The Training Connection

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1 Connecting HSD Employees to Training Sources & Resources March 2008 Volume 12, Number 3 cThe first day of spring is one thing, and the first spring day is another. The difference between them is sometimes as great as a month. d ----Henry Van Dyke Preparing for the Appraisal Self-Assessment Form Congratulations Little Reminders Accidents on the Job Workplace Wellness 1 2 3 3 3 4 Manager and Employee Evaluations (ME/EE) Preparing for the Performance Appraisal When preparing for an appraisal, supervisors should notify employees of the proposed date of their appraisal at least two weeks in advance. This indicates to the employee that the supervisor is preparing for the meeting and gives the employee an opportunity to become involved in the process by encouraging them to think about how they are doing and where they are going.

One method of involving the employee is to promote the use of the ME/EE Self- Assessment Form. The supervisor should provide the form to the employee at the Initial Evaluation Discussion. When notifying the employee of their upcoming review, remind them to complete the form.

The employee will then be better prepared to discuss their current work status and job performance. The Self-Assessment Form, ... more. less.

illustrated on the next page, can be found on the HSD website, http://www.hsd.state.nm.us >Working at HSD >Employee Area >Performance Evaluation Forms>ME/EE Self-Assessment Form . The direct link is: http://www.hsd.state.nm.us/pdf/ohr/ME_EE_Employee_Self-Assessment.doc 2 Find OHR Employee Information at: http://www.hsd.state.nm .us/ohr/employees/ " OHR Contact List " Verify Employment " Training " Training Newsletter " Benefits Handbook " Worker 9s Comp " Family Medical Leave " High Five Employee Recognition Program " Order an HSD Logo Shirt " Employment Exit Survey " Supervisor Employee Exit Checklist " Forms " APM " Performance Evaluations Forms - ME/EE Self- Assessment State of New Mexico Human Services Department Manager and Employee Evaluation Employee Appraisal Self-Assessment Form For use at interim and final reviews It is suggested that an employee prepare for the performance appraisal using the self- assessment documentation and form below. At the beginning of the performance period, set up a file folder in your desk or on-line. File information about special assignments, committees you sit on, or team projects that you are a part of. Be sure to include anything that is outside of your regularly assigned duties. As you complete projects include the end result, such as reports. If you receive any kudos, add those to your file. When you are notified that your review is scheduled , be prepared to discuss your performance: Organize your file and present it to your supervisor, so he or she can easily see what you were assigned during the appraisal period and what you accomplished. Highlight activities that were listed in the cEmployee 9s Goals d section of the EE and what you did to achieve those goals. Answer the questions listed below. Be prepared to discuss your current situation and provide possible solutions, if necessary. If you feel you need new assignments or challenges; or, if you feel you need additional training or assistance with any of your listed job assignments, address these issues with your supervisor. 1. How successfully did you meet your goals/assignments during the performance appraisal period? 2. What achievements are you particularly proud of and what strengths have you shown? 3. In what areas could you develop your performance and how could this be achieved? 4. What changes have there been in your position in the past 12 months and what changes do you foresee for the future? 5. Are there aspects of your work in which you would welcome further guidance or training? What can your supervisor do to assist you? 6. What problems or challenges did you encounter in carrying out your position last year? 7. How did you overcome any problems or challenges? 8. Are there still barriers to achieving all of your goals/job assignments? Link to this form at http://www.hsd.state.nm.us/pdf/ohr/ME_EE_Employee_Self- Assessment.doc 3 cSt. Patrick 9s Day is an enchanted time 4a day to begin transforming winter 9s dreams into summer 9s magic. d ---Judith Vorst cNever iron a four- leaf clover, because you don 9t want to press your luck. d ---Unknown Author Please congratulate HSD employees who have recently received promotions. ASD Joseph Anaya, Management Analyst-A, Santa Fe ISD Shavon Aragon, FAA I, Alb NE ISD Sharon Cavett, FAA II, Portales ISD Lita Johnson, FAA II, Gallup ISD Loretta Mestas, Line Manager II, Farmington ISD Kimberly Wafer, FAA I, Alb SE ..... Little Reminders&& Be sure . All employees are expected to understand and follow HSD 9s IT policy. HSD employees cannot e-mail chain letters, greeting cards or inspirational stories through State IT resources. Employees are not allowed to generate, reply to, or forward e-mails that are not work related. If you are not sure if something is allowed, don 9t send it. Ask your supervisor first or review the IT policy on-line. You can find the Secretary 9s Clarification of Computer and IT Resources Usage Policy at http://www.hsd.state.nm.us/pdf/Sec_Hyde_IT_Clarification.pdf and the IT Resources Usage Policy at http://www.hsd.state.nm.us/pdf/ITPolicy.pdf . Be up-to-date . All state employees must successfully complete a six hour nationally certified defensive driving course prior to operating any state vehicle or privately owned vehicle for state business. A four hour refresher course is required every four years for recertification. The employee must bring the initial certification to the refresher course. If unable to provide the certificate at the refresher course, the employee must attend the initial defensive driving course. Be timely . Supervisors, remember a probationary employee 9s completed EE needs to be submitted to HR two weeks prior to the end of the employee 9s probationary period. Be informed . If you have any questions about your insurance or benefits , contact Margaret Valdez in OHR. Phone her at 505-827-7755, or email her at Margaret.Valdez@state.nm.us . Accidents on the Job Employees must report all accidents or accidental injuries, no matter how minor, and all occupational disease or illness to their immediate supervisors as soon as possible. The c Notice of Accident d form, WCA Form NOA-1, is completed by an employee and his or her supervisor to report any accident on the job, even if there is no injury. The supervisor 9s signature on this form merely acknowledges that they were informed about an alleged accident. The supervisor keeps the original with copies to the employee and the HSD Medical Issues Coordinator, Ty Ryburn. All incident reports must be submitted to Ty at Ty.Ryburn@state.nm.us within 72 hours of the incident or as soon as possible in order to comply with policies set forth by the Workers 9 Compensation Bureau. To initiate a Workers 9 Compensation claim employees must submit the Employer 9s Compensation First Notice of Injury (WCA Form E1.2) and the Workers 9 Authorization for Disclosure of Protected Health Information for Workers 9 Compensation Form. All three forms needed for reporting an injury and requesting Workers 9 Compensation can be found at http://www.hsd.state.nm.us/ohr/employees/workerscomp.html . 4 The Training Connection Published monthly by Human Services Department Office of Human Resources Staff Development and Training Corinne Jameson Human Resources Manager Phone: 505-827-7768 Fax: 505-827-6262 Corinne.Jameson @ state.nm.us Cheryl Thompson Training Director Phone: 505-827-7784 Fax: 505-827-6262 Cheryl.Thompson@ state.nm.us Carol Ringgold Staff Development Specialist Phone: 505-476-7058 Fax: 505-827-6262 Carol.Ringgold@ state.nm.us Sue Goldman Staff Development Specialist Phone: 505-476-7181 Fax: 505-827-6262 Sue.Goldman@ state.nm.us A Lighter Approach to Workplace Wellness The February issue of The Training Connection discussed using humor to reduce stress in the workplace, however, humor can also be stress- inducing . The wrong kind of humor can alienate people and create an uncomfortable work environment, even sparking lawsuits, all of which creates more stress in the end. Workplace humor can be offensive. According to research from Professor LeGrow from Marshall University, around 70% of people polled reported that workplace jokes they 9d heard centered around making fun of co-workers based on factors like age, sexual orientation and even weight. Additionally, 40% admitted that they themselves made fun of a co- worker 9s weight or age. Often office jokes intended to be humorous weren 9t received that way. When employees are offended or threatened by jokes, it 9s time to review the type of humor being used in the workplace. So what 9s behind this delicate balance of offensive vs. funny office humor, and how can workers enjoy the stress-relieving benefits of humor without the damaging affects of offensive jokes? Here are some guidelines to remember when you 9re telling jokes around the office: " Think of the Message. What is the point or underlying message of your joke? Are you using humor to say something you wouldn 9t say to someone without the joke attached? " Leave Serious Topics Alone. Don 9t joke about topics that are important or complex, like physical disabilities, sexual harassment or racial equality. " Be Careful of Politics. Avoid making political jokes that would offend someone of a different ideology. Something that sounds hilarious when Jon Stewart says it might sound crass coming from someone else. " When in Doubt, Leave it Out. If you 9re not sure how a joke will be received, it 9s best not to tell it. Some say that society is too cpolitically correct d or that people offended by certain jokes are ctoo sensitive d, but it 9s about respecting the people around you . Nobody wants to be made the butt of jokes, so it 9s best to joke about a neutral topic. " Emulate Seinfeld, not The Office. Almost everyone can relate to Seinfeld because these jokes generally target human nature, quirks of society, and don 9t single out groups based on features like race or religion. Seinfeld makes us laugh at ourselves, and not at the expense of others. Steve Carell 9s character on The Office , however, gives perfect examples of what not to do: from belittling people, to constantly adding sexual innuendo, to singling out people based on weight, sex, race, and offensive features. When dealing with people who use workplace humor offensively or aggressively , use assertive communication to stand up for yourself or others, or change the subject and joke about other safer topics. Your co-workers should appreciate it, and you 9ll be creating a more friendly, comfortable (but still fun) work environment. Please remember, the object of workplace humor is to be stress 3relieving not stress-inducing.

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