Change to grade review

This procedure should be used where the requirements of a role have changed substantially since it was last evaluated. Changes in terms of responsibility and activities may have already been made or will be planned to meet the requirements of the business area. There will normally be an employee in this post, if not this should be treated as a new role evaluation.

A change in grade review should only be made when the proposed changes to a role are substantive and sustained. There must be clear evidence that the responsibilities and duties have been/will be changed to a level that would justify a move to a higher grade.

Any changes to a role must be aligned to business/institutional needs and requirements and be instigated by the line manager with authorisation and support from both the Director and Executive Lead (senior budget holder). The business area is responsible for ensuring that the appropriate funding is in place.

In the case of temporary changes to roles, advice should be sought from the HR Business Partner whether a temporary additional payment is appropriate.

Change of grade reviews may be submitted at any time in the year. The request should be completed by the line manager.

Requests should be submitted on the Change to Grade Review Form and the form should be completed by the line manager.

The submission should include:

  • a clear business case explaining the rationale for the changes to the role
  • the current job description
  • proposed new job description
  • an organisational chart showing the role within the local structure

Applications for review are normally completed within 30 working days, however the process may take longer if additional information is required. Where this timescale cannot be achieved, the Reward and Recognition Team will contact the line manager to advise.

If a higher grade is agreed, it will be effective from the date of receipt of the supported Change to Grade Review Form and all its associated documentation into HR.  Retrospective payments in respect of the regrading will not be made. All changes to grade will be made to the first spinal point of the next grade.