With almost 3,000 members of support staff at the University of Ottawa, job classification is an important function of the Human Resources Service. Staff positions are classified according to a method developed by the Hay international consulting firm. This system is used worldwide by more organizations than any other job evaluation method.
Demystifying the Hay method was mentioned a number of times by the focus groups that were brought together last summer as part of the University’s first work-climate survey. The Gazette spoke with Louise Pagé-Valin, associate vice-president, Human Resources, to discuss the classification process and the committee tasked to evaluate staff positions at the University.
Gazette: How are jobs evaluated using the Hay method?
LPV: I think it’s important to remember that the Hay method evaluates positions not people. All positions are evaluated by considering each of the four factor descriptions (knowledge, problem-solving, accountability and working conditions). Comparative consideration of all other jobs in the organization are also examined.
Gazette: How do you ensure job evaluation is fair?
LPV: We ensure that similar job descriptions at the University are used as comparators. We also obtain additional information from managers and sometimes request the manager or director to make a presentation to the members of the committee in order to ensure that pay equity is maintained. Classification decisions are reached by consensus of all members of the Job Evaluation Committee.
Gazette: Who sits on the Job Evaluation Committee?
LPV: The committee is chaired by the manager, Evaluation and Compensation. It is currently made up of 13 members of the University community, who represent various families of positions and levels across the University. I sit as an ex officio member.
Gazette: How are committee members selected?
LPV: When there is an opening on the committee, the Human Resources Service canvasses faculties and services for representatives from job families and/or sectors in order to ensure diversity and fair representation from all groups, be it in academic areas or services.
Gazette: What if an employee disagrees with the evaluation of their position?
LPV: The University’s Job Classification and Evaluation for Support Staff, Policy 3a, outlines the appeal process if this happens. An appeal must be supported and submitted by the manager, as the process is for classifications of positions, and not individuals.
Gazette: What is the relationship between job evaluation and establishing salaries?
LPV: Positions are evaluated to determine the internal relative value of a position, compared to other positions at the University. The total number of points allocated determines the grade level for the position. Separate salary market surveys are used to establish the salary line for the University.
Gazette: How do our salaries compare to market?
LPV: Market is defined as comparable positions in Ottawa-Gatineau (excluding the federal government but including para-public institutions), based on local and national surveys; it also includes comparable positions at other universities in Ontario.
Gazette: Why don’t we compare ourselves to the federal government?
LPV: The federal government generally does not participate in market surveys making it difficult to obtain reliable, comparable data. What we do know is that they are currently remunerated based on an average 37.5 hour workweek. This represents a seven per cent differential with uOttawa based on our average 35 hour workweek.
Gazette: What will happen to the current classification method now that we have two new collective bargaining units for staff?
LPV: The University will need to establish this with both unions as we negotiate the first collective agreements. Brock University continues to use the Hay method following the unionization of their staff under the Ontario Secondary School Teachers’ Federation.
