ࡱ> ܥhc eOE$ $@j^b(X\7KO/^  kPLEASE RETAIN A COPY OF THIS DOCUMENT FOR YOUR RECORDS ҹо  Confidential Support Staff Job Fact Sheet 91999C - February 24, 1998 ҹо Job Fact Sheet (JFS) Title of Job Being Described ____________________________________ Department and/or Faculty ____________________________________ Employee's Last Name ____________________________________ Employee's First Name and Initials ____________________________________ Employee's Telephone Number ____________________________________ Immediate Supervisor's Name ____________________________________ Supervisor's Telephone Number ____________________________________ Date Questionnaire Completed ____________________________________ Supervisor's Signature ____________________________________ For Personnel Dept. Use Only Job Code _____________  I have read and discussed my supervisor's comments. Employee's Signature ________________________________________ ҹо Job Fact Sheet (JFS) PURPOSE OF THE JOB FACT SHEET The purpose of the Job Fact Sheet is to gather information about your job and its requirements, that is, what you need to do to perform the job. The responses you provide will be used for developing and updating job descriptions. The information may subsequently be used, with your knowledge for the purposes of salary administration. We believe decisions about job content are too important to be made without your input. Please take the time to complete the Job Fact Sheet as completely and accurately as possible. When completed, you are asked to forward this document to your immediate supervisor or manager so that they may review it with you. There are sections added in which supervisors/managers and university administration may make comments that would help clarify your responses. Neither may alter or eliminate any portion of your original responses. Any comments or changes your supervisor chooses to recommend will be discussed with you before the document is used. When job descriptions are developed, you and your supervisor will also review the job description before it is finalized by the University. The Job Fact Sheet will not be used to measurehow well you perform your job.  THE JOB FACT SHEETS The Job Fact Sheet is divided into five sections: Section 1 asks you to describe the purpose of the job, its major duties and responsibilities. Section 2 is a series of questions about the skill necessary to perform the job and the effort and conditions involved. Section 3 provides additional space for any comments you would like to make about the job requirements or job content. Section 4 provides space for your Supervisor's comments. Section 5 is for University comment. INSTRUCTIONS A. General 1. Please complete Sections 1 and 2. Section 3 is optional. 2. Be objective and accurate in your responses. To help you, keep these points in mind: Consider your regular and recurring (usual) responsibilities. Do not consider short-term tasks, projects or future responsibilities. Describe your job as it actually is today, not as it might be in the future or as you think it should be. Remember, focus on your job and the requirements of your jobnot your own personal background or how you would like to see the job. 3. Extra pages may be added to provide space for your response in any part of Section 1 or Section 2. Similarly, you or your supervisor may use extra pages to answer Sections 3 or 4. 4. Feel free to add an existing job description if you believe it is up-to-date or any other document you feel will help to clarify the content and demands of your job. 5. After you have completed the Job Fact Sheet, pass it to your supervisor. 6. After your supervisor has reviewed the Job Fact Sheet and discussed any comments with you, return it to Personnel Services. B. Completing Section 1 1. Tell the facts about the job. 2. Before answering each question, read it carefully and THINK about what it is asking. Read the comments and examples on the opposite page, headed Job Fact Sheet Explanation for further help. 3. Provide SPECIFIC CLEAR EXAMPLES about the work that you do. 4. Describe your job so that a person unfamiliar with your work would be able to understand it. 5. Remember to include all aspects of your job including those things that you may only have to do at specific times during the year, but that recur each year. 6. Describe the job in your own words. 7. Please print or write legibly with black ink. C. Completing Section 2 1. Read each question and each response statement carefully. 2. Please choose the one response statement which best describes the regular and recurring demands of the job; that is, what you usually do in the performance of your job (including those activities which you perform at only certain times of the year but are recurring every year). 3. Answer all of the questions. In addition, in most questions, you are asked to give examples and explanations that apply to your job. These will be very helpful in providing a full understanding of the content of your job. 4. If you have a problem, please ask for help from your supervisor or Personnel Services. ҹо SECTION ONE JOB CONTENT 1. Purpose & Work Situation 2. Major Activities 3. Initiative 4. Contacts 5. Direction and Co-ordination JOB FACT SHEET EXPLANATIONS 1. A) PURPOSE OF POSITION This section is to provide a basic definition of the role before expanding into the details of the job. It describes in a few words why the job exists and what you are accountable for. For an Accounting Clerk/System Coordinator, the section might say: Responsible for processing and receipting donations to the University and maintaining confidential financial information; coordinates and manages the Alumni/Development Network System and provides assistance to the overall University telemarketing program. B) WORK SITUATION In this section, give general information such as: What your section is called. How many other employees work there and what kind of jobs do they do? Physical situation, e.g. office, garage, outdoor work, etc. 1. A) PURPOSE OF POSITION State the main purpose of your job. ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ B) WORK SITUATION Describe your work unit and work environment ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ JOB FACT SHEET EXPLANATIONS 2. MAJOR ACTIVITIES This part of the JFS asks you to describe the major activities and responsibilities of your job. Most people can describe their job in 3 to 6 major activities. Five spaces are provided. If you have more than 5 activities, please attach extra pages. First, describe each task or duty by a suitable phrase and then estimate the percentage of time spent each year: 2 weeks per year = 4% 2 days per week = 40% 3 months per year = 25% 1/2 day per week = 10% Then describe each activity using details and examples. Try to use action verbs such as: file, type, test, assist, analyze, operate equipment, plan, etc. Example: The Payroll Clerks activities might include: A. PREPARING STATEMENTS (30%) Prepare and verify statements of earnings for employees, indicating gross and net salaries and deductions such as taxes, union dues and insurance and pension plans.. Note: Don't get lost in detail in describing each activity. Use clear, concise verbs to describe the things you do in connection with each Activity. Avoid using gender-biased wording (e.g. he or she) in describing your work. A Glossary of Action Verbs is attached to assist in completing the Job Fact Sheet. 2. MAJOR ACTIVITIES Consider the major activities or responsibilities of your job (usually three to six of them). Describe each of them, by a phrase, at the top of each section. Estimate (to the nearest 5%), the percentage of time you spend on each on a yearly basis. Then describe each activity using details or examples, the percentages should add up to 100%. Activity A: ______________________ % of time spent on this activity: ____ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ Activity B: ______________________ % of time spent on this activity: ____ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ 2. MAJOR ACTIVITIES (continued) Activity C: ______________________ % of time spent on this activity: ____ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ Activity D: ______________________ % of time spent on this activity: ____ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ Activity E: ______________________ % of time spent on this activity: ____ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ JOB FACT SHEET EXPLANATIONS 3. INITIATIVE (INDEPENDENCE OF ACTION) IN WORK PERFORMANCE A. In Section A indicate the types of regularly recurring decisions you can make without reference to your supervisor. Example: A Personnel Clerk might: Advises applicants of supporting documents still outstanding. Provides general information to the public by phone. A Curriculum Lab Instructor might: Schedule and instruct Masters Students in computer use. Sign-out materials to patrons. B. In Section B, identify examples of circumstances or activities for which you must seek consultation with, or approval from your supervisor before you have authority to act or make a decision. Examples: A Supervisor may seek approval to have work groups work overtime. A data entry operator may seek authorization to refer problem to originating department. A Secretary may seek approval to order books or publications from outside agencies. C. In this Section, identify situations where you make recommendations: Examples: A Co-ordinator may recommend a new procedure or changes to an existing one. A Printer may recommend format or changes, in the absence of the Manager. 3. INITIATIVE (INDEPENDENCE OF ACTION) IN WORK PERFORMANCE OR INDEPENDENT COURSES OF ACTION TAKEN In completing this question, consider only regular and recurring events and decisions. A. Describe the most important decisions of your job that you are expected to make without reference to your supervisor/manager. ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ B. Describe the kinds of situations or activities that you would be required to inform your supervisor/manager about before taking any action. ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ C. Describe the kinds of situations or activities that your job requires you to make recommendations to your supervisor/manager. ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ JOB FACT SHEET EXPLANATIONS D. When faced with problem solving situations what help is available? Examples might be: Refer to Manual or Collective Agreement. Ask supervisor who is present. Contact supervisor by telephone/electronic media. Discuss with others in work group. E. Is there a requirement for creativity or original thought in your job? Examples might be: Compose routine correspondence and interim replies to confidential correspondence. Design creative solution to space scheduling difficulty. Design computer program to simplify department activities. D. Describe the kind(s) of assistance that is available to you in solving problems and performing your job. ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ E. Describe any elements of your job that require particular degrees of creativity, imagination or initiative. ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ JOB FACT SHEET EXPLANATIONS 4. WORKING WITH OTHERS (Contacts) These sections require information on the degree to which dealing with other people either inside the department, outside the department but within the University or outside the University such as Government agencies, other institutions, the general public, is an important aspect of your job. In each section; list the titles or categories of people most often contacted, and indicate how and why contact is made as well as how often. Please do not use individual names: Example: as a Secretary you may have contact with: General PublicAnswer enquiries on departmental programsAll DayV 4 FacultyReceive material for typingDailyV Deans OfficeCo-ordinate meeting schedulesWeeklyV Stores/Shipping ReceivingOrder office suppliesMonthlyV/W For other positions, contacts might include: ParentsBusiness VendorsStudent ApplicantsAlumniContractorsHigh SchoolsDonorsGovernment OfficialsStudentsFoundationsMedia Officials 4. WORKING WITH OTHERS (Contacts) (Exclude those employees you Direct or Co-ordinate. Include students with whom you have contact in a classroom or other learning situation.) With whom are you required to work or come in contact in doing your job? Indicate purpose of contact (Examples: seeking/providing advice or information, conflict resolution etc.). Indicate the frequency as daily (D), weekly (W), monthly (M), quarterly (Q), annually (A). Indicate the method in writing (W), verbally (V). A. Within the department/division: Title of Those Contacted Purpose Frequency Method _____________________ ____________________ ___ ___ _____________________ ____________________ ___ ___ _____________________ ____________________ ___ ___ _____________________ ____________________ ___ ___ _____________________ ____________________ ___ ___ _____________________ ____________________ ___ ___ B. Outside the department/division: Title of Those Contacted Purpose Frequency Method _____________________ ____________________ ___ ___ _____________________ ____________________ ___ ___ _____________________ ____________________ ___ ___ _____________________ ____________________ ___ ___ _____________________ ____________________ ___ ___ _____________________ ____________________ ___ ___ 4. WORKING WITH OTHERS (Contacts) C. Outside the University, what committees, professional, community, self-help or other groups do you have to work with in the performance of your job? Title of Those Contacted Purpose Frequency Method _____________________ ____________________ ___ ___ _____________________ ____________________ ___ ___ _____________________ ____________________ ___ ___ _____________________ ____________________ ___ ___ _____________________ ____________________ ___ ___ _____________________ ____________________ ___ ___ 5. DIRECTING AND COORDINATING THE WORK OF OTHERS B) Indicate titles of individuals who look to you for direction, allocation of work or advice on how to perform their tasks. Provide separate identification of titles and the relationship you have with them. Example 1: A Telecommunications Co-ordinator  Title  RelationshipSwitchboard OperatorsProvide Training  Example 2: A Executive Secretary  Title  RelationshipSecretaryAllocate and check work assignments  Example 3: Payroll Supervisor  Title  RelationshipClerkAssigns and reviews work Student AssistantsAssigns and reviews work 5. DIRECTING AND COORDINATING THE WORK OF OTHERS continued A) Please indicate title of your immediate Supervisor. ________________________________________________________________________ B) Indicate titles of individuals who look to you for direction, allocation of work or advice on how to perform their tasks. Provide separate identification of titles and the relationship you have with them. TitleRelationship       C) Indicate the number of employees who look to you for direction. Full-TimePart-TimeStudent EmployeesOther Number F.T.E.  ҹо SECTION TWO JOB REQUIREMENTS 1. Education 2. Experience 3. Equipment Operation 4. Physical, Mental, Visual Demands 5. Working Conditions JOB FACT SHEET EXPLANATIONS 1. EDUCATION, SPECIFIC TRAINING AND SPECIAL KNOWLEDGE Education refers to the training necessary to prepare an individual to satisfactorily fill a position. It reflects the level of formalized knowledge necessary. Such knowledge is most commonly acquired as the result of time spent in schools, colleges, universities or other formal instruction programs. The application of this factor should not be confused with either your own education level or with employment standards established. In Section A, please place a check mark against the level of schooling anyone would require to adequately do your job, based on modern standards. Then enter the specific program in the appropriate time line. For example: An Accounting Clerk might check Community College and enter Accounting in the 1-year line. This would indicate that this job needs Accounting training that takes one year in a Community College (Vocational School). In Section B, indicate if any other qualifications are required to do the job. Examples include apprenticeship course, provincial vocational or professional certification/designation. 1. EDUCATION, SPECIFIC TRAINING AND SPECIAL KNOWLEDGE To complete this section, please disregard your own education or other qualifications that you possess. Report the level of formal schooling or training required to do the job. Assume current educational standards. A. What is the minimum schooling or formal training for a new person being hired into this job? ________ Partial High School (less than Grade 12) ________ High School Completion Type of diploma or degree needed: ________ Community College (includes Vocational School) 1 yr. ________________________________________ 2 yr. ________________________________________ 3 yr. ________________________________________ ________ University Courses 1 yr. ________________________________________ (1 to 10 credits) 2 yr. ________________________________________ (11 to 20 credits) 3 yr. ________________________________________ (21 to 30 credits) ________ University Degree 3 yr. ________________________________________ 4 yr. ________________________________________ 1. FORMAL EDUCATION (continued) B) Please list below any certificates, degrees, or professional designations required to perform the job. ________________________________________________________________________ ________________________________________________________________________ C) Please define the specific duty that determines the certification or accreditation needed. ________________________________________________________________________ ________________________________________________________________________ D) Please describe any elements of the job that require on-going study to keep abreast of knowledge required to perform the job; indicate how this study takes place. ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ JOB FACT SHEET EXPLANATIONS 2. EXPERIENCE A. In addition to the education needed to perform the job, consider the amount of job experience required. To answer this question think about two things: The amount of experience necessary to come into the job; The amount of time it takes, on the job, to become familiar with the job duties and perform them competently. Add the two together and check the statement which best describes what you believe is the amount of job experience necessary. Please select only one item. B. In explaining the experience statement it may simply be appropriate to define the separate amounts in 1 and 2 above. For positions requiring specific accreditations, additional detail may be given. For example: TECHNICIAN: High School graduation plus a certificate from an accredited training institution with two years of University training. Then six months on the job. 2. EXPERIENCE A. In addition to the education needed to perform the job, please define the amount of job experience required. Less than one year. One year to less than two years. Two years to less than three years. Three years to less than five years. Five years to less than seven years.  B. Please explain briefly how you arrived at your experience statement. ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ 3. EQUIPMENT OPERATION A. Please indicate the equipment that someone in your job must be able to use (examples: Computer, Calculator, Dictaphone, Lab Equipment, AV equipment, printing equipment etc.). Indicate how often this is used. Frequency UsedEquipmentDailyWeeklyMonthlyOccasionally e.g.. (Every other month)       B. For positions requiring computer use, please specify what equipment, software or languages are needed to perform the job. Frequency UsedEquipment/Software/ LanguageDailyWeeklyMonthlyOccasionally e.g.. (Every other month)       JOB FACT SHEET EXPLANATIONS 4. MENTAL, VISUAL, PHYSICAL DEMANDS Examples of mental, visual, physical demands are not limited to, but might include: Comfortable No co-ordination of senses required. High degree of control over pace of work. Minimal effort requiring focused attention. Minimal physical effort required. Minimal work in restrained or fixed positions, lifting, climbing. Limited exposure to emotionally disturbing experiences/uncooperative clientele. Moderate Demand Rearranging work schedule around frequent interruptions is common. May involve simultaneous processing of information e.g. answering phone, greeting visitors, typing correspondence at the same time. Some exposure to emotionally disturbing experiences/uncooperative clientele. May require two to four hours per day of close visual or listening attention and/or concentration in which few interruptions are permitted. May involve awkward positions causing strain, fatigue, or repetitive movements such as keyboarding which places strain on particular muscle groups. May involve positions that cannot be varied for several hours at a time. May require some lifting, climbing ladders, moving heavy portable equipment, etc. JOB FACT SHEET EXPLANATIONS 4. MENTAL, VISUAL, PHYSICAL DEMANDS (continued) Considerable Demand Reorganization of priorities very common. May require frequent/regular exposure to emotionally challenging experiences/uncooperative clientele. May require very high degree of visual or listening attention and/or concentration or repetitive movements such as keyboarding which place strain on particular muscle groups for five to seven hours per day. May require heavy physical effort such as lifting objects over 40 lb. several times per day. Extreme Demand May require expenditure of major effort over extended time. A. Check the appropriate level and give actual % if possible. Percent of Total Work Time0 - 5%5 - 20%20-40%40-70%70%+ Comfortable; few exceptional demands    30  Moderate demands  65Considerable demands  5Extreme demands  B. Examples of effort described above: Moderate Use VDT 65% of time Comfortable Sort mail and distribute, answer phone and counter inquiries Considerable Deal with irate customers at counter 4. MENTAL, VISUAL, PHYSICAL DEMANDS A. Please consider the levels of mental, visual, physical demand that exists in your job and for what percentage of the job each demand level applies. Percent of Total Work TimeCheck0 - 5%5 - 20%20-40%40-70%70%+ Comfortable; few exceptional demands      Moderate demands Considerable demands Extreme demands  B. Provide examples of the factors that contribute to the demand. Examples of effort described above: ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ JOB FACT SHEET EXPLANATIONS 5. DISAGREEABLE WORKING CONDITIONS Working conditions are an important element in a job. Examples of disagreeable conditions might be: Minor Conditions Occasional out of hours meetings (3 or 4 per month). Job related travel that involves overnight absence one or two nights per month. Exposure to noise, vibration, poor lighting, poor ventilation, video display terminals. Minor conditions of heat, cold, fumes, dust, smoke, grease, dirt, inclement weather, dampness. Work in isolated conditions, or crowded conditions with little privacy. Exposure to health or accident hazards requiring standard safety precautions, e.g. safety boots, rubber gloves, goggles, limited exposure time. Major Conditions Frequent out of hours meetings (2 or more per week). Job related travel that involves overnight absence averaging two or more nights per week. Extreme conditions of heat, cold, fumes, dust, smoke, grease, dirt, inclement weather. Exposure to extreme noise, vibration. Exposure to health or accident hazards requiring constant attention to safety precautions. Exposure to toxic substances. Exposure to distasteful and unpleasant substances and/or activities. 5. DISAGREEABLE WORKING CONDITIONS A. Describe the conditions you are exposed to in the performance of your job that increase the risk of accident, ill health or discomfort. Examples might include fumes, temperature extremes, noise, vibrations, dirt, dust, odours, hazardous substances, equipment or circumstances, extensive travel, exposure to danger. Nature and IntensityFrequency and Duration What conditions exist? How undesirable or hazardous are theyminor, major?How often do the conditions occur? When they occur, how long do they last?        B. How many hours per week are you scheduled to work? ________________________________________________________________________ C. Does your job require scheduled or unscheduled overtime or recall? Yes or No. If yes, explain, and specify if you are given special pay for the time involved. ________________________________________________________________________ ________________________________________________________________________ D. Describe any other working conditions you believe merit recognition in your job. ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ SECTION 3 EMPLOYEES GENERAL COMMENTS Recognizing that no single questionnaire can cover every aspect of a job, can you think of any other information which would be important in understanding your job? If so, please give us your comments below. ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ______________________________ ______________________________ Employee's Signature Date SECTION 4 SUPERVISOR'S COMMENTS Supervisors are asked to review all of the employee's input. If you believe additional data or examples might be helpful in Section 1, 2, or 3, please add the information here and discuss with the employee. Do not make changes to information in Sections 1, 2, or 3. ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ______________________________ ______________________________ Supervisors Signature Date SECTION 5 UNIVERSITY COMMENTS ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ______________________________ ______________________________ Signature Date ______________________________ Name & Title     SMU-Confidential Support Staff PAGE 6  PAGE 6 & P/=!P/=2( Z7:RYZ[/0NW T ^ * 3 beQjWrEOkpu{h !U]cU]c$UVU]V]UV]] uDaUc0UW! !!##%%')*%,&,F,,.T./011111223n3=4,5566S78U9:I;<<<9==6>>?05·91PQQQQٸRS$VXYeZiZjZZUU]cU]c$]^U]]]Z{^^___`8a>cAc]c_cmcncdNeffffhhhiii$l@lBlfllllm n npppp,q-qAqBqr sssu9u;uuvvwyyyyyIzZz[zo|||K~L~o~)5ɒOPRSUVXuDU]^U]U]^XY|}u]PaP uDPuD789:RSTUVWXY[vw,./0qrs=>?  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