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Policy Updates

October 2014

C.E.S.P. 1-69: Appointment, Evaluation & Promotion of County Agents
MINOR 10-17-2014
Policy C.E.S.P. 1-69
Summary

Changed  the section Promotion Application, second paragraph

from:  "The promotion application will cover the period since the initial appointment or the last promotion or."

to:

"The promotion application will cover the period since the initial appointment or the last promotion, except for Distinguished Agent. As noted above, the Distinguished designation is recognized for a body of work done by an individual during the whole of his or her Extension career."                                                               

C.E.S.P. 2-13: Civil Rights: Major Civil Rights Legislation
MINOR 10-16-2014
Policy C.E.S.P. 2-13
Summary

Updated links                                                                                

C.E.S.P. 2-17: Civil Rights: Posting Requirements
MINOR 10-7-2014
Policy C.E.S.P. 2-17
Summary

Updated links to pdf posters.                                                                                       

September 2014

 

C.E.S.P. 1-62 Classification & Compensation Plan Temporary Positions

MAJOR 9-24-2014
Policy C.E.S.P. 1-62
Download cesp1-62-temp-classification-compensation-plan
Summary

Moved CES Program Assistants from the “Clerical Assistant” temporary category to
the “Intern & Seasonal” temporary category.

C.E.S.P. 3-41: University of Arkansas Cooperative Extension Service Sponsored Programs Effort Certification
MAJOR 9-5-2014
Policy C.E.S.P. 3-41
Summary Added three new sections. The new sections include detailed procedures related to

1) The effort certification process
2) Making Payroll Adjustments and Labor Redistribution during the Effort Reporting Process
3) Consequences for Failure to Certify

August 2014

C.E.S.P. 2-8: Complaint Procedures - E.E.O.
MINOR 8-21-2014
Policy C.E.S.P. 8-2
Summary Removed Alberta James and her information.
C.E.S.P. 1-63: Personnel - Performance Evaluation: County Agent
DELETED 8-8-2014
Summary This procedure will be distributed through the District Office.

July 2014

C.E.S.P. 2-4: Public Notification of Nondiscrimination
MAJOR 7-31-2014
Policy C.E.S.P. 2-4
Summary                              EEO statement updated
C.E.S.P.1-69: Guidelines for Appointment, Evaluation and Promotion of County Extension Agents and Staff Chairs
MAJOR 7-31-2014
Policy C.E.S.P. 1-69
Summary                              Evaluation section added and revised promotion timeline.
C.E.S.P.2:1: Civil Rights: Nondiscrimination Policy
MAJOR 7-24-2014
Policy C.E.S.P. 2-1
Summary                              Pursuant to new federal regulations, gender identity and sexual orientation have been added to the protected classes in our non-discrimination policies.

June 2014

C.E.S.P. 8-15: US Operating Policies for State Extension Office Complex
MINOR 6-20-2014
Summary                              Deleted Smoking section.  Smoking Policy is addressed in Division Policy for smoking, C.E.S.P. 4-3, Smoking and Tobacco Use in the Office

May 2014

C.E.S.P. 8-11: US Civil Service Retirement System CSRS Offset Retirement System and Federal Employees Retirement Plans
DELETED 5-15-2014
Summary                              Deleted at the request of Del Johnson - HR
C.E.S.P. 8-10: UA Optional Retirement Plan - Federal Employees
MINOR 5-15-2014
Policy C.E.S.P. 8-10
Summary                              Wording change
C.E.S.P. 7-18: Employee Benefits - Leave and Holidays: Family Medical Leave Act (FMLA)
MINOR 5-13-2014
Policy C.E.S.P. 7-18
Summary                              Replaced: 

FMLA Eligibility. Employees who have worked for Extension for at least one year and for at least 1,250 hours (60 percent time) during the previous 12 months are eligible for FMLA leave.

with: 

FMLA Eligibility. To be eligible for FMLA leave, you must have been employed by the State (University of Arkansas or another Arkansas state institution or agency) for at least twelve months and must have worked at least 1,250 hours during the twelve-month period prior to the beginning of your leave.

April 2014

C.E.S.P. 1-62: Personnel: Hiring Policies
MINOR 4-8-2014
Policy C.E.S.P. 1-62
Summary                              Deleted from Veteran's Preference paragraph: "appointment'
Deleted from Employment by Two State Agencies paragraph: "a request is made by the agency to the Chief Fiscal Officer of the State and provided that 
Added to Employment by Two State Agencies:  To request concurrent employment or for more information, contact Human Resources at 501-671-2219.
C.E.S.P. 8-26: Employee Benefits: Fringe Benefits: C.E.S. Employee's Protective Association
MINOR 4-8-2014
Policy C.E.S.P. 8-26
Summary                              Changed: "For additional information, contact the Director of Staff and Leadership Development." to "For additional information, contact Joe Waldrum, (501) 671-2076"
C.E.S.P. 1-62: Personnel: Hiring Policies
MINOR 4-7-2014
Policy C.E.S.P. 1-62
Summary                              Changed person receiving EEVAC-100T from Donna Rinke to Jill Williams

March 2014

C.E.S.P. 8-19: Employee Benefits: Fringe Benefits: Employees on University Appointment
MINOR 3-26-2014
Policy C.E.S.P. 8-19
Summary                              Changed working and layout
C.E.S.P. 8-15: Employee Benefits: Fringe Benefits: Life Insurance - Employees on University Appointment
MINOR 3-24-2014
Policy C.E.S.P. 8-15
Summary                              Changed working and layout
C.E.S.P. 8-21: University of Arkansas Flexible Benefit Plan
MINOR 3-24-2014
Policy C.E.S.P. 8-21
Summary                              Changed working and layout
C.E.S.P. 8-12: Employee Benefits: Fringe Benefits: U.A. Long Term Disability Insurance
MINOR 3-24-2014
Policy C.E.S.P. 8-12
Summary                              Changed working and layout
C.E.S.P. 2-1: Nondiscrimination Policy
MINOR 3-24-2014
Policy C.E.S.P. 2-1
Summary                              Moved Civil Rights Non-Discrimination Statements for Meetings and Newsletters from HR department page to the Policy Manual
C.E.S.P. 8-24: Employee Benefits: Fringe Benefits: Dental Insurance
MINOR 3-21-2014
Policy C.E.S.P. 8-24
Summary Changed wording and layout
C.E.S.P. 8-2: Employee Benefits: Fringe Benefits: UMR Health Insurance
MINOR 3-21-2014
Policy C.E.S.P. 8-2
Summary Changed wording and layout

February 2014

C.E.S.P. 7-20: Employee Benefits: Leave and Holidays
MINOR 2-13-2014
Policy C.E.S.P. 7-20
Summary Changed wording:

"All regular salaried employees and extra help (temporary) employees are eligible to receive holiday pay..."

January 2014

C.E.S.P. 1-74: Personnel: Awards: Cooperative Extension Service: Excellence Awards Program
MAJOR 1-23-2014
Policy C.E.S.P. 1-74
Summary Awards Added:

Faculty to Early Career Awards
Employee of the Year Award

C.E.S.P. 7-20: Employee Benefits: Leave and Holidays
MAJOR 1-9-2014
Policy C.E.S.P. 7-20
Summary

Entire policy revised, including:

All regular salaried and extra help (temporary) employees are eligible to receive holiday pay if they are in pay status (not on leave without pay) for at least fifteen (15) minutes on their last scheduled work day before the holiday and at least fifteen (15) minutes on the first scheduled work day after the holiday.

C.E.S.P. 7-14: Employee Benefits: Leave and Holidays: Children’s Educational Activity Leave
MAJOR 1-9-2014
Policy C.E.S.P. 7-14
Summary Entire policy revised, including:

Pre-kindergarten means an educational child development program that is designed to prepare children who are at least three (3) years of age for an academic kindergarten program.

 

C.E.S.P. 7-7: Employee Benefits: Leave and Holidays: Sick Leave
MAJOR 1-9-2014
Policy C.E.S.P. 7-7
Summary Entire policy revised, including:

Sick leave accrued during a pay period is not considered to be earned by an employee until the last working day of the pay period, and the leave must be earned before it can be used. Although accrual for the pay period is actually entered into the system when payroll is run, sick leave accrued for the 1st through the 15th of the month is not available for use until the 16th. Sick leave accrued from the 16th through the end of the month is not available for use until the first day of the following month. Employees shall not borrow from anticipated future accruals.

C.E.S.P. 7-4: Employee Benefits: Leave and Holidays: Annual Leave & Annual Leave Used for Study
MAJOR 1-9-2014
Policy C.E.S.P. 7-4
Summary

Entire policy revised, including:

All compensatory time must be used before the use of annual leave. Payroll charges vacation absences in the following order: 

  1. Earned Compensatory or Holiday Time
  2. Earned Annual Leave
  3. Leave Without Pay

 and

If an employee leaves state service, his/her rate of annual leave accrual will remain the same upon being rehired by a state agency or institution.

 

C.E.S.P. 1-33: Personnel: Employment Policies: Compensation for Transferring or Rehired Classified Employees
NEW 1-9-2014
Policy C.E.S.P. 1-33
Summary New policy, including: An employee who leaves a state agency or institution and is hired by the same or another state agency or institution after thirty (30) consecutive working days will be considered a rehire and shall have the rate of pay at rehire established from their previous rate of pay.

 

C.E.S.P. 1-15: Personnel, Performance Policies, Termination and Other Separations from Employment

MAJOR

1-1-2014

Policy

C.E.S.P. 1-15

Summary

Old: The Extension requirement of providing a minimum of two (2) months notice prior to retirement. At retirement, benefits will terminate on the last day of the pay period in which premiums were paid for an eligible retiree.

New:

Employees eligible for retirement should provide Extension with a minimum of ninety (90) days advanced written notice and are urged to retire on the last working day of the month. This processing time is necessary for the vendor to ensure that retirement benefits may commence in a timely manner.

Upon retirement from Extension employment, an employee's benefits will terminate on the last day of the month for which premiums were paid. The employee will be required to elect all eligible retirement health, dental and/or life insurance elections within thirty (30) days of official retirement date. 

C.E.S.P. 8-19: Employee Benefits, Fringe Benefits, Retirement - Employees on University Appointment
MAJOR 1-1-2014
Policy C.E.S.P. 8-19
Summary Changed: Optional Retirement Plan (OPR) to University of Arkansas Retirement Plan (UARP)

Changed: Vesting (Ownership)

From:

Vesting (Ownership): For Classified employees who are under the state pay plan, the vesting schedule for contributions to the ORP  is handled in the following way. Your employee contributions will always be vested (owned by you.) Contributions made by Extension on your behalf are vested and completely owned by you at the earliest of:

    • Completion of three years of service; or

    • Attainment of normal retirement age; or

  • The end of six consecutive months during which you contributed at least 5% of your regular salary.

For all employees other than Classified employees, the contributions made by Extension and by you are immediately vested (owned by you.) This refers to both the employee and employer contributions.

To:

Vesting (Ownership) - For Classified employees, who are under the state pay plan, the vesting schedule for contributions to the UARP is handled in the following way.  Your employee contributions will always be vested (owned by you).  For classified employees hired prior to 1/1/2014 who are not yet vested will become vested as of their current vesting dates or one year from their hire dates, whichever is earlier.  For classified employees hired 1/1/2014 and after, contributions made by Extension, will be vested at the end of 12 consecutive months of employment.

Vesting (Ownership) - For Non-Classified employees, the vesting schedule for contributions to the UARP is handled in the following way.  Your employee contributions will always be vested (owned by you).  For employees hired 1/1/2014 and after, contributions made by Extension, will be vested at the end of 12 consecutive months of employment.

 

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