Job Evaluation Resources

 

Job Evaluation Procedures

If you are a current employee of Trent University and fall into one of the following categories, the Job Evaluation system is available for you to access:

 

• Employee (OPSEU) who has been assigned more than is required in your current job description (ie: you have permanently assumed extra responsibilities) or permanently discontinued performing some/all the duties described in your job description;
• Employee (EXEMPT) who has been assigned more than is required in your current job description (ie: you have permanently taken on extra responsibilities) or permanently discontinued performing some/all the duties described in your job description;
• Supervisor/Manager initiating updates to a subordinate’s (ie: OPSEU) job description
• Supervisor/Manager  initiating updates to a subordinate’s (ie: Exempt) job description
• Hiring Manager preparing to post a new or significantly altered OPSEU position
• Hiring Manager preparing to post a new or significantly altered Exempt position
• OPSEU, Local 365 Executive Member may request a review of an OPSEU position on behalf of an OPSEU member

Job Evaluation Procedures – OPSEU Positions (Occupied)

If you are an OPSEU member, the Supervisor of an OPSEU member, or Executive OPSEU Member acting on behalf of an OPSEU member who has been assigned more than is required in the current job description (ie: has permanently assumed extra responsibilities) or permanently discontinued performing some/all the duties described in the job description, you may submit a request for review by taking the following steps:  

Step 1:  Identification of Changes

Describe, in writing, any ‘significant’ changes to your current job description (ie: how it has changed from the current job description).  The proper format is either a Job Questionnaire (OPSEU), a revised Job Description or a Letter.  This written description must include the following:

• the perceived impact on the job factors;

• the perceived impact on the scores; and,

• the perceived impact on the banding.

Step 2:  Supervisor Review/Sign-off

Forward the description to your Supervisor and Department Head, to review for their information and obtain, from your Supervisor, a brief written summary stating his/her point of view.  Append it to your submission.

Ensure that each page of the document contains your written signature and that of your Supervisor and Department Head.  By signing the document, all parties acknowledge that they have reviewed the reclassification request, not necessarily that they agree or approve of its content. 

Step 3:  Submission

Mail or hand-deliver the original, signed document(s) to the Joint Job Evaluation Committee, c/o Department of Human Resources, Attention: Stephanie Williams, Director Human Resources, Blackburn Hall.

Step 4:  Confirmation of Receipt

You will receive an e-mail from the Department of Human Resources confirming receipt of your submission.   Your position will be added to the next JJEC Meeting Agenda, or a waiting list, if one exists at the time of submission. 

Step 5:  Notification/Invitation - JJEC Meeting

You will receive an e-mail (ie: GroupWise Appointment) from the Department of Human Resources notifying you of the date/time your position is scheduled to be reviewed and inviting you to make a brief presentation (approximately 15 minutes) to the committee, if you wish.  If you plan to attend the meeting, you will need to notify the committee by clicking the ‘Accept’ button; if you do not plan to attend, you will need to notify the committee by clicking the ‘Decline’ button.  Although it is in your best interest to attend, the choice is yours to make. 

Step 6:  Formal Review

In advance of the JJEC meeting, each committee member will receive copies (prepared by HR) of your submission and any current/historical documents related to the position and/or its comparator(s).  Each JJEC member will independently review the package prior to the review date and will come prepared to the meeting with any questions they may have.   The incumbent(s), accompanied by his/her Supervisor will have an opportunity to present information to, and answer questions of, the committee.  After the incumbent(s) and Supervisor have been excused from the meeting, the committee will, as a whole, discuss the submission and reach a decision by consensus. 

Step 7:  Communication of Decision

The decision of the JJEC committee will be communicated by HR to the incumbent(s) and the Local President, or designate, within 15 days of that meeting/decision.  A letter will be forwarded via internal mail.

Job Evaluation Procedures - Exempt Positions (Occupied)

If you are an Exempt employee who has been assigned more than is required in your current job description (ie: you have permanently assumed extra responsibilities) or permanently discontinued performing some/all the duties described in your job description, you may submit a request for reclassification by taking the following steps:  

Step 1:  Identification of Changes

Describe, in writing, any ‘significant’ changes to your current job description (ie: how it has changed from the current job description).  The proper format is either a Job Questionnaire (Exempt) or Letter style.  This written description must include the following:

• the perceived impact on the job factors;
• the perceived impact on the scores; and
• the perceived impact on the banding.

Step 2:  Supervisor Review/Sign-off

Forward the description to your Supervisor and Department Head, to review for their information and obtain, from your Supervisor, a brief written summary stating his/her point of view.  Append it to your submission.

Ensure that each page of the document contains your written signature and that of your Supervisor and Department Head.  By signing the document, all parties acknowledge that they have reviewed the reclassification request, not necessarily that they agree or approve of its content. 

Step 3:  Submission

Mail or hand-deliver the original, signed document(s) to the Exempt Job Evaluation Committee, c/o Department of Human Resources, Attention: Karen Derian, Recruitment & Organizational Development Manager, Blackburn Hall.

Step 4:  Confirmation of Receipt

You will receive an e-mail from the Department of Human Resources confirming receipt of your submission.   Your position will be added to the waiting list, if one exists at the time of submission.   

Step 5:  Formal Review

Your request will be reviewed by the Human Resources Department on a first-some, first-served basis.

Step 6:  Communication of Decision

The decision will be communicated by HR to the incumbent(s) within 15 days of the decision.  A letter will be forwarded via internal mail.

Job Evaluation Procedures - OPSEU Positions (Vacant)

Any change in duties or qualifications can change the banding and level of pay of a position.  If posted improperly, inequities may occur.  The intent of this phase of the recruitment process is to determine, prior to posting, whether or not changes to a position require reclassification and to ensure appropriate value/compensation is assigned to a new position.  A sub-committee of the (JJEC) has been formed to expedite the evaluation of OPSEU positions.   The decisions of the sub-committee are reviewed monthly by the larger JJEC committee.

 

If you are a Hiring Manager preparing to fill a new or significantly altered position, either OPSEU or Exempt, you may submit a request for classification by taking the following steps:

Step 1:   

In Job Posting format, or alternatively, in the form of a new Job Questionnaire, identify in writing, the duties and qualifications of the new vacant position.  If filling an existing position, identify the ‘significant’ changes to the current job description using either the 'Track Changes' function in Word and apply it directly on the posting or, the ‘Red Light/Green Light’ method of identifying changes (ie: using an electronic copy of the most recently banded position description/posting, use a 'red' font colour to identify anything you are deleting from the previous document, and a 'green' font colour to indicate anything new you are adding). 

You may find it helpful, for comparison purposes, to determine which existing position is most similar (in terms of duties and qualifications) to your proposed position and use the most recently banded version of that position to assist you in writing your own description.  For further assistance in writing job descriptions, please refer to the Qualifications Tool.  

Step 2:

Be sure to provide, in writing, the rationale for each change. 

Step 3:

Forward the new/revised job description (including rationale) to the Department of Human Resources, Attention: Stephanie Williams, Director Human Resources .

**For new/significantly changed OPSEU positions, please allow 5 working days for the JJEC Sub-Committee to review the position and determine the appropriate band level** 

Step 4:

Once the position has been reviewed, you will receive a notification e-mail from HR confirming the band level.  You will then need to forward a completed Hiring Request Form to HR, Attention: Stephanie Williams, Director Human Resources.

   

HR will review the Hiring Request Form, for accuracy and thoroughness, then forward to Financial Services and appropriate Vice-President for signature.  Once Finance/VP have returned the Hiring Request Form to HR (fully authorized), HR will proceed to post the job notice in accordance with regular Staffing Procedures. 

 

 

Job Evaluation Procedures – Exempt Positions (Vacant)

 

Any change in duties or qualifications can change the banding and level of pay of a position.  If posted improperly, inequities may occur.  The intent of this phase of the recruitment process is to determine, prior to posting, whether or not changes to a position require reclassification and to ensure appropriate value/compensation is assigned to a new position.  A sub-committee of the Joint Job Evaluation Committee (JJEC) has been formed to expedite the evaluation of OPSEU positions.  

 

If you are a Hiring Manager preparing to fill a new or significantly altered position, either OPSEU or Exempt, you may submit a request for classification by taking the following steps: 

 

Step 1:

In Job Posting format, or alternatively, in the form of a new Job Questionnaire, identify in writing, the duties and qualifications of the new vacant position.  If filling an existing position, identify the ‘significant’ changes to the current job description using either the 'Track Changes' function in Word and apply it directly on the posting or, the ‘Red Light/Green Light’ method of identifying changes (ie: using an electronic copy of the most recently banded position description/posting, use a 'red' font colour to identify anything you are deleting from the previous document, and a 'green' font colour to indicate anything new you are adding).

You may find it helpful, for comparison purposes, to determine which existing position is most similar (in terms of duties and qualifications) to your proposed position and use the most recently banded version of that position to assist you in writing your own description.  For further assistance in writing job descriptions, please refer to the Qualifications Tool.  

Step 2:

Be sure to provide, in writing, the rationale for each change. 

       

Step 3:

Forward the new/revised job description (including rationale) to the Department of Human Resources, Attention: Karen Derian, Recruitment & Organizational Development Manager .

**For new/significantly changed Exempt positions, please allow 5 working days to review the position and determine the appropriate band level* 

Step 4:

Once the position has been reviewed, you will receive a notification e-mail from HR confirming the band level.  You will then need to forward a completed Hiring Request Form to HR, Attention:  Stephanie Williams, Director Human Resources.  

HR will review the Hiring Request Form, for accuracy and thoroughness, and will forward the form to Financial Services and the appropriate Vice-President for signature.  Once Finance/VP have returned the Hiring Request Form to HR (fully authorized), HR will proceed to post the job notice in accordance with regular Staffing Procedures.