HR #1, 2011 – 2012
July 4, 2011
To: Principals, Deans, Academic Directors & Chairs
Professional and Managerial Staff
From: Angela Hildyard
Vice-President, Human Resources & Equity
Re: USW Job Evaluation
Further to our email communication of April 29, 2011 (http://www.hrandequity.utoronto.ca/news/memoranda/1011/30.htm) providing you with detailed information with respect to the Job Evaluation settlement reached between the University and USW Local 1998, we are now writing to advise you that the attached joint communication between the University and USW will shortly be issued to all USW represented employees outlining the next steps in the implementation of the new job evaluation system.
Base Salary Adjustments
Managers should be aware that effective July 1, 2011 those positions that have already been rated will be moved to the new salary scales. The Union and the University have agreed to the following:
• incumbents whose salaries are below the new salary range will have their salaries increased to the minimum of the range, and will then receive their step progression on their next salary adjustment date
• incumbents whose salaries are within the new salary range will remain at their current salary, and will then receive their step progression on their next salary adjustment date
• incumbents whose salaries are above the new salary range will receive across-the-board increases, if any, but no step increases, for as long as they continue to hold their current position
The migration of affected employees to the new pay structure will be administered centrally. Those employees who will be moving to the new salary ranges on July 1, 2011 will be receiving letters from the University providing them with information on their new job class, the job class rating and their total points, their new pay scale and salary adjustment, if applicable.
As set out in the April 29, 2011 email, the base salary adjustments resulting from this process will be absorbed by the Divisions. Each Division will shortly receive a detailed spreadsheet outlining the adjustments and the associated costs.
The Divisional Human Resources Offices are working with Managers to disseminate information about the new rating and pay scales so that you are aware of the impact.
Retroactive Pay Equity Adjustments
Retroactive adjustments for those positions which have been rated will be paid as lump sum OTO amounts on September 30, 2011. The University is currently working on calculating these payments and further information will be provided to Divisions and individual employees prior to the September 30, 2011 payment date.
In accordance with the terms of the most recent collective agreement, funds have already been set aside which will cover a portion of the retroactive costs associated with this project. The remaining portion, to be paid over three years, will be funded as a cost shared by Divisions through University wide costs and the Provost’s contingency funds.
For more information please contact your Divisional HR Office. Resources and information on USW Job Evaluation, including links to recent memos, are also available on-line at: http://www.hrandequity.utoronto.ca/labourrelations/sesu.htm
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To: All USW 1998 Staff-Appointed Employees
Cc: All Managers
From: The University and the USW Local 1998
Re: SES/U Implementation
As you are aware, the University and USW Local 1998 have now achieved final settlement on the implementation and maintenance of a new job evaluation system and
classification process which provides for both Pay Equity, as required by the Pay Equity Act, and also for internal equity across all job classes. A copy of the Memorandum of Settlement including the Finalization and Maintenance Protocols are found at http://usw1998.ca/ and http://www.hrandequity.utoronto.ca/groups/union/usw.htm
The purpose of this communication is to provide you with more detailed information with respect to the settlement and the implementation of the new job evaluation system.
In 2000, the University and USW agreed to establish a new job evaluation system to
provide for pay equity and internal equity. This new system is different from the previous job evaluation system and has been jointly negotiated.
We agreed to develop the “SES/U” system as the method for establishing and maintaining an open, consistent and fair job evaluation and classification process that reflects the values of the University community. The University has agreed to monitor job evaluation and classification processes to ensure they meet these objectives. There is a Joint SES/U Oversight Committee which oversees the administration of the program and the job evaluation system.
The SES/U system derives ratings for positions through a combination of established factors, weightings, and “Questionnaire Summary Documents” or “QSDs” which enable direct employee and manager input into the job evaluation process.
The scope of the job evaluation project that has been underway required the evaluation of all bargaining unit positions. The Union and the University have reached agreement on the ratings for approximately two-thirds of these positions (Waves 1-5 and part of Wave 6), and have agreed on a framework to complete the rating of the remaining positions (Waves 6 and 7). We have also agreed on the creation of new job classes and the positions that comprise these job classes. The result is approximately 380 new job classes, which are organized into job groupings. Approximately one-third of the positions in the bargaining unit have not yet been assigned to a job class or rated. This will occur over the rest of this year.
USW and the University have also agreed to a new Maintenance Protocol, effective
June 1, 2011, which will provide a process going forward for the maintenance of pay and internal equity. Employees are now able to file a request to reclassify their job. The request form can be found at the U of T website. As of November 1, 2011, Managers, the Union and the University may also file requests for the reclassification of specific jobs.
The Maintenance Protocol sets out the joint process for handling these requests. If the Union and University cannot reach agreement on the resolution of a request, the matter will be referred to mediation/arbitration for a decision.
Moving to the New Pay Structure
The Union and the University have also established new pay bands and a new pay
structure that meets the requirements of the Pay Equity Act. There are 20 pay bands in the new pay structure.
Effective July 1, 2011, those positions that have already been rated (Waves 1-5 and part of 6) will be moved into the new pay scales. The University and the Union have agreed that this will occur as follows:
incumbents whose salaries are below the new salary range will have their salaries increased to the minimum of the range, and then will receive their step progression on their next salary adjustment date
incumbents whose salaries are within the new salary range will remain at current salary, and will then receive their step progression on their next salary adjustment date
incumbents whose salaries are above the new salary range will receive acrossthe- board increases, if any, but no step increases, for as long as they continue to hold their current position.
Going forward, employees will progress through the new salary ranges by moving to the
next closest step on the grid on their normal salary adjustment date. Those employees
who will be moving to the new salary ranges on July 1, 2011 will receive an individual notice from the University informing them of their job class, the job class ratings and total points, their new pay scale and salary adjustment, if applicable.
As outlined in the Memorandum of Settlement, these salary adjustments are retroactive
to July 1, 2007. Those employees entitled to an OTO retroactive payment will receive
more information about this prior to the September 30, 2011 payment date.
Completing the Job Evaluation/Pay Equity Process
The “Finalization Protocol” sets out the process for completing the Job Evaluation/Pay Equity process. The University and the Union are currently working on finalizing rating rationales and Job Class Summary Documents (JCSD) for the job classes already rated. Any unresolved issues will be determined by mediation/adjudication. The JCSDs will provide a brief description of each job class. Once finalized, the JCSDs will be posted on the University and USW websites.
The University and the Union will continue to work on the outstanding Wave 6 positions, and any adjustments or OTO retroactive payments owed to employees in these
positions will be implemented in the same manner as the other Wave 1-6 positions once
the disputes have been resolved.
Employees whose positions are in Wave 7 are currently completing the QSDs. The
Union and University will try to reach agreement on the Wave 7 issues over the coming
months with any disputes being dealt with by mediation/adjudication hearings in late
November and December. Movement to the new salary grids and any resulting salary
increases and retroactive payments are to commence in 2012 after all Wave 7 disputes
The Union and University, meeting in the Joint Oversight Committee, have been able to
collaboratively resolve their disagreement about the process for handling reclassification requests submitted between April 8, 2011 and May 30, 2011. These requests will be handled as part of Wave 7 and the timeline for completion of Wave 7 will be extended. As a result, the need for mediation/arbitration of this issue has been avoided.
The Union and University are committed to providing regular updates as these
processes move forward.
Where can I get more information?
United Steelworkers Local 1998:
Telephone inquiries may be directed to: (416) 506-9090
Email inquiries may be directed to: firstname.lastname@example.org
University Human Resources:
See attached link for contact information for all Divisional HR Offices:
See attached link for additional resources & information on SES/U:
Email inquiries may be directed to: email@example.com