Systematic and Effective Procedures

In order to achieve/attain the aforementioned objectives, systematic and effective procedures were undertaken from planning to evaluation of programs/projects, conduct of seminars/workshop.

A. Needs Assessment

Before any program/projects are planned, needs assessment survey was conducted. Surveys were conducted to determine the needs of the clientele. The results of the survey was analyzed and priority needs are identified. This become the basis for the identification of priority projects/programs. Consultations with the principals and department heads were also done to validate the results of the survey.

B. Planning

Foremost, is the creation of the campus extension council, the members of which are the faculty members of the different departments. This was done through a meeting called for by the campus extension coordinator. Thus, the Organizational Structure was established and became functional through delineation of function of each department. Planning starts at the department level with the extension council. An extension manual was provided to all departments for their guide in planning, implementation, monitoring and evaluation. The Campus Extension manual was based from the University Extension manual and PSU Code. The manual set the standards in our extension operation and serves as a guide in the accomplishment of the mission and vision relative to extension endeavors with relevance and superiority.

The Extension Services Department of the campus is tasked to submit an Operation and Financial Plan for the Calendar Year in consonance with the Five Year Development Plan which was ratified on February 8, 2010. The plan will be submitted to the office of the Campus Executive Director to be endorsed to the Office of the Vice President for Research, Development, Extension and Training. After laying down the groundwork of extension services, consultation/dialogue with the intended clientele was done through meetings with local leaders in the barangay in order to identify the immediate needs. The outputs of such meetings were endorsed to the municipal level (through the sangguniang bayan) for funding purposes based on the budgetary requirements of a certain project. To justify the provision of the proposed budget, a plan of action with the corresponding time frame was based on the needs assessment. It is worth mentioning that prioritization of project proposal was considered. Every project is implemented as soon as proposals are approved.

C. Preparation, Submission and Approval of Proposals

Faculty members are advised to prepare extension project proposals based on the identified priority projects. These proposals are submitted to the department chairs for review after which these were submitted to the Campus Extension Coordinator. The Extension Coordinator collated all campus proposals and presented it to the Campus Extension Council for review and endorsement to the University Extension Council. The list is then endorsed to the University and present it to the Board of Regent for funding approval. The fund is then requested for release to the President through the Vice President of Finance. The fund is directly released to the project head of the extension projects in the Campus for implementation.

C. Implementation

Prior to implementation proper, specific date of launching and MOA signing of the project are advertised through tarpaulins hanged in strategic places. Then, a convocation program is held and usually done in the locality where the project will be implemented. Brochures about the technologies will be distributed during seminars and trainings. In attendance are municipal officials, heads/representatives of agencies involved and barangay leaders and stakeholders.

In the implementation phase, the expertise of staff members were considered to ensure proper development of skills among the clientele.

D. Monitoring and Evaluation

In order to determine the level of success of project implementation, there was a periodic monitoring and evaluation with corresponding checklist of every activity. After which, integration of all recommendations/ suggestions were put in place. Monitoring and evaluation are done through field visitation, submission of progress report and terminal reports and oral presentation during in-house review of extension projects.

E. Submission of Reports

Every after training/activity, a terminal report or proceedings are prepared. The proceedings contain the MOA, program, schedule, budget, attendance sheet, training design, certificates, training evaluation, communications, and financial statement. Quarterly and annual reports are also submitted to the Campus Executive Directors and to the University offices namely; Planning, Office of the Extension Director, Office of the VP for Research and Extension and the Office of the President.

Procedure A: Internally Funded Extension Programs or Projects

Through an office order, the VP for Research and Extension convenes the Director, the Unit Heads, and the Extension Coordinators to review the University Extension Agenda and to schedule the Campus and University Extension Project Proposal Review. Meeting is held every fourth quarter of each year. After review, Training Needs Assessment is held every July and should be conducted to determine the needs on a chosen community. With the results from the TNA, the Campus Extension Coordinator will meet the Program Extension Coordinators in the Campus for update on the University Extension Agenda and synchronize with the curricular offerings in the Campus, advice the Program Extension Coordinators to prepare their extension project proposals following the University format and schedule the Extension Project Proposal Review. With the memorandum issued by the Campus Executive Director, a project proposal review will be held every third week of October. Faculty members will present their project proposals through a PowerPoint presentation. Three printed copies of their proposals following the University format shall be submitted to the Campus Extension Council according to the criteria set. Faculty members whose proposals were approved shall re- submit two printed copies of their proposals incorporating the corrections and recommendations of the Council. Unapproved proposals shall be revised incorporating suggestions of the Campus Extension Council and pass it again for review by the Council. Through an office order from the Vice-President for Research and Extension, the Director for Extension will spearhead the conduct of the University Extension Proposal Review. It will be participated by the Unit Heads, Extension Coordinators and faculty members who’ll present their extension project proposals. Their presentation will be adjudged by the University Extension Council based on the criteria set by the Council. The proposal review is held every second week of
November.

Consolidate approved proposals and forward it to the VP for Research and Extension, who’ll forward it to the President for the BOR meeting and seek funding approval from the Board. Done every first week of December. Present the proposed extension program or project proposals to the BOR meeting held during the last quarter of each year. Approved resolution shall be cascaded to the VP for Research and Extension and to the Extension Director for implementation. Attaching the BOR approved resolution for the funding of the extension program/ projects, Extension Coordinator, noted by his/her CED shall request for the release of budget, to the VP for Finance. Cash advance goes to the extension activity leader or proponent. With the release of budget, the faculty-extensionist proponents shall implement their extension program/ project following the period of implementation based on their project proposals. He/ She shall meet his/her members and plan the ‘when, where, how, and who’ for the event. The extension proponent shall also set a meeting with the key person of the partner agencies and beneficiaries for the planning. Attendance, minutes of the meeting and photos for documentation will be kept. Compliance to the training design and training methodology stated in the approved project/ program proposal should be met. Assess the effectiveness of the implementation by soliciting feedback from the trainees with the use of a monitoring form. Submission of Report to the Extension Coordinator has to submit a quarterly report to the Office of the Extension Director. The extension proponent/s will determine and measure the impact of the extension training implemented particularly on the number of technology adopters, increased income, employment generated and the qualitative benefit earned/ gained by the participants. It should be done months and years after the implementation of the project. A quarterly report shall be submitted by the proponent/s to the Campus Extension Office. Impact Assessment is done after three to five years by a third party requested or hired for the purpose of measuring the impact of the
extension program or project conducted.

Procedure B: Externally Funded Extension Programs or Projects

The receiving campus shall forward the proposed project from external agencies or organizations to the University Extension Council. The University Extension Council chaired by the VP for Research and Extension, co-chaired by the Extension Director and membered by the Extension Unit Heads and Coordinators, together with the University Legal Officer shall determine the feasibility of the project. Once seen feasible, it will be forwarded to toe University President for approval. Upon the recommendation of the University Extension Council and the University Legal Officer, the University President shall approve the proposed project. The University President and the Head of the partner agency or organization shall sign a memorandum of agreement or understanding to concretize or legalize the partnership. It shall be witnessed by the University Extension Council. The partner agency or organization, the PSU Committee or Team Members shall implement the extension program/ project following the period of implementation based on the project proposal. The partners shall meet his/her member and plan the ‘when, where, how, and who’ of the event. A meeting with the key person of the clienteles or beneficiaries shall be set, as well. Attendance, minutes of the meeting and photos for documentation will be kept. Compliance to the training design and training methodology stated in the approved project/ program proposal should be met. Assess the effectiveness of the implementation by soliciting feedback from the trainees with the use of a monitoring form.

Submission of Report to the Extension Coordinator following the complete parts of an accomplishment report should be done two weeks after the project is conducted. The Extension Coordinator has to submit a quarterly report to the Office of the Extension Director. The extension proponent/s will determine and measure the impact of the extension training implemented particularly on the number of technology adopters. Increased income, employment generated and the qualitative benefits earned/ gained by the participants. It should be done months and years after the implementation of the project. A quarterly report shall be submitted by the proponent/s to the Campus Extension Office. Impact Assessment is done after three to five years by a third party requested or hired for the purpose of measuring the impact of the extension program or project conducted.

Procedure C: Presentation and Publication of Completed Extension Program / Project

An office order will be issued informing the campus executive directors and extension coordinators informing the conduct of the University Extension Forum. The campus extension coordinators of all the nine-campus advice the faculty-extensionist in their respective campus to present their completed extension projects following the University format in PowerPoint presentation and printed copies. A panel of judges headed by the VP for Research and Extension will decide which of the presentations are outstanding and worth publishing using the criteria set by the University Extension Council. Following the University PowerPoint presentation and printed copies format, the faculty extensionist or extension proponent shall present completed extension projects/ programs implemented by them. In editorial board will consolidate, encode, edit and layout the chosen completed extension projects for publication once every year.

Completed extension projects presented which provided high impact to the community will be recognized through certificates of recognition and shall be published in the University Extension Journal. Printed copies of the chosen presentations will be consolidated, layout and edited for publication. The Director for Extension shall serve as the Head Editor of the Editorial Board; the Deputy Director as the Associate Editor and the Campus Extension Coordinators as staff members. The VP for Research and Extension is the consultant. After consolidation, preparation, encoding, layout and publishing of extension outputs will be done during the University Extension Forum.

It is then, request for funding of the publication will be sought by the Editorial Board to the University President through the VP for Finance, before the edited papers are brought to the printing press. The Editorial Board will then check on the completeness and correctness of the contents and layout of the extension journal before the printing of final copies. Once the final copies are printed, it shall be distributed to the campuses through the Campus Extension Coordinators. The coordinators shall provide copies to key and relevant offices such the research office, extension office, library, faculty offices, CED office, etc. Relevant government offices and NGOs shall be given their copy.

Process Flow from Needs Assessment to Evaluation of Extension Projects

 In case the request comes from the community such as School Principal, Association, and other Stakeholders, the request is addressed to the Campus Executive Director for proper action. The request forwarded to the Coordinator of Extension, informs experts for training in coordination with the requesting party. A MOA is then prepared specifying the responsibilities of each party. The Head of the Department involved prepares the training design and schedule of activities. Once approved, the activity is implemented. Heads concerned make periodic reports on the progress of the project. In order to measure the progress of implementation of projects, a monitoring and reporting system is done to identify problems and make necessary corrective measures, and possible solutions are recommended.

Sample request letter                                                                                          Sample answer sheet for needs assessment

 Sample Implementation of Extension Activity

Sample monitoring letter and results

Organizational Structure

The Office of the VP for Research and Extension is directly under the Office of the University President. The Extension Services Unit of the University is under the VP for Research and Extension. The head of the different sections such as Technology Demonstration, Field Services/Community Outreach, Extension Material Development and Research/Monitoring and Evaluation are directly under the Director for Extension Services.

The Campus Extension Organizational Structure is headed by the Campus Executive Director. Said organizational structure was approved during the Campus Academic Council Meeting held on May 19, 2017 at the Campus Accreditation Room. The Campus Extension Council which approved project proposals is composed by the CED, Campus Extension Coordinator and College Extension Coordinators. The organizational structure is presented at the next page.

The Director for Extension Services thru the Campus Executive Director coordinates with the Campus Extension Coordinators. The Campus Extension Coordinators coordinate with the different College Deans/ Extension Coordinators, Department Chairs/ Extension Coordinators regarding their extension activities. Faculty members, staff and students are involved in the implementation of extension activities to the rural and urban clients.

The organizational structure of the University can be seen below.