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Queen's University
 

MANAGER’S REFERENCE 

POSITION RE-EVALUATION CRITERIA AND PROCESS FOR GENERAL STAFF
IN GRADES 2 TO 14, INCLUDING RESEARCH

A new process for submitting a re-evaluation request has been established.

CRITERIA

To be considered for re-evaluation, a position will be currently filled by an employee and the position must have undergone significant changes that are ongoing in nature.  The employee must have held the position for at least six months in order for the position to be considered for re-evaluation.   Note that a re-evaluation pertains to a position, not to the employee in a position or his or her work performance.  Following are guidelines for assessing a position’s need for re-evaluation:

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)

DEADLINE FOR SUBMITTING REQUESTS - RE-EVALUATION FREEZE LIFT

For positions in grades 2 to 9 that were subject to the re-evaluation freeze, the deadline for submitting re-evaluations for retroactivity as far back as October 1, 2009 is December 31, 2012.  HR Compensation may make exceptions for situations involving extenuating circumstances. 

RETROACTIVITY FOR POSITIONS IN GRADES 2 to 9                                    

September 1 to December 31, 2012:

Where a position re-evaluation results in an upward grade level change for positions in grades 2 to 9, retroactive pay adjustments will be made effective on the date of the significant change, as far back as October 1, 2009. 

January 1, 2013 Onward:

The effective date for pay adjustments resulting from upward grade level change for positions in grades 2 to 9 will be the date that the request is received by HR Compensation.  Pay changes may be made retroactively in consultation with HR Compensation.  Management staff are expected to submit requests as close as possible to the effective date of the position changes. 

RETROACTIVITY FOR POSITIONS IN GRADES 10 to 14                                

Pay adjustments resulting from re-evaluation of positions in grades 10 to 14 will continue to be effective on the date that the request is received by HR Compensation.  Pay changes may be made retroactively in consultation with HR Compensation.  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 his or her 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 – General Staff (HR-FRM-039) and the FAQ’s – Position Re-evaluation Process for General Staff.  For additional information, he or she may contact HR Compensation by email at hrcomp@queensu.ca or by phone at extension 74189.  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, he or she completes and signs the Request for Position Re-evaluation Form and sends the Form to hrcomp@queensu.ca.   The existing job description is to be used as a reference to complete the form.  Managers can obtain the most recent job description on file by submitting a request to hrcomp@queensu.ca --note ‘Job Description Request’ in the Subject line.  The Manager does not need to prepare an updated job description.  

  3.  An HR Compensation 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.  The Manager will be notified of the decision whether or not to proceed with the request.   

  4.  If HR Compensation accepts the re-evaluation request, the Manager is asked to obtain the approval of the Department Head/Director or designate.   (If the primary contact is the Department Head/Director or designate, the required approvals for the re-evaluation process will be obtained directly from him or her.)   The Department Head/Director or designate sends an email to HR Compensation, approving the request for re-evaluation and confirming the effective date of the changes. This approval is required before proceeding to the next step.

  5.  If the position is being re-evaluated, the HR Compensation team member prepares an updated draft job description.  If a Manager has prepared an updated draft job description that incorporates the significant changes to the position, he or she should send the draft along with the Request for Position Re-evaluation Form and organization chart to HR Compensation.  The Manager’s draft will be reviewed in conjunction with the other documents.

  6. The Manager reviews and provides feedback on the draft job description.  He or she 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 draft.  The Department Head/Director or designate may also provide the Manager with feedback.

  7.  The HR Compensation Team Member revises the draft job description to include appropriate proposed changes.

  8. The Manager and Department Head/Director or designate must review, approve and sign the updated job description prior to re-evaluation of the position.  The employee will also be asked to sign the job description.   

  9. 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.

  10. Results of the re-evaluation, including pay adjustments, if applicable, are communicated to the Manager.   HR Compensation also sends a letter to the employee to communicate the results of the re-evaluation.  

If you have questions regarding the re-evaluation criteria or process, please email HR Compensation at hrcomp@queensu.ca or call extension 74189.  If sending an email, note ‘Re-evaluation Request Enquiry’ in the Subject line.

Queen's Human Resources
Fleming Hall, Stewart-Pollock Wing
Kingston, Ontario, Canada. K7L 3N6.
T: 613.533.2070 | F: 613.533.6196
hradmin@queensu.ca