U. of A. C.E.S. Policy Manual: C.E.S.P. 20-1: Extension Policy and Procedures Guide

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Extension Policy and Procedures Guide

Policy Number: C.E.S.P. 20-1
Date Revised: 7-1-2006
Supersedes: 11-22-2002

Management of On-Line Policy Guide

The procedure for keeping the guide updated and current at all times is as follows:

• The office of the Associate Vice President for Agriculture - Extension will be responsible for correcting and updating the policy manual on-line.

• The Associate for Administration will place the text on-line.

• Designated departmental supervisors and individuals will be appointed to be responsible for periodic review and recommendations for policy change.

• Recommended changes should be made on a printed copy of the policy web page being revised.

• All recommendations will go to the Associate Vice President for Agriculture for approval prior to being placed in the electronic version.

• Written copies of all changes should be filed in the policy guide archive file.

Policy Manual Index	Civil Rights
Introduction	Personnel
Legislation	Program Management
History	System Management
Organizational Chart	Employment Policies

Policy Topic: Policy Manual Index
Employee Responsibility: Associate for Administration

Policy Topic: Introduction
Employee Responsibility: Associate Director for Finance & Administration

Policy Topic: Legislation
Employee Responsibility: Associate Director for Finance & Administration

Policy Topic: History
Employee Responsibility: Associate Director for Finance & Administration

Policy Topic: Organizational Chart
Employee Responsibility: Associate Vice President for Agriculture - Extension

Policy Topic: Civil Rights
Employee Responsibility: Director of Human Resources & Program Compliance

Program Compliance

Nondiscrimination Policy
All Reasonable Effort
Notification of Groups of Nondiscrimination Policy
Public Notification of Nondiscrimination
Racial Categories
Membership Areas for E.H. Clubs and 4 - H Units
Racial - Ethnic Data Collection
Record of Clientele of Nondiscrimination
Annual Certificate of Nondiscrimination
Complaint Procedures - Discrimination in Programs

Personnel Compliance

Sexual Harassment
Internal Compliant Procedures - E.E.O.
E.E.O. Plan
Civil Rights Training
Grievance Procedures
E.E.O. Counselors

Personnel: Director of Human Resources & Program Compliance

Employment Policies

Discrimination
Outside Employment
Employment Qualifications
Political Activity
County Residence Requirements
Drug Free Work Place
Employment of Relatives
Citizenship/Alien Status
Minimum Age Requirements
Employment in Two State Positions

Employment Procedures

Hiring Procedures
Faculty Appointments
Employment Checklists
Appointment, Promotion and Compensation-County Extension Agents
Employment Testing
Instructions - E H I R E - 100 & E H I R E - 100 T, Request for Personnel Action
Transfer/Promotion - County Extension Agents
Search and Screening Committees
Employment, Placement and Compensation of Extension Interns
Job Definitions
Employment Ratio - Faculty to Staff
Position Vacancy Announcements
Viewing Personnel Files
Employment References
Position Description
Justification of Personnel Action

Employment Performance Policies

Employment - Introduction Period for New Employees
Salary Increases - Advanced Degrees
Salary Adjustment - Split Appointment
Division of Agriculture Policy on Split Appointments
Appointment, Promotion, and Transfer - County Extension Agents
Termination - Job Abandonment
Employee Disciplinary Actions
Termination
Salary Schedules - Payroll Supervisor
Temporary Employees
Classified Employees
Employment Performance Evaluation - Associate Vice President for Agriculture - Extension
Administrator Evaluation
Extension Associates and Assistant Specialists
Extension Specialists
Program Assistants
Extension Support Specialists
Classified Employees
County Extension Agents
Employee Promotions - Associate Vice President for Agriculture - Extension
County Extension Faculty
Extension Specialist
Support Specialists
Assistant Specialists
Extension Associates
Classified Employees
Career Service/Retirement - Associate Vice President for Agriculture - Extension
Emeritus Status for Retirees
Career Service Recognition Awards Program
Mandatory Retirement
Length of Service Awards

Division of Agriculture Awards

Classified Support Personnel Award
John W. White Outstanding County Extension Educator Award
John W. White Outstanding Extension State Faculty Award
John W. White Outstanding Extension Team Award
Non-Classified Support Personnel Award
Outstanding Alumnus Award

Program Management

Sale of Commodities - Associate Director Ag & Natural Resources
Use of 4-H Name and Emblem - Assistant Director 4-H & Youth Development
Youth Protection Program - Assistant Director 4-H & Youth Development
Trip Insurance - Assistant Director 4-H & Youth Development
Volunteer Liability Protection - Assistant Director 4-H & Youth Development
Waiver of Liability - Associate Vice President for Agriculture -Extension
County Extension Councils - Associate Vice President for Agriculture -Extension
Survey Authorizations - Associate Vice President for Agriculture -Extension
Inward Watts Line - Inward Watts Line
Multi Party Telephone Conference - Associate Director Finance & Administration
Requesting Specialist Assistance - Associate Director Finance & Administration
Requests for Assistance of Ag. Exp. Station & U A P B - Associate Director Finance & Administration
Grants Administration - Director of Financial Services
Arkansas 4-H Policy Handbook - Assistant Director 4-H & Youth Development

System Management

General

Consulting - Associate Director Finance & Administration
Alternative Work Arrangement - Associate Director Finance & Administration
Attending Funerals on Official Time - Associate Director Finance & Administration
Secretarial Assistance & Other Organizations - Associate Director Finance & Administration
Computer and Network Use - Director of Information Technology
Employee Liability Protection - Associate Director Finance & Administration
Use of Professional Designations and Academic Degrees - Associate Director Finance & Administration
Communication (Written, Electronic & Internal Web Site) - Associate Director Finance & Administration
Responsibilities of County Extension Agents - Staff Chair (Supervising Program Assistant)* - Associate Director Finance & Administration
Travel - Director of Financial Services
Travel Regulations - In-State Travel
Travel Regulations - Out of State*
Travel Expenses - Non-Extension Employees, Guests, and Prospective Employees
Foreign Travel
Travel to District and State Fairs
Travel Itineraries
Travel Advances
Little Rock Vicinity Mileage Chart
Travel State Mileage Chart
Extension Vans and Vehicles - Director of Physical Plant
Office Management - Associate Director Finance & Administration
Work Week and Office Hours
Office Signs - County Offices
Smoking in the Office
Filing System - County Offices
Keys Security Cards - State Office
Work Week and Office Hours
Office Signs - County Offices
Smoking in the Office
Filing System - County Offices
Keys Security Cards - State Office
Office Dress and Grooming
Telephone Use Within Extension
Personal Visits
Office Clock - State Office
Office Closing - Inclement Weather
Computer and Network Use - Director of Information Technology
Collect Calls
Use of Extension Copiers
Freedom of Information
Operating Procedures State Extension Office Complex
Payroll and Finance - Director of Financial Services
Monthly Activity Reports
Compensation of Overtime
Workers’ Compensation Notice
Monthly Certificate of Service
Supplemental Clerical Funds
Federal Funds
Hourly Payrolls
Payment for Services
Settlement of Employee Accounts
Garnishments and Salary Liens
Handling Funds
Moving Expenses
County Funding Agreements
Equipment and Supplies - Director of Financial Services
Reimbursement for Demonstration Materials - Director of Financial Services
Office Supplies for County Offices - Associate Director Finance & Administration
Office Supplies for State Office - Associate Director Finance & Administration
Returning State Office Equipment - Associate Finance & Administration
Maintaining Equipment Inventory* - Director of Financial Services
Purchase Requests - Director of Financial Services
Requesting Visual Aids - Director of Communications & Marketing
Audio Visuals for Film Library - Director of Communications & Marketing
Film Processing - Director of Communications & Marketing
Forms/Template Management - Associate Director Finance & Administration
Publications - Director of Communications & Marketing
Distribution of Publications
Ordering Publications
Publishing Process for Publications
Distribution - Associate Director Finance & Administration
Dispatch Mail
Penalty Mailing Privilege
Third Class Mail
Release of Mailing Lists
Mailing List Revision
Request for Postage

Employment Policies

Fringe Benefits - Director of Human Resources & Program Compliance
Reduced Tuition Benefits
U of A Liability Insurance
U of A Long Term Disability Income Protection Plan
U of A Travel Insurance
U of A Cafeteria Plan
Dental Insurance
Cooperative Extension Service Workers’ Protective Association
Cooperative Extension Service Federal Credit Union
Health Insurance and Life Insurance - Federal Employees
U. S. Civil Service Retirement
Civil Service Retirement System Offset Plan
Federal Employees Retirement System (F E R S)
U of A Optional Retirement Plan - Certain Federal Employees
Thrift Savings Plan
Life Insurance - Employees on University Appointment
Retirement Plans - University Employees
Health Insurance - Employees on University Appointment
Social Security
Leave and Holidays - Director of Human Resources & Program Compliance
Annual Leave - Extension Personnel
Sick Leave - Extension Personnel
Family and Medical Leave
Catastrophic Leave Bank Program
Leave for Study - Extension Personnel
Jury or Witness Leave
Inclement Weather Leave
Military Leave
Maternity Leave
Funeral Leave
Leave Without Pay
Holidays

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Cooperative Extension Service
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Little Rock, Arkansas 72204 • USA
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