Draft Re-grading Policy and Procedure for Non Academic Staff
1.Introduction
The Re-grading Policy aims to:
(i) reflect the University's commitment to maintain and improve motivation, morale and job satisfaction, and to operate within a framework that is consistent, transparent and fair; and
(ii) reflect equality of opportunity with respect to pay, development and career progression for all staff.
The Policy is not intended to address issues related to rewarding outstanding performance, etc. The Pay Progression and Contribution Policy appropriately makes provision for rewarding such performance.
2. Purpose and scope
2.1 This policy applies to all staff in the (same group as in title of policy) and aims to ensure that all members of staff are appropriately and fairly rewarded for the responsibilities and duties they carry out.
2.2 This procedure reflects the University's commitment to reward members of staff fairly in relation to the roles to which they are appointed. This commitment is reflected in the University's recognition that roles do not always remain static and may change in relation to the range, complexity and level of duties, accountabilities and responsibilities. Such changes may require a review of the grade of the posts.
2.3 This procedure defines the principles and process to follow where the grading of a current post is deemed to be inappropriate as a result of a significant and permanent qualitative change to the level of duties and responsibilities of an individual post or group of posts. It should be noted that an increase in the volume of work (i.e. a quantitative change) undertaken by the postholder would not necessarily result in an increase in the job size sufficient to warrant re-grading.
2.4 A separate promotion policy is in place for academic related staff.
3. Principles
3.1 The pay and grading structure is underpinned by the HERA job evaluation system. 3.2 Any re-grading request must be based on significant and permanent qualitative change(s) to the level of duties and responsibilities of an individual post or group of posts and must relate to the majority of key elements within the appropriate Role Profile.
3.3 Focus will be on the duties and responsibilities in the job description and the requirements of the role, e.g. qualifications, skills, experience, etc.
3.4 An assumption will always be made that the full remit of the job is being carried out at a fully acceptable level of performance.
4. Timetable for applications for re-grading
4.1 After twelve months in post, an application for re-grading can be submitted to the Human Resources Department on an ad hoc basis, throughout the year, if significant and permanent qualitative changes have taken place, sufficient to justify consideration for re-grading.
4.2 An application for re-grading will normally be considered within four months of the date on which the application is submitted.
4.3 In the event that a member of staff is unsuccessful in his/her re-grading application and any subsequent appeal, a further application for re-grading will not be accepted until a twelve month period has elapsed.
5. Re-grading Procedure
5.1 A submission for re-grading consideration is by "self-application" which is considered to permit equality of opportunity and to be both effective and efficient. Members of staff should discuss their intention to apply for re-grading with their head of department or line manager, prior to submitting an application.
5.2 An application for re-grading can be submitted whenever a significant and permanent change to the level of duties and responsibilities of an individual post has taken place and are being successfully carried out.
5.3 An application by a member of staff for the re-grading of his/her post must:
(i) be submitted to the Human Resources Department on the appropriate form, and provide both support and confirmation by the head of department that the resultant changes will be sustained and are not of a temporary nature;
(ii) be accompanied by a revised job description and accompanying statement (see (iii) below) in the appropriate format, signed by the job holder, line manager and head of department as an accurate reflection of the substantive elements of the revised role;
(iii) provide a statement detailing the elements of the job description and/or role requirements which have changed since the job was last graded, e.g. dimensions, planning and organising, working relationships, skills, experience, qualifications, etc. and supported by examples;
(iv) provide an Organisation Chart indicating the relevant hierarchy of posts and grades above and below the post under review. The grades of staff above and below the post holder must be noted on the chart.
Members of staff may wish to seek clarification from their designated HR manager on any aspect of the application process.
5.4 The Human Resources Department will arrange for the post to be analysed under the HERA process and will then schedule a meeting of a Verification Panel to determine the "best fit" of the revised job description and role requirements.
6.Verification Panel
The Verification Panel will normally consist of the following members:
2 members of the Executive Team
1 Senior Academic
1 Head of Central Service
Director of HR (or nominee)
Secretarial support by HR
7. Notification of outcome
The postholder will be notified in writing of the outcome of the re-grading application with a copy to the Head of Department. Where there is a change to the grade level of the post, any change of salary will be effective from the beginning of the month following the date on which the decision to re-grade is confirmed.
8. Data Protection
All background papers and reports on re-grading applications will be kept centrally within Human Resources, following Data Protection guidelines.
9. Appeals
Where a re-grading request has been unsuccessful as a result of the decision taken by the Verification Panel, the member of staff has the right to appeal against this decision. Appeals should be submitted in writing to the Director of Human Resources no later than one calendar month after notification of the decision
1
Re grading Policy and Procedure 5th November 08 LM