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Queen's University
 

FAQ's - Position Re-evaluation Process for General Staff

  1. To which employee groups does this re-evaluation process apply

  2. How do I know whether a position that has undergone changes needs to be re-evaluated?  

  3. Does supervision of additional employees require a position re-evaluation?

  4. What needs to be done in order to get a position re-evaluated?

  5. Do I need to submit an updated job description for the position as part of the re-evaluation request?

  6. What level of management approval is required to submit a re-evaluation request?

  7. Can an employee submit a re-evaluation request for his or her position?  

  8. What is the estimated timing for getting a position re-evaluated?  

  9. Is there a deadline for submitting a position for re-evaluation under the freeze lift provision?

  10. Will the employee have an opportunity to review the updated job description before it is finalized?  

  11. If a position is reclassified to a higher level, will the employee receive retroactive pay?

  12. 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 Compensation, or I do not understand the results of the re-evaluation)?  

  13. Who do I contact if I have questions about the process for re-evaluation of a position?


1.     To which employee groups does this re-evaluation process apply? 

The re-evaluation process applies to General Staff positions, including Research, in grades 2 to 14.

2.     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. 

 

For specific details about position eligibility for review and re-evaluation, refer to the Manager's Reference: Position Re-evaluation Criteria and Process for General Staff.  

3.     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.

4.     What needs to be done in order to get a position re-evaluated?

Review the Manager's Reference: Position Re-evaluation Criteria and Process for General Staff and Request for Position Re-evaluation Form - General Staff (HR-FRM-039). They will aid in determining whether a position meets the criteria for re-evaluation. If, after reviewing these documents, the Manager believes that the position changes support a re-evaluation, he or she will complete the Request for Position Re-evaluation Form - General Staff, using the existing job description as a reference. 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 information gathered in the Request for Position Re-evaluation Form - General Staff along with other supplementary information provided is used by HR Compensation to determine whether re-evaluation is needed.

 

If, after reviewing the above documents, you have questions, please email HR Compensation at hrcomp@queensu.ca or call extension 79092. If sending an email, note ‘Re-evaluation Enquiry’ in the Subject line.

5.     Do I need to submit an updated job description for the position as part of the re-evaluation request?

No.  Managers do not need to prepare an updated job description.  If a revision to the job description is needed, the information provided in the Request for Position Re-evaluation Form - General Staff will be used by HR Compensation to create an updated draft job description.   Updated job descriptions will be developed only for positions that have undergone significant change and are being re-evaluated.  

 

The Manager will review and provide feedback on the draft Job description, and may consult with the employee and ask for input.  The Department Head/Director or designate may also provide the Manager with feedback.  HR Compensation will incorporate appropriate proposed changes into the draft.  The Manager and Department Head/Director or designate must approve and sign the updated Job description prior to re-evaluation of the position.  Managers are encouraged to ask the employee to also sign the job description. 

 

If a Manager has prepared an updated draft 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 – General Staff and organization chart to HR Compensation.  The Manager’s draft will be reviewed in conjunction with the other documents.

6.     What level of management approval is required to submit a re-evaluation request?

The position’s direct Manager has authority to complete and submit a re-evaluation request.  If the request is accepted by HR Compensation, the Department Head/Director or designate must approve the request for re-evaluation and confirm the effective date of the position changes.  (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.)

7.     Can an employee submit a re-evaluation request for his or her position?

If an employee believes that there has been significant change to the position and it is ongoing in nature, he or she should discuss the changes with the Manager to whom the position reports.  Requests for re-evaluation are submitted by the Manager.

 8.     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 - Compensation 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 - Compensation will endeavor to process all re-evaluation requests in as timely a manner as possible.

9.     Is there a deadline for submitting a position for re-evaluation under the freeze lift provision?

The deadline for submitting a re-evaluation request for positions in grades 2 to 9 under the freeze lift provision is December 31, 2012.   If a Manager has difficulty submitting re-evaluation a request for a position by the end of this calendar year, he or she should contact HR Compensation.

10.    Will the employee have an opportunity to review the updated job description before it is finalized?

Throughout the process, the employee may be provided the opportunity to provide input, including being asked by his or her Manager to review the updated content, and sign the job description.   Managers are encouraged to involve their employees in the process.

11.    If a position is reclassified to a higher level, will the employee 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 - General Staff.

 

Following is the applicable pay retroactivity for General Staff positions:

 

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. 

 12.    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 Compensation, or I do not understand the results of the re-evaluation)?

At any point in the process, feel free to request a meeting (in person or by phone) with the HR Compensation team member who is responsible for the re-evaluation.  He or she will be available to meet with the Manager and the employee to provide an explanation and enhance understanding.

13.    Who do I contact if I have questions about the process for re-evaluation of a position?

For further information about position re-evaluation, 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