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					CPM Job Evaluation Program




J O B I N F O R M AT I O N
QUESTIONNAIRE




Total Compensation Department
Human Resources and Employee Relations
East Office Building
York University
        General Tips for Completing the CPM Job Questionnaire Package

    The questionnaire consists of four parts:
           Part A involves describing Key Responsibilities
           Part B involves providing Scope Data about your job that helps to put it into
            context in your department/faculty
           Part C involves describing Core Job Requirements including knowledge, key
            jobs skills and typical education/experience requirements.
           Part D involves providing Supplementary Information about specific job
            requirements that may not be covered in Part A, B or C.
    When completing the document, always focus on job content, not your performance
     in the job. Describe what you do, not how well you do it.
    There are no right or wrong answers; no extra points for “buzz words”.
    Consider completing the questionnaire in two sessions rather than all at the same
     time. For example, you may wish to complete Parts A and B, and then discuss them
     with your Manager before proceeding with Parts C and D.
    How long it will take to complete the package will vary by job and by employee. If
     your finding it takes excessively long, you may wish to seek assistance from your
     Manager.
    Keep examples and descriptions concise, and try to avoid jargon that is specific to
     your occupation. It is fine to use point form. Examples/explanations do not need to
     be overly lengthy but should include sufficient detail for the reader to understand
     what is involved.
    This is a streamlined version of the questionnaire that was used to develop the new
     CPM Job Evaluation System. It has been shortened and restructured to reduce the
     amount of detail that needs to be provided. As such, there may be aspects of your
     work that aren’t specifically covered; however, there is a section at the end of the
     document to record any additional information that should be considered.
    Some of the questions in Part D: Supplementary Information are designed to capture
     specific aspects of your job that may not be covered in earlier sections. If you have
     described any of these previously, please refer back to the appropriate section and
     question number. You do not have to repeat your answer.
    Always focus on typical/ongoing job requirements, not unusual circumstances that
     occur only occasionally and are not part of your core job. This also applies to special
     project-based or developmental assignments that you may take on that are not
     related to your core job.
    Whenever you are asked to describe your responsibilities, it should be clear whether
     you are a) directly responsible, b) share responsibility with other staff members, or c)
     provide input to areas that others are responsible for.
    It is possible that one or more questions will not apply to your job. In this case,
     please record “Not Applicable (N/A)” in the space provided. Please do not leave any
     sections blank.



Issued: (date)                                                                              1
        York University – CPM Job Information Questionnaire

                     G E N E R A L J O B I N F O R M AT I O N :


Employee Name(s):




Current Job Title:




Department/Faculty:


Work Telephone:
Work E-Mail:


Employee Signature(s):




Job Reports To:
(Title)
(Name)
Work Telephone:
Work E-Mail:


I have reviewed the questionnaire and feel it accurately represents the
requirements of this job.
Immediate Supervisor’s Signature:


Date:




Issued: (date)                                                            2
                   Part A: Key Responsibilities
           This section includes detailed information about the specific activities that you
            perform in your job.
           To identify key responsibilities, consider various results you are expected to
            achieve, assignments you carry out, other activities you participate in.
           In describing your key responsibilities, you do not need to describe in detail
            every step or task you actually perform, as we do not need this level of
            information. Instead, summarize the major actions involved.
           If you have responsibilities for supervising staff, be sure to include it as one
            of your key responsibilities.
           Before you begin, list the main general areas of responsibility in your job. It
            is usually helpful to arrange these from the most important to the least
            important, or from those that you spend the most time on to those you spend
            the least. While every job is different, most jobs will have between four and
            eight key responsibilities. Please work within these guidelines.
           Think about the full scope of job responsibilities, including (but not limited to)
            areas such as ongoing service delivery responsibilities, managing people,
            planning own/others’ work, contributing to continuous improvement
            (procedures, processes, operations or services), participating in or leading
            change, facilitating or counseling, persuading or negotiating, resolving conflict
            or mediating).
           Working with this list, develop more detailed statements that describe each key
            responsibility. Sample key responsibilities are provided on the next page as a
            guide to assist you in preparing your list.
           If you use acronyms, abbreviations or other special terminology, please
            provide an explanation, as not everyone will be familiar with these terms. If
            you prefer, attach a page to the back of this document that lists any special
            terms.


       1. Start each responsibility by describing the specific output(s) of the
          responsibility, e.g. actions taken, results achieved, deliverables produced.
                This part of the statement describes what you do.


       2. Summarize the process for carrying out the responsibility, or how you do it.
                This part of the statement helps distinguish your role from that of others in
                 the same location or department. It should put the action into context;
                 describe key steps and intended audiences.


       Please remember that you do not need to describe every task or activity you
       carry out.



Issued: (date)                                                                               3
                                                  Sample Key Job Responsibilities
        General Areas of Responsibility                                                     More Detailed Statements
     Specific Outputs (actions, deliverables)                                                 Summary of the Process
           What you do and for whom …                                                          Tell us how you do it …
Manages and updates the computerized schedule for              Ensures that the calendar is conflict free. Uses judgement, discretion and flexibility to
the Manager/Director.                                           ensure that meetings and appointments are prioritized according to importance, scheduled in
                                                                a timely fashion and within necessary timeframes. Arranges meetings for Manager/Director
                                                                and provides daily updated printed schedule to the Receptionist/Secretary.
Makes recommendations to the Steering Committee for            Assesses, evaluates and monitors potential workplace hazards and occupational hygiene
the elimination or control of occupational hazards in the       concerns including indoor air quality, designated substances, lighting, noise, heat stress and
work place                                                      radiation through the application of accepted practices in occupational hygiene testing and
                                                                analysis.
Provides engineering support to the department/faculty         Coordinates consultants’ design efforts and reviews for overall accuracy detailed electrical
and assists in the preparation of in-house design and           and mechanical drawings and specifications for all major retrofit and upgrade projects,
contract documents                                              ensuring code compliance and design feasibility. Assures plant compliance with various
                                                                provincial and federal environmental regulations.
Manages the program web-site                                   Develops content, determines effectiveness, appropriateness and timeliness of information
                                                                posted on the web site. Updates website on a regular basis. Hires and supervises student
                                                                work teams to take pictures of special events and people on campus. Creates a digital data
                                                                bank of images and stories that can be used for a variety of purposes. Creates and
                                                                maintains monthly the “visual story” for a section on the website
Responsible for human resources management of                  Recruits and develops employees. Manages performance, taking corrective actions where
section staff.                                                  necessary. Takes disciplinary action under the Collective Agreements of YUSA and YUSA2.
                                                                Participates in grievance hearings up to and including the arbitration level. Provides advice
                                                                to the Executive Officer with regards to union negotiations.
Provides support to the VP and SEO on a range of               Researches and gathers information on a variety of issues including those of a highly
ongoing activities associated with the effective running        sensitive and confidential nature. Drafts correspondence, prepares briefing notes.
of the Division.                                                Organizes meetings, solicits agenda items and develops agendas bearing in mind cyclical
                                                                issues that need to be addressed in a timely fashion. Takes minutes of meetings. Prepares
                                                                presentations for various audiences.




                                                                                                                                                         4
     General Areas of Responsibility            More Detailed Statements
     Specific Outputs (actions, deliverables)     Summary of the Process
      Tell us what you do and for whom …          Tell us how you do it …
1.


2.


3.


4.


5.


6.


7.


8.




                                                                            5
             Part B: Scope Data Information
Basic Purpose/Summary of Job:
Describe in a few sentences the purpose of your job, e.g. key results to be achieved,
overall role in the work unit or team.




Direction Received – from whom do you receive direction, if different than or in addition
to immediate manager noted on the cover sheet. Please refer to by job title.




Supervisory Responsibility – If you included, as one of your key responsibilities,
supervision of others, please describe the titles/numbers of those supervised (both
directly and indirectly). If you supervise non-staff (contractors, students, volunteers,
external service providers), briefly describe who and what is involved.
Staff:




Non-Staff:




Financial/Budgetary Control – Include the dollar amount of any financial or budgetary
control exercised in your job.
Payroll Budget: $
Operating Budget: $
Other Budgets: $


Other Scope Information - anything you are required to do on an occasional basis that
isn’t included in your job key responsibilities, e.g. representing York University externally;
acting as spokesperson for specific issues; discretionary authority to approve or sign-off
on something:




                                                                                             6
             Part C: Core Job Requirements
1. Core Technical/Professional Knowledge
Briefly describe knowledge required to be fully proficient in your job related to
procedures, equipment, technology, principles, theories and/or ideas in your occupation,
field of work, technical/professional discipline. This section includes the knowledge that
is typically acquired through a combination of education, training and/or experience
within a particular field of work.




2. Knowledge of the Internal and External Environment
In addition to knowledge described above, what knowledge do you need to have about
working at York University? Briefly describe knowledge required to be fully proficient in
your job under each applicable heading provided below:
   Knowledge of the organization (programs, services, administrative or operating
    requirements, business plans, policies, committee or approval structures, etc.):




   Knowledge of internal clients, students, faculty, alumni or stakeholders (anyone
    who receives services from the University or who otherwise has an interest in the
    services of the University):




   Knowledge of other organizations, community resources, trends and
    developments in the external environment:




   Government regulations, controls and other legal requirements:




   Other areas of knowledge (please describe):




                                                                                            7
3. Key Job Skills:
    Briefly describe critical skills that are necessary to meet the Key Job Responsibilities
    described in Part A. Consider skills required in areas such as: verbal and written
    communications, interpersonal relations, conflict resolution, planning and organizing.
    Describe each specific skill area, how it is used in your job and/or why it is required.
    Please note that skills associated with judgement/problem solving are covered under
    a separate question (Part D, question #5).
1. Verbal/Written Communication Skills




2. Interpersonal Skills (excluding those used to supervise others)



3. Conflict Resolution Skills



4. Planning/Organizing Skills



5. Other Skills (please describe)




4. Education, Training, Previous and/or on-the-job Experience
    Considering the knowledge and skills described above, how is this usually obtained?
    Briefly describe the kind of education, training, previous and/or on-the-job
    experience normally required for an employee to be able to perform all key
    activities. Indicate if a formal credential or certification is required, and what is
    needed to ensure that technical knowledge/skills requirements are maintained or
    upgraded to keep up with job demands. Please note that credentials that are
    considered “an asset” when recruiting for your job can be included here but should
    be clearly noted as such.
Typical Education/Experience:

Formal Credential Requirements:

Upgrading knowledge to keep up with job demands:




                                                                                           8
         Part D: Supplementary Information
The questions in this section are designed to capture specific aspects of your job
that may not be reflected in the earlier sections.
1. Functional/Technical Leadership
   Some jobs have responsibility for providing advice and guidance to others to assist
   them in meeting their work objectives or to support the organization’s decision-
   making. This type of leadership can be provided to staff that are being supervised,
   but can also be given to others within or outside of the work unit/team separate from
   any kind of direct supervisory responsibilities. Briefly explain the type(s) of
   advice/guidance provided and to whom it is provided:
   Type of advice/guidance:                      Provided to:




2. Financial Resources
   Are you responsible for using, monitoring, or managing financial resources?
   Consider activities related to maintaining petty cash, tracking expenses, compiling
   payroll, operating or other budgets, reconciling cash/payments, approving payments,
   purchasing goods/services, budget forecasting, financial audit/control, major
   expenditures/capital purchases, making financial commitments on behalf of the
   University? Briefly describe the nature and scope of your responsibilities in this area
   (if any). If describing budget responsibilities, please focus on the portion over which
   you exercise some control.




   Do you have any responsibilities related to the acquisition of financial resources?
   Consider activities related to cost recovery, setting fee structures, initiatives targeted
   at increasing enrolment, generating revenue or otherwise obtaining increased
   funding? Briefly describe the nature of your responsibilities (if any) in this area and
   the relative scope of potential dollars that might be realized through your
   contribution:




                                                                                            9
3. Information Resources
   Are you responsible for using, maintaining, distributing or safeguarding information
   resources contained in manual or computerized systems? Consider activities related
   to inputting and storing information; setting up, organizing and maintaining
   information; monitoring how others use information to ensure compliance with
   University requirements; accurately representing data provided in customized
   reports; maintaining and securing information systems serving key program or work
   unit information needs; determining how and/or to whom confidential data can be
   released; establishing policies that control the use, security and release of protected
   information. Briefly describe the nature and scope of your responsibilities in this
   area:




4. Material Resources
   Are you responsible for the safe use, operation or safekeeping of physical resources
   (such as supplies, tools, machinery, vehicles, office and computer equipment,
   property, facilities, etc.)? Consider activities related to tracking, storing and
   distributing resources; dealing with servicing, installation or maintenance activities;
   safely operating large equipment; assessing and making recommendations
   regarding repair or replacement; ensuring security and safe handling of resources
   used by others; defining controls, standards and risk management policies to prevent
   loss of or damage to valuable University assets. Briefly describe the nature and
   scope of your responsibilities in this area:




5. Analytical/Critical Thinking/Judgement
   Select one or two examples that capture challenging problems or assignments in
   your job that you would be expected to handle by yourself (with little or no assistance
   from other staff or your supervisor). To help you answer this question, think of work
   that involves “mental activities” such as analyzing, assessing, interpreting,
   troubleshooting, diagnosing, creating, etc. Briefly describe the nature of the issue or
   problem, what type of things need to be considered to understand the scope of the
   requirements, and what is involved in coming up with a response or solution.




                                                                                        10
Example 1:
Nature of the issues or problem:

Considerations:

Finding a response or solution involves:


Example 2
Nature of the issues or problem:

Considerations:

Finding a response or solution involves:




Which statement best describes the novelty of results normally encountered in
your job?
   I usually know in advance the specific outcome or result of my judgements or
   actions.
   I cannot be certain of the exact result or outcome of my judgements or actions,
   but it will be among a number of known potential results.
   I do not know in advance how effective my judgements/actions will be in
   addressing the issue or problem, and need to be flexible in modifying approaches
   as results become available.
   Much of my work involves making judgements or taking action in situations
   where it is not possible to know in advance what the results will be. I must make
   predictions about the scope of potential impacts.
Briefly explain your selection OR answer the question in your own words:




Briefly describe the type of risks associated with the judgements you make or
actions you take in your job. Consider risks such as lost time, inconvenience,
waste of resources, financial costs, legal implications, and health and safety
implications.




                                                                                     11
6. Physical Demands
   Some jobs require employees to carry out activities requiring physical effort.
   Physical effort may involve motor skills required to operate equipment or perform
   tasks using control, speed and/or precision in hand/body movements, OR carrying
   out tasks requiring strength, stamina or exertion. Briefly describe the most
   demanding physical requirement(s) in your job (if any), and approximately how
   frequently and for how long they occur.
                    Type of Physical Skill or Effort                   Frequency /Duration




7. Sensory Demands
   All jobs require attention to details, objects or situations. These details can involve
   visual checking, listening carefully, or using one or more of the other senses (smell,
   touch, taste) to ensure the accuracy of details. Briefly describe the most demanding
   sensory requirement(s) in your job and approximately how frequently and for how
   long they occur:
                        Nature of Sensory Effort                       Frequency /Duration




8. Physical Work Environment
   Briefly describe the location or locations in which you normally carry out your job:




   Please list any conditions in your physical work environment that are unpleasant, e.g.
   working in confined spaces, lack of privacy, odours, dirt, constant or harsh noise,
   temperature fluctuations, inclement weather, human waste/bodily fluids, hazardous
   waste. Also note approximately how frequently exposure to these conditions occurs.




     Are you exposed to any conditions as a result of carrying out job responsibilities
     where there is a risk of physical injury? Briefly describe the nature of these
     conditions and approximately how frequently exposure occurs.




                                                                                          12
9. Psychological Work Environment
     Which of the following statements describe conditions in your work environment that can
     produce psychological discomfort/stress because they limit your control over work? Check
     all that apply.
      No specific conditions are present in my job.
      I receive/redirect complaints over the phone, where people can be unpleasant or
      impatient.
      I deal with conflicting priorities/time demands imposed by others.
      I perform monotonous/repetitive tasks or have to maintain a specific level of
      productivity/output.
      I am first point of contact (in person) with people who are angry/unreasonable, and have
      only limited authority to respond directly to their concerns.
      I work in isolation of others.
      I work in an environment where there is frequent change, e.g. a lot of process/procedural
      changes.
      I have regular travel demands that require me to be away from home for extended
      periods.
      I must sometimes communicate unpopular information or decisions without authority to
      respond to concerns of others.
      I lack control over the final quality of work products/recommendations that are handed
      over to others for further action.
      I respond to emergency situations where there is a lot of pressure to find a solution
      quickly.
      I respond to very adversarial/emotionally charged confrontations that are directed
      towards me personally as a result of my role in representing the interests of my
      section/department/faculty.
      Other (please describe below).
     Of the statements you checked, which one or two conditions are the most
     demanding in your job? Briefly explain your selection(s).




Final Comments
     Is there any additional information about your job that you wish to include? Please use the
     space below to describe any other job requirements that have not been covered in this
     questionnaire.




Thank you for completing this job information questionnaire. If additional job
information is required, someone will contact you directly.



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