Frequently Asked Questions
- How do I know if the role should go through this new process?
- Can an individual employee make a personal request, directly to the Establishment Review Panel, that their role be considered under this process?
- What happens if a line manager refuses a request to review a job description?
- What happens if the JE panel doesn't evaluate the role at the grade we were expecting?
- Can the PTO Establishment Review Panel reject a request?
- Is there an appeals process?
- Can a role go down in grade?
- Can I appoint someone to the new role at a higher grade?
- Will my member of staff be issued with a risk of redundancy warning?
- Do I have to present my business case to the PTO Establishment Review Panel?
- How can I ensure that staff who have been in their role for years and are at the top of their grade are financially recognised for their contribution?
- How is the PTO Establishment Review different to JLR?
- Is there an individual promotions process for PTO staff?
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 no impact on existing roles within the structure). You should discuss your plans with your People Partner/Strategic Partner, who can advise on the appropriate process.
No. You should discuss any concerns about the accuracy of your current job description with your line manager. Your line manager must submit any request to change a role via the PTO Establishment Review Process.
You should attempt to resolve any issues with your line manager in the first instance.
Where this has not been possible, raise the issue with the line manager's manager or contact the Staff Hub to speak to a People Function Adviser.
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.
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, or 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.
No, but a line manager can return to a future meeting with an updated request. In this case, the manager should clearly show how the business case has changed from the one originally rejected.
A manager will submit a request for a proposed new role(s) that meet 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.
The grade of a role may increase, decrease, or remain the same as a result of this process.
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., by advertising internally, and why this is the appropriate method.
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 another available role in the structure could 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.
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.
This process focuses solely on the role's needs and requirements, not on the individual's performance. In this situation, you could consider using the Pay Review process and/or explore how you can support that individual in moving to the next suitable role in their career path.
You should discuss this with your People partner, who can direct you to the appropriate resources.
The university is committed to recognising staff members’ achievements in their role through the staff recognition awards and through the Pay Review Framework.
There are several key differences designed to improve transparency and consistency in the university's approach. This process is forward-facing, so managers are expected to obtain approval before implementing any changes.
It is not a promotion process but focuses on roles/structures. It will apply to all changes to all existing roles/structures (but not to new roles that do not impact existing roles within the structure). The manager will need to explain the changes in the role and the reasons for them to a local panel, which will then be able to make an informed decision on the need and validity of these changes.
Once all required information has been provided, the new job description will be sent to the weekly job evaluation panel for review. We will fill the roles transparently to ensure they align with the university's values, and the People Function will conduct an annual Equality Impact Audit.
No. PTO staff can apply and progress to a higher-grade role where:
a) a higher-grade 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 the creation of a brand new role, and the individual is successful in the recruitment process. Please see the resources for career development support.