Listed below are the Annual Reporting and Planning Instructions for County-Based Faculty and Administrative Professionals for January 2008.  This document, along with the Annual Plan of Work Guidelines and the Annual Plan of Work Template can be found on the Extension website on the Policies and Procedures page at http://ext.wsu.edu/admin.  They are listed under the heading of Program Management – General, and the subheading of “Required Reports.” 

 

Please contact your district director if you have any questions.

 

 

 

Annual Reporting and Planning Instructions

For County-Based Faculty and Administrative Professionals

January 2008

 

The instructions that follow cover the timeline for the 2007 annual review process with guidance on submitting annual reports into WORQS as well as preparing and submitting Individual Plans of Work for 2008. 

 

Schedule for Reporting, Planning, and Annual Reviews

·      January 11, 2008: Annual reports of all activities and accomplishments in 2007 should be entered into the WSU Online Review and Query System (WORQS) – https://cahedb.wsu.edu/WORQS/login.aspx. This is an expectation of the job. Please plan your time appropriately to meet the January 11^th deadline.

·      January 14, 2008: Submit 2007 WORQS Report Summary, updated vitae, updated position description, and 2008 Plan of Work to local County Director and the District Director. All documents may be submitted electronically.

·      January 14-25: County Directors will schedule meetings during this time period to conduct annual reviews of County Faculty and Administrative Professionals.

·      January 28 to February 8: County Directors will draft an evaluation statement on each faculty member and AP, and submit the evaluation statements to their District Director by email no later than February 8.

·      February 11 to February 29: District Directors will meet with County Directors and others that they directly supervise to conduct annual reviews.  During the meeting County Directors will discuss the performance and recommendations for merit ratings for those under their supervision.

·      March 14: District Directors will have completed annual review statements on County Directors and assembled annual review documentation for the district.

·      March 25-27: Extension Administrative Team meets to discuss all personnel accomplishments and merit ratings to ensure equity across the state. District Directors will finalized statements and merit ratings based on discussions.

·      March 28: Finalized evaluation statements and merit ratings will be sent to each County Director for signatures.  Individuals under review may write statements objecting to the evaluation statement or the merit rating given. This statement will be attached to the final annual review statement.

·      April 11: All evaluation statements must be signed and returned to the District Director.

·      April 18: All annual review materials are due to the Extension Dean and Director’s Office.

·      April 21 to May 9: Response to rebuttal statements. Within fifteen working days a letter of response will be written and signed by the Dean and returned to appropriate County Faculty or AP and copied to District Directors.

·      May 1: All Annual Review materials due to the Provost

 

 

 

 

Annual Review Process

·      County Faculty and AP annual review sessions will be scheduled by the County Director and should be completed in 60 to 90 minutes per annual review. These scheduled sessions should be held between January 14 and 25, 2007.

·      District Directors will similarly schedule meeting with County Directors for annual review and to discuss the annual evaluations of personnel in their offices. County Directors are expected to email draft annual evaluation statements for each Faculty member and AP under their supervision to the District Director no later than February 8^th. 

·      Documents used in the annual review process include the WORQS Summary Report, Vitae, Plan of Work for next year, and Position Description. Using these and other supplemental materials the evaluation will focus on:

o   Assessment of Program Accomplishments

§  Quality of work and outcomes measured

o   Assessment of professionalism as described in the professional behaviors matrix found at  http://ext.wsu.edu/admin/PDF/Matrix.pdf 

o   Assessment of the Plan of Work developed for the coming year

o   Review of the position description for consistency with the work done and plans for the coming year.

 

 

 

Annual Report Entry into WORQS (WSU Online Review and Query System)

 

WORQS https://cahedb.wsu.edu/WORQS/login.aspx is the WSU web-based, standardized faculty annual review form.  To access WORQS you will need a WSU Network ID and password. If you do not have a network ID see http://www.wsu.edu/Nid/ . You may also call 509-335-3663 and choose option #2 from the phone menu options. 

 

Following successful login you will click on the “2007 Annual Review” button to begin entering your information. A help link is provided to assist you in navigating the report interface for the first time. The categories for entry are self explanatory, and the annual review section includes:

• Teaching
• Scholarly Activities
• Funding and Research
• Outreach
• Goals, Progress, and Honors
• Workplace
• Professional Development and Membership
• Supervision

 

Extension Faculty will not necessarily complete all of the elements in each section. Choose only those sections that apply to you.  For example “teaching” in this case only applies to those with resident instruction assignments. Extension Faculty teaching efforts will be recorded under the “outreach” section. Please note that when you click on “outreach impacts” the system will query you if this is a WSU Extension Report. Check the YES box and the system will reconfigure the interface for our needs to document multi-state and integrated programs.

 

Special Note on the Goals Section of WORQS:

 

Most of the subsections in the menu are self explanatory, but one section does need specific clarification for Extension.  The “goals” section is NOT for entering your Plan of Work for the coming year. Plans of Work are not entered into the WORQS system, and will be explained later is these instructions. Under the “goals” section please identify 2 or 3 professional behavior goals that you plan to work on during the coming year. (Program, Leadership, Communication, Organization, Professional Development, and Diversity are the six professional behavior categories.) You are required to select “diversity” as one of these goals. Consult the professional behaviors matrix at http://ext.wsu.edu/admin/PDF/Matrix.pdf . Select 2 or 3 professional behaviors from the matrix and write a short goal statement on each that you want to set for yourself over the coming year. You will be asked to report on your progress in achieving these goals the following year.

 

The “print & tools” section will allow you to select and order the components of your report, and then save and print out the complete report to submit to your supervisor.

 

Annual Plan of Work

 

The purpose of an annual planning process is to encourage Extension professionals to pause in their effort to “do good work” to review and, if needed, refocus their programs so they will result in positive impacts.  Great effort goes into Extension programming; human and financial resources are expended.  Therefore, Extension professionals must be able to answer the “so what” question when they report their accomplishments. WSU Extension has chosen the “logic model” as the tool for planning to achieve desired outcomes. 

 

The expectations for planning in the 2008 calendar year are as follows:

 

• All county faculty and administrative professionals who are responsible for programming are expected to do annual planning for their primary projects that are directly related to the goals and initiatives included in the WSU Extension strategic framework http://ext.wsu.edu/Framework.pdf . County Directors and team leaders may request that faculty/staff share their plans to facilitate coordination of program efforts within counties or within teams.

 

• A Plan of Work template is the tool of choice for developing Annual Plans of Work. The categories listed on the template for planning are consistent with the Strategic Goals and Initiatives found in the WSU Extension Strategic Framework located at http://ext.wsu.edu/Framework.pdf . Plans of Work will not be entered into the WORQS system, but will be submitted directly to your supervisor with other annual review materials as required in the annual review schedule.

 

• Use a separate template for each of the major projects that you plan for the year, and develop the plan with intended outcomes that support one or more of the goals in our strategic framework. Simply download the Plan of Work Template and guidelines (Required Reports section) at http://ext.wsu.edu/admin/ .

 

Remember to complete your WORQS data entry by January 14^th and submit your WORQS Summary, 2008 Plan of Work, Updated Vitae, and Current Position Description to your supervisor by January 14, 2007.  Questions on the annual reporting and review process may be directed to the appropriate District Director.

 

 

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Washington State University Extension

Linda Kirk Fox, Associate Vice President and Dean

John A. Winder, Associate Dean and Associate Director

Kathy Stilwell, Assistant to the Associate Vice President and Dean

Alecia Gibbs, Principal Assistant

P.O. Box 646248

Pullman, WA  99164-6248

509-335-2933

Fax: 509-335-2926

extension@wsu.edu

http://ext.wsu.edu

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