SUBJECT: TIP$ (TOP IDEAS FOR PRODUCTIVITY AND SAVINGS) (Suggestion Program)

APPLICABILITY: ALL FACULTY AND STAFF AND STUDENT EMPLOYEES

1. Purpose: To provide a means of communication through which faculty and staff members may express to the University their constructive ideas that effect cost-savings, increase productivity and service, and improve methods, procedures, and/or forms, and, to provide a means for individuals to gain recognition and/or monetary award for their constructive ideas and suggestions.

2. Policy: It is the policy of the University to encourage faculty and staff members to suggest more cost effective ways to improve the effectiveness of operations in return for recognition and financial incentives. Individuals will receive recognition and, in some instances, monetary award for their constructive ideas upon adoption of their ideas in accordance with the provisions of this policy.

3. Eligibility: Regular faculty and staff members and student employees are eligible to participate.

4. General:

4.1  Eligible suggestions must be beyond the normal expectations and scope of the suggestor's job responsibilities. A suggestion may be ruled beyond normal job expectancy when it would result in a significant benefit to the University. "Job responsibilities" include temporary assignments to special committees, boards, study teams, training teams, etc.

4.2 Suggestions must be made on the TIP$ Suggestion Form and may be submitted at any time. Suggestions submitted will be evaluated three to four times per year.

4.3 The University Human Resources Department will prescreen all suggestions to determine the eligibility of the suggestor. The Human Resources Department will also provide administrative support for the program by insuring suggestion forms are available to faculty and staff members, promoting the program, and maintaining appropriate program records and files.

4.4 Suggestions that pass the initial prescreening by the Human Resources Department will be referred to the TIP$ Awards Committee. The committee will be composed of six members: one appointed from each of the vice presidential areas and one appointed from the faculty (by the Faculty Senate). A non-voting ex officio member from the Human Resources Department will also serve on the committee.

4.5 Suggestions will be evaluated based on:

a. Feasibility of using the suggestion or a part of the suggestion;
b. Significance of the suggestion to the University;
c. Degree of benefit and extent of application;
d. Cost to implement;
e. Whether it is considered to be beyond the normal job expectations and scope of the suggestor;
f. Estimated savings in labor and/or materials or reduction of other expenses; and
g. Total savings.

4.6 Suggestions are not eligible for consideration when they:

a. Duplicate a previous suggestion;
b. Duplicate an idea previously under consideration;
c. Fall under the topics of: hours of work, rates of pay, or matters covered by law governing specific procedures of University operations;
d. Recommend changes during development, research, or proposal phase of a program or project.

4.7 If identical suggestions are submitted on the same day, the monetary award will be divided between the employees equally. Otherwise, only the suggestion form with the earliest stamped date will be accepted. Also, when a suggestion is co-authored, the award will be divided equally between the employees.

4.8 The TIP$ Awards Committee will meet 3-4 times per year to begin reviewing the suggestions submitted during the previous award period. The TIP$ Awards Committee will investigate and evaluate all suggestions received and recommend for approval to the President (through the Director of Human Resources and the Vice President for Administrative Affairs) the suggestions which are to receive an award. The committee may recommend that no awards be given if none of the suggestions submitted are deemed worthy of an award.

4.9 A suggestion for which a savings can be calculated is called a tangible suggestion. A suggestion for which a savings cannot be calculated is called an intangible suggestion. For tangible suggestions the award will depend on the amount and kind of savings. For intangible suggestions the award will be based on a point system. An award may be a Certificate of Appreciation and/or a cash award. The minimum cash award will be $25, the maximum will be $600. Special awards may be recommended by the committee.

4.10 Funds budgeted per suggestion period will be $600. If all the $600 is not awarded, the remainder will be carried-over to the next period for a maximum carry-over of $1,200.

4.11 If a suggestion is not accepted, the suggestor will be notified within 15 days after all decisions have been made on the submitted suggestions. Duplicate suggestions will not be considered for one year from the date of the letter of final notification.

4. 12 If a suggestion has not been accepted, but is adopted by the University within a period of two years from the date of the suggestion, it may be re-evaluated at the request of the suggestor. If more than two years have elapsed, the suggestion will not be eligible for a monetary award, but may be considered for a certificate of recognition.

4.13 To comply with the State Employee Incentive Act, suggestions will be reviewed by the agency coordinator and two members of the TIP$ Committee to determine eligibility for the State Employee Incentive Program.

*Reviewed with no changes