Recruitment, Selection and Appointment - 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 70 of the Enterprise Agreement that reviews the decision of a Classification Committee on the request of an aggrieved staff member. In accordance with Clause 70.1, the Chair of this Committee will be a nominee of the Vice-President (Administration), 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 Divisional Director: means the Dean of the Faculty or Director of the Division (or Executive Director) or his or her nominee in any case where the Dean or Divisional 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) 2009.

Faculty or Divisional Cluster: refers to a cluster of Faculties and/or administrative Divisions that is serviced by a particular HR Service Hub. The Faculty or Divisional Clusters at the University are (1) Central Portfolios & PVC Gippsland, (2) Research & Information Services, (3) Social Sciences & Creative Arts, (4) Engineering & Sciences, (5) Arts, Education & Law, (6) Biomedical Sciences and (7) Administration.

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.

HEW1 to 7 Classification Committee: is a Committee established within a HR Service Hub to classify or reclassify positions at HEW levels 1 to 7. The Committee will be comprised of a HR Business Partner and the Lead HR Business Partner for the Faculty or Divisional Cluster.

HEW8 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 a HR Business Partner, the Lead HR Business Partner for the Faculty or Divisional Cluster and an external Lead HR Business Partner from Monash HR’s Centres of Expertise.

HEW10 Classification Committee: is a Committee convened to classify positions at HEW level 10. The Committee is comprised of a HR Business Partner, the Lead HR Business Partner for the Faculty or Divisional Cluster and the Senior HR Specialist, Remuneration & Sourcing.

HR Business Partner: is a member of the Monash HR community who operates as a strategic partner responsible for providing a range of human resources services for an assigned Faculty or administrative Division. HR Business Partners are located within a 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 a HR Services Hub.

Position description: is a description of the organisational context, primary objectives and key results areas and responsibilities of a position and the key criteria (qualifications, knowledge, experience and skills) required to perform effectively in the position.

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 68 and 69). 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 degree of increased 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 University expects that position descriptions will be reviewed and updated:

• regularly as part of the end-of-year performance review in the University’s Performance Development Process for professional staff (see Staff Development Procedure – Performance Development Process: Professional Staff); and
• when a position becomes vacant.

Regularly reviewing a staff member’s position description will ensure that:

• the role expectations are current and valid;
• the staff member’s annual work goals and development goals in the Performance Development Process align with the duties and responsibilities outlined in the position description; and
• any potential need to review the classification level of the position is identified.

All Classification Committee members must be trained in position description evaluation or have equivalent experience and/or training.

No member of a Classification Committee may evaluate a position where there is an actual or perceived conflict of interest in reclassifying the position.

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 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:

• 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;
• 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; and
• the supervisor should check and confirm any local funding or approval requirements within the Faculty or administrative Division.

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 one HEW level at a time. Positions reclassified two levels up 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 Reclassification Proposal Form and update their Position Description to reflect the change in the level of responsibility and/or job complexity. In the Reclassification Proposal Form, the staff member will identify the changes to the position as they specifically relate to each of the seven 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 that outlines how the level of responsibility and/ or job complexity of the position has changed and an updated Position Description.

Once approved by the supervisor, head of unit and the Dean or Divisional Director, the proposal documentation will be submitted to the HR Service Hub.

Step 3: Confirmation of the reclassification proposal documentation and coordination of the revised Position Description

The HR Business Partner will review the reclassification proposal documentation prepared in Step 2 and confirm the information provided by the staff member. This will include finalising the contents of the revised Position Description to ensure that it accurately represents the duties and responsibilities of the staff member.

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.

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:

• the existing Position Description;
• the revised Position Description;
• the Position Reclassification Proposal Form (for reclassification proposals up to HEW level 9) or the covering memo (for reclassification proposals to HEW level 10); and
• the Classification Tool

Step 5: Evaluation of the position

Depending on the proposed classification level of the position, the position will be evaluated by:

• the HEW1 to 7 Classification Committee,
• the HEW8 and 9 Classification Committee, or
• the HEW10 Classification Committee.

The compositions of the Classification Committees are outlined in the Definitions section above. The HR Business Partner who confirmed the reclassification proposal documentation 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.

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 ten days of receiving the documentation.

Step 6: Initiation of appropriate staffing action

The Lead HR Business Partner will ensure that:

• the position’s supervisor, the head of unit and the Dean or Divisional Director are notified of the Classification Committee’s decision; and
• the required documentation is provided to the HR Service Hub for staffing action.

The HR Service Hub 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 3 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 70 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 forward it 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 70.2 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 70.3 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 grievance resolution procedure in clause 56 of the Enterprise Agreement.

Monitoring and auditing classification decisions

The Lead HR Business Partner 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 HEW10 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 will submit the following information to Monash HR’s Workforce Information and Organisational Structure team on an annual 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.

In August of each year, 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 Reclassification Proposal Form (in close consultation with their supervisor) for proposals for reclassification to HEW levels 2 to 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
• cooperating 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:

• checking and confirming any local funding and approval requirements prior to authorising the reclassification review proposal;
• contributing to and signing the Reclassification Proposal Form for reclassification proposals to HEW levels 2 to 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;
• cooperating with the HR Business Partner in any interviews or follow up communications regarding the change in duties and responsibilities of the position; and
• approving the content of the revised Position Description prior to the Position Description being submitted to the relevant Classification Committee for evaluation.

HR Business Partner

The HR Business Partner is responsible for:

• ensuring that this procedure is complied with;
• confirming the information in the reclassification proposal documentation and the revised Position Description;
• evaluating the position against the HEW descriptors, using the Classification Tool;
• seeking the endorsement of the evaluation from the other members of the Classification Committee;
• notifying the supervisor, head of unit and Dean or Divisional 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.

Lead HR Business Partner

The Lead HR Business Partner is responsible for ensuring that:

• the relevant Classification Committee evaluates the position in accordance with the Professional Staff Position Classification Descriptors;
• the classification decision is consistent with other recent reclassification decisions across the University; and
• the supervisor, head of unit and Dean or Divisional Director are notified of the Classification Committee’s decision.

Senior HR Specialist, Remuneration and Sourcing

The Senior HR Specialist, Remuneration and Sourcing is responsible for:

• participating in the HEW10 Classification Committee; and
• ensuring that the position is appropriately evaluated.

Classification Review Committee

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

• the Committee is convened in accordance with clause 70 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 70.2 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 Service Hub.

Related procedures

• Recruitment, Selection and Appointment – Classification Procedure: Professional Staff

Related Enterprise Agreement Clauses

• Monash University Enterprise Agreement (Academic and General Staff) 2009

Related Documents

• Reclassification Process Map
• Classification Guidelines
• Professional Staff Classification Descriptors

Related Forms

• Position Description Template
• Position Description Development Questionnaire
• Position Reclassification Proposal Form
• Classification Tool and Instructions
• Professional Staff Request for Review by the Classification Review Committee Form [Word] [PDF]