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UCPEA Supervisor Performance Evaluation and Merit Training . A Joint Labor/Management Effort Spring 2014. UCPEA Contract: Article 32.2h .

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Ucpea supervisor performance evaluation and merit training

UCPEA Supervisor

Performance Evaluation

and

Merit Training

A Joint Labor/Management Effort Spring 2014


Ucpea supervisor performance evaluation and merit training

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.”


Ucpea supervisor performance evaluation and merit training

Labor/Management Co-Trainers

Lori Chapman

Labor Relations Associate

Office of Faculty & Staff Labor Relations

Elizabeth Sullivan

Executive Director

UConn Professional Employees Assoc.


Ucpea supervisor performance evaluation and merit training

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?


Ucpea supervisor performance evaluation and merit training

Goals for Today’s Training

Acquire/Renew Understanding of:

1. Evaluation Process, Principles & Procedures

2. Evaluation Form & Manual

3. Merit Distribution Process


Ucpea supervisor performance evaluation and merit 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).”


Ucpea supervisor performance evaluation and merit training

UCPEA Performance Evaluations: Principles

Improve/Facilitate Formal Communication

  • Performance – Positive & Constructive

  • Expectations

  • Training and Development Opportunities

  • Goals


Ucpea supervisor performance evaluation and merit training

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 (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 supervisor performance evaluation and merit training

UCPEA Performance Evaluations: Materials

Preparing the Evaluation: Materials & Resources

 Merit & Performance Evaluation Manual

 Annual Report of Activity and Achievement

 Performance Evaluation Form


Ucpea supervisor performance evaluation and merit training

 Merit & Performance Evaluation Manual

  • 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


Ucpea supervisor performance evaluation and merit training

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.”


Ucpea supervisor performance evaluation and merit training

 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


Ucpea supervisor performance evaluation and merit training

 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


Ucpea supervisor performance evaluation and merit training

 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


Ucpea supervisor performance evaluation and merit training

 Performance Evaluation Form

PART I.

  • Cover Sheet

  • ID

  • Evaluation Type

  • Overall Rating

  • Certification


Ucpea supervisor performance evaluation and merit training

Preparing the Performance Evaluation

PART II.

  • Performance Criteria

  • 9 Rating Categories

    • Knowledge

    • Dependability

    • Communication

    • Interpersonal

    • Independent Action

    • Professional Development

    • Leadership

    • Supervisory Skills

    • Teamwork


Ucpea supervisor performance evaluation and merit training

Preparing the Performance Evaluation

  • Performance Evaluation Ratings

  • Outstanding

  • Very Good

  • Good

  • In Needs of Improvement

  • Unsatisfactory


Ucpea supervisor performance evaluation and merit training

Preparing the Performance Evaluation

  • OUTSTANDING

  • Far exceeds requirements and standards of regular duties

  • High initiative

  • High quality of work


Ucpea supervisor performance evaluation and merit training

Preparing the Performance Evaluation

  • VERY GOOD

  • Exceeds requirements and standards of regular job duties

  • Employee regularly exceeds all position requirements


Ucpea supervisor performance evaluation and merit training

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.


Ucpea supervisor performance evaluation and merit training

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


Ucpea supervisor performance evaluation and merit training

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


Ucpea supervisor performance evaluation and merit training

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


Ucpea supervisor performance evaluation and merit training

Preparing the Performance Evaluation

Part III.

  • Performance Narrative

  • Areas of strength

  • Areas for development

  • Areas for improvements


Ucpea supervisor performance evaluation and merit training

Preparing the Performance Evaluation

Part IV.

  • Clear Statement of Goals

  • Mutually Established

  • Achievable

  • Deadlines/Timelines


Ucpea supervisor performance evaluation and merit training

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 supervisor performance evaluation and merit training

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 supervisor performance evaluation and merit training

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 supervisor performance evaluation and merit training

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 supervisor performance evaluation and merit training

UCPEA Performance Evaluations: Process

Questions


Ucpea supervisor performance evaluation and merit training

UCPEA Merit: Performance vs. University

  • Merit

  • There are TWO types of Merit:

  • 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 supervisor performance evaluation and merit training

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 supervisor performance evaluation and merit training

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 supervisor performance evaluation and merit training

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 supervisor performance evaluation and merit training

UCPEA Merit: University Merit Criteria

  • University Merit Criteria

  • 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 supervisor performance evaluation and merit training

UCPEA Merit: University Merit

University Merit Deadline and Routing Procedure

Once University merit returns, final recommendations for consideration must be submitted by JUNE 1to the division’s Vice President or Vice Provost.


Ucpea supervisor performance evaluation and merit training

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 supervisor performance evaluation and merit training

UCPEA Merit: Performance and University

  • The Return of Merit

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

  • Effective July 1, 2014, the University will add 1.5% of an employees annual base salary to eligible employee’s annual base salary. Eligible employees are those who were members of the bargaining unit as of January 1, 2014 and were rated satisfactorily in their performance evaluation.


Ucpea supervisor performance evaluation and merit training

UCPEA Salary Increases: Overview

UCPEA Salary Increases for


Ucpea supervisor performance evaluation and merit training

UCPEA Performance Evaluations: Process

Questions


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