Human Resources Division
Grading of posts
Generic role descriptions
A number of generic role descriptions have been written which can be used for new posts throughout the University. If there is a suitable generic role description you do not need to write a role description for the new post and can simply fill in the Grading Request Form, ticking the ‘Generic’ and ‘New post’ boxes and identifying the relevant generic role description by entering its code in the ‘code number’ box.
A clone can be established when there is a need for additional resources in the form of another post identical to existing post. The duties and responsibilities must be identical. In this instance a Grading Request Form (only) must be filled in requesting a clone (by tick the ‘Cloning of post’ and ‘New post’ boxes) of a current post — do not send the/an entire CHRIS/PD33 or the existing PD33. The Role Code Number (RCN) of the post to be cloned must be supplied (in the ‘code number’ box) and an additional letter will be added to the end of this code to identify that it is a clone of a current post. It is possible to have a post cloned in several different departments, but on those occasions a different RCN will be allocated.
It is often possible to set up a ‘near clone’. When the duties are the same but, for example, in a different team within the same department or division there is no need to produce another role description for the purposes of grading. All that needs to be done is to fill in a Grading Request Form (only), ticking the ‘Cloning of post’ and ‘New post’ boxes and identifying the post of which it is to be a near clone by putting the RCN in the ‘code number’ box.
If the duties are similar in nature or level use the current role description for the similar post as a template to write the new document (the new CHRIS/PD33). It may be possible to use large parts of that document to write the new description. When sending the document to Grading and Reward you should identify the post which has been used as a template for the post as this will allow the analyst to compare and contrast the two posts and possibly speed up the grading process. Tick the ‘Cloning of post’ and ‘New post’ boxes and put the RCN of the original post in the ‘code number’ box.
Updating a role description
There are two scenarios when a role description may need updating:
- If a role description has not been reviewed for a substantial period and the post becomes vacant the duties of the post should be reviewed by the line manager. If there is a significant change to the duties, the revised role description should be sent to Grading and Reward for review to check that the changes do not alter the grade of the post. On the Grading Request Form the ‘Updating’ box should be ticked. (If the changes to the post result in a change of grade Grading and Reward will discuss the matter with the department before it is taken any further.)
- A role description should be submitted to Grading and Reward when a decision is made to change the duties of a filled post but where there is no intention to change the grade. Changes should be highlighted/track changes used. The ‘Updating’ box should be ticked on the Grading Request Form. The roleholder must be involved in the revision and must sign-off the revised description. Grading and Reward will advise on the likely grade of a draft revised role description in this scenario if necessary before the roleholder is involved.
Regrading a post
A post may be submitted for regrading when the current duties and responsibilities (of one or more posts) have changed.
This may be due to three reasons:
- There is a need to redefine a vacant post. Please complete a Grading Request Form and a role description, ticking the ‘Regrading request — vacant post’ box.
- There is a need to restructure or reorganise a section of a department resulting in significant changes to posts. Changes due to restructuring or reorganisation can result in a regrading at any time through out the year. This should be discussed with the HR Business Manager/Adviser in the first instance. Agreement for the regrading application must be obtained from the appropriate authority (usually the School) before it is sent to Grading and Reward. This applies to filled posts. When it is agreed by all parties and fully signed off, complete a Grading Request Form, ticking the ‘Reorganisation’ box, and forward the documents to Grading and Reward.
- Additional needs have arisen over time and they have been allocated to a current and occupied post. Further details of how to apply for a regrading (as part of the rolling programme) are available. If this is the case please tick the ‘Regrading request — filled post’ box.