1. Using GaCounts Data to Assist in the Development of Faculty Activity Reports for County Agents Updated October 3, 2014 Marcie Simpson, Program and Staff Development Specialist

2. Dossier Impact Statements Annual Faculty Activity Reports Other

3. “Each candidate for promotion will be judged on the basis of his/her superior accomplishment of assigned and budgeted duties that go beyond what would normally be acceptable performance and contribution to the reputation of the University and public service and outreach.” (Public Service and Outreach Academic Rank, Guidelines for Appointments and Promotion, January 2013) http://outreach.uga.edu/publications/

4. A Faculty Activity Report (Word document) is submitted annually to the District Extension Director. The faculty activity report is the cornerstone for future dossier preparation for CEAs. The report is designed to assist in facilitating improved faculty counsel, professional management, and appropriate assignment of merit raise pools. This document may have other practical uses in judging individual faculty workload assignments and performance levels clarifying faculty administrative expectations or serving as a framework for conducting annual faculty reviews. (CAES Intranet) http://www.caes.uga.edu/intranet/coextopr/reporting/activityrep.html

5. Reporting Procedures & Word Document http://www.caes.uga.edu/intranet/coextopr/reporting/activityrep.html This is the traditional faculty activity report outline.

6.  Provides a starting point for your activity report.  Is quantity (numbers) oriented not quality (impact) oriented. But impact narrative can be added to the personnel activity report.  Is an excellent archive for programming activity.  Does not create a faculty activity report at the push of a button – but it comes close.

7.  Enter the appropriate details for the following result statements either in GaCounts or type in after activity report is pulled: ◦ Supervision ◦ Mentoring ◦ Collaborative Efforts - Public Service & Outreach ◦ Collaborative Efforts - UGA Colleges & Schools ◦ Collaborative Efforts - University System of Georgia ◦ Collaborative Efforts - Government Agencies ◦ Collaborative Efforts - Other Organizations ◦ Needs Assessment Activities ◦ Program Accomplishments ◦ Additional Achievements or Activities You can add these narrative result statements through GaCounts or directly into the generated word document.

8.  Enter the appropriate details for the result statements.  Note that the end date should fall within the faculty activity report dates.  Be sure to click “Add Result Statement”

9.  All “Result Statements” show up for the designated time frame based on the result statement end date.  You can change the end date on statements if they are still applicable. For instance, if supervision has not change from year to year simply edit the end date.

12.  Enter appropriate dates.  Select “Normal” for output type  Click “Pull Report”  If end date blank, current date is the default  Larger reports will take several seconds to generate  If a large number of users are pulling reports, allow extra time for the report to generate.

13.  Select “Open with” or “Save”. Ultimately you will need to save to your desktop.  If saved, open document and edit to meet you needs. Do not forget to save the final version.  Submit as directed by your District Extension Director. Other items may be required.

14.  Text within the document is often in table format.  Don’t forget! If you make changes to the word document titles, contacts, etc., these changes are not reflected in GaCounts. Therefore, the next time you pull a report the old version will appear.  Edit the original data in GaCounts as often as possible

15.  Follow guidelines and requirements of your District Office.  Ask PDC for specific details and examples of “Excellent” reports. Get an idea of what “Excellent Content” looks like. Then work on your own formatting.  For technical assistance with GaCounts contact Ali Merk, gacounts@uga.edu or 706- 542-7786