User Manual - FTE Academics with ANR M+P

FTE Reporting due July 1, 2024

Instructions for all academics with ANR merit/promotion

Each year, UC ANR asks all academics to quantify their extension efforts and share any planned multi-state land grant institution collaborative efforts. Full-time equivalent (FTE) reporting is required and the information you provide is used in accountability, advocacy, and resource planning efforts. By July 1st (11:59PM), please follow the instructions below to report the following in Project Board:

A) any Planned Multi-State FTE for October 1, 2024-September 30-2025 (FFY2025) that is not already being paid by a grant

B) Condition Change and Program Area FTE for July 1, 2023-June 30, 2024 (SFY2024)

C) County FTE for July 1, 2023-June 30, 2024 (SFY2024) (County FTE reporting is only applicable for CE Advisors)

FTE reporting should take you no more than 30 minutes to complete. This is separate from the annual report CE academics submit in Project Board to update themes, projects, and activities. Due dates will always be updated on this Project Board Home Page.

Project Board FTE data used for UC ANR Programmatic Footprint Maps

Please review your Program Areas in the Condition Change FTE module to make sure they best reflect your efforts. The Program Area selections and FTE you provide in Project Board determine how you are displayed on the UC ANR Programmatic Footprint Maps, which are updated daily.
This is also a good time to check your UC ANR Profile as these fields also show up in the maps and UC ANR’s People search (instructions).

A) Planned Multi-State FTE

Will you be working on any multi-state research or extension projects with an academic in another land grant institution this upcoming federal fiscal year period, beginning October 1 and ending September 30?

If no, you can skip to section B
If yes, please continue reading and report your planned FTE information by July 1st (11:59PM)
Not sure? Contact Kit Alviz, Program Planning & Evaluation Analyst, at kit.alviz@ucop.edu or 510-987- 0027.

14-minute training video: https://youtu.be/VaBBOVkRyAI

Definitions

Multi-State – CE academics working with CE academics in other states
Integrated – AES academics and CE academics within California working together
Combined Integrated/Multi-State – CE academics working with CE academics in other states and AES academics (from any state) are

Efforts that count (assuming there are qualifying collaborators)

Collaborative extension activities
Collaborative research activities
Writing a journal article as part of academic program effort (should include academic contribution, not just editing manuscripts)
Reviewing panels when your programmatic expertise is being used
Developing grant proposal when academic expertise is being used
Serving on national committees
Collaborating on a presentation/activity for a professional conference (but NOT simply attending or presenting solo at a professional conference)
For those with administrative appointments: Providing academic contribution to projects of employees’ multi-state collaborations; it has to include academic oversight of the work, not just supervision of employees.

Efforts that don’t count

If your salary is being paid by a grant. However, if you are spending more time than what the grant is covering, you can report that additional amount of time.

Instructions:

Using Firefox or Chrome, log in to https://projectboard.ucanr.edu (you may have to enable pop-up windows). On the Microsoft sign in page, type in your UC Davis or UCOP email address. In the proceeding single sign on page, use your UC Davis Kerberos or UCOP Web Applications credentials to sign in. Complete DUO authentication. Visit this user manual for log in instructions and skip to troubleshooting.

Click on F.T.E. in the top menu of Project Board.
On the Multi-State FTE module, click on the add project icon to add a new project, or click on the blue edit link next to an existing project to allocate your multi-state effort toward that project. Follow the onscreen instructions and hover-over tips.
Do your best to estimate the F.T.E. you will be spending during the timeframe that you specify. Only report the FTE that is not already being paid by a grant to avoid double-dipping. For example, if a grant is paying 10% of your salary, but you are actually planning to spend 20% of your effort, report 10% in Project Board. Do not report more than 40% without discussing first with Program Planning and Evaluation (kit.alviz@ucop.edu).
Listing collaborators provides an audit trail for qualifying efforts. List at least one non-ANR, Cooperative Extension collaborator by clicking the add new icon in the “Non-ANR Collaborators” box. Use the land grant institution dropdown to select a qualifying institution. If an Agriculture Experiment Station (AES) academic is involved, list at least one AES collaborator.
If you completed Multi-State FTE reporting in the past, please review all of your multi-state FTE records. Please complete the steps above to review and revise your Project Board information and ensure it accurately reflects your upcoming efforts. To delete multi-state FTE, click on the blue Edit link next to an existing project, then the red button, End this multi-state effort.
There is no submit button for multi-state FTE. Thanks for updating!

About Multi-State FTE

Short answer: $$$

Longer answer: There is a federal mandate from the Agricultural Research, Extension and Education Reform Act of 1998 (AREERA) that requires certain levels of Cooperative Extension (CE) and Agricultural Experiment Station (AES) funding be used for multi-state and integrated research and extension work. If we do not meet the 25% targets in each of the three categories, we lose that federal funding. For more information, you may review the National Institute of Food and Agriculture (NIFA) Federal Assistance Policy Guide: https://nifa.usda.gov/sites/default/files/resource/NIFA_policy_gde_Oct_2014.pdf pages 167 and 176.

B) Condition Change and Program Area FTE

The Program Area selections and FTE you provide in Project Board determine how you are displayed on the UC ANR Programmatic Footprint Maps. To add/change your title, discipline, and specialty - please see the Update your Profile webpage.

Instructions

Click on F.T.E. in the top menu of Project Board.
On the Condition Change FTE module, click on the blue edit icon and follow the onscreen instructions and hover-over tips.
Report the effort you spent from July 1 - June 30. Looking at all of your UC ANR work this state fiscal year, estimate how much time you spent in each program area and working toward condition changes. This is not tied to your budgeted FTE or effort reporting. This is only a reflection of your UC ANR work.
Use the dropdown lists to assign your program areas and condition changes. Program Areas are broad subject matters covered by UC ANR's Program Team umbrella structure. You may wish to view the Program Areas crosswalk to UC ANR Programmatic Footprint Maps to determine on which maps you will be displayed. The Condition Changes webpage has a complete listing of the condition changes.
Be a lumper, not a splitter: Consider selecting at most 3 condition changes. It is highly recommended that you select an existing condition change from the list. Only you will see your user-defined condition changes in Project Board. ANR will periodically review user-defined condition changes and modify as needed.
Only use the "administration" program area if you have an administrative appointment such as County Director, Statewide Program Director, Research and Extension Center Director, etc. You may select a few condition changes toward which your administrative appointment contributes and/or create a generic, user-defined condition change such as "REC director administration."
New: Effort spent adapting programs in light of COVID-19 and shelter-in-place guidelines do not need to be reported separately. For example, if you spent significant effort adapting nutrition education programs for remote delivery, continue to report that effort as contributing to the condition changes, “Improved health for all.” Only use the “administrative” program area if you have an administrative appointment, as stated above.
Report your effort as 100% of your Cooperative Extension appointment. If you did not work the entire fiscal year, please report 100%. Analysts will prorate to your actual appointment as needed.
When you are finished, click on the blue Submit bar in the Condition Change FTE module. You can re-submit at anytime, but a snapshot of your response will be taken every year in early July for analysis.
Note: If you intend to report the same level of efforts that you reported last year, please complete the steps above to review, then click the blue Submit bar in the Condition Change FTE module.

About Condition Changes

The UC ANR condition changes were developed in 2017 through a participatory process that engaged academics and program staff across the ANR network. To learn more about how UC ANR uses and how you can use them, you can visit this Condition Changes webpage.

C) County FTE

County FTE reporting is only applicable to CE Advisors.

The county selections and FTE you provide in Project Board determine how you are displayed on the UC ANR Programmatic Footprint Maps.

Instructions

Click on F.T.E. in the top menu of Project Board.
On the County FTE module, click on the blue edit icon and follow the onscreen instructions and hover-over tips.
Report the effort you spent from July 1 - June 30.
If you have an administrative appointment, combine administrative and programmatic efforts when reporting for each county.
Report your effort as 100% of your Cooperative Extension appointment. If you did not work the entire fiscal year, please report 100%. Analysts will prorate to your actual appointment as needed.
When you are finished, click the blue Submit bar button in the County FTE module. You can re-submit at anytime, but a snapshot of your response will be taken every year in early July for analysis.
Note: If you intend to report the same level of efforts that you reported last year, please complete the steps above to review, then click the blue Submit bar in the County FTE module.

About County FTE

County FTE indicates the portion of your salary that ANR contributes to each county. It will be used in county fund source reports and may be used in other accountability, advocacy, and planning efforts.

FAQs about FTE reporting

I am on leave, do I have to report? Individuals on approved extended leave from mid-May to July 1st are not required to respond to this request.

I am a new hire, do I have to report? Yes. If you are very new, do your best to estimate your efforts so you can be displayed on the new programmatic maps. You may estimate the effort you intend to spend in the future based on your position description.

I am planning to retire or leave ANR soon, do I have to report? If you are retiring or separating from ANR soon, please continue to report your FTE for the SFY that you are leaving.

Why are condition change & county FTE reporting on the state fiscal year and everything else in Project Board on the federal fiscal year? Project Board was built to serve multiple information gathering purposes. Condition change & county FTE are primarily used for resource planning purposes, which is needed on the state fiscal year. Multi-state FTE determines how UC ANR spends federal Smith-Lever funding and so it is planned using the federal fiscal year period.

Why are county FTE and condition change FTE reporting due July 1st and not included in the February 1st due date? July 1st due date is closer to the end of the state fiscal year and closer to the beginning of the federal fiscal year. FTE reporting needs to be as accurate as possible. Furthermore, planning your multi-state FTE for the upcoming period can be challenging due to waiting on grant applications or confirming collaborations with other AES and CE academics in other states.

Technical Assistance

For questions and technical assistance, please contact Program Planning & Evaluation analysts Kit Alviz (kit.alviz@ucop.edu or 510-987-0027) or Christopher Hanson (christopher.hanson@ucop.edu or 510-987-0628) or visit Project Board Help for User Manuals and more information

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