A Message from the Associate Dean
The Field Staff Executive Advisory Committee (FSEAC) met via conference call on December 13. John Horton and Marilyn Brengle participated in the call. Since jury duty prevented me from participating in the call, I am providing my input via FYI so that all receive my response to the items on the agenda prepared by Chair Harlan.
1. Funding update - As of November 29, the Statewide Extension (County Board Match) and Cook County Initiative intergovernmental agreements have been signed. IDOA has initiated the payment process for the first and second quarter amounts for each. Expectations are that payments will be received significantly earlier than in recent years. Smith-Lever funds were increased slightly for 2012. While this is all good news, there is still concern about the future as neither the state nor federal budget situation has significantly improved. There was discussion during the 2010 veto session of reducing the Ag Premium Funding to the Department of Agriculture. Since that is the source of County Board Match, such action could negatively impact Extension. To insure that our legislators understand the importance of the work that you are all doing, we have initiated a quarterly publication designed to showcase Extension programs that are impacting major issues facing the state of Illinois. The first issue will be printed and distributed early in January with another issue on the drawing boards for distribution in April. Jane Scherer is the mastermind behind the development of each issue. Please send her ideas of programs to include in upcoming issues. The next issue will focus on urban programs.
2. How does campus administration expect staff to provide subject matter to the clientele via social media outlets when there is no stipend provided for mobile phone service? Technology associated with electronic connectivity is rapidly changing. While cell phones will likely be a major source of communication into the future, newer technology such as the iPad or its equivalent offer advantages. Unit 1 has been pilot testing iPad units for the last few months and report that they have been very useful. They are able to obtain connectivity even without purchasing the added connectivity package at places of business that provide Wi-Fi such as libraries, Farm Bureau offices, McDonalds, etc. A decision on the policy for providing iPads will be forthcoming in the next few weeks.
3. What is the policy for University employees running for public office? Employment in Extension does not prohibit an employee from running for public office. All campaigning or other work associated with the campaign must be done on non-university time. No University equipment or facilities may be used in any campaign. If elected, the individual must file a new conflict of interest statement that clearly delineates how conflicts will be handled.
4. Travel Policy: There were many factors considered during lengthy deliberations by administrators within Extension and at the campus as they developed the current policy. Any changes to this policy would have to be approved by the same group. While the policy may appear to some to be flawed, it is as fair to the majority of the staff as possible. In the next several months, the University will be rolling out a new travel reimbursement system that will replace the paper based travel reimbursement process. The roll-out will be over the next six months, with Extension being slated for the implementation of the system in the February-March time frame. The campus business office will work with the University in determining how the new system will impact our current process and let you know more as they learn. In the meantime, our business office is working hard to attempt to get voucher turned around in 2-3 weeks. Highest priority is assigned to high dollar (overnight/conference) vouchers as well as to vouchers from Civil Service staff.
5. Bandwidth upgrade. After initial tests of Astaro gateway hardware demonstrated that the equipment could enhance Extension's network connectivity, the decision was made to install the Astaro hardware in those areas experiencing severe problems with connectivity. Installation of Astaro is proceeding as rapidly as possible. In addition, the campus is testing similar network hardware aimed at improving overall connectivity to campus.
6. When will the new computers arrive at the Units? The order for approximately 300 new computers is being finalized. The lengthy delay in getting this done was surprisingly not at the University level, but rather waiting for Dell to determine the price for installing the imaging process. The current estimate is that computers will be shipped to Unit offices in early February. These new computers will arrive at your offices and should require minimal configuration to operate out of the box.
7. Communication to field staff is lacking. Others outside Extension are more knowledgeable than staff. Farm Week article in November is an example. Communication at all levels is very important, but difficult to insure that everyone sees it. The information in Farm Week came from a presentation I made to the Farm Bureau Board at the invitation of Richard Hentschel, Extension representative on the Board. The presentation was based on the information presented in FYI 11-08. Not sure which arrived in your office first, but there was no intent to provide information to others before it comes to you. Communication is a two way process. We need to hear from you about your concerns and/or opportunities. We especially need to hear about your successes.
8. Commercial Ag Educators have no representation on FSEAC. Appointment to FSEAC is based on election from the associations and appointments made by Regional Directors. Commercial Ag Educators could be added to FSEAC under either system.
9. County Director Supervision/Evaluation. Supervision and evaluation are two different operations within the organization. Supervision is designed to insure that an individual is doing their job as assigned and that they are following established policies. All field staff are professionals and are expected to conduct themselves accordingly. In general, there should be little supervision needed for most staff. Evaluation is the process of review of the individual accomplishments related to their position. Evaluations should provide feedback to the individual being evaluated in a constructive way. Evaluations will ultimately be used for salary adjustments, but that should not be the sole focus. Evaluations need to be completed by peers as well as supervisors and in the case of Educators, Program Leaders will also participate.
10. Morale is low. Change is difficult, but after 6-months, it is important that all staff accept personal responsibility for instilling and displaying positive feeling and actions. While the new system may not be perfect for everyone, it is a system that will succeed or fail based on the attitudes of the staff. The success of University of Illinois Extension depends on each and every one of you.
11. What is the plan for professional development? Initial development of these plans hinges on putting Program Leaders in position for CED and FCS as well as creation of an in-service committee. Membership of the in-service committee will result from nominations by field staff (these could be self-nominations) or nominations by Regional Directors. Individuals need to remain alert to opportunities that may exist from other agencies, associations, etc.
12. Why is there only going to be two Associate Regional Directors? The responsibilities for the Associate Regional Directors will be markedly different than in the old system. They will each be assigned tasks unrelated to personnel management. Examples of tasks that they will be assigned include fiscal management, leases, procurement of equipment and supplies, Interim County Director (in instances when vacancies occur), in-service and professional development.
Sincerely,
Robert Hoeft, Interim Associate Dean
Extension and Outreach
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