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Job Evaluation

The Job Evaluation process is in place to set salary levels of all Scale 1 General Staff positions based on what is expected of the role. The job evaluation system used by the University is based on the Price Waterhouse system.

What is job evaluation?

Job Evaluation determines the level of a position based on the requirements of the position, not the staff member's skills within the position. The university Remuneration Policy outlines where in the level a staff member should be placed when appointed.

The annual Performance & Development Review (PDR) process allows for movement within a level subject to satisfactory performance.

Information sessions

Human Resources offers information sessions on job evaluation, which cover:

  • Job evaluation - how it works
  • Requesting job evaluations and the criteria involved
  • The process

Find out more/book in to an information session

How to request a job evaluation

To request the evaluation of a new position:

  1. Complete the Job Evaluation Form (this ensures a fast return)
  2. Prepare the Job Description (if you have used another Job Description as a comparison please advise which one you have used)
  3. Include an organisational chart or description of your area
  4. A summary of differences between the previous and revised version of the Job Description
  5. Complete the Job Evaluation Survey
  6. You may provide background information in a covering memo or by completing the relevant section of the Job Evaluation Survey or the Job Analysis Questionnaire (see Management Band section below). The aim would be to provide further context about the position that may not be clear from the Job Description. It is not to lobby for the role. (NB: any other references such as expected position level, recruitment issues, details about the incumbent etc will not go forward for evaluation.)
  7. Send all the above documents to the Job Evaluation Committee Secretary, Human Resources, Clocktower Building

When the job evaluation request has been received, the Committee Secretary will provide a provisional evaluation to the Committee. This is an interim guide until the final evaluation is completed by the Committee, and the final assessment may be different. When a provisional evaluation is used for advertising or when a person is offered a position, it is very important that they understand that the provisional evaluation may change. The best means to avoid this situation is to prepare the job description early enough to allow sufficient time for the process to run its course, i.e. the Committee completes their final evaluation. This usually takes three to four weeks.

Following the Committee meeting, the Head of Department (and if appropriate the supervisor and incumbent) will be informed of the final level. It is possible to appeal the final level, as outlined below. If a change in salary results, placement will be as per the University Remuneration Policy.

Find out more detailed information on job evaluation criteria and completing job evaluation request

Timeframes for Job Evaluation requests

The Committee usually meets every two weeks (occasionally every three weeks) on a Wednesday. The agenda for the meeting closes on the previous Monday. You can speed up the Job Evaluation process by ensuring you provide all the correct documentation at the time of application.

The Department will normally be informed of the provisional evaluation and of the date of the meeting at which the Job Description will be considered. The final evaluation will be advised within two days of the meeting.

Download the Job Evaluation Committee meeting dates/agenda closing dates

Please note: In some cases, the Committee may require further clarification or information, which can extend the process. Therefore, it's very important to provide a Job Description that fully explains the nature of the supervision and budgetary responsibilities, extent of contact within and outside the University etc.

Appealing a job evaluation

Appeals may be lodged up to one month from the date of the letter advising the final evaluation outcome. Appeals will only be considered by the Job Evaluation Committee where the Job Description used for the evaluation was inaccurate or insufficient.

The result of an appeal could give rise to either no change in the level or a change to a higher or lower level.

Appeals may be lodged by the individual incumbent, the Head of Department or the Dean. These should be sent to the Committee Secretary in Human Resources.

If the Department has concerns that the outcome of the appeal will cause gross anomalies in the relativities of positions in the Division or School, the Committee Secretary can be contacted to discuss these issues.

It is possible to make a case to the Director of Human Resources outlining how relativities will be affected. The Director will consider the case and decide whether the level needs to be changed.

Management Band and Academic Management Band

The decision whether a position is defined as Management or Management Academic Band rests solely with the Director of Human Resources.

The Management Band (MB) scale is used for leadership positions with the authority, independence and discretion to manage functions on behalf of the University and for which the incumbents are directly accountable for the results. This responsibility is fundamental to their role.

Staff in MB positions are responsible for the management of human, financial, and material resources. This may include professional roles where the incumbent is fully accountable for the delivery of major projects and the provision of professional advice. The range of positions extends from the traditional staff management positions that often supervise supervisors or professional staff, to positions of key strategic importance. Management Band positions normally report directly to a Director, Pro Vice Chancellor or Deputy Vice Chancellor.

The Management Academic (MA) scale is for management positions that require academic standing and a PhD or equivalent qualification but without the normal expectations of teaching and/or research.

Before considering if a position meets the requirements for MB level, the position is evaluated using the Job Evaluation system. A position would normally be expected to be evaluated at Level 8 or beyond to be considered for MB.

Job Analysis Questionnaire

A Job Analysis Questionnaire provides broader context for the position and is important in providing a comprehensive evaluation. If you are preparing a Job Analysis Questionnaire for a new position, anticipate the positon being performance by someone fully competent in the role.

A Job Analysis Questionnaire will be required for Management Band evaluation or re-evaluation, this is to be completed by the incumbent (if possible) and the manager of the position being evaluated.

Job Analysis Questionnaire

Who to contact for Job Evaluation enquiries

Job Evaluation Committee Secretary

Ann-Marie Haddon
HR Adviser, Promotions & Remuneration
Email: job.evaluation@otago.ac.nz
Phone: 03 479 9263

Job Evaluation Committee Chair

Dan Wilson
HR Manager, Promotions & Remuneration
Email: dan.wilson@otago.ac.nz
Phone: 03 479 8092