Salary Grading Template by khi66344


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    University of Oxford
    University Offices, Wellington Square, Oxford OX1 2JD

    From the Director of Personnel and Administrative Services

    Ref. EMS/6, EMS/5                                                                27 July 2007

    To: all heads of departments and institutions, faculty board chairmen,
    departmental administrators, and faculty board secretaries

    Copies: heads of division and divisional secretaries

    Grading procedures for academic-related and university support staff posts
         The University’s new salary and grading structure came into effect on
         1 August 2006. The new structure provides a single streamlined pay and
         grading framework, which is consistent with the principles of equal pay for
         work of equal value.

         The new structure is underpinned by the Higher Education Role Analysis
         (HERA) job evaluation scheme, and since its implementation all gradings for
         academic-related and support staff have been determined by reference to

         On implementation of the new structure all staff were given the opportunity
         to request a review of their assimilation grade, and a moratorium on all other
         regradings was put in place. This moratorium will be lifted on 1 August 2007.

         Separate arrangements are being put in place for ‘Whitely Council’ staff who
         are being assimilated to the structure from 1 July 2007.

         This circular provides information on the procedures for grading new and
         vacant posts, and for considering requests for regrading staff in post. All
         gradings will continue to be determined by reference to HERA, and common
         processes will apply to all staff at the same grade.

    1.      Action required of departments
    Departmental administrators are asked to note the new regrading processes which
    take effect from 1 August 2007, and to ensure that all staff are notified of the new
    processes by placing this circular on notice boards. Further information is
    available on the Personnel Services website (

    2.      Higher Education Role Analysis (HERA)
    The National Framework Agreement on the modernisation of pay structures in
    the higher education sector required institutions to develop and implement locally
    appropriate salary and grading structures for all staff and to ensure equal pay for

                      Tel: Direct Line: +44 (0)1865-280665 Secretary: +44 (0)1865-289903
         Fax: +44 (0)1865-280300 E-Mail: Web:
work of equal value through the use of an appropriate analytical job evaluation
scheme. HERA is an analytical job evaluation scheme designed specifically to
cover the full range of jobs (‘roles’) in the higher education sector. This scheme
meets the requirements of equal pay legislation by providing a consistent basis
for assessing the relative size of all jobs within an organisation by breaking them
down into common factors for analysis. HERA is the job evaluation scheme used
by the majority of UK higher education institutions.

Further information about the scheme may be found at

3.    Grading new and vacant posts in grades 1-10
The following arrangements for grading new and vacant posts have been in
operation since 1 August 2006, and are now extended to replace the grading
schemes for ‘Whitley Council’ clerical, nursing, and technical staff.

All grading applications should take the form of a detailed job description,
and organisation chart, and should be submitted electronically, with a
covering e-mail to Personnel Services at

Trained role analysts from Personnel Services will use HERA to grade all new
and vacant posts on the basis of the job descriptions and written information
submitted. Role analysts from Personnel Services meet regularly to ensure
consistency of grading decisions amongst all those involved in grading, and the
timeliness of response is kept under constant review. The submission of full
information will assist in ensuring that gradings are processed swiftly.

Once the grading is complete Personnel Services will send an e-mail to the
departmental administrator to inform him/her of the outcome and provide an
authorisation (LNS) number for payroll purposes. For a vacant post where the job
has not changed and the post is to be refilled at the existing grade without a
significant change in duties, departments may use existing authorisation numbers
without further reference to Personnel Services.

Owing to the high volume of gradings of externally funded research posts at
grades 6 and 7 (formerly grades RSIB and RSIA), departments will continue to
have delegated responsibility for these gradings. This only applies to posts
directly involved in carrying out research and does not include support roles, for
example in IT.

Generic job descriptions are currently being developed for research posts with
implementation planned for the end of August 2007. Once available, departments
should base their research job descriptions on the generic job descriptions
provided by Personnel Services. Role analysts from Personnel Services will carry
out spot-checks of delegated gradings to ensure consistency in the application of
these generics.

4.    Procedures for regrading staff in post
On 1 August 2007 the moratorium on regradings will be lifted for staff who
assimilated to the new salary structure in August 2006, and any staff who remain

on the University’s old salary structures. From 1 August 2007 regrading
applications may be submitted at any time in the year rather than in an annual
exercise (which was previously the case for technicians). The documentation for
all regrading applications must be agreed with the departmental administrator or
equivalent prior to submission.

(i)    ‘Whitley Council’ clerical, nursing, and technical staff

‘Whitley Council’ clerical, nursing, and technical staff who assimilated to the
University’s salary and grading structure on 1 July 2007 have until 31 August
2007 to request a review of their assimilation grade. Save for the review of
assimilation grades, departments may not submit a request for regrading these
staff until 1 July 2008.

Requests for a review of the grading of any posts where changes arise from the
restructuring of a department or section (i.e. where there is a formal change to the
job description from a future date) may be submitted at any time, and should take
the form of a detailed job description, and organisational diagram, and should be
submitted electronically, with a covering e-mail to Personnel Services at

(ii)   Regrading staff in post in grades 1-5

Regrading applications require a completed application form (which will be
available on the Personnel Services website from 1 August 2007), accompanied
by an agreed up-to-date job description and organisation chart. The request
to regrade a post may arise from either the department or an individual. In all
cases an application form should be completed and agreed between the member
of staff and their line manager and/or departmental administrator for comment.
Any comments made should be discussed with the post holder, and the
departmental administrator should submit completed application
electronically with a covering e-mail to

Regradings of existing staff will continue to provide an element of external
involvement (i.e. input from staff beyond Personnel Services) in the grading
process. Personnel Services have trained a number of nominated staff
representatives and others (e.g. departmental administrators) to serve on a panel
of accredited HERA graders. Regrading applications will be evaluated by a role
analyst from the grading panel: normally this will be on the basis of the
paperwork alone but in some cases it may be necessary to interview the
postholder and his/her line manager. A second role analyst from Personnel
Services will verify all grading recommendations.

All members of the grading panel will meet termly to review the grading results
in order to ensure consistency.

(iii) Regrading staff in grades 6 and 7

The regrading process for staff in grades 6 and 7 mirrors that described above for
grades 1-5, with the exception that role analysts from Personnel Services will
carry out all aspects of the HERA evaluation.

(iv) Regrading staff in grades 8 -10

Role analysts from Personnel Services will deal with requests for regrading,
either on the basis of a written application alone or (more often) by means of a
HERA interview. Following discussion with the post holder, applications for
regrading should be submitted by the departmental administrator in the
form of a job description and organisation chart with a covering e-mail
stating the case for regrading. All applications should be submitted
electronically to

(v)   Results

Personnel Services will issue letters to departmental administrators, enclosing a
copy for the post holder, to inform them of the outcome. Where a post is
upgraded, an (LNS) authorisation number will be given.

If the post is to be upgraded from grades 1-5 to grade 6 or above a new academic-
related contract will need to be issued to the post holder. If the post holder is
currently in grades 6-8, but assimilated to the new salary and grading structure
from technical, clerical, or nursing grades they should also be issued with a new
academic-related contract if their post is upgraded.

(vi) Reviews/appeals

All members of staff and departments will be entitled to request a review of the
outcome of their regrading application. The new process is consistent with the
statutory requirements for handling grievances.

The review process will have three stages, as follows.

1.    In the first instance the role holder will submit a written request for a
      review of the regrading decision to their departmental administrator, within
      10 days of notification of the result, setting out the reasons why they
      consider that the result of the original assessment was not correct.

2.    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 Personnel Services, if necessary).

3.    If either the staff member or department wishes to challenge the decision, a
      written appeal against the grading decision should be made to the Reward
      Manager, Personnel Services, within 10 working days of the meeting in 2
      above. The appeal will be heard by a panel, which will consider a HERA

      job evaluation report prepared by the role analyst and verifier. The panel’s
      decision will be final.

      The review panel for grades 1-5 will comprise of three members of the
      grading panel who have not been previously involved in the regrading
      application. For grades 6 and above the review panel will consist of
      members of the grading panel afforced by appropriately experienced senior
      managers as necessary.

5.          Guidance documents

To assist administrators and staff in the preparation of (re)grading applications
Personnel Services provide the following documents.

1.    A summary of the HERA elements (Annexe A)

2.    General grade and category descriptions for grades 1-10 (Annexe B)

These documents are available on the Personnel Services website

3.    A standard job description template which will be available on the
      Personnel Services web site

6.          Training

Officers from Personnel Services ran training sessions for departmental
administrators throughout June and July, which provided a general introduction
to the HERA job evaluation scheme, and the grading processes.

More in-depth training is provided for those who serve as accredited HERA
graders. If you are interested in becoming an accredited grader or attending future
general introductory course please contact John Dickson (2)89907 or Sarah
Kilgour (2)89908. Line managers and Deputy/Assistant administrators are
encouraged to consider becoming an accredited grader as part of their ongoing

                                         JEREMY WHITELEY

                                                     Replaces existing circular: No

                                                        Copy for noticeboards: Yes




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