Policy Concerning Annual Reports of
Accomplishments and Plans of Work (ROA/POW) Submission Deadline and Quality
for
UF IFAS Extension County Faculty
As public employees, it is our responsibility to show that government funds are providing important, needed services to taxpayers in an efficient manner. An important part of the accountability process is to report our activities and accomplishments each year. This gives us an opportunity to review and analyze what we have done and to help to find ways to improve performance.
It is the responsibility of the faculty member to see that her/his report is complete. The District and County Directors can provide advice on the preparation of the report, and you are also encouraged to seek advice from other individuals knowledgeable about the process.
The annual ROA/POW report is your document; it is the only official report that encompasses your complete annual body of work for UF IFAS Extension. It is also the document that allows you to gather information to fulfill your responsibility to post information into the Workload Formula which is used to complete required state and federal Extension reports. This policy provides a common statewide direction for faculty on the issues of timeliness and qualityas they relate to the ROA/POW report.
ROA/POW report is “On Time”:
- Complete and submit your County Extension Faculty ROA/POW by the second Friday of December as posted on the DED web site.
- Requests for an extension of the deadline for submitting your ROA/POW must be sent to the DED via email before the due date, at which time, the DED may allow a later submission on a caseby case basis.
- Important documents such as your ROA/POW should be saved in multiple locations (i.e., thumb drives, discs and your District SharePoint site) using this format as a sample file name: first initial_last name_2010ROA_2011POW_final.doc.
ROA/POW report is “Late”:
If not received on the Monday after the due date, the rating in the evaluation category of “Essential Extension Skills Communication and Reporting” on the County FacultyAppraisal Form will automatically be an “*Improvement Required”.
Because of the importance of this performance expectation, the impact will reduce the overall evaluation rating of your appraisal for that year bytwo scores after a score is determined for the performance of the other tasks.(e.g., “Exemplary” to “Standard Professional Performance” etc.)
ROA/POW report is “Incomplete and/or Poor Quality”:
At the discretion of the DED, County Extension Faculty may receive aperformance rating below “Standard Professional Performance” for an incomplete and/or poor quality ROA/POW report.
ROA/POW report is “Missing “:
If the ROA/POW report is not received by December 31, the overall evaluation rating on the County Faculty Appraisal Form will automatically be “Unacceptable”. A Performance Improvement Plan (PIP) will be initiated by the DED as out-lined in the UF IFAS IMMs referenced below.
Overall performance rating is below “Standard Professional Performance”
If the overall performance rating on the County Extension Faculty Appraisal Form is below “Standard Professional Performance”, the county faculty member will receive a Letter of Reprimand that outlines the critical importance of performing at an acceptable level. The Letter of Reprimandwill also notify the faculty member that he/she has two months to draft a Performance Improvement Plan (PIP). Failure to submit an acceptable PIP within the noted time period will result in further discipline, i.e., another Letter of Reprimand with a one month deadline, followed by possible dismissal if the PIP is not completed. UF IFAS IMM’s have complete details.
Reference IFAS IMMs of: (6C1-6.30-1-5) and (6C1-6.30-1-9)
All County Extension Faculty must sign this policy to indicate they have read and understand it prior to the due date of the ROA/POW and returned to your DED before the ROA/POW deadline.
Signature of County Extension Faculty Printed Name Date
I have read and understand this policy
*Note: The following appraisal ratings used were modified in 2010 to match UF IFAS ratings used by all IFAS departments and RECs. Additional information can be found in the IMMs referenced above.
Unacceptable, Improvement Required, Standard Professional Performance, Commendable and Exemplary
Policy Concerning issues of ROA/POW Quality and Submission Deadline (Oct. 2010) Pg. 1