UMD Civil Service Employees

1. UMD Civil Service Employees Merit Pay Plan Effective July 1, 2015

2. UMD Civil Service Employees • Timeline • Early May – Approval OHR • Mid May – Final review with Chancellor Cabinet • Late May to Early June & September • Employee/Supervisor Training • Process and goal setting • Spring 2015 – • Compensation letter review • Determination of merit pool • Combine P&A/Civil Service or not • Distribution of instructions • Process merit pay

3. Distribution of Merit Pay Based on Overall Performance Rating and Individual Factor Rating

4. UMD Civil Service Employees • Merit Pay Matrix (Total Performance Rating)

5. UMD Civil Service Employees • Merit Pay Matrix (Individual Factor Rating) • Each factor has a total rating of 16.5% except factors Diversity and Job Performance have 17%

6. UMD Civil Service Employees • Final Distribution Matrix

7. Training

8. “Thank You”

9. Civil Service Merit Pay Plan • Overview • The University is moving to a merit pay system to encourage excellent performance and achievement though the use of recognition and rewards based on individual performance comparative to peers. • Rewards and recognition are important parts of a total compensation program • In Fiscal year 2014 compensation pay plan, President Kaler communicated his intention to have all of the University’s colleges and administration units in a merit-based pay system by June 2015

10. Civil Service Merit Pay Plan • Committee • Tim Caskey, P&A UMD HR & EO Director • Mary Cameron, P&A UMD HR & EO Associate Director • Mary Allen, Civil Service, Academic Administration • Paula Rossi, Civil Service, Student Life • Kathy Chalupsky, Facilities Management, Associate Director • Sue Kerry, P&A, VCFO • Cheryl Reitan, P&A, External Relations • Cathy Rackliffe, Civil Service HR & EO

11. Civil Service Merit Pay Plan • Performance Appraisal • Performance rating is tied to the Joint Employee Performance Appraisal Form and Rating Factor Guide • Joint Employee Performance Appraisal Form includes employee self-appraisal rating and examples. The same for the supervisor sections of the document.

12. Civil Service Merit Pay Plan • UMD Policy and Procedure • All Civil Service Employees will receive a Performance Appraisal • Performance evaluations for Civil Service will align with the due dates for P&A evaluations • Conducted for each fiscal year • Deadline for completion is June 1st of each year.

13. Civil Service Merit Pay Plan • UMD Policy and Procedure • Each Performance Appraisal Includes: • Updated job description • Rating Factor Guide (must have 6 factors) • Mandatory factors are: • Job Knowledge • Inclusiveness and behavior in working with others • Department Managers choose other 4 from: • Integration with others • Responsibility and effectiveness • Attendance • Acceptance of supervision and organizational procedures • Judgment and Comprehension • Safety and Security

14. Civil Service Merit Pay Plan • UMD Policy and Procedure, cont. • Merit Pay (Determined by each unit) • Following U of M annual compensation plan • Distributed spring of each year • Merit adjustment and pay equity option will be based on • Joint Employee Performance Appraisal Form • Rating Factor Guide • Review by the Chancellor’s Cabinet • Written notice of salary adjustment • An employee receiving a rating below 49% will require a Performance Improvement Plan

15. Civil Service Merit Pay Plan • UMD Policy and Procedure, cont. • Merit pay linked to final performance rating achieve on appraisal. • Example • Superior 4 – 5% • Exceeds 3- 3.99% • Meets Requirements 2 – 2.99% • Requires Improvement 1 – 1.99% • Unsatisfactory – 0% • Joint Employee Performance Appraisal Form and Rating Factor Guide (link) • Proposed Merit Pay Plan Matrix (link)

16. Civil Service Merit Pay Plan • Questions • Contact Tim Caskey Director, UMD Human Resources & Equal Opportunity tjcaskey@d.umn.edu or 218-726-6326.

17. “Thank you for all you do for UMD”