Public x Private Date: June 9, 2008 HALIFAX REGIONAL SCHOOL BOARD Employee Recognition Awards Program PURPOSE: BACKGROUND: CONTENT: The purpose of this report is to inform the Board of the Employee Recognition Awards Program, commencing in the 2008-09 school year. Following the first full year of amalgamation in 1997, retiring employees continued to be recognized in a variety of formal and informal ways. In September 2000, the Board established one formal retirement event to recognize all employees retiring from the Halifax Regional School Board. The recognition event has evolved over the past 8 years and is generally viewed as a significant occasion for recognizing long serving employees. In September 2007, Human Resources staff was asked to carry out some research and obtain feedback from staff on how the Board could enhance its efforts to recognize employees and to make recommendations on an Employee Recognition Program. In November, 2007 with the support of research staff, a survey tool was developed and all employees given the opportunity to respond by December 31, 2007. While the response was less than 800 employees, it was determined by the researchers to be an acceptable rate for completing an analysis and making reasonable conclusions on employees views about employee recognition. Highlights of the survey results are provided in Appendix A. Based on the survey results, it was determined that focus groups would be established to center some discussion and feedback on three areas of employee recognition: 1) a Milestone Program; 2) an Achievement Awards Program; and 3) Promotion & Communication Plan for Informal Recognition. In April, 2008 two employee focus groups were established. The focus groups consisted of 23 employees representing a variety of teaching, non-teaching and management staff. They were provided with survey results and compilation of research information on employee recognition programs from other organizations. Highlights of the focus group feedback are provided in Appendix B. Based on survey results, focus group feedback and research from other organizations it is recommended that the Halifax Regional School Board establish an Employee Recognition Awards Program as outlined in the proposed draft (Appendix C) and would include the following components: (a) Retirement Recognition Event (Currently in place) (b) Milestone Awards (Effective August 1, 2008) (c) Awards of Excellence for Outstanding Contribution to Education ( Commencing 2008-09 school year)
COST: $33,000.00 FUNDING: To work within existing budget for first year implementation. TIMELINE: 2008-2009 APPENDICES: RECOMMENDATIONS: COMMUNICATIONS: From: Appendix A Highlights Employee Recognition Survey Results Appendix B Highlights Focus Group Feedback. Appendix C Employee Recognition Awards Program Appendix D Staffing Numbers Appendix E Awards of Excellence - Advisory Committee Appendix F Awards of Excellence - Selection Panel The Board receives this report for information. To all staff Mike Christie, Director Human Resource Services 464-2000 Ext. 2210 mchristie@hrsb.ns.ca Donna Rowe, Manager Organizational Planning & Development 464-2000 Ext. 2185 drowe@hrsb.ns.ca file: \\atlantis\departments\corporate Services\HR_Services\Employee Recognition date: Revised June 18, 2008
APPENDIX A HIGHLIGHTS Employee Recognition Survey Results The Human Resource Services Department was asked to explore employee recognition programs for the Halifax Regional School Board and make recommendations. With the assistance of the Policy and Research Division an electronic survey was designed and posted on the HRSB intranet in December 2007. An email notice was sent to all staff on December 6, 2007 providing background information and a copy of the survey. A paper copy of the survey was also distributed to NSUPE employees at a workshop on November 26, 2007 as this employee group has limited access to technology. The survey was posted until December 31, 2007. Highlights of the survey are indicated below. Demographics A total of 792 respondents completed the survey. Respondents ages ranged from 18 to 55+ with the largest representation from the ages of 45-54. The majority of respondents were Teachers. 16% of respondents categorized themselves as School Administrators. Personal Importance Overall, when asked to rate how important it is personally, respondents reported that o Feeling a spirit of teamwork and cooperation among co-workers, and o Feeling that their work is valued and appreciated is Extremely Important. These results were similar for Teachers, Non-Teachers and School Administrators. Basis of Recognition Overall, when asked to rate bases for recognition, a majority of respondents reported that recognition for innovation or excellence in one s own work as a basis for recognition is Extremely Important. This result was similar for Teachers, Non-Teachers and School Administrators. Overall the most frequent other bases for recognition reported included: o Extra curricular activities within school and community o Those who make a significant difference in the life and success of students o Not using sick days Forms of Recognition Overall, a majority of all respondents reported a formal letter describing accomplishments, receiving an award, certification or gift and being nominated for an award, certificate or gift was Somewhat Important. Similar results were found for Teachers, Non-Teachers and School Administrators. Overall the most frequent other forms of recognition reported included: o Verbal recognition from administration, Board, peers that is personal and sincere o Cash, bonus pay o Leave with pay based on banked sick time above capped amount Page 1 of 2 - HR Services- Modified June 5, 2008
Methods of Recognition APPENDIX A Overall the highest percentage of respondents rated a Newsletter and Website as Somewhat Important methods of recognition. These results were similar for School Administrators with slightly higher percentages assigned to Newsletter. A smaller percentage of Non-teachers reported that a Newsletter and Website were Somewhat Important methods of recognition. Overall the most frequent other methods of recognition reported included: o Genuine, personal thanks and appreciation o Letter or gesture of support from administration o Financial recognition, bonus pay Sources of Recognition Overall, the majority of respondents reported recognition from an administrator/supervisor is Extremely Important. Both School Administrators and Teachers reported that recognition from an administrator/supervisor and students, respectively, is Extremely Important. A high percentage of Non-teachers reported that recognition from an administrator/supervisor is Extremely Important Receiving Recognition 82.1% of respondents reported they have never received a recognition award from the Halifax Regional School Board. Overall, of those who did report they had received recognition, the most frequently reported forms included: o Letters of thanks, praise o Certificates of appreciation/achievement o Small gift (books, key chains, mugs etc.) Recurring Themes Several recurring themes were identified across all questions and respondent groups: Although some respondents reported they consider formal recognition important, the majority of respondents reported that informal recognition was more important particularly with respect to receiving recognition for efforts in the forms of a sincere, genuine and personal thank-you from administrative or supervisory staff. Of those who assigned importance to formal recognition, years of service was the most frequently reported important basis of recognition, preferably in the form of a pin. It was reported this recognition should be for all staff teaching and non-teaching. Respondents reported that paid leave based on banked sick days and work attendance was an important form/basis of recognition. Page 2 of 2 - HR Services- Modified June 5, 2008
APPENDIX B Report No 08-06-1144 HIGHLIGHTS Employee Recognition Focus Group Feedback On May 1, 2008, a focus group was held with representatives of all employee groups. Two sessions were held the morning session with non-teaching employees and the afternoon session with teachers and school leaders. Each session was broken into 2 small groups for discussion and later reported back to the large group. The topics for discussion were Milestones of Service, Achievement Awards and Informal Recognition. Following are the highlights of the feedback gathered. MILESTONES: All groups felt years of service should be recognized beginning at 5 years. Majority of the groups felt recognition should be given in increments of 5 beginning in year 5. All groups supported an HRSB pin and a certificate/letter as a form of recognition. At 20 years, majority of groups felt there should be more formal recognition. All groups supported a formal dinner and choice of a gift beginning at 25 years of service. All groups felt recipients names should be posted on the Board s website and in a newsletter. ACHIEVEMENT AWARDS: Many ideas were shared. The following were the most common basis for achievement awards: Excellence (i.e. in One s Work, Going Above and Beyond, in Literacy, etc.) Teamwork (i.e. teambuilding, Mentoring team player, team award, team spirit, etc.) Volunteerism (i.e. employee, in-school, community involvement, etc.) Leadership Safety (i.e. safety improvement, safe schools, etc.) Environment All groups supported a selection committee representative of all employee groups to receive nominations submitted by peers and supervisors. IDEAS FOR SHARING INFORMAL RECOGNITION: Promote and enhance the culture of informal recognition within the Board. A toolbox of resources posted on the website was supported by all groups. The ability to review and add ideas was also suggested. It was also suggested that Principals/Supervisors promote and recognize employees through the annual performance appraisal process. Principals/Supervisors to communicate and promote the importance of informally recognizing employees (i.e. through staff meeting discussions, informal events, etc.) Human Resource Services 1 May 1, 2008
Halifax Regional School Board Appendix C EMPLOYEE RECOGNITION AWARDS PROGRAM INTRODUCTION All employees who work in and on behalf of our schools deserve the highest compliments for their contribution to improving the success of our students in the Halifax Regional School Board. A recent opinion survey from employees tells us that it is extremely important that they feel their work is valued and appreciated and that they can make a difference in the life and success of students. The Employee Recognition Awards Program is being established to recognize all employees in a variety of ways for their commitment, dedicated service and talents that support learning and improved student achievement. COMPONENTS Based on survey results, input from focus groups and research about other organizations, the following components form the framework for establishing an Employee Recognition Awards Program: (a) Retirement Recognition Event (b) Milestone Awards (c) Awards of Excellence for Outstanding Contribution to Education PROGRAM DESCRIPTIONS The following descriptions provide an overview of the program components and may be further developed through an Employee Recognition Advisory Committee. (a) Retirement Recognition Event The annual Retirement Event recognizes all employees retiring from the Halifax Regional School Board. The event is normally a reception and dinner where employees, colleagues and their families come together to celebrate and receive recognition and a token of appreciation for their long serving contribution to the Board. (b) Milestone Awards These awards are intended to annually recognize milestones during an employee s tenure with the Board. Commencing in year five, all employees will receive a special milestone pin and every five years thereafter until they reach 40 years of service. Along with a Letter of Recognition from the Superintendent and/or Board Chair, employees reaching 5, 10, 15 and 20 years of service will be presented with their award by their current Principal/Supervisor at a staff meeting or special school/department event. Those reaching 25, 30, 35 and 40 will be presented with their award by the Superintendent and/or Board Chair at a special event which may be a Board Meeting, a Breakfast Banquet/Luncheon or during the Annual Retirement Recognition event. Human Resource Services/Revised June 18, 2008 Page 1 of 5
Halifax Regional School Board Appendix C (c) Awards of Excellence for Outstanding Contribution to Education An Advisory Committee will be selected from a pool of volunteers who have expressed an interest in advising the Superintendent on matters relating to Employee Recognition Programs. The Advisory Committee will consist of six members: the Superintendent, or designate; one representative from teaching staff (i.e. classroom teacher, specialist teacher); one representative from support staff (i.e. secretary, educational program assistant, custodian, tradesmen, library specialist, Student Support Worker, PEG member); one representative from school administrators (i.e. principal, vice principal, dept. head); one representative from board-based supervisory (i.e. coordinator, facilitator, manager, supervisor); and one representative from HR Services who would serve as the Chair. In the first year, a number of committee members will be invited to serve for a two-year term and a number for a one-year term. This ensures continuity for the Committee on a go forward basis when members will be asked to serve for two years. In the first year, the Committee will help establish specific criteria and terms of reference for the implementation of an Awards of Excellence Program. In subsequent years, the Committee will meet to examine results/feedback from any evaluation or assessment completed by HR on Program effectiveness and advise the Superintendent about changes to the program. A Selection Panel will be appointed by the Superintendent and will include the Human Resources Director, two or three members of the public who are leaders in their respective organizations, one teacher and one support staff person. This would be a voluntary appointment for a period of time that would normally not exceed two consecutive years. A Chair appointed from within the Committee will help the panel reach consensus and ensures that all members are involved in the selection process. The selection panel maintains the integrity of the selection process, evaluates all nominations and recommends who may receive the awards to the Superintendent. Recipients are chosen in three categories: Award of Excellence in Teaching, Excellent Support Staff Award, and Excellence in Leadership Award. Recipients will receive the Awards of Excellence to be announced publicly and presented at a special event. Human Resource Services/Revised June 18, 2008 Page 2 of 5
Halifax Regional School Board Appendix C Suggested eligibility and criteria to be reviewed by Advisory Committee: AWARD OF EXCELLENCE IN TEACHING Eligibility: All elementary, secondary and specialist teachers Criteria: Teachers who champion a vision of teaching excellence within the school build strong relationships with students, parents and other staff inspire others to get involved and take action work collaboratively with other staff to improve student learning guide and mentor new teachers and inspire all teachers to pursue new learning contribute to a school culture of inclusion, community and respect demonstrate a contagious enthusiasm for learning make an exceptional contribution to the school community inspire students to take on new challenges and reach their full potential create innovative and challenging opportunities that help students learn connect ideas to students interests and to their lives beyond the classroom is committed to their own professional development and to teaching excellence EXCELLENT SUPPORT STAFF AWARD Eligibility: All school and board based support staff Criteria: Support staff who. show an outstanding commitment to supporting schools and/or students collaborate with others to ensure schools/students get the best possible support show initiative and is resourceful has a positive, helpful and caring attitude contribute to a supportive learning and work environment provide exemplary client service is a role model for other co-workers EXCELLENCE IN LEADERSHIP AWARD Eligibility: All staff including teachers, support staff, school/board leaders or leadership teams Criteria: All staff who develop awareness and attention to issues and concerns that impact the quality of the work and learning environment develop and maintain high levels of enthusiasm, motivation and commitment that enhances learning and the work environment foster a collaborative culture that engages people and creates positive working relationships build a shared vision, in a school or department, that enhances learning and/or the work environment promote a collective responsibility for student success create the conditions for success has been a positive force for change and has improved the school community guide the school or department though challenges and empower people is a role model for others Human Resource Services/Revised June 18, 2008 Page 3 of 5
Halifax Regional School Board Appendix C OTHER Informal Recognition While survey results of employee opinions reported formal recognition to be important, most employees considered informal recognition from their supervisors to be more important, particularly with respect to their efforts in making a difference. As this feedback about informal recognition was a recurring theme, it was seen as important for the Board to promote activities that enhance the culture of recognition in our schools and departments. Human Resource Services will develop an Employee Recognition Toolbox of on-line resources that will be made available to Principals and Supervisors to utilize through myhrsb. The toolbox will include ideas and resources which have been gathered from Principals and Supervisors, research from other organizations, as well as helpful links to appropriate web sites filled with creative ideas and suggestions for informal recognition. Responsibility and Accountability Recognition is a shared responsibility that involves Senior Staff Leaders, Managers, Supervisors, School Principals and their Administrative Teams. An Employee Recognition Advisory Committee appointed by the Superintendent will lend support to the direction of the Employee Recognition Programs and provide advice on such things as communication, implementation, building commitment, achieving and maintaining momentum, and evaluation. Human Resource Services will oversee the administration of the program. Communication Plan Communicating the existence of a recognition program is a critical factor in its success. A communication plan will be developed to create awareness and promote an understanding of its purpose and how it supports the organizational mission of the Board. While all employees will be a target audience for a communication plan, principals, managers and supervisors need to understand their role and how they can impact on the momentum and success of the program. Management Training & Awareness Many school administrators and others who manage people are naturally aware when it comes to the elements of recognition and rewards. However, some may need to acquire skills related to recognizing employees contributions and giving effective feedback and positive reinforcement. Training needs to be provided to all levels of management on stressing the importance of the program and how it can impact on the school/department and Board. The support and commitment from those who manage people and using effective strategies for building momentum are key elements of a successful Program. Evaluation The program should be evaluated on an annual basis in order to ensure the program s goals and objectives continue to be effective. The Advisory Committee may recommend a variety of evaluation strategies (i.e. employee opinion surveys, focus groups) to determine how well the programs are known and received throughout the organization. Human Resource Services/Revised June 18, 2008 Page 4 of 5
Halifax Regional School Board Appendix C MILESTONE PROGRAM ROLLOUT Year One Rollout The milestone program must recognize all employees in the first year of implementation beginning with five years of service. In accordance with the following schedule each employee would receive a milestone pin at a total cost of $12,003.30. Other administration costs (estimated to be $5,000) would include set up fees, supplies, meeting costs, etc. Year 5 9 Five Year Pin 1067 Year 10 14 Ten Year Pin 1166 Year 15 19 Fifteen Year Pin 546 Year 20 24 Twenty Year Pin 443 Total # s & Cost 3222 @ $2.30 = $7,410.60 Year 25 29 Twenty-five Year Pin 332 Year 30 34 Thirty Year Pin 365 Year 35 39 Thirty Five Year Pin 40 Year 40 44 Forty Year Pin 2 Total # s & Cost 729 @ $6.30 = $4,592.00 (includes simulated stone) Total First Year Costs $12,003.30 Subsequent Years While the numbers may fluctuate in subsequent years, the following schedule is based on August 1, 2008 numbers and is a reasonable representation of volume. Estimated go-forward costs would be approximately $6,243.10 for pins and $3,000 for administration and special presentation events. Year 5 Five Year Pin 353 Year 10 Ten Year Pin 363 Year 15 Fifteen Year Pin 140 Year 20 Twenty Year Pin 124 Total # s & Cost 980 @ $2.30 = $2,554.00 Year 25 Twenty-five Year Pin 33 Year 30 Thirty Year Pin 103 Year 35 Thirty Five Year Pin 20 Year 40 Forty Year Pin 1 Total # s & Cost 157 @ $6.30 = $989.10 (includes simulated stone) Total Annual Costs $6,243.10 AWARDS OF EXCELLENCE PROGRAM ROLLOUT The success of an Awards of Excellence rollout will be dependent on a number of factors including communication and promotion to staff and the community, development of web site and tools, training for management and the identification of an Advisory Committee and a Selection Panel. With approval, a project plan will be developed with preparation to commence in September, 2008. Human Resource Services/Revised June 18, 2008 Page 5 of 5
Halifax Regional School Board Employee Recognition Program MILESTONE AWARDS Staff Numbers APPENDIX D Staff Numbers for Implementation Phase (One Time Only) 5-9 Yrs 10-14 Yrs 15-19 Yrs 20-24 Yrs 25-29 Yrs 30-34 Yrs 35-39 Yrs 40-44 Yrs Total CUPE 160 240 84 27 8 12 1 0 PEG 43 9 10 14 9 3 0 0 NSGEU 27 31 31 32 20 9 1 1 NSTU 771 789 345 321 269 321 36 1 NSUPE 66 97 76 49 16 20 2 0 Total 1067 1166 546 443 322 365 40 2 Pin Breakdown 3222 729 3951 Staff Numbers (Recurring) Based on August 1/08 5 Yrs 10 Yrs 15 Yrs 20 Yrs 25 Yrs 30 Yrs 35 Yrs 40 Yrs Total CUPE 78 103 21 13 3 3 0 0 PEG 3 6 5 5 0 2 0 0 NSGEU 10 22 3 15 4 2 0 0 NSTU 247 204 97 77 24 92 20 1 NSUPE 15 28 14 14 2 4 0 0 Total 353 363 140 124 33 103 20 1 Pin Breakdown 980 157 1137 Human Resource Services/June 9, 2008 1
Appendix E EMPLOYEE RECOGNITION PROGRAM Awards of Excellence for Outstanding Contribution to Education Advisory Committee Superintendent s Advisory Committee The advisory committee will be selected from a pool of volunteers who have expressed an interest in advising the Superintendent on matters relating to Employee Recognition Programs. The Advisory Committee will consist of six members: the Superintendent, or designate; one representative from teaching staff (i.e. classroom teacher, specialist teacher); one representative from support staff (i.e. secretary, educational program assistant, custodian, tradesmen, library specialist, Student Support Worker, PEG member); one representative from school administrators (i.e. principal, vice principal, dept. head); one representative from boardbased supervisory (i.e. coordinator, facilitator, manager, supervisor); and one representative from HR Services who would serve as the Chair. In the first year, the Superintendent will call for three committee members to serve for a two-year term and two committee members to serve for a one-year term. This ensures continuity for the Committee on a go forward basis in which members will be asked to serve for a two-year term. In the first year, the Committee will help establish specific criteria and terms of reference for the implementation of an Awards of Excellence Program. In subsequent years, the Committee will meet to examine results/feedback from any evaluation or assessment completed by HR on Program effectiveness and advise the Superintendent about changes to the program. Roles and Responsibilities Year 1 - Implementation 1. Select criteria for Awards of Excellence for Outstanding Contribution to Education in each category as outlined in the report of June 25, 2008 and approved by the Board. 2. Establish eligibility criteria (i.e. permanent, term, minimum length of service, frequency, etc.) 3. Determine the number of nominees to be formally recognized in each category. 4. Establish a schedule for annual nominations and a structured nomination process. 5. Determine the method of announcement and publication of awards including nominees and recipients. 6. Determine the type of special event for presentation of awards. Year 2 - Go Forward 1. Meet annually to review the award categories and their criteria to ensure they continue to be relevant and meaningful. 2. At the request of HR, meet to review any employee feedback or opinion surveys for effectiveness of Awards Program. HR Services-June 18, 2008
Appendix F EMPLOYEE RECOGNITION PROGRAM Awards of Excellence for Outstanding Contribution to Education Selection Panel Selection Panel The Selection Panel will be appointed by the Superintendent and will include the Human Resources Director, two or three members of the public who are leaders in their respective organizations, one teacher and one support staff person. This would be a voluntary appointment for a period of time that would normally not exceed two consecutive years. Roles and Responsibilities 1. The Selection Panel will meet with the Superintendent, or designate, to review the criteria and process for selection and nominate a Chair who will help the Selection Panel reach consensus. 2. The Panel will adhere to the established and published selection criteria as determined by the Superintendent s Advisory Committee. 3. Panel members will receive copies of the nominations and supporting documentation prior to the selection panel meeting. Panel members will be required to individually assess each submission and complete a scoring rubric/summary for each nomination based on specific criteria. The scores will be submitted to HR Services at least 3 days prior to the selection panel meeting. Panellists will receive the aggregated scores for each applicant at the selection panel meeting. The Panel will discuss their ratings against the criteria for each applicant and reach consensus on final ranking of candidates. 4. The Selection Panel will choose the top ranked candidates in each category and forward their recommendations to the Superintendent for final approval. HR Services June 18, 2008