Post on 01-Sep-2014
description
A Joint Labor/Management Effort Spring 2010
“Training on the principles and procedures
associated with evaluation and merit distribution
shall be conducted annually. A representative
designated by UCPEA will participate in the
process as a co-trainer.”
UCPEA Contract: Article 32.2g
Lori ChapmanLabor Relations AssociateDepartment of Human Resources
Elizabeth SullivanLabor Specialist UConn Professional Employees Assoc.
Labor/Management Co-Trainers
Who are you?
Where do you work?
What do you do?
How many direct reports do you have?
Have you performed UCPEA evaluations before?
Introductions: Who, Where, What & How?
Acquire/Renew Understanding of:
1. Evaluation Process, Principles & Procedures
2. Evaluation Form & Manual
3. Merit Distribution Process
Goals for Today’s Training
UCPEA Contract: Article 21.1
“For the purpose of promoting, maintaining and enhancing
excellence in job performance, each department shall
provide for evaluation of each employee in UCPEA at least
once a year. Such performance evaluations shall permit the
continuing assessment of the quality of the individual’s
performance relative to the required duties described in
his/her official job specifications and internal departmental
job description (if applicable).”
Improve/Facilitate Formal Communication
• Performance – Positive & Constructive
• Expectations
• Training and Development Opportunities
• Goals
UCPEA Performance Evaluations: Principles
Evaluation Timeline (May 1 – April 30)
March 1: HR will issue notice to employees that they may be required to provide an Annual Report of Activity
& Achievement
April 15: Deadline for employees to submit Annual Report of Activity & Achievement
May 1: Deadline for evaluation interview
May 15: Deadline for evaluations to be received by HR
UCPEA Performance Evaluations: Timeline
UCPEA Performance Evaluations: Materials
Preparing the Evaluation: Materials & Resources
Merit & Performance Evaluation Manual
Annual Report of Activity and Achievement
Performance Evaluation Form
Merit & Performance Evaluation Manual
Merit & Performance Evaluation Manual
•Available online @ HR’s Labor Relations webpagehttp://www.hr.uconn.edu/labor_relations/index.html
•Document created by Labor and Management
•Aimed at guiding supervisors and employees through the evaluation process
Article 21.2b:
“Management may require employees, or employees may
volunteer, to provide an annual report of activity and achievement
to be used as a source of information for evaluations. If
management makes such a requirement they must do so in advance
of the period for which they want reporting. Employees shall be
given a minimum of two weeks’ notice for providing the requested
reports. Final reports for an evaluation year must be submitted by
April 15th for consideration in the evaluation process.”
UCPEA Contract: Article 21.2b
Annual Report of Activity and Achievement
Annual Report of Activity and Achievement
•Description of what the employee has achieved during the year
•Not a large complex document
•As supervisor, you should discuss with your employees what format works best for you
Annual Report of Activity and Achievement
Annual Report of Activity and Achievement
•Must give employees at least two weeks to complete; deadline is April 15
•Request can be made verbally, via email, or in writing
•Reports can also be used to describe those achievements that they feel should make them eligible for university merit
•Employees can submit this report for consideration without being asked
Performance Evaluation Form
PART I.
Cover Sheet
ID
Evaluation Type
Overall Rating
Certification
Preparing the Performance Evaluation
PART II.
Performance Criteria
9 Rating Categories1. Knowledge2. Dependability3. Communication4. Interpersonal5. Independent Action6. Professional Development7. Leadership8. Supervisory Skills9. Teamwork
Performance Evaluation Ratings
Outstanding
Very Good
Good
In Needs of Improvement
Unsatisfactory
Preparing the Performance Evaluation
OUTSTANDING
•Far exceeds requirements and standards of regular duties
•High initiative
•High quality of work
Preparing the Performance Evaluation
VERY GOOD
•Exceeds requirements and standards of regular job duties
•Employee regularly exceeds all position requirements
Preparing the Performance Evaluation
GOOD
•Meets the regular requirements of the position adequately and competently
*If performance is considered marginal, it should not be given a rating of good.
Preparing the Performance Evaluation
IN NEED OF IMPROVEMENT:
•Performance is marginal
•Deficiencies should be clearly identified
•Plans and a timeline should be outlined for correcting areas of sub standard performance
•Employees in this category should be cautioned about the consequences of continued sub standard performance
Preparing the Performance Evaluation
UNSATISFACTORY:
•Performance does not meet the requirements of the position
•Deficiencies should be clearly identified
•Plans and a timeline should be outlined for correcting areas of sub standard performance
•Supervisor should schedule a follow-up meeting within three months to review the employee’s progress
Preparing the Performance Evaluation
IN NEED OF IMPROVEMENT & UNSATISFACTORY
• Staff receiving an overall unsatisfactory rating do not receive salary increases and can be disciplined
• Staff receiving an INI and/or UNSAT should be counseled regarding their performance throughout the entire evaluation period
• Supervisors must contact Human Resources before meeting with employees whose evaluations result in an overall unsatisfactory rating
• Staff receiving an overall unsatisfactory rating may grieve their evaluation
Preparing the Performance Evaluation
Preparing the Performance Evaluation
Part III.
Performance Narrative
Areas of strength
Areas for development
Areas for improvements
Preparing the Performance Evaluation
Part IV.
Clear Statement of Goals
Mutually Established
Achievable
Deadlines/Timelines
UCPEA Performance Evaluations: Process
Evaluation Interview:
•Normally occurs between April 15 and May 1
•Employee shall normally sign within seven calendar days from receipt for the purpose of indicating he/she has read the evaluation
•Supervisor may make adjustments to the evaluation following input from the employee at the evaluation interview
•Employees may write a rebuttal or response to the evaluation
UCPEA Performance Evaluations: Process
Evaluation Interview
•Structure the interview
•Allow plenty of time for the interview
•Explain the reason behind your ratings
•Involve the employee in the goal setting process
•Actively listen to the employee’s feedback
•Pursue new information or suggestions the employee offers
UCPEA Performance Evaluations: Process
Probationary Employees & Evaluations
•Probationary employees receive an evaluation 6 months into their probationary period and again at the end of their probationary period
•Probationary employee evaluations do not have to go to Human Resources unless there is a performance issue
•An evaluation should be completed for all employees by May 1 of each year, including employees who may have just completed their working test period
UCPEA Performance Evaluations: Process
Evaluation Routing Procedure
•Completed evaluations are to be received by Human Resources no later than May 15
•Please include the cover sheet
UCPEA Performance Evaluations: Process
Questions
UCPEA Merit: Article 32.2
Merit“Effective July 1, 2010, the University shall distribute the
equivalent of 1.5% of the gross salary account as merit
increases to UCPEA bargaining unit members. The merit
pool shall be divided as follows: 25% shall be distributed as
performance merit and 75% shall be distributed as
University Merit. The increases shall be added to the June
30, 2010, base annual salary.”
UCPEA Merit: Performance vs. University
Merit
There are TWO types of Merit:1. Performance Merit - tied to performance evaluation. All employees who receive overall very good or outstanding ratings on their annual performance evaluation will be receive a performance merit award.
2. University Merit - tied to the achievement of objectives that meet at least one of the three merit criteria. There are no minimum or maximum amounts for university merit. The decision of the size of each university merit award is in the hands of the appropriate Vice President or Provost.
UCPEA Merit: Performance Merit
Performance Merit
•The value of an increment shall be determined by multiplying the number of members receiving ‘outstanding’ and ‘very good’ evaluations by the number of increments assigned to that rating, summing the total number of increments for the two categories, then dividing the total dollars in the “Performance Merit” pool by the total increments calculated.
1.(# O x 2 MI) + (# of VG x 1MI) = Total MI2.Total MI/ $Performance Merit Pool = Value of 1 MI
UCPEA Merit: Performance Merit
Performance Merit
•Granted to bargaining unit members who receive overall ‘Outstanding’ and ‘Very Good’ evaluations
•25% of the merit pool
•Based on a system of “Merit Increments (MI)”• ‘Very Good’ = 1 MI• ‘Outstanding’ = 2 MI
UCPEA Merit: Performance Merit
Performance Merit Amounts: 2008
Rating Pro Rata AmountOutstanding Full $376Outstanding 9 Months $282Outstanding 6 Months $188Very Good Full $188Very Good 9 Months $141Very Good 6 Months $94
UCPEA Merit: Probationary Employees
Probationary Employees & Merit
•Employees who serve LESS THAN 6 MONTHS in probationary status during the evaluation period are eligible for a pro rata amount of merit
•Employees who receive a pro rata amount of performance merit may be recommended for university merit
•For the 2009/2010 Evaluation Cycle an employee must have completed their working test period on or before October 31, 2009 to be eligible for a pro rata amount of performance merit
UCPEA Merit: Probationary Employees
Probationary Employees & Performance Merit
•Employees who serve less than 3 months in probationary status during the evaluation cycle, are eligible for ¾ (9 months) of the performance merit for their overall rating
•Employees who serve more than 3 months but less than 6 months in probationary status during the evaluation cycle, are eligible for ½ (6 months) of the performance merit for their overall rating
UCPEA Merit: Probationary Employees
Examples
Annie was hired as an UCP 4 on March 30. She served a one year probationary period, which ended March 29 of this year. Although Annie was in the bargaining unit for the entire evaluation period, she was in probationary status for more than 6 months. Annie is not eligible for merit this evaluation cycle.
Chris is an UCP 6 whose probationary period ended September 20 of last year. Since Chris was only in probationary status for 5 months of the evaluation period, he is eligible for a pro-rata amount of performance merit. Chris is also eligible to be recommended for university merit.
UCPEA Merit: 2009/2010
MOA between UConn and UCPEA
1.Article 32, Salary, shall be amended as follows:
a. There shall be no salary or flat dollar increase in July 2009.
b. There shall be no merit increase in July 2009, however, the merit
process will go forward to preserve a record for the July 2010
merit increase.
2.The provisions of the contract for wage and salary adjustments for July
1, 2010 contained in Article 32.1 d shall remain in full force and effect.
UCPEA Merit: 2009/2010
What does this mean for 2010 merit?
• Merit increments from last year will be added to this years pool
Example
Last year John received an overall Very Good on his performance evaluation; this year he has received an overall Outstanding. 1 Merit Increment will be added to the merit pool to account for John’s 2008/2009 Very Good rating and 2 Merit Increments will be added to account for John’s 2009/2010 Outstanding rating.
UCPEA Merit: University Merit
University Merit
The process for university merit pay is separate from the performance evaluation process and is only awarded if - in the judgment of the Vice President or Vice Provost* the employee has met the outlined university merit criteria.
Employee should be notified on their performance evaluation whether or not they are being recommended for university merit.
*supervisors may make recommendations, but do not make the final decision
UCPEA Merit: University Merit Criteria
University Merit Criteria
1.Significantly advanced the achievement of either the University, division, or department objectives;
2. Significantly improved operational efficiencies; or
3. Contributed in a unique and meaningful way to the advancement of the profession (Article 32.2e)
UCPEA Merit: University Merit
University Merit Deadline and Routing Procedure
Final recommendations for university merit consideration must be submitted by JUNE 1 to the division’s Vice President or Vice Provost.
UCPEA Evaluations & Merit: End Dates
UCPEA Evaluations & Merit for End Date Employees
• Evaluations procedures are the same for End Date employees as they are for permanent employees
• End Date employees are only eligible for merit if they have been a member of the bargaining unit for the entire evaluation cycle (May 1 – April 30)
UCPEA Salary Increases: Overview
UCPEA Salary Increases for 2010
Increase Eligibility Added To Effective3.25% of annual
salary*Member of BU as of 1/1/10; did not
receive UNSAT Base Salary 7/1/10
.24% of salary account divided by
# of UCPEA members as of
1/1/10
Member of BU as of 1/1/10 Base Salary 7/1/10
Performance Merit Served less than 6 months on probation; member of BU for entire
evaluation cycle if an end date
Base Salary 6/30/10
University Merit Served less than 6 months on probation; member of BU for entire
evaluation cycle if an end date
Base Salary 6/30/10
UCPEA Performance Evaluations: Process
Questions