UW-Extension Policies

Financial Management

• Cooperative Extension Financial Management Policies - Summary of university business rules.
  • Cash Handling Procedures (2 pages, 53 KB) - Paper outlines cash handling policies for four types of Cooperative Extension programs.
  • Guidelines for Submissions and Administration of Extramural Awards (11 pages, 32 KB) - Cooperative Extension guidelines for grant application and administration.
  • Guide to Extramural Support - Document developed by Family Living Education as a guide in making decisions when considering external funding opportunities.

Participant Approval and Release of Information

• Cooperative Extension Photo Release Policy - Cooperative Extension has adopted an official release form for use by all faculty and staff who publish pictures and/or video in which people appear.
• Human Subjects Protection - Human Subjects Protection is about safeguarding the welfare and protecting the rights of individuals who participate as subjects in research and non-research assessments sponsored by UW Extension. The web site includes links to the Human Subjects Protection certification training course, a decision tree and other helpful documents.
  
  

Records Management

• Records Retention Policy (1 page, 40 KB) - UW-Extension policy outlining the document retention period for typical 4-H Youth Development records. Use the records retention schedule to plan and implement new practices for your management of records. It is also suggested that you check with the department head in your county to understand any county records retention policies that apply to 4-H Youth Development programs locally. If the two policies are in conflict on length of retention, you are advised to retain the records for the longer of the two retention periods. If your county has retained certain type of records for trend or historical data for longer periods of time than the records retention policy indicates, you do not need to change your county practices for these records. Management of records over a number of years can be a storage challenge. With file space at a premium in many offices, you might consider boxing a year's worth of records at a time, labeling the box with the type of records included and the date the records can be destroyed.
• Sensitive Data Policy - The university has a legal obligation to prevent unauthorized access to sensitive personal data under Wisconsin Act 138 and under various provisions of federal law.
  • Handling Sensitive Data in 4-H Youth Development Programs (2 pages, 31 KB) - Document clarifies procedures for handling sensitive data in 4-H Youth Development Programs.

  Cooperative Extension Mailing List Policy - Policy relates to lists of names, addresses, and telephone numbers.

• UW-Extension Administrative Policy - Open Records Requirements (1 page, 13 KB) - The Vice-Chancellor (Provost) for the University of Wisconsin-Extension (UW-Extension) is the custodian of records for the UW-Extension. All open records requests should be forwarded to the Provost's Office.

Expanding Program Access to Clientele with Limited English Proficiency

• Cooperative Extension Policy for Providing Meaningful Access to People with Limited English Proficiency (1 page, 28 KB) - Cooperative Extension has a responsibility to take reasonable steps to provide individuals who have limited English proficiency with meaningful access to educational programs and activities. Limited English proficient individuals are those who do not speak English as their primary language and who have a limited ability to read, write, speak or understand English.
• Cooperative Extension Guidelines for Expanding Program Access to Clientele with Limited English Proficiency (6 pages, 28 KB) - Cooperative Extension will provide educational programs and program materials in a second language through translation of written materials and the interpretation of spoken words when the program has been identified as a significant need through the state or county Extension needs assessment process.