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Exceptional Allocation Delegation Agreement Template

Exceptional Allocation Delegation Agreement Template

This delegation agreement will be signed by each department's Director, or an executive level designee. Having the highest level of department management sign the Delegation Agreement reflects CalHR’s expectation that human resources staff will have executive support on difficult or unpopular allocation decisions when those decisions reflect an effort to adhere to sound allocation principles. In addition to the department's Director, this delegation agreement will also be signed by each department's Chief of Administration, Chief of Human Resources, and the Personnel Officer, depending on structure.

 

On behalf of the California Department of Human Resources (CalHR), this delegation agreement will be signed by the Delegation Project Manager and each department's Personnel Management Division (PMD) Analyst.

 

DELEGATION AGREEMENT FOR EXCEPTIONAL ALLOCATIONS BETWEEN THE [DEPARTMENT NAME] AND THE CALIFORNIA DEPARTMENT OF HUMAN RESOURCES

The [DEPARTMENT NAME] agrees to work in partnership with the California Department of Human Resources (CalHR) Personnel Management Division (PMD) to implement the delegation plan outlined in this Delegation Agreement. This Delegation Agreement is developed in accordance with CalHR’s objective of encouraging partnerships between departmental human resources offices in order to simplify and optimize the effectiveness of the personnel management system for establishment of truly exceptional allocations and allocations into formerly restricted classifications. This Delegation Agreement is intended to provide the [DEPARTMENT NAME] with the authority and responsibility for reviewing and acting on the personnel management program elements identified for delegation.

 

A. GENERAL TERMS AND CONDITIONS

 

The [DEPARTMENT NAME] will submit reports (Monthly Exceptional Allocation Reporting Worksheet) to its PMD Analyst on a monthly basis.

 

The [DEPARTMENT NAME] will submit department-wide organizational charts to its PMD Analyst by January 1st annually.

 

The [DEPARTMENT NAME] will maintain up-to-date records on each exceptionally allocated position as the position is established including current duty statement (if applicable), current organization chart (if applicable), proposed duty statement, proposed organization chart, and memorandum of justification. Access to these documents will be made available to CalHR within five (5) working days of CalHR request.

 

The [DEPARTMENT NAME] will maintain a personnel action tracking system to control and monitor its exceptionally allocated positions.

 

CalHR will conduct internal monitoring of the monthly reports submitted by the [DEPARTMENT NAME] . If there are discrepancies in these reports, or other salary or allocation issues, CalHR will conduct a more in-depth review, including a site-visit to the department.

 

In accordance with Government Code 19818.14, CalHR reserves the right to review any allocation made by the [DEPARTMENT NAME] and to order corrective action be taken if the position is found to be a misallocation. The [DEPARTMENT NAME] will comply with all CalHR orders for corrective action.

 

CalHR reserves the option to revise or cancel the terms of this Delegation Agreement authorized to the [DEPARTMENT NAME] at any time. The [DEPARTMENT NAME] also reserves the option to request revisions or to cancel this Agreement if it deems such action is appropriate.

 

B. DELEGATION OF PERSONNEL MANAGEMENT ELEMENTS

 

This delegation is based on [DEPARTMENT NAME] acceptance of responsibility to ensure the integrity of the State’s Personnel Classification Plan through the proper allocation of all positions, including but not limited to the establishment of truly exceptional allocations or allocations into formerly restricted classifications. Exceptional allocations should be made discriminately and used only when no alternatives are available, such as another classification or alternative work arrangement.

 

Establishment of truly exceptional allocations and allocations into formerly restricted classifications will be delegated to the [DEPARTMENT NAME] .

 

The [DEPARTMENT NAME] will not have delegation to use department-specific classes belonging to another department without CalHR’s prior approval.

 

The [DEPARTMENT NAME] will ensure approval of truly exceptional allocations and allocations into formerly restricted classifications is made by a classification analyst or supervisor who possesses familiarity with and understanding of the concept, intent, and requirements of the classification to which the position is being allocated. This knowledge must be of a degree that the approving person knows why allocation to this classification is better than any other classification in State service.

 

The [DEPARTMENT NAME] will ensure approval of truly exceptional allocations and allocations into formerly restricted classifications is made by a classification analyst or supervisor who possesses the understanding of the allocation factors used by the State to evaluate, compare, and allocate civil services positions sufficient to apply these factors effectively.

 

The [DEPARTMENT NAME] will ensure approval of truly exceptional allocations and allocations into formerly restricted classifications is made by a classification analyst or supervisor who possesses an understanding of the position’s work requirements sufficient to effectively apply classification concepts, specifications, allocation guidelines, and allocation factors needed for a proper position allocation.

 

The [DEPARTMENT NAME] will ensure approval of truly exceptional allocations and allocations into formerly restricted classifications is made by a classification analyst or supervisor who possesses sufficient conviction in the approval such that the approving person can justify the allocation in any audit of the position.

 

The [DEPARTMENT NAME] , in partnership with CalHR, will consult with its PMD Analyst in using a classification outside of its established scope.

 

C. VALUES AND ETHICS STATEMENT

 

We believe that we can make the classification plan and State Government better, and each of us accepts responsibility to do his or her part to accomplish these goals. We are committed to:

 

  • Maintaining a classification plan that is consistent with the standards and guidelines of the administration of the personnel management system.

  • Maintaining working relationships that promote discussion and resolution of issues that can be solved through classification actions. Such discussions would take place prior to recommending solutions to the Department’s operations and programs.

  • Fostering good working relationships where there is trust, cooperation, and open communication to facilitate the resolution and avoidance of classification or compensation problems.

 

D. PARTICIPATION ACKNOWLEDGEMENT

 

The [DEPARTMENT NAME] agrees to participate in this Delegation Agreement for one year effective [DATE] through [DATE] . This Delegation Agreement will be reviewed and evaluated by CalHR at the end of the one-year period and may be extended, with or without modifications. The terms of the Delegation Agreement may also be reviewed at the request of the [DEPARTMENT NAME] or CalHR prior to the one-year period.

 

By signing this Delegation Agreement, the [DEPARTMENT NAME] agrees to all of the specified conditions described above, agrees to abide by the provisions of the Values and Ethics Statement, and agrees there will be no increase to [DEPARTMENT NAME] salary and wages budget as a result of this Delegation Agreement.

 

By signing this Agreement, CalHR agrees to provide delegation of establishment of truly exceptional allocations and allocations into formerly restricted classifications, but reserves the right and responsibility to exercise any of the specified actions described above at any time at its discretion.

 

/s/ Department Human Resources Personnel Officer Signature Here
Human Resources Personnel Officer / Date
[DEPARTMENT NAME]

 

/s/ Department Chief of Administration Signature Here
Chief of Administration / Date
[DEPARTMENT NAME]

 

/s/ Department Director Signature Here
Director / Date
[DEPARTMENT NAME]

 

/s/ California Department of Human Resources Program Manager Signature Here
Program Manager / Date
California Department of Human Resources

 

/s/ California Department of Human Resources Personnel Management Division Analyst Signature Here
Personnel Management Analyst / Date
California Department of Human Resources

 

  Updated: 5/8/2014
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