Job Evaluation and Regrading
The regrading procedure is applicable to staff occupying an existing post. The request to regrade a post may arise from either the department or an individual where they feel that changes in the role are sufficient to require a review of the grade.
When submitting a regrading application, you are strongly encouraged to look over the HERA criteria summary, the category descriptions and the regrading guidance.
The process of submitting a regrading application is as follows:
1. Application form
Regrading applications require a simple application form, which specifies the key reasons for the regrading request, and provides for departmental comments to be made (which are encouraged). The application form should be accompanied by an agreed up-to-date job description and organisation chart. Applicants should refer to the guidance notes prior to completing their application.
In all cases an application form and job description should be agreed between the member of staff and their line manager and departmental administrator (Jo Snoeck).
2. Evaluation
Role analysts from University HR will review the requests for regrading using the Higher Education Role Analysis scheme (HERA): normally this will be on the basis of the paperwork alone but in some cases it may be necessary to gather additional information.
3. Seeking additional information
The role analyst may request additional information in order to evaluate the job. The role holder (via the departmental administrator) will be emailed a form to complete for the relevant HERA element(s). The role analyst will not request information on more than three HERA elements.
If the role analyst requires additional information for more than three HERA elements a HERA interview will be carried out.
4. Regrading outcome
If the regrading application is successful, the staff request for the regrading will be authorised on Core by the Reward Team. If unsuccessful, the staff request will be placed on hold and written feedback will be provided to the Departmental Administrator. In the event of an unsuccessful application no further application will be accepted within a 12-month period from the date of the final grading outcome.
The date of effect of the regrading will be the 1st of the month in which the regrading application is received. Members of staff will need to have occupied the higher graded post for at least three months prior to the incremental date for the grade in order to receive an annual automatic increment.
5. Appeals
All members of staff and departments are entitled to request a review of the outcome of their regrading application.
- The departmental administrator, line manager, or supervisor will arrange a meeting with the role holder to discuss the outcome of their regrading application, within 5 working days whenever possible. The line manager will explain the reason for the decision (seeking information from the role analysts in University HR, if necessary).
- If either the staff member or department wishes to challenge the outcome, a written request for a review of the regrading decision should be made to Sarah Kilgour, Reward Manager, University HR within 30 days. The request should set out the reasons they consider that the result of the original assessment was incorrect. The request should be sent by the departmental administrator or equivalent to reward@admin.ox.ac.uk.
- The appeal documentation, which will include a HERA job evaluation report prepared by the role analyst or verifier, will be considered by a panel. The panel’s decision is final.