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HomeMy WebLinkAboutMcClintock 88-05-30BETWEEN: ONTARIO PUBLIC SERVICE EMPLOYEES UNION (hereinafter called the Union) - and- SENECA COLLEGE OF APPLIED ARTS AND TECHNOLOGY ~'~) (hereinafter called the Employer) - and- MRS. BETTY McCLINTOCK (hereinafter called the Grievor) SOLE ARBITRATOR PROFESSOR IAN A. HUNTER APPEARANCES: FOR THE UNION: MR. EUGENE WILSON, CHIEF STEWARD MR. CHARLIE SUMA, VICE-PRESIDENT, CLASSIFICATION MS. CATHY RICHARDSON MRS. BETTY McCLINTOCK, GRIEVOR FOR THE COLLEGE: MS. ANGELA WILLIAMS, PERSONNEL OFFICER MR. RON THORNBURY, SUPERVISOR A HEARING WAS HELD IN TORONTO, ONTARIO ON MAY 16, 1988. AWARD (a) Introduction This is a classification grievance of Betty McClintock who is currently classified as a Typist Steno C in the Business Division of Seneca College. Her job is Core Point rated at 278 points, Pay Band 4. The Union has Core Point rated the position at 349 points, Pay Band 5. (b) Arbitration Data Sheets The Arbitration Data Sheets, submitted in advance of the hearing by both parties, revealed agreement on the following factors: Communications -- A3 Knowledge: Training & Experience -- C3 Working Conditions: Visual -- B4 Working Conditions: Environment -- A5 At the hearing, the parties agreed on Working Conditions: Manual Effort -- B4. Consequently, the factors in dispute are: 2 Factor College Evaluation Union Evaluation Job difficulty B2 B3 Guidance received B2 C3 Knowledge: Skill 2 3 (c) Overview of Position The incumbent is one of two Typist Stenos serving a faculty (full and part-time) of about 75 persons in the Business Division at Seneca College. Eighty percent of her time is spent copytyping reports, letters, course outlines, examinations, and memoranda. Typing or "keyboarding" is done on an IBM compatible Olivetti computer which is used as a word processor. She may also type from dictaphone tapes. If more than 20 copies of the material typed are required, the Typist Steno C will send the finished result to the College Printing Department; if less than 20 copies, she will usually print it directly from the printer and the required number of copies will be xeroxed. The incumbent keeps a log book recording materials sent to the printers and noting the date sent, the number of copies, date received. The incumbent proofreads material which she has typed but does not proofread or edit material typed by others. She types up printing requisitions which require the Chairman's approval (by signature) prior to submission. Mrs. McClintock and the other Typist Steno C have divided up the Business Studies division; the 3 grievor does typing for three divisions: (1) Accounting and Accounting Finance; (2) International Business; and (3) Small Business. The. approximately 20% of her job that is not copytyping embraces a variety of job functions, specifically: (a) Student Inquiries: in person or by phone. Students may seek information on adding or dropping courses, timetabling conflicts, etc. The incumbent's responsibility is (a) to receive the information, and (b) to make an appropriate referral to the instructor, program coordinator or chairman. This function may at times require tact; students may be unsure of their purpose or unable to explain what it is they wish. (b) TeleDhone Inquiries: There are three lines into the Business Division. Mrs. McClintock and the other Typist Steno C alternate receiving calls which may come from students, faculty, publishers or the general public. The function is the same, namely (a) receive information and (b) make an appropriate referral. (c) Examinations: The incumbent must monitor the faculty to ensure timely submission of examinations. This sometimes requires a memo or phone call to laggard faculty to ensure compliance with submission deadlines. (d) Stationery and Coffee Supplies: The incumbent checks the storeroom and replenishes stock of stationery items. She also orders coffee, cream, sugar, etc. (e) Mail: The incumbent picks up mail once or twice per day, and puts it in the appropriate pigeon holes for faculty. (f) Makes Appointments for Three Program Coordinators: The incumbent will check the timetables of the program coordinators and schedule student appointments into the open slots. I turn now to the factors in dispute: (a) Job Difficulty The parties are agreed on the Complexity factor (B), namely: "work involves the performance of specified tasks that involve related steps, processes or methods." They disagree on Judgment. The College evaluated this as: "Duties performed require some 3udgment, or choice of action within limits. Some analysis is required in problem solving." The Union evaluated this: "Duties performed requires a moderate degree of 3udgment. Problem solving requires the identification and breakdown of the facts and the components of the problem situation." 5 I asked the grievor what was the most complex problem she was required to solve? She replied: "The pressure that builds up at exam time. Getting the exams in on time, and getting them back from printing on time." I accept that there may be pressure around examination time. I accept, also, that some tact and persistence will be required to get faculty to submit examinations on time. Some judgment and some analysis may be involved in dealing with this challenge. But I do not accept that this requires the degree of judgment (moderate) recognized in Level 3. Nor does it require "identification and breakdown of the facts and components of the problem situation." The problem is clear enough. The solution is also clear. What is required is tact and persistence. It must also be kept in mind that, on the grievor's own evidence, 80% of her job is copytyping. The problem of getting examinations in on time falls in the 20% of. her job that is not typing; and it is by no means the most time-consuming aspect of that 20% (she identified student inquiries as being the most time consuming). The gr±evor also referred to "setting priorities for my work" as a major problem. But, on further questionning, it appeared that she accepts typing on a first come -- first serve basis unless the volume requires setting priorities. In the 6 latter case priorities are dictated essentially by the dates of examinations or term tests. Otherwise priorities are determined by conversation with the person submitting the work. While this will again require some diplomacy, I am not persuaded that this alters the Judgment axis of the Job Difficulty Matrix. Accordingly, I direct no change in the present classification of B2. (b) Guidance Received The College has evaluated this factor at B2: "Work is performed in accordance with established practices. Matters not covered by procedures are referred to supervisor. Work assignments are regularly reviewed on completion by supervisor for completeness and accuracy." The Union proposes an evaulation of C3: "Work is performed in accordance with general procedures and past practices. Unfamiliar situations are reviewed with supervisor. Work assignments are intermittently and/or periodically checked for quality." The Factor Definition is significant here. The manual defines Guidance Received as "used to measure the requirement for resourcefulness, creativity and initiative. It considers the nature of the guidelines available, the extent of the supervisor's involvement and the nature of the review undertaken." I am satisfied, from the evidence, that the position in question requires little resourcefulness, creativity or initiative. On the Guidelines Available, the evidence satisfies me that B is correct. The basic job function is copy typing; that is performed according to established practice. It is true that neither the grievor nor her supervisor, Mr. Ron Thornbury, could recall a single instance when a matter was not covered by procedures and had to be referred to a supervisor. But that is because of the repetitive and routine nature of copytyping which comprises 80% of the job. Student inquiries are routinely referred to a supervisor, instructor, or program coordinator. Nothing in the evidence would lead me to alter B as the correct classification on Guidelines Available. However, I am not satisfied that Level 2 correctly reflects Nature of Review. In this sense alone, the grievor's position is atypical. Her work is not subject to "regular review" on completion by her supervisor for completeness and accuracy. Her work (or the 80% of it) is subject to a general review by faculty members for whom she has done the tyDing; no doubt if she, or her faculty members, miss deadlines her work would be subject to 8 supervisory review. However, Mr. Thornbur¥ could not recall a single incident in which he had occasion to review the grievor's work. He described her as working with "very little guidance." I consider that a tribute to Mrs. McClintock and her diligence. However, it is the position, not the incumbent, that I must rule upon. From the evidence, I am satisfied that the position is correctly evaluated on Guidance Received as B4. (c) Knowledge: Skill The requirement for the job is a knowledge of basic word processing. The incumbent uses the computer as a highly advanced typewriter with a printing capability. The computer is not complex. Fundamental clerical skills are required. This Factor is correctly evaluated at Level 2. I find the correct Core Point rating for this position to be as follows: Job Difficulty -- B2 -- 75 points Guidance Received -- B4 -- 98 points Communications -- A3 -- 35 points Knowledge: Training & Experience -- C3 -- 64 points 9 Knowledge: Skill -- 2 -- 21 points Working Conditions: Manual Effort -- B4 -- 10 points Working Conditions: Visual -- B4 -- 10 points Working Conditions: Environment -- A5 -- 3 points. Total points: 316 points. Pay Band No. 4. On the Factor of Guidance Received, the grievance of Betty McClintock is allowed to the extent indicated. Otherwise, the grievance is dismissed. DATED at the City of London this ~ ~ day of May, 1988. A. Hunter Arbitrator