Superintendent’s Efficiency and Effectiveness Awards
WHAT IS THE PROGRAM ABOUT?The Superintendent’s Efficiency and Effectiveness Awards (SEEA) program was adopted by the School Board as Board Policy 2.63 on April 28, 2003. It is a suggestion incentive program with the goal of improving the quality of the school district through the reduction or elimination of school board expenditures or improvement of school district or school center operations.
WHO IS ELIGIBLE?
District employees, students, school volunteers (properly registered and currently active), and members of the Board’s and the Superintendent’s advisory committees (school advisory councils are not eligible).
WHAT SUGGESTIONS ARE APPROPRIATE?
Appropriate suggestions define a specific problem and offer a solution. Proposals must be voluntarily submitted by an eligible participant, in writing, and should be useful, practical, constructive, and of benefit to the District.
Examples:
- Streamlining methods and procedures, eliminating duplication of effort
- Saving time, labor, space, material, or supplies
- Reducing or eliminating unnecessary records, materials, and equipment
- Eliminating bottlenecks, accidents, delays, duplications, and waste
- Reducing, simplifying, or eliminating needless paperwork
- Eliminating safety hazards, improving safety practices
WHAT SUGGESTIONS ARE INELIGIBLE?
According to Board Policy 2.63, the following are not eligible for consideration in the program:
- Suggestions that are substantially the same as issues already being pursued as a personal grievance or lawsuit, or that deal with the compensation and classification of positions.
- Suggestions deemed to be within the specific job description of the suggester, if the suggester is a District employee. (This does not disqualify suggestions which are in the employee’s general area of responsibility.)
- Suggestions that are significantly similar to a suggestion already adopted by or pending adoption by the Board or already under consideration by the SEEA Committee or the Superintendent.
HOW TO SUBMIT A SUGGESTION
All suggestions must be submitted on a SEEA Suggestion Proposal form (PBSD 2088).
- Also available at District Headquarters, 3300 Forest Hill Blvd., West Palm Beach
- Before filling out the form, read it completely and follow the instructions carefully.
- Define the present situation completely.
- Give a specific, detailed solution to the problem. General statements such as “a procedure should be developed” or “a form should be designed” do not propose a specific solution and are not acceptable as suggestions.
- Prepare an estimate of the savings or benefits that will result if your idea is adopted. Provide all the information needed to conduct a fair and accurate appraisal of your data.
- Sign the form and mail or deliver the completed suggestion packet to the SEEA Program Coordinator at the address on the form.
HELPFUL HINTS
Here are some ways to judge the merit of your suggestion:
Will your suggestion:
- Result in a better or safer way of doing things?
- Reduce damage or eliminate waste?
- Save time and labor?
- Eliminate an unnecessary task?
- Avoid duplication of work?
- Improve employee morale?
HOW SUGGESTIONS ARE PROCESSED
When your suggestion is received by the SEEA Coordinator, it is assigned a number and an acknowledgment of its receipt is sent to you. The Coordinator reviews it for completeness and eligibility and informs you of this assessment. If it is accepted into the program, it is forwarded to a Suggestion Evaluator in the appropriate field of expertise. The Evaluator investigates each suggestion for merit so that a sound decision can be made as to whether it should be adopted. The suggestion and evaluation are reviewed by the SEEA Review Committee, which renders its decision for or against adoption at its regular meeting. You will be notified of this decision as soon as possible.
WHAT HAPPENS IF A SUGGESTION IS ADOPTED FOR IMPLEMENTATION?
You will receive an award based on the anticipated cost savings, immediacy of impact on the budget, impact on operations, ease of implementation, innovation and quality of supporting data. If a monetary award is granted, the amount will range from $100 to $2,000. If the suggestion is determined to yield extraordinarily large, permanent, annual savings, the suggester may be awarded greater than $2,000, but not to exceed 10% of the first year’s gross savings. Awards greater than $2,000 will be paid in two or more installments subject to verification of cost savings.
WHAT HAPPENS IF A SUGGESTION IS DECLINED?
Of the many suggestions received, some will not be usable. They may not be adopted for various reasons, such as:
- It deals with matters subject to negotiation
- It is impractical or uneconomical to apply at this time
- It duplicates a decision already under consideration
- It falls within the suggester’s specific job description
WHAT ELSE SHOULD I KNOW?
- If two or more employees submit identical suggestions, eligibility will be granted to the one first received by the SEEA Coordinator.
- If two or more eligible participants jointly submit a suggestion, any award granted will be divided among the suggesters according to the contribution percentages supplied on the suggestion form.
- Adopted suggestions become the property of the District and may be used by the District in any way and for any period of time without payment of fees or royalties other than the award itself. Participation by an eligible in the SEEA program shall not constitute the basis for a claim of any nature upon the District by the participating employees, his or her heirs or assigns, regardless of the disposition of the suggestion. Patent rights, if any, and any rights of sale to other organizations are retained by the participating employee, within the limitations noted above.
- All decisions made by the SEEA Committee are final. An employee may file a written request for reconsideration within thirty (30) calendar days from the date of notification. The request must clearly state the basis for reconsideration.