2018 UCPEA One-time Performance Awards Overview of Guidance for Units reporting to the Provost Department Head Meeting 4/12/18 Bridget Inzirillo Office of the Provost

HR Timeline Evaluation Process OTPA Process April 15 – May 15 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 Data Processors April 13 – May 15 April 13 Supervisors receive guidance from unit head April 27 Deadline for supervisors to submit OTPA recommendation forms to unit head May 15 Deadline for unit head to submit OTPA recommendations to Provost June 11 Deadline for Provost to notify unit heads of final award decisions July 20 Paycheck with award HR processes for Evaluation and OTPA are separate and distinct – different deadlines, forms, and workflow. NOTE: HR manages the OTPA process, but the guidance and approval is Provost-specific

UCPEA Article 32. “Salary” 32.1 Salary Increases 32.2 Performance-Based Compensation 32.3 One-time Performance Awards (OTPA) $2k one-time payment in July 2018 32.1 Salary Increases Includes $2k 1x payment in July 2018 and then 3.5% increases to base in July 2019 and 2020 Eligibility for $2k 1x: bargaining unit member who performed satisfactorily, and was a member of the bargaining unit as of January 1, 2018. 32.2 Performance-Based Compensation Increases to base in July 2019 and 2020 32.3 One-time Performance Awards *new* component of UCPEA contract – this is the first time the University is implementing this kind of award 1x awards, not added to base Performance-driven

OTPA Background Single, lump-sum payments, not added to base salary Performance-based criteria Effective July 2018, 2019, 2020 University shall distribute .5% of the gross salary amount based on UCPEA membership as of March 1 Department/unit may recommend the use of additional Departmental funding for additional awards in same range, subject to the approval of Provost (and will be exceptional) Awards must be allocated between $1k and $5k, recommendations should be in $500 increments Immediate supervisor shall make recommendation Final awards determined at division level (Provost, EVP, President)

OTPA Eligibility UCPEA employees who have been in the bargaining unit for the entire evaluation period (May 1, 2017 to April 30, 2018) Employees who have recently served a probationary period must have been out of probationary status for at least 6 months (probation completed no later than November 1, 2017) For questions about who is eligible, you may contact your unit head or designee.

OTPA Criteria The University invites supervisors of UCPEA employees to submit recommendations for one-time performance awards in recognition of the following accomplishments: Extraordinary job-related achievement, and/or What is the specific job-related achievement? Why is it extraordinary when measured against the work product of peers? Completion of a specific and important Departmental or University goal or project. What specific departmental or University goal or project was completed? Why is it important to the University? “Extraordinary” means very unusual or remarkable. To be considered extraordinary, therefore, an employee’s achievement must be well above and beyond their normal job duties and ordinary performance expectations. “Important” means of great significance or value likely to have a profound effect. To be considered important, therefore, a University goal or project must have a very serious, substantial, meaningful impact well beyond those objectives that support normal University operations, and the employee must have made a considerable contribution to the success of the project. Since these awards target very unusual achievement, a majority of employees—including employees who routinely do their jobs well—will not qualify for an award. As a result, supervisors must include compelling justification in support of making an award.

OTPA Process 1. Supervisor submits form to unit head or designee April 13, 2018 – April 27, 2018 2. Unit head receives recommendations, makes adjustments to meet criteria and target pool, and submits recommendations to Provost April 27, 2018 – May 15, 2018 3. Provost receives unit head recommendations, makes adjustments to meet criteria and target pool, and confirms final awards with HR and unit heads May 15, 2018 – June 11, 2018 Example of form.

Other Important Notes Supervisors should make an amount recommendation between $1k and $5k in $500 increments. In rare cases where the unit head finds compelling reason to recommend awards that exceed their target pool, they may seek permission to expend departmental funds to support such awards. (No awards will be coded to a sponsored program account) Supervisors are not to disclose their award recommendations to employees. Recommendation forms will not be saved in personnel files. The Dean may revise an award amount recommended by a supervisor or choose not to recommend an award to the Provost. The Provost will likely adjust the quantity and/or final amount of awards. In rare cases where the unit head finds compelling reason to grant awards that exceed their target pool, they may seek permission to expend departmental funds to support such awards.