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A6.9: Main page

Page contents:

1. Initiation
2. Timing
3. How it works
4. Possible outcomes
5. Exceptions
6. Senior management review group
7. Appeals

Individual grading review procedure

1. Initiation

If you think that your duties and responsibilities have grown and/or you are working at a higher level than normally applies to your pay-band, you have the right to have your job reviewed. This is called an Individual Grading Review (IGR). The evaluation procedure we use for this is known as JEGS (Job Evaluation and Grading System) and is only carried out by trained JEGS practitioners. Please note that an IGR is a review of your job, not of you. A line manager or trade union can also initiate an IGR, but normally only with the job-holder's agreement. An IGR only proceeds if it is more than 18 months since the job was last reviewed, unless there are special circumstances.

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2. Timing

Whoever asks for the review, a proposal is made to the Head of HR. They will establish a timetable for handling the proposal with the line manager. IGRs are normally completed and reported on within a maximum of 6 months of the initial request being lodged with the Head of HR.

A proposal initiated by a trade union will be referred to the NCC. This is to allow the NCC to widen the scope of a review where other jobs might be affected.

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3. How it works

You should talk to your line manager, trade union representative or Head of HR about the JEGS procedures. You and/or your line manager must complete a grading panel evaluation form which is submitted to the Head of HR, via your section Head, for JEGS assessment. The JEGS practitioner decides who needs to be interviewed. A copy of the grading panel evaluation form is at appendix A6.9i, and the guidance notes for completing it are in appendix A6.9ii).

The JEGS practitioner assesses the information and passes a copy of their JEGS assessment to the Head of HR. This indicates your job's overall "score", with a breakdown in seven key areas, which are:

  • Knowledge and skills
  • Contacts and communications
  • Problem solving
  • Decision making
  • Autonomy
  • Resource management
  • Impact

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4. Possible outcomes

The following outcomes are possible:

  • job correctly graded - you and your line manager are advised of the outcome and told the overall score
  • job over-graded - you and your line manager are advised of the outcome and told the overall score. No further action is taken, except that you may be transferred to other duties, in line with your grading
  • job should be at a higher pay-band - you and your line manager are told the provisional outcome but the review is then referred to the establishment's grading panel (bands C and above) or the Head of Operations (below band C). The grading panel reviews the outcome and looks at issues of need and organisational structure. The panel must also be satisfied that there are no capability issues

An upgrading to band G and above is referred to BBSRC Senior Management Review Group (para 6) for confirmation of the grading panel's decision. You and your line manager are then told the final outcome. If you are up-graded as a result, pay on promotion rules apply - see appendix A7.7 (pay on promotion). The upgrading is effective from the date on which the grading panel reaches its final decision.

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5. Exceptions

If your job is already at band G or above, the IGR is not dealt with locally but is referred to the Senior management review group (see paragraph 6 for further information about the SMRG).

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6. Senior Management Review Group (SMRG)

6.1 Membership

  • Chair: BBSRC Director, People and Development Group
  • Members: BBSRC Finance Director; Institute Operations Director (plus additional BBSRC/Institute Senior management input on an ad hoc basis as required)
  • Secretariat: Associate Director People & Development Group (Organisation & Operations)

6.2 Terms of reference

To advise the BBSRC Chief Executive on the need for and effectiveness of senior management reward and recognition, structures and grading by:

  • Directing reviews of senior management structures and making recommendations to the BBSRC Chief Executive and Institute Directors (where applicable);
  • Considering and making recommendations on proposals for posts at Band G level and above, covering:
    • The creation of new posts (Swindon Office only)
    • Re-grading of existing posts (including to band G and above at institutes)
    • Major alterations to the duties of posts which might impact on grading (including in relation to restructuring)
  • Act as BBSRC Office panel for considering Special Bonus performance awards for Band G staff above the standard formula as indicated at the A7.16: Main page
  • Act as BBSRC Office senior sponsorships awards panel in considering high value Training & Development requests for Band G staff and above
  • Act as BBSRC Office Personal Promotion Panel as defined at appendix A6.3 and consider nominations from staff under this process

6.3 Grading Review Modus operandi

  • Individual proposals are submitted on an ad hoc basis, using JEGS (band G proposals) or JESP (Band PC2 proposals) pro-forma
  • Proposals are logged by SMRG secretariat
  • Proposal passed to the SMRG Secretariat for evaluation
  • Evaluation and decision process is as follows:

6.4 Evaluation and decision process

Band G procedure:

  • If Band G proposal, SMRG decide if:
    • A site visit is required and if so,
    • If specialist advice is required
  • With or without a site visit, the post will be JEGSed and, unless a suitable meeting of SMRG is pending, the outcome and comments will be dealt with in correspondence with SMRG members
  • Final decision on the case by SMRG Chair, with recommendation to the Chief Executive/Institute Director

Band PC2 procedure: (would also apply to Band PC1, if not Institute/Group Director position)

  • If Band PC2 proposal, a site visit is mandatory; SMRG decide if SMRG member or other specialist adviser will accompany; as a general rule, an external JESP practitioner may be used
  • After site visit, JESP practitioner will prepare appropriate job description output; SMRG will convene formally to “score” post and to reach decision. JESP practitioner and (if used) specialist adviser will attend
  • Recommendation to Chief Executive/Institute Director.

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7. Appeals

If you feel that the agreed procedures were not kept to during your IGR, then you have access to the grievance procedure - see Section A12c

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Last updated 19/06/2015
Amendment 183 - June 2015