- Q1 Is job evaluation about the person or the position?
- Q2 Who can start the job evaluation process?
- Q3 Under what circumstances can I apply for a job evaluation?
- Q4 What steps do I as a staff member have to go through in the job evaluation process?
- Q5 Should I talk to my supervisor before I start the Job Evaluation Process?
- Q6 Why is there a two stage process for the evaluation of my position?
- Q7 Why do I have to use the job evaluation booklet?
- Q8 Who should complete the booklet?
- Q9 Should I be given some time away from work to complete the Job Evaluation Booklet?
- Q10 Who can I talk to about the questions in the booklet?
- Q11 Do I have to update my position description?
- Q12 How can HR staff evaluate my position if they don't know what I do in my job?
- Q13 Where does my supervisor fit within the job evaluation process?
- Q14 What do I do if I have more than one supervisor?
- Q15 Who has to endorse the job evaluation booklet?
- Q16 From when the booklet is completed, how long will the process take?
- Q17 What happens if my supervisor does not support my job evaluation application?
- Q18 If my supervisor does not support my application can I just send it straight to the HR department for assessment?
- Q19 What happens if my supervisor tells me there is not enough money in the budget to cover a higher classified position?
- Q20 What happens if I put my booklet in and nothing happens with it or I have not heard in a long time? What can I do?
- Q21 Where does the job evaluation booklet go after it has been approved by my area?
- Q22 At what point in the process can I contact the HR Department?
- Q23 Once the booklet gets to the HR Department how long will it take to be evaluated?
- Q24 Who will notify me of the outcome of the job evaluation?
- Q25 What sort of feedback should I expect?
- Q26 If the job evaluation application is successful when will I start being paid at the higher level?
- Q27 What can I do if my job evaluation is unsuccessful? Am I entitled to know the reasons why it failed? Who should tell me?
- Q28 I can't understand why my job evaluation application failed as my workload has increased?
- Q29 Can I resubmit my job evaluation booklet?
- Q30 Can I submit another job evaluation booklet in the future whilst I am in the same position?
Q1 Is job evaluation about the person or the position?
Job evaluation is about the position . In applying for a job evaluation it is important to remember that the content and requirements of a particular position at QUT is being evaluated, rather than the knowledge and skills of the previous or current position holder. The questions in the Job Evaluation Booklet ask what is needed to perform the position at a satisfactory standard, not above or below average. The booklet is not concerned with an individual level of performance but rather with what the position is about.
Q2 Who can start the job evaluation process?
A supervisor or position holder may at any time initiate discussions regarding the classification level of a position. This may occur during a PPR-PS discussion or at other times where it is felt that the duties and responsibilities have altered significantly to consider a reassessment of the position and classification level.
Q3 Under what circumstances can I apply for a job evaluation?
Job evaluation can be considered when the duties and responsibilities of the position have substantially changed due to one or more of the following criteria;
- Ongoing significant change(s) to the scope of function required of the position
- Change(s) to the position following a restructure of the immediate organisational area
- Change(s) to the position as a result of redesign or change(s) to other jobs that directly affect the functions and/or focus of the position
- Change(s) to the position as a result of the restructure of another organisational area that directly affects the function and/or focus of the position.
Circumstances do not include an increase in the volume of work, or general dissatisfaction with the current position classification.
Q4 What steps do I as a staff member have to go through in the job evaluation process?
The stages of the job evaluation process are outlined on the Human Resources web site.
Q5 Should I talk to my supervisor before I start the Job Evaluation Process?
Yes. It is important to first talk to your supervisor, as the job evaluation application process needs to be conducted in an open and constructive manner. Often the supervisor will be able to provide you with some valuable input. It is important to discuss if and how the position has changed .
Q6 Why is there a two stage process for the evaluation of my position?
A two stage job evaluation process is used so as to clearly demonstrate to the relevant authorising officer that the position has changed substantially and in accordance with the job evaluation criteria. Step 1, the completion of the 'Approval Form to Submit a Job Evaluation Booklet' provides you with the opportunity to succinctly indicate to your authorising officer how the job has changed. The information supplied should cross-reference how the position is aligned to the higher classification descriptor detailed in the Enterprise Agreement (Professional Staff) (Schedule 1). The Authorising Officer can then assess whether the position has changed appropriately and whether it might meet the higher position classification and can indicate their approval/non-approval as appropriate. If the Authorising Officer, or your supervisor does not support the need for job evaluation, you have the opportunity at this stage to appeal through the Review of Unsuccessful Job Evaluation Applications process.
If your 'Approval Form to Submit a Job Evaluation Booklet' is supported and approved by your supervisor and the Authorising Officer, you may then proceed to Stage 2 of the job evaluation process and complete a formal job evaluation booklet.
Q7 Why do I have to use the job evaluation booklet?
The Job Evaluation Booklet is the tool that QUT has developed to provide evaluating officers with an understanding of the complexity of the role. It is important that questions are answered honestly and thoroughly. Specific examples of how the duties relate to the questions provide the additional information required to fully scope the role.
This information is supplemented by materials such as an updated position description and examples of relativities (ie. other position descriptions). Additional information may also be gathered by informal discussions with the position holder and the supervisor.
Q8 Who should complete the booklet?
The position holder, after consultation with the supervisor, should draft the responses in the Job Evaluation Booklet. The position holder should also consider providing the additional information required.
A position holder can be asked by a supervisor to provide input into the completion of the Job Evaluation Booklet if the evaluation is for a new position.
Staff members should not complete booklets for colleagues.
Q9 Should I be given some time away from work to complete the Job Evaluation Booklet?
Part of your discussion with your supervisor should include an agreement on a reasonable amount of work time that you can dedicate to completing the job evaluation booklet. This would need to take into consideration present workloads and the timing in respect to the work and priorities of the organisational area.
Q10 Who can I talk to about the questions in the booklet?
Your Senior HR Advisor is available to assist you and / or your supervisor on any aspect of the process or the questions contained in the booklet.
Q11 Do I have to update my position description?
Yes your position description is an integral part of the job evaluation process. It is important that both you and your supervisor discuss the duties and responsibilities of the role and develop an updated position description. An up-to-date position description is also an important and necessary tool for PPR-PS.
Q12 How can HR staff evaluate my position if they don't know what I do in my job?
By providing the correct and most up-to-date documentation with as many examples of the duties performed as possible, the Senior HR Advisor will be in a position to understand the scope and complexity of the role. The Senior HR Advisor may also meet with you or the supervisor to further discuss aspects of the role.
Q13 Where does my supervisor fit within the job evaluation process?
The supervisor plays an integral part within the job evaluation process. The supervisor can provide valuable input into the documentation and provide feedback and support. Also as the first signatory of the documentation for the job evaluation process, he/she is required to consider the need for the position to be evaluated and subsequently endorse the content of the job evaluation form initially and the job evaluation booklet.
Q14 What do I do if I have more than one supervisor?
All supervisors should be involved in the process and should consult with each other in the completion and endorsement of the job evaluation paperwork, and particularly the job evaluation form and booklet. The job evaluation form and booklet's approval section allows for more than one supervisor's signature.
Q15 Who has to endorse the job evaluation form and booklet?
The Job Evaluation Form and Booklet must be approved by the position holder's supervisor and the head of the organisational area. This should then continue up to the dean of faculty / head of division. There is a page in the back of the booklet for signatures. For example;
The supervisor, to the head of school, to the executive dean; or
The supervisor, to the head of department, to the head of division.
Q16 From when the booklet formal Job Evaluation booklet is completed, how long will the process take?
Timeframes are normally:
- A maximum of 4 weeks for the supervisor to respond after the job evaluation booklet is completed.
- A maximum of 2 weeks for the endorsement processes to occur at each management level above the supervisor.
- A maximum of 4 weeks for the HR Department to evaluate the booklet.
Extenuating circumstances may alter these timeframes. See Stages of the job evaluation process
Q17 What happens if my supervisor does not support my job evaluation application?
If your supervisor does not endorse your 'Approval to submit a Job Evaluation Booklet' form, there is a requirement for the supervisor to complete a section on the form providing their rationale for not agreeing with the application. Prior to making this decision, the supervisor must have consulted the appropriate Head of School/Department and/or Executive Dean/Head of Division. If you are dissatisfied with the rationale provided, you may lodge an appeal through the University's Review of Unsuccessful Job Evaluations Application process.
Q18 If my supervisor does not support my application can I just send it straight to the HR department for assessment?
A job evaluation booklet cannot be sent to the HR Department for evaluation without the signed approval of the dean of faculty / head of division. If it is sent without this endorsement the HR Department will return it to the position holder.
Q19 What happens if my supervisor tells me there is not enough money in the budget to cover a higher classified position?
If the supervisor does not endorse the job evaluation application due to financial constraints in the organisational area it is the supervisor's responsibility to ensure that the work performed is at the designated classification level of the position. Job redesign may be necessary to ensure this requirement. If required, assistance can be sought from the relevant HR Advisor.
Q20 What happens if I have submitted my formal job evaluation booklet and nothing happens with it or I have not heard in a long time? What can I do?
As soon as the Job Evaluation Booklet arrives at the HR Department you and your supervisor will be advised. Therefore if you have not heard from the HR Department the booklet must still be within your organisational area. You can ask your supervisor to follow it up and find where the booklet is. The Stages of the job evaluation process provide a guideline on the timeframe however extenuating circumstances may be the reason for a delay.
Q21 Where does the job evaluation booklet go after it has been approved by my area?
The booklet must go to each level of management, above your supervisor, for endorsement before final sign off by the authorising officer (head of division / faculty). Then the booklet will be sent to the HR Department for evaluation .
Q22 At what point in the process can I contact the HR Department?
The relevant Senior HR Advisor can be contacted throughout the process. See the Stages of the Job Evaluation Process for guidance.
Q23 Once the booklet gets to the HR Department how long will it take to be evaluated?
It will normally take up to four weeks.
Q24 Who will notify me of the outcome of the job evaluation?
Your supervisor will advise you of the outcome. If your application is successful in gaining a re-classification upwards you will also receive a letter from the HR Director advising you of the necessary details.
Q25 What sort of feedback should I expect?
The HR Advisor provides your supervisor with feedback on the outcome. Your supervisor should then meet with you to provide this feedback in a timely and appropriate manner. The HR Advisor may also be involved in this process if required.
Q26 If the job evaluation application is successful when will I start being paid at the higher level?
The reclassification is effective from the date the HR Department receives your job evaluation booklet. The letter from the HR Director will stipulate the effective date.
Q27 What can I do if my job evaluation is unsuccessful? Am I entitled to know the reasons why it failed? Who should tell me?
Your supervisor will provide you with the feedback and the Senior HR Advisor can be involved in this discussion if required. You have the option to access the review of unsuccessful job evaluation applications process. Please see Stages of the Job Evaluation Process.
Q28 I can't understand why my job evaluation application failed as my workload has increased?
A change to the volume of work is not a reason for a change to a classification level of a position. The criteria for job evaluation are based on the complexity and nature of the work performed. The issue of volume of work may be discussed with your supervisor at any time and can also be part of your PPr-PS meetings.
Q29 Can I resubmit my job evaluation booklet?
It would not be useful to resubmit a booklet straight away as the assessment of the classification level would not change. It is only if there has been a significant change to the level of duties and responsibilities of the position that the position could then be discussed with your supervisor and a decision made as to whether or not to re-submit a booklet.
Q30 Can I submit another job evaluation booklet in the future whilst I am in the same position?
Yes if the application for reclassification is based on the stated criteria .