Human Resources

Human Resources

Human Resources

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Position Re-Evaluation

General Staff (Including USW) and Research positions in grades 2 to 14 that have experienced significant change that is ongoing in nature may be re-evaluated.   When a Manager believes that a position under their supervision has experienced significant change, the following process should be reviewed.

Process Overview

After the Manager has reviewed these documents and identified that position changes appear to meet the re-evaluation criteria, the Manager will commence the re-evaluation process by completing the Request for Position Re-evaluation Form - General Staff and submitting the following to their HR Advisor (note 'Request for Re-evaluation' in the Subject line.

  1. Completed Request for Position Re-evaluation Form (HR-FRM-039) (must have 2 management signatures)
  2. Proposed revised position summary with tracked changes shown (using the Position Summary template)
  3. Current and new organization charts for the department/unit (a rough draft is acceptable)

An HR team member will work with the Manager to complete the required steps, including assessing a position's need for re-evaluation, and collecting and validating position information.

Criteria

  • be currently filled
  • the position must have undergone significant changes that are ongoing in nature
  • the incumbent must have held the position for at least six months
  • a re-evaluation pertains to a position, not to the incumbent in a position or work performance.

Forms and Templates

Guidelines for Assessing a Position

Changes that may meet the criteria for position re-evaluation

  • Organizational change that has an impact on one or more positions in the department, and results in ongoing, significant changes to affected positions
  • Ongoing, significant changes to the focus, function and/or scope of a position
  • Ongoing, significant changes in the position's responsibilities, requiring substantially different levels of knowledge and/or special skills, and decision making

Changes that do not meet the criteria for position re-evaluation

  • Assignment of additional duties that are comparable or similar in nature to the former responsibilities of the position
  • Increased volume of work
  • Increased supervisory responsibility that is not substantive (e.g., adding one or two additional direct reports to a position)

Retroactivity For Positions in Grades 2 to 14

The effective date for pay adjustments resulting from upward grade level change for positions in grades 2 to 14 will be the date indicated by the Manager on the Request for Re-evaluation Form (HR-FRM-039). Pay changes may be made retroactively in consultation with HR. Management staff are expected to submit requests as close as possible to the effective date of the position changes.

The Position Re-Evaluation Process

A Manager who believes that a position under their supervision may have changed significantly and meets the criteria for re-evaluation will follow the process below:

  1. The Manager reviews the Request for Position Re-evaluation Form (HR-FRM-039) and the FAQ - Position Re-evaluation Process.  For additional information, contact your HR Advisor. If sending an email, note 'Re-evaluation Request Enquiry' in the Subject line.
  2. If the Manager believes that the re-evaluation request meets the criteria, the Manager completes and signs the Request for Position Re-evaluation Form (HR-FRM-039) and sends all the following documents to the HR Advisor:
    • Completed Request for position re-evaluation form (HR-FRM-039) (must have 2 management signatures)
    • Proposed revised position summary in MS Word with tracked changes shown (using the Position Summary template)
    • Current and New Organizational Charts (a rough draft is acceptable)
  3. An HR team member conducts a review of the request for re-evaluation.   The Manager will be contacted to obtain additional information, if required, and/or to validate the position information in order to complete the assessment.
  4. The HR team member may make suggested changes to the submitted revised position summary, review the suggestions with the Manager and together draft a final position summary.
  5. The Manager may consult with the employee and ask for input.  Managers are encouraged to involve their employees in the process by seeking their input into the final proposed position summary. The Department Head/Director or designate may also provide the Manager with feedback.
  6. The position summary is finalized.
  7. The position is re-evaluated. Note that changes in a position do not necessarily result in a change in grade level. The position will also be analyzed to determine whether or not a change in status relating to bargaining unit inclusion/exclusion is required.
  8. Results of the re-evaluation, including pay adjustments, if applicable, are communicated to the Manager. HR also sends a letter to the incumbent to communicate the results of the re-evaluation.
If you have questions please contact your
Human Resources Advisor

Frequently Asked Questions (FAQs)

  1.  How do I know whether a position that has undergone changes needs to be re-evaluated?
    In order to be considered for re-evaluation, a position must have experienced significant change that is ongoing in nature. These changes may result from an organizational restructuring that substantially changed the responsibilities of the position. Another situation would be the introduction of a new program that results in a position taking on significantly increased responsibilities of an ongoing nature, requiring substantially different levels of knowledge, skill and decision making. A position that has experienced significant change may be accepted for re-evaluation, however, the changes may not necessarily result in a change to the grade level when re-evaluated.

    For positions that are filled, an incumbent must have held the position for at least six months for the position to be eligible for re-evaluation.

  2. Does supervision of additional employees require a position re-evaluation?
    Supervising others is just one element of determining a position's grade level. For example, adding one or two additional direct reports to the position does not necessarily constitute significant change and require a position re-evaluation. Several other components are considered collectively, including other responsibilities, the qualifications, judgement and decision making requirements, and other accountabilities. Changes relating to all of these components will be assessed to determine the need for re-evaluation.

  3. What level of management approval is required to submit a re-evaluation request?
    The position's direct Manager may complete and submit a re-evaluation request. The Department Head/Director or designate must sign and approve the request for re-evaluation and confirm the effective date of the position changes.

  4. Can an employee submit a re-evaluation request for their position?
    If an employee believes that there has been significant change to the position and it is ongoing in nature, the changes should be discussed with the Manager to whom the position reports. Requests for re-evaluation are submitted by the Manager.

  5. What is the estimated timing for getting a position re-evaluated?
    Re-evaluation requests will be processed according to the date on which they are received. It is difficult to estimate the turnaround time for a request, as variables such as time taken by Managers to provide information and review draft job descriptions, the need for additional information, obtaining approvals, and the number of concurrent submissions received by HR can all affect completion time. In addition, other University priorities have an impact on the processing of re-evaluation requests. For example, the annual salary reviews process and evaluation/re-evaluation of positions for vacancies are always given top priority. HR will endeavor to process all re-evaluation requests in as timely a manner as possible.

  6. Will the incumbent have an opportunity to review the updated position summary before it is finalized?
    Throughout the process, the employee may be provided the opportunity to provide input, including being asked by their Manager to review the updated content, and sign the job description. Managers are encouraged to involve their employees in the process.

  7. If a position is reclassified to a higher level, will the incumbent receive retroactive pay?
    It is the Manager's responsibility to identify the effective date of position changes on the Request for Position Re-evaluation Form. Management staff are expected to submit requests as close as possible to the effective date of the position changes.

    Retroactive pay adjustments will be processed based on the effective date indicated by the Manager. Pay changes may be made retroactively in consultation with an HR team member.

  8. How do I obtain more information about how a decision was reached (for example, a request to re-evaluate a position was not supported by HR, or I do not understand the results of the re-evaluation)?
    At any point in the process the Manager, incumbent or both are welcome to request a meeting (in person or by phone) with the HR team member who worked with the Manager for the re-evaluation. The HR team member will be available to meet with the Manager and the employee to provide an explanation and enhance understanding.