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Extension County Operations

Reporting Procedures

Administrative Reports

Administrative forms required from county Extension offices. All forms are submitted to the District Extension Office.

APPOINTMENT / SEPARATION / TERMINATION FORMS

  • Description: County Extension Coordinator Appointment
    Due: Annual Form: Word
  • Description: Appointment or Termination form to be used for 100% county funded / Intern / Grant Funded Co. Extension staff member Form: Appointment or Termination Form (updated July '12)
  • Description: The "Separation from Employment" form can be used for all separating employees, including those retiring. Form: Separation from Employment

COMMERCIAL MAIL REPORT

  • Description: Summary of commercial postage usage for the previous month including postage downloaded, postage used, and ink cartridges purchased.
    Due
    : Monthly Form: District forms

CONTACT WITH MEMBERS OF GA GENERAL ASSEMBLY

  • Description: CEC is required to report contact with members of the Georgia General Assembly if funds are expended. Due: Monthly Form: pdf

COST RECOVERY GUIDELINES FOR COUNTY EXTENSION PROGRAMS

  • Description: The guideline provides a framework through which county faculty/staff can expand their understanding of how cost recovery initiatives and support and enhance Extension programming during a time of limited federal, state and county funding.

COUNTY CHECKING ACCOUNT REPORTING

For access to guidelines and forms, visit the Fiscal Compliance webpage.

  • County Funds Policy Guidelines and Supplemental Forms
    • Description: Read the Guidelines and Supplemental Forms document for explanation of each guide and/or form.
  • Monthly Reconciliation Report
    • Description: Monthly, counties are required to reconcile checking account to bank statement. CEC is required to submit monthly reconciliation report with required attachments to district office.
  • Annual Statement of Review Report
    • Description: An annual review on all county office accounts is required as instructed in the guidelines, Annual Tests of Internal Controls.

COUNTY INVENTORY FORM

For access to guidelines and forms, visit the Fiscal Compliance webpage

  • Description: Use this form to track items purchased with local funds valued over $250 as outlined in the County Funds Policy. This form should be provided to the district office annually or as requested.

COUNTY INFORMATIONAL SHEET

  • Description: Includes list of members of the County Commissioners, Board of Education, County Manager, School Superintendent along with addresses and phone numbers. (Informational sheets are kept in the district offices.)
    Due: Annually Form: County Information Sheet

COUNTY SALARY / TRAVEL ADJUSTMENT NOTIFICATION

  • Description: Form for listing county employees receiving a salary/travel increase from the Board of Commissioners and/or Board of Education.
    Due: Annual Form: Excel

COUNTY VOUCHERS

  • Description: An annual statement of all funding and in-kind support provided by the county for the local county Extension office. Due: Annually. (In June, the CAES Ag Business office emails voucher forms with instructions to the districts.)

EXTENSION INTERNSHIP

Evaluation Forms

LEAVE REQUEST

  • Description: Request for annual sick leave to be filled out an signed by immediate supervisor. (Agent leave is signed by CEC and sent in at end of each month. Classified staff leave is signed by CEC and reported on time sheet.)
    Due: CEC sends in as leave is requested.
  • FormForms | CAES Business Office | CAES | UGA

MEMORANDA OF UNDERSTANDING

MINUTES OF COUNTY OFFICE STAFF MEETING

  • Description: CEC is to hold regular meetings with all county Extension staff to discuss calendars, county events and activities and to coordinate activities. At least quarterly, the CEC should include discussions related to federal requirements regarding EEO, civil rights, etc. and include documentation in the minutes.
    Due: Twice monthly Form: No required form

PESTICIDE APPLICATION TRAINING REPORT

  • Description: County is required to report the number of pesticide applicators who were certified or who received certification credits.
    Due: Quarterly (Jan.1, April 1, July 1, Oct. 1) Form: pdf

REQUEST FOR OUT OF DISTRICT TRAVEL

  • Description: The request for out-of-district travel form is required for professional travel outside an agent's home district. Prior to travel the completed form should be faxed to the respective District Office for approval.
    Due: Prior to travel date Form: pdf

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Performance Review & Progress Reports

COUNTY EXTENSION AGENT PERFORMANCE REVIEW

Faculty Activity Report

A Faculty Activity Report (Word document) is submitted annually to the District Extension Director. The faculty activity report is the cornerstone for future dossier preparation for CEAs. The report is designed to assist in facilitating improved faculty counsel, professional management, and appropriate assignment of merit raise pools. This document may have other practical uses in judging individual faculty workload assignments and performance levels clarifying faculty administrative expectations or serving as a framework for conducting annual faculty reviews.

  • Description: CEA/CEC is required to submit:

Faculty Activity Report Instructions

Performance Review

Description: CEC is required to complete on all agents annually. CEC will not complete document for themself. DED will include CEC input for CEAs into the same final document completed by DED.

    County Agent Performance Review form: WORD

    County Agent Performance Review -- Help document: PDF

    Due: November

COUNTY EXTENSION ASSOCIATE PROGRESS REPORT

  • Description: CEC is required to complete on all "new" associates.
  • Due: End of 1st, 3rd and 5th months of employment. Form: Word

COUNTY EXTENSION ASSOCIATE PERFOMRANCE REVIEW

  • Description: CEC is required to complete on all County Extension Associates annually.
    Due
    : November Form: pdf

COUNTY EXTENSION SECRETARY PROGRESS REPORT

  • Description: CEC is required to complete on all "new" County Extension Secretaries.
    Due
    : End of 1st, 3rd and 5th months of employment Form: Word

COUNTY EXTENSION SECRETARY PERFORMANCE REVIEW

  • Description: CEC is required to complete on all County Extension Secretaries annually.
    Due: November Form: pdf

EDUCATIONAL PROGRAM SPECIALIST PROGRAM REVIEW

  • Description: CEC is required to complete on all EPSs annually
    Due: November Form: pdf

EFNEP PROGRAM ASSISTANT PERFORMANCE REVIEW

  • Description: CEC is required to complete on all EFNEP Program Assistants annually.
    Due
    : November Form: pdf

SNAP-ED PROGRAM ASSISTANT PERFORMANCE REVIEW

  • Description: CEC is required to complete on all SNAP-Ed Program Assistants annually.
    Due
    : November Form: pdf

PROGRAM ASSISTANT PERFORMANCE REVIEW

  • Description: CEC is required to complete on all Program Assistants annually.
    Due
    : November Form: pdf

PROGRAM ASSISTANT PROGRESS REPORT

  • Description: CEC is required to complete on all "new" Program Assistants.
    Due
    : End of 1st, 3rd and 5th months of employment Form: Word

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Program Reports

As a publicly funded organization, Extension is accountable to the taxpayers for the use of its resources. Extension reporting is required in order to document impact for funding sources, clientele, program supporters, and potential future funders. Federal and state mandates also require us to submit certain reports, and your input is compiled into these as well. In addition, documenting program efforts on a regular basis is a major part of performance appraisal and promotion.

Required County Faculty Program Reports

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