Article 30 / Appendix H – Job Re-evaluation – How it Works
Job re-evaluation is the process used when a position has changed significantly and on an ongoing basis. It is about the position, not the individual employee’s performance.
Before You Begin → How a Job Re-evaluation Can Start
A job re-evaluation can be started in one of two ways:
Option 1: Employee-requested re-evaluation
An employee may request a job re-evaluation if they believe their position has experienced significant ongoing change.
This pathway uses the Re-Evaluation Request Form - USW.
Option 2: Manager-requested re-evaluation
A Manager may also initiate a job re-evaluation if they believe a position under their supervision has experienced significant change.
This pathway is handled internally with Human Resources. The employee does not start a Manager-requested re-evaluation by submitting the employee request form.
Employee-Requested Re-evaluation Process
Step 1 → Does the Position Qualify?
To qualify for re-evaluation:
- The position must be currently filled.
- The position must have undergone significant changes that are ongoing in nature.
- The incumbent must have held the position for at least twelve (12) months.
A re-evaluation looks at the position itself — not the incumbent, workload concerns, or work performance.
Step 2 → Identify the Significant Change
Changes that may support a re-evaluation include:
- Organizational change that impacts one or more positions in the department or unit and results in ongoing, significant changes to affected positions.
- Ongoing, significant changes to the focus, function, scope, and/or responsibilities of a position.
- Changes requiring substantially different:
- Education
- Experience
- Skills
- Effort
- Working conditions
Changes that do not support re-evaluation include:
- New duties that replace former duties that are comparable or similar in nature.
- Changes related to the incumbent rather than the position.
- Issues related to the employee’s work performance.
Step 3 → Submit the Form to the Manager
For an employee-requested re-evaluation:
- Complete the Re-Evaluation Request Form - USW.
- Email the completed form to the employee’s Manager.
- Keep a copy of the completed form and any supporting documents.
- Include the proposed effective date of the change, where possible.
- Include examples showing how the position has changed on an ongoing basis.
Step 4 → Meet With the Manager
After the employee submits the form:
- The Manager schedules a meeting with the employee.
- The meeting is used to discuss the changes the employee believes have occurred.
- The meeting is also used to discuss whether the changes meet the qualifying conditions for re-evaluation.
Step 5 → Manager Determines Whether the Employee Request Moves Forward
After reviewing the employee’s request, the Manager determines whether the position has experienced significant change.
The Manager may determine that:
- The position has experienced significant change and should move forward to the next steps of the re-evaluation process; or
- The position has not experienced significant change and should not move forward.
If the Manager agrees that significant change has occurred, the Manager initiates the re-evaluation process with Human Resources.
If the Manager determines that no significant change occurred, or does not respond within a reasonable period of time — typically within thirty (30) calendar days — the employee should contact the Union if they wish to challenge that result.
Re-evaluation by Human Resources
Step 6 → Human Resources Conducts the Re-evaluation
This step can happen through either pathway:
- An employee-requested re-evaluation, where the Manager agrees that the request should move forward; or
- A Manager-requested re-evaluation, where the Manager initiates the process internally with Human Resources.
Once the re-evaluation process moves forward:
- Human Resources conducts the re-evaluation.
- Human Resources notifies the incumbent and the Manager of the outcome.
The outcome may include:
- A new job class
- Updated subfactor ratings
- A change in pay grade, if applicable
If Human Resources completes the re-evaluation and the Union disagrees with the result, the Union may use the dispute process below.
Separate Dispute Process
The dispute process is separate from the employee-requested and Manager-requested re-evaluation pathways.
It can occur after:
- Step 5, if the Manager denies the employee’s request or does not respond within a reasonable period of time; or
- Step 6, if Human Resources completes the re-evaluation and the Union disagrees with the result.
The dispute process is handled through Appendix H, not through the regular grievance process.
Dispute Step 1 → Contact the Union
If the Manager denies the employee’s request, does not respond within a reasonable period of time, or Human Resources issues a result the Union disagrees with, the employee should contact the Union.
The Union will review whether the matter should proceed through the Appendix H dispute process.
Dispute Step 2 → Prepare the Written Outline
If the Union proceeds, the Union and employee may prepare a written outline of the claimed significant changes or disputed result.
The written outline should identify:
- The specific subfactors that may have been impacted.
- The effective date of the changes.
- Examples supporting the changes.
- What was omitted, not properly credited, or disputed in the result, if Human Resources has already completed a re-evaluation.
Dispute Step 3 → Human Resources Review / Meeting of the Parties
Human Resources schedules a meeting of the Parties and reviews the written submission.
Human Resources then provides a written response to the employee and the Union, as outlined in Appendix H.
If Human Resources agrees that significant change occurred, the re-evaluation process moves forward.
If Human Resources does not agree, or if the Union continues to disagree with the result, the Union may consider whether to proceed further under Appendix H.
Dispute Step 4 → Alternative Dispute Resolution
If the matter is still not resolved, the Union may use the Alternative Dispute Resolution (ADR) process under Appendix H.
The ADR process may involve:
- Written submissions from the Union and the University.
- Review by a mutually agreed third party.
- A decision on whether significant change occurred or whether the disputed result should be addressed.
The result may either:
- Confirm that no significant change occurred;
- Confirm the Human Resources result; or
- Direct that the re-evaluation process proceed or be reconsidered.
Important: This Is Not the Grievance Process
Job Evaluation disputes are handled through Article 30 and Appendix H, not through the regular grievance and arbitration process.
Article 30 states:
Disagreement between the Parties on Job Evaluation matters, including but not limited to the re-
evaluation and dispute process, shall not be the subject of any Grievance or Arbitration pursuant
to this Collective Agreement.
In Summary
Job re-evaluation is used when a position has changed significantly and on an ongoing basis.
A re-evaluation can be started by either:
- The employee, using the Re-Evaluation Request Form - USW and emailing it to their Manager; or
- The Manager, who initiates the process internally with Human Resources when they believe a position under their supervision has experienced significant change.
Steps 1 to 5 apply to employee-requested re-evaluations.
Step 6 applies to both employee-requested and Manager-requested re-evaluations once the matter moves forward to Human Resources.
Dispute Steps 1 to 4 are separate and may occur after either Step 5 or Step 6.
Members should complete the Re-Evaluation Request Form - USW, email it to their Manager, keep a copy, document changes early, and contact the Union before timelines expire.
Document reference list
- Re-Evaluation Request Form - USW.pdf — Employee application form for Support Staff job re-evaluation.
- FINAL Collective Agreement Between Queen’s University and USW Local 2010 (2022-2024) - for posting.pdf — Article 30 and Appendix H.