ALL ACADEMICS AND STAFF AT UCSD (including UCSD Healthcare)

SUBJECT:    The UCSD 1999-2000 Exemplary Staff Employee
                    of the Year Award Program

The purpose of this Notice is to announce the 1999-2000 Exemplary Staff Employee of the Year Award Program. This Program has been designed to recognize career employees in professional and support staff categories who have demonstrated exemplary service and contributions to the UCSD and San Diego communities. Therefore, all members of the campus community are invited and encouraged to nominate and/or endorse the nominations of their staff colleagues who are deserving of this special acknowledgement. The Exemplary Staff Employee of the Year nomination Form is provided as Attachment A.

A Review Panel of representatives chosen by the Chancellor, Vice Chancellors and the Director of Hospitals will evaluate all eligible nominations and recommend ten award recipients to Chancellor Robert C. Dynes. Accordingly, the ten employees will be recognized as follows: one award of $2,000 for the top "Exemplary Staff Employee" and nine awards of $1,000 for "Exemplary Service." The names of the ten employee recipients will be inscribed on the perpetual plaque that is displayed prominently in the Human Resources Department reception area at Torrey Pines Center-South, Suite 265-A. The names of the ten Exemplary Staff Employees for fiscal year 1999-2000 will be announced in mid-April and awards will be presented by the Chancellor to each recipient during the annual Exemplary Staff Employee of the Year Award Ceremony to be held in early May.

To ensure full consideration, please follow the Guidelines defined below and submit nominations by 4:30 p.m. on FRIDAY, MARCH 3, 2000. Completed nomination forms must be delivered to the campus Human Resources Department at Torrey Pines Center-South, Suite 265-A or forwarded to mail code to 0922. Electronic nominations will be considered, provided that all required materials and personal electronic endorsements from the nominators are received in the Human Resources Department at nominate@ucsd.edu by the deadline.

EXEMPLARY STAFF EMPLOYEE OF THE YEAR GUIDELINES

QUALIFICATIONS:

1. Nominees must be professional or support career staff members, and may be represented or non-represented. Managers and Senior Professionals (MSP), Senior Management Group (SMG), and academics members are not eligible to be nominated for this Program. However, they are eligible and encouraged to nominate and/or endorse professional or support staff members.

2. Nominees must have completed a probationary period, if required.

3. Nominees must demonstrate exemplary performance of activities that are above and beyond the scope of assigned responsibilities. As an example, if the employee's job duties does not include community service, but the employee represented and/or supported the University in community service in an exemplary manner, this would qualify as appropriate for nomination.

4. Satisfactory performance of all assigned job duties is insufficient criteria to be considered for an award.

5. Nominations must include supporting statements. Nominations without supporting statements will not be considered.

SUBMISSION REQUIREMENTS:

1. A Principal Nominator and two endorsements are required for each nomination submitted for consideration.

2. An individual may serve as a Principal Nominator for only one nomination; however, a Principal Nominator may endorse other nominations.

3. All multiple nominations submitted by a single Principal Nominator will be invalidated.

4. The names of nominators will not be revealed and nominating materials will not be returned.

5. Submit only one employee on each nomination form.

6. Narrative statements must not exceed 500 words. Supplemental materials will not be considered.

To enhance the understanding of the Program, Frequently Asked Questions and Answers are provided as Attachment B.

During the nominating period, the Human Resources Department will offer several orientation sessions (including questions and answers) on the campus, at Scripps Institution of Oceanography (SIO), and at UCSD Healthcare's Hillcrest and Thornton Medical Center locations. Reservations are not required for the sessions listed below.

CAMPUS:

Friday, January 21, 2000

Price Center - Santa Barbara/Santa Cruz Room

12:00 Noon - 1:00 p.m.

Wednesday, February 9, 2000

Price Center - Gallery A

12:00 Noon - 1:00 p.m.

Wednesday, March 1, 2000

Price Center - San Francisco/Santa Cruz Room

12:00 Noon - 1:00 p.m.

SIO:

Thursday, January 27, 2000

Scripps Institution of Oceanography (SIO)

Room 4500 - Hubbs Hall

12:00 Noon - 1:00 p.m.

UCSD HEALTHCARE:

Monday, January 31, 2000

UCSD Healthcare - Hillcrest

12:00 Noon - 1:00 p.m.

Location: 9th Floor - Conference Room 309

Wednesday, February 16, 2000

UCSD Healthcare - Thornton

12:00 Noon - 1:00 p.m.

Location: Coral Room

Wednesday, February 23, 2000

UCSD Healthcare - Hillcrest

12:00 Noon - 1:00 p.m.

Location: 9th Floor - Conference Room 309

Monday, February 28, 2000

UCSD Healthcare - Hillcrest

5:00 - 6:00 p.m.

Location: 9th Floor - Conference Room 309

For inquires regarding this Program or to request the scheduling of additional information sessions, please contact the Policy Development and Quality of Work/Life Division of the Human Resources Department at (858) 534-9659 or mailto:jcraig@ucsd.edu.

Attachments

ATTACHMENT A

UCSD EXEMPLARY STAFF EMPLOYEE OF THE YEAR AWARD PROGRAM - NOMINATION FORM

The nominee must be professional or support career staff, represented or non-represented, and must have completed the probationary period, if required. Managers and Senior Professionals (MSP), Senior Management Group (SMG), and academic members are not eligible for this program. We the undersigned nominate the following employee for an award:

________________________________________________________ Nominee's Name/Nominee's Department

________________________________________________________ Payroll Title/Working Title (if known)

Probationary period completed ___Yes ___No

DESCRIBE IN 500 WORDS OR LESS HOW THIS NOMINEE HAS PROVIDED EXEMPLARY SERVICE AND MADE NOTABLE CONTRIBUTIONS OVER AND ABOVE THE SCOPE OF NORMAL DUTIES (FOR EXAMPLE: SAVED DOLLARS, CREATED NEW AND INNOVATIVE WAYS OF PERFORMING TASKS).

DESCRIBE IN 500 WORDS OR LESS HOW THIS NOMINEE'S ATTITUDE AND BEHAVIOR HAVE CONTRIBUTED TO TEAMWORK AND POSITIVE TREATMENT OF OTHERS IN THE DEPARTMENT/UNIT IN WAYS THAT EXCEEDED THE EXPECTATIONS OF THE JOB (FOR EXAMPLE: PARTICIPATION IN SERVICE OR OUTREACH INITIATIVES WHICH REFLECT A UCSD "WE CARE" IMAGE IN THE SAN DIEGO COMMUNITY).

To be considered valid, each nomination must be signed by the Principal Nominator and two Endorsers.

__________________________________________________ Principal Nominator (please print legibly) /Department

(Note: The person signing here may not sign as Principal Nominator for any other nomination.)

___________________________________________________ Signature of Principal Nominator/Area Code/Telephone Number

FIRST ENDORSER:

___________________________________________________ Name of Endorser (please print legibly)/Department

____________________________________________________ Signature of Endorser Area Code/Telephone Number

SECOND ENDORSER:

____________________________________________________ Name of Endorser/Department (please print legibly)

_____________________________________________________ Signature of Endorser Area Code/Telephone Number

Please submit this form by 4:30 p.m. on Friday, March 3, 2000 to the:

UCSD Exemplary Staff Employee of the Year Award Program Human Resources Department, Policy Development and Quality of Work/Life Division Torrey Pines Center-South, Suite 265-A, Mail Code 0922

Please forward electronic submission to: mailto:nominate@ucsd.edu

ATTACHMENT B

FREQUENTLY ASKED QUESTIONS AND ANSWERS

QUESTION ONE: Who is eligible to be nominated?

ANSWER: A nominee must be professional or support career staff, represented or non-represented, and must have completed the probationary period, if required. Managers and Senior Professionals (MSP formerly MAP), Senior Management Group (SMG formerly Executive), and academic members are not eligible for this program.

QUESTION TWO: Can anyone be a nominator?

ANSWER: Anyone can be Principal Nominator on a nomination form. However, individuals may serve as a Principal Nominator on only one nomination form. A Principal Nominator may endorse other nominations.

QUESTION THREE: If I send an electronic nomination (e-mail) should I also send a hard copy of the nomination form?

ANSWER: No. It is not necessary to submit both electronic and hard copy of the nomination form. One or the other is all that is required.

QUESTION FOUR: Who participates on the Exemplary Staff Employee of the Year Review Panel?

ANSWER: The Review Panel membership is comprised of individuals from the Chancellor's Office, each Vice Chancellor's area and UCSD Healthcare. The members are chosen by the Chancellor, Vice Chancellor' and the Director of Hospitals.

QUESTION FIVE: When will the Exemplary Staff Employee of the Year Award recipients be announced?

ANSWER: Award recipients will be announced to the campus community in mid-April. An electronic ALL AT UCSD Notice is the communication method used for the announcement.

QUESTION SIX: Will the review process evaluate the spelling, grammar and punctuation contained in the nomination statement?

ANSWER: No. Nominators should not be overly concerned about their writing styles as the Review Panel's charge is to evaluate the exemplary services and contributions made by the nominee to the UCSD and San Diego communities. Additionally, the above and beyond contributions, services and behaviors of the nominee must be defined clearly, as these are the elements that will be assessed.

QUESTION SEVEN: If a professional or support career staff employee received an incentive award in their department, is that person ineligible for the Exemplary Staff Employee of the Year Award?

ANSWER: Professional and support career staff employees may be nominated for an Exemplary Staff Employee award even if they have received incentive awards or other recognitions in their department.

QUESTION EIGHT: If I have a question about the nomination process, who can I contact?

ANSWER: You may contact the Policy Development and Quality of Work/Life Division of the Human Resources Department at (858) 534-9659 or mailto:jcraig@ucsd.edu

QUESTION NINE: How old is this Program?

ANSWER: The Staff Employee of the Year Award Program was introduced to the campus community in 1985.

QUESTION TEN: Can you provide excerpts from past Employee of the Year nominations to illustrate the Service, Attitude and Behavior achievements which were considered appropriate for nomination?

ANSWER: Excerpts from past Employee of the Year nominations include the following:

SERVICE DESCRIPTION:

Example One - "This nominee holds a very significant and unique position at UCSD and is the sole public liaison of the School of Medicine's Body Donation Program. This program supports not only our own School of Medicine needs for teaching and research material, but has become one of the best (if not the best) Anatomical Programs in the country, supporting educational and research endeavors to the local, statewide, and national scientific communities. This is a success other UC campuses do not hold. The huge success enjoyed by our program is in large part due to the continued public perception that we are a professional institution. This nominee is a big part of the reason UCSD has this public reputation."

Example Two - "This nominee created and enacted an innovative program of contractual custodial services at the Warren Residence Halls. This project successfully raised our level of operational efficiency as well as saving a substantial amount of resources for the department in its first year of operation. In addition, this nominee also spearheaded a new Summer Storage Program for University Housing residents which aimed at extending the range of the department's customer service and providing an increase in income for the departments as well. By taking on the additional responsibility of the recent renovation of the Eleanor Roosevelt Residence halls, this nominee was able to save departmental resources and also prove that the cooperation of the entire department could get the job done both skillfully and ahead of schedule. By reviewing, analyzing, and re-evaluating the removal of trash on campus, this nominee made the task easier and safer for custodians, and also cut down on the cost of trash removal by a tremendous margin. Two additional projects under this nominee's supervision which have saved time, energy and expense are the leasing of a 20-foot container for easier and less costly linen storage, and the making of inexpensive vinyl signs to label rooms and areas throughout the campus."

INDIVIDUAL ATTITUDE AND BEHAVIOR DESCRIPTIONS

Example One - "This nominee's help is not limited to the office, having participated in more than ten oceanographic field cruises from the North Atlantic to the Southern Ocean. This nominee's sensitivity, flexibility, uncommon 'common sense' and good humor in molding travel, data procedures, sample collection and an assortment of people into a well functioning group at sea has been remarkable especially as often half of the field team is volunteers she helps to train. The undergraduates, graduates and other researchers come to rely upon this nominee to provide stability and consistency of purpose in an often-chaotic environment. As a single parent Mom, this nominee's enthusiasm has made her the elementary school's Antarctic contact and educator with classes of students growing up hearing about each year's challenges of long-term Antarctic studies."

Example Two - "Perceptive determination resulted in this nominee's development and acquisition of an AAAS grant to encourage disadvantage youth, ages 13-16, to pursue college achievements in math and science. The grant facilitated academic pursuits at SIO, research aboard a university research vessel, and Supercomputer Center's tours. Wellness seminars and programs attracted 2,500 participants who contributed to successful bone marrow drives; diabetes, vision and blood pressure screenings and educational fairs. Bayview Baptist Church, location of UCSD's first Community Outreach Information Fair, administers the grant. This nominee's efforts illustrate the impact of an individual's reaching back compassionately to support others' forward pursuits of educational achievements while embracing UCSD's Principles of Community of Fostering the Principles in Daily Activities; Supporting Society to Educate its Citizenry; and Valuing Others Humanitarian Community Services. This nominee's assertive interpersonal relations illuminate the Power of One. Many have benefited socially from this nominee's initiative."