Job Evaluation

Answers

Are research grant and contract positions subject to Job Evaluation?

The University is committed to ensuring that all employees are treated fairly. All University jobs must be evaluated using an acceptable gender-neutral job evaluation scheme to ensure equal pay for work of equal value.

Employees in grant funded and contract positions are employees of the University and therefore all grant and contract positions must also be evaluated and banded to determine appropriate salary rates.  The attached memo provides information on compensation for these positions.

How do we know our compensation is competitive with other employers?

Human Resources reviews external market information comparing total compensation from local, regional and national comparators. This includes information reported from the private and public sector as well as government labour force data. The University sector is considered in most cases to provide ideal comparison data. The primary goal of a compensation plan is the ability to attract and retain talent to the University of Guelph across all areas.

How is the pay band determined for a position?

The total point value acquired for a position as a result of job evaluation determines the pay band for a position.

How is the rate of pay determined?

Job evaluation is not the sole determiner of pay. There are many other contributing factors that impact individual pay, such as the experience that one brings to a position when one is initially hired. The employee group also affects pay, since some groups, i.e., United Steel Workers and Exempt Staff, access an incremental system. Pay can also potentially be impacted by performance. In addition, as the University also participates in salary discussions with its employee groups, negotiations as well as market conditions play a role in determining pay.

What is a Job Fact Sheet (JFS)?

The job fact sheet (JFS) serves as the source document that defines job duties, responsibilities, and requirements for a position.  It provides baseline information that is used to assign a position to the appropriate employee group and is analysed to determine the relative value of the position to the University of Guelph. A number of human resource processes, such as recruitment, performance planning, assessment and development, as well as the identification of learning and development needs, access the job fact sheet for information.

What is Job Evaluation?

Job Evaluation (JE) is the process of objectively determining the relative worth of jobs within an organization. It involves a systematic study and analysis of job duties and requirements. The evaluation is based on a number of compensable factors. Job evaluation can measure the value of all jobs within an organization and produces a rank order ranging from entry level positions to the most senior positions within an organization. It provides a framework to administer pay.

What is the Salary Grid?

The salary grid is comprised of salary bands. Each band generally has a corresponding salary range usually with a minimum, a job rate or midpoint and a maximum. In some cases, i.e., the USW and the Exempt group, there are also a number of levels with the range that are achieved at the completion of certain intervals of time on the job.

When do I complete a Job Fact Sheet?

You may be writing a Job Fact Sheet (JFS) because it has been determined that a new position is required to meet operational requirements. A JFS is required as part of the Hiring Review Package when creating a new position or filling an existing vacant position.  If you are uncertain which template to access, please contact your HR Consultant or the Job Evaluation Team.

You may be rewriting an existing position because it has changed. Some changes may be minor or slight and can therefore be submitted to Human Resources (HR) as an update.  If the current JFS is older than three (3) years it should be rewritten and submitted with the current date even if there are no changes.

However if the changes are significant, (i.e., a major change in the type and level of work being performed), then submitting the JFS to HR as a re-class request is appropriate.

All JFS should be scanned and submitted with the required signatures.

New position

When a new position is created it is assigned a tentative evaluation in order to determine the employee group and the appropriate rate of pay.   After an incumbent has been in the position for three months, the JFS needs to be scanned and submitted to HR with all of the required signatures.  The JFS will then be forwarded to the appropriate job evaluation committee for a formal evaluation.  Supervisors and incumbents will be informed of these results.

Reclass Request

A department may request that a position be reclassified because there have been significant changes in the responsibilities or the requirements of the position.  The JFS needs to be accompanied by a letter outlining clearly what these changes are; the letter must be approved by the dean/director of the college/directorate.

Update

Any JFS that has not been evaluated in the last five (5) years will be reviewed by the respective job evaluation committee in order to maintain job evaluation.

When to Write a Job Fact Sheet?

A Job Fact Sheet (JFS) is written when it has been determined that a new position is required to meet operational requirements.  In this case it is very likely that the supervisor of the new position will draft the JFS as he/she determines the job specifications, requirements and qualifications.  A JFS is required as part of the Hiring Review Package when creating a new position or filling an existing vacant position.  If there is uncertainty as to which template to access, please contact your HR Consultant or the Job Evaluation Consultant.

 An existing position may be rewritten because it has changed.  Some changes may be minor or slight and can therefore be submitted to HR as an update.  If the current JFS is older than three (3) years it should be reviewed (rewritten if required) and submitted with the current date even if there are no changes.  This is a matter of best practice and ensures that the position has been reviewed for completeness and accuracy.  The JFS can be written by an incumbent or the supervisor.

If the changes are significant, (i.e., a major change in the type and level of work being performed, different skill set, different education and qualifications ), then submitting the JFS to HR as a reclassification request is appropriate.  The JFS can be written by the incumbent and/or the supervisor.  If there are significant changes as the department is experiencing restructuring, the supervisor may write the JFS.

It is anticipated that an incumbent will sign the JFS; in the event they choose not to sign the JFS, it will still be subject to the processes described above.  Whether a JFS is new, a reclassification request or an update, all JFS’s must be submitted electronically with an up to date organizational chart reflecting current department and position numbers as well as job titles.  Please note that submissions without an organizational chart or missing job information will be returned to departments in order to have all the necessary required information.

Please note:  OSSTF positions that are temporary full-time of greater than 1 year are also subject to the job evaluation process.

The job evaluation system, process, and structure for USW positions continues to be developed.  When this moves to implementation, there will be additional communication.  In the interim JFS for these positions will continue to be received when a position is posted.  Should a position experience significant changes or updated, it should be submitted electronically as noted above.

Why do we have Job Evaluation?

Job evaluation ensures that jobs with the same or comparable responsibilities and requirements are similarly compensated. As a public sector employer we are obligated to maintain pay equity and job evaluation is integral to this requirement.