Instructions for Supervisors/Staff in Completing the Documentation of Career Development Form

When To Use This Form

When the supervisor and unit/Org leadership have determined that there is a need to:

  • Expand the scope of responsibility and/or competency level of a staff member within their current job classification that increases the level of responsibility of that position (Career Advancement) or
  • Develop the competency level of a staff member so the staff assumes the responsibilities of another classification within their job family or another family at a higher pay level (Career Promotion) or
  • Recognize when an employee has changed the nature of the work being done from Merit or SEIU to P&S or to another P&S classification at the same or lower pay level (Career Shift)

When the employee demonstrates that there has been a significant change in the job duties; this may occur after a performance review in which it is clear that the Key Areas of Responsibilities have expanded or changed. Such expansion/change must be consistent with the definitions above and there must be agreement with the unit/Org leadership that the new responsibilities are required for the success/sustainability of the unit/Org.

How To Use This Form

Roles

  • Sections 1, 2: May be completed by the employee, supervisor, or both together.
  • Section 3: Competencies may be completed by the employee, supervisor, or both together. The supervisor completes the evaluation.
  • Section 4: Completed by the employee and only if the employee generated the document.
  • Section 5: Completed by the supervisor.
  • Section 6: Completed by the employee and the supervisor (dated by the supervisor).
  • UI Transaction System: The Workflow transaction should be initiated by a supervisor, HR rep or departmental administrator and the Workflow path should not include the employee under review.

Section 1: Demographics

Provide relevant information.

Section 2: Scope/Responsibilities

Document the 6 (six) most important activities performed. Describe what is significant or critical in this role for the unit/org. Details about which duties are new or changed since the last time the employee/position was classified are particularly important. If only a portion is new, please note it in this section. Also, please note the % of total effort on this activity that is new. For positions in which sharing new knowledge/research through publications, presentations, etc., is a duty, this type of documentation should be included here.

Check if the duty is new since the last time the employee/position was classified.

Document at least one of the Key Area of Responsibility (KAR) relevant to the Job Classification of the work being done (may be current job classification or another classification).  It is not necessary to identify all KARs that may be associated with each job duty listed.

Note from which classification each KAR is by noting the Classification Title/Job Code.

Document the total or overall amount of time spent in performing each activity.  The percentage of time cannot exceed 100%, however the percentage of time can be less than 100% because we are only asking for the top 6 (six) most important activities.

Section 3: Competencies

List (in the first column) the competencies the employee has acquired or developed in order to be successful in performing the key areas of responsibilities documented in Section 2 of this form. The first column may be completed by the employee or the supervisor.  Identify the competency name, the expected proficiency level (basic, working, extensive, expert/leader) and at least one typical behavior demonstrated by the employee.  Relevant competencies for each University P&S classification have been identified and may be viewed through the e-personnel file in Employee Self-Service. 

The supervisor completes the second and third column indicating if the competency listed in the first column is developed or continuing to be developed.

For Career Advancement:

List the competencies associated with the current classification that were developed/enhanced or acquired and supported by the position specific duties listed in section 2.

List any new competencies associated with a different classification that were acquired or developed and supported by the position specific duties listed in section 2.

Supervisor evaluates the level at which the employee has developed the competencies according to these definitions:

  • Continuing to Develop – needs additional time to fully master at the required proficiency level but quality/quantity of work performance is not significantly affected.
  • Developed – demonstrates full performance of the competency at the required proficiency level.

For Promotion/Career Shift:

List the competencies associated with a different classification that were developed/enhanced or acquired and supported by the position specific duties listed in section 2. Supervisor evaluates the level at which the employee has developed the competencies according to these definitions:

  • Continuing to Develop – needs additional time to fully master at the required proficiency level but quality/quantity of work performance is not significantly affected.
  • Developed – demonstrates full performance of the competency at the required proficiency level.

Section 4: Employee Job Classification /Career Development Recommendation

Use only if the employee generated the document.

Note what Job Classification (Job Title/Job Code) is considered the best match for the duties documented. The Job Classification may be the current classification held by the employee if a Career Advancement or a different one if a Promotion or Career Shift is selected.

Section 5: Supervisor Section

Supervisor Assessment/Comments - Use this section to document assessment if and how the employee has assumed each of the new, changed or expanded duties/competencies and the importance of these duties/competencies to unit operations. Use of objective or quantitative data to support your comments is valuable.

Overall Performance Rating at Last Formal Performance Review - In this section, document the date of the last formal performance review and whether it was at least at the level of "Successfully Meets Expectations".

Job Classification/Career Development Recommendation - Note what Job Classification (Job Title/Job Code) is considered the best match for the duties documented. The Job Classification may be the current classification held by the employee (if a Career Advancement) or a different one if a Promotion Career Shift is selected. Document the date that the recommendation was made.

Section 6: Employee and Supervisor Electronic Signature

Employee and supervisor should check boxes to indicate the form represents a true and accurate description of the work being performed.

UI Transaction System: Workflow Form Initiated by Someone Other than the Employee Under Review

  • Career Promotion or Career Shift:  Change of Status - P&S Classification Change (Career Promotion or Career Shift)
  • Career Advancement:  Change of Status - Adjustment to Pay (P&S Career Advancement)