- Q1 Is job evaluation linked to PPR-PS?
- Q2 Does job evaluation negate doing a PPR-PS?
- Q3 What involvement should I have in completing the job evaluation booklet?
- Q4 Where is the best starting point for completing the booklet?
- Q5 Why is there a two stage process for the evaluation of a currently occupied position?
- Q6 What documentation should the staff member and I use to complete the job evaluation booklet?
- Q7 Am I able to obtain a copy of any previous booklets completed for a position?
- Q8 What is a realistic timeframe for me to review the job evaluation booklet and provide my feedback to the staff member?
- Q9 What if the staff member and I do not agree on some responses?
- Q10 Can we use relativities from outside the University to substantiate the job evaluation application?
- Q11 What if I do not support the approval form?
- Q12 Who can help me provide the feedback to the staff member?
- Q13 Should I be giving the staff member time away from their duties to complete the Job Evaluation Booklet?
- Q14 What if I cannot support the application because of budget constraints?
- Q15 Can a staff member take their job evaluation application to my manager if they are not happy with my decision?
- Q16 Once I have passed on the job evaluation booklet to the dean of faculty / head of division what is a realistic timeframe for the booklet to be approved before sending it to HR?
- Q17 Can I get help in providing feedback to the staff member if their job evaluation application is unsuccessful?
Q1 Is job evaluation linked to PPR-PS?
Job evaluation discussions can be linked to PPR-PS as the updating of a position description to reflect current duties and responsibilities is an important part of both processes. It may be that during PPR-PS discussions, when the positioin description is being updated, that both the supervisor and staff member realise that there has been significant change in the scope and functions of the position. It is at this time that discussions may begin about a job evaluation application.
Q2 Does job evaluation negate doing a PPR-PS?
Definitely not. The purpose of PPR-PS is to discuss and share expectations about performance objectives and development activities, develop and review a mutually agreed performance plan and clarify work areas and goals. This is an important process that all professional staff go through with their supervisor on an annual basis.
Q3 What involvement should I have in the job evaluation process and relevant documentation?
The extent of your involvement really depends on the specific circumstances of the situation. If you are initiating the job evaluation application, as there has been major change directly in your organisational area or changes elsewhere impacting on your area, you may have a direct role in completing the job evaluation booklet as you may have a better understanding of the changes to the position.
However if the position holder is initiating the job evaluation application and has held discussions with you, it may be best that the position holder completes a first draft of the relevant documentation before undertaking discussions with you.
Q4 Where is the best starting point for commencing the job evaluation process?
The best starting point for both you and the position holder is to carefully consider the position description and assess if it accurately represents the duties and responsibilities currently being undertaken and required of the level of the position.
Q5 Why is there a two stage process for the evaluation of a currently occupied position?
A two stage job evaluation process is used 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 'Approval Form to Submit a Job Evaluation Booklet' provides the authorising officer with a summary of the key changes to the position that requires assessment in terms of a possible reclassification of the position. If approved, a more formal Job Evaluation Booklet is completed during Stage 2 to capture appropriate details about the changes to the position to allow assessment by the Human Resources Department.
Q6 What documentation should the staff member and I use to complete the job evaluation booklet?
You will need to use the current position description for the position, any new revised position description that reflects the changes to the role, and the information contained within the 'Approval Form to Submit a Job Evaluation Booklet'. Position descriptions of other similar positions in the University can be helpful when considering relativities. You should also include the area's organisational chart.
Q7 Am I able to obtain a copy of any previous booklets completed for a position?
No, however it may be possible to access position descriptions from similar positions within the University which may be helpful.
Q8 What is a realistic timeframe for me to review the job evaluation booklet and provide my feedback to the staff member?
You should provide a response (support or non-support) to the position holder within two weeks of receiving the completed booklet. See stages of job evaluation process for timeframes.
Q9 What if the staff member and I do not agree on some responses?
Both you and your staff member need to discuss this and ideally come to an agreement on what the duties and responsibilities of the position are. Such agreement will then assist in the development of the responses in the booklet.
If agreement cannot be reached the supervisor may choose not to endorse the application. See overview
Q10 Can we use relativities from outside the University to substantiate the job evaluation application?
No - relativities are only used within QUT.
Q11 What if I do not support the approval form?
Firstly you must be very clear on why you are not supporting the job evaluation application. You need to put these reasons in writing to the position holder and discuss them with him/her. It is recommended you discuss the reasons with your HR Advisor and your manager before writing to the position holder. The position holder may choose to take the issue up with your manager. If this occurs the position holder will give your rationale for not supporting the application and their response to it, to your manager for consideration. If the position holder remains dissatisifed with the response provided by you and/or your manager, they may lodge an appeal through the University's Review of Unsuccessful Job Evaluation Applications.
Q12 Who can help me provide the feedback to the staff member?
Providing feedback is your responsibility as supervisor but if you need assistance your Senior HR Advisor is available to meet with you and the position holder to clarify the situation.
Q13 Should I be giving the staff member time away from their duties to complete the Job Evaluation Booklet?
Yes, part of your initial discussion with the position holder should include an agreement on a reasonable amount of work time that he/she can dedicate to completing the job evaluation booklet. Of course, you would need to take into consideration present workloads and the timing in respect to the work and priorities of the organisational area.
Q14 What if I cannot support the application because of budget constraints?
It is important to note that if you are not endorsing the job evaluation application for financial / budgetary reasons you will need to reconsider the current duties of the position to ensure they are consistent with the classification position descriptors of the particular level. It may be that you need to redesign the position and the Senior HR Advisor can assist with this task.
This issue may need to be considered in future workforce planning and budget allocation processes.
Q15 Can a staff member take their job evaluation application further if they are not happy with my decision?
Yes the position holder can choose to take the application along with your rationale for not endorsing the application and their written response to your manager for consideration.
Q16 Once I have passed on the job evaluation booklet to the executive dean of faculty / head of division what is a realistic timeframe for the booklet to be approved before sending it to HR?
The executive dean of faculty / head of division has two weeks to consider the booklet and complete the endorsement process before the application is sent to the HR Department. See stages of job evaluation process for timeframes.
Q17 Can I get help in providing feedback to the staff member if their job evaluation application is unsuccessful?
Although providing feedback is your responsibility as supervisor, assistance is available from your Senior HR Advisor. Initially the Senior HR Advisor would provide verbal feedback to you, as supervisor, as to the reasons the job evaluation application was unsuccessful. If required, the Senior HR Advisor is available to meet with you and the position holder to provide any further information on why the position was not re-classified. If you, or the position holder, are dissatisfied with the outcome and rationale provided, you may lodge an appeal through the University's Review of Unsuccessful Job Evaluation Applications process.