CITY OF WAKEFIELD METROPOLITAN DISTRICT COUNCIL

CITY OF WAKEFIELD METROPOLITAN DISTRICT COUNCIL

Pay and Grading Appeals Procedure

Guidance for Line Managers/Headteachers

1. INTRODUCTION

The aim of these guidelines is to help Line Managers/Headteachers to be able to assist employees with their queries following the initial outcomes from the job evaluation exercise.

The Pay and Grading Appeals Procedure is separate from all other grievance or appeal procedures.

The following are processes in which Line Managers/Headteachers will be involved.

1.1. Notification Process

All Managers/Headteachers should have received a copy of their employee's Job Overview for their current role(s) and, where an employee has submitted a Review Request Form, Managers should have had an opportunity to comment and/or support this before returning it to the Pay and Reward Team.

All employees covered by the NJC Single Status Agreement, will have received a letter notifying them of their outcome of pay and grade in relation to the evaluation of their jobs under the Job Evaluation process.

2. THE APPEAL PROCESS

2.1. Grounds of Appeal

An appeal will only be accepted where the appellant can demonstrate that the appropriate job overview did not accurately reflect the job role carried out or where the appellant can show that the job evaluation scheme has been applied incorrectly. Supporting information must be provided (examples, evidence) to substantiate the appeal. Evidence could include the fact that the appellant believes that:

The job has significantly changed since the job evaluation was undertaken
An incorrect, incomplete job specification has been used in the process
The evaluation failed to take into account/place sufficient weight upon a significant element of the job as per the job overview
A generic job has been used for the evaluation and the employee's job does not closely match the job specification with which it has been grouped
The evaluation code assigned is not appropriate to the job
The job information supplied during the evaluation process was not complete

The following are not grounds for appeal:

Comparability with other jobs (either within the Council, other Councils or nationally), and/or
Seeking to restore previous differentials, and/or
Dissatisfaction with the pay level as a result of job evaluation (as a sole reason - evidence would be required)
Any grounds not related to the job, for example personal performance

There are two steps to the Appeal Process:

Step One - Meeting between Line Manager/Headteacher and employee(s)
Step Two - Formal Appeal Process

2.2. Step One - Meeting between Line Manager/Headteacher and employee(s)

1. The Process

This meeting is to provide an opportunity for employees and Line Manager/Headteacher to discuss the outcomes. The Line Manager/Headteacher should familiarize themselves with the job evaluation process so that they can explain to employees how the outcome was arrived at, including:

Job evaluation interview/evaluation
Moderation process including HR and Unison
Employees received job overview and could send in review request
Review requests received and considered, together with the job specification
Management information sent out in July and December 09
Manager's comments considered separately at moderation
Notification of grade to employees

2. Manager/Headteacher's Role - Step One

Identify the job specification used for the job evaluation process and provide a copy for employee(s) as requested. If you are unsure of the JD used, e mail Job Evaluation for assistance.
Employees may also request from you a copy of their latest job overview. If you do not have an up to date copy you may request one by e-mailing Job Evaluation.
Arrange to meet with employee(s) to discuss the Pay and Grading Appeals Form - Step One as soon as is practicable. A maximum of three named employee representatives should represent a group appeal.
Where requested, allow a Union representative/work colleague to attend the meeting to support the employee(s).

In addition the Line Manager/Headteacher should:

Explain the job evaluation process
Discuss the grounds of appeal with the individual employee(s) concerned based on the Job Overview and consider whether you believe the employee(s) case is factually accurate.
Complete the relevant section within the Pay and Grading Appeals Form - Part `A'.
At the end of the meeting, ensure that both you and the employee(s) sign the form.
You may wish to retain a copy of the completed form for your record purposes.
Attach any revised job specifications as indicated on the form, together with supporting background information and dates.

Where you have ticked the form to say that the evaluation code assigned is not appropriate to the job, you must ensure that the code is based on a true reflection/assessment of the duties and not the grade outcome.

The onus is on the employee to ensure the completed form is sent to the Pay and Reward Team, Room 75, County Hall, Wakefield, WF1 2QW before 30 April 2010.

You will be advised of the outcome of the evaluation from the Pay and Reward Team as soon as possible.

2.3. Step Two - Formal Appeal Stage

1. Employee's Role - Step Two

An employee cannot progress to a Step Two unless they have first been through Step One of the process: Employees should:

Complete the Pay and Grading Appeals Form Step Two - Formal Appeal.
Pass the completed form to their Line Manager/Headteacher for them to complete.
Where, as a result of Step One of the Process a revised job specification is sent to the Pay and Reward Team for evaluation, then the employee will be given an additional 20 days from receiving the outcome of the evaluation to progress to Step Two - Formal Appeal.
Send the completed form to Pay and Reward Team, Room 75, County Hall, Wakefield.
Attend the Formal Appeal Hearing, or elect to have their case considered on their behalf.

2. The Manager/Headteacher' Role - Step Two

Upon receipt of a Pay and Grading Appeals Form - Step Two - PART `B' from your employee(s) the Line Manager/Headteacher should:

Ensure that the claim is based only on valid grounds identified in the Pay and Grading Appeals Procedure.
Complete the Line Managers'/Headteachers comments section of the form.
Comment on the facts of the job not the employee(s) ability to do the job.
Not comment on whether or not you believe the appeal is warranted.
Not comment on whether or not you support the appeal.
Be aware that the employee will see your comments and that you may have to attend a Formal Appeal Hearing.
Retain a copy of the completed form for your record purposes.
Ensure the completed form is submitted to the Pay and Reward Team, Room 75, County Hall, Wakefield, 14 days days before the scheduled appeal hearing date.

For further information to help and support you in this process, please access the Pay and Reward Intranet Site: http://webintranet2/Resources/HumanResources/Advisory/Pay/JobEvaluation/default.htm

3. Timescales

Part A of the Appeal Form must be received by the Pay and Reward Team by 30 April, 2010.
Where a revised job specification together with supporting information has been submitted at Step One of the procedure, then employees will have 20 working days within which to progress to Step Two of the Appeal Process.
Part B of the Appeal Form should be submitted to the Pay & Reward Team, Room 75, County Hall, Wakefield, 14 days before the scheduled appeal hearing date.
Formal Appeal Hearings will be arranged by Human Resources, as soon as it is reasonably practical. The Timescale will be dependent upon the number of appeals received.
Employees who have opted to attend the Appeal Hearing will be notified of the date when the Appeal Hearing will take place.
Line Manager/Headteacher(s) will also be notified of the date of the Appeal Hearing and whether they are required to attend.
The result of the Step Two Appeal Hearing will be communicated to the employee(s) and their Line Manager/Headteacher(s) in writing within 20 working days of the completion of the Appeal Hearing.

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