Lead Educator

Content

Purpose of the Lead Educator Role

Lead Educators serve as local leaders for Nebraska Extension within their assigned county or counties. They connect county stakeholders, Extension Boards, office staff, educators, and Extension administration to ensure Extension effectively serves local needs as part of their 20% of time focused on organizational citizenship.

 

Lead Educators provide leadership in 5 key areas:

A. Compliance & Accountability 

B. Extension Board Leadership 

C. Operations, Finance & Resource Management 

D. Stakeholder Relations 

E. Supervision & Office Culture

The Lead Educator role is not intended to direct the educational programming of peers. Rather, it focuses on creating the local conditions, relationships, and operational infrastructure that support the success of Extension programs and personnel. 

Duties of Lead Educators:

A. Serve as the local point of contact for county and administrative communication in a designated county or group of counties.  

B. Build relationships and engage local elected and department officials individually and in partnership with the EZC. (Commissioners, Supervisors, County Clerk, Health Department, Emergency Management, etc.)  

C. Facilitate local Extension Board operations and communication. Support the Engagement Zone Coordinator in the development of leadership and advocacy skills with the Extension Board members.   

D. Oversee office maintenance, renovations, technology and furniture acquisition, inventory, vehicle maintenance.    

E. Facilitate effective two-way communication with Accountability Region Educators serving their geographic area for the purpose of addressing local critical issues. This includes coordination of regular Accountability Region Educator updates for extension advisory groups, county commissioners/supervisors, stakeholders, etc. of the latest educational opportunities and impacts.  

F. Promote effective working relationships and teamwork among office team. Foster effective communication among office team members, including planning and leading regular office team meetings.   

G. Hire and supervise local support staff and interns and support their professional development opportunities. Hire and co-supervise Extension Assistants, where appropriate, and support their professional development opportunities.  

H. Provide leadership for the annual budget planning, accountability of financial operations, and IT audit/inventory in order to adhere to county, university and state regulations and “best management” practices.  

I. Coordinate local Equal Employment Opportunity and Civil Rights compliance efforts.  

J. Ensure annual completion of the following reports: 

     a. County Annual Report as outlined by Nebraska State Statute 2-1606.  

     b. County or Unit Impact Reports for Extension Administration and Stakeholders. 

     c. County Emergency Action Plan.    

K. Such other responsibilities as the parties hereto may mutually agree.  

Thriving as a Working Manager

Lead Educators in Nebraska Extension serve as “working managers,” balancing leadership responsibilities with direct programming. This dual role requires intentional strategies to maintain effectiveness, support teams, and deliver impact.

Best Practices for Working Managers

Annual Tasks by Quarter

Because every county operates somewhat differently, the Lead Educator role is shaped by local policies, procedures, staffing structures, and stakeholder expectations. The tasks outlined below represent common responsibilities that occur throughout the year aligned to the 5 key areas; however, specific timelines and processes may vary by location. Lead Educators are encouraged to work with their Engagement Zone Coordinator, office team, and County Clerk to understand local requirements and ensure key responsibilities are completed in a timely manner. 

Lead Educator Tasks

January — March
  • Extension Board: Attend NACEB Legislative Day (February) 
  • Extension Board: Host required Extension Board meeting and elect officers, ensure meeting was announced in advance, and minutes are posted on county website following meeting 
  • Extension Board: Identify board members whose terms will be expiring at the end of this year, contact those not terming out to determine if they will continue to serve 
  • Operations: Nebraska Sales Tax reports due to Greater Nebraska Business Center (GNBC) (January) 
  • Operations: Complete an annual review of the UNL Cash Handling Policies and Procedures for Nebraska Extension Engagement with Educators, Instructors, and office support team. Submit the signed acknowledgment form to GNBC (February) 
  • Operations: Ensure all staff have completed the Nebraska Extension Internal Civil Rights Review Annual Compliance Checklist 
  • Operations: Purchase new computer(s) to replace computers nearing the end of their 5-year warranty, the Outstate Nebraska Information Technology (ONIT) team will provide a list of available computer bundles for ordering 
  • Stakeholder: Complete and present Annual Report to County Commissioners/Supervisors (January) 
  • Stakeholder: Visit with County Board to share Quarterly Update 
  • Supervision: Complete required performance conversations for University paid Assistants/Associates and Staff in performance tracking software (January 15 – March 15) 
  • Supervision: Start discussions with Educators and Instructors on potential summer worker needs (March) 
April — June
  • Extension Board: Host required Extension Board meeting, ensure meeting was announced in advance, and minutes are posted on county website following meeting 
  • Extension Board: Share preliminary budget with Extension Board review  
  • Extension Board: Evaluate board composition and begin generating a list of prospective board members to fill upcoming vacancies 
  • Operations: Prepare preliminary budget for Extension Board review (April) 
  • Operations: Ensure Deferred Revenue and Prepaid Expense reports are prepared and submitted to the GNBC (June) 
  • Stakeholder: Visit with County Board to share Quarterly Update 
  • Supervision: Contact GNBC HR with hire details for all summer workers at least 30 days prior to anticipated start date
July — September
  • Extension Board: Assist EZC with identifying potential NACEB Director if there are vacancies within the Zone  
  • Extension Board: Host required Extension Board meeting, ensure meeting was announced in advance, and minutes are posted on county website following meeting 
  • Extension Board: Recruit new Extension Board members to fill upcoming vacancies and review applications 
  • Operations: County budgets due to County Clerk (July) 
  • Operations: Inventory due to County Clerk (July) 
  • Operations: Meeting with Commissioners/Supervisors to review submitted County Budget (August) 
  • Operations: County Budget approved (September) 
  • Stakeholder: Visit with County Board to share Quarterly Update 
  • Supervision: Contact GNBC HR to request an end or to extend summer worker appointment (August) 
October — December
  • Compliance: Start compiling the County Annual Report (December) 
  • Extension Board: Host required Extension Board meeting, ensure meeting was announced in advance, and minutes are posted on county website following meeting 
  • Extension Board: Identify NACEB Legislative Day Board representative for February event 
  • Extension Board: Assist EZC with local NACEB elections 
  • Extension Board: Identify new Extension Board members to fill upcoming vacancies (November 15) 
  • Extension Board: Share with Clerk list of new and returning Extension Board members to be appointed by County Commissioners/Supervisors (December) 
  • Operations: Submit the County Tax Fund Actual FTE and Expenditure Report for the prior fiscal year, along with the County Commissioner- or County Board-approved FTE and Expenditure Budget for the current fiscal year to the GNBC (October) 
  • Operations: Contact Clerk about county paid staff January 1 with the new hourly salary amount, if applicable (December) 
  • Stakeholder: Coordinate (with surrounding counties if applicable) a meeting with State Senator(s) (December) 
  • Stakeholder: Visit with County Board to share Quarterly Update 
  • Supervision: Complete performance conversations for county paid staff and place signed document in personnel file 
  • Supervision: Complete required performance conversations for University paid Assistants/Associates and Staff in performance tracking software (September 15 – November 15) 
Ongoing/Regular Tasks
  • Compliance: Reconcile the county-funded or University-funded change fund once a month 
  • Compliance: Update County Emergency Action Plan and hold annual fire and tornado drills (if you aren’t included in courthouse ones) 
  • Compliance: Serve as the county lead for reporting disasters in Response Notes
  • Operations: Work with office manager to prepare financial reports for Extension Board meetings 
  • Supervision: Notify the appropriate GNBC HR/Payroll Coordinator via email as soon as separation details are known for any University-paid or county-paid position.   
  • Supervision: Set up regular staff meetings  
  • Supervision: Sign and submit payroll to county clerk’s office for county paid staff 
  • Supervision: When serving as the designated supervisor for UNL positions, ensure the timely review and approval of leave requests and bi-weekly timesheets in Firefly Manager Self-Service (MSS) for UNL-paid employees, as applicable 

Compliance & Accountability

Essential Resources

  • County Interlocal Agreement (ILA) – Reach out to your Engagement Zone Coordinator for a copy of the most recent. Review this document as it outlines expectations for both Extension and the county. 
  • Civil Rights - Civil Rights compliance is a shared responsibility. Lead Educators are expected to promote awareness, support compliance efforts, and help ensure Nebraska Extension serves all communities in a fair, equitable, and inclusive manner. 
  • Record Retention - Lead Educators are responsible for ensuring personnel and financial records maintained within the county office are handled, stored, and disposed of in accordance with county, university, state, and federal requirements. When retention requirements differ, follow the most restrictive applicable policy. 
    • Recruitment and Hiring Records 
      • Includes: job postings and advertisements; applicant tracking records; applications, resumes, and cover letters; interview questions and notes; reference check documentation; and search-related correspondence 
      • Retain recruitment and hiring records for 3 years following the hiring decision or conclusion of the search process. 
    • Personnel Records 
      • Includes: performance evaluations; leave and attendance records; training records; disciplinary documentation 
      • Retain personnel records for 10 years after an employee separates. 
    • Financial Records 
      • includes: budgets; invoices; receipts; purchase documentation; inventory records; grant and funding records 
      • Financial records for at least 7 years and follow up with the county clerk and Greater Nebraska Business Center (GNBC) before disposing of the records.
  • County Annual Report - The state statute deadline is January one, however, many counties file this after the first of the year. In order to be timely, this should be filed or presented once annual reports have been completed. The purpose of completing and filing the Annual County Extension Report is to comply with Nebraska Extension Law.  
    • This statute (2-1606) states the following: 
      • The president or secretary of the organization shall on or before January 1 of each year file with the county clerk (1) a report of their work during the preceding year; (2) a sworn itemized statement of expenditures during the preceding year; and (3) a budget or estimate of the funds necessary for the carrying on of such work in the county during the ensuring year. 
    • To comply with this requirement please update this cover letter template on your office letterhead and include the items referenced including: 
      • Cover letter  
      • Summary of 2024-25 budget expenditures (have your Extension board president sign this report) 
      • Current fiscal year 2025-26 budget 
      • County Impact Report(s) 
      • Program Impacts and Accomplishments for each educator and assistant/associate (The 3-page document from your annual report).   
      • Individual Impact Statements for each educator and assistant/associate (Include Individual Impact Statements from educators serving your county as part of their accountability region as you deem appropriate.) 
      • Samples of 4-H newsletters, Extension newsletters, major program brochures, news articles, collaborations with local partners (Fair board and others), and other programs and products that represent 2025 Extension accomplishments and impact 
    • Submit this report to your local County Clerk and share a copy with your respective Engagement Zone Coordinator 
  • County Emergency Action Plan - All county Extension offices and Extension units are required to have an Emergency Action Plans (EAP) in place for disasters and emergencies. EAPs should be updated continually as the need arises (i.e. someone retires/resigns, someone new joins the office, change of office location, etc.). EAPs are collected annually by zone during different times of the year. The following are the collection windows: 
    • February 1 – March 31: Zones 1, 4, 8, and 10 
    • May 1 – June 30: Zones 5, 7, 9, and 11, and Raising Nebraska 
    • September 1 – October 31: Zones 2, 3, and 6 
  • Submit EAP Here

Helpful Resources

  • Institutional Equity and Compliance (IEC)
  • Annual Compliance Refresher – Look for this resource included in Lead Educator Development Series topics
  • Disaster Response Reporting - ResponseNotes are available for Lead Educators (and anyone in your office) to help inform the Nebraska Extension Disaster Education Network (Nebraska EDEN) team know local communities are experiencing, the current responses from Extension and other organizations, along with the ongoing needs.

Advanced Development Resources

Coming soon...

Extension Board Leadership

Essential Resources

Best Practices

Board Members

Operations

  • Constitution and By-Laws – Reach out to your Engagement Zone Coordinator for a copy of the most recent. Review this document as it outlines how the board is intended to function. 
  • Open Meetings Act Quick Reference

Running a Meeting

  • Board Meeting Notice
    • IN-PERSON MEETING NOTICE TEMPLATE
      • Notice is hereby given that a meeting of the [COUNTY] County Extension Board will be held at [TIME], on [DATE] at the [LOCATION], [ADDRESSES]. The meeting is open to the public. The agenda for the meeting is kept continuously current and is available at the [COUNTY] County Extension Office.
    • VIRTUAL MEETING NOTICE TEMPLATE
      • Notice is hereby given that a meeting of the [COUNTY] County Extension Board will be held at [TIME], on [DATE] via Zoom. Members or public can participate in-person at the [LOCATION], [ADDRESSES]. The meeting is open to the public. The agenda for the meeting is kept continuously current along with the Zoom link and are available at the [COUNTY] County Extension Office.
  • Board Meeting Agenda Template
  • Parliamentary Procedure Quick Reference

Helpful Resources

Training

Board Engagement

Resources

Advanced Development Resources

Coming soon...

Operations, Finance & Resource Management

Essential Resources

Helpful Resources

Advanced Development Resources

Coming soon...

Stakeholder Relations

Essential Resources

  • Board Report – All Educators and Assistants/Associates are expected to complete a board report at least quarterly. They should be shared with all counties within your Accountability Region to the Lead Educators or Support Staff. Board reports should communicate how local, county, and statewide Extension efforts are addressing community needs and showcasing local impact. 
    • Board Report Requirements 
      • Report should be no more than 2 pages 
      • Basic items to include:  
        • Name & contact information 
        • Professional picture of yourself 
        • Program Area 
        • Date/quarter of the report 
        • One sentence elevator pitch regarding your role 
        • Counties you serve 
        • Social media tags when applicable 
      • Specific items to include:  
        • Lift up 1-3 programs, providing information to highlight impact, reach, innovation, inclusion, etc. 
        • Qualitative and/or quantitative data 
        • May include scholarly contributions 
        • Pictures are encouraged to help enhance your story(ies) of impact and/or programs
    • Sample Board Reports
  • Stakeholder Engagement — It is essential for Lead Educators and Office Teams to have a clear stakeholder engagement plan because involving stakeholders ensures Extension’s programs reflect genuine community needs, build trust, and strengthen long-term support for the organization.

Helpful Resources

  • Connecting with Local Elected Officials – contact information can be found on your county’s website.  
  • Connecting with State Elected Officials – For assistance in connecting with your Senator or developing your story, contact your local Engagement Zone Coordinator and/or Jessie Brophy (jbrophy3@unl.edu). Following all Senator engagement opportunities, please follow up with an e-mail to Jessie Brophy.

 

Advanced Development Resources

Coming soon...

Supervision & Office Culture

Essential Resources

Helpful Resources

  • Performance Evaluation – The success of local offices, and all of Extension, is a direct result of the daily contributions of every employee. The performance management and staff evaluation process help employees succeed by ensuring that right goals are set, there is an alignment among expectations, and encourage ongoing communication between employee and manager.

Advanced Development Resources

  • Fierce Conversations - The Fierce Conversations Foundations workshop provides practical tools and a proven framework for having conversations that strengthen trust, improve accountability, resolve challenges, and drive results. Look for registration details from Lisa Kaslon.  
  • Coaching Foundations for Extension Supervisors - Coaching skills workshop created specifically for Lead Educators and Extension professionals in supervisory roles to make conversations more intentional, productive, and supportive. Look for registration details from Lisa Kaslon.