Sample Policy on Job Evaluation
It is required when:
- A brand new position is created.
- There are significant changes in the nature of the duties required in an existing job.
- The nature of work has changed, requiring major changes in qualifications.
The addition or deletion of the following is considered to be a significant change and may result in a change to the grade level:
- Supervision – The addition or deletion of supervisory duties.
- Scope – The impact the position has on the organization. For example – Is the impact to the unit, the Department, the Faculty or the entire organization? What is the size and complexity of the area and reporting structure?
- Decision making and accountability – The increase or decrease in the level of authority, decision making and responsibility for outcomes.
- Breadth – The increase or decrease in variety and/ or diversity of tasks. For example – addition or deletion of tasks/duties that are unrelated to existing duties and may require a different skill set.
It is not required when:
- The volume of work has changed, but the complexity has not.
- Job description requires minor changes; some duties are added or deleted but the nature of the role is maintained.
- The title of the position has changed, with no changes to duties.
- Higher level duties have been assigned for a temporary period of time (An acting allowance may be more appropriate in this case).
- Employee performance is outside the expected norm – either exceptional or below standards.
- When an employee has undertaken work voluntarily, without formal agreement or approval of the supervisor. (If voluntary duties are not integral part of the job, the performance of such duties shall cease. If in fact they do represent a significant change to the job, a re-evaluation of the job, on that basis, should be sought.)
The following items are not considered to be significant changes, and would not result in a change to the grade level:
- Volume – Volume does not affect the evaluation as it is essentially more of the same work.
- Market, Recruitment and Long Service Issues – These are pay related issues and are not addressed through the job evaluation process.
- Incumbent Experience and Qualifications – A job evaluation assesses the level of duties performed and the minimum level of education needed to perform those duties. Experience and education of the incumbent do not impact the job evaluation process.
- Incumbent Performance – The job evaluation process is not a performance appraisal.
- Confidentiality – Confidentiality of material or subject matter dealt with is a performance expectation.
- Safety and Accuracy – Safety and accuracy are performance expectations.
- Duties Assumed – An employee may assume additional duties at the same level which have not been formally assigned and would not be required on an ongoing basis. If duties at a higher level are assumed on a temporary basis, this is addressed through the application of Responsibility Pay.
- Technology – Although new technology is implemented, existing duties remain unchanged.
- Stress – Stress in the workplace is personal and particular to individuals and is not measured in the job evaluation process.
Can we evaluate jobs during times of change?
In order to get an accurate measurement of a job:
- The job needs to have been relatively stable for around 6 months.
- The job needs to be clearly defined and described in a job description.
- The job is measured as it is on the day it is presented for job evaluation. No future changes are taken into account.
- The design and content of job needs to be agreed to by the relevant delegated authorities.
If a job is undergoing change, the measurement is likely to be inaccurate. Job evaluation is an emotive issue, and a re-evaluation process pre and post such changes would create unnecessary work and distress, and quite possibly differing outcomes.
It is not advisable to evaluate jobs before anticipated times as well as during times of restructure, re-calibration, redesign, reorganization or direction-change.
In these cases, job evaluation should only be done once the new structure or new job-design has been agreed or approved, and preferably already implemented.
Request for Job Reclassification
A leader may initiate a review when:
There have been significant changes in the nature of job duties, either resulting from individual triggers or a departmental reorganization. New duties have been added or there have been significant changes to the existing job duties.
Position changes are planned for the future that include adding or eliminating responsibilities to an existing role, or adding a new job function to the Department.
It has been determined that the organization can support role changes, including absorbing any related financial impact. If the finances related to a job change cannot be accommodated by the department, an alternative means of completing the work must be considered.
An employee may initiate a review when:
He/she believes that the duties being performed are not captured by the current position descriptions/documents.
He / She perceive that the job has not been evaluated fairly.
Employee-initiated reviews follow the company’s grievance procedure.
Salary Change Tool
The following is a tool used by Georgia Institute of Technology that you can include in your policy.
Ryerson University website: The Ryerson Job Evaluation Guide
Memorial University website: Significant Changes to a Job
University of Cape Town website: Job Evaluation – A Guide to the UCT System and Process