Performance Evaluation UCPEA Supervisor Performance Evaluation and Merit Training 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

Evaluation Timeline (May 1 – April 30) 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

Preparing the Evaluation: Materials & Resources 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 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 “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 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 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 Knowledge Dependability Communication Interpersonal Independent Action Professional Development Leadership Supervisory Skills Teamwork

Performance Evaluation Ratings 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 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 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

Evaluation Interview: 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

Probationary Employees & Evaluations 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

Evaluation Routing Procedure 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 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 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. (# O x 3 MI) + (# of VG x 2MI) (#G x 1 MI) = Total MI Total MI/ $Performance Merit Pool = Value of 1 MI

UCPEA 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

Performance Merit Amounts: 2010/2011 UCPEA Merit: Performance Merit Performance Merit Amounts: 2010/2011 Rating Pro Rata 2010 2011 Outstanding Full $168 $358 9 Months $126 $268 6 Months $84 $179 Very Good $63 $134 $47 $89

Probationary Employees & Merit 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

Probationary Employees & 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 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

University Merit Criteria 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)

University Merit Deadline and Routing Procedure 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 for End Date Employees 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 Eligibility Added To Effective 3.25% of annual salary* Member of BU as of 1/1/13; did not receive UNSAT Base Salary 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 1.5% of the gross salary account distributed among BU members Member of BU as of 1/1/13; performed satisfactorily

UCPEA Performance Evaluations: Process Questions