IM HC 2021-01
U.S. GEOLOGICAL SURVEY DIRECTIVE
INSTRUCTIONAL MEMORANDUM
Issuance Number: IM HC 2021-01
Subject: Conflict Resolution for Position Classification
Issuance Date: 8/3/2021
Special Revision: 12/1/2022
Expiration Date: Retain until superseded.
Responsible Office: Office of Administration/Office of Human Resources
Instruction: This temporary directive clarifies time frames, processes, and points of contact for implementation of the Conflict Resolution Process addressed in Appendix A of the Department of the Interior (DOI) Position Management and Position Classification Policy Handbook dated February 2018 and revised May 15, 2018. The December 1, 2022 special revision adds roles for the Deputy Director for Administration and Policy.
Approving Official: /s/ Roseann Gonzales-Schreiner
Deputy Director for Administration and Policy
1. Purpose and Scope. This Instructional Memorandum (IM) outlines the Conflict Resolution Process for all Contested Classification Determinations.
2. Policy. General provisions regarding policy and limitations are established in the DOI Position Management and Position Classification Policy Handbook, Personnel Bulletin No. 18-03.
3. General Procedure. This conflict resolution process can only begin after the classifier completes initial classification and returns it to the customer. If the supervisor/manager disagrees with the classification determination, the following steps apply*:
A. Step 1 – Conduct an Internal Second Review. The supervisor/manager should reach out to their Servicing Human Resources Officer (HRO) and request a second review. This should be an independent review of the classification action by the HRO or their designee, dependent upon who has already been involved. If both individuals were involved in the initial classification, then the request for review proceeds to Step 2 below. The request will be completed within 3 workdays following receipt of request. In the event Step 1 cannot be completed within the 3 workdays, the servicing HRO will notify the supervisor/manager that they have the option to proceed to Step 2. The servicing HRO will provide the supervisor/manager with a written determination of the review in Step 1.
B. Step 2 – Elevate the Disagreement. In the event there is still disagreement with the outcome following Step 1, the servicing HRO will elevate the issue to the Bureau's Lead Classifier, Human Resources (HR)/Policy and Special Projects (PSP), who will perform an independent review of the classification action and render a decision. If the Bureau's Lead Classifier, HR/PSP, was involved in the initial classification decision, the request for review will proceed to Step 3 below. This will be completed within 3 workdays following receipt of request. In the event Step 2 cannot be completed within the 3 workdays, the Bureau's Lead Classifier, HR/PSP, will notify the supervisor/manager that they have the option to proceed to Step 3 below. The HRO will provide the supervisor/manager with a written determination of the review in Step 2.
C. Step 3 – In the event the disagreement remains unresolved after Step 2, the supervisor/manager should seek a final determination by submitting a request for third-party review to the Bureau's HRO, (Head of the OA/OHC Office). The supervisor/manager will select the DOI Office of Human Resources (OHR) to complete the third-party review by following the DOI Conflict Resolution Process (Appendix A). The business case submitted in support of the conflict resolution will be reviewed by the Deputy Director for Administration and Policy to determine whether there is sufficient justification for submitting the request to the DOI Office of Human Resources (OHR) who will then coordinate final review and determination. Specific responsibilities for the procedure are as follows:
(1) The Supervisor/Manager must submit the request for third-party review in writing to the Bureau's HRO, (Head of the OA/OHC Office) within 15 workdays of the date of the classification decision rendered in Step 2. The request must contain the classification disagreement and supporting documentation. This is information that will be useful to the third-party reviewer in making a final determination. For example, annotations on the final evaluation to indicate: “The Position should be credited at 5-4 for scope and effect. While it is assigned to a Science Center, the position performs work that will be used as procedural guidance across all USGS Offices and Centers.” Supporting documents may also include delegations of authority such as Departmental instructions, Survey Manual chapters, or specific written delegations from other authorities, as applicable.
(2) HR will attach the complete classification package, which includes the Position Description (PD), Evaluation Statement, and the Organizational Chart used for the classification determination. If the Deputy Director for Administration and Policy determines there is sufficient justification, they will forward the request to DOI OHR. If the justification is not supported, the original classification determination will stand, and the PD will be finalized.
(3) The Third-Party Reviewer will work directly with the supervisor/manager and HR to obtain/provide additional information or clarification as necessary.
(4) The DOI OHR will make the final classification determination, which will be implemented by USGS HR. DOI OHR will sign and finalize the PD. The final classification grade determination from the conflict resolution will stand whether the grade increases, stays the same, or is lower. At this point, the conflict resolution process is complete, and USGS HR and the supervisor/manager must move forward with implementation of the final PD.
*If the classification was done by OPM and the supervisor/manager disagrees with the determination, the procedure begins at “C. Step 3 – Seek a Final Determination.”