ASPA Merit System Decentralized DecisionMaking Process

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ASPA Merit SystemDecentralized
Decision-Making Process

• Fall 2008
• (September 24, 26, and 30)

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Agenda

• Ensuring an Understanding of the New ASPA Merit
  System
• Principles
• Highlights of ASPA Merit Changes
• Applying ASPA Merit System
• How Merit Works
• Things to Consider
• Timelines
• Resources
• Q A

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Principles

• Effective
• Equitable
• Accountable and Transparent
• Engaging and Affirming
• Flexible

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Highlights of ASPA Merit Changes

• Decentralized System
• Roles
• Merit Award Distribution

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Decentralized Decision-Making System

• Unit Leaders are responsible for determining and
  overseeing the merit decision-making in their
  Unit.
• Accountability for award decisions lies with
  those stakeholders who are in the best position
  to make decisions.

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Roles

• Various stakeholders are accountable for ensuring
  a successful ASPA merit system
• Unit Leaders
• Immediate Supervisors
• Award Decision-Maker(s)
• ASPA
• HR
• Merit Audit Committee (MAC)

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Merit Award Distribution

• A defined merit distribution of up to 25 of
  eligible ASPA members
• 25 allotment is broken down to provide
• Up to 10 of eligible members with a base salary
  increase, and
• Up to 15 of eligible members with a lump sum
  bonus.
• Each Unit Leader received a spreadsheet from
  HR that stated the of base salary increases and
  lump sum bonuses the Unit has to award.

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Applying the ASPA Merit System

• How Merit Works
• What Merit Recognizes
• Merit Criteria
• Base Salary VS. Lump Sum Bonus
• Eligibility
• Things to Consider
• If Overseeing the Merit Process
• If Recommending Merit
• If Awarding Merit

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How Merit Works

• The ASPA Merit System
• Provides a definition of merit
• Grants college/unit managers the discretion to
  establish the factors that will be considered in
  determining merit and
• Balances this discretion with a strong role for
  the college/unit Leaders in setting the merit
  framework that will guide the decision-making
  process. This framework should include the clear
  delegation of authority and strong accountability
  measures.

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What Merit Recognizes

• Those who meet the essential competency and
  accountability standards set out for their
  position and
• Based on the Units operational requirements, it
  recognizes those who demonstrated
• Job Growth
• Career Growth
• Performance Outcomes and/or
• Project Outcomes

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Merit Criteria

• Job Growth significant growth in job
  responsibilities
• Career Growth demonstrated growth in skills or
  competency that is considered to add value to the
  Unit
• Performance Outcomes - exceeding of goals related
  to operational requirements and organizational
  needs that have been identified for the
  individual and
• Project Outcomes - rewarding the successful
  completion of a special project related to the
  college/units operational or strategic goals.

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Base Salary vs. Lump Sum Award?

• Base salary increase is most appropriate if the
  employee has demonstrated exceptional performance
  outcomes, proficiency and job and career growth
  in all aspects of the position.
• NOTE Base salary increase can not exceed the
  maximum of the employees salary range. Amount
  greater than the max of the range will be paid as
  a lump sum bonus (but will not be counted as both
  a base salary and lump sum allocation)
• Lump sum bonus is most appropriate if the
  employee has demonstrated exceptional performance
  or proficiency that is more one time in nature
  (such as project outcomes).

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Eligibility

• Employee must be in the same position in the same
  department, from November 1st to April 30th of
  the merit review period and still be an active
  employee in ASPA.
• If an employee has transferred to another
  college/unit since April 30 and their former
  college/unit would like to award them for merit,
  then the former college/unit should discuss the
  award with the employees current college/unit.

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Things To Consider For Those Overseeing Merit
Process

• Pre Decision-Making Process of Setting the Merit
  Framework
• Determine how to allocate the defined merit
  distribution within the Unit.
• Determine who is on the decision-making
  committee.
• Ensure Unit understands what is meritorious.
• Ensure decision-making process is transparent to
  all staff in Unit.

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Things To Consider For Those Recommending Merit

• ASPA merit principles
• Merit Criteria
• Units objectives and priorities
• Employees job profile (accountabilities and
  competencies)
• Employees accomplishments in relation to their
  defined goals and development plan
• Written recommendation explains why the person is
  being recommended, taking into account the merit
  criteria set by the Unit

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Things To Consider For Those Awarding Merit

• The Units merit allocation
• ASPA merit principles
• Merit Criteria
• Including difference between base salary merit
  and lump sum bonus
• Units objectives and priorities
• Communication
• Merit process
• Record keeping
• Outcomes

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Questions to Consider When Recommending and
Awarding Merit

• How did the employee exceed their job
  accountabilities and competencies?
• How did the employee exceed the goals of the
  unit, division, and/or the university?
• Was there a balance in how they exceeding their
  job accountabilities and competencies?

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Things To Consider For Those Awarding Merit
(Post Decision-Making)

• Notify Unit Leader of Committees decision for
  final approval
• Notify internal supervisors/managers of award
  outcomes
• Implement internal communication of merit award
  process and outcomes
• Notify HR of decisions by emailing Excel
  spreadsheet to steve.laycock_at_usask.ca (no later
  than Nov 21)
• Assist MAC by providing any requested information

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Timing of Merit Awards

• Oct 31, 2008 Completed merit recommendations
  forms must be submitted to Unit Leader no later
  than this date. Please note Deadline may be
  sooner for your Unit.
• Nov 21, 2008 Deadline for Unit Leaders to submit
  the Units merit award decisions to Steve Laycock
  in Human Resources.
• Dec 2008 HR will finalize the merit award
  calculations to determine the value of a base
  salary merit and a lump sum bonus and forward
  information by December 4, 2008 payroll deadline.
• By Dec 22, 2008 Human Resources will send a
  letter to each merit award recipient regarding
  their merit award and any applicable salary
  adjustment.
• Note Dates for 2008/09 Merit Process will be
  back on track and reflect different timelines.

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Resources

• Resources on Human Resources website at
  http//www.usask.ca/hrd/memos/index.php
• Report of the Joint Merit Committee
• MOA
• Merit Form
• PowerPoint of other info session
• Leaders Guide
• FAQs http//www.usask.ca/hrd/faqs/merit_faq_aspa.
  php
• One to one assistance (Contact your HR
  Consultant)
• http//www.usask.ca/hrd/manager/contacts_for_units
  .php

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Questions? Comments?