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Documenting Your Civil Rights Activities
How to demonstrate compliance through documentation and data
Our responsibilities
As a recipient of federal funding, Cooperative Extension is required to comply with civil rights laws to:
1) assure nondiscrimination and equal opportunity
2) make up for historic and continuing discrimination toward protected groups by reaching out with special efforts (affirmative action).
Documentation and data should demonstrate
who those audiences are for your specific programs.
how you reach audiences protected by the Title VI Civil Rights Law of 1964
Review compliance with your team
http://www.uwex.edu/ces/admin/crights/
Working as a team is important Use the PowerPoints for new
colleaguesStart now
Share contacts, processes, data
Work with your county colleagues to share processes, data and contacts
This work should be part of the civil rights story you tell on your civil rights day
DocumentationDemographic data about your
county and your audiencesCivil rights charts and self-
assessment questionnairesInformation about your partnersPromotional materialsMailing listsInternal, office functions
Civil rights filesSet of civil rights files in county
office that is accessible to all colleagues
In addition to documentation that supports program outreach—paper copies of UW-Extension and Cooperative Extension policies
Questions?Your Examples?
Demographic dataFocus on data about people
protected by Title VI of the Civil Rights Act of 1964
Race, ethnicity, gender and age.Small populations of these
groups in your county? Collect data on groups that are traditionally underserved based on your participant data
Data sourcesApplied Population LaboratoryUS CensusLocal sources—schools, gov.
agencies, non-profitsMaps and plat book pages can be
very helpful
Civil rights charts and assessment questionnaires, on-line submission
Charts 1 and 2 for everyoneChart 3 for 4-H clubsChart 3a for 4-H campsChart 4 for WHCE clubs
Potential audience
Program Goals
Who has Interest and will Benefit
Potential Audience
Demographics of potential audienceConsider all data sources,
especially local sourcesConsider the geographic area of
your potential.Have you included groups
protected by civil rights laws? Other neglected audiences?
Is past location and past practice inclusive?
Applying the demographicsShould you use the total population of your
county? Probably not. Be more specific based on the goals of your program and you capability to reach and implement your program.
Consider the participant numbers of previous years and expect to increase realistically.
Should you use the racial/ethnic percentages of the entire county? Probably not. Be more specific based on the goals of your program and what you know about your defined audience.
Questions?Your Examples?
Information about partners
Lists of◦organizations you collaborate with◦groups that provide input to your
programming◦leader groups, judging committees◦All with notations about the racial,
ethnic and gender of the members
Questions?Your Examples?
Public notification of nondiscrimination policies
Place examples in civil rights files:◦Nondiscrimination statement on
promotional materials, websites, e-mail signatures
◦Accommodations statement on specific program announcements
◦711 Relay number◦Annual letters to primary partners—in
files They should sign off agreeing to our policies
Promotional materialsFile copies of news releases, radio spots,
newsletters, flyers that help you reach protected groups and neglected audiences
Post it notes about the sources you used:◦partner’s newsletter◦school letter to parents◦free shopper◦neighborhood newspaper◦notes should be relevant to civil rights
outreach to targeted audiences
Questions?Your Examples?
Mailing listsInforms Chart #2Surface mailing lists, e-mail listsPaper copiesNotations about race, ethnicity,
gender (percentages)Lists should be updated
frequently
Questions?Your Examples?
County office operationsPosition descriptions-- should be updated to
include civil rights responsibilitiesExamples of materials with nondiscrimation
statements, 711 Relay numberMarketing plans the demonstration attention
to civil rights outreachProgram plans of work and civil rights plans
(keep up to date)Success stories that demonstrate civil rights
outreachMinutes of staff meetings where civil rights
outreach was discussed
Questions?Your Examples?
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