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

Which Form to Use

P&S Classification Change Form:  When an employee and/or supervisor requests a classification change within the P&S system or from SEIU or Merit.  Instructions

P&S Career Advancement Form:  When an employee and/or supervisor requests a salary increase within the current P&S classification.  Instructions

When To Use The Forms

When the supervisor and unit/Org leadership have determined that an employee has:

  • Expanded the scope of responsibility and/or competency level within their current job classification that increases the level of responsibility of that position (Career Advancement) or
  • Developed the competency level to assume the responsibilities of another classification within their job family or another family at a higher pay level (Career Promotion) or
  • 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 The P&S Classification Change Form

Roles

  • Sections 1, 2: May be completed by the employee, supervisor, or both together.
  • Section 3: Completed by the employee and only if the employee generated the document.
  • Section 4: Completed by the supervisor.
  • Section 5: 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.
  • In the event the P&S classification change is denied and the org approves a career advancement, there is no need to complete the P&S Career Advancement Form.  This form can be used in that instance.

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 or an advancement was given.

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: Employee Job Classification / Career Development Recommendation

Use only if the employee generated the document.

Note which 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 Career Promotion or Career Shift is selected.

Section 4: 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 which 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 Career Promotion or Career Shift is selected. Document the date that the recommendation was made.

Section 5: 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.

How To Use The P&S Career Advancement Form

Roles

  • Sections 1, 2: May be completed by the employee, supervisor, or both together.
  • Section 3: Completed by the supervisor.
  • Section 4: 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.
  • This form cannot be used to request a classification change.

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. 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 or a career advancement was given.

Section 3: 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".

Section 4: 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)