Personnel Employee Promotion/Career Review Guidelines for Appointment and Promotion of County Extension Agents and Staff Chairs Policy Number: C.E.S.P. 1-69 Date Revised: 3-1-2007 Supersedes: 3-10-2004 Download Printer Friendly Version

 

SUMMARY: Establishes criteria/guidelines for County Extension Agent appointments and promotion.

The single most important factor ensuring the successful future of the University of Arkansas Cooperative Extension Service involves employing and developing personnel of the highest quality. Extension must appoint outstanding qualified agents, facilitate their professional development, and provide a thorough review of their annual performance.

The promotion system is provided to reward those county agents who demonstrate sustained professional growth and significant programmatic accomplishment through time.

The document is intended to provide guidelines for the appointment and promotion of county Extension agents consistent with the policies of the Cooperative Extension Service, the Division of Agriculture and the University of Arkansas System. The first section outlines the general requirements for initial appointment. Subsequent sections deal with promotion procedures. A sample vita is included, complete with examples of the kinds of information called for under each category.

Affirmative Action Statement

The University of Arkansas Cooperative Extension Service offers its program to all eligible persons regardless of race, color, national origin, religion, gender, age, disability, marital or veteran status, or any other legally protected status, and is an Equal Employment Opportunity Employer.

All units of the University of Arkansas Cooperative Extension Service are to follow the Institution’s Affirmative Action Plan in recruitment and employment of specialists and in their subsequent evaluation and promotion procedures. Additional details concerning the Extension Service Affirmative Action Program may be obtained from the Human Resources Office.

Initial Appointment

Upon appointment, progressive, non-tenured titles will be assigned to each qualified professional staff member.  Basic criteria have been established for the appointment of agents to the ranks of Agent I, II, or III in order to maintain a degree of continuity in the appointment process.

County Extension Agent I -

Persons appointed to this rank must hold a Bachelor’s degree or higher in an appropriate field. Appointees will generally be recent university graduates or have limited professional experience in Extension or a comparable field.

County Extension Agent II -

Persons initially appointed to this rank must have a Bachelor’s or Master’s degree and be already established in Extension or a related field. Their technical competence and experience base must be broadly analogous to that of persons who have attained the same rank through promotion.

County Extension Agent III -

Persons initially appointed to this rank must have a Master’s degree and be mature in their profession and must have exhibited a high level of achievement in Extension work. Their technical competence, programming and communication skill must compare favorably with those of persons who have attained the same rank through promotion.

Appointment Procedures

Agents are appointed by the Associate Vice President for Agriculture ‑ Extension or his/her designee after consultation with appropriate faculty and administrators.  The Associate Vice President for Agriculture - Extension, after consultation with appropriate District Director, can award credit toward promotion for previous related University and/or professional experience.   If awarded, the employer’s letter of offer will document approved credit.

Evaluation

Annual performance evaluations are an integral part of the professional development of Extension agents. The evaluation procedure is intended as a means of assessing the agent's performance and is structured to ensure that the agent fulfills his/her potential and performs at a level commensurate with his/her rank. As such, evaluations form an important basis from which to consider an agent’s candidacy for promotion in rank.

Promotion

Promotion in rank is an important goal of Extension agents. The organization and the academic community recognize promotion and rank as a significant accomplishment.  Promotion confirms recognition of a sustained high level of performance. Promotion in rank is based on the accomplishments while in current rank. 

No minimum time in rank is required before an agent is eligible for promotion, nor is there a maximum time an individual may remain in a given rank.  Although there is no specific time an agent must serve in rank between promotions, an individual will need to remain in rank for sufficient time to demonstrate sustained professional growth through program planning, implementation and evaluation.  It is anticipated that most faculty members will spend approximately five years in rank between promotions to demonstrate sustained professional growth.

Promotion from Agent I to Agent II

In order for Agent I to be promoted to Agent II, the Agent must hold a Bachelor’s with a Master’s degree preferred in an appropriate field and show evidence of establishing credibility with the clientele, analyzing clientele needs and successfully implementing short-term programs.

The Agent I must have demonstrated the ability and competence necessary to:

• Provide leadership for determining the content, priorities and emphasis for programming efforts in the county
• Effectively use the program development process to address the varied educational needs of targeted audiences
• Adopt and effectively use appropriate educational methods and techniques for communicating with specific audiences
• Utilize specialists for technical assistance and planning
• Recruit, train, and involve volunteer leaders to enhance education programs
• Function effectively with clientele, other Extension faculty, and representatives of local organizations and agencies
• Use program evaluations to improve teaching effectiveness
• Utilize appropriate mass media to market effectively and interpret the value and benefit of Extension educational programs
• Establish and maintain relationship with local residents, county government, agencies, and organizations
• Demonstrate ability to cooperate effectively as a team member with coworkers
• Participate in relevant professional associations and community organizations
• Demonstrate effective teaching skills

Promotion from Agent II to Agent III

In order for Agent II to be promoted to Agent III, the Agent must hold a Master’s degree in an appropriate field.

An Agent II must have demonstrated the ability and competence necessary to:

• Integrate information from a variety of sources to effectively address critical issues and educational needs of clientele
• Modify programs based on clientele needs
• Provide leadership to create partnerships and/or collaboration with external groups to plan programs to meet current and future needs
• Develop, implement, and disseminate programs, and utilizing techniques which are innovative, comprehensive, and timely to meet the needs of targeted clientele
• Use evaluations to improve teaching effectiveness and quality
• Provide evidence of support for local Extension programs and activities by serving on committees, task forces, and in advisory capacities
• Effectively utilize appropriate communication tools to consistently market and interpret the benefit and value of Extension educational programs such as Internet, weekly radio/TV shows, and columns
• Effectively integrate volunteers into the Extension program
• Establish networks, coalitions and collaborations which further the work of Extension in serving clientele
• Effectively cooperate as a team member with co-workers and others and exhibit team building skills
• Participate and contribute to the strengthening of professional associations
• Serve in leadership positions in community organizations and professional associations
• Establish credibility within the local community as a leader and an important resource for the advancement of the community
• Demonstrate effective teaching skills

Distinguished Agent

Agents awarded the rank of Distinguished Agent must have a Master’s degree; hold the rank of Agent III, and have excelled in all areas for which they have been given responsibility.  They must demonstrate a record of outstanding accomplishment in program planning, delivery and evaluation, spanning a number of years.  They must be recognized for their service to and leadership within their professional peer groups, the Extension Service, and the communities they have lived and worked.

The Distinguished Extension Agent ranking is not part of the standard promotion procedure.  The Associate Vice President for Agriculture - Extension will determine the number of Distinguished Agents.  When an opening is announced, only Agent III’s can apply.

Promotion Process Schedule

August 1: Associate Vice President for Agriculture - Extension advises District Directors of call for promotion documents.

August 25: A State Peer Review Committee comprised of seven Agents is appointed by Associate Vice President for Agriculture - Extension. Committee members are notified.

August 30: District Directors advise all agents of promotion opportunity and pertinent deadlines.

October 15: Agents submit promotion documents to immediate supervisors.

November 15: Staff Chairs submit a candid letter of support or rejection for each applicant under their supervision to the District Director.  District Director also prepares letters of evaluation for all candidates from their district. These letters will be kept confidential and not returned to the employee. 

November 30: District Director forwards promotion documents to the State Peer Review Committee and support letters to Associate Vice President for Agriculture – Extension.

December 20: State Peer Review Committee reviews documents and forwards recommendations to Associate Vice President for Agriculture - Extension along with recommendation for/against promotion by December 20.   After receiving committee recommendations and all letters of evaluation from Staff Chairs and District Directors, the Associate Vice President for Agriculture - Extension reviews all documents and retains the letters.

January 21: The Associate Vice President for Agriculture - Extension will submit his recommendations to Vice President for Agriculture for consideration.

March 1: Vice President for Agriculture will notify all applicants of his recommendations and forward approved applicants to the President of the University of Arkansas system and the Board of Trustees for consideration.

May: Promotion recommendations acted on by the Board of Trustees.

May 20: Vice President for Agriculture sends letters to applicants. Promotion list sent to Associate Vice President for Agriculture – Extension.  The Associate Vice President for Agriculture – Extension forwards list to District Directors and Associate District Directors.

July 1: Promotions approved by the Board of Trustees become effective.

Promotion Documentation Format and Guidelines

The promotion document should only contain accomplishments since the time of the last promotion or initial appointment.  The following format should be used as an outline in preparing documentation for promotion.  Information should not be listed under more than one category.  Supporting materials may be included to demonstrate examples of work accomplished.  Listed below is the maximum number of examples that may be submitted.

Educational Materials (II C & D) 3 examples
Program Evaluation (II D) 3 examples
Print Media (III-A-1) 3 examples
Extension Publications (III-A-3) 5 examples

Excessive example documentation will not be considered and may adversely impact consideration for promotion.

EVERY COUNTY AGENT MUST COMPLETE AND RETURN FORM

Declaration of Intent Regarding Application for Promotion

Your appointment in the University of Arkansas Cooperative Extension Service affords you the opportunity to apply for promotion in rank at the appropriate time.  As a part of the promotion procedure complete this Declaration of Intent form and return it to your District Director by September 8.

EXAMPLE:

VITA

Presented for Consideration
for Promotion in Rank

I. Personal Information

A. Academic Record

B. Employment Record (Designate approved University experience with asterisk.)

C. Performance Evaluations