Southern Region Program & Staff Development
August 28-30, 2006
August 28, 2006

State Report Documents have been received from:
North Carolina
Puerto Rico
South Carolina

Alabama: Rebecca Dollman, Grace Kirkman, Chris McClendon
Arkansas: Joe Waldrum
Florida: Nick Place
Georgia: Mary Ellen Blackburn (Vice-Chair), Eileen Dailey (guest for Advisory Committee Discussion)
Kentucky: John Mobray
Louisiana: Paul Karel (guest, giving Paul Warner report)
North Carolina: Thelma Feaster, Mitch Owen, Ed Jones (guest for EDEN discussion)
Oklahoma: Joyce Martin
Puerto Rico: Irizarry Jusino, Maria Rodroguez
South Carolina: Della Baker
Tennessee: Herb Byrd (Secretary)
Texas: Scott Cummings (Chair)
Virginia: Mike Lambur

Ed Jones- Disaster Planning
Consider disaster planning topics for work plan
Group brainstormed ideas that Ed Jones carried forward.

Leadership Advisory Boards
Eileen Dailey (GA) & Mary Ellen Blackburn
New emphasis in GA on Advisory Leadership
Dailey attended both sessions of SEAL
Has done web searches, survey of GA Counties
Awareness campaign via email 5 year plan, trying to determine the why behind the failure of agents to utilize effective advisory leadership- one indicator is that agents are giving assistance to others but don't ask well for people to help us.
Training will consist of Agenda Building, Reviewing, Evaluating, Planning, Educational, and Engagement Components

Will be doing state wide training.
Eileen would like for us to share any related resources we have with her and any recommendations for trainers
Also would like to get a contact person in each state.wants info card to be returned.see card for info.

State Status Reports on Advisory Leadership:
NC State- hired Joyce Staten to replace Judy Groff
State and Co. Advisory councils will offer training 3 times

NCA&T - Sheila Sutton coordinates for system. Is doing special group training.

VA- Now, Extension Leadership Councils more collaborative than advisory Groups. This has generated some concern over a perceived threat of sharing power. VA has a state leadership group but it is somewhat struggling to utilize participation from all 22 districts of the state.

TN- Most significant is inclusion of advisory council use in performance appraisals and as a required part of the Annual Planning Process. A statewide group for UT and TSU is active.

AR- Allison Penn is the contact person. A notebook and CD has been developed. There are guidelines for the state-wide advisory council. Mainly have 4-H, FCS, LEAD-AR councils in an advocacy role. Training is done for these groups.

AL- Have now a regionally based system. State level has provided guidelines but don't know if they will be utilized. Reports due Oct. 1 on how training worked.

OK- In process of revamping Adv. Councils. At one time had program area Councils at the County level then an overall that was mainly an advocate. Required to meet two times per year. Roles and Practice of county and state groups are now under review.

SC- Strong state adv. council with an advocacy role, Helped both 1890 and 1862 with passing budgets in the last 2 years. No longer have County Directors as of July 1 and are utilizing regional directors for admin. functions. Now have lead agents, contact person is Jesse Ervil.

KY- Mandated by State Legislature because of local tax for Extension in each county. Used SEAL material as a basis but went beyond. Each county set goals. Three regional issues committees are active. State advisory council was trained and goes back and conducts training for others-KY expects something of them. Specialist is Ralph Prince.

PR- Only have at the local level-currently are evaluating working with agents to increase appreciation for and utilization of these groups.

FL- Use templates for agenda, reports, etc. Meet at least 2 times per year. Nick Place is the point person. Vice President has started a regional council.

TX- Chris Boleman leads a volunteer program named INVEST; he is doing major revamping and moving toward Ext. Adv. Boards from Ext. Leadership Councils.

Large Group Session
Exercise: What are the top issues when husband and wife have problems?
Examples: Money, work, sex, children, In-Laws, Division of Labor/Chores, and communication.

Effective Media Communication during public health emergencies.see WHO handbook (250 pps) Available: s/publications/WHO Media Field Guide.pdf

Multi-State Partnership for Security in Agriculture (Chair, Ann Garvey-Iowa Dept of Ag)

Effective disaster communication is a science-based discipline.

High stress situations change the rules of communication.

Key to comm.. success is anticipation, preparation, and practice.
Low stress messages can have a max of 7 items (phone numbers have 7 digits).
High stress messages can not exceed 3 - this is the 7/3 shift.

Most effective powerpoint: background is blue, text is white, headlines are gold, with a minimum text size of 24 pts.
Message Map: 3 Key Messages, 3 points per message
Example: West Nile Virus Problem Messages: 1. Remove standing water, 2. Wear protective clothing, 3. Use insect repellent.
1.1 Unattended swimming pools
1.2 Pots, birdbaths, etc.
1.3 Glasses of water
2.1 long sleeves
2.2 long pants
2.3 Dawn and Dusk
3.1 Deet
3.2 23%
3.3 Medical Research

Disaster Communication Proactive vs. Reactive
95% of all disaster messaging should be done prior to a disaster.

Giulliani messages

APP-Anticipation Preparation Practice
27/9/3-27 words, 9 seconds, 3, be brief.
CCO-Compassion, Conviction, Optimism.important at the beginning of a disaster.

Anticipate: scenarios, stakeholders/partners, questions and concerns.

WHO has a publication with 77 most Frequently Asked Questions by journalists in a disaster:
16. Who is in charge?
17. What can one expect next?
18. What are you advising people to do?
In any disaster 95% of the questions can be predicted in advance.

Factual questions, Emotional questions, Responsibility/Challenge questions.

Brain Research
Average person stops processing after 27 words and 9 seconds.

Mental Noise/Attention Span
Primary/Recency -concentrate on what hear first and last in high stress situations.
IN=3P-one negative=3 Positive
AGL-4-in high stress, people understand at a level of Average Grade Level minus a disaster we need to communicate at a 6 th grade level.
Average education in U.S. is 10 th grade. 10-4=6..a 12 year old.

What is the understanding of 12 year olds?
In Alar chemical apple scare head of FDA talked about "statutes" and said, "That is the paradox of the situation",
Later New York 12-year olds were asked, "What is a statute?"
#1 response: Statue of Liberty
#2 response: concrete things in park
Again 12-year olds were asked, "what is a Paradox?": The most frequent answer was: two ducks.

Trust Factors in high-stress are assessed in the 1 st 9-30 seconds.
1. Tell the truth.
2. Do it effectively-use templates.

Guiliani: First question asked after 9/11 was, "How many people have died?" It seems like a factual question.
His answer included:
1. Compassion- The loss of life will be more than we can bear ultimately.
2. Conviction- We will become stronger.optimism.
3. Optimism -- Stronger economically, politically, most importantly educationally.

This message was prepared by Guiliani and his staff 6 years before 9/11. -it was 27 words, 9 seconds, 3 messages.
Facts play no role in determining public level of fear.
40 Factors determine fear.
1. Trust
2. Perceptions of fairness in how handled
3. Control

8-28-06 Afternoon Session PSD Group
Nominating Committee Report- Mike, Debra, Scott, Joe
Secretary: Joyce Martin 1862
PLG: Mitch Owen, Debra Davis-3 year term. (Mitch serving remaining term of Roger Rennecamp)
CECP Steering Committee: Mitch gave 2 minute summary of duties.
Julie and Susan are at-large members. 3 year term.
Submitted by Mike Lambur

Joe- comment on offices;
-good experiential positions to get connected within the region.
-valuable and positive aspects of ?????.......

Cummings reviewed Wednesday agenda:
Dan Cotton-eXtension
4-H at 10:15, small group work.
After lunch-Bill Bristow
State Plan of Work just now approved but without multi-state.
Topic to discuss-different POW review criteria than expected.

Meeting with 4-H 10:15-
Positive Youth Development: SC model, Tuft University Study-Can we use the database in our systems?
States with Evaluation Systems
Best practices in Evaluation and Accountability
True needs of youth
Rick Learner-study

One Solution-Bill

OMB has approved standard report.
Will provide structure for POW and Report.
We need to know as much as possible as info becomes available.

New PLC 1890-Rep.- Vernon Jones, Langston University

Work Items:

1. Staff Dev. Conf.- not able to do in October.
Recommend as a Spring function.
Do with or after ASTD in Atlanta this next year or along with SEAL.
Move to 2007.

3 items going forward-Info. Items
1. Evaluation of LECP
2. Addition of PSD collaborative Space for Extension
3. Moving date for PSD conf. from Fall to 2007

Paul Karel (for Paul Warner)
-take a look at Create 21 and implications
58/42 formula -- Funds now called capacity funds.
-Extension unveiling of 1 st community of practice is being unveiled here and will be released in the next few months.

Review of Work Items

Byrd- History module is expected to be up by Sept. and ready for review.
Lambur-will provide link for impact.

State Reports

NC- 3 new positions in AEE-new emphasis on training.
Implemented new employee orientation program-Laurie Haas
Will hire new dir. in next 2-3 months.

VA- Just hired Nancy Hinds
Will hire new Staff Development specialist.
Now everyone in college does impact statements and these become part of personnel appraisal.

Online Training

AR- Joe Waldrum has been reassigned -- Lead AR needs to raise $5M to endow.
Mike French will be interim director
Rich Poling will be contact for PSD.
New Inst. Design specialist-Lisa Farris

AL- Getting up internal website.
Will use SEAL/ revising advisory system.

OK- Finally completed career ladder system.
Level 2-$1500, Level 3- $2500
Formal statewide mentoring program.
Annual conference-

SC- Planning PSD conference in Dec.
As of July 1 have eliminated middle management level positions.

KY- Have filled many new agent positions.
Fully funded career ladder-$2000/step
Will offer 215 in-services this year.
Have questions on capturing indirect contents

PR- Induction Training
Study on new plan of work.

OK- Langston will work on electronic reporting system, will do training.

FL- 3 searches

Doing compensation and Staff Dev. Plan
Annual conf.-
Socializing aspect of new ext. faculty.

GA- Admin. Changes. New Dean
New Co. Operations web page
January- winter school-3day/2night in-service for all.

TX- TX accountability system.
Emphasis in New Employee on boarding
INVEST program by Chris Bolman
Program Excellence Academy with 30 new employees over 6 months

August 29, 2006

Dan Colton e-Xtension Report.use wiki framework.
Expect 20 communities of practice by end of December
Conference center available to all extension at cost.
New graphic identifier.
FAQ's- 10,000+ expect 20k by December.
TN, NC, LA w/ most agents registered
On a per capita basis tops are Montana and Maine
Offer prof. dev. Activities every week.
Collaborative practice workspace for internal
Now there are about 3,000 Accts.

Communities of practice. CoP Wiki:
Demonstration site:
-For non-COP areaqs/groups include web conferencing and mail list.

Will put out call for non-funded CoP and Volunteer CoP.

Learning Management System planned with CECP.

Digital Repository (Graphics) RFA.

Other plans: eCommerce, extension progress review, plan for 2008-2010.Videoconference October 24th . iTeam meetings in September and November

CECP / eXtension Partnership

Develop LMS
-develop using extension specifications
-LMS research= moodle (open source)
-Develop environment/services
-pilot CECP courses

5 Areas: News, FAQ's, Articles, Learning Lessons

Extension will provide the infrastructure for us to put up the content.

Group discussed the potential need for PDS to have a collaborative space.
How do we work and collaborate together?
Must better define problem.
Propose Action item to evaluate CECP
2 info. items: develop extension collaboration site, evaluation of learning


Secretary nomination, Joyce Martin. Motion made by Mike Lambur, second by
Thelma Feaster. Elected by acclamation.
1862 Representative: Nominations included Mitch Owen and Debra Davis. Mitch
Owen selected by popular vote.
CECP Representative Nomination -Mike Lambur. Motion made by Mitch Owen,
second Mary Ellen Blackburn. Elected by acclimation.

4 CECP Modules are underway:
-Writing Impacts
-Presentation Skills

August 30, 2006

State Report Documents have been received from: Puerto Rico

Attendees: Scott, Mary Ellen GA, Eileen Dailey GA, Nick Plase FL, Maria Rodriguez PR, John Mubray KY, Della Baker SC, Joyce Marber OK, Genie Kershaw?? AL, Rebecca Dolmer AL, Chris McClendon AL, Thelma Feaster NC, Paul Karel LSU, Joe Waldren, Herb, Mike Lumbar VA, Ed Jones NC State EDEN, Mitch Owen NC, Irizarry Jusino PR.

Plan of Work discussed state strategies and needs.

Work Items for '06-'07: Action Plans
1. Quarterly Meetings- Mary Ellen
2. CECP Education- Mike L.
3. SEAL and PSD Conf. Planning- Scott and Chris B.
4. Extension Collaborative area- Scott
5. SR- training resource list- Mary Ellen
6. SR- Indicators Work Group- Mike L. - action on national?
7. Peer Review CECP History Module- Randol Waters

Web Instructional Design
CECP Modules, Impacts
Facilitation Presentation Skills
Added SEAL as action item.

Roundtable Discussion:

GA Leadership Academy, 2-2 Day Sessions
NC- 12 mo. 1 day/month commitment
AL- Will use the leadership challenge.
AR- Allison Penn- 25 days over 18 months- experiential.

Joe does piece where pull into room unexpectedly with Microphone in face and video.

Use of Centra, Online Conferences

How many states have or soon will an instructional design person?
Want core competency training online and should be tested pre and post-assessment.

Discussion of core competencies.
Should we look at differences in reviewers in State Plans of Work. There is not consistency, may only know research and ??? extension. Ask directors to do. Suggest training of reviewers to achieve non-consistency. Also, we need training with them present

Closing Session
The closing session of the Program and Staff Development Committee was led by incoming chair, Mary Ellen Blackburn.
Discussion was held regarding the 2006-07 annual work plan to include the following actions:
1. Quarterly meetings- Mary Ellen Blackburn |
2. CECP evaluation- Mike Lambur
3. SEAL and PSD conference planning- Scott Cummings and Chris B
4. Extension collaboration area- Scott
5. SPT training resource list- Mary Ellen
6. SR indicators work group- Mike
7. Peer review CECP history module- Randall Waters

It was suggested that a status of completion assessment needs to be provided on the following modules in the development stage including:
(1) History
(2) Writing impact statements
(3) Web instructional design
(4) Facilitation
(5) Presentation skills

Joe Waldrum shared that Kathy Ibendahl will take over the responsibilities for our committee list serve.

Mary Ellen expressed that our thoughts and prayers be extended to Larry Turner's family. She also, relayed an expression of thanks to the Puerto Rico committee members for the hospitality provided at this meeting.

Other new officers for the coming year were announced as:
Herb Byrd, vice- chair and Joyce Martin-secretary.

Mary Ellen asked that anyone with ideas should give her a call.

With no further business to discuss, the meting was adjourned.

Respectfully submitted,
Joyce Martin Secretary PSD Committee