Chapter 10 - Employee Development

City of Redmond Personnel Manual

Chapter 10 - EMPLOYEE DEVELOPMENT

10.10 Performance Appraisals

10.20 Employee Recognition

10.30 Employee Training

10.40 Tuition Reimbursement Program

10.10 Performance Appraisals

(rev. 7/2018)

Purpose

The City aspires to train, promote, and retain the best qualified individuals for every position. In support of this aspiration, in addition to ongoing informal monitoring and feedback regarding each employee’s performance, each supervisor is expected to formally evaluate individual performance at least once each year.

The goals of formal performance appraisals are:

- To provide an opportunity for supervisors and employees to discussthe employee's performance relative to job requirements and to set objectives for future performance;

- To promote professional growth and development of employeesand identify training needs; and

- To provide documentation for personnel decisions, such asdiscretionary wage adjustments and the completion of probation.

Guidelines

Basic Requirements: A formal performance appraisal includes completion and signing of an approved performance evaluation by the supervisor, an interview in which the supervisor provides the employee with the written evaluation and answers questions, and an opportunity for the employee to respond in writing to the evaluation.

Frequency: Employees are evaluated by their supervisors prior to completion of probation and at least once every 12 months thereafter within 30 calendar days of the employee's pay anniversary date.

Employee’s Responsibilities: Employees shall document their accomplishments for the period in review. Employees may also document progress toward accomplishment of goals and/or set written goals for the upcoming review period to be discussed with their supervisor. Employees are entitled to a reasonable period of time to prepare for their evaluation.

Supervisor's Responsibilities: The employee's immediate supervisor completes the performance appraisal form and conducts the appraisal interview on a timely basis. If an employee has worked under more than one supervisor during the evaluation period, then the employee's current supervisor consults with previous supervisors before completing the performance appraisal

Processing of PAN: Within a reasonable period after completion of the performance evaluation, the employing Department shall forward a PAN to the Human Resources Department.

Pro-Rated Appraisals Following Promotion or Reclassification

When an employee is promoted or reclassified, the following occurs with the employee’s performance appraisal:

- The supervisor will conduct an appraisal for the time period from the previous pay anniversary date to the day before the effective date of promotion or reclassification. Any merit or lump sum will be pro-rated for that time periodand based upon the salary prior to the promotion or reclassification.

- If the promotion or reclassification occurs less than one month from the last appraisal, no pro-rated appraisal will be conducted. (For example, the pay anniversary date was completed on June 20 and the promotion was effective July 10. No appraisal for the period June 21 to July 9 will be conducted.)

- The employee’s pay anniversary date is adjusted to the date of the promotion or reclassification and the employee’s appraisal period will be conducted annually thereafter.

10.20    Employee Recognition

(rev. 7/2018)

All Star Awards

The City administers an “All Star” program through which it recognizes employees who have exemplified the City’s values of:

- Commitment to service: We are dedicated to seeking solutions for our community;

- Integrity: We demonstrate sound, honest, truthful and consistent actions; and

- Accountability: We take ownership of our actions and responsibilities.

The City recognizes three types of All Stars:

1. Individual All Stars: These awards are provided annually to employees who have consistently provided an exceptionally high level of service over a number of years or who have made outstanding contributions to the success of the City during a given year. An Individual All Star is one who exerts a positive influence on others, whether fellow employees or members of the public, consistent with the City’s values listed above. Individual All Stars are selected by a vote of the regular and limited duration employees within their department’s division or workgroup.

2. Team All Stars: These awards are provided annually to workgroups of two or more employees that have distinguished themselves by exceptional performance, either on a single project having a significant effect on departmental or divisional operations or consistently high group performance over an extended period of time. Team All Stars are selected by a vote of regular and limited duration employees throughout the City.

3. Supplemental All Stars: These awards are provided annually to supplemental employees who have distinguished themselves either on a single project having a significant effect on departmental or divisional operations or consistently high performance over an extended period of time. Supplemental All Stars are selected by a vote of the regular and limited duration employees throughout the City.

Every recipient of an All Star award shall receive one day off with pay. At management’s discretion, award recipients may also be provided other forms of recognition.

Service Awards

The City also recognizes employees who have achieved significant milestones of longevity.

10.30    Employee Training Policy

(rev. 7/2018)

The City seeks, within the limits of available resources, to offer various forms of training that serve to: develop its employees’, knowledge, skills, and abilities; obtain or maintain required licenses and certifications; and develop staff resources. Training opportunities may include, but are not limited to: on-the-job training, in-house workshops, seminars, or courses offered by other agencies or educational institutions, and programmed learning courses.

Training Plan

A general training program is provided through the Human Resources Department for training courses that are generally applicable to all City employees. Individual departments may develop training programs specific to the vocations and professions within that department. Employees should consult with their supervisors for job training requirements applicable to their particular position.

Non-Exempt Employee Compensation for Training Time

Training during regular working hours: Attendance at training programs conducted during a non-exempt employee’s regular working hours constitutes work and will be compensated. If the training is held away from the City, the employee may also be eligible for reimbursement of travel, meals, and lodging expenses under the City’s per diem policies.

Training outside regular working hours: Training attended by an employee after hours or outside the employee’s regular working hours may be compensable. The “default” is that attendance at approved training is compensable work time. In general, attendance at any training program intended to increase the employee’s efficiency or that is required by one’s supervisor is compensable. On the other hand, if an employee voluntarily attends school or other training outside regular working hours and the training is not directly related to the employee’s current job, the time will not be compensated. Training will not be compensated only if all of the following criteria are met:

- Attendance is outside normal working hours;

- Attendance is voluntary;

- The training is not job related;

- No other work is concurrently performed.

Employees who are in attendance at a police or fire academy or other training requiring an overnight stay are not considered to be on duty during those times when they are not in class or at a training session if they are free to use such time for personal pursuits. Such free time is not compensable.

Questions concerning whether training time is compensable in any given instance should be directed to the Human Resources Department. If the training is held away from the City, the employee may also be eligible for reimbursement of travel, meals, and lodging expenses under the City’s per diem policies.

10.40 Tuition Reimbursement Program

(rev 4-3-23)

Purpose

The Tuition Reimbursement Program (TRP) helps employees access a college level education. The City of Redmond believes that higher education for employees can enhance job skills and support professional development, resulting in improved quality of City services to the community.

Eligibility

Regular employees who have completed their initial new-hire probationary period are eligible to apply for admission to the TRP.

Covered Expenses and Limits

Employees whose coursework has been approved under this program will be reimbursed for 100% of tuition expenses up to the annual maximum per calendar year for job-related associate, bachelor’s, and master’s degree programs, subject to limitations set forth in this policy.

The maximum reimbursement total is $7,500 per year, per employee for 2023 and 2024.

Starting 1/1/2025, the City will set the annual TRP maximum benefit by using the University of Washington’s Undergraduate Tuition Dashboard to locate resident quarterly tuition rates. The annual TRP maximum benefit is determined taking the previous year’s summer quarter “Operating Fee” for 2 credit hours and multiplying by 10. (If this calculation results in an amount less than $7,500, then the annual TRP benefit will be set at $7,500.)

Example: If the UW Summer Quarter 2024 Operating Fee for 2 credits is $775.00, then the 2025 annual TRP benefit will be $7,750.00.

- Reimbursement is made only for courses that earn the employee credit toward their approved degree objective.

- Employees must receive qualifying grades to be reimbursed. A grade of “C” or better is required for associate and bachelor’s degree courses; “B” or better is required for graduate level courses.

- Colleges must be accredited.

- Degrees must be pursued on the employee’s own time.

- Participants are encouraged to seek any scholarships in the form of financial aid that may be available. Reimbursement will be based on the difference between the scholarship and total tuition. Limited scholarship information is available through the Human Resources Department.

Expenses Not Covered

The following expenses are not eligible for reimbursement:

- Tuition for professional school programs in law and medicine

- Non-credit classes;

- Non- job-related degree programs;

- Tuition for classes not completed during employment with the City;

- Books;

- Video or audiotapes, except for approved correspondence courses;

- Parking fees;

- Lab or other class fees;

- School supplies; and

- Any other expenses not included in tuition.

The TRP will also not pay for workshops, seminars, conferences, and professional certifications or for individual college level courses not taken as part of a degree program, although these may be paid from departmental training budgets subject to the department director’s approval.

Administration

The Human Resources Department has primary responsibility for administering the TRP. The Human Resources Director has final approval authority for admittance to the TRP.

The TRP budget will be based on the January 1- December 31 calendar year. Tuition reimbursed will be applied to the calendar year the class was taken.

Example: Reimbursement payments for classes taken in the fall semester that ends in December may not be paid until January. Those reimbursement payments will apply to the previous year’s maximums since that is when the classes were taken.

To allow adequate time for processing in a new year, requests for reimbursements must be received by January 15 for classes taken the previous term.

The TRP program is effective for the January 1, 2023 through December 31, 2024 budget biennium.  The program will be reevaluated by Human Resources every two years via the citywide budget process for continuance into the next biennium budget.

Application Procedures

Employees must apply for admission to the TRP at least 30 days before the start of courses to be taken, regardless of whether they have previously participated in the program. When applying, applicants are required to:

- Complete a TRP Pre-Authorization Form.

- Describe how their degree will benefit the City in the short-term and long-term by:

- Enhancing current job skills by contributing to the development of employee capabilities in the applicant’s present position;

- Supporting professional growth towards career opportunities for another position(s) within the City organization;

- Improving the quality of City services.

- Obtain their supervisor’s approval confirming the job relatedness of their college degree objectives consistent with EEAP standard specified in the previous bullet; and,

- Estimate their course load and tuition expenses for the coming academic year.

Reimbursement Procedures

At the completion of each course, quarter, or semester, participants must submit:

- A TRP Reimbursement Request Form

- A copy of final grade report;

- An itemized invoice from the institution; and

- Documentation showing the amount paid by the employee.

Resolving Problems

Represented employees with concerns regarding specific administrative decisions of the TRP will follow the same steps outlined in their union’s collective bargaining grievance process.

Non-represented employees with concerns regarding specific administrative decisions of the TRP should first endeavor to resolve those concerns with HR through their supervisor.

Non-represented employees unable to satisfactorily resolve their concerns as outlined above may send their appeal to the Human Resources Director and the final decision will be made by the Chief Operating Officer. The decision of the Chief Operating Officer will be final.