Evaluating Positions

Brown University determines the salary grades for positions using the Hay method of job evaluation, a system which incorporates factor analysis of knowledge, problem-solving and position accountability to establish consistent position grading among jobs.

Job Evaluations: General Information

Job evaluation is separate from performance appraisal. When a job is evaluated, it is the position which is evaluated, not the incumbent. The incumbent's individual performance is evaluated through the performance appraisal process. When the job being evaluated is a new or vacant position, this process is called job evaluation. When the job being evaluated is an occupied position, the process is called job audit.

Job Evaluations for Vacant Positions

All new positions and revised vacant positions must be fully and accurately described in the job description so that a comprehensive evaluation of the position can be conducted. The job description does not limit the responsibilities of the position to only those which are listed, but is meant to capture the major areas of responsibility. The steps in the job evaluation process are as follows:

  • The hiring manager prepares the job description and creates a requisition in the Online Employment System (OES). If there are significant changes to the job description that will result in budgetary impact, approval should be obtained from the immediate supervisor, department head and appropriate senior officer.

  • All new or revised job descriptions will be routed through the OES. Human Resources will ensure the job has been evaluated appropriately according to the Hay method and assigned the appropriate grade level.

  • Human Resources will work with the hiring manager to resolve any disputes with respect to grade level and/or post the position.

Job Audits for Occupied Positions

All occupied positions which are significantly changed must be fully and accurately described in the job description so that a comprehensive evaluation of the position can be conducted.
A job audit is appropriate if:

  • The job description is no longer accurate and the employee is performing similar duties at a higher level of independence and complexity,

  • The incumbent has been successfully performing the new duties which caused the request for the audit for a period of at least three months.

A job audit is not appropriate:

  • If there is no need for additional duties to be performed. Additional duties that indicate a job audit should have a meaningful impact to the accomplishment of department or University goals.

  • As a way of recognizing superior performance.

  • When the only change to the job is that the volume of work has increased, but there is no substantial change to the major responsibilities or to the skills required.

  • When the work responsibilities, duties, and projects to be performed are so significantly different that they constitute a new job. Human Resources considers this a new job that should be posted in the OES in order to ensure equal opportunity.

The steps in the job audit process are as follows:

  • The incumbent drafts a revised job description, which the supervisor reviews for accuracy and completeness.

  • The supervisor prepares a Job Audit Request to identify specific job changes.

  • The Job Audit Request is submitted to the immediate supervisor, department head and the appropriate senior officer for approval prior to submission to Compensation and Organizational Services.

  • Each job audit is evaluated by members of the Human Resources staff and the Director of Compensation and Organizational Services. The review may include some or all of the following: conversations with the supervisor and/or the division HR liaison, comparisons to like positions within the department and/or university, and the assignment of Hay points.

Note: Each grade level encompasses a range of Hay points; therefore, it is possible that jobs may grow in scope and responsibility, but not sufficiently enough to award the necessary additional points to elevate the job into another grade.

If the submitting Department and the Director of Compensation and Organizational Services agree on the audit results regarding grade and title, the salary is determined according to the policy for Determining Salaries for Newly Hired or Promoted Employees (40.021) and the staff member and the supervisor will be notified of the results by letter.

If the outcome of the job audit is disputed, the senior officer may request a re-audit through the Director of Compensation and Organizational Services who will convene the Job Audit Committee. The Job Audit Committee consists of members of the Human Resources staff and a group of employees who have a broad knowledge of the University and are trained in the Hay method of job evaluation. The Director of Compensation and Organizational Services or a Human Resources representative will contact the Department with the committee’s final decision.