Program Committee Chair Training

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Program Committee Chair Training
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Training Agenda

• Conference Program
• Housekeeping items and deadlines
• Action and Information Items
• Accomplishment Report
• Cross-Committee Issue Work

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Conference Program
Click
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Key Points from the Program

• Monday, Aug. 24
• 330 PLC meeting with committee chairs and
  vice-chairs
• 500 Newcomer orientation
• Tuesday, Aug. 25
• 1000 Committees with Admin. Advisors
• 130 Committee report back session
• 330 Committees with Admin. Advisors

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Key Points, Continued

• Wednesday, Aug. 26
• 1030 Committees without Admin. Advisors
• 100 Cross Committee Issue Work
• 330 Committees with Admin Advisors
• Thursday, Aug. 27
• 645 am PLC meeting with both outgoing and
  incoming committee representatives
• 1030 Action Info items presented to ASRED AEA

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Housekeeping Your Committee Page

• Go to PLN website http//srpln.msstate.edu/
• Select Program Committees Tab
• Select your committee

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Housekeeping Committee Page
What You Will Find Officers Conference Call
Dates Membership list Listserv address 2008-09
Plan of Work Minutes Accomplishment Report
Link State Report Wiki Link (if using) Action
Info Item Templates 2009-10 Plan of Work Template
Note Site is maintained by the Southern Rural
Development Center It is the Committee Chairs
responsibility to provide updates.
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Housekeeping State Reports

• Link to State Report Wiki on Committee Page
• State Report Wiki ready for committees that
  requested it
• Due prior to August 26 Conference
• Chairs notify members of process for submitting
  reports and whether to bring paper copies

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Housekeeping Update 2008-09 Plan of Work

• Due August 27 (end of conference)
• Select Update Current Plan of Work (DOC) from
  your committee page
• Update information
• E-mail updates to Rachel Welborn
  rachelw_at_srdc.msstate.edu

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Housekeeping Create 2009 -2010 Plan of Work

• Download Plan of Work Template from your
  committee page
• Fill in new Plans of Work, new officers and new
  PLC representatives
• Due August 27 (end of conference)
• E-mail to rachelw_at_srdc.msstate.edu and
  aliciab_at_srdc.msstate.edu

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Housekeeping Membership List

• Update Membership List
• Due August 27 (end of conference)
• A hard copy of list will be distributed to
  Program Committee Chairs
• Pass list around in committee meeting
• Return updated list to registration table
• Additional updates throughout the year email to
  rachelw_at_srdc.msstate.edu

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Housekeeping Electing Officers PLC
Representatives

• Officers serve a one year term, but can move up
  from one office to the next
• 1862 and 1890 PLC Representatives serve a 3-year
  term
• New 1890/1862 PLC Reps accompany current Reps to
  PLC meeting Thursday, August 27, 645 a.m.
  (location to be announced)

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Action Information Items

• Due Wednesday, August 26, by 500 p.m.
• E-mail to alanb_at_srdc.msstate.edu and
  rachelw_at_srdc.msstate.edu
• Template for Action Information Items on SRPLN
  Program Committee Page

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Action Item

• An action item is a proposed activity or policy
  decision that the joint AEA and ASRED
  administrators must approve before the committee
  may proceed.

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Action Item

• Characteristics
• Concise
• Clear
• Meets one or more of the following
• Requires a commitment of resources from both 1862
  and 1890 institutions
• Changes established practice
• Impacts others outside of the committee

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Action Item Good Example
Commits resources

• Health Disparities Family and Consumer
  Sciences
• Background A regional meeting of FCS Program
  Leaders Specialists is needed to
• 1) provide professional development in the area
  of health disparities
• 2) explore opportunities for multi-state and
  interdisciplinary efforts and
• 3) form teams to write proposals for funding,
  development or adoption of health curricula
  across the region.
• Action Requested Approval for a regional
  meeting
• Time line September 1, 2007 - August 31, 2008

Concise
Committee cannot move forward w/o approval
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Action Item Poor Example
Encourage Participation in National Meetings
Phantom Committee Background Due to the
impending success of the national eXtension
effort, faculty of state Extension organizations
have more opportunities to collaborate with
colleagues on a broader scale. Participation in
national meetings would give faculty more
opportunities to network with their counterparts
and learn of ongoing activities in which they can
partner. Extension leadership is asked to
consider supporting the increase in attendance by
faculty to national meetings that could improve
relationships and collaboration between state
organizations. Committee (s) Involved All
committees Action Needed Approval for
professional faculty/staff to attend national
meetings. Time Line 2009 and beyond.
Verbose meanders
Approval of travel is an administrator choice,
not group
Vague
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Information Item

• An information item requires no action from AEA
  and ASRED and conveys interesting information
  regarding current issues, proposed activities or
  work conducted by the PLN committee.

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Information Item

• Characteristics
• Concise
• Relevant to both AEA and ASRED Administrators

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Information Item Good Example
Interesting to ASRED AEA

• Guidelines for Charges, Royalties, Permissions
  Sponsorships
• Background The region needs to establish guiding
  principles. The Communications Committee will
  take the lead to create the document and submit
  it for review to PLC prior to October 18
  conference call.
• Committee Communications
• Time Line October 18, 2007

Concise
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Information Item Poor Example

• National 1862 Program Development Conference
• Background Several faculty members from land
  grant institutions will attend the national
  conference of 1862 professionals as an
  opportunity to network with colleagues from other
  states and learn of programs being developed that
  may be of use in the southern region. The
  meeting will be held in the beautiful state of
  North Carolina at the NCSU campus in the spring.
  Tours are planned to see demonstrations of
  successful program development activities.
  Outdoor receptions will be held each night to
  enjoy the warm weather. Faculty members are
  encouraged to register.
• Committee Phantom
• Time Line 2009

Narrow focus
Verbose
Does not provide interesting information on
committee work
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Accomplishment Report

• Access link from committee page
• Ready now for 2009 input
• Due August 27 (end of conference)
• Ideal Length One page bulleted list
• Showcase committee accomplishments during 2009

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Cross-Committee Issues

• Purpose to encourage committees to work
  together on common concerns
• Issues identified by committees
• Includes internal and external concerns
• Encourage representation from each committee on
  each issue.

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Cross-Committee Issues

• Internal Issues
• Human Capital
• Organizational Relevance
• Physical Resources (includes financial and
  facility resources)
• Technology

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Cross Committee Issues

• External Issues
• Availability of Wholesome Safe Food Supply
• Benchmarking Program Impacts
• Energy
• Health Education
• Natural Resource Base (including climate change
  and water quality)

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Committee Responses

• Following the Cross Committee Discussions
• Select 3-5 issues to which the committee will
  respond
• Include action steps on the Committees 2009-2010
  Plan of Work indicating how these will be
  addressed.
• 2009-2010 Plan of Work is due at the end of the
  conference.

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Questions
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