Job Evaluation – Classification/Reclassification Procedure (BCGEU)
PREAMBLE
The reclassification process is set out in Article 20 of the Collective Agreement between UBC and BCGEU. If there are any discrepancies between this document and the Collective Agreement, the Collective Agreement shall prevail.
The University maintains the right to classify or reclassify jobs as stated under Article 18, 19, and 20 according to the emerging and changing needs of the University. The University shall stipulate the effective date of any reclassification.
LOU #5 Joint Job Evaluation-Classification/Reclassification Procedures
Note: Classifications are based on the position, not the employee. Employee qualifications, individual job performance, volume of work or salary assigned to the grid range level are not valid grounds for a classification review.
Please access the following online forms:
JOB EVALUATION AND THE POINT FACTOR RATING SYSTEM
The process of rating jobs is called job evaluation and it is aimed at determining the relative worth of each job at UBC’s Okanagan campus. Each of the 10 compensable job factors used in the Job Evaluation Plan can be divided into a number of degrees and each degree is assigned a point value.
The Joint Job Evaluation Committee (JJEC) assigns each job the number of points that corresponds to the degree factors present in the job. For example, the job of custodian might be assigned many points for involving difficult working conditions. The job of payroll clerk might receive fewer points on that factor since more agreeable working conditions are involved, but it might receive more points for having a greater financial responsibility.
When the points for each factor are totaled, they will fall within a band range and that is where the classification is determined. The ranges vary and there could be a difference of up to 90 points before you reach the next classification.
FACTORS
These 10 factors determine the classification and compensation for a job. Please see Definition of Factors for the definitions of these factors. Each factor has a certain weighting or measure of importance for the overall rating of a job.
| Factor | Percentage of the Total Weight |
|---|---|
| Education | 18 |
| Experience | 15 |
| Judgement | 15 |
| Impact of Decisions | 13 |
| Financial Responsibility | 4 |
| Responsibility for the Work of Others | 5 |
| Interpersonal Communications | 12 |
| Physical Demand | 6 |
| Sensory Demand | 6 |
| Working Conditions | 6 |
| 100% |
The JJEC looks at many things in evaluating a job including:
- Current job description
- New job description and how it differs from the previous job description
- Other jobs at UBC’s Okanagan campus that may have similar requirements
- The point factors assigned to similar existing jobs
This is why it is very important to be deliberate and thoughtful in writing a job description because it is the basis of rating the work. Again, the job evaluation system is not meant to evaluate individual job performance, volume of work or salary assigned to the grid range level.
PRIORITY OF JOB EVALUATIONS
- New job – pending posting
- Reclassifications in date order as received by Human Resources (HR)
- Appeals
The University is the initiator of new job descriptions.
A new job is defined as a position with duties and responsibilities that differ from an existing job and has a distinct job title. The JJEC will evaluate and classify the work.
Jobs that become vacant and the supervisor takes that opportunity to update the job description prior to posting, are not considered new jobs. Prior to posting a vacancy, HR will determine if the updated job description offers substantially enough to warrant an evaluation and possible reclassification.
Human Resources retains the right to classify auxiliary work. If an auxiliary job becomes regular, the job will be evaluated by the JJEC.
For help on writing or revising job descriptions, please see:
- Writing your Job Description
- Common Questions for Job Descriptions
- Some Examples of Active Verbs
- Job Description Template
RECLASSIFICATION PROCESS
Job descriptions may be submitted for job evaluation 15 months from the last evaluation.
A request for a reclassification may be initiated by the University or a regular support staff member.
An employee who requests a reclassification of their position shall initiate the reclassification process by submitting a Request for Classification Review form, current job description (may be obtained from Position Management or HR) and proposed new job description (with “track changes”), using the Job Description Template to their immediate supervisor. The employee and supervisor must discuss the employee’s classification request and reach agreement on the content of the employee’s job description, with a copy of the final job description provided to the effected employee.
Within 20 working days after the employee submits the documents to the supervisor, the supervisor shall submit the form and the finalized job description to HR who will review documentation for completeness and distribute to the JJEC.
A supervisor may initiate a request for reclassification of a position. Where there is an incumbent in the position, the supervisor will discuss the changes in the position with the employee and provide the final copy of the job description to the affected employee(s) prior to submitting the Request for Classification Review form.
Within 15 days of the receipt of submission the JJEC shall complete the classification rating. The committee shall inform the employee, the supervisor and the union of the results of the classification by letter explaining the reasons for the decision.
COMMITTEES
The Joint Job Evaluation Committee (JJEC) is comprised of two BCGEU members and two UBC Okanagan management representatives. Their role is to review initial classification/reclassification requests.
The Joint Job Evaluation Panel (JJEAP) is comprised of one member of the JJEC appointed by the Union and one member of the JJEC appointed by the University. Their role is to review JJEC decision appeals.
CONFLICT OF INTEREST
The JJEC will conduct evaluations in a transparent, honest, and objective manner.
A JJEC or JJEAP member will be declared in a conflict of interest for classifying or reclassifying a job as follows:
- the job being evaluated is the member’s job
- the member is in a supervisory or subordinate capacity to the position
- the member is related to the incumbent in the position
- the member must declare a conflict of interest due to personal, business or other relationships that might be reasonably construed as giving rise to concerns about conflict and bias
- to ensure objectivity, members of the JJEAP shall not have had any prior involvement with the particular classification appealed.
SUCCESSFUL RECLASSIFICATION
Human Resources will verbally advise the supervisor of the decision and the supervisor will verbally advise the employee. The supervisor will submit an ePaf to HR to process any increase in salary.
The JJEC will confirm the classification decision in writing to the employee outlining if any factors have changed. A copy will be sent to the supervisor and the Union Chairperson.
In accordance with Article 22.7 “Where an employee is appointed to another position which carries a higher salary scale, the employee will receive the rate in the new salary scale which is a minimum of one step higher than their current step or the minimum of the new scale, whichever is greater.”
If the position is reclassified to a higher salary grade, the effective date of the increase will be retroactive to the date the Classification Review form was signed and submitted by the employee to their supervisor.
RECLASSIFICATION TO LOWER LEVEL
Where a job is reclassified to a lower salary grade than the current job, the employee’s salary will remain the same and be red-circled until the maximum salary for the lower classification equals or exceeds the red-circled salary rate. “Red-circled” means that the incumbents’ current salary exceeds the top of the range for the lower classification.
GROUP RECLASSIFICATION REQUESTS
Where more than one incumbent in the same area carries out the same tasks, one document and job description will be submitted for the group. For instance, two or more clerks in a department performing the same work may only need to submit one set of documents.
AUXILIARY EMPLOYEES
Auxiliary employees who occupied a position reclassified to a higher pay grade will receive retroactive pay for the time worked beginning when the evaluation request was received by the Human Resources Office, to the end of their auxiliary assignment.
APPEAL PROCESS
If an employee disagrees with the JJEC’s decision, the employee shall have the right to appeal to the JJEAP. The employee must file a classification appeal within 10 working days after receiving the written notification of the decision.
An employee shall have the right to appear in person before the JJEAP and the panel may call any person(s) to provide relevant clarification in order to arrive at a just decision.
The information contained in the Classification/Reclassification Appeal form must be clarifying existing information submitted on the original request. The introduction of new information or changes to original information will not qualify for an appeal.
The JJEAP has 20 working days to evaluate the appeal and make a recommendation. Jobs that have been reclassified through the appeal process are ineligible for any further evaluation for 15 months from the date of the appeal evaluation.
When a position is reclassified to a higher salary grade through the appeal process, the effective date of increase will be retroactive to the date the Classification Review form was signed and submitted by the employee to their supervisor.
WRITING THE APPEAL
When considering whether or not to file an appeal, it may be helpful for the employee to consider the following:
- The written confirmation letter to the employee from the JJEC describes the factors that influenced their decision. Did the new job description describe the new duties or responsibilities fully (eg. how and why the work is done)?
- Were examples provided so that the JJEC would have a well-rounded picture of the job?
- Did individual job performance, volume of work, or salary level influence the original submission?
- Did I have sufficient input from my employee or my supervisor?
- Will my appeal clarify information previously submitted or not contain new information?
If the Appeal presents new information, it will be not be considered and the reclassification request will have to wait 15 months before the JJEC will consider it again.
GRIEVANCE PROCEDURE
If the Joint Job Evaluation Appeal Panel is unable to agree on the proposed classification, the grievance procedure under Article 70 may be invoked.
BCGEU Collective Agreement, 2019-2022
In the event a reclassification is not approved upon first submission but subsequently approved by either the JJEAP or through the grievance procedure, the effective date of such reclassification will be the date the Request for Classification Review form was signed and submitted by the employee to their supervisor.
| Karen Whitehouse Chairperson, UBCO Support Unit BCGEU |
Gill Henderson, Executive Director Human Resources |