A Joint Labor/Management Effort Spring 2012
UCPEA Contract: Article 32.2h
“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.”
Labor/Management Co-Trainers
Lori Chapman
Labor Relations Associate
Department of Human Resources
Elizabeth Sullivan
Assistant Director for Contract Admin.
UConn Professional Employees Assoc.
Introductions: Who, Where, What & How?
Who are you?
Where do you work?
What do you do?
How many direct reports do you have?
Have you performed UCPEA evaluations before?
Goals for Today’s Training
Acquire/Renew Understanding of:
1. Evaluation Process, Principles & Procedures
2. Evaluation Form & Manual
3. Merit Distribution Process
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).”
UCPEA Performance Evaluations: Principles
Improve/Facilitate Formal Communication
• Performance – Positive & Constructive
• Expectations
• Training and Development Opportunities
• Goals
UCPEA Performance Evaluations: Timeline
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: 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 webpage
http://www.hr.uconn.edu/labor_relations/index.html
•
Document created by Labor and Management
•
Aimed at guiding supervisors and employees through
the evaluation process
UCPEA Contract: Article 21.2b
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.”
 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 Categories
1.
2.
3.
4.
5.
6.
7.
8.
9.
Knowledge
Dependability
Communication
Interpersonal
Independent Action
Professional Development
Leadership
Supervisory Skills
Teamwork
Preparing the Performance Evaluation
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
requirements
exceeds
all
position
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
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: 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 MI
2. Total MI/ $Performance Merit Pool = Value of 1 MI
UCPEA Merit: Performance Merit
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
UCPEA Merit: Performance Merit
Performance Merit Amounts: 2010/2011
Rating
Outstanding
Outstanding
Pro Rata
Full
9 Months
2010
$168
$126
2011
$358
$268
Outstanding
Very Good
Very Good
6 Months
Full
9 Months
$84
$84
$63
$179
$179
$134
Very 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 for
Increase
3.25% of annual
salary*
Eligibility
Added To
Member of BU as of 1/1/13; did not Base Salary
receive UNSAT
Effective
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
UCPEA Performance Evaluations: Process
Questions