The regrading procedure is applicable to staff occupying an existing post. The request to regrade a post may arise from either the department or an individual where they feel that changes in the role are sufficient to require a review of the grade.

In order to progress a regrade, the HR team need the following:

• An up-to-date job description on the latest version of the department template
• An organisation chart showing the line management structure and significant working relationships
• A completed regrade form that sets out the reason for the regrade. eg the tasks being undertaken now that weren’t being done before, and examples of achievements that evidence working at the higher grade (for research posts this might include significant papers and grants awarded). The line manager should complete their section of the form before it comes to HR. (Note the HR Team will arrange sign-off of the Departmental Administrator section of the form)
• For research roles being reviewed for Grade 9 or 10, we also need a CV. 

Please send all documentation to hr@phc.ox.ac.uk

Department HR staff will review the paperwork and provide feedback as necessary to strengthen the application.  In the case of research posts being reviewed for Grade 9 or 10, a senior academic (usually the Associate Head for People and EDI) also reviews the application and provides feedback as needed.   This is to ensure equity and that the academic requirements for the grade are met.  

The aim is to ensure that any roles that go forward for regrade have the best chance of being successful. 

Once all the paperwork is in order, the HR team submit the regrade via the HR system (PeopleXD) and formal review of the role is arranged centrally using the Higher Education Role Analysis (HERA) system.   We are usually notified of the outcome within three weeks of submission.

Sometimes we are asked to provide further information on a particular aspect of the post’s responsibilities if there isn’t sufficient information in the application to give a HERA score for that element.  

If a regrade isn’t successful after submission, then there is an opportunity to appeal. If the appeal is unsuccessful, then the post cannot be resubmitted for regrade for at least 12 months. 

Job Description Template

Regrade Form

HERA

When preparing your application you might find it helpful to refer to the generic job descriptions and use the duties and criteria contained in those if they apply.

We also advise you to read the generic grade descriptors to get a sense of whether your role meets the requirements described. Note that these are generic and job roles are looked at from a broad range of perspectives, so being able to say you are meeting one element of those descriptors doesn’t necessarily mean the balance of the job is in the higher grade.

Further information:

https://hr.web.ox.ac.uk/regrading-procedure

https://hr.web.ox.ac.uk/higher-education-role-analysis-hera

https://hr.web.ox.ac.uk/generic-job-descriptions

https://hr.web.ox.ac.uk/grade-and-category-descriptions

Individuals looking for promotion are also able to apply for jobs at a higher grade either in this department or elsewhere in the University and be appointed in competition with other candidates.

Where there are a number of roles in a team that are changing, it may be appropriate to approach this as a restructuring. Please contact hr@phc.ox.ac.uk for advice on restructures.