Frequently Asked Questions

Personal Impact

1. What does this mean for me?

Depending on the evaluation of the role using the Hay method, some roles may be graded differently as a result.

Individuals will NOT be impacted negatively by grading changes and adjustments are a way of moving forward under the new methodology. The communication of the Hay method results will occur in January and February.

Any salary adjustments will be retroactive back to November 25, 2018.  HR will be working in partnership with Payroll to process these results as quickly as possible.

Please check the Job Evaluation Project page for the updated project timeline.

Please do not contact payroll

2. Will the evaluation process affect my pay?

In many cases there will be no change to pay if the position is evaluated within the same grade.  If the position is higher than your current grade, your salary will be adjusted accordingly (including retro pay back to the Hay method "go live" date, November 25, 2018).

Regardless of the results of the job evaluation, no existing employees' salaries will be negatively impacted by the results the Hay method generates.

Evaluation process

3. What is the difference between minor edits and significant changes in a job description?

If a job has undergone significant changes, it is eligible for re-evaluation. If a job has undergone minor edits, it does not qualify for re-evaluation, you can send the updated job description to to be uploaded to PeopleSoft. Please see the chart below for examples of minor edits and significant changes.

4. Why is the impact of this project taking so long?

Time is needed to educate leaders, implement calibration of feedback from VPs and to administer the process changes for every position within APSA and Excluded groups.

5. What if I have a position that reports to me that is very unique (i.e. there are no comparable jobs in the department)? How is it evaluated?

Each job is evaluated on its own merit using the four factors identified in the Hay Method Job Evaluation process. We take into consideration similar roles which may be from a variety of departments for benchmarking purposes. For additional information, please see our infographic and video.

6. Does having more direct reports and having a higher budget within a department result in a grade increase/difference?

Roles are evaluated using the four factors identified in the Hay Method Job Evaluation process. Points are assigned for each factor. Points will vary but direct reports and the size of the budget do not automatically result in an increased grade level. This is because positions are not evaluated based on the number staff (i.e., 2 direct reports vs. 25) and budget alone.

Positions are also evaluated on the diversity/number of activities that are required to carry out job functions, which will result in higher points. However, this does not guarantee a grade increase, as grade changes are based on the total points accumulated.

Example: a Director overseeing multiple units (higher diversity/number of activities), will see a higher score compared to a Director accountable for one unit. For additional information, please see our infographic and video.

7. What happens if I submitted an occupied before the start of the project? Which job description (JD) was used when evaluating the role using the Hay method? The old JD or the updated JD?

The Hay evaluation is based on the updated job description and all additional supporting documents submitted as part of the occupied re-evaluation request. For additional information, please see our infographic and video.


8. My position’s grade did not change under the JE Project. Why not?

All positions were evaluated consistently under the new methodology and not all positions were impacted. As a result, many positions will remain in the current and correct grade.

9. What if I disagree with my new role grade?

  1. Talk to your manager. If the two of you jointly agree that your job description is not reflective of your current responsibilities and will result in MAJOR changes to your job description, work together to create an accurate job description. 

  2. Requests for re-evaluations will only be considered:
    1. After this project is completed
    2. If the position has existed for over 9 months and there are substantial changes to the job description
    3. The re-evaluation will be placed in the job evaluation priority order
  3. Submit it to Compensation for review.

10. What if the leader results spreadsheet I received contains people who no longer work in our department or is missing people who currently work in our department?

Please contact with the "SUBJECT: Leader Report"

11. What happens to an employee whose grade has decreased?

Their position would be identified as an anomaly (as per policy AD10.6 7.03). When a position is identified as an anomaly the employee will continue to be compensated at the salary grade level of the position prior to re-evaluation and they will be eligible to receive all future salary step and general salary increases at this salary grade level.

12. One of my employees asked for the rationale of their grade change, what should I tell them? 

We evaluate each role based on the current job description and organizational chart. The job evaluation process is about evaluating the job, not the person. Your employee’s grade was based on assigning points to the four factors of Know-How, Accountability, Problem Solving and Working Conditions. The total points allocated for the role was then added up and assigned the appropriate grade.

For additional information, please see our infographic and video.

13. What if I have received a letter for an employee on leave? 

If you received a letter for someone that is on a leave, please use your discretion in sharing. Contact your Advisor for advice if you have any questions.

14. What if I receive a letter for someone who is no longer reports to me?

If you have received a letter for someone that no longer reports to you, please email These letters were created based on the current reporting relationships in (PeopleSoft/HAP).


15. Where can I get assistance with the job evaluation process?

Check out the Compensation Team page for tools and resources. Or contact for assistance.

16. How can I support the implementation of this project as a leader?

We encourage you to stay curious, ask questions and stay up to date on the latest communications on the website.  Please share updates about the project with your staff and have them review the website as well.

Managing budgets and retro-pay

17. Do managers need to find funding from their existing budgets for salary increases and any applicable retro pay resulting from the implementation of the Hay method or is this funded?

For 2019-20, departments were provided with additional budget to cover the costs relating to Phase 2 of the JE project. For 2020-21, departments will need to budget for any revaluated positions within the reference point that they’ve been provided.

Once the phase 3 results are known, the budget office will take appropriate action based on when the results are available. Costs up to March 31, 2020 will be funded, while costs subsequent to April 1, 2020 must be funded by the reference points provided.

If you have any questions about this please contact:

18. In what tax year will my retro pay be taxed?

As normal practice, any applicable retro payments will be taxed in the tax year they are paid.

19. How does retro-pay work for an employee on maternal/parental leave? 

Retro-pay is based on the time worked in your role, retroactive to November 25, 2018. The employee would not be working, therefore not eligible for retro-pay. Upon their return to work, your salary will be based on the new Hay evaluation grade.

If the employee worked past November 25, 2018 and is eligible for retro-pay, they will be paid the amount owing. As per the EI Maternity and Parental Benefits Government of Canada site, retro payments will have no impact on EI Maternity and Parental Benefits.  

20. If my position has moved to phase 3, when will my pay be retroactive to? 

All impacts to existing roles will be effective back to November 25, 2018. Please check the Job Evaluation Project page for updates to the project timeline.

If significant changes are being made to the job description it will be submitted as a re-evaluation and the retro-pay will be the submission date of the re-evaluation request.

Please do not contact payroll.