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Employee Recognition Policy

1. Purpose

When an organization understands the power of strategic recognition and employs that power, it cultivates a strong culture that unites its employees and inspires them to effectively pursue the organization’s mission. The purpose of this policy is to establish a structured and equitable approach to recognizing and rewarding employees for their contributions, achievements and commitment to the organization. The policy aims to:

• Foster a culture of appreciation and motivation.
• Enhance employee engagement and job satisfaction.
• Align with our values and mission, and conform with campus policies.

2. Guiding principles

• Effective employee recognition is timely, specific and sincere.
• Recognition should align with the values and goals of the organization and be consistent to create a culture of appreciation, motivation and care.
• Recognition may vary based on different individuals' preferences.��Understanding what each employee values and what motivates them can have a more meaningful effect when acknowledging them.
• Recognition must follow ����ֱ�� System controller policy.

3. Scope

This policy applies to all employees—including full-time, part-time and contract workers—across the college, which includes the three divisions and college administration.

4. Recognition categories

Employee recognition may take various forms, including but not limited to:

• Length of service/service milestones – Acknowledging tenure and loyalty at designated years of service.�� Per ����ֱ�� System controller policy, five year minimum and award may not exceed $400. Cumulative awards are not possible, in order to increase award amount.
• Merit/performance-based recognition – Rewarding employees for outstanding job performance, outside standard performance expectations (documented in performance planning, for example), such as:
  • Stakeholder/customer impact recognition – Honoring employees who positively affect customer/student satisfaction.
  • Leadership and innovation awards – Recognizing employees who demonstrate exceptional leadership, creativity or problem solving.
  • �ձ𲹳��ɴǰ�����– An identified group, team or unit that has shown exemplary teamwork, effectiveness, service or other accomplishments in support of the organizational unit’s stated mission.

Per College of Arts and Sciences policy, $2,000 maximum (except for length of service awards, which have a $400 maximum). In any calendar year, each unit is limited to awarding up to one award per employee type for units with nine or fewer employees in the same employee type OR up to 20% of employees in each employee type for units with 10 or more employees in the same employee type. Employee types include: university staff, classified staff, faculty, research faculty, graduate student employee, undergraduate student employee, temp employee and contract worker.��No employee may receive an award more than once every three calendar years.����

• �����ڱ�ٲ���– Recognition for acts intended to prevent adverse effects related to danger, risk or injury. Per ����ֱ�� System controller policy, only people in front-line positions are eligible for safety awards.��Per IRS regulations, this type of award cannot be given to managers, administrators or clerical employees. In addition, no more than 10% of an organizational unit’s employees (total employees of the organizational unit, not just those eligible to receive a safety award) can be given a safety award during a calendar year.
• �ʲ����پ������貹�پ��Dz���– Recognition is given to employees, associates or other individuals because of their involvement in a university activity.
• Spot OR peer-to-peer recognition��– Enabling colleagues to recognize each other's contributions.��This recognition is non-monetary; instead of cash, these awards are usually in the form of certificates, letters of appreciation for the personnel file, public recognition or swag. They're meant to boost morale, reinforce positive behavior and show appreciation in a meaningful, immediate way without involving financial compensation.

5. Recognition process

5.1. Eligibility criteria

• Employees must demonstrate behaviors or achievements that align with college, division and department values and objectives.
• Recognition should be timely and based on measurable contributions.

5.2. Nomination and selection

• Managerial recognition – Supervisors and department heads may nominate employees based on predefined criteria.
• Peer recognition��– Employees can nominate colleagues through an internal platform or designated process.
• Executive review – Unit/department senior leadership or a recognition committee will review nominations and determine final recipients for certain awards, in alignment with approved department-recognition programs. An approved department-recognition program must be in place prior to award processing. See Process section for more details.

5.3. Frequency of recognition

• Cash awards��–��No employee may receive an award more than once every three calendar years.
• Cash like awards (e.g. gift cards)��–��No employee may receive a cash-like award more than once every year. An employee cannot receive a cash award and a cash-like award in the same year. Cash-like awards are capped at $400. Note: A recognition reporting form must be processed for non-cash-like awards; see Resources section below.
• Non-monetary awards (Spot awards)��–��ongoing/anytime and unlimited��

6. Recognition methods

Recognition may be provided through various means, including:

• Verbal or written praise (emails, public acknowledgments)
• Certificates and awards (plaques, trophies, digital badges)
• Monetary rewards (additional pay)
• Professional development opportunities (training, mentorship programs)
• Additional benefits (flexible work arrangements)

7. Implementation and responsibilities

• Deans/officers��–��Approve recognition award plan creation, via A&S HR
• HR department – Oversees the administration of the recognition program and ensures fairness.
• Supervisors and managers – Actively participate in nominating and recognizing employees.
• Employees – Engage in the recognition process by nominating peers and providing feedback.

8. Process and review

To find comprehensive information about creating or updating a unit recognition program, find more information here.��

The basic steps include:����

• Draft/update a recognition program, using the recognition program authorization form, found here: .
  • Pay attention to award limits based on policies.
    • Note: Recognition categories for staff, per procurement policy, include length of service, merit, safety and participation
• Send draft recognition award to Bernadette Stewart at Bernadette.Stewart@colorado.edu for review prior to campus HR review.
• Bernadette Stewart will then send a draft of the program to hr-recognition@colorado.edu.
• Campus HR will review the program and send feedback.
• Once a final draft is ready for approval, campus HR will upload the document into Docusign and route for signatures. Be sure to include signature lines on the program draft and indicate the name of your organization’s fiscal principal/department head.
• Administer monetary award using appropriate payout mechanism: additional pay form, routed in Docusign
  • An approved recognition program must be attached to the routed Docusign.
  • Additional pay rorm signatures in order, after departmental signatures
    • Bernadette.Stewart@colorado.edu as the approving deans/college designee signature for all additional pay forms.
    • Danielle.Brunner@colorado.edu as the approving chancellor/vice chancellor designee signature.
    • Kelly.Reel@colorado.edu as the approving HR authority
    • With a copy to HRSC@colorado.edu
• Recognition programs will be evaluated periodically to ensure effectiveness. Employee feedback will be collected to improve the process.

9. Resources

• Policies
  • Campus
    • Procurement Services Center (system level) guidance and training can be found .
    • Staff (campus HR level) guidance for staff awards can be found here.
    • Faculty (campus level) guidance for faculty awards can be found here.��Note: Campus policy states that recognition awards may be granted in exceptional circumstances and generally should not exceed $3,500.��Awards greater than $1,000 require chancellor and provost approval.
    • Student (campus level) employee of the year information��Student Employee of the Year | Career Services | University of ����ֱ�� Boulder
  • College of Arts and Sciences
    • A&S Website – /asfacultystaff/2017/10/31/guidelines-recognition-and-incentive-award-programs
• Employee motivation survey —��Employee motivation surveys are valuable tools for organizations to assess and understand the factors that drive or hinder motivation among employees. The survey below was created to help pinpoint the specific factors that motivate employees, in order to strengthen college employee recognition.��
• Recognition reporting (RR) form��— Used to report cash-like (e.g., gift cards) and non-cash awards, rewards, prizes or other distributions. This form, when used for employee reporting, is under review and redesign, to be effective later this fiscal year.��

10. Template��–��recognition program authorization��

• Organizational unit contact information (section)
• Recognition program details (section)
  • Recognition program name
    • Department of X recognition program
  • Number of awards
    • Up to one award per employee type for units with nine or fewer employees in an employee type OR up to 20% of employees in units with 10 or more employees in the same employee type
  • Category
    • Length of service, merit, safety, participation. Note: If a recognition program includes more than one category, just select one; this form will undergo updates soon.
  • Describe who is eligible
    • Employee and/or non-employee. Note: If non-employees are included in a unit’s recognition program, the unit may have to complete the recognition reporting form as well upon processing payment.
  • Describe the award criteria
    • For each of the categories used (see category options above), describe how a unit will measure achievement.
  • Describe how award recipients will be selected from those eligible
    • The department chair/director will put out a call annually for nominations.��The unit executive committee or award committee will review nominees and make awardee recommendations and award amounts to the chair/director. The unit chair/director will make the final decision on awardee(s). The chair/director will work with the unit staff manager to process payment. Note: If the staff manager is an awardee, they must not process their own additional pay form; another person in the unit must be identified to process the required paperwork.
  • Describe the award
    • Cash awards��–��No employee may receive an award more than every three calendar years; $2,000 maximum (except for length of service awards, which have a $400 maximum).
    • Spot awards��–��ongoing/anytime and unlimited
• Certifications and approvals (section)
  • “Organizational unit authorizing signature and date” = chair/director signature
  • “Campus HR director signature” = campus CHRO signature
  • “Org fiscal principal name and title” = College officers (AHUM = John Michael��Rivera, NSCI = Irene Blair, SSCI = Sarah Jackson, Central administration = Daryl Maeda) Note: The recognition program authorization form is undergoing updates so disregard the heading in this section that says “required for all awards to non-employees.”
  • “Officer name and title” = Provost’s delegate (associate vice chancellor budget and finance, academic affairs; current incumbent Danielle Brunner)

11. FAQs

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