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Recruitment, Selection and Appointment Procedure - Reclassification for Professional Staff
Professional staff positions are classified according to the Higher Education Worker (HEW) classification descriptors. Reclassification is the process whereby a staff member’s duties and responsibilities are reviewed to determine whether the staff member’s role is appropriately classified.
The purpose of this procedure is to outline the responsibilities of the staff member and their supervisor in applying to have a position reclassified and the role of the Classification Committee in evaluating the application.
This procedure applies to all current fixed-term and continuing professional staff members and is to be followed when a staff member and/or supervisor consider that the staff member’s duties and responsibilities have changed so substantially that the position may need to be re-graded to either a higher or lower classification level.
Classification descriptors: means a summary of the range of skills, attributes and typical duties required for each classification level, to enable positions to be classified within the ten-level HEW structure.
Classification Review Committee: is a Committee established in accordance with Clause 69 of the Enterprise Agreement that reviews the decision of a Classification Committee on the request of an aggrieved staff member. In accordance with Clause 69.1, the Chair of this Committee will be a nominee of the Chief Operating Officer & Senior Vice-President, typically the Executive Director (Monash HR) or her nominee. The Secretary of this Committee will be a nominee of the Executive Director, Monash HR.
Conflict of interest: refers to a situation where a conflict arises for an individual between two competing interests. These are often, but not exclusively, interests of public duty versus private interests. This refers to a reasonably perceived, potential or actual conflict of interest. Conflicts of interest can involve financial or non-financial interests of the staff member, and the interests of a business partner or associate, family member, friend or person in a close personal relationship with the staff member.
Dean or Executive Director: means the Dean of the Faculty or Executive Director of the Division or his or her nominee in any case where the Dean or Executive Director has formally nominated a person to act as his or her nominee for the purpose.
Enterprise Agreement: means the Monash University Enterprise Agreement (Academic and Professional Staff) 2014.
Faculty or Divisional Cluster: refers to a cluster of Faculties and/or administrative Divisions that is serviced by a particular HR Service Hub.
Head of unit: means the head of an academic or organisational work unit, for example Head of School, Head of Department, Director or where applicable, a person acting as his or her nominee.
HEW 1 to 7 Classification Committee: is a Committee established within an HR Service Hub to classify and reclassify positions at HEW levels 1 to 7. The Committee will be comprised of an HR Business Partner and the Lead HR Business Partner for the Faculty or Divisional Cluster.
HEW 8 and 9 Classification Committee: is a Committee established across HR Service Hubs to classify and reclassify positions at HEW levels 8 and 9. The Committee will be comprised of an HR Business Partner, an external HR Business Partner and the Lead HR Business Partner for the Faculty or Divisional Cluster.
HEW 10 Classification Committee: is a Committee convened to classify and reclassify positions at HEW level 10. The Committee is comprised of an HR Business Partner, the Lead HR Business Partner for the Faculty or Divisional Cluster and the Manager, Remuneration and Senior Professional Appointments from Monash HR’s Centre of Expertise.
HR Business Partner: is a member of Monash HR who operates as a strategic partner responsible for providing a range of human resources services for an assigned Faculty or Divisional Cluster. HR Business Partners are located within an HR Service Hub.
HR Service Hub: is the centre for human resources services and activities within a Faculty or Divisional Cluster.
Lead HR Business Partner: is a member of the Monash HR management team who operates as a senior HR Business Partner responsible for the strategic and operational management of the human resources services and activities in an HR Services Hub.
PD Builder: is a Monash HR online system accessible only by trained HR staff members that serves as a central repository of position descriptions and standard position description builder.
Position description: is an accurate, concise description of the organisational location, primary objectives and key responsibilities of a position.
Secretary of the Classification Review Committee: individual appointed by the Executive Director, Monash HR to provide secretarial support to the Classification Review Committee.
Supervisor: means the person who is responsible for the supervision of staff member(s) and in most cases this will be the immediate line manager.
Review of classification level
The Enterprise Agreement identifies a range of circumstances which may lead to a position being reviewed and potentially reclassified (refer to clause 67 and 68). These circumstances include changes to the requirement of the position and job redesign.
In order to be eligible for reclassification:
The University’s expectations are that:
In accordance with Section 66.1 of the Enterprise Agreement, the Professional Staff Position Classification Descriptors are used to determine the classification level of professional staff positions. Positions are classified at the level which most accurately reflects the work required to be performed, taking into account the duties and responsibilities of the position. These descriptors comprise seven dimensions with each dimension containing criteria for how HEW positions are expected to operate at the various grade levels.
Reclassification of an occupied position
If a staff member or supervisor considers that the staff member’s position has changed significantly to involve an increased or decreased level of responsibility and/or job complexity, either the staff member or the supervisor may initiate a review of the classification level of the position (however, all reclassifications require the supervisor’s support).
The following is a step-by-step procedure for reclassifying professional staff positions.
Step 1: Identification of the need for reclassification of an occupied position
Before embarking on a review of the classification level of a position:
If there are changes to the position that involve a significant change in the level of responsibility and/or job complexity and these changes are an ongoing requirement of the position, the staff member and/or supervisor should pursue a review of the classification level.
Positions can only be reclassified upwards or downwards one HEW level at a time. Positions reclassified two levels up or down from the existing grade will be viewed as a new position and opened up to recruitment action even if there is a current incumbent.
Step 2: Completion of the required documentation
For reclassification proposals up to HEW level 9, the staff member will complete the Position Reclassification Proposal Form, summarising the changes to the role’s level of responsibility and/or job complexity. In the Position Reclassification Proposal Form, the staff member will identify the changes to the position as they specifically relate to each of the dimensions identified in the classification descriptors for HEW levels 1 to 9. The staff member will then provide the completed documentation to their supervisor for approval.
For reclassification proposals to HEW level 10, the staff member, in close consultation with the supervisor, will prepare a covering memo to the Manager, Remuneration and Senior Professional Appointments. The memo must outline how the level of responsibility and/ or job complexity of the position has changed. The staff member and supervisor will liaise with the HR Business Partner to update their position description.
Step 3: Drafting of the revised Position Description (up to HEW level 9)
The supervisor should submit the Position Reclassification Proposal Form to the HR Business Partner, who will review the information supplied and use this to draft an updated Position Description in PD Builder to accurately reflect the current duties and responsibilities of the position.
Where required, the HR Business Partner may interview the staff member, the supervisor and other relevant parties to determine the extent and nature of the changes to the position and the particular business requirements of the work unit.
Step 4: Approval of the revised Position Description
The HR Business Partner will then submit the finalised Position Description to the supervisor and head of unit for verification and approval.
Step 5: Evaluation of the position
Once finalised and approved, the HR Business Partner will undertake an evaluation of the position, using the Classification Tool. The HR Business Partner will then seek the endorsement of the other Classification Committee Members by providing them with:
Depending on the proposed classification level of the position, the position will be evaluated by:
The compositions of the Classification Committees are outlined in the Definitions section above. The HR Business Partner who confirmed the reclassification proposal documentation and drafted the revised Position Description will be a member of the Committee.
All Classification Committee members must be trained in job evaluation or have equivalent experience and/or training. Where necessary, a Classification Committee may call upon a subject matter expert or the position’s supervisor for clarification of the specific requirements or components of the role. No member of a Classification Committee may evaluate a position where there is an actual or perceived conflict of interest in reclassifying the position.
Taking into account relativities to other positions within the Faculty/Division or across the University more broadly, the Classification Committee will determine whether, based on the evidence provided and using the Professional Staff Classification Descriptors:
Classification Committees should determine the outcome of the reclassification proposal within the specified timeframe of receiving the finalised documentation.
Step 6: Initiation of appropriate staffing action
The HR Business Partner will ensure that:
The HR Business Partner will notify the staff member of the outcome of the review and if reclassification is recommended by the Committee, will ensure that the staff member’s personnel records are updated accordingly.
The commencing salary for a reclassified position will normally be at the minimum salary step of the reclassified HEW level unless the head of unit determines that there is sufficient reason for the incumbent to commence at a higher salary step.
The effective date of the reclassification may only be backdated by a maximum of three months from the date of the final submission of all of the required paperwork to the relevant Classification Committee.
Review of re/classification decisions for positions up to HEW level 9
If a staff member is aggrieved by a review of classification decision, s/he may request a review of the decision in accordance with the provisions outlined in clause 69 of the Enterprise Agreement. This applies to reclassification requests to HEW levels 2 to 9 only.
The aggrieved staff member must complete a Request for Review by the Classification Review Committee Form and submit this form (along with all the documentation that was submitted to the original Classification Committee) to the HR Service Hub. The HR Business Partner will confirm that the documentation is complete and accurate and will ensure it is forwarded to the Secretary of the Classification Review Committee.
The Secretary of the Classification Review Committee will ensure that all members of the Classification Review Committee are provided with all the original reclassification documentation and the completed Request for Review by the Classification Review Committee Form. The Classification Review Committee can only deliberate on the documentation that was provided to the Classification Committee in Step 5 above. Where new information has come to light, the submission should be referred back to the original Classification Committee for evaluation.
The terms of reference for the Classification Review Committee are listed in clause 69.2 of the Enterprise Agreement. The Chair will ensure that the Classification Review Committee reaches a unanimous decision about the review outcome. Where this is not achieved, the Chair will determine whether a majority decision is appropriate.
The Chair of the Classification Committee will advise the staff member and the HR Business Partner in writing of the outcome of the review within two months of the review request being submitted to the HR Service Hub.
Where the outcome of the classification review request results in a reclassification of the position, the HR Business Partner will ensure that the staff member’s personnel records are updated accordingly. The date of effect of the reclassification will be no later than the date of the original decision of the Classification Committee.
Disputes over the content of a Position Description or reclassification proposal documentation
If there is any dispute over the content of the Position Description or the reclassification proposal documentation, the dispute may be referred to a Position Description Review Committee in accordance with the provisions outlined in clause 67.3 of the Enterprise Agreement.
Where the content of the Position Description or the reclassification proposal documentation remains in dispute for a period in excess of two months, the matter may be resolved in accordance with the Dispute Settlement and Employment Related Grievances Resolution Procedure as outlined in clause 56 of the Enterprise Agreement.
Monitoring and auditing classification decisions
The Lead HR Business Partner or delegate will ensure that all relevant documents are kept for the purpose of reporting and auditing. Records in relation to HEW 1 to 9 positions can be destroyed seven years after the date superseded. Records in relation to HEW 10 positions should be retained permanently and transferred to the University Archives when administrative use is concluded.
The Lead HR Business Partner is responsible for recording and monitoring the evaluations and reclassifications for their HR Service Hub, for the purpose of reporting and auditing.
The Lead HR Business Partner or delegate will submit the following information to Monash HR’s Workforce Information and Organisational Structure (WIOS) team on a regular basis:
Periodically, Recruitment Design and Delivery, Monash HR will undertake a quality review process to ensure that the classification decisions are accurate and consistent across the University.
Director, Workplace Relations
The Director, Workplace Relations is responsible for ensuring this procedure remains consistent with the Monash University Enterprise Agreement (Academic and Professional Staff) 2014.
The staff member is responsible for:
The supervisor is responsible for:
HR Business Partner
The HR Business Partner is responsible for:
Lead HR Business Partner
The Lead HR Business Partner is responsible for ensuring that:
Manager, Remuneration and Senior Professional Appointments
The Manager, Remuneration and Senior Professional Appointments is responsible for:
Classification Review Committee
The Secretary of the Classification Review Committee is responsible for ensuring that:
The Chair of the Classification Review Committee is responsible for ensuring that:
Recruitment, Design and Delivery (Monash HR)
The Recruitment, Design and Delivery team in Monash HR is responsible for:
Related Enterprise Agreement Clauses