Topics Map > Employee Handbook > Planning & Reporting

Planning & Reporting - Policy

All colleagues involved in educational programming are required to report on their work. Reporting allows Extension to be accountable to those who provide our funds. Under the Policy section below colleagues can find important information around what is expected of them in terms of reporting requirements and deadlines.

Policy Title

Planning & Reporting Requirements for Educational Programming, Research and Outreach

Approval Authority

Data Governance Steering Committee:

  • JulieAnn Stawicki (Interim Associate Dean) 
  • Patrick Robinson (Associate Dean) 
  • Matt Hanson (Assistant Dean) 
  • Matthew Call (Director, Communications & Stakeholder Engagement) 
  • Greg Johll (Director, Educational Technology Services) 
  • Dominic Ledesma (Interim Director, Office of Access, Inclusion & Compliance) 
  • Christian Schmieder (Data Governance Leader & Committee Facilitator) 
  • Policy Manager

    Christian Schmieder (Data Governance Leader)

    Policy Contact

    Rationale/Purpose

    Planning and reporting requirements are set to ensure timely and accurate reporting to a wide array of stakeholders regarding the work Extension colleagues do. The Planning & Reporting Portal is the means by which Extension educators report on this work. 

    Definitions

    Definitions of specific reported records can be found in the Planning & Reporting Portal under “Help & Information”.

    Scope

    Planning and reporting requirements apply to all extension employees involved in educational programming.

    Policy

    Colleagues Required to Report on Their Work

    All colleagues involved in educational programming are required to report on their work. 

    Records Colleagues are Required to Report

    • Participation Records 
    • Local Activity and Expanding Access Records 
      • Contains: Abstract Sentence, Outcome Statement, Expanding Access Information 
    • Partnering Organization Records 
    • Peer-Reviewed Publications 
    • Community/Outreach Events & Media Outreach Records 
    • Business Development Assistance 
    • A Plan of Work (Optional--though highly encouraged) 

    General Reporting Deadlines

    • All reporting is due quarterly and at the half-year mark of the calendar year, unless otherwise stated.  
    • All requirements are minimal requirements and may differ based on your Extension Program.  
    • Your affiliated Extension Program, Program Manager, or Associate Dean may provide you with a policy that may modify these institutional requirements. 

    Concrete Reporting Deadlines

    • January 31, 2020: Individual Plans of Work 
    • April 30: Participation Records, Local Activity & Expanding Access, Community Events & Media Outreach 
    • June 30: Participation Records, Local Activity & Expanding Access, Community Events & Media Outreach, Partnering Organizations, Published Products, Business Development Assistance 
    • September 30: Participation Records, Local Activity & Expanding Access, Community Events & Media Outreach 
    • January 8, 2021: Participation Records, Local Activity & Expanding Access, Community Events & Media Outreach, Partnering Organizations, Published Products, Business Development Assistance 

    Reporting Frequency by Record Type

    Institutional policy states that all colleagues involved in educational programming are required to report, the following records at the noted intervals: 

    • Participation Records [Quarterly]  
    • Local Activity & Expanding Access [Quarterly, 1 minimum per half year]  
    • Community Events and Media Outreach [Quarterly]  
    • Partnering Organizations [Every half year]  
    • Published Products [Every half year]  
    • NEW in 2020: Business Assistance [Every half year] 

    Reporting Plans of Work

    All colleagues in programming roles are encouraged and asked to write a Plan of Work.

    Reporting for New Colleagues

    • All new colleagues should be tracking their participation and entering that data as they begin to complete educational contacts.  
    • Colleagues with less than 6 months of experience do not have to complete the narrative components (Local Activity & Expanding Access).  
    • A plan of work is due after 6 (or more) months of employment, after you have participated in the Plan of Work training sessions at on-boarding. 

    Related Division of Extension or UW-Madison Documents

    Effective Date

    January 1, 2020




    Keywords:Planning Reporting Policy Data Governance Participation Records Local Activity Expanding Access Partnering Organization Peer-Reviewed Publications Community/Outreach Media Outreach Business Development Assistance Plan of Work   Doc ID:99773
    Owner:Nathaniel S.Group:Extension Employee Handbook
    Created:2020-03-31 09:43 CDTUpdated:2020-04-30 16:49 CDT
    Sites:Extension Employee Handbook
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