Grades 1 to 9 posts will only be considered for review if it is clearly established that there has been a substantial change to the duties and responsibilities and not the personal characteristics of the post holder i.e. the key dimensions of the post have changed considerably such as responsibilities relating to planning and organising, decision making, responsibility for resources, acquired knowledge, increased complexity of role and changed accountability. Requests for review should not be made in instances where the driver is solely based on a change of process or technology or increase in volume.

Key tasks

• The substantial change in post is identified by the manager and discussed with the HR Business Partner.
• Support and agreement must be obtained from the Head of School or Director before a review can take place. A review should only be requested when the Head of School or Director is satisfied that significant changes have occurred
• The manager in conjunction with the post holder completes and submits a Substantial Change Review Form, a revised Job Summary Form and organisational chart to the HR Business Partner.

A Special Panel will be convened to consider cases for Senior Manager Posts at Grade 10A and 10B.

Associated Documentation

• Job Matching Process
• Flowchart of Job Matching Process
• Substantial Change Review Form
• Job Summary Template Blank
• Organisation Chart Template
• Grade Profiles
• Appeal form

Grade movement for Academic staff (Lecturer/Senior Lecturer/Reader) is dealt with through a separate Academic Progression Scheme.  This is an annual process where applicants are considered for promotion where they are judged to match the appropriate profile in Education; Research/Scholarship; Academic Leadership and Good Citizenship. This process is also used for designated posts within ECIT. 

Prior to submission, the evaluation of Research posts must be discussed with the line manager and HR Business Partner in the first instance.

Support and agreement must be obtained from the Head of School before a review can take place. A review should only be requested when the Head of School is satisfied that significant changes have occurred. 

Submissions for grading of Research posts from Grade Ac1 to Ac2 will normally be dealt with by a Local Job Matching Panel.

Any submission for grading of Research posts above Grade Ac2 will be dealt with by a Special Moderation Panel with appropriate research expertise.

Research staff being appointed to a post where they are named on a grant or have obtained a personal fellowship still need to have the post formally graded.

Associated Documentation

• Job Matching Process
• Substantial Change Review Form (Ac1-Ac2)
• Substantial Change Review Form (Ac2 and above)

Creation of "new" posts are the exception rather than standard practice. Typically they are replacement posts and can be benchmarked against an already existing post. In this instance formal grading is unnecessary.

When a new post is created that has never existed it is typically as a result of a new work area being introduced into the University or through substantial restructuring or reorganisation. When this does occur formal grading should take place.  It is important that you refer to the University Grade Profiles when drawing up job summaries for new posts to ensure the level of responsibility, qualifications and experience are commensurate with proposed grading for the post.

It is not expected that "new" Clerical, Technical and Operational posts will arise as these should be benchmarked against existing Grade Profiles and Generic Job Summaries.

Key tasks

• A new post is identified by the manager and discussed with the HR Business Partner.
• Support and agreement must be obtained from the Head of School or Director before a review can take place.
• Manager completes and submits a New Post Grading Form together with a Job Summary Form and organisational chart to the HR Business Partner.
• A Special Panel will be convened to consider cases for Senior Managers Posts at Grade 10A and 10B.

Associated Documentation

• Job Matching Process
• Flow Chart of Job Matching Process
• New Post Grading Form
• Job Summary Template Blank
• Organisation Chart Template
• Grade Profiles

There are Grade Profiles for each category of staff and for each grade within each category. The profiles describe, in broad terms, the typical activities, responsibilities and requirements necessary for work carried out at each grade.

The profiles at each level have been underpinned by the Korn Ferry Hay Group Job Evaluation System. The profiles have been developed using a number of sources of information: results of the job evaluation pilot scheme which looked at a range of roles selected from all categories and grades of staff across the University; work carried out by a consortium of Universities using Hay; and national academic role profiles.

The Grade Profiles have been reviewed internally by a representative group of staff and have been agreed by the relevant trade unions.

If it is agreed that a new Job Summary is needed, a new Job Summary Form must be completed together with a New Post Grading Form.

• Blank Job Summary Form
• Guidance notes on the Completion of the Job Summary Form