Changes in job content can affect the skill, effort, responsibility and/or working conditions of a job, and thus its value and the level at which it is paid. Changes to job content can occur as a result of departmental restructuring, introduction of a new program or creation or deletion of services by another authority or jurisdiction.
Managers and Supervisors who have jobs reporting to them that have changed must initiate the process for reviewing the job to ensure that it is paid fairly. This is done by having the incumbent complete a Request to Evaluate Changes in an Existing Job and a Job Analysis Questionnaire. Changes in jobs must be reported as soon as possible to avoid creating and perpetuating pay inequities.
The process for evaluating a job that has changed is as follows:
1. Document the Changes in the Job
The incumbent(s) or Manager/Supervisor can initiate a review of the position. The incumbent(s) complete(s):
a Request to Evaluate Changes in an Existing Job Form outlining what has changed in the job and what factors should be reviewed; and
those portions of the Job Analysis Questionnaire that address the changes in the job’s skill, effort, responsibilities and working conditions.
2. Submit Job Information to Human Resources
The incumbent submits a completed Request to Evaluate Changes in an Existing Job form and a completed Job Analysis Questionnaire and a revised job description. It is important to submit a revised job description so that it is accurate and up-to-date. You can contact your Compensation Specialist who has portfolio responsibility for your Department to obtain a copy of the job description on record for your job. The Supervisor or Manager submits the forms to the Director for sign off. Signing the Request to Evaluate Changes in an Existing Job and the Job Analysis Questionnaire indicates full agreement with the information contained in these documents.
Once all documents have been signed off, the Director submits them to the appropriate Compensation Specialist.
3. Assign an Evaluation to the Job
The Compensation Specialist reviews the Request to Evaluate Changes in an Existing Job Form, job description, Job Analysis Questionnaire and other job documents provided. Using those documents, the Compensation Specialist conducts an assessment of the changes in the job and the impact those changes have on the evaluation and classification of the job.
The Compensation Specialist may also request a site inspection or interviews with incumbents, Supervisors or Managers.
At this stage, the Compensation Specialist may request that job documents such as Job Analysis Questionnaires or job descriptions be completed for other related positions in the work unit or elsewhere in the organization to ensure consistency in the application of the job evaluation plan.
The Compensation Specialist will inform the Union, the incumbent(s), the immediate Supervisor or Manager and the Director, in writing, of the results of the evaluation, ie the salary level to be applied to the job. Rating information will be released only to the Union Office, the incumbent(s) of the job or to the immediate Supervisor, Manager, Director and General Manager or Executive Director.
The evaluation of the job is subject to the reconsideration process provided for in these procedures. If no request is made for reconsideration within thirty (30) days, the evaluation of the job becomes final and binding.