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Job Evaluation Process

The job evaluation process involves multiple steps with the employee, supervisor/manager and HR representative(s) each playing an active role.

Process

  1. The employee reviews the duties and functions of their position. If there is a significant change in the duties or the position has never been rated, the employee completes the job evaluation template (current templates and helpful how-to guides can be found under Job Evaluation forms in employee self-service). 
  2. The employee submits the completed template to their management level supervisor or manager for review and signature. The supervisor/manager may recommend some changes prior to signing.
  3. The employee submits the template signed by the supervisor/manager to the unit head for their review and signature.
  4. Once signed by the two levels of management, the employee is responsible for submitting the completed job evaluation template to Human Resources. To submit, please log into  and click on 鈥淪ubmit a Case鈥 in the HR Case Management channel, or submit in person to MyHR at A-4023. Please ensure that all required signatures are included as well as an organizational chart. Any reclassification action will be effective the date the fully completed, signed template is received in People and Culture.
  5. MyHR sends an email confirmation of receipt, with the effective date (date received). 
  6. Job Evaluation  receives the case and reviews the submission to ensure there is a significant change in the duties and functions as it compares to the previous template submitted for that position, if applicable. If it is felt there isn鈥檛 a significant change, the employee will be notified in writing by Job Evaluation. This decision cannot be appealed. Please see When JE Should Occur. 
  7. Once this initial review is completed, Job Evaluation will plan to complete the review. This may take up to 24 months depending on several factors, including the number of JE submissions received. From time to time, it may take longer than anticipated. Any changes that occur to the position between the time of submission and the review are not taken into consideration. If substantial changes occur in that timeframe, it would be necessary to submit a subsequent Job Evaluation template once the current review has concluded.
  8. Job Evaluation schedules individual meetings with the employee and the supervisors/managers who signed the job evaluation template. These meetings are to clarify any questions that Job Evaluation may have arising from the completed template. It is also an opportunity for the employee and the supervisor/manager and unit head to provide additional examples, clarify and explain the work of the position. New information introduced at this stage cannot be considered. Job Evaluation will also consult with the assigned HR Advisor/Manager when completing the review
  9. The position is rated within Job Evaluation utilizing Memorial鈥檚 application of the appropriate plan
  10. A characterization of the position is prepared and submitted to the supervisor and unit head for review. This provides an overview of the position as it relates to the factors that make up the appropriate plan.
  11. Once the position characterization is confirmed, the ratings are finalized and the results are released to the employee through a Notification of Results.
  12. If the employee is satisfied that the key functions and duties of the position have been accurately captured, any changes required to adjust the title, job class and/or salary are processed.
  13. If the employee rated on the Aiken Plan feels that the ratings did not accurately capture the position, the employee must complete the Request for Appeal form enclosed with the Notification of Results and submit a case within 10 business days of the release of the rating results. Prior to completing the appeal form, the employee must meet with the job design and evaluation consultant to review the Aiken Plan as it is applied at Memorial. An appeal will be scheduled as soon as possible. No further action is taken (title, job class or salary changes) until the completion of the appeal.