Staff Appreciation & Recognition (STAR) Plan


UCSC STAFF APPRECIATION AND RECOGNITION PLAN GUIDELINES PLAN FISCAL YEAR JULY 1, 2013 THROUGH JUNE 30, 2014




I. Plan Purpose

The purpose of the Staff Appreciation and Recognition (STAR) Plan is to recognize and reward PSS and MSP employees in accordance the following Performance Standards:

  • Exceptional performance: Demonstrated and sustained exceptional performance that consistently exceeds goals and expectations in quantity and/or quality.

  • Creativity: One-time innovation or creation that results in time/dollar savings, revenue enhancement, and productivity improvement; and/or ongoing innovative activities that benefit organizational systems, protocols and/or procedures.

  • Organizational abilities:  Exhibiting extraordinary skills in leadership resulting in the accomplishment of significant departmental or divisional goals and objectives; effective project management including development and/or implementation with substantial success; and/or demonstrating organizational capability leading to greater effectiveness.

  • Work success:  Significantly exceeding productivity, customer service, quality of care or similar goals, including demonstrating superior interactions with managers, peers, supervisors, subordinates, the University community, and/or clients and customers served.

  • Teamwork:  Acting as an exceptionally effective and cooperative team member or team leader for a team that has significantly exceeded the goals/objectives of the department or unit.

II.    Eligibility

Policy-covered career PSS employees and MSP employees are eligible for STAR Plan Cash Award if, at the time of the award:
  • Employee received a “Satisfactory” or better overall rating on their most recent annual performance evaluation. (PPSM 23 requires that written performance evaluations be  completed annually.) Employees who have not yet received an annual performance evaluation may be eligible for an award if their manager confirms on the nomination spreadsheet that they are “satisfactory.”

  • Staff hired on an employment contract where eligibility is incorporated into the contract.

  • Employees on pay status or an approved unpaid leave at the time of payout.

  • Employees who have successfully completed their probationary period, if applicable.

Exclusively represented employees are eligible for recognition awards under the Plan only if the applicable collective bargaining agreement authorizes participation in the STAR Plan.

III.    Awards Limits

The following limits apply to STAR Plan cash awards.

  • Cash awards of up to $10,000 or 10% of annual base salary, whichever is less, may be granted to an eligible employee.

  • An employee may receive a combination of awards providing that the cumulative amount does not exceed the maximum allowable limit for the fiscal year of $10,000 or 10% of annual base salary, whichever is less, prorated for partial FTE.

  • Star Plan cash awards are strictly discretionary and may not be promised or guaranteed in advance.

  • “Across-the-board” type awards (e.g., awards to a category of employees without regard to a recipient’s performance or relative contribution) are not allowed under the STAR Plan. Awards must be based on the recipient’s achievement as an individual or as part of a team.

No exceptions will be made to the above monetary award limits.

IV.    Nomination Process

The attached STAR Nomination Spreadsheet must be used for every nomination.

  • Individual Award Nomination

Individual employees may be nominated for STAR Plan Awards based on one or more of the performance standards set forth in the STAR Plan.  Input will be required from the employee’s manager/supervisor if someone other than the employee’s manager/supervisor is nominating the employee.

  • Team Award Nominations

Team Awards may be granted to teams of employees who meet one or more of the performance standards set forth in the STAR Plan for work on a project within the same department or for work on the development and/or implementation of inter-departmental projects.  Input will be required from the team leader and each employee’s supervisor/manager if someone other than the manager/supervisor is nominating the team.

The employee’s department head is responsible for confirming that the employee is eligible for an award and must approve the employee’s award, regardless of the funding source for the award.

V.    Award Review and Approval Authority

The process for all STAR Plan cash awards require endorsement of the employee’s immediate supervisor, approval of the next level manager and approval by the principal officer. STAR Plan cash awards over $500 also require department head approval. The Chancellor must approve awards above $5000.


VI.    Timing and Processing of Award Payments

STAR Plan Awards may be presented at any time during the Plan year and should be awarded as soon as possible after the accomplishment or event in order to provide immediate recognition to employees.

Departments must first ensure that employees are eligible for consideration in accordance with the eligibility requirements described in Section II above. Award decisions will be made consistent with divisional guidelines communicated by the relevant Principal Officer.
Awards, whether for an individual or a team, will be made by completing the STAR Plan Cash Award  Spreadsheet, acquiring the appropriate approvals and submitting the spreadsheet electronically to Senior Compensation Analyst Donovan Albright at albright@ucsc.edu.

Spreadsheets may be submitted at any time during the 2013/2014 fiscal year prior to June 15, 2014 and will be processed on the next available payroll cycle. For consistency, please do not make any changes to the formatting of the spreadsheet.

Awards under this program are non-base building and will be paid as a lump sum. They are paid as taxable earnings through the Payroll/Personnel System (PPS).

Note: Remember that if you are planning to offer an award to someone from outside of your department/division, you must contact the employee’s manager prior to making the award recommendation to insure that there are no conflicts.


VII.    Funding and Reporting Requirements

At UCSC, one source of funding for the STAR Plan is generated through a central assessment based on payroll for non-represented staff which is charged to departmental funds. Principal Officers will be notified by Planning and Budget of their divisional allocation and may choose to augment the STAR Plan funding with non-restricted divisional funds.

In the event that bargaining unit employees would become eligible for STAR Plan Awards, awards must be made from local funds rather than funds from the assessment allocation.

General funds may not be used for non-general fund positions, and similar requirements applicable to Federal funds need to be observed. Reports on the distribution of awards, by fund source and personnel program, are made to the Office of the President at the end of the year.  All awards are reported, regardless of fund source.

VIII.    Record Keeping

Divisions are responsible for tracking amounts paid against funding available and ensuring that available amounts are not exceeded.

IX.    Plan Contact for Questions

Questions regarding the attached guidelines should be directed to Senior Compensation Analyst, Donovan Albright at albright@ucs.edu or 831-459-1328. Questions regarding the STAR Plan Payroll Assessments or Funding should be directed to Assistant Director Planning & Budget, Free Moini at  fbmoini@ucsc.edu or 831-459-4304.


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September 2013