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Classification of Professional Positions

Date last modified: 22/08/12
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Introduction

1. Positions covered by the University's enterprise agreement are classified using the Higher Education Worker (HEW) classification structure (Levels 1-10). Both the Enterprise Agreement and the DWM Classification Descriptors provide the framework for classifying professional positions.

2. The classification of a position is based on the qualifications, skills, qualities, abilities and experience required to undertake the position. It also considers the level of knowledge required to undertake the role, and the degree of problem solving, accountability and complexity of the tasks required to perform the key responsibilities of the position.

3. It does not incorporate any assessment of the personal attributes or performance of the occupant of the position.

Classification Committee

4. The Classification Committee considers classification submissions for existing positions of HEW 7 and below and makes recommendations to the Executive Director, Corporate Services. The Committee is coordinated by HR Services, and consists of professional employees trained in the use of the classification descriptors.

5. The Committee membership is:

  • Director, Human Resources (Chairperson);
  • Two employees nominated by the Director, Human Resources;
  • One employee nominated by the Community and Public Sector Union (CPSU); and
  • One employee nominated by the National Tertiary Education Industry Union (NTEU).

6. Committee members must declare if they have a conflict of interest with any position being considered by the Committee.

Delegations

7. The Director, Human Resources has the delegation to approve the classification of new positions.

8. The Executive Director (Corporate Services) has the delegation to approve the classification of existing positions, on the recommendation of the Director, Human Resources as Chair of the Classification Committee.

Classification of New Positions

9. All new positions, for periods in excess of six months, are classified by the Director, Human Resources before being advertised.

Classification of Existing Positions

10. The classification of existing positions may be reviewed by the Classification Committee when:

  • A position becomes vacant and there are significant changes to the requirements of the position;
  • A position is currently occupied and substantial changes (ie greater than 20%) have been made to the position's responsibilities and duties;
  • The duties of a position change as a result of a major restructure. As part of the change process, changed positions are evaluated and a review of their classification arranged, if required; or
  • Special circumstances exist and the Director, Human Resources approves a review.

11. Positions cannot be reviewed more than once within a two year period unless special circumstances exist and approval is given by the Director, Human Resources.

12. Where a classification review is considered appropriate, a 'Request for Classification Review' is to be completed. If the position is occupied, a copy of the employee's last PMDR review is also required.

13. A supervisor or the occupant of a position may initiate a request for the re-evaluation of a position. Where an employee believes that the classification of their position should be reviewed, but their supervisor does not support a review, the employee may document the changes to the position on a 'Request for Classification Review' and approach their work unit's HR Consultant directly for assistance.

14. A 'Request for Classification Review' will normally be finalised within 2 months of the request being received by HR Services.

15. Generic position descriptions have been created for jobs within the University of a similar nature with the same or similar tasks. The decision to use a generic position description is made by HR Services.

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Committee Deliberations

16. As part of their deliberations, the Classification Committee discusses the proposed level of the position and its relativity with comparable positions across the University.

17. The Committee may reconvene for further discussion before making a final recommendation if they consider:

  • Inconsistencies exist with comparable positions; or
  • Significant changes are required to the position description. In such cases, the position description is referred back to the relevant HR Consultant for amendment.

18. Committee deliberations are confidential.

Classification Outcomes

New Positions

19. The Director, Human Resources will notify the Head of the Work Unit and the relevant Executive Member of the classification outcome so that they can initiate action to advertise the position.

Existing Positions

20. The Director, Human Resources (Committee Chairperson) will provide written advice of a classification decision to the occupant of the position, the Head of the Work Unit, and the relevant Executive Member. If requested, feedback from the Committee will also be provided.

a. Classification increases by more than one level

21. If the outcome results in a classification change of more than one level (for example, a HEW 5 position is reclassified to HEW7) the following process applies:

  • Where the position is occupied by an employee on an ongoing basis

    Before the employee can be directly appointed to the newly classified position, they must:

    • Have been assessed as satisfactory in their last PMDR; and
    • Meet the training, experience and qualifications selection criteria for the position. Both the employee and supervisor are to meet to determine what development action, if any, is necessary for the employee to meet the criteria.

    If the above conditions are not met, the Director, Human Resources will discuss the options with the Head of the Work Unit and relevant Executive Member. Options may include advertising the position.

  • Where the position is occupied on a temporary basis

    • The position would be advertised.

b. Classification decreases

22. If the outcome is at a lower classification than the position's current classification, the position is classified at the new level but the occupant retains their existing level as a 'personal classification' while they remain in that position. In such cases, the Head of the Work Unit may adjust the occupant's duties. When the position becomes vacant, it will be advertised at the new classification level.

Effective Date of a Reclassification

23. Where an existing position is reclassified, any resulting salary increases will take effect from the date the classification process was commenced by the relevant delegated officer approving the 'Request for Classification Review'.

Superannuation Implications of a Reclassification

24. When the classification of an existing position increases and the occupant is required to contribute to superannuation, their superannuation contributions will increase as a result of their salary increasing.

25. If a HEW level 1, 2 or 3 position is reclassified as a HEW4 or higher, and the occupant is required to be a contributory member of UniSuper, their standard superannuation contribution rate will increase from 3.5% of salary to 7% of salary effective from the date of the reclassification.

26. Employees have the option to reduce contributions in accordance with UniSuper contribution flexibility rules.

Review of a Classification Outcome

27. Where the occupant of the position, their supervisor, Head of Work Unit or relevant Executive Member have concerns with a classification result, a review will be undertaken by a Classification Review Committee, providing a written request for a review of the classification result is received within 15 working days of the date of notification of the classification results.

28. The request must:

  • State the reasons why the initial decision is considered inappropriate; and
  • Be signed by the occupant, their supervisor, the Head of Work Unit and the relevant Executive Member.

29. The Review Committee refers their recommendation to the Executive Director (Corporate Services) for a final decision.

Classification Review Committee

30. Where the occupant of a position, their supervisor, Head of Work Unit or relevant Executive Member have concerns with a classification result, a Classification Review Committee (Review Committee) will consider the outcome, providing a written request for a review of the classification result is received within 15 working days of the date of notification of the classification results.

31. The Review Committee will consider:

  • The information provided in the review request;
  • The position description originally considered by the Classification Committee;
  • Supporting organisational chart; and
  • Information on relativities within the University provided by HR Services.

32. The Review Committee is chaired by an employee nominated by the Vice Chancellor, who was not a party to the original committee. It consists of the following professional employees, trained in the use of the classification descriptors, who were not involved in the original classification decision:

  • Two employees nominated by the Director, Human Resources;
  • One employee nominated by the Community and Public Sector Union (CPSU); and
  • One employee nominated by the National Tertiary Education Industry Union (NTEU).

33. The Review Committee refers their recommendation to the Executive Director (Corporate Services) for a final decision.

Procedures

New Positions

34. The supervisor of the new position is required to prepare the following documents for discussion with the work unit's HR Consultant:

  • A draft position description for the new position using the PD template; and
  • An organisational chart (identifying the position and its relationships to other positions within the work unit).

35. If appropriate, the use of a generic position description will be considered as part of these discussions.

36. When agreement on the document content is reached, the final position description is signed by the supervisor, the Head of the Work Unit and the relevant Executive Member and returned to the relevant HR Consultant.

37. The HR Consultant will refer the position description and organisational chart to the Director, Human Resources for classification against the descriptors.

38. If a classification decision cannot be reached or the Director, Human Resources requires further information, the documentation will be referred back to the relevant supervisor with specific questions that need to be addressed.

39. The Director, Human Resources will notify the Head of the Work Unit and the relevant Executive Member of the classification outcome so that they can initiate action to advertise the position.

Existing Positions

40. Normally, a 'Request for Classification Review' is completed by the supervisor, recommended by both the supervisor and Head of the Work Unit and referred to the relevant Executive Member for consideration, together with a:

  • Current organisational chart clearly identifying the position and its current classification;
  • Copy of the occupant's most recent PMDR, if the position is occupied; and
  • A copy of the relevant generic position description, if appropriate.

41. If the request is not supported by the employee's supervisor, a 'Request for Classification Review' may be completed by the employee and referred to the work unit's HR Consultant. The HR Consultant will:

  • Speak to the supervisor and the Head of the Work Unit to establish why they believe that the position does not warrant a review; and
  • Provide the Director, Human Resources with:
    • The completed 'Request for Classification Review';
    • A current organisational chart clearly identifying the position and its current classification;
    • A copy of the employee's most recent PMDR report; and
    • A recommendation on whether the position should be reviewed.

42. Approval for the review is given by the Director, Human Resources in consultation with the relevant Executive Member and feedback provided to the relevant parties on the reasons for the decision.

43. If special circumstances exist and the request is within two years of the last review, approval for the review is given by the Director, Human Resources.

44. After being advised that a classification review has been approved, the supervisor, in consultation with the employee occupying the position, is required to prepare the following documents for discussion with the work unit's HR Consultant:

  • A draft position description for the position using the PD template; and
  • An organisational chart (identifying the position and its relationships to other positions within the work unit).

45. If appropriate, the use of a generic position description will be considered as part of these discussions.

46. When agreement on the document content is reached, the final position description is signed by the employee, the supervisor, the Head of the Work Unit and the relevant Executive Member and returned to the relevant HR Consultant.

47. If the employee's supervisor has not supported the review, the relevant HR Consultant will meet with both the employee and supervisor before preparing a 'Position Description' for the position and an amended organisation chart.

48. The HR Consultant will refer the position description, the organisational chart, and a copy of the employee's last PMDR report to the Classification Committee.

49. Where the HR consultant determines the position should be classified as a generic position, a recommendation will be provided to the Director, Human Resources.

50. If the Committee requires further information before recommending the classification of a position, the documentation will be referred back to the relevant supervisor with specific questions that need to be addressed.

51. The Director, Human Resources (Committee Chairperson) will provide written advice of the outcome to the occupant of the position, the Head of the Work Unit, and the relevant Executive Member. If requested, feedback from the Committee will also be provided.

52. Following approval by the Executive Director (Corporate Services), the Director, Human Resources (Committee Chairperson) will provide written advice of the outcome to the occupant of the position, the Head of the Work Unit, and the relevant Executive Member. If requested, feedback will also be provided.

Updated: 14 November 2012