03/03/2008
VCA UNIT 07/08 STAFF RECOGNITION & DEVELOPMENT AWARDS
(NON-REPRESENTED EMPLOYEES)
07/08 Process and Program Element Highlights
· Staff Recognition and Development Award Program (SRDP) 07/08 funding is coming from a
.89% core SRDP assessment on eligible non-represented employees’ payroll base.
· Divisions/departments can supplement the funding for the 07/08 SRDP program by up to 100% using internal departmental budget funds. Subject to available departmental funding, this could then allow expanding the number of awards or increasing the dollar amounts of the awards (limited to the maximum sum total limit specified in the policy below).
· The SRDP program is for non-represented employees only.
· SRDP Awards should be for 07/08 activities and accomplishments, and need to be transacted through the payroll system by June 30, 2008.
· Direct report AVC’s and directors establish implementation procedures for their division or department, including the nomination and selection processes, assuring compliance with the principles of the VCA Unit and campus guidelines. Management is to ensure that all eligible non-represented employees are notified in writing of the process.
· Direct-report Assistant Vice Chancellors and directors have the authority to grant awards for his/her eligible respective division/department employees that are in compliance with the VCA Unit award guidelines listed below.
· It is no longer necessary to balance the awards by fund group.
· Awards for Assistant Vice Chancellors and directors that report directly to the VCA will be determined by the VCA. (Also, the funding generated from the SRDP assessments on these AVC/Director salaries will be under the purview of the VCA.)
Related Items
· In the list of ways to celebrate exceptional performance, also consider the possibilities provided through the systemwide "Employee Non-Cash Awards”policy which provides for the presentation of a non-cash award to an employee for recognition of a "noteworthy work-related accomplishment" (up to a $75 value) or length of service achievement (up to $400 value). (See Business & Finance Bulletin G-41.)
· Departments may implement performance award programs in addition to the SRDP program (e.g., employee of the month program, customer service program awards, etc.). Such programs must be processed and funded separately from the campus SRDP program. The proposed program plan and guidelines need to be approved in advance by the VCA Unit CFAO and coordinated with Human Resources to ensure that policies and the terms and conditions of labor contracts are applied appropriately.
· Departments may also fund employee professional development plan activities from their operating budgets, including contributing up to $1,018 per quarter for UC career related degree program costs (i.e., tuition, registration fees, travel, books, and other course materials). For more information, see the “VCA Unit Staff Development Expense Reimbursement Guidelines” at:
http://vca.ucr.edu/index.php?content=resources/hr/hr.html
What are the next steps for VCA direct-report AVC/Directors?
· Develop the division or departmental SRDP nomination and selection process guidelines and timeline, and send to each eligible non-represented employee by March 31, 2008.
· Email a copy of the division/departmental nomination and selection process guidelines to by March 31, 2008.
· Distribute SRDP awards by June 30, 2008, using the processing instructions at the web site below:
http://www.accounting.ucr.edu/iap_pmt.htm
· Maintain a data base of awards approved and the basis for the award, prepare the annual report of FY 07/08 awards, and email to by July 31, 2008.
VCA UNIT 07/08 STAFF RECOGNITION AND DEVELOPMENT AWARDS
For Policy-Covered (Non-represented) Staff
Program Guidelines
These guidelines provide a general framework for VCA Unit implementation of cash awards and development support for policy covered employees under the 2007-08 Staff Recognition and Development Program (SRDP) Program.
Purpose: The purpose of the Staff Recognition and Development (SRDP) Program is to:
· encourage excellence in University service;
· recognize and reward significant achievements and contributions;
· recognize and reward outstanding individual and team performance; and
· support professional development.
Eligibility Criteria: Individual employees or teams of employees are eligible to be nominated for a Staff Recognition and Development award as noted below:
· Policy covered (non-represented) employees in career, limited and casual-restricted appointments
· Policy covered (non-represented) employees on an employment contract where eligibility is incorporated into the terms of the contract
· Policy covered (non-represented) employees who have achieved a performance evaluation rating of satisfactory/meets expectations, or better, in the fiscal year of the award distribution
· Employee must not have had significant performance difficulties or been subject to any form of disciplinary action for at least 12 months prior to the date the award is granted.
· Employees must be on pay status at the time of payout to receive an award.
· New hires must have completed a probationary period, if applicable, in order to be eligible to receive an award.
Selection Criteria:
- Individual Recognition Awards: Individual Recognition Awards may be granted if the employee’s performance meets one or more of the following criteria:
· Employee makes a measurably significant contribution to the departmental or organizational mission or strategic plan
· Employee’s creativity or innovative actions have had a positive impact on the unit or campus community
· Employee’s performance elicits favorable reactions from customers/clients in a manner consistent with departmental objectives
· Employee’s efforts serve to improve organizational performance, operational efficiency, or reduce operating costs
· Employee provides significant support of strategic/functional business plans and objectives
- Team Recognition Awards: Team Recognition Awards may be granted to teams of employees who meet one or more of the foregoing criteria for work on a project within the same department, or work in the development and/or implementation of interdepartmental projects.
- Spot Awards: Employee’s actions and/or ideas contribute to exceptional results which exceed the objectives of a specific assignment.
- Professional Development Awards: A Professional Development Award is an award for an employee or team of employees to be used for training and/or development which is job-related or part of an approved employee development plan related to a UC career. An employee or a team may be nominated for a Professional Development Award if the employee(s) meets the eligibility criteria outlined above and the performance meets the selection criteria outlined above for individual and team awards.
Nomination Process: Each division (or department) will establish a nomination and selection process, and provide written notice of it to all eligible non-represented employees (and email a courtesy copy of the guidelines to the VCA Unit HR Coordinator, ..
The individual approving the nomination must first ensure that nominees are eligible for consideration of the Staff Recognition and Development Program in accordance with the eligibility requirements described above.
· Individual Recognition Award: A Staff Recognition Nomination Form must be completed for an employee considered for an Individual Recognition Award. The nomination must be approved by the eligible employee’s department head.
· Team Recognition Awards: A Staff Recognition Nomination Form must be completed for a team considered for a Team Recognition Award. The nomination must be approved by the individual responsible for the team efforts, be endorsed by the employee supervisor, and forwarded to the appropriate AVC or director.
Ø Cross-Organizational team awards: teams with participants across more than one organizational unit may be nominated for a Team Recognition Award. Cross-organizational team nominations are submitted by the individual/department coordinating the team’s efforts and are reviewed by the appropriate Unit Head, Dean, or Vice Chancellor. Upon approval by the organizational unit, the nomination form(s) should be submitted to Human Resources, no later than March 1, 2008, with a copy provided to the nominee’s home department. Human Resources will assemble a cross-organizational team award committee to review the nominations, including any comments received from the nominee’s department head, and submit their recommendations to the Executive Vice Chancellor and Provost for a final decision. Approved awards will be funded by the organizational unit in which the team member is employed.
· Spot Awards: A Staff Recognition Nomination Form must be completed for an employee considered for a Spot Award. The nomination must be approved by the eligible employee’s department head.
· Professional Development Awards: Nominations for a Professional Development Award are formally written and communicated to and approved by the eligible employee’s or work group’s department head. The activities covered by the award should be part of the employee’s approved Individual Development Plan.
The Staff Recognition and Development Program Nomination Forms can be accessed at: http://humanresources.ucr.edu/?content=Forms/CompensationWordForms.htm, however, if desired, divisions/departments can develop their own nomination forms.
Types, Amounts and Timing of Awards:
There are two (2) major types of awards: recognition (cash) and professional development.
· Recognition awards will be granted in lump sums and are subject to all appropriate deductions for taxes. Recognition awards are non-base building. Recognition awards may vary based on the significance of the achievement or contribution.
· Professional development awards are generally granted on a reimbursement basis upon successful completion of the activity, cover activities that are included in the employee’s approved Individual Development Plan, and can include support for degree programs related to the employee’s UC career and attending professional workshops, seminars, conferences. Reimbursable expenses include tuition, registration fees, travel, books, parking, and other course materials.
Amounts of Awards:
· Recognition Awards: Individual limits based on the recognition award type (e.g., individual, team, or spot award) are no longer applicable. Recognition awards can be for any amount, subject to the maximum sum total limit described below.
· Professional Development Awards:
· The maximum award for UC career related degree programs is linked (and indexed) to what it costs for a UC career employee to attend UCR. (For FY 07/08 this is $1,018 per quarter under the provisions of the fee reduction policy.)
· The maximum award for professional conferences, certification and training programs is $1,600 per fiscal year (and is indexed to annual CPI increases).
Maximum Sum Total Limit: The maximum sum total of awards (any combination of recognition and development awards) that can be granted one employee cannot exceed ten percent of an employee’s annual base salary per fiscal year.
If an extenuating circumstance arises, on a limited exception basis, an employee can receive one or more awards where the sum total exceeds the maximum cap of 10 percent of an employee’s annual base salary per fiscal year. The request for an exception should include a detailed rationale for the exceptional award(s), be approved by the department and division heads, and emailed to . Upon review and approval by the VCA, the request will be forwarded to Human Resources for review. Human Resources will make a recommendation to the VCA.
Timing of Awards:
The program operates on a fiscal year basis. Departments are to transact the awards funded from the 07/08 assessments by June 30, 2008. Awards are for accomplishments and development activities that occur in fiscal year 07/08.
An annual payroll assessment of .89 percent is made against payroll for eligible non-represented staff to provide the core funding for the 07/08 SRDP Program. Divisions/departments can supplement the funding for the 07/08 SRDP program by up to 100% using internal departmental/division budget funds, thereby potentially increasing the number of awards being given or the dollar amount per award (up to the maximum sum total limit discussed above.) (Note: a separate DOS code (for recognition awards) or account code (for professional development awards) needs to be used for these awards that are funded from internal department/division budget funds.)
Information regarding the processing of awards, including the appropriate DOS codes and account codes to use, can be accessed at
http://www.accounting.ucr.edu/iap_pmt.htm
Questions regarding the VCA Unit Staff Recognition and Development Program guidelines should be emailed to Cheryl Sautter ().
File: 08 VCA Unit SRDP program guidelines 030308