HR Notes - Merit Distribution - Guidelines for Implementation - 2006


Published: 7Sep2006

The attached Assessment Guidelines for the Award of Merit will assist you in the determination of an employee's level of performance and corresponding merit award. Performance dialogue must be completed for all employees for the period under review and this evaluation documented.

As a result of feedback received from academic and administrative and support staff, the definitions covering the six (6) levels of performance, which range from "Exceptional Performance" to "Unacceptable Performance," have been slightly modified. The "Exceptional Performance" and "Excellent Performance" categories are limited to thirty percent (30%) of employees.

Merit recommendations are forwarded to the Dean of the Faculty or senior administrative head for review. Written justification must be provided for recommendations in the "Exceptional Performance" and "Excellent Performance" categories.

It is essential that employees evaluated as "Performance Requires Improvement" (year 1) receive a performance improvement development plan.

1. Guidelines

The reference period is June 1, 2005 to May 31, 2006. Employees must have been at work at least sixty (60) working days during the reference period.

A base lump sum merit award is attributed to each level of performance within a salary grade, in accordance with the attached matrix.

An employee who is at or above their salary scale maximum will be eligible for a non-base merit award. It is to be noted that the University and the employee will make contributions to the pension plan on this amount.

Employees with a secured "M" classification who are appointed to a position in the MUNACA bargaining unit are eligible for the merit award.

A member of the MUNACA bargaining unit who was promoted to a management ("M") position before March 6, 2006 is eligible for the merit award. If the promotion occurred on or after March 6, the employee will receive, in lieu of merit, the 2.5% increase attributed to members of the MUNACA bargaining unit.

A member of the MUNACA bargaining unit temporarily assigned to a management "M" position or an excluded C, T, or LA position is not eligible for merit.

Employees hired during the reference period (June 1, 2005 to May 31, 2006) are eligible for merit, as long as they have worked at least sixty (60) days within the reference period. The merit award which newly hired employees may receive will be reduced by two percent (2%) of the employee's salary, after the across-the-board increase has been applied.

This reduction in the merit award is to compensate for the Summer Friday program. In the event that an employee has insufficient merit to compensate for the Summer Friday program, the outstanding balance will be carried forward to the next merit exercise.

The merit distribution policy does not apply to employees hired into management ("M") term positions.

2. General Information

Level 1 – Merit award recommendations

Minerva will be available on September 15, 2006 for the input of merit award recommendations. Entries on Minerva must be completed by September 29, 2006. All faculties and departments must complete this first level of the process before September 29. The level 1 Minerva application will no longer be available after this date.

Level 2 – Vice-Principal approval

Approval at the Vice-Principal level will be done through a different application on Minerva. Entries must be completed by October 20, 2006. Faculties and departments must be advised of any change that is made to the merit award recommendations that were submitted at level 1.

Under no circumstances should employees be informed of their merit award until final approval has been given by the Department of Human Resources.

Salary increases are effective December 1 and will be reflected in the pay cheques of December 15, 2006. Employees will be able to see the confirmation of their new salary on Minerva. There will be no paper confirmations.

Any questions concerning merit distribution should be addressed to Salary Administration (Johanne Bellefleur at 2681 or Jérôme Fradette at 1558).

Robert Savoie, Executive Director