Effective May 1, 2000, the University of Dayton adopted the Hay method of job evaluation for classifying all secretarial, clerical, and related administrative support positions. This system establishes new grade levels and offers more precision than the current classification system.
The Hay system of evaluating and classifying positions is based on the assumption that job performance meets acceptable standards. The evaluation process examines the way work is expected to be done. The actual outcomes of the work and the characteristics of the employee involved in the work are excluded from the process. The Hay method does not measure an individual’s effectiveness or need for development, but rather focuses solely on the content of the job.
The classification of jobs by itself does not produce rates of pay. Rather, it produces a ranking of relative contributions of job assignments in the University around which a structure of pay rates is established. In addition, this classification system can be used to support career progression planning.
The Hay system of classification is based on an evaluation of the differences between jobs or positions in terms of a common set of factors to which points are assigned. The total evaluation points for each of the factors are then translated in to a job grade. These factors are:

1. Know-How

This factor is the total of every kind of skill and knowledge, however acquired, needed to conduct activities that are required for acceptable performance in the position. It has both breadth (comprehensiveness) and depth (thoroughness). One position may require some skills and knowledge in many areas, while another concentrates in a few areas. The requirements for Know-How for both positions could be equal. Total Know-How combines depth and breadth. This concept makes it practical to weigh and compare the total different assignments in terms of "how much skill and knowledge in how many areas".

An important concept is the "equivalency" of work experience and formal education. Skills and knowledge for assignments can be acquired or learned in many different ways. The focus in this method is not on the length and kind of formal education or certification to prepare a person for a particular assignment, but on the skills and knowledge themselves, "however acquired".

2. Problem Solving

This factor considers the original thinking needed for analyzing situations and creating, evaluating and adopting conclusions. Problem Solving increases if thinking is not conditioned by fixed methods or tested against history or requirements of broader processes. This factor considers the amount and significance of original, "self-starting" thinking.

Problem Solving adds to Know-How because, "You think with what you know". This is true of even the most creative work. The raw material of any thinking is something already there. Problem Solving considers the intensity and complexity of mental processes. Problem Solving is considered in terms of the typical work in an assignment, rather than the most extreme or emergency situations.

3. Accountability

Typical Grade Characteristics

Jobs in this grade require the ability to understand basic oral and written instructions and perform extremely simple, short cycle tasks. Work is extremely simple and very repetitive in nature, with job competence typically occurring within a few weeks. Work is characterized by the performance of repetitive operational routines, which may involve the use of common office equipment or the operation of standard, single purpose machines.

Jobs with duties such as performing low-skill manual labor, packing items for shipment, or performing simple errands are common for this grade.

Know-How

Jobs in this grade typically include task oriented and unskilled jobs that consist of a number of simple and related tasks following the same sequence. Incumbents are required to possess literacy and the ability to perform simple arithmetic operations. Jobs in this grade typically require a few weeks to learn.

Incumbents are required to have the ability to follow oral instructions and written procedures to perform somewhat basic clerical routines, operate common office equipment or operate standard, single purpose production equipment/machines. Incumbents typically have the ability to perform standardized, uninvolved work routines.

Jobs in this grade usually have explicit instructions that specify in detail the sequence and timing of tasks within controls that do not permit changes other than the effort that is applied to the work. Jobs are typically guided by simple rules and specific instructions that cover identical situations requiring search for solutions by simple choice of learned things. Instructions usually specify in detail the sequence and timing of the tasks to be undertaken, with little or no latitude permitted to consider alternative procedures. Work is very repetitive in nature.

Grade 2

Typical Grade Characteristics

Jobs in this grade require the ability to understand oral and written instructions and perform simple tasks. Incumbents are required to apply basic skills in arithmetic, reading, and writing. Work is simple and repetitive in nature, with job competence typically occurring within one month. Work is characterized by the performance of repetitive operational or clerical routines, which may involve the use of common tools, standard single purpose machines, or application of basic literacy.

Jobs with duties such as picking up mail, performing miscellaneous errands, filing pre-sorted material, or attaching labels are common for this grade.

Know-How

Jobs at this level typically include task oriented and unskilled jobs that consist of a number of simple and related tasks following the same sequence. Positions typically require basic literacy and the ability to perform simple arithmetic calculations. Jobs typically require a month to learn.

Jobs require the ability to follow oral instructions and written procedures to perform somewhat basic clerical routines, operate common office equipment, or operate standard, single purpose production equipment/machines. Jobs require the ability to perform standardized, uninvolved work routines with less direct instructions due to some prior experience and/or specific vocational training (e.g., basic keyboard skills, basic equipment operation, calculation using decimals, fractions).

Instructions usually specify in detail the sequence and timing of tasks with little or no latitude to consider alternative procedures.

Jobs at this level typically include simple rules and specific instructions covering identical situations requiring search for solutions by simple choice of learned things. Instructions usually specify in detail the sequence and timing of the tasks to be undertaken, with little or no latitude permitted to consider alternative procedures. Work at this level tends to be very repetitive in nature.

Typical Grade Characteristics

Jobs in this grade require the ability to complete basic tasks, typically related in nature, with some latitude in their completion. Incumbents usually apply basic knowledge of office work routines and/or operate basic/common office equipment to complete tasks. Jobs typically operate under simple rules and instructions, which usually cover most situations encountered in the job. However, here some latitude may be permitted to consider variations in the sequence of procedures based on situations encountered.

Jobs with duties such as sorting and verifying materials, stocking and maintaining inventory, or inspecting products, are common for this grade.

Know-How

Jobs at this level typically involve the completion of a larger number of related tasks with limited worker latitude in the sequence and timing of tasks and events. Jobs typically require basic familiarity with office routines and the operation of basic/common equipment. Jobs typically require months to learn.

Jobs require the ability to perform routine work assignments with minimal instruction due to prior experience and/or basic vocational training. Jobs may require keyboard skills and the ability to perform calculations using fractions, decimals or percentages, or the operation and minor adjustment of basic equipment or machinery. Jobs may require a specific vocational course (e.g., to attain keyboard proficiency) and/or some on-the-job training of short duration.

Jobs at this level typically involve tasks with a detailed sequence and timing, and limited latitude permitted to vary the timing of events.

Jobs typically include relatively simple rules and instructions, which are somewhat less specific than the previous level. The rules and instructions are typically straightforward and cover virtually identical situations that can be resolved by simple choices among learned things. Jobs usually specify the sequence and timing of tasks to be undertaken through the use of established routines and standing instructions. However, here some latitude is provided to consider variations in the sequence of procedures based on situations encountered.

Typical Grade Characteristics

Jobs in this grade require orientation to office routines, skills in operating and adjusting common office equipment, and/or the ability to provide a very well defined support service. Jobs require familiarization with standardized work routines, and/or the ability to use equipment and machines. Jobs in this grade may require basic clerical skill levels.

Jobs with duties such as basic data entry or typing, switchboard operation, receiving visitors, making arrangements, or mail processing are common for this grade.

Know-How

Jobs in this grade require basic familiarity with office routines and operation of basic/common equipment. Typically at this level, workers can modify the sequence of steps in equipment operation or work routine.

Jobs in this grade require the ability to perform semi-routine work activity(s) with minimal instruction. Jobs typically require some prior experience and training (basic vocational and "on-the-job training"). Incumbents at this level are typically involved in multiple tasks, engaging in activities that require awareness of unit workflow and limited rearrangement of tasks to adjust to circumstances. Jobs may require proficiency in the use of typewriters, data entry/retrieval/calculating equipment; and may involve the use of decimals/fractions or machine operations.

Jobs at this level require the application of skills directly to do the job. Situations encountered are typically similar in nature and can be resolved by choosing among learned things. Established routines and standing instructions provide some latitude to consider variations in sequence and timing of procedures. However, here procedures become somewhat more diversified and more latitude is permitted to address work that is becoming somewhat less repetitive.

Typical Grade Characteristics

Jobs in this grade require orientation to office/work routines to provide a basic support service. Incumbents are expected to apply prior experience, training, and/or exercise basic judgment to complete tasks. Incumbents may interact with customers, or others, to obtain or provide answers to standard questions.

Jobs with duties such as basic word processing, answering phones/providing basic information, maintaining records/files, or basic maintenance/processing of information are common for this grade.

Know-How

Secretarial and clerical jobs in this grade require familiarity with office routines and skills in operating/adjusting office equipment.

Jobs in this grade require the ability to perform semi routine work activity(s) with minimal instruction.

Incumbents typically apply prior experience and training (basic vocational and "on-the-job" training). Tasks are typically multiple in nature, with activities requiring awareness of unit workflow and limited rearrangement of tasks to adjust to circumstances. Jobs require the ability to perform moderately complex, specialized tasks requiring additional vocational training, experience, and "on-the-job" training. Incumbents are required to be proficient in the use of typewriters, data entry/retrieval/calculating equipment; and may be involved in the use of decimals/fractions or machine operations.

Job or task instructions usually provide latitude to consider variations in sequence of procedures based on changes in workflow or other immediate situations.

Jobs are typically characterized by the existence of established routines and standing instructions which provide latitude to consider variations in the sequence of procedures based on situations encountered within the work setting. Jobs at this level are typically less repetitive in nature, with the work presenting situations requiring solutions by discriminating choice of learned things which generally follow a well defined pattern.

Typical Grade Characteristics

Jobs in this grade apply standard practices and procedures to provide a well-defined support service. Jobs typically require an understanding of general office/work routines and the ability to use moderately complex specialized equipment. Jobs require incumbents to exercise judgment based on prior experience and training, with supervision available to assist on any work not clearly covered by standard procedures. Incumbents are typically required to interact with customers, or others, to obtain or provide answers to standard questions.

Jobs with duties such as word processing, answering phones/providing information, processing payments, performing routine calculations, processing/compiling data or records, performing basic coordination, or compiling reports are common for this grade.

Know-How

Jobs in this grade typically include secretarial and clerical jobs requiring an understanding of general office/work routines and moderately complex specialized equipment.

Jobs in this grade require the ability to perform work with minimal supervision. Tasks are typically multiple in nature, with activities requiring awareness of unit workflow with latitude to determine appropriate procedure(s). Incumbents are expected to have the ability to perform moderately complex work assignments including operation of specialized or multi-purpose equipment. Jobs in this grade may involve skills required for bookkeeping, operation of peripheral IT equipment or personal computers in standard applications.

Problem solving at this level typically involves selection of a solution from among clear and simple choices based upon previously defined procedures and practices.

At this level, established routines and standing instructions vary sufficiently so as to represent somewhat diversified procedures and precedents. While the tasks to be undertaken are proceduralized or have specific precedents established, latitude is permitted because of changing conditions to consider the most appropriate procedure or precedent to follow. However, situations can generally be resolved by making discriminating choices among learned things.

Typical Grade Characteristics

Jobs in this grade provide administrative, clerical, and/or support services that require the application of moderately diverse administrative/technical skills and the coordination of activities. Jobs in this grade require an understanding of general office/work routines and standards. Typically, knowledge is gained through "on-the-job" training and progressively more challenging assignments. Jobs in this grade typically have greater latitude in selecting among approved procedures in accomplishing results.

Jobs with duties such as word processing, answering phones/providing information, processing payments, preparing invoices, inputting and verifying data, drafting routine correspondence, responding to inquiries, or maintaining records/files are common for this grade.

Know-How

Jobs in this grade typically include administrative support positions requiring a thorough knowledge of a vocational area.

Jobs typically require specific vocational training or equivalent "on-the-job" training plus significant (2-3 yrs.) experience. Jobs in this grade may involve skills required for the use of advanced business machines, bookkeeping, complex office routines or related skills. Jobs in this grade can include some inside sales/customer service jobs where human relations skills are needed to influence customers.

Incumbents in this grade are typically confronted with multiple choice situations and through prior exposure/experience, have learned which choice is most appropriate to the situation.

Here, procedures have become more diversified and precedents begin to take the shape of standards. Tasks to be undertaken are covered by somewhat diversified procedures but more latitude is permitted to consider the most appropriate procedure or precedent to follow because of changing conditions, priorities or differing situations encountered in the work setting.

Typical Grade Characteristics

Jobs in this grade provide administrative, clerical, and/or support services that require the application of seasoned administrative/technical skills and the coordination of activities. Jobs in this grade typically require an understanding of department procedures, routines and standards, and apply some independent analysis and judgment to complete work assignments. Typically, knowledge is gained through "on-the-job" training and progressively more challenging assignments.

Jobs with duties such as word processing, answering phones/providing information, processing payments, assisting in preparing journal entries, maintaining records/files, updating and maintaining databases, preparing invoices, verifying data, organizing files, preparing correspondence, processing inquiries, or coordinating activities and processes are common for this grade.

Know-How

Jobs in this grade typically include experienced administrative support positions with a thorough knowledge of a vocational area.

Incumbents in this grade are typically required to have specific vocational training or equivalent "on-the-job" training plus significant (3+ yrs.) experience. This grade typically includes jobs that require the use of advanced business machines, bookkeeping, complex office routines or related skills. This level can include some inside sales/customer service jobs where human relations skills are required to influence customers.

While the work to be undertaken is proceduralized or has specific precedent established, latitude is permitted.

Jobs at this level require thinking within procedures and precedents (rather than specific instructions). Jobholders are typically left to plan and organize work in the best sequence. Incumbents typically face interpolative challenges; solutions are found fairly rapidly based on job-related knowledge and/or experience. Incumbents also may face "pick and choose situations" and may have to utilize some new applications to resolve problems.

Typical Grade Characteristics

Jobs in this grade provide advanced administrative, clerical, and/or support services that require the application of well-seasoned administrative/technical skills and the coordination of activities. Work performed at this level requires incumbents to work under general supervision and to exercise some independence. Incumbents are expected to understand department and organization operations and procedures and have frequent contact with persons at all levels of the organization. Incumbents may have access to confidential or critical organizational information requiring the use of judgement in its application.

Jobs with duties such as planning and implementing the daily administrative support services of the office, advanced word processing and desktop publishing, monitoring budgets, updating and maintaining databases, preparing complex correspondence or financial/technical reports, preparing and posting journal entries, maintaining complex accounting records, handling confidential information, guiding the work of others, or arranging conferences and meetings are common for this grade.

Know-How

Jobs in this grade include experienced administrative support positions, which require advanced vocational training plus experience.

Incumbents in this grade are typically required to have had previous vocational training or equivalent "on-the-job" training plus significant (3+ yrs.) experience. Jobs typically involve the use of advanced business machines, bookkeeping, or complex office routines. This grade includes jobs requiring proficiency in complex support functions. This level can include some inside sales/customer service jobs where human relations skills are required to influence customers.

Because of changing priorities or differing situations encountered in the work environment, incumbents have latitude to consider which procedure to use.

Somewhat diversified procedures and precedents guide problem solving in this grade. Jobholders are left to plan and organize work in the best sequence. Thinking is guided by substantially diversified procedures and specialized standards and precedents covering many situations. Incumbents typically find solutions and develop new applications by using job-related know-how to search for answers.

Typical Grade Characteristics

Jobs in this grade require the application of specialized skills acquired through a combination of job related vocational training and considerable on-the-job experience. Work in this grade is often involved and requires the incumbent to select and apply the correct technique or process to achieve end results. End results are generally recognizable as a distinct and moderately complex product or project.

Jobs with duties such as providing technical leadership, advice, and expertise on office software applications, monitoring department budgets, creating original correspondence or complex documents/reports, executing complex calculations, preparing and verifying the accuracy of complex accounting records and financial statements, updating and maintaining databases, researching and resolving complex issues in area of technical expertise, handling highly sensitive or confidential information, training and directing the work of others, or coordinating services to ensure efficient office operations are common for this grade.

Know-How

Jobs in this grade may include advanced vocational positions and/or supervisors of workers with vocational or advanced vocational skills and typically require basic knowledge of principles and theories of a specialized discipline.

Jobs in this grade may require mastery of complex equipment operation. Incumbents are required to have advanced technical skills usually obtained through extensive training (e.g., Assoc. Degree) and experience.

Because of changing priorities or differing situations encountered in the work environment, incumbents have greater latitude to consider which procedure to use.

Somewhat diversified procedures and precedents guide problem solving in this grade. Substantially diversified procedures and specialized standards and precedents covering many situations guide thinking. Incumbents typically find solutions and develop new applications by using job-related know-how to search for answers.

Typical Grade Characteristics

Jobs in this grade require a basic understanding and application of principles, whether acquired through college education or other equivalent preparation. The work typically involves a specialized field of knowledge and the application of specialized skills acquired through a combination of job related training and considerable on-the-job experience. Work is often complex, with incumbents customarily and regularly exercising discretion and independent judgement. Duties frequently relate to organizational policies or general organizational operations. Responsibilities and duties in this grade are at a sufficiently high level to meet or exceed the requirements for exempt status under the Fair Labor Standards Act.

Jobs with duties such as managing office processes and procedures, hiring, training, and supervising office support staff, formulating procedures, coordinating projects, managing budgets, analyzing data, and providing broad-based recommendations are common for this grade.

Know-How

Jobs in this grade typically include entry level administrative/professional jobs requiring basic understanding and application of principles and techniques in an area of expertise, or supervisors of workers with advanced vocational skills.

Jobs in this grade may require regular interaction with others where skills of persuasion are often required to influence behavior or opinion. Jobs in this grade may be supervisory over advanced vocational jobs or basic entry-level administrative/professional job where skills in coaching, motivating, training, and negotiating are required. Incumbents are typically required to possess basic knowledge of principles and theories of a professional discipline (e.g., non-technical BA/BS degree equivalent plus 1 or 2 years experience).

Because of changing priorities or differing situations encountered in the work environment, incumbents have latitude to consider which procedure to use.

Somewhat diversified procedures and precedents guide problem solving in this grade. Substantially diversified procedures and specialized standards and precedents covering many situations guide thinking. In many instances, conflicting courses of action may apply where incumbents must identify appropriate approaches. Incumbents typically find solutions and develop new applications by using job-related know-how to search for answers.

Website developed and maintained by: Vicki Hellmund CPS
Last Update: November 28, 2006