Supervisor’s Guide for Employees in Professional Series Special Advancement Conditions for Employees in Level P1 Updated 10/25/2016

Overview of P1 Positions The Professional Series Level 1 (P1) position is a short-term training position designed to advance to the P2 level after 18 months An individual development plan is recommended to accompany all P1 appointments with clear training milestones for the employee to learn and demonstrate essential competencies required for the job

IDP is Recommended Supervisors may develop an Individual Development Plan (IDP) for every P1 employee with an option to submit it to the employee’s file For Existing Employees: Employees mapped to P1 after the Nov. 1 Career Tracks implementation are recommended to have an IDP on file If you choose to create an IDP it should be reviewed with the employee P1 employees can advance to P2 at any time upon meeting required competency goals

IDP is Recommended For New Hires: The IDP document should contain: Short-term goals to help evaluate performance to meet probationary period standards, and Longer term competency goals to meet and advance to the P2 level The IDP is an evolving and guiding document to be updated and leveraged throughout the P1 appointment To monitor training progress To Identify competencies needed for advancement

For All New Hires Probationary period guidelines apply, just like any other new hire As for all employees, a mid-point evaluation at 3-months and a final evaluation/IDP update at 6-months is strongly recommended to help identify performance issues and allow for corrective actions

Development Plan Basics An IDP IS… An IDP IS NOT… A plan that documents what the learning goals are for the employee in order to be successful at the job A document that describes: Development activities Outcomes/results Support Target dates Status A performance appraisal A training schedule

2-Steps to develop the INDIVIDUAL DEVELOPMENT PLAN

In General Your Staff HR Generalist is ready to partner with you at the beginning of this process to help you create the IDP Please use the standard IDP template to document the development plan Download from Career Tracks website (Manager Tools) Include a training plan/schedule

Step 1: Set Development Goals Reference the job standard for generic scope, custom scope, key responsibilities Identify key responsibilities for the P2 (e.g. the “must-haves”) the employee should be competent in Define short-term and longer term goals 6 months for probationary 18 months for P2 level competencies Focus on the essential attributes the employee should exhibit or learn during Responsibilities Knowledge Competencies (hard and soft skills) Ensure goals are understood clearly. Clarify and reword language as necessary. Adopt the use of SMART when creating goals required skills Specific, Measurable, Achievable, Realistic, Time-bound Talking point: If you hire someone new, keep in mind that you have 6-months probationary standards.

Development Goal Examples P1 in Administrative Operations Development Goal One: With minimal supervision gather data to produce accurate on-time weekly reports and department-wide web communications Development Goal Two: Independently prioritize work requests, resolve or escalate customer concerns as appropriate Need HR related examples for internal training sessions Can add extra slide – Add examples to help HR managers talk about it with HR employees

IDP Example Take out “Supervisors” Use as talking points to help supervisors understand the elements to think about when beginning the process.

IDP Example Take out “(For Supervisors”)

Step 2: Set Milestones and Create Training Plan Minimum achievements must be clearly defined Use a training plan or schedule to map out learning activities by month Leverage training plan timeline to help document milestones by target dates on IDP For Rebecca: Have an activity component to do an exercise of doing an IDP.

Milestone Examples P1 in Administrative Operations Successful completion of the cash handling online training course with score of 100% Manage all logistics for four Grand Rounds/Case Conferences Develops and maintains department web calendar and publishing events on campus-wide events calendar

Training Plan Example

Optional: Documentation to HR You may submit your forms to HR Generalist for the employee file Please work with your HR Generalist Add a new slide: When recruiting a P1, you need to follow the same review/release policies like you would for all hires

IDP Example

RECOMMENDED CHECK POINTS

Recommended Check Points Follow training schedule and update IDP at each recommended check point Make weekly adjustments leading up to these review check points Feedback should be given to employees during weekly check ins Check to see if goals either by week or month depending on how the training plan was designed Check in as frequently as needed to escalate or speed up training or slow down depending on how quickly the employee catches up Schedule of recommended check points: 3 months Mid-point evaluation required 6 months Probationary period ends, final evaluation required 12 months Prepare request to move P1 employee into P2 By 18 months Employee moves into P2 level appointment

Decisions at Check Points Meets all goals Major Check Point Does not meet all goals Employee continues to train 3 months Mid-point evaluation recommended Update IDP Possible options: Probationary Employee may be separated (work with your HR Generalist) Meets Does not meet Employee continues in career status 6-months Probationary period ends Final evaluation required Career employees (work with L/ER Specialist) Employee continues to train toward P2 competencies OR At any time after employee qualifies for next step, reappointed as P2 6-12 months Prepare to appoint at P2 Continue to work with employee on deficiencies; move into disciplinary action procedures per PPSM guidelines if employee continues failing 12-18 months Must appoint to P2 by 18 months

Additional Resources for Supervisors HR Generalist HR Knowledge Bank HR Career Tracks Website UCSF Learning and Development (LMS)