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UCL Grading Procedure for Support Staff. Julie Wake HR User Group 29 th Oct 2009. HERA. UCL uses HERA (Higher Education Role Analysis) as Job Evaluation tool HERA is an analytical scheme Designed by Higher Education Covers all jobs from Porter to Professor

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ucl grading procedure for support staff

UCL Grading Procedure for Support Staff

Julie Wake

HR User Group

29th Oct 2009


UCL uses HERA (Higher Education Role Analysis) as Job Evaluation tool

HERA is an analytical scheme

Designed by Higher Education

Covers all jobs from Porter to Professor

Complies with non discriminatory guidance by Equal Opportunities Commission

ucl grading procedures
UCL Grading Procedures

New Jobs

Grading Reviews for occupied posts with significantly changed duties

Note: Do NOT re-submit jobs:

Previously evaluated

Minor changes such as:

change of job title, name of manager or dept

Replacement of one or more tasks by similar tasks

  • Over 5,000 roles evaluated since 2000
  • 2008:
    • 307 new jobs
    • 132 grade reviews of which
      • 90 increased (78%)
      • 42 no change (32%)
    • 18 appealed (43% of 42)
      • 10 increased (56%)
      • 8 no change (44%)

Panels of trained Role Analysts

Cross section of UCL, nominated by trade unions, faculties & Human Resources

Over 40 Faculty & Union nominees trained since 2004 and currently:

25 Active Role Analysts

10 Union of which 4 AMICUS, 4 UCU & 2 UNITE and


15 Faculty of which 13 FEMALE 2 MALE

role analysts
Role Analysts

Carefully evaluate evidence provided

- By Job Description Outline (JDO)

Reach consensus on scores allocated to the 14 elements in the scheme

Give credit to misallocated evidence

Responses determine score of job and

Ultimately the grade of the post


The JDO is an analytical summary of the requirements of the job – it’s about the post not the person!

It’s completed by:

Manager for new jobs

Role holder or manager for grading review requests

Grade reviews are verified by the HoD

job description outline forms
Job Description Outline Forms

4 Sections – set context of role:

A Working Context

B Organisation Chart

C Job Purpose

D Main Tasks

14 elements – in line with HERA Scheme

Guidance notes are included on the form, available from:


the 14 elements
The 14 elements

Communications(oral and written)

Teamwork & Motivation

Liaison & Networking

Service Delivery

Decision Making

Planning & Organising Resources

Initiative & Problem Solving

Analysis & Research

Sensory & Physical Demands

Work Environment

Pastoral Care & Welfare

Team Development

Teaching & Learning Support

Knowledge & Experience

procedure new job panels
ProcedureNew Job Panels

Minimum panel of 2 Role Analysts

Meet weekly on Thursdays for

New roles

Deadline 12noon Tuesday

Electronic copies of JDOs with details, if known, of post id to:


Outcome by following Tuesday

procedure grading review requests
Procedure Grading Review Requests

Panel of 3 Role Analysts

Usually I each of trade union, faculty & HR Nominee

Meet monthly

Requests for grading reviews where duties have significantly changed

Deadline by 12noon 28th month for evaluation following month

Requests evaluated in order of receipt

Outcome notified to HoD by 12th month following panel meeting

appeal stage 1
Appeal – Stage 1

Informal Appeal with member of grading review panel

Role holder may invite colleague, manager or trade union representative

May submit formal appeal in writing within 2 weeks by

Statement indicating reasons for appeal with reference to JDO

appeal stage 2
Appeal Stage 2

New Panel of 5 Role Analysts not involved in original evaluation

Conduct an independent evaluation

Outcome notified to HoD by 12th of month following panel meeting

Appeal Panel’s decision is final.

job evaluation reference
Job Evaluation Reference
  • Commonly known as HERA reference.
  • For advertising and appointments
  • Any of following:
    • JER NNN or PF NNN e.g. JER 246 PF 251
    • NJ0Y-NNN e.g. NJ09-122
    • App0Y-NN e.g. Ap08-23
the end
The End

Any questions?