1. Strategies for Success in Nutrition Education Debra B
Strategies for Success in Nutrition Education Debra B. Cotterill Mary Santana Liz Buckner February 22 & 25, 2016
Thank you for taking the time to be here today! Mary Santana and Liz Buckner will be joining me for the presentation.

2. Today’s Agenda Updates & Supervision - Debra
Time entry & approvals – Mary
Travel Vouchers - Mary
WebNEERS; Performance Evaluation – Liz
Performance Documentation – Debra & Liz
News and Opportunities - Debra
Summary and Questions

3. Personnel Update Martha Yount – Nutrition Specialist
Sarah Brandl – located in Lexington
Renee Fox – Marketing and Media
Rita May retiring
Dr. Lola Adedokun – Evaluation Specialist
Paula Plonski – Evaluation Associate
Food System Specialist
Martha Yount – Nutrition Specialist – even though concentrated effort in South Eastern KY and the Promise Zone can support SNAP-Ed PSE effort across the state. Thus a resource for agents along with the area agents.
Sarah Brandl – located in Lexington at the KU Building
Renee Fox – Marketing and Media Watch for messages and materials from
Rita May retiring – will be working part time and helping with transition
Dr. Lola Adedokun – Evaluation Specialist – comes with much experience including with Extension
Paula Plonski – Evaluation Associate – may work with some counties on data collection
Food System Specialist - posted

4. Hopefully everyone already knows your area nutrition agent
Hopefully everyone already knows your area nutrition agent. We have copies of the map for you. Please note the agent assigned to your district staff meeting may not be the agent assigned to your county. Their role is to support you in your efforts of NEP supervision including performance evaluation and follow-up and the hiring process including specific tools. They serve as mentors to NEP assistants, conduct county reviews and work with you on coaching. Remember to let area agents know if you are going to be off because area nutrition agents will cover the program supervision including approval of the NEP assistant weekly schedule. Other agents in the office can approve time and travel vouchers and should also receive a copy of the assistant’s schedule. Area Agents need to know when agents are off for extended time like medical leave, not annual vacation.

5. Area Nutrition Agents Rosie Allen: (859) 586-6101 rallen@uky.edu
Caroline Durr: (502)
Nancy Kelley: (270)
Amy Singleton: (606)
Sara Talbott: (859)
Laura White-Brown: (606)
They also support all agents in their SNAP-Ed efforts, help develop regional partnerships and assist with policy, systems and environmental efforts on behalf of SNAP families. Please encourage your coworkers to call upon them for SNAP-Ed community work questions and support.

6. Revised NEP Curriculum
For NEP paraprofessionals
Seven required sessions
Evaluation required after 7th
Pilot testing being done
New to curriculum
Overview
Recipes
Activity tools
Marketing Materials
You’ll find the Healthy Choices for Every Body (curriculum title) on all publications, PowerPoint Presentations and marketing materials. The goal is to have a consistent marketing design and brand to represent the nutrition education programs. We want participants and partners to recognize our brand, associate the materials with our program and the University of Kentucky Cooperative Extension Service.

7. Meeting Reminder Cards
Example of additional materials with the curriculum revisions; reminder cards to give participants that include a recipe. These are not food demonstration recipes. These are cards to be used as reinforcement items for future lessons.

8. Revised NEP Curriculum
Integrity of Program
Use as designed
Fifty six adult participant graduates
Youth groups/ number of youth
Use marketing materials
Evidence based - Must use curriculum as designed
May be going from youth groups to number of youth in 2017
Paraprofessional can not change the titles, even on marketing materials, including flyers, to something catchy because may unknowingly use a trademark name such as “Mommy and Me”.

9. Enrollment & Graduation
Plan above the goal
Constant Cycle
Quarterly reports
Identify the % of loss to calculate the needed enrollment number
100% NEP time on related work; share 4 hours/5 minutes example (you can’t invite them to help you with a program which takes an hour and then give them 5 minutes to promote their program).
New quarterly reports go to area agents electronically to help identify potential programs and to provide support and coaching

10. Civil Rights Poster Training New hires Documentation
Will be sending the new Civil Rights poster; three per county for agents and one per assistant. If you county needs more, please let us know how many.
Must be displayed at all delivery sites
Assistants must carry with them to each class

11. Travel Vouchers Apologies for checks being late
New electronic procedure
Anticipated rollout in May
Accuracy vital
Legal signature
May and June deadlines
See Mary Santana presentation for details
Be sure what you sign is correct
Watch for and adhere to the May and June deadlines, there is no forgiveness. If we don’t get the invoices paid by the state UK and/or the counties will be paying

12. Weekly Schedules
NEP assistants’ should turn in a weekly schedule to their supervisor. And get any changes approved by you. Weekly schedules are used as a time card for their worktime throughout the week. Please keep a copy as a record of their work time, can be electronic with backup files or paper copy.
NEP assistant’s time is to be spent doing SNAP-Ed/EFNEP work. Certain events, such as 4-H camp/ reality stores are not things that necessarily qualify as NEP work. If they are participating in office-wide event such as a Farm Field Day, they should be promoting their program and recruiting clients.
Assistants are also trained to promote other extension programming areas-FCS, 4-H, Ag/Hort to their clientele as well.

13. Working with SNAP Offices
Efforts on behalf of NEP assistants including marketing counts toward your SNAP-Ed commitment/hours. One example is building a relationship with SNAP offices. The FNS Federal audit finding noted the lack of coordination and cooperation with SNAP offices and Frankfort has made some moves toward improving those relationship. If that door has been closed in the past, please try again. In some Kentucky counties SNAP offices have even reached out to Extension.
Audit Finding

14. KERS Reporting for NEP Assistants
Examples of difference between agent and NEP assistant KERS reporting

15. KERS Reporting for NEP Assistants
See area agent for additional information or help understanding

16. KERS Reporting for NEP Assistants
Meetings/activities reports and expense records are reviewed and filed for audit which occurs about 3 times a year.

17. Reimbursements Program reimbursements Copies
Reported Monthly by the 10th
Paid monthly
Updated in KERS monthly
Copies
Reported monthly
Reimbursed Quarterly
We must report to Frankfort each month so extremely important to submit timely by the 10th of each month. This applies to agents and assistants.

18. Time Entry
Mary Santana, click to her presentation;

19. WEBNEERS http://www2.ca.uky.edu/hes/inte rnal/NEPNEERS.php
Contact Liz Buckner or your area agent for this portion of the presentation.

20. Job Performance
Check out the UK Performance Documentation Basics also provided

21. Performance & Behavior
Good Documentation
Recognize and reward
Support growth & development
Detail needed improvements
Protect UK and you
Refute claims

22. Documentation
When to Document
Good Stuff
Bad Stuff

23. Documentation D – Document Facts, not Opinions
O – Observations are Documented
C – Consistent
U – Use Proper Grammar
D – Document Facts, not Opinions
O – Observations are Documented – include date, time and description
C – Consistent – and follow-up, don’t drop the ball
U – Use Proper Grammar – and language identified by UK HR (District Directors and area nutrition agents can help)

24. Documentation M - Measurable Goals and Standards
E – Evaluate Results, not effort
N – Notebook, Diary, Journal
T - Truthful and Accurate
M - Measurable Goals and Standards – employee entitled to due process
E – Evaluate Results, not effort – hard to do but must be done
N – Notebook, Diary, Journal – vital to improvement and/or the process
T - Truthful and Accurate – don’t guess do site visits. Area nutrition agents can help with site visits

25. Documentation Process Stages Oral Warning Written Warning Probation
Suspension
Termination
Again don’t drop the ball; sometimes you much start the process a second time because the positive behavior change didn’t last. Keep the older notes because you may need the evidence of pattern behavior

26. Separation Sheet Actual last day worked Reason for separation
Amount of terminal vacation, if any
Discussed with employee
Signed by both
Actual last day worked
Reason for separation - accuracy is critical
Amount of terminal vacation, if any – Darlene Tipton will provide
Discussed with employee
Signed by both

27. NEWS & OPPORTUNITIES

28. Exciting Support Campaigns to support NEP efforts
Physical Activity videos
For clients
4 versions
Campaigns to support NEP efforts
Billboards and bus wraps
Signage
Support materials for agents
Radio and TV
Nicole Peritore working on completion of the videos

29. Special Projects NEP Curriculum pilot Social Marketing Research
24 Hour food recall
Mobile Tech
Farmers’ Market
Altarum
Altarum has been hired to assess SNAP-Ed program delivery in Kentucky and wants input from agents, paraprofessionals and the communities in which they work. All agents get surveyed but 8 counties will also have site visits.

30. Summer Opportunities Super Star Chef Food Preservation Recruitment
Marketing
NEP assistants do not teach

31. Ideas for 2017
New Projects
Curriculum
Tools
Materials
Delivery

32. 2017 Commitment Process in March Based on contacts Community Policy
Systems
Environment
Area Agents will be discussing commitment sheets at District Staff meetings in March

33. Questions
Reference: United States Department of Agriculture 2010 Dietary Guidelines, September 2012 Prepared by: NEP State Staff Graphic Design: Kevin Brumfield • Photography: 123rf.com Copyright © 2015, for materials developed by University of Kentucky Cooperative Extension. This publication may be reproduced in portions or its entirety for educational or nonprofit purposes only. Permitted users shall give credit to the author(s) and include this copyright notice. Educational programs of the Kentucky Cooperative Extension serve all people regardless of race, color, age, sex, religion, disability, or national origin.