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ASPA Merit System Decentralized Decision-Making Process

Agenda. Ensuring an Understanding of the New ASPA Merit System:PrinciplesHighlights of ASPA Merit ChangesApplying ASPA Merit SystemHow Merit WorksThings to ConsiderTimelinesResourcesQ

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ASPA Merit System Decentralized Decision-Making Process

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    1. ASPA Merit System Decentralized Decision-Making Process Fall 2008 (September 24, 26, and 30)

    2. Agenda Ensuring an Understanding of the New ASPA Merit System: Principles Highlights of ASPA Merit Changes Applying ASPA Merit System How Merit Works Things to Consider Timelines Resources Q & A

    3. Principles Effective Equitable Accountable and Transparent Engaging and Affirming Flexible

    4. Highlights of ASPA Merit Changes Decentralized System Roles Merit Award Distribution

    5. Decentralized Decision-Making System Unit Leaders are responsible for determining and overseeing the merit decision-making in their Unit. Accountability for award decisions lies with those stakeholders who are in the best position to make decisions.

    6. Roles Various stakeholders are accountable for ensuring a successful ASPA merit system: Unit Leaders Immediate Supervisors Award Decision-Maker(s) ASPA HR Merit Audit Committee (MAC)

    7. Merit Award Distribution A defined merit distribution of up to 25% of eligible ASPA members 25% allotment is broken down to provide: Up to 10% of eligible members with a base salary increase, and Up to 15% of eligible members with a lump sum bonus. ** Each Unit Leader received a spreadsheet from HR that stated the # of base salary increases and lump sum bonuses the Unit has to award.

    8. Applying the ASPA Merit System: How Merit Works What Merit Recognizes Merit Criteria Base Salary VS. Lump Sum Bonus Eligibility Things to Consider If Overseeing the Merit Process If Recommending Merit If Awarding Merit

    9. How Merit Works The ASPA Merit System: Provides a definition of merit; Grants college/unit managers the discretion to establish the factors that will be considered in determining merit; and Balances this discretion with a strong role for the college/unit Leaders in setting the merit framework that will guide the decision-making process. This framework should include the clear delegation of authority and strong accountability measures.

    10. What Merit Recognizes Those who meet the essential competency and accountability standards set out for their position; and Based on the Unit’s operational requirements, it recognizes those who demonstrated: Job Growth; Career Growth; Performance Outcomes; and/or Project Outcomes

    11. Merit Criteria Job Growth – significant growth in job responsibilities; Career Growth – demonstrated growth in skills or competency that is considered to add value to the Unit; Performance Outcomes - exceeding of goals related to operational requirements and organizational needs that have been identified for the individual; and Project Outcomes - rewarding the successful completion of a special project related to the college/unit’s operational or strategic goals.

    12. Base Salary vs. Lump Sum Award? Base salary increase is most appropriate if the employee has demonstrated exceptional performance outcomes, proficiency and job and career growth in all aspects of the position. NOTE: Base salary increase can not exceed the maximum of the employee’s salary range. Amount greater than the max of the range will be paid as a lump sum bonus (but will not be counted as both a base salary and lump sum allocation) Lump sum bonus is most appropriate if the employee has demonstrated exceptional performance or proficiency that is more one time in nature (such as project outcomes).

    13. Eligibility Employee must be in the same position in the same department, from November 1st to April 30th of the merit review period and still be an active employee in ASPA. If an employee has transferred to another college/unit since April 30 and their former college/unit would like to award them for merit, then the former college/unit should discuss the award with the employee’s current college/unit.

    14. Things To Consider For Those Overseeing Merit Process Pre Decision-Making Process of Setting the Merit Framework: Determine how to allocate the defined merit distribution within the Unit. Determine who is on the decision-making committee. Ensure Unit understands what is meritorious. Ensure decision-making process is transparent to all staff in Unit.

    15. Things To Consider For Those Recommending Merit ASPA merit principles Merit Criteria Unit’s objectives and priorities Employee’s job profile (accountabilities and competencies) Employee’s accomplishments in relation to their defined goals and development plan Written recommendation explains why the person is being recommended, taking into account the merit criteria set by the Unit

    16. Things To Consider For Those Awarding Merit The Unit’s merit allocation ASPA merit principles Merit Criteria Including difference between base salary merit and lump sum bonus Unit’s objectives and priorities Communication Merit process Record keeping Outcomes

    17. Questions to Consider When Recommending and Awarding Merit How did the employee exceed their job accountabilities and competencies? How did the employee exceed the goals of the unit, division, and/or the university? Was there a balance in how they exceeding their job accountabilities and competencies?

    18. Things To Consider For Those Awarding Merit (Post Decision-Making) Notify Unit Leader of Committee’s decision for final approval Notify internal supervisors/managers of award outcomes Implement internal communication of merit award process and outcomes Notify HR of decisions by emailing Excel spreadsheet to steve.laycock@usask.ca (no later than Nov 21) Assist MAC by providing any requested information

    19. Timing of Merit Awards Oct 31, 2008: Completed merit recommendations forms must be submitted to Unit Leader no later than this date. Please note: Deadline may be sooner for your Unit. Nov 21, 2008: Deadline for Unit Leaders to submit the Unit’s merit award decisions to Steve Laycock in Human Resources. Dec 2008: HR will finalize the merit award calculations to determine the value of a base salary merit and a lump sum bonus and forward information by December 4, 2008 payroll deadline. By Dec 22, 2008: Human Resources will send a letter to each merit award recipient regarding their merit award and any applicable salary adjustment. Note: Dates for 2008/09 Merit Process will be back on track and reflect different timelines.

    20. Resources Resources on Human Resources website at http://www.usask.ca/hrd/memos/index.php: Report of the Joint Merit Committee MOA Merit Form PowerPoint of other info session Leaders Guide FAQ’s http://www.usask.ca/hrd/faqs/merit_faq_aspa.php One to one assistance (Contact your HR Consultant) http://www.usask.ca/hrd/manager/contacts_for_units.php

    21. Questions? Comments?

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