UCL Grading Procedure

for Support Staff

Julie Wake

HR User Group

29th 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 2000

• 2008:– 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:– http://www.ucl.ac.uk/hr/docs/download_forms/JDO_7_06_07.do

c

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

ProcedureNew 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:

jobevaluation@ucl.ac.uk

• Outcome by following Tuesday

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 28th month for evaluation

following month• Requests evaluated in order of receipt• Outcome notified to HoD by 12th 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 12th 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. NJ09-122– App0Y-NN e.g. Ap08-23

The End

• Any questions?