| New Agent Handbook | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Welcome to the NDSU Extension Service! This handbook has been developed by the North Dakota Association of Extension Agents (NDAEA) to help ease your way into your new position. Not all the items in this book will pertain to your job requirements, and there will be many more tips and tools you will learn as you go. We hope that you can use this guide as a quick reference to jog your memory as you begin your journey with Extension. Contents Internet Links and Online Forms Here are a list of some common questions about day-to-day operations, along with those hard-to-remember paperwork items. Use the space at the end to add your own reminders. Requesting Leave To account for your vacation or sick time, you are responsible to fill out the four- by six-inch Notification of Employee Leave card upon returning to work. Send the white copy to your district director, and keep the yellow copy for your records. "Notification of Employee Leave" cards are processed on an on-going basis. Late Leave Cards and errors must be submitted to the Office of Human Resources/Payroll for entry and/or correction. As a full-time Extension agent, you will earn 16 hours of annual leave and 8 hours of sick leave per month. Making Adjustments to your NDSU Benefits To ask questions about or make changes to your NDSU benefits, call the Office of Human Resources at 701-231-8961. Don’t overlook the FLEX benefits, which allow you to take out money pre-tax to pay for dependant care, medical, vision and dental bills. It’s easy to set up and a great way to save some extra money! Calculating Mileage and Meals for Travel All mileage and meals are reimbursed by county budgets unless specifically authorized by district directors. Mileage to and from annual state conference is paid by the state, and you must carpool with at least one other NDSU employee to qualify for the full-state rate. You may claim only half the state rate if you choose to travel alone, but you may request reimbursement from your county for the remaining half if funds are available. All travel must be calculated from either your home or your office, whichever is closer to your destination. Unless otherwise stated, all lodging is paid by your county. Taxable meals are reimbursed by the state for day trips (state bills your county). Nontaxable meals are reimbursed by county funds in the event of overnight stays. Out-of-state travel authorizations must be submitted to your district director at least 10 days before traveling outside North Dakota. Counties that border state or country borders must submit a blanket out-of-state travel authorization annually to cover travel made to such adjoining counties. For forms and instructions, go to: www.ndsu.nodak.edu/accounting/services/travel_auth.html Using the Tax-Exempt Status for Lodging Be sure to request
exemption when paying for business-related motel rooms. NDSU’s tax exempt
number is Direct Billing at Motels Most motels will allow you to send the lodging bill directly to your county. After clearing authorization with your county auditor, ask the desk attendant to direct bill when you check in. You will need to give the address of your county office, or auditor’s office, and the NDSU tax exempt number (E-5411). Usually, you will only need to set it up once, as the motel will keep your information on file. Do not direct bill any motel expenses other than lodging. If you’d like to charge meals, etc. to your room, be sure to pay for them before checking out. These cannot be charged to your county. Professional Development Plans A professional development plan (PDP) is a record of what you hope to accomplish with your own training in the coming year. It is due October 1 of each year. To complete a PDP, simply draft a document about what sort of continuing education plans you have for the coming year. Send the document to your district director, along with a completed PDP form from the “Competencies” category in Blackboard on the Internet. A PDP must be completed before accessing any grants or funds to help pay for continuing education expenses. Narrative Reporting Staff are encouraged to develop handouts that are more like newsletters to share with county commissioners, legislators, advisory committee members and others. Rather than list everything you've done over the past couple months, try to focus on a program that's having an impact in your community. Decision makers saw you working at the fair, but they might not realize you were behind the character education program in the schools. Some counties develop monthly reports, but you're asked to do them at least quarterly. Most counties combine information from all the staff to show the diversity of programming and interdisciplinary work. Ask for ideas and samples from your mentor and review the current process for your county with other county staff. Make your narrative brief, easy to read and attractive. And don't be afraid to share it with many people. As a publicly funded agency, you can't be shy. Tell people what you're doing. Here are some helpful guidelines for completing Narrative Reports.
A reference that you will find invaluable is the “County Chair Workshop” binder. There should be one in your office. If not, call your district director and ask for one. The responsibilities of the county chair include: administration, staff communications, office management, resource procurement and accountability, program coordination, civil rights, diversity, youth protection and risk management. The white “County Chair Workshop” binder has details on nearly every aspect of your county chair duties. Working with your County Budget Don’t forget that your county auditor is a valuable resource to your office! If you haven’t already, make a trip to your auditor’s office to look at the past budgets for your office. These will be very helpful to review, as each county has different financial constraints. For your first year, it may be sufficient to nearly copy the previous year’s budget. Be sure to make changes that reflect your salary, and any changes in salary incurred by other staff members in your office. Extension staff will receive a salary summary from their district office. Support staff salary summaries can be obtained from your county auditor. Remember to ask your auditor or co-workers about expenses that you do not understand. You’ll get more comfortable estimating expenses after completing a year. It is very important to plan ahead for purchases that may be expensive. Getting county approval before the budgets are signed is much easier than begging for it later. Most counties want a draft of your budget on or before September 1 of each year. It is a good idea to
find out what your mil levy is, and how much a mil is worth in your county.
Your office will be allowed x amount of mils, which is voted on by the
public. Money needed for your office that exceeds the mil levy must come out
of the general fund of your county. Ordering Cost Share Equipment Technological equipment can generally be cost-shared between your county and NDSU. You will receive notification from your district director when (and if) equipment cost-share is available. At least 50 percent of the cost needs to come from county funding; NDSU will pay the balance. The first step to getting new equipment in your office is to check your budget and/or visit with your auditor and county commissioners to secure the county’s share of the funding. Next, visit with your district director about your equipment plans. After approval from your district director, you can access the Web site to get a baseline estimate. Your district director will help you make the right contacts to place the order. When taking samples or working on a diagnosis or identification for a producer, many steps can be eliminated by knowing the proper questions to ask. Each situation will have a certain protocol you will learn. Here is a list of sample questions to get you started. You will need to use your own judgement to decide which are appropriate for your situation, but it is always better to have too much information than not enough. Crop related questions
Livestock related questions
Remember, crop and
livestock questions will not be the only ones you receive. Be sure to ask
the species, variety, age and plant history when trying to solve lawn and
garden and other horticulture questions. In any situation, try to be as
thorough as you can. Sending in Samples There are some cases where you cannot make a diagnosis on your own. You’ll have to take samples and send them to a private lab, or NDSU labs, in order to receive a definitive diagnosis. A few tips to keep in mind: Unless you are positive, call the lab before you take a sample to find out exactly how the lab wants the samples preserved. It is also nice to give the lab a “heads up” that your sample is on its way. Unless specifically stated by the lab, do not send samples on Thursday or Friday. Sitting in the unknown conditions of a post office or truck over the weekend may compromise the integrity of the sample. Find out if the lab has a specific form to include with the sample, or what information they need to process it. Soil samples can be sent to a
private lab or the soil testing lab at NDSU. Fill out the required form and
package sample in the provided brown bags. Be sure to list the depth of your
sample and do not seal airtight. Place sample in the refrigerator until
shipping can be arranged. Mailing
address for NDSU soil samples is: NDSU, Room 103 Waldron Hall Water sample packaging depends on the type of sample you are sending. Samples to test if the water is safe require much less water than a sample for chemical analysis. Very basic household samples can be tested at your local health unit. Some Extension and NRCS offices will have basic testing kits as well. For more detailed information, a commercial lab might be a better option. Most labs will take samples in a clean, quart jar. When taking a household sample, take off the faucet fixtures and allow the water to run for a few minutes before sampling. If you are sampling a dugout or other livestock water sources, it is a good idea to wade in and take the sample as if you were an animal getting a drink. After taking your sample, keep it cool and out of the sun. Get it to the lab for analysis ASAP. It is best to sample early in the week, rather than refrigerate a sample over the weekend. Plant samples. When taking diagnostic samples for crop disease, be sure to include several entire plants and as much root as possible. Shake off the excess soil or wrap intact soil and root ball in a plastic bag to prevent any soil from contacting foliage. Do not wash or pound the plant. Take samples that represent various stages of the condition. Wrap sample with dry paper towels and place in a re-sealable plastic bag. Arrange the dry paper toweling inside the bag to prevent foliage from directly contacting the plastic, and seal the plastic bag. Fill out any provided paperwork, and be sure to write a summary of what you found and saw in the field. Photos or digital images are usually very helpful. Note any lesions, discoloration or weakness you noticed on the leaves, stems, and roots. Send to commercial lab or NDSU plant pathology lab. If the sample is sent to an out-of-state lab, there are certain federal requirements that must be fulfilled: be sure to place the sample in another re-sealable plastic bag, so it is double bagged; and place the double-bagged sample in a sturdy box and tape all the seams. If a delay in mailing the sample to a lab is expected, keep the wrapped sample in the refrigerator until ready to ship. In general, do not freeze plant material intended for disease diagnosis. Samples can be sent to the NDSU Plant Diagnostic Lab, PO Box 5012 (306 Walster Hall), Fargo ND 58105. The phone number is 701-231-7854, and the general e-mail address for the plant diagnostic lab is diaglab@ndsuext.nodak.edu. Forage samples are easiest to test if they are taken with a bale corer. Take one sample for every 10 bales and mix in a pail. Sub-sample from the pail. Send different sub-samples in for every variety of forage. Silage should be fermented in a pit or pile for at least six weeks before sampling. Ensiling changes some of the chemical composition, so samples are more accurate after several weeks of fermentation. If samples are taken from the field, remove plant tissue as if you were a grazing animal. Once samples are collected, send to a reputable laboratory for analysis. For lists of certified forage testing laboratories, go to www.foragetesting.org and click on certified labs or 2006 NFTA Certified labs (adobe file). Most labs analyze forages using an NRI technique, so labeling sample properly is important for an accurate analysis. With unusual forages or mixtures of forages, the wet chemistry technique is recommended, but only available at select laboratories. Seed germination samples can be placed in the bag provided by the Seed Department and sent to N.D. State Seed Department, PO Box 5257, Fargo, ND 58105-5257. Insect samples may be sent to NDSU’s entomology department for identification. It is recommended that soft-bodied insect specimens be preserved in the alcohol vials that can be provided by NDSU. Use an 80% ethanol or isopropyl alcohol (rubbing alcohol) solution in vials to preserve insects. Mail alcohol vials in two sealed plastic sandwich bags to prevent leaks during transit. Hard-bodied insects should be killed and then packaged carefully in a sturdy box to prevent damage during mailing. Insects can be killed by placing them in boiling water for a second or two, or in the freezer for several hours. Do not seal dead insects in plastic bags unless otherwise directed. Entomologists can often identify common insects via digital photographs. Please include host (plant, animal) information with insect specimen, when known. This is very helpful in making proper identifications. Insect specimens can be mailed to: Dr. Janet J. Knodel, Extension Entomologist, 202a Hultz Hall, Department of Entomology, NDSU, Fargo, ND 58105. Telephone 701 231-7581; FAX 701 231-8557; janet.knodel@ndsu.edu. Animal samples. When sending in entire small animals or parts from larger ones, care in biosecurity is a must. State law reads that all specimens must be double sealed in plastic bags. Use caution that there are no leaks. Place the sealed sample in a well-cushioned, sturdy box or can for shipping. DO NOT SEND IN PADDED ENVELOPES! Unless otherwise directed by the lab, place non-leaking, double-bagged ice packs both under and above your sample. Send to private lab or NDSU’s veterinary diagnostic lab. If you have any questions about submitting samples, contact the laboratory. The NDSU Veterinary Diagnostic Laboratory's phone number is 701-231-8307 or 701-231-7527. Be sure to work with your local veterinarians whenever possible. If you are the 4-H contact for your county, there are several duties to keep in mind. County Extension’s main role in the 4-H program is to act as facilitator and moderator. You are the liaison between the state 4-H office and your leaders and members. The “State Fair 4-H Division Exhibit List” book will be very helpful to you in organizing and learning about 4-H projects. It is published yearly and usually delivered to your office in early May. Specific questions about projects may be referred to the appropriate superintendent as listed in the State Fair book. All paid and volunteer staff, both current and potential, must attend a youth protection policy training, complete youth program volunteer application (Form B), sign an adult behavior expectations form (Form A), and have their name submitted through the North Dakota Child Abuse Information Index for clearance. As the 4-H contact, it is your job to be sure that all staff and volunteers are up to date on this policy. Complete instructions for the youth protection policy are listed in the white County Chair Workshop binder in your office. Instructions are also available on the 4-H and Ag Policies Web sites. It is suggested that 4-H council meetings be held on a quarterly or biannual basis however, some counties may meet more often. Extension staff typically do not have a voting position on the council. It is important to remember that different counties have different bylaws, so what works in one county may not work in another county. It is helpful if the county 4-H bylaws model the state bylaws as closely as possible. The primary function of most County Crop Improvement Associations (CCIA) is to facilitate the increase of new seed varieties from N.D. Foundation Seedstocks. For more information on the seed increase program, go to www.ndcropimprovement.org. CCIAs may also designate the content of crop-related Extension programs and provide some funding for such programs. Most CCIAs have a board with officers and members. Extension’s main role is again one of facilitator and moderator. It is up to your county bylaws whether Extension has a voting position or not. In some counties, the agent is automatically the secretary or treasurer of the organization. Most CCIAs will have a set of bylaws that designate fees, rules and other information specific to your county. The agent serves as a liaison for the CCIA, North Dakota Crop Improvement and Seed Association (NDCISA), North Dakota Foundation Seedstock Department (NDFSSD), and other state and national organizations. Another important job for agents and CCIAs is conducting commodity elections. These are an official election authorized by state law. North Dakota commodity groups are on a three or four year rotation for conducting delegate elections to their respective state association or council. Each county elects a delegate to serve on the district board for individual commodity groups. A representative from the district level is then elected to serve on the state association or council. County elections need to take place before mid March of each year. Any producer, or their spouse, who grows that particular crop are eligible to vote for a delegate. You will get a letter and packet of information well in advance with all election material and election procedures, so you can plan and schedule your commodity elections, usually in conjunction with your annual AG day or other producer (educational) meeting. North Dakota Soil Conservation Districts In 1935, President Franklin D. Roosevelt addressed the problem of soil erosion in the nation by establishing the Soil Conservation Service, now called the Natural Resources Conservation Service which is within the United States Department of Agriculture through the Soil Conservation Act. At first, it was thought the federal government through the Soil Conservation Service, could manage the whole program, but it learned the task needed local support and direction. The Soil Conservation Service needed farmer’s help and cooperation to put together an effective program. In 1937 President Roosevelt asked all state governors to promote legislation to allow the formation of soil conservation districts. North Dakota Governor Bill Langer called this to the attention of the State Legislative and Senate Bill 222 was introduced. The North Dakota Legislative Assembly adopted the Soil Conservation District Law (NDCC 4-22) March 16, 1937. The law provided for the creation of soil conservation districts. Farmers and ranchers from 1937 to 1952 organized sol conservation district covering North Dakota. Extension’s assistance was vital in the organization of local soil conservation districts. Extension became responsible for conducting educational programs and elections for such districts. North Dakota currently has 55 soil conservation districts. Soil Conservation Districts in North Dakota are by law, subdivisions of state government. Much of the work performed by soil conservation districts involves helping farmers and ranchers protect soil, water, and other natural resources on their property. The Soil Conservation District program is most effective when working in partnership with other private and public individuals and groups. The Soil Conservation District is a vital part of the state-level and local partnership efforts. Often the state and federal agencies interested in the conservation and wise use of the state’s natural resources need a local sponsor or point of delivery for state and federal initiatives and programs. The soil conservation district can develop its own set of program to fit local needs, and to address other related natural resource condition important to private landowners and managers. The people who make the decision and provide the local leadership are the heart of a Soil Conservation District. These people are called supervisors. The soil conservation district is governed by three elected and two appointed officials. They represent the land users in developing and implementing the soil conservation district goals and programs. The soil conservation district is uniquely qualified to link the financial and technical resources of state and federal partners to private landowners or managers. The elected and appointed officials have the trust and confidence of most landowners and know local resource conditions and needs. Soil Conservations Districts are local agencies that provide landowners with technical expertise through the Natural Resources Conservation Service to install conservation practices on the land. Since the inception of Soil Conservation Districts the Extension Service has been partners with Soil Conservation Districts and the Natural Resource Conservation Service in promoting conservation and wise stewardship of the land. History has had the NDSU Extension Service Extension Agents/Agriculture serve as District Secretary. Today the NDSU Extension Service mainly serves in an advisory capacity to the district board. Over the years this partnership has been instrumental in providing education to land owners and the general public on conservation issues. Because of this close working relationship and similar mission to serve the people of the state, Extension Agents/Agriculture are strongly encouraged to be part of soil conservation district programs and activities. Internet Links and Online Forms CYFER Net NDSU chat room NDSU login page — to
access e-mail, calendar, etc. NDSU forms (for travel,
expenses, etc.) A wonderful clip art
site — useful for bulletin boards, newsletters etc. Links to all state
extension sites (Univ. of Ill.) Livestock judging, horse
judging, seed ID and much more under the Agrimania tab (first yellow tab) Publications from the
USDA on “how to buy” various foods from fruits and vegetables to meat and CDMS — labels of various
chemicals Pro Crop
Row crops and oil
seeds ND pesticide
certification
Weight Liquid Measure Length Area Speed Volume Temperature To convert from Fahrenheit (F) to Centigrade (C), subtract 32, multiply by 5, and divide by 9. To convert from C to F, multiply by 9, divide by 5 and add 32. One Fahrenheit degree is 5/9 of a Centigrade degree. Storage Calculations Rectangular bins: Round bins: Volume Calculations Standard weights Malt 34 To find tons of hay in a stack: Obtain length, width and distance “over” the stack (from side to side in case of a long stack). Multiply the “over” by the width, divide by 4 and multiply by the length. Divide this by 400 to 525, depending on the kind of hay and how long it has been in the stack. Obviously, this is a rough estimate ONLY! To reduce volume of hay to tons: When hay has been in a
stack for 30 to 90 days, divide by 485 for alfalfa, by 640 for timothy and
600 for wild hay. If it has been in a stack for over 90 days, use 470 for
alfalfa, 625 for timothy and 450 for wild hay. NDAEA New Staff Development Committee Craig Askim Mike
Hanson Revised September 2007 |