Guidelines in the Development of Agriculture and Fisheries Extension (AFE) Programs by State Universities and Colleges

June 11, 2012

JOINT DA-DILG-CHED ADMINISTRATIVE ORDER NO. 01-12

GUIDELINES IN THE DEVELOPMENT OF AGRICULTURE AND FISHERIES EXTENSION PROGRAMS BY STATE UNIVERSITIES AND COLLEGES

Pursuant to the provisions of the Agriculture and Fisheries Modernization Act, (AFMA) of 1997, specifically Chapter 2, Section 90, Rule 90.9 of the Implementing Rules and Regulations contained in DA Administrative Order No. 6, dated July 10, 1998, the following guidelines shall be adopted in the preparation of extension programs by all the state universities and colleges in agriculture and fisheries:

ARTICLE I

Title, Legal Basis, Objectives and Scope

SECTION 1. Title. —

This shall be known as the "Guidelines in the Development of Agriculture and Fisheries Extension (AFE) Programs by State Universities and Colleges."

SECTION 2. Legal Basis. —

Chapter 2, Section 90, Rule 90.9 of AFMA states that "The Department, particularly the Agricultural Training Institute (ATI), in collaboration with the Commission on Higher Education (CHED), and the Local Government Units (LGUs) shall develop "Guidelines in the Preparation of Extension Programs of SUCs".

SECTION 3. Objectives. —

3.1 General

To establish a unified and harmonized guidelines in the preparation of collaborative agriculture and fisheries extension programs for State Universities and Colleges (SUCs) specifically the National Universities and Colleges in Agriculture and Fisheries (NUCAFs).

3.2 Specific

3.2.1 To improve the implementation as well as resource allocation/prioritization of agriculture and fishery extension (AFE) programs/projects/activities;

3.2.2 To ensure the complementation of functions and resources between the NUCAFs, Provincial Institutes in Agriculture and Fisheries (PIAFs), and the National Extension System for Agriculture and Fisheries (NESAF);

3.2.3 To engage the active participation of SUCs in strengthening the capability of the LGU extension workers in the delivery of extension services; and

3.2.4 To define the roles of the various stakeholders in the implementation of AFE programs of SUCs.

3.2.5 To institutionalize the integration of these guidelines in the national/regional/provincial Research Development and Extension (RDE) agenda.

SECTION 4. Scope. —

These guidelines cover all SUCs and public Higher Education Institutes (HEIs) offering agriculture and fishery courses.

ARTICLE II

Definition of Terms

SECTION 1. Terminologies and acronyms as used in these guidelines, shall mean:

1.1 Extension/extension-related activity — refers to the management of knowledge to empower farmers, fisherfolk and their organizations so that they can manage problems and resources in meeting their own objectives. Under the AFMA, extension covers training services, farm business advisory services, demonstration services and information, education, communication support services through TRIMP (Television, Radio, Internet, short messaging or multimedia messaging and Print).

1.2 Collaborative Extension Program — refers to development projects or set of activities which are jointly implemented by two or more extension service providers (public or private) for the agriculture and fishery sectors to achieve food security and increase incomes; increase sector resilience to climate change risks and enhance policy environment and governance.

1.3 Extension Service Provider (ESP) — a public or private institution that undertakes extension services and other complementary extension activities for a designated or identified group of customers in the agriculture and fishery sector. There are 3 classifications of ESPs, to wit:

1.3.1 The National Government Agencies (NGAs), which include those directly involved in AFE like the Department of Agriculture (DA), Department of Agrarian Reform (DAR), Department of Education (DepEd), Department of Environment and Natural Resources (DENR), Department of Interior and Local Government (DILG), Technical Skills Development Authority (TESDA), Department of Science and Technology (DOST), Commission on Higher Education (CHED), and the State Universities and Colleges (SUCs).

1.3.2 The Local Government includes the Provincial Local Government Units (PLGUs), Municipal Local Government Units (MLGUs), cities and concerned instrumentalities of the DILG.

1.3.3 The Private Sector which is composed of two (2) general categories: business organizations and civil society organizations.

1.3.3.1  Business Organizations — is a group or a unit of people working together with a common objective of profit maximization and at the same time, satisfying human needs and wants by producing goods and services.

1.3.3.2  Civil Society Organizations (CSOs) — Include service-oriented non-profit entities like non-government organizations (NGOs), civic/religious organizations, people's organizations (POs) like farmers associations, cooperatives, Irrigators Associations, agrarian reform beneficiaries associations, Rural Improvement Clubs, 4-H clubs, trade unions, professional associations, media groups, indigenous peoples movements, foundations, and other citizen groups formed primarily for social and economic development, to monitor government programs and projects, engage in policy discussions, and actively participate in collaborative activities with the government.

1.4 Extension Worker (EW) — any individual involved in agriculture and fisheries advising, teaching and supervising, and organizing producers and other stakeholders along the value chain. Extension workers can come from ESPs, and can include barangay technicians, Magsasakang-Siyentista or farmer-scientists, para-technicians and other similarly designated individuals. Also referred to as extension agents, development facilitators, extensionist, and field technician.

1.5 State Universities and Colleges (SUCs) — national government educational institutions managed on the basis of their own charter.

For the purpose of this guideline, SUCs shall encompass the NUCAFs and the PIAFs.

1.6 Provincial Institutes in Agriculture and Fisheries (PIAFs) — Higher Education Institutes (HEIs) that were identified by CHED through its National Agriculture and Fisheries Education System (NAFES). One (1) each of Provincial Institute in Agriculture (PIA) and Provincial Institute in Fisheries (PIF) per province can be identified by CHED-NAFES provided they meet the accreditation criteria set by CHED.

1.7 National Universities and Colleges in Agriculture and Fisheries (NUCAFs) — HEIs that were identified by CHED-NAFES. One (1) each of National Universities and Colleges in Agriculture (NUCA) and National Universities and Colleges in Fisheries (NUCF) per region can be identified by CHED-NAFES provided they meet the accreditation criteria set by CHED.

ARTICLE III

Components of Agriculture and Fisheries Extension Programs of SUCs

Section 90 of AFMA provides that the extension program of SUCs shall primarily focus on the improvement of the capability of the LGU extension service by providing the following:

SECTION 1. Scholarships for Degree and Non-Degree Programs. —

To accelerate social progress and total human development, SUCs shall lead in the provision of degree program scholarships and non-degree courses for deserving LGU extension workers. These, however, should be relevant to their fields of specialization and/or areas of extension work.

For the purpose of harmonizing the provision of non-degree courses, the training of agricultural extension workers (AEWs) at the regional and provincial levels shall be handled by the NGAs, including SUCs while the PLGU shall train the municipal AEWs. More specifically, the NGAs shall be responsible for trainings about commodity-based national programs while SUCs shall handle trainings about specific crops unique to the province/region where they are located or their area of specialization. Trainings on social technology where they excel shall also be the responsibility of the SUCs.

SECTION 2. Technical Assistance. —

To broaden their linkages and their involvement in extension activities, the SUCs can assist the extension workers by providing services as resource speakers, facilitators, moderators, documenters, module writers, course designers, IEC developers, evaluators and providers of non-techno-based data/information requirements. The SUCs can also support the extension workers in setting up techno demo projects, in resource generation efforts and strengthening their skills along the value chain.

SECTION 3. Extension cum Research Activities. —

These are projects initiated by SUCs implemented in collaboration with other stakeholders for the conduct of extension activities as a continuum of R & D activities. Also included here are researches in extension to develop model strategies or approaches in/or for the implementation of the delivery of technologies in extension work. This can be done through collaborative pilot projects or village action projects. Pilot projects should be planned and implemented carefully under realistic conditions to ensure their success and sustainability.

SECTION 4. Monitoring and Evaluation of LGU Extension Projects. —

The SUCs shall periodically assess PLGU extension projects. For the PLGUs to undertake effectively the monitoring and evaluation of municipal/city LGUs extension projects, SUCs must endeavour to provide the needed technical assistance to PLGUs.

SECTION 5. Information Support Services Through the Tri-Media and Electronics. —

The development of IEC materials (leaflets, brochures, videos, etc.) shall be taken care of by the NGAs while the concerned SUCs shall be responsible in translating the materials to the local dialect. The distribution of the IEC materials shall be handled by the LGUs.

ARTICLE IV

Planning the Agriculture and Fisheries Extension Programs of SUCs

SECTION 1. The Agriculture and Fisheries Extension Program. —

1.1 The SUCs, in collaboration with DA-ATI, CHED, DA-RFUs, specifically their Regional Integrated Agricultural Research Centers (RIARCs), concerned LGUs and RDE networks shall formulate their AFE programs consistent with the municipal, provincial, regional and national research and development as well as extension agenda and strategic plan. It should be supportive of the Philippine Development Plan goals for the agriculture sector. 

1.2 Planning of SUCs' AFE programs for a specific area shall involve all major stakeholders and actors of the NESAF, particularly community-based organizations of farmers, fisherfolk, women and the youth including the Civil Society Organizations made up of the service-oriented non-profit entities and the NGOs/POs as well as relevant national government agencies. Necessarily, they should also serve the capability building needs of other clients along the value chain.

1.3 The SUCs AFE shall be consolidated at the regional level together with the LGU program plans by the DA-ATI Regional Training Center in coordination with the RFU to form part of the Regional Extension Plan. The national consolidated AFE program, shall be integrated into the DA Agricultural Extension Plan. Upon approval, the plan shall be the basis for budget allocation and co-financing. The plan will cover a six-year period with annual work and financial plan.

1.4 In ensuring that the planned programs are relevant and responsive to the problems and needs of the clientele within the service area that links research and extension, the following shall be considered:

a. Adhere to participatory principles in planning and implementation;

b. Form part of the integrated regional/provincial/municipal RDE agenda;

c. Encourage complementation of functions of the NUCAFs, PIAFs and LUCs; and

d. Be closely linked with R&D programs of the SUCs and the provincial/regional/national Extension Agenda.

e. Standard tools and processes shall be used.

SECTION 2. Planning and Programming Process. —

2.1 In determining relevant and responsive AFE programs, the following process in planning and programming should be adhered to by the SUCs:

a. Undertake stakeholder analysis;

b. Describe the internal strengths and weaknesses in relation to the external opportunities and threats (SWOT analysis);

c. Formulate a vision statement and core values;

d. Identify AFE program goals and actionable strategies;

e. Determine expected outputs and establish baseline data;

f. Set attainable targets;

g. Formulate monitoring and evaluation (M & E) system;

h. Determine budgetary requirements; and

i. Describe institutional arrangements for program/project implementation.

ARTICLE V

Implementation of Agriculture and Fisheries Extension Programs of SUCs

SECTION 1. Work and Financial Plan. —

1.1 The PIA/Fs shall align its AFE programs on the provincial agricultural development plan specifically the PLGU AFE Program of the province. For NUCA/Fs, their programs must be based on the approved regional AFE programs.

1.2 A detailed annual work and financial plan shall be done based on the medium-term Agriculture and Fisheries Extension Program of the SUC as basis for fund allocation and complementary work with LGUs.

SECTION 2. Manpower. —

2.1 The SUC must appoint or designate the Director of Extension or its equivalent faculty and staff to work full time or at least 75% of his/their time on the SUC's AFE program for the province/region. SUCs can apply the provisions in the DBM's Organization and Staffing Standards for DECS School Divisions, Elementary and Secondary Schools; Technical/Vocational Schools and State Universities and Colleges and Non-Chartered Tertiary Schools for extension positions that can be hired for implementation of their extension programs.

SECTION 3. On-the-Job Training/Major Practice Students. —

3.1 The SUC shall involve agriculture and fishery students for field immersion and community outreach programs. The extension program shall serve as learning field laboratories for students in agriculture, fisheries and other related fields either as on-the-job training or as major practice.

3.2 The SUC shall devise an equivalency in terms of the number of units credited per immersion of students in a project.

SECTION 4. Roles of AFE Programs Collaborators. —

4.1 An Oversight Committee shall be organized to oversee of the entirety of the SUC AFE program/project implementation. Members of the team shall be drawn from DA-ATI, CHED, DILG, and the ACAP President. The Committee shall have the following functions:

1. Formulate policies to develop and promote relevant SUC AFE programs and projects.

2. Oversee the successful implementation of SUC AFE programs and projects.

3. Identify sources of financing to expand SUC AFE programs and projects.

4. Promulgate such policies and exercise such other powers and functions as may be necessary to effectively carry out the goals and objectives of the SUC AFE programs and projects.

5. Perform other functions as may be necessary for its effective operations and for the continued growth and development of AFE System.

4.2 Regional/Provincial Management Team (RMT/PMT)

Composition:

RMT	PMT
NUCA/F Extension Director/Coordinator	PIA/F Extension Director
ATI Center Director	RTC designated Technical Staff
CHED	Provincial Agriculturist
DILG Regl. Office designee

Functions:

1. Lead the development and tracking of SUC AFE programs

2. Establish and maintain project and/or program communications

3. Identify and manage project and/or program issues

4. Participate in progress reviews of the project

5. Maintain project tracking and information systems

6. Develop relationships with, and ensures the appropriate participation of key client stakeholders

4.3 The Farmer-Fisherfolk Stakeholder shall:

1. Participate in the planning, implementation and progress reviews of AFE projects.

2. Actively share knowledge and learning from project experiences.

4.4 Provincial LGUs shall:

1. Lead in the implementation of collaborative extension programs in the province.

2. Provide financial resources for joint extension interventions and implementation of collaborative extension programs of SUCs.

3. Conduct operational monitoring and evaluation of AFE projects at the municipal level, with technical assistance from the SUC, if necessary.

4. Integrate the operations for the agriculture extension services and undertake an annual evaluation (in-house reviews) of the extension projects at the municipal level, with technical assistance from the SUC, if necessary.

4.5 Municipal LGUs

1. Participate in the planning, implementation and progress reviews of AFE projects, initiated by the PLGUs in cooperation with SUCs.

2. Responsible for delivering direct agriculture and fisheries extension services.

4.6 SUCs shall:

1. Participate in the identification and implementation of collaborative extension programs, in cooperation with PLGUs.

2. Undertake periodic annual evaluation of its collaborative extension programs.

3. Lead in the monitoring and evaluation of provincial AFE initiatives, in coordination with DA-ATI.

4.7 DA-ATI shall:

1. Spearhead the monitoring and evaluation of regional AFE programs and projects especially on outcome.

2. Provide technical assistance and support mechanism to SUCs in their conduct of M & E in PLGU projects, such as in-house reviews.

3. Provide grants for meritorious SUC collaborative undertakings.

4.8 DA-RFUs shall:

1. Finance commodity-based AFE projects submitted by SUCs for funding.

2. Provide technical assistance in techno farms implemented by SUCs.

ARTICLE VI

Monitoring and Evaluation of Agriculture and Fisheries Extension Programs

SECTION 1. Monitoring. —

1.1 As mandated by AFMA, ATI shall develop and implement a harmonized M & E on extension, in coordination with the National Agriculture and Fishery Council whose function is to monitor agriculture and fisheries programs, projects and activities (P/P/As). Furthermore, ATI shall monitor and evaluate AFE programs and projects of SUCs and other national government agencies (NGAs).

1.2 SUCs shall lead in regular monitoring and evaluation of the status, progress and result of collaborative AFE programs and activities at the provincial level, in accordance with the harmonized M & E system.

SECTION 2. Evaluation. —

2.1 The SUCs in coordination with the DA-ATI and LGUs shall conduct results and impact evaluation of provincial extension programs/projects. However, SUCs can also conduct independent evaluation of AFE programs/projects, consistent with the harmonized M & E system.

ARTICLE VII

Budgeting and Funding Scheme

SECTION 1. Appropriations. —

1.1 The financing of SUCs AFE core programs/projects shall come from the following sources:

a. DA-ATI from the budget for AFE services as provided by RA 8435 which is at least 1% of the Gross Value Added (GVA);

b. SUC extension budget (no less than 10% of the SUC budget);

c. No less than 10% of the Income Generating Projects (IGPs), if any, as complementary funds;

d. Special Partnership Projects, if any, which are dependent on joint ventures; and

e. LGU counterpart fund (per co-financing guidelines based on income level)

SECTION 2. Other Sources. —

2.1 The SUCs shall prepare program and project proposals for submission to external funding sources, either international or local, to augment SUC budget in extension.

2.2 The DA-ATI shall provide grants for meritorious SUC collaborative undertakings.

ARTICLE VIII

Effectivity

These guidelines shall take effect upon approval of the Departments of Agriculture and the Interior and Local Government with concurrence from the Commission on Higher Education, fifteen days after publication in the official gazette or newspaper of general publication.

ARTICLE IX

Amendments

These guidelines are subject to amendments when some provisions are found not responsive or appropriate to the current needs. Amendments, however, are subject to consultation of all the parties concerned.

APPROVED:

Department of Agriculture

(SGD.) PROCESO J. ALCALASecretaryDepartment of the Interior and Local Government

(SGD.) MANUEL A. ROXAS IISecretaryCommission on Higher Education

(SGD.) PATRICIA B. LICUANAN, Ph.D.Chairperson