Job Evaluation

Overview

All staff positions at the University of Waterloo correspond with a salary grade determined through the job evaluation process. Positions (jobs) are evaluated using the Hay point factor system based on the content of job descriptions, research of comparable positions across campus, and may include an informational interview. Job evaluation is conducted as positions are created or modified based on the needs of departments.

Submitting A Request

To submit a job evaluation request, complete all required documentation relevant to your type of request. Email all the files to your Human Resources Partner (HRP) who will ensure the request has been completed correctly. Your HRP may ask questions for clarity or suggest revisions to the job description submitted.

Your HRP will send the finalized package to the Job Evaluation team once it is ready to be evaluated.

The Job Evaluation Process

The job evaluation process begins once all the required documentation is received by the Job Evaluation team. Requests are managed based on the quantity and the order in which they are received. Note: Positions that require recruitment will be given priority.

Grade and salary adjustments, if applicable, will be effective dated for the first of the month closest to the date the complete package was received by Job Evaluation, with the exception of the blackout period immediately prior to the annual salary increase process. (Example: If the request is received during the first to the 15^th of the month, the effective date will be the first of that month. If the request is received on the 16^th or later, the effective date will be the first of the following month.)

Requests received during the annual blackout period will be effective May 1^st after merit of the applicable year.

Types of Request

Requests that require recruitment

Applies to: Net new roles, permanent backfills, temporary opportunities (secondments, temporary reassignments and temporary contracts) greater than three months in length, as well as extensions greater than three months in length to existing temporary opportunities.

These requests will be initiated within the University’s talent acquisition system (iCIMS). All approvals will occur within iCIMS. Any requests that require recruitment should be discussed with your Human Resources Partner.

Currently, the average turnaround time is approximately one to two months from the date Job Evaluation receives the notification of the request in iCIMS.

Reclassifications

Applies to: Existing ongoing positions with incumbents.

Required documentation includes:

Revised job description (.doc or .docx format only) - must be approved by Department Head as an accurate representation of the role to be reviewed.
Job Evaluation Request form (PDF)
- Must be signed by the Department Head
- Must include rationale for the submission, a summary of the significant changes to the role and associated impacts to other roles in the area, as well as an outline of the department budget (operating, research and ancillary), specifically any monies under the direct control of the incumbent

Once all information is received your HRP will review the request. If your revised position contains significant changes, the request will be submitted to the job evaluation team. However, if your HRP has any questions or concerns, a conversation with the manager will be initiated.

The Job Evaluation Specialist assigned to your request will contact the requestor to communicate results if there were no additional questions, to discuss the review, or to set up a meeting with the manager and the incumbent, as required. Once the role is evaluated, the Job Evaluation Specialist will communicate the resulting job grade to the requestor, the department head, the Executive Officer (if applicable), and your HRP. The updated job description including the corresponding job grade will then be added to the job description section of the HR website. The incumbent’s Department Head or Manager is responsible for relaying the results to the incumbent. If the evaluation results in a revised salary grade, the Job Evaluation Specialist will discuss the appropriate salary change with the requestor. Salary adjustments will be paid out less any applicable arrears in accordance with the University’s monthly pay schedule.

If there is any disagreement regarding the outcome, managers may appeal decisions to the Provost’s Advisory Committee on Staff Compensation.

Currently the average turnaround time is approximately 6 months from the date the request is received by Job Evaluation.

Career Path and Split Grade Moves

Applies to: Positions within existing and approved career paths and split grade roles.

Required documentation includes:

Approved career path document and tangible examples outlining the incumbent’s achievements that specifically demonstrate their competency at the higher level. NOTE: The path document is not required for an existing split grade (two level) role.
Job Evaluation Request form (PDF)
- Must be signed by the Department Head

A career path is cumulative with each level building on the previous requirements. Advancements to higher levels are in recognition of abilities, experience, and skills that demonstrate both a depth and breadth in a range of competencies with increased levels of expertise, problem solving, and accountability.

A split grade role is a position with an extended learning curve that requires significant time to acquire job knowledge and may have a trainee or “intern” level i.e. 4/5. The working level is the higher level provided the incumbent has achieved the required learning objectives and experience. This typically applies to positions with cyclical processes specific to the University of Waterloo to allow for on-the-job training before advancing to the working level.

Currently the average turnaround time is approximately two to four weeks from the date received by Job Evaluation.

Career Path Development

Please contact your HRP to discuss the establishment of a career path and the process involved with its initial evaluation.

Required documentation includes:

Career path ladder document outlining the required competencies for each level.
Revised job description (.doc or .docx format only) - must be approved by Department Head as an accurate representation of the role to be reviewed.
Job Evaluation Request form (PDF)
- Must be signed by the Department Head
- Must include the rationale for requesting a path

Your Department Head must authorize the concept and agree with the finalized USG levels before implementation. Once the career path is finalized and approved you will be able to begin submitting requests for career path moves for existing incumbents.

We are currently unable to provide an approximate turnaround timeline on this type of request as there is usually a larger amount of follow up required and the time required for each may vary greatly.

Further Information, Forms, Templates and Resources

Available resources in addition to your HRP and the Job Evaluation team:

Learn more about the Job Evaluation Process from start to finish: Job Evaluation HR 101.
Job Description Template: All submitted job descriptions must be in this template for consistency. See the Job Description Writing Guidelines for tips on writing accurate and appropriate job descriptions, as well as a list of action verbs and their intended meanings.
Job Evaluation Request form (PDF)
What is the Hay evaluation method?
University of Waterloo Staff Job Descriptions
Policy 5 - Salary Administration, University Support Staff

Contact Us

If you have any questions or require further information with regards to the job evaluation process, please contact jobevaluation@uwaterloo.ca, one of the individual Job Evaluation Specialists or your Human Resources Partner.