Extension Professionals Guide

THE EXTENSION PROFESSIONAL’S GUIDE
TO COMMUNICATING WITH DECISION MAKERS

Introduction

Why is it important for the Extension professional to communicate with elected officials and other decision makers? Cooperative Extension is currently having serious budgetary problems. As professionals retire, many vacancies are not being filled for lack of funds. In some states, the traditional county programming has been replaced by regional programming causing additional workloads for agents. With decreasing budgets there is more competition from other government agencies for funding. Therefore, it is of utmost importance that Extension staffs make contact with their legislators and other decision makers, at the county, state and federal levels, to inform them of the excellent programs being conducted that make a difference for both individuals and communities.

There are numerous methods from which to choose when communicating with elected officials and decision makers. Correspondence with the officials, involving the officials in programs, one on one visits, and using Extension clientele to communicate with the official are all acceptable means of getting the job done. Regardless of the method the message is clear. Cooperative Extension Staff must communicate with elected officials and decision makers to show them the important educational work that is being accomplished.

In 2004 the National Association of County Agricultural Agents (NACAA) Life Members suggested to the NACAA Board that a resource training tool for "Working with Elected Officials and Decision Makers" be developed and distributed to Extension agents and educators. The Joint Council of Extension Professionals (JCEP) Public Issues and Partnerships Committee liked this idea and then compiled the following documents and organized them into a resource tool as a guide for Extension Professionals to use when dealing with elected officials and decision makers.

The documents are:

“THE MOST EFFECTIVE DO’S AND DON’TS OF SUCCESSFUL LEGISLATIVE GRASSROOTS CITIZEN ADVOCACY” written by Patrick Haggerty is a list of things to do and not to do that effect the relationship between the legislator and the advocate.
“TIPS FOR DEALING EFFECTIVELY WITH YOUR LEGISLATOR” is a collection of tips from professional lobbyists for dealing with legislators.
“HOW TO COMMUNICATE WITH CONGRESS” written by Pennsylvania Cooperative Extension is a collection of tips on communicating with congress.
“WHO MAKES PUBLIC DECISIONS? WHO SETS POLICY?” written by B. L. Flinchbaugh, defines decision maker and serves as a guide for the identification of decision makers in communities. This document stresses the importance of knowing the decision makers that can affect one’s budget. After determining the identity of these decision makers, it becomes necessary to identify the people that have influence over the decision makers.
“GUIDELINES FOR EDUCATING DECISION MAKERS ON EXTENSION PROGRAMS” was developed by the NACAA Life Member Committee chaired by Dick Curran. This document deals with the importance of using Extension programming and Extension clientele to tell the story of Extension.
“EXTENSION MARKETING TOOLBOX” written by Robin Orr and adapted from the “EFNEP MARKETING TOOLBOX” is a collection of marketing tips that every Extension Professional should have and utilize.
“BUILDING SUPPORT FOR EXTENSION IN THE 21ST CENTURY” was commissioned by ECOP and written by Patrick Boyle. Some of the material is dated. However, the material is still very useful and practical. The document focuses on the changing political environment and implications for building an effective support strategy.
“BUILDING POLITICAL SUPPORT FOR EXTENSION, CHALLENGES FOR TODAY” was written and presented at the North Central Region Leadership Workshop by Dr. Michael J. Tate. This document discusses building political support and the implications of the challenges for today’s Cooperative Extension System.
“EMPOWERING & MOTIVATING EXTENSION ADVISORY BOARDS AND COMMUNITY COUNCILS, A HANDS ON PRACTICAL APPROACH” was written by Michael F. McKinney and presented at the 2005 Public Issues Leadership Development Conference. The document guides the Extension professional through the process of selection and use of Extension Advisory Boards.
“COUNTY COMMISSION FOCUS GROUP REPORT” was prepared by Cassey Venters. The document is a report of County Commissioners’ perceptions of the University of Missouri Extension in 2004.
“A COLLECTION OF IDEAS CONCERNING WORKING WITH ELECTED OFFICIALS FROM SOUTH DAKOTA, MINNESOTA AND GEORGIA” was written by Don Guthmiller, Dan Martens and the JCEP Team from Georgia. The document is a collection of ideas that are used in these states in dealing with decision makers.
“POLICY RESOURCE LINKS” is a list of resource links that can provide information concerning public policy issues to the reader.
“JCEP CHALLENGE 2006” was adapted from the National Extension Association of Family and Consumer Sciences Challenge. It is a self check list that helps you determine your effectiveness in dealing with decision makers.

This is not an all inclusive document. However, it is a starting place that will help the Extension educator in dealing with elected officials. This document can be used by all Extension educators as a resource tool. Please feel free to use it in trainings presented by Extension Administration or by agent associations.

The document can also be used to inform and educate young Extension educators about dealing with elected officials. The document may be used on web sites and as a personal training resource as a CD. JCEP feels that this document should be made available to all Extension educators nationwide.

Send your suggestions and success stories in dealing with decision makers to JCEP.

It is imperative that administration from the Land Grant System and Cooperative Extension work as a team with local Cooperative Extension to educate legislators on the important educational work being accomplished by local Cooperative Extension educators. Land Grant Colleges need Cooperative Extension to be the gateway to the state Land Grant College. Cooperative Extension needs to be a part of the Land Grant College. Together these entities can generate the political support they need to deliver a quality product to the people of their state.

This document is large, but, it is designed to be user friendly. The document is designed as a web page and each document is linked. The reader can use the mouse to click on a particular document in the table of contents to open the document. Also, there is a list of key words at the end of each document that corresponds to key words on the table of contents page. These key words will take you to the document that corresponds to that document.

Prepared by the Joint Council of Extension Professionals