West Dunbartonshire Council s Employee Recognition Framework

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1 West Dunbartonshire Council s Employee Recognition Framework

2 CONTENTS 1 Introduction page 3 2 Overview of the framework page 3 3 Communicating and promoting success page 4 4 WDC Annual Employee Recognition Scheme page 6 5 External Business Award Nominations page 9 6 Personal and Professional Development Achievements page 11 7 Long Service Awards page 12 2 P a g e V e r s i o n 1. 5 ( l a s t u p d a t e d 2 7 / 0 8 / )

3 1 INTRODUCTION 1.1 The Council s Employee Recognition Framework aims to recognise the exceptional contribution of individuals and teams for work well done, a valiant effort, and those who go out of their way to deliver a really great service, to support achievement of the Council s priorities. This framework is a mechanism to recognise and appreciate these special efforts and celebrate the commitment and success achieved by our employees. 1.2 The framework has been developed in response to feedback obtained through the employee survey. However, notwithstanding this, the Council strongly believes that high quality public services will only be provided by a workforce which is enthusiastic, caring, and committed about the community within which they work, and who strive to deliver their best in all they do within their day-to-day role and responsibilities. 1.3 The framework brings together key elements which currently represent employee recognition and aims to support a culture which celebrates success and recognises the value added by employees in delivering services and wider objectives. In particular it will support delivering the Council s values: Ambition Confidence Honesty Innovation Efficiency Vibrant Excellence 2 OVERVIEW OF THE FRAMEWORK 2.1 Employee recognition is the timely, informal or formal acknowledgement of an individual or team s behaviour, effort or business result, that supports the organisation s objectives and values and which has clearly been beyond normal expectations. Appreciation is a fundamental human need. Employees respond to appreciation expressed through recognition of their good work because it confirms their work is valued. When employees and their work are valued, their satisfaction and productivity rises, and they are motivated to maintain or improve their good work. Key elements of WDC s Recognition Framework 2.2 The key elements within the framework are: WDC Annual Employee Recognition Scheme External Business Awards nominations Personal and Professional Achievement CHCP Commendations Long Service Award 3 P a g e

4 2.3 Across these elements the framework will aim to recognise and appreciate employees who have made a positive difference through: Going out of their way or the extra mile to deliver a really great service Demonstrating behaviours and values which the Council supports in how we work together and with our customers Enhancing the Council s reputation and putting the Council s work in the spotlight Being committed to continuous professional and personal development which develops capabilities and enables individuals to deliver their personal best Giving a long-term commitment to their role, service, and the Council 4 P a g e Annual Recognition timetable 2.4 All these elements will be celebrated at a Recognition Presentation event held in March each year and hosted by the Chief Executive. Role of Line Managers 2.5 Managers have a significant role to play recognising employee contributions on a day-today basis as well as those times which are exceptional and go beyond the requirements of the role. Day-to-day recognition is the most important type of recognition and it is important that managers take positive steps to develop a culture or ways of working which encourage appreciation and credit for the worthwhile contributions of individuals and teams. 2.6 Managers should be alert to opportunities to recognise others and take the initiative to do so. A simple but sincere thank you, giving praise for something well done, giving positive feedback, will reinforce to others the behaviour and results that the Council values and supports. 2.7 Each element of the framework will primarily be communicated and co-ordinated through departmental management teams and the Senior Manager Network therefore it is important that managers across each department are consistently on the lookout for opportunities for potential nominations across both internal and external recognition schemes. Eligibility 2.8 Each element of the framework applies to all employees within the limitations and criteria set out within each element or scheme. Nominations can be made by colleagues, managers, Elected Members, and Trade Union representatives. Nominations and submissions 2.9 Each element of the framework sets out guidance on how to apply, categories and selection criteria within relevant schemes, and the selection and award process A range of further information, guidance, and forms is available on the Council s intranet to assist employees and managers with each element of the process. Alternatively a hard copy and further support can be obtained by directly contacting the Organisational Development Team. Reviewing the framework 2.11 The framework will be managed and monitored by the Organisational Development Team and will be reviewed every two years. However employee feedback will be gained regularly to evaluate its effectiveness and continuously improve its scope and operation.

5 3 COMMUNICATING AND PROMOTING SUCCESS 3.1 Wide communication and promotion of the dedication and success of individuals and teams is a significant component of recognising achievement and celebrating the success of our employees. Recognising people for their good work sends an extremely powerful message to the recipient, their team, and the wider organisation and can be a catalyst for improving morale and reinforcing what behaviours and contribution is supported and valued by the Council. 3.2 A communication plan will be implemented for each element of the framework to coincide with relevant nomination and selection processes, to create momentum and encourage participation, and ensure employees understand the Council s expectations. 3.3 Nominations and selections will be publicised on the Council s intranet, TALK magazine, noticeboards, and within main receptions areas. The Employee Recognition event will present success stories, examples of fresh thinking, and personal accolades from across the key elements. 5 P a g e

6 4 WEST DUNBARTONSHIRE ANNUAL EMPLOYEE RECOGNITION SCHEME 4.1 The West Dunbartonshire Annual Employee Recognition Scheme will celebrate the work of our employees and highlight the particular success of individuals and teams for making a special contribution in relation to providing an excellent service or supporting others within the Council and wider community. The awards aim to recognise excellence in service delivery and encourage and appreciate individuals and teams who have made a real difference to the Council and our communities. 4.2 AWARD CATEGORIES Individuals or teams can be nominated across four categories: Employee of the Year Team of the Year Outstanding Achievement Excellence and Innovation in Service Delivery 4.4 THE AWARDS TIMETABLE The nomination process will launch and open in autumn each year and close by the end of the year. A full schedule of dates will be issued annually. Following the judging and selection process the final shortlist will be announced in early February. 4.5 NOMINATIONS The recognition scheme applies to all employees and nominations can be made by residents, partner organisations, employees, Elected Members, and Trade Union representatives. You cannot nominate a friend, partner or family member. Nominations must be made by completing the WDC Employee Recognition nomination form available on the Council s intranet, internet, or directly from the Organisational Development Team The scheme particularly aims to acknowledge and recognise the value of customer feedback and will facilitate the opportunity for residents to nominate or tell us about individuals or teams who have impressed them with their level of service and commitment through the customer commendation link on the internet, face to face at one-stop-shops and by phoning customer relations on Entries can be submitted online or by sending your nomination form to the Organisational Development Team. Your entry should be a maximum of 1000 words long and should address the criteria set out within each category. In addition each entry can provide supporting information in the form of leaflets, images, press coverage, etc but this should be limited to no more than two sides of A All nominations will receive a personal letter from the Chief Executive and the shortlist will be invited to attend the Employee Recognition Event held in March. 4.6 AWARD SELECTION It is important that entries are clear, concise, and show how you meet the category criteria as this is the basis on which you will be judged. All submissions should also incorporate: a clear description of the nomination providing a real sense of the objectives, the performance delivered, the individual or people involved, and the successful achievements or positive impact 6 P a g e

7 An overview of the activities involved Evidence of the behaviours and ways of working which contributed to the success How this supports achievement of the Council s aims and priorities What makes this nomination special and deserving of an award A selection panel will be established by the Organisational Development Team to assess all nominations, shortlist entries, and select the final winners for each category. The panel will comprise input from the Chief Executive, the Council Leader, a Trade Union representative, the Head of HR&OD, and a representative from the Organisational Development Team The shortlist for each category will be announced through the Council s intranet in early February. The winners will then be announced at the Employee Recognition Event later in March In addition the selection panel may also make commendations for those nominations which illustrate excellence but is not selected as the overall winner, a good example in their category, or one to watch for future success. 4.7 AWARD CATEGORIES AND CRITERIA EMPLOYEE OF THE YEAR This award is for an individual who has provided an outstanding contribution through their role and added value to the Council through their achievements. Recognition will be given for not only what was achieved but also the way in which the individual behaved and how this benefited and made a difference to colleagues and/or customers. This could be in terms of: Going the extra mile to meet customer needs Working tirelessly to create and maintain positive working relationships with partners and/or colleagues Proactively looks for new ways of working and taking forward change that helps the Council become more effective An outstanding contribution to improving performance and innovation in their own work area Consistent delivery of excellent support to their service, colleagues, and customers Focussing energy on making a positive difference to the service and ultimately the Council and wider community TEAM OF THE YEAR This award is for the team that has been outstanding in uplifting the profile of Council services, and demonstrates the ability to deliver clear benefits to their service and customers through working together effectively and efficiently. In particular the nomination should demonstrate the principles and ways of working which underpin the whole team s success. This could be in terms of: How the team has demonstrated their ability to deliver clear benefits to services users and/or staff through working together effectively and efficiently Projects the team has successfully managed which demonstrate excellence in quality, innovation, productivity and prevention. How the team has worked together well to achieve successful outcomes 7 P a g e

8 Where the team has a track record of providing excellent service to customers The team is creative in seeking ways to provide or improve services that may increase efficiency and/or decrease costs OUTSTANDING ACHIEVEMENT AWARD This award will give recognition to an individual or team for outstanding contributions and a sustained commitment to excellence in public services. The nomination will demonstrate how the endeavours of the nominee(s) have led to a significant accomplishment which warrants recognition. This could be in terms of: A sustained commitment to modernising service delivery and enhancing the local community Building the image of the Council as a vibrant organisation working towards a better future Creative problem solving and positive initiative, Successfully overcoming obstacles, barriers, and difficulties personally and/or in the workplace to achieve and exceed expectations Contribution and involvement in the broader community An outstanding contribution to improving performance and innovation in their area of work EXCELLENCE AND INNOVATION IN SERVICE DELIVERY This award is for an individual or team who has shown outstanding creativity or innovation in their work which has had a significant impact on service delivery. This could be an individual or team who has developed a new process, or cost-cutting idea, made a special effort to improve their service delivery, or continually improve service performance. This could be in terms of: Creating and looking to adopt changes and new ways of working that improve services to customers Innovation and creativity through working in partnership to improve services within the community Implementation of a new idea which has had a significant impact on service delivery in terms of cost savings, or added benefits, or efficiency, or better ways of working Initiatives which have delivered a positive change Bringing in new systems, technology, structures, or processes which are innovative and forward thinking 8 P a g e

9 5. EXTERNAL BUSINESS AWARD NOMINATIONS 5.1 External business awards are an important accolade for any organisation. Winning business awards demonstrates to our employees, communities, partners, and service users that we are at the forefront of delivering public services with respect to quality, customer service, innovation, and efficiency. Recognition through business awards will increase our credibility with partners, instill confidence across our employees and communities, and enhance the reputation of the Council as forward thinking. 5.2 To support the Council putting forward high quality award nominations it is proposed to centrally co-ordinate submissions through the Organisational Development Team and develop an internal quality assurance process prior to submission deadlines. This will aim to ensure that entries are well structured, clear and concise, address the award criteria, and have the appropriate supporting evidence. 5.3 AWARDS PROGRAMME The Council will aim to put forward nominations for the following major annual award schemes: COSLA Excellence Awards MJ Achievement Awards Association for Public Service Excellence (APSE) Awards The Herald Society Awards LGC Local Government Awards Participation in external business awards will not be restricted to the above schemes and opportunities to participate in service or profession specific award schemes (e.g HR, Customer Service, PR and Communications, etc) will also be encouraged The Organisational Development Team will co-ordinate and publish an annual programme of the major award schemes to highlight the nomination and selection timelines and facilitate developing successful applications. 5.4 SUPPORT AND GUIDANCE A quality assurance process will be introduced to support potential submissions at the beginning of each award programme. This will offer support, guidance and best practice on the approach and development of high quality submissions which meet the assessment criteria The internal quality assurance process prior to submission will include: Publication of key timelines for external award programmes A good practice workshop for staff developing applications at the start of each timeline Submissions being reviewed by an internal or external critical friend Feedback on areas of strength and improvement options Presentation workshop for staff who may have to present to the judging panels, where appropriate Final submissions co-ordinated by the Organisational Development Team 9 P a g e

10 5.5 RECOGNITION All nominations will be invited to attend the Employee Recognition Event to showcase their entries.. 10 P a g e

11 6. GRADUATION FOR PROFESSIONAL AND PERSONAL ACHIEVEMENT 6.1 The Council is committed to the personal and professional development of all its employees and providing development opportunities which support employees in their role and wider career choices. This commitment underpins delivery of the Council s vision, values, and strategic priorities, and through a wide range of training and development opportunities we aim to help all our staff develop their skills, knowledge and behaviours in a framework that supports people's ambitions as well as achieving our business objectives. 6.2 CORPORATE LEVEL The Council has invested and given their commitment to key development programmes which aim to increase individual capability and organisational capacity to deliver improvement and change across the working environment and wider communities. These programmes are linked to key improvement plans and have been endorsed as a corporate priority to enable the Council s future success. Current programmes include: CMI Accredited Management Development Customer Service Professional Qualification Each of these programmes involves combining a programme of development or study whilst continuing to deliver the requirements of their role. In many cases it will require the participant to allocate personal time and space as well as preparing for assignment and assessment processes Participation in these programmes requires a strong personal commitment, effort, and determination to combine these work and personal commitments. Graduation from the programme not only acknowledges the qualification achieved but also the personal commitment demonstrated by the individual. 6.3 COMMUNITY HEALTH AND CARE PARTNERSHIP COMMENDATIONS The CHCP commendations will highlight successful projects, achievements and initiatives from individuals and teams from throughout the Community Heath and Care Partnership. The Executive director will share and celebrate these successes as part of the Employee Recognition Event. 6.4 DEPARTMENTAL LEVEL Similarly many employees undertake challenging professional and service specific development programmes which enable them to expand the scope of their role or deliver their role to a higher level of professionalism. On an annual basis each department will be invited to nominate employees who have made significant achievements in terms of their personal development including: Recognition by a professional body Achievement of a work related award from an external body/agency Significant contribution through personal development to the Department s priorities. 6.5 RECOGNITION OF COMMITMENT TO PERSONAL DEVELOPMENT All successful participants within corporate development programmes and those nominated by their departments will be invited to attend the Employee Recognition Event in March. 11 P a g e

12 7. LONG SERVICE RECOGNITION 7.1 The Council considers that it is important to acknowledge and reward its long serving employees. A Long Service Award is a chance to recognise and convey our thanks to those employees who have provided a long-term commitment and dedicated service to West Dunbartonshire Council. 7.2 Therefore, those employees who have completed 25 years of service with the Council will be entitled to receive a Long Service Award in recognition of their outstanding commitment and loyalty to the organisation 7.3 ENTITLEMENT All employees who complete 25 year continuous service with West Dunbartonshire Council or with any of West Dunbartonshire Council s predecessor Authorities (recognised antecedent authority if you transferred over to WDC at local government re-organisation on 1 April 1996 i.e. Strathclyde Regional Council, Dumbarton District Council, or Clydebank District Council) will receive a Long Service Award As the Council supports the principles of valuing all staff, the Long Service Award is applicable to all employees regardless of role or grade. This equally applies to part-time employees or those who have been employed on fixed-term contracts and have continuous service with the Council for 25 years. 7.4 THE AWARD Employees celebrating long service will receive a personalised card from the Chief Executive and gift vouchers to the value of 200 on (or near) the date of their 25-year anniversary. They will also be invited by the Chief Executive to attend the Employee Recognition Event in March to celebrate their award together with colleagues from across the Council who have also achieved 25 years of service during that year Where possible the individual will be approached personally to ascertain the gift voucher provider suitable to the individual. This is to ensure that the award will be appropriate and valued by the individual. 7.5 PROCEDURE The workforce management system will generate a regular report identifying those employees approaching 25 years service and notify the Organisational Development who will facilitate the relevant long service award and invitation to the Employee Recognition Event The Organisational Development Team will liaise with the appropriate senior manager to advise of forthcoming long service awards before the relevant anniversary date and liaise on any relevant personal acknowledgement for the employee The current Long Service Award scheme will be amended to reflect these principles. 12 P a g e

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