Section 4.5 Proposals

A. Program Leadership Team Formation and Purpose

A team approach to implementing the state Plan of Work (POW) has been a part of University of Maine Cooperative Extension since the late 80’s when UMaine Extension moved to an issues-oriented approach to programming. Program staff come together in work groups to assume increased leadership and responsibility for defining public issues and program strategies through the POW development process. This is consistent with our administrative philosophy, practice and aspiration for effective shared leadership and decentralized decision-making relative to statewide program development.

To build upon the creative and productive work of the teams that have assumed program leadership roles within the organization, Program Leadership Teams are a principal means of achieving the state POW outcomes. Program Leadership Teams helped to shape Extension’s current Group Plans for our three priority issue areas:

  • The Maine Food System (A Safer, Healthier, More Productive Food System in Maine)
  • Positive Youth Development (Vibrant and Resilient Youth)
  • Sustainable Community and Economic Development (Vibrant and Resilient Communities)

State Program Leadership Teams are groups of Extension colleagues who gather intentionally and through an inclusive process to:

  • Decide how to address priority issue area(s) and the statewide POW performance goals and achieve the stated outcomes with clear time frames;
  • Assess the resources needed to accomplish the POW goals and outcomes and the cost recovery options available to sustain programs;
  • Manage a plan of action to achieve the POW goals and outcomes;
  • Report POW outcomes;
  • Communicate with the appropriate Program Administrator (PA) and relevant teams to enhance organizational communication, learning, resource allocation and coordination among POW initiatives.

B. One-time Funding Proposals

The Extension Leadership Team will consider one-time funding proposals from individuals or teams in support of your work related to UMaine Extension’s mission and/or the organization. Proposals should be made for unique, one-time efforts or needs, and should not be developed as a new source of continuous funding or for institutionalizing a program. Proposals are appropriate for educational programs and needs that cannot be funded from the county budget or any other sources.

Independent proposals from a team should be developed and approved by the team. Independent proposals from individuals should be developed with the involvement of your supervisor.

Proposals should be submitted to the appropriate supervisor, who will present the request to the Extension Leadership Team and notify the proposer as to the outcome.

The following information should be provided on all proposals:

  1. Date of submission to supervisor
  2. Starting and ending dates
  3. Title & description of request
  4. Description of issue in terms of clientele, and how the need was determined.
  5. Objectives — expected results in specific, measurable terms and their relationship to UMaine Extension’s mission
  6. Partners/collaborators
  7. Budget — document funding needs by PeopleSoft account code
  8. Work to be cancelled or deferred in favor of this request
  9. POW reporting responsibility (if relevant)
  10. Evaluation plan for this effort (if relevant)
  11. Any other relevant information

C. New Faculty Start-Up Funding

New faculty members have the opportunity to apply for “start-up” funding that is intended to support applied research and scholarly activities. To access funding, faculty are required to submit a proposal that provides the information listed below. The proposal will need the approval of their PA and the Executive Director of Extension before the funding will be made available. Faculty are strongly encouraged to work with their PA in the development of a proposal. Assistance with developing a budget is available from the Financial Administrator. The maximum amount that can be requested is $10,000. If a proposal is approved, the faculty member will have access to the funding throughout their probationary period. New faculty have one calendar year from their start date with UMaine Extension to submit a proposal to their PA.

Proposal Components:

  1. List the educational goals and objectives to be addressed (based upon POW)
  2. List the applied research project(s) to be conducted and/or educational outreach activities to be performed
  3. Document the needs assessment or literature search you are using to justify the proposed activities
  4. Explain the timeframe for the research and outreach
  5. List the projected measurable outcomes resulting from proposed actions
  6. List any opportunities for “start-up” support to be leveraged to acquire additional resources
  7. Include the Budget Form (Excel) and provide a narrative explaining the proposed expenses

Proposal Format:

  1. The proposal should be five pages or less (not including the Excel budget)
  2. Use 12-point Times Roman font
  3. One-inch margins and page numbers are required
  4. If pictures are used, do not increase the number of pages of the proposal
  5. The proposal will be the basis for determining the awarding of funding. Supporting documents are not allowed.
  6. Electronic or hard copy submissions are acceptable

Faculty who are successful in acquiring start-up funding will be expected to report on their research and outreach through Extension’s online reporting system.