Notebook Cover
Table of Contents
Responsibilities of Director 1. Administrative Check Sheet for Proper Functioning of Local Extension Unit 2. County and District Extension Director Policy and Position Description 3. Administrative Responsibilities for County and District Extension Directors Office Professionals 4. County/District Extension Program Organization and Planning Chart 5. K-State Research and Extension Program Planning Calendar Board Leadership Modules 1. New Board Member Orientation Module Presenter’s Guide 2. January Board Meeting Module Presenter’s Guide 3. Agent Performance Review Module Presenter’s Guide 4. Area of Program Focus Module Presenter’s Guide 5. Forming an Extension District Presenter’s Guide 6. Marketing Module Presenter’s Guide 7. Program Development Module Presenter’s Guide 8. Program Development Committees (PDC) Module Presenter’s Guide 9. Program Development Committee (PDC)/Board Recruitment Module Presenter’s Guide 10. Reaching Underserved and Emerging Audiences Presenter’s Guide 11. Risk Management Module Presenter’s Guide 12. Volunteer Information Profile Module Presenter’s Guide 13. Youth Development Presenter’s Guide 14. Building Strong, Effective 4-H Youth Development Programs Presenter’s Guide
Board Meeting 1. Contents for Board Members Notebook 2. Suggested Calendar for Routine Board Meeting Agenda Items 3. Outline for Conducting Extension Council Executive Board and District Governing Body Meetings 4. Administrative Report for Board Meeting (Example) 5. Notes for Minutes of Meeting (Example) 6. Extension Council Executive Board Members (KSU8-4b) 7. Extension Council Member Record (KSU8-15) 8. Oath of Office for County/District (KSU8-20), (KSU9-20) 9. Public Notice Extension Council Election (KSU8-24a) 10. Public Notice of Annual Meeting (KSU8-23)
Budget 1. Budget Development and Management Spreadsheets (see tabs along bottom of main Excel sheet for a-g below) a. Financial Check Sheet (KSU8-19) b. Reserves and Pledges for Development of the Budget c. Budget Worksheet d. Budget for County Extension Council (KSU 8-1a) e. Budget for County Extension Council (KSU8-1) f. End of Year Estimate Worksheet g. Equipment Replacement Plan 2. Salary Proposal Spreadsheet 3. Certificate of Proper Functioning (KSU 1-1) (Sent to Area Offices by Extension Director) 4. Certificate of Filing County Extension Budget (KSU8-2wv) 5. Certificate of Appropriation (KSU8-3wv) 6. Electronic Funds Transfer Authorization (KSU1-14) 7. GAAP Waiver Procedures and forms (GAAP1-1, GAAP1-2) 8. Responsibilities of Extension Council/District Administration of Extramural Funds Form 9. Notice of Intent to Participate in the State of Kansas Health Care Program for Non-State Groups (KSU1-11b) 10. Payment of Health Care Premiums State of Kansas Health Care Program, Non-State Groups (KSU1-11) 11. Bank Draft Approval, State of Kansas Employee Health Care Program Non- State Groups (KSU1-12) 12. What are the Options for Reimbursement of Cell Phone Expenses by Extension Council and Districts? 13. Approval of Extension Expenses 14. Local Extension Unit Credit (Procurement) Card Policy 15. Audit Requirements for Extension Councils/Districts 16. Principles of Managing Non-Appropriated Funds Collected by Kansas Extension Council Boards/District Governing Bodies 17. Volunteer Financial Review Committee Job Description (KSU4-1) 18. Financial Review Report (KSU 4-2 ) 19. 4-H Club Treasurer Job Description (KSU 4-3) 20. Vehicle Daily Log (KSU8-36) Insurance 1. Checklist of Insurance for County Extension Councils and District Governing Bodies
New Employees 1. Orientation Checklist for County and District Office Professionals and Program Assistants (EXOP3-12) 2. K-State Research and Extension New Agent Professional Development Overview
Office Policies 1. Sample Office Policies Personnel 1. Office Professional - Steps in Hiring (EXOP3-4OP) 2. Program Assistant - Steps in Hiring (EXOP3-4PA) 3. The Extension Program Assistant: Policy, Roles and Responsibilities (EXOP3-3) 4. Approval to Hire an Extension Program Assistant (EXOP3-5) 5. Office Professional Position Description (EXOP3-6OP) 6. Program Assistant Position Description (EXOP3-6PA) 7. Office Professional - Application for Employment (KSU8-29OP) 8. Program Assistant - Application for Employment (KSU8-29PA) 9. Applicant Information Profile for Office Professionals and Program Assistants (EXOP3-7) 10. Screening of Applicants Prior to Interview (EXOP3-9) 11. A Guide to Interviewing (EXOP3-10) 12. Orientation Checklist for Office Professionals and Program Assistants (EXOP3-12) 13. Employment Agreement (EXOP3-11) 14. Employment Eligibility Verification (I-9) 15. Employee’s Withholding Allowance Certificate (W-4) 16. Kansas Employee’s Withholding Allowance Certificate (K-4) 17. Overtime Compensation Agreement (EXOP3-2) 18. Record of Hours Worked and On Leave (KSU8-25) 19. Employee Performance Review (EXOP3-13) 20. Disciplinary Action Procedures for Local Extension Office Professionals and Program Assistants (EXOP3-14) 21. Family and Medical Leave Act Overview (FMLA1-1)
Risk Management 1. Risk Management