How To Guide for Using Competencies
In Career Development Documentation
What is Career Development? Career development is an ongoing process of gaining knowledge and improving skills that allows an employee, when in alignment with the organization’s needs and individual career interests, the opportunity to advance their career.
The organization’s needs may arise from new competencies needed in the workplace as work, technology, or skill requirements change, new strategic initiatives develop or new roles or open positions emerge. Individual career interests may be identified through the person’s strengths and development needs, long term career interests or annual goals for professional development. When the needs of the unit overlap with the individual’s interests, career development plans and goals can be developed. Competencies can be used to help plan for that development and for documenting when development should be recognized
In the new Compensation and Classification system, career development may be recognized in these ways:
Career Advancement is appropriate when the scope and complexity of the key areas of responsibilities (KARs) and/or competencies has changed, however, not to the degree that a Career Promotion is appropriate.
Career Promotion is appropriate when the employee is performing the majority of the key areas of responsibilities of a classification at a higher pay level.
Career Shift is appropriate when the employee is performing the majority of the key areas of responsibilities of a different classification at the same or lower pay level.
How to Begin
What is different?
- Has the employee acquired new key areas of responsibilities that have increased the level of responsibility for their role?
- Have they increased their knowledge, skills, and abilities (compentencies) to the benefit of the organization?
- If yes, to either question, utilize the Job Classification View Tool to review current classification key areas of responsibilities and competencies to complete the Career Development Documentation form.
- Consider the expanded work that is being done by the employee, what skills are required for the employee to be successful in the performance of that work?
- Review the competency descriptions and typical behaviors for the job family and optional technical competencies assigned to the employee's current classification and the next classification within the series (if applicable) or another classification.
- Do the job family and/or optional technical competencies from the higher or different level classification best describe the changes in KAR's or competency? If so, use this information in Section 3 of the Documentation of Career Development.
- Any competency (accessible through the job classification view tool) may be used to document career development. Unit HR Reps may consult with Karen Shemanski, in University Human Resources, to identify other relevant competencies that may not currently be utilized in the Job Classification View tool.
- To allow flexibility, the nouns in the typical behaviors may be changed to fit the specific college/division/unit activity; however, to preserve the integrity of the Kenexa library, the verbs cannot be changed. Before modifying the typical behaviors, consider the following:
- Have you selected the right competency? There may be another competency that is a better fit and behaviors that fit what you are looking for.
- Is the proficiency level assigned accurate?
- Is what you are looking to describe a task versus a competency?
- Determine if it's Career Advancement, Career Promotion or Career Shift by using the considerations highlighted below.
Considerations for Career Advancement
- Change in scope and complexity of KAR's and/or competencies
- Introduction of new KAR's from same or different classifications
- Competency proficiency level in performing new KAR's
- Classification and pay level of new KAR's and/or competencies
- What responsibilities have already been recognized in previous pay decisions?
- Any org level guidelines specific to career advancement
Considerations for Promotion/Career Shift
- Scope and complexity of new KAR's
- Competency proficiency level in performing new KAR's
- What responsibilities have already been recognized in previous pay decisions (if within same budget unit)
- Any org level guidelines specific to promotion
- Review unit needs and career interests with your supervisor to identify career development opportunities, and potential changes in job responsibilities that are in alignment with unit needs.
- As significant changes are sustained for six-months or more, consider a request for career advancement, promotion or career shift.
- Complete employee Documentation of Career Development.
- Review unit needs and career interests with your staff member(s) to identify career development opportunities, changes in job responsibilities and performance expectations that are in alignment with unit needs.
- Discuss career development plans with department and organization leadership to confirm their support
- As significant changes are sustained for six-months or more, consider a request for career advancement, promotion or career shift. Consult with your Human Resources representative for assistance.
- Review completed Documentation of Career Development from your staff member(s), and complete the supervisor section, using the instructions provided. This includes your recommendation and assessment of the change requested, and confirmation of the most recent job performance rating.
- Consult with your Unit Human Resource Representative and department leadership regarding the funding available and the amount of any proposed salary increase.
- Forward the Career Development Documentation to the appropriate administrator in your area to begin the workflow transaction, when appropriate.
Page Last Updated September 2013