UT Human Resources and Talent Development


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Scott Park Campus
Academic Services, Suite 1000

Hours: 8:30 a.m. to 5 p.m.
Phone: 419.530.4747
Fax: 419.530.1490


Recognition & Retention Program

RRD Logo   Evaluation Pillars

Distributions will be linked to a professional staff member's contributions to the University as part of the development of a Pay-for-Performance culture at The University of Toledo. Eligible professional staff will be evaluated by his/her supervisor and a determination will be made based on that evaluation. Evaluations will be based on five criteria pillars developed in support of the University's strategic plan, Directions 2011.

Employee Evaluation Summaries and Payroll Disbursement
Employee Evaluation Summaries have been distributed to the college and business units.
We ask that supervisors schedule time to meet individually with those staff members who were evaluated to discuss the results.
Payroll disbursements have been distributed and will be in the November 18th paycheck.
Any evaluations processed after Tuesday will be in the December 2nd paycheck.

For questions, please contact:
Connie Rubin | Kevin West | Marcie Ferguson

If you supervise professional staff members, you are required to attend training.
Main/Scott Park Campus Sessions Being Offered Next Week
Monday, October 24, 2011

1:00 p.m. |
2:00 p.m. | 3:00 p.m. | 4:00 p.m.
Scott Park Auditorium | Scott Park Campus for Energy & Innovation

Thursday, October 27, 2011
10:00 a.m. | 11:00 a.m. | 1:00 p.m.
Nitschke Auditorium | Nitschke Hall

Friday, October 28, 2011
9:00 a.m.
Scott Park Auditorium | Scott Park Campus for Energy & Innovation
3:30 p.m.
Nitschke Auditorium | Nitschke Hall

Health Science Campus
Wednesday, October 26, 2011
11:00 a.m. & 12:00 p.m.
Lucas Auditorium | Dana Conference Center

Friday, October 28, 2011
11:00 a.m.
Lucas Auditorium | Dana Conference Center

All locations are WIFI accessible
Please print the training materials below to bring with you if you will not be using electronic copies.
Printed copies will not be available.

                                                          TRAINING MATERIALS                                                   

Evaluator Quick Reference
This reference tool will help you as you evaluate those professional staff members under your supervision.

Topics Include
-  Performance Evaluation
-  Recognition and Retention Disbursement Distribution Guidelines
-  One-on-One Recognition and Retention Distribution Discussions
-  Frequently Asked Questions
-  Evaluator Checklist

Evaluator Training
This is a PDF version of the slides presented during your training on October 20, 2011.

                                              FREQUENTLY ASKED QUESTIONS

Why is UT pursuing a "pay-for-performance" culture?

The University of Toledo is committed to building a pay-for-performance culture where performance is recognized and rewarded with greater compensation opportunities. By establishing a pay-for-performance culture, we can:

Drive higher performance across the organization

-  Remain successful and competitive

Be better positioned to attract and retain talent

Why is UT providing a recognition and retention disbursement?

UT values its employees and the work they do every day to make us a great institution. By offering this lump-sum disbursement, we can recognize and reward employee performance and be better positioned to retain key contributors.

How was the 2011 recognition and retention disbursement budget determined?

In setting the recognition and retention disbursement budget, UT considered the competitive market for base pay and base pay increases, the contributions of our professional staff and the funds that recently became available for providing these employees with a disbursement to recognize their contributions.

Why is the recognition and retention disbursement being paid as a lump-sum amount instead of being added to base salary?

Based on the current economic climate, the University is unable to increase fixed costs (including base salaries), so the disbursements are being provided as lump-sum payments, rather than salary increases.

What were the disbursements for each level of performance?

Based on the approximate 4% budget and distribution guidelines, recognition and retention disbursements were distributed as indicated below:

Performance Rating Percent of Employee Population
(Per Distribution Guidelines)
(% of base salary)
5 | Distinguished Contributor                        5%           8%
4 | Highly Valued Contributor                      20%           6%
3 | Valued Contributor                      60%           4%
2 | Improving Contributor                      10%           2%
1 | Non-Contributor                        5%           0%
How can I positively impact my performance and disbursement for the coming year?

Recognition and retention disbursements cannot be guaranteed in future years and will be based on a variety of factors including the availability of funds. However, by meeting and exceeding performance expectations as defined by your goals, demonstration of the core pillars and relative performance to other employees, you may achieve a higher performance rating, resulting in a higher disbursement and/or pay increase when funds are available.

Why was my disbursement pro-rated? How does the pro-ration work?

UT, like other organizations, provides cash compensation based on performance for the full-cycle year. For employees who did not work for UT for the full-cycle year, we pro-rate the award to reflect the portion of the year the employee worked for UT:

-  For employees with 0 to 3 months of service, as of the end of the full-cycle year, no disbursement will be given.

-  For employees with 3 months to 12 months of service, as of the end of the full-cycle year, disbursement will be pro-rated based on time in position.

When will I receive my disbursement?

Disbursements will be paid after November 1, 2011

How will the process work next year?

UT will be making enhancements to the performance management process going forward. you will hear more about our progress in the coming weeks and months.

Questions Posted from Oct 20 Training

If an employee was a CWA member during some or all of FY11, but is now PSA; how will that be handled and will it be prorated?

This employee is eligible for the payment and will not be prorated. The distribution is only prorated from date of hire, not date of transfer.

How do I determine my employee's core responsibilities?

Utilize their job description as a guide to evaluate your employees, however also look at what he/she has done over the last 12 months.

Can a manager change their evaluation recommendation after meeting with a staff member?

No. By changing the recommendation, it changes their distribution. Because there is a set amount of funds available, changing the evaluation rating after it has been completed could have a negative domino effect on the rating of everyone in your area.

What if my employee is working outside of his/her job description consistently?

Use this time to really look at the performance of this employee and the quality of work he/she has done over the past 12 months.

What happens if your evaluations do not fit into the distribution guideline?

Evaluations and narratives will be looked at seriously to make sure the evaluator took the process seriously.

What if you have a PSA employee that just transferred into your area from a different area?

We recommend that if you are comfortable doing so, contact their previous supervisor and discuss how they were in their department.

Will it be held against an employee if their supervisor tends to use softer language than other supervisor?

HRTD will look at consistency of language or writing style for a particular supervisor. Evaluations will not be analyzed against each other.

Are grant-funded people included in this process?

Yes - only if there is enough money in the grant to support it.

What if someone is missing from the list?

You will need to contact Connie Rubin or Kevin West to discuss this.

Will we get the approvals back by November 7th?

Yes. Checks will be processed during this time in order to be paid in the November 18th payroll.

How do I get a better understanding of the pillars and how you want us to evaluate our employees?

Utilize the definitions in the Quick Reference Guide and the PDF of the training presentation This information can be found on the project web page.

What if you only have one person in your staff who is PSA?

Your Vice President will probably want to evaluate that person as part of the larger pool of the department.

How will we know who we are evaluating and the dollars we are dealing with?

You will be receiving a spreadsheet very soon from HR which lists the employees and provides the necessary payroll information as well as the areas to enter your individual evaluation value and narrative.

Questions Posted from Oct 24 Training

Does this replace the P & P process?

No. This is a separate process from the P & P process. This is an opportunity to evaluate those PSA employees on a pay-for-performance basis and provide a one-time lump sum disbursement.

Where are the evaluation forms? It wasn't on the website.

Your business manager or VP has the spreadsheet you will use to evaluate your eligible staff. Some VP's have decided to do these evaluations themselves so please check with either your business manager or VP as to how this process will work in your area.

What will happen if someone is scored but no narrative is provided?

That employee will not receive a disbursement. A score and narrative must be provided for each pillar.

Can those who have gotten an equity increase in the previous year be excluded from this process by their VP?

Equity increases are generally awarded to an employee to bring their compensation in line with their responsibilities. He/she is eligible for the distribution, however it will be up to the VP as to whether or not they get the distribution.

What is the periord for which we are evaluating our employees?

July 1, 2010 - June 30, 2011

When are the spreadsheets due to HR?

October 2, 2011 by 5:00 p.m.

Is there an official appeals process?

There is no appeals process; however, any employee can file with an outside agency. This is why it's important to back up your scoring with the narratives.

I have an employee who is on FMLA; how would I meet with this person?

Meet with this person when he/she returns to work. 

Is there a limit to the amount of information that can be entered into the narrative boxes?

No. There are no character limits as in Facebook or Twitter.

Why such an aggressive timeline?

The funds are from last year's budget aand the money needs to be paid in the November 18th paycheck.

Is the November 4th deadline for the evaluators to get their spreadsheets to the business managers or for the business managers to get the spreadsheet to HR?

This is when the business managers need to have their spreadsheets to HRTD.

Will grant-funded employees be given their disbursements by the November 18th check?


If an employee has been here less than 3 months, is their salary counted as part of our pool even though they are not receiving a disbursement?


Questions Posted from Oct 26 Training

Are who are paid 50% UT and 50% UTP eligible for this program?

Yes. Fifty percent of their payment would be funded by UT and fifty percent would need to be funded by UTP. If UTP will not fund the fifty percent, then the employee will only receive the fifty percent payable by UT.

When does the conversation with the employee take place?

After you receive the Employee Summaries for your area.

Questions Posted from Oct 27 Training

Is the expectation that you do the evaluation on everyone eligible under you or just those that stand out?

You need to evaluate those PSA employees under you who eligible. You are giving a score and narrative to justify the level of the employee's of disbursement.

Will we be evaluating position discriptions after this process is complete?

After this process is complete, if a situation is recognized that maybe the position description needs updated, now is a good time to contact HRTD.

Are we using whole numbers when we evaluated our staff?


Questions Posted from Oct 28 Training

Are you looking for process or specific examples in the narrative to support the score?

We are looking for specific examples of what an employee does or doesn't do to support the score for the specific pillar.

If you have a grant that does not allow bonuses to be awarded, is this considered a bonus?

No, this is not a bonus.

Last Updated: 6/26/15