Library: Policy

OKDHS:2-1-3. Employee recognition

Revised 6-17-21

(a) Purpose. Oklahoma Human Services (OKDHS) acknowledges the benefits of employee recognition awards and activities that honor employees whose performance and conduct are exceptional and who enhance the delivery of benefits and services to the citizens of Oklahoma.

(b) Certificate of service. OKDHS employees who serve established periods of employment, or who retire from state service, are presented a certificate for their service or retirement.

(1) State of Oklahoma service certificate and lapel pin. Employees who complete five years of employment with the state are awarded a certificate and lapel pin. At the end of each additional five years of state employment, the employee is awarded a new certificate and pin.

(A) Information about service certificates and lapel pins is obtained from Human Resource Management (HRM).

(B) Service certificates and lapel pins are distributed by HRM.

(2) Governor's Award. This award is presented to employees who have completed 30 years of state employment. The Governor's Award is:

(A) distributed by HRM;

(B) signed by the Governor; and

(3) OKDHS retirement certificate. This certificate is presented to employees upon their OKDHS retirement. The retirement certificate is:

(A) prepared and distributed by HRM;

(B) signed by the OKDHS Director;

(D) presented at the time of the employee's retirement.

(c) Employee recognition implementation and administration. OKDHS senior administrators and the OKDHS Employee Recognition Committee (ERC) are responsible for the implementation and administration of employee recognition awards and activities.

(1) The ERC promotes employee recognition throughout OKDHS by establishing the various statewide employee recognition awards. The ERC also facilitates and monitors the various employee recognition programs that identify and acknowledge employees whose performance and conduct are exceptional.

(A) The ERC is composed of representatives from OKDHS divisions, institutions, and work locations.

(B) The HRM deputy director selects the ERC chair. ERC members are selected by their senior administrators and serve until removed. The ERC chair appoints ERC members to serve as ERC committee officers as needed.

(C) ERC quarterly meetings are held unless the committee chair cancels them in advance. Additional meetings may be scheduled as necessary.

(2) Senior administrators are responsible for developing employee recognition programs in their areas of responsibility that identify and recognize exceptional employee performance and conduct.

(A) The recognition programs:

(i) include awards and other activities;

(ii) ensure equitability and fairness; and

(iii) are based on conduct and performance.

(B) The ERC serves as support in the administration of all programs and awards.

(3) Immediate supervisors and local administrators are responsible for ensuring that a copy of a performance or conduct award is included in the receiving employee's personnel files.

(4) All OKDHS employee recognition programs, activities, and awards are based on merit, conduct, and performance, and are equitable and nondiscriminatory.

(5) An employee is not eligible for an award listed in subsection (d)(1) through (7) of this Regulation when his or her most recent performance evaluation, Form OPM-111, Performance Management Process (PMP), states that the employee does not meet standards for either the Overall Accountability Rating or the Overall Performance Rating, or when an employee has received a written reprimand, suspension without pay, or involuntary demotion within 12-calendar months preceding the nomination date.

(d) Performance and conduct awards. Listed in (1) through (7) of this subsection are significant performance and conduct awards administrators and supervisors consider in acknowledging exceptional merit, conduct, and performance. The list is not inclusive and may not include all office, division, program, institution, or local awards.

(1) The OKDHS Certificate of Commendation. This award is presented to an OKDHS employee who has gone beyond the call of duty, such as meritorious service or heroism. This is the highest OKDHS award.

(A) Nominations are made in writing to the HRM deputy director at any time by anyone. The nomination is circulated through supervisory channels, including the employee's senior administrator, for approval or disapproval. Recommended nominations are forwarded to the OKDHS Director for final approval or disapproval.

(B) The award is a certificate.

(2) The OKDHS Director's Award. This award is presented to an OKDHS employee or group of employees or nonemployees for exceptional performance or action that enhances the mission and values of OKDHS.

(B) The award is a certificate.

(3) The OKDHS Excellence Award. This award is presented to an OKDHS employee or group of employees or nonemployees for outstanding merit and performance or for action that enhances the mission and values of OKDHS.

(A) Nominations are made in writing to the HRM deputy director at any time by anyone. The nomination is circulated through supervisory channels, including the employee's senior administrator, for approval or disapproval. Upon completion of circulation, the ERC votes to approve or disapprove the nomination.

(B) The award is a certificate that the ERC presents.

(4) The OKDHS ERC Best of the Best Award. This award is presented to an individual employee at the OKDHS annual statewide recognition ceremony.

(A) Employees are selected by their senior administrator, division director, institutional superintendent, area director, or local administrator. Selection is based on outstanding performance and conduct. Criteria are determined by the selecting official.

(B) Teams or groups are not presented Best of the Best awards but are considered for awards presented by the OKDHS Quality Committee.

(5) The OKDHS ERC Partners Award. This award is presented to individuals not employed by OKDHS whose performance and conduct enhance the mission and values of OKDHS. The award is presented at the OKDHS annual, statewide recognition ceremony.

(A) Honored individuals are selected by the area, division, or institution that is the primary beneficiary of the individual's provided services.

(B) Selection is based on performance, conduct, and the value of the individual's services to OKDHS. Criteria are determined by the respective area, division, or institution.

(6) The OKDHS Character First Award. This award acknowledges positive employee character and values and the benefits those personal traits bring to OKDHS.

(A) At local staff or group meetings, the local administrator presents the OKDHS Character First Award and acknowledges the positive character and personal values the employee has demonstrated.

(B) The OKDHS Character First Award is a certificate, brochure, or lapel pin.

(7) Other recognition awards. Senior administrators, division directors, area directors, resource center administrators, local administrators, and local employee recognition committees are encouraged to develop and present other employee recognition awards.

(A) Suggested awards include:

(i) employee of the year;

(ii) employee of the quarter;

(iii) employee of the month;

(iv) certificate of appreciation; and

(v) certificate of recognition.

(B) All awards are based on exceptional performance and conduct.

(8) Recognition items. Recognition items consist of distinctive apparel, service pins, plaques, writing pens, or other similar items of a value not exceeding $150 per recognized employee per fiscal year. Distinctive apparel does not include jewelry or watches.

(9) Cash awards.

(A) Taxpayer-funded cash awards.

(i) The ERC awards a maximum of $20,000 in taxpayer-funded cash awards per fiscal year.

(ii) No employee may receive more than $500 in taxpayer-funded cash awards per fiscal year per Section 4121 of Title 74 of the Oklahoma Statutes and Oklahoma Administrative Code 260:25-23-3.

(iii) Cash awards require HRM approval.

(B) Recognition awards funded from other sources.

(i) Local employee recognition committees may conduct appropriate fund‑raising activities to provide non-taxpayer funding for cash awards, employee recognition items, luncheons, or receptions.

(ii) All local fund-raising activities are approved in advance by the local administrator.

(iii) No employee may receive more than $500 in non-taxpayer-funded cash awards per fiscal year.

(iv) Gambling, raffles, and drawings are not allowed as fund-raising activities.

(C) Bonds and gift certificates. United States Savings Bonds and gift certificates are considered cash awards. Bonds are valued at the face value upon maturity.

(10) Recognition receptions. Recognition receptions may be funded from OKDHS operating funds.

(e) The State of Oklahoma Productivity Enhancement Program (PEP). HRM coordinates OKDHS participation in the State of Oklahoma PEP and provides OKDHS employees with PEP rules, submission forms, and information about the program, requirements, and benefits.

(1) Detailed information about the State of Oklahoma PEP is provided in Oklahoma Administrative Code 260:35.

(2) Nominations for PEP awards are made in writing at any time and are submitted to the ERC chair by any OKDHS supervisor. Nominations are circulated through supervisory channels for approval or disapproval.

(3) The chief financial officer and the ERC chair serve as the OKDHS nomination evaluators.

(4) Recommended nominations are forwarded to the OKDHS Director for approval or disapproval.

(5) Approved nominations are forwarded to the state PEP coordinator, Office of, Management Enterprise Services Human Capital Management for consideration by the Incentive Awards for State Employees Committee.

(6) The PEP award consists of a recognition certificate and lapel pin and may include a maximum cash award of $10,000.

(f) The OKDHS Productivity Enhancement Award. This award recognizes employees whose recommendations or suggestions lead to improved employee productivity or reduced OKDHS expenses.

(1) The employee's immediate or reviewing supervisor or local administrator makes written nominations and submits them to the HRM deputy director and include adequate documentation in support of the improved productivity or reduced expense.

(2) The nomination is circulated by the ERC chair through supervisory channels, including the employee's senior administrator, for approval or disapproval.

(3) The chief financial officer, inspector general, and HRM deputy director review the nomination to verify improved productivity and reduced expense and recommend approval or disapproval.

(4) Recommended nominations are forwarded to the OKDHS Director for final approval or disapproval.

(5) The OKDHS Productivity Enhancement Award is a US Savings Bond valued at $100 presented by the employee's senior administrator.