Role evaluation and review

Procedures and management guidelines

1. Role evaluation and review process

Role evaluation and review is the ongoing process of evaluating new roles and reviewing existing roles that change over time.

Requests for role evaluation and review are made by management based on the business needs of the department, usually as either:

  • the result of restructuring
  • the need for new work to be undertaken, or
  • because the demands of a role have changed significantly

2. Types of review

2.1 New role

This is a role that has not previously existed within the department, nor has been evaluated. A new role will normally be vacant.

2.2 Role review/changed role

This is an existing role that has changed significantly since it was last evaluated. Changes, in terms of the responsibilities and activities of the role, have been made or are planned in order to meet the requirements of the department. There will normally be an employee in post. If not, it will be treated as a new role evaluation.

2.3 Restructuring

Where a department is undergoing or planning a restructure, it is not necessary to define the type of role evaluation request at the outset of the process. The proposed restructuring should be discussed with the HR Adviser who will involve the Rewards Team at the earliest opportunity. The impact on roles will be discussed, and the Rewards Team will advise on the documentation needed and the timescales required to evaluate all new or changed roles.

3. Process

3.1 Responsibility for initiating role evaluation or review

The department is responsible for initiating the role evaluation and review process by identifying the new role or the changes to an existing role and is responsible for ensuring that the appropriate funding is in place.

New Role

The manager completes and provides the following documentation:

  1. A job template, which should be based on a role profile from the job library, and include role specific key responsibilities
  2. an organisation chart showing the role within the local hierarchy

Role Review

When a line manager feels a Role Review may be appropriate, they should first read the University’s Role Evaluation and Review Policy and these guidelines.

Should the line manager wish to progress with the role review, they should discuss their proposal with their HR Adviser and *Authorising Manager(s). * Who are detailed on the role review approval form.

Once there is an agreement in principle that a role review is appropriate, the manager should complete the role review approval form and arrange a meeting for this information to be discussed in full with their HR Adviser and Authorising Manager(s).

The department is asked to identify any similar roles that exist either within the department or elsewhere in the University and to consider the potential impact of the role or organisation structure change both within the department or on other areas of the University.

Following approval from the authorising managers to progress with the role review, the manager will provide the following documentation:

(See section 5 for more details about job descriptions and person specifications.)

All documentation should be submitted to HR using the new role form or role review form.

3.2 Logging of request

Your request is automatically logged on our enquiries system and you will get an acknowledgement email.

3.3 Initial assessment of request by the Rewards Team

The Rewards Team reviews the documentation received and evaluates it. At this stage, the Rewards Team is able to determine:

  • Whether the role can be matched to an existing or generic HERA evaluated role number, or
  • That no match exists and a new, unique HERA Role Profile/Written Record will need to be created, or
  • Additional evidence is needed in order to evaluate the role (and requests this further information from the department)

3.4 Further documentation for non-matched roles

Where a role cannot be matched to an existing or generic HERA evaluated role, further documentation may need to be produced in order to fully evaluate the role.

Where an evaluation panel (either Rewards Team, HR Role Evaluation Panel or full Scoring Panel) has raised questions or concerns about any aspect of the role, the Rewards Team will identify the areas where evaluation difficulties have occurred and where further information is needed. This information will be discussed with the HR Adviser initially and then communicated to the requesting department. Once the additional evidence or clarification of responsibilities has been received, the role evaluation process will recommence.

3.5 Evaluation of the role

The formal evaluation of the role will be via one of two routes:

  • for roles on a generic template: Job Matching via the Reward Team
  • for roles that cannot be matched to an existing or generic HERA evaluated role: a Scoring Panel.

3.6 Role evaluation outcomes

Once a role has been evaluated, the Rewards Team will notify the department of the outcome.

For non-vacant roles, the Rewards Team will then pass the outcome to HR Services to arrange for the individuals concerned to be notified of the outcome.

4. Evaluation routes

4.1 Job Matching

Where a role profile has been submitted that is on a generic template, the Reward team will check that the content of the job specific additions are in keeping with the grade and that no template elements have been amended.

Where this is the case, they will assess and approve the role as a match to the template.

Where the job specific elements appear to be at a different level to the template or where amendments have been made to template elements, the Reward team will make enquiries with the manager and HR Advisor. If the role profile remains different to the generic template, the Reward team will refer the assessment to a Scoring Panel.

4.2 Scoring Panel

A panel of three:

  • chaired by a member of the Rewards Team
  • one union representative
  • one HR Advisor

Where one type of panel member is unavailable, they may be substituted by an additional member of another type so as not to delay the panel.

All are fully trained in the HERA job evaluation methodology. The Scoring Panel is presented with an updated role profile, organisation chart and any other supporting documents provided by the manager.

4.3 Timings

Scoring panels normally meet once a month as required.

The Reward Team will endeavour to Job match the role within ten working days of receipt of all required documentation, subject to any clarification or requirement for additional evidence.

5. Departmental restructuring

Where roles have changed as a result of departmental restructuring, the Rewards Team will work with the department and HR Adviser to review the impact on all roles. Evaluation of new or changed roles will be prioritised but timescales will depend on the number of roles impacted by the restructuring.

6. Effective date of role evaluation and review

The effective date of a changed role is the first day of the month in which the complete set of role evaluation documents are received by the Reward Team.

7. Scoring Panel outcomes

A role review may or may not lead to an increase in points or grade.

7.1- Change in HERA points but still within the same grade

No change to grade nor salary. Increment date does not change.

7.2- Increase in points leading to a higher grade – current salary below new grade minimum salary point

The role holder’s salary will move up to the new grade minimum salary point as outlined in section 7 above. The date of the next increment will be twelve months from this date.

7.3- Increase in points leading to a higher grade - current salary at or above new grade minimum salary point

The role holder’s salary will move up to the next increment point above current salary as outlined in section 7 above. The date of the next increment will be twelve months from this date.

Documents

Forms

Document control

  • Last reviewed: 28 April 2023