Part D

D17. Linked Classification Program for General Employees

D17.1 Introduction
D17.2 Policy statement
D17.3 Definition
D17.4 Purpose
D17.5 Procedures
   D17.5.1 Documentation
   D17.5.2 Recruitment
   D17.5.3 BUILD performance management process
   D17.5.4 Advancement to higher classification level
   D17.5.5 Acting in a higher classified position

D17.1 Introduction

Policy reference number	D17 Linked Classification Program for General Employees
Scope and application	Applicable to continuing and fixed term (greater than 6 months) general employee positions
HR contacts	Tricia O'Neill
Policy type/category	Management
Related legislation/ regulations/guidelines	USQ Certified Agreement 2005-2008 Mercer Cullen Egan Dell Job Evaluation Manual. The University of Southern Queensland Job Evaluation Manual
Associated USQ policies	D8 Job Evaluation (Classification and Reclassification) D1 Position Establishment D2 Position Descriptions
Delegations authority	Delegate	Authority
	Category 3 Delegate or above	Support or otherwise applications for linked classification. Approve advancement to the higher classification level.
	Executive Director, Human Resources	Approve or otherwise applications to establish linked classification positions. All administrative arrangements
	Supervisor	Completion of BUILD documentation and recommendation for advancement to the higher classification level.
Approval authority	Council for policy statements Vice-Chancellor or General Manager for procedures
Review date/s	Initial trial policy written and approved November 2005 Re-written June 2008 Approved August 2008

D17.2 Policy statement

The linked classification program for general employees recognises advanced skills, knowledge or experience where duties and responsibilities of particular positions may, on occasion, extend beyond one classification level.

(Approved by Chancellor's Committee on behalf of Council, November 2005)

D17.3 Definition

D17.3.1 The definition of ‘linked classification' is a position or group of positions where the tasks and responsibilities can be undertaken over two classification levels, with the higher classification requiring advanced skills, knowledge or experience.

D17.3.2 Linked positions provide employees with the opportunity to move through the incremental structure of the base classification level (ie the lower level position) and then advance through the incremental steps of the higher linked classification level. A linked position description is developed which reflects the requirements of the position at the base level position, with an additional set of ‘higher' duties and selection criteria for the position at the higher classified level. The higher level will require an advanced level of knowledge, skills and experience. Where a formal job evaluation of the position confirms the duties extend to the higher level, the position will become known as ‘linked'.

D17.4 Purpose

The linked classification program provides employees with the opportunity for further development and extended career and salary progression which is recognised through demonstrated increased knowledge, skills and experience. However, the program is not a mechanism for rewarding individual performance. Linked classifications are coordinated through the performance management process based on organisational requirements and identifying increased knowledge, skills and abilities, not on recognition of individual performance.

D17.4.1 In determining whether a position can be linked from one classification level to another, the following will be taken into consideration:

Appropriate support for participation at all levels (ie supervisor/manager, Category 4 Delegate and Category 3 Delegate);
Availability of adequate funding within the organisational area to support the full range of the proposed linked classification levels;
The needs of the organisational area and consistency with long term strategic and operational plans (eg how the position/s meet the USQ strategic and operational needs, identified niche areas, workforce planning considerations, attraction and/or retention of staff in certain markets etc);
Sufficient need for work at a higher, more complex level which requires advanced skills, knowledge and experience to justify the establishment of linked classifications;
Clearly demonstrated career path opportunities where duties and responsibilities increase in complexity and depth in line with the needs of the organisational area and are consistent with the classification standards of the higher level; and
Relativity issues with other positions in the work area and across the University as appropriate.

D17.4.2 Once a position has been approved as ‘linked', movement to the higher classified level is not automatic and is based on a comprehensive review of the incumbent's performance and skills/experience required to perform competently at the higher level.

D17.4.3 The flexibility and expanded career path opportunities of the Linked Classification program will run in parallel with the University's reclassification process.

D17.4.4 Where linked classification positions are occupied by existing employees, the linked classification process cannot be used in reverse, eg from a higher base level classification position to a lower classification level. Where there are a large number of positions, classified at the same level, with the same title, and a number of incumbents undertaking the same duties and responsibilities, all positions must be linked.

D17.4.5 Positions designated as linked classification positions may be reviewed at the time of filling a vacancy with the purpose of clarifying whether:

position remains as linked; or
circumstances have changed and the position needs to be returned to the base level only.

D17.4.6 Where an incumbent occupying a linked classified position leaves the position, after considering the options in D17.4.5, the employing section may recruit and appoint the new employee at either the lower or higher classification level dependant on the skills, experience and suitability of the successful candidate. This option provides the section with flexibility in regard to increasing efficiency and building capability.

D17.4.7 Where duties and responsibilities increase beyond the linked classification levels, the position should be considered for reclassification through the University's job evaluation (reclassification) process. Where an application for reclassification is proposed for linked positions with a number of incumbents undertaking the same duties and responsibilities, all positions must be considered as part of any proposed reclassification application.

D17.5 Procedures

D17.5.1 Documentation

D17.5.1.1 A business case proposal (DOC 85kb) to establish a linked classification position must be prepared by the employing section, based on the needs of the individual work area and the strategic and operational plans within the identified work area, including budgetary and workforce planning considerations.

D17.5.1.2 The completed proposal, signed by the authorised Category 3 Delegate, is to be forwarded to the Executive Director, Human Resources for consideration. The Executive Director, Human Resources will consider the items in D17.4.1 and make a decision on acceptance or otherwise.

D17.5.1.3 Where a proposal to link a position is not approved by the Executive Director, Human Resources, the relevant parties will be notified in writing by Human Resources.

D17.5.1.4 Following approval of the business case proposal, the Faculty/Section will be notified and a Linked Classification Job Description Questionnaire (DOC 95kb) must be completed by each section for each position proposed to be linked to determine an appropriate linked classification level. The linked classification job description questionnaire will be approved by the appropriate Delegate.

D17.5.1.5 The linked classification job description questionnaire will be used as the basis for both the evaluation of the position and the development of the position description.

D17.5.1.6 The linked classification level of the position will be assessed using the Mercer Cullen Egan Dell (CED) points factor job evaluation system.

D17.5.1.7 A linked classified position description (DOC 76kb) will be prepared by the employing Faculty/Section (in consultation with Human Resources) for each linked classified position containing both base and higher level criteria, following confirmation of the levels through the evaluation process.

D17.5.1.8 The BUILD Performance Management and Development Review form (DOC 226kb) specifically designed for the Linked Classification Program will be used to assess whether employees meet set criteria for advancement to the higher linked classification level and to review progress in achieving goals set for the forthcoming year at the higher classification level.

D17.5.2 Recruitment

D17.5.2.1 Linked classification positions will be identified in position documentation for internal and external vacancies. The salary ranges for both classification levels will be advertised, and recruitment documentation will emphasise that the University has the right to appoint at either classification level based on the qualifications, skills and experience of the successful candidate. Position descriptions will contain core criteria for both levels and applicants asked to address the base level criteria and higher level criteria (only where the higher level criteria is different to the base level). To be appointed at the higher classification level, successful applicants must be able to clearly demonstrate their ability to satisfy the additional selection criteria for the higher level.

D17.5.3 BUILD performance management process

D17.5.3.1 Prior to the employee's annual increment date, the supervisor will complete the appropriate BUILD Performance Management and Development Review form (DOC 226kb) with the employee. Where the employee has been at the highest increment step of the base position for a period of 12 months, and the BUILD form is completed and identified criteria in D17.5.3.2 met, the supervisor will recommend to the relevant Delegate that approval for advancement to the bottom step of the higher classification level be granted.

D17.5.3.2 Movement from the base linked classification level to the next is not automatic and can only occur if all of the following criteria for advancement to the higher linked classification position are met:

Employees have been at the top incremental step of the base classification level for a period of 12 months;
Competent performance at the base level is established as determined by the BUILD process;
The duties and responsibilities required at the higher level are available; and
An assessment by the supervisor, using the BUILD performance management system, that the employee meets the knowledge, skills and experience outlined in the selection criteria for base level and has demonstrated increased knowledge, skills and experience to meet the requirements outlined in the selection criteria for the higher level.

D17.5.3.3 Completed BUILD documentation should be forwarded to Human Resources within two months of the incumbent's increment date for processing.

D17.5.3.4 Where the BUILD documentation is not completed within two months of an employee's increment date, incomplete documentation should be forwarded to the Executive Director, Human Resources for follow up action.

D17.5.3.5 The appropriate Delegate's decision will be forwarded to Human Resources for appropriate action.

D17.5.3.6 Where the appropriate Delegate approves movement to the higher linked classification level, Human Resources will provide the employee with written advice regarding their advancement to the higher linked classification level, effective from the employee's annual increment date. The employee will then be eligible to move through the incremental structure of the higher classification level as normal, subject to confirmation of a competent level of performance by the supervisor and appropriate Delegate

D17.5.3.7 If advancement to the higher level is not recommended by the supervisor and/or approved by the Delegate, the supervisor will provide feedback to the employee as to why the advancement was not approved. This feedback will inform the next BUILD cycle.

D17.5.3.8 In exceptional circumstances only, the Delegate may make a recommendation to the Executive Director, Human Resources for an employee who has not been at the top incremental step of the base classification level for the minimum period of 12 months to move to the higher level. The additional criteria in D17.5.3.2 must still be met for this to occur, and the request must be supported by documentation outlining the exceptional circumstances applying to the recommendation.

D17.5.4 Advancement to the higher classification level

D17.5.4.1 An employee in a linked classification position has an opportunity to advance to the first increment step of the higher linked classification level once they have reached the top increment of the lower classification (except in instances where D17.5.3.8 applies), and they have met the criteria for advancement. The incumbent has an opportunity to then continue to advance incrementally through the higher classified level, based on competent performance reviewed at least annually through the BUILD performance management system.

D17.5.4.2 In completing the Goal Setting Plan for incumbents progressing to the higher level, Supervisors and Managers should meet regularly (every three months) with incumbents in the next year to clarify expectations, revisit goals and review the incumbents' progress in achieving them.

D17.5.5 Acting in a higher classified position

D17.5.5.1 Where an employee is required to act in a linked classification position, the appropriate delegate will make a determination of the appropriate classification level at which the acting employee will be required to perform. Accordingly, the employee will be remunerated at either step one of the base level or step one of the higher classification level for the duration of the acting appointment.

D17.5.5.2 An employee who is required to act in a linked classified position will be remunerated at step one of the higher classified level only where the full range of duties and responsibilities of the higher level are required to be performed.