Employee Recognition Program

These guidelines provide a general framework for implementation of the External Affairs Employee Recognition Program.

Purpose:

• Recognize and reward significant achievements and contributions.
• Acknowledge outstanding individual and team performance.
• Commend staff for dedicated years of service.

Eligibility:

• Career and limited appointment employees.
• Contract employees whose contract allows participation in the University award program.
• Represented employees of bargaining units whose contracts allow participation in the University award program.
• Employees demonstrating ongoing satisfactory performance in their current positions.

Types of Awards:

• Incentive Awards
  -Achievement Awards
  -On-the-Spot Awards
• Quality Service Awards
• Length of Service Awards
• Retirement/Farewell Awards

---

Incentive Awards

Achievement Awards

External Affairs would like to recognize and reward significant achievements and contributions, as well as acknowledge outstanding individual and team performance.

Process:

• Individuals are nominated by supervisors and above, taking into consideration other recommendations.
• Any time during the fiscal year; close proximity to the performance/contribution being recognized.
• Nominations should be submitted through SuperTools.

Award/Amount:

• An employee will receive a cash award; total incentive awards not to exceed 10% of annual salary within a fiscal year.
• The Assistant/Associate Vice Chancellor must approve all award nominations and amounts.
• The Vice Chancellor retains final approval authority for all award nominations and amounts.

Presentation:

• One-on-One
• Unit/department meetings

Funding:

• Incentive Awards will be funded by unit/department pools and/or nominating unit/department if different.

On-the-Spot Awards

External Affairs would also like to acknowledge outstanding individual performance “on-the-spot” .

Process:

• Individuals are nominated by supervisors and above, within unit, department, or cross-departmentally.
• Approval is required by the nominated employee's supervisor and the nominating supervisor's AVC if different.
• Nominations should be submitted through SuperTools.

Award/Amount:

• An employee will receive a cash award in the amount of $150; total incentive awards not to exceed 10% of annual salary within a fiscal year.

Presentation:

• One-on-One
• Unit/department meetings

Funding:

• On-the-Spot Awards will be funded by unit/department pools and/or nominating unit/department if different.

Top

---

Quality Service Awards

Many EA employees go “above and beyond” to assist customers, donors, volunteers, and fellow colleagues. The EA department encourages recognition of staff who exemplify organizational core values, such as customer service, teamwork, integrity, and quality.

Process:

• Any EA supervisor/employee may acknowledge the work of a subordinate/colleague at any time.
• Nominations may be made within unit, department, or cross-departmentally.
• Approval is required by the nominated employee's supervisor and the nominating employee's supervisor if different.
• Initiate by submitting a Quality Service nomination form to supervisor(s).
• Completed forms should be sent to HRD.

Award/Amount:

• An employee will receive non-cash awards/gift certificates valued up to $75, in $25 increments.
• Gift certificates are redeemed online and sent to employee's home.

Frequency:

• Infrequently, with no one award more than $75, with a cumulative total of not more than $150 in a fiscal year.

Presentation:

• One-on-One
• Unit/department meetings

Funding:

• Quality Service Awards will be funded by/recharged to the unit/department or nominating unit/department if different.

Top

---

Process:

• Recognition should be made within the month of the service milestone with the University of California.

Award/Amount:

 

External Affairs Award:

• A certificate accompanying the debit card will also note the employee's service to the University and will be signed by the employee's Supervisor, AVC, and the VC.
• The denominations of the debit card will increase as the employee's years of service increases.

University Award:

Years of Service	Award Amount
10	UCLA Lapel Pin
15	UCLA Lapel Pin (1 jewel)
20	20-Year Gift Selection
25	25-Year Gift Selection
30	30-Year Gift Selection
35	35-Year Gift Selection
40	40-Year Gift Selection

Presentation:

• One-on-One
• Unit/department meetings

Award Process:

• Employee is presented with University award (beginning at 10 years), EA Certificate, and MasterCard debit card form to complete.
• MasterCard debit card is sent to employee's home.

Funding:

• Length of Service Awards will be funded centrally under the non-cash award policy for service recognition; included as part of the $400 tangible personal property.

Top

---

Retirement/Farewell Awards

EA employees dedicate many years of service and retire/depart from the University. In appreciation, External Affairs would like to recognize retiring/departing employees for their hard work and dedication.

Retirement Awards

Award/Amount:

External Affairs Retirement Gift:

• The EA Bear will be given to a retiring employee after a minimum of five years
  “full-time employment” with External Affairs.

University Retirement Gift:

• Level I Gift Selection – less than 10 years of service
• Level II Gift Selection – 10-19 years of service
• Level III Gift Selection – 20 or more years of service

Presentation:

• At a retirement celebration
• At a general staff meeting

Funding:

• The EA Bear will be funded centrally under the non-cash award policy for retirement; included as part of the $400 tangible personal property.
• University gift is funded by the UCLA Chancellor.
• The cost of light refreshments may be reimbursed for Retirement receptions under the policy on Entertainment (Business and Finance Bulletin BUS-79).

 

Farewell Awards

Award/Amount:

• The EA Bear will be given to a departing employee after a minimum of five years
  “full-time employment” with External Affairs.

Funding:

• The EA Bear will be funded centrally under the non-cash award policy for service recognition; included as part of the $400 tangible personal property.
• Farewell celebrations, lunches, etc. must be funded by participants.

EA Bears and stands will be provided by HRD; unit/department is responsible for the plaque and engraving.

Top