Unit Leadership: Best Practices for ELC Engagement

Introduction

Unit-level leadership positions within Virginia Cooperative Extension (VCE) carry a wide range of responsibilities. This publication draws from an online seminar series featuring unit leaders from across the state who share their insights, experiences, and guidance on key issues they manage as Unit Coordinators (UCs) or Unit Extension Directors (UEDs).

The content presented here - and in the accompanying tipsheets - is distilled from the UC Best Practices seminar series. It is intended to provide practical recommendations and strategies for individuals serving in unit leadership roles.

One key responsibility of VCE unit leader positions is to collaborate with unit staff to cultivate strong local relationships and partnerships. These connections help the unit identify individuals who can serve on the Extension Leadership Council (ELC), an organized group of volunteers that reflects the community's needs and priorities.

The unit leader plays a central role in maintaining the ELC, whether the UC/UED manages the group directly or delegates to another faculty member with the skill set to run a board and serve as the ELC liaison. Unit staff can leverage the collective input of an ELC to guide programming decisions.

Engagement with community representatives ensures that Extension programs remain relevant, responsive, and aligned with local interests.

Best Practices‌

Engagement & Structure

• Seek and recruit ELC members similar to a community council/advisory board, in that they are a diverse representation of the locality and are relevant to each program area.
• Create defined purpose and goals, including participant expectations.
• Assign leadership roles such as chair, vice chair, and note-taker.
• Establish committees and roles (e.g., funding, advocacy, communication, outreach).

Meetings

• Hold quarterly meetings; max 2 hours.‌
• Member leaders should provide planning and structure for the ELC meeting agenda.
• Early morning meetings tend to be most successful.
• Set meeting dates for the year well in advance and on a consistent schedule.
• Dedicate 15–30 minutes per meeting to highlight one program area.

Activities & Involvement

• Provide a specific project or goal for the advisory group to work on.
• Involve members in:‌
  • Community assessment
  • Involvement with local stakeholders‌
  • Advocacy and outreach on behalf of local or state VCE
  • Engagement opportunities
• Communicate regularly, share programming efforts, link to unit social media, and provide opportunities for ELC advocacy or support.

Support & Incentives

• Recognize members publicly through unit newsletters and meetings with officials. Highlight ELC-driven initiatives that underscore the importance of this group.
• Provide members with a VCE-branded nametag, shirt, or other identifying item they can use when representing Extension efforts.‌
• Provide orientation for new members or when restarting an ELC.
• Ensure members are signed up as volunteers and, if participating in programs, background checked.

Feedback & Communication

• Ask members for feedback on Extension, potential partnerships, collaborative opportunities, and other local input.
• Use positioning documents to market the unit: flyers, brochures, and VCE ROI sheets.

Challenges

• Lack of clear tasks or goals.‌
• Small unit size limits capacity.
• Members are unclear on their roles.‌
• Difficulty scheduling meetings.
• Maintaining momentum and engagement.
• Limited time from staff to support ELCs.‌
• Uncertainty about the ideal number of members (depends on county size and program coverage).

Practices to Avoid

• Holding meetings just to share unit updates or to “check a box.”‌
• Not providing clear, actionable agenda items that tap into the strengths & capabilities of the group.
• Only utilizing an ELC for very specific Extension tasks (such as situation analysis or budget support).
• Neglecting the ELC between meetings.‌
• Taking on too much of the work yourself rather than delegating tasks to members.

Support Needs

• Annual training for Unit Coordinators (UCs) and agents to make effective use of ELCs.‌
• More statewide UC roundtable discussions.
• District Director (DD) recognition of the effort required to manage a successful ELC.
• Clear examples of achievable ELC goals and tasks.
• Training for new agents on starting and managing ELCs.
• Consistent statewide support from DDs.‌
• Better communication from VCE leadership to ELCs, especially regarding advocacy and staffing metrics.

References