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Human Resources

Job evaluation

Job evaluation is a systematic process used to determine the relative value of different jobs within UVic. The goal is to establish a fair and equitable pay structure by comparing jobs based on their duties, responsibilities, skills, effort, and working conditions. The objective is to set a salary range for positions with equal pay for work of equal value while staying competitive for employee recruitment.

Request a job evaluation

Employees in CUPE 951 and PEA can complete a job evaluation questionnaire when the job has significantly changed, and the ratings do not capture the realities of the work. Job Evaluation Questionnaires (JEQs) are typically initiated by the employee and submitted to managers who provide comments for each of the factors prior to submitting to HR. The JEQ process is jointly created between the union and employer.

All other employee groups should contact their supervisor for information on job classifications, job descriptions and resources related to job evaluations.

Job description update and re-organization

Vacancies or restructuring of work can both prompt job description updates. This process is led by the manager in consultation with an HR Advisor. The Manager SharePoint has resources for managers looking to update job descriptions including templates and considerations for the process. 

Please contact your HR Advisor as soon as possible in this process.

CUPE 951 process

CUPE 951 members may request a job evaluation:

  1. 6 months after a position is initially created with a temporary rating.
  2. If the position has changed since it was last evaluated by HR or the joint job evaluation committee.

To request a job evaluation:

  1. Review the CUPE 951 Collective Agreement Article 27: Joint Job Evaluation Plan
  2. Review the CUPE 951 JE guidebook
  3. Complete a Job Evaluation Questionnaire (JEQ) and email to jec951@uvic.ca 

When a department creates a new position, it receives a temporary rating. 6 months after the starting date, the incumbent may submit a job evaluation questionnaire (JEQ) for job evaluation by HR.

Where a position has changed since it was last evaluated by HR or the joint job evaluation committee, an employee or manager can request a re-evaluation.

To request an appeal of the JEQ, please complete the appeal request form and email to jec951@uvic.ca. 

More information is available in Article 27.07 of the Collective Agreement.

CUPE 951 JEQ template
115KB DOCX file
CUPE 951 JE guidebook
232KB PDF file
CUPE 951 JEQ appeal request
51KB DOCX file

PEA process

There are 2 circumstances where a PEA employee may initiate a job evaluation: when the position is new and when the position has changed.

To request a job evaluation:

  1. Review the PEA Collective Agreement Article 19: Job Evaluation.
  2. Review the PEA JE guidebook.
  3. Complete a Job Evaluation Questionnaire (JEQ) and submit to peajec@uvic.ca.

After 6 months in a newly established continuing position, employees may request a job evaluation by completing and submitting a Job Evaluation Questionnaire (JEQ) for committee review.

When a position has changed significantly since its last rating, an employee, manager, or PEA union representative may request a re-evaluation. The committee will review:

  • if there have been substantive changes to the job since it was previously rated;
  • if the changes are of enough significance to result in a different score on any factor, and consequently, a different overall point total; and
  • if the overall point total meets the threshold of a different salary grade.

Should there be a disagreement with the results of the committee's review, an incumbent, supervisor, and/or excluded manager may request reconsideration. This request must be:

  • submitted within fifteen working days of the committee results notification;
  • in a request for reconsideration form;
  • detailed in a way that outlines the reason(s) for the request, the factor rating(s) in question and must include additional, new information and example(s);
  • signed by the incumbent, supervisor and excluded manager; and,
  • scanned and sent by email to peajec@uvic.ca.

Failure to meet the specified requirements means that the request for reconsideration will not be considered.

An applicant wishing to have additional information reviewed by the committee after missing the deadline may be required to initiate a subsequent new JEQ in order to have that information considered.

PEA JEQ template
85KB DOCX file
PEA JEQ guidebook
71KB DOCX file
PEA JEQ request for reconsideration form
21KB DOCX file

Process - all other employee groups

Employee groups aside from CUPE 951 and PEA should reach out to their supervisor for information. 

Evaluation timelines

HR and the Joint Job Evaluation Committee work to conduct reviews and communicate results as quickly as possible (normally within 3+ months of receipt to HR).

Partners can support an efficient process by reading the information available and following instructions closely to ensure a complete submission and to minimize requests for information. Incomplete submissions and requests for additional information or clarification will result in a delay.

Job Evaluation Questionnaires or subsequent requests for appeals/reconsideration are reviewed by the committee. The committee meets several times a year to review submissions for re-evaluation or reconsideration.

Generally the committee meets when there are a number of items to be reviewed and the turnaround time for the results may be several months from the date of submission, depending on the timing of the committee’s meeting.

Tips for employees

  • take the time you need to understand the process
  • review job evaluation information, references, resources and tools
  • focus on what has changed since the previous evaluation
  • provide examples from your day to day work (such as existing reports, plans, websites, etc.) as a starting point
  • be clear, concise and use plain language
  • documentation and records are maintained by the department.
    • reference and review job information (job descriptions, job postings, previous JEQs, etc.) as a starting point for completing your submission
  • reach out for support as needed
    • collaborate with your supervisor and seek appropriate guidance from your coworkers, peers or union representative
  • ensure that you have a copy or the original submission for your records
    • due to information and privacy restrictions only those representatives of the university, supervisors/managers or employees who are noted in the JEQ may be given access to copies of submitted JEQs

Frequently asked questions

You can include your own perspective in the appropriate sections using factual examples. JEQs allow employees, supervisors, and managers to offer different viewpoints. Ultimately, managers must sign off on assigned duties. For support, speak with a co-worker, HR, or your union representative.

You are not required to change accurate content you believe reflects your work. Managers can add their own input, and if you disagree, seek support from co-workers, HR, or your union representative.

JEQs address current responsibilities. If changes result in a higher classification, they are retroactive to the date your completed JEQ was submitted to your supervisor—no earlier.

Use recent job descriptions/postings to compare.
  • Have major responsibilities been added or removed?
  • Are there new supervisory duties?
  • Is there budget responsibility or sign‑off authority?
  • Are new qualifications or credentials required that weren’t before?

It means the current classification already covers the kind of change you described. Only significant changes outside that range will affect the salary grade.

Doing more of the same work doesn’t change the job classification under this system—it must be new or different duties.

Yes—group submissions are allowed. Clearly list all included employees, and ensure signatures from everyone and their managers before submission.

Titles alone don’t determine ratings—it's the actual job content under the evaluation plan that matters.

Jobs are rated based on descriptions at the time of evaluation, including context and documentation. Differences in duties or context across departments can lead to different ratings.

The evaluation system applies point values objectively based on job factors and duties—not personal opinions. Variations can arise because different responsibilities are weighted differently.

The university and union each appoint representatives (like HR Advisors or PEA reps) based on their roles and experience to ensure balanced perspectives.

Before voicing concern, gather facts and context. If you suspect inequity, speak with your supervisor, manager, or union representative. Feedback on the PEA system can be sent to peajec@uvic.ca.