As was discussed during the recent Extension Town Hall Meeting, today, we are initiating the revised Extension Return to Work Framework Plan. All county offices are reverting to full telecommuting operations today, and Extension staff are to get tested for COVID-19 in compliance with University requirements. On Tuesday, September 8, your District Director, in conjunction with the county coordinators, will send out communication identifying the offices that qualify to reopen to staff only (not the public).
The office stage will be determined by data provided by SC DHEC’s Recent Disease Activity by County (view the Activity data as of August 24 for an example). A map is provided, and counties in gray are medium incidence, which correlates to the yellow stage in the updated Extension Return to Work Framework Plan guidance. This SC DHEC data will be updated every Monday at 4 p.m., and your supervisor will contact you each Tuesday to let you know the status for your county office.
The recording from the August 20 Town Hall Meeting and accompanying files, including the PowerPoint presentation, updated Return to Work Framework Plan (RTW), Extension Guiding Principles and Code of Conduct, and Field Operations Reorganization, are available in the Town Hall folder on Box.
We asked you to submit questions based on the Town Hall Meeting information, and those questions are listed below with answers. One question that was asked was, “How much are we really saving by not hiring an Associate Director?” The conservative answer is $160,000, not including travel expenses. That question made me think about Extension’s ROI (return on investment). I want each of you to ask yourself what your ROI is. In other words, if a legislator or stakeholder asked you to justify your salary, how would you answer them?
Your Extension Leadership Team has worked together to carefully review and answer your questions from the Town Hall Meeting. The questions have been grouped into themes and capture similar questions into one response. Please direct any additional questions to your District Director or Program Team Director.
Q: With the new reentry requirements, and if each stage “builds” on the previous, if a county infection status gets worse at some point in the Fall, is there the ability and flexibility to revert back to different office status? Will we still be setting limits to “occupancy” in the “green stage” with staff, volunteers, and visitors until a vaccine is available?
A: The plan is designed to move forward and backward in concert with SC DHEC’s Recent Disease Activity by County data. The community health status of the county will determine the operations state. Long-term schedule staggering will remain in effect indefinitely.
Q: Once an office is in yellow or green status, if an employee has proven ability to telecommute when site visit or in-person meetings are not happening, can they telecommute some days where they would otherwise only be doing computer work/making calls/hosting webinars?
A: During the COVID-19 pandemic, telecommuting will be allowed based on joint approval with District Extension Directors, Program Team Directors, and Clemson University Human Resources.
Q: Will the county #cases/100,000 be the only criteria used for reopening decisions? It seems like that number would be highly influenced by the number of tests conducted. With limited (and seemingly decreasing) tests being conducted, it seems like the % positive would be an essential factor?
A: See the Extension Return to Work Framework Plan for all three criteria being used by SC DHEC to monitor disease activity by county.
The numbers we are using to determine eligibility for office reentry are a formula that takes into account the number of people tested and the number of cases positive, which provides a number called the “incidence rate.” This helps us determine if numbers are just increasing due to increased testing or due to community spread.
Q: What happens if the county you live in is a different level of open compared to the county you work in?
A: Staff work within the limitations presented to modified operations for the county in which they work versus live.
Q: When will the new red/yellow/green status be given?
A: Status updates will be provided weekly starting on September 1.
Q: If we have a health concern (prior surgery/illness), do we need to get a note from our doctor to come to the office during non-normal work hours?
A: You should not be working from the office during “non-normal” work hours. Work with your District Extension Director and Clemson University Human Resources concerning this matter.
Q: Will Pickens County have a separate plan for the inevitable bump in case numbers when students return to campus and are tested?
A: No.
Q: Why is the closing of the offices and testing happening before Labor Day? Could this cause a false security when returning to offices on September 7?
A: Clemson Extension is following the testing policy established by Clemson University. Please see the policy under the Extension Return to Work Framework Plan.
Q: How will the county offices be notified when their office is in the yellow? Will the County Coordinators be told, and then they contact the rest of the office staff? When an office is cleared for staff to return, is that when we will be sent all of the links to submit test results and approvals to return?
A: District Extension Directors will notify all staff affected by office closure and/or reopening decisions directly. County Coordinators will reinforce this communication moving forward.
Q: Will Extension employees who work on campus follow Pickens County reopening or something different?
A: On-campus employees will be required to adhere to on-campus facility plans.
Q: Will you share the SC DHEC county report with us weekly?
A: Yes.
Q: How soon will we start using the decision trees for site consults?
A: August 31.
Q: Can the decision flowchart and pertinent information get posted on the Extension For Employees webpage vs. only sent in email?
A: Yes.
Q: Will agents be able to continue to telecommute if they are at high risk for catching COVID?
A: Long-term telecommute agreement may be approved in collaboration with the District Extension Director, Program Team Directors, and Clemson University Human Resources.
Q: Will we be given the ability to convert certain jobs to permanent telecommuting?
A: No Extension jobs are converting to telecommute status on a permanent basis. Long-term telecommute agreements may be approved in collaboration with the District Extension Director, Program Team Directors, and Clemson University Human Resources.
Q: What good is testing if exposed after being tested?
A: Testing is intended to monitor the overall prevalence and spread of COVID-19 throughout the University and associated locations. Testing will allow for contact tracing within the employee system so that actions can be taken to reduce the spread of the disease in the workplace.
Q: If, when tested for COVID-19 as required to returning to the office, what happens then?
A: You can obtain a test for COVID-19 during work hours as needed and continue to work remotely while you await your results.
Q: Can you still work remotely, or will you be required to take sick leave?
A: If your test is negative, you will be cleared to go into the office. If your test is positive, but you are not experiencing symptoms, you can continue to work remotely during the recommended self-isolation at home.
Q: Will the reentry policies include a rigorous self-screening process, including temperature checks, etc.?
A: Employees are being asked to stay home if they are experiencing ANY symptom or evidence of illness. Employees will be asked to self-monitor daily for symptoms.
Q: Is there a restriction on how many COVID tests your insurance will cover?
A: As a public health concern, testing is being provided free of charge to the public, with or without insurance
Q: The new Code of Conduct implies that we should be mindful of what we say in public or on social media whether “on the clock” or not, this policy starts down the slope of control of the employee personally.
A: The Extension Code of Conduct is not a policy; it is a creed that defines the professional culture and behaviors Extension employees should uphold. It is intended to maintain personal freedom while upholding the health, safety, and integrity of Clemson Extension.
Q: What’s the accountability for following the Extension Guiding Principles?
A: Established evaluation processes will be utilized to ensure accountability to the aforementioned Guiding Principles and Code of Conduct.
Q: Are there any changes to our personal budgets/spending as agents? Can we continue to use program funds as needed?
A: To the extent that ALL Clemson Extension funds are subject to the oversight of Clemson University and the State Fiscal Accountability Authority prudent fiscal judgment, must be exercised with respect to programmatic expenditures. The University at large and Extension have taken significant steps to mitigate the impacts of impending budget constraints and will continue to do so as circumstances warrant. Fiscal responsibility needs to be used when using generated funds.
Q: You now will have an “Interim” District Extension Director for the Upstate. Why was this position not advertised at least internally or someone with Extension experience put in that position?
A: Extension evaluates budgets on a regular basis to determine the efficiency and appropriateness of spending. Budgetary decisions are made based on identified resource needs. Extension is utilizing existing resources where possible during budgetary constraints and evaluating opportunities for fund reallocation as needed. This position was not advertised because it is not a permanent position and not a full-time position. The position will be re-evaluated in a year.
Q: What will be done to smooth over the transition for those of us who have a new District Director?
A: The District Extension Directors are working together for a smooth transition, and each District Extension Director will schedule county staff meetings throughout this process.
Q: When will the new districts take effect?
A: September 14.
Q: Will the district divisions stay until the end of modified operations, or will they stay post-COVID? Regarding new district realignment, will the District Director in the Piedmont region be in place for a year or maybe more? Are there plans for future realignment?
A: There are no alternative plans for future realignment. The effectiveness of the current realignment will be monitored on an ongoing basis throughout the next year. This was a result of COVID-19 and is due to budget constraints. It will take time for us to rebuild our budgets.
Q: Can the State Office/Extension Leadership provide an updated message for the new club year for use on social media and emails, in response to questions about face-to-face programs?
A: New messaging will be created for communication with 4-H club leaders and volunteers.
Q: The 4-H program team was told that the policy about events was ten or more people, is that still the case?
A: The policy to which you refer is referenced in the updated Extension Return to Work Framework Plan.
Q: Should specialists abide by the same guidelines, but tailor things to the specific county in which the event is taking place? Or are there any different regulations for specialists with statewide responsibilities?
A: The specialist should follow the return to work plan given by the REC where they are housed. Extension-based programming and site visits should follow Extension’s Return to Work Framework Plan.
Q: Are there any plans to increase the cell phone stipend considering we are using our phones/Wi-Fi at an even greater rate than usual?
A: This is the prerogative of Clemson Procurement exclusively and not determined by Extension.
Q: Is there an updated ‘official’ Extension statement regarding our COVID-19 response that we can share with stakeholders?
A: Communication with Extension stakeholders will be updated moving forward as we transition back to modified operations in offices.
There is a rack card that has been created and can be given to stakeholders and people you are working with at site visits, etc. That education piece explains that agents are following CDC recommendations COVID-19 mitigation strategies (masks, physical distancing, handwashing, staying home when sick). It also suggests that all physical contact, like hugs and handshakes, be avoided. The Extension Leadership Team recommends you print out this educational piece and provide it to your stakeholders during interactions. We are also adding the COVID-19 procedures being followed by Extension to the website.
Q: Can we do a statewide press release to the local newspapers, TV, SC Market Bulletin, and other media outlets to remind customers that we are “open” by phone and email and here to serve them and that we are conducting online programs?
A: Yes.
Q: So if a furlough happens, will those of us who have been doing our jobs and /or above and beyond be given a little consideration over those who haven’t made that effort?
A: Furloughs are being determined based on salary level and are designed to save jobs during times of economic uncertainty.
Q: Could you share the furlough plan so we could have some idea of what might be expected?
A: Clemson Human Resources has provided information on the furlough program in an August 24 media release.
Q: Can we use generated money to fill in the gap for pay cuts or furloughs?
A: No.
Q: If budgets are tight, should we be engaging the services of Dr. Griffin or utilizing that funding somewhere else?
A: Dr. Griffin was contracted last year through December to provide leadership coaching with our Extension Leadership Team. This coaching has helped Extension with achieving a cohesive leadership team from which all employees in Extension will benefit.
