Extension Updates

To assure that all of you are kept up to date on a regular basis, the three regional directors and the state Extension Administration Office provides bi-weekly Extension Updates. This forum is for all Extension announcements, so if you have something to distribute, please forward it to Lori Bates with FOR EXTENSION UPDATE noted.

February 25, 2014

On Behalf of Bill Nobles:


A long update, but full of information you may need!

I wanted to bring everyone up to date on the direction of Program Leadership Team (PLT) and the Planning & Reporting Unit Leaders’ (PRUs) scope and blending of the two. Our goal is to make this easier on all those involved with this process and I know many of you have been working on your Plan To Invest (PTI). Here are some highlights of the meeting which affect you.

PLT responsibilities (meet quarterly, twice f2f and twice through technology):

  • Support accountability in programming, including planning, evaluating and reporting
  • Connect emerging issues and PRUs with resources
  • Represent PRUs, presenting program needs directly to Lou
  • Articulate program needs to engage department resources
  • Communicate and connect among PRUs
  • Acquire and distribute resources to support programming
  • Approve/sunset PRUs
  • Provide for/participate in process training, including various CSUE events (Forum, NSO, C/AD, etc.)

PLT membership is made up of:

  • One representative from each PRU
  • Specialists or other representatives from colleges
  • Regional representation
  • Levels of assignment (agent, county director, etc.)
  • Regional directors
  • Diversity Catalyst Team

PRU responsibilities (meet as needed, communicate as appropriate):

  • Select leadership (co-leaders) and determine process to support/mentor members
  • Identify issues and data to support local needs/demands
  • Create/update Plan of Work (POW)
  • Connect the dots among PRU members and other Extension agents & specialists
  • Communicate & connect among programs
  • Develop, market, deliver, evaluate, and report programs to meet local needs/demands
  • Provide for/participate in content training
  • Provide quality control for content of materials produced

What have PLT and the PRUs done for you lately:

  • There are common outputs and fewer outcomes to work with when you are building your PTI. There may be warning signs that you have omitted something in your plan and red dots will appear within the process.
  • Advisory boards may be planned program time or administrative time, depending on what you are trying to accomplish such as training vs. updating. Advisory boards could be part of the Community Development Plan to Invest. Check with your PRU to see how others are planning their time with advisory boards.
  • Volunteer numbers and hours:
            These agents DO NOT report volunteer numbers and hours into CPRS.                 4-H Youth Development
                    Colorado Master Gardener
                    CYFAR
                    EFNEP & SNAP-Ed
                    Master Food Safety Advisors
                    Native Plant Masters

When programming in any of these six areas, do not report your volunteer numbers and hours. Note: Everyone else reports volunteer numbers and hours into CPRS.

What is “Program” when planning and reporting (200 days = 1 FTE)?

  • Since 1 FTE = 200 days for planning and reporting purposes, agents are expected to plan 60% of their FTE (less administrative time, of course) or 120 days for an agent who is full time in program delivery. But just remember you would still have 80 more days to report under a Plan to Invest. It is much easier to plan your work for the year than to hope something is going to fall into your lap in your area of expertise. You are expected to report 200 days, or 100% of your program time.

For example, a 4-H agent that works only in 4-H may plan 180 days and rely on 20 days of unexpected 4-H programming to surface during the year. Easily fits into the 4-H Plan to Invest.

Another example would be a single agent county where the agent plans 100 days in 4-H, 50% of their time, and 80 days in Range and Livestock which means they had to plan ahead and develop another PTI in Range and Livestock. This leaves 20 days for something unexpected to be reported to equal 200 days of your program time (100%) in the area of your expertise. If you did something with outcomes in Horticulture then you should have another PTI for those 20 days.

  • The key is to plan your year and develop a Plan to Invest. Not after the fact and by trying to figure out where to spend (plan) and then report your time. If you plan for more than 120 days such as 160 days, then you are just ahead of the game. It won’t “hurt” anything. It leaves you with less time for unexpected opportunities, but it does give you a jump on reporting because more of your time has been thoughtfully planned, based on local needs. Remember it is intentional outputs (activities) that lead to intended results (outcomes) to keep in mind.

PLT Program Funding Grants – Spring, 2014

A new, one-time funding opportunity is available called Program Funding Grants.

Proposals will be accepted until March 5th at 5 p.m. This is an e-mail application process only. Regional Directors will review the proposals and make decisions by March 12th. Approximately $25,000 is available and award dollars must be spent by June 30, 2014.

The intent of the Program Funding Grant is to financially support program delivery. Each Planning & Reporting Unit (PRU) is invited to submit one proposal. Maximum recommended request is $5,000. Proposals (limited to one page) should clearly describe the program to be funded, why it is a priority of the PRU, and how it fits into the 2014 Plan of Work (POW). All proposals must include at least one county-based staff and one campus (or regional or experiment station)-based faculty member. There should be potential for state-wide impact; that is, the program should not be limited to only one or a few sites. Programs should be innovative and have potential for or demonstrated sustainability. Proposals for programs that engage more than one PRU will receive extra credit, or “Bonus” scoring points.

You will be expected to report your results through to the Program Leadership Team (PLT) before December 1, 2014.

Funds must be expended in by June 30, 2014; funds cannot be extended or renewed.

To apply, send your one-page proposal (organized according to the following rubric) and attached budget and narrative to Jan.Carroll@colostate.edu. Contact Jan with any questions 970-491-6102.

Scoring Rubric for Program Funding Grants

Criteria Points
Proposed funding clearly fits into Plan of Work (POW) for this Planning & Reporting Unit (PRU) 30
Both Field and Campus are involved in the program to be funded 25
Program to be funded has potential for state-wide impact (not limited to one or only a few sites; has value for entire PRU) 20
Program is innovative 15
Program has potential for or demonstrates sustainability 10
Program engages more than one PRU BONUS

Just in case you forgot! 2013 reporting and performance appraisal – Peaks and Plains Region

It is that time of year for county directors to focus on performance appraisals. We want all county directors to be on the same page as the regional directors. For 2013, it was expected that reports in CPRS reflect a year’s worth of work and the expectation was to report monthly which included data, demographics and narratives for 2013. Therefore, it’s time to start thinking about working on your performance appraisal document. The Performance Appraisal System (PAS) link is as follows: http://www.ext.colostate.edu/pas/index.html, so take a little time and review this document. I will arrange times for your respective performance reviews starting mid-February, through early April, to suit our mutual schedules. Consistency and understanding of this document is important by county and area directors. I will need all information to me 2 weeks prior to your interview. This includes the following information:

  • A copy of the core areas of performance document with yourself assessment completed. Remember to review progress toward your 2013 goals and formulate goals for 2014 which is within the document.
  • A list of presentations, publications authored and reviewed – your professional development plan may include this.
  • A copy of the PS-1 with your self-appraisal indicated.
  • Copies of your plans to invest and program reports for the 2013 program year.
  • If desired, a one-page narrative indicating challenges, successes and disappointments not mentioned elsewhere in your documentation can be added.
  • Also, take a look at your position description – these are posted in the CSU Extension directory. Is it reflective of your position or is it in need of an update?

Peaks and Plains Region positions to be filled

  • Job Vacancy #04-14: Regional Extension Specialist (Agriculture and Business Management) Position, Peaks & Plains Region located in Washington County, Akron, CO or Logan County, Sterling CO. Closes March 14, 2014.
  • Job Vacancy #05-14: Area Extension Agent, 4-H Youth Development & Range/Livestock Management, Baca County Unit Leader, Southeast Area located in Baca County, Springfield, CO. Closes February 28, 2014.
  • Job Vacancy #07-14: County Extension Director and Agent (4-H Youth Development, 50% Time Position) located in Huerfano County, Walsenburg, CO. Closes March 7, 2014.

Diversity Catalyst Team - Membership Description:

“Widening our Circle”

Who: Membership on the Diversity Catalyst Team (DCT) is open. Interested Colorado State University and CSU Extension employees are welcome, regardless of their employment classification. Jan Carroll, Director of Civic & Federal Engagement is the contact for more information.
What: The DCT has three goals. As a team, we discuss current issues and make suggestions that may move Extension forward in:
1. Deepening the breadth of diversity experience and connectivity of CSU Extension employees who are hired;
2. Widening the circle of clients to reach a diverse community we serve across Colorado to include all;
3. Increase the cultural competency of our current Extension staff.
When: Our DCT intention is to meet face-to-face once each year. The meeting sites rotate among Extension regions. In addition, we meet by conference call on a regular schedule, and as needed.
Results: Position descriptions always include a qualification specific to diversity, and new, experience-based questions are approved for use at campus and local interviews.

Diversity topics always have a necessary presence at Extension Forum, and are also included in the agenda for New Staff Orientation. Professional Development opportunities abound where CSU, Extension and community members learn how to widen the circle of their diverse community members served. DCT is represented on the Directors Advisory Committee (DAC) and Program Leadership Team (PLT). Performance review includes evaluation of diverse audience inclusion, interaction and outcomes. Some materials are translated into languages other than English.

Program opportunities

Ranching and a West that Works: Free and open to all. April 24-25, 2014 at the Lory Student Center Theater: http://www.coopext.colostate.edu/WR/Ranching.shtml

SARE/NACAA Sustainable Agriculture Fellows: Applications due March 15. Here is a great opportunity threw SARE to advance your education. Apply for this unique and exciting professional development opportunity. The program is open to NACAA members in good standing with their state associations and with responsibility in agricultural production systems. Find complete eligibility and entry details online at http://www.nacaa.com/awards/sare_seminar.php. NACAA members can submit applications at http://www.nacaa.com/awards/apps/index.php

AmeriCorps and Extension in partnership to serve your community, build capacity, and impact your nation. This may be an opportunity for organizations like Extension to extend their reach into communities and for young people who need experience to improve their employability. It’s a chance to apply skills and ideals toward helping others and meeting critical needs in the community. If this interests you, talk with your regional director. There may be an opportunity for outside Extension resources in the future.


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