A. Committee Membership

1. In the inaugural year, The Employee of the Quarter Selection Committe (subsequently called Selection Committee) shall be composed of those members of the Employee Recognition committee who worked to re-vamp the previous Employee of the Month Program. Each member will serve two terms, unless directed by the Chair of the Selection Committee, and will be replaced by winners of the Employee of the Quarter program.
   
   In the inaugural year, the Chair of the Selection Committee will be appointed by the DOM Area Leads, however subsequent years the Selection Committee will vote for the Chair at the first meeting in January of each year. The Selection Committee chair shall preside over this committee and coordinate the discharge of its responsibility. 

2. Nominations will be submitted the first two months of each quarter, closing the last day of the Second Month. Committee meeting/voting will take place the second Friday of the third month.

3. An ad hoc committee on procedures, when needed, shall be established in order to provide guidance and continuity to the Selection Committee, observe the execution of the selection procedure, and comment on the development of the policy. This non-voting body serves at the pleasure of the Selection Committee Chair. The previous Selection Committee chair is the only mandated member of this committee. Other representatives from the Department of Medicine may petitition for inclusion on this committee. No division shall be represented by more than one person on the ad hoc committee. No person shall serve on the ad hoc committee more than two (2) consecutive years. The inclusion of organizational representatives is welcomed within the guidelines presented, but should not be considered mandatory or essential to the execution of the Selection Committee's duty.

B. Nomination Criteria

1. Nominees must be in continuous service to the Department of Medicine for at least twelve (12) months.  

2. Nominees must be regular status UAB or HSF employees of the Department of Medicine. Also eligible are regular status employees of a University-Wide Interdisciplinary Research Center affiliated with the Department of Medicine by the Center's Director being a Department of Medicine Faculty member.

3. Former Employees of the Quarter are eligible for subsequent nominations twelve (12) Quarters following selection.

4. Employees are eligible for nomination for Employee of the Quarter independent of ethnicity, race, color, national origin, gender, gender expression, age, faith, religion, political affiliation, sexual orientation, physical appearance or disability, or veteran status.

5. Nominations to be considered should be in the format outlined in the Employee of the Quarter nomination form.

6. Nominations for Employee of the Quarter may be submitted by all employees, including division directors, administrators, faculty and staff, etc.

7. Nominations are encouraged for employees who exhibit exceptional performance, who embody the principles of the UAB Shared Values: Integrity, Respect, Diversity and Inclusiveness, Collaboration, Excellence and Achievement, Stewarship, and Accountability.

8. Self-nominations are not acceptable and are inconsistent with the spirit of the Employee of the Quarter recognition.

9. Members of the Selection Committee and the ad hoc procedure committee are not eligible to nominate Employees of the Quarter during their tenure.

C. Selection of the Employee of the Quarter

1. Only nominations received the first two months of the quarter will be considered for selection for the following quarter. Nominations received after that date will be added to the next quarter's agenda.

2. DOM HR will contact the supervisor of the candidate to identify any difficulties with attendance or performance.

3. Each nomination will be read by the Selection Committee and will be considered equally without comments (positive or negative) or compaigning. 

4. After all nominees have been reviewed by each committee member, each member will cast a vote and turn that into the Chair.

5. The nominee with the highest votes will be considered the chosen employee of the next quarter.

6. In case of a tie, there will be a second vote. The winner will be the member with the earliest service date.

7. Nominees not selected are included on the next quarter's selection agenda. The nominees are not selected for next two (2) consecutive committee meetings will be returned to the nominating person(s) with encouragement to revise and resubmit the nomination.

D. Miscellaneous

1. All committee members will keep the name of the selected Employee of the Quarter in confidence, pending official presentation. Failure of any member to respect this procedure will result in their dismissal from the selection process. No alternate will be accepted for a position vacated for this reason.

2. All committee members are expected to attend all the selection meetings.

3. The Employee of the Quarter selection for the next quarter is presented to the Department of Medicine, Executive Administrator, by the end of the third week of the current quarter.

4. The employee selected should be notified the last week of the previous quarter in order to enjoy a full quarter of deserved recognition.

E. Awards

1. The awards will be presented by the Chair of the Department of Medicine, or the Executive Administrator or his/her designee, at a reception honouring the recipient. As part of the awards presentation, the Chair/Executive Administrator or designee will present the nomination form(s) submitted on behalf of the award recipient. The reception will be held during a time reserved for the Quarterly Award Presentation.

2. The Employee of the Quarter will receive various gifts and awards from the Chair office, to include a monetary award with per IRS regulations, must be reported as taxable income.

3. A copy of the recipient's nomination form(s) will be placed in the recipient's permanent departmental personnel file at the end of the quarter.