Position Classification for Professional Staff

Position Classification for Professional Staff

SUMMARY

The Position Classification for Professional Staff Policy and Procedure establishes the University's principles, steps and responsibilities related to the determination of the position classification for Professional staff positions for Higher Education Worker (HEW) Levels 1 – 9.

POLICY

PurposeTo detail the principles related to the determination of the position classification for Professional staff positions for Higher Education Worker (HEW) Levels 1 – 9.
OverviewPosition classification is the process the University uses to determine the appropriate level for Professional staff positions.The process allows the University to determine the classification level and remuneration of a particular position, and to establish internal relativities between positions.

Scope

It is of particular relevance to staff involved in the determination of position classification for Professional staff positions (HEW Levels 1 – 9).

This policy applies to Professional staff employed under the relevant industrial instrument.

Policy

Professional staff positions will be classified in accordance with the Macquarie University Enterprise Agreement.

Academic staff positions will be classified in accordance with the Minimum Standards for Academic Levels (MSALs).

CLASSIFICATION
The position classification process will be used for:
  • newly created positions
  • recruiting for a position (if not evaluated within last three years)
  • reviews due to staff requests
  • significant change to an established position

A position classification review is an assessment of the position, not the staff member. Reviews will not be a mechanism for a salary increase on the grounds of personal merit or performance.

The position classification will be based upon the position description documentation and assessed against the classification standards in the Macquarie University Enterprise Agreement. For HEW Level 10 band positions a recognised external job evaluation method will be used.

If, during the classification process, it is identified that the position documentation supplied is not sufficient to accurately classify the position more information may be obtained in either written format, by visiting the workplace or by interviewing staff members and/or management of the work area.

POSITION TITLES
All positions developed within the University will be allocated a position title in accordance with the Position Titles Schedule.

POSITION DESCRIPTIONS
Position descriptions are written in a standard format and provide information on all components of the position.

Existing positions will be reviewed by the supervisor in consultation with the staff member. Supervisors and staff will be trained in the writing of position classification documentation.

Human Resources will provide access to evaluated position descriptions.

REQUEST FOR REVIEW
A supervisor may refer a position description for review of its classification level.

A staff member may apply for a review of their position classification supported by their supervisor.

Where the re-evaluation of the position is not supported by their supervisor, a staff member may approach Human Resources directly.

A position will not ordinarily be considered for reclassification within 12 months of its last review, unless a significant workplace change has taken place or the staff member has vacated the position.

CLASSIFICATION OUTCOMES
Same Classification
A position may remain at the same HEW level despite changes to the position.

Higher Level Classification
Should a position be reclassified at a higher HEW level, the new classification and remuneration will be effective from the date that the position documentation was received by HR.

A staff member will be appointed to the first step of the higher HEW level.

Lower Level Reclassification
Should a position be reclassified at a lower HEW level, the position holder (where there is one) will have their current HEW Level maintained until such time as they vacate the position. When vacated, the position will be advertised at the reclassified HEW level.

Appeal
A staff member may appeal the position classification review outcome within 14 calendar days of receiving notification of the outcome.  The staff member must submit a statement, including the grounds and reasons for the appeal of the position classification review outcome, to the Director, Human Resources.

New information that alters the original documentation will not be taken into consideration.

The appeal will be considered by a Position Classification Appeals Committee. All Committee members will be provided with appropriate training in job evaluation on an annual basis.

The Director, Human Resources will give consideration to the recommendation of the Committee before making a decision on the appeal.

The decision of the Director, Human Resources will be communicated to the staff member in writing specifying the reasons for the outcome of the review.

The decision of the Director, Human Resources will be final.

COMPLIANCE AND BREACHESThe University may commence applicable disciplinary procedures if a person to whom this policy applies breaches this policy (or any of its related procedures).

Policy Information

Contact OfficerManager, Employee Relations, Human Resources
Date Approved2 February 2011
Approval AuthorityDirector, Human Resources
Date of Commencement2 February 2011
Amendment History17 June 2014 – removed Guideline for writing position descriptions
July 2012 – extend Date for Next Review
December 2011 – updated with Compliances and Breaches statement
February 2011 – alignment with new Macquarie University Enterprise Agreement 2010
Date for Next ReviewFebruary 2014
Related DocumentsMacquarie University Enterprise Agreement
Position Titles Schedule
Policies / Rules Superseded by this PolicyFor Professional Staff, this replaces the Position Classification for Professional Staff Policy approved 26 May 2008.
KeywordsPosition Description, Reclassification, Professional Staff

Asset ID = 423540

PROCEDURE

Purpose

To detail the steps and responsibilities associated with the determination of position classification for Professional Staff positions for the Higher Education Worker (HEW) Levels 1 – 9.

Procedure

This procedure requires actions by the following:

Supervisor

NEW POSITION
Prepare the Position Description (PD) by using the PD template.

Review the impact on other roles within the work unit and check that the position satisfies organisational needs.

Obtain approval for the position classification from the Executive Dean/Head of Office. Provide the following to the Executive Dean/Head of Office:

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Executive Dean/Head of Office

Review the submitted documentation.

Ensure the duties and accountabilities of the position are aligned to the Faculty/Office objectives and management requirements.

You may email your approval to the supervisor or sign the Position Classification Review Request Form. Forward the completed documentation to the supervisor.

Supervisor

Send the following to the job evaluation request email address:
  • scanned signed Position Classification Review Request Form
  • Position Description in the PD template in Microsoft Word format only
any additional information (i.e. summary of changes, organisational chart)

Human Resources Officer

Review the position classification request.

Determine the position classification.

Notify the Executive Dean/Head of Office and the supervisor of the outcome through the jobevaluationrequest@mq.edu.au.

Staff Member

EXISTING POSITION – STAFF MEMBER REQUEST
Request a re-evaluation of the classification of your position from your supervisor.

You may approach Human Resources directly for assistance if the re-evaluation request is not supported by your supervisor.

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Supervisor

EXISTING POSITION – SIGNIFICANT CHANGE
Assess whether the existing position requires a reclassification review. If yes, continue below.

EXISTING POSITION
Review the position description in consultation with the staff member. This includes reclassification following significant change to an established position.

Review the impact on other roles within the work unit and check that the position satisfies organisational needs.

Obtain approval for the position classification review from the Executive Dean/Head of Office. Complete and provide the following:
  • Position Classification Review Request Form
  • Position Description in the PD template in Microsoft Word format only
  • any additional information (i.e. summary of changes, organisational chart)

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Executive Dean/Head of Office

Review the submitted documentation.

Ensure the duties and accountabilities of the position are aligned to the Faculty/Office objectives and management requirements.

You may email your approval to the supervisor or sign the Position Classification Review Request Form. Forward the completed documentation to the supervisor.

Supervisor

Send the following to the job evaluation request email address:
  • scanned signed Position Classification Review Request Form
  • Position Description in the PD template in Microsoft Word format only
  • any additional information (i.e. summary of changes, organisational chart)

Human Resources Officer

Review the position classification review request.

Determine the position classification.

Notify the Executive Dean/Head of Office and the supervisor of the outcome through the job evaluation request email address.

Where the review has been successful:
  • amend the position under review to the new classification level, and
  • adjust the remuneration of the reclassified position
Where the review has been unsuccessful:
  • record the outcome as unchanged
Where the re-evaluation request has not been supported by the supervisor:
  • obtain advice from the supervisor on the reason(s) for not re-evaluating the classification of the position
  • notify the supervisor and staff member on whether or not the position classification will be reviewed.

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Supervisor

Notify the staff member of the outcome of the reclassification request.

Staff Member

APPEALS
Where appropriate, you may submit a statement of appeal within 14 calendar days of receiving notification of the outcome to the Director, Human Resources. The statement must include the grounds and reasons for the appeal of the position classification review outcome.

Director, Human Resources

ESTABLISH THE POSITION CLASSIFICATION APPEALS COMMITTEE
The Position Classification Appeals Committee will comprise:
  • a nominee of the University (other than the officer responsible for conducting the original classification review)
  • one nominee of the Union/s, and
  • an independent Chair selected by the Director, Human Resources from a pool of appropriately qualified practitioners. The pool will be agreed between the Director, Human Resources and the Chair of the Macquarie University Consultative Committee (MUCC).

Position Classification Appeals Committee

Review the appeal documentation:
  • Position Description
  • appellant’s statement
  • any documents forwarded by the Executive Dean/Head of Office
  • position classification review outcome
  • any other supporting documentation where applicable, and
  • interview the staff member and/or supervisor where additional information regarding the position is required.

Recommend to the Director, Human Resources the appropriate classification level of the position.

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Director, Human Resources

Give consideration to the recommendation of the Committee before making a decision on the appeal.

Provide the appellant with a report specifying the reasons for the outcome of the review.

Advise the Human Resources Officer of the outcome of the appeal.

Human Resources Officer

Where the appeal has been successful:
  • amend the position under review to the new classification level, and
  • adjust the remuneration of the reclassified position.

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Procedure Information

Contact OfficerManager, Employee Relations, Human Resources
Date Approved2 February 2011
Approval AuthorityDirector, Human Resources
Date of Commencement2 February 2011
Amendment HistoryJuly 2012 – extend Date for Next Review
February 2011 – alignment with new Macquarie University Enterprise Agreement 2010
Date for Next ReviewFebruary 2014
Related Documents

Macquarie University Enterprise Agreement
Position Titles Schedule
Writing Position Descriptions Guideline

FORMS
Position Classification Review Request Form
PD template
KeywordsPosition Classification, Review, Professional Staff, , Re-evaluation, Significant Change, Assistance, Appeals

Asset ID = 423540

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