KERS Initial Reporting System
KERS Link to Reporting System
Reporting Information and Policy
Agent Meetings and Activities Form-Instructions
Monthly KERS Reporting Guidelines for Agents and County Support Staff
Extension Annual Calendar/Reporting Deadlines 2017-18


Reporting Information and Policy

As a tax-supported organization, the Kentucky Cooperative Extension Service is obligated to provide external stakeholders with accurate and timely accountability data. It must also maintain an information management system which provides the information it needs to make organizational development and management decisions. To meet these external and internal informational needs, all employees of the Kentucky Cooperative Extension Service are required to make appropriate contributions to these systems on a regular basis.

Each county unit is responsible for development and submission of an annual plan of work which articulates the major program thrusts upon which programming will focus in the coming year. Results of programming are communicated through Monthly Statistical Reports, Impact Statements, and an annual Report of Priority Indicators.

Management information is communicated through a monthly summary of meetings and activities, travel and leave requests, a leave report, expense vouchers, and performance appraisal documents.

All employees are expected to submit required reports by the stated due date.

Reporting Policy

Corrective action shall be taken in accordance with UK Human Resources Policy and Procedures Number (#62) for the failure of any Cooperative Extension Service Agent to submit required reports on a timely basis.

Any late reports will be taken into consideration with the employee’s overall performance and will be reflected in the annual performance appraisal. Monthly reports are due by the 10th of the month following the report period. Corrective action can result when reports have not been submitted on a timely basis. Three corrective actions during any 12 month period may result in a recommendation of termination. The quality of the reports will continue to be considered as part of an agent’s overall performance.

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Agent Meetings and Activities Report - Instructions 

This report should be used for:

  • Agent conducted, extension sponsored meetings and activities.
  • Non-extension sponsored meetings in which agent attends representing the Cooperative Extension Service.
  • Meetings held by leaders that are extension sponsored (i.e. committee meetings, councils, club meetings).
  • Activities in which agent attends and accompanies leaders. Report only participants from your county. (i.e.: district and state activities, training and field days). If you are a presenter or host county, count all participants.
  • Report actual attendance for activities in which agent has a contributing role.
  • Report only actual contact when involved in displays, field days, fairs, etc. except when agent was organizer of activity, then report actual attendance.
  • Similar type meetings may be summarized if held on the same day/week/month. (i.e., 4-H club meetings, 4-H camp, day and night leader training meetings). Put the number of meetings under the column heading day or night.
  • If more than one agent is involved in an activity, both will want to report it and record attendance.

Agent Meetings and Activities Report (KERS login)

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Monthly KERS Reporting Guidelines for Agents and County Support Staff

Following is a summary of the reports that Kentucky Cooperative Extension Service agents and county support staff complete on a monthly basis.

The items that have an asterisk are to be turned into the District Director's Office on a monthly basis.

Agents

  • Travel Request and Leave Records Report (submitted via my UK portal); separate line for travel request & leave
  • Meetings and Activities Summary (via KERS)
  • Expenses Summary with signature, approved travel request, and receipts attached* (via KERS)
  • Statisticals (via KERS)
  • Success Stories (via KERS)
  • SNAP-Ed Reporting (via KERS)

Non-exempt (hourly) Employees

  • Time Entry System for leave requests & recording working time (bi-weekly)
  • Monthly /daily reports required as per area of work
  • Travel requests are only submitted through myUK portal for District Director approval when it is for out-of-state travel or professional development funds
  • Expenses Summary with signature with approved travel request and receipts attached (via KERS)
  • Daily calendar (best method as required by supervisor)
  • Statisticals (via KERS)
  • SNAP-Ed Hours – if applicable (via KERS)

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