SECTION 260:25-5-54. Collection and exchange of information about positions

(a)   In addition to the forms described in 260:25-5-55, the Human Capital Management Division may request other information from the Appointing Authority and from the employee if the position is occupied. Additionally, the Human Capital Management Division may collect information through on- site job audits, meetings or other methods. Only the Human Capital Management Division shall have authority to determine when an on-site audit is appropriate.

(b)   A list of accountabilities to be used in the appraisal of an employee's work performance in the position in accordance with 260:25-17-31, does not by itself contain sufficient information to make a determination of appropriate allocation for the position.

(c)   Upon completion of an audit and the allocation of a position in accordance with 260:25-5-56, the Human Capital Management Division shall send one copy of the allocated Position Description Questionnaire (or the Classification Dispute Review Request Form) to the Appointing Authority and one copy to the employee if the position is occupied. Other materials submitted to, or collected by, the Human Capital Management Division which were considered in the allocation of the position shall become the property of the Office of Management and Enterprise Services and shall not be returned. All such documents are open to the public.

(d)   The Human Capital Management Division shall determine those records which are relevant to the proper allocation of a specific position and may refuse or return other records, such as, training manuals, operations manuals, evaluations of individual employee performance, work samples, magnetic tapes and disks, photographs, clippings, etc.

(e)   Throughout the process that leads to the allocation of a position, the Appointing Authority shall give the employee who occupies the position being audited copies of any completed Position Description Questionnaire (if the audit was initiated by the Appointing Authority, the Human Capital Management Division, or the Executive Director of the Commission) and any additional written material about the position or the audit before the agency submits the material to the Human Capital Management Division.

(f)   Any employee who occupies the position being audited shall provide written comments through appropriate supervisory channels in the agency. The employee shall send a copy of any Classification Dispute Review Request form (if the audit was initiated by a classification grievance) and any additional written material about the position or the audit through appropriate supervisory channels in the agency to the Human Capital Management Division. The Appointing Authority shall not alter the statements made by the employee and shall forward materials submitted by the employee to the Human Capital Management Division.

(g)   Appointing Authorities shall ensure that employees occupying positions being audited are informed about appropriate supervisory channels in the agency, including when and where to submit information concerning the audit.

[Source: Added at 31 Ok Reg 1346, eff 9-12-14]