Policy 3a - Job description and Classification for Support Staff

Approved Executive Committee of the Board of Governors 67.23

JOB DESCRIPTION AND CLASSIFICATION FOR SUPPORT STAFF


Please note that the calculations described in articles 24 and 25 are no longer in effect.  Following administrative practices at the University, an employee whose position is reclassified upwards receives a 5% increase per salary grade. The policy will be updated once the collective agreement negotiations for support staff are completed.

PRINCIPLES

1. The University strives to maintain a balanced salary structure and an effective management organization by determining the relative value of each position in a coherent and rational manner.

2. The Human Resources Service has been empowered by the Administrative Committee to classify positions and to change job classifications, job categories and job titles.

OBJECTIVES

3. In accordance with the above principles, the University has set out the following objectives:

  • a) to define the objectives of each position;
  • b) to distinguish between the level of responsibility in each position;
  • c) to ensure that the evaluation of positions for support staff is consistent and fair;
  • d) to respect pay equity legislation and the recognition of equal salary for essentially comparable responsibilities;
  • e) to help staff members become familiar with job evaluation and classification methods;
  • f) to ensure the existence of various systems and controls so that all support staff employees are treated fairly and impartially;
  • g) to ensure that standards relating to employment and non-discriminatory practices are respected in the description and classification of staff position.

CREATION AND ABOLISHMENT OF POSITIONS

4. The dean of a faculty or the director of a service is responsible for recommending the creation or abolishment of a position to the Administrative Committee.

5. Requests to abolish a position must be countersigned by the Director of Human Resources Service before presentation to the Administrative Committee.

6. The dean of a faculty or the director of a service is responsible for defining the content and the requirements of a position according to the normal qualifications needed to fill the position. The requirements must respect the current legislation.

7. A position whose functions have changed significantly must be abolished for continuity. A new position number will be assigned after approval by the Administrative Committee.

8. Each request for the creation of a position must be preceded by an evaluation of the proposed position by Human Resources Service.

JOB DESCRIPTIONS

9a) A job description must be completed for each established support staff position. Each job description must be signed by the incumbent and the incumbent's immediate superior. All job descriptions must also be signed by the proper authorities in the faculty or service. The organization chart must accompany the job description. It must also be signed and dated.

b) Job descriptions prepared after January 1, 1994 must be accompanied by the questionnaire entitled "Writing job descriptions with the help of a questionnaire" duly signed.

10. The job description must be clear, succinct and complete. It should normally not exceed three pages.

11. A job description defines the position as it now exists, not as it ought to be or will be in the future.

12. At the request of his supervisor, an employee may undertake special duties that are not specifically mentioned in the job description, as long as both superior and employee agree and the functions are essential to the workings of the unit. These will apply for a temporary period of time.

13. If such special duties become permanent, they may be integrated permanently in the job description. If, by their nature, they tend to change the level of the position, the job description must then be reviewed, modified accordingly, and presented to Human Resources Service for reevaluation. These changes must be reflected within twelve months of taking the new responsibilities.

JOB CLASSIFICATION

14. The Administrative Committee has empowered the Human Resources Service to classify positions and to modify job classifications, job categories and job titles.

15. The evaluation of all non-unionized support staff positions is done by the University Job Evaluation Committee.

16. The committee is chaired by the Coordinator, Job Evaluation and Compensation. It is made up of eight members of the university community, one of whom is nominated by the Support Staff Executive Committee. These members represent various occupational groups of the support staff. The Human Resources Director is an ex officio member.

17. The Job Evaluation Committee analyzes all non-unionized support positions and attributes a score based on the job evaluation method adopted by the University, the Hay Method of evaluation.

18. The Hay Method is a quantitative method which analyzes the relative worth of evaluation factors. It uses four main factors measuring a) Know-How, b) Problem Solving, c) Accountability, and d) Working Conditions.

19. The sum of the points given to each factor provides the global job evaluation.

20. The Hay Method was adapted to the needs of the University of Ottawa in order to ensure internal equity in job evaluation. The University has devised its own salary scales.

21. Any employee not satisfied with the evaluation of his/her position may submit, to his faculty or service, a request for a reevaluation of the position. This appeal must be submitted within ninety days following the official notification of the results and can be accepted or rejected.

22. Any dean, director or appointed delegate who feels that a position has not been evaluated appropriately may appeal the decision to the Director of Human Resources Service.

23. The evaluation results cannot be grieved since the incumbent is not considered at the time of the position evaluation.

RECLASSIFICATION CALCULATIONS

24. When a position is reclassified, the incumbent's salary will be calculated in the same manner as a promotion (50% of the difference between the two standards added to the incumbent's salary). Further increases will be adjusted according to the new comparatio.

25. When the classification of a position is reduced, the incumbent's salary will not be changed. However, if the same position is reclassified and is occupied by the same incumbent, the salary will be calculated as follows: 50% of the difference between the old standard (before reduction of the value) and the new standard, applied to the incumbent's salary.

UPDATING

26. Human Resources Service is responsible for recommending to the Vice-rector, Resources any amendment to this policy deemed necessary to meet the various needs of faculties, schools and services.

27. Human Resources Service is also responsible for updating the job evaluation system and ensuring its quality control in accordance with approved University standards.

28. To maintain such criteria, the support staff job descriptions should normally be reviewed every three years.

INTERPRETATION

29. The Director of Human Resources Service is responsible for the interpretation and the application of this policy.

APPLICATION

30. The present policy applies to support staff not covered by provisions of a collective agreement.

31. Support staff paid through grants fall under the specific application of Policy No. 91.

EXCEPTION

32. No exception may be made to this policy without the written consent of the Administrative Committee.

Revised October 27, 1993

(Human Resources)

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