Departmental contacts are asked to alert staff so that applications from Line Managers or personal applications can be made in time to meet the closing date.

Job Level Review Procedures

Introduction

1. The College has five job families. Each family is composed of up to seven levels and appropriate pay bands have been determined (levels 1 to 5 and levels A to C have incremental scales and pay for staff at levels 6 and 7 and D and E is assessed in relation to performance). The move to seven job levels means that a broader range of work can be accommodated within each pay band. This, coupled with the fact that there are fewer grades, means that there will be less need to review jobs. There will, however, be occasions when jobs "grow" and the following process is designed to review whether a job has grown sufficiently to be re-graded.

2. The procedure that follows covers those staff in the Professional, Learning and Teaching, Technical and Operational Services Families (up to and including Level 6) and research staff in the Academic and Research Family (applications to Level B – Research Associate and to Level C – Research Fellow). It also applies to staff who have remained on the previous comparable grades e.g. ALC, CRA, Technical, Research. If the reviews are successful for any of these latter staff, they will join the appropriate job family on new terms and conditions.

3. The College processes for reviewing the job level of academic and research staff at Levels C and D, and for those academic and research staff at comparable levels who have not opted to move to the Academic and Research Family, will remain unchanged i.e. the job review route for these staff will be via the Academic Promotions procedure. If the reviews are successful for these latter staff, they will join the Academic and Research Family on new terms and conditions.

4. There are some staff whose jobs are not covered by job families e.g. Nursing Staff. Recommendations from the Head of Department (HoD) for a job level review for these staff should, initially, be sent to the appropriate HR Manager at any time during the year. HR will liaise with the relevant faculty as appropriate.

5a)  All staff must have an equal opportunity to be considered for job level review and recommendations from Line Managers must be free from bias in relation to age, ethnic origin, gender, disability, religious belief, sexual orientation, or bias on any other grounds. Part-time staff, and staff on fixed-term contracts, must also receive equal treatment. HoDs and Faculty Operating Officers are also involved in the procedural process and they are required to adhere strictly to the principles of equal opportunity and equal treatment.

5b)  Applications for job evaluation cannot be considered in isolation from matters connected with an employee's probation or general employment.  If a member of staff is at the informal, oral or other stages of the College's disciplinary/capability procedure, the application will be put on hold until such time as the matter has been resolved, or any warning issued is spent. 

5c)  Job level review applications should not be made for at least one full year following a restructuring within a department, division, section or other organisational entity.

5d)  If a job level review application has been made within the last 12 months, whether it was successful or unsuccessful, a further application should not be made until a full year has elapsed between applications.

5 e) Applicants should have been in post and “acting up” for a minimum of 6 months before a job can be considered for re-grading. 

6. In addition to this procedure, the reference documentation for job level reviews are the Job Family profiles and the Level a – b Guidance.

Job Level Review Panel Dates

7. Applications for Job Level Reviews are coordinated centrally by the HR Division. Applications will be considered once a term, normally in November, April and August each year. The Promotions Manager will alert Faculty and Departmental contacts to the closing dates before each review.  Departmental contacts are asked to alert staff so that applications from Line Managers or personal applications can be made in time to meet the closing date.  All relevant information will be posted on the College HR Job Level Review web page.

Timetable of Review Meetings

Month of ReviewDeadline for receipt of paperwork by HRDecisions communicated
April 2017 Monday 27 March 2017 Beginning of May
August 2017 Monday 24 July 2017 Beginning of September
November 2017 Monday 23 October 2017 Beginning of December

Note: Faculties and Departments may have earlier deadlines in order to process applications ahead of the College review.  Please check with your Department Administrator for your local submission deadline.

Staffing Information

8. Departmental Administrators can request information on current grades and salaries. Requests should be made by email to:

 Anna Demetriades

Promotions & Senior Appointments Manager
a.demetriades@imperial.ac.uk

The Job Levels

9. There are seven job levels. The Operational, Professional, Learning and Teaching, and Technical Families also have sub levels, namely 1a (points 1-3) and 1b, 2a and 2b and 3a and 3b.  Level 3a is the first level in the Learning and Teaching Job Family.

10. An application to move from one main level to another e.g. from Level 2a to 3a or from Level 3b to Level 4 is an application to move BETWEEN job levels.

11. An application to move from one sub level to another e.g. from Level 2a to Level 2b or from Level 3a to Level 3b is an application to move WITHIN job levels.

Reference Documentation

12. The Job Families profiles is the core reference document for all seven levels. This is supplemented by guidance on the sub levels i.e. Levels 1a and 1b, Levels 2a and 2b and Levels 3a and 3b. The r e levant documentation should be consulted before an application is made.

N.B. A request for a job level review should only be made when there has been a genuine increase in job size - a review should < em>not  be used as a reward for good performance for which a separate mechanism exists (Performance Payments – to recommend additional increments/bonu ses).

Making an Application

13. The paragraphs below outline the action that should be followed by Line Managers or staff making a personal application for a job level review either for movement BETWEEN levels or WITHIN levels. There is also a flow-chart at the end of this guidance.

Process Route

General

14. The expectation is that all line management initiated and personal applications should proceed to the College's central Review Panels but HoDs will first wish to take a view on the applications which are forthcoming in their department. Only job descriptions that are agreed by all parties, i.e. the individual, the line manager and the HoD, should proceed for job evaluation.  HoDs should notify their staff of the process that is in operation.

15. In faculties, it is up to the Faculty Operating Officer to agree with their departme nts if a faculty-coordinated approach is appropriate e.g. whereby applications should be sent to the faculty by a prescribed date and considered together before being forwarded to HR.

Job Level Reviews at the request of line managers

‌* Line Manager – read Principal Investigator where applicable

16. The Line Manager should complete the Job Level Review Application Form in line with the Job Level Review Guidance Notes . The application requires him/her to indicate why the review is justified. The application should comprise the following:

a. a current job description and person specification for the post; the details of the job description should be agreed with the current post-holder; the job description and person specification should follow the format shown in the Job Level Review Application Form.

N.B. applications for review of research posts should also include an up- to-date CV with details of publications/research activity;

b. an organisation chart for the section must be provided which shows the hierarchy and job levels of posts above and below the post under review – the post under review should be highlighted.  Because colour charts are unreadable when photocopied, please submit black and white charts.

c. a supporting case which is completed by the Line Manager; which should be on a separate page.  It may take the form of a letter or other similar statement.

By signing the form, the Line Manager is confirming that the job description, person specification and organisation chart are an accurate and true reflection of the responsibilities that are being undertaken in that particular organisational structure. Please see paragraph 20 below for the next step.

Please note that any application that is missing information or is otherwise incomplete, will be returned, and will not be processed until the paperwork is complete.

(The pieces of information that are most often missing are the Research Services stamp (if applicable), signatures of Line Manager, Head of Department, or Faculty Operating Officer (if applicable), or Organisational Chart).

Job Level Reviews at the request of staff - Personal Applications

‌‌17. If a member of staff wishes to make a personal application, it is helpful if he/she discusses this with the Line Manager to allow any issues of clarification to be dealt with before an application is made.

18. Staff should complete the Job Review Application form. The application requires him/her to indicate why the review is justified. The application should comprise the following:

a. A current job description and person specification for the post which has been agreed with the Line Manager; these should follow the format shown in Appendices A and B in the Job Level Review Application Form.  Please read the Job Level Review Guidance Notes in full for details of the documents (A, B, C, D, E, F) required.

b. an organisation chart for the section must be provided which shows the hierarchy and job levels of posts above and below the post under review – the post under review should be highlighted. Charts should be in black and white type, as colour charts are unreadable when photocopied.

c. a supporting case which is completed by the Post-holder; the format should follow that shown in the Job Review Application form and should be on a separate page.

It is important that all the above information is provided.  Any missing information will delay the application process. If any further guidance is needed when completing this documentation, please contact Anna Demetriades in Human Resources.

19. After completion, the Job Review Application form should be sent to the Line Manager who should indicate if he/she supports the application. Even if the Line Manager does not support the application, it is his/her responsibility to ensure that the job description is a true reflection of the responsibilities of the post. (If agreement cannot be easily reached, every effort should be made to come to a consensus; where this is not possible, either party may wish to approach HR for assistance). If the Line Manager does not support the application, he/she should provide a separate statement which gives clear reasons for the lack of support. The form should be signed irrespective of whether the application is supported.

20. The Line Manager should pass the Job Review Application form to the HoD who should consider the application. If the HoD does not agree that the job description is a true and accurate reflection, the HoD and the Line Manager need to reach agreement before the application can come forward for review.  The form asks whether the HoD supports the application or not. If it is not supported, reasons should be provided in a separate statement. The form should be signed and stamped by the HoD whether the application is supported or not, and the account details completed if a change of charge code is applicable. (If the application is for any member of staff who is based in a Faculty HQ, the Principal, or senior nominee, should sign the form in place of the HoD).

21. Applications for staff who do not work in departments in faculties should be forwarded to the Review and Promotions Administrator in HR – see paragraph 24 below.

22. If the post is funded from grants or contracts, the relevant Research Services stamp is required. If this is not provided, there will be a delay in the application process.

23. In the case of applications for staff who work in departments within the faculties, the form and any statements should then be sent to the Faculty Operating Officer. The application should be considered. If it is not supported, brief reasons should be provided on the form. The form should be signed irrespective of whether the application is supported.

24. The Job Level Review Application Form and supporting documents should be sent to:

Anna Demetriades
Promotions and Senior Appointments Manager 

in the Human Resources Division, Level 3 Faculty Building, South Kensington Campus.

In addition, an electronic copy of documents A-E and any other supporting documents should be sent to jlr@imperial.ac.uk

Applications must be submitted 15 working days in advance of the date that the Panel is due to meet, or by the deadline posted, at the latest.

The Central Review Panel - Applications for Job Level Review

25. Review Panels will normally evaluate the applications. A panel will be composed of at least four members, all of whom will have been trained in the Hay Job Evaluation methodology. The panel will be supported by a Hay facilitator as required. The aim will always be to have a balanced membership and will include a minimum of two Trades Union representatives. The College adheres to the principle that a trained Hay evaluator should be able to evaluate jobs from any job family but recognises that evaluation of some posts could require specialist expertise. Where appropriate, therefore, membership balance will be maintained but will be supplemented by trained evaluators with relevant expertise. A member of the HR team will administer the Review Panel meetings and will make notes of the decisions which the Panel has agreed, so that the necessary letters can be written and an accurate record kept.

Statements which Accompany the Application

26. The Review Panels evaluate the posts on the basis of the Job Description, the Person Specification, CV where appropriate, and the Organisation Chart. After this process, HR will supply the Review Panel with the relevant statements and Supporting Case.

Face-to-Face Meetings to aid Clarification

27. The Review Panel may consider that a meeting with the Line Manager (or member of staff and their Line Manager in the case of personal applications), or any other relevant person, may be helpful to clarify certain points.

Notification of Decisions

28. HR will notify the results of the Review Panel's decision by letter. Letters for line management initiated applications that are successful will be addressed to the member of staff and sent via the Line Manager. Letters for line management initiated applications that are unsuccessful will be addressed to the Line Manager so that he or she can explain to the member of staff why the application has not been successful. Personal applicants will receive their letter direct with a copy to the Line Manager. All letters will be copied to Departmental Administrators.

29. The letter will provide reasons why the applicati on has been successful or unsuccessful.

The Effective Date of Promotion/New Salary

30. Successful ap plicati ons will be implemented following the review month s of October, A pril and August as follows: on 1 December, 1 May and 1 September unless a change is requested.

Please note that the increment date for staff who have not reached the top of standard pay remains at 1 October and this should be taken into account if a change to the normal implementation date is being requested or if more than the usual one increment is being requested. 

31. Unless a request, with reasons, is provided, on the Application form, the new salary will be at the bottom of the new job level (or, where a member of staff is already earning the equivalent or more, an increase of one increment will be given).

Unsuccessful Applications

32. Normally, when an application for a job level re-grading has been unsuccessful, applicants should wait a full year before re-applying for a further review.  During this period, the role may possibly grow, but it is unlikely to do so in a matter of months. 

Appeals

33. If the Line Manager or personal applicant supplied substantive information but believes that the full remit of the job was not considered, then he/she should write to the Promotions and Senior Appointments Manager within 21 days of receipt of the decision. The Line Manager (if the appellant is making an appeal independently of his/her line manager) and Head of Department must be informed that an appeal is to be submitted, and both the Line Manager and Head of Department must submit written confirmation that they have seen the appeal paperwork.

The Deputy Director of Human Resources (or a senior manager as his/her nominee who has not previously been involved) will review the representation in conjunction with a member of the relevant Trades Union who has not previously been involved. The review may determine: (a) that the grounds upon which the appeal were made have been fully considered and that the previous decision should remain, (b) to refer the matter to the original Review Panel for further consideration, or (c) to arrange for the role to be re-evaluated at the next meeting of the Review Panel. The Deputy Director of Human Resources (or his/her nominee) will report back to the appellant within 21 days to inform him/her of the outcome of this review. The Deputy Director of Human Resources may extend the time limits at his/her discretion in extenuating circumstances e.g. illness. If the appeal is successful, the change in job level will be backdated in line with the original request.

34. Please note when an appeal may be made. An unsuccessful application does not automatically constitute grounds for an appeal.

Review of Procedure and Monitoring

35. The procedure was reviewed after being used for the first time in November 2004.  Subsequently, it has been, and will continue to be reviewed before the first Review Panel meetings of each academic year to assess its effectiveness as a fair, transparent and resource efficient process and whether it is fit for purpose.

36. HR will prepare termly and annual analytical reviews for monitoring purposes. Suitably anonymised data will be made available annually to the relevant College Committees and Trades Unions.

If further guidance is needed when completing any of the documentation mentioned above, please contact the Review and Promotions' Team in Human Resources:

Anna Demetriades
Promotions and Senior Appointments Manager
a.demetriades@imperial.ac.uk