The purpose of this guidance is to improve clarity and communication among Extension programming professionals (specialists, educators, and assistants) and host county Extension professionals (educators, program assistants, and office support staff).
If you are initiating regional or statewide Extension programming be sure to communicate why the program is important, what issues or topics will be addressed, and how it will be delivered. Coordinate and communicate the where, when, and other details with respective county offices.
Extension Programming Professionals:
- Notify the local county extension office of ANY program that will be conducted in their county regardless of assistance needed.
- When asked by an outside entity to offer a program in a county covered by another educator, refer the entity to the appropriate educator or connect to collaborate with the educator.
- Determine desired program outcome(s).
- Identify delivery strategy (zoom, web, phone, materials, podcast, etc.).
- Place program on IANR/Extension calendar and other applicable calendars.
- Develop program budget, including expenses- and revenue-sharing where applicable.
- Consider equipment and other teaching resources needed.
- Establish the minimum registration required.
- Develop program promotion materials in cooperation with host county(ies).
- Develop program evaluation plan and tools.
- Gather program impact data, short- and long-term as deemed appropriate.
- Document program impact and share with team members and site coordinators.
- Share program dates, times, and locations with respective program leaders.
- Plan and execute program promotion strategy.
Host Extension Professionals:
- Communicate local needs/expectations to programming professionals.
- Recruit volunteers/facilitators as required.
- Share program dates, times, and locations with Engagement Zone Coordinator(s).
- Utilize program promotion materials appropriately to notify local and regional audiences.
Considerations for both Programming and Host Extension Professionals:
- Determine who is responsible for technology arrangements.
- Reserve a suitable program date and location.
- Determine marketing and advertising plan.
- Reciprocate programs with each other (as applicable).
- Reimbursement for expenses of teaching staff should be discussed.
- Determine if refreshments or meal is needed and who is responsible.
- Determine and review conditions under which the program might be canceled – inclement/severe weather, low enrollment, illness of speaker(s), etc.
The following is a sample email sent out by a statewide educator to the potential host county office as an example of the communications that could happen.
We have received a grant from the North Central Risk Management Education Center to conduct agricultural land management workshops in Nebraska this fall and winter. The grant supports at least ten workshops, lasting about three hours, located in strategic locations across the state. Our goal is to provide landowners and tenants education and information to make better decisions about farmland ag leases in Nebraska. In eastern Nebraska, more than one-half of the agricultural cropland is leased.
This year, the main topics include:
- Cash rental rates & land values
- Utilizing flex lease arrangements
- Good communications and lease arrangements
- Agricultural land succession and transition primer
- Overview of Farm Service Agency Programs for landowners
You are receiving this email, as we hope that you might consider hosting one of the workshops in your county or accountability region. If you agree to host, your involvement will include:
- Securing a location for the meeting. If there is a cost involved, the grant can cover meeting room costs
- Helping with publicity, especially with local newspapers and radio stations. Also posting on local social media channels.
- Hosting the local registration process at your office.
- Ensuring that the location is set up for the meeting, or that the teaching faculty are notified if help is required for setup.
- Introducing the speakers at the beginning of the meeting with the opportunity to highlight other upcoming educational programs.
Teaching Educators responsibilities will include:
- Coordinating state-wide publicity. This includes Nebraska Extension Ag Almanac, list meetings on IANR/Extension Calendars, and other statewide radio contacts/programs.
- Providing local news releases and flyers for county use.
- Printing and providing the handouts. (Grant provides the funds for printing)
- Providing a means for evaluating the meeting. Evaluation results shared with the counties/areas that request that data.
- Developing and teaching the curriculum.
Together we can coordinate what projectors/laptops/screens/other equipment may be needed or provided. We will also determine minimum attendance required to provide the program.
Questions, please let us know.
If you are interested in hosting, please reply by xxxxxxxxxx to this email. Thank you!