OCES Policy & Procedures Training for New Educators

Claude Bess SE District Extension Director Thursday, January 31, 2013

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.

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

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

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

Where Do I Find Them?

• OCES Procedure Guide, Field Operations – http://intranet.okstate.edu/OCES/OCES_PnP_Jan2 010.pdf

– Provides “guidelines” of more pertinence to OCES field offices • Fiscal Management – – – Agency Accounts County Funds Grants

Where Do I Find Them?

• OCES Procedure Guide, Field Operations – Travel Rules & Regulations – Personnel Management – Employee Benefits – General Office Management

• • • •

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

Selected Policy & Procedure

1. 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

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!!

Selected Policy & Procedure

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

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 16 th • 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)

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

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

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

Selected Policy & Procedure

• Proper Use of Leave Administrative Leave – Jury Duty – Inclement Weather – Worker’s Compensation – Personnel Action/Disciplinary Action

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

Selected Policy & Procedure

3. 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

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

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

Selected Policy & Procedure

4. 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

Selected Policy & Procedure

Livestock Show Activities – Sale of show animals is monitored – Should not take place within your “Sphere of Influence”

Selected Policy & Procedure

5. 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

Selected Policy & Procedure

Grants & Contracts – Contact District Office for Assistance – Ag Sponsored Programs – Very Helpful!!

• Hollie Shreiber • Karen Whitworth

Selected Policy & Procedure

6. 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

Selected Policy & Procedure

7. 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

Selected Policy & Procedure

8. 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”.

Selected Policy & Procedure

9. 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

Selected Policy & Procedure

10.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

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_Jan20 10.pdf

Extension Finance http://intranet.okstate.edu/Fiscal_Affairs/extfinanc e.htm

Helpful Websites

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

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??