Support Staff Job Evaluation Process
The following outlines the Job Evaluation process under Articles 15 & 16, Common Provisions of the U of A / NASA Collective Agreement.
1. The Job Fact Sheet (clause 15.03 - 15.05)
The first step in any job evaluation process is for the evaluator to get a good understanding of the job. This is done through a formal, written description of the position (i.e. an updated Job Fact Sheet). Other information may also be gathered through an audit process with the incumbent, the supervisor and/or the Department Head/designee. As the Job Fact Sheet is also used by the institution for other human resource processes such as performance management, succession planning and training & development, it is important that the Job Fact Sheet contain sufficient detail.
It is important to remember that some of the fundamental principles of job evaluation are to:
- Evaluate the position and not the person, their performance or individual qualifications (i.e. skill sets, experience, education, etc),
- Determine the relationship of relative job worth (internal equity)
2. The Mediation Process (clause 15.04(d))
If any difficulties arise in completing the Job Fact Sheet or in agreeing on its contents, the incumbent, supervisor or Department Head may request the assistance of HR to mediate and resolve the difficulties. The incumbent may be accompanied by a Union Representative to assist the incumbent in presenting his/her concerns. Failing agreement, HR and the Department Head will determine the appropriate content of the Job Fact Sheet.
The mediation process is designed to ensure that every effort has been made to provide the most accurate description of the position. The mediator's role is to keep the parties focused in order for them to arrive at an accurate description of the job.
3. The Evaluation Process (clause 15.05(d))
The Job Fact Sheet is sent to Job and Organizational Design for evaluation under the University of Alberta's job evaluation plan. The evaluator undertakes the following steps in making his/her evaluation:
- The evaluator reviews the Job Fact Sheet and organization chart that has been submitted.
- If there is an incumbent in the position, the evaluator may schedule time to meet with the incumbent, the supervisor and/or the Department Head/designee, to review the position.
- The evaluator researches comparators and reviews benchmarks to determine where the position under review is similar or different, then evaluates the position.
- The evaluation outcome is communicated to the incumbent, the supervisor and/or the Department Head/designee and NASA.
- If requested, the evaluator will meet with the incumbent, the supervisor and/or the Department Head/designee to review the evaluation and the comparators used to support the outcome.
- The incumbent or the Department Head may appeal the evaluation results.
4. The Appeal Process (Article 16)
The appeal process does not address disagreements on job content but focuses on the application of the job evaluation plan to a submitted set of facts about the position. The appeal process also does not extend to non-factors, the effective date of the re-evaluation, or the working title of the position.
STAGE 1 Appeals (clause 16.02)
An employee or Department Head/designee, may appeal within 60 working days from the date a job evaluation decision is confirmed in writing/email. The appeal document must include the reasons for appeal and any other information that the appellant feels is relevant.
If an employee launches an appeal, the employee will provide copies of the appeal letter to the supervisor and Department Head/designee. If the Department Head/designee launches an appeal, copies will be provided to the employee (if the position has an incumbent). Human Resources will forward a copy of the appeal to the Chair of the Job Evaluation Appeal Committee.
Under clause 16.02 (b), the Director, Human Resource Consulting Services, has 20 working days to respond. The reply will be one of the following:
- Reasons for the success of the appeal;
- Reason for the failure/denial of the appeal; or
- Notification of the assigned Consultant who will conduct a second evaluation.
If another Consultant is selected, a new evaluation must be conducted and the Director, Human Resource Consulting Services, will assess both evaluations and forward a response to the appellant advising of the outcome of the Stage 1 Appeal including rationale, within 65 working days.
If the appellant is dissatisfied with the response from the Director, Human Resource Consulting Services, the appellant has 20 working days from the date of notification, to advance the appeal.
Note: Both parties agree that should any new information be brought forward by either party or other relevant sources prior to the appeal hearing; the matter may be referred back to Job and Organizational Design for further review and discussion. Job and Organizational Design will initiate discussions with the department and NASA with respect to next steps.
STAGE 2 Appeals (clause 16.03)
The Job Evaluation Appeal Committee (JEAC)
The second level of appeal allows for all the stakeholders to come together to present relevant information with respect to the evaluation of the position. This is an opportunity for an in-depth discussion of the evaluation, but also allows the JEAC to hear first-hand all of the information required to make a decision on the appeal.
No new information can be brought forward by any of the respective parties at or during the second level of appeal hearing.
The appellant or NASA representative prepares and forwards notification of appeal to the Chair of JEAC with a copy to the Director, Human Resource Consulting Services, which includes:
- Copies of the documentation previously forwarded to the Director, Human Resource Consulting Services;
- The Director's response.
Five working days prior to the appeal, the Secretary to the Job Evaluation Appeal Committee compiles and distributes all documentation submitted by the various parties to the Committee members, the incumbent (including their NASA representative, if applicable), the Department Head/designee, and the Director, Human Resource Consulting Services. This documentation will include:
- A report from the Job and Organizational Design Unit which includes the job evaluation plan factor evaluations and the rationale for each, summaries of relevant comparators, organization chart of the unit, and overall rationale for the position evaluation or job family assignment.
- Any submission from the incumbent or NASA representative.
- Any submission from the Department Head/designee.
The JEAC Hearing
The JEAC is made up of five (5) members:
- Two (2) members chosen from a list of those appointed by the Employer, \
- Two (2) members chosen from a list of those appointed by the Union, and
- A Chair mutually agreed to by the Employer and the Union.
An appeal will not be heard without a full complement of JEAC members being present at the hearing.
It is contingent upon the JEAC Committee members to declare a conflict of interest prior to the appeal hearing. This principle will ensure a balance between expertise (i.e. job family, work unit, etc.) and impartiality.
The JEAC holds a hearing within 20 working days from receipt of an appeal request. The appeal will be held at a time when all parties can be present. If the parties can not meet within the 20 day limit, time limits will be extended through mutual consent of all parties.
The hearing will normally proceed as follows:
- Appellant and/or NASA representative present any relevant information which supports the appeal;
- Job and Organizational Design responds and presents the facts of the evaluation along with comparators;
- The supervisor and/or Department Head/designee may present any relevant information;
- Questions from JEAC;
- All parties may provide summary comments.
In making their decision, the Committee will take into consideration not only the validity of the facts that they have heard but also the maintenance of equity in the overall job evaluation plan. In the event of a split decision with the committee members, the Chair's decision will be the Committee's decision.
The decision of the JEAC is final and binding. The Chair will notify all parties of the decision within 10 working days of the hearing. The notification will include the reasons and rationale for the decision.