A Guide to Job Aids

Many tasks in the conduct of clinical research are too complex to be performed from memory. The
consequences for failing to perform the tasks correctly are severe.

Job aids help participants to memorize and perform tasks, and as a consequence limit safety, quality,
and compliance risks.

Key Takeaways:
• Definition: A job aid, or handout, is essentially an umbrella term to describe additional
information or resources provided as a supplement to a learning activity.
• A job aid could be but is not limited to a:
o Checklist
o Information guide—(Example: This could even be a link to a website or a PDF on the
Internet)
o Worksheet—(Example: Excel template of a budget)
o Procedural guide
o Decision making guide
o Flowchart
• Job aids are to be simple and to the point AND add value to a learning activity.
• Job aids should be accessible electronically, downloadable and printable.

How to Choose the Format:

This depends on the topic/learning objectives of the course. Please see either the Choose the Format or
the Decision Table-Select the Job Aid Format document provided.

How to Write a Job Aid:

This also depends on the topic/learning objectives of the course and the Job Aid itself. For some
instructions, please reference either the: CHECKLIST Writing: Checklists, Decision Making Guides,
Procedure Guides, & Worksheets Documents.

Conference Review and Approval:

Completed job aids should be submitted online with your final presentation. The Conference Planning
Committee will review all presentations and job aids for commercial bias before final approval.

Job Aid Distribution

Please note that ACRP will not be providing hard copies of completed job aids for the conference. All
job aids will be posted online using the ACRP Online Conference Library for attendees to download.

© Association of Clinical Research Professionals | acrpnet.org

 CHOOSE JOB AID FORMAT WORKSHEET

Job: Date:

Task/Activity Title:
Analyst: Location:

QUESTIONS: Check if YES THEN DESCRIBE THE:

Do cautions, warnings or  INFORMATION GUIDE:

dangers need to be described?

Is other safety-related  INFORMATION GUIDE:

information needed?

Do definitions, terms, features  INFORMATION GUIDE:

or common errors need to be

explained?

Is other information needed?  INFORMATION GUIDE:

 Relevance (WIIFMs)?
 When to do it?
 Why do it this way?

Copyright  2002 and 2004 Performance Plus, Inc. CF WS-1

Reproduced with permission of Performance Plus, Inc. V 3.0 (01/04)
 CHOOSE JOB AID FORMAT WORKSHEET (PART 2)

Task/Activity Title:
Does the performer need to: Check if YES THEN DESCRIBE THE:

 PROCEDURE GUIDE:
Follow a step-by-step
procedure?

Make decisions? Are there:  DECISION-MAKING GUIDE:

 Several conditions/stimuli?
 Alternative solutions?
 IF/THEN decisions?

Keep a record of task  CHECKLIST:

completion by:
 Documenting completion?
 Verifying actions?
 Inspecting/evaluating?
 Checking things off?

Record data by:  WORKSHEET:

 Making calculations?
 Making computations?
 Taking notes?
 Drawing sketches?

Copyright  2002 and 2004 Performance Plus, Inc. CF WS-2

Reproduced with permission of Performance Plus, Inc. V 3.0 (01/04)
 CHOOSE JOB AID FORMAT WORKSHEET (PART 3)
Task/Activity Title:

Does the performer need to: Check if YES THEN DESCRIBE THE:

Fly blind, and therefore need  ELECTRONIC GUIDE: (to include

when it would be used)
artificially generated cues?
Use a PDA or a computer-based
worksheet, checklist, or other
form of job aid?

Create or make something to  MECHANICAL GUIDE:

precise specifications where a
template is needed?

Use a guide that is bi-lingual or  ADDITIONAL LANGUAGES:

in some language other than

English?
 Which language(s)?

Have supports available to  OTHER SUPPORTS REQUIRED:

supplement or amplify written

words?
 Pictures, icons, or graphics?
 Symbols (types)?
 Colors?

Copyright  2002 and 2004 Performance Plus, Inc. CF WS-3

Reproduced with permission of Performance Plus, Inc. V 3.0 (01/04)
 CHOOSE JOB AID FORMAT WORKSHEET (PART 4)
Task/Activity Title:

Does the Guide Need: Check if YES THEN DESCRIBE THE:

Special layout or design because  SPECIAL LAYOUT DESIGN:

of:
 Low light or other
environmental conditions?
 Space restrictions (e.g., must
be carried in shirt pocket, or
fit on small computer desk?)

To be made out of special  SPECIAL MATERIALS:

materials because of the

environment where it will be
used?
 Waterproof materials?
 Brass or other metal?
 Plastic?
 Tear proof paper?
 Reflective or fluorescent?

OTHER SPECIAL REQUIREMENTS FOR FORMATS: (describe in detail)

Copyright  2002 and 2004 Performance Plus, Inc. CF WS-4

Reproduced with permission of Performance Plus, Inc. V 3.0 (01/04)
 Decision Table – Select the Job Aid Format

IF THE TASK OR ACTIVITY: AND: THEN USE A:

Requires the performer to find general GENERAL

information about the task, cautions, INFORMATION
warning, who to call, etc. GUIDE

Requires listing reference part numbers,

codes, abbreviations, product information, REFERENCE GUIDE
price data, etc.

PROCEDURE GUIDE
Does not require written
Involves following sequential steps (Step-by-step
responses or “check-offs”
instructions)

Includes 1,2 or 3 different

conditions or stimuli (“ifs” and DECISION TABLE
“ands”)
Involves making decisions
Includes more than 3 different
FLOWCHART
conditions or stimuli

Requires collecting written

responses, listing things or WORKSHEET
making computations
Involves inspecting, observing or planning
Requires checking things and
documenting things checked
CHECKLIST
Requires check-offs

Could be supported by electronic visuals, ELECTRONIC

signals, or commands GUIDE

Could be simplified by providing a MECHANICAL

template, jig, form or device GUIDE

COMBINATION
GUIDE (i.e., procedure
Contains a mixture or combination of any guide within a
of the above behaviors worksheet; decision
tables in a procedure
guide or worksheet, etc.)

Copyright © 2002 Performance Plus, Inc. V 3.0

All rights reserved (11/06)
 CHECKLIST: WRITE CHECKLISTS

When preparing a checklist, did you:

(Correct any items checked “no”.)

CHECK “YES” OR “NO” FOR EACH ITEM

YES NO
  Have the NAME of the task or activity at the top of the guide?

  Tell the user WHAT to do?

  Tell the user WHEN to do it?

  Write it in the user’s language?

  Make it look easy to use (not intimidating)?

  Make it short and to the point?

  Have adequate space to “check off” when activities, event or

quality checkpoints have been accomplished?

  Set it up for easy recording?

  Have check boxes before each item?

  Include examples, as needed?

  Have only one item on a line?

  Make sure it contains notes, comments, warnings or cautions

where needed?

Created by MPP Taken from Building Better Job Aids Nov 2007
 CHECKLIST: WRITE DECISION MAKING
GUIDES

When preparing a Decision Table, did you:

(Correct any items checked “no”.)

CHECK “YES” OR “NO” FOR EACH ITEM

YES NO
  Have the NAME of the task at the top of the guide?

  Tell the user WHAT to do for each condition (IF this THEN do
this)?

  Tell the user WHEN to do it?

  Has an “arrow” for any conditions that do NOT apply?

  Has “IFs” on the left and “THENs” on the right?

  Uses another “AND” column for 2nd and 3rd conditions?

  Has clearly written and easy to understand conditions and

actions?

  Has a box around the table and the headings are in boldface?

  Has “IFs” and “THENs” sequenced in the most likely order of

use?

  Does not have any conflicting actions in the “THEN” box?

  Contains only one condition per line?

  Begins each action in a “THEN” box with an action verb?

  Make sure it contains notes, comments, warnings or cautions

where needed?

Created by MPP Taken from Building Better Job Aids Nov 2007
CHECKLIST: WRITE PROCEDURE GUIDE

When preparing a procedure guide, did you:

(Correct any items checked “no”.)

CHECK “YES” OR “NO” FOR EACH ITEM

YES NO
  List all the STEPS in the task flowchart and/or data sheet?

  Tell the user WHAT to do and HOW to do it?

  Tell the user WHEN to do the task?

  Describe the PURPOSE of the guide.

  Have the NAME of the task or activity at the top of the guide?

  Have the steps numbered (Step 1 first)?

  Have the steps correctly sequenced (first to last)?

  Have the action steps clearly written in a verb-object format?

  Make sure each step contains only one action statement?

  Make sure the guide contains appropriate information or

reference guides (notes, comments, warnings, cautions, etc.)
where needed.

Created by MPP Taken from Building Better Job Aids Nov 2007
 CHECKLIST: WRITE WORKSHEETS

When preparing a checklist, did you:

(Correct any items checked “no”.)

CHECK “YES” OR “NO” FOR EACH ITEM

YES NO
  Have the NAME of the task or activity at the top of the guide?

  Tell the user WHAT to do?

  Tell the user WHEN to do it?

  Write it in the user’s language?

  Make it look easy to use (not intimidating)?

  Have adequate space to record data, make calculations, or

annotations while using the worksheet?

  Set it up for easy recording?

  Include examples, as needed?

  Have only one action on a line?

  Have each action beginning with an action verb?

  Make sure it contains notes, comments, warnings or cautions

where needed?

Created by MPP Taken from Building Better Job Aids Nov 2007