Financial Management/Human Resources

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OCC Staff Information -

Open Records Policy

The Open Records Policy of the Oklahoma Conservation Commission and fee schedule for document copying and mechanical reproduction.

Mileage and Per Diem Rates

• Mileage Reimbursement Rate - $0.585  Effective July 1, 2008.  
• Mileage Reimbursement Rate - $0.55    Effective January 1, 2009
• Per Diem Rates, Effective October 1, 2009 - The standard per diem rate for Oklahoma is $46.  The rate for Oklahoma City is $66.  The rate for Tulsa, Creek, Osage and Rogers Counties is $61.
• Lodging Rates - The standard lodging rate for Oklahoma is  $70 (did not change October 1, 2009).  The lodging rate for Oklahoma City is $84, effective October 1, 2009.  The rate for Tulsa, Creek, Osage and Rogers Counties is $81, effective October 1, 2009.
• Rates for other states can be obtained online at www.gsa.gov.  Once at the site, select "Per Diem Rates" under TOOLS:  Online Services
• Trip Calculator

State Holidays

• Calendar Year 2009 Holidays
• Calendar Year 2010 Holidays

Master Schedule for OCC Events

A master schedule of events sponsored by or affecting the Conservation Commission or partner organizations, or events of interest to the conservation partnership. 

Employee Handbook

Forms

• Request for Acquisition
• Approval of Leave
• Fax Cover Sheet
• Travel Claim (.pdf version)
• Travel Claim (Excel version)
• Out of State Travel Request
• Agreement Requiring Commission Approval
• NRCS Vehicle Operator Use Form
• Performance Management Process (PMP) Form - (Word 2003 Version)
• Performance Management Process (PMP) Form - (Word 2000 Version) 
• Sooner Choices Expense Reimbursement Voucher
• Surplus Property Transfer Request
• Box Label for Records Management

 

OCC Logo and Stationery Files

For Conservation Commission members, employees or authorized users only. To access and download logo or letterhead stationery files, click here.

 

Publications

Cost, Authorization and Nondiscriminatory Statements

The following statement is required by law on all publications produced by Oklahoma state agencies, including the Oklahoma Conservation Commission and copies (usually 25) must be deposited with the Department of Libraries by the OCC Information Officer. For questions regarding what is or is not a publication, consult the OCC Information Officer.

This publication, printed by ____(name of printing company)_____, is issued by the Oklahoma Conservation Commission as authorized by Mike Thralls, Executive Director. ___(Number of copies, spelled out - not numerals)_____ copies were produced at a cost of $__(cost, either per piece or total)__. Copies have been deposited with the Publications Clearinghouse of the Oklahoma State Department of Libraries. All programs and services of the Oklahoma Conservation Commission and Oklahoma’s Conservation Districts are offered on a nondiscriminatory basis without regard to race, color, national origin, religion, gender, marital status or physical disability.

Publication Policy

All state agencies (except institutions of higher education) are required by statute 65 O.S. 2001 § 3-114(A) to deposit a maximum of 25 copies of all publications and informational materials intended for public distribution or as required by law (e.g., copies sent to the Governor, Speaker of the House of Representatives or President Pro Tempore of the Senate) with the Publications Clearinghouse of the Oklahoma Department of Libraries. It is the responsibility of each staff member who coordinates production or duplication of any informational material intended for the public to provide copies to the agency’s Publications Officer. The Publications Officer will document and perform deposit with the Publications Clearinghouse. This also applies to documents copied on in-house copiers for public distribution and electronic-only or website-only publications. (Examples of Publications Required for Deposit and Examples of Publications Not Required for Deposit follow.)

The Oklahoma Statutes define the term "publications" very broadly.

"State publications" means any informational materials, regardless of format, method of reproduction, or source, which originate in or are produced with the imprint, by the authority, or at the total or partial expense of an agency supported wholly or in part by state funds and which are distributed to persons outside of the creating agency or are required by law. "State publication" incorporates those publications that may or may not be financed by state funds but are released by private entities pursuant to a contract with or subject to the supervision of any agency. [65 OS. 2001, §3-113.2(2)]

Documents prepared solely for the Governor, Legislature or other official body are specifically named as Required for Deposit.

"If intended for distribution to the general public or specific interest groups outside your agency or required to be sent to the Governor, Legislature, or other official body, the materials are probably state publications. If distributed only to agency personnel, the materials are probably not state publications as legally defined."
Cooperative or collaborative projects: Projects involving at least one state agency that are produced at total or partial expense of an agency are subject to the depository requirements. Deposit by one agency is sufficient.

Federally or grant paid state publications: Publications produced by a state agency, even if funded through a grant or federally-funded program, are subject to the depository requirements.

Contracted publications: For publications created for state agencies through agreements or contracts with commercial vendors, research firms, consultants, non-profit groups or institutions of higher education, the state agency is responsible for meeting the depository requirements.

Web-based and electronic-only documents: The definition of a state publication states "regardless of format." Staff should notify the agency Publications Officer of these web-based publications. Because there is no accepted standard yet for preservation of electronic files, the normal procedure is to send paper copies (2) of the document (no cover or binding is required) and note the URL on the transmittal sheet. For websites created for state agencies through agreements or contracts with commercial vendors, research firms, consultants, non-profit groups or institutions of higher education, the state agency is responsible for meeting the depository requirements. Entire agency websites do not need to be deposited.

Examples of Statements Required to be placed in Publications

1. Authorization statement:
   If the document is being published electronically only, then the cost part of the statement can be omitted, but the authorization statement is still required as follows:
   This publication is issued by the Oklahoma Conservation Commission as authorized by _____ _____, Executive Director. Copies have not been printed but are available through the agency website. Two printout copies have been deposited with the Publications Clearinghouse of the Oklahoma State Department of Libraries.
   If the document is being published “in-house” on a printer or copier, the authorization statement is required and the cost can be estimated according to the following estimated costs: 8.5 X 11 – 1.2 cents per page; 8.5 X 14 – 1.4 cents per page; 11 X 17 – 1.5 cents per page.
   This publication is issued by the Oklahoma Conservation Commission as authorized by _____ _____, Executive Director. (Number of copies, spelled out - not numerals) were produced and distributed at a cost of _____ each. Copies have been deposited with the Publications Clearinghouse of the Oklahoma State Department of Libraries.
2. Cost Statement
   Must carry cost statement if OCC paid to have it printed, even with federal or other grant money. Example:
   This publication, printed by _____________, is issued by the Oklahoma Conservation Commission as authorized by Mike Thralls, Executive Director. (Number of copies, spelled out - not numerals) were printed at a cost of $___ each. Copies have been deposited with the Publications Clearinghouse of the Oklahoma State Department of Libraries. [74 O.S. 2001 § 3105(B)]
3. Nondiscriminatory Statement
   The nondiscriminatory statement is not as yet required for state agencies, but is ENCOURAGED and is always good policy. Placing it with the publication authorization is a good location.
   “All programs and services of the Oklahoma Conservation Commission and Oklahoma’s Conservation Districts are offered on a nondiscriminatory basis without regard to race, color, national origin, religion, age, gender, marital status or physical impairment.”
4. Quantities for Deposit
   Copies need to be deposited with the publication clearinghouse upon or shortly after publication. Twenty-five (25) copies is the appropriate number for printed publications. For limited production publications, three (copies) may be acceptable in some circumstances. For electronic-only or website-only publications, two (2) printout copies are required.

All of the above can be small, but should be no smaller than six-point type. The following is an example of the entire statement from a monthly newsletter:

This publication, printed by _______________, of _________, _____, is issued by the Oklahoma Conservation Commission as authorized by _______ ________, Executive Director. _______ copies are prepared and distributed monthly at a cost of $0.___ each. Copies have been deposited with the Publications Clearinghouse of the Oklahoma State Department of Libraries. All programs and services of the Oklahoma Conservation Commission and Oklahoma’s Conservation Districts are offered on a nondiscriminatory basis without regard to race, color, national origin, religion, gender, marital status or physical disability.

Examples
For examples of publications required for deposit and exempt publications, contact the agency publication information officer.