top

Human Resources Manual - 905b - Excluded Employee Job Evaluation Appeals

Contents

Introduction

  1. An employee in an excluded position may appeal the evaluation of his/her position.  The Special Review Committee conducts an independent review and evaluation of the position.
top

Application

  1. These guidelines and procedures apply to all Government of the Northwest Territories’ (GNWT) employees in excluded positions except casual employees.
top

Definitions

  1. Excluded Employee is an employee who is employed in a position that is excluded from membership in a bargaining unit under Section 41. (1) (1.7) of the Public Service Act.
  2. Interdepartmental Job Evaluation Committees (IJEC) are committees consisting of employees from a number of GNWT Departments, Boards or Agencies who have been trained in the use of, and have experience using, the Hay Method of Job Evaluation.  These committees evaluate all jobs within the GNWT on a rotational basis.
  3. Job Description is a written statement of the purpose and responsibilities of a position.  It also contains information respecting the knowledge and skills required of an incumbent in order for the person to satisfactorily do the job and lists the working conditions that exist when the duties are performed.
  4. Hay Guide Charts are the Guide Charts produced by Hay Group for use by clients in evaluating jobs using the Hay Method of Job Evaluation.
  5. Special Review Committee is a committee consisting of an Independent Chairperson, a representative of the Deputy Minister of Human Resources, and a public service employee designate.  All members must be trained in the use of the Hay Method of Job Evaluation and have reviewed the Special Review Committee’s terms of reference.
  6. Employee Designate is a public service employee who has been trained in the use of Hay Method of Job Evaluation and who has agreed to be a member of the Special Review Committee at the request of the employee forwarding a submission to the committee.
  7. Employee Representative refers to an individual that is chosen by the employee to make a presentation on the employee’s behalf.
top

Guidelines

  1. Deputy Heads are the final authority respecting the assignment of work and job description content within their Departments, Boards or Agencies.
  2. Only the incumbent of a position may appeal the evaluation of that position.  The incumbent must submit an appeal within 30 days of being notified of the evaluation of the position.
  3. Appeals are only held when an incumbent believes that, while the job description is correct, the resulting evaluation is not accurate.
  4. Appeals should contain detailed information providing a rationale for why the employee believes that their position is improperly evaluated.
  5. Employees cannot appeal the evaluation for a position in which they are acting.  However, they may appeal the evaluation for a position they occupy by virtue of a transfer assignment.
  6. Employees may not sit on the Special Review Committee themselves, as it is inappropriate for the incumbent of a position to be involved in the position’s evaluation.
  7. The Department of Human Resources maintains an up to date list of individuals trained in the Hay Method of Job Evaluation.
  8. The Special Review Committee will evaluate positions utilizing all factors in the Hay Guide Charts in conjunction with GNWT benchmarks; job families, model jobs and other materials contained in the GNWT Job Evaluation Manual; materials contained in the Hay Job Family and Model Job Binder; and in respect of the evaluations of all other GNWT jobs.
  9. The evaluation of the position by the Special Review Committee shall be final and binding, based on the majority decision of the committee.
  10. The employee (or an employee representative) has the right to make a presentation respecting their concerns.
  11. The employee (or representative) is not present during the Special Review Committee evaluation process nor do they have any authority in the final decision of the committee.
  12. Where, as a result of the review, a position is found to be over-evaluated and the maximum salary payable in the new range is less than the maximum salary of the incumbent of that position, he/she shall be paid as the present incumbent of that position (PIO) (see HRM 1001 – Salary Administration).
  13. The effective date of a re-evaluation that results in an increase in pay shall be the date upon which the employee began to perform the described responsibilities as certified by the Deputy Head.  No retroactive pay shall be made for any re-evaluation adjustment that extends beyond 60 days prior to the submission of the request for a review to the Deputy Head.
  14. An employee may withdraw an appeal at any time during the appeal process.  This withdrawal must be in writing addressed to the Manager, Total Rewards Planning.
top

Procedures

  1. Before submitting a written request for a review by the Special Review Committee to the Deputy Head, an employee shall discuss any concerns with the evaluation of their position with their manager.
  2. The Deputy Head refers the appeal to the Special Review Committee to the Manager, Total rewards Planning.
  3. The Total Rewards Planning unit coordinates the convening of the Special Review Committee and informs the employee of the expected time frames.
  4. The employee contacts the Manager of Total Rewards Planning to obtain the list of trained employees who are willing to sit on the Special Review Committee as an employee designate.
  5. The employee selects any person on this list or another employee who meets the training and experience requirements of an employee designate and requests their membership at the Special Review Committee.  It is up to the employee to ensure they are comfortable with their choice of employee designate.
  6. If the employee designate feels there may be a conflict of interest in sitting on the Special Review Committee, they may decline to do so.  The employee must then select and contact another representative.
  7. Where the employee chooses not to request an employee designate, the Manager, Total Rewards Planning, appoints an appropriately trained individual from the list maintained by the Department of Human Resources.  The individual may or may not be from the employee’s department.
  8. The employee must be present for the Special Review Committee hearing.
  9. The Total Rewards Planning unit sends out the decision of the Special Review Committee to the employee, Client Service Manager responsible for the department in which the job is located, the Deputy Minister of Human Resources and the employee’s Deputy Head.
top

Authorities and References

Excluded Employees’ Handbook
Job Evaluation

top

Last Updated: August 2007