Procedures and management guidelines

1. Role evaluation and review process

Role evaluation and review is the ongoing process of evaluating new roles and reviewing existing roles that change over time.

Requests for role evaluation and review are made by management based on the business needs of the department, usually as either:

  • the result of restructuring
  • the need for new work to be undertaken, or
  • because the demands of a role have changed significantly

2. Types of review

2.1 New role

This is a role that has not previously existed within the department, nor has been evaluated. We would also recommend this form of evaluation for roles where the job description has been refreshed but not substantially changed. A new role will normally be vacant.

2.2 Role review/changed role

This is an existing role that has changed significantly since it was last evaluated. Changes, in terms of the responsibilities and activities of the role, have been made or are planned in order to meet the requirements of the department. There will normally be an employee in post. If not, it will be treated as a new role evaluation.

2.3 Restructuring

Where a department is undergoing or planning a restructure, it is not necessary to define the type of role evaluation request at the outset of the process. The proposed restructuring should be discussed with the HR Adviser who will involve the Rewards Team at the earliest opportunity. The impact on roles will be discussed, and the Rewards Team will advise on the documentation needed and the timescales required to evaluate all new or changed roles.

3. Process

Please read these procedures in conjunction with the new role evaluation flowchart [Pdf] and the role review flowchart [Pdf].

3.1 Responsibility for initiating role evaluation or review

The department is responsible for initiating the role evaluation and review process by identifying the new role or the changes to an existing role and is responsible for ensuring that the appropriate funding is in place.

The department completes and provides the following documentation:

New Role

  1. a job template [docx], inlcuding an updated job description and person specification
  2. an organisation chart showing the role within the local hierarchy (if not included in the job template)

Role Review

  1. Role review evidence form [docx] (incorporating evidence of changes to the role)
  2. an updated job template [docx], including the job description and person specification
  3. an organisation chart showing the role within the local hierarchy

(See section 5 for more details about job descriptions and person specifications.)

For role reviews or changed roles, where appropriate, the department is asked to identify any similar roles that exist either within the department or elsewhere in the University. The department is also asked to consider the potential impact of the role or organisation structure change both within own department or on other areas of the University. These should have already been discussed between the Head of Department and the HR Adviser.

All documentation should be submitted to HR using the new role form or role review form.

3.2 Logging of request

Your request is automtically logged on our enquiries system and you will get an acknowledgement email.

3.3 HR Review

The HR Adviser reviews the request to ensure it is in line with departmental plans and will alert the Rewards Team if they have any concerns.

3.4 Initial asssessment of request by the Rewards Team

The Rewards Team reviews the documentation received and evaluates it. At this stage, the Rewards Team is able to determine:

  • Whether the role can be matched to an existing or generic HERA evaluated role number, or
  • That no match exists and a new, unique HERA Role Profile/Written Record will need to be created, or
  • Additional evidence is needed in order to evaluate the role (and requests this further information from the department)

3.5 Further documentation for non-matched roles

Where a role cannot be matched to an existing or generic HERA evaluated role, further documentation may need to be produced in order to fully evaluate the role.

3.6 Evaluation of the role

The formal evaluation of the role will be by one of three types of panel depending on whether the role is vacant or not:

  • for vacant roles: the Rewards Team
  • for non-vacant roles where a match to an existing or generic HERA evaluated role has been identified: an HR Role Evaluation Panel
  • for non-vacant roles where a revised or new Written Record has been required: a Scoring Panel. This is the only evaluation based on a full HERA Written Record

3.7 Role evaluation outcomes

Once a role has been evaluated, the Rewards Team issues the department with a Final Outcome Form (FOF). The HR Adviser is also notified of the outcome.

For non-vacant roles, the Rewards Team will then pass the outcome to HR Services to arrange for the individuals concerned to be notified of the outcome.

Where an evaluation panel (either Rewards Team, HR Role Evaluation Panel or full Scoring Panel) has raised questions or concerns about any aspect of the role, the Rewards Team will identify the areas where evaluation difficulties have occurred and where further information is needed. This information will be discussed with the HR Adviser initially and then communicated to the requesting department. Once the additional evidence or clarification of responsibilities has been received, the role evaluation process will recommence.

4. Evaluation panels

4.1 HR Role Evaluation Panel

The panel of three comprises one member of the Rewards Team and two HERA trained members of Human Resources. The role of the HR Panel is to review the evidence and confirm the match to an existing HERA evaluated role or the need to create a new, unique HERA role.

4.2 Scoring Panel

A panel of three:

  • chaired by a member of the Rewards Team
  • one union representative
  • one management representative

All are fully trained in the HERA job evaluation methodology and the scoring of evidence contained in HERA Written Records. The Scoring Panel is presented with a HERA Written Record and is asked to score either the whole record or just those elements that have changed.

The Rewards Team may also ask the panel to rescore any evidence it considers may have been previously inappropriately scored even though the evidence may not have changed.

4.3 Timing of panel meetings

HR role evaluation panels normally meet once a month.

5. Documentation required for role evaluation

5.1 Job description and person specification

Produced by the Rewards Team and the department
The job description should outline the main purpose of the role and its key accountabilities/responsibilities. The job description should be submitted using our standard job template [docx]. The template should also include a person specification, which outlines both essential and desired elements.

5.2 Organisation chart

Produced by department
This should reflect the current, revised or proposed organisation structure relating to the role evaluation or review request.

5.3 HERA Written Record

Produced by Rewards Team
This only needs to be produced (or amended) for roles that are unique (or remain unique) where an individual is already in post. New or amended HERA Written Records will be produced by the Rewards Team if no match can be made to an existing or generic HERA evaluated role. The Written Record should be signed by the role holder, verified by the line manager and validated by the Head of Department in line with the published HERA procedures.

6. Timescales

6.1 New roles

The Rewards Team will endeavour to evaluate a new or changed vacant role within ten working days of receipt of all required documentation, subject to any clarification or requirement for additional evidence.

6.2 Role reviews

For role reviews, the Rewards Team will endeavour to evaluate a changed role within six weeks of receipt of the request subject to clarification of, or additional evidence being required or to any necessary changes to evaluation panels due to a potential conflict of interest.

6.3 Departmental restructuring

Where roles have changed as a result of departmental restructuring, the Rewards Team will work with the department and HR Manager to review the impact on all roles. Evaluation of new or changed roles will be prioritised but timescales will depend on the number of roles impacted by the restructuring.

7. Effective date of role evaluation and review

The effective date of a changed role is the first day of the month in which the complete set of role evaluation documents are received by HR Services/ Rewards Team.

8. Role review outcomes

A role review may or may not lead to an increase in points or grade. In some cases a review could lead to a decrease in points in non-changed elements due to continued consistency checking.

1. Increase in points but still within the same grade

No change to grade nor salary. Increment date does not change.

2. Increase in points leading to a higher grade – current salary below new grade minimum salary point

The role holder’s salary will move up to the new grade minimum salary point from the effective date of the role review (see 7 above). The date of the next increment will be twelve months from this date.

3. Increase in points leading to a higher grade - current salary at or above new grade minimum salary point

The role holder’s salary will move up to the next increment point above current salary from the effective date of the role review (see 7 above). The date of the next increment will be twelve months from this date.

Documents

Forms

Also see