Job Evaluation Committee –
Terms of Reference
Role & Responsibilities
According to Article V & Section 1(f) of the Constitution, the YusApuY Job Evaluation Committee shall consist of YusApuY raters. The Committee shall consist of members of the general membership appointed for an indefinite term. Members wishing to be appointed as a YusApuY rater shall notify the Executive Board in writing. Job Evaluation Committee members shall be appointed and de-appointed (see Article VI, Section 4) by the Executive Board at its discretion and with due consideration. The President and/or the First Vice-President shall oversee the Job Evaluation System.
The ongoing work of the Job Evaluation Committee is to review all issues that arise in the Joint Job Evaluation Committee and to ensure that the job evaluation process is fair to the YusApuY members. It is the goal of the Job Evaluation Committee to have a well-trained group of YusApuY raters to ensure the integrity of the job evaluation system is maintained.
Members & Composition
Raters-in-Training who have been appointed to the Job Evaluation Committee by the Executive Board are required to attend training sessions which are offered jointly by York and YusApuY. Upon completion of the training, Raters-in-Training will shadow senior raters for a minimum of three rating sessions. Throughout this period, Raters-in-Training will have opportunities to discuss their progress with senior raters, the Committee chair/co-chair alternate, or the YusApuY First Vice-President. Training will be deemed complete when Raters-in-Training demonstrate their ability to apply the rating criteria as outlined in the York/YusApuY Joint Job Evaluation training manual in reviewing job evaluation questionnaires. Rating sessions are scheduled by York on consultation with YusApuY based on the volume of questionnaires in the queue and the availability of Joint Job Evaluation Committee raters.
Job evaluation questionnaires are rated by the Joint Job Evaluation Committee as outlined in Article 14 of the Collective Agreement. The Joint Job Evaluation Committee shall consist of two YusApuY representatives (raters) and two Employer representatives. The Joint Appeals Committee shall consist of one (1) YusApuY representative and one (1) Employer representative.
Members in good standing interested in training to be a Job E Rater) are required to notify the Executive Board via the YusApuY office (electronic submissions welcome). The notification should outline the member’s specific interest in union involvement and any previous union or committee-related experience. The Union will acknowledge the request, in writing, as soon as practicable.
Members will be appointed to the Job Evaluation Committee for an indefinite term, according to Article V & Section 1(f) of the Constitution. A Job Evaluation Committee member who does not uphold their responsibilities or misses a significant number of meetings without a reasonable explanation may be asked by the Executive Board to resign from the Committee. If the member refuses to resign, deappointment action may be taken to remove the member from the Committee (see Article VI, Section 4). Committee members are expected to notify the Chair if they require a leave of absence or cannot attend meetings.
The Chair of the Committee, and co-Chair alternate, will be a member of the Committee, elected annually by the Committee (see Constitution Article V, Section 1). The Co-Chair alternate will act as Chair in the absence of the Chair.
The Chair will:
- coordinate meetings of the Committee;
- coordinate with York and available YusApuY raters to develop the rating schedule;
- prepare agendas and Chair meetings of the Committee;
- draft communications on behalf of the Committee related to the Committee’s work;
- report to the Executive Board on the work of the Committee;
- monitor the rating listserv (for raters) and the rating email address for member questions;
- act as a liaison between the Committee and the Executive Board; and
- represent the Committee as a voting member on the Executive Board.
Communication & Meetings
According to the Constitution (Article X, Section 4) the Committee shall meet as required. The Job Evaluation Committee meets once per month over a one-hour lunch period. The meetings are set in advance which are communicated to the Job Evaluation Committee by email to the listserv (firstname.lastname@example.org ). The last meeting of the year would be to determine a Chair for the New Year. All raters are expected to notify the Chair if they are able or not able to attend the meeting. If a Job Evaluation rater is not able to participate in a meeting, that member may speak to the Chair in advance so that the Chair can share the member’s perspective at the meeting. That member may also submit written comments or documents in advance of the meeting. It is mandatory that each rater debrief the Job Evaluation Committee after they have rated with the Joint Job Evaluation Committee. This will ensure that all raters can stay informed of new developments, issues and problems in the rating room. If there is no debrief those raters will not be scheduled in the next round of the Joint Job Evaluation dates.
According to the Constitution (Article XVI, Section 2) all meetings shall be governed by the Constitution. In cases where this is inadequate, Bourinot’s Rules of Order shall govern.
All Committee members must sign a Confidentiality Agreement as they might be privy to confidential information and discussions.
Minutes should be taken at all meetings and submitted to the YUSAPUY office within a month of the meeting. Documents prepared by the Committee (e.g., developing Constitutional language and/or new policies) will be documented and archived by the YUSAPUY office.
According to the Constitution (Article X, Section 4) this Committee shall meet as required. Attendance by fifty percent of the Committee members, or their predesignated alternates, shall constitute a quorum. Any vacant position shall not be counted for quorum.
Wherever possible, decision-making by consensus is preferred during meetings of the Job Evaluation Committee. If consensus cannot be achieved, the Committee members should agree on how to deal with the outstanding issue (i.e., hold a vote; continue the discussion; table the issue for another meeting; or take the issue to the Executive Board) with all final decisions about Committee business being approved by the Executive Board. There shall be no proxy voting or email voting unless explicitly determined by the Committee in advance of the vote.
As a rater of the Joint Job Evaluation Committee in the rating room, wherever possible, decision-making by consensus is preferred. If consensus cannot be achieved, the Joint Job Evaluation Committee members must agree on how to deal with the outstanding issue (i.e., call to interview, continue the discussion; table the issue for another rating meeting).
Accountability & Governance
According to the Constitution (Article V, Section 1) this Committee is responsible to the Executive Board, and according to Section 2 of the same Article, the Committee is required at minimum, to prepare and present semi-annual reports, during the months of May and October, to the Executive Board. The reports will be made available to the membership after having been presented at the Executive Board. Normally the reports will be drafted by the Committee Chair and agreed upon by the Committee members prior to being presented at the Executive Board. The Committee cannot commit the use of YUSAPUY financial or human resources without prior approval from the Executive Board.