2016-17 Appraisal Call Update

July 10, 2017

To:     Academic Supervisors of Staff Employees
          Managers and Supervisors of Staff Employees
          All Staff Employees
From: Steve Stein, Grace McClintock and the Pay for Performance (P4P) Workgroup
Subject: Update on the 2016/17 Appraisal Call for all Staff and the Policy-Covered Employee Merit Program

This communication provides time-sensitive updates on the UC Santa Cruz 2016/17 performance appraisal call for all staff and the policy-covered employee merit program.

Background: The UC Santa Cruz Pay for Performance Program for Policy-Covered Staff

The campus pay for performance program began in 2016 in alignment with President Napolitano’s pay for performance initiative. The merit program’s goal is to recognize stronger performers with higher salary increases. This is the second year pay for performance is included as part of our overall compensation and performance management practice.

This call for performance appraisals requires the concerted efforts of all campus managers and supervisors of staff employees. We have outlined the key elements below.

Call for Performance Appraisals

  • Appraisals for policy-covered staff must be completed by Friday, July 28, 2017
  • Appraisals for represented staff are due Friday, September 1, 2017.

Questions regarding these dates may be directed to your departmental contact. (To access this link, you will be required to log in with your CruzID and blue password.)

The purpose of performance management is to effectively engage teams in the mission of the university. The key to effective performance management involves a few key elements:

  • Crafting goals that are specific, important (mission-based) and measurable.
  • Frequent and candid feedback to all team members about their performance.
  • Coaching and support for staff to enable them to achieve their goals.

When goals are well formed and feedback is occurring frequently, the annual performance appraisals become a time to summarize communications that have been occurring throughout the year. It is expected that all employees have an appraisal every year and is required as part of the annual pay for performance cycle.

New Online Appraisal Form

This year we have developed an online form to replace the four previous paper-based forms. The new form and process creates efficiencies with an electronic workflow. It is an interim tool for the campus to use until the implementation of the ePerformance module of UCPath, expected in 2018.

Please note: All staff (represented and policy-covered) should be appraised using the new electronic form. This includes academic supervisors (Department Chairs, Principal Investigators, etc.) who will need to use the online appraisal form to evaluate their staff employees. If you are a supervisor of staff, you will need to use this new online form for the 2017 appraisal call.

Managers and supervisors are encouraged to keep appraisals succinct. It is not necessary to report each and every detail of performance. The appraisal is a summary of performance of key expectations including goals and core job responsibilities. It should focus on the impact of performance with a few examples and explanation of the overall rating.

  • Access to the online form: https://appraisals.ucsc.edu
  • Log in with your CruzID and blue password.
  • Please review the “help and tutorials” linked in the left-hand navigation for step by step instructions designed to guide employees through the process.
  • Help is available by emailing appraisals@ucsc.edu.

Staff HR provides consulting and training to support managers and supervisors in completing appraisals. Your Employee Relations (ER) analyst can provide you with advice and assistance in discussing pay for performance with your staff and in writing performance appraisals. As a reminder: when reviewing a performance issue that may warrant the rating of “improvement needed,” or “unacceptable,” please engage with your ER analyst for assistance prior to delivering the performance appraisal.

Training on Performance Management

Free training is available to help managers and supervisors complete performance appraisals and engage staff with effective goals and regular feedback.

  • Focus on Performance training series
    • July 26, 2017; 12:00 - 1:00 pm -Scotts Valley Center, 100 Enterprise Way, SHR Training Room E1101
    • July 26, 2017; 1:00 - 3:00 pm - Kerr Hall, Room 60/62 - Scotts Valley Center, 100 Enterprise Way, SHR Training Room E1101
  • Custom training/consulting within your organization is available upon request. Please see below for contact information.

Contact Frank Widman at fwidman@ucsc.edu for training related questions. If you have enrollment questions, please contact Julie Black at jxblack@ucsc.edu.

Policy-Covered Employee Merit Program

This merit-based program determines salary increases based on the individual's performance and contribution.

  • Eligibility
    • Individuals appointed to career or partial-year positions covered by PPSM before January 2, 2017, at any UC location, and who are still on career or partial-year status at UCSC on July 2, 2017.
    • Non-probationary employees as of July 2, 2017.
    • Individuals who are still on the payroll as a career or partial-year employee as of the payout date.
    • Individuals with UCSC contract appointments are eligible if so stipulated in the terms of the contract and other eligibility criteria are met.
  • Structure
    • Given the control figure of 3 percent, the recommended overall increase range for satisfactory or better performance is 0 percent to 4.5 percent.
    • Compensation will provide merit rosters by the close of business on August 7, 2017, with information needed to determine merit increases.
    • The merit rosters must be completed and returned to compensation by the close of business on August 25, 2017. (Date updated since this notice went out)
    • The effective date of pay increases will be July 1, 2017, for monthly employees and June 18, 2017, for biweekly paid employees. The payout date goal is October 2017 (retroactive to July 1, 2017).

For further information regarding the performance appraisal process or pay for performance. Please contact your Employee Relations (ER) analyst to arrange an in-person consultation with your division/unit.

Thank you,

Steve Stein, Grace McClintock, and The P4P Workgroup