APT Classification Instructions
New Positions:
All new positions must be evaluated under the job evaluation plan prior to posting. The
appropriate Out-of-Scope Head or Out-of-Scope Designate must complete the job
evaluation questionnaire (JEQ) and submit to Human Resources along with an updated
organizational chart.
For continuing (permanent) or term positions greater than 4 months, the JEQ will be
submitted to the Joint Evaluation Committee to assign factor ratings. A decision memo
outlining the factor ratings and total points score along with a rating rationale will be
distributed by Human Resources shortly thereafter.
For new short-term positions of less than 4 months, a job description, JEQ or posting
must be reviewed by Employee Relations prior to appointment.
An Out-of-Scope Head or Out-of-Scope Designate who is dissatisfied with the factor
ratings assigned can initiate an appeal of the position.
All new positions must be assigned a position number prior to posting. To request a
position number, complete the Position Request Form and submit to the Payroll
Department.
Vacant Positions:
Prior to posting a vacant position, an Out-of-Scope Head or Out-of-Scope Designate
may initiate a review of the position should the duties and responsibilities have
changed. An updated JEQ along with a current organizational chart must be submitted
to Human Resources.
The updated position information will be submitted to the Joint Evaluation Committee for
review. A decision memo outlining the factor ratings and total point score along with the
rating rationale will be distributed shortly thereafter.
An Out-of-Scope Head or Out-of-Scope Designate who is dissatisfied with the factor
ratings assigned can initiate an appeal of a new position.
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Positions with an Incumbent:
An APT member may request to have their position reviewed if they believe the duties
and responsibilities have changed. Normally reviews will not be carried out until at least
one year has elapsed since the last review.
The APT member must submit a “notice of intent” – email to Human Resources initiating
a review of the position. The appropriate Out-of-Scope Head or Out-of-Scope Designate
should be copied on the notice of intent.
The APT member will have sixty (days) from the date of the review being initiated to
submit an updated Job Evaluation Questionnaire (JEQ) and current organizational
chart. Should the JEQ be received by Human Resources within the sixty day time
frame, any change in pay grade as a result of the classification review will be retroactive
to the first of the month following the date the notice of intent was received.
Note: An APT member who is unable to meet the sixty day time frame can submit an
updated JEQ at anytime. The effective date for any change in pay grade will be the
first of the month following the date the review commenced.
The updated position information will be submitted to the Joint Evaluation Committee
(JEC) for review and to assign factor ratings. A decision memo outlining the factor
ratings and total points score along with the rating rationale will be distributed shortly
thereafter.
An APT member who is dissatisfied with the factor ratings assigned can initiate an
appeal of the position.
Important: The updated JEQ must be signed by the Out-of-Scope Head or Out-of-Scope
Designate. A signature of the Out-of-Scope Head or Out-of-Scope Designate verifies
that the information submitted in an accurate description of the work.
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APT Classification Appeal Process
The objective of the appeal process is to provide APT members and/or an Out-of-Scope
Head or Out-of-Scope Designate a review of the specific factor rating(s) assigned to a
position. An appeal is reviewed by the Joint Appeal Committee (JAC) which comprises
a minimum of two APT representatives and two Out-of-Scope representatives.
Upon review of the appeal information, the JAC can move a factor rating up, down or
maintain it at its currently rated level, which many have an impact on the total point
score and ultimately move the placement of a position within the plan.
The appeal process is not intended to:
1. Review changes in job duties and responsibilities since the original submission to
the Joint Evaluation Committee
2. Consider internal/external comparisons and/or market factors
3. Assess individual qualifications not related to the position
4. Make decisions on salary
5. Assess performance related characteristics
6. Assess increased volume of work
Important: The appeal process is not intended to review any new information (e.g.
changes in job duties, reporting structures, job requirements etc...). Individuals who
believe their jobs have changed must submit an updated JEQ to the Joint Evaluation
Committee for review.
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Appeal Procedures:
1. An APT member and/or Out-of-Scope Head or Out-of-Scope designate seeking
to appeal a rating decision will be required to complete and submit an APT
Classification Appeal Form indicating which factor rating (s) they are appealing
and provide a written rationale for appealing the factor(s). Written rationales
should outline why the appellant disagrees with the rating decision of the JEC.
2. Completed forms and supporting rationale must be submitted to HR within 30
days of receiving the initial decision memo. Forms must be signed and dated by
the incumbent and Out-of-Scope Head or Out-of-Scope designate.
3. Upon receipt of an APT Classification Appeal Form, Human Resources will:
a. Assemble all the pertinent information in relation to the appeal:
i. Job Evaluation Questionnaire (JEQ)
ii. Rating Rationale(s)
iii. APT Classification Appeal Form and written supporting rationale
iv. Any other information that may have been used during the rating
process
b. Provide copies of all supporting documentation to the appeal committee
seven (7) days prior to the hearing.
4. Appeal hearings will be scheduled by Human Resources. Appellants will be
notified in advance of the scheduled date and time.
5. Appellants may choose to attend a hearing and present their arguments, both
verbally and in writing, for a changed factor rating. The appellant will be expected
to answer questions from the JAC. All information presented must be signed off
or verbally approved by the Out-of-Scope Head or Out-of-Scope designate and
incumbent as valid. The Out-of-Scope Head or Out-of-Scope designate must
attend the hearing.
6. Appellants may choose not to attend a hearing. In this case, the JAC will meet to
review the written information and render a decision on the appealed factor(s).
7. A representative of the Joint Evaluation Committee will be present at the hearing
in order to provide the rationale for the JEC decision on the appealed factor(s),
and to answer questions from the JAC.
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8. The JAC will deliberate on and consider all the information provided. The
committee will provide Human Resources with a written decision, including
rationale upon conclusion of the appeal process.
9. On receipt of the appeal committee’s written decision, Human Resources will
inform the appellant, in writing, of the committee’s decision, rationale and impact
on salary, if applicable.
The appeal committee’s decisions are final and binding.
Appeal Hearing Process:
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Introductions;
Review of procedures by chairperson;
Presentation by appellant;
Questions from JAC;
Presentation by JEC representative;
Questions from JAC;
Summary by JEC representative;
Summary by appellant.
On completion of the summaries, the chairperson will ask the appellant, Out-of-Scope
Head or Out-of-Scope designate, and JEC representative to leave the hearing. The JAC
will then deliberate and reach a decision on the appealed factors. The JAC may require
more time to deliberate, and may schedule further meeting dates.
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