Compensation and Classification Redesign Project
Job Information Form (JIF)
The next step of the Compensation and Classification Redesign Project gives all non-bargaining professional and scientific staff members the opportunity to describe their job through the Job Information Form (JIF).
The information provided on the JIF will help us better understand jobs within the University when building the new job classification system, and will be used to initially place individual jobs in a job function, job family and job family progression.
JIF Basics:
- Who? All non-bargaining professional and scientific staff
- What? The JIF is an online form available through Self Service (http://hris.uiowa.edu).
- Respond to the questions to the best of your ability. The application walks you through a series of questions using check boxes, drop down menus, and open-ended text boxes, providing opportunities for examples and comments.
- If you need assistance in accessing the JIF, please contact your Unit HR Representative, your supervisor, or the redesign project team . Once completed, review the final summary and submit when you are satisfied with your responses.
- When? The JIF is available beginning November 6, and forms are due back to Human Resources by the end of the fall semester, December 11, 2009. Individual units may set their own deadlines within this timeframe.
- Where? Log into Self Service, on the “Personal” page look for the listing of options under “General”. The JIF will be listed in alphabetical order.
- Why? The JIF provides a consistent method to collect job information for all non-organized Professional & Scientific (P&S) employees.
- The initial purpose is to understand your job so that a preliminary assignment can be made in the new classification structure.
- JIF data will also be reviewed against the work of the expert panel process and will be instrumental in ensuring an accurate correlation and understanding of all jobs within the University.
- Eventually the JIF data and the work of the expert panels will be used in the process of building a new compensation structure.
- How do I complete?
- Prepare ahead to complete the JIF. This will reduce the time to complete the JIF and make your responses easier.
- Find your current job description, performance expectations or other documents that describe your work, and refer to them as you respond to questions.
- Think of examples of work that illustrate the scope, impact, judgment and innovation you exercise in your position.
- Review the job family and job function purpose statements to find one that best fits your position (http://www.uiowa.edu/hr/classcomp/redesign/job_purpose.html).
- Schedule time to focus on the JIF; ask your supervisor to help you identify blocks of time. If you do not have a dedicated computer, ask your Unit HR Representative to help you find a location you can use. You should also contact your Unit HR Representative for any other assistance you need in accessing or using the JIF.
- Complete one section at a time. The JIF will automatically save your work, whenever you hit "next question" or "previous" buttons, therefore, you do not have to complete the questions all at one time so long as you save by using one of these buttons. Once you complete a section, you will have the ability to go back and edit your previous responses.
- Use the help buttons to find definitions of terms or examples for each question. Do not get stuck on any particular response. Enter what you are thinking about and move on; you can go back and edit your responses anytime before you hit, “submit.”
- Talk with others who do similar work. You may share ideas for how to respond to individual questions and/or share common responses with each other. If a group decides that they all do the same work, one person from the group must complete a JIF, and the others in the group can then decline and note in the comment box that their job is identical to that of the person whose JIF has already been submitted. You must give the name of the co-worker you wish to match in order to maintain your appeal rights based upon your initial placement.
- Where can I get help? There are “help buttons” throughout the JIF that provide definitions of terms and examples of responses to the questions. Unit HR Reps can also be a resource regarding the form and your supervisor can be a resource and assist you with describing your job content. It is also perfectly acceptable to work with your co-workers and colleagues to get ideas or suggestions about how they are responding to individual questions. You may also refer back to this web site, as we will be adding to the frequently asked questions (FAQ) section of this website throughout the JIF process. Finally, you are also welcome to email the project team at comp-class-redesign-project@uiowa.edu and we will work to respond to your question.
Frequently asked questions about the JIF
If you have a question that you do not find here, please forward the question to: comp-class-redesign-project@uiowa.edu
Do I need to complete the JIF if ….?
How do I complete the JIF if…?
What happens after Compensation and Classification ...?
Do I need to complete the JIF if ….?
Q: My position is essentially the same as my co-workers. Will each of us need to complete a JIF or can we complete one JIF for multiple individuals?
A: You can work together to develop a JIF and have it entered into self service by one individual. Then the rest of the group could decline the JIF on Self Service and note in the comment box: “My JIF is the same as (name of the coworker who has completed the JIF identical to your job).” If the jobs are not identical, you can still share ideas for answers or common text or language to use in completing a separate JIF.
Q: Do I need to complete the Job Information Form (JIF) if I have been approved for early retirement or I have received notice that my position is being eliminated?
A: We do not need information about positions that will remain vacant or go away. Please consult with your Unit or Senior Human Resources Representative.
Q: Do I need to complete the Job Information Form (JIF) if I am currently serving in an interim appointment?
A: Your answers on the JIF should reflect your ongoing responsibilities, not special projects, temporary assignment duties or future responsibilities. If you are in an interim appointment/assignment and are unsure, please consult with your supervisor or Unit HR Representative for guidance.
How do I complete the JIF if…?
Q: How do I complete the JIF if my job is the same as my co-worker(s)?
A: Co-worker’s reporting to the same supervisor can save time and effort
by working together to complete one JIF under the name of one of the individuals. The second co-worker can then decline the JIF by noting in
the comments that they are declining the JIF because their job is the same
as… the co-worker who has completed the form. We expect these arrangements to be collaborative, so that the content of the JIF reflect
the mutual agreement of the co-workers.
Q: How do I complete the JIF if my job is similar to my co-worker(s), but yet different in some way?
A: If you feel your job is not entirely the same, then you should complete your
own JIF. You should not decline the JIF to be part of a group, unless you have reviewed and agree with the responses of the other person. Our
intent is for you to have the opportunity to tell us about your job. You
may choose to share ideas and text for answers for those questions
you agree upon, and then answer differently where you disagree.
Q: How do I complete the JIF if my co-worker(s) report to a different supervisor?
A: The JIF form is automatically routed to the individual you identify as your supervisor. If you say your job is like a person who works for
someone else, your supervisor will not automatically be able to review and
verify their agreement. Therefore, you should instead share common
answers and enter your own JIF.
Q: How do I complete the JIF if I have two appointments?
A: For appointments that are equal to 50% or greater we request that you complete a Job Information form (JIF) for each appointment. We believe this will affect a very small number of individuals. If you have an appointment less than 50%; you may opt to not complete the JIF for that position or you may decline and you will be assigned a job function and job family based on a recommendation of your supervisor. You will maintain appeal rights if you completed the JIF on the 50% or greater appointment.
Q. What if I am not a good writer?
A. The JIF was developed recognizing that not everyone has the same level of skill or comfort in writing. Therefore, you will see questions in a variety of formats, yet most provide the opportunity to comment and/or provide examples.
If you still feel uneasy, ask your Unit HR Representative or supervisor for suggestions on language you can use, or examples from your area that you could model. Remember to check the help button on the JIF for examples as well. It is perfectly acceptable for you to ask friends and colleagues for help or ideas.
Q: What if none of the job function or job family purpose statements fit my position?
A: You can tell us if none of the job functions and/or job families fit for your position. In this way, we will be able to determine if our purpose statements are simply unclear, or whether we missed a group of jobs. There will also be some jobs that will probably be identified as “outliers”, due to their unique characteristics. These will still be included in the new classification and compensation system, but will be in their own category.
Q: What if I have more than one supervisor?
A: Select one supervisor when you complete your JIF. After your first supervisor reviews and approves your JIF, they will add the other supervisor to the approval path as the form moves on its way to the project team.
Q: What if I perform work described in multiple job functions or job families?
A: Think about how your job would be advertised if the department had to fill the job tomorrow. What job function and job family would be used to advertise the job? Which role carries the greatest percentage of effort?
Q: What happens to my JIF after I hit submit?
A: When you are finished completing the form, it will be forwarded to your immediate supervisor for review and approval. Your supervisor is expected to talk with you if they feel the need to make any edits and changes. Your organization/division will submit the JIF to the Compensation and Classification project team. You will be able to view the JIF in its final form, and any changes made after you complete the JIF will be noted as to who made the change and when.
Q: Is the JIF form automatically routed?
A: When submitted, the Job Information Forms will be automatically routed in workflow to the supervisor designated on the JIF. Supervisor approval is the only approval required by HR; however each organizational unit
may add other appropriate reviewers.
Q: If a JIF is sent to the supervisor as complete and the supervisor thinks it need more work, can the JIF be returned to employee for more work?
A: Yes, the JIF can simply be redirected back to the employee.
Q: Will I be able to edit my JIF after I submit it?
A: No, not unless your supervisor or another reviewer returns the JIF to you in Workflow for further work. Then you will be able to view and edit the
form from your workflow inbox. The “Job Information Form” link will remain view only.
Q: Will I be able to view my own JIF in workflow after it’s submitted to my supervisor or to any other reviewers?
A: Yes, anyone on the approval path will be able to go back and reference the JIF.
Q: What am I expected to do as a supervisor?
A: If you supervise other non-organized P&S staff, their JIF will be routed to
you automatically. As a supervisor, you are expected to review the content
of the JIF. If you find areas of disagreement, you should talk with your staff
member to find a common understanding, if possible. If you anticipate
that this could lead to a disagreement, prepare for the conversation by
using the best practices for conflict management available on the web:
http://www.uiowa.edu/~confmgmt/bestpractices.shtml
Following the discussion, edit any questions necessary and respond to
the additional questions directed to you as the supervisor. The form will
then be routed according to the workflow path established by your
organizational unit, or you may direct it on an ad hoc basis. If you have a question about the routing of the form, contact the work flow
administrator as listed on Self Service, as found on the “Personal” page,
"General” column, “My Workflow Administrator”.
Q: What if I disagree with changes made by my supervisor?
A: It is very important that you and your supervisor communicate about any areas of disagreement. It is hoped that you can find mutual agreement about how your work is described, but ultimately the supervisor is responsible for assigning work. If you need help in preparing for a conversation with your supervisor when you disagree, you may consult with your Unit HR Representative, or there are useful resources about best practices on the Conflict Management Website maintained by the Office of the Ombudsperson http://www.uiowa.edu/~confmgmt/bestpractices.shtml
What happens after Compensation and Classification receives my completed JIF?
Each JIF will be reviewed individually and your position will be initially placed in a job function, job family and job family progression. Once the assignments are completed, probably in the Spring/Summer of 2010, you will be notified of the placement.
Q: What if I disagree with the preliminary placement of my position into the new classification structure?
A: If you have completed the JIF (or indicated you declined because your job was like another person), you will have the ability to appeal the initial placement decision. The appeal process has not yet been defined in detail. At minimum, you will be given the opportunity to explain why you disagree and provide any additional information you wish to have considered.
Q: What happens if my job duties and responsibilities significantly change or I’m hired into a new position before the July 1, 2011 implementation of the new system? Will I be allowed to fill out a new JIF?
A: Yes.
Q: Is this form automatically routed?
A: Yes, once the JIF is finalized by the employee, it will be automatically routed in workflow to the supervisor designated on the JIF.
Q: What happens after the form goes to the Supervisor?
A: Workflow Administrators have the option of designating Department and Org level workflow paths for the JIF form. If paths are designated for the employee’s Department or Org, then the employee’s JIF will follow those paths. If no departmental or organizational level workflow path is set up, it will go directly to University Human Resources.
Q: I’m a workflow administrator – where do I set up a Department or Org workflow level?
A: Under the workflow tab, choose “Edit/Maintain Workflow Groups (Frames)”. On the left hand side, choose “Employee/Supervisor Forms,” then “Human Resources,” and finally “Job Information Form”. Then you will be given the option to “Establish/Edit Post-Supervisor Routing for this form”.
Q: Is Department or Org approval required by Compensation and Classification?
A: No, it’s completely optional and at Department and Org discretion.
Q: If we choose to set up a Department or Org Workflow level, which forms will go to these levels?
A: Employees whose positions are “owned” by a department or org will have JIFs that go to that Department or Organization for approval. MFKs will have no impact on this, nor will the department in which a supervisor is employed.
Q: How do we get additional approvals before the department level?
A: Please indicate to supervisors that they should “send to an alternate for approval” on the workflow approval screen. Alternatively, they can choose “Do Not Approve” and then indicate “Do not approve; instead send to an alternate for approval, then return to me.” Either of these options will route the form to other individuals before the department level.
Q: How can we have different people in our Department or Org handle different forms?
A: As with all forms, you can set up approvals in whatever way you wish. For example, you could designate 5 approvers in your department and label each one of them as “permitted”. Then, when a form is submitted to the department, one of these approvers can review or re-route that form based on your internal business rules using the “ad-hoc” function in workflow.
Q: Why can’t we set up a workflow sublevel?
A: Workflow Audit requirements state that forms must have two signatures at or below the department level, including the signature on the form. Because the supervisor will suffice as one of these signatures, and because no other signatures are required by Compensation and Classification, the supervisor’s signature occurs at the sublevel. Other forms that function similarly include Time Records and Absence Reports.
Q: How long will it take to complete the JIF?
A: Completion time for the JIF will vary based on the individual, their preparation and how much time they take formulating their responses. Some may complete it in as little as 1-2 hours; others may take more time. Our best advice is to start early and prepare ahead by locating and referencing your individual job description and reviewing the job function and job family purpose statements. Set aside blocks of time that allow you to focus on the task without interruption. Gauge how much more time you will need by how fast you move through the sections; if it is taking too much time, then you may want to spend less time on each question by focusing only on the primary and most important functions of your position.
Q: Do I need to be concerned if the responses I provide in the Job Information Form are significantly different or appear to be inconsistent with my current job classification and grade level?
A: No. We recognize there are a number of staff members who have University classification descriptions that do not accurately reflect their current duties and responsibilities. The current classifications will be replaced with new, more specific classifications, reflecting skill, effort and responsibility. It’s for this reason we encourage you to complete the Job Information Form as accurately as possible and to the best of your ability.
Q: Do I waive my appeal rights if decide to not complete the JIF and agree to be placed into the new classification structure using a JIF completed in a collective effort (one JIF for multiple people)?
A: No, as long as you note in the comment box that your job is identical to that of the person whose JIF has already been submitted. You must give the name of the peer you wish to match in order to maintain your appeal rights based upon your initial placement.
Q: What impact does the JIF have on my salary?
A: The information on the JIF will not have an immediate direct impact upon your salary, however when the project moves into the construction of the compensation system, the information on the JIF’s will be used to place jobs into levels for purposes of pay. This will ultimately lead to market salary ranges for individual jobs.
E-mail us your questions and/or comments to comp-class@uiowa.edu