• Section 1 - Purpose
• Section 2 - Application and Scope
• Section 3 - Position Reclassification
• Eligibility for position reclassification
• Application for Reclassification
• Outcomes of Position Reclassification Decisions 
• Review of Position Reclassification Decisions
• Classification Review Committee and Independent Reviewers
• Reclassification Review Decisions
• Notification of Reclassification Review Decisions
• Section 4 - Accelerated Increment Progression
• Application for Accelerated Increment 
• Section 5 - Roles and Responsibilities
• Section 6 - Definitions

Section 1 - Purpose

(1) This Procedure sets out the University of Wollongong’s (the University’s) process for managing reclassification and accelerated increment requests.

Section 2 - Application and Scope

(2) This Procedure applies to fixed term and continuing staff of the University.

(3) This Procedure does not apply to:

1. casual staff;
2. honorary and visiting academics; 
3. staff at campuses of the University outside Australia; and 
4. staff employed by other entities controlled by the University. 

(4) This Procedure supports and should be read in conjunction with the Employment Life Cycle Policy.

(5) The requirements of this subsection are consistent with clause 17 of the University of Wollongong Enterprise Agreement (Professional Services Employees), 2023.

Section 3 - Position Reclassification

Eligibility for position reclassification

(6) Only professional staff positions can be considered for reclassification to a higher level.

(7) Academic staff are eligible for promotion to a higher level in accordance with the Academic Promotion Procedure.

(8) Reclassification typically results from a staff member performing duties at a higher level over a period which has led to the position responsibilities being mainly at a higher level than the position’s current classification.

(9) Normally the staff member will have been at the top of their salary range for at least 12 months prior to a reclassification request.

(10) The staff member must have participated in performance planning.

(11) Where responsibilities are added to a position temporarily, a higher duties allowance may be more appropriate.

(12) A vacant position may be reclassified when the position description is reviewed by the People and Culture Division in preparation for recruiting to the position.

Application for Reclassification

(13) Where a staff member or Supervisor believes that their position description meets the work level descriptors (set out on the University of Wollongong Enterprise Agreement (Professional Services Employees), 2023) or a higher level than the level at which it is currently classified, they may apply to have the position reclassified.

(14) A request must include a reclassification application form, the updated position description and may include other supporting material.

(15) The request will be sent to the appropriate delegate for endorsement (see Delegations of Authority Policy). The delegate will consider whether the major and substantial part of the position’s work meets the work level descriptors of the higher level.

(16) Once endorsed the request should be submitted to the People and Culture Business Partner or Advisor.

(17) The People and Culture Business Partner or Advisor will assess the position description against the work level descriptors of the higher level, draft and attach a classification report to the request and submit for approval to the Chief People and Culture Officer.

(18) If the staff member’s business unit is under review, consideration of their reclassification submission may be held over until the review outcomes are decided.

Outcomes of Position Reclassification Decisions 

(19) The Chief People and Culture Officer or nominee will inform the staff member and their Supervisor of the outcome of the reclassification request in writing within four weeks subject to all documentation being received.

(20) If the determination was not to reclassify the position, the notification will state the reasons for the decision.

(21) The reclassification request and outcome notification will be placed on the staff member’s employment file.

(22) Where a position is reclassified to a higher level, the salary of the staff member who holds the position will be changed, normally to the first step above their current salary in the higher level.

(23) Such salary changes will normally take effect on the date the People and Culture Division receive the completed reclassification application.

Review of Position Reclassification Decisions

(24) A staff member or Supervisor may request a review of the reclassification outcome, or a staff member may request a review of the decision from the business unit not to submit a reclassification request.

(25) To be considered, a review request must be submitted within 10 days of, as relevant:

1. the date on which the outcome of the reclassification application was notified to the staff member and their Supervisor; or
2. the date that the staff member was notified that their business unit did not support the application.

(26) A review request will include:

1. the original reclassification request documentation; and
2. a statement by the staff member or Supervisor(whichever is requesting the review) of the reasons why they believe the decision not to reclassify the position is incorrect.

(27) An indication by the staff member whether they elect to have the review undertaken by an independent reviewer or a committee.

(28) The staff member or Supervisor will submit the review request to the Chief People and Culture Officer.

Classification Review Committee and Independent Reviewers

(29) A request for review must be made within 10 working days of being notified that an application has not been approved.

(30) The staff member must indicate whether they elect to have the review undertaken by an independent reviewer or a committee of review.

(31) Where the staff member has opted for a review by a single independent reviewer the Vice-President Operations will choose the reviewer in consultation with the staff member.

(32) Where the staff member has opted for a review by a committee the committee will consist of:

1. an independent chair chosen by the Vice-President Operations;
2. a management representative chosen by the Vice-President Operations; and
3. a staff representative nominated by the union representatives of the Joint Consultative Committee.

(33) The Vice-President Operations will, as far as practicable, use their nomination to ensure that the Committee has a diversity of genders and gender identities.

(34) All members of the Committee or independent reviewer will receive a copy of all documentation relating to the reclassification request.

(35) The Committee or independent reviewer may interview any member of staff who can provide information relevant to the review.

(36) The Committee, independent reviewer and any staff members who are interviewed will keep the review papers and discussion in confidence.

Reclassification Review Decisions

(37) The Committee will make its decision on each review request by a majority vote.

(38) The Committee or independent reviewer will decide whether the reasons the staff member or Supervisor gave for seeking review were substantiated and, if so, whether they materially affected the original decision.

(39) For each review request, the Committee or independent reviewer will record the outcome and provide it to the Vice-President Operations within one week of deciding the review outcome.

(40) The Vice-President Operations will consider the review outcome decision and either approve or decline the application for reclassification of the position.

Notification of Reclassification Review Decisions

(41) The Vice-President Operations will notify the staff member and Supervisor of the outcome of the review request.

(42) If the review request's outcome is that the position will not be reclassified, the notification will include the reasons for this decision.

(43) Where the position is reclassified as an outcome of the review:

1. the effect on the staff member’s salary is as in clause 13; and
2. the staff member’s new salary will take effect on, as relevant:
   1. the date when the People and Culture Division received the original complete reclassification request; or
   2. where the staff member’s business unit did not support the request, so it has not been submitted to the People and Culture Division, the date the staff member was notified by the head of unit of the of the decision not to support the reclassification request.

(44) The decision of the Vice-President Operations will be final.

Section 4 - Accelerated Increment Progression

(45) Where the Supervisor determines that a staff member’s performance against the expectations of their role is exceptional, the Supervisor may request accelerated incremental progression for the staff member. 

(46) Requests for accelerated incremental progression shall only be granted in circumstances where an exceptional level of attainment and sustained contribution can be clearly demonstrated.

(47)  Requests for accelerated incremental progression would ordinarily only be made at the time the staff member is eligible to be considered for incremental progression. 

(48) Accelerated progression will normally be limited to the granting of one additional increment.

Eligibility for Accelerated Increment 

(49) Accelerated progression is available for professional staff up to and including level 8/9 and academic staff up to and including Level D.

(50) A professional staff member may not progress beyond a competency bar within a broad banded level without also meeting the University’s criteria and procedures for competency-based progression. 

(51) Requests will be considered based on individual performance. They will not be approved on the basis of removing inconsistencies between staff members within a unit or across a Faculty or Division.

(52) The criteria for accelerated incremental progression is:

1. a clear demonstration of achievement beyond those prescribed for normal incremental progression; 
2. attainment of skills/knowledge required in the position achieved at an accelerated pace; 
3. exceptional and sustained overall performance of duties; 
4. demonstrated contribution to the Faculty or Division at a much higher standard than expected of a staff member of the same level and step. 

(53) The staff member must demonstrate through the annual development review processes in the last 12 months outstanding achievement in line with the objectives set. 

Application for Accelerated Increment 

(54) Requests are made in writing by the Head of School or Manager and submitted to the Executive Dean or Director. The request must include a case for accelerated progression based on the criteria above and include supporting documentation from the staff member’s annual performance review.

(55) If endorsed, the Executive Dean or Director will send the request to the People and Culture Business Partner or Advisor.

(56) The People and Culture Business Partner or Advisor will seek approvals as per the Delegation of Authority Policy.

(57) If approved, the People and Culture Business Partner or Advisor will provide to People and Culture Operations for processing.

(58) If the date of the accelerated increment is not aligned with the staff member’s normal increment anniversary date, the accelerated increment will reset the anniversary date, i.e. the next increment date will be 12 months following the accelerated increment.

Section 5 - Roles and Responsibilities

(59) Roles and Responsibilities are as set out in this Procedure.

Section 6 - Definitions