Classification of professional staff procedure

Intent

To outline the process for classification of professional staff positions.

Scope

This procedure applies to fixed term and continuing professional staff positions and will be used for the classification of professional staff positions in the following circumstances:

  • where a new position is being created;
  • where the duties and responsibilities have changed to the extent that it is considered by the incumbent or supervisor that the position is not appropriately classified;
  • where a vacant position is reviewed by the supervisor and it is determined that a change to the position description is required

Exclusions

  • Security shift supervisors
  • Academic staff
  • Executive staff
  • Childcare staff

Procedure steps and actions

1. Classification process (for new or vacant positions)

When a job is created or vacated, a position description will be submitted by the manager to Human Resources for classification.

The relevant Human Resource Consultant will have responsibility for notifying the manager of the classification outcome.

2. Classification process (for positions with an incumbent)

The incumbent or supervisor may seek a review of the classification level where either consider that the position is not appropriately classified. A completed position analysis (PA) document and an agreed current position description will be developed in consultation with the incumbent and the supervisor and will be signed by both parties following agreement. Where agreement has been reached the documentation will be forwarded to the supervisor’s manager for endorsement. Where agreement is not reached, the matter will be referred to the supervisor’s manager. Should it remain unresolved, it will be referred to the staff complaints procedure.

The agreed documentation will be forwarded by the manager to the Executive Director, Human Resources or nominee within five working days.

The matter will then be referred to the Classification Committee which will convene as soon as practicable, and will normally be convened within ten working days.

The minimum quorum for a Classification Committee will be

  • One staff representative from the pool of professional staff nominated by the NTEU for this purpose
  • One university representative: and
  • Will be chaired by the Executive Director, Human Resources or nominee

The Classification Committee will review all the information provided and make a recommendation on the appropriate classification of the position by applying the points factor system BiPERS. In making a recommendation, the Classification Committee is able to request further information from the incumbent and supervisor. The recommendation of the Classification Committee will be sent to the Executive Director, Human Resources or nominee for endorsement who will then advise the incumbent and supervisor within five working days of the outcome.

The effective date of a classification will be the date when the PA document was received in Human Resources.

3. Principles for classification committee

Human Resources will provide appropriate training to all Classification Committee member to enable them to fulfill their role. Gender representation will be maintained wherever practicable. Classification Committee members will be required to disclose any potential conflict of interest.

4. Classification appeal process

An incumbent who has submitted a Position Analysis for the purposes of classification review may appeal the Classification Committee’s decision. Supporting documentation is required to be submitted to Human Resources within 15 working days of the incumbent receiving notification of the outcome in relation to his or her own position.

Appeals against a classification can be lodged in writing on the grounds that:

  • There has been a breach of process; or
  • The classification has failed to take into account all known aspects of the position. However, if it appears that incomplete information which was relevant to the process was put before the Classification Committee, the Appeal Committee will request that a new PA document be submitted through the normal process for classification.

The Classification Appeal Committee will comprise of the following:

  • One staff representative from the pool of professional staff nominated by the NTEU for this purpose who did not participate in the initial review of the position
  • One university representative who did not participate in the initial review of the position : and
  • Will be chaired by the Executive Director, Human Resources or nominee

The Classification Appeal Committee can recommend that:

  • the classification decision is confirmed; or
  • the classification decision is overturned and a new classification results

The Classification Appeal Committee meetings will be convened as soon as practicable, and will normally be convened within 15 working days.

The staff member will be advised of the decision of the Classification Appeal Committee within five working days of the decision being made.

[Next: Supporting documents and information]