Things change over time and so do jobs/employment positions. When a job changes due to technological change, right sizing, or reclassification a number of administrative actions are required to ensure the job changes conform to Human Resource requirements and related Employee Agreements.
Position changes resulting in a Demotion, Promotion, or Reclassification
Changes in the organization of a department/unit may also result in employee positions changing. The steps for termination or reclassifying employees differ for each employment group and your HR Advisor can assist you guiding you through the process.
You should identify which employee agreement represents the affected employee and consult the relevant employment agreement. The agreements will provide you with the information on required notice periods and specific procedures.
For example, CUPE 2950 (Article 34 – Employment Security and Article 19 –Technological Automation and Other Changes) outlines required notice periods and specific procedures. For terminations of other employee groups, contact your UBC HR Advisor.
Options available to the department/unit where a reorganization occurs not resulting in a termination includes:
- Offering the position to the current employee (promotion or demotion): If it is determined the current employee has the necessary skills, education and experience or if retraining is viable the current employee may be offered the position subject to the guidelines in the appropriate Employment Agreement. Consult your UBC HR Advisor if you are considering this option.
- Hiring a new employee: If it is determined the current employee is not suitable for the newly classified position, appropriate notice must be provided to the employee in the current existing position and the newly classified position needs to be posted with UBC Human Resources and the appropriate hiring procedures need to followed. Add discussion around the options: if you’re making changes to your organization…if there is someone internal…what reasons you cannot offer it to the current person.
The following procedures should be followed when employment responsibilities and duties change which results in the re-classification of the position. Reclassification may result from Technological Change or Right Sizing which may result in a promotion, demotion, or even position elimination.
- Identify the appropriate Employment Group and Position Classification.
- Write a new Job Description outlining the responsible position responsibilities and work performed. If posting and advertising a position, a Job Description and Position Number needs to be created in HRMS.
- Consult with your UBC HR Advisor to review your organization structure and to review the new job description or proposed position elimination.
- Terminations and layoffs differ for each employment group and your UBC HR Advisor will request specific information, including the cause of layoff (i.e. technological change, reorganization of work).
- Appropriate notice needs to be provided to the employee. Your UBC HR Advisor can advise you accordingly of the length of notice required depending on Employee Group.
- Determine if the current employee should be offered the position subject to Employee Agreements. Alternatively, a new employee with the appropriate skills, experience and education should be recruited.
- In consultation with your UBC HR Advisor determine if the new Job Description needs to be posted and advertised. An Internal Rider on the job posting may be appropriate for M&P positions where an appropriate candidate has been selected and recruited and the Employment Position is only posted for information only to the University Community.
- Interview and Make an Offer for the posted position according to Employment Group Agreements and UBC HR Policy.
- For all job changes requiring a change in the ranking of a position or change in remuneration/pay enter the Appointment details into eRecruit, generate the offer letter, and send it to the employee.