Classification Review

Employee-initiated reclassification requests are administered through the Employer. In collaboration with your Supervisor/Manager, a written request, including an up-to-date, manager-approved Job Description and organizational chart are submitted for classification review. For additional information or clarification related to Employer-specific reclassification processes, please consult with your employer-designated Human Resources contact.

There are many factors that are taken into consideration during a position reclassification, including the details outlined in the Job Description (JD), information gathered from human resources and Supervisors/Managers, information represented on the organizational charts, classification tools, alignment to representative jobs, etc. Also included are the addition or deletion of the following elements from a position.

Decision-making and accountability: The increase or decrease in the level of the position’s authority, decision-making, and responsibility for outcomes

Breadth: The increase or decrease in the variety and/or diversity of duties. For example, the addition or deletion of duties that are unrelated to the current work being performed; these additions/deletions of duties may require a different skillset and/or changes to the minimum qualifications.

Scope: The impact that the position has on the organization. For example, do the accountabilities of the position impact the work unit, the department, or the organization itself? Size and complexity of the area, accountabilities of other positions within the area, as well as reporting structure are elements that are considered.

Note: Although a position may have experienced significant or substantive change and is accepted to be reviewed through In-Scope Classification and Compensation (ISCC), the changes may not necessarily result in a change to the classification title when reclassified. 

For additional information, see the FAQ below 'What if my position reclassification is unsuccessful?'

There are several factors or elements that are not taken into consideration during a position reclassification and would not result in a successful reclassification request. This is not an exhaustive list; however, it is representative of the primary factors that are not considered.

Increased workload or volume of work:  A change in the workload does not affect the classification of a position; an increased workload does not justify a change in classification if the level and complexity of work remains the same.

• Example: A member is responsible for serving 20 patients where previously they served 10 patients; increased workload or volume issues may be addressed as a resource issue, through overtime, or another avenue, but this does not justify a position reclassification.

Incumbent experience and qualifications: A job classification assesses the kind and level of duties being performed and the minimum level of education required to perform those duties. Neither the experience, nor the education of the incumbent, has an impact on the classification of the position.

• Example: An individual who is employed as a Social Worker II acquires a master’s degree; a master’s degree is not the minimum level of education required to perform the duties of a Social Worker II and therefore would not justify a position reclassification.

Incumbent Performance: The job classification process is neither based on incumbent performance, nor is it a performance management tool. Job classification focuses on the responsibilities and accountabilities of the position. As such, incumbent performance has no influence on the classification of a position.

Market, recruitment and long service issues: These factors or elements are pay-related issues and are not addressed through the classification process.

Minor updates to the job description: Job descriptions may require minor updates from time to time as duties are added and/or deleted. These minor changes do not change the nature of the position and therefore, have no influence on the classification of a position.

Working Title updates: Although the working title of a job may be updated by the Manager to better represent the nature of the work being performed, if existing duties remain unchanged this has no influence on the classification of a position.

Wage grids: Disagreements with the wage grids (pay rates) as outlined in the Collective Agreement, are not a classification issue; this is a process that is part of negotiations.

Temporary duties assigned: A member may be assigned additional duties that are not required on an ongoing basis. If the temporary duties assigned are from an existing position that has been assessed at a higher wage grid, compensation may be addressed through different articles in the Collective Agreement.

• Example: A member is temporarily assigned some of the duties of their Supervisor while they are working on a project; these temporary duties may be assessed at a higher level and result in additional pay. The Member should contact their designated Labour Relations Officer (LRO), who may assist in determining whether Responsibility Pay and/or another article in the Collective Agreement is applicable.

Technology: Technological and/or equipment upgrades and advances change on an ongoing basis and apply to all members to varying degrees, e.g., a new technology is implemented to handle manual processes, or updates have been made to an existing technology. Although new technology is implemented, when existing duties of a position remain unchanged, this has no influence on the classification of a position.

Comparing jobs: You may perceive that a staff member in the work unit is performing the same job as your own. While some of the work they are performing may appear to be similar, the fact may be that upon further analysis, there is a significant portion of that job that is different from your own. It is important to focus your attention on ensuring that your own job description is up-to-date and identifying the classification specification you believe fits best with the job you perform. A job is assessed on the facts and details outlined in the job description, not on individual feelings or perspectives.

Performing work outside of the job duties: You may occasionally perform duties/tasks outside of your job description as a normal part of being in a job. If, however, you are routinely performing duties/tasks outside of the job description, this should be addressed with your Manager. Your Manager should be able to offer clarity about the new tasks, including if a short-term situation brought them on, such as increase in workload, the temporary unavailability of a co-worker, a project that requires the temporary reassignment of duties, etc.; or the new duties/tasks will become permanent, and the job description should be updated to accurately reflect the new duties/tasks.

Submitting your position for reclassification does not guarantee that the outcome will be an upward classification. Depending on the significant or substantive changes to the position, there may be three outcomes that can occur in a reclassification:

1. The position has changed significantly in that there has been a substantive increase in complexity, responsibility, autonomy, authority, scope, etc., that the position may be classified upward to a new classification title in a series, or a different classification title;
2. The position has changed significantly in that there has been a substantive decrease in complexity, responsibility, autonomy, authority, scope, etc., that the position may be classified downward to a new classification title in a series, or a different classification title; or
3. The position has changed, however not significantly or substantively enough to warrant a change in the current classification.

For information regarding the application of substantive change, please review the following document:

If you have received written notification from the Employer advising you of their decision to maintain the current classification, and you believe that the classification of your position was not given the appropriate consideration and disagree with the outcome, in consultation with the Program Analyst, Classification (HSAA), a request to appeal* may be submitted to the Employer. 

Please contact your designated Labour Relations Officer (LRO) and/or the Program Analyst, Classification to discuss the appeal process and next steps.

*Depending on the Collective Agreement that applies to you, please note that there are deadlines to file an appeal. Please refer to your Collective Agreement or contact your LRO for further information.

The starting point in the reclassification process begins with the Evaluator gaining a thorough understanding of the job. This is done through a formal, written description utilizing the Employers’ Job Description template and an organizational chart.

A Job Description (JD) serves as the source document that defines the job duties, responsibilities, and requirements of a position as determined by the Employer. It is essential that the information contained in the JD be factual, clear, concise, and unambiguous with all sections of the JD adequately completed.

The process of preparing the JD serves as a valuable aid to Managers and staff in clarifying position responsibilities. Please contact your employer-designated Human Resources contact if you have any questions about completing the position description template, or for more information about the job evaluation/classification process.

*Please note: the JD must be reflective of the regular and reoccurring duties of the position; it is not to be utilized to reflect temporary duties assigned and/or special projects.