Reporting Descriptions and Deadlines

Reporting Descriptions and Deadlines

Below are descriptions and deadlines for the required reports throughout the fiscal year. For questions about deadlines shown for a specific report, please contact your Area Director, as they might have earlier deadlines, specific to their needs.

For any reports entered into KERS, the deadline shown is when the window for submission closes. These dates do not change, even if they are over the weekend. Any information not entered by then will not be entered into KERS for that fiscal year.

Affirmative Action Plan– complete submissions online by June 30th of each year.

(Area Extension Directors may have earlier due dates for their review and recommendations)

The Affirmative Action Plan is a working document and guide for actions in demonstrating our commitment to programs available to all citizens. This includes involving citizens in the design and implementation of these programs. There is one county plan – not a plan for each agent. Each agent can be identified by initialing the goals and activities in which they are engaged.   The Affirmative Action Plan can be accessed by going to KERS and selecting “Affirmative Action Plan” from the Menu located on the left of the homepage. Agents can visit the Program & Staff Development website and click on the “Affirmative Action” tab at the top to view tips on what to include in the plan. Agents have until June 30th to provide a Brief Description, Council Makeup, Affirmative Action Goals, and Action Strategies in their plan for the upcoming program year (2024-25).

NOTE:  Agents can enter their data into the Affirmative Action Plan by going to KERS and selecting “Affirmative Action Plan” from the left side of the page.

NOTE: Agents can review or print the Affirmative Action Report, by going to Extension’s “internal site”. Under “Agent Information”, click on Extension Reports, then select the year of the Affirmative Action Plan to be viewed/printed. Agents can select from two options – the complete plan or the executive summary.

NOTE:  Affirmative Action Reports for 2023-24 must also be submitted during this window of time.

Affirmative Action Report– complete submissions online by June 30th of each year.

(Area Extension Directors may have earlier due dates for their review and recommendations)

The Affirmative Action Report reveals the efforts and outcomes attained from a county’s Affirmative Action Plan. Moreover, it is the annual accounting of efforts and successes in reaching the identified goals. In order to collect this information, there are two questions and a chart that summarizes the year’s minority/gender-based involvement at the end of the Affirmative Action Report.  Remember that these refer to accomplishments for the  (current) year.  Agents are to select the “Affirmative Action Report (FY2024)” in KERS (along the left side of the page) and complete the information by June 30. Agents will notice that the boxes at the end are the only portions of the report where data can be entered. Other sections of the report were reviewed and revised when the Affirmative Action Plan was submitted the previous spring.

Note: Affirmative Action Plans for (2024-25) must also be submitted during this window of time.

All new in-services should be submitted into KERS at least two months in advance.

This allows agents ample time to plan for in-service trainings well in advance.  However, since new opportunities are added to the catalog throughout the year, be sure to review the catalog monthly.

Instructions for submitting in-services are here.

Monthly KERS Reports – Final 2023-24 Reports due July 15th of each year.

Service Log Report – Documents Leave, Expenses, Meetings/Activities, and Statistical contacts

SNAP-Ed Reports – Documents time, efforts and contacts with SNAP eligible (formerly Food Stamp) audiences; All agents have an obligation to submit SNAP-Ed reports

The Monthly Statistical Report is used by Extension employees to record the amount of time they devote to various programming efforts. The individual completing the report also reports the number of contacts made with clientele during that time block. All professionals and paraprofessionals are required to submit monthly statistical reports.

The data collected through this system is used to generate a profile of how Extension is utilizing its human resources in terms of days expended toward various programmatic efforts and to document our compliance with civil rights and affirmative action requirements. This information is used for state reports, Public Relations efforts, accountability with University Administration, budget accountability, funding requests and programming plans.  It also provides county staff with important data for sharing with local decision-makers.

The Monthly Statistical Report is a part of the KERS web-based reporting system, found among the “Service Log” reports.

2024-25 Plan of Work (POW) – complete submission online by June 30th of each year.

(Area Extension Directors may have earlier due dates for their review and recommendations)

Each year, we roll over the previous year’s POW.  All major programs will be available to counties, including most updated planned activities and events, evaluations and outcomes to be measured.  The window of opportunity for POW submissions will continue through June 30, 2024.

NOTE:  POW submissions must be made during this window of time, as the POW will lock down (i.e., unable to edit) on June 30.

Program Indicator Report- due July 15th of each year from all counties.

These reports are available in on the Extension Impacts page and accessible throughout the year. 

The Program Indicator Report is used to collect data about program accomplishments expressed in terms of indicators related to Extension’s Strategic Goals and our State Plan of Work.  One combined report is required per county. Agents should submit their numbers individually using evaluation tools associated with strategic initiatives and major programs. This is the best way to provide numbers that can be used for this report. The KERS reporting system compiles all the numbers, providing a countywide report.

Success Stories – Due July 15th of each year. (At least five (5) per agent submitted through KERS) Agents are now required to submit at least one success story per quarter.

Success stories should relate to significant program accomplishments, particularly those outcomes and goals identified in the Plan of Work.  The main focus should be on outcomes, with the results revealing at least those clientele experiencing changes in practice (What are people doing differently as a result of involvement in Extension Programs?). The reports can also document participant changes in knowledge, opinions or skills (KOSA), as well as, social, economic or environmental changes (SEEC).

Contact Information

Pamela D. Holbrook
Administrative Support Associate I

708 W.P. Garrigus Building Lexington, KY 40546-0215

+1 (859) 257-7193