Sample email to board members from local unit director with supervisory responsibilities—

please personalize for your local unit.

Dear Members of the Executive Board,

Attached you will find a PDF file for each agent in_____(Local Unit)______ which includes:
 an Impact Report related to each 2016-17 Action Plan
 2017-18 Action Plans
 a Professional Development Plan for 2017-18
 an Organizational Leadership and Citizenship Summary

This year you will have the opportunity to contribute feedback to the local agent’s performance
evaluation via an online survey. This method was pilot tested by several Extension units last
year and feedback from local board members indicated they appreciated the ease of using the
document.

Tomorrow you will receive a link to an online survey for each of our unit agents, each in a
separate email from ______________________. Click on the link in the email to begin the
survey. Please review the attached documents so that you can provide input to each
performance review in one sitting. The information does not save until you reach the end of
the tool, and you will not be able to go backwards in the tool so it will be important to be
prepared and give yourself plenty of time. You will need to provide your input before the
survey closes on ______________________________.

You are encouraged to provide honest, constructive feedback. Your individual responses will
not be seen by an agent, but can be identified by the local unit or regional director. A summary
of your input will be provided to me for the agents in our unit, and my performance
information will be provided to _________(name of your regional director)__________. The
regional director and I will share a summary of each person’s review with you at our
performance review board meeting on __________________.

If you have any questions, please feel free to contact me. Thank you again for serving on the
Extension Executive Board. The agent performance review is a critical piece to maintaining a
strong local Extension program, and your input is valued.

Sincerely,

Local Unit Director

Sample email to board members from local unit director without supervisory
responsibilities—please personalize for your local unit.

Dear Members of the Executive Board,

This year you will have the opportunity to contribute feedback to the local agent’s performance
evaluation via an online survey. This method was pilot tested by several Extension units last
year and feedback from local board members indicated they appreciated the ease of using the
document.

You should receive an email from each agent in our unit containing:
 an Impact Report related to each 2016-17 Action Plan
 2017-18 Action Plans
 a Professional Development Plan for 2017-18
 an Organizational Leadership and Citizenship Summary

Please review the agents’ documents so that you can provide input to each performance review
in one sitting once you begin the process.

Tomorrow you will receive a link to online surveys for each of our unit agents, each in a
separate email from ______________________. Click on the link in the email to begin the
survey. The information does not save until you reach the end of the tool, and you will not be
able to go backwards in the tool so it will be important to be prepared and give yourself plenty
of time. You will need to provide your input before the survey closes on
______________________________.

You are encouraged to provide honest, constructive feedback. Your individual responses will
not be seen by an agent, but can be identified by the local unit or regional director. A summary
of your input will be provided to _________, our regional director. The regional director and
board chair will share a summary of each person’s review with you at our performance review
board meeting on __________________.

If you have any questions, please feel free to contact me. Thank you again for serving on the
Extension Executive Board. The agent performance review is a critical piece to maintaining a
strong local Extension program, and your input is valued.

Sincerely,

Local Unit Director

Sample letter to board member filling out paper survey. Note: Please only use the paper
method when all possibilities of filling out the survey electronically are exhausted.

Dear Members of the Executive Board,

Thank you for your willingness to serve on our Extension board. One of your responsibilities as
a board member includes providing feedback to the agent’s performance evaluation. This
packet includes the tools you will need to do that for this year. For each agent, you will find:

 an Impact Report related to 2016-17 Action Plan

 2017-18 Action Plans
 a Professional Development Plan for 2017-18
 an Organizational Leadership and Citizenship Summary
 a paper copy of the online evaluation tool.

Please review the agents’ documents so that you can provide input to each performance review
in one sitting once you begin the process.

Your paper response will need to be signed and mailed using the enclosed envelope. You will
need to provide your input before ______________________________.

You are encouraged to provide honest, constructive feedback. Your individual responses will
not be seen by an agent, but can be identified by the regional director. The regional director
and board chair will share a summary of each person’s review with you at our performance
review board meeting on __________________.

If you have any questions, please feel free to contact me. Thank you again for serving on the
Extension Executive Board. The agent performance review is a critical piece to maintaining a
strong local Extension program, and your input is valued.

Sincerely,

Local Unit Director