FAQs about the Superior Service Awards

Perennial questions are popping up as the annual September 10 nomination deadline approaches for our Extension Superior Service Awards program. Attention nominators, below are the answers you need.

Questions about the submission process

1. Can I submit the online application now and follow later with the pdf attachment via email, or does all this need to be completed at the same time?

A:  You can do the online application at any time, as long as it’s completed by midnight September 10. The same goes for emailing the nomination PDF; the order does not matter.

2. On the online application, I am confused regarding the sliding scale when it states to “round down” the years of service.

A:  “Rounding down” refers to months of service, meaning you should select the number of completed years of service, and not round up to the next year.

3. Can a deadline extension be provided?

A:  Barring some agencywide necessity, the annual September 10 submission deadline applies to all nominations. If we receive an incomplete nomination (e.g., it lacks commendation letters), it will not be disqualified. However, an incomplete nomination may not be amended after the deadline and it will not be as competitive in the reviewers’ rankings.

Questions about eligibility

 1:  We would like to nominate a team that includes a county youth outreach educator and county secretary. They are both 100% county-paid positions who work in our Extension office. May we include them as “Extension” team members rather than “non-Extension” team members?

A:  All individuals or team members who do AgriLife Extension work are eligible for nomination; eligibility is not affected by the source of funds for the nominee’s position. In your case, if their job is dedicated to Extension (based on percent of effort), you should count them as Extension team members.

2:  Can a person who retired a few months ago still be nominated as an individual or be included in a team nomination?

A:  Nominees must have been active employees when the call for nominations was issued (early July), or retired between the call for nominations and the submission deadline. NOTE: If an Extension retiree is still active on a nominated team, the retiree may be counted as a non-Extension team member.

Questions about the Office Support category

 1: The guidelines state to focus on the past 2-5 years with the additional guidelines stating nominations should focus on 2-5 years except, at least 20 years for distinguished service career. When nominating a county support staff with 18 years, does that rule apply?

A: An emphasis on the past 2-5 years is preferred for all categories, except Distinguished Career, but there’s no problem in providing a brief career overview in any category.

2: Regarding the two commendations for support staff, who is eligible to write this letter? Could the district office manager serve as one source? Could the district extension administrator serve as a source?

A:  No letter writer is ineligible, except for Extension state-level administrators. If a certain DEA, associate department head, etc. declines, that may be a personal practice or choice. Commendations from clientele usually make a nomination stronger, but the office support category is one where direct clientele interactions may be limited. So seek a commendation from whoever speaks best to the worthiness of the nominee.

More questions? Simply submit them on this page.

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