DANR WORKGROUPS: PURPOSE AND OPERATIONS

February, 2001

WORKGROUP PURPOSE

The central purpose of DANR workgroups is to collaboratively plan and coordinate research and extension activities. Workgroup functions may include:

Workgroups are a primary mechanism for accomplishing DANR's high priority research and extension goals through grassroots leadership. They bring together Agricultural Experiment Station (AES) and Cooperative Extension (CE) personnel along with non-DANR partners to work on emerging and continuing priority issues in Division program areas.

WORKGROUP MEMBERSHIP

Workgroups should have appropriate membership to effectively address priority Divisionwide issues. Generally, workgroup membership should include at least ten DANR academics. Workgroups should make every effort to include the full continuum of CE advisors, CE specialists and AES scientists as members. DANR non-academic staff may be involved in workgroups as appropriate to their role. Workgroups should include non-DANR partners and clientele as active workgroup members or cooperators as appropriate.

DANR Statewide Special Programs and Projects (SSPPs), DANR Centers, and other existing Division groups that share these purposes, functions and characteristics and conduct workgroup type activities may request DANR workgroup funds to support these activities to the extent that they cannot be supported by their regular budgets. "Coordinating Conferences" may request DANR workgroup funds to support the coordination and development of workgroups.

WORKGROUP LEADERSHIP AND OPERATIONS

Workgroups should organize themselves in a manner that encourages full and active participation by all members in planning and priority setting decisions. Workgroups may rely on face-to-face meetings or technologically-assisted modes of interaction, such as teleconferencing, video-conferencing or e-mail list serves, to ensure communication among members and collective decision-making. While there is no prescribed internal structure for workgroups, each workgroup should identify a member to serve as chair; in some cases co-chairs may be an appropriate option. If there are co-chairs, one individual should be identified as the primary contact person for administrative matters. Workgroup chairs are responsible for overall workgroup planning and operation as well as reports of actions and outcomes. Chairs are responsible for communication and liaison between the workgroup and the Program Leaders. CE specialists have a unique responsibility to link campus and county programs and are in an ideal position to assume leadership roles and chair workgroups. CE specialists, AES scientists, CE advisors and other DANR academics may serve as workgroup chairs.

ORGANIZATIONAL SUPPORT FOR WORKGROUPS

The four DANR Program Leaders are responsible for promoting understanding, interest and involvement in DANR workgroups, serving as advocates for the workgroups and encouraging the formation of new workgroups and alignment of all workgroups around current DANR priorities. Program Leaders have limited funds available to use at their discretion to promote and support pre-workgroup planning throughout the year as critical needs emerge. The members of the DANR Program Council, including the AVP - Programs, Associate Deans, Regional Directors and Program Leaders, share responsibility for fostering productive workgroups. Each workgroup is assigned to one of the four Program Leaders for administrative oversight; however the programmatic focus of a workgroup may span more than one program area. DANR members are encouraged to contact any of the Program Leaders for additional information and assistance in developing workgroup proposals for this call and throughout the year:

WORKGROUP FINANCIAL MANAGEMENT AND ACCOUNTABILITY

Accounts are established in the Office of the AVP - Programs to hold funds for approved workgroups. Funds for approved research projects will be issued upon certification by the workgroup that the research has been cleared through applicable campus compliance review procedures. The workgroup chair has responsibility and authority for control of the workgroup's funds. Program Leaders maintain oversight of workgroup accounts in their respective program areas. Financial processing for funded workgroups is provided by staff in the Office of the AVP - Programs.

Unexpended balances of workgroup funds must be explicitly approved for carry-forward, for use on workgroup operations and projects approved for the new year.

All ratified DANR workgroups and other groups receiving DANR workgroup funds must submit an annual report of actions and outcomes. These reports will be published in an annual on-line directory of DANR workgroups. Workgroups will be reviewed for renewal of ratification every three to five years.