Chapter 3 – Personnel, Training, and Employee Relations

31030.3.1.5 Department Merit Award Administrator Responsibilities

• The MAA receives, logs, refers, and tracks suggestions through the evaluation process. Upon receipt of a suggestion the Department MAA:

  • Assigns an identification number and reviews the suggestion for completeness.

  • Sends the suggester an acknowledgment letter.

  • Assigns the suggestion to the division responsible for the suggestion’s program area.

  • Receives the completed Suggestion Evaluation Report (STDStandard Form (DGS). 645A) and ensures it is an impartial and thorough evaluation. The MAA verifies recommended award amounts, if any, and notifies the suggester of the Department’s decision.

  • If the evaluator recommends implementation, the MAA notifies the suggester of the Department’s intention and coordinates award payment to the suggester.

• Evaluation timeframes vary according to the complexity of the suggestion.

• Additional Responsibilities

  • The Department MAA shall:

    • Explain and interpret the program to Departmental employees.

    • Supervise the distribution of Merit Award Program promotional material issued by the Governor, the DPADepartment of Personnel Administration (see CalHR), or the State Merit Award Board.

    • Forward a copy of the Suggestion Evaluation Report to suggester.

    • Ensure awards for adopted suggestions proceed through Executive staff to the Secretary or designee.

    • Ensure the appropriate payroll office requests award payment for suggester.

    • Inform Department management of adopted suggestions that increase departmental economy or efficiency or improve operating procedures.

    • Represent suggesters in meetings before the Merit Award Board.

    • Provide additional information on the program, as requested.

    • Answer questions.

    • Provide ESP forms and/or Internet links to forms.

    • Arrange for speakers to explain the program to employee groups.

    • Provide quarterly status updates to suggesters.