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VCE New Agent

Onboarding

Roadmap*�

VCE Intro

Unit Orientation

Extension Basics

PEARS intro

VT New Employee Training

Civil Rights Compliance

PEARS

Quarterly Reporting

State New Agent Orientation

Program Area

Foundations

FCS

Programming Foundations

PDI

Winter Conference

Leadership

Development

Professional Associations

VCE PD Opportunities

Promotion

PEARS

Training &

Practice

District Orientation

14 days

Mentor Support

30 days

2 mos.

4-H

ANR

2-6 mos.

Subject Matter Inservice

7-12 mos.

5 yrs.

*Adapted from UGA Extension

2024 VCE-1195NP

The VCE New Agent Onboarding Roadmap was designed to help new agents view the big picture of their first critical years with Extension. From the early months that include district and unit orientation, online trainings, and support from agent mentors to the numerous training and professional development opportunities along the way. The next few slides will take us step by step through the onboarding process to better help new hires understand their expectations in the early stages of their career, including future leadership and promotion opportunities. This roadmap also provides approximate time markers for participation and completion of the different steps which are, in order: District Orientation, Extension Basics, Unit Orientation, Mentee Support, Civil Rights Compliance, VT New Employee Training, Volunteer Management Basics, State New Agent Orientation, Program Area Foundation trainings, Programming Foundations, Program Development Institute, Winter Conference, Subject Matter Inservice, Leadership Development opportunities, and Promotion. This roadmap is to serve as a general guideline, as we recognize every new hire has a unique start date that will require adaptation to the overall timeline provided.

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Unit Orientation

14 days

Community Resources, Partnerships & Programs

Situation analysis data	Local organization chart
Community issues data	Local influencers
Unit Profile	Engaging volunteers
Local programming needs	Specialists/Research
Local Government	Curriculum/resources
Civic Organizations	Funds development
Local non-profits	Extension Leadership Council
Local agencies	Other advisory boards

Guided by the Unit Coordinator (UC) using the state-provided UC Quick Guide to New Agent Onboarding.

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VCE Intro

14 days

Guided by the Employee Development Specialist; overview of VCE New Agent Onboarding.

Welcome & Introduction to VCE

Overview of onboarding process

Training plans at local, district & state level

Specific professional development needs for their role

Check-ins established

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14 days

Policies

Organizational chart

VCE policies

University policies

Office procedures

Equipment guidelines

Cell Phone guidelines

Travel

Outside Employment

Personnel Issues

Pay schedule

Leave & holidays

Calendar sharing

Professional scheduling

Telework

Faculty Handbook

Nametag & VCE shirt

Business Cards

Unit website

Social media

Professional Development

PageUp Onboarding

Mentors

Intranet site & calendar

New Agent Orientation

Program Development Institute

Program area training

VCE Winter Conference

Professional Associations

Dues & conference support

Promotion Process

Masters & tuition support

Reports & Planning

Intranet resources

Personal Action Plans

Buy-Ins

Faculty Report system

Annual Evaluation

Civil Rights Compliance

Contacts Reporting

All Reasonable Efforts

Unit local reports

ELCs

Volunteers/Advocates

Stakeholders

Fiscal Issues

Position funding

Budget policies

CALS finance site

State budget overview

Local agency funds

Foundation accounts

Purchasing cards

Guided by District Directors using state-provided checklist.

District Orientation

District Orientation, with the District Director and possibly other district office staff, will generally occur in the first 14 days of a new agent’s hiring but each new hire will personalize their onboarding journey depending on their schedules and needs. District Orientation is definitely important as one of the first things new Extension agents receive from their District Director. The orientation covers a lot of information under the categories of: Policies, Personnel Issues, Professional Development, Reports & Planning, and Fiscal Issues. This orientation serves to give new agents an overview of the major guidelines, training, and resources that are fundamental parts of the agent role. The director may provide this information all at once or over time, but regardless new agents are not expected to learn & absorb the material all at once. Numerous online resources are available for continuous reference, primarily the VCE Intranet will be an important resource that new agents can access for future guidance in all the categories addressed during district orientation.

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Extension Basics

14 days

PageUp self-directed modules:

CALS mission, vision & values

VCE History

Extension organization structure (national & state)

Role & responsibilities of an agent

Building relationships

VCE Mentoring program

Policies & procedures

Professional conduct

Civil Rights Compliance

Core competencies

Contact Reporting

Program Teams

Buy-Ins & Action Plans

Professional Associations

Completed by new hires, individual pacing through VT PageUp Talent Management System

The next step along the Onboarding Roadmap is Extension Basics, which is an online module available on the Virginia Tech Page Up Talent Management System. This module is completely self-paced, so that new employees can fold this training in before, during, or after other parts of their onboarding during the first 14 days of employment. This module is focused on introductory information about Virginia Cooperative Extension to better help the new employee understand the mission, history, and structure of the organizations. The module also provides important information about the role of an agent. Some of the lessons also review similar topics provided by the District Director, so the module is very complimentary to the district orientation piece we just discussed. The module will help reinforce the issues and point you toward additional resources to help support new agents as they learn the basics of being a VCE agent.

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PEARS intro

30 days

Onboarding to Program Engagement & Reporting System (PEARS):

User account created; confirm login and access for new hire
Introduce PEARS mentor assigned to guide & support new hire
Overview of PEARS and reporting expectations (big picture)
Awareness of PEARS training resources on VCE Intranet site

Facilitated by the Data Integration Specialist; overview of VCE reporting system & expectations.

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Assigned Mentor(s):

District Director (DD) selects mentors based on program area & individual need.
Utilize VCE Intranet resources (checklist, handbook & curriculum)
Schedule significant meeting time with new hire in first weeks of employment
Establish regular meetings and check-ins for the first six weeks of employment

Additional mentors & support:

DD or mentor may identify other agents to provide specific shadowing opportunities
UC & other unit staff provide significant local mentorship

Guided by District Directors & assigned mentors using the VCE Mentoring Handbook & Curriculum.

Mentor Support

30 days

A critical step in the first month of onboarding is providing new agents with mentor support. District Directors assign individual mentors based on common program areas. For example, a new 4-H Agent would be assigned a mentor who is also a 4-H agent. It is expected that mentors are provided with the VCE Mentor Handbook and that they reach out their assigned mentee to schedule meetings (both virtual & in person) to establish a relationship and expectations. Mentors may also connect the new hire with other agents in their region for shadowing opportunities. Over the first year of employment, new hires are expected to deepen the relationship with their mentor and gain experiences through shadowing and observation of their mentor (or assigned agent to shadow) as they deliver programs relevant to the development of the new agent. New hires may find it valuable to accompany their mentor to meetings of significance or assist with certain events that will give them hands-on experience. Examples of this could be accompanying a mentor to an important meeting with local leaders, attending a 4-H camp, shadowing their mentor on a site visit to a local producer, or sitting in on a session between their mentor and a key stakeholder such as their local Social Services department.

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PageUp Modules

Completed throughout district & unit orientations.
Self-paced learning.
Revisit lessons & utilize as a resource during onboarding.

Completed by new hires, individual pacing through VT PageUp Talent Management System

VT New Employee Training

Civil Rights Compliance

2 mos.

We have now moved along the Onboarding Roadmap to the first two months, which allows time for the completion of any of the pieces stated during the first 14 days, but also two additional online trainings that are required. Civil Rights Compliance and Virginia Tech New Employee Training are both accessed through the Virginia Tech Page Up Talent Management System and are self-paced modules. It is recommended that the new employee complete both trainings within the first two months of employment. They serve to reinforce many of the topics and polices already presented through other training that was provided. The goal is for new hires to feel more acclimated to their position and the relationship they have with their new employer. It is important that many of these key topics are reviewed several times and that they are in an online format that can be revisited anytime an agent needs a refresher on a particular topic.

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14 days

PEARS

Training &

Practice

PEARS Knowledge & Ability Building

Complete essential training videos (self-paced) & review written resources (VCE Intranet)
Shadow data entry with assigned PEARS champion
Complete practice entries; begin Quarterly Efforts
Feedback & live session with Data Integration Specialist

Guided by the Data Integration Specialist; training support materials on the VCE Intranet.

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State New Agent Orientation

Topics covered by specialists and departments during on-campus visits to VT & VSU.

Unit-specific information shared by AFAs & UCs.

Advancement

Communications

Marketing

Risk Management

Fiscal Stewardship

Human Resources

Specialists

IT Support Service

2-6 mos.

Administered by VCE Learning & Organizational Development unit.

We have now moved into the two to six months time range along the Onboarding Roadmap. Again, we recognize that this is not a fixed timeline, and it will depend greatly on the start date of each individual new hire, but within the first six months most new hires will attend significant state training in the form of Volunteer Management Basics and State New Agent Orientation. Both state trainings are administered by the VCE Learning and Organizational Development unit. Volunteer Management Basics is delivered both online and in-person to help new agents develop a plan for recruitment, supervision, and management of volunteers for their local programs. Volunteers serve as force multipliers for Extension program delivery, resource development, and advocacy across the state. It is important for new agents to take advantage of the many resources and training opportunities available to help them develop their volunteer management skills.

State New Agent Orientation is required and in person. A variety of topics are covered, and new agents visit both land-grant universities (Virginia State University and Virginia Tech) to meet the specialists and departments who play a critical role in supporting the work of agents in the field. Representatives from departments such as Advancement, Communications & Marketing, Risk Management, Fiscal Stewardship, Human Resources, and IT Support Services provide an overview of the resources available from both campuses. Another key component of the New Agent Orientation is building relationships among the cohort of new agents. Twice a year New Agent Orientation is held at Virginia Tech, each group serving as a cohort that will provide additional peer support. Once a year the two newest cohorts will attend New Agent Orientation at Virginia State University.

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Program Area

Foundations

New 4-H Agents have additional, seasonal training

Spring & Fall trainings - cover set list of topics.
Annual Camp Leadership Training (usually in Feb).
Required for all 4-H agents.

2-6 mos.

Administered by VCE Program Leaders & Specialists.

4-H

Still within the same two to six months timeline along the Onboarding Roadmap, we also provide new agents with training specific to their program area. For new 4-H Agents, this means completing two seasonal trainings offered in the Spring and Fall of each year. Each training covers a specific set of topics such that a new agent can attend both, regardless of their start date, without missing or repeating any material needed for their development as a 4-H Agent. In addition, it is required that new agents complete Camp Leadership Training which is held once a year (usually in February). We recognize that the start date may interfere with a new agent attending Camp Leadership Training and in these cases the state 4-H office will work with those individuals to ensure they receive the necessary training prior to their camping programs for the summer of their hire date. New 4-H Agent training is administered by the team of 4-H Program Leader and Specialists at the State 4-H Office.

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Program Area

Foundations

Supplementary training for new FCS Agents

Specific subject-area shadowing assignments.
Core Competencies for FCS agents.

2-6 mos.

Administered by VCE Program Leaders & Specialists.

FCS

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Program Area

Foundations

New ANR Agents have additional, two-year training

Broad array of subject-matter topics.
In person at various ARECs every other month (April-Oct).
Alternating months are 1-hour Zoom sessions.
Required for all ANR agents.

2-6 mos.

Administered by VCE Program Leaders & Specialists.

ANR

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PEARS

Quarterly Reporting

2-6 mos.

Meeting VCE Reporting Expectations:

Apply PEARS training to real entries to complete for the next/upcoming quarterly reporting deadline
Utilize open office hours & monthly learning opportunities
Seek support from assigned PEARS champion
Each quarterly report builds toward annual faculty report

Directed by the Data Integration Specialist.

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PageUp self-directed modules:

Learning & applying the VCE programming model.
Recommended to complete with guidance from mentor(s).
Completion required before attending PDI.

7-12 mos.

Completed by new hires, individual pacing through VT PageUp.

Programming Foundations

We have entered the seven to twelve months time range along the Onboarding Roadmap. One requirement is another self-paced, online module called Programming Foundations. Like the other online training modules previously mentioned, this one is also accessed through the Virginia Tech Page Up system. This training introduces the VCE Programming model which helps new agents understand how to program. The key components of the VCE Programming Model are Situation Analysis, Educational Program Design and Implementation, and Program Evaluation and Reporting. Each of the three components is also influenced by stakeholders at the local, state, and national level that help influence the programming process. New agents will learn how to apply this model to their own programs by assessing the needs in their community, creating & delivering programs to address those needs, and then assessing and reporting the impacts of their programs. This is a critical training that helps new agents prepare for attending the next step on the Onboarding Roadmap which is Professional Development Institute, or PDI. It is essential for new agents to complete Programming Foundations before attending PDI so they have a basic understanding of the model. It is also recommended that new hires work closely with a mentor when completing this module to help reinforce the material.

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Professional Development Institute (PDI):

Annual, in-person training held in the fall.
Required for all new agents hired prior to July 1.
Objectives build on increasing knowledge & application of the VCE programming process.

7-12 mos.

Administered by VCE Learning & Organizational Development (LOD) unit.

PDI

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Annual, required professional development

Odd years: in-person Winter Conference at Virginia Tech (all agents).

Even years: in-person conferences around the state (by program area).

7-12 mos.

Administered by VCE Learning & Organizational Development unit & VCE Program Leaders.

Winter Conference

Subject Matter Inservice

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Leadership

Development

Membership recommended at state & national levels

4-H, ANR, and FCS specific associations.
VESA & ESP for all program area professionals.
Leadership opportunities with committees & officer positions.
Networking with broader Extension professionals.
Scholarship and presentation opportunities.

5 yrs.

Guided by District Directors, Unit Coordinators & mentors.

Professional Associations

We have reached the final timeframe for the VCE Onboarding Roadmap which highlights some key opportunities for Leadership Development beyond the first year of employment, up to year five. One of those opportunities is participation in professional associations. It is recommended that agents become members of relevant state and national associations to further their professional development. Each program area (4-H, ANR, and FCS) has their own associations. All agents are encouraged to join Virginia Extension Service Association (VESA) and Epsilon Sigma Phi (ESP) which are open to Extension professionals of all program areas. Membership in Professional Associations provides agents with opportunities for growth and leadership such as committee or officer positions. Associations are a great way to network more broadly across the Extension profession, whether within you state or beyond with conferences and training opportunities. There are also numerous ways to increase your scholarship growth by presenting workshops, posters, and other professional development within your professional association events and conferences.

New agents will receive guidance from District Directors, Unit Coordinators, and mentors about opportunities for leadership development within Professional Associations.

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Leadership

Development

Faculty Leadership Development Program

Program Teams & Forums

Seminars & online VT Training PageUp

Fall District Conferences

Mentorship to new hires

5 yrs.

Guided & supported by District Directors & state Program Leaders.

VCE PD Opportunities

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Leadership

Development

VCE Promotion Process:

Required promotion from Associate Agent to Agent by 6th year of employment.

Preparation for Promotion: fall of 3rd calendar year from hire date (required).
Early Promotion: fall of 4th calendar year from hire date.
Regular Promotion: fall of 5th year from date of hire (required).

Additional requirement by Regular Promotion date: earned Master’s degree in field related to assigned duties.
Detailed information on VCE Intranet (Personnel tab).

5 yrs.

Guided & supported by District Directors & agent mentors.

Promotion

The final stop along the Onboarding Roadmap and nearest to the five-year timeframe is Promotion. There is an automatic opportunity for career advancement baked in to the new agent onboarding process and it is required promotion from Associate Agent to Agent by the sixth year of employment. The VCE Promotion Process is detailed on the VCE Intranet under the Personnel tab. By fall of the third calendar year from hire date, Associate Agents start preparation for promotion which is required for submission by fall of the fifth year from the date of hire. An additional requirement to completion of the VCE Promotion Package that is provided on the VCE Intranet, is an earned Master’s degree in a field related to the agent’s assigned duties. VCE has numerous resources to support new agent’s pursuit of their Masters Degree, including a tuition reimbursement & scholarship program, which are listed on the VCE Intranet.

New agents will receive guidance and support from District Directors and state FNP Program Leaders for promotion from Associate Agent to Agent.

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VCE New Agent

Onboarding

Roadmap*�

Extension Basics

Unit Orientation

Mentee Support

Civil Rights Compliance

continue Ext. Basics

Mentoring Continued

Volunteer Management Basics

State New Agent Orientation

FCS

Program Area

Foundations

Programming Foundations

PDI

Professional Associations

Leadership

Development

Promotion

Winter Conference

VCE PD Opportunities

2-6 mos.

5 yrs.

VT New Employee Training

District Orientation

30 days

4-H

ANR

Subject Matter Inservice

7-12 mos.

2 mos.

14 days

*Adapted from UGA Extension

Virginia Cooperative Extension is a partnership of Virginia Tech, Virginia State University, the U.S. Department of Agriculture, and local governments. Its programs and employment are open to all, regardless of age, color, disability, sex (including pregnancy), gender, gender identity, gender expression, national origin, political affiliation, race, religion, sexual orientation, genetic information, military status, or any other basis protected by law.