Outstanding Contribution Awards Scheme (OCA)
1. Introduction
The University values the dedication, commitment and achievement of all members of staff and
the contribution that they make towards the mission and aims of the University as outlined in the
Way Forward. The outstanding contribution awards scheme has been developed to reward and
recognise staff whose contribution is exceeding expected standards, has been outstanding and
worthy of particular recognition.
Cardiff University is committed to embedding equality and diversity within its procedures and
promoting an inclusive culture based on the values of dignity, courtesy and respect. This scheme
will be monitored annually to ensure it is operated fairly, by reference to relevant criteria.
2. Eligibility
This policy applies to all staff with the exception of staff covered by the Senior Salary Review
Scheme. Recommendations are eligible for consideration from staff irrespective of contractual
arrangements and regardless of whether the post is externally funded. Outstanding Contribution
Awards are available to all eligible University staff who are recognised as having achieved an
outstanding level of performance. To be eligible for consideration, the member of staff must have
had an appraisal in the previous 12 month period (or if on probation, all relevant probation
reviews).
3. Types of Awards
Outstanding Contribution Awards consist of either:
(i)
(ii)
an ‘Outstanding Contribution One Off Award’ which is made up of a one off non
pensionable lump sum award. The amount will be determined at the outset of the
Scheme each year by University Executive Board.
a ‘Sustained Outstanding Contribution Award’ which consists of an accelerated
increment or contribution point.
The tables below provide a brief explanation and some examples of the differences between
awards;
Description of Awards
Outstanding Contribution One Off Award
Sustained Outstanding Contribution Award
Outstanding contribution will be easily recognisable and
well beyond the agreed expectations for the role.
Essentially the individual makes an exceptional
contribution to the university; and is recognised as a role
model and star performer within the relevant area.
Sustained Outstanding contribution may be awarded
where the exceptional contribution has been
recognised over a minimum two year period and
recorded in at least two annual appraisals. The
contribution will be clearly recognisable and beyond
simply exceeding the level agreed or anticipated for
a role or objectives set at Appraisal.
This contribution will be demonstrated through
contribution far beyond the expectations of the grade,
job role or Appraisal objectives, within the last period of
review.
Alternatively,
it
may
be
a
particularly outstanding innovation or achievement.
Typical Award Amounts
Outstanding Contribution One Off Award
Sustained Outstanding Contribution Award
The one off payment will be determined each year at the
outset of the scheme. The relevant award will be pro
rata if part time. The payment will be non-pensionable.
An accelerated increment(s) within the normal salary
range or a contribution point. This will be
pensionable1
Award Criteria
Outstanding Contribution One Off Award
Sustained Outstanding Contribution Award
Not all staff who exceed their expectations are
contributing at an outstanding level. Managers will need
to consider the member of staff’s objectives and job
description, and decide whether these have been
significantly exceeded over the past year and
exceptional in comparison to the achievements of other
comparable staff.
When considering recommending a member of staff
for a sustained outstanding award, managers will
need to consider how the member of staff’s
performance has been outstanding in carrying out the
demands of the role over a sustained period.
Details of the outstanding performance at work,
including the particular piece of work or project where
the responsibility does not normally form part of the
member of staff’s standard role or responsibilities
should be outlined on the appropriate form, alongside a
copy of the appraisal record and the Job description.
Examples of where outstanding contribution may be
evident:
• Taking on additional but time-limited
responsibility e.g. one-off project work, which is of
significant value; or
The following criteria should
However, the list is not exhaustive.





be
considered.
the impact the jobholder has made on the
team, unit or organisational performance;
excellence within the given field/work area;
innovation and problem solving;
professional standing;
contribution to the wider mission of the
University ‘The Way Forward’.
It is not expected that all of the criteria need to be
satisfied in relation to a recommendation.
• Demonstrating an exceptionally flexible
approach, which contributes to the achievement of
University/School/Service objectives; or
• Contributing ideas and leading initiatives which
have led to tangible results such as greater
efficiency, improved quality, cost savings etc.,
and/or which have contributed to their area in
achieving/exceeding objectives and in connection
to the way forward; or
• Achieving exceptionally challenging goals or
objectives e.g. overcoming significant obstacles to
ensure deadlines are met; or
• Demonstrating behaviour or an
approach which allows the role to be
achieved more effectively e.g. in terms
of enhanced quality or customer
service provided
1
The normal next incremental date as recorded by the University’s Human Resources and Payroll Systems will still apply unless the
member of staff has reached the top of the grade or specified otherwise. The award of a contribution point will not result in a change
of grade or terms and conditions of employment
Time Frames
Outstanding Contribution One Off Award
Sustained Outstanding Contribution Award
Following Appraisal and at the end of the review year
in which the exceptional contribution occurred
Following at
contributions2.
least
two
years
of
excellent
Staff would not be expected to have had an
Outstanding Contribution Award during the two year
time period of the recommendation
It is recognised that the type of evidence provided to support a recommendation will be different
depending on the area of the University the individual works in and the type of role they hold.
Recommendations should state clearly how the criteria are met and why the contribution is
exceptional in the context of the local department/area and the normal expectations of the
individual’s role. This form of reward is not intended to encourage staff to work excessive hours
and staff with workload concerns should contact their line Manager for discussion.
4. The Scheme
4.1 Recommendations will normally be made each year at the end of the Appraisal cycle by
Line Managers on behalf of staff whose contributions have been identified as outstanding
during Appraisal. The Line Manager should ensure that all staff that they are responsible
for are considered.
4.2 The line manager will propose the business case containing all relevant information on
which the decision will be considered. Individuals may exceptionally make a case directly
to their Departmental Review Panel where following discussions between themselves and
their Line Manager, the Line Manager does not feel able to recommend their case. The
Departmental Review Panel will then request comment from the Line Manager.
4.3 The School/Professional Service Department will establish a Departmental Review Panel
(DRP) which will consider recommendations submitted by line managers against the
University’s role expectations. The Panel will consider each individual case including
information on previous awards and on promotions and re-gradings within the previous
24 months. The Panel will always include a College HR representative. Guidance on Panel
composition will be made available.
4.4 The DRP will consider and make recommendations to the relevant College/Professional
Service Review Panel. If a case is not supported, following feedback (in most cases to the
Line Manager) the applicant may request their original case is reviewed by the
College/Professional Services Panel. The College/Professional Services Panel will be
supported by the College HR Business Partner. This Panel will make the final decision.
4.5 The College Human Resources team will inform the staff member of the outcome of the
recommendation via the line manager.
4.6 There will be no right of appeal however line managers and individuals who have had
recommendations considered which were not successful will receive feedback from the
appropriate panel.
4.7 The University will publish annually an overview of the outcomes with monitoring
breakdowns. The scheme will be monitored via the University’s Equal Pay Audit report
detailing the effect of recommendations by gender and race in order to monitor, and if
appropriate adjust this scheme to ensure internal equity in accordance with all protected
characteristics.
2
During the first year of operation of this scheme evidence of sustained outstanding contribution over a minimum of two year period
should be contained within business case.
It is anticipated that the Scheme will commence in xxxx each year and approved awards made in
xxxx.
5. The Scheme Process Diagram
SCHEME OPENS
Line Manager considers all staff
they are responsible for and
identifies those they recommend
for inclusion in the Scheme
Individuals who are not
recommended by their Line
Manager may submit a case
directly to Departmental Review
Panel
Line Manager forwards all
recommendations to the
Departmental Review Panel
Departmental Panel requests
comments from the individuals
Line Manager
Departmental Review Panel
considers all recommendations
Does the Departmental Review
Panel support the
recommendation
Yes
Departmental Review Panel
forwards the recommendation
To the College/Professional Service
Review Panel
No
Feedback provided to Line
Manager/Individual (depending on
who initiated the submission) on
unsuccessful recommendation
Does the Line Manager/Individual
wish the case to proceed to the
College/Professional Service
Review Panel to be reviewed?
Yes
College/Professional Service
Review Panel makes final decision
on all successful recommendations
College/Professional Service
Review Panel considers any
unsuccessful recommendations
submitted to it
Was the
Recommendation
approved by the College/
Professional Service
Review Panel?
Yes
No
College/Professional Service HR
Team inform Staff member via Line
Manager
SCHEME CLOSES
Feedback provided to Line
Manager on unsuccessful
recommendations
No
Process Ends