Steve Smith New Educator In-Service Training October, 2010

1. OCES Policy and Procedure Steve Smith New Educator In-Service Training October, 2010

2. Policy and ProcedurePerks & Privileges -or- Pain & Punishment? • Policy (n.)—a guide to decision-making; a philosophical &/or legal background • Procedure (n.>verb)—process providing uniformity Different Versions • University-www.okstate.edu/osu_per/policy_proced.htm • Extension-http://intranet.okstate.edu/OCES/OCES_PnP_Jan2010.pdf • Online Secretarial Handbook (DASNR Intranet) http://download.dasnr.okstate.edu/Secretarial_Guide.pdf • Specific P&P origins are opportunistic • Interpreted by administrators—talk to them

3. Selected Policy and Procedures Scholarships Political Activities Drug Use Incentive Awards Communicable Diseases Holidays Performance Appraisal Hazardous Materials Payroll 4-H Emblem Use Professional Development Weapons Tobacco Use Sexual Harassment Consulting Teaching Fire Protection Today…the Top Ten

4. OCES Policy and Procedure # 10 Postage • Funds distributed through district office • Commercial mail • Nonprofit status under OSU permit • Bulk permit must be purchased • University/extension business only • Enclosure--optional, however, … • Return Address—to County Extension Office • Standardized return address

5. Cleveland County Cooperative Extension Service Oklahoma State University 601 East Robinson Norman, OK 73071 -or- Cleveland County Cooperative Extension Service Oklahoma State University 601 East Robinson Norman, OK 73071 • First two lines must be as shown above. • Can not include an educator’s name. • Must use “Service”…can not use words like ‘center’, ‘agency’, ‘office’, etc. • Deviation from any of these requirements can jeopardize postage privileges for all.

6. OCES Policy and Procedure 9 Inventory • Office equipment, furnishings, references, etc. are on an inventory. (>$5,000) Personal books and equipment? • Property is owned by an office, a program or position. • Property must be handled (destroyed, sold, traded) according to policy. • http://intranet.okstate.edu/Fiscal_Affairs/inventory.htm • Info on transfers, disposals, additions, forms, etc

7. OCES Policy and Procedure 8 Grants & Contracts • Proposals must be routed through District Director • Principal Investigator (PI) administers the grant • <$2,500—may be kept in agency account • >$2,500—will be administered on campus • Owned by program, activity • Residual money? http://www.dasnr.okstate.edu/agco/

8. Agriculture Sponsored Programs Administration NEW - DASNR Guidelines for Sponsored Programs Administration Agriculture Sponsored Programs Administration (ASPA) Staff:Includes staff names, emails, areas of responsibility. DASNR Grants & Contracts AwardedG&C awards received by DASNR faculty, listed by month. DASNR Grants & Contracts ProposedG&C proposals received by DASNR faculty, listed by month Announcements DistributedIncludes announcements distributed electronically by ASPA. Proposal Submission ProceduresIncludes DASNR procedures, terms & conditions, budget worksheet, routing sheets, standard OSU agreements, F&A rates, and benefit rates.  Links to these forms are also included. OSU Institutional ResourcesLinks to various OSU offices involved in the administration of G&C including OURS, GCFA, and Research Compliance. OSU/ASPA FormsIncludes links to various OSU/ASPA Forms Links to External SponsorsLinks to a variety of federal, state, and private sponsors. Other Links Related to Sponsored ProgramsLinks to NCURA, AUTM, SRA, and TRAM.

10. Routing SheetSecure administrative approvalValidate budget:math, salaries, IDCs, etc • Assistance • Suzanne McNatt, Ext. Financial Coordinator • Hollie Schreiber, Mgr. Ag Grants and Contracts • District Director

11. OCES Policy and Procedure 7 Appropriate Use of Time & Equipment • Office hours: 8-1/2 hours, open to close. No “Home” work. • Computers, telephones, copiers, etc not for personal use. • Survey of companies with 1,000 employees • ½ screen email, 28% will soon start, 1/3 have fired employees for misuse of email CBS News Reports, 9/1/06 • Survey: 54% of companies ban Facebook, MySpace, Twitter Computerworld, 10/9 • “Dreaded Six” websites: adult, illegal, tasteless, gambling, race/hate, violence. • 70% of online porn traffic occurs during business hours. • Ohio Casualty installed Internet filtering software resulting in a 45% decrease in online traffic. Websense, 2004 • Bass boats aren’t allowed either • Most video traffic from noon to 2 p.m. Neilson Online, February, 2008 • Illegal use of software • Employees devote 4 hours weekly to personal activity “No user [of university computers] has rights of privacy.” OSU-HR

12. OCES Policy and Procedure 6 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” • 4-year reviews by district office • Non-discrimination statements • News letters, news articles, flyers, etc. “Oklahoma State University, U.S. Department of Agriculture, State and Local governments cooperating. The Oklahoma Cooperative Extension Service offers its programs to all eligible persons regardless of race, color, national origin, religion, sex, age, disability, or status as a veteran, and is an equal opportunity employer.”

13. OCES Policy and Procedure 5 Livestock Show Activities • Educators should foster an atmosphere of high standards for adults and youth. • Educators should maintain the honesty and integrity of the educational experience. • Judging is okay. • Mileage may be claimed unless a stipend is paid by the show/fair. • Livestock procurement, grooming, and other such activities are not encouraged outside of educational goals. • The sale of show animals is monitored—’sphere of influence’

14. OCES Policy and Procedure 4 Outside Compensation • Second jobs, activities • Addresses conflict of interest in terms of time, influence or money • Farming, ranching, teaching, consulting, judging, retailing… • “Notice of Intent to Engage in a Professional Activity for Extra Compensation” form • Provides administrative approval/awareness

15. OCES Policy and Procedure 3 Fiscal Management • County Extension agency accounts • @ local bank, categorized (horse show, FCS, M&O) • Funds “owned” by program, position, event, grant • Organization money (cattlemen, HCE) • Memorandum of Understanding (MOU) • Use P-card for state fund expenditures • Audit—Suzanne McNatt, Sr. Financial Coordinator • http://intranet.okstate.edu/Fiscal_Affairs/extfinance.htm • Travel, agency accts, soil tests, county contracts, leave, purchase requests

16. OCES Policy and Procedure two Travel Expenses • Reimbursements • Mileage--50 cents/mile—map & vicinity • Motel--$70-84 (more for conference site) • If shared, reimbursement requires name, T-# of roommate. • Per diem--reimburse expenses up to $46-66/day • Other expenses--tolls, parking, meeting registration (minus meals), etc. • Out-of-state requests… • Nat’l Assn. meetings ($500 county plus $250 local grant) • http://intranet.okstate.edu/Fiscal_Affairs/travel.htm

17. OCES Policy and Procedure 1 Leave • Annual, sick: 22 days each/year. Accumulated from start of employment. (Different for classified staff) • Study: 15 days/calendar year after first 6 months • Other: FMLA, leave w/o pay, administrative • Administrative—jury, weather, workman’s comp, personnel action • Funeral: immediate family-3 days, other family-1 day • Compensatory: FLSA-exempt vs non-exempt • http://www.okstate.edu/osu_per/policy_proced.htm

18. Enjoy your career.