Employee Recognition Plan & Policy by OECS Commission

EMPLOYEE RECOGNITION PLAN & POLICY 2018

CONTRIBUTORS Total Reward Focus Group 2018

TABLE OF CONTENTS What is Employee Recognition?

Who gives recognition?

Morale

The Employee Recognition Committee

Introduction

Committee members

Participation

Frequency of Meetings

Thank You Wall

Overview

Modality

Sensitization

Guidelines

Bravos Purpose The Spot Bonus Award Plan

8 8 9

Purpose

Eligibility

Procedures

Employee of the Year Award

Purpose

Legacy Award

Purpose

Criteria

Scoring Criteria

Unit Awards

Eligibility

Criteria

Selection Process

WHAT IS EMPLOYEE RECOGNITION? Employee Recognition is one of the tools used by our Organisation to recognise the contributions, behaviours and achievements of our employees, that supports the development of the organisation. Employee Recognition supports the retention philosophy of the Commission which promises to recognise excellence and provide incentives for growth.

WHO GIVES RECOGNITION? Recognition is commonly expected from supervisors by employees, but it is not exclusive to management. It can be given by anyone. Peers to peers within and without Divisions Management to employees Senior leaders to each other Peers to Management A healthy recognition culture is an achievable goal for our organisation and it benefits everyone.

MORALE An active recognition programme also serve to improve employee morale, inspire greater productivity, creativity and overall satisfaction. Showing appreciate for an employeeâ&#x20AC;&#x2122;s contribution is a great way to boost morale.

THE EMPLOYEE RECOGNITION COMMITTEE INTRODUCTION The OECS Commission recognition committee will be made up of not more than 7 members, who will preside over all cases of recognition within the Commission. The committee members will be held to the highest level of confidence and manage each nomination with care.

COMMITTEE MEMBERS The committee will comprise of one representative from the following Units/Divisions: HRU, ODG, Legal, DDG, Social and Sustainable Development, EARI and Environmental. The committee members should be represent different levels and specialisms across the organisation.

PARTICIPATION At least 5 members of the Committee must be present in order to proceed. If a member of the committee has been nominated for an award, this member must excuse themselves from the process.

FREQUENCY OF MEETINGS Meetings will be held every quarter, coinciding with theâ&#x20AC;¦

AN ANALYSIS OF SOCIAL MEDIA CAMPAIGN JAN - MARCH 2020

THANK YOU WALL OVERVIEW The OECS Commission “Cheers to Peers” virtual peer to peer recognition platform will provide an opportunity to recognize employees for valuable contributions to the organisation and wider community. Employees will be able to give instant, recognition to their peers contributions, milestones, or achievements in a company wide public forum. Some acts of recognition could include: Recognizing the exemplary performance of individuals or teams Recognizing voluntary contributions to communities, schools, etc Acknowledging creativity and innovation in the workplace Exemplifying the organisation’s core values SAMPLE:

BRAVOS PURPOSE To recognise and celebrate employees who “live” the orgasization’s values and beliefs. It is an easy way to recognise your peers for leading the way and going above and beyond. Peers can recognise each other awarding them with a virtual token.

THE SPOT BONUS AWARD PLAN PURPOSE The OECS Commission Spot Bonus Award Plan is to provide immediate and visible recognition to employees who have accomplished extraordinary achievement in the workplace. It is also a means for the organisation to promote productivity. Some achievements might be described as follows: Contributions that have an unusually significant positive impact on department or Commissionâ&#x20AC;&#x2122;s objectives/brand/image/reputation Extraordinary efforts above and beyond the normal responsibilities of the position.

ELIGIBILITY All permanent and fixed-term employees are eligible to receive spot bonus awards. HOUs, Directors, Independent contractors, temporary employees and interns, whether contracted by the company or through an agency, are not eligible to receive an award.

PROCEDURES Award criteria The Spot Bonus Award is used to recognize employees who have exceeded expectations which significantly impacted the work of the team, unit, cluster or division. The employee contribution must be for an action or accomplishment that is beyond the scope of the employeeâ&#x20AC;&#x2122;s regular day-to-day activities and assignments. For example, the award could be for an employee who uses initiative and creativity to solve a challenging problem. It could also be for a onetime exceptional achievement that might not be otherwise noticed. The Spot Bonus Award is discretionary and not awarded for a situation of consistent exceptional performance. The latter situation is be addressed by means of a merit increase, bonus or promotion. The recommendation for award will be presented to the Human Resource Unit within one week of the event.

Award Process The Human Resource Unit collects all recommendations and submit them to the Employee Recognition Committee. Award is based on merit. Award amount The Spot Bonus Award will be in the amount of XCD500-1,000

SPOT AWARD RECOMMENDATIONS OECS Commission employees with the title Supervisor, Manager, Director or Director General have authority to recommend spot awards for employees. Spot award recommendations may not necessarily be made by the employeeâ&#x20AC;&#x2122;s immediate supervisor. Recommendations must be submitted to the Human Resource Unit for processing, using the Spot Bonus Form in Appendix I. Frequency of Awards Awards should be awarded quarterly following committee meetings. Recommendations must be confidential and the nominees will not be informed unless they are successful.

EMPLOYEE OF THE YEAR AWARD PURPOSE The Employee of the Year Award serves to recognize an employee of the Commission who has demonstrated exemplary performance over the course of the financial year. The factors for consideration are as follows: based on their responsibilities outlined in their job descriptions performance rating appearance on the Thank You Wall Criteria engagement in activities outside their Unit nominated by their peers demonstrates the Spirit of the OECS.

Max Points

Performance

“Thank you” Wall

Nomination

Engagement in activities

outside Unit

Description of Weightings

Spirit of OECS

Total

100

Performance Performance Ratings of 3.0 and above will receive full 25 points. Performance Ratings of 2.5 - 2.9 will receive 20 points Performance Ratings of 2.4 -2.8 will receive 15 points Performance Ratings of 2.-2.3 will receive 10 points “Thank You” Wall One mention on the “Thank You” Wall will earn candidates 10 points Nomination Employees may not nominate themselves nor persons from their Units. The top five persons nominated will receive 40 points. The second 5 will receive 30 points, and the remainder will receive 20 points. Engagement in activities outside of Unit

Based on evidence provided from the Nomination Forms, candidates will receive 15 points. Spirit of OECS This criteria is based on the Bravos and Kudos mentioned above.

LEGACY AWARD PURPOSE This award is to recognize a seminal piece of work, which emanated from the Commission and has had a lasting impact or made a significant contribution to the work of the organisation or wider OECS region. This work has made a lasting impression or will permeate directly to the Commission or the citizens of the OECS region.

CRITERIA

1 2 3

Tenure a. The Employee will receive full 20 points if they worked for 5 years or more b. The Employee will receive full 10 points if they worked for 2-4 years

Impact of Work a. This will be assessed based on the quality and content of the testimonials submitted

Nomination a. Based on the frequency of submissions, points will be awarded in the following manner

b. First 2 nominees with most votes, will receive the full 20 points. The balance of nominees will receive 15 points

SCORING CRITERIA Criteria

Max Points

Tenure

Impact of Work

Nomination

Total

100

UNIT AWARDS This award is to recognise the Unit which most exemplifies a sense of comradery, efficiency and a sense of duty.

The awardee is selected via questionnaire.

ELIGIBILITY Every Unit is eligible to participate in this award.

CRITERIA No Unit may consider itself in the response. Each Unit will make one submission. And each team member must sign the Unitâ&#x20AC;&#x2122;s submission to provide evidence of team decision.

SELECTION PROCESS The Units will be provided with a few questions (via online mechanism) and the Units receiving the most favorable responses will be declared the winner.

APPENDIX I SPOT BONUS AWARD FORM

EMPLOYEE NAME:

DIVISION:

JOB TITLE:

UNIT:

REWARD AMOUNT: ($500-$1000)

Reason for award: Please describe the nominee’s accomplishments or contributions relating to this award. Illustrate how this accomplishment is outside of the nominee’s role and responsibilities.

We would like to recognize and thank xxx for her contribution and countless hours spent on the xxx. Her dedication and role as the xxx is key to the success of this important initiative, and very much appreciated by the leadership of this program. xxx has spent significant number of hours over the last several months (including off hours and weekends) to ensure timelines and business objectives are achieved. xxx knowledge and willingness to get the job done at all cost, is invaluable to the continued success of this program. Cost Saving to the Commission… For Manager only:

Nominee has satisfactory evaluations from prior year _____yes _____no

NOMINATED BY: _________________________________ (Name)

_________________________________ (Signature) (Date)

APPROVED BY: ___________________________________ (Department Chair/Supervisor)

_________________________________ (Dean/Cabinet Officer/or VP)

___________________________________ (Signature) (Date)

_________________________________ (Signature) (Date)