Options for completing a revised HERA submission

There are three options for making a revised HERA submission. Managers should consult with Sarah Pedder or Raj Lakhani to agree the most appropriate method to make the submission.

In cases when a role has changed significantly since the job description was originally drafted we recommend that Option 1 is pursued in the first instance . Where a role has not significantly changed but the manager or member of staff considers that the grade of the role should be reviewed, Option 2 may be more appropriate.

Once the submission has been completed by the member of staff, it should be sent to HR by the line manager. The manager will be asked to provide a business case describing how the additional responsibilities arose and how they relate to the departmental development/ service development plans and therefore support the School’s strategic aims.

The response time may be up to a month, depending on the volume of applications.

1. Option One: Evidence-based Job Descriptions

This option involves reviewing and revising the current job description to include HERA evidence of how the role has significantly changed in terms of breadth and responsibility.

If you do not have a HERA evidence-based job description, please see the HERA evidence-based job description template|.

We suggest you start with a quick summary, one or two sentences maximum, of the overall purpose of the job. This is the job summary part of the form. Then list the key tasks / components of the job as a whole, perhaps five or six bullet points outlining principle duties / key objectives.  This is the key tasks area of the form.

The next section deals with HERA elements and the actual evidence on which the evaluation of your role will depend.

There are 14 HERA elements. See the overview of the HERA elements| for a full description of each one.

You may not need to use all 14 elements , if you pick the most relevant seven/eight that should be sufficient. For most academic support staff these may be:

1. Communication

5. Teamwork and motivation

2. Service delivery

6. Decision making

3. Initiative and problem solving    

7. Planning and organising resources

4. Team development

8. Knowledge and experience

Please do have a look at the other elements as they may be relevant depending on the particular role.

Once you have picked the most relevant seven/eight you then need to get together 'evidence' of each. Remember, evidence is specific, tangible, verifiable examples of what people are required to do as part of their role as described in the HERA evidence overview|

If you would like to view an example of a HERA evidence-based job description please click here|.

Please contact Sarah Pedder or Raj Lakhani in Human Resources for any further guidance.

2. Option Two: HERA Written Record

If your job description has not significantly changed but you believe that it does not actually reflect the responsibilities of your job, we advise that you make the submission by completing the HERA Written Record. If this is the case, you are welcome to simply amend the document to add the new responsibilities where appropriate, in fact, if you could highlight these changes in some way that would be very helpful to the HERA Role Analyst. 

If you choose to start this document afresh, at first sight the documentation can appear daunting and time consuming. But by following the guidance below, the task can be made less burdensome.

The HERA Evidence of Role Requirements Form| consists of a number of questions grouped into the 14 HERA elements|

When answering the questions, you should provide specific examples to demonstrate evidence of the duties and responsibilities in your role. Remember, evidence is specific, tangible, verifiable examples of what you are required to do as part of your role as described in the HERA evidence overview.

Please remember the scheme applies to all staff grades. Some of the statements will only apply to the most senior members of staff in the School and then only occasionally - please don't try to find evidence for a statement if you know that the role does not involve carrying out work at this level. It is most unlikely to affect the final score. 

However please do not forget those activities which are important even if they are not everyday occurrences as they may impact on the score.

Also, many of the statements are arranged in hierarchical form from the most basic to the most complex. Please try and give as much evidence as you can on the statement which you think is the main focus of the job, without copious examples at the lower levels!

For further guidance, please refer to the HERA Evidence by Written Record Question Document.

3. Option Three: HERA Interview

In most cases either option one or option two is the most efficient method for submitting a HERA review. However, sometimes, it may be appropriate to use the HERA interview method. Please contact Sarah Pedder or Raj Lakhani for advice.

Before the interview you should read the HERA Interview Guidance| to help you think about your role in HERA terms. You will need to make some notes on these questions and email them to the Role Analyst prior to the interview. The discussion will then be structured along these lines using your notes as a basis.

The role analyst will ask you more questions about your role to help you explain it fully. When answering the questions, you should provide specific examples to demonstrate evidence of the duties and responsibilities in your role. Remember, evidence is specific, tangible, verifiable examples of what you are required to do as part of your role as described in the Competencies, Tasks and Evidence| document.

Throughout the meeting the role analyst will make suggestions about amendments that can be made to the notes. When the meeting is over you will be asked to go away and update your notes in line with the discussion. We ask that you do this yourself, as it is important the role is represented in your own words to avoid misunderstandings. 

The interview will last about one hour and will only be with one role analyst. If you find it helpful to have your line manager with you, that is fine, we just ask that you inform the Role Analyst in advance so a large enough room can be booked!

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