PROFESSIONAL CAREER LADDER POLICY AND PROCEDURES

Campus IT Associate October 23, 2006

Overview 
General Guidelines 
Grandfather Clause 
Promotion Process
Promotion Review
Promotion Determination
Appeal Process
Salary and Effective Date  

Appendix I - Characteristics of Campus Information Technology Associate (CITA) Job Responsibilities
Appendix II - Relevant Forms

Overview 

The Campus IT Associate (CITA) supports the computing and information technology-based activities of an individual department or college by delivering services that enable the faculty, staff and students of the University to effectively use information technology in research, instruction, public service and administration. The Dean, Director, department head or designee sets work priorities for each CITA. There are some common areas of responsibility as well as specific responsibilities that are linked to service areas to which they are assigned. CITA responsibilities may include: administrative support, installation and configuration of desktop computing hardware and software that conforms to campus information technology standards; support of student computing through operation of departmental computing facilities; support of departmental research computer facilities, support of the use of technology in the curriculum; and operation of computing and/or ITV facilities that support departmental instruction.

A key component of the CITA job is its partnership with Information Technologies, the central computing organization on campus. This partnership enables the CITA to maintain a technical knowledge about the campus environment that ensures that his/her efforts are consistent with campus information technology standards and long-range plans. The characteristics of these responsibilities are best represented in the matrix shown in Appendix I. The job description of an individual CITA will be built from this matrix using the appropriate job responsibilities. The CITA family includes a progression of four steps from the entry level CITA I to the senior level CITA IV. CITAs will be hired into levels that are commensurate with the unit's needs and structure. The matrix is reflective of current technology and will be reviewed annually and if appropriate, modified to keep pace with industry-wide technological advances.

The University currently has a TCP/IP networked environment of UNIX file and computer servers with Windows, Macintosh and X-Windows clients. The campus is fully connected to the Internet. Because the University is an innovator in the use of technology in all aspects of campus life, specific aspects of the environment are likely to change. Indeed, the nature of the CITA jobs is subject to continuous change, both technological and institutional. CITAs are expected to have at minimum a working knowledge of the client systems in use at the time of hire and of communications software based on Internet protocols. CITAs ensure that systems and software for which they are responsible conform to University standards. They should also have a working knowledge of basic application software (word processing, spreadsheets, etc.), networking solutions and Internet resources. Ideally, the CITA will possess a combination of discipline expertise and computer experience as well as excellent interpersonal communication, time management and problem-solving skills.

General Guidelines

This career ladder policy provides an outline for potential career growth and advancement for technical professionals in CITA job classes. It does not apply to salaried staff or non-technical professionals. It is important to note that career advancement is not automatic but is based on demonstrably increased responsibility, performance within the organizational unit and organizational needs.

Grandfather Clause

Personnel hired after the date of acceptance of this document are required to meet the educational and experience requirements listed for the positions. Personnel hired prior to the date of acceptance of this document must meet the appropriate educational and experience requirements that were in effect at the time of their entry into their current level. For subsequent promotions, the new policy applies.

Promotion Process 

All career ladder promotions will be reviewed in a timeframe independent of the University performance appraisal program. Scope of responsibility, level of technical knowledge, level of responsibility and quality of job performance are the most important factors to be considered for promotion. Advancement through the career ladder is accomplished when the candidate for promotion demonstrates that he or she is already successfully performing many of the tasks required at the higher level. In other words, promotion is not achieved merely by demonstrating that one is doing an adequate—or even a very good—job performing tasks associate with the current level. A supervisor may recommend an employee for promotion as long as the resulting promotion is consistent with the career ladder and organizational needs. If approved, the promotion would take effect on July 1.

The supervisor is responsible for ensuring that the Promotion Form is completed by November 1. In addition, an employee who feels that s/he merits a promotion may submit a completed Promotion Form to his/her supervisor no later than October 1. The Promotion Form includes several categories that demonstrate why promotion is warranted as well as an overview of the employee's recent achievements and specific examples of work that demonstrate the duties and responsibilities of the incumbent match the distinguishing characteristics of the higher position as outlined in Appendix I. 

Requests for CITA career ladder promotions should be submitted using the Promotion Form through the supervisor to the Chair or Department Head, and eventually to the Provost or the Executive Vice President to ensure full approvals. Fully processed Promotion Forms should be forwarded to the Manager of Human Resources (classification and compensation) no later than January 15th.

CITA Promotion Process Effective Dates
October 1 November 1 January 15 February 15 February 22 March 10 March 31 July 1
Employee submits self-nomination form to Supervisor (if applicable) Supervisor submits completed promotion form to Department Chair Fully processed form submitted to Human Resources Committee Decision Supervisor notified Appeal deadline Appeal decision Promotion becomes effective

Promotion Review 

The Manager of Human Resources (classification and compensation) will convene a committee comprised of her/himself, the Director of the Library (or designee) and the Vice President for Information Technologies (or designee) to review each recommendation for promotion to determine if a promotion is justified. The review committee reserves the right to interview the candidate for promotion as well as his/her supervisor and/or ask for additional job related supporting information, as appropriate. Based on the criteria outlined above, the Committee will determine the final candidates to be recommended for promotion.

Promotion Determination 

The Manager of Human Resources (classification and compensation) will forward final recommendation(s) of candidate(s) for promotion to the Vice President for Administration, Executive Vice President and Provost (if applicable) for approval.  By February 22, the Manager of Human Resources (classification and compensation) will notify the department in writing of the approval or denial of the promotion. 

Appeal Process 

If the supervisor/department head is not satisfied with the determination, s/he may submit a written appeal to the Vice President for Administration within ten (10) working days of the determination date. The written statement should include detailed reason(s) for the appeal. The Vice President for Administration will render a written decision within seven (7) working days after the filing of the appeal. The Vice President's decision is final.

Salary and Effective Date

  1. Typically a salary increase of 5% to 10% of the current salary will be awarded for rank or grade changes, unless the new salary is less than the minimum for that level as set by the University.  In such cases, the increase should be sufficient to bring the employee's salary up to the minimum for the new level. These increases are to be funded from within the unit.  Salary increases for promotions will be in accordance with University budget policy and procedures.
  2. Under normal circumstances, career ladder promotions will become effective on July 1.

Appendix I:  Characteristics of Campus Information Technology Associate (CITA) Job Responsibilities

Responsibilities listed under the categories below indicate typical job duties. However, the listings are only general guidelines. One may have responsibilities in multiple categories, when appropriate. The fact that you may have taken on additional responsibilities that fall under the next level in one area is not necessarily justification for a promotion.

Job Description

CITA I

CITA II

CITA III

CITA IV

 

Education & Computing Support Experience

Associate’s degree and 4 years experience or Bachelor’s degree and 2 years experience. Degree within discipline of College/Department preferred.

Bachelor’s degree and 3 years experience.  Degree within discipline of College/Department preferred.

Bachelor’s degree and 4 years experience (Master's degree preferred). Degree within discipline of College/ Department preferred.

Education level typically associated with Master's degree and five years related experience (positions which are intellectual/advisory in nature may require a Ph.D. and in-depth knowledge in a specialized area). Degree within discipline of College/Department preferred.

Nature of Job

Work under general direction of the department head or his/her designate. Is responsible for a small number of defined areas of common CITA responsibilities. Perform basic troubleshooting and diagnostic procedures. Is aware of IT services and utilizes these resources to resolve complex problems.

Includes CITA I responsibilities. Perform advanced troubleshooting using a variety of resources. Research and evaluate new technologies that will benefit departmental goals. May supervise salaried staff or student employees. Able to take on responsibility for well-defined portions of complex projects, or lead simpler projects, and follow through to completion.

Includes CITA II responsibilities and is expected to work with minimal direction. Identify, evaluate and recommend new technologies to benefit departmental goals. Act as resource for other CITA staff in department. Responsible for major aspects/components of projects. Identify appropriate resources needed for projects and request them through management. May supervise professional staff

Includes CITA III responsibilities and is expected to work independently. Analyze financial and statistical data and produce reports. Advise and provide technical support to CITAs within college or department. Lead special projects, assign tasks, and monitors through completion. Work in close cooperation with administrators on technology planning and implementation within the college or department. Typically supervises professional staff.

Department-specific computing and general user support

  • Desktop
  • Computing
  • Troubleshooting
  • Consulting
  • Teaching
  • Maintain specialized hardware/software(Windows, Macintosh, UNIX)

Investigate problems, contact users for clarification, and propose solutions. Able to investigate multiple resources (e.g. vendor technical support, listservs, Web) in order to resolve more complex problems Perform general consulting. Identify IT resources that can be used by the department’s staff. Set up desktop systems, install and configure OS and supported software in conformance with University standards. Educate users on virus protection, backup and university policies (e.g. PNPI Policy). Assess individual’s computing needs and make recommendations.

Analyze and resolve user problems arising in department. Keep others informed about general computing trends and developments. Understand training needs of department and work with IT to coordinate training or develop custom classes. Prepare instructional web pages for department.

 Work with IT Help Center to analyze calls, referrals and resolution of problems originating in your department or college. Make recommendations for improvements to:
  • the departmental computing environment that are consistent with UD standards
  • user education

Take lead role in developing computing hardware and software plans for department. Work with IT to ensure that planning takes place within the context of UD’s computing environment and is consistent with UD standards.
Server Operation
  • File & Printer sharing

Configure desktop systems to work with departmental server. following UD standards. Ensure that print and file sharing services are delivered, systems are backed up regularly and are secure.

Work with IT staff as appropriate, to perform server installation, OS and application software administration, and application of UD standards of good practice, e.g. virus protection, backup, security, recovery from network attack, etc.

Plan acquisition and installation of server hardware, install and maintain OS and application software and configure, ensuring that UD standards of good practices are applied.

Work with administration on long-term plans and budgeting for server upgrades and software licenses.
UNIX Server Administration
  • Install and manage server ensuring security at all times
  • Maintain accounts, file space
  • Provide services, e.g. mail, web, ssh, centralized backup

N/A

General file and user maintenance. General software maintenance and system monitoring. Able to handle all security issues in accordance with IT policy.

Software and hardware troubleshooting. Minor system recovery. Basic OS and package installation (e.g. libraries and support utilties).

Entire OS Installation. Resolution of machine-wide issues including low-level software and hardware troubleshooting. Inter-machine operations, including design, planning, and disaster recovery.
Windows Server Administration
  • Manage and Maintain system ensuring security for all accounts and data
  • Provide services to meet departmental needs (e.g., mail, file, print, web, sftp)
  • Manage accounts, backups

System designed and put together by central Information Technologies staff. Responsibilities include: adding and removing users, monitor for updates/patches, maintain anti-virus software. Ability to replace hardware and install software. Will call on IT for upgrades to the system.

IT can provide assistance with initial design; must be able to setup and secure system, provide support and able to resolve most issues without IT support. Install, upgrade and replace hardware. Install, maintain and update software. Ability to install and configure services meeting department needs.
Participate in UD system administrator meetings and newsgroups to share information.

Able to independently design, build and secure systems covering all areas and needs of department, able to provide complete support in resolving all issues, able to handle all security issues in accordance with IT policy.

Same
Programming

N/A

Is competent in more than one programming language and can perform basic programming and debugging in support of the department.

Provide programming support for department/researchers. Instruct users on efficient uses of computing resources and subroutine libraries.

Design and write complex programs.
Instructional support
  • Technology in the curriculum
  • Discipline-specific software and Internet resources
  • Faculty laptop computer support

Incorporate use of supported technologies, e.g. class mail lists, newsgroups, syllabus templates, learning management software. Work with staff of Teaching, Learning and Technology Center (PRESENT) to encourage the use of tools that will meet instructional objectives. Assist faculty with locating relevant instructional resources.

Assist Faculty with course redesign to incorporate technology. Develop effective resources to incorporate technology in education. Consult with faculty on related issues.

In conjunction with IT staff (PRESENT), analyze and provide guidance on complex faculty technology projects. Form partnerships with units (e.g. CTE, IT, ITUE, Library) when initiating teaching with technology projects.

Work with faculty who are redesigning entire unit curriculum. Assist them in understanding how technology can be used to further their educational goals.

ITV support

  • Ensure daily operation of facility, especially where class use is required
  • Maintain video and computer connections

Maintain video links and video/audio equipment. Perform regular checks on equipment. Work with University Media Services to diagnose problems. Ensure all equipment works for classes. Instruct faculty in proper use of ITV facilities.

In new installations, work with University Media Services staff to thoroughly test all equipment and perform regular maintenance checks. Troubleshoot problems.

Participate in design of new facilities for college or department.

N/A
Departmental web services
  • Maintain home page
  • Maintain departmental web server
  • Maintain faculty/course web pages

Install and configure web server for departmental applications following UD standards of good practice. Use web site management tools to build complex sites to meet departmental needs while following UD web guidelines.

Produce complex web pages and design comprehensive web sites (e.g. database front-end). Guide use of the web to accomplish departmental goals. Work with University web development team to ensure consistency with UD standards.

N/A

N/A

Appendix II: Relevant Forms
Campus IT Associate Promotion Rationale Form
University of Delaware New Position Description Form