Reduction in Force

1. Reduction in Force Module 3: Calculating Retention Points

2. Objectives Define retention points. Determine how to calculate retention points. Complete a case study including the calculation of retention points.

3. Retention Points Retention points are used to determine which employees, competing in a RIF, will be involuntarily demoted, reassigned, have an involuntary reduction of work hours, or separated. Retention points are calculated based on continuous State service and EPMS ratings. Continuous State service is service with one or more State agencies without a break in service.

4. Retention Points The agency’s RIF Policy defines the point value assigned to each EPMS rating. The agency’s RIF Policy defines which EPMS ratings are included in calculating retention points. An agency has the option of placing a greater emphasis on the performance component rather than continuous state service component of the total retention points. An agency may assign a higher point value to the EPMS performance ratings than those in the model policy.

5. Retention Points For an employee who has a “meets by default,” the agency will: Assign the point value assigned for a “ meets” performance requirement. Assign the point value associated with a higher than “ meets” performance for any covered employee who has been in the same State class title for two years and has received a higher than “meets” performance rating in the preceding year.

6. Calculating Retention Points Example: John Doe joined State government employment on January 10, 1992. The agency provides one point for each year of continuous state service. John’s last two annual EPMS ratings are “Meets.” The agency uses the following rating scale: Substantially Exceeds = 3 Exceeds =2 Meets = 1 Below = 0 On February 3, 2002, John Doe’s retention points would be:10 points for continuous state service and 2 points for his EPMS rating. The total retention points are 12.

7. Practice Session Billy Rich joined State government employment on January 15, 1998. Billy’s last two annual EPMS ratings are “Exceeds.” The agency calculates the retention points as of January 15, 2002. The agency assigns one retention point for each year of continuous state service. The agency also uses the last two annual EPMS ratings in calculating retention points. The following rating scale is used for EPMS ratings: Substantially Exceeds = 3 Exceeds = 2 Meets = 1 Below = 0 What are the retention points for Billy?

8. If you answered B - 8 retention points, THAT’S CORRECT! Billy Rich would have received 4 retention points for continuous State service and 4 retention points for his last two annual EPMS ratings for a total of 8 retention points. Press the NEXT button to proceed.

9. Summary Questions The following are some summary questions for your review. Please click on the correct answer for each question.Press the NEXT button to proceed to the question section. You may press the EXIT button to skip the question section and end this module or press the MAIN MENU button to select another module.

10. Question 1 What are retention points? Retention points are used to determine which employees, competing in a RIF, will be involuntary demoted, reassigned, have an involuntary reduction of work hours, or separated.

11. If you answered True, THAT’S CORRECT. Retention points are used to determine which employees, competing in a RIF, will be involuntary demoted, reassigned, involuntarily reduction of hours, or separated. Press the NEXT button to proceed.

12. Question 2 How are retention points calculated? Retention points are calculated based on the last annual EPMS rating as outlined by the agency’s RIF Policy.

13. If you answered False, THAT’S CORRECT! Retention points are calculated based on continuous State service and the annual EPMS ratings as outlined by the agency’s RIF Policy. Press the NEXT button to proceed.

14. Question 3 How should retention points be calculated if an EPMS has not been completed?

15. If you answered C - assign points associated with a meets ratings, THAT’S CORRECT! If an EPMS has not been completed, the agency would assign the points associated with a “meets” rating. Note: If the covered employee has been in a position in the same state class title for two or more continuous years, and received higher than a” meets performance” rating for the previous year, the agency will assign the points associated with the higher rating as provided for by the agency’s RIF Policy. Press the NEXT button to proceed.

16. Question 4 WHAT ARE THE CORRECT RETENTION POINTS FOR THE FOLLOWING EXAMPLE: John has worked for an agency in the same State class title since May 15, 1994 without a break in service. John has received a “meets” and an “exceeds” rating on his last two EPMS ratings. The retention points should be calculated as of January 15, 2002. Assume the agency assigns one retention point for each year of continuous State service. The agency also uses the last two annual EPMS ratings in calculating retention points. Points for EPMS ratings are as follows: Substantially Exceeds = 3 Exceeds = 2 Meets = 1 Below = 0

17. If you answered is B - 11 retention points, THAT’S CORRECT! The correct number of retention points are 11. John received 7 retention points for 7 years of continuous State service and 1 point for over six months of continuous State service. John also received 3 retention points for his last two annual EPMS ratings. Press the NEXT button to proceed.

18. Conclusion To learn more about developing RIF Plans, please press the “Main Menu” button to select another training module that you would like to review.

19. Slide Menu Slide 1 - Introduction Page Slide 2 - Objectives Slide 3 - Retention Points Slide 4 - Calculating Retention Points Slide 5 - Practice Session - Retention Points Slide 6 - Summary Questions Slide 7 - Question 1 Slide 8 - Question 2 Slide 9 - Question 3 Slide 10 - Question 4