Design + Evaluate Position

The University of Alberta employs a variety of employee types. Consult your HR Partner  to understand what type of position you should hire. Consult your Finance Partner to advise where funding will come from—operating or trust funds.

• A new position (not yet created).
• Existing vacant position (position exists but is not occupied by an employee and has not been evaluated within the past five years).
• Significant changes to duties or qualifications (e.g. supervision responsibilities have been added).

Review the table below to determine what additional guidelines may apply.

If you do not see a specific scenario in the table, discuss with your HR Partner.

Note: If you want to backfill an APO position, plan to create an additional TLAPO position.

In circumstances where a job evaluation is not required, but you do not have a copy of the most recent position description, please work through your HR Partner to obtain the document. If a job evaluation is not needed, skip the rest of the steps on this page.

The following documents are used to describe the responsibilities, accountabilities and other key details of a position.

• Job Fact Sheets are used to describe positions that fall under the NASA Collective Agreement.
• Includes details of the duties of the position and required minimum qualification(s).

• Job descriptions are used to describe work performed by, Non-Union, TRAS, APO and TLAPO positions. Use the NUE Job Description template for NUE positions and the Academic Job Description template for all other positions.

• Job Cards are a tool used to assist leaders in identifying and describing work.
• Job cards provide a high level summary of common work and required competencies. Leaders can use them as a starting point and add their specific duties, responsibilities and accountabilities required in the work area before submitting to Job Evaluation.
• Job cards should be customized and tailored to the needs of the work area before submitting to Job Evaluation.
• Leaders are asked to add unit or role specific context. This helps to ensure the Job Evaluation team has a comprehensive understanding of the position's accountabilities. 

Create an organizational chart that displays the overall reporting structure. Ensure the chart includes:

• the position being reviewed
• the position's supervisor
• peers
• all direct reports
• position numbers and working titles

For NUE positions, please use the Job Description Template and follow the instructions below when you send your request to: your HR Partner/Associate In the subject line of the email, indicate “(insert employee type i.e. NUE) Job Description Evaluation” or “(insert employee type i.e. NUE) Job Description Re-evaluation”

1. In the subject line of the email, indicate “(insert employee type i.e. NUE) Job Description Evaluation” or “(insert employee type i.e. NUE) Job Description Re-evaluation”
2. In the body of the email provide the following information exactly as shown.
   1. Effective Date For New Position:
      1. Provide the month, day and year you wish the position to become effective (Note: For re-evaluations the effective date of the re-evaluation will be the date in which the email was submitted to Job Evaluation subject to Job Evaluation Procedures)
   2. List similar positions, if any, at the university. Include:
      1. Title of Position
      2. Faculty/Department/Portfolio in which the position resides. 
   3. Provide the contact information for the person who can answer questions regarding the job description including:
      1. First and last name
      2. Email 
      3. Phone number 
3. Attach the completed job description and organizational chart

For all other job descriptions, when you have finalized your job documentation and gathered all documents and obtained appropriate approvals, submit your completed documents to your HR Partner/Associate:

• Subject line format: [Dept ID or Faculty], [New or Position Number], [Working Title], [Employee Description] Evaluation
  • Examples:
    • 200500, New, Research Associate,TRAS Evaluation
    • 432000, 00012345, NASA Support, Re-evaluation
• Attach:
  • Completed cover sheet
  • Completed job documentation
  • Organizational chart

You will receive an automated email acknowledging your submission was received and the position will be evaluated within our service timelines:

• New and vacant positions: 15 working days
• Encumbered positions: up to 3 months

The timeline does not begin until all materials have been received, including job documentation/description, organizational chart and signed cover sheet. If information is missing, the timeline starts once missing information is received. 

The evaluation process is completed based on the content of the information provided, the context in which the work is done and comparator positions at the university. 

Positions are reviewed with the appropriate evaluation methodology:

• Aiken Plan (for NASA and some designated NUE positions),
• Hay Plan (for APOs and NUE), or
• internally developed ranking systems (for other position types).