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HomeMy WebLinkAboutC14-064 Centers for Disease Control and Prevention AGREEMENT TO DETAIL FEDERAL CIVIL SERVICE PERSONNEL PUBLIC HEALTH ASSOCIATE PROGRAM(PHAP) To State,Tribal,Local, or Territorial Host Agency Pursuant to section 214 of the Public Health Service Act(42 U.S.C. § 215),the Centers for Disease Control and Prevention(hereinafter CDC)hereby agrees to the request for detail of CDC civil service personnel(hereinafter associate)to state and local public health agencies (hereinafter"host agency")as specified below. This agreement is for the Public Health Associate Program (PHAP). I. JUSTIFICATION FOR DETAIL ASSIGNMENT A. The detail of CDC civil service personnel will assist CDC and host agency in carrying out disease prevention,health promotion and protection, and other public health activities. B. Associate(s)will provide assistance to host agency in developing, implementing, and evaluating public health programs. C. Associate(s)will promote and enhance state,tribal,local and territorial capacity through consultation, demonstration and technical support. II. OBJECTIVES FOR DETAIL ASSIGNMENT A. To provide opportunities to expand and enhance the skills and development of CDC associates assigned to host agency. B. To contribute to overall state,tribal, local and territorial health goals in support of national health. C. To reduce the incidence of disease and injury,disability and death. D. To strengthen federal, state and local capacity to prepare for, detect,report,respond to, contain and recover from public health effects of terrorism and other public health emergencies. III. POSITION DATA AND SUPERVISION CDC is responsible for the selection and supervision of associates in accordance with CDC recruitment,hiring, and merit promotion policies,regulations,and requirements. A. The host agency shall provide a work environment free of verbal,written, or physical 161/ Agreement to Detail—Page 2 conduct that has the purpose or effect of unreasonably interfering with the associate's performance or that creates an intimidating,hostile, or offensive environment. The host agency shall abide by all federal laws and regulations applicable to workplace conduct. B. The host agency will provide the associate(s)with work space equipped with resources and materials that will provide the associate(s)with access to communications equipment(e.g., computers,electronic mail,telephone and facsimile machines)to allow them to maintain regular contact with CDC and for routine business purposes. This includes ensuring that associates have access to CDC secure systems through the host site computer network/firewall. C. The host agency will immediately report any workplace incident to the CDC PHAP Supervisor. This includes,but is not limited to, associate exposure or injury,breach of security policies by associate,or information technology security issue involving associate. D. Associates will have the same rights,responsibilities, and supervision as comparably situated employees of the host agency including,when applicable,receiving reimbursement for local travel expenses,participating in host site training,and receiving technical direction and mentoring from host site employees. E. CDC will provide broad guidance,technical consultation, and official supervision to associate(s). Furthermore: 1. Each associate's performance will be formally assessed by CDC in accordance with established CDC performance management systems for civil service employees. In completing an associate's evaluations(both at end-of-year and at mid-year)CDC will solicit input from appropriate host agency staff regarding the associate's performance. Performance evaluations will include an assessment of the associate's achievement of required program competencies. 2. Host agency officials may make recommendations to CDC officials regarding any formal recognition that the employee would be eligible to receive based on performance or contributions to the program in accordance with the federal compensation guidelines. 3. Any publication that includes the name of a CDC associate must be submitted for and receive CDC clearance prior to submission for publication. The publication should include the associate's CDC affiliation as well as local affiliation with his/her name. Standard CDC guidelines for authorship should be followed when determining whether a CDC associate's name should be included as an author on a publication (General Administration No. CDC-69). 4. Any request by an associate for approval of work outside his/her current job and assignment must be submitted in writing through both the associate's host agency supervisor and his/her most immediate CDC supervisor to the appropriate Centers for Disease Control and Prevention Agreement to Detail—Page 3 management level at CDC. 5. The CDC will ultimately be responsible for rendering any appropriate disciplinary action that host agency proposes against an associate. 6. The host agency supervisor will work closely with associate to resolve any routine questions or issues that arise regarding the assignment or the associate's performance. 7. The host agency will promptly advise CDC of any serious performance or behavioral concerns about an associate. In these cases,host agency and CDC staff will work together to attempt to resolve such concerns with the associate, either informally or formally, depending upon the nature of the concern. Other CDC resources may be called upon by the immediate supervisor to help resolve the issues. 8. If informal and/or formal efforts fail to resolve a problem,the host agency may request the removal of an associate. Such request must be forwarded, in writing, through the senior management of the host agency to the CDC PHAP Director and must state: 1)a substantive basis for the request, 2)efforts taken by host agency otherwise resolve the problem, and 3)the proposed date for the removal (not less than 90 days from the date of the request). Upon receipt of such a request, CDC will take appropriate action in consultation with host agency and the associate. 9. CDC may mobilize an associate during an emergency response to act as a CDC responder, either in the field or at a CDC-site. During these emergency responses, CDC will inform the host agency of the activation of the associate for the emergency response,the anticipated duration of the assignment of the associate to the emergency response efforts and will be responsible for all supervision,training and travel costs related to CDC emergency response mobilization. a. This section does not apply to situations where an associate is acting for the host site in an emergency response situation. b. CDC's need to mobilize an associate for an emergency response on behalf of CDC may supersede a host agency's need to mobilize an associate for emergency response in a state or with a host agency. IV. COSTS A. Projected costs for associate(s)' salary, fringe benefits,and related expenses will be budgeted annually by CDC. Positions funded as direct assistance through a CDC grant or cooperative agreement will be listed on the applicable Notice of Grant/Cooperative Agreement award(s). B. Expenses incident to the associate(s)' employment and travel will be paid as follows: 1. Pay and allowances will include,but will not be limited to,premium pay(e.g., holiday and overtime pay, see#3 below), CDC's share of costs for health benefits, Centers for Disease Control and Prevention Agreement to Detail—Page 4 group life insurance, and civil service or social security retirement coverage,and any out-of-state travel by any associate, or any in-state travel required by CDC. 2. An associate's salary will be paid on a biweekly basis. Payment for Civil Service employees will be dependent on the timely receipt of the appropriate time and attendance reports associate is required to submit to his/her CDC timekeeper. Payment will be issued by the CDC in accordance with federal rules and procedures. 3. Premium pay for overtime worked by Civil Service must be approved in advance by the appropriate management staff within CDC. Associate(s)must complete and submit the necessary paperwork in advance of the overtime before any payment will be authorized. • 4. Individual performance ratings will serve as the basis for recommending with-in grade salary increases and merit pay increases for Civil Service employees. A year one associate with a minimum of a fully successful(or equivalent)rating, shall be eligible to receive a promotion in year 2. 5. Any in-state or local travel by an associate that is required by host agency will be paid by host agency. This includes reimbursement for expenses related to host site required or sponsored training. CDC required training will be supported by CDC. V. LEAVE AND HOURS OF DUTY A. Civil Service associate(s)are required to work an 80-hour pay period. Hours of duty will be determined by host agency. Associate(s)are allowed federal holidays only. B. On all Federal holidays that are not also holidays at the host agency,the host site should determine whether the associate(s)is performing essential duties that require him/her to report for duty. If the host site determines that the associate needs to work on a federal holiday,the associate should request prior approval from their CDC PHAP Supervisor. Associates working on a federal holiday will receive premium pay,therefore,this option should be used with discretion due to the financial impact. C. On any Local holiday that is not a Federal holiday(as per the Federal Holiday schedule), Associate(s) are required to do one of the following: a. The Associate(s)may take leave,with proper approval, on the Local holiday; b. The Associate(s)may work a modified schedule during the 80-hour work period to "make up"the Local Holiday day(e.g.—associate would have the local holiday but work additional hours during the two week federal pay period to fulfill the 80 hour requirement); c. The Associate(s)may complete PHAP required tasks(online training, assist CDC PHAP team with projects)or other local agency work on a telework basis. Centers for Disease Control and Prevention Agreement to Detail Page 5 d. Either choice would be reviewed with the Associate's CDC supervisor. Prior written approval must be given by the associate's federal supervisor. D. Associate(s)will be entitled to use annual and sick leave in accordance with Federal laws, regulations, and procedures. Associates may also earn or use overtime, compensatory time, or credit time in accordance with Federal laws,regulations,and procedures,but approval of such must be consistent with local pay and leave management policies and procedures of the host agency. A request for leave should be reviewed and initialed by an associate's on-site supervisor Final written approval for leave(signature on leave slips)is the responsibility of the associate's Federal supervisor. Each associate's leave records will be maintained by his/her Federal supervisor. VI. APPLICABILITY OF RULES,REGULATIONS,AND POLICIES A. Rules and policies of the host agency shall apply to associate(s) except in cases where this agreement provides otherwise. B. Where there is a conflict between the rules,regulations,and policies of host agency and/or the locality regarding the legal status and/or rights of associate and the rules,regulations, and policies of CDC or the Federal government regarding the same issue,the CDC or Federal standards will prevail. C. Associate(s)may not engage in any political activities prohibited for Federal employees by the Hatch Act, 5 U.S.C. § 7321 et. seq., or that may be criminal offenses under title 18 of the U.S. Code(18 U.S.C. §§ 210, 211, 594, 595, 600, 601-607, 610). D. The Standards of Conduct for Federal employees(5 CFR§ 2635),HHS Supplemental Standards of Ethical Conduct(5 CFR§ 5501),HHS Residual Standards of conduct(45 CFR§ 73.735) and those for employees of host agency will both apply to associate(s), except as noted in item B, above. VII. TRAINING A. Associate(s)will be permitted to attend CDC-required programmatic and career development training,meetings, seminars and conferences (including national seminars and regional staff conferences). Absences for purposes of optional training or professional development will occur only with the mutual consent of the parties to this agreement. B. The host agency may,at its discretion and expense,make available to associate(s) any training opportunities sponsored by the State or locality and made available to other host agency staff. VIII. PERIOD OF DETAIL Centers for Disease Control and Prevention Agreement to Detail—Page 6 A. The field assignments addressed by this agreement shall be of two year duration. B. This agreement may be modified or terminated by mutual consent of the parties upon 90 days notice in writing by either party of its intent to modify or terminate the agreement. C. The continuation of each associate's detail is contingent upon the availability of funds to support the detail. IX. APPROVAL A. The Undersigned represents CDC and is authorized to grant the detail or assignment for the purposes stated herein: Date: [Signature] [Title—CDC Director or Designee] B. The Undersigned represents the host agency and is authorized to request the detail of associate(s) for the purposes stated herein. -411111111111111111% Date S Y Sig nee Site Si ee K ► -h Mon\-o 1 pGLE Cit:N-Ty KA►.1F Ek Centers for Disease Control and Prevention Imo, 4... ....... 1 e € It 4 40 I. PHAP g Ikvgk 1,40 rio S£a&�?.;qs 3 3 i .v. Da BECOME.• Public Health Associate Program: Eligibility Host sites for the Public Health Associate Program' (PHAP) must be public health agencies including state, territorial, city, county and tribal entities as well as CDC Quarantine Stations. Applications were accepted only from eligible host sites. Associates are assigned to work within the host sites' organizational environments under the terms of CDC's Agreement to Detail Civil Service Employees(linked on the CDC PHAP website). Consequently, host sites must have a signed copy of this document on file at CDC prior to the start date of the assigned Associate. Host Site Requirements The following program requirements apply to all host sites assignments: 1. Assignments will consist of two, one-year job assignments suitable for candidates possessing a recent bachelor's degree.2 The assignments will involve implementing public health interventions at the community level in two of the public health program areas listed below: Program Areas * STD, TB and/or HIV * Other Communicable Diseases • Chronic Disease * Environmental Health * Public Health Preparedness * Global Migration and Quarantine • Injury Prevention * Immunization * Maternal and Child Health • Other 2 Although a bachelor's degree is the minimum requirement,some Associates may have a master's degree.This cannot be guaranteed. Centers for uisease Con and Prevention Office for State, [_nba1.Local and _err tonal Support Page(? 2. Year 1 and Year 2 assignments must be in different program areas.3 A Position Description and Performance Appraisal Plan should be created for each one-year assignment to reflect work in the following eight Activity Areas: Activity Areas • Patient/client interaction to elicit or provide information • Investigation of public health problems and issues • Data collection, analysis and reporting • Surveillance activities • Public health education • Provision of public health services • Community involvement and partnership • Liaison with other public or private providers and partners 3. The activities of the Associate should relate to and support the development of defined PHAP competencies. The competencies reflect the program's mission to establish a pipeline of entry-level frontline public health professionals that, through training and field experience, are capable of meeting the public health workforce needs at the federal, state, local, tribal, and territorial levels. Therefore, a detailed plan to develop Associate competencies should be documented and noted in the application. 4. Host sites must assure the availability of an on-site host site supervisor to provide day-to- day direction for the Associate, interact with CDC PHAP supervisors, participate in the CDC PHAP Host Site Training, conduct Associate performance reviews, and develop a detailed Associate Development Plan. The host site supervisor should have direct responsibility over the functions to be performed by the Associate to assure that the Associate is provided the level of guidance, direction, performance assessment and training needed to perform the required job functions. 5. Financial support for work-related, in-state travel and training will be provided by the host site (or an appropriate state program) to enable the Associate to carry out assigned work and receive the training needed to work effectively in the local environment. Training provided by host sites will include both employment training (safety, security, information technology, standards of conduct, etc., in accordance with state/local requirements) and also program-specific training to enable and enhance work performance. 6. Host sites may apply for more than one Associate. A separate application must be completed for each proposed Associate. 3 Unless prior approval has been received from CDC. Centers for disease Cof[rol ant Prevention Office for State,l nbal.Local and"Cerritonal Support Page(2 Associate Name: Arkin, Kristin Alyse Host Site Name: Eagle County Health and Human Services Department Public Health Associate Program: Responsibilities CDC will, for each Associate: * Pay the salary, benefits and other incidental expenses related to CDC requirements * Complete all the performance plans and reviews * Train on basic CDC policy and procedures • Support the Associate for travel or other incidental expenses for all CDC required trainings • Assign a CDC PHAP supervisor • Share competency information with host site • Build a training plan based upon competencies * Plan and distribute information about monthly webinars and other training events * Complete all supervisory and administrative requirements for Associates for CDC- related policies * Maintain contact with the host site on PHAP administrative and Associate-related matters The Host Site will, for each Associate: * Provide day-to-day direct supervision * Support all training directly related to the host site activities, including host site orientation and programmatic training; support includes covering all training costs and associated travel costs. Associates are expected to receive the same training that a local/state employee would receive in similar positions. All travel reimbursement should be paid in a timely manner. * Support the training plan and build the Associate's skill set to meet the program competencies. Provide input on the monthly activity report * Provide updates for mid-year and end-of-year performance appraisals to the CDC PHAP supervisor * Provide all workplace supplies and incidentals, including but not limited to, a work station, computer, phone and required activity materials * Work with CDC to allow the Associate access to CDC secure internet system through the host site computer network/firewall • Attend any host site supervisor trainings and webinars, as able through local policy and work-time limitations * Maintain contact with CDC on Associate-related matters and other health department matters that may impact the Associate or PHAP a Participate in CDC site visits to the host site To be signed and returned before the associate(s)starts assignment. ° Montag, Eagle County M. ager ate Centers for Disease Con!rol and Prevention Office for State,"I"robal.I..ocal and'i'errtonal Support Page(3