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CDC-Guidelines-03-24-2011

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CDC-Guidelines-03-24-2011 Powered By Docstoc
					1. PURPOSE AND SCOPE

This document provides the guidelines, including eligibility criteria and benefits, procedures, and
general guidance for applying to and participating in the Centers for Disease Control / Agency
for Toxic Substances and Disease Registry (CDC/ATSDR) Oak Ridge Institute for Science and
Education (ORISE) Research Participation Program. These guidelines are applicable to all
organizations within CDC and are intended for all CDC Centers that utilize the ORISE Program.

2. BACKGROUND

The ORISE Research Participation Program at CDC is a training and succession planning
mechanism designed to provide students, postgraduates, and university faculty opportunities to
participate in project-specific CDC research, current public health research, and developmental
activities. It is an educational and developmental program formed in partnership with Oak Ridge
Associated Universities (ORAU) and the U.S. Department of Energy (DOE) through an
Interagency Agreement. CDC ORISE participants do not perform work in place of federal
employees nor are they considered to be CDC employees. The CDC ORISE program is
considered a valuable human capital tool which provides educational experiences and training
in public health as a means to introduce highly motivated participants to potential public health
careers. The goal of these guidelines is to:

      provide a system and framework of information that ensures, to the greatest extent
       possible, applicable policies, regulations, laws, and agreements related to ORISE are
       observed;

      foster effective stewardship of government resources through the adoption of effective,
       consistent, and efficient business practices; and

      create and maintain successful mentoring relationships, encourage education, and
       support the public health mission of CDC.

3. POLICY

   A. CRITERIA:

       1) The participant must be enrolled in an accredited college or university working
          toward a degree in an appropriate field (see 3.A.3), received a college degree within
          5 years prior to the initial ORISE appointment date, or serve as a full time faculty
          member at an accredited college or university. The only acceptable proof of
          education is an official transcript from the degree-granting or current institution
          (copies of official transcripts are acceptable).

       2) The participant may be a non-US citizen but must comply with all applicable
          immigration laws and requirements authorizing employment within the U.S.

       3) The participant must have obtained, or be currently enrolled in applicable courses
          toward a degree in a professional science or engineering discipline, or a related
          public health discipline such as economics or health communications; and must be
          involved in a public health project that clearly requires this educational background.

       4) The project must be well defined and supportive of the scientific/public health
          educational and developmental aspects of this program.
  5) Due to security requirements, the initial ORISE appointment can be approved for no
     longer than one year in duration, with subsequent extensions in one year intervals.
     Participation is limited to a total of four (4) years. NOTE: The 4-year maximum will
     be calculated from the original appointment date inclusive of breaks in service.

  6) The participant is not considered to be performing a job or providing consulting or
     expert advice, and may not perform any inherently governmental functions, e.g.,
     supervising federal employees, approving expenditures of funds, etc.

  7) The CDC mentor is responsible for the daily guidance or leadership of the
     participants, including performance appraisals, disciplinary actions, and establishing
     schedules (days and hours). The mentor should not be another ORISE participant.

  8) All early terminations must be approved by the Office of the Chief Operating Officer /
     Human Capital Management Office (OCOO/HCMO) and ORISE.

  9) The participant must be located in a CDC facility with the assigned mentor, i.e., “flexi-
     place” is not permitted except for very short periods as required by the project. This
     includes telework as stated in the CDC-HR-2003-03 Telework Policy for Civilian
     Employees. Faculty appointments are an exception, as these may not be at a CDC
     facility.

  10) An overseas project location for ORISE participants is not authorized. Short-term
      international travel, not to exceed 30 days, may be authorized by the Management
      Official (MO) when critical for project completion, upon coordination with the Center
      for Global Health (CGH), Office of General Counsel (OGC), and the Deputy Chief
      Operating Officer (DCOO), and in accordance with pertinent federal/Department of
      Health and Human Services (HHS)/CDC travel regulations and project requirements.

B. STIPEND DETERMINATION:

  Note: The following does not apply to a faculty ORISE appointment. Separate
  determinations will be made on a case-by-case basis for academic faculty.

  1) The initial stipend is determined primarily in consideration of the educational level
     obtained. CDC will not “match” private or public sector compensation due to the
     temporary and educational nature of the ORISE appointment. Only degrees
     obtained within the 5-year requirement can be utilized to determine the participant’s
     stipend level.

  2) Initial stipend determination:

     Less than a four year degree= equivalent to GS-5 step 1

     Four year degree= equivalent to GS-7 step 1

     Master’s degree= equivalent to GS-9 step 1

     MD/PhD/equivalent= equivalent to GS-11 step 1

     To ensure compensation equity in initial pay setting, the above stipend setting
     parameters are mandatory and without exception.
     MD/PhD/equivalent with at least two years of related post graduate work has a
     maximum stipend equivalent to GS-12 step 1. Additional steps at this degree level
     may be added for related post graduate work experience up to a maximum of the
     equivalent of GS-12 step 5.

  3) The monthly stipend of a full time participant may not at any time exceed the
     equivalent of a GS-12 step 5 on the appropriate locality pay table, except for faculty
     participants. College and university faculty participants receive a monthly stipend
     based on their current academic salaries (proof of college or university salary is
     required). For any faculty participant that is less than full time, their stipend will be
     calculated as the percentage of full-time (40 hours per week) that they will be on
     appointment at CDC. Stipends may not exceed the equivalent of a GS-15 step 1 for
     faculty participants. To ensure compensation equity in initial pay setting, the above
     stipend setting parameters are mandatory and without exception.

  4) Upon receipt of a higher level degree and submission of the required documentation,
     ORISE participants will be eligible to receive the next higher level stipend rate
     available based upon their new degree. Participants are not eligible to skip grade
     levels without serving a minimum of 52 calendar weeks at each grade level.
     Following the initial stipend increase due to the receipt of a higher degree, stipend
     increases may not be awarded more often than once during each 52 calendar week
     period.

     For example, a participant receiving a stipend at the GS-5 step 1 level who earns
     their Bachelor’s degree may receive a stipend at the GS-7 step 1 level. However, a
     participant receiving a stipend at the GS-5 step 1 level who earns their PhD must first
     receive a stipend at the GS-7 step 1 level for 52 calendar weeks, then they may
     receive an increase to a stipend at the GS-9 step 1 level for 52 calendar weeks, then
     they may receive an increase to a stipend at the GS-11 step 1 level.

  5) The stipend must be documented on the Form 410 along with the number of hours
     per week. The stipend must be calculated per month unless the appointment has
     intermittent hours. The stipend is the amount considered when determining relative
     General Schedule grade comparability and equity, but does not include the amount
     of funding for health insurance, travel, transportation or training costs.

  6) The stipend may be increased annually on the anniversary date up to a maximum of
     6% based on satisfactory performance of the project requirements.

  7) The payment of an “incentive award”, in the form of an additional stipend, is not
     authorized.

C. HEALTH INSURANCE:

  The Fellow must have health insurance to be appointed under ORISE but it is
  management’s discretion whether to pay all or part of the health insurance premium. In
  either case, the maximum amount permitted equates to no more than the current ORISE
  premium cost for “self only” or a maximum of 70% of the “family” policy, whichever is
  appropriate, whether through ORISE or another provider. Fellows will only receive
  medical and prescription coverage through ORISE, not dental or vision. The health
  insurance funding is added to the stipend to determine the funding needed and must be
  annotated separately on the Form 410 as such. The participant must provide proof to
  the Center within 30 days of receipt that the additional stipend for non-ORISE health
  insurance was used for that purpose.

D. ABSENCES:

  1) A participant does not earn annual or sick leave.

  2) A participant with a one year appointment is allowed no more than 10 personal days
     a year for absence without a reduction of their stipend. The number of personal days
     allowed under shorter appointments or for less than a full time appointment is
     prorated.

  3) Participants are paid for federal holidays. Federal holidays are not included in the 10
     personal days.

  4) All absences must be approved in advance by the mentor.

  5) Any absence exceeding the 10 personal days per year requires notification to the
     ORISE Project Manager and subsequent designation of “unpaid absence”.

  6) Emergency time off for serious family illnesses, emergencies, etc. will be handled on
     a case by case basis, in consideration of the project requirements, must comply with
     paragraph 5d, and must have higher level management approval.

E. PROCEDURES:

  1) Each Center and Staff Office should have a designated CDC ORISE action officer
     responsible for reviewing and authorizing all ORISE requests within these guidelines.
     This action officer is the point of contact for the OCOO/HCMO.

  2) Funding for ORISE Research Participation appointments is provided via interagency
     agreement with the U.S. DOE. Funding must be fully obligated before appointments
     can be offered. All funding is coordinated by the Center directly with the ORISE
     Project Manager at the DOE.

  3) The approved package will be transmitted by the Center action officer to
     OCOO/HCMO for review prior to the ORISE appointment date.

  4) OCOO/HCMO will finalize the processing and notify the ORISE Project Manager, the
     mentor, and Center action officer of the appointment dates, stipend, hours, etc. The
     official appointment offer is made by ORISE.

  5) The Center action officer must ensure that adequate processing time is provided
     prior to the tentative start or extension date. The approval of “back pay” by the
     OCOO/HCMO will be on a case-by-case basis and only under rare circumstances,
     not to include OCOO/HCMO receipt of documentation after the expiration of the
     appointment.

  6) Centers wishing to split a participant’s time with another Center must seek approval
     from OCOO/HCMO prior to the conversion. All “shared” participants must split their
     time 50-50 between each Center, and any increases in their stipend must be
     requested by the Center that originated their application.
      7) Centers wishing to transfer a participant to another Center must first seek approval
         from OCOO/HCMO. Participants wishing to transfer to another Center must first
         consult their Center, and then seek final approval from OCOO/HCMO.

   F. Any exception to these guidelines must be approved by the CDC DCOO or designee.

4. RESPONSIBILITIES

   A. The Office of the Chief Operating Officer (OCOO) / Human Capital Management
      Office (HCMO)

      OCOO/HCMO retains overall responsibility for this policy. The designated
      OCOO/HCMO official will receive and review all ORISE applications, and is the final
      approving authority for all ORISE appointments and related requests.

   B. National Centers, OD Staff, and Staff Service Offices

      The Centers are responsible for working with their Center action officer to ensure that all
      ORISE applications and appointments are compliant with this policy.

   C. Supervisors

      Supervisors are responsible for designating ORISE action officers to coordinate and be
      the liaison for all ORISE applications and appointments in their center/office. They are
      to ensure, to the greatest extent possible, the compliance of employees under their
      control with this policy and take appropriate action as necessary to address issues with
      non-compliance. Supervisors must also ensure that they, or an authorized approving
      official, approve all Interagency Agreements with DOE and all ORISE applications before
      the application is submitted to OCOO/HCMO.

5. Any exception to these guidelines must be approved by the OCOO/HCMO/HCPB or
   designee.

				
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