A Joint Labor/Management Effort Spring 2012. “Training on the principles and procedures associated with evaluation and merit distribution shall be conducted

A Joint Labor/Management Effort Spring 2012

“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 32.2h

Lori ChapmanLabor Relations AssociateDepartment of Human Resources

Elizabeth SullivanAssistant Director for Contract Admin. 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



•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



•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



•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


OUTSTANDING

•Far exceeds requirements and standards of regular duties

•High initiative

•High quality of work


VERY GOOD

•Exceeds requirements and standards of regular job duties

•Employee regularly exceeds all position requirements


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.


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


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


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



Part III.

Performance Narrative

Areas of strength

Areas for development

Areas for improvements


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


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


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


Evaluation Routing Procedure

•Completed evaluations are to be received by Human Resources no later than May 15

•Please include the cover sheet


Questions

UCPEA Merit: Performance vs. University

Merit

There are TWO types of Merit:

1.Performance Merit - tied to performance evaluation. In 2015, all employees who receive overall good, very good or outstanding ratings on their annual performance evaluation will receive performance merit.

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•Performance Merit shall be based on a system of “Merit Increments” (MI)•The value of an increment shall be determined by multiplying the number of members receiving ‘outstanding’, ‘very good’ and ‘good’ evaluations by the number of increments assigned to that rating, summing the total number of increments for the three categories, then dividing the total dollars in the “Performance Merit” pool by the total increments calculated.

1.(# O x 3 MI) + (# of VG x 2MI) (#G x 1 MI) = Total MI2.Total MI/ $Performance Merit Pool = Value of 1 MI


Performance Merit

•Granted to bargaining unit members who receive overall ‘Outstanding’, ‘Very Good’ and ‘Good’ evaluations

•Based on a system of “Merit Increments (MI)”• ‘Good’ = 1 MI• ‘Very Good’ = 2 MI• ‘Outstanding’ = 3 MI


Performance Merit Amounts: 2010/2011

Rating Pro Rata 2010 2011Outstanding Full $168 $358Outstanding 9 Months $126 $268Outstanding 6 Months $84 $179Very Good Full $84 $179Very Good 9 Months $63 $134Very Good 6 Months $47 $89

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

•Employees must have completed their working test period on or before October 31 to be eligible for a pro rated 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: 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

Once University merit returns, final recommendations for 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 Merit: Performance and University

The Return of Merit

•Performance and University Merit will return July 1, 2015 per the May 25, 2011 Memorandum of Agreement between the UCPEA and the University.

•In lieu of merit, effective July 1, 2013 and again on July 1, 2014, the University will distribute 1.5% of the gross salary account among all UCPEA members who performed satisfactorily and were members of the bargaining unit as of January 1, 2013 and 2014 respectively.

UCPEA Salary Increases: Overview

UCPEA Salary Increases forIncrease Eligibility Added To Effective

3.25% of annual salary*

Member of BU as of 1/1/13; did not receive UNSAT

Base Salary 7/1/13

.25% of salary account divided by

# of UCPEA members as of

1/1/13

Member of BU as of 1/1/13 Base Salary 7/1/13

1.5% of the gross salary account

distributed among BU members

Member of BU as of 1/1/13; performed satisfactorily

Base Salary 7/1/13


Questions

Documents

A Joint Labor/Management Effort Spring 2012. “Training on the principles and procedures associated with evaluation and merit distribution shall be conducted