Position Data Questionnaire

Last Updated:  06/08/01

Date Prepared: ______________________

This questionnaire was designed to help describe positions at Princeton University. The attached provides you with an outline for preparing a position description and/or the documentation necessary for a classification review. On separate pages, please provide detailed comments and descriptions for all applicable sections. Include specific examples to illustrate job duties, complexity, type of decision making, knowledge and skills. Examples will add clarity to this description.

A cover memo should be provided by the supervisor of this position. This memo should describe the reason(s) for this review and compare this position to others in the department. Please discuss the requirements of this questionnaire with your Human Resources Representative.

Position Information

Check 1, 2, or 3:

1. New Position ___
2. Vacancy ___
3. Classification Review/Current Position ___

Position Title (current)__________________________________________________

Incumbent in Position __________________________________________________

Current Grade ______________________

Department ________________________

Unit ______________________________

This Section to be Completed by the Supervisor

Name ________________________________________________________

Title __________________________________________________________

Campus Address ________________________________________________

Phone ________________________________

E-Mail _______________________________

Position to Which Supervisor Reports _______________________________

I. Summary of the Position

Describe the basic functions or purpose of this position. The description should explain the primary reason this position exists. Generally, the summary will require only a few sentences. The specific details related to position responsibilities should be listed in section III.

II. Summary of Change

Describe how this position has changed in terms of job functions or duties. This may include, but not be limited to; supervisory responsibility, level of decision making, exercising judgement, degree of autonomy, new skills being utilized, qualitative and/or quantitative changes. Provide examples to illustrate these changes.

III. Principal Duties

Describe the principal duties performed by the position. The following information should be included:

a. List the principal duties performed by this person in the position in order of decreasing importance. When describing the duties, use concise statements that provide a clear understanding of the level of responsibility, complexity, creativity and analysis performed in this position.

• Use action verbs which tell what the position does. Examples include "supervises", "programs", "directs" and "analyzes".
• Provide specific examples to illustrate the duties
• Avoid ambiguous terms such as "oversees" or "manages", instead, describe the activities involved in overseeing or managing.
• Quantify activities when possible. Examples may include: How often is the activity performed? How much money does this position manage? What is the volume of work handled?

b. Indicate from whom work is obtained and where completed work is sent or to whom.

c. List the approximate amount of time that is spent on each duty as a percentage of total work time. Combine any duties that constitute less than 5% of the employee's time.

d. Place an asterisk next to the essential functions of the position. Functions are deemed essential if: the position exists to perform the function; the employee was hired for his or her expertise in performing the job; or only a limited number of employees are available to perform that function.

When determining if a function is essential, consider the following:

• the amount of time spent performing the function
• the consequences of not requiring the employee to perform the function
• the terms of a collective bargaining agreement
• the results achieved by performing the function.

IV. Complex Tasks

From among the principal duties listed, identify between two and four that are the most complex and describe them in detail. Include specific examples to illustrate the scope of the responsibility, the types of problems confronted, the decision making, creativity, judgement and analysis performed.

V. Decisions

Describe the types of decisions this position makes without guidance or supervision and the impact these decisions have on students, staffs, budgets, etc. Describe the context in which the decisions are made, (in groups, independently, spontaneously) and the supervision that is provided to make the decision. In addition, use examples to describe the research, assessment and analysis that is necessary to make the decision.

If this position assists others in making decisions, explain this position's role in the decision making process.

VI. Organizational Characteristics

a. Provide an organization chart to explain this position's placement in the department.

b. If this position involves work as a manager, supervisor or group leader, list the number and type of employees supervised or led. This may include full-time, part-time, students, casuals, etc. Next, describe the nature of the supervision provided. It will be helpful to consider the following questions and provide examples.

• Does this position require hiring, promoting, training, firing or evaluating others for pay increases?
• Does this position assist a supervisor in these matters and if so, how?
• Does this position set work priorities or prepare daily work plans for others?
• Does this position organize the workflow of the unit?

VII. Contacts

Describe the interaction this position has with other positions, units or groups within the department, the University, and outside of the University as well. Include those contacts with which this position has active, primary working relationships. Identify each contact and describe such details as:

• What is the reason for the interaction?
• How frequently do the parties interact?
• What does the position provide to the contact and the contact to the position? This may include information, service, etc.
• How does the position impact others? This may include systems, people, expenditures, etc.

VIII. Review of Work

Describe how and by whom work is reviewed for this position and the frequency of the review.

IX. Knowledge and Skill

a. Indicate the knowledge and skills necessary to satisfactorily perform the work of this position. Knowledge includes technical information required to perform the work as well as familiarity with policies, practices and procedures associated with the position. Skills include items such as experience needed; educational requirements; managerial, interpersonal, technical or analytical expertise needed. Describe only the knowledge and skills required by this position, as opposed to the skills and knowledge possessed by the incumbent.

b. List the knowledge and skills that the incumbent brings to the position, but may not be required to perform the job responsibilities. If this position is vacant, list the knowledge and skills that are preferred but not required.

X. Quantitative Data

Provide information illustrating the quantitative aspects of this job. For example, describe estimates of the average number of orders processed, calls placed or received, number of people helped on a daily basis or amount of lifting, climbing or other physical attributes associated with this position. Use examples that will help the reader understand the volume and scope of responsibilities.

XI. Special Pressures

What special pressures surround this position, including but not limited to physical demands, environmental conditions and unrelenting deadlines? Provide specific examples.

XII. Additional Information

In this section, present any information not included in previous sections that will help the reader understand this position. If the position has already been adequately described, no additional information is necessary.