JOB ANALYSIS REPORTJOB ANALYSIS REPORTJOB ANALYSIS REPORTJOB ANALYSIS REPORT

for the position of

Resident Assistant (RA) Office of Housing and Residential Life at Radford University

October 2016

Victor A. Scott, M.S. Candidate, RD

Office of Housing and Residential Life

Radford University

Introduction The Federal Uniform Guidelines on Employee Selection Procedures (29 CFR 1607) require that selection

processes be demonstrably related to the actual job requirements for which the selection procedures

are being used. Should selection procedures result in adverse impact against any protected group, the

employer is required by the Uniform Guidelines to show evidence of validity.

This report describes in detail the methodology and results of the job analysis. Any reference herein to

the Resident Assistant (RA) classification pertains only to this classification as it is utilized by the Office of

Housing and Residential Life at Radford University.

Documentation of Job Analysis Procedure The structure of this portion of the report is designed to conform to the relevant paragraphs of the

Federal Uniform Guidelines on Employee Selection Procedures, Federal Register, Vol. 43, No. 166,

August, 1978, Section 15C. This report documents the job analysis procedure and partially fulfills the

requirements for a content validation strategy. Any selection procedures utilized for the Resident

Assistant (RA) classification should be developed in accordance with provisions of the Uniform

Guidelines, based upon the results of this job analysis, provided that this job analytic data is current and

reflective of the job tasks and requisite knowledge, skills, and abilities (KSAs) required for successful

performance of those job tasks.

User, Location, and Dates of Study User

The Resident Assistant (RA) classification is a service wide classification. The study described herein was

conducted for the Resident Assistant (RA) classification as utilized by the Office of Housing and

Residential Life at Radford University.

Location of Study

The study’s meetings were held on the Radford University campus in Radford, VA. Job audits and focus

groups were conducted on the Radford University campus in Radford, VA.

Dates of Study

Project work began in September 2016 and was completed in October 2016.

Problem and Setting Purpose of Study

The Uniform Guidelines outline the requirements necessary for employers to legally defend

employment decisions based upon both overall selection processes and individual selection procedures.

The Uniform Guidelines require that selection procedures used for any employment decision, including

initial hiring, be demonstrably related to requirements of the job. A job analysis conducted in

conformance with the Uniform Guidelines and professionally accepted standards will provide the job-

related foundation for the development and use of selection procedures.

The primary purpose of this project was to conduct a task- and KSA-based job analysis of the Resident

Assistant (RA) classification as utilized by the Office of Housing and Residential Life at Radford

University. The job analysis results provide the necessary basis to establish the content validity to

develop a new selection procedure and make any necessary revisions to the Resident Assistant (RA) job

description.

Job Description

The Resident Assistant (RA) job description is used to classify positions which may perform part, or all, of

the tasks outlined in appendices A – C.

The proposed revisions to the Resident Assistant (RA) job description will follow this document and will:

(1) define the scope of work completed in the Resident Assistant (RA) position, (2) define the level and

type of work performed in the Resident Assistant (RA) position, and (3) detail the minimum knowledge,

skills, and abilities required in the Resident Assistant (RA) position.

Position Composition

As of September 23, 2016, the Office of Housing and Residential Life at Radford University had a total of

92 Resident Assistant (RA) positions filled on a part-time temporary basis.

Based upon the selection/hiring needs of the Office of Housing and Residential Life, it was determined

that the selection efforts for the Resident Assistant (RA) classification, conducted on once per year,

should yield adequate numbers of candidates in all ethnic and gender groups to meet Equal

Employment Opportunity (EEO) selection objectives.

Existing Selection Procedures

The most recent selection process administered for Resident Assistants (RAs) consisted of an interview,

and a group process.

In addition, the previous Resident Assistant (RA) job description (Dated March 28, 2016), includes a list

of competencies that have been used when selecting successful candidates, but does not include

minimum competencies, KSAs, or a comprehensive list of duties necessary to complete the job of a

Resident Assistant (RA). The current job description is incomplete for use in selection and the aim of this

study is to provide a job analysis that will aid in revising the current job description to conform to the

standards of the Uniform Guidelines.

Job Analysis for Resident Assistant (RA)

Method Used to Analyze the Job

The job analysis methodology developed for this project utilized a task and KSA analysis approach as

defined in the Uniform Guidelines. The methodology included (1) a review of literature and other

relevant background information to develop a preliminary list of task and KSA statements; (2) on-site job

focus group interviews with incumbents and first-level supervisors to discuss, review, revise, and

augment the preliminary list of task and KSA statements; (3) a job analysis questionnaire (of tasks) were

sent to a representative sample of job incumbents with more than one year of job experience as a

Resident Assistant at Radford University; (4) an analysis of the questionnaire data to determine and

rank-order the essential tasks of the Resident Assistant position was completed; (5) a focus group

meeting was held consisting of incumbents and first-level supervisors to rate KSA statements on

“relationship to job performance” and “expected at entry of job” and, (6) a meeting with incumbents

and first-level supervisors to establish the relationship between the essential tasks and the important

KSAs as determined through the data analysis.

Literature Review

One of the first steps in conducting a job analysis is to review literature such as previous job descriptions

and the O*NET tasks and KSAs for the position being studied. Information obtained from a review of the

previous job description and O*NET assisted project staff in developing a preliminary list of task and KSA

statements discussed and reviewed with job incumbents and first-level supervisors during the job focus

group phase of the job analysis process.

Focus Group for Task and KSA Development

Tasks and KSAs were compiled based on the literature review of previous job materials and O*NET by

staff who possess the requisite knowledge and expertise in job analysis procedures. A focus group

meeting of a representative sample of job incumbents who had served a minimum of one year in their

current position was held to review the preliminary task and KSA list to make changes and finalize a

comprehensive list. A total of six (6) incumbents attended this meeting.

Task Questionnaire

The task list that was finalized in the focus group meeting for task and KSA development was included in

the task questionnaire. A representative sample of twelve (12) incumbents who had at least a year of

experience in the RA position (three from each quad) completed the task questionnaire. Each

questionnaire was completed in a one-on-one meeting with a first-level supervisor so the participants’

questions could be answered. Incumbents rated each task on frequency and criticality. Frequency

referred to how often each task was completed and was rated on a 1 to 5 scale ranging from never (1) to

daily (5). Criticality referred to how important each task was to the job and each task was rated on a 1 to

5 scale ranging from “if not completed, everything would be fine” (1) to “if not completed, my

residents/staff could not function” (5). The task questionnaire is displayed in appendix A.

Data Analysis

Using Excel for Windows software, project staff computed the mean tenure of survey respondents, M =

18.250 months. Respondent tenure ranged from 14 to 26 months. Additional descriptive statistics (i.e.,

means, medians, and standard deviations) were computed on the task ratings. Descriptive statistics

summarizing the task ratings are presented in appendix B.

The focus group identified a total of 28 essential tasks. These tasks were then analyzed using both of the

aforementioned rating scales of frequency and criticality. The mean was calculated for each task on both

of the scales of frequency and criticality, then a total score was calculated for each task. The total score

was the average (non-weighted) of the mean score for frequency and the mean score for criticality.

Appendix C contains a copy of the final rank-ordered task ratings resulting from the job analysis

questionnaire data.

KSA Rating

The job analysis methodology used in this project required the participation and involvement of

individuals knowledgeable about the content of the Resident Assistant (RA) position to provide data and

input about the essential KSAs associated with the Resident Assistant (RA) position. A focus group

consisting of eight incumbents and first-level supervisors met to rate KSA statements on “relationship to

job performance” and “Expected at entry of job.” Each KSA was read aloud to the focus group. Raters

discussed and came to a group consensus about whether or not each KSA was related to job

performance and whether or not each KSA was expected upon entry of the job. Yes/no ratings were

collected for each scale. Appendix D contains a copy of the forms used in rating KSAs and appendix E

contains a copy of the KSA rating results.

Task/KSA Relationship

The job analysis methodology used in this project required the participation and involvement of

individuals knowledgeable about the content of the Resident Assistant (RA) position to provide data and

input linking the essential tasks of the Resident Assistant (RA) position with the important KSAs required

to perform those essential tasks. Such qualified persons included both experienced job incumbents and

first-level supervisors familiar with the job duties and responsibilities of the Resident Assistant (RA)

position. Each KSA was read aloud to the focus group. Raters discussed and came to a group consensus

about which KSAs and tasks were linked. Appendix D contains a copy of the forms used in rating the

KSAs and appendix F contains a copy of the task/KSA linkage results.

Accuracy and Completeness The job analysis project documented herein was conducted in a manner that conforms with the

requirements of the Uniform Guidelines. All job analysis materials and documentation will be held and

maintained by the central staff of the Office of Housing and Residential Life at Radford University. To

ensure the accuracy and completeness of this study, the following steps were taken:

• The job analysis was conducted and reviewed by experienced staff who possess the requisite

knowledge and expertise in job analysis procedures.

• The job analysis questionnaire was developed based upon job audits/focus groups with incumbents in

the job classification and input/review from first-level supervisors and incumbents.

• The content of the job analysis questionnaire was reviewed and approved by a group of incumbents in

the job classification.

• Job analysis data was collected from experienced incumbents in the job classification.

• The job analysis questionnaire answer sheets were reviewed by project staff for proper completion

and adherence to instructions.

• Data analysis procedures included a review of incumbent ratings to determine if rating patterns

differed statistically.

Subsequent reports will document: (1) an updated job description, and (2) any selection procedures

which are developed based upon the results of this job analysis, including details of the development of

the final examination plan.

Appendix A – Task Questionnaire

INSTRUCTIONS: Rate each of the following tasks you complete in the position as a Resident Assistant

(RA) for both categories of frequency and criticality on a 1 to 5 scale.

Frequency refers to how often you perform the task (1=Never, 2=Once or twice a semester, 3=Once or

twice a month, 4=Weekly, 5=Daily).

Criticality refers to how important the task is to your position (1=If not completed, everything would be

fine, to 5=If not completed, my residents/staff could not function).

Task Frequency (1-5)

Criticality (1-5)

Enforce rules and regulations to ensure the orderly operation of residential halls. Summon medical and law enforcement assistance in crisis situations.

Document law and rule infractions on “Advocate.” Report law and rule infractions to appropriate staff (i.e., Police, EMS, RD, AD, etc.). Maintain control of crisis situations where large groups of individuals are involved (such as a

fire alarm).

Confer with medical personnel, police, and supervisors to better understand the backgrounds

and needs of individual residents.

Provide support for students handling issues such as family, financial, and educational

problems.

Observe students to detect and report unusual behavior. Refer students to appropriate campus resources. Deliver messages to, and complete wellness checks on students. Mediate interpersonal problems between residents. Communicate with other staff to resolve problems with individual students. Provide requested information on students' progress state of well-being. Facilitate residents in completing room changes. Maintain interpersonal connections with individual residents. Assist students who have lost their keys or are locked out of their room. Inventory, pack, and remove items left behind by former residents. Bill students for damages, cleanliness, and lost keys. Make regular rounds to ensure that residents and areas are safe, secure and in good repair. Inspect student rooms to ensure compliance with health and safety rules. Determine the need for facility maintenance and repair, and notify appropriate personnel. Develop and coordinate educational programs for residents. Develop and implement plans for involving individuals in the residence hall community. Complete purchase orders for needed supplies. Make hall decorations and complete educational bulletin boards. Post campus information for the community and ensure information is up to date. Hold regular meetings with each assigned unit (Floor Meetings). Attend meetings with supervisor and other work groups to receive and provide information.

**If any tasks that you do as an RA were left out, please list and rate them below.

Appendix B – Task Descriptive Statistics

Task Freq.

Mean

Freq.

Median

Freq.

SD

Crit.

Mean

Crit.

Median

Crit.

SD Enforce rules and regulations to ensure the orderly

operation of residential halls. 4.67 5 0.49 4.50 5 0.90

Summon medical and law enforcement assistance in

crisis situations. 3.00 3 0.43 4.75 5 0.87

Document law and rule infractions on “Advocate.” 3.92 4 0.67 4.33 5 0.98 Report law and rule infractions to appropriate staff (i.e.,

Police, EMS, RD, AD, etc.). 3.58 4 0.79 4.58 5 0.67

Maintain control of crisis situations where large groups

of individuals are involved (such as a fire alarm). 2.92 3 0.51 4.42 5 0.79

Confer with medical personnel, police, and supervisors to

better understand the backgrounds and needs of

individual residents.

2.92 3 0.67 4.08 4 0.67

Provide support for students handling issues such as

family, financial, and educational problems. 3.58 3.5 0.90 4.17 4 0.83

Observe students to detect and report unusual behavior. 4.00 4.5 1.13 4.08 4 1.00

Refer students to appropriate campus resources. 3.67 4 1.07 3.58 3.5 0.90

Deliver messages to, and complete wellness checks on

students. 3.42 4 1.00 4.17 4 0.83

Mediate interpersonal problems between residents. 2.83 3 0.58 4.00 4 0.95 Communicate with other staff to resolve problems with

individual students. 3.50 3.5 0.80 3.50 4 0.90

Provide requested information on students' progress state

of well-being. 3.00 3 0.95 3.50 4 1.09

Facilitate residents in completing room changes. 2.33 2 0.49 2.75 2.5 1.14

Maintain interpersonal connections with individual

residents. 4.83 5 0.39 4.00 4 1.04

Assist students who have lost their keys or are locked out

of their room. 4.25 4 0.62 2.75 2 1.06

Inventory, pack, and remove items left behind by former

residents. 1.67 2 0.65 1.83 1 1.27

Bill students for damages, cleanliness, and lost keys. 2.42 2 0.67 2.92 3 1.00

Make regular rounds to ensure that residents and areas

are safe, secure and in good repair. 4.42 4 0.51 4.08 4 0.90

Inspect student rooms to ensure compliance with health

and safety rules. 3.08 3 0.67 3.42 3 0.79

Determine the need for facility maintenance and repair,

and notify appropriate personnel. 3.50 3 0.80 3.33 3 0.98

Develop and coordinate educational programs for

residents. 3.08 3 0.29 3.25 3 1.22

Develop and implement plans for involving individuals

in the residence hall community. 3.50 3 0.67 3.75 4 1.42

Complete purchase orders for needed supplies. 2.83 3 0.39 2.08 2 1.00 Make hall decorations and complete educational bulletin

boards. 3.00 3 0.00 2.33 2 1.23

Post campus information for the community and ensure

information is up to date. 4.08 4 0.67 2.67 3 1.15

Hold regular meetings with each assigned unit (Floor

Meetings). 2.42 2 0.51 2.92 3 0.79

Attend meetings with supervisor and other work groups

to receive and provide information. 3.83 4 0.72 3.00 3 1.28

Note: n=12; Freq. = Frequency; Crit. = Criticality; SD = Standard Deviation.

Appendix C – Rank-Ordered Task List with Overall Means

Rank-Ordered Task List and Final Means

Rank Mean Task

1 4.583 Enforce rules and regulations to ensure the orderly operation of residential halls.

2 4.417 Maintain interpersonal connections with individual residents.

3 4.250 Make regular rounds to ensure that residents and areas are safe, secure and in good

repair.

4 4.125 Document law and rule infractions on “Advocate.”

5 4.083 Report law and rule infractions to appropriate staff (i.e., Police, EMS, RD, AD, etc.).

6 4.042 Observe students to detect and report unusual behavior.

7 3.875 Summon medical and law enforcement assistance in crisis situations.

7 3.875 Provide support for students handling issues such as family, financial, and

educational problems.

8 3.792 Deliver messages to, and complete wellness checks on students.

9 3.667 Maintain control of crisis situations where large groups of individuals are involved

(such as a fire alarm).

10 3.625 Refer students to appropriate campus resources.

10 3.625 Develop and implement plans for involving individuals in the residence hall

community.

11 3.500 Confer with medical personnel, police, and supervisors to better understand the

backgrounds and needs of individual residents.

11 3.500 Communicate with other staff to resolve problems with individual students.

11 3.500 Assist students who have lost their keys or are locked out of their room.

12 3.417 Mediate interpersonal problems between residents.

12 3.417 Determine the need for facility maintenance and repair, and notify appropriate

personnel.

12 3.417 Attend meetings with supervisor and other work groups to receive and provide

information.

13 3.375 Post campus information for the community and ensure information is up to date.

14 3.250 Provide requested information on students' progress state of well-being.

14 3.250 Inspect student rooms to ensure compliance with health and safety rules.

15 3.167 Develop and coordinate educational programs for residents.

16 2.667 Bill students for damages, cleanliness, and lost keys.

16 2.667 Make hall decorations and complete educational bulletin boards.

16 2.667 Hold regular meetings with each assigned unit (Floor Meetings).

17 2.542 Facilitate residents in completing room changes.

18 2.458 Complete purchase orders for needed supplies.

19 1.750 Inventory, pack, and remove items left behind by former residents.

Appendix D – KSA Rating Forms

KSA Ranking and Task Linkage Worksheet

INSTRUCTIONS: Determine whether each of the following KSAs are related to a Resident Assistant’s job performance (i.e., If this

KSA is not present, it would adversely influence job performance); indicate Y for yes and N for no in the “Related to Perf.” column.

Next, determine whether each of the following KSAs are expected at the time an applicant is hired; indicate Y for yes and N for no in

the “Expected at Entry” column. Finally, list the number of each task that is related to each KSA in the “Task/KSA Linkage” column.

A numbered list of tasks has been provided. Extra space has been provided to list and rate any KSAs that have been left out.

KSAs Related

to Perf.

Y/N

Expected

at Entry

Y/N

Task/KSA Linkage

Knowledge - The theoretical or practical understanding of a subject.

Customer and Personal Service

Basic legal knowledge

University Policies

English Language

Clerical

Psychological principals

Computer/Phone Technology

Skills - The proficiencies developed through training or experience (learned).

Active Listening

Role Modeling

Social Perceptiveness

Coordination with Others

Critical Thinking

Calm Responding in Crisis

Negotiation

Persuasion

Time Management

Active Learning

Complex Problem Solving

Reading Comprehension

Instructing others

Writing

Abilities - The qualities of being able to do something (innate).

Communicate Orally

Communicate in Writing

Prioritization

Decision Making

Deductive Reasoning

Inductive Reasoning

Follow Instructions

Vision

Hearing

**Note: If any KSAs are not linked to a specific task then the KSA must be eliminated and all tasks should be linked to at least one KSA.**

Numbered Task List (KSA/Task Linkage)

1. Enforce rules and regulations to ensure the orderly operation of residential halls.

2. Summon medical and law enforcement assistance in crisis situations.

3. Document law and rule infractions on “Advocate.”

4. Report law and rule infractions to appropriate staff (i.e., Police, EMS, RD, AD, etc.).

5. Maintain control of crisis situations where large groups of individuals are involved (such as a fire

alarm).

6. Confer with medical personnel, police, and supervisors to better understand the backgrounds and

needs of individual residents.

7. Provide support for students handling issues such as family, financial, and educational problems.

8. Observe students to detect and report unusual behavior.

9. Refer students to appropriate campus resources.

10. Deliver messages to, and complete wellness checks on students.

11. Mediate interpersonal problems between residents.

12. Communicate with other staff to resolve problems with individual students.

13. Provide requested information on students' progress state of well-being.

14. Facilitate residents in completing room changes.

15. Maintain interpersonal connections with individual residents.

16. Assist students who have lost their keys or are locked out of their room.

17. Inventory, pack, and remove items left behind by former residents.

18. Bill students for damages, cleanliness, and lost keys.

19. Make regular rounds to ensure that residents and areas are safe, secure and in good repair.

20. Inspect student rooms to ensure compliance with health and safety rules.

21. Determine the need for facility maintenance and repair, and notify appropriate personnel.

22. Develop and coordinate educational programs for residents.

23. Develop and implement plans for involving individuals in the residence hall community.

24. Complete purchase orders for needed supplies.

25. Make hall decorations and complete educational bulletin boards.

26. Post campus information for the community and ensure information is up to date.

27. Hold regular meetings with each assigned unit (Floor Meetings).

28. Attend meetings with supervisor and other work groups to receive and provide information.

Appendix E – KSA Ratings

KSAs Related

to Perf.

Y/N

Expected

at Entry

Y/N

Knowledge

Customer and Personal Service Yes No

Basic legal knowledge Yes No

University Policies Yes No

English Language Yes Yes

Clerical Yes Yes

Psychological principals Yes No

Computer/Phone Technology Yes Yes

Campus Resources Yes No

Skills

Active Listening Yes No

Role Modeling Yes Yes

Social Perceptiveness Yes Yes

Coordination with Others Yes Yes

Critical Thinking Yes Yes

Calm Responding in Crisis Yes No

Negotiation Yes No

Persuasion Yes No

Time Management Yes No

Active Learning Yes Yes

Complex Problem Solving Yes No

Reading Comprehension Yes Yes

Instructing others Yes No

Writing Yes Yes

Abilities

Communicate Orally Yes Yes

Communicate in Writing Yes Yes

Prioritization Yes Yes

Decision Making Yes Yes

Deductive Reasoning Yes Yes

Inductive Reasoning Yes Yes

Follow Instructions Yes Yes

Vision Yes Yes

Hearing Yes Yes

Appendix F – Task/KSA Linkage Results

KSAs Task/KSA Linkage

Knowledge

Customer and Personal Service 6, 7, 9, 10, 11, 12, 14, 15, 16, 22, 23, 27

Basic legal knowledge 1, 2, 3, 4, 6, 8

University Policies 1, 2, 3, 4, 5, 19, 20, 27

English Language 1, 2, 3, 4, 5, 6, 7, 9, 10, 11, 12, 13, 14, 15, 17, 18, 19, 21, 22, 23, 24, 26, 27

Clerical 3, 10, 13, 18, 24

Psychological principals 2, 4, 5, 6, 8, 9, 11, 12, 15, 19

Computer/Phone Technology 2, 3, 4, 6, 10, 12, 13, 18, 20, 21, 22, 24

Campus Resources 7, 9, 10, 13

Skills

Active Listening 4, 6, 7, 9, 10, 11, 12, 13, 15, 27, 28

Role Modeling 1, 5, 7, 11, 15

Social Perceptiveness 5, 7, 8, 9, 10, 11, 12, 15, 19

Coordination with Others 1, 2, 4, 5, 6, 7, 9, 10, 11, 12, 14, 15, 22, 23, 25, 27, 28

Critical Thinking 5, 6, 7, 11, 12, 15, 22, 23, 25, 26

Calm Responding in Crisis 1, 2, 4, 5, 6, 7, 9, 10, 11, 12, 21

Negotiation 5, 11, 12, 14, 15, 16, 18, 24, 27, 28

Persuasion 1, 5, 9, 11, 14, 20, 22, 23

Time Management 3, 4, 6, 7, 10, 11, 12, 13, 16, 18, 19, 20, 21, 24, 25, 26, 27, 28

Active Learning 8, 10, 11, 12

Complex Problem Solving 2, 5, 6, 7, 9, 11, 12, 21, 22, 23

Reading Comprehension 3, 4, 10, 18, 24, 25, 26

Instructing others 1, 5, 6, 7, 9, 20

Writing 3, 4, 10, 12, 13, 17, 18, 20, 22, 24, 25

Abilities

Communicate Orally 1, 2, 4, 5, 6, 7, 9, 10, 11, 12, 13, 15, 20, 21, 23, 27, 28

Communicate in Writing 3, 4, 10, 12, 13, 17, 18, 20, 22, 24, 25

Prioritization 1, 2, 3, 4, 5, 7, 8, 10, 11, 12, 13, 16, 17, 18, 19, 20, 21, 22, 23, 24, 25, 26, 27, 28

Decision Making 1, 2, 4, 5, 8, 9, 11, 12, 13, 20, 21, 22, 23, 24, 26

Deductive Reasoning 1, 4, 5, 6, 8, 9, 11, 12, 19, 20, 21, 22, 23

Inductive Reasoning 1, 2, 3, 5, 8, 10, 11, 12, 19, 20, 21, 22, 23

Follow Instructions 1, 2, 3, 10, 13, 16, 17, 18, 20, 23, 25, 26, 28

Vision 5, 8, 17, 19, 20, 21

Hearing 5, 8, 19