HR20: Non Bargaining Unit Job Evaluation – Administrative Staff

Policy #:
HR20
Responsible Authority:
Manager, Employee Services
Approval Authority:
President's Executive Committee
Executive Sponsor:
Vice President, Human Resources
Approval Date:
1986/03/01
Last Reviewed:
2011/10/26
Mandatory Revision Date:
2016/10/26
Downloadable Version:
Non Bargaining Unit Job Evaluation - Administrative Staff

PURPOSE

To maintain a consistent process for the initial development and ongoing review of all College administrative positions

SCOPE

All administrative positions

DEFINITIONS 

Word/Term

Definition

PEC

President’s Executive Committee

JFS

Job Fact Sheet

NBJEC

Non-bargaining Job Evaluation Committee

POLICY

  1. The College will evaluate administrative positions in accordance with the evaluation system process approved by the College Employer Council.
  2. The Job Fact Sheet (­JFS) of administrators provides the incumbent with the job environment, responsibility and accountability of the position.
  3. Each administrative position will have a JFS approved by the immediate supervisor and submitted to Human Resources for evaluation.  This evaluation is conducted by the Non-bargaining Job Evaluation Committee (NBJEC) to ensure a systematic process of rating the responsibilities of each position. The terms of reference of the NBJEC are found in Appendix 1.
  4. Human Resources will provide help, if required, in the preparation of the JFS.   
  5. Incumbents will receive a copy of their JFS from their immediate supervisor on hiring ­and following any approved revisions.
  6. Whenever a new administrative position is approved by the President’s Executive Committee (PEC), the immediate supervisor will forward a JFS to Human Resources for evaluation.
  7. When an existing JFS is altered significantly (e.g. administrative restructuring) by the immediate supervisor, a revised JFS will be forwarded to Human Resources for   evaluation along with a completed evaluation request form (Appendix 3).
  8. It is recommended that JFS’s be reviewed annually as part of the performance evaluation by the incumbent and the immediate supervisor to ensure that any changes in responsibilities are  incorporated in the new JFS.
  9. Request for an evaluation of a new or revised JFS will be submitted in writing to the Vice President, Human Resources, accompanied by the new or revised JFS and a brief summary of the changes made.  A revised organization chart, if applicable, should be attached to the JFS. 
  10. Upon completion of the JFS evaluation, the revised JFS will be signed by the incumbent, the immediate supervisor and approved by the next level of management.
  11. Prior to the evaluation of the revised JFS, the incumbent and/or the immediate supervisor may address the NBJEC regarding the contents of the JFS.
  12. The results of the JFS process may be appealed by the immediate supervisor of the position to the NBJEC Chair. The Chair will request a second review by NBJEC.  The supervisor and/or incumbent will present additional information to the NBJEC to substantiate the appeal request.
  13. The Vice President, Human Resources will advise the supervisor of the results of the appeal review.
  14. Evaluated positions will be approved by PEC.    

PROCEDURE



Action


Responsibility                         

1.

Submit a completed JFS (Appendix 2) providing details of a newly PEC approved position or a revised position to Human Resources for evaluation.


Supervisor

2.

Evaluate new and revised JFS monthly when the NBJEC meets or when necessary.


Non-bargaining Job Evaluation Committee

3.

Submit evaluated positions to PEC for approval through the NBJEC Chair.


Human Resources

4.

Notify the supervisor of the evaluation results upon receipt of PEC approval. 


Human Resources

5.

Appeal the evaluation results to the NBJEC through the NBJEC Chair with additional information within ten (10) working days of being notified of the results.


Immediate Supervisor


SUPPORTING DOCUMENTATION

Appendix 1         Terms of Reference:  Job Evaluation Committee
Appendix 2         Job Fact Sheet
Appendix 3         Evaluation Request Form

RELATED POLICIES
None

RELATED MATERIALS

Administrative Terms and Conditions of Employment


 

HR 20: APPENDIX 1


TERMS OF REFERENCE:  NON-BARGAINING JOB EVALUATION COMMITTEE

  1. Maintain a comprehensive knowledge of the job evaluation process designed by the CAAT System and where appropriate, communicate this process to other administrative staff.
  2. Review new or revised job descriptions in preparation for the evaluation process.
  3. Evaluate new or revised job descriptions.
  4. Submit completed evaluations to the President’s Executive Committee (PEC) for approval through the NBJEC Chair.
  5. Maintain the confidentiality of the information received by the Committee.

COMMITTEE MEMBERSHIP

  1. The Non-bargaining Job Evaluation Committee (NBJEC) membership will reflect the organizational structure of the College with three members derived from senior administration and a Human Resources manager. 
  2. The permanent Chair of the NBJEC is the Vice President, Human Resources.
  3. Three (3) members will constitute a quorum.
  4. NBJEC members will recommend nominees for membership on the NBJEC to PEC.
  5. PEC will review and approve the nominees to NBJEC.
  6. Each member of NBJEC will have a vote except the Chair who will vote only to remove a  stalemate in the evaluation process.
  7. Members are appointed to a four (4) year term.
  8. The NBJEC Chair will inform the NBJEC when renewal of membership is required.
  9. The NBJEC Chair will coordinate the training of NBJEC members.


HR 20: APPENDIX 2

JOB FACT SHEET 

The Job Fact Sheet  is found on the Human Resources website under ‘Forms/Classification Forms’.


HR20:  APPENDIX 3 

EVALUATION REQUEST FORM


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