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Module 9: Collecting Job Information

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TITLE: MODULE 9 – COLLECTING JOB INFORMATION

Welcome to the e-learning program of Ontario's Pay Equity Commission.

This module: Collecting Job Information

In this module, you will learn about the importance of collecting accurate, complete and gender neutral job information.

Accurate, up-to-date and gender neutral job information is vital to your pay equity process. The information you collect is what you will use to place value on job classes.

For more information, click on the link to view the Guide to Collecting Job Information.

To ensure gender neutrality, look closely at women's jobs for aspects of work that may have been overlooked or undervalued in the past.

For example, in the job class of secretary, continuous concentration on a display screen or the physical effort of keyboarding has often been overlooked. These details are generally omitted in job descriptions, which usually means they have not been paid for. Clearly, however, the job cannot be done without them.

Good, bias-free information helps employers and employees better understand what the job is all about. It is a key detail in the pay equity process.

There are several methods you can use to collect job information.

You can have employees fill out questionnaires, interview them, write job information statements or use a combination of these methods. To ensure that the collection of job information is gender neutral and free from bias, interview the employees carefully using the same questionnaire.

To find out more about collecting job information using a questionnaire, click on the link below.

Whatever method you use, the information you collect should be checked to see that it is complete and fully captures all aspects of the work.

Make sure you collect information for all the jobs you need to evaluate. In most workplaces, especially small workplaces, all employees should get a questionnaire.

Consideration must be made for those employees who are not English-speaking or not literate in English. In these instances, interviews are typically the more effective method of collecting job information.

Job information should also be accurate. Access the Glossary of Active Verbs by clicking on the link below. This glossary will help you describe women's and men's work activities accurately, using simple, straight-forward and bias-free language.

To collect job information in your workplace, follow the next set of steps:

Communicate the process to all employees so they understand why they're being asked to provide information. Also, explain to them the importance of giving complete and accurate information.

Then, photocopy one questionnaire per job and distribute the questionnaires to your employees or begin performing interviews if you've chosen to do so instead.

Collect the completed questionnaires and review them for missing information. You may have to go back to the employee to collect more information.

You can use the interactive Job Comparison Tool to generate a questionnaire that will include questions for all the sub-factors you have chosen. This generated questionnaire can also be used as a script to interview employees.

On the next slide, you will be shown how to generate a questionnaire using the Job Comparison Tool.

For Step 1 of the interactive form, you can see that there are five pre-selected sub-factors, which are highlighted in blue, as well as the 12 optional sub-factors. For this demonstration, we will only use the five pre-selected sub-factors to generate the questionnaire.

After you click next, you will see a summary of the sub-factors you have selected. Here, you can print your sub-factors or save your work and come back at another time. Let's just move on to the next page.

From this page, you will begin to see full-page details for each of the sub-factors chosen. These pages include sub-factor definitions, considerations, sample questions for the questionnaire, and descriptions of each level.

Let's continue until we reach Step 3. Here, you can generate a questionnaire by clicking on this button. You will see each sub-factor that was selected along with a brief description and sample questions.

Do not feel as though you are bound to use only these questions. Feel free to modify and adapt this questionnaire to suit your situation and workplace.

In the next module, you will learn about evaluating job classes by assigning levels to the job information you have collected.

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