Public Service Resourcing System


Guidelines for Experience Questionnaire

The experience questionnaire that you create using the PSRS Toolkit is part of a customized online application form.

Getting Started

Begin by selecting "Create or access an experience questionnaire" then enter the PSRS Number provided to you by a PSRS Administrator and select Continue.

The View Advertisement button allows you to see the information which has been entered to date in the advertisement. The advertisement may be at different stages of preparation each time you view it.

Merit Criteria

Select the Merit Criteria from the list and select Add Merit Criteria button.

If there is more than one position title for this process, you must select the appropriate Merit Criteria, the position title or titles and then select Add Merit Criteria button.

Select Job Family (Step 1)

Select a job family that matches the requirements for the position you are staffing, select Continue. You may select only one job family at a time.

Select Experience Statements (Step 2)

Select experience statements that reflect, clarify and/or further refine the experience qualifications listed in the statement of merit criteria. Select Continue.

Apply the Scales (Step 3)

For each experience statement selected, identify the minimum level of experience, the level of importance and where applicable, the level of recency using the PSRS scales provided. Remember to select Save Changes to retain the selections you have made.

If you do not find the experience statement you are looking for in the selected job family, select Add Statements at the bottom of the page, and choose another Job Family to view the experience statements which are available in that job family.

You can also select to group existing statements or add questions.

Applicants do not see the levels of experience, recency and importance selected by the manager.

i) Identifying the Minimum Level of Experience

Use the Level of Experience Scale to identify the minimum level of experience that an applicant needs to bring to the job. Level of experience is measured in terms of depth and breadth.

Specify a level of experience between "1" and "4" for each experience statement selected; "0" is for applicant use only.

Applicants who do not meet the minimum level of experience for each experience statement are screened out and not considered further in the process.

LEVEL OF EXPERIENCE SCALE
Level Description
0 - None Applicant has no experience in performing this task.
1 - Basic Applicant has performed basic activities related to this task in a limited number of different situations.
2 - Moderate Applicant has performed basic activities related to this task in a wide variety of situations.
3 - Intermediate Applicant has performed complex activities related to this task in a limited number of different situations.
4 - Significant Applicant has performed complex activities related to this task in a wide variety of situations.

ii) Identifying the Level of Recency

Use the Level of Recency Scale to identify the level of recency, if any, is required for the job. The scale measures how recently a task has been performed.

Specify a level of recency appropriate to the task to be performed, using "2" to "4" on the scale; "0" and "1" are for applicant use only.

Applicants who do not meet the level of recency, for each experience statement where recency is required are screened out and not considered further in the process.

LEVEL OF RECENCY SCALE
Level Description
0 Not applicable
1 5 years ago or more
2 More than 2 years but less than 5 years ago
3 1 to 2 years ago
4 Within the last year

iii) Identifying the Level of Importance (Weighting)

Use the Level of Importance Scale to weigh experience statements and differentiate between applicants in terms of what is most important to the job.

Applicants are ranked based on their weighted scores, provided they meet the minimum level of experience and recency requirements. Applicants can then be referred in rank order to the department for further consideration.

Experience statements are weighted in terms of importance to the job. "0" indicates that an experience statement is not used for ranking candidates.

LEVEL OF IMPORTANCE SCALE
Level Description
0 - Weighting Not Applicable Applicant's scores on level of experience for this statement will not be considered in top-down selection.
1 - Important (System Default) Applicant's scores on this statement are equal to the level of experience reported.
2 - Very Important Applicant's scores on level of experience for this statement are doubled.
3 - Extremely Important Applicant's scores on level of experience for this statement will be tripled.

Using Experience Detail

Select "Detail" for experience statements where you would like applicants to provide specific information, from 50 to 200 words, as to how they meet the experience. You will then be able to evaluate the depth and breadth of an applicant's experience more thoroughly to confirm screening results. It is recommended that you ask for details in relation to experience statements which are critical for the job. However, use Detail judiciously. Consider the impact on the applicant who will be completing the application form and on the assessment board who will be reviewing this information.

Using Groupings

From the list of experience statements selected, identify in the text box provided, the statements to be grouped. Indicate the number of statements in the grouping that an applicant must meet in order to be screened in. Using too many experience statements within a grouping will impact on screening and referral results.

When to Use Groupings:

  1. Use groupings when the experience qualification provides for alternatives in the statement of merit criteria.

    Example: "Experience in two of the following three areas: staffing, classification or staff relations".

    In this example, select one experience statement in the PSRS Library that best defines the specific experience being sought for each of these three areas. You may want to select "Providing advice and guidance on staff / labour relations issues" to define "Staff / Labour Relations". The same process would be used to define "Staffing" and "Classification".

  2. Use groupings when there is more than one way of meeting an experience qualification.

    Example: "Experience in wordprocessing software".

    In this example, you may want to define this qualification by selecting experience statements in the PSRS Library that provide alternate means of meeting this job requirement such as "Using Microsoft Word" or "Using Corel WordPerfect".

How Groupings Affect Screening and Ranking

Applicants are screened in if they meet the minimum number of experience statements that you identified within the grouping, including level of experience and recency, if required. Screened-in applicants are then ranked in descending order based on the weighting assigned to each experience statement in the grouping. The more experience an applicant has within a grouping, the higher their overall score and ranking.

Example: If an applicant has experience in both Microsoft Word and Corel WordPerfect, they will score higher than someone who has experience in only one of these two wordprocessing software.

Using "0" on the level of importance (weighting) scale can help reduce the impact of groupings on an applicant's score and ranking.

Example: "Experience in wordprocessing software" is defined as "Using Corel WordPerfect" or "Using Microsoft Word". Both statements are grouped and each requires an intermediate level of experience ("3"). The applicant meets the minimum level of experience in using both Word and WordPerfect and is screened in.

If using wordprocessing software is very important to the job (e.g. Administrative Assistant job) and the experience statements within the grouping were each weighted at "2" on the level of importance scale, the applicant in this example would score "6" ("3" x "2") for each of the experience statements within the grouping. Their overall weighted score for the grouping would be "12".

If experience in using wordprocessing software was necessary for the job but not important enough to be scored (e.g. Human Resources Advisor), you could select "0" on the level of importance scale for each experience statement within the grouping. As a result, applicants are not awarded points for the grouping and there is no impact on their total score or ranking.

It should also be noted that each experience statement within a grouping would normally have the same weighting because each statement is considered equivalent to the other in terms of satisfying the experience requirements.

Using the Text Box for Additional Questions

If you want applicants to provide information that is not included in the experience questionnaire, specify in both official languages, the question or issue to be addressed.

The text box may also be used to include experience statements not found in the PSRS Library. Responses will be screened on a "Yes/No" basis only, and will not be factored in scoring and ranking of candidates.

Remember to select Save Changes to retain the selections you have made. Select Continue.

Review Questionnaire (Step 4)

This feature allows you to view the weighting of experience statements by Job Family and by Category.

The Weighting reflects the importance of the experience statement relative to other statements. For each statement, it is calculated using the following formula: Level of Importance ÷ Sum of all Levels of Importance X 100.

Modifying or Submitting your Experience Questionnaire

If you wish to add or modify experience statements, select Back and return to "Apply the Scales". You can select to add, modify or remove a statement.

Select Continue to return you to the Merit Criteria screen. You may add additional merit criteria, save your work and return at a later date, or you can select Complete Process to finalize your questionnaire.

Contact Information (Step 5)

Enter your contact information. You may also enter an optional additional contact person. When you select Send E-mail, the PSRS Toolkit will send an e-mail of your selections to the PSRS Administrator, to you and, if completed, to the additional contact person.

When you select Send E-mail, you will no longer have access to the PSRS Toolkit. If you need to make modifications, the PSRS Administrator will have to grant you access.

The PSRS Administrator may contact you to discuss your requirements before finalizing the process.

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