STAFF MANUAL DRAFT 2014 2015

STEM Centers SC has developed this staff manual to be used as a guideline for
answers to questions staff members frequently ask. It is not intended to be a
contractual agreement of any kind.
The information contained in this Staff Manual applies to all staff members of STEM
Centers SC.
Please read this manual thoroughly. All policies stated in this Manual and referenced
documents are subject to change. When updates are made, staff will be notified and
it will be the staff member's responsibility to review and comply with the changes.
This Manual is not a contract, express or implied, guaranteeing employment for any
specific duration. Neither is it a memorandum of agreement.
STEM Centers SC staff are bound by the same ethics regulations and laws as their
legal employer and are encouraged to become familiar with those regulations and
laws. (Source: MOA)

STEM Centers SC is an innovation partnership managed by South Carolinas

Coalition for Mathematics & Science. It was formed in 1993, with initial funding from
the National Science Foundation. Known over the years as "Hubs" (1993 - 2002),
"Mathematics & Science Regional Centers" (2003 - 2009), "SMART Centers" (2009 2011) and now STEM Centers SC, our statewide infrastructure for STEM education
brings information, support, innovation and research to the community with an
emphasis on K-12 schools. STEM stands for Solutions in Science, Technology,
Engineering and Math. The mission of STEM Centers SC is to develop a competitive
workforce through improved instruction that accelerates student learning.
The work of STEM Centers SC is guided by our Theory of Action (TOA) for STEM
Success. Our TOA, sometimes called THEO, is a living document that is refined as
our community of continuous learners gains deeper understanding of STEM. THEO
drives our actions as we leverage STEM Centers SC expertise in our delivery of
services to schools and districts. Our mission is to create and sustain STEM
Mindedness and a Total Instructional Focus to achieve the results we seek Student
Achievement which includes student- Readiness for Career, Citizenship, and College.

POLICIES AND PROCEDURES

ABSENCES
See MOA for details on Leave Policy
E. Leave
The types of leave available to STEM Centers SC staff and reporting procedures for
leave will be based on the policies of the staff member's legal employer.
Sub-contracted STEM Centers SC staff must promptly notify their assigned STEM
Centers SC or SCCMS supervisor and their legal employer in the case of any
absence due to illness.
Sub-contracted STEM Centers SC staff must seek approval for personal/professional
leave from their assigned STEM Centers SC or SCCMS supervisor and their legal
employer. Neither agency will override a denial of leave by the other.
The legal employer will maintain leave records for STEM Centers SC staff.
The fiscal agent may also maintain leave records for STEM Centers SC staff.
The STEM Center will also maintain leave records for sub-contracted STEM Centers
SC staff.
Leave records may be requested by SCCMS for contract assurance.

ACQUISITION

OF RESOURCES AND SUPPLIES

To acquire resources (e.g., office supplies, equipment, and materials) needed to
carry out their scope of work, staff members should follow the guidelines of their
regional center site.

APOLITICAL NON-PARTISAN
STEM Centers SC staff are encouraged to remain neutral in all political matters in
which they may have a conflict of interest and may not use their position or
resources associated with their position for the purpose of lobbying elected officials.
Please stay above the fray.
It is important for all STEM Centers SC staff to maintain a calendar. This calendar is
documentation for alignment with the MOA scope of work and agreements for the
purpose of providing assurance of that alignment to SCCMS and the Executive
Committee. The calendars will also serve as documentation and verification of
staffs time if there is an audit. The calendar is to be completed prior to the
beginning of each month with the staff members anticipated activities. At the end
of the month a log of what was actually done each day should be completed. Both
documents should be submitted to the regional coordinator.
The format of the calendar is not important. Calendars may be completed online
(such as Google calendar), or the calendars may be completed and submitted as a
hard copy. Each center will determine the best way to maintain the calendars for
that center. Calendars should be printed out and filed for documentation. The
coordinator of each region is responsible for keeping calendars for center staff
available upon request.
What is important for calendars and logs:

Assure that data has been submitted and approved regionally.

Be consistent in content
Note leave days as part of the calendars.
Have enough detail without getting into too much detail.
Dont leave a complete day blank with no documentation.
Have data (calendars) available if requested.
Calendars should contain:
o Who? Identity of each staff member
o What? Work being done by each staff member
o Where? Work location of staff member while performing work
o When? Time of day (may be actual time, may state morning/afternoon)
For example: Kathy, Office, 9:00 -12:00 Fiscal Management
2:00 3:00 Marketing in schools
4:00 5:00 Elluminate with LTeam

Dont leave a complete day blank with no documentation. Even if working in office,
include brief description of what is being done for blocks of time during day.
STEM Centers SC staff should begin keeping this data as of July 1, 2011.
SOURCE: JULY 19, 2011 L TEAM MINUTES

CLOSING

CENTER

CONSIDERATIONS FOR CLOSING A CENTER:

Center staff will provide SCCMS with last day/date to work in regional center.
Center staff will provide STEM Centers with an inventory of
materials/supplies valued at $500 or greater. The inventory will identify items
that are property of the STEM Centers and items that are property of the
fiscal agent.
Center staff will submit a final accounting detail to SCCMS.
Since MoA is agreement between SCCMS and fiscal agent, SCCMS
representative will submit a letter to fiscal agent terminating agreement.
If any regional center staff remains in that region, those staff members will be
reassigned to other regional centers for reporting purposes.

COMMUNICATION
Everyone in the organization is accountable for the effectiveness of his or her own
communication and for responding to the communication requests of other staff,
clients, and associates. We value communication that is clear, accurate, open, and
timely. We also value the use of the Norms of Collaboration in communication.
Care should be taken to determine the most appropriate method of communication
for specific information and purposes. The methods currently used are:

Telephone
E-mail
Zoom
Edmodo
Trello
Dropbox or Alternatives
Facebook
Twitter
Staff Meetings
Staff Portal Messaging
Staff Mail List
Community Retreats
Executive Committee Meetings
LinkedIn

COMPENSATORY TIME
See MOA for details on Compensatory Time

D. Compensatory Time
STEM Centers SC staff that are salaried employees and are not entitled to
compensatory time based on The Fair Labor Standards Act.

CONFERENCES ATTENDING

OR

PRESENTING

ATTENDING CONFERENCES
Individual conference attendance should be directly related to learning needs
identified in each staff member's approved scope of work. Professional
development funds may be used to support individual conference attendance that
has been approved by an immediate supervisor.

PRESENTING AT CONFERENCES
STEM Centers SC occasionally approves conference participation for the purposes
of informing audiences, marketing our services and addressing community learning
needs. Proposals to participate in conferences for these purposes are submitted to
the Executive Committee for review and approval.
Some externally funded projects have specific dissemination obligations and
funding to support conference participation. The project's leader will determine
participation via a request for presenters proposal process and inform the Executive
Committee of all decisions made.

CONFIDENTIALITY
Recognize the need for confidentiality of team and community communications.
See Staff Agreements Individual Agreements - Standard 4
Recognize the need for confidentiality of team and community communications.

Honor situations in which confidentiality is warranted within the team.

Honor situations in which confidentiality is warranted within the community.

CONTRACTING STEM CENTERS SC PRODUCTS

AND

SERVICES

GUIDELINES FOR CONTRACTING WORK

Introduction
To remain a viable, state-wide leader in mathematics and science, STEM Centers SC
must engage in entrepreneurial opportunities including developing fee for service
contracts with schools, districts, institutions of higher education, business/industry
and other clients. In exchange for some guarantee of support and access to STEM
Centers SC programs and intellectual resources, STEM Centers SC staff members
agree to follow a common set of contracting guidelines as identified below.

1) STEM Centers and their staff members may contract with any school or
district (public or private) or other client on a fee for service basis. These
clients may be located in or outside of South Carolina.
2) Contracts with schools engaged in STEM Centers SC INNOVATION programs
must be for work identified as part of the program. Altering a program from
its intended design is not within the purview of individual staff members and
should occur only after dialog with program developers.
3) The STEM Centers SC facilitation fee for on-site services will be $1250/day or
$700 for any portion less than of 1 day. One half day is not more than 3
hours of service delivery. One day is not more than 7 hours of service
delivery.
When extraordinary travel is an issue, mileage, lodging and per diem
costs may be added to the fee.
When extraordinary numbers of participants are to be served, additional
facilitator costs will be added to the fee. The recommended rate for
additional facilitators is $700/day.
When extraordinary materials costs are an issue, the client will purchase
these materials directly. Extraordinary materials include publications,
software, hardware, manipulative kits and other items that will remain in
the possession of the client.
When a single contract exceeds ten (10) days of service, a 10% discount
may be applied to the facilitation fee for the additional days beyond the
initial ten days.
4) The STEM Centers SC facilitation fee for virtual services will be $100/hour
When extraordinary impact on staff time is an issue, (ie work to be
completed prior to 7:00 am or after 7:00 pm Eastern Time) an additional
15% may be added to the fee.
When extraordinary material costs are an issue, the client will purchase
these materials directly. Extraordinary materials include publications,
software, hardware, manipulative kits and other items that will remain in
the possession of the client.
When contracts meet or exceed ten (10) hours of service, a 25% discount
may be applied to the facilitation fee for the full contract.
5) Contracts will be managed by SCCMS on behalf of STEM Centers SC.
STEM Centers will issue invoices to clients.
SCCMS/Clemson University will manage collections of fees.
SCCMS will help STEM Centers to develop budgets and negotiate
contracts upon request.
All revenues generated after expenses will remain in the STEM Bank
managed by SCCMS.
The STEM Centers SC Leadership Team will determine disbursements of
STEM Bank funds.
6) Contract work will be in keeping with the values, norms and professional
expectations associated with all STEM Centers SC programs.

7) Contract work will be considered as a normal activity of the STEM Center

staff members. No additional payments will be made to staff engaged in
contract work.
8) STEM Centers SC staff members receiving payment for salary and fringe
benefits funded from SCCMS/STEM Bank funds agree to forgo freelance
consulting or other revenue generating activities in science, mathematics,
technology and/or engineering education that compete with or are in conflict
with the work of STEM Centers SC in exchange for this support. Staff
members should consult with the STEM Centers SC Executive Team to
identify potential conflicts before engaging in any such activities.
Source: Guidelines for Contracting Our Work/S2TEM Centers SC Staff
(S2TEMContracting12.doc)
Also, see Invoicing and Service Agreements

CONTRACTING STEM CENTERS SC STAFF

AS

PRIVATE CONSULTANTS

Staff members should consult with the STEM Centers SC Executive Committee to
identify potential conflicts before engaging in freelance activities.
8) STEM Centers SC staff members receiving payment for salary and fringe
benefits funded from SCCMS/STEM Bank funds agree to forgo freelance
consulting or other revenue generating activities in science, mathematics,
technology and/or engineering education that compete with or are in conflict
with the work of STEM Centers SC in exchange for this support. Staff
members should consult with the STEM Centers SC Executive Team to
identify potential conflicts before engaging in any such activities.

CONTRACTING VETTED CONSULTANTS

See Consultant Rates for Support Services
Support services contracted to STEM Centers SC include, but are not limited to, the
following:
Consulting Services, Curriculum Implementation, Standards Alignment, STEM
Schools support, and Instructional Coaching
These services, when necessary due to staff work load, may be sub-contracted to
vetted consultants with first priority given to former STEM Centers SC staff who
remain in good standing with STEM Centers SC, SCCMS and SC schools.
Each Regional Center will arrange for consultants as necessary and supervise their
work in ways that assure quality consistent with STEM Centers SC/SCCMS
expectations. All consultants must be registered as vendors with Clemson

Universitys Procurement department and have completed a recent SLED

background check.
The STEM Centers SC consultant rate for on-site services is $350/day or $175 for
any portion less than of 1 day. One-half day is not more than 3 hours of
service delivery. One day is not more than 7 hours of service delivery.

When travel exceeds 50 miles from the consultants place of residence as

determined by Mapquest or a similar service, the consultants mileage,
lodging and per diem costs may be reimbursed. Rates are to be determined
by state or by GSA allowance where there is no state rate.
Ordinary materials such as presenter supplies and participant handouts will
be provided by the Regional Center as necessary.
When extraordinary impact on consultant time is an issue, (i.e., work to be
completed prior to 7:00 am or after 7:00 pm Eastern Time) an additional 15%
may be added to the rate.
When extraordinary material costs are an issue, the client will purchase these
materials directly. Extraordinary materials include publications, software,
hardware, manipulative kits and other items that will remain in the
possession of the client.
When support services are to be designed by the consultant, they may be
paid at a rate of $175/day or $87.50/half day, accruing no more than 2 days
of design work per day of service delivery.
When support services require significant coordination between the
consultant and STEM Centers SC staff, consultants may be paid at a rate of
$175/day or $87.50/half day accruing no more than 1 days of planning work
per day of service delivery.

The STEM Centers SC consultant fee rate for virtual services is $35/hour.

When extraordinary impact on consultant time is an issue, (i.e., work to be

completed prior to 7:00 am or after 7:00 pm Eastern Time) an additional 15%
may be added to the fee.
Access to virtual connectivity will be provided by the Regional Center as
necessary. When extraordinary connectivity or material costs are an issue,
the client will assume these costs directly. Extraordinary connectivity costs
include use of specialized digital or analog tools or services that must be
purchased or require a fee for use. Extraordinary materials include
publications, software, hardware, manipulative kits and other items that will
remain in the possession of the client.
When support services are to be designed by the consultant, they may be
paid at a rate of $17.50/hour accruing no more than 2 hours of design work
per hour of service delivery.
When support services require significant coordination between the
consultant and STEM Centers SC staff, consultants may be paid at a rate of

$17.50/hour accruing no more than 1 hour of planning work per hour of

service delivery.
STEM Centers SC consultants will be reimbursed by Clemson University through
SCCMS only after filing all necessary paperwork and upon assurance by the
Regional Coordinator that work was satisfactorily delivered.

DATA COLLECTION PROCEDURES

Data Collection Procedures are being revised.

DEVELOPMENT

OF STEM CENTERS SC PROGRAMS AND SERVICES

STEM Centers SC encourages all staff to explore the development of new STEM
Centers products and services. Individuals who have ideas for new STEM Centers
SC products and services should:
1. Conduct a needs assessment for the product or service. A needs assessment
may be an on-line survey, documented conversation with more than one
potential user of the product or service, research articles or other publication
outlining the need for the product or service or some other legitimate source
of evidence. Personal interest in the product or service is insufficient as
evidence of need.
2. Present the idea to the Executive Committee for approval and allocation of
resources. Presentation to the executive committee should include, evidence
of need, estimation of staff time and other resources needed to develop a
pilot test of the product or service,relevant deadlines, marketing plan and
evaluation plan. it is strongly advised that proposals to the Executive
Committee be developed by small work teams. Individuals who seek to
present proposals should seek collegial coaching during the development
process.
Should a pilot effort be approved by the Executive Committee, expected outcomes
of the pilot include:
1. A comprehensive, digital archive of all materials generated for the pilot. This
includes, memoranda of agreement, agendas, lessons, powerpoints,
marketing materials, etc.
2. Collection of data as defined by the approved evaluation plan.
3. Analysis of data.
4. A recommendation to the Executive Committee for expansion or termination
of the pilot.

EMPLOYMENT STATUS
See MOA for details on Employment Status
SCCMS is not the Legal Employer of any STEM Centers SC staff.

STEM Centers SC staff will be entitled to the holiday schedule observed by their
legal employer or as developed by the STEM Center. Exceptions to the legal
employer's schedule include required attendance at statewide or regional STEM
Centers SC meetings or training. However, the STEM Centers SC staff will not be
required to work more than the length of their contract as defined by their legal
employer.
STEM Centers SC staff must promptly notify their legal employer and their assigned
supervisor in the case of any absence.
No STEM Centers SC staff has a legal right to continue with the Innovation
Partnership beyond the term of this agreement.
The annual salary for all STEM Centers SC staff positions will be determined by
SCCMS in consultation with the STEM Centers SC Executive Committee. This annual
salary rate may be reduced at any time if SCCMS funds are insufficient.
The legal employer of the STEM Centers SC staff will determine worker's
compensation, sick/vacation/other leave, insurance and other fringe benefits.
If for any reason a position with STEM Centers SC is terminated before the end of
the fiscal year, the staff member will receive payment for all services rendered but
not previously compensated. Such payment shall constitute the full financial
obligation of SCCMS to the STEM Centers SC staff member.
SCCMS will not pay STEM Centers SC staff for unused leave of any type nor will it
reimburse fiscal agents for any such payment.
STEM Centers SC staff are bound by the same ethics regulations and laws as their
legal employer and are encouraged to become familiar with those regulations and
laws.

EVALUATION - PERFORMANCE REVIEWS

SCCMS in consultation with the STEM Centers SC Executive Committee will
evaluate the work performance of STEM Centers SC staff in addition to any
evaluation required by their fiscal agent and/or legal employer.
For additional details see C. Special Considerations.
SCCMS in consultation with the STEM Centers SC Executive Committee will
evaluate the work performance of STEM Centers SC staff in addition to any
evaluation required by their fiscal agent and/or legal employer.
SCCMS in consultation with the STEM Centers SC Executive Committee reserves
the right to determine the distribution of staff positions, special projects and funding
to STEM Centers through a fund award process.

SCCMS in consultation with the STEM Centers SC Executive Committee reserves

the right to terminate an award if any provisions of the Scope of Work or Terms of
Agreement are breeched.

EXECUTIVE COMMITTEE

Executive Committee Structure - Regional coordinators, Executive Director of

SCCMS and, 2 specialists.
There will no longer be a separate decision making body consisting only of
coordinators.
The two specialists will serve for one year.
Staff members who are specialists will vote on their representatives annually.

Source: LTeam Minutes June 8, 2012

EXECUTIVE COMMITTEE ROLES

ROLE #1 Vetting
(Vet: to subject to expert appraisal or correction: EVALUATE)

The Executive Committee vets/filters ideas and processes including:

o Approves or denies proposals submitted to develop new work, expend
resources, set policy and/or define procedures.
o Explains approvals (with or without modifications) or denials of
proposals submitted. - Communicates decisions to entire community.
The Executive Committee oversees ongoing work.

ROLE #2 Fiscal Management

The Executive Committee

Sets fiscal guidelines and ensures that all proposed expenditures are aligned
with the guidelines.
Reviews and approves all STEM Center SC bank expenditures. Monitors
STEM Center SC bank statements.
Monitors contracts for work involving STEM Center SC staff.
Oversees center budgets/finances, purchasing, infrastructure and programs
associated with the STEM Center SC grants and contracts.
Operates within the means of an approved Executive Committee budget.

ROLE #3 - Collaborative Dialogue

Collaborative dialogues are carefully constructed and deliberate conversations that
address issues (including those related to our work) in order to exchange
information, build consensus, make decisions, and create alliances.
The Executive Committee

Exchanges ideas to seek clarity and shared understanding (collaborative

inquiry).
Engages multiple stakeholders including regional centers, school districts,
institutes of higher education, businesses, community, and legislators.
Formulates possible solutions to complex problems that focus on policy or
planning issues (including development of new programs or initiatives).

ROLE #4 - Professional Responsibility

The Executive Committee

Ensures that the work of the STEM Centers SC is aligned to the funded scope
of work.
Ensures that the work of the STEM Centers SC is focused on improving
instruction and accelerating student achievement in ways consistent with the
STEM Centers SC Theory of Action for STEM Success.
Ensures STEM Center staff adherence to STEM Centers SC guidelines and
agreements, including those found within our Innovation Partnership
Memorandum of Agreement and the Staff Agreements for Our Work
documents.
Ensures STEM Center staff adherence to STEM Centers SC Standards for
Professional Learning.
Oversees the collection, analysis, and report of data as required by fiscal and
funding agents.

ROLE #5 - Community Wellness

The executive committee members promote community wellness through the
support functions of coaching, consulting, and collaboration.
Community wellness is about the ability and willingness of people to act together
in good times, and in bad in ways which benefit everyone.
Healthy communities are built on the relationships that we nurture and the efforts
that we make to work through the problems we encounter along the way. It is also
about celebrating our successes as a community.
Source: Pathways to Wellness
Edited version of Community Wellness from LT Roles 4 15 2011-1.doc
Source: Adapted from LT Roles 4 15 2011-1.doc (language updated)

EXECUTIVE COMMITTEE AGENDA ITEMS SUBMISSION PROCEDURES

Needs to be filled in or removed.

FURLOUGH
See MOA for details on Furlough

F. Furlough
The decision to furlough STEM Centers SC staff is that of the legal employer.

GRIEVANCES
Demanding professional work often leads to disagreements. SCCMS and STEM
Centers SC seek to operate as open, professional learning communities where
problems can be expressed and resolved. Where individuals are unable to reach
understanding, even with the intervention of professional colleagues, then
grievance procedures, if available, are appropriate.
STEM Centers SC staff maintain all rights to professional treatment granted by their
legal employer.
See MOA for further details
G. Grievance
Demanding professional work often leads to disagreements. SCCMS and STEM
Centers SC seek to operate as open, professional learning communities where
problems can be expressed and resolved. Where individuals are unable to reach
understanding, even with the intervention of professional colleagues, then
grievance procedures, if available, are appropriate.

STEM Centers SC staff maintain all rights to professional treatment granted

by their legal employer.
STEM Centers SC staff follow the grievance procedures of their legal
employer.
Sub-contracted STEM Centers SC staff follow the grievance procedures of
their direct supervisor's fiscal agent.

Any disciplinary action taken will be in accordance with the fiscal agent's policies
and procedures. For sub-contracted employees, the legal employer, per its policies
and procedures, may also take disciplinary action.

GUIDELINES

FOR DOCUMENTING OUR

Guidelines for Documenting Our Work

WORK (STYLE MANUAL)

PowerPoint Guidelines
See also EasyBib APA 6 Reference Guide

HARRASSMENT
STEM Centers SC is committed to providing a work environment that is free of
discrimination and unlawful harassment. Actions, words, jokes, or comments based
on an individual's sex, race, ethnicity, age, religion, or any other legally protected
characteristic will not be tolerated.

If you believe you have been the victim of harassment, or know of another staff
member who has, report it immediately. Staff members can raise concerns and
make reports without fear of reprisal.
Any disciplinary action taken will be in accordance with the legal employer's policies
and procedures.

INTELLECTUAL PROPERTY
See Appendix: Guidelines for STEM Centers SC Intellectual Property Clemson
University Intellectual Property Policy
Appendix A

GUIDELINES FOR USE OF STEM CENTERS SC INTELLECTUAL PROPERTY

The rights to all intellectual property, including but not limited to written and
recorded training and informational materials, logos, video and audio recordings
and other tangible products, developed by any STEM Centers staff or consultants in
fulfillment of SCCMS/STEM Centers SC funded work belong to Clemson University. A
copyright designation should appear on all intellectual property. STEM Centers SC
shall be the default copyright designee.

USE AND DISTRIBUTION OF STEM CENTERS SC TRAINING MATERIALS

If requested, training materials may be shared by STEM Centers staff or

authorized consultants only with participants who have attended training
sessions. PowerPoint presentations may only be shared as PDF files of the
slideshow and must include a slide with the following text: This presentation
was created by STEM Centers SC. It may be used for your own personal
reflection and information. It may not be copied or in any way replicated
without written permission. Notes pages, or any other materials that
indicate specific information about training design, or materials that would
allow for full replication of the session may not be shared in any way.
Complete training materials may be shared with persons who are not STEM
Centers staff or authorized consultants only as part of a STEM Centers
SC/SCCMS school or district based, Train the Trainer program.
o A school or district participating in a Train the Trainer program must
sign a Memorandum of Agreement that identifies appropriate uses and
approved audiences for STEM Centers SC intellectual property.
o A fee of $250 per training day will be added to any Train the Trainer
program to allow for the use of STEM Centers SC copyrighted
materials for standard, specified audiences. The standard scope of
audiences is limited to representatives of a single school/school district
and its support community (such as school board members, PTO/PTA,
mentor groups, after school providers and business partners).
o An additional fee of $125 per training day will be added to any Train
the Trainer program to allow for the use of STEM Centers SC

copyrighted materials for audiences beyond the standard scope

(specifically other schools outside of the authorized Train the Trainer
school district). These audiences must be identified in advance in the
Memorandum of Agreement.
STEM Centers SC/SCCMS will not approve use of STEM Centers SC
copyrighted materials for persons acting as independent consultants.

INVOICING

AND SERVICE AGREEMENTS - DRAFT

This will contain directions for service agreements and for entering the information
into the system. Contains partial information at this time.

INVOICE PROCESS AT CLEMSON UNIVERSITY

1. The Coalition must have a completed detailed contract which should include
all of the necessary invoice requirements. If the invoice does not include all of
the necessary invoice requirements, Sharon will call the center requesting the
invoice.
2. Once a request is made these are the steps that follow:
The Clemson University Accounting system is checked to make sure the
school or school district is in the system.
If the organization is not listed in the system contract information has to
be entered and SCCMS must wait for the organization to be assigned a
customer number.
Next, the invoice information can be entered into the accounting system
and usually the invoice information will populate overnight and generate
an invoice, however, this process can take up to 4 days.

LEAVE
The types of leave available to STEM Centers SC staff and reporting procedures for
leave will be based on the policies of the staff members legal employer. Leave
records may be requested by SCCMS for contract assurance.
See MOA for further details on Leave.

E. LEAVE
The types of leave available to STEM Centers SC staff and reporting procedures for
leave will be based on the policies of the staff member's legal employer.
Sub-contracted STEM Centers SC staff must promptly notify their assigned STEM
Centers SC or SCCMS supervisor and their legal employer in the case of any
absence due to illness.
Sub-contracted STEM Centers SC staff must seek approval for personal/professional
leave from their assigned STEM Centers SC or SCCMS supervisor and their legal
employer. Neither agency will override a denial of leave by the other.
The legal employer will maintain leave records for STEM Centers SC staff.

The fiscal agent may also maintain leave records for STEM Centers SC staff.
The STEM Center will also maintain leave records for sub-contracted STEM Centers
SC staff.
Leave records may be requested by SCCMS for contract assurance.

MEMORANDUM

OF AGREEMENT
Each staff member shall sign a Memorandum of Agreement (MOA) annually. This
document outlines the terms and conditions of the SCCMS/STEM Centers SC
collaboration.

POLICY

ON

PASSWORDS

POLICY ON PASSWORDS FOR ANY ONLINE RETRIEVAL SYSTEM AND OUR WEBSITES
Security first use strong passwords; protect them. Caps, lower case, numbers,
special characters.

PROCESS FOR CREATING

DEVELOPED)

AND

REFINING INTERNAL PROCESSES (TO BE

To operate effectively and efficiently STEM Centers utilizes a number of internal

processes. We need to develop a procedure for creating and refining internal
processes. Example of processes: Data Collection, Invoicing
To be developed.

PROFESSIONAL ATTIRE
A professional appearance is important anytime staff is representing STEM Centers
SC. Staff members should be well groomed and project professionalism and good
taste.

PROFESSIONAL DEVELOPMENT

OF STAFF
STEM Centers SC recognizes the value of professional development and personal
growth for staff members. Staff members who are interested in continuing
education and job specific training are encouraged to research these opportunities,
engage in a coaching conversation with a colleague to refine their goals, and get
approval from their supervisor before signing up for professional learning
opportunities.
The amount of time dedicated to self-selected professional development should be
agreed upon by the staff members direct supervisor. Based on availability of funds,
approved professional development activities may be paid for by the organization.
Staff members should consider utilizing staff expertise for coaching and mentoring
each other in specific skill areas.

PROFESSIONAL LEARNING QUALITY CONTROL

AND STANDARDS
To ensure that the work of STEM Centers SC is of high quality, all staff members will
adhere to the Staff Agreements (download) and the Learning Forwards Standards for
Professional Learning. All staff are expected to apply these standards to the planning,
design, facilitation, and evaluation of all professional learning that we lead.

RESTRICTIONS

ON STAFF ASSIGNMENTS
STEM Centers SC staff that are fully contracted (100% FTE) to a STEM Centers
Scope of Work are not to be assigned to other ongoing, instructional, noninstructional or administrative duties by or for the fiscal agent or other legal
employer that interfere with this Scope of Work.
See MOA on Restrictions on Staff Assignments

RESTRICTIONS

ON STAFF ASSIGNMENTS
STEM Centers SC staff that are fully contracted (100% FTE) to the above Scope of
Work are not to be assigned to other ongoing, instructional, non-instructional or
administrative duties by or for the fiscal agent or other legal employer that interfere
with this Scope of Work. Staff are advised against volunteering to share in rotating
assignments such as committee meetings or special events related to professional
expertise as these duties may interfere with successful implementation of this
Scope of Work.
Teaching courses, taking courses, extracurricular activities, other employment, or
personal activities that interfere with availability during the normal work
schedule/normal school day undertaken without prior approval of SCCMS and the
STEM Centers SC Executive Committee are all inappropriate. STEM Centers SC
staff must seek approval for each temporary variance from their normal work
schedule.
Also see Guidelines for Contracting Our Work/STEM Centers Staff (STEM Centers
SC, 2012)

REVISIONS

TO

DOCUMENTS, PRODUCTS,

AND

SERVICES

(To Be Developed)
In a learning community such as STEM Centers SC, there is the expectation that all of our work
is subject to review and refinement. We need a process to guide our reviews and revisions.
Things to consider:

In what ways does research support a change or refinement?

Has implementation revealed a need for revisions?

Is the proposed change driven by errors in content, grammar, etc.?

Should there be a review period for proposed changes?

Who should the reviewers be?

How might we ensure that our work reflects the latest in research and best practices?

ROLES

AND

RESPONSIBILITIES

See MOA on Roles and Responsibilities

III. STEM Centers SC Roles and Responsibilities
Roles A - C identified within these guidelines are specific to the STEM Centers SC Innovation
Partnership. They are not meant to signify the job titles to be used by fiscal agents or other legal
employers when classifying staff members for pay bands.
These roles and accompanying responsibilities represent typical STEM Centers SC staff
assignments. However, some STEM Centers SC staff roles may be alternatively titled and/or
assigned different responsibilities in response to funding availability and program needs.
A. STEM Centers SC Coordinators will
Make policy, program and process decisions as a member of the STEM Centers SC Executive
Committee.
Mentor staff to ensure professional growth and successful completion of their scope of work.
Build and maintain regional networks of STEM interested individuals and organizations.
Assist in the design and delivery of STEM Centers SC programs and services in coordination
with SCCMS and its funding agents.
Collect, analyze and report data including personnel time logs as required by the fiscal agent,
SCCMS and its funding agents.
Manage finances, purchasing, and infrastructure and associated with the STEM Centers SC
Innovation Partnership.
Provide expenditure information and proof of audit at the request of SCCMS.
Conduct special projects related to the Scope of Work at the request of SCCMS and its funding
agents.

B. STEM Centers SC STEM Education Specialists will

Design and deliver STEM Centers SC programs and services in coordination with SCCMS and
its funding agents.
Assist in building and maintaining regional networks of STEM interested individuals and
organizations.
Serve, if elected, on the STEM Centers SC Executive Committee.
Collect, analyze and report data as required by the STEM Centers SC.
Conduct special projects related to the Scope of Work at the request of SCCMS and its funding
agents in consultation with STEM Centers SC Coordinators.
C. STEM Centers SC Administrative Specialists will
Assist in the management of finances, purchasing, and infrastructure associated with the STEM
Centers SC scope of work.
Support logistics associated with programs and services of STEM Centers SC.
Collect, analyze and report data as required by SCCMS and its funding agents.
Conduct special projects related to the Scope of Work at the request SCCMS and its funding
agents in consultation with STEM Coordinators.

SCOPE

OF WORK
See MOA on Scope of Work
Guide to Scope of Work
Restrictions on Staff Assignments
STEM Centers SC staff that are fully contracted (100% FTE) to the above Scope of
Work are not to be assigned to other ongoing, instructional, non-instructional or
administrative duties by or for the fiscal agent or other legal employer that interfere
with this Scope of Work. Staff are advised against volunteering to share in rotating
assignments such as committee meetings or special events related to professional
expertise as these duties may interfere with successful implementation of this
Scope of Work.

Teaching courses, taking courses, extracurricular activities, other employment, or

personal activities that interfere with availability during the normal work
schedule/normal school day undertaken without prior approval of SCCMS and the
STEM Centers SC Executive Committee are all inappropriate. STEM Centers SC
staff must seek approval for each temporary variance from their normal work
schedule.
Also see Guidelines for Contracting Our Work/STEM Centers Staff (STEM Centers SC,
2012)
Introduction
Introduction: South Carolina's Coalition for Mathematics & Science (SCCMS) at
Clemson University manages grants and contracts from diverse funding sources to
deliver a comprehensive Scope of Work that is intended to improve instruction and
accelerate student achievement. While this Scope of Work is identified in terms of
its major programs, details associated with its enactment will be identified,
designed and refined as they are delivered. STEM Centers SC Sites have been
identified as partners to deliver this Scope of Work with SCCMS serving as the
managing organization.
STEM Centers SC will develop the capacity of school districts, schools and teachers
in ways consistent with the STEM Centers SC Theory of Action for Instructional
Improvement. (See SCCMS) STEM Centers SC will develop self-directed and selfsupporting schools through:

Information Provide districts, schools, teachers and others with current

information relevant to STEM education and its relevance to economic
development.
Support Serve as a resource to educate districts, schools and teachers in
ways to improve what is taught and how it is taught in STEM content areas.
Innovation Engage school partners in implementation of specific strategies
and resources to improve what is taught and how it is taught.
Research Engage school partners in research projects designed to measure
the impact of focused actions on student learning in STEM content areas.

Each STEM Centers SC staff member shall develop and commit to an individual
Scope of Work that includes deliverable actions within one or more of these five
pathways:
1. Deliver Sponsor Funded Services to schools/other clients. Anticipated work
in this domain includes Boeing IQ-MS disciplinary literacy research and State
of South Carolina funded information, support, and innovation work focused
on STEM schools and a state STEM plan.
2. Generate new service agreements through contracts/grants.
3. Develop and maintain products and/or critical infrastructure (especially
regional budget and staff).

4. Develop and maintain critical networks (especially IQ-MS requirements).

5. Learn something new that will enhance self and organizational capacity.
NOTE: All generated services delivered or developed through this agreement must:
1. Recover associated costs as appropriate.
2. Generate data that specifically identifies impact at the appropriate level.
3. Be in keeping with the sort of relationships, trust and accessibility that have
been foundational to STEM Centers SC and its predecessor initiatives.
4. Be consistent with the best-known information about how humans at all age
levels learn.
SCCMS reserves the right to alter this Scope of Work based on addition to or
renegotiation of contracted or otherwise funded work. SCCMS will seek the counsel
of the STEM Centers SC Executive Committee in reference to all potential
alterations to the Scope of Work at the organizational or individual level.

STAFF PORTAL PROCEDURES

HOW TO GET THINGS ON THE STAFF PORTAL
All requests can be sent directly to the webmaster for placement. Training will be
available to those who wish to have access to adding content to the staff portal
website.

TERMINATION
See MOA on Termination

H. TERMINATION
STEM Centers SC staff may not be protected by the Teacher Fair Employment and
Dismissal Act. NOTE: Sub-contracted and temporary grant employees may be
terminated from STEM Centers SC without cause.
Disciplinary action against STEM Centers SC staff that leads to termination will be
in accordance with the fiscal agent's personnel policies and procedures. Cause for
disciplinary action includes failure to follow policies or procedures, conduct
unbecoming an employee, and unfitness to perform required duties.
The legal employer may terminate STEM Centers SC staff, including sub-contracted
staff, in the event that funds are not available.

TRAVEL REGULATIONS
See MOA on Travel Regulations

C. TRAVEL REGULATIONS
STEM Centers SC staff will be reimbursed for allowable travel expenses including
mileage at the rates determined by the site's fiscal agent.

STEM Centers SC staff travel from home to their site office and from home to any
other designated work site will not be reimbursed.
Allowable travel will be calculated by the shortest distance using the designated
work site or home as the start and finish point of the trip.
Travel mileage will be calculated by using MAPQUEST or a similar service.
Carpooling is required when two or more STEM Centers SC staff are traveling to the
same destination. STEM Centers SC staff who choose to travel alone when a STEM
Centers SC provided carpool is available will not be reimbursed for their travel.
Mixing professional and personal travel by including family or friends in
transportation, lodging or meals without prior approval is inappropriate and may be
prohibited by some legal employers or fiscal agents. If allowable, STEM Centers SC
staff must seek approval from their immediate supervisor prior to such travel.
Additional regulations for travel expenditures related to program delivery are
identified in Appendix B.

WEBSITE PROCEDURES (HOW

TO GET CONTENT ON THE WEBSITE)

Content for the website should be sent to R&D, not to the webmaster. R&D
determines where an item will be placed on the website, and will prioritize the
webmaster's work for the website.

WORK LOG
See Calendars and Logs

CALENDAR AND LOGS

It is important for all STEM Centers SC staff to maintain a calendar. This calendar is
documentation for alignment with the MOA scope of work and agreements for the purpose of
providing assurance of that alignment to SCCMS and the Executive Committee. The calendars
will also serve as documentation and verification of staffs time if there is an audit. The calendar
is to be completed prior to the beginning of each month with the staff members anticipated
activities. At the end of the month a log of what was actually done each day should be
completed. Both documents should be submitted to the regional coordinator.
The format of the calendar is not important. Calendars may be completed online (such as Google
calendar), or the calendars may be completed and submitted as a hard copy. Each center will
determine the best way to maintain the calendars for that center. Calendars should be printed out
and filed for documentation. The coordinator of each region is responsible for keeping calendars
for center staff available upon request.
What is important for calendars and logs:

Assure that data has been submitted and approved regionally.

Be consistent in content
Note leave days as part of the calendars.
Have enough detail without getting into too much detail.
Dont leave a complete day blank with no documentation.
Have data (calendars) available if requested.
Calendars should contain:
Who? Identity of each staff member
What? Work being done by each staff member
Where? Work location of staff member while performing work
When? Time of day (may be actual time, may state morning/afternoon)
For example: Kathy, Office, 9:00 -12:00 Fiscal Management
2:00 3:00 Marketing in schools
4:00 5:00 Elluminate with LTeam

Dont leave a complete day blank with no documentation. Even if working in office, include
brief description of what is being done for blocks of time during day.
STEM Centers SC staff should begin keeping this data as of July 1, 2011.
Source: July 19, 2011 L Team Minutes

WORK SCHEDULE
See Work Schedule in MOA

A. WORK SCHEDULE
The normal work schedule of STEM Centers SC staff consists of five, 7.5 -hour days
(37.5 hours) per week. STEM Centers SC sites may set alternative work schedules
to coincide with the requirements of their Designated Work Site.
Exceptions to the normal work schedule include required attendance at statewide or
regional STEM Centers SC meetings or training. However, the STEM Centers SC
staff will not be required to work more than the length of their contract.
STEM Centers SC staff must be available to districts, schools, teachers and each
other during the normal school day including times schools normally reserve for
team meetings and for other professional development opportunities. Each STEM
Centers SC site may set standard hours of operation that protect staff availability
during this time period.
All STEM Centers SC staff will provide monthly calendars of planned activities that
include their work location(s) to their immediate supervisor.

WORK SITE
See Designated Work Site in MOA

WRITING

FOR PROFESSIONAL GROWTH

See Tips for Writing and How do I tell my story?
See also EasyBib APA 6 Reference Guide (https://docs.google.com/file/d/0B32ytFIYU_bR1Z1YnlBUFhiWDQ/preview)

TIPS FOR WRITING

Write something that you know well. You need facts, voices, and results.
Write about something unique or interesting. What makes your topic new or
different? What new insights and perspectives can you share?
Write about what works. Share evidence readers can understand (student
results, indicators of change in education, support from published research,
etc.)
Consider the perspective and goals of the publication.
Write about what learning looks like.

HOW DO I TELL MY STORY ?

What is the one thing I want people to take out of this? Summarize what you
write about into one sentence with one comma. If you cannot, then you have
more than one article.
How? What? When? Where? Why? Keep in mind that someone wants to do
what you have done and doesnt know how to do it.
How do we share others voices? (the who) Identify key people and seek their
voice to include in the piece. Be a fan of direct quotes. Quote research
directly and when appropriate cite others.
How do I want to come across in this piece? First person story? Casual
observer?

Appendix A: Referenced Documents

Memorandum of Agreement
Staff Agreements
Learning Forwards Standards for Professional Learning
Guidelines for Contracting Work
Leadership Team Roles
Writing for Professional Growth
Consultant Rates for Support Services (12-13 version do we have an
updated version?)
Guidelines for Use of STEM Centers SC Intellectual Property
EasyBib APA 6 Reference Guide
Process for Development of STEM Centers SC Programs and Services
Guidelines for Evaluating Our Work (new not in staff manual)