Table of Contents
 Table of Contents
 Monthly report
 Staff and others visiting you
 ES-21 items keyed to numbered entries...
 Publications distributed directly...
 Meetings held by local leaders
 Dairy (prod. and farm mkt.)
 Food preservation
 Extension organization and program...

Title: Instructions for filing reports
Full Citation
Permanent Link: http://ufdc.ufl.edu/UF00095002/00001
 Material Information
Title: Instructions for filing reports
Physical Description: 9 p. : ; 28 cm.
Language: English
Creator: University of Florida -- Agricultural Extension Service
Donor: unknown ( endowment ) ( endowment )
Publisher: Florida Agricultural Extension Service, University of Florida
Place of Publication: Gainesville, Fla.
Publication Date: 1962?
Copyright Date: 1962
Subject: Communication of technical information -- Florida   ( lcsh )
Agricultural extension work -- Florida   ( lcsh )
Genre: government publication (state, provincial, terriorial, dependent)   ( marcgt )
non-fiction   ( marcgt )
General Note: Title is handwritten at the head of the table of contents.
General Note: "1/22/62."
Statement of Responsibility: Florida Agricultural Extension Service.
 Record Information
Bibliographic ID: UF00095002
Volume ID: VID00001
Source Institution: University of Florida
Holding Location: University of Florida
Rights Management: All rights reserved by the source institution and holding location.
Resource Identifier: oclc - 436872978

Table of Contents
    Table of Contents
        Page i
    Table of Contents
        Page ii
    Monthly report
        Page 1
    Staff and others visiting you
        Page 2
        Page 3
    ES-21 items keyed to numbered entries on monthly report
        Page 4
    Publications distributed directly to public
        Page 5
    Meetings held by local leaders
        Page 6
    Dairy (prod. and farm mkt.)
        Page 7
    Food preservation
        Page 8
    Extension organization and program planning
        Page 9
Full Text




Basis and Due Date . . . . . . .... .

J. General Interpretations. . . .... . .
a. Total columns where applicable . . ..
b. Fractions of days. . . . . . ...
c. Time in office and field . . . .... .
d. Nature and location of work. . . ...
e. Official miles . . . . . . ... .
f. Leave ................. 1
g. Staff and others visiting you. . . . 2
h. Guide to Programs reference. . . . 2

2. Interpretation for Some ES-21 Items in Monthly
Report. . . . . . . . . 2
a. General understanding of columns in ES-21. 2
County activities
Multi-county activities
Headquarter activities
b. ES-21 items keyed to numbered entries on
monthly report. . . . . ... 4
1. Farm, home, firm and other out-of-office
visits . . . . . . . ... 4
2. Office calls . . . . . . . 4
3. Telephone calls. . . . . . . 4
4. Newspaper articles or stories prepared
and released directly to newspaper or
magazines; prepared by State office and
released through county offices . . 4
5. Broadcasts radio and TV. . . . 4
6. Publications distributed directly to
public . . . . . . . . 5
7. Circular or commodity letters (including
individual letters). . . . . . 5
8. Training meetings held for local leaders 5
9. Other meetings at which presented
educational information. . . . . 5
10. Meetings held by local leaders . . 6
11. Planning and management of the farm
business . . . . . . . . 6
12. Field crops (prod. and farm mkt.). . 6
13. Soil management . . . . . . 6
14. Horticulture (prod. and farm mkt.) . 6
15. Forestry (prod. and farm mkt.) . . 6
16. Soil and water conservation. . . . 6
17. Plant pathology. . . . . . . 6
* 18. Entomology . . . . . . . 6




19. Chemical residues . . . . . 6
20. Dairy (prod. and farm mkt.) .. ... 7
21. Poultry (prod. and farm mkt.) . . 7
22. Livestock (prod. and farm mkt.) . . 7
23. Animal and poultry health . . . 7
24. Marketing and utilization . . . 7
25. Agricultural engineering. . . . . 7
26. Dwellings and equipment . . . . 7
27. Home grounds improvement. .. . . 7
28. Planning and management in the home . 7
29. Family economics. . . . . . 7
30. Home furnishings. . . . . . 7
31. Clothing selection and care . . . 7
32. Clothing construction . . ... .. .. 7
33. Food preparation and selection... . 7
34. Food preservation . . . . . 8
35, Nutrition . .. . . . ... 8
36. Child development, human relations . 8
37. Health. . . . . . . . 8
38. Safety. . . . . . . . . 8
39. Recreation. . . . . . . . 8
40. Outlook . . . . . . . . 8
41, Community development and resource
adjustment. . . . . . . . 8
42. Public affairs. . . . . . . 8
43. Leadership development. . . . . 8
44. Extension organization and program
planning . . . . . . . 9
45. Supervision . . . . . . . 9
46. Inservice training received . . . 9
47. (Discontinued) . . . . . . 9
48, Miscellaneous . . . . . . 9
49. Total days worked . . . . . 9
50. Adult work . . . . . . . 9
51. YMW work . . . . . . . 9
52. 4-H Club work . . . . . . 9




Monthly reports are due in the District Agents' office by the
10th of the month following the month being reported. State
staff monthly reports are due in the Director's office by the
same date.

Some of the entries are for supervisory purposes and these
interpretations are given below under "1. General Inter-

Other entries are based on items which are to be tabulated
at the end of the year for the Annual Statistical Report
(ES-21). Federal Extension interpretations must be followed
and are included as "2. Interpretation for Some ES-21 Items."

1. General Interpretations

a. Totals of all columns should be given where totals are

b. Report Time in Office and Field in days and fractions
of days as 1/4 1/2 3/4 J. Do not report in

c. Time Spent in Field is interpreted to mean time spent
visiting farms, homes, at business establishments,
and at such meetings as result and method demonstration
meetings, achievement days, field meetings, general
meetings and tours. Time spent in all other activities
such as conferences, training meetings, and other
administrative matters, as well as time actually spent
in the office, is interpreted to mean In Office.

d. Nature and Location of Work In addition to describing
briefly the nature of work done, add also where
possible and practical where the field or office work
was accomplished. If the work was In-County, name the
town, community, or neighborhood. If Out-of-County, re-
port the location of the activity by city, county, or
area whichever is most appropriate and descriptive.

e. Under Official Miles Traveled include the number of
miles traveled while on official business and count
from the office (Headquarters). Mileage from home
of agent to office should not be included.

f. Annual Leave means days taken as vacation. Do not count
Sunday and holidays. Sick Leave and Military Leave are
counted in the same manner as Annual Leave. The monthly
report is the official document for establishing all leave
taken by agents; the state staff uses another procedure to
receive approval and acknowledge leave taken.


g. Under Name of State Extension Staff and Others
Visiting iou, report any person visiting and
assisting you. Indicate amount of time spent
with you and assistance rendered if possible.
In reporting non-Extension visitors, abbreviate
and indicate the organization each represents if
there is sufficient room for this detail.

h. Refer to "Guide to Extension Programs for the Future"
for more detailed information on different phases of

2. Interpretation for Some ES-21 Items in Monthly Report

a. General Understanding of Columns in ES-21

(These columns do not appear on the Monthly Report but
information below should be studied for general under-
standing before attempting to complete the Monthly Report.)

(A. Home Agents, B. Youth Agents, C. Agricultural Agents,
D. County Total, E. State Staff, F. Grand Total. Florida
does not report in Column B.)

Columns in

A, B, C Agents who devote more than odi-half of their
time to a line of work should report ALL of
their work in the appropriate column in the

Consumer marketing agents employed with
A.M.A. funds are to report in Column C. Con-
sumer marketing agents not paid from A.M.A.
funds will report in Column C if their work
is oriented to marketing efficiency or in
Column A if their work is oriented to family

Area Extension agents will report in their
respective county column, A, B, or C, or the
State staff Column E, depending upon whether
they get their direction and supervision from
the district supervisor or from the State
specialist who serves as project leader.

A, B, C, D When two or more agents engaged in the same
line of work participate in the same Extension
activity it should be reported only once in
their respective column and only once in the
county total in the ES-21. (Each may show it
in parentheses ( ) on their monthly report, in-
dicating their participation and as a reminder
to count only once in the Annual ES-21)


A, B, C, D When agents, engaged in different lines of
(Cont.) work, participate in the same Extension
activity, the information is reported once
in each of their respective columns and only
once in the county total (Column D).

E Administrative, supervisory, and subject matter
staff members will report their activities in
this column as follows: (use as basis for
Monthly Report)

County Activities. When in a county most
activities participated in by the State
staff will have been arranged for and be
reported by the county staff. Only those
activities a State staff member initiates
and participates in without county staff
assistance are to be reported by the State

Multi-County Activities. State staff will
report State-wide, regional, and/or district
activities they are responsible for holding,
which in the normal course of events would
not be reported by the county staff.

Headquarter Activities. State staff will re-
port only activities in which program infor-
mation is given to or received from Extension
clientele such as representatives of breed
associations, marketing organizations, in-
dustrial concerns, magazines, papers, radio
and TV stations, public and private organiza-
tions and agencies, individual farmers, home-
makers, leaders and others whth whom the State
staff may work directly. Item 4-b is an

When two or more members of the State staff
participate in the same activity the person
having primary responsibility for the activity
should report it. When of equal responsibility
they should decide which one will report. The
others may show it in parentheses ( ) on their
monthly report, thus indicating their partici-
pation, but it is not to be included in
Columns E and F.

Telephone calls, office visits, conferences,
meetings, etc. with other Extension, research
and teaching personnel on the campus, and of a
personal nature are not to be reported.


b. ES-21 Items Keyed to the Numbered Entries op the
Monthly Report.

The interpretations below are those of the Federal S
Extension Service to which Florida interpretations
are added in parentheses.

1. A single visit to both the farm and home is not
to be counted as two visits. (Number Farm, Firm,
and Home Visits, means number of farms, homes, or
business establishments visited by agents on
official business, but a single visit to both
the farm and home is not to be considered as two

2. An office call is a visit in person by an individ-
ual or a group in which information is given or re-
ceived. (These include contacts made concerning
business, in agents office, on the street, on the
road, at the agents home, etc., but not those con-
tacts made at a farm, home, or business establishment
at which agent is calling.)

3. Telephone calls may be either incoming or outgoing.
(This includes all phone calls concerning program
information from whatever place received or sent.)

4a. Each news release is to be reported as one story
or article. An Extension column is to be counted
as one item, even though several subjects are
covered. The same release sent to several papers
is to be reported only once. Information given
directly to reporters or writers as the basis for
a story is also reported. Items relating to notice
of meeting only and news items prepared by local
leaders should not be reported.

4b. Include here news releases prepared in State Office
and localized in county. The same release local-
ized and used in 18 counties would be reported once
in Column E (ES-21) and once in each of the 18
counties by the agent using it. Column F (ES-21)
is not to be filled in.

5. A broadcast is a single presentation on the air.
It may be given in person or by transcription. An
Extension worker does not have to appear on the
program so long as he is responsible for its pre-
paration. Information given to station announcers
or writers and used as the basis for a broadcast
is also to be reported.


6. (Publications distributed directly to public)
Report number of copies of bulletins, circulars,
leaflets, and other materials related to subject
matter and organization aspects of Extension
work. Include such materials prepared in the
county office as well as those of State and
Federal origin. Commercial publications are not
to be counted unless they are recommended by the
State office. See Item 7.

7. (Report number of different circular and individ-
ual letters written.) Report number of different
letters written and not copies distributed. Cir-
cular or commodity letters are usually prepared
for one item distribution 4n contrast to subject
matter material prepared for general distribution
over a period of time which is reported in Item 6.

8. At leader training meetings, project leaders,
local leaders, or committeemen are trained to
carry on Extension activities.

8b. Includes work done through the formally organized
4-H Club program, young men and women's work
(YMW) and work with other youth.

9. Includes general educational meetings, method-
demonstration meetings, meetings held at result
demonstrations, community-organized meetings,
tours, achievement days, encampments, and all
other meetings (except those for the training of
local leaders) that you were responsible for holding.
Also includes meetings that you did not arrange, but
attended and actively participated in for the
specific purpose of advancing the Extension program.
Do not include meetings held by local leaders that
you attended for observation or public relations
purposes only. Such meetings should be reported
under Item 10. Do not report county, district, or
State conferences of Extension personnel.

In reporting attendance at a meeting count the total
number of different persons. (Include the number
attending meetings held or participated in by agent
from the agent's own county. Meetings to which
attendance comes from other counties may be starred
and total attendance given on bottom of page. A
meeting of more than one day's duration is but one
meeting if those making up the attendance are
practically the same people.)

(Meetings, tours, etc., their type and subject,
should be given by symbol, names, or subject in so
far as possible.)

(The items in parentheses above apply also in Items
10a and 10b.)


9b. In addition to the 4-H Club and YMW meetings you
held or participated in, similar Extension
meetings for boys and girls who are not enrolled
in 4-H Club work should be included.

10. Only those local-leader-held meetings that are a
part of the Extension program are to be reported.
In most situations State personnel will have
nothing to report in Column E (ES-21). (See also
items in parentheses in Item 9 above.)

Days Devoted to Different Phases of Work:

Time should be reported to the nearest whole day,
for Annual ES-21 purposes. (For Monthly Reports,
parts of days may be used but should be rounded
off to nearest whole day when making the Annual
ES-21 report.)

11. Includes (also) the farm management aspects of
any Farm and Home Development work done.

12. Includes the production and farm marketing work
done with all crops except those classified as
horticulture. Also includes all weed control work.

13. (No interpretation given.)

14. Includes the production and farm marketing of
vegetables, fruits, nuts, and ornamentals.

15. Include all forest and forest product production
and farm marketing work such as planting, timber
stand improvement, timber harvesting, estimating
and appraising, treating of wood products with
preservatives, fire prevention, and production of
maple-sirup products or naval stores work done
with producers. All work done with buyers, mills
and the industry should be reported under Item 24.

16. Soil and water conservation means a program pro-
moting-primarily conservation practices.

17-18. (Should include also insecticides and household

19. Report time spent working with people on the
specific matter of chemical residue on crops,
livestock as it may affect the product, and in
the home. It is recognized that much work in
this field will be done in connection with the
production and marketing aspects and probably be
reported there. Item 19 is an attempt to pull
out and report separately chemical residue work
whenever possible.


20-22. Includes both the production and farm marketing
aspects. Item 22 includes beef cattle, swine,
sheep, goats, and horses.

23. (No interpretation given.)

24. Include here all marketing work done with buyers,
sellers, handlers, processors, and transporters
of crops, livestock and livestock products, as
well as forest products. This is the marketing
work done after the crop, livestock, livestock
product and forest product has left the control
of the producer.

25. Includes water management for irrigation and
drainage; farm structures and equipment; field
power and equipment; vehicles and roads; farm
power, heat, light, water supply and sanitation
as related to the production and marketing aspects
of the farm business.

26. Includes planning new or remodeled dwelling con-
struction, home utilities, equipment, and related

27. Includes landscape planning, planting, and
maintenance of the home surroundings.

28. Also includes the home management aspects of any
Farm and Home Development work. (Planning and
Management in the Home Includes making decisions
concerning family resources, scientific house-
keeping, work simplification, and the home manage-
ment aspects of any Farm and Home Development or
Rural Areas Development work.)

29. (Family Economics Includes management of family
finances dealing with planning and distribution of
family money, all consumer information, thrift,
credit, and legal affairs pertaining to family

30. (Home Furnishings Includes selection, purchasing,
care and renovation of household furnishings and
equipment; and art principles applying to same.)

31. (Clothing Selection and Care Includes selection,
purchase and care of clothing fabric and ready-
made and accessories for all family members, and of
household textiles, sewing and pressing equipment.)

32. (Clothing Construction Includes all family clothing
and household textiles slipcovers, draperies,
curtains and others.)

33. (Food Preparation and Selection Includes time,
energy and money relationships in feeding the family
and food in natural and man-made disasters.)


34. (Food Preservation Includes all food storage and
conservation practices.)

35. (Nutrition Includes all work in relation to
family's nutritional needs.)

36. (Child Development, Human Relations Includes
all work in area of family life education such
as child development, understanding individual
and family relationships of all ages, and ad-
justments to changing living patterns for individ-
uals and communities.)

37. (Health Includes work with families in helping
them to protect their health.)

38. (Safety Includes home, farm and highway safety,
also natural and man-made disasters.)

39. (Recreation Includes individual, family and
community recreational activities.)

40. Includes all general agricultural and rural family
outlook work. Specific crop and livestock commodity
outlook and marketing information given individuals
in connection with their farm marketing should be
reported under Item 12, 14, 15, 20, 21, or 22.

41. Includes local community projects for improving
health facilities, services and programs: schools,
churches, libraries, roads, community centers, etc.,
and economic services such as credit facilities,
marketing organizations, utilities, transportation
and industrial development. This may or may not be
done under the Rural Area Development and Area Re-
development Acts. Also include such regional or
area development programs that affect communities
such as river basin, watershed, soil conservation
district, land use, land reclamation and flood

42. Includes such things as developing an understanding
of citizenship responsibilities and functions of
government -- local, State, or national; study of
public documents; national programs or proposals
such as those relating to prices, trade, taxation,
labor, public welfare, international problems;
programs and organizations including work with
foreign visitors and trainees; understanding of
other peoples; and impact of world affairs on
American life.

43. Training in leadership principles to improve attitude,
motivation, and leadership skill, effectiveness of
recruitment and recognition. This is training in
techniques of leadership. Training in subject matter,
per se, should be reported in respective areas.


44. Include time devoted to general administrative work
such as office staff conferences, preparation of
plans of work and reports and program planning.

45. (No interpretation given.)

46. Include days spent attending summer and winter
Extension courses, workshops, district and State
Extension conferences, and other training activities
organized primarily for the purpose of the pro-
fessional development of Extension personnel.

47. (Discontinued.)

48. Includes miscellaneous work that cannot be
accounted for under one of the above headings.

49. This is a total of Items 11 through 48.

50-51- Total of these three items will be less than
52. total days worked since there are some activities
that cannot be charged to one of these three phases
of Extension work.


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