The annual performance evaluation process for staff members takes place between January 1 and March 31 of each year. As the evaluation season approaches, we would like to provide an update regarding the 2014 APS process.
Following much discussion over the past year involving the Total Compensation Committee and our administration, the College has renewed its commitment to “pay for performance”. Accordingly, we will continue the practice of assessing job performance over the past year and determining an overall performance designation associated with each staff member’s eligibility for a pay increase.
In support of feedback over the past year, Human Resources will be assisting staff and supervisors to clarify what it means to meet or exceed performance expectations. Additionally, the APS will include an assessment of managers’ and supervisors’ performance with regard to working with direct reports and key stakeholders on effective communication, working relationships, work load prioritization and performance management.
The 2014 form is located at http://www.middlebury.edu/offices/business/hr/staffandfaculty/evals. As in past years, supervisors will be required to schedule an APS meeting with each of their staff members. Supervisors are responsible for assessing the staff member’s job performance over the past 12 months and determining an overall performance designation. They are also responsible for working with the staff member to determine goals and needs for ongoing support for the upcoming year. Staff members are responsible for completing their self-assessment and are encouraged to provide information to support their view on their own job performance. Staff members should also identify their goals and needed support for the next year.
Open workshops for supervisors and staff will begin in January. These sessions will review the overall process, share best practices for effectively collecting and summarizing performance information, and introduce a new tool to help clarify what it means to meet or exceed expectations. Workshop dates, times and locations are forthcoming later in December.
In the meantime, individual support is available to all supervisors and staff members and department specific consulting and training is available upon request. Feel free to contact the Human Resources “APS Hotline” with any questions – extension 5465, option 1.
An announcement from Patrick Norton, Vice President for Finance and Treasurer
As members of Middlebury, all of us, regardless of position, share the responsibility to promote a culture of integrity. To help accomplish this goal, we have recently installed a new phone and Internet-based ethics reporting system managed by EthicsPoint. Serving more than 2,000 organizations world-wide, EthicsPoint is committed to helping organizations like ours by facilitating the reporting and identification of issues that are inconsistent with our policies.
We hope you feel comfortable bringing potential ethical issues or concerns to your supervisor. But we understand that this is not always the case. This new system provides an alternative channel for you to communicate your concerns confidentially and anonymously. We have partnered with EthicsPoint to manage the reporting system for us. They have gone to great lengths to ensure that reports entered in the system are completely confidential.
You can access EthicsPoint from the Quick Links menu located at the Middlebury or Monterey Institute of International Studies homepages.
When you use the EthicsPoint Reporting System, you can report misconduct that you observe, or gain clarity on whether or not something is cause for concern. You have my commitment that all reports will be reviewed and responded to in a timely and appropriate manner.
Please refer to the attached information for details regarding the EthicsPoint Reporting System and for instructions on submitting concerns or questions via the phone or the Web http://www.middlebury.edu/offices/administration/vpfin/controller/ethics. The EthicsPoint Reporting System is designed for reporting matters of a financial nature, Human Resources related incidents, and issues related to workplace safety. Please note that harassment and discrimination should be reported using the existing policies and procedures outlined in the College Handbook. Middlebury values your opinions. I encourage you to use this system to report any issues or concerns you feel are appropriate. If you have any questions about the EthicsPoint Reporting System, please contact Laura Carotenuto, Manager of Employee Relations, at extension 2012 or via e-mail at firstname.lastname@example.org.
Annual performance evaluations for staff members should be completed and returned to the Human Resources office by March 31, 2013. Two versions are available for use: a web form that allows for completion electronically or a Word version that can be printed and completed by hand. The Annual Performance Summary forms and reference guide can be found at the following link: http://www.middlebury.edu/offices/business/hr/staffandfaculty/evals.
The Annual Performance Summary process provides staff members and their supervisors with the opportunity to share their perspectives about the staff member’s job performance over the past year and to agree on goals and needs for ongoing support for the coming year. The process also requires supervisors to determine an overall performance designation associated with each staff member’s eligibility for a pay increase. Please note that designations of “exceeded job performance expectations” require prior VP approval.
Please feel free to call Human Resources at extension 5465, option 1 with any questions regarding the 2013 process.
The Human Resources office is pleased to once again offer on-site flu vaccinations for employees of Middlebury College. An open clinic will be held on Wednesday, September 26, from 8:30 a.m. to 10:30 a.m. in Mitchell Green Lounge. Pre-registration is not required. Given that there are ample supplies of the vaccine this year, we do not anticipate long wait times.
The cost will be $25 per vaccination, payable by check only to “Middlebury College”. Cash, debit cards and/or credit cards will not be accepted. Receipts will be provided should one wish to submit the expense to one’s insurance for partial reimbursement. Please complete a consent form (http://go.middlebury.edu/flu-shot-consent) in advance and bring it with you on September 26th.
The clinic will be staffed by Marble Works Pharmacy. See the information statement (http://go.middlebury.edu/flu-shot-info) for details from the Department of Health and Human Services and the Centers for Disease Control and Prevention (CDC) regarding the vaccine. Please contact your primary care physician with any questions regarding your ability to receive a vaccine.
Annual written performance evaluations are conducted for staff members between January 1 and March 31 of each year as part of the College’s ongoing performance feedback process. Also part of this process are informal performance evaluation meetings conducted at six-month intervals between the annual written performance evaluations. For most staff, informal evaluation meetings occur between July and September.
The annual evaluation process is designed to give employees and supervisors an opportunity to evaluate work accomplishments and performance during the review period and establish goals and objectives for the future. The informal evaluation provides a valuable opportunity for mid-year feedback, review of the progress in meeting goals, and plans for any necessary adjustments.
Supervisors should be making plans to meet with their staff members to conduct mid-year performance discussions if not already completed. Staff and supervisors should contact Human Resources at ext. 5465, option 2, with any questions or concerns about the performance evaluation process.
The maximum amount of CTO (combined time off) that can be carried into the next fiscal year is capped at 24 days (see table below for maximum hourly equivalents). Any CTO in excess of 24 days will automatically be transferred into your SLR as of June 29, for pay period 13 (6/11-6/24). Please plan accordingly. In order to avoid confusion and ease planning for employees, the CTO max is now applied to the last full pay period in June.
Throughout the year each employee is responsible for managing his/her CTO amounts within the applicable limits. Remember, if you allow your balance to reach maximum during any pay period except the final one of the fiscal year, your excess accrual does not automatically transfer to SLR – instead you will stop accruing and forfeit the un-accrued CTO time. Now is a good time to check your CTO balance in BannerWeb or a recent paycheck stub and plan your CTO use for the next few weeks and the upcoming fiscal year accordingly.
You may also transfer your own CTO at any time. When you report your time via BannerWeb, enter the number of hours you wish to transfer on the web time sheet in the row titled “Transfer CTO to SLR.”
CTO Maximum Amounts
||CTO Maximum in Days
||CTO Max. in hours for employees w/ scheduled 8 hour days
||CTO Max. in hours for employees w/ scheduled 7.75 hour days
|As of the last full pay period of June.
|Any other time
As many are aware, annual performance evaluations for staff members should be scheduled by March 31, 2012. Based upon feedback from last year’s process, the evaluation form has been slightly revised for 2012. Two versions are available for use: a web form that allows for completion electronically, or a Word version that can be printed and completed by hand. The new Annual Performance Summary forms and reference guide can be found at the following link: http://www.middlebury.edu/offices/business/hr/staffandfaculty/evals. You will notice that the primary adjustment is a return to the four-point performance designation scale of the 2010 cycle. Also, although we have eliminated a limit on those identified as “consistently exceeding performance expectations”, managers are expected to achieve a curved distribution of performance designations.
Supervisors are required to schedule an Annual Performance Summary meeting with each of their staff members. The supervisor and staff member are expected to share their perspectives about the staff member’s job performance and agree on goals and needs for ongoing support. The staff member is expected to complete the self assessment and is encouraged to provide information that supports their view on whether they successfully achieved or consistently exceeded performance expectations. The supervisor is responsible for assessing the staff member’s performance over the past 12 months, identifying goals and objectives for the coming year, and determining an overall performance designation associated with each staff member’s eligibility for a pay increase.
It is the supervisor’s responsibility to ensure that the form is completed, that signatures are included, and that completed forms are sent to Human Resources by March 31.
Please feel free to call Human Resources at extension 5465, option 2 with any questions regarding the 2012 process.
Elderly Services Inc. invites you to an informational open house featuring eldercare consultations (local and long-distance), information on caregiving, answers to questions about aging, and tours for prospective participants. Drop by anytime on Tuesday, January 10, between 3 and 5 p.m. or Wednesday, January 18, between 10 a.m. and noon. Harry & Jeanette Weinberg Center for Elderly Services, 112 Exchange Street, Middlebury.
Come alone or bring your elderly relative with you. Call Ellen for more information: 388-3983.
The registration deadline for disaster assistance for individuals and families impacted by Tropical Storm Irene is October 31, 2011. This may include housing repair grants or temporary rental assistance, as well as reimbursement for personal property losses.
Register online at http://www.DisasterAssistance.gov or visit http://go.middlebury.edu/irene-recovery for more information.
If you were unable to attend the flu vaccination open clinic on campus, there are more opportunities! Marble Works Pharmacy will be administering flu shots at their Middlebury location on the following dates:
- Wednesday, October 19 from 9:00 a.m. to 3:00 p.m.
- Monday, October 24 from 8:00 a.m. to 6:00 p.m.
- Thursday, October 27 from 8:00 a.m. to 6:00 p.m.
- Monday, October 31 from 9:00 a.m. to 3:00 p.m.
For more information, call 388-3784 or email email@example.com. Or visit them on the web at: http://www.marbleworkspharmacy.com.