University of Western Ontario Staff Association

Job Evaluation – Year One Triennial Review Deadline Approaching

Please refer to our Collective Agreement Article 44.03 (page 90) and Schedule B (page 187)

The Triennial Review process is outlined within 44.03 of our Collective Agreement and states that each Dean, Budget Unit Head or designated supervisor must complete a review of the existing job description for each position reporting to her to confirm the actual content and responsibility of the position at least once every three years as listed on the Review Schedule outline in Schedule B.  This review shall be submitted to the incumbent employee who shall be given the opportunity to add her comments.  The process and timeline for such review is subject to Article 44.04.

Important points about the process:

  • Any change in duties that are significant and permanent should be added
  • Your PDQ must be reviewed, updated (where/if necessary), and signed by 3 parties: incumbent employee, designated supervisor, and Dean, Budget Unit Head or Designate
  • You are entitled to up to 2 hours during work time to complete the review – you do not have to make up this time
  • You are encouraged to add your comments to the document.
  • The Dean, Budget Unit Head or designate shall either agree and sign or amend and sign, after which they will forward the PDQ for evaluation to Human Resources within 30 days, with a copy of the (signed) PDQ given to the incumbent employee, which will include any comments added by the incumbent employee. Please ensure you receive this copy for your records.
  • Any salary change resulting from a reclassification will be retroactive to the first of the month following the date that the PDQ is date stamped by the Dean, Budget Unit Head or designate.

It is very important that your PDQ accurately reflects the work being performed for the position.  We have heard of supervisors saying ‘not to include so many details’.  It is important to include details that would provide an accurate description of the work being performed.  We encourage you to reference Schedule A when reviewing your PDQ.  Schedule A outlines the factors and subfactors that are used to determine the levels, which ultimately determine the points, you receive in each area.  There are very clear descriptions for what each subfactor is measuring.  We encourage you to read this to provide you with a greater understanding of how the criteria is weighted and to help ensure you are providing the most appropriate examples for each factor.

Another helpful resource is the job profiles, which can be found at the following link:  Scroll down to the bottom, and click the Job Evaluation (JES) transition link.  You will then need to sign in using your Western credentials, but will now be able to access the Job Profiles.  We encourage you to use this as another resource for better understanding the types of duties/responsibilities between similar positions, but of different classifications.

Finally, UWOSA has worked very hard to obtain the language of Article 44(Job Evaluation) and 56 (Pay Equity).  Many members suffered a loss of compensation due to the delay in leaders completing and signing the PDQ documents.  By now, the excuse of ‘I didn’t know’ can no longer be used.  Year 1 reviews must be submitted by June 30, 2019.  If you fall into one of the units listed below and have not yet began the review process, please reach out to your supervisor and ask for your Triennial review to be initiated.  Please reach out to our office if you are having any problems in this regard.  Any year 1 PDQs that are not completed by the deadline, UWOSA will be filing grievances on our member’s behalf to ensure the process is respected and adhered to.  Please reach out to the office if you require supports or clarification regarding the process – we are happy to help.

In Solidarity,

Nikki Grozelle


Nikki Grozelle

Chief Steward


Schedule B:

Year 1 runs from July 1, 2018 to June 30, 2019.

The following units are included in year 1:


  • Faculty of Education
  • Faculty of Arts and Humanities
  • Faculty of Health Sciences
  • Faculty of Engineering
  • School of Graduate and Postdoctoral Studies
  • Student Experience
  • Western Technology Services
  • Advancement Services
  • Animal Care
  • Housing
  • Student Health Services
  • Research and Development Services & WORLDiscoveries
  • Western International

Bulletin from UWOSA

New and Improved UWOSA Website Launches on Monday June 10, 2019

Brydges Design has completed the re-design of the UWOSA website, the Stewards beta-tested, and it will be live on Monday, June 10, 2019! All information and UWOSA members will be migrated over the weekend, so please refrain from going to the website until Monday June 10, 2019.

What has improved? The Ad Hoc Communications Committee listened to you and has given each page a more modern look, the interfaces of the pages works better with mobile devices, includes a search function, and has the capability of event registration online (no more paper luncheon tickets!).

There is also a section for our Stewards and Executive Officers.

Usernames and passwords for the new site are the same as those currently in use for the existing website (i.e. you do not need a new username or password; the ones you use to access the current UWOSA website will work with the new one).

Please note if you have friends who are on a secondment outside of UWOSA, they will be migrated across, just blocked from the site until they return to their original position in UWOSA.

If you have any questions after June 10, 2019, please email

Jen Heidenheim, Chair

Ad Hoc Communications Committee

Columbia Store Invitation Now Available

UWOSA is invited to shop at our Columbia Sportswear Company Employee Store from June 7 -30, 2019.

To learn more visit the Member Area - Columbia Sportsware Invitation

UWOSA Floating Holidays Reminder

As per Article 21, UWOSA members are entitled to two floating holidays to be used by June 30, 2019.

Floating holidays are meant to be used for unexpected events outside of one’s control where a member would need to be absent from work in order to attend to the matter (ex. Car breaks down, water pipe in house breaks, etc.).

Keep in mind that UWOSA floating holidays may not carry forward to the next year. If you do not know if you have any floating holidays left for this collective agreement year, please ask your supervisor. Effective July 1, 2019 you will receive two float days to be used before June 30, 2020.  

If you have any questions, please contact your Area Steward or the UWOSA office at