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Staff Competencies Training Matrix

Introductions

Judith RobertsInstruction Consultant & Training Program Coordinator


Bonnie SmithAssistant Program Director for Human Resources

Suchitra YellapantulaDigital Application Developer

PollPlease use the Poll option to respond…

Check all that apply…

I work in the Human Resources office

I work in the IT department

The focus of my position is training and staff development

I have worked with competencies before

My library has an established list of competencies for at lease some or our positions


Agenda

• Key concepts regarding competencies

• Competencies in libraries

• Background information on the project

• Tour of the Matrix

• IT perspective – open-source

• Administrator role

• Next steps

• Q&A


Goals

• Understand the use of competencies in libraries

• Gain a basic understanding of the Matrix to be able to consider its application at your institution

• Understand how this open-source application is implemented by IT professionals


Key Concepts


‘Observable & measurable attributes that contribute to success in performing a task or job’

SKILLS – KNOWLEDGE – BEHAVIOR

What are Competencies?


Written Communication

Able to respond appropriately and

in a timely fashion to

written communications and

announcements.

Competency Example


Competency Category

Competency Statement/ Description

Application

• Common language – reference point

• Training

• Recruiting

• Self-directed professional development

• Performance evaluations

• Position descriptions

• Goal setting


Questions about Competencies?


Literature Review


Current use

of Competencies

in Libraries

12http://ala-apa.org/lssc/for-candidates/competency-sets/

http://ala-apa.org/lssc/for-candidates/competency-sets/

13

http://www.webjunction.org/documents/webjunction/Competency_Index_for_the_Library_Field.html

http://www.webjunction.org/documents/webjunction/Competency_Index_for_the_Library_Field.html

14

http://www.alastore.ala.org/detail.aspx?ID=4047

http://www.alastore.ala.org/detail.aspx?ID=4047

15

http://www.ala.org/news/press-releases/2014/10/llama-webinar-identifies-core-competencies-assessment

http://www.ala.org/news/press-releases/2014/10/llama-webinar-identifies-core-competencies-assessment

16

http://www.arl.org/news/arl-news/2860-library-and-repository-communities-join-together-to-identify-new-competencies-for-academic-librarians#.VGETrGewWSo

http://www.arl.org/news/arl-news/2860-library-and-repository-communities-join-together-to-identify-new-competencies-for-academic-librarians

17

http://www.degruyter.com/view/j/libr.2013.63.issue-1/libri-2013-0003/libri-2013-0003.xml

http://www.degruyter.com/view/j/libr.2013.63.issue-1/libri-2013-0003/libri-2013-0003.xml

18http://www.tandfonline.com/doi/abs/10.1080/0361526X.2014.881162

http://www.tandfonline.com/doi/abs/10.1080/0361526X.2014.881162

http://sandiego.sla.org/2014/05/sla-core-competencies-revision/

http://sandiego.sla.org/2014/05/sla-core-competencies-revision/

Questions so Far


Need Based

Training Program


Need Based Training Program -2009

Competencies Index


Ident ify Sk ills,

Knowledge,

Behaviors

Competency Conceptual Framework

Up to 6 Levels


Linked to Classifications

Need Based Training Program

Competencies Index

Competencies Training Matrix


Ident ify Sk ills,

Knowledge,

At t it udes

Ident ify Learning

Opportunit ies

What is a Learning Opportunity?

• In house trainings developed by subject experts

• Variety of learning tools (online, templates, checklists, manuals)

• University’s Training and Organization Development

• On demand library association resources

• In person training• 1 on 1

• Classroom

• Virtual

• Online resources

• Paper based resources

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Learning delivery formats

Types of learning opportunities

What is a competencies training matrix?Example 1Area-Specific Category

Cataloging Family

Monographic Cataloging Competency

Level 2

Basic copy of print materials

• Ability to match item to bibliographic record and evaluate the accuracy and completeness of the existing access points

• Understands the basic use and coding of the most common MARC fields

Learning Opportunities

• OCLC – Introduction to MARC

• In-house – Introduction to MARC

• The MARC of Quality – MARC 21 In Your Library

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What is a competencies training matrix?Example 2Cross Departmental Category

Management Family

Supervision Competency

Level 3

Recruits, hires, trains and supervises

• Ability to implement library recruitment policies

• Ability to lead a staff performance evaluation

• Ability to apply disciplinary measures when needed

Learning Opportunities

• In-house – Performance Assessments and Goals

• In-house – Staff Performance Appraisal Overview

• UF TOD – Interviewing and Hiring

• UF TOD – Leading with Courage

• Recruitment Checklist

• Position Description Toolkit

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Need Based Training Program

Competencies Index

Competencies Training Matrix

Online Version


Ident ify Sk ills,

Knowledge,

At t it udes

Ident ify Learning

Opportunit ies

Ease of Use

Objective 1

• Facilitate access and ease of use of Competencies Index

Objective 2

• Ease in identifying learning opportunities


Questions about our Process?


Tour

http://uflib.ufl.edu/competencies/Competencies.aspx


http://uflib.ufl.edu/competencies/Competencies.aspx

Any Questions about the Matrix?


This is Open Source!

The staff competencies Training Matrix tool was designed as an open source software.

Open Source definition: Software whose source code is available free of charge to the public to use, copy, modify, sublicense or distribute.


What does this mean for you?

This tool could be easily adopted by any library with the software and its source code being freely available, with minimum technical assistance.


Technical specifications

This web application was written using ASP.NET and MS SQL Server for the database.

Development Tools Required for IT administrators:oMS SQL Server Client for the database

oVisual Studio (if the source code needs to be modified)

49Staff Competencies Training Matrix

Installation steps

•Set up the initial database (MS SQL)• Insert the broad competency category terms into

the database table. UF currently uses “Cross-departmental category” and “Area-specific category”. Libraries could use these, or any other categories specific to them.•Designate the initial internal Administrators.•Once the app is installed, the admin section of

the user interface could then be used to build the remaining Matrix.


This is not a static tool

Updating the Matrix


Updating the MatrixAdministrators can:

• Add a competency family

• Add/Edit a competency

• Add/Edit a competency expertise level

• Add/Edit learning/training resources

IT Administrators can also:

• Establish the number of expertise levels

• Add a new competency category


Administrator updates – Two ways

• Make expertise level / resource changes through the matrix itself

• Make updates through the Admin Panel section


Administrator Actions



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Any Questions about the IT or Administrator Roles?


Continuous Improvement

•Updating Matrix (ongoing and annually)

• Competencies• Learning Opportunities

• Identify and Address Training Gaps


Assessment

Assessment of Tool scheduled for May, 2015


Next Steps

Broadening the scope to include all library employees – not just the largest groups – and include librarians


Poll

Please use the Poll option to respond…

We are definitely interested in adopting this type of tool

We have some work to do before adopting a tool like this

We won’t be able to adopt this type of tool in the near future



Questions

Thank You

Please feel free to contact us

Judith Roberts

Instruction Consultant & Training Program Coordinator

[email protected]

Bonnie SmithAssistant Program Director for Human [email protected]

Suchitra Yellapantula

Digital Application Developer

[email protected]

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