Staff Compensation System: Job Evaluation Process

The staff compensation system job evaluation process is used to 1) establish a pay grade and job title level for new positions, 2) review the pay grade and job title level for existing positions where job content has changed. In both of these instances, requests to have a position reviewed must be approved by the divisional vice-president and the Office of University Budgets. The process to be followed by the supervisor or manager of the position to be reviewed is outlined below. 

1. Contact your HR Business Partner to discuss plans for re-documenting an existing position or creating a new position. 
2. Contact the Office of University Budgets to request a position authorization form. 
3. Update the job content tool for the position, using the most recent version of the job content tool, which is available for download from Forms: Staff Compensation System. If the position is vacant, the job content tool should be completed by the supervisor or manager. For filled positions, the supervisor or manager should work with the employee to update the job content tool. 
4. Complete the position authorization form and attach an up-to-date job content tool, organizational chart for your area and, optionally, a memo outlining any additional information you would like the job evaluation committee to consider. Route the position authorization form for signatures.

5. Once the position authorization form with all required signatures arrives in Human Resources, you will receive an email verifying receipt. In addition, you will be asked to submit electronic versions of any missing items.   

6. Upon receipt of the job content tool, updated organizational chart, and optional memo, a position will be assigned a pay grade and job title according to one of the methods detailed below. 
7. Vacant positions receive scheduling priority.
8. Once the position has been reviewed, your Human Resources Business Partner will contact the manager or supervisor with the evaluation results and next steps. 

 Job Evaluation Methods

• Human Resources will assign the pay grade and job title to positions that are the same as existing Staff Compensation System Job Descriptions. 
• A job evaluation committee will review positions within a career pathway for which the University has current market data but where there is a question about the level of the position.  For example, if a department requests that an employee holding an Administrative Assistant I position be elevated to an Administrative Assistant II, the position will be reviewed by a job evaluation committee.   
• The external consulting partner will market-price new or changed positions that do not clearly align with an existing SCS job description or career pathway.  The external consulting partner will also review all positions that are held by job evaluation committee members or by staff reporting up to the Chief Human Resources Officer. The consultants will review positions at the department’s expense. Consultancy fees for review are currently $550 per job.   
•  In the event that our external compensation consultants do not have sufficient data to market-price a position, the department will not incur any costs and the position will be reviewed by a job evaluation committee.

Please contact your HR Business Partner with questions about the job evaluation process or about the status of an existing evaluation request.