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

2. 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

3. 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

4. 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

5. 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

6. 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

7. 2-Steps to develop the INDIVIDUAL DEVELOPMENT PLAN

8. 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

9. 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.

10. 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

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

12. IDP Example
Take out “(For Supervisors”)

13. 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.

14. 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

15. Training Plan Example

16. 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

17. IDP Example

18. RECOMMENDED CHECK POINTS

19. 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

20. 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

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