When is an application for reclassification not
Definitions and abbreviations
Support to staff
Steps involved in evaluating currently filled positions
Staff member's questions and answers
Supervisor's questions and answers
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.
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.
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 Ė Member of the Senior Management Group. Refer to the Vice Chancellors Authorisations.
HRU - Human Resources Unit
PD - position description
Applicable Industrial Instrument Ė Refers to applicable Collective/Enterprise Agreement, Award, Australian Workplace Agreement, contract of employment or legislation
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.
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:
It is the responsibility of the staff member to:
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:
It is the responsibility of the supervisor to:
SMG member or nominee
It is the responsibility of the SMG member or nominee to:
Cost Centre Manager
It is the responsibility of the Cost Centre Manager to:
It is the responsibility of the HRU to:
It is the responsibility of the Director: HR to:
It is the responsibility of the Payroll staff to:
Assistance is available from the following sources:
Further information is available from the following supporting documentation:
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)
Note: A union representative or other support person may attend any discussions at the request of the staff member.
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:
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
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 Universityís legislative framework.
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.
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 partiesí 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 supervisorís 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.
The required documentation includes:
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.
The local HR staff member records the date the application is sent to HRU on the Application for Reclassification/Job Questionnaire to monitor timeframes.
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.
The Director: HR ensures the job evaluation process has been followed and makes a timely decision on final approval/non-approval of the outcome.
The Director: HR can direct that any stage(s) of the process be redone as appropriate.
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 memberís 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.