A Joint Labor/Management Effort Spring 2015

Lori ChapmanLabor Relations AssociateOffice of Faculty & Staff Labor Relations

Elizabeth SullivanExecutive Director 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

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 (Daily Digest)

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

Merit & Performance Evaluation Manual

•Available online @ HR’s Labor Relations webpage

http://www.lr.uconn.edu

•Document created by Labor and Management

•Aimed at guiding supervisors and employees through the evaluation process

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

Guidelines

• No Self Evaluations

• No mention of FMLA

• No mention of Worker’s Comp.

• No mention of other names (co-workers, etc)

• Only one box per category should be checked off

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 should be sent to Human Resources

•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: 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: 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

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 Salary Increases: Overview

Increase Eligibility Added To Effective

3.25% of annual base salary*

Member of BU as of 1/1/15; did not receive overall UNSATISFACTORY

Base Salary 7/1/15

.25% of salary account divided by

# of UCPEA members as of

1/1/15

Member of BU as of 1/1/15

Base Salary 7/1/15

1.5% of gross salary account as of

1/1/2015. .25% is used

towards University Merit and 1.25% is

used towards Performance Merit

Member of BU as of 1/1/15; performed satisfactorily

Based on Merit Increments:•Overall GOOD = 1 merit increment•Overall VERY GOOD = 2 merit increments•Overall OUTSTANDING = 3 merit increments

Base Salary 7/1/15

UCPEA Performance Evaluations: Process

Questions