CIMMS All-Hands Meeting Wednesday October 27 2004 3

CIMMS All-Hands Meeting Wednesday, October 27, 2004 3: 00 pm NSSL Conference Room

Administration P. Lamb DIRECTOR R. Peppler (temp) ASSISTANT DIRECTOR FOR NOAA RELATIONS Scientists, Fellows, Engineers, Technicians, Visitors, GRAs P. Thornton ADMINSTRATIVE ASSISTANT R. Peppler ASSOCIATE DIRECTOR T. Reinke FINANCIAL ADMINISTRATOR D. Mattax ACCOUNT & BUDGET REP. II J. Henry STAFF ASSISTANT III

“Assistant Director for NOAA Relations” Position • Created in 2001 by John Cortinas to: –Oversee CIMMS staff at NOAA units; don’t supervise specific activities –Coordinate (with Tracy) Task II funding requests to NOAA –Assist (with Tracy) in submitting grants to external funding agencies –Assist researchers with intellectual property issues –Serve as primary liaison to local NOAA management for CIMMS staff –Serve (with Tracy) as a university resource for staff at NOAA units –Help (with Tracy) define and evaluate policies and procedures –Serve as a first contact for CIMMS staff on work-related issues –Participate in the employee evaluation process –Help with anything that comes up involving you • J. Cortinas served two years; followed by R. Mc. Pherson; now me –Any CIMMS researcher is eligible for this position –Selected by P. Lamb and J. Kimpel –Continued need for this position after we are all in NWC building • Professional development • Management opportunity • Size of local CIMMS presence at NOAA

CIMMS Review 2003 • Review was held for 2 days in mid-October 2003 • The Review Committee presented a 17 -page report (with 22 recommendations) to NOAA's Science Advisory Board (SAB) in mid-March 2004 • The NOAA SAB did not accept that report and the Review Committee Chair agreed to produce another report • Apparently, that new report soon will be submitted to the NOAA SAB (there are now 7 recommendations)

FY 04 Annual Report • Great input from everyone – 130 pages – completed on time and delivered to NOAA • Available at CIMMS web site under “Progress & Plans” (FY 2004 report) • No longer just sits in someone’s file cabinet; circulated by J. Cortinas to NOAA higher-ups • Could be used to match research progress to funding provided (re: Task II) • Also, cherry-pick it throughout the year for other reporting purposes (NOAA “Hot Items”, etc. )

CIMMS Paper of the Year • Contest runs concurrently with NOAA Paper of the Year • Approved in 2003 by OU Provost • Separate categories for –Research papers –Review/tutorial papers • At least one author must be from CIMMS • Must be published during prior 2 calendar years • Will announce once NOAA announces its competition • No similar program JI-wide

Manuscripts (will put on web) • Notification (peer-reviewed) –Please send a copy to John Cortinas and Randy at time of publication (“after you have a reprint is fine”) • “The recipient is required to submit a copy to the funding agency, and when releasing information related to a funded project, include a statement that the project or effort was undertaken through funding received under a grant/cooperative agreement from the DOC. ” –Will better help John with bean-counting in D. C. ; will better help Randy assemble lists for Annual Report and website – we are not catching everything now • Disclaimer (non-peer-reviewed) –Applies to conference papers, websites, videos, etc. , that are not reviewed formally before publication • "This [conference paper/report/video] was prepared by [recipient name] under CIMMS award [number] from NOAA, U. S. Department of Commerce. The statements, findings, conclusions, and recommendations are those of the author(s) and do not necessarily reflect the views of NOAA or the U. S. Department of Commerce. "

Task II Titles/Next 5 -Yr Plan • There are nine Task II funding request titles at NSSL; one each at the other NOAA units • Each has to be tied into one of the NOAA Strategic Plan goals and our 5 -year plan; all Task II money requested is done so under one of these titles • Most titles are either too broad or too narrow (e. g. , “Convective Weather Research” and “QPESUMS”) • Each was attached to your subtitles in the Annual Report and related to a NOAA S-P goal • 5 -year plan for FY 2007 -11 will be written next year – would like to refine the Task II titles so that they can be functional and encompassing over that period, and to avoid excessive Do. C legal review

NWC Building • Still on track for move-in during spring/summer 2006 • Research units first; operational units last • Furniture is almost out to bid for OU part; NOAA ongoing • You get to select from a pre-selected suite – committee • You won’t be taking along any current furniture • Shop/Bay and Library committees busy now • Networking/IT still being resolved

Intellectual Property • Not a requirement • Is a way to bring funding back to your unit (and you) • Royalty deal from OU – “All ROYALTIES shall be paid to UNIVERSITY in accordance with the preceding percentages with a distribution of 80% of such ROYALTIES to the Cooperative Institute for Mesoscale Meteorological Studies (“CIMMS”) at the UNIVERSITY in support of CIMMS-NSSL ongoing research and 20% of such ROYALTIES to be distributed as ROYALTIES direct to the UNIVERSITY. ” • Disclosures first, then licenses • Have one of each in the hopper now • OTD Power. Point from July on CIMMS internal site • Come to Randy if you need help

Benefits Update • Aetna is new health and dental provider –All employees must fill out forms choosing coverage –Forms are due to Human Resources November 5 –Questions regarding Aetna physicians can be addressed to 1 -888 -99 OUPPO (for PPO) or 1 -88899 OUHMO (for HMO) –Questions regarding Aetna dental can be addressed to 1 -877 -238 -6200 • Enrollment Assistance Sessions are still available –October 28, 2 -4 pm; November 2, 1 -3 pm; November 4, 10 -12 am; November 5, 12 -4 pm

Raises, Bonuses, & Performance Plans • Raises were effective July 1, 2004 • Bonuses were paid on the September paycheck • Performance plans should be submitted to Tracy and she will get signatures of appropriate CIMMS management • Copy of performance plan will be put in your personnel file that Tracy maintains

Leave/Travel/Tuition Approval; Field Activities • Approval for paid leave of 40 consecutive hours (one week) is needed prior to leaving –Paid leave approval form is found online: http: //www. cimms. ou. edu/internal/leave. html • Travel authorization must be given prior to payment of airfare –If you are getting a non-refundable ticket, please tell division secretary so the paperwork can be processed that day –Travel envelope form is now online –All travel forms and rules are located at: http: //www. cimms. ou. edu/internal/travel. html

Tuition Approval • Graduate College waives 6 in-state credit hours and 9 out-of-state credit hours during fall/spring and waives 4 out-of-state credit hours during summer • NSSL does not pay for additional tuition or fees

Proposal Submission; Post Award • Fill out OU Infosheet as soon as possible to notify them that proposal will be coming • Tracy can assist you with budget preparation • All proposals should be looked over by Randy before submission • All CIMMS proposals are handled by Matt Berry (325 -6131) • Post award presentation is on the internal CIMMS webpage • All CIMMS contracts and awards are handled by Jennie Parker (325 -6054)

Staff Handbook • OU Staff Handbook is online http: //www. ou. edu/ohr/handbook_index. html • OU Faculty Handbook is online http: //www. ou. edu/provost/pronew/content/fhbmenu. html • Researchers fall under “Faculty” for classification in some areas but “Staff” for others • If you have questions, please contact Tracy

Telework? !? • Provides an opportunity to perform scheduled work at home • A management option rather than an employee benefit; does not change the terms and conditions of employment • WDTB has approved a policy for Federal and CIMMS employees • NSSL considering the OAR policy for its Federal employees, initially • Subject to employee conduct, ability to work without close supervision, organization and time management skills, requirement for face-to-face contact with others, requirement for access to material that cannot be moved from the office, and special facilities and equipment that would be costly to duplicate at the alternative work site • Can be intermittent or regularly scheduled • OCWWS Employee Checklist for Participation in Telework

Telework? !? • A. Teleworking may be feasible for work that requires: –Reading proposals –Data analysis –Reviewing or writing reports, plans, procedures, policies –Researching –Planning –Editing –Interviewing over the phone –Computer programming, data base devel. , data entry, word processing –Remote system administration and monitoring • B. Teleworking may not be feasible for work that requires: –Extensive face-to-face contact with a supervisor/clients/ public –Frequent access to materials/equipment not to be removed from bldg. –Special equipment or facilities located only in the building –Security too costly to provide outside the building

D. C Update • Senate Commerce/Justice/State appropriations committee report had good numbers for PAR and good language – far cry from last year • Numbers: –$2. 824 M for PAR, as opposed to $1 M in House version –JI funding at adequate levels • Language (good example): –"The Committee also recommends that the administration provide a realistic budget submission for NOAA that is in line with annual appropriated levels and baselines, rather than fictitious OMB planning ceilings that have no relation to reality and, if enacted, would devastate the agency’s service to the American people. “

Director’s Minute

Questions?