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HOT TOPICS

AgriLife Extension Questions & Answers

  • Help us best answer your questions by providing us with some information about you. Your question is the only required field.
  • Your question can being submitted anonymously. We will post the answers on the HOT TOPICS page of the Extension Employee site in the order that they are received, so check back often. If you would like to volunteer your identifying information, we encourage you to do so below.

Summer 2021

7/28/2021: Are Covid screening forms still required for events that are not overnight. Example – Conference at district office (80 people) or 4-H day camp at extension office (15 people). I have had conflicting information.

COVID forms are required for overnight events. They are not required for day events, but remember to follow your county CDC guidance.

07/19/2021: Where did the program evaluation information page and resources move to on our website(s)? It used to be under Organizational Development but that department is gone. I’ve spent nearly 6 hours looking through AgriLife website and I haven’t anything even remotely resembling what I need. Please help before my brain explodes. 🙂

This information can be found at https://od.tamu.edu/evaluation-overview/.

7/19/2021: Can we update TexasData demographics? American Indian needs to be Native American, mixed race should be an option, and we probably need to consider other choices besides just male or female.

We are reviewing the demographic information, but some categories must be used due to funding (LBB, etc.)

In response to the COVID Stress Assessment Summary:

6/1/2021: Can the agency increase trainings, resources, and tools related to technology and digital education to enable employees to effectively educate clientele virtually? Can the agency prioritize the training needs assessment currently being planned by the Tool Box Unit?

• Yes, increased resources and products have been developed by professional services units to support virtual education delivery.
• Professional services have revamped their websites to be more comprehensive and easier to navigate.
• Implemented Tech Tuesday Trainings.
• Human Resources provided several resources via e-news that are still available in the archives section ( https://agrilifeas.tamu.edu/e-news/).

6/1/2021: Can the agency strengthen communication about agent job priorities/expectations to focus their workload?

• As a part of the agency strategic plan position descriptions are being reviewed and updated.
• The agency reviews and applies COVID protocol as the Governor’s guidance, Texas A&M University System and CDC guidance is updated. Job expectations are adapted based on ability to deliver virtual programming and guidance regarding face-to-face delivery.
• Regional Impact reports highlighted the response and adaption to COVID. These types of adaptions were considered when annual performance evaluations were conducted.

6/1/2021: Can the agency explore concerns regarding perceived inconsistent standards and treatment of employees depending on position, manager, district, etc. and seek solutions as appropriate?

• Central Leadership Team has been made aware of perceived inconsistencies. Associate Directors continue to review process and monitor decision making for the most consistent application of policy and treatment of employees.

6/1/2021: Can the agency actively promote an agency culture and management that encourages employees to utilize their earned time off to avoid burnout.

• This month the agency working in conjunction with administrative services will engage supervisors and their employees in planning and tracking their leave through the fiscal year.
• The agency awarded administrative leave to employees who have gone beyond the scope of their work in the response to COVID. Administrative leave was awarded in December and will also be awarded in August. There is also a renewed commitment to encourage employees to fully utilize their vacation leave, which was also a challenge prior to COVID.

6/1/2021: Can the agency improve marketing and communication about GuidanceResources® and other employee benefits.

• Yes, Human Resources continues to communicate the resources available through GuidanceResources® and other Texas A&M University System resources regarding stress.
• The Vice Chancellor’s office continues to communicate information related to Covid testing and vaccination and hosts a website with information https://agrilife.tamu.edu/coronavirus

6/1/2021: Can the agency expand the employee assistance program so services are available outside of business hours?

• The employee assistance program through GuidanceResources is available 24/7: https://agrilifeas.tamu.edu/hr/about-us/eap/

6/1/2021: Can the agency increase time allowed for physical activity during the work week?

• This is a Texas A&M University System policy, and the agency encourages all employees to take advantage of the wellness release time allowed. As an agency we will work to expand the three days a week for 30 minutes allotment, but it is contingent on changing the system policy.

6/1/2021: Can the agency continue or expand flexible work hours and the ability to work from alternate work locations on a long-term basis.?

• Alternate work location approvals are now back to prior COVID process approval. All requests go through Human Resources with final approval by the Director’s office.
• Supervisors have been coached on working with program leaders to ensure consistency across the agency when applying AWL.

Spring 2021

04/2021: Will the county programs be able to use the event management system? Or is it going to be like the AgriLife extension calendar, which I was told was supposed to be for regional or statewide programs only?

Yes, the intent is to have an event management system that will be available to County Programs.

04/2021: Are there any objectives built into this strategy on better communicating with and utilizing efforts of AgriLife Research? Thank you.

The communications strategy being developed within the strategic plan will include AgriLife Research as a target for communications. This will include administrators, faculty, and staff within Research. There are other efforts underway to expand our connectivity with Research. The AgriLife strategic plan has elements related to better connecting across AgriLife entities. Also, as Extension explores ways to coordinate programs better, this should allow us to connect at the programmatic level with our colleagues in Research. 

04/2021: The College encouraged folks apply for committees. Can Extension do the same?

Absolutely! You will soon see an invitation to volunteer for steering committees.

Winter 2021

01/2021: As county-based agents, is it our role to serve all Texans by focusing on our counties, or is there going to be greater emphasis placed upon virtual educational products that can reach larger audiences? What are the roles of specialists and agents in these larger efforts?

The agent’s primary role has always been and will continue to be to address the needs of their local constituents through Extension education. If there are opportunities for an agent’s educational programming to be delivered virtually and the audience is expanded, that is great. Tools to reach people online should be used where appropriate.

01/2021: While I understand the value of virtual programming and realize it has been a necessity to keep providing services during the pandemic, is virtual programming the future of Extension education?  And if so, how does that impact County Agents?  If most programming is conducted virtually with multi-county teams or through AgriLife Learn platforms, it will become difficult for counties to continue to justify the expense of agents in each county.  If counties have the ability to receive the same services/programs whether they have an agent in the county or not, why pay to have an agent/facility/support staff, etc.?  Counties are also facing budget shortfalls.

Virtual programming will definitely be a part of our future but will never replace the need for face-to-face education. The relationships that our Agents have locally are what makes Extension unique and successful. A comprehensive educational approach will include all types of outreach – face-to-face, virtual, group, individual, print, social media, etc.

01/2021: Are there thoughts of moving to regional or multi-county agent positions and if so, how does that look for county contributions?

Our network and presence in counties is critical to our success moving forward. We have piloted some multi-county specialty agent positions in some places to supplement and enhance what our local agents are doing and feel like that is a possibility going forward. Those positions would be considered on a case-by-case basis and where they have the greatest potential to expand our efforts.

01/2021: As budgets tighten, how will decisions be made about positions?

Historically, AgriLife Extension has protected its network of agents to a greater degree than it has other types of positions. Over the past ten years, AgriLife Extension has lost 11% of its agents. By comparison, it has lost 26% of its specialists. Furthermore, disproportionally large reductions in support positions has pushed certain responsibilities onto agents. (These responsibilities include marketing and promotion of programs, development of websites/blogs/podcasts, etc.) This additional workload creates real barriers and burdens for both agents and specialists. If a permanent reduction in the state budget occurs, then the administration will seek to balance the following considerations; 1) retain the agent network that is so valuable to serving Texans in all communities, 2) ensure that agents are supported by specialists with deep subject matter knowledge, and 3) strive to support agents and specialists with experts in marketing and communications, program and product development, etc. Over the last 16 years, upper administration has been cut by 63%.

01/2021: I am not sure if this is something that can be addressed, but many CEAs have received raises, albeit minimal, while that has not been the case for BLT agents. I understand that BLT funds come from a completely different source, but there is an onus of responsibility on the DEA and RPL to petition BLT leadership to address this, and so far, this has not been the case. Because there are so few BLT Agents in each district, it is difficult to protect anonymity, but appreciate your discretion.

The agency submits a budget to the TAMUS Board for approval, in this process the agency submits its salary plan for the upcoming fiscal year. Based on the plan approved, salary plans are executed, funding sources including BLTX would be in the plan for considerations.
BLTX has followed the agency salary policies over the years. There have been a few years they have done cost of living for their paraprofessionals. Prior to the transition to CEA titles, there was not much coordination with County Programs. Now that the transition has happened the BLTX agents will follow CEA recommendation processes. We’ve not had a merit cycle since their transition. 

01/2021: Though those who have been called to serve in COVID-19 efforts have been glad to assist, however, how are these efforts being selected? Particularly, are they being measured as to whether they fit with our Agency mission? Also, is the money generated by Extension personnel participating in these events earmarked to keep the positions of those who are performing the work, or does it have another purpose?  If we have to do all this extra…we need positions filled. A couple of administrative days does not make up for the danger.

Requests can funnel down to the agency through TDEM/SOC for consideration. Agency decisions are made on a case-by-case basis depending on requests. Reimbursements can vary by incident. Reimbursements may generate one-time salary savings and be reallocated and spent within timeframes the funding is available. All funding is spent in support of the agency mission and within fund restrictions.

01/2021: How is outcome-based performance appraisal going to be adapted when agents are consistently being pulled away from their primary job responsibilities?

Agents are asked to complete a COVID Addendum to their Agent Achievement Report to make certain that supervisors are aware of all impacts that COVID has had on their programming. DEAs and CEDs are fully aware of the situation and will evaluate agents fairly and according to the work they have done in 2020, whether it be programming or COVID response.

01/2021: Why do our FCH agents, and Ag Agents one agent counties have to be the go-to person on testing in the school districts?  I know all the “they’ll only be support people, or they won’t have to do the testing excuses”, but my question is why us at all. What about the other duties they have in the county? 

This has likely been answered since it was submitted, but just in case… We are not directly involved in administering tests to faculty, staff, or students. Our role is to serve as a resource to help them become trained if needed, assist with data entry and generally be a connection between the school and the resources they need to be effective. No one that is at risk will be asked to go into a school and assist. The test kits are being delivered by DAR Agents, along with a form directing them to assistive resources. A contact for their local Agent is included should they need additional help.

01/2021: Why are alternate work locations not being approved?

Texas A&M AgriLife Extension Service supports supervisors and managers in implementing alternate work locations to meet the needs of the unit while helping to meet the employee’s needs and preferences, as long as such agreements serve to maintain or enhance the productivity or quality of services provided by the unit. Unit operational requirements take precedence over an employee’s request for an alternate work location.

01/2021: Why is AgriLife performing a free validation service for livestock shows? Instead, we pass the cost to the exhibitors, but that does not reimburse AgriLife for our time in the middle of cool-season planting when we could be out helping producers. We did not even perform COVID tracing for free and that was a global pandemic.

Validation is a process that was originally proposed by Extension to the shows as a way to keep things on a level playing field for our youth members and maintain the integrity of our program. Shows agreed to support our efforts and make validation required for exhibitors to enter their shows. The livestock shows return millions of dollars per year to our youth members through premiums and scholarships, as well as the sponsorship of our educational efforts across the state. Validation certainly does take some time, as does the rest of our jobs, but we believe it is an investment in our 4-H livestock program that is a great use of that time and resources.

01/2021: Many of us are utilizing Outlook calendars or other web-based calendar systems. When a webinar is sent out, would it be possible to ensure those are accompanied by a calendar invitation? Also, many emails from our DEA indicate “a calendar invitation is forthcoming” which clutters our inbox. Though it’s a small thing, it can make a very busy day easily unorganized!

We used the calendar invite with the last webinar and will continue to do this. We have worked out the technical issues.

Fall 2020

10/2020: What is the expected timeline for us to have more information on budget cuts, hiring freezes, cost of living or merit raises and any implications regarding personnel or reductions in force?

As noted in the previous response about Reduction in Force, we were notified in May from the State of a 5% budget rescission for the 2020-2021 biennium. A plan for addressing the rescission ($4.8M) has been submitted. We are awaiting confirmation of plan acceptance. Pending acceptance, there is no planned RIF within Extension currently. In August/September we will submit a legislative appropriation request for fiscal years 2022-2023 for state appropriations. The guidance received will determine future actions that may be required.
The agency will present its post-COVID budget for the 2021 fiscal year for approval to the Texas A&M System Board of Regents in August. Due to the budget rescission and economic uncertainty, the budget does not include a plan for merit. The fiscal years 2022-2023 budgets will not be known until after May of 2021.

10/2020: A RIF is anticipated. Can you address what that will look like, timeline, etc.?

We were notified in May from the State of a 5% budget rescission for the 2020-2021 biennium. A plan for addressing the rescission ($4.8M) has been submitted. We are awaiting confirmation of plan acceptance. Pending acceptance, there is no planned RIF within Extension currently. In August/September we will submit a legislative appropriation request for fiscal years 2022-2023 for state appropriations. The guidance received will determine future actions that may be required.

09/2020: Many continue to be concerned about being top-heavy. The biggest concern with that, if we are having to submit a 5% reduced budget, is where will cuts come from? Agents are afraid it will come at their level.  

Historically, AgriLife Extension has protected its network of agents to a greater degree than it has other types of positions. Over the past 10 years, AgriLife Extension has lost 11% of its agents. By comparison, it has lost 26% of its specialists. Furthermore, disproportionally large reductions in support positions have pushed certain responsibilities onto agents. (These responsibilities include marketing and promotion of programs, development of websites/blogs/podcasts, etc.) 
This additional workload creates real barriers and burdens for both agents and specialists. If a permanent reduction in the state budget occurs, then the administration will seek to balance the following considerations:
– Retain the agent network that is so valuable to serving Texans in all communities.
– Ensure that agents are supported by specialists with deep subject matter knowledge.
– Strive to support agents and specialists with experts in marketing and communications, program and product development, etc.  Over the last 16 years, upper administration has been cut by 63%. 

10/2020: In the face of restructuring and the need for cost reductions does the agency still understand the value the assistant agent structure provides the agency over other practices that have been previously tried with far less success?  

Yes, we understand the value.  No plans to eliminate these positions at this time.  

10/2020: Will an “early out” be offered, and if so, what will be the incentives? Will existing Agents keep their current jobs?

An “early out” would only apply to a few employees remaining on the civil service retirement system. It is not currently an option for those employees.
We were notified in May from the State of a 5% budget rescission for the 2020-2021 biennium. A plan for addressing the rescission ($4.8M) has been submitted. We are awaiting confirmation of plan acceptance. Pending acceptance, there is no planned RIF within Extension currently. In August/September we will submit a legislative appropriation request for fiscal years 2022-2023 for state appropriations. Pending guidance received, will determine future actions that may be required.

09/2020: If it is an agency goal to touch every Texan, as an agency we need to look like Texas. What is the agency’s plan to ensure future hiring is reflective of this? 

This will be a key element of AgriLife Extension’s long-term success. There has been no specific plan for diversifying the agency’s workforce. In the agency’s new business model, we will establish approaches to identifying appropriate candidates, recruiting them to apply for open positions, and retaining them once employed. Because this is currently a future aspiration, there are no specifics to share at this point. However, it may include items such as internship opportunities, graduate assistantships, establishing partnerships with other degree-granting institutions, identifying better communication options to notify potential candidates of job opportunities, etc. 

10/2020: How does administration plan to address systemic racism and privilege among administration and employees to serve every Texan?  

The administrative teams in AgriLife Extension and Prairie View’s Cooperative Extension Program have jointly charged a working group to explore the agencies and make recommendations on items to address. That working group will be reaching out to agency personnel for input before making recommendations to the administrative teams of both agencies.

10/2020: Agents don’t feel VALUED or appreciated. Recent point, many of our Agents have been appointed to the Strike Team duties of COVID-19 Response and PPE Delivery. I know for a fact many of our Agents have gone above and beyond and worked 16-18 hour days for the good of our Agency, then yet have been told that meals will not be reimbursed, if they are allowed to travel home at night. So, our Agency asks Agents to work up to 18 hour days, drive through meal breaks, all while putting their own health and their family’s health at risk but we can’t afford to reimburse them for fast food drive-through meals? I believe some serious reflection on this situation needs to take place. This is also a prime example of one of the many morale killers, Agents have experienced.  In the last biennium, we were given a $6 million infusion to work on EM. We hired a hand full of DAR agents and were told a portion of county coordinators’ salaries were shifted to these funds. We did not hire $6 million worth of DAR personnel and we had to pay county coordinators salaries regardless of if we had gotten these funds. So where did the $6 million go? Where we in such bad shape as an agency that $6 million was needed to plug a deficit that great? 

The non-overnight meal reimbursement is an IRS regulation. The initiative is for $3.4M annually with 27 authorized positions.  Of that 19 are DAR agents across the state.  The other 8 are specialists and a business coordinator.  Funds also go to support strike teams’ efforts and operations of the initiative.

09/2020: Central Administrators have been very engaged in emergency response often doing menial tasks. This has kept them extremely busy and often unavailable to fulfill their administrative function. Why do they not assign people beneath them these tasks so that they can respond to agents’ programming and administrative issues?  

Leadership and engagement of emergency management and response are needed at all levels of the agency.  Often a CLT member is working and mentoring other newer employees to ensure our strike team members are supported.  Additionally, our CLT members are working side by side with their counterparts from other agencies.  

10/2020: Early in the agency’s COVID response a tremendous amount of effort was placed on increasing agents understanding on how to effectively use technology tools such as Eventbrite, Social Media, Teams, Zoom, etc. to deliver programs. In most cases this was very basic training that should have just gotten us up to speed with what our coworkers and other businesses were already doing. Where is the second round of training on how to use these tools beyond the minimal level that has been provided?

There is a plan to provide follow-up training and resources to equip AgriLife Extension employees to deliver distance education and to fully utilize the tools available. A plan should be shared by early to mid-August.

09/2020: How are the programs advertised on the AgriLife calender.tamu.edu page being selected? Is there an opportunity for county programs to be promoted on this site as well?  

Calendar submissions are made by emailing  ExtensionNotices@ag.tamu.edu. Currently, these submissions are being received at the regional level as the new calendar system is implemented. County program listings will soon be made available and tagged appropriately to identify program area, location, other details. The overall goal is to offer a statewide events calendar. 

10/2020: Is Treye Rice still working to “free” the curriculum scattered across all our websites and behind the bookstore wall?

AgriLife Communications is currently going through a unit review to assess the next steps in supporting a strategic approach to marketing and communications. The “free” the curriculum effort has been paused until next steps are identified for the AgriLife Communications team (by mid-August).

10/2020: Why are we required to charge for programs, especially for Healthy South Texas programs that have funding? If a County Office has funds from the County Court to pay for program needs, why can’t we use those funds? Isn’t our goal to get people to come to our programs so we can help them? It is hard enough to get them to come to free programs. When you add a program fee, competition from other agencies, and online classes, that sets up a huge barrier for participants.

AgriLife Extension benefits greatly from the investment that the federal, state, and county governments provide to us. However, if we were to rely solely on those contributions, the agency would be much smaller and its capacity to serve Texans would be diminished. In order to remain viable, Extension must generate revenues to supplement the governmental investments. Ideally, programs would take several items into account when deciding whether, and how much, to charge for an offering. Target audience and competition are two key factors. As part of our strategic planning process, we will be exploring product pricing and ways to engage clientele/customers through a portfolio of products that may range in price, including free products. 

10/2020: Agent was told that the agency would be able to bill for 20 hours a week for each of the FCH agents time which will help us with budget -if this is true, that is great – just would like to hear that from admin. Will county budgets be reimbursed for time lost with agents not doing county business/programming? 

Counties and agency reimbursement are separate claims with TDEM and FEMA.    For the current COVID-19 response, the agency has an intrasystem agreement in place with TDEM for several tasks that the agency is collaborating on (i.e. PPE and medical distributions, contact tracing, etc).  The agency will seek task reimbursement based on eligible agency expenditures.

Summer 2020

08/2020: Why are the government agencies such as USDA handling all facets of the CARES Act and other information as it relates to COVID-19? 

Federal relief funds have been channeled through the appropriate Federal agencies ( i.e. housing through HUD, Ag. through USDA etc…).  Funds coming directly to the state are facilitated by TDEM (i.e. FEMA).  

08/2020: What opportunities outside of the sounding board do you see for employees to stay connected to you during the year?   

Employees can take advantage of the Lunch with Leadership Teams webinars to stay current on agency programming and activities. Attendees have the opportunity to ask questions during the live chat and webinar replays are made available via a private link emailed to all Extension Employees. Other communications such as the frequent COVID-19 Agency Updates and Director’s Message are channels to stay connected. At all times, any questions or concerns can also be emailed directly to the Associate Director for Communications for a prompt response. 
Depending on face-to-face meeting protocols, interaction with administration will still occur at Association Board and Annual Conference meetings, spring and fall district and regional conferences, departmental and unit retreats, and other identified program meetings and conferences. 

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