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It’s Reporting Season!

It’s every UF/IFAS faculty member’s favorite time of the year! The weather is cooler, holiday decorations are going up, you’re planning family get-togethers…and crunching data for annual reports.

Annual reporting is a seasonal ritual task for everyone in UF/IFAS Extension, but it doesn’t necessarily have to be grueling. We’ve updated and reorganized the Extension Administration website to provide you with more resources to make annual reporting as painless as possible.

2019 Reports of Accomplishment (ROAs) and 2020 Plans of Work (POW) are due December 6. Many of you have already updated and submitted your ROA/POW to your County Extension Directors. The Extension Administration website has many resources to help you update your reports, including guidelines, report templates and a timeline that can help you stay on top of the process and avoid stress. Visit https://extadmin.ifas.ufl.edu/resources/roa–pow/ for resources. If you need help compiling your ROA/POW, please contact your CED or DED as soon as possible.

Don’t forget that self-appraisals and teaching reviews are due to your DED on or before December 13. Because most of us have not received formal training in classroom teaching, honest feedback from our clientele is the best way to become more effective teachers. You can find the Extension teaching review tool at https://extadmin.ifas.ufl.edu/resources/roa–pow/.

If you’ve gotten these reports out of the way, you deserve a long and relaxing Thanksgiving weekend. But don’t get too relaxed, because Workload and Impact reports will be due just after the holidays, on January 15. The good news is much of the information requested in Workload is a summary of your ROA/POW or, in the case of impact statements, can be cut and pasted from your ROA.

Data from our Workload and Impacts reporting are vital to our land-grant funding from the USDA and the Florida Legislature. Workload includes all the educational materials you’ve produced and clientele contacts you’ve had over the year. If you work with adult or youth volunteers, you’ll also report the total number of volunteers and estimated volunteer hours. Extension agents, as well as their volunteers and program staff, put in hard work every day helping the people of Florida, and you want to be assured that that work is recorded and recognized.

UF/IFAS’ Program Development and Evaluation Center (PDEC) and UF/IFAS IT have created a workload application that should take some of the pain out of reporting. In addition to educational materials and clientele contacts, the workload application will ask you to estimate the amount of time you spent programming in each of the priority work groups. This information will customize the rest of your report, so you’ll only have to report program impacts and outcomes for the program areas you work with.

Last year we added a place to report workforce development indicators, which include the number of new businesses and jobs created or retained and leadership roles and opportunities undertaken as a result of Extension programming.

Your impact statements and success stories are important for telling Extension’s story. Well-written success stories can drive blogs, social media posts, infographics, news releases, and many other messages that clearly illustrate the significance of our work. This improves the visibility of our programs, which leads to greater support and a better understanding of UF/IFAS Extension’s value to our stakeholders and communities.

The PDEC site has an Impacts Toolkit that can help you write reports that clearly and vividly convey the work you do and its positive impact on communities, families and individuals.  PDEC and UF/IFAS Communications has worked hard the past few years to mine these impact statements and build an inventory of infographics demonstrating the impact of Extension.

If you have any questions or need any help with reporting in the Workload application, please contact Diane Craig at ddcraig@ufl.edu.

If you’re state faculty who have contributed to any refereed journals, you must report those to your department or REC by January 15. PDEC has a link to the UF/IFAS Research site, which includes a set of helpful resources for publications reporting. Likewise, if you have a research appointment, you’ll use the REEport tool to report your research to USDA/NIFA.

The last two months of the year are an extremely busy time for us in Extension. It’s also an important time to look back on our accomplishments and demonstrate our value in improving the quality of life in Florida.

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