OCES Policy & ProceduresTraining for New County Extension Directors

Claude BessSE District Extension DirectorWednesday, February 4, 2015

What We’ll Cover

• Difference Between Policy and Procedure• Why Do We Have Them• Where Do They Come From?• Where To Find Them• Employee Responsibility• How Are They Interpreted & Applied?• A Look at Selected Policies & Procedures

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– Civil Rights/Affirmative Action is underwritten by

federal 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?

• OCES Procedure Guide, Field Operations– http://

intranet.okstate.edu/OCES/OCES%20Procedure%20Guide2014.pdf

– Provides “guidelines” of more pertinence to OCES field offices• Purpose and Scope of OCES• Legislation Authorizing Extension• Fiscal Management

– Purchasing» Agency Accounts http://intranet.okstate.edu/Fiscal_Affairs/policy.htm » County Funds» Grants

Where Do I Find Them?

• OCES Procedure Guide, Field Operations• Fiscal Management (continued)

– Postage, Inventory Audits, MOUs, etc.– Moving expenses

• EASS/EASA Retention Incentive Program• Civil Rights & Affirmative Action• Endorsement statements, etc.• Use of 4-H Emblem• Personnel Management• Employee Benefits• General Office Management

Purpose of the OCES Procedure Guide

• Provides a web-based reference– The application of policies throughout OCES will be based on

prevailing University policies as maintained by OSU Human Resources (http://hr.okstate.edu/policy_proced) with additional appropriate procedures determined by DASNR administration including the OCES Associate Director

– Provides web site links with which relevant OSU policies may be accessed in their entirety

– Discusses additional guidelines to provide oversight and guidance in those situations peculiar to the characteristics of OCES

Employee Responsibility• OCES Procedures Guide and OSU policies are available to all OCES

personnel• Any questions regarding the application of policies and procedures

should normally be resolved through consultation with appropriate administrative personnel starting with County Extension Directors and proceeding in sequence to the District Extension Directors, DASNR Human Resource Director and/or the OCES Finance Coordinator, the appropriate Assistant Director, and finally the Associate Director.

• Each employee will be held responsible for compliance with all policies and procedures as stated

• Any employee finding what he/she perceives to be an error in the guide should report their finding in writing to their immediate supervisor

Where Do I Find Them?

• OSU Policy & Procedure: – http://hr.okstate.edu/policy_proced – Provides in-depth information for most situations of a

general nature• Leave• Time & Attendance• Use of email/computers/etc.• Grievances/complaints• Benefits• FMLA Guidelines• Other

Administrative Support Specialist & Assistant Guide

• Handy Reference for Admin. Support Specialists & Admin. Support Assistants– http://

intranet.okstate.edu/staff_development/secretaries/Admin%20guide.pdf

• Accounting Procedures (Pink Sheets, Bank Reconciliations, etc.)

• Hiring Procedures (Job Descriptions for Support Staff, Inventory, Soil Lab, etc.)

• Of more pertinence to support staff, but……………– I use it a lot

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) – Updated in 2014

• 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 to 9 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 16th

(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 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)

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– Enrolled in an ‘approved’ course of study

• 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– For your protection!– Need to anticipate FMLA if you can

• Pregnancy, prolonged illnesses /injuries (also can be used for care of family member with serious health condition)

• Any chronic condition lasting 5 working days, or, any accumulation of time for said chronic 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• Approved on a case by case basis

– Can be used as a disciplinary action

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

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”.

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

– Purchase of Stamps for Grant Programs Administered via Agency Funds• Very Restrictive

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

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

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• Can accept check to your agency account and claim mileage

– 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”

Tobacco Use

• Tobacco Use within OCES Offices is Prohibited– Prohibited for a Staff Member to Use Tobacco

While Working with, or in the Presence of Youth

Political Activities

• Employees have rights, but, are expected to follow OSU policy as it pertains to political activity– Use Common Sense

– It’s ok to run for school board, but let your DED know!

Selected Policy & Procedure

Fiscal Management– Agency Accounts

• Local Bank, Categorized (County FCS Programs, Ag Programs, 4-H Programs/Events County Horse Show, etc.)

• Funds are “owned by the program, position, event, etc.”– CED has final say on declaring category funds surplus

» http://download.dasnr.okstate.edu/acctproc.doc

– 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

–This is the responsibility of the CED!!

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

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, regardless of

amount

• 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• Jami Spiva• Michelle German

Summary

– Interpreting and Enforcing Policy & Procedure is a Big Responsibility• Take it Seriously or No One Else Will!• Set High Expectations for Your Staff!• You Must Be the Role Model!!

– Plenty of Resources Available to You– Be Sure to Ask When in Doubt About Any Policy or

Procedure