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User Manual - FTE CE Specialists UCB, UCD-VM, UCR

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FTE Reporting due July 1, 2020


Instructions for CE Specialists at UCB, UCD-VetMed, and UCR only

 

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:

  1. A) any planned multi-state FTE for FFY2021
  2. B) condition change FTE for the state fiscal year that is ending (SFY2020)

 

All other information (themes, projects, activities) is due in Project Board on March 1, 2021.

 

  1. A) Planned Multi-State FTE

 

Read the instructions below and/or watch this 13-minute training video.

 

Will you be working on any multi‐state research or extension projects with an academic in another land grant institution between October 1, 2020 and September 30, 2021?

  • 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 alviz@ucop.edu or 510‐987‐ 0027.

 

 

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.

 

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

 

Activities 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)
  • Providing academic contribution to projects of employees’ multi-state collaborations; it has to include academic oversight of the work, not just supervision of employees.

Activities that don’t count

  • If your salary is being paid by one of these activities above. HOWEVER, if you are spending more time than what the grant is covering, you can report that additional amount of time.

 

Instructions:

  • Sign onto ANR Portal at ucanr.edu/portal and click “Go to Project Board now” on the right side. Please do NOT use Internet Explorer or Safari. Firefox and Chrome are supported web browsers.
  • 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. 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.
  • Note: If you completed multi-state FTE last year and intend to continue the same level of efforts, please complete the steps above to review and revise your Project Board information and ensure it accurately reflects your upcoming efforts.

To avoid double‐dipping, do not report multi-state FTE in Project Board that is already being direct charged to a grant. However, if you are actually spending more time, you can report any effort beyond what is being direct charged to that grant.

 

 

  1. B) Condition Change FTE for SFY2020

 

 

Read the instructions below and/or watch this 7-minute training video.

 

Instructions

  • Sign onto ANR Portal at ucanr.edu/portal and click “Go to Project Board now” on the right side. Please do NOT use Internet Explorer or Safari. Firefox and Chrome are supported web browsers.
  • 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, 2019-June 30, 2020 (SFY2020).
  • Use the dropdown lists to assign your program areas and condition changes. View ANR's Program Team webpage for a complete listing of program areas and ANR's strategic plan subpage for a complete listing of 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."
  • 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 for 2019-2020 button in the Condition Change FTE module. You can re-submit at anytime, but a snapshot of your response will be taken every year on July 1st (11:59PM) 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 and submit.

 

About Condition Changes

 

In the summer of 2017, as part of the Strategic Plan Goal 5 work to focus programming and services to achieve the 2025 Strategic Vision, UC ANR underwent a collaborative process to identify condition changes that illustrate the public value of our work. Condition changes represent broad environmental, health or economic benefits at a societal level (recognizing that UC ANR may be only one contributor towards these long‐term outcomes). Program Team Leaders, Statewide Program and Institute Directors and Strategic Initiative Leaders, working with their colleagues, developed the list of 24 condition changes. Visit the Condition changes webpage to see results of 2017 and 2018 reporting.

 

 

FAQs about FTE reporting

 

I am a new hire, do I have to report? à Individuals hired on January 1, 2020 or later do not need to respond to this action. If you are receiving this email, you have to report J

 

I am planning to retire or leave ANR soon, do I have to report? à If you are retiring or separating from ANR soon, please continue to report your FTE for the SFY19. If you are receiving this email, you have to report J

 

Why is condition change FTE reporting on the state fiscal year and everything else in Project Board on the federal fiscal year? à Project Board was built to serve multiple information gathering purposes. FTE information is primarily used for resource planning purposes, which is needed on the state fiscal year.

 

Why is condition change FTE reporting due July 1st and not included in the March 1st due date? à The July 1st due date gives users the ability to be more accurate regarding their effort spent during the period (7/1/19-6/30/20).

 

Why is planned multi-state FTE reporting due July 1st and not on March 1st with the other Project Board due date? à Planning your multi-state FTE for the upcoming period (10/1/20-9/30/21) can be challenging due to waiting on grant applications or confirming collaborations with other AES and CE academics in other states. The July 1st due date gives users more time to be able to provide an accurate estimate of their planned efforts.

 

 

 

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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