OCES Policy & Procedures Training for New Educators

1. OCES Policy & ProceduresTraining for New Educators Claude Bess SE District Extension Director Thursday, January 31, 2013

2. What’s the Difference? • Policy: a definite course or method of action selected from among alternatives and in light of given conditions to guide and determine present and future decisions; a philosophical and/or legal background. • Procedure: a traditional or established way of doing things; a process providing uniformity.

3. Why Do We Have Them? • Policies provide for the employee. They…. • Detail the right to be compensated for your efforts • Explain the opportunity to be promoted, transfer positions, take paid and unpaid leave • Provide a process for reimbursement of travel expenses, lodging, formal training, etc. • Enhance communications between offices, departments, employees • Policies provide for Extension. They… • Outline philosophies and practices important to the mission of Extension

4. Where Do They Come From? • May be underwritten by law • OCES fiscal policy is underwritten by state law • May come as needed • Purchase of cell phones • Use of Social Media • May be determined by precedent or practice

5. Where Do I Find Them? • OSU Policy & Procedure: • http://hr.okstate.edu/policy_proced.htm • Provides for most situations of a general nature • Leave • Time & Attendance • Use of email/computers/etc. • Grievances/complaints • Benefits • FMLA Guidelines • Other

6. Where Do I Find Them? • OCES Procedure Guide, Field Operations • http://intranet.okstate.edu/OCES/OCES_PnP_Jan2010.pdf • Provides “guidelines” of more pertinence to OCES field offices • Fiscal Management • Agency Accounts • County Funds • Grants

7. Where Do I Find Them? • OCES Procedure Guide, Field Operations • Travel Rules & Regulations • Personnel Management • Employee Benefits • General Office Management

8. How Are Policies Interpreted and Applied? • Wide variety of situations in OCES • Varies somewhat between counties • Interpreted for the most part by administrators • “Any questions…of policies and procedures should normally be resolved through consultation [with] …County Extension Directors…”- OCES Policy • Periodically reviewed at organizational level on as-needed basis (e.g. degree requirements or out of state travel) • Exceptions should be referred to the District Extension Director

9. Selected Policy & Procedure • Proper Office Hours: • “Extension Educators are hired with the understanding that some evening and weekend work is required and that no compensatory time is granted to Administrative and Professional staff (county educators, area & district specialists, or district extension directors). Such staff is considered ‘exempt’ under the Fair Labor Standards Act.” -- OCES Policy

10. Selected Policy & Procedure Proper Office Hours: • Office Hours: 8-1/2 hours, open to close. No “Home” work • “All County Extension Educators, Area & District Specialists, and Support Staff must be at their office, at a work site or in-service training, or in official travel status during normal office hours.”--OCES Policy • Public Perception is Everything!!

11. Selected Policy & Procedure • Proper Use of Leave • Annual Leave—22 Days per year • 14.67 hours per month, posted on the 16th (different for classified staff) • Can be accumulated up to 352 hours or 44 days • For personal time off, vacation, etc.

12. Selected policy & Procedure Proper Use of leave • Sick Leave—22 days per year • 14.67 hours per month, up to 1600 hours, posted on the 16th • For illnesses less than six months (you or a qualifying family member) • Must be needed for direct care of family member • Medical/Dental Appointments (you or a qualifying family member)

13. Selected Policy & Procedure Proper Use of leave • Sick Leave • Qualifying Family is defined as: • Spouse, children, parents, siblings, grandparents, grandchildren, or corresponding in-law relationships • Unit administrator can require proof of need • Cannot be anticipated • Cannot be taken in advance of accrual • In no case will an employee be paid in excess of the total number of leave hours available

14. Selected Policy & Procedure Proper Use of Leave • Study Leave • 15 Days per Calendar Year • Must work for 6 months before taking • Funeral Leave • Immediate Family -- Up to 3 days • Other Family – Up to 1 day

15. Selected Policy & Procedure Proper Use of Leave • Family Medical Leave • A little complicated, but workable • Need to anticipate FMLA if you can • Pregnancy, prolonged illnesses /injuries (also can be used for care of family member with serious health condition) • Up to 12 weeks • Runs consecutively with SL & AL

16. Selected Policy & Procedure Proper Use of Leave • Administrative Leave • Jury Duty • Inclement Weather • Worker’s Compensation • Personnel Action/Disciplinary Action

17. Selected Policy & Procedure Proper Use of Leave • Leave Without Pay • Usually frowned upon and discouraged • Only unusual cases will be approved • Can be used as a disciplinary action

18. Selected Policy & Procedure • Fiscal Management • Agency Accounts • Local Bank, Categorized (County FCS Programs, Ag Programs, 4-H Programs/EventsCounty Horse Show, etc.) • Funds are “owned by the program, position, event, etc” • CED has final say on declaring category funds surplus • Organization Money • Cattlemen’s Association, HCE, 4-H • Requires MOU with Organization

19. Selected Policy & Procedure Fiscal Management • Paying Individuals from Agency Funds • Must determine status as “Independent Contractor” • May have to submit check to OSU and let them pay them

20. Selected Policy & Procedure Fiscal Management • P-Card used for making purchases out of state monies (monies on campus) • P.O.s can be used in some cases • All Funds are Subject to Audit!! • Contact DED or Extension Finance Office for Assistance and/or Questions • Better to Ask for Permission than to Ask for Forgiveness

21. Selected Policy & Procedure • Livestock Show Activities • Foster an Atmosphere of High Standards for Both Youth and Adults • Maintain Honesty & Integrity of the Educational Experience • Judging is OK • Mileage can be claimed unless you are receiving a stipend from the show/fair • Livestock Purchases/grooming/etc. are not encouraged outside of educational goals

22. Selected Policy & Procedure Livestock Show Activities • Sale of show animals is monitored • Should not take place within your “Sphere of Influence”

23. Selected Policy & Procedure • Grants & Contracts • Proposals must be routed through the District Extension Director • Principal Investigator (PI) administers grants • <$2500 may be managed via the county agency acct. • >$2500 must be administered on campus via Ag Sponsored Programs • All NRA grants are administered via campus • Use of left-over $ must be spelled out in proposal and/or award

26. Selected Policy & Procedure Grants & Contracts • Contact District Office for Assistance • Ag Sponsored Programs – Very Helpful!! • Hollie Shreiber • Karen Whitworth

27. Selected Policy & Procedure • Postage • Funds are allocated to District Office and Distributed to the Counties from there. • Commercial Mail • Non-profit Status under OSU permit • Bulk permit can be purchased @ local PO • Business Use Only • Enclosure (signature) now optional • Return Address is Standardized

28. Selected Policy & Procedure • Appropriate Use of Equipment • Computers, telephones, copiers, etc. are for ‘official business only’ • Not for Personal Use • “No user [of university computers] has rights of privacy.” OSU-HR

29. Selected Policy & Procedure • Civil Rights • “All Reasonable Effort” • Special efforts to identify and reach individuals within minority or otherwise under-served clientele groups” • Goal is to achieve “Parity” • Balance in program participation based on demographic make-up of the county. • District Office Reviews Every 3-4 years • Federal Auditors “at will”.

30. Selected Policy & Procedure • Outside Compensation • “Outside activities for which the employee is compensated are a privilege and not a right of employment…Under no circumstances can an employee commit to, or undertake and outside professional activity for compensation without prior approval.” - - OCES Policy • Relates to second jobs, activities for pay, farming, ranching, teaching, consulting, judging, retailing, etc. • Requires administrative approval/awareness • Notice of Intent to Engage in a Professional Activity for Extra Compensation form

31. Selected Policy & Procedure • Residency Requirements for County Educators • “The person selected for this position is expected to establish and maintain their ‘domicile’ in […] County. • It’s a policy • It’s always better for the educator • Exceptions may be granted under some circumstances

32. Helpful Websites • DASNR INTRANET (Home to all things Policy) http://intranet.okstate.edu/ • OSU Policies & Procedures: http://hr.okstate.edu/policy_proced.php • OCES Procedure Guide: Field Operations http://intranet.okstate.edu/OCES/OCES_PnP_Jan2010.pdf • Extension Finance http://intranet.okstate.edu/Fiscal_Affairs/extfinance.htm

33. Helpful Websites • Ag Sponsored Programs http://agsp.dasnr.okstate.edu/

34. Good Luck in Your Career!! • Have Fun • One of the most rewarding careers you can choose! • Lots of support • A family/team oriented organization! • Keeps you on the “Cutting Edge” • QUESTIONS??