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Recruitment, Selection and Appointment Procedure - Reclassification for Professional Staff

Parent Policy

Recruitment, Selection and Appointment

Preamble

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.

Definitions

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 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.

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 9 Classification Committee: is a Committee established across Monash HR to classify and reclassify positions at HEW 1 to 9. For HEW 1 – 7 positions, the Committee will be comprised of a representative from the HR Recruitment Team and a Team Leader in the HR Operations Centre. For HEW levels 8 and 9, the committee will also include the Recruitment Manager, or Manager HR Operations.

HEW 10 Classification Committee: is a Committee established across Monash HR to classify positions and reclassify positions at HEW level 10 (A-D). The Committee is comprised of the Director, Remuneration and Global Mobility, the Manager, Remuneration and Senior Appointments, Centre of Expertise, Monash HR and the relevant Director, HR Business Partnering.

HR Business Partner: is a key member of the Monash HR Business Partnering community and provides strategic advice, guidance and solutions that underpin key client goals, HR strategy and organisational vision to a particular client group.

HR Operations Centre: is a centralised HR team that brings together the HR Advisory, HR Business Support and HR Recruitment functions. The HR Operations Centre delivers a broad range of HR operational services at all stages of the employee lifecycle including recruitment and appointment of staff, staff enquiries and contract renewals.

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 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:

  • an occupied position must have undergone changes involving a significant change in responsibility or job complexity (as distinct from an increase in job volume which will not impact on the classification level of a position); and

  • the changes must reflect the duties and responsibilities of the position and not the performance or ability of the particular incumbent occupying the position.

The Universityís expectations are that:

  • all professional staff will have a position description that will describe the responsibilities and key selection criteria for a role at the time of recruitment to a position;
  • position descriptions will be reviewed and, where applicable, updated when a position becomes vacant.

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 supervisorís 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:

  • the staff member and the supervisor should meet to discuss whether the position has experienced increased or decreased responsibilities and/or job complexity in the requirements of the role and whether the changes are of an ongoing nature; and
  • the staff member and supervisor should meet with the HR Business Partner in their Faculty or administrative Division to seek preliminary advice on whether to seek reclassification of the position or whether other options should be explored.

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 roleís 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 (A-D), the staff member, in close consultation with the supervisor, will prepare a covering memo to the Director, Recruitment and Global Mobility. 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 their Lead HR Business Partner to update their position description.

Step 3: Drafting and endorsement 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.

The HR Business Partner will:

  • provide the finalised Position Description to the supervisor and head of unit for verification; and
  • submit the position description to the HR Recruitment Support Team in the HR Operations Centre for evaluation.

Step 4: Evaluation of the position

Once finalised and verified, the HR Recruitment Support Team will undertake an evaluation of the position, using the Classification Tool (HEW 1 to 9). The HR Recruitment Team 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 HEW 1 to 9 Classification Committee, or
  • the HEW 10 Classification Committee.

The compositions of the Classification Committees are outlined in the Definitions section above. The HR Business Partner who reviewed the reclassification proposal documentation and drafted the revised Position Description will be a member of the Committee.

Classification is an area of HR expertise. All evaluators on the Classification Committee members will 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 positionís 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:

  • the position should be reclassified;
  • the changes to the role are insufficient to warrant a different classification grading (in which case the current classification level will be reaffirmed); or
  • the changes to the position are so significant that the position has not retained sufficient elements of the original duties and responsibilities and therefore is to be deemed a new position (in which case the new position will be advertised in accordance with the Recruitment, Selection and Appointment Policy).

Classification Committees should determine the outcome of the reclassification proposal within the specified timeframe of receiving the finalised documentation.

Step 5: Initiation of appropriate staffing action

The HR Recruitment Team will ensure that:

  • the position’s supervisor, the head of unit and the Dean or Executive Director are notified of the Classification Committee’s decision;
  • the relevant staffing action is initiated; and
  • the classified position description is saved as complete in the PD Builder for HEW level up to 9.

The HR Recruitment Team 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.

Reclassification outcomes

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 Business Partner. 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 Business Partner.

Where the outcome of the classification review request results in a reclassification of the position, the HR Recruitment Team 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 Manager, HR Operations 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 (A-D) positions should be retained permanently and stored securely when administrative use is concluded.

The Manager, HR Operations is responsible for recording and monitoring the evaluations and reclassifications, for the purpose of reporting and auditing.

The Manager, HR Operations or delegate will submit the following information to Monash HR's Workforce Information and Organisational Structure (WIOS) team on a regular basis:

  • Faculty/Division and unit;
  • number of applications for reclassification;
  • number of successful applications for reclassification (by HEW level);
  • number of days from date the documentation is received by the Classification Committee to the outcome being communicated to the supervisor;
  • gender of applicant/incumbent for proposed reclassifications; and
  • gender of incumbents for successful and unsuccessful reclassifications.

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.

Responsibilities

Staff member

The staff member is responsible for:

  • discussing his/her intention to apply for reclassification with the supervisor and the HR Business Partner for the Faculty/Division prior to lodging an application;
  • completing the Position Reclassification Proposal Form (in close consultation with his/her supervisor) for proposals for reclassification up to and including HEW level 9 and ensuring it is signed by the supervisor;
  • preparing a covering memo detailing the change in duties and responsibilities for proposals for reclassification for HEW level 10; and
  • co-operating with the HR Business Partner in any interviews or follow up communications regarding the change in the duties and responsibilities of the position.

Supervisor

The supervisor is responsible for:

  • meeting with the staff member to discuss the requirements of the role;
  • contributing to and signing the Position Reclassification Proposal Form for reclassification proposals up to and including HEW level 9 prior to the form being submitted to the HR Service Hub;
  • confirming the information in the covering memo regarding the change in duties and responsibilities for proposals for reclassification to HEW level 10 (A-D);
  • cooperating with the HR Business Partner in any interviews or follow up communications regarding the change in duties and responsibilities of the position; and
  • verifying the content of the revised position description (in conjunction with the head of unit) prior to the position description being submitted to the relevant Classification Committee for evaluation.

Monash HR

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.

HR Business Partner

The HR Business Partner is responsible for:

  • confirming the information in the reclassification proposal documentation and drafting the revised position description in PD Builder; and
  • submitting the draft position description to the HR Recruitment Team.

HR Recruitment Support Team, HR Operations Centre

The HR Recruitment Support Team in the HR Operations Centre is responsible for:

  • appropriately and consistently evaluating the position against the Professional Staff Position Classification Descriptors, using the Classification Tool (chair of the committee to oversee this responsibility;
  • seeking the endorsement of the evaluation from the other members of the relevant Classification Committee;
  • notifying the supervisor, head of unit and Dean or Executive Director of the Classification Committee's decision; and
  • initiating the staffing action following the evaluation decision of the Classification Committee or the review decision of the Classification Review Committee.

Manager HR Operations, HR Operations Centre

The Manager, HR Operations is responsible for ensuring that:

  • the quality of the decision-making;
  • the position is appropriately and consistently evaluated when chairing the HEW 1-9 Classification Committee
  • appropriate recommendations of the evaluations and reclassifications and identifying areas of improvement; and
  • the relevant documents are archived appropriately and the classification results are recorded and submitted to WIOS regularly.

Director, Remuneration and Global Mobility, Centre of Expertise, Monash HR

The Manager, Remuneration and Senior Professional Appointments is responsible for:

  • chairing the HEW 10 Classification Committee; and
  • ensuring that the position is appropriately and consistently evaluated.

Classification Review Committee

The Secretary of the Classification Review Committee is responsible for ensuring that:

  • the Committee is convened in accordance with clause 69 of the Enterprise Agreement; and
  • the Request for Review by the Classification Review Committee Form and the original reclassification proposal documentation are provided to all members of the Classification Review Committee.

The Chair of the Classification Review Committee is responsible for ensuring that:

  • the Committee acts in accordance with the terms of reference in clause 69.2 of the Enterprise Agreement; and
  • the staff member and the HR Business Partner are notified of the review outcome within two months of the review request being submitted to the HR Business Partner.

Related procedures

Related Enterprise Agreement Clauses

Related Documents (currently under review)

Related Forms (currently under review)

Version number:

3.0

Effective date:

1 October 2015

Procedure author:

Director, Workplace Relations

Procedure owner:

Executive Director (Monash HR)

Contact: