If you have something to add, please email yavapaipres@cals.arizona.edu. 

Acronyms

• Excel file

Advisory Councils

For information about advisory councils and open meeting laws, visit the Confluence page Cooperative Extension External Advisory Councils Information.

1. Programmatic people will request leaders of governing boards within Cooperative Extension to sign and return the following form: External Advisory Councils, and Equivalent, Guidance Form (PDF)
2. Once the program has all completed forms, they will scan and submit to yavapaipres@cals.arizona.edu and file in their volunteer file(s). The email needs to indicate the board and individual’s name.
3. If a new leading member is voted in, a programmatic person will request for this form to be signed and returned.

Affirmative Action Plan (AAP)

Policy - Non-Discrimination and Affirmative Action Statements (link is external)

• AAP Forms (link is external)
  
• UArizona Policy and Statements (link is external)

Certificate of Insurance (link is external)

Computer Downloads & Troubleshooting (link is internal)

Conflict of Commitment/Interest

Policy - Conflict of Commitment Policy (link is external)

• Letter from Vice President Shane Burgess and Jeffrey Ratje (PDF)
• Conflict of Commitment Information & Form Edge Learning

D2L Community Site

D2L Community Support Team: d2l@arizona.edu or 520-626-6804

Instructor/Course Facilitator

• Guide to creating and maintaining a D2L Community classroom
• CSV Template to submit participants to D2L Support Team
• Website to submit participant information: https://help.d2l.arizona.edu/form/enroll-users-in-your-d2l-communi

Participants

• Instructions to log into D2L Community Site - Download the word document and edit the blanks for your program's needs.
• Website to log into the D2L Community Site: https://community.d2l.arizona.edu/d2l/loginh/

Designated Campus Colleagues (DCCs)

Procedure - DCC Initiation Steps for Program Leader

• DCC Request Form (xlsx)
  
• DCC Worksheet (docx)
• Fingerprint Clearance Card
  • Fieldprint Appointment Instructions (Word)
  • Applicant Authorization Form (PDF)
• Guidelines (link is external)
  

Disability Accommodation Requests

Procedure - NW Region Disability Accommodation Procedure (docx)

• Instructor Best Practices (link is external)
• Planning Accessible and Inclusive Events Guide (link is external)

Discrimination/Harassment Allegation Procedures

Procedure - How to Respond to Allegations of Discrimination/Harassment (link is external)

• Proposed Referral Language Letter
  • Coconino (docx)
  • Mohave (docx)
  • Yavapai (docx)
• Brochures to attach to email
  • Title IX (PDF)
  • Office of Institutional Equality (OIE) (PDF)
• OIE Incident Process Flowchart (link is external)
• Protection of Employees from Reprisal for Whistleblowing (PDF)

Events

Event Planning Flowchart (PDF size 8 1/2 x14)

• In-Person Events
  • Pre-Planning Event Checklist (fillable PDF)
  • Day of the Event Checklist (docx)
  • Coconino County Event Approval Form (fillable docx)
• Online Events
  • Online Pre-Planning Event Checklist (fillable PDF)
  • Day of Online Event Checklist (docx)
• Yavapai Press Release Instructions (PDF) and Form (fillable PDF)
• Multimedia Release Signage and Forms
  • Notice of Photographic and Media Recording Sign (PDF) Post the sign in the room/location where the event is being held and in plain view.  It notifies people that by entering the area, they may be subject to the UArizona’s photo policies and gives automatic release.
  • Sign-In Sheet and Media Release Form (fillable PDF)
• For assistance with Eventbrite, YouTube, or Zoom, view the Media Resources Roadmap document under the "Marketing/Media Resources" section on this page.

Expense Reimbursement

Procedure - Employee Expense Reimbursement (PDF)

• Expense Reimbursement Request Form (FSO fillable PDF)
  

Procedure - Volunteer Expense Reimbursement (PDF)

• Volunteer Expense Reimbursement Form (fillable PDF)
• DCC Mileage Reimbursement Form (xlsx)
• DCC Mileage Reimbursement Form (fillable PDF)

Hiring

• New Employee Resource Page (link is internal)
• Compensation  Website
  

Letterheads

• Coconino (docx)
• Mohave (docx)
• Mohave-Peach Springs (docx)
• Yavapai (docx)

Loaner/Rental Vehicles

Northwest Region

• University of Arizona Fleet Safety & Policy (link is external)
• Employees may rent a car from Enterprise through the State of Arizona Vehicle Rental Program (link is external)

Yavapai

• State Vehicle Use Policy (PDF)

Marketing/Media Resources

• Condensed Legal Statement on Marketing Materials (link is internal)
• Media Resource Roadmap (docx)
• Logos
  • Cooperative Extension logos for each county are available in BOX.
  • The University of Arizona logo variations are available on the UArizona branding website. (link is external) You will need to sign in with your NetID+.
• Royalty Free Images (docx) are best to use when publishing flyers, on social media, or sending out press releases.
• When posting on social media on behalf of the University of Arizona, it is important to maintain professionalism and preserve the branding. Below are some links to assist with social media marketing.
  
  • Social Media Guidelines (link is external)
    
  • Social Media Accessibility (link is external) 
  • Videos (link is external)

Below are PowerPoint templates for presentation slides and marketing flyers.

• UA Cooperative Extension branded presentation slides
• Coconino
  • 4-H Marketing Flyer
    
  • General Marketing Flyer
    
• Mohave
  • 4-H Marketing Flyer
    
  • General Marketing Flyer
    
• Yavapai
  • 4-H Marketing Flyer
  • General Marketing Flyer

Organization Charts

• ALVSCE Division (PDF)
• Northwest Region(PDF)
• Coconino County (PDF)
• Mohave County (PDF)
• Yavapai County (PDF)
• UA Northwest Region Directory (PDF)

PARKING

• Parking Garage Reservations

PCards

UArizona Purchasing Card Policies Manual (link is external)

Northwest Region PCard Holder Procedures (PDF)

Business Purpose Guide and Discussion (YouTube)

• To report loss, theft, or fraud on a PCard, immediately contact the PCard office at 1-520-626-9091 and email yavapaipres@cals.arizona.edu.
• If you are unable to reach the PCard office or need to contact them after hours or on weekends, contact JPMorgan Chase Customer Service at 1-800-270-7760. In addition, contact the PCard office and leave a detailed message and email yavapaipres@cals.arizona.edu.
  

Fraudulent Charge(s) Procedure

Missing PCard Receipt

• If you are missing a PCard receipt and cannot obtain a duplicate from the merchant, complete a PCard form and the missing receipt form. Submit both documents to your admin team and CC yavapaipres@cals.arizona.edu.
• Missing Receipt Form (PDF)

PCard Violation Charge

• If you mistakenly used your PCard for a personal purchase, complete the form as best as you can with a signature. Submit the form and reimbursement amount to your admin team and CC yavapaipres@cals.arizona.edu.
• Self-Reporting Violation Instructions & Form (fillable PDF)

Submit a Pcard- HERE via Smartsheet

Phishing Scams

• To report phishing scams: https://security.arizona.edu/content/report-phish (link is external)  - follow the directions.
• To view reported phishing alerts : https://security.arizona.edu/phishing_alerts (link is external)

Photos (Creative Commons)

CreativeCommonsSources.docx  Listing of websites with free photos/images, i.e. not copyrighted.

Records Retention

• UArizona Records Retention Schedule Policy (link is external)
• Arizona State Retention Schedules (link is external) Due to the extensive amount of retention items on the AZ State website, a supplemental list (PDF) has been created to limit items that apply to Extension.
• Records Destruction Policy (link is external) and NW Region Procedures (PDF)

Timesheets, Leave Requests, & Compensatory Time

Questions? Contact Karen Pizzuto at 928-445-6590 x223 or pizzuto@email.arizona.edu.

Timesheets must be completed by 12:00pm Thursday of a non-pay week. If any changes are made to your timesheet after it has been approved, email yavapaipres@cals.arizona.edu immediately.

• Quick Reference Guide to completing your Timesheet (PDF)
• Fair Labor Standards Act and Overtime Policy (link is external)
• Special Circumstance Paid Absence Policy (PDF) Mohave & Yavapai Only

All leave requests must be sent to your supervisor(s) and yavapaipres@cals.arizona.edu.

• Leave Request Form (fillable PDF)
• Leave Request Policy (PDF)

Sick, Vacation, and Comp Time

• Sick Time University Policy (link is external)
• Vacation Time University Policy (link is external)
• Yavapai County Comp Time Policy (PDF)
• Yavapai Special Circumstance/University Release (PDF)

Holidays

• 2022-2026 Schedule (PDF)
• University Holiday Policy (link is external)
• University Closure Compensation Policy (link is external)

Compensable Time: Work Related Travel Table

Travel

Procedure - Post Travel-Traveler's Responsibility (PDF)

• Permissible Travel Purchases with PCard (PDF)
• Travel Authorization Form (FSO fillable PDF)
• Travel Expense Report (FSO fillable PDF)
• Travel Worksheet (fillable PDF)
• Traveler's Checklist (PDF)
• State of AZ Travel Reimbursement Rates (link is external) - Click on the "Current State of Arizona..." link to open a PDF document.
• Guide to completing and submitting a Travel Expense Report

Vendors

Instructions on how to set up a vendor in the UA system https://www.fso.arizona.edu/sites/default/files/2021-11/vendor_Information_form_11.29.21_3.pdf

Voyager

Procedure - Voyager Cardholder (PDF)

Locations that accept Voyager cards (link is external)

Submit a Voyager Receipt- HERE via Smartsheet