Human Resources

Grading Review Policy and Procedure

Note: All documents outlined below are available online or by calling ext 46534

A summary of the procedure to submit a grading review is available.

If you require permission to work in the UK please consult your HR Manager before completing a grading review application as there may be restrictions by the UK Border Agency on changing the grade of the role you occupy.

Scope

This Policy and Procedure applies to:

  • Members of staff in Grades 1 to 9 including Teaching Only Staff and Research Staff in Grades 6 and 7.
  • It does not apply to Teaching Only Staff in Grades 8 and 9 and all lecturing staff who will follow the Progression and Promotion policy (http://www.dur.ac.uk/hr/policies/promotion/).
  • University and Department-led reviews and restructures do not use this process. Any new roles, or amended roles, will be scored by an HR analyst and appropriate campus trade unions will be informed of the grades as part of the usual consultation process.

1.0 Introduction

1.1 All staff have the opportunity for career progression as a result of University and Department-led changes to the duties and responsibilities of their current role. Before submitting a Grading Review request, members of staff should note that role changes must only be made in line with the business needs of the University and with the approval of the Head of Department/College.

1.2 The Grading Review process analyses the role currently being performed. It is not a developmental exercise and feedback is not provided on the outcome.

1.3 Members of staff can apply for a Grading Review once per 12 month period. The 12 month period begins from the date the member of staff was informed of the outcome of their last submission.

1.4 An increase in volume of work will not necessarily result in an increase in job size sufficient enough to merit a change in grade. Evidence should be provided that there is a significant increase in responsibility and accountability.

1.5 The Grading Review submission will be reviewed by HERA trained representatives from HR and the campus trade unions. The selected analysts involved in the Grading Review decision must declare any conflict of interest.

1.6 All Grading Review decisions will be made in accordance with the University's Equal Pay Policy http://www.dur.ac.uk/hr/policies/condemp/equalpay/.

Procedure

2.0 Essential Documents

2.1 To make a Grading Review submission, the member of staff must complete the following documents:

  • a) HERA Job Evaluation Preparation document (including organisational chart and information relating to the source of additional duties) and;
  • b) RI8 form

Copies of both documents can be obtained from the HR Reward Team on ext 46534 or via the links below.

Note: Research Staff must also submit a CV with their RI8 form and increased funding must be secured before a Grading Review is requested.

2.2 The HERA Job Evaluation Preparation document must be completed. If an existing HERA Job Evaluation Preparation document is being re-submitted, the document must highlight the changes since the last submission and clearly showing the significant changes in job duties. The HERA job evaluation questionnaire http://www.dur.ac.uk/hr/payandreward/job-evaluation/heradocs/ provides a summary of HERA elements and can be used as a guidance to complete the HERA preparation document.

HERA Job Evaluation Preparation document: http://www.dur.ac.uk/hr/payandreward/job-evaluation/heradocs/

2.3 An RI8 form must be completed and signed by the individual, Head of Department/College and Faculty PVC or Divisional Head.

Word version: RI8 form amended May 2012 (last modified: 17 May 2012) - DOCM file

3.0 Submission

3.1 Members of staff must ensure that all relevant information is submitted in their application. An appeal will not be allowed on the grounds that full job information was not submitted in the original application.

3.2 Copies of the completed forms should be sent to the Head of Department/College to complete and sign Section B of the RI8 form. The Head of Department/College must clearly indicate on the RI8 form whether the case is supported or not supported.

The Head of Department/College should refer to the Guide for Verifiers: http://www.dur.ac.uk/hr/policies/promotion/grading-review/verifiers/

3.3 If the case is not supported, the Head of Department/College should contact their HR Manager to discuss and then arrange a meeting with the applicant to explain why the application is not supported.

3.4 If supported, copies of the forms should be forwarded to the Faculty PVC or Head of Division to complete and sign Section C of the RI8 form.

3.5 The documentation must be returned to the member of staff for signature and the member of staff then forwards the completed and signed forms to the HR Reward Team.

3.6 On receipt by the HR Reward Team, the target timescale for the completion of the Grading Review is one calendar month.

4.0 Grading Review Process

4.1 The application will be analysed by a HERA trained member of HR. This may involve asking the individual and/or Head of Department supplementary questions. The documentation (HERA Job Evaluation Preparation document, RI8 form and score grid) will then be forwarded to a HERA trained Trade Union (TU) representative for analysis - the target timescale for TU analysis is 10 working days. The TU analyst will return the score grid to HR, highlighting any differences and identifying the evidence from the HERA document to support any differences. If required, a discussion may take place between the two analysts.

4.2 If the two analysts agree the role is of a higher grade, the change in grade will be backdated to the date that the submission was approved by the PVC/Head of Division. This date will become the new normal increment date.

4.3 If the two analysts cannot agree on the grade outcome, the TU representative will provide an annotated scoring grid, showing any difference in the analysis when compared to the scores of the HR representative, and highlight the job evidence to support their conclusion. A meeting will be arranged to discuss the application with the analysts, chaired by the Reward Manager or Assistant HR Director (Recruitment & Reward). If agreement cannot be reached the chair will have the casting vote.

4.4 The decision of the Grading Review analysis will be:

  • the role is of a higher grade; or
  • the current grade correctly reflects the range of duties and responsibilities; or
  • the role is of a lower grade.

4.5 The decision of the Grading Review will be communicated by HR to the individual via their Head of Department/College.

5.0 Appeals

5.1 The grounds for appeal are limited to procedural grounds. Appeals cannot be raised on the grounds that the member of staff disagrees with the outcome, or because the applicant has additional information he or she wishes to be considered. In such circumstances, additional information can only be considered at the next Grading Review.

5.2 Appeals must be submitted in writing to the HR Director within 10 days of the date specified on the Grading Review outcome. The Appeal should clearly state the grounds for appeal (note 5.1 above).

5.3 An Appeal Panel will be established consisting of a HERA trained TU and HR analysts and the Reward Manager or Assistant HR Director (all not previously involved in the Grading Review process). The Reward Manager or Assistant HR Director will have the casting vote.

5.4 The decision of the Appeal Panel will be final.