Evaluation of currently filled positions

When is an application for reclassification not appropriate?
Definitions and abbreviations
Support to staff
Responsibilities
Assistance available
Indicative timelines
Steps involved in evaluating currently filled positions
Staff member's questions and answers
Supervisor's questions and answers

Evaluation of currently filled positions

A Professional, Security, Grounds and Document Services staff member may apply for their position to be evaluated whenever they believe the responsibilities and requirements of the position have changed. A supervisor can also initiate job evaluation discussions with the staff member.

Job evaluation is about the requirements of the position, rather than the experiences or skills that the Staff Member may have. Positions can only be considered for evaluation where there is someone in the position currently and there is a view that the work value has changed.

When is an application for reclassification not appropriate?

Higher-level activity instigated by the staff member (without endorsement by the supervisor) does not necessarily constitute grounds for an increased classification level. However, if a supervisor encourages or directs a staff member to assume additional responsibilities that the work area requires, this may form the basis of an application for the position to be evaluated.

The nature and level of duties should be reviewed between the staff member and their supervisor and clarified through performance management discussions.

It is not appropriate to reward above average performance through an increased classification level where the higher level is not consistent with the position requirements. Difficulties in the recruitment and retention of staff as a result of market factors should be addressed through the use of attraction and retention allowances or other methods of reward, rather than an increase to a classification level that is not consistent with work value.

For more information on remuneration and reward refer to the Remuneration and Reward Policy (HR 28.1), Market Allowance Guidelines and Performance-Based Remuneration Guidelines.

A higher duties allowance may be appropriate for tasks that involve additional, higher-level responsibilities for a fixed period.

Increased workload should be addressed by the supervisor as a workforce planning and resource issue.

Definitions and abbreviations

Supervisor - The person who is responsible for the performance management and supervision of the staff member.

Cost Centre Manager - The person who is responsible for the financial management of a specific cost centre who may or may not be the supervisor. Typically, these are Heads of Schools, Division Managers, Managers and Directors of Units and Research Institute Directors.

Senior Management Group (SMG) or nominee – Member of the Senior Management Group. Refer to the Vice Chancellors Authorisations.

HRU - Human Resources Unit

PD - position description

Applicable Industrial Instrument – Refers to applicable Collective/Enterprise Agreement, Award, Australian Workplace Agreement, contract of employment or legislation

Support to Staff

The local HR staff member will provide support throughout the process to both the supervisor and staff member. Joint consultation between all parties is encouraged to ensure issues are resolved. Where there are disagreements, the local HR staff member will give clear and objective advice to both parties.

The HRU is available to provide further assistance if required.

The staff member can choose to have a union representative or other support person present at all meetings.

Responsibilities

It is important that participants in the job evaluation process have a clear understanding of the steps involved, the indicative timeframes and the responsibilities of each party:

Staff Member

It is the responsibility of the staff member to:

actively participate in discussions with the supervisor, local HR staff member and HRU staff
complete the Application for Reclassification/Job Questionnaire
participate in any discussions about the evaluation process.

Local HR staff member

The local HR staff member are trained job evaluators and are able to provide assistance and support to all parties involved in the evaluation process. Where there is not an appropriate HR staff member, this role will be performed by the Consultant HR services (Portfolios) or a member of the Remuneration Team.

This may include but is not limited to:

assisting in the completion of the Application for Reclassification/Job Questionnaire
facilitating discussion between the Supervisor and Staff Member
providing feedback to the Supervisor and Staff Member as required
ensuring documentation is completed and forwarded within timeframes
liaising between the Staff Member, Supervisor and HRU
ensuring positions are evaluated at least every five years
maintaining PDs for the local area.

Supervisor

It is the responsibility of the supervisor to:

conduct regular performance management discussions with staff to ensure performance expectations are clear
ensure all PDs are updated in liaison with the relevant staff members and the local HR staff member
discuss with the staff member and local HR staff member the duties, responsibilities and expectations required of the position
sign the Application for Reclassification/Job Questionnaire (Note: Signature does not necessarily indicate support)
provide feedback to the Staff Member when required.

SMG member or nominee

It is the responsibility of the SMG member or nominee to:

review the documentation, sign the Application for Reclassification/Job Questionnaire and provide comments as required (Note: Signature does not necessarily indicate support)
participate in discussions about the evaluation as required.

Cost Centre Manager

It is the responsibility of the Cost Centre Manager to:

review the documentation, sign the Application for Reclassification form and provide comments as required (Note: Signature does not necessarily indicate support)
participate in discussions about the evaluation as required
decide on the number and nature of all positions in their area
ensure compliance with all aspects of the University’s legislative framework.

HRU

It is the responsibility of the HRU to:

review reclassification applications and supporting documentation
provide assistance to staff throughout the evaluation process
evaluate the position
provide feedback to all parties involved when necessary
facilitate discussion with the supervisor and staff member when necessary
make a recommendation to the Director: HR on the evaluation outcome
provide an objective and professional approach.

Director: HR

It is the responsibility of the Director: HR to:

ensure that the evaluation process has been followed and make a timely decision on the final approval/non-approval of the outcome.

Payroll

It is the responsibility of the Payroll staff to:

enter reclassified positions on the Human Resources Information System
amend increment date if required
increase superannuation contribution if required
instigate any necessary payroll and superannuation adjustments
liaise with local HR Administrator if required.

Assistance available

Assistance is available from the following sources:

HRU - Remuneration team
Local HR staff member
Staff member’s supervisor.

Further information is available from the following supporting documentation:

Indicative timelines

Refers to steps ahead:

Steps 1 to 6 - 20 days (initiation through to sending the documentation to HRU)
Steps 7 to 9 - 20 days (HRU evaluate through to final approval by Director: HR)

Steps involved in evaluating currently filled positions

– printable version.

Note: A union representative or other support person may attend any discussions at the request of the staff member.

STEP 1

The staff member or supervisor initiates discussion about the staff member’s role. The current position description (PD) is reviewed to ensure that it reflects the staff member’s role, responsibilities and additional duties as appropriate.

A supervisor or staff member may at any time initiate discussions regarding the classification level and the responsibilities of a position. This may occur during a performance management discussion or at other times where it is felt that the responsibilities and duties of the position have changed significantly to consider a reassessment of the position and classification level.

Job evaluation can be considered when the responsibilities and duties of the position have changed substantially due to one or more of the following criteria:

Ongoing significant change(s) to the scope or function required of the position
Change(s) to the position resulting from the redesign or change(s) to other jobs that directly affect the focus and/or functions of the position
Performance Management discussions between the staff member and supervisor
Re-allocation of responsibility

Circumstances do not include an increase in the volume of work.

What happens if the parties do not agree with the PD?

If the staff member and supervisor cannot agree on the PD the local HR staff member is able to provide some advice and guidance. The local HR staff member will liaise with the HRU as required to assist in reaching agreement.
The Cost Centre Manager is responsible for determining the number and nature of all positions in their area and for ensuring compliance with all aspects of the University’s legislative framework.

STEP 2

The staff member completes the Application for Reclassification/Job Questionnaire.

This additional information will be used with the PD to assist all parties reviewing the application to understand the scope and complexity of the position.

The local HR staff member is available to assist the staff member to complete the questionnaire.
The Application for Reclassification/Job Questionnaire documents is available on the HR web.

STEP 3

The local HR staff member facilitates the completion of the Application for Reclassification/Job Questionnaire with the staff member and supervisor, and the staff member and supervisor sign the document.

It is important that the staff member and supervisor discuss their responses to the questions and ideally reach agreement on the responsibilities and requirements of the position.

The supervisor can give valuable input into the documentation as well as provide feedback, support and clarification of position expectations.

The local HR staff member, who is trained in job evaluation, is involved in completing the Application for Reclassification/Job Questionnaire and is able to provide advice and information about the evaluation process. The local HR staff member will also facilitate the process to ensure that both parties’ views are considered, and may involve the HRU as required.

Any areas of disagreement are to be clearly documented for consideration by the HRU.

The supervisor and staff member sign the Application for Reclassification/Job Questionnaire. The supervisor’s signature indicates an awareness of the application for reclassification; it does not imply support or non-support for an increased classification.

The local HR staff member writes the position number on the Application for Reclassification / Job Questionnaire and ensures the document has been completed.

The staff member, supervisor and local HR staff member review the PD and the local HR staff member ensures the PD is updated to reflect the agreed requirements of the role.

STEP 4

The local HR staff member collates and forwards the required documentation to the Cost Centre Manager and relevant SMG member or nominee.

The required documentation includes:

completed Application for Reclassification/Job Questionnaire (signed by the staff member and supervisor) and any notes of disagreements if required
current and updated PD
organisational structure chart(s)
performance management documentation (with approval from staff member)

STEP 5

The Cost Centre Manager and relevant SMG member or nominee sign the Application for Reclassification/Job Questionnaire.

The signatures indicate an awareness of the application for reclassification and do not imply support or non-support of the application. The Cost Centre Manager and/or relevant SMG member or nominee may include additional comments as appropriate. Comments are to relate to the responses to the questions or associated documentation (e.g. PD). Financial constraints are not a consideration in the evaluation of the position.

STEP 6

The local HR staff member forwards the completed and signed documentation to the HRU for evaluation.

The local HR staff member records the date the application is sent to HRU on the Application for Reclassification/Job Questionnaire to monitor timeframes.

STEP 7

The central HR staff member explore any issues of disagreement and analyse the documentation.

Expert job evaluation staff in the HRU will analyse the documentation and evaluate the position.

Discussions with the interested parties (staff member or nominee, supervisor, Cost Centre Manager, relevant SMG member or nominee) will be conducted as required to clarify any areas of disagreement.

The staff member will be provided with an opportunity to respond to any points of disagreement by the other interested parties.

When the position has been evaluated, the outcome is checked for consistency and internal benchmarking including liaison with the local HR staff member (trained job evaluators). A central HR Consultant may discuss the outcome with interested parties for further clarification.

STEP 8

When the position has been evaluated, the supporting documentation and a recommendation on the outcome of the evaluation are sent to the Director: HR for approval.

The Director: HR ensures the job evaluation process has been followed and makes a timely decision on final approval/non-approval of the outcome.

STEP 9

The Director: HR confirms that the process has been followed and signs the Application for Reclassification/Job Questionnaire supporting the outcome of the evaluation.

The Director: HR can direct that any stage(s) of the process be redone as appropriate.

STEP 10

The HRU sends a letter to the relevant SMG member or nominee, Supervisor and local HR staff member advising of the evaluation outcome. The HRU provides feedback to the Supervisor and local HR staff member if required.

STEP 11

The supervisor and local HR staff member discuss the outcome with the staff member. A central HR staff member is available to meet with all parties if required. The HRU sends a letter of confirmation to the staff member and a copy to the local HR staff member for filing in the staff member’s personnel file.

Evaluation results in a higher classification

The position is reclassified effective from the date the Application for Reclassification/Job Questionnaire was signed by the staff member and supervisor. The local HR staff member finalises the PD to include the previously drafted additional responsibilities. A copy of the confirmation letter is forwarded to Payroll for processing.

Evaluation results in the same classification

The PD is reviewed to ensure that it reflects the requirements of the position.

Evaluation results in a lower classification

The staff member retains their existing classification level and works with the supervisor to ensure that the responsibilities of the position reflect the original classification. This may include additional or higher level responsibilities and changes to the PD to reflect this expectation. The staff member’s performance plan will need to reflect the expectations within the PD. The supervisor and staff member, with the local HR staff member, will discuss and address any areas of concern.

NB: There is an expectation that, wherever possible, a dispute over the evaluation of the position will be resolved at the local level. If the matter remains unresolved, the staff member may consider lodging a dispute under the provisions of the dispute resolution process in the applicable industrial instrument.

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Evaluation of currently filled positions