When preparing a new job description it is important to remember that you are speaking about your job. You know it best; you are therefore the authority on your position.

The system that is used for classifications is called the Point Rating Evaluation Plan or PREP for short. It is based on a modified Hay System Model.

Much of the information you will need about PREP is on the government WEB site; access it through www.gov.ab.ca/pao . When you get there use the search engine so that you don’t miss any sites. As well, the AUPE site has a list of helpful links and information.

Please take your time and do the best possible job. Don’t allow yourself to be rushed, that way you might miss something very important about your position.

Then you should follow these steps:

1. Do an inventory of tasks - put a piece of paper beside your phone, on your desk etc and every time that you do a task or remember a task write it down. Take as long as you need. It may be that for the type of work that you do ie. Accounting, you will need to complete at lease one cycle before you are finished. Once you have an inventory, group the tasks together and sit down with the Benchmarks, if they are available, and see where you believe that you best fit. If there are no Benchmarks available, you will just have to do your best. Using the Guide Charts will also give you lots of information.

2. Using the above information, you can now start to work on your new position description.

3. You will need to provide examples of some of the types of things that you do. Make sure that they are relevant and really give the flavour of the work that you do. Again, remember this is your job and you know it best. Also make sure that the information that you use is current, ie don’t use an old form, use the newest one that you have and explain what you do with this information.

4. When classifying, you cannot use volume or how well you do the work as indicators. If volume is a factor then use it to explain the need for extra knowledge or skill.

5. Work must be delegated and ongoing. This means that you have to have been asked to do it. One of the biggest problems that we run into during the Appeal process is that the employer will say: yes, but this employee chose to do the work, we never assigned it. Keep a record of everything that you are asked to do. Having a letter of recommendation will not help you, as much as a memo that states; Please do the following.

6. If you can, ask your Human Resources Department to provide you with a copy of the Organizational Chart for your area. Then you can get started on the business of writing your new position description.

7. Remember that PREP is a value-added system. This means that you must talk about the end result, what the job is accountable for, within what framework and what the added value is – ie. The value to the organization.

8. If you need any assistance contact Carol Drennan, 930-3405, c.drennan@aupe.org