EFFECTIVE DATE

The date that the change to the position is to be effective in the HRMS. Unless otherwise noted the effective date will be the latest date signed off on the job description.

AUTHORITIES AND REFERENCES

Main Collective Agreement with UNW Article 36, Job Evaluation

Human Resource Manual Section 306, Exclusions

UNW Bargaining Unit Job Evaluation Appeals INTRODUCTION

1. An employee who is a member of the UNW may appeal the evaluation of their position.

APPLICATION

2. These guidelines and procedures apply to all GNWT employees in UNW

bargaining unit positions, except positions in the NWT Power Corporation. DEFINITIONS

3. The Departmental Job Evaluation Committee is a committee consisting of

employees within a single Department who have been trained in the use of and have experience in using the Hay Job Evaluation System. This committee evaluates all positions within the Department.

4. A Job Description is a written statement of the duties and responsibilities of a

position. It also contains a description of the knowledge and skills required of an incumbent in order for the person to satisfactorily do the job. It lists the working conditions that may exist when the duties of each position are performed. Deputy Heads are the final authority respecting the assignment of work and job description content within their departments, boards or agencies.

5. Hay Guide Charts are the Hay Guide Charts produced by Hay Management

Consultants as contained in Appendix C of the Collective Agreement.

6. First Level of Appeal: Job Evaluation Appeal Board is a committee consisting of

the Secretary of the Financial Management Board, the Deputy Head of the employing department or their delegates, the President of the Union and one delegate or two delegates of the UNW as appointed by the President. All members are trained in the use of the Hay Job Evaluation System.

7. Second Level of Appeal: Job Evaluation Review Board is a committee

consisting of a representative of the Employer, a representative of the Union and an independent chairperson. All members must be trained in the use of the Hay Job Evaluation System and the composition of the Review Board should remain the same throughout a particular appeal.

GUIDELINES

8. Only the incumbent of a position may appeal the evaluation of their position. 9. Employees cannot appeal the evaluation for a position they are acting in unless

that acting assignment is for a period in excess of six months. However they can appeal the evaluation for a position that they occupy by virtue of a transfer assignment or a secondment.

10. A position can only be appealed on the basis of the evaluation and not an inaccurate job description.

11. Employees may not sit on the Job Evaluation Appeal Board or Job Evaluation Review Board where the position they occupy may be affected by the outcome of the appeal.

12. At all levels of the appeal process the Hay Job Evaluation Guide Charts and the Job Evaluation Manual will be used for evaluating positions.

13. The evaluation of a position by the Job Evaluation Appeal Board shall be final and binding if the decision is unanimous.

14. Where the decision of the Job Evaluation Appeal Board is not unanimous, no change will be made to the current evaluation and the employee may further appeal to the Job Evaluation Review Board which will make a final and binding decision.

15. The employee may withdraw their appeal request at any time during the appeal process.

PROCEDURES

16. Before submitting a written request for a review by the Job Evaluation Appeal Board to the Deputy Head, employees are encouraged discuss any concerns with the evaluation of their positions or the content of their job description with their respective managers.

17. If the job description was not accurate when evaluated by the Departmental Job Evaluation Committee, the manager/director shall rewrite the job description and re-submit it to the Departmental Job Evaluation Committee after the Deputy Minister (or delegate) has approved the assignment of work and job description content. This should occur within four weeks of the initial discussion.

18. The employee should document any concerns that they have with their evaluation. Written documentation of concerns respecting the evaluation, along

with the most current job description (which will be provided by the manager), should be re-submitted to the Departmental Job Evaluation Committee (please see Attachment 1 for a sample letter).

19. The Departmental Job Evaluation Committee will consider the job description along with the employee’s concerns and review the evaluation. The Departmental Job Evaluation Committee will provide the evaluation, as well as a written rationale to the manager/director who will then discuss this with the employee (please see Attachment 2 for a sample letter).

20. If an employee’s concerns have not been addressed through the above process, the employee may forward a written request for an appeal including their concerns to the Deputy Head (please see Attachment 3 for a sample letter).

First Level of Appeal: Job Evaluation Appeal Board

21. The Deputy Head refers the appeal to the Job Evaluation Appeal Board through the Manager, Job Evaluation, FMBS.

22. The FMBS coordinates the convening of the Job Evaluation Appeal Board (please see Attachment 4 for a sample letter).

23. The employee (or a representative) has the right to make a presentation on the employee’s behalf.

24. The manager/director is required to make a presentation respecting the position under appeal.

25. The decision of the Job Evaluation Appeal Board is final and binding when it is unanimous. (Please see Attachment 6 for the Appeal Board meeting process).

Second Level of Appeal: Job Evaluation Review Board

26. When the decision is not unanimous, the employee may request that the Deputy Head refer the appeal to the Job Evaluation Review Board via the Manager, Job Evaluation, FMBS. Such a request must be made within a 14 calendar day period after the employee is mailed a written decision.

27. Decisions of the Job Evaluation Review Board are final and binding (Please see Attachment 7 for the Job Evaluation Review Board meeting process).

28. 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) as outlined under Section 1001, SALARY ADMINISTRATION of the Human Resource Manual and Article 24.09(1) of the Collective Agreement. 29. The effective date of a re-evaluation that results in an increase in pay shall be in

accordance with Article 24.12(c) of the Collective Agreement.

30. The decisions of the Job Evaluation Appeal Board or the Job Evaluation Review Board are communicated in writing to the employee, the Manager, Job Evaluation, FMBS and the employee’s Deputy Head.

31. The Deputy Head ensures that the Board decisions are implemented within one week where such decisions are final and binding.

AUTHORITIES AND REFERENCES

Articles 24 and 36 of Collective Agreement with the UNW that expires on March 31, 2002

Attachment 1

(Date)

Dear (DEPARTMENTAL JOB EVALUATION COMITTEE Facilitator):

Subject: Request for Job Evaluation Review by Departmental Job Evaluation Committee

This is to request a review of the evaluation of my position by the (department) Departmental Job Evaluation Committee. I have reviewed my concerns with my manager, (name), however I do not feel that my position has been evaluated properly. My reasons for concern are:

(Rationale)

I have attached a current job description for my position and the relevant organization chart, as provided to me by my manager.

Sincerely,

Attachment 2

(Date)

Dear (Manager):

Subject: Job Evaluation Review Decision

This is to advise that the Departmental Job Evaluation Committee met on (Date) to review the position of (position name and number).

The Committee determined the proper evaluation for this position to be (evaluation string) based on the following rationale:

(Rationale)

Please discuss the results of this review with the incumbent of the position. If the incumbents concerns have not been resolved by this review, he/she may request in writing that a further review be conducted by the Job Evaluation Appeal Board. Their request is to be sent to the Deputy Head, who will forward it to the Manager, Job Evaluation, FMBS.

Sincerely,

(Facilitator Name) (Department) cc. Position File

Attachment 3

(Date)

Dear (Deputy Head):

Subject: Job Evaluation Appeal Board Request – Position (#)

This is to advise that I wish to have my position evaluation formally reviewed by the Job Evaluation Appeal Board.

I am making this request for the following reasons: (Rationale)

I have attached a current job description for my position and the relevant organization chart, as provided to me by my manager.

Sincerely, (Employee) cc. Position File

Attachment 4

(Date)

Dear (Employee Name):

Subject: Position Evaluation Review – Job Evaluation Appeal Board

Your request to have the evaluation of your position reviewed by the Job Evaluation Appeal Board has been received. Employees are encouraged to forward a detailed rationale for their appeal to the Job Evaluation section of FMBS.

Please contact the Job Evaluation section of FMBS at (867) 873-7076 if you need further clarification.

Sincerely,

(Job Analyst, Labour Relations & Compensation) FMBS

cc. Position File

Attachment 5

(Date)

Dear (Employee Name):

Subject: Position Evaluation Review – Job Evaluation Appeal Board

Your request to have the evaluation of your position reviewed by the Job Evaluation Appeal Board has been received. It has been placed on the Agenda for the next committee meeting, which is scheduled for (time) on (date).

Please make yourself available for this meeting and if you (or a representative) choose to make a presentation at this meeting, please contact me by (date) to make the appropriate arrangements.

Sincerely,

(Manager, Job Evaluation) FMBS

cc. Position File