University Business Policies and Procedures Manual

3260
CAREER DEVELOPMENT
Effective Date: October 16, 1998
Revised 05/07/01
Subject to Change Without Notice

1. General

The "UNM Strategic Plan: The University of New Mexico's Vision for the Year 2000 and Beyond," states the University must recruit and retain the best and the brightest employees to be successful in achieving its mission. As the University must be prepared to face a changing environment, so too must each employee. This policy describes career development programs designed to prepare employees to meet the challenges of the workplace. The University will provide these career development opportunities and the support necessary, subject to available funding and applicable policies. Employees are responsible for taking advantage of these opportunities and being competitive in their chosen careers.

2. Objectives

Career development programs provide employees with opportunities for lifelong learning and continuous self-improvement. Career development encourages growth and commitment from employees and increases job satisfaction, productivity, and service to the University. Supervisors are responsible for assisting employees with their career development. These programs can also be designed to assist members of traditionally underrepresented groups to enhance their access to and participation in a wide range of employment opportunities. Therefore, career development opportunities are an effective means of supporting the University in its commitment to diversity.

3. Career Development Programs

All employees are encouraged to participate in some form of career development. The University's career development programs consist of the following opportunities that can stand alone or be combined with each other:

• continuous occupational and/or professional education and training to maintain expertise;
  
• job enrichment opportunities which expand skills through learning different job duties;
  
• career ladders to provide for planned progression within the same position; and
  
• career advancement to support movement to other University positions through limited competition.

4. Supervisor Responsibilities

A supervisor's performance management responsibilities include helping employees identify career development opportunities at the University. Supervisors will include in every employee's performance evaluation a discussion of the University's career development program and will work with the employee to develop an appropriate career development plan that uses one (1) or more of the programs described in this policy for the coming year. Supervisors will offer career development opportunities in a fair, reasonable, and nondiscriminatory manner. Managers and supervisors will participate in the programs described in this policy and will be evaluated on their efforts to develop staff. The University Department of Human Resources offers training sessions for managers and supervisors on how to assist their employees with career development (see Section 11.2. herein).

5. Continuous Occupational and/or Professional Education and Training

Employees benefit from and are expected to participate in some form of occupational and/or professional education and training on an ongoing basis to ensure they keep up-to-date with their fields of expertise. Occupational and/or professional education and training comes in many forms such as academic programs, workshops/seminars, annual conferences, distance education, books/journals, specific training courses, membership in professional associations, and electronic discussion groups. Departments must pay for career development activities required by supervisors such as required training for licenses and certifications, or commitments made on an employee's performance evaluation. Departments are also encouraged to pay for other career development activities with a fair and reasonable distribution of available resources.

5.1. Education and Training Opportunities

The University provides many education and training opportunities for employees. Training and development programs are offered by the Department of Human Resources. Continuing education and academic programs are also available through the University and in the community. The Tuition Remission Program will pay for courses offered by UNM and in some cases by the Albuquerque Technical Vocational Institute (T-VI). Refer to "Tuition Remission Program" Policy 3700, UBP for details and limitations. The University encourages the use of the Tuition Remission Program for employees to improve performance in their current position and to prepare themselves for future career opportunities.

6. Job Enrichment

Job enrichment plans expand employee skills by providing employees with opportunities to learn different job duties through activities such as cross-training or job rotation. Job enrichment results in better trained employees and the variety and challenge of new assignments improves morale and reduces turnover. Not every position allows for a change in job duties; however, to the extent possible, supervisors are encouraged to provide job enrichment opportunities to employees. Job enrichment plans are developed and recorded in the performance evaluation process. Successful completion of a job enrichment plan does not result in immediate job advancement to a higher pay grade, but may result in a merit pay increase within the current pay grade.

7. Career Ladders: Planned Progression Within The Same Position

Career ladders are one (1) way employees can advance in their careers at the University. As defined by this policy, a career ladder is a non-competitive opportunity that an employee and his or her supervisor/manager can negotiate to allow the employee to advance to a higher grade while remaining in the same position. Career ladders must be approved in advance by the Department of Human Resources. Not every position lends itself to career ladder movement and even those that do, may have limited progression available. However, where possible, career ladders provide a valuable opportunity for both employee and organizational development. Career ladders differ from career advancement discussed in Section 8. below, in that there does not have to be a position vacancy for career ladder progression.

The primary criteria for advancement through a career ladder is the ability of a position to include more complex duties and qualifications as stated in the job description for the next level in the career path. A career ladder plan will list the specific requirements necessary for advancement to the next level. These requirements usually include completion of education, professional certification/licenses, and/or specific experience. Before an employee can be advanced to the next level, the employee must meet these requirements and show the ability to satisfactorily perform increased responsibilities.

Career ladders differ depending on the positions and fields involved. A written career ladder plan must be developed and signed in advance by the employee, supervisor, and manager. If the manager is the employee's supervisor, then the manager's supervisor must also sign. The plan must include a proposed time line and proposed salary increase specific to the career ladder and employee. The employee's proposed salary will be based on the employee's additional qualifications using the same criteria that would be used if the next level position were filled through recruitment. Refer to "Wage and Salary Administration" Policy 3500, UBP for salary determination policy. If the needs of the employee or department change significantly, the career plan may need to be revised. Individual career ladder plans must be approved by the Department of Human Resources to ensure the criteria for advancement are reasonable and consistent with established job descriptions. A copy of the signed career ladder plan must be filed with the Department of Human Resources. The Department of Human Resources will assist employees and supervisors in identifying career ladder opportunities.

8. Career Advancement: Movement to Another University Position Through Limited Competition

Another way employees can advance in their careers is to apply for another position at the University. Although in most cases this involves movement to a higher grade, an employee may want to make a lateral move or take a position at a lower grade in order to change careers or bridge to another career path. The Department of Human Resources will provide information on career advancement opportunities and the requirements necessary for advancement (see Section 11.1. herein). Interested employees should contact the Department of Human Resources.

To assist employees in advancing to other positions or changing careers at UNM, hiring officers are encouraged to interview qualified University employees from pre-screened internal applicant pools before searching externally to fill a position. If the hiring officer chooses to search externally, internal candidates with comparable qualifications, as determined by the hiring officer in consultation with the Department of Human Resources, will be given preference. If a hiring officer hires from pre-screened internal applicant pools, a position can be filled quickly because the vacancy will be posted in an accelerated manner. The vacancy will be posted for seventy-two (72) hours and be available only to pre-qualified applicants who are in the applicable pool. In order to be considered for future internal applicant pool vacancies, employees are encouraged to participate in applicable pools by submitting their applications to the Department of Human Resources prior to seeking career advancement.

8.1. Internal Applicant Pools

The Department of Human Resources identifies positions that are best suited for internal applicant pools. Where possible, related job titles are combined into job groupings that allow applicants to apply for several job titles with a single application. For a list of positions included in the Career Advancement program employees should contact the Department of Human Resources or consult their Website at http://www.unm.edu/~hr/comp/cardev/advance.htm.

All employees who have completed their probationary periods may be included in internal applicant pools whether or not the opportunity is specified in the employee's career development plan. To be included in internal applicant pools, employees must submit an application (resume is optional) to the Department of Human Resources. Employees must submit a separate application for each job grouping containing job titles for which they want to be considered. The Department of Human Resources screens applications to ensure employees meet the requirements for each job title for which the applicant has expressed an interest. All employees applying for Career Advancement will be notified whether or not they have been certified for the program. If they are not certified, they will be provided with the reasons why and suggestions of ways to possible remedy the situation.

Career Advancement qualified employees will be notified of career advancement opportunities as they occur. If an employee wishes to apply for an actual vacancy, the employee must submit their application materials directly to the hiring officer with the vacancy. If an employee chooses not to apply for the position or is not hired, he or she remains in the pool for future Career advancement opportunities.

8.2. Departmental Preferential Consideration Points

Hiring officers may indicate preference for experience within a specific department or division. If preferential consideration points are to be included in the ranking criteria, such information will be clearly expressed in the communication of the opportunity so that employees know in advance.

8.3. Accountability

Hiring officers must follow applicable University policies and procedures and state and federal laws during the Career Advancement hiring process and are strongly encouraged to participate in Career Advancement training provided by the Department of Human Resources prior to initiating a Career Advancement hire. If a hiring officer violates policies and procedures, his or her use of the Career Advancement hiring process may be restricted.

9. Tier II Positions

Positions normally requiring national searches (Tier II recruitment), as determined by OEO, cannot be filled through career ladder and career advancement programs, but may be filled by an internal search limited to current employees if approved by OEO. Employees occupying or aspiring to Tier II positions are expected to participate in continuous occupational and/or professional education and training and job enrichment. Supervisors will assist these employees with career development planning to enable them to compete in a national level search. Tier II recruitment is described in "Staff Recruitment and Hiring" Policy 3210, UBP.

10. Program Monitoring

The Department of Human Resources and OEO will monitor career ladder and career advancement activity and distribute an annual report of participation in these programs to the campus.

11. Training and Support

For career development and advancement programs to be successful, training and support services for employees, supervisors, and managers are essential.

11.1. Employee Career Development Workshop

Employees interested in enhancing their careers at the University may take career development workshops offered by the Department of Human Resources. A schedule of workshops and seminars is distributed quarterly to employees. In addition, when employees complete their probationary period they will be notified by the Department of Human Resources about career development programs.

11.2. Professional Development Planning Workshop for Supervisors and Managers

Supervisors and managers should attend a Professional Development Planning Workshop offered by the Department of Human Resources. This workshop will help supervisors work with their employees on career development programs.

11.3. Other Resources

Sample career ladder and job enrichment plans are available at the Department of Human Resources. Individualized career advising services and resource material to assist staff in career planning are available from the University Staff Services Office. The University Counseling, Assistance, and Referral Services (CARS) provides career counseling for employees. The University Career Services Office will provide one (1) hour of advisement to University staff.

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