OperatingPolicies
asof5/2/17
TheObjectivesofthePesticideEducationalResourcesCollaborative(PERC)are:
1. Tomanageorimplementthedevelopment,revisionandupdateofpesticidesafetymaterials
toadvancetheprotectionofhumans,communities,andecosystemsfromtheriskof
pesticidepoisonings,illness,andinjury.
2. Toenhancethecapabilitiesofpartnersandstakeholderstodevelopandimplement
programs/activitiesthatpreventandreducepesticideriskstohumans,communities,and
ecosystems.
3. Toprotecthumans,communitiesandecosystemsfromillnessandinjurycausedbyexposure
topesticidesthrougheducationandoutreachtargetedtowardagriculturalworkers,
pesticideapplicators,handlers,andothers.
TableofContents:
1. Administration
2. AdvisoryBoard
a. Selection
b. TermsofService
c. Dismissal
d. Meetings
e. RolesandResponsibilities
3. ProjectEvaluation/ApprovalProcess
a. SourceofIdeas/proposals
b. EvaluatingIdeas/proposals
c. ApprovingIdeas/proposals
4. ProjectManagement
a. ScopingPhase
b. SolicitationforSubjectMatterExperts(SMEs)
c. Solicitationforproductionprofessionals
d. ProjectPlanandCoordination
e. DeliveryandFinalreport
f. Post-publicationchangestoPERCdocuments/materials
5. AcceptableUseofPERCPublications
a. LinkingtoPERCwebsiteandPERCpublications
b. ModifyingPERCpublications
c. SellingPERCpublications
1. Administration
a. PERCisadministeredattheUniversityofCaliforniaDavisExtension(UCDE)byPrincipal
InvestigatorJeffLouxandPERCDirectorSuzanneForsyth.KaciBuhlservesastheDeputy
DirectorofPERC,andPrincipalInvestigatorofasubawardfromUCDEtoOregonState
University(OSU).Alloftheaboveareco-investigatorsontheproject,inadditiontoDr.
CraigMarcus(OSU).
b. OSUoperatesunderasubawardfromUCDE,withapproximately1.0-1.4FTEallocated
totheproject.Theiractivitiesinclude,butarenotlimitedto:producing
publications/documents,ensuringplainlanguage,writingpublications/documentsthat
fallwithinexistingareasofexpertise,buildingandmaintainingthePERCwebsite,
buildingacollection/clearinghouseofpesticide-relatededucationalmaterials,creating
anymobileapplicationsthatareprioritizedthroughneedsassessment,andreviewingall
draftPERCpublicationsandperiodicactivityreports.
c. TheU.S.EPAProjectOfficer,JeanneKasai,isresponsibleforoversightoftheproject,
includingitsbudgetandwork-plans.Inadministeringthecooperativeagreement,
JeanneKasaialsoservesasaliaisonbetweenPERCandEPA.Allcommunications
betweenPERCstaffand/oritsprojectteamsandEPAshallincludeJeanneKasaibycopy
and/orbypriorarrangement.Seealso4d.
2. AdvisoryBoard
ThePERCAdvisoryBoardischargedwithsteeringPERCactivitiestoachieveitsobjectivesin
themostefficientandeffectivewaypossible.Theiradvisoryroleisessentialtoensurethat
PERCresourcesareusedwhereandwhentheyaremostneededtopreventpesticide
impactsonhumanhealthandtheenvironment.
a. Co-Chairs:TheCo-ChairsareresponsiblefortheadministrationofPERCanditsAdvisory
Board.TheCo-ChairsareSuzanneForsyth(UCDavisExtension)andKaciBuhl(Oregon
StateUniversity).Theywillonlybeinvitedtovotewhenneededtobreachanimpasse,
however,everyeffortwillbemadetoachievebroaderconsensus.Co-Chairsmaycall,
cancel,facilitate,andadjournAdvisoryBoardmeetings.Alternatesfromeachinstitution
maybeinvitedtoattendorfacilitateAdvisoryBoardmeetingswhenoneormoreCoChairsisnotabletoattend/facilitate.
b. AdvisoryBoardMemberSelection
Annually,andasneeded,applicationswillbesolicitedforAdvisoryBoardmemberswith
thegoalofadequaterepresentationfromkeystakeholdergroupsinpesticidesafety
education.Thesegroupsinclude,butarenotlimitedto:
● RepresentativesfromeachEPARegion
● RepresentationfromthePSEPcommunity(Specifically,thisincludesPesticideSafety
EducationProgramCoordinatorsandtheirstaff,chargedwithdevelopingand
deliveringeducationalprogrammingforcertified/professionalpesticideapplicators.)
● RepresentationfromtheSLAcommunity(Specifically,thisincludesstateemployees
representingStateLeadAgenciesthatholdcooperativeagreementswithEPAto
administerandenforceFIFRAatthestatelevel.)
● RepresentationfromtheTribalcommunity(Specifically,thisincludestribal
employeeschargedwithcoordinatingFIFRA-relatedactivitiesontriballand,
includingpesticideapplicatorrelations.)
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● RepresentationfromprofessionalassociationssuchasAAPCO,AAPSE,and/or
ASPCRO,whoservecoordinationrolesinpesticidesafetyeducationdelivery.
● RepresentationfromtheCertification&TrainingAssessmentGroup(CTAG),which
servesacoordinationrolebetweenEPAandstateleadagenciesinrelationto
applicatorsofrestrictedusepesticides.
● Representationfromoneormoreinterestedadvocacyorganizations,whowork
closelywithaffectedcommunitiessuchasfarmworkers,soil&waterconservation
districts,agriculturalproducers/employers,pesticidemanufacturers,union
members,etc.
TheCo-ChairswillselectAdvisoryBoardmembersusingapublishedsetofcriteria.
Thosecriteriamayinclude,butarenotlimitedto:
● AvailabilitytoworkonPERCbusiness5-25hourspermonth
● AvailabilitytoattendmostAdvisoryBoardmeetings,whicharemainlyconvenedby
remoteteleconferencing
● Applicabilityofknowledge,skills,andabilities
● Capacitytoserveasaliaisonwithtargetconstituencies
AdvisoryBoardmemberswillbeofferedcompensationcommensuratewiththeir
experienceandcapacityforinvolvement,withinlimitssetbyfederalregulationsandthe
PERCbudget.
c. Termsofservice
AdvisoryBoardmemberswillserve12-monthtermsofservice,unlessotherwise
negotiatedwiththeCo-Chairs,orunlesstheyaredismissed.
d. ResignationorDismissal
AdvisoryBoardMembersmayresignatanytimeduringtheirtermofservice.Heorshe
willnotbereplaceduntilthenextannualsolicitationforAdvisoryBoardApplications.
AdvisoryBoardMembersmaybedismissedfromtheAdvisoryBoardatanytimebythe
Co-Chairs.IfconductorcommunicationsbyanAdvisoryBoardmemberraiseconcern,
theCo-ChairsshallidentifytheirconcernstotheAdvisoryBoardmemberinwritingwith
adescriptionofpossibleremediesand/ordismissal.Concerningconductmayinclude
misrepresentingPERCoritsprojects,divulgingdraftmaterialswithoutauthorization,
underminingthecollaborativeapproachthatisemphasizedinPERC’sname,and/or
enteringintoagreementsorrelationshipsthatpresentarealorperceivedconflictof
interestwithPERCprojectsorobjectives.
e. Meetings
● AdvisoryBoardmeetingswillbefacilitatedbyoneorbothCo-Chairswiththegoalof
completingagendaitemswithintheallottedtime.Inaddition,Co-Chairswill
facilitateAdvisoryBoardmeetingsinawaythatinvitesorensureswidespread
participationinthedecision-makingprocess.
● AdvisoryBoardmeetingswillbescheduledatleasttwoweeksinadvance,and
announcedusingthePERCAdvisoryBoardlist-serve([email protected]).
● AdvisoryBoardmembersmayselectalternatestoattendAdvisoryBoardmeetings
byphone,uptothreetimesannually.Alternatesshouldbepre-announcedinwriting
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totheCo-Chairs.Travelfundingwillnotbeavailableforalternateswishingtoattend
in-personAdvisoryBoardmeetings.
f. RolesandResponsibilities
● AdvisoryBoardmembers:TheactivitiesofAdvisoryBoardmembersinclude,butare
notlimitedto:
1. Assistingwithidentificationofeducationalresourceneedsinhisorher
constituency(ies),
2. EnsuringthatthePERCpublications/outputsareoptimizedfortheintended
audience(s),
3. Field-testingnewpesticideeducationalresources/materialswithappropriate
audiencesbywayofdeliveringtraining,
4. AttendingBoardmeetingsandmakingcontributionsthatrepresenthisorher
constituency(ies),and
5. PublicizingtheavailabilityofPERCresourcesinthecourseofroutinetravel,
presentations,and/ornewsletter-typevenues,relayinganyconstructive
feedbacktotheAdvisoryBoard,itsCo-Chairs,and/orProject-specificSubject
MatterExperts(SMEs),asappropriate.
PERCAdvisoryBoardmembershaveuniqueaccesstodraftdocuments,workplans,andother
material(s).Draftsshallbeheldconfidentialuntiltheyarereleasedforpublicconsumption.
Thoseannouncementswillbemadeviaemailtopercupdates@lists.oregonstate.eduand
[email protected],ataminimum.
CommunicationswithEPApersonnelrelatedtoPERCdocumentsorbusinessshouldinvolve
theProjectOfficerandPERCDirector,ataminimum.Ifdetailedconversationsensueafterthe
ProjectOfficerandPERCDirectorhavebeenbriefedonthegeneraltopic(s)ofconcern,it
wouldnotbenecessarytocopythemoneverymessage/communication.
3. ProjectEvaluation/ApprovalProcess-NewmaterialstobeproducedbyPERC
a. SourceofIdeas/proposals:Anyonemaysubmitideas.Inordertobeconsideredbythe
PERCAdvisoryBoard,newideasformaterialsmustbeproposedinwritingusingthe
web-basedsubmissionformprovidedonthePERCwebsite
(www.pesticideresources.org).Thisisthecasefortime-sensitivematerialsandlongertermneeds.
b. EvaluatingIdeas/proposals:TheAdvisoryBoardisaskedtoconsiderthefollowing
questionsinsettingprioritiesfordevelopmentofpesticidesafetymaterials:
1) Istheneedneworincreasinginimportance?
2) Doestheproposedmaterialaddressdocumented,recentpesticideimpactsonhumans,
communities,and/orecosystems?
3) Isthemedium(e.g.video,brochure,etc.)appropriatetoreachthelargestnumberoftarget
users?
4) Dothematerialsrequirespecialaccommodationsand/orspecificknowledgetobeused?
5) Willtheproposedmaterialbedesignedtoinitiatespecificbehaviorsthatwillreducerisk?
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6) Areanyotherentitiesmorequalified,capable,andsuitedtoproducethematerialinstead?
7) Howmuchoff-targetmovementormisuse,andhowmanyincidentsorillnessescouldbe
preventedbyinvestinginspecificmaterialsforthespecifiedusergroup/sector?
c. ApprovingIdeas/proposals:Therearetwomechanismsbywhichmaterialsmaybe
approvedforproduction/revisionusingPERCresources:annualwavesandfast-track
approvals.
d. Annualwaves:Eachyear,theAdvisoryBoardwillassembleamasterlistofproposed
projects/newmaterials/needs.OneAdvisoryBoardmemberwillcoordinatecompilation
ofthelistandprovideittothePERCDirectorbyJuly21(Year1)orMay15(Years2-5).
Substantivelysimilarproposalsshouldbecombined.Smallerprojectsthatfallwithinthe
scopeofalargerproject(bothonthelistofproposals)shouldbecombined.
ThePERCDirectorwillevaluatetheproposedprojects,identify1-2preliminary
approachesforeachone(includingpotentialmethodsofproduction/distribution),and
estimatetheresourcesthatmaybeneededtocompletetheproposedproject(s).About
sixweekswillbeneededtocompletethiswork.
ThelistofproposedprojectswillbeprovidedtoAdvisoryBoardmembersbyAugust17
(Year1)orJune15(Years2-5).TheAdvisoryBoardwillreviewthelistofproposed
projectsandconferwithkeystakeholders,asneededtoconfidentlyreflecttheneedsof
hisorherconstituency(ies).
TheAdvisoryBoardwillprovidequantitativefeedbackabouttheprioritylevelofeach
proposedprojectelectronicallyusingaweb-basedform.Thismayincludescoresona
scaleof1-10toexpresstheproposedmaterial’simportance,time-sensitivity,potential
impact,and/orothermetrics.Thenumberswillbediscussedwithqualitativefeedback
atanofficialAdvisoryBoardmeeting,wheresomeprojectswillberejected(theredlightlist)andtheremainderwillbegenerallyorderedbyprioritylevel.
ThePERCDirectorwillevaluatehowmanyoftheprioritizedprojectscanbeproduced
withinthePERCbudgetandtimeconstraints.Shewillidentifyagreen-lightlist:those
projectsthatPERCwillpursueastopprioritiesandayellow-lightlist:thoseprojects
thatPERCmaypursueifresourcesareavailableafterthegreenlightprojectshavebeen
initiatedandprojectionsaremadebasedonSMEcompensationneeds,anticipated
distributionmechanisms,andotherfactors.
DistributionofproposalsforeachannualwaveofPERCproduction:
1. Red-lightlistofproposedPERCprojects:Submitterswillbenotifiedthattheir
proposalwasnotselected,andreasonsprovided.
2. Yellow-lightlistofproposedPERCprojects:Submitterswillbenotifiedthatthe
AdvisoryBoardsawtheneedforthenewmaterial/project,butotheritemswere
prioritizedatthistime.Theprojectmaybeinitiatedif/whenresourcesareavailable.
IfitisnotinitiatedbyApril15thofthefollowingyear,thesubmitterisinvitedtoresubmittheproposalusingtheweb-basedform.
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3. Green-lightlistofproposedPERCprojects:SubmitterswillbenotifiedthatPERCwill
initiateproduction.Theymayalsobeinvitedtoparticipateinthescopingphaseof
theproject(see4a).
e. Fast-trackapprovals:Astime-sensitiveneedsareidentified,PERCmustbeagilein
respondingwithinitsresourcecapacity.Whenweb-basedsubmissionsareflaggedby
thesubmitteras‘time-sensitive’,thePERCDirectorandDeputyDirectorwillevaluate
theproposalwithintwoweeks.Theywillapplythesamecriterialistedabove(3b)inthe
nationalcontext,usingthebestinformationavailableatthetime.Theywillalso
considertheresourcesnecessarytoexecutetheproject.
ProposalsmayberejectedbythePERCDirectorandDeputyDirectorif,forexample,the
needisnotsotime-sensitivethattheannualwaveprocesswouldnotbeadequate,the
materialisalreadybeingproduced,ortheprojectfallsoutsidethescopeofPERC
activities.
Submittersmaybeencouragedtousetheweb-basedsubmissionformandrelyonthe
annualevaluationprocess,whichismorerobustandrepresentativeofnationalneeds.
Submittersmaybeaskedforclarification,connectedwithanAdvisoryBoardmember
withrelevantexpertiseinordertoproblem-solvetheshort-termneedoutsidethePERC
umbrella,and/orreferredtoEPA.
WhenthePERCDirectorandDeputyDirectoragreethattheproposalistime-sensitive
andcongruentwithneedsexpressedinothersettingsbytheAdvisoryBoardand/orkey
stakeholdergroups,theywillworkwiththesubmittertodefinethescopeoftheproject
andpotentialmethods.
Thefast-trackproposalwillbedescribedtotheAdvisoryBoardviaemail
([email protected])bythePERCDirectorand/orDeputyDirector.Theywill
includeanestimateofresourcesneededandresourcesavailable,ingeneralterms.They
willinviteanyfeedbackwithaseven-daydeadline.Barringanyobjections,thefasttrackapprovalwillbeannouncedtotheAdvisoryBoardandProjectOfficerafterseven
days,andtheprojectwillbeaddedtothePERCwebpage(projectstatus).
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4. ProjectManagement
a. ScopingPhase:ThePERCDirectorandDeputyDirectorwillcollectinformationinorder
toinformthesolicitation.TheymightconferwiththeProjectOfficer,oneormore
AdvisoryBoardmembers,orotherexpertsinordertonarrowthepossibleoutcomes
andbringfocustotheproject.
IftheitemissomethingOSUcanproducewithinitsproductionbudgetandinternalexpertise,
theprojectwillbeassignedtoOSU.AproductioncoordinatoratOSUwilldevelopaproject
planandcoordinateitsdevelopment.ProgresswillbeindicatedonthePERCstatuswebpage.
Beforethenextphase,thefollowingestimatesshouldbemade:1)Whatwillthe
projectoutcomesbe?2)Howmany,andwhattypeofSMEswillbeneeded?3)How
many,andwhattypeofproductionprofessionalsmaybeneeded?4)Willsome
productionelementsbehandledbyUCDEorOSUstaff?5)Willtheprojectscopeinclude
dissemination,andifso,whatmightthatlooklike?6)Whatisanappropriategoaldate
forcompletion?Adraftprojectplanmayormaynotbecreated/necessaryinthe
scopingphase.
b. SolicitationforSubjectMatterExperts(SMEs):PERCstaffwillprepareadraft
solicitationdescribingtheprojectandthedesiredqualifications.Thatdocumentwillbe
madeavailabletotheAdvisoryBoardandProjectOfficerbeforedissemination,with
threebusinessdaysavailabletoprovidecomments/suggestions.
AdvisoryBoardmemberswhoareconsideringparticipationintheprojectshouldrecuse
themselvesfromthewrittensolicitation’sreviewstage.TheyshouldletthePERCDirector
know,inwriting,thattheywishtoseethesolicitationonlywhenit’sfinal(published)forall
potentialapplicants.Inthisway,nounfairadvantagecanbeconferredorperceived.PERCCoChairsmayrejectanyapplication(s)iftheyperceiveaconflictofinterest.
SMEswillbeselectedusingaflexiblescoringmechanismbythePERCDirectorand
DeputyDirector.NoadditionalpointswillbeawardedformembershiponthePERC
AdvisoryBoardorpreviousparticipationinPERCprojects.
c. Solicitationforproductionprofessionals:Productionprofessionalsmayinclude
photographers,videographers,programmers,copy-editors,printingservices,etc.Ifthe
skillsorcapacitytoproducematerialsarenotavailablewithinthePERCstaff(UCDEand
OSU),PERCstaffwillprepareadraftsolicitationdescribingtheprojectanddesired
qualifications.ProductionprofessionalswillbeselectedbythePERCDirector,consistent
withcompetitiveselectionpoliciesattheFederalandUniversitylevels.
d. ProjectPlanandCoordination:Acoordinatorwillbeidentifiedforeachproject.That
coordinatormaybeoneoftheselectedSMEs,aPERCstaffmember,oramemberofthe
PERCAdvisoryBoard.ThatcoordinatorwillworkwiththePERCDirectorandDeputy
DirectortodevelopaformalprojectplanfordeliverytoEPA.Dates,milestones,and
personnelwillbeidentifiedintheprojectplan.Theproject’scoordinatorwillbe
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responsibleforensuringgoodcommunicationbetweenprojectteammembersand
PERCstaff(asneeded),ensuringthatdeliverableitemsarecompletedaccordingtothe
projectplan,andservingasaliaisonbetweentheprojectteam(SMEsandproduction
professionals)andthePERCDirectorandDeputyDirector.
ThecoordinatorsforindividualprojectsshouldchanneltheircommunicationswithEPA
throughthePERCDirectorand/orDeputyDirector.Theyarechargedwithusing/maintaining
communicationchannelsinaspecificway,asprescribedinPERCworkplans.
e. DeliveryandFinalreport:Projectswillbeconsideredcompletewhenthefinalproducts,
asdescribedintheprojectplan,aredelivered.Ifdisseminationwaspartoftheproject
plan,theproject’scoordinatorshouldensurethatdisseminationhasbegun(items
postedonline,itemsdeliveredtoprintingservices,etc.)beforetheprojectisclosed.The
project’scoordinatorshouldprepareasummary/conclusiondocumenttodescribeany
deviationsfromtheprojectplanandanylessonslearned.Thatsummary/conclusionwill
bekeptconfidentialbythePERCDirectorandDeputyDirector.
f. Post-publicationchangestoPERCdocuments/materials:
Recognizingthecosts(monetary,confusion,versioncontrol,etc.)ofmakingchangesto
previously-publishedmaterials,theywilltypicallybeconsideredonlywhentherevision
willcertainlyimpacthumanhealth,environmentalprotection,and/orregulatory
compliance.ThePERCDirectorandDeputyDirectorwillseekinputfromAdvisoryBoard
membersandothers,asneeded,beforemakingadecisionaboutwhetherornotto
embarkonpost-publicationchangestoPERCdocuments/materials.
5. AcceptableUseofPERCPublications
a. LinkingtoPERCwebsiteandPERCpublications
AnyoneiswelcometopostaccurateinformationaboutPERCandlinkstoPERC
resourcesonwebsites,withappropriateattribution.Noadvancedpermissionisneeded.
b. ModifyingPERCpublications
PERCresourcesareintendedtobeusedbyothers,andmodificationisacceptablewithin
limitsexplainedin1-3below.
1) SomeresourcesarerequiredtobeEPA-approved,andtheycarryanEPAApproval
numberthatlookslikethis:EPAWorkerPST00017.SuchresourcesmayloseEPA
approvalifmodificationsaremade.Seethetextboxonpage10tolearnmore.
2) ThePERClogomustbemaintainedonthemodifiedmaterial,andattributiongiven.
Forexample,“Thisdocument/materialisbasedonapublicationthatwasdeveloped
bythePesticideEducationalResourcesCollaborative(PERC),throughcooperative
agreement#X8-83616301withtheUSEPA.”
3) Creditsforphotographsandillustrationsmustbemaintainedintheirentirety.
4) Ifthematerialisdistributed,itmustcarrythesamelicensethatisdescribedbelow.
c. SellingPERCpublications
PERCpublicationscarrythefollowingcopyright/license.
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ThisworkislicensedunderaCreativeCommonsAttribution-NonCommercial-ShareAlike
4.0InternationalLicensebyPERCandTheRegentsoftheUniversityofCalifornia,Davis
campus,[email protected]
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Itallowsnon-profitentitiestochargeafeeforuse/distribution.
Itdoesnotallowfor-profitentitiestochargeforPERCproducts,eveniftheyaddvalue.
PreliminaryGuidancefromEPA–OfficeofPesticidePrograms
Re:EPA-approvedtrainingmaterialsforworkers,handlers,andtrainersunderthe
WorkerProtectionStandard(WPS)
“UsersoftrainingmaterialsMUSTusetheEPA-approvedmaterialsintheirentiretyand
astheyareprovided,exceptasprovidedinthenextparagraph.Changestothecontent,
theorderoftheinformation,orimagesinthepresentationbyausermaynegatethe
approvalforthatspecificuse.However,usersmaypresentexercises,handouts,and
additionalimagesintheirsessionstoillustratethepointsinthepresentation(without
addingthesetotheapprovedmaterial).ItisnotnecessaryforEPAtoreviewthese
additionalmaterials,asEPAexpectsthattheywillnotconflictwiththeoriginalEPAapprovedmaterials.
Ifauserdeterminesthatstate-orregion-specificinformation(suchascropspecific
imagesandinformation,orinformationaboutstate/localregulationsthatmodifythose
oftheWPS)willenhancethepresentationfortheiraudiences,EPAprefersforthoseto
beincludedseparately,asdescribedabove.Ifitwillbedisruptiveorimpracticalfroma
presentationstandpoint(forexample,toswitchfromonepresentationtoanother),EPA
agreesthatslides–preferablyasfewaspossible-maybeaddedtothe
presentation.TheaddedslidesMUSThaveastatementthatidentifiesthesource,and
theslidemustlookdistinctfromtheEPA-approvedmaterials.ItisnotnecessaryforEPA
toreviewtheseslides,asEPAexpectsthattheywillnotconflictwiththeoriginalEPAapprovedmaterials.”
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