University of Guelph and USW Local 4120 Joint Job Evaluation Review Committee (JJERC) Training for Incumbents Completing the Job Information Questionnaire (JIQ)

Revising the Joint Job Evaluation System USW Local 4120 and the University agreed in bargaining to revise the Job Evaluation System. The joint working group met regularly (30+ meetings) to revise the job evaluation tools and process. The joint working group is now ready to proceed with the pilot phase to test the revisions to the Job Information Questionnaire (JIQ) and job evaluation factors.

Information about the Pilot Test You have been selected to complete a Job Information Questionnaire for your job as part of the pilot test and first phase of the new USW job evaluation system. The joint working group will use your feedback, JIQ and job evaluation results as part of their final review of the new job evaluation system. The joint working group will test the revisions to the tools and process and modify where required. The first 50 jobs submitted in the queue have been selected to participate in this first phase The JIQ will be available online, with alternative format available if needed The final decision about using the revised system will be made by agreement of the parties

This pilot test will help us….. Ensure all bargaining unit work can be captured and valued appropriately using the new system. Test updated processes and tools to make sure evaluation proceeds fairly and efficiently. Allow the joint committee to finalize the new job evaluation system and proceed with full implementation and evaluation of all USW jobs.

What is a Job Information Questionnaire (JIQ)? New online questionnaire that replaces the Job Fact Sheet. Designed to capture key information regarding job requirements. Serves as the primary document used by the Joint and Equal Job Evaluation Committee to evaluate USW jobs. To be completed by incumbent(s) and reviewed by supervisor(s) Combination of drop-down selections and check boxes with space for written examples Tool is to span the scope of all work in the bargaining unit NEW: Completed by employees first, with comments from their supervisors – important balance of information Fill out as if describing what the requirements would be if the job was posted today

Job Information Questionnaire (JIQ) Designed to mirror the job evaluation rating tool Each section contains a space for incumbent responses and a separate space for supervisor comments. The 9 factors used for evaluation are: Complexity-Judgment/Reasoning Leadership and Functional Advice Education Physical Effort Experience Mental Effort Accountability for Results Working Conditions Contacts/Interpersonal Skills Changes made to some of the job factors, and level definitions

Filling out the JIQ Access the online Job Information Questionnaire at https://jiq.mcdowallassociates.com. Your login will be the same as your university central login (do not include @uoguelph.ca; e.g. Username is “sdiep”). Record your job requirements using the online JIQ system. If you require a copy of your previously submitted Job Fact Sheet, please contact Susan Diep in Human Resources

Filling out the JIQ (continued) Job incumbents to complete JIQ based on current job requirements. The intent is capture your job as it is now. This may differ from when your previous JFS was submitted. Think of what would be required if the job were posted today.

Filling out the JIQ (continued) JIQ asks for best examples from the job Consider what the job requires (not what you bring to it). Think of examples from your job that make it most challenging and/or specialized and provide where requested. JRC may request incumbents and supervisors to clarify information JRC may review recent job postings JRC may review job descriptions JRC may review previously submitted Job Fact Sheet JRC may visit a job site

Filling out the JIQ (continued) If a section doesn’t apply, do not select it or mark “N/A" so we know you have given it thorough consideration. Save your work by clicking the “Next Page / Previous Page” buttons on the bottom of each page. Remember to save your work regularly! Remember the raters may not be familiar with your job or the specialized terminology or acronyms that you may be using to describe your job.

Submitting your completed JIQ Once submitted, your supervisor(s) will review and provide comments. Completed JIQ will then be provided to the Chair/Department Head and Dean/Division Head for final review. Timeline for Submission of JIQ Incumbent completes JIQ Up to 20 business days Must be submitted by November 17, 2015 Supervisor reviews and comments Up to 15 business days following completion of JIQ by incumbent(s) Chair/Department Head and Dean/Division Head review Up to 10 business days following completion of supervisor review Once incumbent submits JIQ, notification is sent to supervisor to review the JIQ. Once your supervisor has completed his/her review, the JIQ will also be sent to the Chair/Department Head, Dean/Division Head for final review before evaluation. The final version of your JIQ should be completed and reviewed within 45 days.

Review of your completed JIQ The Joint & Equal Job Evaluation Committee will use the completed JIQ and apply the new job evaluation tool to evaluate the position. Results will be used by the working group as part of their assessment of the new job evaluation tool. Job evaluation results will not be released until the joint working group has completed their final review of the new job evaluation system. Once complete, the JEJEC will evaluate the position using the JIQ and the new rating system. The results from this first phase will be used to assess the new system The final decision about using the revised system will be made by agreement of the parties. If any further revisions are made to the JIQ, you will be provided with another opportunity to update your submission for evaluation.

Your feedback is important to us Your feedback is very important to us and will help us to improve and fine tune the Job Evaluation System. Your feedback will help us ensure the JIQ is clear, easy to complete, and adequately captures the range of USW jobs. Please complete the feedback questionnaire by December 18, 2015.

Resources Webinar on how to complete the JIQ: http://uoguelph.adobeconnect.com/usw_jiq_tutorial_incumbent/ Frequently Asked Questions https://www.uoguelph.ca/hr/managers/job-design-job-evaluation Joint & Equal Job Evaluation Committee Co-Chairs: USW Co-Chair: Carole Ann Lacroix botcal@uoguelph.ca Management Co-Chair: Laurie Halfpenny-Mitchell laurieha@uoguelph.ca Human Resources: Susan Diep, Total Compensation Analyst sdiep@uoguelph.ca

Questions or Comments?

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