Extension County Operations
Reporting Procedures
ADMINISTRATIVE REPORTS
Administrative Forms Required From County Extension Offices.
All forms are submitted to the District Extension Office.
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Commercial Mail Report
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County Accounts Statement of Review
Description: As per county funds policy, all county accounts must be reviewed annually by an accountant, the county auditing department, or qualified county administrator or commissioner.
Due: Annually (usually the end of September)
Form: pdf | word
Description: Summary of commercial postage usage
for the previous month including postage downloaded, postage
used, and ink cartridges purchased.
Due: Monthly
Form: District forms
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County Information Sheet
Description: Includes list of members of the County Commission, Board of Education, County Manager, School Superintendent along with addresses and phone numbers.
Due: Annually, usually late January
Form: word
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County Salary/Travel Adjustment Notification
Description: Form for listing county employees receiving a salary/travel increase from the Board of Commissioners and/or Board of Education.
Due: Annual
Form: Excel
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County Vouchers
Description: An annual statement of all funding and in-kind support provided by the county for the local county Extension office.
Due: Annually (usually around June 1)
Form: pdf | word
Internship Evaluation forms
Description:- Midterm Evaluation of Internship by Supervisor
- Evaluation of Internship by Intern
- Evaluation of Internship by Supervisor
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Leave Request
Description: Request for annual sick leave to be filled out an signed by immediate supervisor.
Due: CEC sends in as leave is requested.
Agent leave is signed by CEC and sent in at end of each month.
Classified staff leave is signed by CEC and reported on time sheet
Form: www.busfin.uga.edu/forms/leave.pdf
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Memoranda of Understanding
Description: CEC is required to have copies on file signed by CURRENT chairs of Board of Commissioners and Board of Education. To be renewed when ANY signatories change, including CEC, DED, Assoc. Dean for Extension, Dean and Director, VP for Services.
Forms: County Board of Commissioners MOU (Word document)
County Board of Education (Word document)
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Minutes of County Office Staff Meetings
Description: CEC is to hold regular meetings with all county Extension staff to discuss calendars, county events and activities and to coordinate activities. At least quarterly, the CEC should include discussions related to federal requirements regarding EEO, civil rights, etc. and include documentation in the minutes.
Due: Twice monthly
Form: No required form
Pesticide Applicator Training Report
Description: County is required to report the number of pesticide applicators who were certified or who received certification credits.
Due: Quarterly (Jan.1, April 1, July 1, Oct. 1)
Form: pdf
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Report Form for Contact with Members of the Georgia General Assembly
Description: CEC is required to report contact with members of the Georgia General Assembly if funds are expended.
Due: Monthly
http://www.caes.uga.edu/intranet/forms/GenAssyForm.doc
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Request for Out-of-District Travel Form
Description: The request for out-of-district travel form is required for professional travel outside an agent's home district. Prior to travel the completed form should be faxed to the respective District Office for approval.
Due: Prior to travel date.
Form: Request for Out-of-Travel form (pdf)
Verification of Monthly Reconciliation Report for County Extension Checking Accounts
Description: This is a form that the CEC signs to verify that all county accounts have been reconciled. Attached to this form should be a Quickbooks printout of the monthly verification statement.
Due: Monthly
Form: District forms
PERFORMANCE REVIEW & PROGRESS REPORTS
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County Extension Agent Performance Review
Description: CEC is required to complete on all CEAs annually.
Due: November
Form: pdf
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County Extension Coordinator Performance Review
Description: DED is required to complete on all CECs annually
Due: November
Form: pdf
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County Extension Secretary Progress Report
Description: CEC is required to complete on all "new" County Extension Secretaries.
Due: End of 1st, 3rd and 5th month of employment
Form: Word file
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County Extension Secretary Performance Review
Description: CEC is required to complete on all County Extension Secretaries annually.
Due: November
Form: pdf
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Educational Program Specialist Performance Review
Description: CEC is required to complete on all EPSs annually
Due: November
Form: pdf
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EFNEP Program Assistant Performance Review
Description: CEC is required to complete on all EFNEP Program Assistants annually.
Due: November
Form: pdf
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Program Assistant Progress Report
Description: CEC is required to complete on all "new" Program Assistants
Due: End of 1st, 3rd and 5th month of employment
Form: Word file
Program Assistant Performance Review
Description: CEC is required to complete on all Program Assistants annually.
Due: November
Form: pdf
PROGRAM REPORTS
As a publicly funded organization, Extension is accountable to the taxpayers for the use of its resources. Extension reporting is required in order to document impact for funding sources, clientele, program supporters, and potential future funders. Federal and state mandates also require us to submit certain reports, and your input is compiled into these as well. In addition, documenting program efforts on a regular basis is a major part of performance appraisal and promotion.
Required County Faculty Program Reports: