Grading Review Procedures
1 Introduction
This document sets out the procedures for the review of the grading of posts excluding applications for academic promotion (personal chair, reader, senior lecturer, and senior professional tutors) which are covered by separate procedures. The procedures apply equally to posts with different types of contract, whether part-time, full-time, open-ended, and fixed-term.
Cardiff University is committed to the principles of equal pay for work of equal value. The grading system is based upon systematic evaluation, using the Higher Education Role Analysis (HERA) scheme, of the duties and responsibilities attached to a post and not upon the personal merits of individual post-holders. High levels of individual performance within the scope of a grade are recognised through the Discretionary Payments procedures.
2 Request for a review of grading
A grading review is undertaken when a post has changed significantly in terms of the duties and responsibilities involved. Requests for grading reviews can be made either by:
(i) the Head of School/Directorate, or
(ii) by a member of staff who may make a direct route application for a grading review if they believe that their post has changed significantly, but where the case for a grading review is not supported by their Head of School/Directorate. In such situations, the Head of School/Directorate will be required to verify that the information given in respect of the case is accurate.
3 Procedure for review of grading
The process is initiated by completion of a “HERA Review Request Form and HERA Questionnaire”. The completed forms are submitted to the HR Division, accompanied by an up-to-date job description and an organisational chart. No additional documentation or materials, such as examples of work or testimonials, may be submitted. Clarification may be requested to inform the scoring and consideration of the application.
There is no fixed date for submission of requests and those submitted will be considered on a rolling basis. Only one application may be made in respect of a particular post within a twelve month period.
- a Pro Vice-Chancellor,
- a Head of School,
- an Administrative Director,
- the Director of HR (or nominee),
- relevant trade union representative(s).
The panel will be supported by a member of HR staff.
To ensure transparency and fairness of the process, the panel membership will not normally include members from a School or Directorate with applications for consideration. In the eventuality that this is not possible, such a panel member will not participate in discussions or decisions relating to staff within their School or Directorate.
The outcome of the grading review will be confirmed to the Head of School/Directorate and the postholder within one week of the review. There are three possible outcomes to this process:-
- The role is graded correctly; or
- The role has developed and has moved to a higher grade; or
- The role is below the requirements of the current grade, and the post will be moved to a lower grade. Transitional salary protection (red-circling) will be offered for a period of 4 years during 2007(this will be reviewed annually with effect from the 1 January 2008), at which point the role will revert to the top of the appropriate grade.
Any change in salary will be effective from the first of the month following receipt of the application by the HR Division. The postholder has a right to appeal against the decision of the panel.
4 Feedback and appeal
The procedure is as follows.
4.1 Feedback
A meeting will be held between the postholder and a member of the HR Directorate in order to provide feedback and to discuss the results of the evaluation processes in respect of the role. If the matter is not resolved at this meeting, the appeal is taken forward to stage two of the procedure. In any event, the outcome of the meeting is confirmed in writing to the postholder and the Head of School/Directorate.
4.2 Appeal
Any formal appeal must be submitted in writing to the Director of HR within ten working days of the Informal Stage being completed. This letter must state the grounds of appeal, with reference to the “HERA Review Request Form and HERA Questionnaire”.
The “HERA Review Request Form and HERA Questionnaire” will be considered by an appeal panel, made up of
- A Pro Vice-Chancellor,
- the Director of HR (or nominee),
- a Head of School,
- an Administrative Director,
- relevant trade union representative (s).
No member of the appeal panel will have been involved in consideration of the post at review stage. The Panel will be supported by a member of HR staff.
The appellant will be notified of the decision of the appeal panel within one week of its meeting. The decision of the appeal panel is final.
If the outcome of the appeal is a change to the grade of the post, this will be effective from the first of the month following the receipt of the original application by the HR Division.
5 Further Advice
The relevant HR Manager is available to provide advice on any aspect of this process.
Guidance on completing a “HERA Review Request Form and HERA Questionnaire” can be found at (Web address).
6 Monitoring
The outcome of grading reviews will be monitored in terms of the grade, gender, ethnic origin and disability status of the post holders involved. Monitoring data will be discussed with our recognised trade unions and considered by the HR Committee and Equality and Diversity Committee to ensure that there are no discriminatory effects of this procedure.
Revised by MJ
30/07/07