1. WVU Service WVU Extension Service New Employee Welcome Packet Spring 2010 Extension Service Human Resources Knapp Hall PO Box 6031 Morgantown, WV 26506 Tel: 304.293.4555 Fax: 304.293.4565

2. Index This is a basic guide for new WVU Extension Service employees. Here you’ll find an overview of our organization and useful information to aid your start with the Extension Service (or ES). You can refer to it when needed at the ES Human Resources web site. For easy online use, underlined terms thorughout this PowerPoint are hyperlinks to the relevant web site, while the index on the left links to sections of this document.ES Human Resources WelcomeWelcome by Director Dave Miller First Steps Some Basics Programs Support Units Employee Information Faculty Information Classified Staff Information Accountability and Leave Calendars/Timelines Departmental Leave Contacts Promotional Items Administrative Team Contacts WVU Extension Service Welcome Pack

3. Welcome Welcome to West Virginia University and the WVU Extension Service. WVU Extension is a large and diverse organization that serves as the front door to WVU for many state residents. With faculty and staff located in all 55 counties, Extension has provided educational programs to the people of West Virginia since 1914. As an Extension employee, you will find it important to learn about the structure of the organization and become familiar with the programs we offer. The Extension Service has five program areas: Agriculture and Natural Resources; Community, Economic and Workforce Development; Families and Health; 4-H Youth Development; and WVU Jackson’s Mill and support units: (Communications, Development, Finance and Business, Human Resources, Facilities and Services, Federal Excess Property, and Technology). Over the next five years, through strategic partnerships with higher and basic education, government, private, and nonprofit organizations, WVU Extension will: 1) Develop more individual leaders at the community, organization, and state levels. 2) Help create more rural and community-based businesses. 3) Improve the successful development of our youth. 4) Increase the capabilities and readiness of West Virginia’s current and future workforce. 5) Provide education that ensures healthier West Virginians. I ask you to join us as we continue to help West Virginians improve their lives and communities and, by so doing, help model for our nation the new West Virginia. I look forward to meeting you and discussing your role as a new Extension employee. Sincerely, David Miller Associate Provost and Director WVU Extension Service Director, Dave Miller

4. First Steps Groupwise Account Groupwise is the university’s e-mail system, which is essential for communications. Setting up your account should be among the very first things you do. New Employee Orientation Registration New Employee Orientation Registration New Employee Orientation is where you will learn about subjects related to your new job, and meet your fellow employees! Orientation is held bi- annually at WVU Jackson’s Mill, where many statewide events and meetings are held. In Fall 2009 it will be held September 21-24. New Employee Orientation is where you will learn about subjects related to your new job, and meet your fellow employees! Orientation is held bi- annually at WVU Jackson’s Mill, where many statewide events and meetings are held. In Fall 2009 it will be held September 21-24. Your first week… Your first week of employment can be exciting and stressful, as you are likely entering a new work environment with a unique employer. But, it is an important period for you to “get things in order” and get underway, and two things that are essential are your Groupwise account, and registering for New Employee Orientation. To Index Also, for e-mail Listservs contact your administrator.

5. Some Basics WVU Extension Service Mission Statement Our Mission Statement WVU Extension Service educators and volunteers build and help sustain collaborations and partnerships with people and organizations in West Virginia to improve their lives and communities. Our programs and services strengthen leaders, youths, and families. We develop and teach best practices for sustainable agriculture, responsible use of renewable resources, and stewardship of natural resources. We work to improve our state’s communities, workforce, and economy. To Index

6. Some Basics Organizational Structure To Index

7. Programs The WVU Extension Service is made up of four major program areas, in addition to the WVU Jackson’s Mill complex. 1. Agriculture and Natural Resources 1. Agriculture and Natural Resources 2. 4-H Youth Development 2. 4-H Youth Development 3. Community, Economic, and Workforce Development 3. Community, Economic, and Workforce Development 4. Families and Health 4. Families and Health WVU Jackson’s Mill, a multi-faceted facility, stands apart from these four programs, but plays a role in all of them. WVU Jackson’s Mill, a multi-faceted facility, stands apart from these four programs, but plays a role in all of them. To Index

8. Programs The program is behind the beginning of the national Extension Service nearly 100 years ago. Thus, there are many subjects which fall under this program. Here the primary fields of interest: The Agriculture and Natural Resources program is behind the beginning of the national Extension Service nearly 100 years ago. Thus, there are many subjects which fall under this program. Here the primary fields of interest: Agriculture and Natural Resources Agriculture Agriculture Agricultural Engineering Agricultural Engineering Aquaculture Aquaculture Farm/Risk Management Farm/Risk Management Field Crops Field Crops Forage and Livestock Forage and Livestock Forestry and Wood Products Forestry and Wood Products Sustainable Agriculture Sustainable Agriculture Fruit Horticulture and Gardening Land Reclamation Pest Management Poultry, Rabbits, Beef Wildlife Youth Agriculture Jennifer Williams, Program Director To Index Dave McGill, Assistant Program Director

9. 4-H is possibly the most well-known program of the Extension Service, providing the nations youth with skills qualities which aid throughout life. Subjects include: 4-H is possibly the most well-known program of the Extension Service, providing the nations youth with skills and qualities which aid throughout life. Subjects include:Programs 4-H Youth Development 4-H Curriculum Camping Literacy Volunteer Leadership Children, Youth, Families, and Community at Risk (CYFAR) Energy Express Reaching the Underserved Debbie McDonald, Program Director To Index Bill Beckley, Assistant Program Director

10. The Community, Economic, and Workforce Development program takes the Extension Service into the broader employment sectors. The program’s sections include:Programs Community, Economic, and Workforce Development Steve Bonanno, Program Director The Institute for Labor Studies and Research Fire Service Extension Safety and Health Extension Community Resources and Economic Development To Index

11. Programs The Families and Health Program seeks to aid the core of our population in everyday life. The program is active in these areas: The Families and Health Program seeks to aid the core of our population in everyday life. The program is active in these areas: Families and Health Strengthening Families Program Community Educational Outreach Service (CEOS) Nutrition and Health Programs David Snively, Associate Director To Index Diabetes Cardiac Challenge Family Nutrition Program

12. Programs WVU Jackson’s Mill is the central gathering spot for WVU’s Extension Service. As an employee, you will first be visiting here for New Employee Orientation. Other roles include: WVU Jackson’s Mill is the central gathering spot for WVU’s Extension Service. As an employee, you will first be visiting here for New Employee Orientation. Other roles include: WVU Jackson’s Mill Site of choice for WVU Extension Service educational program offerings. Increase utilization of the facility by WVU academic departments, other regional campuses, and WVU Extension. Service for program areas that match West Virginia youth and adult lifelong learning needs. For example, firefighter and safety and health training, water treatment training, credit courses, programs for business/professional/trade groups and agricultural industry. Strengthen relationships with local and state 4-H groups. Providing space for meetings, recreation, conferences and events for groups and families; and providing formal and informal training opportunities for local families. Terry Patterson, Program Director To Index

13. Support Units The array of programs carried out by the Extension Service staff across all 55 counties in West Virginia requires a centralized support system. These Organizational Support Units are based at the WVU Extension Service headquarters, at Knapp Hall in Morgantown. Knapp Hall is located on Beechurst Avenue, in the Downtown Campus area. The array of programs carried out by the Extension Service staff across all 55 counties in West Virginia requires a centralized support system. These Organizational Support Units are based at the WVU Extension Service headquarters, at Knapp Hall in Morgantown. Knapp Hall is located on Beechurst Avenue, in the Downtown Campus area.Organizational Support Units Organizational Support Units Communications/Technology Development Office Finance and Business Human Resources Operations To Index

14. The Organizational Advancement unit is the responsible for media-related materials and communications for the overall ES, also helping individual county’s and staff in doing the same. Focus is a bi-weekly electronic newsletter distributed via e-mail to all ES personnel. The Organizational Advancement unit is the responsible for media-related materials and communications for the overall ES, also helping individual county’s and staff in doing the same. Focus is a bi-weekly electronic newsletter distributed via e-mail to all ES personnel. Support Units Organizational Advancement Contact: Ann Berry Ann.Berry@mail.wvu.edu Ann.Berry@mail.wvu.edu Ann Berry, Associate Director To Index E-mail Accounts Listservs Computer Program Support Purchasing Technology Equipment Help Desk: 304-293-4444 Contact: Alex Yohn Alex.Yohn@mail.wvu.edu The Day at the Legislature Media Contact Marketing (Brochures) Business Cards Newsletter Advocacy

15. Support Units Development The WVU Extension Service Development Office works to link those who want to give, with programs and projects they would like to support. Our goal is to help donors understand the impact their gifts will make in the lives of the thousands of people WVU Extension Service and West Virginia 4-H affect each year. WVU Foundation Donations WVU Alumni Donations Development Quarterly Magazine Julie Cryser, Director To Index

16. Support Units The Finance and Business Office is crucial to keeping funding straight, documented, and under control. Office supplies, travel, program financing, etc. all come under this unit’s activities. The Finance and Business Office is crucial to keeping funding straight, documented, and under control. Office supplies, travel, program financing, etc. all come under this unit’s activities.Finance and Business OfficeFinance and Business Office Finance and Business Pro Cards Travel County Budgets/Financial Audits General Accounting and Policy Information Procurement Services Grant Submission Jessie Momen, Director To Index

17. Support Units Extension Human Resources Mission Statement ES Human Resources handles the following areas: The mission of the Extension Human Resources is to maintain a fair, equitable, and positive work environment for all employees, in support of the mission of the Extension Service. It is based upon the belief that the success of any organization, and its ultimate value, is primarily dependent upon its people; and that the development of the greatest potential for each employee will create job satisfaction and career opportunities for individuals and provide maximum benefit to the organization. ES Human Resources handles the following areas: Human Resources ADA Accommodations Civil Rights Employee Relations Exit Interview Graduate Tuition Waivers Hiring (Full and Part Time and Student Employees) Leave Contact Coordinator New Employee Orientation Professional Development Payroll and Benefits Performance Management Personnel and Grant Budgets Sexual Harassment Training Social Justice Kim Suder, Director To Index

18. Support Units The Operations Unit in Morgantown works to keep our organizations functioning. The Operations Unit in Morgantown works to keep our organizations functioning. Operations Mail Service Keys Visitor Parking Permits Asset Management Safety Committee Office Supplies Office Furniture Camp Appliances 55 County Program Coordinators Director County Program Coordinator Training County Extension Service Committees Promotion & Tenure David Snively, Associate Director To Index Facilities & ServiceExcess PropertiesOperations

19. Employee Information Human Resources Forms There are numerous forms you will be using, among them are the following: Benefits Information Direct Deposit Employee Time Record Federal Employees’ Federal Credit Union Fringe Benefits Rates List of Deductions and Abbreviations on Direct Deposit/Paycheck Statements Marital Status Changes Tax Forms Timesheet Hourly Employee Cycle I Timesheet Hourly Employee Cycle II Timesheet Mountaineer Temp Employee Cycle I Timesheet Mountaineer Temp Employee Cycle II Timesheet – Work-study Students Cycle I Timesheet – Work-study Students Cycle II To Index

20. Information Faculty Information Faculty, similar to staff, undergo a yearly evaluation. As faculty, what will you be evaluated on? Here are key components. Faculty, similar to staff, undergo a yearly evaluation. As faculty, what will you be evaluated on? Here are key components. Promotion and Tenure Guidelines Faculty Assignment Document (FAD) Team Assignment Document (TAD) To Index

21. Faculty Evaluation Teaching involves the dissemination of knowledge, the stimulation of critical thinking, and the development of artistic expression. Extension teaching often involves the creation and development of teaching-learning systems in off-campus environments. Extension faculty are practitioners who develop teaching programs to meet the needs of non-credit learners. In these programs, Extension faculty help form the curriculum, engage in direct teaching, and train others as teachers. Service activities involve the application of the benefits and products of teaching and research to address the needs of society and the profession. These activities include service to individuals at all levels from the community to the international levels. For Extension personnel, service to the university includes contributions to the efficiency and effectiveness of the unit to which the faculty member is assigned, key collaborating agencies, and to WVU Extension Service in general. Research involves the creation and synthesis of knowledge. Extension research and creative activity often involves the discovery, identification, and utilization of knowledge that informs and guides teaching and service. Extension faculty are practitioners with a land-grant university who interpret and bring new insight to bear on the potential applications of research and creative activity. Extension research and creative activities guide the faculty and the learner toward decision making and action. What are your significant areas? To Index

22. Position Information Questionnaire (PIQ)Position Information Questionnaire (PIQ) Confidentiality Statement ContractConfidentiality Statement Contract Staff Assignment Document (SAD)Staff Assignment Document (SAD) Timesheets (if required)Timesheets (if required) Performance AppraisalPerformance Appraisal Classified Information As Classified Staff, you will have yearly performance appraisals. The performance appraisal process is an annual opportunity for supervisors to meet with their classified employees to review the previous year's accomplishments and to set new goals for the upcoming year. It provides an historical record of the employee's impact versus the organization's operational need. What else will I need to fill out? To Index

23. Accountability All benefits eligible employees accrue annual leave and sick leave semi- monthly (based on their FTE). As a WVU employee, you can keep track of your balances on the WVU MyAccess web site, where after entering your MasterID and password you can view and edit your personal information, or go on to the Leave Request page. All benefits eligible employees accrue annual leave and sick leave semi- monthly (based on their FTE). As a WVU employee, you can keep track of your balances on the WVU MyAccess web site, where after entering your MasterID and password you can view and edit your personal information, or go on to the Leave Request page.WVU MyAccessLeave RequestWVU MyAccessLeave Request Employee leave is entered electronically by each employee on the Leave Request page. You can automatically pull you basic information onto that page by using the “Start Lookup” feature at the beginning, then you provide details for the particular leave request. Employee leave is entered electronically by each employee on the Leave Request page. You can automatically pull you basic information onto that page by using the “Start Lookup” feature at the beginning, then you provide details for the particular leave request.Leave RequestLeave Request Medical/Catastrophic/FMLA – If you have missed more than five consecutive work days, you will need to notify WVU Medical Management and fill out the Medical Verification Form and necessary paperwork to be on an authorized leave of absence. Medical/Catastrophic/FMLA – If you have missed more than five consecutive work days, you will need to notify WVU Medical Management and fill out the Medical Verification Form and necessary paperwork to be on an authorized leave of absence.Medical Verification FormMedical Verification Form Leave Accrual and Usage To Index

24. Departmental Leave Contacts New Employees: It is your responsibility to follow the University guidelines and policies when using leave (sick, annual, medical, etc.). If you have questions, contact your supervisor. When processing forms, contact your program/unit’s leave contact person. Department Leave Contact Leave Contact Phone Number Email Address Agricultural and Natural ResourcesMary Higgins304 293-6131 x2566 MRHiggins@mail.wvu.edu Community, Economic and Workforce Development Leslie Barrett 304 293-6967 x4201 Leslie.Barrett@mail.wvu.edu Jackson’s Mill Donna Gould 304 269-5100 DJGould@mail.wvu.edu Families and Health Gena Wagaman 304 293-2796 x8587 GDWagaman@mail.wvu.edu 4-H Youth Development Heather Grimes 304 293-2694 x7604 HLGrimes@mail.wvu.edu Human Resources Diann Fowler 304 293-4555 x8949 DMFowler@mail.wvu.edu Associate Provost Diann Fowler 304 293-4555 x8949 DMFowler@mail.wvu.edu Communications Gitta Jenkins 304 293-4221 x2539 Gitta.Jenkins@mail.wvu.edu Technology Gitta Jenkins 304 293-4221 x2539 Gitta.Jenkins@mail.wvu.edu Finance and Business Mary Ellen Chittum 304293-2401 x8756 MaryEllen.Chittum@mail.wvu.edu WVU Policies To Index

25. Recognition and Awards Employee excellence with the Extension Service is rewarded every year. Programming ExcellenceDiversity Programming Excellence Individual Program ExcellenceIndividual Program Excellence New Program(s) ExcellenceNew Program(s) Excellence Individual Faculty Performance ExcellenceIndividual Faculty Performance Excellence Individual Staff Performance ExcellenceIndividual Staff Performance Excellence Unit ExcellenceUnit Excellence Professional Improvement ExcellenceProfessional Improvement Excellence Team Program ExcellenceTeam Program Excellence Champion AwardChampion Award Advanced Researcher AwardAdvanced Researcher Award Developing Research AwardDeveloping Research Award Howard Shriver Professional Development AwardHoward Shriver Professional Development Award For more, go to Awards for Recognition. Awards for RecognitionAwards for Recognition To Index

26. Associations and Cooperating Associations and Cooperating Organizations Allied Organizations Allied Organizations W.Va. Community Educational Outreach Service W.Va. Community Educational Outreach Service W.Va. 4-H All Stars Professional Associations Association for Communication and Excellence Epsilon Sigma Phi Extension Associate of West Virginia Extension Service Staff Association (ESSA) W.Va. Association of Extension 4-H Agents W.Va. County Agents Association W.V. Extension Association of Family and Consumer Sciences Additional information can be found at Committees & Associations. Committees & AssociationsCommittees & Associations To Index

27. Calendars/Timelines Graduate Tuition Waivers Fall Session: Due end of June Spring Session: Due end of October Summer Sessions: Due end of March In July ES HR will forward your notice of appointment. Call Diann or Jan at 304-293-4555 if you have questions. Benefits Open Enrollment Organizational Calendar Notice of Appointment Each April is your chance to sign- up/change your benefits. WVU ES Day at Legislature (Usually February) Annual ES Meeting (November) New Employee Orientation (February – September) Yearly Events WVU Holidays To Index

28. Promotional Items What a great shirt….where can I get one? Extension Service promo items are great for the office, public events, presents, and having around the home! What a great shirt….where can I get one? Extension Service promo items are great for the office, public events, presents, and having around the home! Products Hats Jackets Men’s Attire Women’s Attire Miscellaneous Items To purchase or order, contact David Bartlett at 304-293-4555 x8960. To Index

29. Administrative Team Contacts NameWork #Cell # Ann Berry 304 293-4221 x3640304 216-3938 Steve Bonanno 304 293-6967 x8689304 216-5149 Debbie McDonald 304 293-2694 x8158304 282-3802 David Miller 304 293-5691 x3304304 216-3084 Jessie Momen 304 293-2401 x3355304 282-1398 Terry Patterson 304 269-5100 x109/127304 641-0390 David Snively 304 293-5691 x8636304 216-1954 Kim Suder 304 293-4555 x8613304 282-1386 Jennifer Williams 304 293-6131 x2560304 376-4516 To Index