2017-2018 Merit Program Guidelines

For appraisal year 2016-2017

General Merit Eligibility Requirements

  • PSS: New non-represented 99 and K3 employees hired on or before November 1, 2016 and non-probationary by April 30, 2017
  • MSP employees hired on or before January 3, 2017
  • Employees with a completed appraisal and a rating of “Fully Achieved Expectations or better
  • Employment Appointment types of Contract (PSS and MSP), Floater, Per Diem and Limited Term are excluded

Inter-campus transfers

  • PSS: eligible if they were non-probationary at their former location, there was no break in service, and transferred on or prior to April 30, 2017.
  • MSP: eligible if they were in a career appointment as of January 3, 2017, there was no break in service, and transferred on or prior to April 30, 2017.

Employees at the maximum of the range: TBD pending notice from Office of the President

Appraisals:

Review period – May 1, 2016 – April 30, 2017

User support in the form of online user guides and other on-demand training materials is also available at http://P4P.ucdavis.edu

  • The top-tier ratings (Exceeds Expectations and Exceptional) have been collapsed into one rating (Exceptional) that speaks to performance above and beyond the responsibilities outlined in your position description. The rating Fully Achieved Expectations reflects employees who are fully contributing to UC Davis. Visit the website for more information on the new four-point rating scale

Calibration:

This is the process in which top level performance and performance ratings are discussed and normalized within a group. The conversations determine what differentiates a top performer from one who fully achieves expectations. The outcome of implementing this process will be to drive greater consistency in the rating process across the school, college or division. Each school, college or division has the flexibility to construct this process in the way that is most effective for them.  However, we recommend the adoption of the calibration principles listed below.

As a reminder, calibration discussions should occur when the appraisal is in the draft stage and has not yet been shared with the employee.

  • Within each school, college or division, an individual or group of individuals at the leadership level takes responsibility for coordinating and communicating the calibration and merit distribution process
  • Supervisors and managers within that school, college or division are directly engaged/involved with the calibration process

Distribution/Application of Merit:

This is the process in which the merit dollars/amounts are applied to individual employees based on performance. Each school, college or division has the flexibility to construct this process in the way that is most effective for them. We recommend the adoption of the distribution principles listed below.

  • No across-the-board distribution. There is differentiation in the application of merit dollars
  • The only factor considered in the application or distribution of merit funds is annual performance (e.g. equity and/or placement in the range/market are not considered)
  • Application of dollars/merit is consistent across performance ratings
  • Supervisors are informed about the merit application process outcomes prior to communication with individual employees

Please see the UC President’s letter to the chancellors dated April 17, 2017 for advice on best practices related to linking pay to performance.

Merit Pool and Effective Dates

  • Merit pool – 3% of the salaries based on the eligible staff within the unit as of March 1, 2017.
    • Davis HR to provide non-represented 99s roster and salary budget on April 26, 2017.
    • The provost, deans and vice chancellors are responsible for ensuring merit allocations stay within total salary budget consistent with the target provided by HR
  • Merit decisions must be returned to HR on or before June 9, 2017
  • Merit effective dates
    • Monthly employees: July 1, 2017. Merit increases will appear in the August 1, 2017 earnings
    • Bi-weekly employees:  June 18, 2017. Merit increases will appear in the July 12, 2017 earnings. Additional instructions will be provided to College/Division merit contacts.

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