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					     LINKED
 CLASSIFICATIONS
     SCHEME
        -
PROFESSIONAL STAFF




   GUIDELINES
                                                       TABLE OF CONTENTS



1    APPLICATION .................................................................................................................................. 3
2    DEFINITIONS ................................................................................................................................... 3
3    LINKED CLASSIFICATION PRINCIPLES.................................................................................. 3
4    LINKED CLASSIFICATION PROPOSAL .................................................................................... 4
     4.1      APPROVAL PROCESS .................................................................................................................. 4
     4.2      SPECIFIC LINKED POSITIONS WITHIN A JOB FAMILY .................................................................. 4
5    IMPLEMENTING LINKED CLASSIFICATIONS ....................................................................... 5
6    ADVANCEMENT TO A HIGHER CLASSIFICATION LEVEL ................................................ 5
     6.1      CRITERIA FOR ADVANCEMENT .................................................................................................. 5
     6.2      EXCEPTIONAL CIRCUMSTANCES FOR ADVANCEMENT ............................................................... 6
7    RECRUITING FOR LINKED POSITIONS ................................................................................... 6
8    ACTING IN A LINKED CLASSIFICATION POSITION ............................................................ 6




Linked Classification Scheme – Professional Staff guidelines                                                                                             2/6
                 LINKED CLASSIFICATION SCHEME – PROFESSIONAL STAFF
                                    GUIDELINES

       The duties and responsibilities of a particular position/s and the requirements of a work area for a
       position(s) may extend beyond one Higher Education Worker (HEW) classification level. The linked
       classification scheme provides organisational areas with the capacity to link classification levels for
       such positions.
       These guidelines outline the process to be followed when the needs of an organisational area require
       the duties and responsibilities of a position or group of positions to extend one level beyond their
       current classification level.

1      APPLICATION
       The linked classification scheme is available to all organisational areas throughout the University.
       Only ongoing positions (full-time or part-time) may be linked. In exceptional circumstances
       consideration will be given for the linking of fixed-term positions that are for 3 years or more duration,
       or for fixed-term positions that are externally funded.

2      DEFINITIONS
2.1    “Linked classification” means the linking of two HEW classification levels where the needs of the
       work area require the advanced skills, knowledge and experience of the higher level to be performed.
       Linked classification positions provide staff in linked positions with an opportunity for career
       advancement and an extended salary horizon. Progression through the linked levels is managed
       through the PPR-PS process.

       In exceptional circumstances, more than two classification levels can be linked where the area
       demonstrates that the needs of the work area and the requirements of the position justifies extended
       linking. Linked classification is not reclassification which occurs through the job evaluation process.

2.2    ”Job family” means a cluster of jobs, where there is similarity in the nature and content of the work
       being undertaken, and/or there is a requirement for the application of similar skill sets.

3      LINKED CLASSIFICATION PRINCIPLES

       (i)     The linked classifications process can be applied to one position or to a job family (2.2).

       (ii)    The linked classification process links two (or more) HEW levels together to form an extended
               classification and pay structure based on job growth. A proposal to create a linked classification
               position must be based on the needs of the work area and how this relates to the position.
               Linked classification is not a mechanism for rewarding or recognising individual performance.

       (iii)   There is sufficient need for work at a higher, more complex level to justify the establishment of
               linked classifications.

       (iv)    Funding must be available within the organisational area to support the full salary range of the
               linked classification.

       (v)     Movement from the lower to the higher classified level is not automatic and can only occur if
               the criteria for advancement to the higher level are met. Consideration of advancement is
               normally linked to the Performance Planning & Review – Professional Staff (PPR-PS) process.

       (vi)    Positions designated as linked classification positions should be reviewed at the time of filling a
               vacancy with the purpose of clarifying whether (1) a position remains linked or (2)
               circumstances have changed and the position needs to return to the lower level or (3) the
               position should be considered for reclassification through the job evaluation process.

Linked Classification Scheme – Professional Staff guidelines                                                      3/6
       (vii) Relativity issues with other positions in the division / faculty and in some instances across the
             University must be considered and addressed.

4      LINKED CLASSIFICATION PROPOSAL
4.1    Approval process
       Once it is determined that a position is required to be linked to meet the operational needs of the area ,
       the following steps for approval should be taken:


          Ste    A linked duty statement and selection criteria are to be completed by the supervisor/manager
          p1     for the linked position. Samples of these are available on the HR webpage at
                 http://www.hrd.qut.edu.au/policy/workplacerelations/professional/linkedclassifications/recruit
                 ing.jsp
                 This documentation should reflect the requirements of the position at a higher level requiring
                 an advanced level of knowledge and skills and where appropriate qualifications and/or
                 experience. It is essential that the duties of the higher level position are consistent with the
                 classification descriptors of that specific classification level.

          Ste    A job evaluation booklet needs to be completed using the new duty statement and selection
          p2     criteria for the higher level position.. The job evaluation booklet is available on the HR
                 webpage at
                 http://www.hrd.qut.edu.au/policy/workplacerelations/professional/linkedclassifications/.

          Ste    A proposal should be submitted through the head of department/ school to the head of
          p3     division/ executive dean and must include the following:
                  Identification of the position/s and classification/s to be linked
                  Outline of the requirements for work to be performed at the higher level
                  Availability of funding
                  Revised duty statement and selection criteria for the linked position
                  Addressing of any relativity concerns or issues which may arise.

          Ste    After approval by the head of division/ executive dean the documentation is submitted to the
          p4     HR Department for evaluation of the position’s linked classification level.

          Ste    If evaluation by the HR Department confirms that the duties and responsibilities of a position
          p5     extend to the higher level, the position becomes linked and the relevant staff member and the
                 organisational area are advised in writing by the HR Department. The HR Department will
                 upgrade the position on the faculty / division’s position profile to reflect the higher
                 classification level.


Where the recommendation to link is rejected by the head of division/ executive dean, the supervisor will
provide the staff member with feedback as to why this was not approved. This feedback will inform future
PPR-PS discussions.

4.2    Specific Linked positions within a job family
       An internal selection process will be required where a decision is made that not all the existing
       positions in a job family are to be linked. For example if there is a generic group of eight positions,
       classified at the same level, with the same title, the same duties and responsibilities and a decision is
       made that only three of the eight positions are required to be linked due to work area needs, the eight
       staff would be invited to apply for the three linked positions addressing the criteria of the higher level
       position and a merit selection process consistent with University recruitment and selection policy will
       follow (refer MOPP B/4.4 Selection and appointment processes).

Linked Classification Scheme – Professional Staff guidelines                                                     4/6
5      IMPLEMENTING LINKED CLASSIFICATIONS

       Once a linked classification/s is approved for a position or a group of positions the following steps
       need to occur:

5.1    For the staff member appointed to a linked classified position, the staff member’s advancement to the
       higher classification level should be planned for and discussed by both parties as part of the normal
       annual PPR-PS cycle. It is important at the beginning of this process for the supervisor to explain the
       criteria for the higher linked classification position so that both the supervisor and the staff member
       have a clear understanding of the requirements for advancement before assessment to the higher linked
       level occurs.

       During this process the supervisor and staff member should also consider the following questions;
           If the staff member does not currently have the required qualifications, knowledge and skills to
            undertake work at the higher level, what development action is required?
           Can the requisite skills, experience and knowledge be developed on the job or via some other
            means (eg. secondment)? Where relevant, are there opportunities to build on aspects of the staff
            member’s current job at the base classification level?


5.2    When the staff member is at the highest increment step of the base position and normally once PPR-PS
       is completed, the supervisor recommends advancement to the higher level to the head of school /
       department where the criteria for advancement (section 6) have been met,

5.3    Once approved, the HR Department provides the staff member with written advice regarding their
       advancement to the higher linked classification level. The date at which the staff member advances to
       the higher level will become the staff member’s new increment date.

6      ADVANCEMENT TO A HIGHER CLASSIFICATION LEVEL

       A staff member in a linked classification position will have the opportunity to move through the
       incremental structure of their appointed classification level and then advance, subject to the
       satisfaction of set criteria, to the first increment step of the higher classification level. They are then
       eligible to advance through the incremental steps of the higher level position on an annual basis
       subject to the demonstration of satisfactory performance determined within the PPR-PS process.
6.1    Criteria for advancement

       Movement from one linked classification level to the next is not automatic and can only occur if all of
       the following criteria for advancement to the higher linked classification position are met:
             satisfactory performance at the base level as determined by previous PPR-PS; and
             an assessment that the staff member meets the training / qualification requirements and/or
              relevant experience outlined in the selection criteria for the higher level; and
             an assessment that the staff member meets, at least, the essential criteria of the higher level
              position.
       For the purposes of assessment against the specific criteria of education / training at the higher level it
       is not necessary for the staff member to have completed the training / qualification. Satisfactory
       progress towards achievement of the relevant requirements is sufficient for recommendation to the
       head of school / department.
       An assessment of the staff member’s satisfaction of the above criteria will normally be made after the
       staff member reaches the top increment step of the base classification level.
       It is normally expected that staff who are at the highest increment step of the lower level must
       complete at least 6 months of a PPR-PS cycle before assessment for advancement to the next


Linked Classification Scheme – Professional Staff guidelines                                                         5/6
       classification level. In some cases, a complete PPR-PS cycle (12 month period) may need to be
       undertaken before an assessment can be made.

6.2    Exceptional circumstances for advancement

       In exceptional circumstances a staff member in a linked position may meet the criteria of the higher
       level position before reaching the highest increment step of the base position. The key consideration is
       whether the position holder is meeting the higher criteria. In such a situation the position holder may
       be considered for advancement to the level of classification of the work he/she is performing.

7      RECRUITING FOR LINKED POSITIONS

       Linked classification positions will be identified in position documentation for internal and external
       vacancies. The salary ranges for both classification levels should be advertised. Recruitment
       documentation will emphasise that the University has the right to appoint at either classification level.

       The following documentation is necessary for the recruitment process:

       Linked duty statement               The linked duty statement comprising (a) the range of duties for the lower
                                           level and (b) the range of duties for the higher level linked classification
                                           position.

       Linked selection criteria           The linked selection criteria comprising (a) the essential criteria for the
                                           position which are those that are common to both ranges of duties and (b)
                                           the “additional essential criteria” which are those related to the duties of
                                           the higher level linked classification position.

       All applicants will be advised to address the “essential selection criteria” of the linked position. In
       addition, if the applicant chooses, they may address the “additional essential selection criteria” of the
       higher linked classified position. The criteria of the higher position will be written in a way so as to
       eliminate duplication and ensure that a clear distinction exists between the two levels. Examples are
       available on the HR web page at
       http://www.hrd.qut.edu.au/policy/workplacerelations/professional/linkedclassifications/recruiting.jsp

       Specific information on how to apply for linked classification positions will be included in the
       recruitment documentation for the position.

       A panel may recommend that an applicant for a linked classification position be appointed at the
       higher linked classification level. It must be clearly demonstrated that the successful applicant is able
       to satisfy all “additional essential criteria” of the higher level linked classification position.

8      ACTING IN A LINKED CLASSIFICATION POSITION

       In the situation where a staff member is acting in a linked classification position the supervisor should
       consider the linked position documentation, in particular the duties and selection criteria of each of the
       levels and determine the classification level at which the acting staff member will be performing.
       Accordingly the staff member will be remunerated either on step one of the base level or step one of
       the higher classification level.




Linked Classification Scheme – Professional Staff guidelines                                                        6/6

				
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