University of Florida

Frequently Asked Questions: Workload

What is a clientele or Extension contact?
Who should be reporting in Workload?
Should I report the clientele contacts made by my program assistant, volunteers or other support personnel?
How does Workload relate to my ROA?
How often should I report Clientele Contacts?
How do I maintain an accurate count of my Clientele Contacts?
Can I view or change my Workload numbers after the reporting year has ended?
How do I report diagnostic events such as the identification of pests and diseases, and testing of soil samples?
Do I count In-Service training that I conduct for other extension professionals and paraprofessionals?
I am speaking at clientele training events in several other states. Do I record this as a multi-state activity in the programs section (only viewable to Extension faculty)?
Where can I get more information about how to track and report Clientele Contacts?
Where can I get more information about Multi-state activities?
How do I count educational materials?
How do I calculate the number of volunteer hours?
How do I find out the number of Web visits for my Web site?
How can I log into workload with a firewall?
Why do some clientele contact fields appear in yellow?
Why do the pop-up definitions not work?


WHAT IS A CLIENTELE OR EXTENSION CONTACT?

The Florida Cooperative Extension Service defines an Extension contact as having an intention to convey educational information (Taylor and Israel, 1994). In Workload, we restrict this further to include only the general population or non-academic audience. In other words, do not include contacts with or publications for other faculty or staff (e.g., In-Service Training) or the UF student-credit population.

WHO SHOULD BE REPORTING IN WORKLOAD?

All faculty who transfer educational information to the community through face-to-face interaction, individual correspondence, a group presentation or interactive video conference, or written documents should report clientele contacts and/or educational materials.

SHOULD I REPORT THE CLIENTELE CONTACTS MADE BY MY PROGRAM ASSISTANT, VOLUNTEERS OR OTHER SUPPORT PERSONNEL?

Yes, you should report the clientele contacts made by others on behalf of your program or research. This includes program assistants, support personnel, and volunteers that you supervise.

HOW DOES WORKLOAD RELATE TO MY ROA?

The clientele contacts data you enter in Workload should be the totals that you reported in your ROA. You will have more information in your ROA than you will have in Workload (i.e., direct mail, in-service trainings, etc.)

HOW OFTEN SHOULD I REPORT CLIENTELE CONTACTS?

We recommend that clientele contacts and group attendance be recorded monthly in some fashion. You may enter the information into Workload as often as you'd like but you will need to keep track of the totals yourself. The Workload application does not calculate a cumulative total each time you enter data. We have added a "Last Updated:" field to help you remember where you left off.

HOW DO I MAINTAIN AN ACCURATE COUNT OF MY CLIENTELE CONTACTS?

A very useful tool for Extension faculty to use to keep track of clientele contacts is a Clientele Contact Log (in MS Excel) created by Doug Mayo of Jackson County Extension. Simply print it off and keep it near your phone or computer so you can jot down the contact information as it occurs. Then, enter the monthly totals into the Excel sheet itself to calculate your annual total contacts for Workload and your gender and ethnicity breakdowns required for your ROA.

For more information about affirmative action requirements, visit the District Extension Directors (DED) Web site on Affirmative Action Basics.

CAN I VIEW OR CHANGE MY WORKLOAD NUMBERS AFTER THE REPORTING YEAR HAS ENDED?

Yes. Select the appropriate reporting year using the drop-down menu in the upper right-hand corner of the Workload application. Workload reporting is based on calendar year and may be updated at any time.

HOW DO I REPORT DIAGNOSTIC EVENTS SUCH AS THE IDENTIFICATION OF PESTS AND DISEASES, AND TESTING OF SOIL SAMPLES?

Count it as an office consultation if the diagnostic service is performed in your laboratory and as a field consultation if the diagnosis takes place at the client's location. Simply sending a sample to another site is not an office consultation. To be counted as an office or field consultation, a diagnostic service should provide educational information in additional to the factual data.

DO I COUNT IN-SERVICE TRAINING THAT I CONDUCT FOR OTHER EXTENSION PROFESSIONALS AND PARAPROFESSIONALS?

Do not include In-Service Training group participants in Workload but do include it in your ROA.

I AM SPEAKING AT CLIENTELE TRAINING EVENTS IN SEVERAL OTHER STATES. DO I RECORD THIS AS A MULTI-STATE ACTIVITY IN THE PROGRAMS SECTION (ONLY VIEWABLE TO EXTENSION FACULTY)?

No, multi-state activities are limited to collaborative efforts between faculty. This includes developing curriculum, hosting a multi-state activity that has been developed by the multi-state group, collaborating on a research project, providing information to other state fact sheets or newsletters, and developing shared Web sites.

Do include the out-of-state training attendees in the Clientele Contacts section under Group Learning Participants.

WHERE CAN I GET MORE INFORMATION ABOUT HOW TO TRACK AND REPORT CLIENTELE CONTACTS?

Read EDIS Publication WC058-Reporting Clientele Contacts in Workload.

WHERE CAN I GET MORE INFORMATION ABOUT MULTI-STATE ACTIVITIES?

Contact Cheri Brodeur or 352-392-0386.

HOW DO I COUNT EDUCATIONAL MATERIALS?

You should only count the original work, not the distribution of that work. For example, an article or press release is counted one time regardless of how many newspapers, magazines, or newsletters in which it is published. A modification to an existing publication should be counted as an original work if the changes are significant. Updating a few simple statistics or data is not a significant change.

Include refereed publications but do not include EDIS publications as we collect that information directly from EDIS.

HOW DO I CALCULATE THE NUMBER OF VOLUNTEER HOURS?

Unfortunately there is no easy formula for calculating volunteer hours. For example, a New Mexico study of adult 4-H leaders1 found the annual volunteer hours ranged from 7.5 hours to more than 2000 hours. The median number of adult volunteer hours was 369.5. The study does provide some valuable insight as to how 4-H leaders spend their time. An Ohio study2 in 1998 found that adult 4-H volunteers averaged about 150 service hours per year.

Many agents request that their volunteers keep track of their hours. Volunteer hours should include time spent on training and travel. Master Gardeners are expected to report their working and learning hours as instructed by the county Master Gardener Coordinator.

1 Hutchins, J. K., Seevers, B. S., & Van Leeuwen, D. (2002). Value of Adult Leaders in the New Mexico 4-H Program. Journal of Extension [On-line]. 40(2). Available at: http://www.joe.org/joe/2002April/rb4.html

2 Culp, III, K. & Schwartz, V. J. (1998). Recognizing Adult Volunteer 4-H Leaders. Journal of Extension [On-line]. 36(2). Available at: http://www.joe.org/joe/1998april/rb3.html.

HOW DO I FIND OUT THE NUMBER OF WEB VISITS FOR MY WEB SITE?

IFAS Information Technology uses Urchin 5 to track activity on many IFAS Web sites. To find out if your Web site is being tracked by IFAS IT follow these steps:

  1. Go to http://webstats.ifas.ufl.edu
  2. Type in the URL of the IFAS Web site as the username without http or / (e.g. pdec.ifas.ufl.edu)
  3. Type in "ifasstats" (without quotes) as the password and click "Log In".
  4. If your site is being tracked by IFAS IT you will see your Web site(s) listed. Click on the URL in the list. (See #10 if you do not gain access.)
  5. If not already displayed, click on Sessions Graph under Traffic section on left-hand side of page. Sessions is the equivalent of Web Visits in the Workload application.
  6. By default it will show the last week of activity.
  7. To find out your annual total to date, change the date range in the bottom left-hand corner of page. Click "Enter Range" (under calendar) to reflect the changes in the Sessions Graph.
  8. For the annual total count in Workload use the number called Range Total, located at the top of the graph.
  9. Repeat as necessary for all of your Web sites.

If you do not gain access to Urchin then your account is not being tracked by IFAS IT and you should:

  1. Request access to Web Site Statistics via http://itsa.ifas.ufl.edu/webhosting/webstats.aspx

If you choose not to use Urchin or have a non-IFAS Web site, you may want to check out a free tool called Google Analytics at www.google.com/analytics. Please coordinate with your site's Webmaster as UF now requires a disclaimer be added to your site (see http://nersp.osg.ufl.edu/~oitnews/2008_06/google-analytics.shtml ) and your county may have their own requirements or restrictions. Use the "Visits" measure for Workload reporting purposes.

Remember, the Web sites you track and report in Workload should be for the purpose of conveying educational information to the community. Do not include your faculty page or sites used for academic purposes.

HOW CAN I LOG INTO WORKLOAD WITH A FIREWALL?

If you are unable to get into Workload application because of a firewall, please contact your local network administrator.

WHY DO SOME CLIENTELE CONTACT FIELDS APPEAR IN YELLOW?

Some fields turn yellow in Internet Explorer due to browser settings. It typically affects address and email fields but some users have reported this happening with Clientele Contact fields. This does not affect your ability to enter or save data. To change your settings, please contact your local network administrator.

WHY DO THE POP-UP DEFINITIONS NOT WORK?

Very old browsers may not allow the user to view the pop-up definitions. The Workload application works best with Mozilla Firefox, Google Chrome, Safari and at Internet Explorer 5+.