Below are the previous email messages related to the COVID-19 situation from Dr. Dobbins to Extension Employees on August 3, June 25, JUNE 4, May 4, April 28, April 10, March 30, and March 17.
October 9, 2020 Update
As of October 9, the SCDHEC data will be updated every Friday.
On August 31, we initiated the revised Extension Return to Work Framework Plan. County office stages for reopening will be determined by data provided by SCDHEC’s Recent Disease Activity by County report. The SCDHEC data will be updated every Friday at 4 p.m. Your supervisor will contact you each week to let you know the status of your county office.
The new Office Reopening Stages webpage will be updated weekly. The updated Extension Return to Work Framework Plan provides details on the office reopening stages.
Extension staff are to get tested for COVID-19 in compliance with University requirements.
August 20 Town Hall Meeting Recording
The recording from the August 20 Town Hall Meeting and accompanying files are available in the Town Hall folder on Box:
Meeting Recording
PowerPoint Presentation
Updated Return to Work Framework Plan (RTW, updated in August)
Extension Guiding Principles and Code of Conduct
Field Operations Reorganization
Archive to previous email communications from Extension Administration.
August 3 Email from Dr. Dobbins
I have been on the phone with Ms. Smith, General Manager of the SC State Fair in regards to our Livestock Shows. Let me assure you that the last thing they wanted to do was to cancel this year’s SC State Fair. This is their revenue source for the entire year, one in which they have to pay their employees and maintain the grounds and buildings. Our SC State Fair is NOT state-supported and is solely dependent on their gate receipts. The management and the board of directors work for days on ways to safely put on the fair. However, after days of debate and consulting medical professionals, SCDHEC and CDC. They had to make the only RIGHT decision and that was to error on the side of public health and cancel this year’s fair. They will have a drive-through fair for two evenings but it is not what they wanted nor expected.
They are busy planning the 2021 Fair and making the Livestock Shows bigger and better. I want to ask for your understanding and support during these times. Remember it is our responsibility to act responsibly. Our state was headed in the right direction prior to July 4, but now after the celebration of July 4, we have had an explosion of COVID 19 cases. This is a direct result of all of us not acting responsible and now we are paying the price with the closure of events. Let’s work as a team to control the spread of COVID-19 so we can have a State Fair in 2021.
June 25, 2020 Email from Dr. Dobbins
I greatly appreciate the focus many of you have put on abiding by our reentry program and policies. As I have said before, I can’t emphasize enough how this team has continued to produce successful outcomes while adapting to new methods of program delivery.
However, I have had a few problems brought to my attention, and they revolve around soil sample handling and processing. At this time, ALL county offices are closed to the general public. The District Directors and Program Team Directors agreed on this policy, and we are still looking at offices staying closed to the general public until after Phase 3 of our reentry plan. If a client has 20 or more soil samples, an agent will pick them up and mail them to the Clemson lab. If the amount of samples is less than 20, the client is responsible for mailing those to the lab. I realize this is not ideal, but we must follow this procedure until we announce otherwise. The spread of COVID-19 continues to increase, and it is crucial that we take ALL precautionary measures to ensure the safety of everyone.
I know that none of us want to put our administrative assistants in a difficult situation with clients asking them to process samples. Can you imagine how you might feel if they processed a sample, contracted the virus, and then also passed it on to others – family, friends, colleagues, and anyone they happen to come in contact with? If we strictly abide by our policies, we can help decrease the spread of the virus and move closer to reopening offices. If, because of careless acts, we contribute to the virus spread, this will slow down the reopening. If anyone in the office tests positive for the virus, we will have to close down the office for 14 days, have the deep-clean process done, and ensure all of the office’s employees are tested and remain negative over the 14 days. That may likely mean testing is done for their family members as well. That type of situation will come at a high cost, not only with regard to dollars, but also the fear and frustration it will create among both employees, their families, and stakeholders.
Please respect our policies at ALL times, during any situation – to not only keep moving towards the reopening of offices – but more importantly, to ensure safety is our priority for the sake of all.
June 4, 2020 Email from Dr. Dobbins
Extension Personnel:
I want to share a passage from my favorite book that guides me in all I do. “There is a time for everything and a season for every activity under heaven.” More than ever, it is time for us as Clemson Extension employees, to think before we speak or comment in writing. We have had so many situations occur over the past few months that have created significant stress and anxiety worldwide. Sometimes people do and say things that they would not or should not otherwise say. The COVID-19 pandemic and the variety of consequential issues that have resulted are causing extreme distress, and now, the incidents that have led to the current nationwide protests have created additional anguish. For many, this is more than they have known during their lifetime.
We in Extension have had to alter programming through virtual solutions, and worse yet, events have had to be canceled. These situations have caused disappointment among our stakeholders, as well as us. For example, in response to the cancellation of the Junior Beef Round-Up, there are some who have expressed their frustration through social media posts. We must remember that responding to negative and, at times, misinformed comments, would not serve any of us and would most likely further exasperate the issue at hand. Instead, we should listen so that we understand the basis of their frustration and not react to the manner in which it is expressed. Listening is key and should be the response from all of us.
I am asking that we refrain from posting or commenting through social media in a way that would stoke additional negativity. Our job as Extension employees is to provide unbiased, research-based information through our programs to improve the quality of life for all South Carolinians. Our actions and communications should always support that mission.
Clemson University provides some guidelines and best practices on the Clemson Social Media Resources website (https://www.clemson.edu/campus-life/social-media/resources.html). Their guidance with regard to negative comments states, “If you find yourself in a position where the communication becomes antagonistic, avoid being defensive. Please be respectful of other’s people’s opinions. Having thoughtful discussions on important topics is a great way to build your community and is a very important aspect of having a successful social media site”.
May 4, 2020 – From Dr. Dobbins, Extension Town Hall Meeting Announcement
I invite you to join us for an Extension Town Hall Meeting on Friday, May 15, 2020. Members of our Clemson University Administration and the Extension Leadership Team will bring greetings and updates to the system.
The town hall meetings will be divided into three groups. Please use the zoom connection information below to attend your designated meeting from 1:00-2:00pm. Please see the attached flyer for further details. I realize that there may be various questions; however, because of limited time in each meeting, we will only be able to accept these in a chat room. I also encourage you to email any advance questions to Heather Repec at hrepec@clemson.edu by May 8, and I will respond to these as soon as possible.
I look forward to seeing all of you at the town meeting, and I appreciate all of your hard work and dedication as we navigate through our modified office operations.
May 4, 2020 – From Dr. Dobbins, Evaluation Process
I hope all of you and your families are doing well during our modified operating procedures. COVID 19 will not slow down our yearly evaluation process. I want to make sure that each of you have ample time to get prepared and to turn in requested material to your Extension District Director (DD) and Program Team Director (PTD). I am asking that you SELF-RATE each of your job duties and objectives and turn in with your accomplishments. This will assist the DD/PTD with their evaluation. During our Modified Operating Procedures, I want to make sure we capture all of the good work you have done.
It is very important that we conduct a very comprehensive evaluation this cycle. The timeline is as follows:
- June 1: Actual Performance and Performance Level due to the Extension District Directors/Program Team Directors- electronic
- June 15- July 31: Individual evaluation conferences to discuss evaluation and sign
- August 1: Evaluations are due in the Director’s office
- August 15: Evaluations due to CUHR
For Extension District Directors and Program Team Directors
- July 1: Actual Performance and Performance Level due
- August 1-15: Individual evaluation conferences
I want to encourage all of you to start now and send in a complete package. This is your opportunity to make your case for your evaluation outcome. I know that each of you have been completing the Google Docs form (or other work logs) during our modified operations period and I hope this exercise will give you a jump start on this evaluation cycle. If you have any questions about the evaluation process, contact your DD and/or PTD, or other direct supervisor.
*Special note: Next year ( 2020-2021) CUHR is requiring a self- evaluation section on the EPMS form, this will be discussed during your planning stage.
April 27, 2020 – From Dr. Dobbins
As you well know by now, we have been working very closely with the University’s Emergency Operations Center (EOC) on many issues related to the COVID-19 situation. We made them aware of all the planned 4-H activities around the state and the logistics that our 4-H coordinators have worked very diligently to develop. On Monday, April 27, Clemson University Administration announced the decision to cancel all University campus camps and student gatherings. Although it is a very difficult decision, I feel that we must also cancel all statewide 4-H activities until August, unless they are held virtually.
I truly realize this is a very disappointing decision for many. It is one that I did not take lightly. I consulted with many others who I felt could provide knowledgeable feedback. However, at the end of the day, I am certain that this was the decision that had to be made to ensure the safety and wellbeing of everyone.
County 4-H programs/activities will have to obtain approval through EOC to open. Dr. Matt Burns is keeping a list and will ask for approval. If you have not sent in the dates of your county activities to Dr. Burn’s Goggle doc, please do so as soon as you can. If program/activity by EOC you cannot host.
We must do everything we can to energize Extension so that hopefully we can operate in a more normal mode as soon as allowable. Your leadership team has been devoting a substantial amount of time to develop a comprehensive ‘reentry’ plan that will allow Extension personnel to safely return to leading activities that are not currently possible. I truly believe that by working together and continuing to move forward without pause, we will come out of this stronger.
April 10, 2020 – From Dr. Dobbins
I know that each of you is growing weary and tired of the uncertainty each day, and the virus seems to be getting worse. I believe that we are seeing more cases because more tests are available, and that is a good thing. The more people we can test for COVID 19, the better we understand the virus and can make sure our safeguards work.
During this Easter weekend, let’s find things to be thankful for; family, friends, and paying jobs. Let’s remember the sacrifices made to allow us to live in the greatest country ever, working for the greatest University and the GREATEST division – Extension. Let’s remember and pray for those who have been affected by this pandemic. Let’s remember and pray for our leaders, not only during this pandemic but afterwards as well, so that they make the right decisions to get us back to our New Normal.
You all have been amazing through this whole ordeal. You have kept up the good fight to keep Extension alive and serving others before yourself, and I thank you. You have created ways to smile and laugh (much needed) through your ZOOM social hours. You have been focused on programs and how to make them better. Together we will get through this and we will be stronger and better, because you care and you matter. May God bless each and every one of you.
MARCH 30, 2020 – From Dr. Dobbins
I know that the last weeks have been very stressful for you and your families. As you know, I have been meeting with Extension District Directors and Program Team Directors, and we are trying our best to plan work and keep you all in the loop as much as possible. As might be expected, the COVID-19 crisis is very fluid and we have to make needed changes daily. The leadership team is working hard to make sure that you are recognized for your efforts to deliver programs and care for stakeholders while practicing social distancing and meeting with no more than 3 people. I want to thank you for all you are doing to keep Extension up and running during the COVID-19 crisis. First and foremost, we want to make sure that you and your families are safe and that your questions get answered. We also worked very hard on a statement to help you plan for future programs. We must make sure we are ready to bust out of the gates in a full run once it is safe to do so, but your leadership team is not sure when that exact date will be due to this situation being so fluid. However, we are doing our best to monitor the situation daily and will make changes as called for by COVID-19.
Please read the statement below carefully.
Extension Staff be advised that ALL in-person Extension programs scheduled prior to May 15 should be postponed, canceled or shifted to an online format. Planning for in-person activities beyond May 15 may proceed, but with the understanding that postponement or cancellation may be required. All Extension programs should be delivered in a virtual or online format until May 15, after which time the organization’s program delivery posture will be reevaluated.
March 17, 2020 – From Dr. Dobbins
Beginning tomorrow, March 18, all county Extension offices are to be closed to the general public. The only staff that should report to the office are to be considered essential and must be approved by their supervisor. I have asked the District Directors and Program Directors to work with their staff to encourage working remotely. This is a measure that I believe needs to be taken in order to help slow the spread of COVID-19. While we cannot close down our services to our clientele, we must take every precautionary measure and address their needs through telephone calls, emails and video conferencing.
I realize that some of our agents will have to continue to make individual visits on an as-needed basis (to be approved by their Program Director and District Director). I have asked the District Directors and Program Directors to work jointly to develop a modified operational policy to begin Monday, March 23rd. Over the next few days, your supervisor will be in touch with you regarding the appropriate forms to be filled out for telecommuting accountability. If you elect to work remotely, these forms must be submitted to your supervisor by Monday, March 23rd. During this time, Extension Agents, Specialists, and Associates will be asked to complete CUMIS weekly and all Extension employees will be required to provide a bulleted list of accomplishments to your supervisor and complete a daily log of work. The modified operations for county offices will be continued during the COVID-19 crisis and until we are sure that we can provide safe contact with our constituents. Please work with your District Director or immediate supervisor in the pursuit of providing the necessary services to our Extension districts. The modified operations will not be the same for each county due to the following variables: staff size, program implementation and outbreak areas of COVID-19. We will monitor changes in COVID-19 on a daily basis and take necessary steps to protect our employees and our clientele.
This is a very fluid situation. I ask for your patience in working with Extension Administration to speak with one voice. I am asking that you refrain from posting on social media – this may cause us to send out mixed messages. Remember, our first mission is to our families and then to our work. Please use common sense in work-related matters and do not put yourself or your family in a high-risk situation. One other note is that the elderly are the most susceptible to this virus. When dealing with elderly clientele, please make sure that you follow social distancing to the fullest extent possible.
We also have pledged to be in partnership with SCDHEC to provide our constituents with updated information on COVID-19. We will accomplish this by using our email listserv, social media pages, and individual contacts.
I understand this has been very frustrating and there have been plenty of mixed messages sent, however, I want to thank our Extension Leadership – which includes District Directors, Program Team Directors, Millie Davenport, Kathy Coleman, Brian Callahan, Heather Repec, and Michael Wright. They have been working all day through Zoom meetings to construct a workable plan that will keep our employees safe.
