Questions and answers
How was the access to job evaluation information initiated?
It was a joint project between CUPE and the Department of Human Resources, as per the Memorandum of Understanding on Job Evaluation. Both parties wanted to provide more transparency in the job evaluation process and to provide employee access to more job evaluation data.
When can I access job evaluation information on my position?
Access will occur in stages by employee group. Employees may request their position ratings as of the following dates:
CUPE Local 1615 - as of January 2, 2002
Non Bargaining - as of March 1, 2002
NAPE Locals 7801,7803, 7804 - as of March 1, 2002
NAPE MI Local 7850 - as of April 1, 2002
Who can access job evaluation information on my position?
Only the employee who currently occupies the position on a permanent basis can obtain the position specific rating information. Deans and Directors will be confidentially provided with rating information on the positions in their respective units; however, release of the information to individual employees will occur only through Human Resources.
How do I access my rating information?
You will receive information on your position by completing the Request for job evaluation rating information form or from the Department of Human Resources. Other Job Evaluation forms may be accessed from the Forms Section of this website.
What are factors?
Factors refer to the elements on which each job is evaluated. The Aiken Plan has nine of these factors or elements including Complexity-Judgement, Education, Experience, Independence of Action, Result of Errors, Contacts, Supervision, Physical and Mental Demands and Working Conditions.
What are ratings?
Ratings refer to the numeric grades assigned to each position on each of the nine Aiken Plan factors.
How is the point total determined?
The point total is calculated by adding up the points associated with each rating assigned to the Aiken Plan factors.
How is the Band Level determined?
There are 15 Band Levels, with incremental point ranges. The lower Band Levels, have a narrower point range to reflect the minimal change in job content required to move to a higher Band Level. For example Band Level 1 point range is 108 to 123 points, a 15 point spread. Band Level 13 has a point range of 355 to 404 points, a 50 point spread. The point ranges were released in 1995.
What are the bench mark ratings?
Bench mark ratings are the ratings assigned to each classification, as opposed to the ratings assigned to each individual position.
What information will I receive?
Employees will receive the most recent ratings assigned to their position on each of the Aiken Plan factors, as well as the point total assigned to their position. In addition, employees in a classification series (eg. Stores Clerk I, II, III) will be provided with the ratings assigned to the Bench mark for the next higher classification in the series, upon request. For example, an employee occupying a permanent position of Library Assistant V will be provided with the Library Assistant VI Bench mark ratings, upon request. If an employee occupies a one of a kind classification every attempt will be made to provide relevant information.
Can I access the Aiken Plan manual?
Yes, employees can access the Aiken Plan by contacting identified information providers. Information providers include the representatives from the CUPE Executive and from Human Resources.
Can I receive rating information on all of the University classifications?
At this time, information will be specific to an employee's individual position. In time, additional information may be released.
Can I access the job evaluation information for a position to which I am temporarily assigned?
Employees can access the rating information if he/she occupies the position on a regular or permanent basis. For long term temporary assignments the Department of Human Resources will consider such requests and determine appropriate action.
Is access to job evaluation optional?
Yes, employees have a choice to obtain job evaluation information on their position. The Department of Human Resources will only forward the rating information upon receipt of a signed request form from the employee.
Will I be advised if my position ratings resulted in a higher Band Level than the bench mark Band Level for my classification?
Yes. Employees in such positions have already been advised of the higher Band Level during job evaluation implementation and are already being paid on the higher Band Level.
Will I be advised if my position ratings resulted in a lower Band Level than the ratings assigned to the Bench mark Band Level for my classification?
Yes. As part of this access process employees will be advised of the actual ratings assigned to their position, if the employee requests the rating information. To date, employees in such positions have not been advised that the position ratings resulted in a lower Band Level than the bench mark.
What happens if my position rated lower than the Band Level assigned to the bench mark?
No action will be take until the position is vacated. Employees in such positions will continue to receive step increases until the maximum of the scale is reached. When the employee resigns from the position, discussion will be held with the respective department to determine appropriate action, which may include downgrading the position to the appropriate Band Level.
Are the ratings, obtained through job evaluation access, appealable?
No, the ratings are not appealable.
My job has changed since the last Job Fact Sheet was submitted, what should I do?
If an employee's job has changed significantly, and the duties are permanently assigned, he/she can initiate a job evaluation review.
Will there be contact people available if I have questions on the ratings assigned to my position?
Yes, information providers will be available to answer questions. Initially, information providers will include members of the CUPE Executive and Human Resources staff.
Have the job evaluation review procedures changed?
Yes. The primary changes include: 1) an employee requesting review must complete the "Request for job evaluation review" form, as opposed to writing a letter; 2) an employee must enclose a completed Job Fact Sheet or Update with the request form, in order for the review to be considered; 3) an employee must be able to identify how his/her job has significantly changed since the last time the job was rated; 4) an employee will be provided with the ratings assigned to his/her position, as well as the point total, following the review. Other changes include improved time lines.
Are the job evaluation review results appealable?
Yes, for employee initiated reviews, the result remains appealable.
Have the Job Evaluation Appeal Procedures changed?
Yes. The primary changes include 1) an employee requesting appeal must complete the "Request for job evaluation appeal" form, as opposed to writing a letter; 2) the appellant must identify the Aiken Plan factor(s) he/she is appealing, the rating requested and the reason for the rating requested; 3) the appellant will meet with all members of the appeal committee; 4) the appellant will be provided with the ratings assigned to the factor(s) appealed. Other changes include improved time lines.
Can I obtain ratings if I did not complete a Job Fact Sheet for the position for which I currently occupy?
Yes, if the employee is in the position on a permanent or regular basis, he/she can request the ratings and the information will be provided.
Can I view the Job Fact Sheet for my current position if I did not complete the Job Fact Sheet?
In such instances employees will be provided with a summary of the activity section of the Job Fact Sheet.
Employees with further questions can email firstname.lastname@example.org