Job Evaluation Pilot Test FAQs

Answers

How many positions will be included in the initial review?

The Joint and Equal Job Evaluation Committee (JEJEC) will initially review a representative sample of positions from various departments across the campus and across salary bands. This first phase includes 50 jobs for review.

How will Supervisors and incumbents be invited to complete the JIQ?

Incumbents and their supervisor will receive an email from the Joint Job Evaluation Review Committee (JJERC) requesting their participation.  As part of this email, they will also receive information with respect to training on how to complete the JIQ and what to expect during the process.  Emails from the JIQ system will be sent from jiq_admin@mcdowallassociates.com  Please add this email address to your trusted list (under Preferences once logged into Gryph Mail).

 

If a position is not included in the initial pilot test, when will the incumbent and their supervisor be invited to complete the new JIQ?

After the JJERC has had an opportunity to complete its initial sample and make any necessary enhancements to the job evaluation tools and process, other staff and supervisors will be invited to participate.  Positions in the queue will be prioritized based on their submission date.
    
Once the positions from the representative sample have been reviewed and evaluated, other incumbents and supervisors will then be invited to submit a JIQ to allow for efficiency and ease of tracking.

Once the system is fully implemented, job descriptions will be created for all new and existing positions and JIQs will be completed and submitted. HR will coordinate this process.

If incumbents and supervisors have not been invited to fill out the JIQ can they proceed in completing one anyway?

Incumbents and supervisors are being asked to hold off on completion of the JIQ until such time as they receive an invitation and training on the completion/submission process.

What if the current job is in a state of flux?

We appreciate that in an ever-changing environment like the University of Guelph, jobs do not remain the same.  In these instances, please make Human Resources and the Union aware in order to allow for further discussions regarding an approach to completing the JIQ.

What if the job has changed since its initial submission to the queue?

Both the incumbent and the supervisor will be asked to advise of any significant changes that have occurred since the initial JFS submission to the queue and the date of effective changes. This information can be provided under Section F: Additional Information in the JIQ.

What if there is disagreement on content in the JIQ?

When beginning this new process, we strongly encourage dialogue between incumbents and supervisors and would anticipate agreement about the nature of the work being performed and described. In cases where there is disagreement between an incumbent’s submission and the supervisor’s comments, the Joint Job Evaluation Committee co-chairs will determine whether further information is required or further discussion is necessary.

Representatives from Human Resources and the Union will be available to assist the parties should agreement not be achieved. 

What if there is more than one (1) person doing the same job in my department?

Employees in a multi-incumbent position will need to submit a single JIQ.  The incumbents should discuss among themselves who to designate as the lead author filling out the JIQ. Then, all incumbents will contribute to the content of the JIQ.  The online JIQ will need to be completed and submitted under one account.  A PDF version of the JIQ should be saved by the designated lead and distributed to all incumbents for their review before final submission.  Once submitted, Human Resources will also provide a PDF copy of the final submitted JIQ and request that incumbents provide email confirmation that they are in agreement with the information submitted.

What is the role of my supervisor and do they have input?

The supervisor(s) will normally have fifteen (15) business days to review the incumbent’s JIQ and add their comments to the incumbent’s submission.  Supervisors do not have the ability to change an incumbent’s information but can provide comments and any additional information that they see fit to ensure the job requirements are fully described.

The Chair/Department Head and the Dean/Division Head are also afforded ten (10) business days to forward any concerns to Human Resources.  

When an “old” Job Fact Sheet (JFS) is currently “in the queue” how will it be used and when will the position be evaluated?

Incumbents in positions that are in the initial sampling of jobs will receive an invitation requesting that they complete a “new” JIQ.  This will serve as the primary document for the committee to evaluate the position. The existing Job Fact Sheet (JFS) in the queue may be used at the discretion of the committee as additional resource material to assist the committee in completing a fulsome review.

When can I expect results? When would those results be effective?

The job evaluation committee will be reviewing the system after the initial ratings in order to ensure that the system is working as anticipated.  Job evaluation results will not be released until this final review is complete.  We anticipate that this process will take at least six months.

Who authors the JIQ?

The JIQ is to be submitted by a sole incumbent or a representative group of incumbents performing the same work.

Following the incumbent’s submission, the supervisor or supervisors will normally have fifteen (15) business days to review the JIQ and provide their comments on the incumbent’s JIQ submission.

After the incumbent submits the JIQ and the supervisor submits their comments, a copy will be sent to the Chair/Department Head and Dean/Division Head, for final review.  Following receipt, the Chair/Department Head and Dean/Division Head will have up to ten (10) business days to review. 

Will incumbents be provided with time off from work to complete the JIQ?

The JIQ should be completed during work time and typically takes 2 to 3 hours. If working from your existing Job Fact Sheet, it might require less time.