UCL Grading Procedure for Support Staff Julie Wake HR User Group 29 th Oct 2009

HERA UCL uses HERA (Higher Education Role Analysis) as Job Evaluation tool HERA is an analytical scheme Designed by Higher Education Covers all jobs from Porter to Professor Complies with non discriminatory guidance by Equal Opportunities Commission

UCL Grading Procedures New Jobs Grading Reviews for occupied posts with significantly changed duties Note: Do NOT re-submit jobs: –Previously evaluated –Minor changes such as: change of job title, name of manager or dept Replacement of one or more tasks by similar tasks

Statistics Over 5,000 roles evaluated since : –307 new jobs –132 grade reviews of which 90 increased (78%) 42 no change (32%) – 18 appealed (43% of 42) 10 increased (56%) 8 no change (44%)

Method Panels of trained Role Analysts –Cross section of UCL, nominated by trade unions, faculties & Human Resources Over 40 Faculty & Union nominees trained since 2004 and currently: –25 Active Role Analysts 10 Union of which 4 AMICUS, 4 UCU & 2 UNITE and –5 FEMALE & 5 MALE 15 Faculty of which 13 FEMALE 2 MALE

Role Analysts Carefully evaluate evidence provided - By Job Description Outline (JDO) Reach consensus on scores allocated to the 14 elements in the scheme Give credit to misallocated evidence Responses determine score of job and Ultimately the grade of the post

JDO The JDO is an analytical summary of the requirements of the job – it’s about the post not the person! It’s completed by: –Manager for new jobs –Role holder or manager for grading review requests –Grade reviews are verified by the HoD

Job Description Outline Forms 4 Sections – set context of role: –A Working Context –B Organisation Chart –C Job Purpose –D Main Tasks 14 elements – in line with HERA Scheme Guidance notes are included on the form, available from: –

The 14 elements Communications (oral and written) Teamwork & Motivation Liaison & Networking Service Delivery Decision Making Planning & Organising Resources Initiative & Problem Solving Analysis & Research Sensory & Physical Demands Work Environment Pastoral Care & Welfare Team Development Teaching & Learning Support Knowledge & Experience

Procedure New Job Panels Minimum panel of 2 Role Analysts Meet weekly on Thursdays for –New roles Deadline 12noon Tuesday –Electronic copies of JDOs with details, if known, of post id to: Outcome by following Tuesday

Grading Review Process Depts submit a JDO which may be A new JDO or The original with tracked changes or other method of indicating changes or The original JDO with a detailed written statement of the revised sections Forward with Request Form, authorised by HoD to or HR Consultancy Team, 10 th Floor, 1-19 Torrington Place For direct route requests, HoD must verify contents of JDO Form available at: _Form_for_Support_Staff_ doc _Form_for_Support_Staff_ doc

Procedure Grading Review Requests Panel of 3 Role Analysts –Usually I each of trade union, faculty & HR Nominee Meet monthly Requests for grading reviews where duties have significantly changed Deadline by 12noon 28 th month for evaluation following month Requests evaluated in order of receipt Outcome notified to HoD by 12 th month following panel meeting

Appeal – Stage 1 Informal Appeal with member of grading review panel Role holder may invite colleague, manager or trade union representative May submit formal appeal in writing within 2 weeks by –Statement indicating reasons for appeal with reference to JDO

Appeal Stage 2 New Panel of 5 Role Analysts not involved in original evaluation Conduct an independent evaluation Outcome notified to HoD by 12 th of month following panel meeting Appeal Panel’s decision is final.

Job Evaluation Reference Commonly known as HERA reference. For advertising and appointments Any of following: –JER NNN or PF NNN e.g. JER 246 PF 251 –NJ0Y-NNN e.g. NJ –App0Y-NN e.g. Ap08-23

The End Any questions?