| THE | HR NETWORK |
George
V. Voinovich Sandra
A. Drabik |
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HRD > Deputy Director's Office > HRNetwork Newsletter Archive >
| THE | HR NETWORK |
George
V. Voinovich Sandra
A. Drabik |
|
| SECOND QUARTER FISCAL YEAR 1999 |
IN THIS ISSUE
Director's
Letter
Amended Substitute Senate Bill 144
Web Site Update
Employee Evaluations
Lachance v. Erickson
SERB Ruling
Martin Luther King Jr. Celebration
Career Counseling
Training Opportunities
CIGNA Centers
Employee Evaluation Checklist
Direct Deposit
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What an exciting time to work in human resources. Amended Substitute Senate Bill 144, which was passed by the legislature this month, reaffirms our commitment to customer service. It seems that each day we are finding ways to serve our customers more efficiently. I am truly impressed by the services we now provide via the Internet. As you will see, our customers can find volumes of information at their fingertips at any time, from any modem-equipped computer. Some of the best services we offer the employees of Ohio are personal and career development opportunities. I hope that, in the new year, we all urge our employees to take advantage of personal enrichment and career development courses offered by the state. As human resources professionals, I hope you also will consider courses at the new Human Resources University, or enroll in the Ohio Certified Public Manager program. Both programs will prepare us for the new millennium and the changing age of human resources. |
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Amended Substitute Senate Bill 144, which contains a number of changes to the state’s civil service system, was passed by the legislature this month. The bill is expected to be signed by the Governor by the end of the year and will become effective at the end of March 1999. Am. Sub. S.B. 144 is the "clean-up bill" for Amended Substitute Senate Bill 99, which was enacted in September 1995, and further illustrates DAS' commitment to becoming a more efficient, customer service organization. Some of the most significant changes contained in the bill include: Back-up Rights to Classified Service: The addition to ORC §124.11 allows certified employees to be placed in unclassified positions and retain rights to return to their former, or similar, position in the classified service. Experimental Classification Plans: The change in ORC §124.14 allows the Director of Administrative Services to develop experimental class plans for some or all state employees. Reinstatement/Reemployment Qualifications: The changes to ORC §124.327 will require employees who have been laid-off from state service to meet any position-specific minimum qualifications prior to reinstatement or reemployment. Removal During Probationary Period: The change in ORC §124.27 will allow appointing authorities to remove or reduce employees serving in original or promotional probationary periods at any time during the employee’s probationary period. Fines/Working Suspension: The amendment to ORC 124.34 allows appointing authorities to place employees on working suspensions. The working suspension was proposed to address the loss of productivity that occurs when disciplined employees are not working. A working suspension is also an effective way to discipline overtime-exempt employees without the risk of losing the employee’s overtime-exempt status. For additional information, please contact Christine Thompson at 614-728-9494 or via e-mail at christine.thompson@das.state.oh.us. |
| WEB SITES UPDATE |
New Items Added to Web Site
The office of Payroll Administration has recently added the following items to its home page:
Pay Range Tables, Job Classifications by Title and Job Classifications by Class Number. These items must be viewed with Adobe Acrobat Reader, which can be downloaded free off the Internet at http://www.adobe.com.
The Pay Range Tables contain pay tables for all pay ranges in the state. The classification lists include pay rates, collective bargaining units and performance evaluation codes for all classifications used by the state. This information makes up the Classbook, which was distributed earlier this fall to the human resources representative for each state agency.
Classification information may also be obtained on CICSFIN with the PAYC application. An instruction manual for PAYC is located on the office of Payroll Administration home page (look for the On-Line Classifications Manual link [click the link at left to download the file; it is 72KB in size]). Adobe Acrobat Reader is needed to view and/or print this manual, as well.
The following items also have been added to the HRD Web site since the last HR Network was published:
Employee Benefits: Life Insurance Benefits Manual, Dental, Vision Services Manual and Health Care Benefits & Long Term Care Manual
Training & Development: New One-Day Training Courses Catalog
Policy Development: Improved and expanded Innovation Ohio Program site and Topical ADA Archives
Employee Payroll: Latest Payroll Letters
General: Human Resources Web Links
Visit the DAS site at: http://www.das.ohio.gov/.
EMPLOYEE PERFORMANCE EVALUATIONS are a critical human resources tool. They provide a structured method of communicating with employees about their performance. Evaluations clarify performance expectations and measure employees against those expectations. Ideally, evaluations also help employees improve their performance in ways that will support the agency mission, and contribute to work unit and personal goals. In some cases, pay increases, work assignments, promotions and other personnel decisions are based on evaluation results. The Ohio Revised Code and union contracts require that evaluations be completed for most state employees, usually midway through a probationary period, at the end of the probationary period and on an annual basis. In 1986, the Department of Administrative Services, with the assistance of an interagency committee, developed four evaluation forms for exempt state employees and seven forms for bargaining unit employees. Guidelines on how to use the forms and conduct evaluations were also developed at that time. Within the general confines of the law and the contracts, however, agencies may also develop their own performance evaluation systems and forms. Several state agencies have already done this. Some have adapted the state forms to make them more agency and position specific, or to give them a stronger developmental slant. Other agencies have developed team reviews, 360 degree feedback instruments, or other more innovative forms and systems. There are many evaluation options that may better meet the needs of agencies either on an agency-wide basis, or for specific work units or groups of employees. The following are just a few examples of the types of evaluations that are used in other organizations: DEVELOPMENTAL REVIEWS focus on helping employees develop necessary skills and competencies. They are forward looking as opposed to the primarily backward view of many traditional evaluation systems. Required skills for current performance and future development are identified, along with employee strengths and improvement opportunities. Specific means of gaining new skills and improving existing skills are discussed with the employee. The developmental review is tied closely to the mission and goals of the agency and the specific work unit, as well as the skills and competencies needed to meet those goals. TEAM REVIEWS are becoming more important as agencies increasingly utilize self-directed work teams to accomplish goals. Team reviews focus on those skills and competencies that are needed to successfully perform in a team environment. They normally include peer reviews by other team members. 360 DEGREE FEEDBACK, which is also known as multi-source feedback or multi-rater review, provides for evaluations not only by peers, but often by direct reports and customers as well. All ratings are collected anonymously and combined into one assessment by the human resources office or an independent consultant, and a composite report is provided to the employee. Usually, the employee discusses the results with the supervisor, human resources office or other advisor, and develops an action plan for performance improvement. EVALUATION CHECKLISTS are available from a variety of companies and on computer software, or can be developed on an agency-specific basis. Checklists provide a wide range of competencies and statements about those competencies from which supervisors can select when preparing performance evaluations. Checklists allow supervisors to customize the evaluations to specific job requirements, without the time investment needed to build position-specific requirements from the ground up. These are only a few examples of the approaches that organizations are taking to employee evaluations. No single system or form can adequately meet the needs of all state agencies or, in some cases, of all work units or employee groups within an agency. It is important to choose or develop a system that is closely related to job requirements and facilitates the accomplishment of agency goals. Even more important than the specific system or form used is how it is applied. Full involvement, including open one-on-one communication, of both the employee and the supervisor in the evaluation process is critical. When used consistently and appropriately, employee evaluations can not only improve communication, but also increase employee job satisfaction and facilitate the achievement of important agency goals. If you are interested in developing or selecting an agency specific performance evaluation system, please contact Mary Upton, DAS Human Resources Division, Office of Policy Development, at 614-644-6320. See related article. |
| UPDATES... |
SERB Lachance v. Erickson, 13 IER Cases 1015, (S.CT. 1998)
The issue in Lachance v. Erickson case is whether the Due Process Clause of the United States Constitution or the federal Civil Service Reform Act prevents a government agency from sanctioning an employee for making false statements during the investigation of another alleged misconduct. The case involved several federal government employees who were under investigation for misconduct and who gave false statements to agency investigators. The agencies charged the employees with the misconduct in question, and then added charges that the employees made false statements. The disciplinary action taken by the agencies was based in part on the misconduct and in part on the false statement.
The Supreme Court held that the agency was not prevented from enhancing the discipline against the employee based on his false statements during the investigation. The Court reasoned that the right to due process does not include the right to give false testimony. The Court also noted that the employee could have elected to remain silent if he believed that he would incriminate himself. The Court stated, however, that the agency may take the employee’s silence into account in its administrative investigation because the Fifth Amendment right to remain silent only applies to criminal investigations.
Although this case presents a valuable tool to employers when investigating an employee’s misconduct, the employer should use caution before imposing additional discipline for the employee’s false statements. The Court’s decision was based on the application of a federal law, and its use under state law thus may be limited. In addition, the employer must prove that the employee actually made a false statement in the investigation. Finally, the Court did not address the amount of discipline that the employer may impose beyond the originally contemplated discipline for the false statements.
If you have questions, please contact Gabriel Jiran at gabriel.j.jiran@das.state.oh.us or 614-466-0570.
In
the Matter of SERB v. OCSEA, AFSCME, Local 11,
Chapter 2525, SERB 98-010 (05-14-98)
In a recent decision, the State Employment Relations Board (SERB) altered the standard for finding that a union has failed to fairly represent its employees. R.C. §4117.11(B)(6) provides that a union commits an unfair labor practice by failing to fairly represent all employees in a bargaining unit. In this opinion, SERB modifies the test for determining whether the duty of fair representation has been breached, outlines the shifting of the burden of proof, and delineates what constitutes arbitrary conduct by a union.
The employee has the initial burden of proving that the union did not fairly represent its bargaining unit members. SERB will determine whether the union’s actions are arbitrary, discriminatory, or in bad faith. A showing of any of these components will result in a finding of a breach of the duty of fair representation by the union.
To provide guidance to the unions, SERB defined arbitrary conduct to be a failure to take a basic and required step when fulfilling a representation function. The specific steps will vary depending upon the nature of the representation being provided by the union. SERB will look at all of the circumstances involved, including, the severity of the mistake or misjudgment, the consequences of the union’s acts, and the union’s explanation for its acts.
The union will then have the opportunity to rebut the findings by providing justification or a viable excuse for its conduct. If the justification or excuse constitutes simple negligence, SERB will find that the conduct is not arbitrary, and therefore not a breach of the duty of fair representation. However, a union’s failure to state the reasons behind its actions may result in an unrebutted presumption of arbitrariness.
If you have questions, please contact Gabriel Jiran at 614-466-0570 or gabriel.j.jiran@das.state.oh.us.
| EQUAL OPPORTUNITY |
Martin Luther King Jr. Day, Observed
All state employees are invited to attend the 1999 Dr. Martin Luther King, Jr. Commemorative Celebration at noon on Thursday, January 14, 1999. This year’s celebration, “On the King Holiday, Help Somebody! Every American Can Make a Difference,” will be held at the Trinity Episcopal Church, on the corner of Third and Broad streets, in Columbus.
Newly inaugurated Governor Bob Taft will deliver a message and confer the Ohio Dr. Martin Luther King, Jr. awards in the following categories: interracial cooperation, youth leadership, community service, social change, racial equality and affirmative action. The Governor also will confer the Governor’s Humanitarian Award at the celebration.
This year’s keynote speakers include students from elementary, junior high and high schools in Toledo. The students, who all participated in the Ohio Dr. Martin Luther King, Jr. Holiday Commission’s pilot education project, will speak about peace, unity and Dr. King’s influence on their lives.
Each year, the Commission presents awards to Ohioans in celebration of the life of Dr. King, whose teachings encouraged nonviolent actions to secure equal rights for all Americans. Dr. King was a great moral leader who promoted peace and racial harmony throughout the nation.
The Ohio Dr. Martin Luther King, Jr. Holiday Commission was established in 1985 to recognize Dr. King’s significance as a leader not only among minorities, but among all people in the United States. The Ohio Department of Administrative Services Equal Opportunity Division provides administrative support to the commission.
Employees who want to make the trip to Columbus are encouraged to plan ahead and use appropriate leave time, such as vacation or personal time.
For more information, please contact Rachel Perry at 614-466-8380.
| WORKFORCE DEVELOPMENT |
Workforce Development recently launched another initiative,
Career Counseling, and is test-piloting Career Development Workshops for
OCSEA state employee bargaining unit members.
Career Counseling is being provided by Auburn Career Center, via a toll-free hotline, fax or email. Counselors can help employees:
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Career Counselors can be reached at 1-888-999-8994, Monday through Friday from 11:00 a.m. until 7:00 p.m. or through email at careerdevelopment@usa.net. Career Counseling brochures were mailed to employee’s home addresses in early October. If you would like additional brochures for your employees, please contact your Workforce Development educational advocate, or call the Workforce Development Hotline at 1-888-800-0074. The departments of Rehabilitation and Correction and Administrative Services, along with the Industrial Commission are currently piloting another Workforce Development initiative, Career Development Workshops. Columbus State Community College is presenting these workshops, which are designed to help individuals assess interests, attitudes and skills; learn about jobs in state government and develop personal career plans. If you would like additional information on how to get employees in your office involved in these programs, please call the Workforce Development Office at 1-888-800-0074. |
| TRAINING |
Personal and Career Development Opportunities
The
state of Ohio offers a variety of programs to help state human resources professionals
develop new skills for current jobs or to prepare for their next positions.
We hope you and the employees in your office and agency take part in the following
new training and development opportunities:
Ohio Certified Public Manager (OCPM) Program: The OCPM Program is a comprehensive approach to public sector management development. It is a practice-based program that spans 300 contact hours. Its core curriculum emphasizes four areas: general administration and managerial ideas; technical, legal and quantitative analysis; analytical and conceptual decision making tools; and human relation skills. The CPM Program engages participants in significant levels of on-the-job study, practice, work-related application, and testing over a two year time period. The Certified Public Management designation is a professional certification, not an academic degree.
Human Resources University (HRU): In partnership with Ashland University and several state agencies, DAS is in the process of creating a comprehensive multi-leveled curriculum targeting the developmental and training needs of state-governments human resources personnel. Content by level is as follows:
The curriculum is being developed based on focus group discussions, a survey of state agencies, DACUM (Developing a Curriculum) Panels, and feedback from HR personnel. Implementation is scheduled for February 1999.
For more information on training opportunities, contact Caryl
Rice at
diane.luff@das.state.oh.us or 614-466-2022.
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What
a Difference a Day Makes!
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Support
Participation in January – June 1999 One-Day Courses.
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The January - June 1999 One-Day Course Catalog has been mailed directly to each state employee’s home address. As an human resources professional, please support participation in your office and agency. Encourage employees to take advantage of the programs. They offer great professional development opportunities at a reasonable cost. The curriculum reflects each state employee’s professional development needs. The courses offer a wide variety of classes from basic writing to advanced computer skills. The information catalog includes everything you need to know to become a participant in any of the 60 program topics offered throughout the state. |
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The cost is $60 per participant, per program. Classes begin the week of January 4, 1999. The classes will be offered on several dates at the following 2-year college training locations:
Belmont Technical College, St. Clairsville
Central Ohio Technical College, Newark
Cincinnati State Technical and Community College, Cincinnati
Columbus State Community College, Columbus
Sinclair Community College, Dayton
Stark State College, Canton
University of Toledo Community and Technical College, Toledo
For additional information, contact Kimberlee Wilcox in the DAS, Human Resource Division, Office of Training & Development at 614-644-6332 or via e-mail at kimberlee.wilcox@das.state.oh.us.
| CIGNA
CENTERS TO BE DROPPED AS HEALTH PLAN OPTION |
Cigna Health Centers are being purchased and effective February 1, 1999 will no longer be part of the Cigna health plan. Employees enrolled in Cigna Centers will have to select another health plan on or before December 30, 1998 for new coverage to take effect February 1, 1999. Approximately 800 central Ohio employees are enrolled in Cigna Centers.
The Centers are being purchased by Provider Physicians, Inc. (PPI), the physician group which currently provides service at the Centers. PPI plans to operate the Olentangy River Road center and to relocate the Hamilton Road center to 4040 East Broad Street. They will contract with several health plans that serve state of Ohio employees, including Cigna HealthCare. It is anticipated that PPI will also contract with United Health Care and Medical Mutual of Ohio (Ohio Med PPO). If employees change to one of the health plans which contracts with PPI, it is possible that they can continue seeing their current physician.
DAS Benefits Administration Services sent information to affected employees, including a Comparison Chart and Guide, and information to their agencies, including a list of affected employees, the week of November 30, 1998. PPI has already mailed a letter to employees and Cigna HealthCare will also send a letter.
Agencies should be aware that the PPI letter has caused some confusion among employees because it did not state that after December 31, 1998 and until February 1, 1999 state of Ohio employees could continue receiving care at the Centers while enrolled in their current health plan. The Cigna letter will clarify this fact for enrolled employees. Agencies may wish to offer these employees assistance in selecting a new plan.
Employees must complete a new health care application form and return it to their agency by December 30, 1998. The last day agencies have to enter changes in BENE will be January 6, 1999. Agencies must enroll any employee enrolled in Cigna Centers who fails to select a new plan into Ohio Med so they don’t lose their health care coverage. Agencies also will need to send copies of overage dependent affidavits to the new plans selected by employees. Agency personnel with questions should call Benefits Customer Service at 614-466-8857.
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LIST
FOR EMPLOYEE EVALUATION DEVELOPMENT |
When developing or selecting a new employee evaluation system, keep the following in mind:
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Work with the DAS office of Policy Development to ensure that any legal requirements are met. |
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Contact the DAS Office of Collective Bargaining if the new system will include union employees. You will also need to discuss the proposed changes with the appropriate unions. |
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Work with the DAS Office of Payroll Administration to ensure that any necessary programming changes are completed before the new system is implemented. |
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Keep in mind the importance of tying your new system to your agency mission, goals and objectives. |
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Remember that rating criteria must be job related. This is especially critical if the evaluation will be used to make pay decisions or will impact promotions, work assignments or other employment opportunities. |
Ideally, a variety of stakeholders should be included in the development or selection of the new system. Stakeholders may include human resources officers, quality personnel, managers, employees and union representatives.
If you are interested in developing or selecting an agency-specific performance evaluation system, please contact Mary Upton, DAS Human Resources Division, Office of Policy Development, at 614-644-6320. See related article.
| DIRECT DEPOSIT |
Direct Deposit Participation Increases
A recent direct deposit promotion, sponsored by the Auditor of State’s Office and the Department of Administrative Services (DAS) has resulted in an increase of employees enrolled in direct deposit. The success of the promotion is a result of the hard work and dedication of agency payroll officers and human resources professionals. Their efforts in promoting direct deposit in their agencies are appreciated.
According to the latest counts, the total number of employees
enrolled in direct deposit have increased from 63.28% to 64.83%. This represents
an increase of 1.55% or 1,462 employees statewide. All state employees are
included in this count, including permanent and non-permanent employees.
The Auditor’s office initiated the formation of a direct deposit committee in order to get involved with Direct Deposit Week, which took place October 12-16, 1998. This was a state-wide effort to increase the number of employees enrolled in direct deposit. A committee, formed by employees from the Auditor’s office and DAS, produced a payroll stuffer for Direct Deposit Week, as well as a promotional poster and pamphlet, and mailed out authorization forms with the promotional materials.
Authorizing direct deposit allows the state of Ohio to electronically transfer paychecks into checking or savings accounts at any financial institution. Direct deposit saves money for the state because it costs less to process electronic fund transfers (EFT) than it does to process a check.
The continued promotion of direct deposit and EFT is encouraged because it saves time and money for all parties involved. If you would like more information or promotional materials, please contact Tom Prendergast at 614-644-0056 or TMPrendergast@auditor.state.oh.us.
Serving Customers First!