Memorandum Archives

The following information pertains to the "close out" of the current Federal Fiscal Year. Due to restructuring of districts, the authorization deadline will be much earlier and you will be unable to do new year authorizations until after the 2000 fiscal year is closed out. We apologize for the inconvenience, however due to the restructure, new budget unit numbers (BUNs) will be assigned to each district. The old BUNs must be closed out before use of new numbers can begin.

1. All cancellations must be entered and all authorizations for payment for Fiscal Year 2000 must be received in Central Office no later than October 05, 2000. Also, all refunds in your possession must be processed and mailed to Frankfort by October 05, 2000. On October 1, 2000, the Fiscal Year, located in the upper-left portion of the authorization screen will change to 2001. If Fiscal Year 2000 authorizations are entered October 1-5, 2000, you must remember to change the Fiscal Year back to 2000. Any FY2000 bills that need to be paid after the closeout, will have to done as old year authorizations on the 2001 Fiscal Year.

2. As stated above, due to the assignment of new budget unit numbers for the districts, new year authorizations may not be initiated until fiscal year 2000 has been closed out. We will send an e-mail notification as soon as everything has been closed out and the new numbers are in place.

Of utmost importance is the timely cancellation of authorizations for services that will not be rendered. Please run authorization "Hold," "Received," and "Error" reports on each caseload to identify unpaid authorizations. Your full cooperation is required in determining our total expenditures.

Casework actions which create a change in consumer status in the 1999-2000 Fiscal Year must be entered by September 25, 2000. Some examples of such casework actions are new referrals/applicants, eligibility determination, plan development, and closure. (EXCEPTION: Cases closed as positive employment outcomes may be entered through September 29, 2000.)

As always, thank you for your hard work, dedication, and fantastic results! The numbers of referrals, applicants, accepted consumers, and positive employment outcomes this year look great! Your efforts are noticed and appreciated. Call if you have any questions or need assistance in closing out this fiscal year.

MEMORANDUM

DATE: August 25, 2000

RE: CDPCRC Accessibility for consumers who are deaf, hard of hearing, late deafened, and deafblind

Carl D. Perkins Comprehensive Rehabilitation Center has recently purchased and installed additional technology to ensure the center is accessible.

This new technology will be used to accommodate these consumers at the center, enhancing services they receive. Doorbell signalers, and vibrating/flashing alarm clocks are available for both boys and girls dorms. A toll free 800 dedicated TTY line (1-877-600-6111) has been installed and will be answered at the dorm desk. Strobe lights are in one boy’s and one girl’s room on each floor, with the new white covering instead of the old red ones to alert students in case of fire. A procedure has been put in place for the use of vibrating pagers to alert the students of any directive that needs to be made. A request for assistive listening devices has been made, and once received they will be located in Barbara Pugh’s office. Barbara Pugh is available for Rehab. Tech. assessments at the Center and the local area.

When a counselor refers a consumer to the CDPCRC, who has a hearing loss or a combined hearing/vision loss, they will complete the required documentation listed on the referral form. This will ensure appropriate accommodations are provided for services their consumers at CDPCRC.

We applaud them for their efforts in ensuring communication accessibility for consumers who are deaf, hard of hearing, late deafened, and deafblind. If you have any questions contact JoAn Howard or Barbara Pugh at CDPCRC.

CELEBRATE ADA 2000!

Sponsors: Cabinet for Workforce Development

ADA Action Network

Southeast Disability and Business Technical Assistance Center

AMERICANS WITH DISABILITIES ACT 10^TH ANNIVERSARY

CALLING ALL DISABILITY RIGHTS ADVOCATES TO BE SEEN AND HEARD SUPPORTING THE SECURITY, STABILITY, AND IMPLEMENTATION OF THE ADA!

COME CELEBRATE WITH US AT THE 3^RD ANNUAL STATEWIDE ADA RALLY!

JULY 19^th 11:00 AM – 1:00 PM

CAPITOL ROTUNDA

FRANKFORT, KENTUCKY

ADA INDEPENDENCE TORCH RELAY ROUTE AND SCHEDULE

July 15, 2000

Paducah

Noble Park

2915 Park Avenue

3:30 PM – 4:30 PM

July 17, 2000

Bardstown

Courthouse Circle

9:00 AM – 10:00 AM

Louisville

McDowell Center

8412 Westport Road

11:00 AM – 12 NOON

Covington

Goble Park – 5^th and Philadelphia

2:30 PM – 3:30 PM

July 18, 2000

Harlan

Central Street – Courthouse

8:30 AM – 9:30 AM

Whitley City

Highway 27 at Pamida (Department Store)

1:00 PM – 2:00 PM

Corbin

Football Field

3:30 PM – 4:30 PM

July 19, 2000

Lexington

Triangle Park

8:30 AM – 9:30 AM

Frankfort

Capitol Rotunda – Celebration

11:00 AM – 1:00 PM

MEMORANDUM

DATE: June 12, 2000

SUBJECT: Annual Picnic

On Friday, June 23, 2000, from 11:30 a.m. until 1:00 p.m., the Perkins Center will have our Annual Picnic. Everyone is invited to come join us for this special occasion. It certainly would be a great opportunity to visit the facility and renew old acquaintances.

Please call or E-Mail no later than Monday, June 19, if you plan to attend.

Any questions may be directed to me at your convenience.

M E M O R A N D U M

DATE: May 18, 2000

SUBJECT: Vocational Assessments/Services at CDPCRC

We know that time and money are tight, and everyone is stretched to the limit. The Carl D. Perkins Comprehensive Rehabilitation Center (CDPCRC) stands ready to provide you with additional information that may assist you with services for your consumers. Listed below are services that we can offer to better enable you and your consumer to maximize vocational planning.

Situational Assessments

These can be scheduled Monday through Friday from 8:05 am to 3:00 pm and can involve any of the training areas: cosmetology, child care, custodial/building maintenance, food service, small engines, graphic arts, nail technology, and nurse assistant.

Flexible Testing Schedule

Temporarily, we can provide 2 to 3 days of vocational assessment. Some of the tests that we can give and the time that it takes to administer them are listed below:

GATB/NATB (Aptitude) 3.00 hours

TABE (Reading/Math) 3.50 hours

USES (Interest) .50 hour

Independent Living 1.50 hours

SCL-90-R 1.00 hour

Also, psychological testing can be administered with these tests on Wednesdays only. If you want a medical assessment (see below) combined with any of the above-listed tests, arrangements can be made.

You have the option of choosing the assessment tools to be given. Please call to make special arrangements in order to effectively meet the individual needs of your consumer.

Medical Assessments (Wednesdays only)

These can include occupational therapy screenings, physical therapy screenings, speech evaluations, physiatrists’ evaluations, and rehabilitation technology assessments.

Other Services

Other services can be provided upon request:

Resume and Job Skills Classes

Transportation can be arranged with Joe Short.

If there are other services that will help you and your consumer(s), please contact Doug Wireman, Linda Bell, or Jerry Holbrook at 606-789-1440. The Perkins Center makes every attempt to meet your service needs. Thank you.

M E M O R A N D U M

DATE: March 16, 2000

RE: Consumer Notification of Change in Tuition Assistance

Any consumer who will be effected by the revised Department policy to reduce tuition assistance by 25% must be notified in writing of this change. The policy change does go into effect for all consumers for Summer School, 2000. The tuition reduction must also be applied to any short-term training program such as the Microsoft Certified Systems Engineer Program offered at New Horizons Computer Learning Center, if the consumer’s enrollment date is on or after May 1, 2000.

A sample letter that you may send to consumers is attached. Special thanks to Region II, Lexington, and Somerset staff who shared copies of their correspondence with us.

Feel free to contact either one of us with your questions or concerns as you work through this challenging change.

If you have already sent notices to consumers, please disregard this memorandum.

Memorandum

Date: December 13, 2000

Re: Tuition Decision 2001

When we met together for the Communication Forums at the Rehabilitation Act Amendments Training in June, the Senior Leadership Team promised that we would review each of your comments and with due consideration reach a decision about Fall tuition 2001 by December 15, 2000. To effect this, we added two Field Administrators and the Assistant Director of Program Services to the deliberations. Additionally, we gathered data in a tuition case review of 425 cases. We also reviewed expenditure patterns of tuition assistance to consumers for the 2000 federal fiscal year.

These reviews indicated several areas of casework that need improvement. A complete report will be provided to you in the near future.

Tuition worksheets need to be correctly completed and present in every case with adequate financial need documentation.
Tuition assistance should be provided only when that is the most appropriate service.
Sufficient documentation is required to support the appropriateness of training assistance.
Counselors must pay particular attention to the correct use of the expanded definitions in determining significance of disability.

The review also revealed positive results. Counselors are making efforts to curb tuition costs through negotiation and are utilizing comparable benefits when available.

In order to effect change within the Kentucky Department of Vocational Rehabilitation regarding tuition assistance to consumers, the following must occur:

	Student Aid Reports (SAR's) will be required in every case.
	The tuition worksheet will be analyzed carefully and revised by a team composed of counselors, managers, and Mindy Yates. This revision will allow ease of use and assure consistency statewide.

Managers have been instructed that the quality of these cases shall improve. Managers will provide whatever assistance you need to assure that you provide tuition to those individuals with the most significant or significant disabilities who require college or technical training to obtain jobs.

Casework documentation will improve. Documentation is and has always been required to support your professional decisions.

The tuition case review will be repeated in 2001. The Senior Leadership Team and I expect to see dramatically improved results.

The Department's Statewide Training Conference in March will offer some selected sessions such as Work First, Assessment and Job Placement Techniques. However, the Statewide Training conference is not for skill building. Skill building to effect better decision-making, improved quality, and casefinding for individuals with most significant disabilities, will take place in your districts/teams with your managers, your peers and others who may assist you.

In making this very difficult decision, we DID listen to your input and gave your comments the utmost consideration since you are closest to the work and to the consumer. Also, your efforts to effectively manage a very tight budget were paramount in our deliberations.

We strongly encourage you to follow the guidance we have provided in this memorandum. Because we believe in your integrity and your commitment to the Department's mission and values, we have determined that we will forego a stipend at this time. Rather, the sliding scale will be amended as follows:

FAMILY OF	Column A Median Income Up to $ amount, 75% Tuition	Column B Between Column A & B, 50% Tuition	Column C Between Column B & C, 15% Tuition	Column D This $ amount and Above 0
1	26,381	31,658	36,934	36,934
2	34,499	41,399	48,298	48,298
3	42,616	51,140	59,663	59,663
4	50,734	60,881	71,028	71,028
5	58,851	70,622	82,392	82,392
6	66,969	80,363	93,756	93,756
7	68,490	82,188	95,886	95,886
8	70,013	84,015	98,018	98,018
9	71,535	85,842	100,149	100,149
10	73,056	87,668	102,279	102,279

As before, seventy-five percent (75%) of tuition is the maximum allowable expenditure. We strongly encourage negotiation to reduce the amount of the Department's participation and to increase the consumer’s investment in his or her education. And, the law requires consideration and use of all comparable benefits including loans if necessary.

The decision not to institute a stipend can only remain in effect if the above guidelines are followed and appropriate judgement is used in providing tuition assistance to our consumers. The Department has been in an order of selection for eighteen years because we have not had sufficient monies to provide vocational rehabilitation services to all Kentuckians with disabilities. It is imperative that we remember to practice stewardship of the funds we use and to use those funds only for individuals with most significant disabilities and significant disabilities who require vocational rehabilitation services.

Thank you.

M E M O R A N D U M

RE: Rules for Vehicle Modification

DATE: November 28, 2000

Review and clarification of the conditions under which the Department will provide vehicle modification services to consumers follows.

First, vehicle modifications can only be provided to consumers who the Department reasonably believes are within two years of employment. For instance, the Department cannot provide a vehicle modification to an individual who is just beginning a four-year college program because he or she will not be employed within two years. Please make it your responsibility to be absolutely familiar with the Kentucky Administrative Regulations (781 KAR 1:040, Rehabilitation Technology Services) related to all types of modifications.

Second, all vehicle modifications anticipated to cost over $10,000 must be approved by Dave Matheis. Please do not make any kind of commitment to a consumer to provide a modification prior to receiving approval. The consumer may purchase a vehicle unnecessarily if the Department decides upon review that the vehicle modification request does not meet Kentucky Administrative Regulations or the Department cannot provide the modification. If you have any questions about the prospective costs or the appropriateness of providing a modification for a particular individual, please consult with Kathie Regan of our Drivers Rehabilitation Technology Program at (859) 246-2117. Ms. Regan is meeting individually with counselors and consumers on all referrals for equipment $10,000 or over. Ms. Regan is very familiar with the regulations and will make sure that all regulatory requirements are met. However, please be advised that consultation with Ms. Regan does not absolve you or she of compliance with our regulations.

Third, when considering with a consumer the modification of a used vehicle, you should consult with our Drivers Rehabilitation Technology Program (DRPTP) on whether the vehicle is appropriate for modification in terms of age and condition.

Fourth, do not recommend that a consumer purchase any vehicle. The DRTP can provide guidance to the consumer on what vehicles are most appropriate for modifications.

Fifth, consumers are expected to assume responsibility for the on-going maintenance and repair of a vehicle and its modifications. It is best practice to consider a consumer’s future earning potential to determine if he or she can reasonably afford such an expense before the Department commits to provide a vehicle modification.

Finally, a second modification can only be provided in very specific circumstances. In order to receive a second modification, the first vehicle and its modification must be fully depreciated (7 years) and the consumer must have a two-year continuous work history. There should be no exceptions to these circumstances. Counseling sessions with the consumer should always address strategies and a plan for the consumer to pay for future modifications.

This clarification and guidance is provided to assist you with timely, quality, legal vocational rehabilitation service provision to consumers who may need vehicle modification services.

RE: Political Activities

DATE: October 27, 2000

____________________________________________________________________________________

KRS Chapter 18A, governing the Merit System, contains guidance, including very specific prohibitions, on political activities of employees covered by the Merit System. Specifically, provisions found in KRS 18A.140 address prohibited political activities of Merit System employees. Violations of KRS 18A.140 may result in disciplinary action and criminal penalties under KRS 18A.990.

For further guidance, you are directed to the Employee Handbook. Please see the attached excerpt from the Employee Handbook concerning political activity. This document may also be accessed at the following Internet site:

http://kygovnet.state.ky.us/personnel/politic.htm

All employees, whether merit or non-merit, are also reminded that the use of state property and state equipment (including vehicles, telephones, cell phones, faxes, copiers, computers, e-mail or other office supplies) in any political campaign or on behalf of any candidate is strictly prohibited. Violation of this prohibition can result in disciplinary action and may constitute criminal conduct.

All employees, whether merit or non-merit, are reminded that political activity conducted during work hours is prohibited. Violation of this prohibition can result in disciplinary action and may constitute criminal conduct.

Moreover, your official title or agency title may not be used in connection with any political activity or fund-raising.

With the election season upon us, I wanted to take this opportunity to review the above guidelines. Please feel free to contact the Office of General Counsel at 564-6606, or the Office of Personnel Services at 564-3548 for additional information.

Revised 01-01-2000

POLITICAL ACTIVITIES

As your employer, state government encourages you to register and vote. Believing that it is each citizen's responsibility to be informed about the issues that affect your life within society, your state government will allow you four hours of paid leave to vote during work hours.

To protect you from political pressures in your job, certain restrictions have been placed upon your political activities. The KRS 18A.140 lists the political activities you may or may not do as a state merit system employee:

KRS 18A.140 <http://www.lrc.state.ky.us/KRS/018A00/140.PDF> Discrimination and Political Activities Prohibited.

1. No person shall be appointed or promoted to, or demoted or dismissed from, any position in the classified service, or in any way favored or discriminated against with respect to employment in the classified service because of his/her political or religious opinions or affiliations, or ethnic origin, sex, or disability. No person age forty (40) or over shall be discriminated against because of age. Favoritism or discriminatory treatment in Merit System employment, based upon age (over 40), sex, disability, race, religious affiliation or opinion, political affiliation or opinions, ethnic origin, or gender is a violation of law.

2. The use or promise of political influence based upon an official position, whether actual or anticipated, of favorable or retaliatory treatment of a merit system employee or position is a violation of law.

3. Merit system employees may not be solicited to make contributions of money or services to political parties or candidates.

4. Merit system employees may not be actively involved in partisan political campaigns or candidates for elective political office but may run for non-partisan office if no salary other than a per diem payment is involved.

The following guidelines are taken from Opinions of the Attorney General which interpret the political activities law.

Permitted Activities:

1. Registration and Voting: Classified employees may register and vote in any election.

2. Expression of Opinions: All persons subject to the personnel rules have a right to privately express their opinions on all political subjects and candidates, but they may not take an active part in political management or political campaigns.

3. Contributions: It is lawful for classified employees to make voluntary cash contributions to political parties, candidates, or organizations. However, it is unlawful for classified employees to make contributions of goods, services, or labor.

4. Membership in Political Clubs: Classified employees may join a political club and attend its meetings but may not hold office or serve on committees of the club.

5. Attendance at political rallies, conventions, etc. are permitted and classified employees may participate in the selection of committeemen and committeewomen. Classified employees may vote at the lowest level of the selection process for delegates to the party conventions.

6. Political Pictures and Signs: It is lawful for classified employees to display political pictures or signs on their property.

7. Badges, Buttons and Stickers: It is lawful for classified employees to wear political badges or buttons and voluntarily display political stickers on their private automobiles, however, no political badges, buttons or other designations may be worn while on official duty or while the employee is conducting official business for the Commonwealth.

8. Precinct election officers: Classified employees may serve as precinct election officers at the polls.

9. Constitutional amendments, referenda, etc.: Classified employees may work actively for or against constitutional amendments, referenda or municipal ordinances in which they are interested, provided that state time and resources are not used for this purpose.

10. Transporting Voters: Classified employees on their own time may transport friends or relatives to the polls as a civic gesture, but may not transport voters to the polls as part of an organized service to a political party, faction, or candidate.

Prohibited Political Activities: The following political activities are prohibited whether the employee is on or off duty:

1. Political Party Involvement: Classified employees are prohibited from serving on or for any political committee, party or other similar organization, or serving as a delegate or alternate to a caucus or party convention, but may vote in the selection of delegates to a party convention or in the selection of precinct committeemen or committeewomen.

2. Political Contributions: A classified employee is prohibited from soliciting or handling political contributions.

3. Political Party Tickets: A classified employee is prohibited from soliciting the sale of or selling political party, faction, or candidate items or tickets, but a classified employee may voluntarily purchase such items or tickets.

4. Political club involvement: A classified employee is prohibited from serving as an officer of a political club, as a member or officer of any of its committees, of addressing such a club on any partisan political matters, or of being active in organizing it.

5. Political meetings and rallies: A classified employee is prohibited from serving in connection with preparation for, organizing or conducting a political meeting or rally or addressing such a meeting on any partisan political matter therein except to vote.

6. Partisan activity at election polls: A classified employee is prohibited from engaging in partisan activity at the polls (at primary or regular elections) in the position of checker, challenger, or watcher, or in soliciting votes and assisting voters to mark ballots.

7. Candidacy for office: A classified employee is prohibited from becoming a candidate for nomination or election to any office, federal, state, county, or municipal, which is to be filled in an election in which party candidates are involved or for which compensation is paid (other than a per diem for school district office); or from soliciting others to become candidates for nomination or election to such offices.

8. Campaign literature distribution: A classified employee is prohibited from distributing campaign literature or material.

9. Nominating petitions: A classified employee is prohibited from initiating or circulating partisan political nominating petitions.

10. Solicitation of political support: A classified employee is prohibited from canvassing a district or soliciting political support for a party, faction, or candidate, either in person or in writing.

If you have any questions please call the Personnel Cabinet's General Counsel at (502) 564-7430.

Janet W. Hoover

Communications Director

Cabinet for Workforce Development

(502) 564-6606

fax: (502) 564-7967

JanetW.Hoover@mail.state.ky.us

PERSONNEL MEMO 00-13

DATE: August 28, 2000

SUBJECT: Timesheets

The purpose of this memorandum is to request your assistance and cooperation in addressing the chronic problem of inaccurate and untimely reporting of time by employees. The Payroll Council has reported that employees and agencies continue to submit tardy and inaccurate time reports. This creates serious administrative problems with payroll, leave and overtime maintenance.

Each time an employee submits a timesheet, he or she certifies that the time reported is accurate and complete. These documents are used as the basis for certification of payroll under KRS 18A.125 by the Secretary of Personnel. I cannot certify a payroll if the timesheets are not submitted in a timely and accurate manner.

Please advise your employees that they have a duty to submit accurate and timely timesheets pursuant to KRS 18A.125. Employees should also be advised that if they fail to submit timesheets in an accurate and timely manner, pay may be delayed due to the inability of the Secretary to certify payroll.

Questions concerning this matter may be addressed to Jackie Shrout, Director, Division of Employee Records, at jackie.shrout@mail.state.ky.us or (502) 564-6464. Your cooperation in this matter will be greatly appreciated.

Educational Assistance Policy

Department of Vocational Rehabilitation

Cabinet for Workforce Development

Revised March 2000

Equal Opportunity

Selection for participation in training shall be on an equal opportunity basis. No employee shall be prohibited from participating in training courses because of race, color, religion, national origin, sex, disability, age, or veteran status.

Tuition Assistance

Payment of tuition is available for employees for expenses incurred through coursework in higher education in accordance with the following policy.

General Statement

The purpose of this policy is to ensure that, when educational assistance is granted to an employee, it upgrades the service capability of state government and the Department of Vocational Rehabilitation as well as enhances the employee’s job performance.

Educational assistance may be granted to pay for courses offered by:

	Public or private colleges and universities
	Accredited correspondence schools
	Vocational and secondary schools
	And educational television.

Educational assistance to private colleges and universities shall be paid at the highest rate currently paid to a state-supported college or university.

All employees who live or whose work station is in Franklin County or an adjoining county will receive educational tuition assistance only for courses taken through Kentucky State University (KSU) unless KSU does not offer the course, degree or certification program. Additionally, correspondence courses will be approved for employees who live in or whose workstation is in Franklin County only when a comparable in-class course is not available at KSU. This policy is a result of Kentucky’s Higher Education Desegregation Plan in response to the United States Office of Civil Rights Letter of January 15, 1981, final revision, January, 1982. This plan requires that the use of state educational assistance funds be approved only for Kentucky State University courses or programs when the course or program is available and offered at KSU, unless otherwise restricted by pre-existing contractual obligations or where geographically inappropriate. This policy shall apply uniformly unless the Executive Director of the Governmental Services Center (GSC) has waived the requirement for a particular course subject to these policies.

Method of Educational Assistance

	Payment of tuition will be made directly to the educational institution from the Department for allowable expenditures that have been approved prior to the time the course begins.
	Stipends may be made available to individuals not employed by the Department to fill positions that are traditionally difficult to fill.

Source of Funds

The Department of Vocational Rehabilitation should set aside sufficient funds in its budget to cover payment of educational assistance.

Employees Eligible for Education Assistance

	Permanent, full-time employees who have satisfactorily completed the initial probationary period, or employees in the unclassified service who have completed six months of continuous service, are eligible to receive educational assistance. This requirement may be waived by the Department for specific cases when the nature of the work justifies the educational assistance.
	Employees carrying a grade of "I" or incomplete from a previous course for which educational assistance was received are not eligible for further educational assistance until the course is completed, unless the Department determines that the incomplete resulted from circumstances beyond the employee’s control.
	An employee may initiate the request for educational assistance, or the Department may suggest to the employee that specific courses might help him or her perform job duties more proficiently.

Courses Must Be Related to the Employee’s Work

	Courses must have a clear and direct relationship to the work of the Department and to the improvement of the employee’s job effectiveness in his or her present position or a position in the Department to which he or she can reasonably aspire. Career development goals should be specified within each employee's Individual Career Development Plan and its subsequent amendments and approved by the individual's manager. Goals needed to achieve certification to meet the requirements of the Comprehensive System of Personnel Development (CSPD) should be included.
	If preparing for another position within the Department, the employee should provide a written explanation to his or her supervisor. The explanation should include the job title of the position aspired to, the education required, and the realistic future opportunity for promotion into the position.
	In requesting approval for a degree program, the employee should provide, in writing, details regarding the specific degree, number of hours needed, the courses required, anticipated beginning and ending dates, an explanation of how this degree will benefit the Department (as well as the employee) and any other significant facts.
	P-33 Educational assistance forms for coursework cannot be approved by the Human Resource Development Administrator unless a Career Development Plan has been completed.
	If the department has provided tuition assistance for an employee to achieve a master's degree additional coursework will only be approved or denied on a case by case basis by the Department's Human Resource Development Administrator.

Obligation of the Employee

	An employee who has voluntarily requested approval for educational assistance is obligated to complete the course for which approval was given;
	Provide the Department with proof of a satisfactory grade within the deadline established;
	Complete item twelve, the student evaluation of instruction portion of the Educational Assistance Form (P-33);
	And continue to work for the Department from which he or she received educational assistance at least ninety (90) days after completion of the course.

The employee voluntarily applying for educational assistance must sign an agreement recognizing these obligations and authorizing the Department to withhold completely all educational assistance monies, or recover all or part of any assistance granted if:

	The employee fails to provide the Department, within thirty (30) working days of scheduled completion of the course, a student evaluation for each course taken, and an official grade report with a satisfactory grade in the course for which the educational assistance was authorized. Satisfactory grade means a "C" in undergraduate studies or a professional degree program and a "B" in graduate studies. A grade of "I" or incomplete is not a satisfactory grade and will not be carried beyond thirty (30) working days of the scheduled completion of the course.
	The employee is voluntarily terminated or dismissed after a course is completed or during a course and before the employee’s three month employment requirement is met. This requirement shall not apply to employees who do not meet the service requirements because of layoffs, reductions in work force, or actions resulting from internal mobility programs.
	The employee drops the course.
	The employee receives duplicate payment for the same course from any other source, i.e., scholarships, veteran’s educational payments, etc.

Maximum Allowable Hours

Department paid tuition and expenditures for graduate, or professional studies, undergraduate, and non-college shall not exceed the following:

	Six hours per regular semester
	Six hours per summer semester
	Six hours per intersession

An exception will be made to approve nine semester hours for individuals taking the internship required for a Master’s Degree in Rehabilitation Counseling.

Courses should be taken so the 37 1/2 hour work week is left intact. A class taken during normal working hours will require approval of the employee’s immediate supervisor.

Allowable Expenditures

Educational assistance may be granted to pay for tuition.

Educational assistance will not be granted for:

	Routine registration fees;
	Laboratory fees;
	Basic and normal costs charged by the institution for actual instruction;
	Examination fees required by the institution;
	Required textbooks and other required course supplies;
	Late registration fees;
	Withdrawal fees;
	Parking or transportation;
	Records and transcripts;
	Specific course taken previously by the employee for which he or she received a passing grade, without prior approval for tuition assistance.

Records and Forms

The only form required for the Tuition Assistance Program is the Educational Assistance Authorization (P-33).

The Department shall maintain the files and records to ensure the proper administration of the tuition assistance program. The files shall include copies of all completed forms and records of satisfactory completion of all training and shall be located in the Human Resource Development Branch.

Exceptions

Employees who have been directed by the Department to take a course under the educational assistance program cannot be required to sign authorization of recovery of funds.

Other exceptions to this policy, when in the best interest of the public may be granted when justified in writing and approved by the Commissioner.

Procedures for Applying for and Granting Approval of Educational Assistance

The employee obtains an Educational Assistance Authorization Form (P-33) from the Human Resource Development (HRD) Branch.
The employee completes the application portion of form P-33 and submits the form to his or her supervisor.
The supervisor completes the appropriate portion of form P-33 and sends it to the HRD Branch.
When approval has been made and educational assistance is authorized, form P-33 is returned to the employee.
At the time of registration, the employee will take form P-33 to the educational institution and present it to the appropriate person. The expenses authorized on form P-33 will be billed directly to the Department.

TEAMWORK 2000

A Message from KECC Chairman, Secretary Ron McCloud:

Since Governor Paul E. Patton (Team Owner) asked Public Protection and Regulation Cabinet Secretary Ron McCloud to be the Chairman (Head Coach) for the 2000 KECC Campaign (TEAMWORK 2000), Head Coach McCloud has been busy signing on the Crit Luallen and Skipper Martin (Co-General Managers), Dan Gahafer, Co-Chairman (Head Offensive Coach), and Cabinet Secretaries/Constitutional Officers/Agency Heads (Assistant Coaches) and Cabinet KECC Coordinators (Team Captains). The Assistant Coaches and Team Captains are recruiting their team members and developing campaign (game) strategy to lead us to the Victory Celebration (Kentucky Bowl).

By now, you can see the theme of TEAMWORK 2000, People Helping People, a campaign built in the spirit of teamwork and fueled by athletic acronyms. It is essential to have teamwork from top to bottom if we are to achieve this year’s goal of $1.4 million, a record setting 35% increase.

The official "Kick-off" is Wednesday, August 9^th, 11 a.m. to 1 p.m. at the Civic Center. The pre-game festivities will begin with a tailgate party at 11a.m. A bar-b-que lunch will be served from 11:00--11:30 a.m. for $3.00. A bluegrass band will be playing for your listening pleasure and the Civic Center will be decorated as though it was a football stadium. The atmosphere will be charged with excitement and anticipation as we prepare for a great and successful season (KECC Campaign).

The Governor and the First Lady have donated a signed-framed print of the Governor’s Mansion to be given away as a door prize.

Pre-game introductions of Co-General Managers, Crit and Skipper, Head Offensive Coach, Dan Gahafer, and all Assistant Coaches will be at 11:40 a.m. We need you and all of your team members present to run onto the field during introductions. Don’t forget to bring your cheerleaders and fans to help support our teams. We encourage you to dress in your favorite team colors and apparel, or, if you want, develop a team (cabinet/agency) theme. Every cabinet and agency will have a table assigned to decorate with a centerpiece built around the needs of one of our supported charities, we will be sending out more information about this.

Team Owner Governor Patton and Head Coach Secretary McCloud will be giving us last minute game instructions as we are Kentucky Bowl Bound. And then, the official "Kick-off".

This promises to be an event not to miss, come join us on Wednesday, August 9^th.

Policy on Internet and e-mail use

Secretary Rose’s memo from May 14, 1999, on the acceptable use of the Internet and e-mail is being redistributed to Cabinet for Workforce Development employees. (See below.)

Secretary Rose believes that adherence to and enforcement of this policy is essential for a professional working environment. Employees are reminded that failure to adhere to this policy may be viewed as a lack of good behavior, for which an employee may be subject to disciplinary action, including reprimand, suspension without pay, a fine of up to ten days’ pay, demotion, or dismissal.

Furthermore, misuse of state resources may amount to a violation of the executive branch code of ethics. See, e.g., KRS 11A.020. Violation of KRS Chapter 11A carries a potential penalty of $2,000 for each violation, as well as suspension or dismissal, at the recommendation of the Executive Branch Ethics Commission. The Commission may also refer the matter to the Attorney General for criminal prosecution.

Employees are also reminded that accessing another person’s computer or e-mail account without authorization to disseminate information over the state’s computer network amounts to misuse of a computer, and is a Class A misdemeanor. See KRS 434.850. Upon conviction, the penalty is imprisonment for a period of ninety days to one year.

M E M O R A N D U M

TO: All Cabinet Employees

THROUGH: Allen D. Rose, Secretary

FROM: Cheryl King, Deputy Secretary

Gary Brunker, Executive Director, Office of Personnel Services

Buck Beverly, Director, Division of Computer Services

RE: Cabinet's Internet and Electronic Mail Acceptable Use Policy

DATE: May 14, 1999

The Cabinet for Workforce Development provides Internet and Electronic Mail (E-mail) services to employees for use in the performance of their duties. The Department of Information Systems has developed the attached Internet and Electronic Mail Acceptable Use Policy, Policy Number: DIS-060 (5/15/96), to provide guidelines on acceptable and appropriate use of these tools, as well as responsibilities of state employees using the tools. You will note the attached policy also addresses unacceptable uses of the Internet and E-mail.

This should serve to remind all employees that there is no expectation of privacy associated with the information published/stored on the Internet and E-mail. Your employer retains the right to access transmitted and stored communications to review messages. If you receive an unsolicited e-mail of the chain letter variety or which is otherwise objectionable or violative of the attached DIS policy, you should promptly delete it rather than forwarding it on or further disseminating it. Further, you should be aware that sending information by E-mail is a very public form of communication. Your messages can be easily and inadvertently forwarded to others.

The Cabinet for Workforce Development will adhere to the policy and procedure guidelines developed by the Department of Information Systems currently found in Policy Number: DIS-060. Please review the attached policy of the Department of Information Systems and become familiar with your responsibilities associated with use of the Internet and E-mail while a Cabinet employee. Thank you for your cooperation and adherence to this policy.

Attachment: Department of Information Systems

Policy Number: DIS-060 (5/15/96)

Department of Information Systems

POLICY/PROCEDURE

Policy Number: DIS-060 Effective Date: 05/15/96

Revision Date:

Subject: Internet and Electronic Mail Acceptable Use Policy

Policy Maintenance Responsibility: The Division of Support Services, Technical Publications Section and Security and Recovery Services Branch, and the Division of Network Services, Customer Support Branch share the responsibility for the maintenance of this policy.

Policy:

The Department of Information Systems (DIS) furnishes the communications backbone for users of the Commonwealth Integrated Network (CINS). This Acceptable Use Policy represents a set of guidelines to be followed when using CINS or any other networks which are used as a result of their CINS connection, such as Internet and E-mail.

In compliance with the laws of the Commonwealth and the guidelines provided herein, employees of the Commonwealth of Kentucky are encouraged to use the Internet and E-mail to their fullest potential to further the State’s mission, to provide service of the highest quality to its citizens, to discover new ways to use resources to enhance service, and to promote staff development.

Supervisors should work with employees to determine the appropriateness of using the Internet and E-mail for professional activities and career development during working hours, while insuring that employees do not violate the general provisions which prohibit using the Internet and E-mail for personal gain.

In accordance with the federal Electronic Communications Privacy Act of 1986, employers can monitor electronic messages upon notification. Employees should have no expectation of privacy associated with the information they publish/store on the Internet and E-mail.

Supervisors are encouraged to identify Internet and E-mail training needs and resources, to encourage use of the Internet and E-mail to improve job performance, to support staff attendance at training sessions, and to permit use of official time for maintaining skills, as appropriate.

In summary, state employees should use the Internet and E-mail, when appropriate, to accomplish job responsibilities more effectively and to enrich their performance skills. The Internet and E-mail afford unprecedented opportunities for conducting research and disseminating (publishing) job-related information.

Responsibilities:

· State employees have an obligation to use their access to the Internet and E-mail in a responsible and informed way, conforming to network etiquette, customs, and courtesies.

· Agencies are responsible for the content of the published information and for the actions of their employees. The Kentucky Information Resources Management Commission’s policy on Electronic Mail as Public Record should be observed.

Policy Number: DIS-060

Subject: Internet and Electronic Mail Acceptable Use Policy

· As with other forms of publications, copyright restrictions/regulations should be observed.

· Commercial uses by agencies should be cleared with DIS to make sure they do not violate the terms of DIS’s agreement with our Internet provider. No reselling of access is allowed.

· Employees should be aware that their conduct/information they publish can reflect on the reputation of the Commonwealth. Therefore, professionalism in all communications is of the utmost importance.

· Employees should represent themselves, their agency or any other state agency accurately and honestly through electronic information or service content.

Unacceptable Uses:

Since the Internet and E-mail constitute an uncensored worldwide network of networks which

provides for peer-to-peer communications between participants, they also have great potential

for misuse.

Use of Commonwealth of Kentucky Internet and E-mail resources is a privilege which may be

revoked at any time for inappropriate conduct. Repeated abuse of acceptable use policies will

result in revocation of access and notification of agency management. Examples of inappropriate conduct include, but are not limited to:

· Use of the Internet and E-mail for personal gain or personal business activities as defined in a commercial sense such as buying or selling of commodities or services with a profit motive.

· Use of the Internet and E-mail for unlawful activities.

· Use of abusive or objectionable language in either public or private messages.

· Knowingly and repeatedly visiting pornographic or illegal sites or disseminating or soliciting sexually oriented messages or images.

· Misrepresentation of oneself or the Commonwealth.

· Sending chain letters.

· Soliciting money for religious or political causes, or advocating religious or political opinions.

· Using official dissemination tools to distribute personal information.

· Disseminating or printing copyrighted materials (including articles and software) in violation of copyright laws.

· Other activities that could cause congestion and disruption of networks and systems; i.e., unnecessary Listserve subscriptions and mail attachments exceeding 1.5 mb in size are examples of activities which cause network congestion.

5/15/96 DIS-060.2

Janet W. Hoover

Communications Director

Cabinet for Workforce Development

(502) 564-6606

fax: (502) 564-7967

JanetW.Hoover@mail.state.ky.us