local administrator's administrative oversight . Review by the local administrator or hiring authority of the announcement requisition and related documents ensures compliance with Oklahoma Human Services (OKDHS) policy.

(1) Seasonal and temporary appointment.

(A) Seasonal and temporary appointments are not subject to vacancy notice posting provisions.

(B) The selecting official determines effective dates.

(2) Detail to special duty. When the services of a state employee are needed temporarily in a job family other than the JFD and level to which the employee is regularly assigned, the employee may be detailed to special duty for a period of six to 12 months in any 36-month period. A detail may be worked for six months if the employee does not meet the minimum qualifications for the position. An employee who meets the minimum qualifications for the position may fill the position up to 12 months per, Oklahoma Administrative Code (OAC) 260:130-19-7. The salary of an employee who is detailed to special duty must be adjusted in accordance with agency compensation guidelines. A detail to special duty does not affect the status, title, or JFD and level held prior to the detail.

(A) Detail to special duty is recommended only when other alternatives for assignment of the duties have been exhausted. Other alternatives include:

(i) reassignment of the duties of a position among several employees; or

(ii) reassignment of the duties to an employee at the same or higher JFD and level.

(B) A request for detail to special duty is coordinated through HRM and requires review by the division director for the program or administrative area and the OKDHS Director or designee. A request for a waiver must be reviewed by the HRM director and approved by the OKDHS Director or designee.

(C) The local administrator, at the request of the appropriate program staff, submits Form 11PE093E Request for Detail to Special Duty to HRM and provides a justification for the request and a requested effective date.

(D) When the duties of a vacant position are temporarily assigned to other employees, the prioritized options are to:

(i) assign the duties of the vacant position to an employee with the same or higher JFD and level or classification; or

(ii) recommend a detail to special duty of an employee with a lower JFD and level or classification.

(3) Sixty-day temporary assignment. An employee may be assigned duties of another JFD and level for a period of 60-calendar days or less in any 12-month period. Form 11PE093E is not required. There is no change in the employee's salary as a result of this type of assignment. The immediate supervisor of the position provides the employee with a memo explaining the conditions of the assignment, including the effective date, the maximum duration of the assignment, and a statement that no adjustment will be made in salary. A copy is sent to the local administrator and appropriate program staff. Notice to HRM is not required.

(4) Intra-agency transfer of a state employee from one position to another position in the same JFD and level. The local administrator submits a transfer request to HRM

(5) Voluntary demotion to a vacant position. In addition to applying for job announcements, state employees may request a voluntary demotion by submitting a statement, by memo or email, directly to the selecting authority at any time. When an employee takes a voluntary demotion, the local administrator submits an employee-completed application and Form 11PE017E, Salary Exception Request to HRM.

(6) Direct reclassification when a new JFD and level is adopted that better describes an incumbent's job. Specific requirements depend on individual circumstances and require coordination with HRM.

((7) Position reallocation. When duties are assigned or revised that result in a position reallocation, a review is required from the appropriate division director.

(A) The local administrator, at the request of the appropriate program staff, submits Form 11PE072E Position Description Questionnaire, an organization chart, and a memo of justification for the change in assignment of duties to the appropriate division director for approval or disapproval.

(i) If approved, the division director submits the request for position reallocation to HRM.

(ii) If disapproved, the position reallocation request is routed back to the local administrator. The local administrator advises the appropriate program staff of the division director's disapproval.

(B) If a change in JFD occurs following reallocation of the position, the local administrator, at the request of the appropriate program staff, submits Form 11PE070E, Employee Classification Action Request Form, and an employee-completed application to HRM. No further action is required if no change in JFD occurs.

(8) Career progression. When vacancies in positions eligible for career progressions are filled in connection with the recruitment announcement process, the candidate selected is usually described as a trainee or entry level, and the position is filled with an alternate hiring level. Qualified candidates who are selected in an alternate hiring level may be promoted to the next higher level of the JFD, exempt from vacancy posting requirements, when they complete their trial period, meet established performance standards, and certification is obtained that the employee meets the minimum qualifications of education, training, and experience for the JFD and level.

(A) At the time of the employee's hire at an alternate hiring level, HRM determines when the employee is eligible for career progression, and notifies the hiring authority of the projected date.

(B) When a change in education level occurs that may affect eligibility for an earlier career progression date, it is the employee's responsibility to provide HRM with verification, which may be in the form of a transcript from the institution. Verification is submitted to HRM through the employee's supervisor.

(9) Professional trainee positions limited to the prescribed length of time of the course of training or extension study. The local administrator, at the request of the appropriate program staff, submits an application to HRM and a contract, if required, for the state internship program. Other examples of professional trainee positions are legal interns and management interns.

(10) Transfer of an employee and position from one unit to another. The local administrator, at the request of the appropriate program staff, submits a template for the employee and position transfer to HRM.

(11) Vacancy Posting Waiver. The OKDHS Director or designee may waive the vacancy notice posting provisions of this policy.

(A) A written request for waiver signed by the appropriate division director is required. The request must provide justification for the waiver request, which includes, but is not limited to, specific experience, education, or training needed for the position.

(B) HRM coordinates the submission of the request to the OKDHS Director or designee and notifies the local office of the approval or disapproval of the waiver request.