Roles and Responsibilities

Function	County Extension Association (CEA)	University of Maine Cooperative Extension
	County Executive Committee (CEC)	County Staff	State Administrators
Educational Programs and Plan of Work			Set plan of work programming priorities
	Become familiar with the staff and programs of the County Extension office.		Coordinate development of statewide plan of work.
	Seek stakeholder input and act as the eyes and ears of the communities to bring a grassroots perspective to support program staff in developing and assessing effective educational programs that address community needs to reach statewide plan of work outcomes.	Gather relevant information to refine the county’s high priority issues as they relate to the statewide plan of work
		Work with Program Administrators and CEA members to translate issues into educational program goals and outcome-based objectives.
County Budget Procurement	Annually develop a county Extension budget in consultation with staff.	Provide relevant information to CEA and funders.	Provide information as requested about sources and levels of state and federal support.
	Advocate for County Extension budget at county hearings/meetings.	Attend county budget hearings as needed to support CEA members.	Answer questions from county officials regarding funding needs and priorities.
	Provide funding for support staff services and for county office space and operations. Support staff are employees of Extension.
County Budget Management	Treasurer is responsible for County funds oversight and administration using best fiscal management practices. Treasurer works with support staff to maintain appropriate records and process distribution of funds.	Regularly monitor budget, expenses and accounting to ensure sound fiscal management.	Offer financial management training for University employees.
	Treasurer signs checks.	Support staff assemble bills and prepare checks for the CEA treasurer’s signature. No University employees are to sign CEA checks.	Provide periodic bookkeeping training for support staff.
	Executive committee regularly reviews income-expense reports.
	Executive committee authorizes expenses of the CEA budget.	Provide background information and analysis as needed.
County Budget & Financial Reporting	Coordinate year-end audit if required by CEA by-laws and/or county government.
	CEA responsible for preparation of financial reports.	Assist with providing periodic financial reports to CEA.
	CEA responsible for “closing the books” for calendar year and submitting any financial reports required by county commissioners.	Support staff assist CEA in preparation of year-end financial reports
	Using data in the annual County Report Template, communicate the financial contribution of the University to the operations and staffing of the County office.	Prepare County annual report as a reporting document to county government, and for marketing purposes.	Prepare an annual County Report Template, including: “For every dollar the County contributes to Cooperative Extension in this County, the University of Maine Cooperative Extension contributes $X.XX”.
County Housing, Equipment, and Work Environment	Provide accessible office space and appropriate office furniture and equipment. Authorizes expenses of the CEA budget, including negotiation and signing of rental contracts and leases, where applicable.	Articulate office space and equipment needs to ensure a safe and sound environment for all staff, volunteers, and the public. Provide background information and analysis. Not involved in direct negotiations of rental contracts, leases or other third-party agreements.	Support county efforts to ensure office accessibility for the public, including those with special needs.
	Ensure adequate funds are available to meet rental contracts and lease obligations, and mortgage payments where applicable.	Provide relevant information to CEA members who are responsible for negotiating rental leases and contracts.
	Support accessibility of programming for the public, including those with disabilities who may need accommodation.	Ensure accessibility of programming for the public, including those with disabilities who may need accommodation.	Communicate UMaine policies complying with Americans with Disabilities Act.
	Comply with state, federal, and University equal opportunity and non-discrimination laws and guidelines, and not violate the sexual harassment policy of the University of Maine System.	Comply with state, federal, and University equal opportunity and non-discrimination laws and guidelines, and not violate the sexual harassment policy of the University of Maine System.	Comply with state, federal, and University equal opportunity and non-discrimination laws and guidelines, and not violate the sexual harassment policy of the University of Maine System.
Office Support Staff Positions	CEA provides funds for support staff services. Support staff are employees of UMaine Extension.	Submit requests-to-fill and job descriptions to Program Administrators.	Act upon requests to fill.
	Assist in hiring support staff by giving input into hiring process. May be asked by UMaine Extension to choose a representative to serve on search committees.	Coordinate and conduct hiring process at local level.	Provide support for hiring related to University policies and processes.
		Orient new employees.	Provide support for new employee orientation related to University policies and processes
		Conduct supervision and performance evaluations.	Provide funding and opportunities for professional development.
Faculty and Professional Positions	Provide input to local staff and administrators to help prioritize vacancies and respond to staff requests for input as job descriptions are developed	With CEA, provide input in requesting vacancies to be filled outlining job description. Submit requests-to-fill and proposed job description to Program Administrator.	Act upon requests to fill and develop and approve job descriptions
	May be invited to serve on University search committees and be involved in search process for UMaine Extension faculty and professionals.	Participate in University search committees as needed. Evaluate candidates and make recommendations as to whether or not candidates are acceptable or unacceptable for hire.	Receive input from the search committee and move the search process forward.
	Upon request, may provide input into annual performance evaluations.	Supervise and conduct annual performance evaluations and act as part of peer evaluations where applicable.	Provide supervision and conduct annual performance evaluation.
		Complete paperwork for personnel actions. Request input and support from colleagues and CEA members.	Make recommendations to UMaine administration and ensure proper documentation regarding personnel actions.
Publicity	Assist UMaine Extension employees in publicizing Extension programs to reach diverse audiences.	Provide relevant information for county and statewide promotion of all Extension programs, educational resources, and UMaine to diverse audiences. Report program impact to the public.	Coordinate promotional, marketing, and public relations activities in collaboration with UMaine Extension employees and University Relations.

Rev. January 2019