IANR Staff Performance Management and Merit Process August 2022

IANR Staff Performance Management and Merit Process August 2022

Performance Management and Merit Responsibility of IANR HR Office Performance Management (Performance Conversations) Responsibility of IANR Budget Office Annual Merit Increases

Performance Management

IANR Performance Management Process Here’s how it works: 6 questions 2 times per year Employees should come away from the conversations with a clear understanding of expectations and if they are fulfilling expectations. Employee & manager prep for conversation Conversation takes place Employee summarizes conversation online in Trakstar Perfom Manager reviews & finalizes

Performance Conversation Timing Fall Spring Performance Management Conversation Performance Management Conversation Annual Merit Process July 1 – October 15 Driven by IANR HR December 1 – March 15 March - June Driven by IANR HR Driven by IANR Budget Office Performance Conversations will inform the annual merit increase decisions

How do IANR Performance Conversations tie into the annual merit process?

Performance Management and Merit Fall and Spring Performance Conversation Summaries Performance Related Info: Day-to-day observations Regular check-ins Feedback from customers Performance Improvement Plans (if applicable) 360 Evaluations (if applicable) All information sources are reviewed and used to complete the Merit Form IANR Annual Merit Increase Recommendation Form (Merit Form) This process allows for consideration of all performance-related information available from the time the last merit form was completed to the time the current merit form is completed.

Merit Form IANR ANNUAL MERIT INCREASE RECOMMENDATION FORM (MERIT FORM) IANR HR will distribute the form to supervisors by March. Also available at ianrhr.unl.edu. Completed by the Supervisor. Created after summary and review of all performancerelated information. Documentation is critical! Merit recommendations must be supported by backup documentation. This is a recommendation to the Unit Administrator (UA). The UA makes final merit decisions for the unit. IANR HR can assist you with questions related to completing the Merit Form.

Bell Curve EXCEED EXPECTATIONS - Employee consistently exceeds expectations above and beyond the majority of their peers. Only a few employees will consistently exceed expectations. You might not have any employees in this category. Must provide brief comments on merit form to support the recommendation. Fulfilled performance Expectations; high quality performer FULFILL EXPECTATIONS - Employee consistently meets expectations and is a high-quality performer. The majority of employees will fall into this area. No additional comments required on merit form. DID NOT MEET EXPECTATIONS - Employee has areas Did not meet expectations; opportunities for improvement Exceeded expectations; performed above and beyond of needed improvement. Areas of improvement should be documented. IANR HR should be notified; a performance improvement plan may be developed. Must provide brief comments on merit form to support the recommendation.

Merit Process

IANR Merit Process Communication Flow NOTE: The annual merit process is managed by the IANR Budget Office. Timing will follow merit increase guidelines provided by the IANR Budget Office each year . SUPERVISOR Complete IANR Annual Merit Increase Recommendation Form (Merit Form) F&P BUDGET Inform business centers that final merit increase amounts have been entered into the budget system DEPARTMENT MERIT CONTACT DEPARTMENT MERIT CONTACT (Op Mgr/Spec, HR Gen or Admin Staff) (Oper Mgr/Spec, HR Gen or Admin Staff) Review Unit Merit Forms for “big picture” concerns Prepare summary of merit forms and “big picture” concerns i.e. Is there a bell curve? Does everyone exceed expectations? Does known performance match ranking? BUSINESS CENTER UNIT ADMINISTRATOR Review summary, discusses concerns with supervisors; notify supervisors if ranking will change at unit level Make unit decision on merit rankings SUPERVISOR EMPLOYEE View final increases in budget system Discuss final merit increase amount with employee PRIOR to July 1 Informed of merit increase amount by supervisor Provide list of final increases to unit administrators and supervisors Distribute letters (Oper Mgr/Spec or HR Gen) (Explain unit approach to allocating assigned increase and how final amounts were determined) Print letters (if required by dept) (if required by dept) BUSINESS CENTER (Oper Mgr/Spec or HR Gen) Enter merit amounts into budget system F&P BUDGET DEANS F&P BUDGET Prepare merit data and supporting documentation for Deans review Review merit data and supporting documentation Enter final merit decisions into budget system Provide IANR HR list of below expectation ratings Make IANR decision on final merit rankings

Things to Know about Budget Guidelines Each year around May, budget guidelines are distributed by the IANR Budget Office to the Unit Administrators. The budget guidelines communicate how the salary increase pool will be allocated. The amount available to employees can vary depending on how the overall percentage is allocated within each unit, so it is important to be transparent throughout the process. Your business center will inform you how increases are distributed within your unit each year. For example: The Chancellor communicates there is a 3% salary increase pool for the year. 3% is available to your unit The unit holds back .25% to address equity situations You will want to be clear that 2.75% was available to be distributed to staff in your unit even though the overall salary pool was 3% No minimum increase is required. Because there is limited funding, increases should be based upon merit/performance. Increases should not be allocated across-the-board.

Merit Conversations

Two Steps to Having a Merit Conversation 1. Explain how merit increases are determined. Explain how the increase pool was distributed: X.XX% was communicated by the Chancellor X.XX% was available to your unit .XX% was held back in your unit to address X.XX% was available to be distributed to staff Explain that increases are based upon merit/performance. Explain that performance conversations along with other performance-related information is used by the supervisor to make a merit increase recommendation. Explain that final merit increase decisions are made by the Unit Administrator.

Two Steps to Having a Merit Conversation 2. Communicate their merit increase amount and why they received that amount. Employees should have a clear idea of their performance in relation to established expectations based on discussions during their performance conversations. Discuss the employee’s performance. For instance, you could say “During our performance conversations we discussed how you {Exceeded, Fulfilled or Did not meet} expectations” and then provide a brief description of why. Communicate the amount of their increase. For instance, you could say “Because you {Exceeded, Fulfilled or Did not meet} expectations this year, you will receive an increase of (or %) increase. Your new salary will be effective July 1, .” Reaffirm how the employee contributes to the mission of the unit. This is also a good time for a check-in on expectations and discussion of next steps.

Merit Form Timeline Merit Recommendation Forms will be distributed to the Business Centers on March 1. Please turn in Merit Forms as soon as they are completed. Final deadline date is March 31.

Questions? Performance Management and Performance Conversations: Marci Sturek – IANR HR Coordinator [email protected] 402.327.1842 Annual Merit Process: Bryan Areman - IANR Finance Director [email protected] 402.472.1420