a joint labor/management effort spring 2010

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



•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

http://www.hr.uconn.edu/labor_relations/index.html

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: 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


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


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


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


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


Questions

a joint labor/management effort spring 2010

Technology

pro rata amount

entire evaluation cycle

achievement annual report

annual report

evaluation cycle

human resources

bargaining unit

unsatisfactory rating