Common use of Translation and Appeal Process Clause in Contracts

Translation and Appeal Process. Translation 1. The basis for translating employees from their existing pay rate and pay framework to the new national pay rate and job banding structure will be based on two factors: • The national role profile the employee has been mapped to (see Mapping above) • Time in role that the employee has been mapped to • Employee salaries will not be reduced as a result of the translation (in such a case, they will be moved to the nearest highest salary step • Employees who are translated receive a new increment date (date of translation) 2. Employees will be provided with information on the role they are mapped to and translation to salary band and step prior to ratification of the pay equity settlement with a letter outlining national role profile, pay step and band and effective dates. The information will include information on the appeal process 3. The following process sets out the steps in the process for appeals • Employees who believe that they were not correctly mapped to a national role profiles or correctly translated to new salary scales may appeal. • All appeals will be submitted to the local DHB / PSA working group. If not able to be resolved, it will be submitted to the National Support Hub These may include class applications which cover multiple people in a role. • Appeals must be submitted within 6 weeks from the employee receiving their notification of role and salary step in the national pay rate and job banding structure. If the employee is on leave at the time of notification, the 6 weeks shall begin from when they return to work. • The grounds for appeal are that the employee believes that the role was incorrectly mapped or translated in the implementation process. • An employee who wishes to appeal their mapping or translation outcome will send a letter asking for a review to the local DHB / PSA working group setting out the grounds. • The letter will state the request for a review, include a description of the work they carry out and state the grounds for review. The application will include: − A position description and task list agreed between the employee and the manager − Copy of letter advising the employee of the role they are mapped to and salary level they have been translated to. − Submissions on why the member believes that they have been incorrectly mapped or translated. • The employee will send the letter to the local DHB / PSA working group within 6 weeks of receiving notification of the mapping and translation outcome. • The local DHB / PSA working group will not consider submissions that are incomplete or have not been signed off by all parties. Incomplete applications will be sent back to the employee with advice on what further information is required. • The outcome of the appeal will be communicated to the employee within 6 weeks of the appeal application. • If the appeal outcome shows a change in band/level/salary is due, the change shall be implemented on the effective date of the new pay rates. • If the local DHB / PSA working group cannot reach a decision the review will be submitted to the National Support Hub, whose decision will be final. • If a letter making an appeal is received after 6 weeks, the outcome of any successful review will not be backdated. • The local DHB / PSA working group will exercise discretion to ensure no disadvantage occurs in applying the 6-week limit in cases where an appeal is received after 6 weeks on the following basis − An employee being on leave or leave without pay at the start of the review period. The 6-week period will start from the date of return to work. − An employee or a group of employees may believe that their role was inadvertently mapped to the wrong role descriptor during the initial mapping exercise, including the reasons why the review was not sought under the appeals process at the time of the mapping process. In such cases, the outcome of a successful appeal will be effective from the effective date of the new pay rates. The period of time for such appeals will be open for a period of 18 months. Note: The basis for the mapping process is the sharing of information by all parties involved to ensure that decision-making is robust, transparent and meets the criteria for the mapping process.

Translation and Appeal Process. Translation 1. The basis for translating employees from their existing pay rate and pay framework to the new national pay rate and job banding structure will be based on two factors: • The national role profile the employee has been mapped to (see Mapping above) • Time in role that the employee has been mapped to • Employee salaries will not be reduced as a result of the translation (in such a case, they will be moved to the nearest highest salary step • Employees who are translated receive a new increment date (date of translation) 2. Employees will be provided with information on the role they are mapped to and translation to salary band and step prior to ratification of the pay equity settlement with a letter outlining national role profile, pay step and band and effective dates. The information will include information on the appeal processTHE INFORMATION WILL INCLUDE INFORMATION ON THE APPEAL PROCESS 3. The following process sets out the steps in the process for appeals • Employees who believe that they were not correctly mapped to a national role profiles or correctly translated to new salary scales may appeal. • All appeals will be submitted to the local DHB / PSA working group. If not able to be resolved, it will be submitted to the National Support Hub These may include class applications which cover multiple people in a role. • Appeals must be submitted within 6 weeks from the employee receiving their notification of role and salary step in the national pay rate and job banding structure. If the employee is on leave at the time of notification, the 6 weeks shall begin from when they return to work. • The grounds for appeal are that the employee believes that the role was incorrectly mapped or translated in the implementation process. • An employee who wishes to appeal their mapping or translation outcome will send a letter asking for a review to the local DHB / PSA working group setting out the grounds. • The letter will state the request for a review, include a description of the work they carry out and state the grounds for review. The application will include: − A position description and task list agreed between the employee and the manager − Copy of letter advising the employee of the role they are mapped to and salary level they have been translated to. − Submissions on why the member believes that they have been incorrectly mapped or translated. • The employee will send the letter to the local DHB / PSA working group within 6 weeks of receiving notification of the mapping and translation outcome. • The local DHB / PSA working group will not consider submissions that are incomplete or have not been signed off by all parties. Incomplete applications will be sent back to the employee with advice on what further information is required. • The outcome of the appeal will be communicated to the employee within 6 weeks of the appeal application. • If the appeal outcome shows a change in band/level/salary is due, the change shall be implemented on the effective date of the new pay rates. • If the local DHB / PSA working group cannot reach a decision the review will be submitted to the National Support Hub, whose decision will be final. • If a letter making an appeal is received after 6 weeks, the outcome of any successful review will not be backdated. • The local DHB / PSA working group will exercise discretion to ensure no disadvantage occurs in applying the 6-week limit in cases where an appeal is received after 6 weeks on the following basis − An employee being on leave or leave without pay at the start of the review period. The 6-week period will start from the date of return to work. − An employee or a group of employees may believe that their role was inadvertently mapped to the wrong role descriptor during the initial mapping exercise, including the reasons why the review was not sought under the appeals process at the time of the mapping process. In such cases, the outcome of a successful appeal will be effective from the effective date of the new pay rates. The period of time for such appeals will be open for a period of 18 months. Note: The basis for the mapping process is the sharing of information by all parties involved to ensure that decision-making is robust, transparent and meets the criteria for the mapping process.