TO:Meet and Confer Employees

FROM:Lisa Freiburger

Cathy Wilson

DATE:August 15, 2012

SUBJECT:Pay for Performance – July 1, 2013 plan

Upon implementation of the compensation study on July 1, 2011, we no longer have automatic step increases for Meet & Confer employees. For any pay change that occurs for July 1, 2013, we will proceed with a pay for performance system. This memo will outline the following areas:

  1. Description of the pay for performance system.
  2. Eligibility for a July 1, 2013 pay increase
  3. Pay for performance increase – how to determine compensation increases
  4. Timeline and process details.
  5. Training information for the July 1, 2013 pay for performance system

a.Description of the pay for performance system.

Performance management is about creating a work environment that helps GRCC meets its goals. Our performance evaluation tool is intended to engage employees and inspire greater employee commitment, clarify roles and responsibilities and hold our employees accountable, and improve the overall performance of GRCC and our goals for student success. The pay for performance worksheet is intended to provide supervisors and EBCO’s a guideline for pay for performance increases, within the context of BOT approved guidelines and our current compensation system for Meet & Confer employees.

Our budget process may include a recommendation to the BOT for a pay increase for our Meet & Confer employees, for the 2013-2014 fiscal year (effective July 1, 2013). The remaining sections of this overview document will explain more about the process for Meet & Confer employees and the work over the 2012-2013 year.

b. Eligibility for a July 1, 2013pay increase.

  1. Meet & Confer employees must have a minimum of six months of employment as a Meet & Confer employee as of July 1, 2013 to be eligible for the pay for performance increase.
  2. Anyone hired prior to January 1, 2013 would be eligible for thepay for performance on July 1, 2013 if they meet the remaining criteria.
  3. Anyone hired after January 1, 2013 will not be eligible for the pay for performance increase.
  4. If an employee is on a Performance Improvement Plan as of May 1st, , they are not eligible.
  5. All supervisors must complete their performance evaluations. Performance evaluations are the basis for the pay for performance increase.
  6. Special notes for eligibility:
  7. Red circled employees (those at or above the maximum of the pay range) are not eligible for increases. If we adjust the pay ranges and if we are able to provide an increase opportunity for red circled employees, we will communicate this in late Spring 2013.

Note: Employees who are near the top of the range may become red circled by hitting the maximum of the pay range. We cannot grant pay increases beyond the maximum of the range.

  • Green circled employees (those employees whose pay may be below the minimum of the pay range). These employees will have documents/appointment letters that will specify pay increases for July 1, 2013.
  • Grantor externally funded employees. BCO’s for grant or externally funded positions must obtain approval from their EBCO prior to submitting any recommendations. (Grants or external funds must support all pay increases). Any increase is dependent on their budgets/funds.

c. Pay for performance increase – how to determine compensation increases

Supervisors will submit completed performance evaluations and pay for performance worksheets to their BCO’s/EBCO’s.

EBCO’s will be provided a spreadsheet (from Human Resources), following the budget development for 2013-2014 Meet & Confer compensation.

EBCO’s will use their available pool of compensation dollars and approve and/or adjust recommendations for pay for performance increases from supervisors.

  1. Timeline and process details
  • We plan to review our current pay ranges for all grade levels in the first quarter of 2013. We will evaluate the market to determine any adjustments to the ranges.
  • Performance evaluations are completed by late May and submitted through your supervisor to the EBCO by June 3.
  • As stated,supervisors recommend to their BCO/EBCO compensation increases for their direct reports via the pay for performance worksheet.
  • Following BOT approval of the 2013-2014 budget on June 17, 2013, the EBCO approves and submits final recommendations to Human Resources by June 24, 2013.
  • Human Resources implements the approved pay increases:
  • All pay for performance increases are added to base pay, effective July 1, 2013.
  • Communication will be created and sent to each employee (supervisor’s copied) regarding their compensation change(s).
  • If an employee does not understand or agree with their pay for performance increase, they will have an opportunity for an appeal discussion.
  • First, a meeting with their supervisor to review the performance evaluation and pay for performance worksheet to review how the increase was determined.
  • If the employee is not satisfied, the employee will be asked to provide a written appeal and will meet with their supervisor and EBCO to review their concerns.
  1. Training information for the July 1, 2013 pay for performance system

Our first two training topic for our updated pay for performance system will be:

  1. What is the new pay for performance system? (Understanding the overview document, updated performance evaluation tool and worksheet components).
  2. Helping employees and supervisors write projects/goals and outcomes for Section I of the performance evaluation.

The training dates for the first topic (M&C Pay for Performance Overview) are:

Wed. Aug. 29 from 9-10:30 AM

Fri. Aug. 31 from 10-11:30 AM

Thurs. Sept. 6 from 11 AM-12:30 PM

Fri. Sept. 14 from 12:30-2:00 PM

Wed. Sept. 19 from 9-10:30 AM

Tues. Sept. 25 from 8:30-10:00 AM

Mon. Oct 1 from 3-4:30 PM

Tues. Oct. 9 from 9-10:30 AM

Wed. Oct 17 from 10-11:30 AM

Mon. Oct. 22 from 9-10:30 AM

Wed. Oct 31 from 2-3:30 PM

Here is a recap of the dates and times set for the Writing Goals & Outcomes sessions:

For Supervisors:

Wed Sept. 5, 2012 from 9-10:30 AM

Tues Sept. 11, 2012 from 8:30-10:00 AM

Mon Sept. 17, 2012 from 1-2:30 PM

Wed Sept. 26, 2012 from 8:30-10:00 AM

Fri Oct. 5, 2012 from 10:00-11:30 AM

Thur Oct. 11, 2012 from 9:00-10:30 AM

Mon Oct 15, 2012 from 3-4:30 PM

Thur Oct. 25, 2012 from 10:30 AM-12:00 PM

For Employees:

Wed Sept. 5, 2012 from 11:00 AM - 12:30 PM

Tues Sept. 11, 2012 from 10:30 AM-12:00 PM

Mon Sept. 17, 2012 from 3-4:30 PM

Wed Sept. 26, 2012 from 10:30 AM - 12:00 PM

Fri Oct. 5, 2012 from 8-9:30 AM

Thur Oct. 11, 2012 from 11:00 AM - 12:30 PM

Mon Oct 15, 2012 from 1-2:30 PM

Thur Oct. 25, 2012 from 8:30-10:00 AM

You may register for these sessions via

Further topics that we will be developing and delivering during the second and third quarter of this fiscal year include:

  • Helping supervisors differentiate between the rating categories (provide scenario/role play).
  • Helping supervisors write comments that clarify expectations.

We anticipate other training topics will arise. We will develop and deliver as needed!

THANK YOU!

We’d like to recognize and thank the members of the Meet & Confer Advisory Committee who have spent many hours on this pay for performance topic. We appreciate your great work, your thoroughness, and your work to gather input from our Meet & Confer employees!

Meet & Confer Advisory Committee: Mike Kidder, Mary Hofstra, Don VanOeveren, Becky Bailey, Jessica Berens, Mansfield Matthewson, Heath Chelesvig, MaryBethBeighley and Cathy Wilson

We anticipate that we will continue to evaluate and improve this process on an annual basis. As always, we will be transparent and communicate frequently regarding the pay for performance system.