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User Manual - FTE CE Specialists UCD-CAES

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FTE Reporting due July 5

Instructions for CE Specialists at UCD-CAES only

Each year, UC ANR asks all Cooperative Extension (CE) academics to quantify their extension efforts (FTE) for the past year and how they related to a set of pre-identified programmatic and impact (condition changes) areas. This is separate from the annual report CE academics submit in Project Board.

 

FTE reporting is required and the information you provide is used in accountability, advocacy, and resource planning efforts. By July 5th (11:59PM), please follow the instructions below to report Condition Change and Program Area FTE in Project Board.

 

This should take you no more than 15 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.
  • 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).

 

Condition Change and Program Area FTE

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

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 primary UC email address (UC Berkeley, UC Davis, or UC Riverside). In the campus single sign on page, use your campus credentials to sign in. Complete DUO authentication. Visit this user manual for log in instructions and skip to troubleshooting.

 

  1. Click on F.T.E. in the top menu of Project Board.
  2. On the Condition Change FTE module, click on the blue edit icon and follow the onscreen instructions and hover-over tips.
  3. 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.
  4. Use the dropdown lists to assign your program areas and condition changes. View UC ANR's Program Team webpage for a complete listing of program areas. 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, impact stories by condition change, condition change effort reports, and resources for using condition changes in your work.
  5. 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. 
  6. 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."
  7. 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.
  8. 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.
  9. 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.
  10. 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 on the submit button 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.

 

FAQs about FTE reporting

 

I am on leave, do I have to report? Individuals on approved extended leave during 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 Condition Change FTE for the SFY you are leaving.

 

Why is FTE reporting due July 1st and not included in the March 1st due date? The 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).

 

 

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