ISUE Field and County Operations Guide Table of Contents

Iowa State University Extension
Field and County Operations Guide

Introduction

Introduction (Revised October 2003)

Section 1: The Extension Organization

Section 1.A: Mission of ISU Extension

Section 1.A (Revised October 2003)

Section 1.B: ISU Extension Organization

ISU Organization Chart
ISU Extension Administrative Organization Chart
ISU Extension County Offices
ISU Extension Administrative Areas

Section 1.B (Revised October 2003)

Section 2: Extension Council

Section 2.A: Extension Council Relevant Legislation

Section 2.A (Revised October 2005)

Section 2.B: Extension Council Job Description, Responsibilities

Section 2.B (Revised September 2001)

Section 2.C: Extension Council Elections

Section 2.C (Revised April 2003)

Section 2.D: Extension Council Property

Extension program availability and office access
- The Americans with Disabilities Act
- Checklist for County Extension Offices
Affirmative Action
Federal Occupational Safety and Health Act (OSHA) [Additional Information in Appendix K]
Disposing of Extension Council Property
Office Space Lease Agreements [Complete text in Appendix C]
Owning Real Estate

Section 2.D (Revised April 2003)

Section 2.E: Extension Council as Employer

Section 2.E (Revised September 2001)

Section 2.F: Extension Council Support for Field Staff

Guidelines for Supporting Field Specialists

Section 2.F (Revised April 2003)

Section 3: Marketing and Image

Section 3.A: Use of the Extension Wordmark

Section 3.A (Revised October 2005)

Section 3.B: Extension Signage and Displays

Section 3.B (Revised April 2005)

Section 3.C: Staff Marketing Items

Section 3.C (Revised October 2005)

Section 3.D: News Releases, Media Use

News Releases

Other Media

Section 3.D (Revised June 2007)

Section 3.E: Interacting with Extension Clients

Section 3.E (Revised November 2003)

Section 4: Office Operations

Section 4.A: General Office Procedures

Section 4.A (Revised October 2005)

Section 4.B: Office Mail Procedures

County Mail Procedures
Penalty Mail Regulations
- USPS Federal Agency Cost Codes for Iowa Counties
Penalty Mail User's Guide [Complete text in Appendix G]
Postal Meter Update 1998

Section 4.B (Revised October 2003)

Section 4.C: Office Services Provided by Iowa State University

Section 4.C (Revised November 2003)

Section 4.D: Office Equipment and Supplies

Section 4.D (Revised October 2003)

Section 5: Filing and Forms

Section 5.A: Office Filing System

Filing System Rationale
Filing System Resources
Filing System Categories [Complete list in Appendix D]r

Section 5.A (Revised October 2000)

Section 5.B: Administrative Forms

Section 5.B (Revised September 2001)

Section 5.C: Retention of Records

Section 5.C (Revised May 2007)

Section 6: Insurance

Section 6.A: Employee Insurance Coverage

Section 6.A (Revised October 2003)

Section 6.B: Insurance Coverage

Section 6.B (Revised October 2003)

Section 6.C: Unemployment Insurance

Section 6.C (Revised October 2003)

Section 6.D: Equipment and Property Insurance

Section 6.D (Revised October 2003)

Section 7: Extension Policies

Section 7.A: Civil Rights & Accessibility Policies

Section 7.A (Revised October 2004)

Section 7.B: Personnel Policies

Section 7.B (Revised April 2003)

Section 7.C: Partnering Policies

Section 7.C (Revised April 2003)

Section 7.D: Policies on Contracts and Grants

Section 7.D (Revised April 2003)

Section 7.E: Revenue Generation Policies (also referred to as Cost Recovery)

Section 7.E (New September 2001)

Section 8: Personnel Management and Resources

Section 8.A: P & S Staff

Section 8.A (Revised April 2003)

Section 8.B: Merit Staff

Personnel Procedures

Section 8.B (Revised April 2003)

Section 8.C: County-Paid Staff

Section 8.C (Revised April 2003)

Section 8.D: Staff Reporting Requirements & Record Keeping

See also Section 2.F, Extension Council Reporting Relationships

Section 8.D (Revised September 2006)

Section 8.E: Independent Contractors

Section 8.F (Revised April 2003)

Section 9: Finance

Section 9.A Budget and Year End Information

Section 9.A (Revised October 2003)

Section 9.B Payroll Information

Section 9.B (Revised April 2003)

Section 10: Educational Resources

Section 10.A: Extension Publications

Section 10.A (Revised September 2006)

Section 10.B: Directories and Other ISU Resources

Section 10.B (Revised September 2006)

Section 10.C: Keyword Referrals

Ag and Natural Resources Keyword Referrals

Section 10.C (Revised October 2003)

Section 11: Technology

Section 11.A: Office Equipment

Section 11.A (Revised September 2001)

Section 11.B: Computer Usage

Section 11.B (Revised June 2007)

Section 12: Program Planning & Reporting

Section 12.A: Program Planning for Iowa

Section 12.A (New October 2006)

Section 12.B: Outcome Based Programming

Section 12.B (New October 2006)

Section 12.C: Iowa Plan of Work

Section 12.C (New October 2006)

Section 12.D: Calendar Reports

Section 12.D (New October 2006)

Section 12.E: Annual Report

Section 12.E (New October 2006)

Section 13: Index

| A | B | C | D | E | F | G | H | I | J | L | M | N | O | P | Q | R | S | T | U | V | W | Y |

Section 13 (Revised October 2003)

Appendices

Appendix A: County Extension Law (Revised September 2002)
Appendix B: Open Meeting Law (Revised September 2002)
Appendix C: Office Space Lease Agreements
Appendix D: File Classification Guide
Appendix E: Basics of the Family Leave and Medical Leave Act
Appendix F: County Civil Rights Compliance Review (Updated October 2004)
Appendix G: Penalty Mail Regulations
Appendix H: Crisis Communication Plan for ISU Extension Field Offices (Updated October 2002)
Appendix I: Local Budget Law (Revised September 2002)
Appendix J: Joint Exercise of Governmental Powers Law (Revised September 2002)
Appendix K: OSHA Self-Inspection Office Check List (New April 2003)

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ISU Extension | Index

Updated October 25, 2005. Content questions? Ask the experts .
Comments or suggestions? Contact the committee, (e-mail: ofcguide@iastate.edu)

Iowa State University Extension Field and County Operations Guide

Table of Contents