Employee Recognition Event

Operational Standard/Purpose

The employee recognition event is designed to recognize employees for exemplifying the College’s institutional values and culture and promote excellence in service at Illinois Central College (ICC). The procedure ensures a consistent approach is followed for promoting, nominating, and selecting employee-award winners.

The Employee Recognition Event is held annually on the third Friday in April at 2:30 pm and may be held in person, virtually, or a combination of both.

Scope/Applicability

Refer to the Employee Handbook for additional information.

Procedures

1. Employee Awards
   1. Nomination for Awards: Nominations are accepted year-round via the Cougar Kudos program. Nominations received as of December 31 are considered for the following April Employee Recognition Event. Nominations will continue to be collected throughout the spring, summer, and fall semesters for the next awards ceremony. If available, a representative from Human Resources attends Student Life activities and club meetings beginning in August to promote nominations throughout the academic year, specifically the student activities expo and each mandatory club meeting as scheduled through Student Life. A representative from both Human Resources and Marketing develop a strategy to promote nominations.
      1. Student Nominated Awards:
         • Gallion Award for full-time Faculty
         • Teaching Excellence for Adjunct (part-time) Faculty
      2. Student and/or Employee Nominated Awards:
         • Faculty Who Make a Difference (both full and part-time Faculty)
         • Staff Who Make a Difference Award (both full and part-time staff)
         • Ron Howell Faculty Diversity Award
         • Ron Howell Staff Diversity Award
      NOTE: A representative from Human Resources may submit revised nomination form to web services by the end of June (if applicable).
   2. Selection of Award Winners:
      1. A representative from Human Resources requests nominations collected via the “Cougar Kudos” form from Web Services the first week of January.
      2. Nominations are reviewed for eligibility with Chief Human Resources Officer prior to distribution to Awards Committee. Employees will be ineligible for an award if they are 1) on a Performance Improvement Plan (PIP) within the past 12 months 2) in the Corrective Action - Progressive Discipline Process within the past 12 months, or 3) have violated ICC policy related to Ethics. In addition, Human Resources ensures all nominees are actively employed as of December 31.
      3. A representative from Human Resources sends list of eligible nominee data to the Awards Committee by January 10. The list of Awards Committee members is located in the Joint College Advisory Committees and Members document found on ICCNET.
      4. The Awards Committee meets and selects winners by January 31.
   3. Notification of Employee Award(s): A representative from Human Resources contacts managers of award winners and arranges a presentation of the invitation to the ceremony within two weeks prior to Employee Recognition Event. A representative from Human Resources prepares announcement presentations by:
      1. Purchasing helium tank and candy for award announcements and printing nomination notifications.
      2. Arranges personal delivery of award notification with manager and department present (if possible).
      NOTE: Adjustments to the notification procedure may be made if the event is hosted virtually
2. Thomas K Thomas Endowed Teaching Chair Award: This award is coordinated through the office of the Executive Vice President of Academic Affairs. The award winner name is provided to Human Resources no later than two weeks prior to Employee Recognition Event. This award is to be included with the presentation of award winners at the Employee Recognition Event and at Commencement.
3. Years of Service Awards: Full-time employees recognized for their continuous years of service are determined in January through a Human Resources/PeopleSoft query (through 12/31). Human Resources generates the data regarding years of service in increments of five years, (People Soft Report: ICC92TH_HR_FT_EMPL_YRS_SRV_As of December 31, year). Data is to be saved in the following file in HR Department Drive: Employee Relations\Employee Recognition\Year Information. Employee ID number, first name, last name, and preferred name in the employee’s PeopleSoft record are used for this file.
   1. Employees receiving years of services awards will receive email notification from Human Resources of their pending award by March 1.
   2. Employees receiving 5 or 10 years of service certificates will receive their certificate in advance of Employee Recognition Event.
4. Recognition of Retirees: Employees retiring from ICC are recognized at a retirement reception within their department prior to their retirement date. Retirees will receive an email for a gift card via Tango prior to their retirement date.
5. Preparation of Recognition Event: In preparation for the Employee Recognition Event, a representative from Human Resources:
   1. Submits Marketing Project Request Form by March 1. This includes requests for emails, posters, invitations, certificates, ceremony booklets, and web services.
   2. Provides the following materials to Marketing and/or Document Services by March 1:
      1. Spreadsheet of 5 and 10 years of service with preferred names (for certificates).
      2. Award winners’ preferred names (for invitations and ceremony booklet).
      3. PowerPoint with ICC facts and employee names.
   3. Provides each presenter with a script for revision by April 1.
   4. Submits final PowerPoint to Marketing no later than one week prior to the event.
   5. Schedules rehearsal to take place at one week prior to the event.
   6. Sends years of service recognition emails for gift card awards via Tango.
   7. Submits award winners’ names to Joan’s Trophy & Plaque Co. by February 15 for ordering of awards and brass tags (needed for plaques).
      Based upon Marketing Request Form, the Marketing Department (Marketing, Document Services, and Event Coordinator) complete the following items:
      • Print promotional posters
      • Place nomination forms/links on website
      • Print invitations
      • Print ceremony booklets
      • Print 5 and 10 year certificates, send to Human Resources
      • Proofread and revise script and PowerPoint
      • Arrange AV needs, snacks, and beverages
      • Send promotional emails
      • Arrangement of décor and stage (tables, podium, banners, etc.)
      • Plants or décor for center stage to direct recipient to stage left
6. Day of Recognition Event: Human Resources staff arrive at event two hours early to review stage set up and to finalize all other items.
   1. Human Resources staff assist with handing out awards during the recognition event.
   2. President hands awards to recipient. Chief Human Resources Officer directs award winner where to stand for group photo (if applicable).