by Angela Sikma, Deborah Earle, Jeff Gardiner and Erin Davidson
About two years ago, a committee was formed to review the Trent and OPSEU Job Evaluation Manual (referred to as “the tool”), a resource document used by the Joint Job Evaluation Committee (JJEC) to help ensure fair and equitable pay across all OPSEU jobs. It was a slow process, but a very thorough review has now been completed.
The tool had not been updated for nearly 20 years, so the review committee examined each job evaluation factor and updated the document to bring language, and job factors up to date. Along with each factor being reviewed, the Rater notes were updated to help keep the JJEC’s scoring consistent. The Rater notes along with the tool are used by the JJEC committee when reviewing the positions.
The committee then completed a benchmarking exercise, evaluating a sample of existing job descriptions using the newly updated tool. The scores were then calibrated to make sure the newly updated tool was indeed working effectively.
During this review and benchmarking exercise, regular JJEC job reviews were on hold from summer 2024 until winter 2025. Starting this spring, jobs are being evaluated using the new tool.
What are the factors outlined in the Job Evaluation Tool?
The Pay Equity Act requires work to be described using four factors: Responsibility, Skill, Effort (Mental & Physical), and Working Conditions. These are reflected in the list of factors outlined in the Trent University JJEC and OPSEU tool:
- Responsibility is reflected in Analytical Reasoning, Decision Making, Impact, and Responsibility for Work of Others
- Skills are reflected in Education, Experience, Communication, and Motor Sensory Skills factors
- Effort (mental and physical)
- and Working Conditions (psychological and physical)
What are the changes to the Job Evaluation Tool?
The updated tool can be found on the HR website at Job Evaluation Tool Kit – Human Resources – Trent University.
Each factor was reviewed. Most of the factors only saw minor edits to the language for the purpose of providing clarity on the tool and so that the tool can be applied consistently.
Key changes:
A) The old tool had a Total Job Knowledge factor which was a combination of education and experience. This has been split into two separate items, and it is no longer tied together.
B) Education scores reflect the minimum level of education required for the job. It is not the education level of the incumbent in the position. Some jobs may require more than one type of education (i.e. a two-year College diploma plus an additional certificate). Moving forward, the education scoring will reflect the most advanced level of education required for the position. The education factors remain the same with six levels:
1. Requires the ability to read and understand simple instructions or procedures.
2. Requires the application of basic knowledge and skills, and the ability to interpret and apply standard procedures and work methods. (High School)
3. Requires ability to apply technical knowledge or specialized skills, where work procedures do not provide specific directions. Requires general education which may include specialized courses relevant to the job in areas such as administration, bookkeeping, payroll, computer technology, semi-skilled trades, etc. (A 2-year college diploma or equivalent certification.)
4. Requires application of more complex technical knowledge or specialized skills, acquired through formal education or training in areas such as purchasing management, skilled trades, accounting, programming, etc. (Equivalent to a 3-year advanced college diploma, a general university degree, or skilled trade license or certificate of qualification.)
5. Requires application of abstract theories and principles, through broad education in a professional field such as computer science, business administration, education, biology, environmental sciences, etc. (An honour’s university degree – e.g. HBA, HBSC, BBA, BSW, B.Ed.) Note – it was clarified that B.Ed lands here.
6. Requires advanced training in a recognized profession, plus extensive knowledge of a specialized field in areas such as business, psychology, education, etc. Requires familiarity with new developments, research techniques and methods exceeding the scope of basic university education. (A graduate level degree – e.g. M.A., M.Sc., MSW, MBA or M.Ed.)
C) Experience used to be compressed time. This concept of compression has been removed from the tool and experience now follows the same years of experience that is normally posted on the job description. Again, it is the minimum level of experience required for the job and it is not the years of experience of the incumbent. The new experience factors are:
1. One (1) year or less; basic knowledge required of the organization in order to perform work, general knowledge required of own occupational area.
2. Two (2) years; basic knowledge required of the organization in order to perform work; specific knowledge required of own occupational area.
3. Three (3) years; general knowledge required of the organization in order to perform work; detailed knowledge required of own occupational area as well as some knowledge of other work areas which are closely connected as clients or service partners.
4. Four (4) or five (5) years; broad general knowledge required of the organization in order to perform work; detailed knowledge required of own occupational area and other work areas which are closely connected as clients or service partners.
5. Six (6) or more years; specific knowledge required of the organization in order to perform work, specialist knowledge required of own occupational area and other work areas which are connected as clients or service partners, in order to make recommendations for improvements or change.
When should my job description be reviewed?
Every five years to ensure the information is up to date and accurate. In most cases like this, your band will remain the same.
If there are permanent major changes to your job (substantively altered) and you and your supervisor feel these changes may result in a band increase, then the job can be submitted for evaluation at any time.
What are the procedures/steps to review my job?
Taken directly from the Job Evaluation Took Kit which can be found on the HR website at Job Evaluation Tool Kit – Human Resources – Trent University
Step 1: Identification of Changes
Connect with the Supervisor/Manager to discuss the discrepancy between the duties being assigned and the current job description. Please note additional duties must be assigned by the Supervisor and if the duties are likely to result in a change in banding (up or down) Supervisors/Managers must seek approval from their relevant Dean or Vice-President prior to implementing the change.
The Supervisor/Manager should describe, in writing, any ‘significant’ changes to the current job description (i.e.: how it has changed from the current job description). The preferred submission format is an updated job description, with clear identification of changes (e.g. use the “Track Changes” feature in MS Word) and an accompanying letter, explaining how the position has changed since it was last evaluated.
Step 2: Job Incumbent Questionnaire (THIS IS NEW)
Requests for job evaluation must be accompanied by a completed Job Incumbent Questionnaire (JIQ) that has been reviewed/signed off on by the Supervisor/Manager. For multi-incumbent roles, one or two representatives should draft one questionnaire and share it with colleagues for feedback.
Note – Your job description should no longer include the detailed description of the factors at the bottom (i.e. Motor Sensory, Effort, Working Conditions). This information is now included as part of the Questionnaire. The job description format starts with Job Purpose, then Key Activities, Education, Experience and ends with Supervision.
Step 3: Submission
The updated job description, JIQ and a department organizational chart should be e-mailed to the attention of Torri Balson in the department of Human Resources (tbalson@trentu.ca). Both the incumbent(s) and the Supervisor/Manager should be included in the email.
Step 4: Confirmation of Receipt
You will receive an e-mail from the Department of Human Resources confirming receipt of your submission. Your position will be added to the next JJEC Meeting Agenda, or a waiting list, if one exists at the time of submission.
Step 5: Notification/Invitation – JJEC Meeting
You will receive an e-mail from the Department of Human Resources notifying you of the date/time your position is scheduled to be reviewed.
Step 6: Formal Review
In advance of the JJEC meeting, each committee member will receive copies (prepared by HR) of your submission. Each JJEC member will independently review the package prior to the review date and will come prepared to the meeting with any questions they may have. The incumbent(s), accompanied by their supervisor, will have an opportunity to present information to, and answer questions of the committee. After the incumbent(s) and Supervisor have been excused from the meeting, the committee will, as a whole, discuss the submission, evaluate how each of the factors outlined in the tool apply to the new job description, and reach a decision by consensus.
Step 7: Communication of Decision
The decision of the JJEC committee will be communicated by HR to the incumbent(s) and the Local President, or designate, within 15 days of that meeting/decision via email, unless otherwise requested.
How often does the Joint Job Evaluation Committee (JJEC) meet?
The committee is now back up and running on a regular basis. Normally this is every two weeks during the school year and as needed in the summer.
What happened to the jobs there were submitted when JJEC was on hold (summer 2024 to winter 2025) and are in the queue to be evaluated?
The OPSEU members who submitted these jobs have now been asked to resubmit their job description and to include a completed Job Incumbent Questionnaire. HR will respect the initial submission date if there is an increase in banding and retroactive pay is required.
If you have any questions about the JJEC process, do not hesitate to contact your steward, members of the executive, or your JJEC representatives: Deb Earle, Danielle Britton, Jeff Gardiner, and Nicole Holden.