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

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

3. “Assistant Director for NOAA Relations” Position Created in 2001 by John Cortinas to: 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. McPherson; now me J. Cortinas served two years; followed by R. McPherson; 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 Professional development Management opportunity Management opportunity Size of local CIMMS presence at NOAA Size of local CIMMS presence at NOAA

4. CIMMS Review 2003 Review was held for 2 days in mid-October 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 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 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) Apparently, that new report soon will be submitted to the NOAA SAB (there are now 7 recommendations)

5. FY04 Annual Report Great input from everyone – 130 pages – completed on time and delivered to NOAA Great input from everyone – 130 pages – completed on time and delivered to NOAA Available at CIMMS web site under “Progress & Plans” (FY2004 report) Available at CIMMS web site under “Progress & Plans” (FY2004 report) No longer just sits in someone’s file cabinet; circulated by J. Cortinas to NOAA higher-ups 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) 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.) Also, cherry-pick it throughout the year for other reporting purposes (NOAA “Hot Items”, etc.)

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

7. Manuscripts (will put on web) Notification (peer-reviewed) 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.” “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) 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." "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."

8. Task II Titles/Next 5-Yr Plan There are nine Task II funding request titles at NSSL; one each at the other NOAA units 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 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”) 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 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 DoC legal review 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 DoC legal review

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

10. Intellectual Property Not a requirement Not a requirement Is a way to bring funding back to your unit (and you) 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.” 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 Disclosures first, then licenses Have one of each in the hopper now Have one of each in the hopper now OTD PowerPoint from July on CIMMS internal site OTD PowerPoint from July on CIMMS internal site Come to Randy if you need help Come to Randy if you need help

11. Benefits Update Aetna is new health and dental provider 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 1-888-99OUPPO (for PPO) or 1-888- 99OUHMO (for HMO) – Questions regarding Aetna dental can be addressed to 1-877-238-6200 Enrollment Assistance Sessions are still available Enrollment Assistance Sessions are still available – October 28, 2-4pm; November 2, 1-3pm; November 4, 10-12am; November 5, 12-4pm

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

13. Leave/Travel/Tuition Approval; Field Activities Approval for paid leave of 40 consecutive hours (one week) is needed prior to leaving 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 http://www.cimms.ou.edu/internal/leave.html Travel authorization must be given prior to payment of airfare 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 http://www.cimms.ou.edu/internal/travel.html

14. 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 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 NSSL does not pay for additional tuition or fees

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

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

17. Telework?!? Provides an opportunity to perform scheduled work at home 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 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 WDTB has approved a policy for Federal and CIMMS employees NSSL considering the OAR policy for its Federal employees, initially 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 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 Can be intermittent or regularly scheduled OCWWS Employee Checklist for Participation in Telework OCWWS Employee Checklist for Participation in Telework

18. Telework?!? A. Teleworking may be feasible for work that requires: 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: 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

19. D.C Update Senate Commerce/Justice/State appropriations committee report had good numbers for PAR and good language – far cry from last year Senate Commerce/Justice/State appropriations committee report had good numbers for PAR and good language – far cry from last year Numbers: Numbers: – $2.824 M for PAR, as opposed to $1 M in House version – JI funding at adequate levels Language (good example): 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.“

20. Director’s Minute

21. Questions?