Frequently Asked Questions

How do I know if the role should go through this new process?

The Establishment Review process is for:
a) Significant proposed changes to an existing PTO role (significant changes are defined as those in excess of 20%); or
b) Proposed changes to a PTO structure (excluding introduction of brand new roles, where there is an impact on existing
roles within the structure). You should discuss your plans with your HR Partner/HR Strategic Partner who will be able to
advise on the appropriate process.

Can an individual employee make a personal request direct to the Establishment Review Panel that their role be considered under this process?

No. You should discuss with your line manager if you have any concerns about the accuracy of your current job
description. Your line manager must submit any request for a change to a role via the PTO Establishment Review Process.

What happens if a line manager refuses a request to review a job description?

You should attempt to resolve any issues with your line manager in the first instance. Where it has not been possible to
do so, raise the issue with the line manager's manager or contact the HR Staff Hub to speak to an HR Adviser.

What happens if the JE panel doesn't evaluate the role at the grade we were expecting?

The JE Panel will provide feedback on their evaluation to the Manager who may need to return to the Establishment
Review Panel, to consider whether the outcome presents a potential issue for the new role/structure.

Can the PTO Establishment Review Panel reject a request?

Yes. The PTO Establishment Review Panel has several options it can adopt e.g. approve a request, approve a request
with changes, place a request on hold pending more information from the manager, reject a request as not congruent
with the strategy/work of the Faculty/Department. This list is not exhaustive and in any event the PTO Establishment
Review Panel will provide feedback on their decision.

Is there an appeals process?

No but a line manager can return to a future meeting with an updated request. In this instance the manager should
clearly show how the business case has changed from the one originally rejected.

Can a role go down in grade?

A manager will submit a request for a proposed new role(s) which meets the needs of the faculty/department. This
could be at a higher or lower grade than the current role. The PTO Establishment Review Panel will determine
whether a change in role and/or structure is approved. The Job Evaluation Panel will then review all proposed Job
Descriptions in order to determine the appropriate grade. It is possible that the grade of a role will increase, decrease,
or stay the same as a result of this process.

Can I just appoint someone to the new role at a higher grade?

No. All individuals must at least have an interview to confirm their suitability for the new roles. As part of the request
the manager should explain how they wish to fill the post e.g. advertise internally and why this is the appropriate
method.

Will my member of staff be issued with a risk of redundancy warning?

Following consultation with the Trade Unions, we have taken the approach to avoid placing staff at risk of redundancy
wherever possible. This means that, where there is another available role in the structure, which could potentially be
considered a suitable alternative for the individual (either at the same grade, or a higher grade), the individual will be
given priority consideration for this role in the first instance.

Do I have to present my business case to PTO Establishment Review Panel?

Yes. In this way the Panel can ask any questions they may have, and the manager has the chance to “bring to life” the
business case for the requested changes.

How can I ensure staff, who have been in their role for several years and at top of their grade, are recognised financially for their contribution?

This is not the process for you to achieve that objective. This process looks purely at the needs and requirements of
the role not the performance of the individual undertaking this role. In this situation you could potentially consider
using the Pay Review process and/or looking at how you can support that individual to move to the next suitable role
in their career path. You should discuss this with your HR partner who will be able to direct you to the appropriate
resources. The College is committed to recognising staff members’ achievements in their role through the College staff
recognition awards , and through the Pay Review Framework.

How is the PTO Establishment Review different to JLR?

There are several key differences which are designed to improve transparency and consistency in the approach across the
College. This process is forward facing so managers are expected to have approval before they put any changes into operation.
It is not promotions process but focuses on roles/structures. It will apply to all changes to all existing roles/structures ( but not
new roles that do not impact existing roles within the structure). It will require the manager to explicitly explain the chan ges in
the role and the reasons for these changes to a local panel which will be able to make an informed decision on the need and
validity for these changes. Once all the appropriate information has been supplied the new job description will go to the wee kly
job evaluation panel for review. Finally how the roles will be filled will be transparent to ensure it is in line with the va lue s of
the College and HR will undertake an annual Equality Impact Audit.

Is there an individual promotions process for PTO staff?

No. PTO staff can apply and progress to a role at a higher grade where
a) a higher graded role becomes available within the structure either as a result of changes to an existing
structure (approved via PTO Establishment Review).
b) there is a vacancy due to someone leaving or creation of a brand new role and the individual is successful in
the recruitment process. Please see the resources career development support.