(Revised April 2003) Section 2.F

Section 2.F -- Extension Council Support for Field Staff

Guidelines for Supporting Field Specialists

Guidelines for Supporting Field Specialists

Most field specialists are housed in county extension offices. The determination of housing is a joint decision of the extension council and ISU Extension administration.

Filling a Vacancy or Resignation

When a vacancy or resignation occurs, the area director and campus program director make the following determinations:

  • If the position is to be filled, will the area served remain the same, will the counties served remain the same, is there a need for a change in the housing?
  • If any changes are to occur, the program director, area director and local extension councils need to be involved in further discussions.

Once the determination has been made for housing location, the position is advertised. After the selection of the field specialist, the council serving as the headquarters gives approval.

Section 2.F Return to top

Housing Responsibilities of the Extension Council

Councils considering housing should refer to the following guidelines in assessing the type of support they can offer field specialists. A brief summary of housing considerations includes private office space, telephone/network hookup, secretarial support, potential resources to support the field specialist program, and office supplies.

Housing field specialists results in adjustment to county cost share.

No specific policy has been developed by extension for field specialist support. Listed below are guidelines to assist counties in creating local procedure. The guiding principle in field specialist support is equity and sharing.

Telephone

  • County pays for telephone calls made from home county. The assumption is that the bulk of calls will be made from home county.
  • Assigned counties pay for telephone calls made by a field specialist in assigned county office. Specialist should plan ahead and use discretion in number of calls. Make efficient use of long distance telephone time.
  • Use a telephone credit card from county for calls made from Ames or other places outside of assigned counties. (County telephone credit cards assist field specialist when outside assigned area.) Credit card availability for staff is decided by home county.

FAX

  • Follow policies outlined for telephone.

Office Equipment

  • Use of equipment for program development from any office will depend on availability.
  • Equipment furnished by county where programming is being done.
  • Specialist must reserve equipment with office assistant ahead of time.
  • Specialist is responsible for equipment pick up.
  • Specialist can use "special" equipment from a county for programming in another county if approved by CEED and prior arrangements are made.
  • Specialist must report damage, malfunctions, etc. upon return of equipment.

Finances

  • Specialist should not assume anyone will pay for something until it is approved.
  • Home office will supply or pay for:
    • phone calls
      desk supplies
      film, developing
  • University will supply or pay for:
    • travel
      computer, some software
      some resources (books, tapes, slides, etc.)
      name tags, business cards
  • Items to be negotiated:
    • additional computer software
      additional resources
      furniture
  • CEEDS should designate money (specified amount) in the project activity fund for specialist's use.
  • Specialists should build a budget for major programs and communicate costs to counties up front.

Section 2.F Return to top

Reporting Relationships

Council members should monitor the activities and performance of field specialists who serve their county. Field specialist reporting is explained in Section 8.D -- Staff Reporting Requirements.

Extension Council Meeting Packets

Ahead of the Meeting:
Most Extension Councils meet 10-12 times a year. CEEDs should consult with the chair of the meeting about the agenda for the meeting and send out the notice of the meeting and agenda about a week ahead.

At the Meeting:
Materials provided monthly at the council meeting should include:

  • Agenda
  • Minutes of the meeting (this could be mailed with the notice of meeting and agenda if desired)
  • Financial Report which includes receipts to date, disbursements to date, account balances and list of bills to be paid
  • CEED Council Report

    The purpose of a monthly CEED report to councils and AEEDs is to provide a summary of the programming that Extension has played a significant role in the past month. The report should include work of the county paid staff as well as the contributions of the Field Specialists unless they are reported in another way. A copy of the County calendar from the web would provide a preview for next month's activities.

    Although no specific format or layout is required, organizing the report according to the priorities of the council will emphasize them.

Materials to be provided quarterly or when available:

  • Budget comparison report (budget compared to income and expenses)
  • Evaluations or success stories involving county residents
  • FS or county paid staff activity reports

Council packets should be mailed to members who are unable to attend the meetings. A copy of the council packet should also be sent to the AEED.

Section 2.F Return to top

Evaluating performance

The area director and program director evaluate field specialist performance. Input from council members is encouraged and may be forwarded to the area director prior to Feb. 1. Comments are confidential and shared in summary form with the individual field specialist.

Section 2.F Return to top

 

Table of Contents | Index | Next Section | Previous Section |

Revised April 29, 2003. Content questions? Ask the experts.
Comments or suggestions? Contact the committee, (e-mail: ofcguide@iastate.edu)