I. INTRODUCTION: A. Scope: B. Policy Statement:

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1 DISTRICT 19 COMMUNITY SERVICE BOARD EMPLOYEE RECOGNITION PROGRAM I. INTRODUCTION: A. Scope: This Administrative procedure provides basic guideline for the administration of the District 19 Employee Recognition Program and is applicable to all District 19 Staff. B. Policy Statement: 1. Employee of the Month It is the policy of District 19 to encourage all employees to fully participate in providing the best service to our customers, thereby, making District 19 The Choice Agency Through Excellence in Public Service. To this end, District 19 will recognize Staff who demonstrates the following but not limited to: Individuals who demonstrate exceptional customer service. Exemplary performances both in the employee's own responsibilities as well as service beyond assigned duties. Established record of significant achievement sustained over a period of time. Continuous improvement Continuous leadership in the conduct or improvement of District 19 programs, services or operations. Contributing to positive customer relations by offering helpful and friendly assistance which can serve as a model for other employees. Initiating productivity enhancements Innovative and/or creative ideas that might contribute to the efficiency and/or effectiveness of a disability unit or service. Ideas that might contribute to the resolution of a difficult problem or a method which would improve department output or quality of work. Being innovative/creative Distinguished service and meritorious contributions within the department or agency and/or the Mental Health profession. Contribution at the agency, State or National level that have had a significant influence on the agency. i.e., brought recognition to the department or agency. Extensive REVISED 02/2016 1

2 contribution to the department or agency's special groups or committees, etc. Excellence in safe work practice Outstanding concern for the welfare of others which has led to an improved work environment. Identifying loss prevention methods Identifying a process improvement Exemplifying District 19 excellence in Public Service Activity fostering cooperation and harmony; making the department or agency a more humane place to work. Successful use of human resources with fairness, respect and equal opportunity. Identifying areas of monetary savings. 2. Recognition of Teams District 19 also recognizes the importance of teamwork and will recognize those teams who demonstrate exceptional performance. A Team is two or more staff members from the same program or two or more staff members from different programs who uniquely work together to result in positive consumer, agency, or community outcome. Team Recognition will be awarded quarterly. Nominations for Team Recognition must be made by a director and each team member s contribution should be clearly stated. Recognition will be voted on by the Leadership Team only and will not come through SAC. There will be no Team of the Year. C. Responsibilities: Award for Team Recognition will be: Modest lunch for the team, extended to two hours. Group Picture Certificate Leadership Team: Has the overall responsibility for this program. Assists departments in the interpretation and execution of this program. REVISED 02/2016 2

3 Reviews the program to incorporate changes as necessary. Disability Directors: Use this policy as a guideline to develop recognition program within their departments which are tailored to the need of their employees(department Employee of the Month). Ensure that recognition is fairly and uniformly administered based on performance. Ensure that deserving employees are recognized in a timely manner to enhance the impact of the recognition. Staff Advisory Committee: SAC provides status reports to the Leadership Team. SAC monitors, schedule and ensures the functionality of this program. SAC maintains the custodial care of department nomination records. SAC and Leadership Team makes selection of District 19 Employee of the Month and Employee of the Year from submitted department nominations. Supervisory/Managerial Employees: Assist Department Directors in ensuring that employees receive appropriate nomination/recognition. Co-workers: Can recommend to Supervisors co-workers for recognition. REVISED 02/2016 3

4 II. RECOGNITION GUIDELINES (Employee of the Month/Year): A. Criteria: There are numerous reasons for recognizing employees. They include, but are not limited to the following: Individuals who demonstrate exceptional customer service Continuous improvement Initiating productivity enhancements Being innovative/creative Excellence in safe work practice Identifying loss prevention methods Identifying a process improvement Exemplifying District 19 excellence in Public Service Identifying areas of monetary savings B. Recognition Principles: Many employees deserve some form of appreciation throughout the year, even if only a verbal or written thank you from a supervisor. In order for recognition to be meaningful it must be linked to desired behavior and be timely. Appropriate public recognition can enhance its impact, e.g. at an all staff meeting, Newsletter publishing or Newspaper reporting. Generally, the nature of the reward is less important than the gesture of recognizing the employee. Recognition should take into account what is meaningful to the person being recognized. Every employee has a responsibility to ensure that actions which merit recognition are brought to the attention of a supervisor. Recognition should never become an entitlement or expected compensation. REVISED 02/2016 4

5 Recognition of any type must be fairly and equitably spread throughout the agency. Both team and individual recognition are important. For cross-functional, inter-departmental teams, department directors/office administrators must ensure that any rewards and recognition given is consistent and equitable for all team members. C. Types of Recognition: There are a variety of ways to recognize employees. Examples: Thank you notes Nomination for Employee of the Month Nomination for Employee of the Year Name/picture on bulletin board Pass along compliments from others Letter of Appreciation Memo to supervisor and director on performance of employee with copy of memo to employee Certificate for various accomplishments Spruce up work area Positive Reports of Performance Recognition at staff meetings Verbal recognition Parking space Certificate of recognition from peers Monetary stipend Recognition should be commensurate with the reason it is being given. In determining the type of recognition, the behavior being encouraged should be identified and the reward should be meaningful to the recipient. D. Documentation: All forms of recognition, other than peer recognition should be documented for placement in the employee's official personnel file in HRM. Peer recognition documents may also be included in the employee's file. Documentation can be forwarded to HRM at the time of recognition, or may accompany the employee's annual performance evaluation. Multiple small awards may be summarized in a memorandum. Documentation should contain the following: REVISED 02/2016 5

6 Name or names of all employees recognized; Form of recognition; Employee's action or activities that warranted recognition; and Dates that actions occurred and that recognition was given. E. Timeliness of Recognition: Every attempt should be made to recognize employees as close as Possible to the action for which they are being recognized. Recognition loses its impact the longer it is delayed. STAFF ADVISORY COMMITTEE RECOMMENDATION: Monetary Forms of Recognition: The Staff Advisory Committee, recommends the following awards for full time, regular hourly and PRN employees selected as Employee of the Month and Employee of the Year: Employee of the Month - One Day off or One Day's Pay (total of 7 hours). Employee of the Year - One Day off + One Day's Pay (total of 14 hours). Other awards for the above selected employees include: A designated parking space for 1 month for the Employee of the Month A designated parking space for 1 year for the Employee of the Year. A photo and news article of the employee in the District 19 Newsletter/ local Newspaper. REVISED 02/2016 6

7 DISTRICT 19 COMMUNITY SERVICE BOARD EMPLOYEE RECOGNITION NOMINATION FORM NOMINATION PROCESS: All full time, regular hourly and PRN employees are eligible to be nominated. Any full time, regular hourly and PRN employee may make a nomination using the form provided for this purpose. Anonymous nominations will not be considered. Divisional Department Employee Recognition Nominee (Include Department Name, Employee Name): Note An attached Success Story Summary Sheet may replace the narrative portion of this form Exceptional Contribution Made: (describe in detail; attach documentation as needed) Benefits of Contribution: (focus on customer satisfaction, cost/time savings and quality improvement, etc.) Recommend: Employee of the Month Employee of the Year Nominating Person: Date: REVISED 02/2016 7

8 DISTRICT 19 COMMUNITY SERVICE BOARD TEAM RECOGNITION NOMINATION FORM NOMINATION PROCESS: Nominations can be made only by a Director, and should include two or more staff members from the same program or two or more staff members from different programs who uniquely work together to result in positive consumer, agency or community outcome. Team Recognition Nominees (Include the names of at least two employees and their program): Exceptional Contribution Made: (describe each employee s contribution in detail; attach documentation as needed.) Benefits of Contribution: (focus on customer satisfaction, cost/time savings and quality improvement, etc.) Nominating Director: Date: REVISED 02/2016 8