The delineation of responsibilities of the government entities for conducting Cooperative Extension programs is reflected in the Memorandum of Understanding between USDA and the University of Arizona Cooperative Extension. This document states:
"Whereas the University of Arizona has under its control Federal and State funds for Extension work in agriculture and home economics which are and may be supplemented by contribution for similar purposes by counties and other organizations and individuals within said State, and the United States Department of Agriculture has funds appropriated directly to it by Congress which can be spent for extension work in the State of Arizona;
Therefore, with a view to securing economy and efficiency in the conduct of extension work in the State of Arizona, the president of the University of Arizona acting subject to the approval of the Board of Regents of the University and State Colleges of Arizona and the secretary of Agriculture of the United States, hereby execute the following memorandum of understanding with reference to cooperative relations between said University of Arizona and the United States Department of Agriculture for the organization and conduct of extension work in agriculture and home economics in the State of Arizona.
I. The University of Arizona agrees:
A. To organize and maintain at said institution a definite and distinct administrative division for the management and conduct of all cooperative extension work in agriculture and home economics, with a director selected by the institution and satisfactory to the Department;B. To administer through such division thus organized, known as the Agricultural Extension Service (University of Arizona Cooperative Extension), any and all funds it has or may hereafter receive for such work from appropriations made by Congress or the State Legislature, by allotment from its Board of Regents or from any other sources;C. To accept the responsibility for conducting all educational work in the fields of agriculture and home economics and subjects related thereto as authorized by the Smith-Lever Act as amended and other Acts supporting cooperative extension work, and such phases of other programs of the department as are primarily educational, which the Department has been authorized to carry on within the State.
II. The United States Department of Agriculture agrees:
A. To maintain in the Department a Federal Extension Service which, under the direction of the Secretary, (1) shall be charged with the administration of the Smith-Lever Act as amended and other Acts supporting cooperative extension work insofar as such administration is vested in the Department; (2) shall have primary responsibility for and leadership in all educational programs under the jurisdiction of the Department (except the graduate school); (3) shall be responsible for coordination of all educational phases of other programs of the Department, except the graduate school; and (4) shall act as the liaison between the Department and officials of the Land-Grant Colleges and Universities on all matters relating to cooperative extension work in agriculture and home economics and educational activities relating thereto.B. To conduct through the University of Arizona all extension work in agriculture and home economics and subjects relating thereto authorized by Congress to be carried on within the State except those activities which by mutual agreement it is determined can most appropriate and effectively be carried out directly by the Department.
III. The University of Arizona and the United States Department of Agriculture mutually agree:
A. That, subject to the approval of the President of the University of Arizona and the Secretary of Agriculture, or their duly appointed representatives, all cooperative extension work in agriculture and home economics in the State of Arizona involving the use of Federal funds shall be planned under the joint supervision of the director of the Agricultural Extension Service of the University of Arizona and the administrator of the Federal Extension Service; and that approved plans for such cooperative extension work in the State of Arizona shall be carried out through the Agricultural Extension Service at the University of Arizona in accordance with the terms of individual project agreements.B. That all State and county personnel appointed by the Department as cooperative agents for extension work in agriculture and home economics in the State of Arizona shall be joint representatives of the University of Arizona and the United States Department of Agriculture, unless otherwise expressly provided in the project agreement. Such personnel shall be deemed governed by the requirements of Federal Civil Service Rule No. IV relating to political activity.C. That the cooperative between the University of Arizona and the United States Department of Agriculture shall be plainly set forth in all publications or other printed matter and used in connection with said cooperative extension work by either the University of Arizona or the United States Department of Agriculture.D. That annual plans of work for the use of Smith-Lever and other Federal funds in support of cooperative extension work shall be made by the Agricultural Extension Service of the State of Arizona and shall be subject to the approval of the Secretary of Agriculture in accordance with the terms of the Smith-Lever Act as amended or other applicable laws, and when so approved shall be carried out by the Agricultural Extension Service of the said State of Arizona.
IV. The University of Arizona and the United States Department of Agriculture further mutually agree:
A. That the Department of Agriculture shall make final determination on any proposed supplementary memoranda of understanding or similar documents, including those with other agencies, affecting the conduct of cooperative extension work only after consultation with appropriate designated representatives of the Land-Grant Colleges and Universities.B. That the University of Arizona will make arrangements affecting the conduct of cooperative extension work with agencies of the Department, or with other Federal agencies, only through the administrator of the Federal Extension Service, or in accordance with an existing general agreement which has been approved by him.C. That all memoranda and similar documents hereafter executed affecting cooperative extension work, whether between agencies of the Department or between State Agricultural Extension Services and agencies of the Department, shall be within the framework of, and consistent with the intent and purpose of, this memorandum of understanding.D. That all memoranda and agreements affecting policies in cooperative extension work shall be reviewed periodically by appropriately designated representatives of the Land-Grant Colleges and Universities and the Secretary of Agriculture for the purpose of determining whether modification is necessary or desirable to meet more effectively current developments and program needs.
V. This memorandum shall take effect when it is approved by the Board of Regents of the University and State Colleges of Arizona and the Secretary of Agriculture of the United States, and shall remain in force until it is expressly abrogated in writing by either one of the signers or his successor in office. The agreement executed February 19, 1917 shall be deemed abrogated upon effective date hereof.
This project is based on authority provided in the Smith-Lever Act of May 8, 1914, as amended, Title V of the Rural Development Act of 1972 (Public Law 92-419) as amended, and the Food and Agriculture Act of 1977 (Public Law 95-113) as amended. The General Memorandum of Understanding between the University of Arizona and the United States Department of Agriculture, revised January 4, 1957, further identifies the responsibilities of each institution in fulfilling the provisions of the Act. The project is also based on the provisions of Acts of the Arizona State legislature providing for Cooperative Extension Work: Chapter I, Arizona Revised Statutes, Article 3-124 to Article 3-127, inclusive, and other Federal and State laws appropriating funds for Extension work.
Arizona Cooperative Extension has an office in each of the 15 counties and, in addition, has four satellite branch offices, and five reservation offices. Each county has a designated County Director with responsibility and delegated authority from the Director for administering the County Extension program in Agriculture and Natural Resources (ANR); Family, Consumer and Nutritional Sciences (FCNS), and 4-H Youth Development. They, in turn, assign responsibility and delegate authority to other members of the county faculty and staff to provide effective programs in the various subject matter areas. Within the College, the Director is responsible to the Dean and the balance of Extension personnel are responsible to the Director of Extension through appropriate supervisors. All Extension Specialists are responsible to Department Heads for supervision and for the accuracy of their technical subject matter. Department Heads are accountable to the Director for Extension programs in their respective areas. The County Extension Board in each Arizona county is appointed by and responsible to the County Board of Supervisors. The County Extension Board reviews program accomplishments, assists with the development of plans and approves the county phase of the Extension budget.
III. Project Work Areas
Established areas of work include the following:
A. Agriculture and Natural Resources
B. Family, Consumer and Nutritional Sciences
C. 4-H Youth Development
IV. Administrative Procedures
A. The State Cooperative Extension Director will provide the Administrator, Extension Service, USDA:
1. A statistical annual plan of work and statistical report of work accomplished according to national guidelines.
2. An annual budget and revision thereof if necessary showing the total financial support to carry out the Cooperative Extension Program in the state.
3. Prior to April 1 of each year, a financial report of all expenditures incurred in the support of the state Cooperative Extension program for the previous fiscal year on forms provided by the Administrator, Extension Service, USDA.
B. Equipment acquired, as well as the products resulting from expenditures of Federal and offset funds, or proceeds from the dispositions of such equipment or products, will remain the property of the state Extension Service for use in furtherance of Cooperative Extension work.
C. Personnel employed under this agreement will be:
1. Administratively responsible to the Director of Cooperative Extension Service or his designated representative.
2. Subject to the leave regulations of the state Cooperative Extension Service of the University of Arizona.
3. Subject to Equal Employment Opportunity programs as required by 7 CFR 18 which prohibit discrimination on the basis of race, color, national origin, sex or religion. Rules and regulations with regard to Rehabilitation Act of 1973, the Vietnam Era Veteran Readjustment Assistance Act of 1974, and the Americans with Disabilities Act of 1990. 4. Programs under this agreement will be carried out in compliance with Title VI of the Civil Rights Act of 1964 which prohibits exclusion of persons from participation because of race, color, or national origin, Title IX, Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of 1990.
D. Programs under this agreement will be carried out in compliance with Title VI of the Civil Rights Act of 1964 which prohibits exclusion of persons from participation because of race, color, or national origin, Title IX, Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of 1990.
E. When information, responsibility, and other services are shared with research, teaching, or other divisions of the University, cost will be shared consistent with services performed for the Cooperative Extension Service. The Director of Extension shall be responsible for conducting periodic appraisals of operations to determine whether costs paid from Extension appropriations are adequate or excessive in relation to services and materials provided the Extension Service. 6. This agreement will be reviewed at least every five years and revised whenever all or any part of the provisions become inoperative, or when a change in program or operations requires additional provision.
The purpose of this Memorandum of Understanding is to promote cooperative efforts by the Extension Service, U.S. Department of Agriculture ("USDA") and the U.S. Department of Defense ("DOD") (referred to collectively as "the agencies") to educate and assist military personnel and their families in home economics, to include: food and nutrition; financial, resource and energy management; child development; family life education; and interpersonal and parenting skills. This Memorandum of Understanding defines in general terms the basis on which the agencies will cooperate in activities of mutual interest in order to coordinate efforts and eliminate duplication and waste in achieving this purpose. The Memorandum of Understanding between the agencies dated 20 December 1983 is canceled and superseded by this Memorandum of Understanding. (dated 21 November 1986)
II. Background and Authority
The Extension Service engages in cooperative extension work to aid in diffusing among the people of the United States useful and practical information on subjects relating to agriculture and home economics, pursuant to the Smith-Lever Act, as amended (7 U.S.C. 341-349), section 1444 of the National Agricultural Research, Extension, and Teaching Policy Act of 1977, as amended (7 U.S.C. 3221), and Title V of the Rural Development Act of 1972, as amended (7 U.S.C. 2661-2669). The Department of Defense provides numerous community service programs to improve the quality of life for military service personnel and their families. These programs are designed to ease the adjustment of the unique aspects of military life and to provide assistance during times of crisis and hardship. In addition, programs such as family support/service centers, child care, youth activities, family advocacy, and a myriad of other quality of life and morale enhancing activities substitute for similar programs normally provided by civilian entities. These programs are provided directly from DOD resources or obtained from other government or civilian agencies. It is the Department of Defense's policy to encourage cooperation with existing government programs at all levels whenever possible in providing these services to military personnel and their families. The Extension Service serves as the educational arm of the USDA and is responsible for carrying out educational programs in cooperation with the State Cooperative Extension Services located in both the 1862 and 1890 Land-Grant Universities, including Tuskegee University. These Cooperative Extension Services develop educational programs to provide information and technical assistance to the general public. The Extension System with its network of highly trained professional staff, located in each State and Territory, is in an excellent position to cooperate with local installation commanders in providing educational programs and materials to enable military personnel and their families to make better use of family resources, resolve problems, and create a satisfying quality of life.
III. The Extension Service-USDA will:
A. Inform the Directors and Administrators of the Cooperative Extension Services in all States and Territories of the purpose and intent of this Memorandum of Understanding.
B. Encourage Directors and Administrators of State Cooperative Extension Services to establish cooperative endeavors with installation commanders in supplying educational programs and materials designed to assist military personnel and their families in the area of home economics, to include: food and nutrition; financial, resource and energy management; child development; family life education; and interpersonal and parenting skills.
IV. The U.S. Department of Defense will:
A. Inform the Military Services of DOD of the purpose and intent of this Memorandum of Understanding.
B. Encourage installation commanders to cooperate with the Director and Administrator of the Cooperative Extension Service at the Land-Grant Universities in the state in which the installation is located in supplying educational programs or materials covered by this Memorandum of Understanding to military personnel and their families.
V. Agency Responsibilities
A. DOD and USDA will assign staff on a collateral duty basis to coordinate the implementation of this Memorandum of Understanding.
B. This Memorandum of Understanding does not constitute a financial obligation or serve as a basis for expenditures. Each agency will utilize its own resources, including expending its own funds, to implement this Memorandum of Understanding.
C. If an activity or project is identified that will require an advance or reimbursement of funds between the agencies, a separate agreement shall be developed in writing, which shall set forth the specific statutory authority supporting the transaction and the applicable terms and conditions agreed upon for the conduct of the activity.
D. Releases to the press, public announcements, and communication with the Congress concerning joint programs conducted under this Memorandum of Understanding may be made by either agency following coordination with the other agency.
VI. Effective Date
This Memorandum of Understanding is effective upon the signature of the authorized officials of USDA and DOD and shall continue in force indefinitely. It may be canceled by either agency by giving 90-day written notice to the other agency.
Signed and dated this 21st day of November, 1986
Chapman B. Cox
Assistant Secretary of Defense
(Force Management and Personnel)
Department of Defense
Robert W. Long
Deputy Assistant Secretary
Science and Education
U.S. Department of Agriculture
Traditionally, the Cooperative Extension System has successfully cooperated with other Federal agencies in participating in programs of mutual interest.
CSREES-USDA has specific legislated authority to enter into these types of agreements. Many Federal agencies do not. This restriction has caused problems when a Federal agency works directly with the State Extension Service on a program, not realizing that it cannot provide the funds to the State through an Interagency Agreement. In most cases, other Federal agencies must initiate a contract bid process.
The State Extension staff should contact the appropriate National Program Leader within CSREES-USDA when developing an interagency program. This coordination will ensure that the guidelines and criteria are addressed.