1. CIMMS All-Hands Meeting Thursday, November 8, 2007 NWC 1350 – 2:00 pm

2. Agenda Introduction Welcome and Introduction of Administrative Staff Science Annual Report (Randy) CIMMS Paper of the Year Contest (Randy, Pete) U.S./China Symposium on Mesoscale Meteorology (Pete) Administration Benefits Update (Tracy) Benefits Update (Tracy) Raises and Performance Plans (Tracy) Policy Refresher (Paid Leave/Travel/Field Experiment/Graduate Tuition) (Tracy) Proposal Submission/Post Award Refresher (Tracy) Online Staff Handbook (Tracy) Manuscript Submissions (Randy) New Website (Randy) CI Recompetition (Pete, Randy) Funding NOAA Funding in regards to Recompetition (Tracy, Pete) Closing Director’s Minute (Pete) Questions

3. Administrative Staff P. Lamb DIRECTOR R. Peppler ASSOCIATE DIRECTOR R. Peppler ASSISTANT DIRECTOR FOR NOAA RELATIONS T. Reinke FINANCIAL ADMINISTRATOR Scientists, Fellows, Engineers, Technicians, Visitors, GRAs L. Byrd ADMINSTRATIVE ASSISTANT Vacant ACCOUNT & BUDGET REP. II J. Henry STAFF ASSISTANT III

4. Science

5. Annual Report Process went well and responses were prompt Process went well and responses were prompt Submitted on time, thanks to your help Submitted on time, thanks to your help Never sure if I am getting everything from NSSL, including publications Never sure if I am getting everything from NSSL, including publications Are there ways we could improve the process, including how you submit your responses, how we coordinate the responses, etc.? Are there ways we could improve the process, including how you submit your responses, how we coordinate the responses, etc.?

6. Paper of the Year Contest [supposed to] run concurrently with NOAA Paper of the Year Contest [supposed to] run concurrently with NOAA Paper of the Year 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 at other CIs No similar program at other CIs Haven’t conducted competition in 2 years; problems include (a) funding and (b) obtaining reviewers! ANY IDEAS??? Haven’t conducted competition in 2 years; problems include (a) funding and (b) obtaining reviewers! ANY IDEAS???

8. Administration

9. Benefits Update Aetna is our health and dental provider Aetna is our health and dental provider – Online enrollment is November 5-18 – Packets should be received by November 8 – New six-tier structure for premiums (range from $0-$78.82 depending on annual salary) – OU will be paying a portion of dependant care health premiums in 2008 – HMO High Option has been eliminated – OU will be putting out for bid in 2009 the entire health plan – New Long-term care insurance is being offered Enrollment Assistance Sessions are available Nov. 9, 9:30am; Nov. 14, 1:00pm; Nov. 15, 8:00am (general) and Nov. 13 at 10am and 11am (new long-term care insurance) Enrollment Assistance Sessions are available Nov. 9, 9:30am; Nov. 14, 1:00pm; Nov. 15, 8:00am (general) and Nov. 13 at 10am and 11am (new long-term care insurance)

10. Raises and Performance Plans Raises were effective July 1, 2007 Raises were effective July 1, 2007 Performance plans should be submitted to Tracy and she will get signatures of appropriate CIMMS management – we need to do these! Performance plans should be submitted to Tracy and she will get signatures of appropriate CIMMS management – we need to do these! A copy of the performance plan will be maintained by the division (NOAA units) A copy of the performance plan will be maintained by the division (NOAA units)

11. Paid Leave Policy Approval for paid leave of 40 consecutive hours (one week) is needed prior to departure Approval for paid leave of 40 consecutive hours (one week) is needed prior to departure –Paid leave approval form is found online: http://www.cimms.ou.edu/internal/leave.html http://www.cimms.ou.edu/internal/leave.html If you leave the university, terminal paid leave is normally not given If you leave the university, terminal paid leave is normally not given University policy states that people on soft-funded positions need to use their paid leave while on the project University policy states that people on soft-funded positions need to use their paid leave while on the project

12. Travel Policy 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 department assistant so the paperwork can be processed that day –Travel authorization form and return envelope are 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 –If you have questions regarding travel, please ask BEFORE you do anything; don’t ASSUME anything since rules change all the time

13. Field Experiment Policy Anyone driving a government vehicle must have a driver’s license on file with Tracy Anyone driving a government vehicle must have a driver’s license on file with Tracy Copies of the University of Oklahoma insurance policy will be given to employee to take whenever driving a government vehicle Copies of the University of Oklahoma insurance policy will be given to employee to take whenever driving a government vehicle

14. Graduate Student Tuition 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

15. Proposal Submission/ Post Award Refresher 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 Please notify Tracy of your intent to submit a proposal Please notify Tracy of your intent to submit a proposal 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 Tena Smith (325-6140) All CIMMS proposals are handled by Tena Smith (325-6140) All CIMMS contracts and awards are handled by Mary Sewell (325-4808) All CIMMS contracts and awards are handled by Mary Sewell (325-4808)

16. Online Staff Handbook OU Staff Handbook is online http://hr.ou.edu/handbook/default.asp OU Staff Handbook is online http://hr.ou.edu/handbook/default.asp http://hr.ou.edu/handbook/default.asp 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 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. Manuscript Submissions Affiliation Affiliation – “Cooperative Institute for Mesoscale Meteorological Studies, The University of Oklahoma, and NOAA/The NOAA unit you report to, Norman, Oklahoma” Funding Acknowledgement Funding Acknowledgement – "Funding was provided by NOAA/Office of Oceanic and Atmospheric Research under NOAA-University of Oklahoma Cooperative Agreement #NA17RJ1227, U.S. Department of Commerce"

18. New Website (under construction)

19. CI Recompetition 19 months out: NOAA Program(s), Goal Team(s), and Line Office(s) develop request/proposal for a new CI and submits to the NOAA Research Council (for CIMMS, approximately 12/1/07) 17 months: NOAA Research Council reviews request/proposal (2/1/08) 16 months: NOAA Executive Council/NOAA Executive Panel review; VADM Lautenbacher approval (3/1/08) 15 months: Completed RFP published in Federal Register (4/1/08) 13 months: Deadline for university proposal submission (6/1/08) 10 months: Award decided and submitted to Grants Management Division (9/1/08) 6 months: Award announced (1/1/09) 0 months: New CI begins life (7/1/09)

20. Funding

21. NOAA Funding in regards to Recompetition Current NOAA Cooperative Agreement ends June 30, 2009 Current NOAA Cooperative Agreement ends June 30, 2009 A one year no-cost extension will be granted A one year no-cost extension will be granted This means that all funds must be spent by June 30, 2010, but no additional funds may be received after June 30, 2009 This means that all funds must be spent by June 30, 2010, but no additional funds may be received after June 30, 2009

22. “Double counting” Director’s Minute

23. Questions?