  |
 |
| Français | Contact us | Help | Search | Canada Site |
| Home | What's new | E-services | Site map | Forms and publications |
| A to Z index | ||||
Supervisory IN-BASKET exercise information booklet
Resourcing and Career Management Division
Resourcing Standards and Assessment Services
Feb 2004
T4102 Rev. 00
Note: The publication of this Information Booklet does not oblige the Canada Revenue Agency or the test administrator to distribute it. The appropriateness of test conditions is not affected by whether or not a candidate receives this booklet before taking the Supervisory In-Basket Exercise. This booklet may be reproduced locally.
Table of contents
- Nature of the Supervisory In-basket Exercise
- Purpose
- Development of the Exercise
- Format and Time Limit
- Scoring System
- Language of Assessment
- The Use of the Exercise within the Selection Process
- Preparation for the Exercise
- Examination Arrangements
- Alternative Arrangements
- Retest Period and Validity Period
Being tested is not an everyday experience. Many candidates become anxious because they want to make a good impression. Some are apprehensive because they don't know what to expect.
Taking an in-basket exercise can be a positive experience if you know, in general terms, what to expect. Eliminating the "fear of the unknown" is a good start.
We wrote this booklet to help you prepare for taking the Supervisory In-Basket Exercise. We explain what an in-basket exercise is, how it is scored and how it fits into the overall selection process.
We hope that you find this booklet useful and informative.
1. Nature of the Supervisory In-basket Exercise
The Supervisory In-Basket Exercise is a work sample exercise that simulates some important aspects of a first-line supervisory job. It is based on a typical supervisor's in-basket, where one finds letters, memoranda and reports that require a response or some form of action.
Candidates taking part in the exercise are provided with the necessary background information and references. They are given the appropriate office supplies such as paper and paper clips and are then told that they are assuming the job of a first-line supervisor.
Candidates are asked to respond to the items in the in-basket as if they were on the job, writing memoranda and letters, planning meetings and preparing agendas, writing notes or reminders either to themselves or their staff, and taking whatever actions they consider appropriate. All actions or planned actions must be put in writing.
No specialized or technical training, knowledge or experience is required for candidates who take the in-basket exercise. The in-basket items cover a number of areas including work scheduling, production, quality of service and personal problems.
Candidates' responses are evaluated within the context of other actions taken, the existing organizational environment and the particular issue under consideration. The judgement of middle managers is the standard against which the appropriateness of the decisions and actions taken by the candidate are compared.
The abilities assessed by this in-basket exercise include:
- the ability to identify and resolve problems and conflict;
- the ability to consult and involve staff in decisions;
- the ability to understand and communicate in writing;
- the ability to monitor and assess staff performance;
- the ability to develop staff;
- and the ability to schedule and set priorities for employees.
3. Development of the Exercise
The development of the Supervisory In-Basket Exercise was based upon a job analysis of the duties and responsibilities of a diverse sample of supervisory positions in the Canada Revenue Agency. The in-basket exercise items present a variety of problems that correspond to the daily tasks of supervisors, differing in importance, complexity and priority. The problems were also selected to present a broad overview of an organization.
The candidate receives the Supervisory In-Basket Exercise in two envelopes. The first one contains instructions, selected background material, and necessary references. The second one contains 25 items that have accumulated in the in-basket, each of which requires a response or action. Stationery and other necessary material are provided.
The in-basket exercise lasts two and one-quarter hours. One-quarter hour is used to review the background information (the first envelope) and two hours are provided for responding to the in-basket items (the second envelope). Candidates should carefully monitor their time so that they read and take whatever action they feel is necessary for the 25 items in the in-basket.
Usually more than one complementary response or action may be taken for a particular item. While there is seldom just one right answer for any item, certain pre-selected responses will obtain more points, when these responses have been determined to be particularly effective.
The actions taken by candidates to deal with the problems presented are evaluated in terms of their effectiveness within the context of the existing organizational environment.
Responses are scored according to the six supervisory abilities described below:
- Ability to identify and resolve problems and conflict (e.g., misunderstandings between team members and clients, between team members and between different teams).
- Ability to consult and involve staff in decisions (e.g., reorganization of a work team, handling of special projects, setting up goals and objectives and cooperation between team members).
- Ability to understand and communicate in writing (e.g., explaining a new procedure to employees or changes to clients or improving cooperation between different teams). This includes both horizontal and vertical communication.
- Ability to monitor and assess staff performance (e.g., performs test checks, work reviews, provides constructive feedback).
- Ability to develop staff (e.g., willing to share both group accomplishments and disappointments with the work team; provides guidance and coaching rather than control; determined to develop full potential of staff; looks amongst team members for individuals to assume leadership roles; and demonstrates cooperation by being a team player).
- Ability to schedule and set priorities for employees (e.g., reallocation of work based on increased volume or staff shortages to achieve the overall objectives of the unit through the use of natural work teams).
The ability to communicate in writing is scored by assessing the candidate's writing throughout the whole test. Points are deducted for mistakes in grammar, spelling and punctuation. Candidates using point form, instead of full sentences, will also lose points.
Each candidate's performance on the Supervisory In-Basket Exercise is presented to the selection board in the form of a rating on a ten-point scale for each of the six supervisory abilities. Thus the maximum mark one can obtain on the test is 60.
The Supervisory In-Basket Exercise is available in French and English. Candidates should specify their preference to the responsible staffing advisor. It is recommended that candidates choose to take the in-basket exercise in the language in which their reading and writing skills are stronger.
7. The Use of the Exercise within the Selection Process
As mentioned, the Supervisory In-Basket Exercise is intended to assess various abilities required for supervisory effectiveness at the first-line level. It is, therefore, considered appropriate for use in selection processes for appointment, promotion or lateral movement, including intra-departmental assignments. It cannot be used for pre-qualification testing.
The Supervisory In-Basket Exercise may be used at the assessment phase with a pre-determined passmark for screening, or it can be used in combination with assessment information from other sources such as the interview, reference checks, etc. to assess the same supervisory abilities. For placement, the total test score may be used by the selection board.
8. Preparation for the Exercise
Because performance on an in-basket exercise does not depend upon knowledge of a specific content area, candidates cannot study directly for this type of exercise, except for grammar, spelling and punctuation. If candidates have to travel to take the test, they should arrange their schedule so that they are not rushed. They should try to forget that they are in an assessment situation and perform as if they were on the job, giving the in-basket items due consideration and attention.
The Supervisory In-Basket Exercise is available for use by all Canada Revenue Agency managers. Those who wish to use it should contact their staffing advisor and provide him/her with the job description and the Statement of Staffing Requirements for the position. It is strongly recommended that this contact take place prior to the printing and distribution of the selection notice.
Once the manager and the staffing consultant agree upon the proposed test use, copies of the Supervisory In-Basket Exercise may be ordered from Assessment Services and Selection Standards.
Assessment Services and Selection Standards will arrange for the scoring of the Supervisory In-Basket Exercise and will inform the local staffing advisor of the results in writing, within a period of approximately two-weeks. The selection board is responsible for communicating the results to candidates in writing.
Please note that since this exercise is used for staffing purposes and is not a diagnostic instrument, the information provided to candidates is restricted to the rating for each supervisory ability; more detailed feedback is not available.
Information about alternative arrangements for candidates with disabilities can be made through your local staffing advisor. He or she will channel your inquiry to Assessment Services and Selection Standards.
11. Retest Period and Validity Period
There is a waiting period of 180 days before candidates can take the test again. The new score replaces the previous score. The results of the test are valid indefinitely.
For additional information concerning the Supervisory In-Basket Exercise, please contact your local staffing advisor.
 |
||
|
Date modified: 2004-03-12 |
 Top of page |
Important notices |