CIVIL RIGHTS TRAININGITCA WICFebruary 2012

WHY DO CIVIL RIGHTS REQUIREMENTS APPLY?WIC is a Federally assisted program WIC benefits and a portion of administrative costs are funded by the Federal government.To receive Federal financial assistance, an agency needs to sign assurances promising to comply with Federal civil rights requirements.The State (ITCA) can impose additional requirements.

WHAT ARE THE CIVIL RIGHTS REQUIREMENTS FOR WIC?Do not discriminate based on race, color, national origin, age, sex, or disability (protected classes).Conduct annual training for front line workers and supervisors.Conduct public notification which includes displaying the And Justice for All poster and conducting outreach to under represented communities.

WHAT ARE THE CIVIL RIGHTS REQUIREMENTS FOR WIC?Collect and report data on race and ethnicity.Accommodate people with disabilities.Provide other language services for people with limited English proficiency (LEP).Cooperate with Federal and State reviewers and investigators by answering questions honestly and providing requested documents.

WHAT ARE THE CIVIL RIGHTS REQUIREMENTS FOR WIC?Understand complaint procedures and know where to refer people who want to file a civil rights complaint.Provide equal opportunity for faith based and community based organizations to participate as appropriate.Promptly resolve noncompliance issues.Resolve conflicts & provide good customer service.

WHAT ARE THE SOURCES OF THESE REQUIREMENTS?Title VI Civil Rights Act of 1964 Race, color, national originTitle IX of the Education Amendments of 1972 - SexSection 504 of the Rehabilitation Act of 1973 - DisabilityAmericans with Disabilities Act DisabilityAge Discrimination Act of 1975 AgeCivil Rights Restoration Act of 1987 Race, color & national origin Program statutes and regulations race, color, national origin, sex, age, and disability

MORE SOURCESUSDA regulations at 7 CFR 15 et seq.USDA regulations at 7 CFR 16 et. seq. (faith based)WIC regulations at 7 CFR 246 FNS Handbook 113-1 (11/8/2005) including Appendix DLink to electronic Federal regulations page: http://ecfr.gpoaccess.gov/cgi/t/text/text-idx?c=ecfr&tpl=%2Findex.tpl

WHAT IS DISCRIMINATION?Discrimination is the act of illegally distinguishing one person or group of persons from others either intentionally, by neglect, or by the effect of actions or lack of actions based on their perceived or actual protected bases.

DISCRIMINATION TYPES Disparate treatment - intentionalDisparate impact intentional or unintentional might be a policy or practice that impacts disproportionately on a groupRetaliation for prior civil rights activity applies to applicant/beneficiary and his or her family, known associates, and anyone who cooperated in a civil rights investigation including agency employees.

DISCRIMINATION EXAMPLESSegregated seating in waiting areas or in accommodations such as washrooms.Differences in waiting times based on protected class.Facilities that are not accessible to people with disabilities including mobility, sight, hearing, and other conditions.Requiring a person with limited English proficiency to bring her own interpreter.

DISCRIMINATION EXAMPLESFailing to advise a person with limited English proficiency that an interpreter will be provided by the Agency at no cost to the applicant or beneficiary.Treating people disrespectfully based on membership in a protected class.Locating an office in an area that is not accessible to people in certain minority groups due to lack of public transportation or other factors.

DISCRIMINATION EXAMPLESProviding a different level of benefits based on membership in a protected class.Requesting extra verification or documentation from people based on membership in a protected class.

SITUATION 1The WIC program wants to make some changes to breast feeding promotion and sets up a community advisory panel to help make suggestions. What are the civil rights implications?

Situation 1Breastfeeding is not a protected class.

The advisory group should be open to anyone regardless of race, color, age, sex or national origin.

NOT DISCRIMINATIONLimiting benefits to children under age five is not age discrimination.Limiting certain benefits to pregnant and lactating women is not sex discrimination.WHY???Congress can decide to provide programs that further societal goals by benefitting certain groups of people.

SITUATION 2A WIC recipient insists that she will only deal with a female doctor, breast feeding consultant, or nutritionist because of religious reasons. Must you accommodate her request and would it be discrimination not to do so?

Situation 2Since religion is not a protected class for WIC, it would not be discrimination to not comply with this clients request.

However, for good customer service, it would be beneficial to make reasonable accommodation for the client.

TRAININGAll who work with FNS funded programs must be trained.First line workers (including volunteers) and supervisors must receive annual training.There are flexibilities in how training is provided

TRAININGThe following must be covered in training:Collection & use of data;Effective public notification systems;Complaint procedures;Compliance review techniques;Resolution of noncompliance; Reasonable accommodation of people with disabilities;Language assistance;Conflict resolution; andCustomer service.

DATA COLLECTIONWhy do local Health Departments have to collect data on ethnicity and race?ANSWER:Agencies are expected to analyze the data to determine where there might be disparities and under representation.

DATA COLLECTIONWhat data need to be collected?ANSWER: Everyone needs to code whether the client is Hispanic or Latino or not Hispanic or Latino and then code as many of the 5 racial categories as are applicable.

DATA COLLECTIONWhat are the five racial categories?ANSWER: American Indian or Alaskan NativeAsianBlack or African AmericanNative Hawaiian or Other Pacific IslanderWhite

DATA COLLECTIONWhat if someone refuses to provide this information?ANSWER: Explain that it is a Federal requirement and that someone from the Agency will code for them based on the perceived race and ethnicity of the applicant or beneficiary.The rationale is that since discrimination is often based on perception, the perception of the person making the determination would probably be shared with others.

SITUATION 3Someone has a Puerto Rican mother and a Polish father and would like to code both Hispanic or Latino and Not Hispanic or Latino. Is this allowed and why?

Situation 3No, this is not allowed. A person is either Hispanic or Latino or not.

PUBLIC NOTIFICATIONThe purpose of public notification is to ensure that people understand program availability, program rights and responsibilities, the policy of nondiscrimination, and the procedure for filing a complaint.

PUBLIC NOTIFICATIONWhat are some of the components of public notification?OutreachDisplaying the And Justice for All posterIncluding the nondiscrimination statement on all materials that mention WIC benefits.Providing information in other languages and by means accessible to people with disabilities. Ensuring that photos and graphics reflect diversity.

SITUATION 4There are people living in your community who may be eligible for WIC, but they are not participating. What are some reasons why this might be happening? How could you find out for sure why they are not participating? What might be done to get at least some of these people to participate?

Situation 4Possible answers:No clinic in the areaThe clinic is in an area that a certain group of clients is not comfortable in going to (such as a church)Staff do not speak the language of a group of peopleOther??

PUBLIC NOTIFICATIONNondiscrimination statementMake sure you use the right one! There are several different nondiscrimination statements depending on which laws, regulations, and directives apply.The protected classes in WIC are race, color, national origin, age, sex, and disability.A short version of the statement This institution is an equal opportunity provider may be used where the long version does not fit and where there is no discussion of rights and responsibilities. It must be in the same font size as the rest of the document.See the ITCA Policy and Procedure Manual for the most current statement.

SITUATION 5Where does the USDA non-discrimination statement need to be included? What are the main differences between the long and short versions and when is one preferable as opposed to the other?

Situation 5Some places it must be included:Outreach materialsNewspaper advertisementsClinic schedulesMaterials that discuss WIC benefits such as breastpumps being a benefit of WICDoes not to be included:Nutrition education materialsBreastfeeding education materials

SITUATION 6Do newspapers need to print the nondiscrimination statement in stories that they run about the WIC program? Why or why not?

Situation 6No, a newspaper does not need to print the statement in an article that they write.However, an advertisement placed in the newspaper by the program must include the statement.

COMPLAINT PROCEDURESDespite your best efforts at customer service and at following the rules, some people may feel that they have been subjected to discrimination.Everyone has the right to file a discrimination complaint.Everyone at the site needs to know what to do if someone wants to file a complaint.

COMPLAINT PROCEDURESBe aware of the bases for which complaints may be filed: race, color, national origin, age, sex, and disabilityNever discourage groups or individuals from filing complaints or from voicing allegations of discrimination.Know where to file a complaint USDA

COMPLAINT PROCEDURESTo file a complaint, complainants may write to: USDA, Director, Office of Civil Rights, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 or call (800) 795-3272 or (202) 720-6382 (TDD).

COMPLAINT PROCEDURESAll agencies with 15 or more employees should have procedures for dealing with complaints alleging discrimination based on disability and sex. The regulations at 7 CFR 15b.6 and 7 CFR 246.8(b) cover this requirement.

SITUATION 7An applicant who is denied WIC benefits alleges discrimination and wants to file a complaint. You know that discrimination was not a factor in the decision. What should you do?

Situation 7Provide the client with information on how to file a complaint and offer assistance in filing the complaint.Notify your supervisor.Supervisors should notify ITCA.

SITUATION 8A person who is not eligible for nor has ever applied for WIC wants to file a civil rights complaint about disability access at a WIC site. Since the person has no connection to the program, what should you tell that person?

Situation 8Provide the person with information on how to file a civil rights complaint.

COMPLIANCE REVIEWSThe State and Federal governments are required to conduct reviews to determine compliance with civil rights laws, regulations and requirements.As a condition of receiving Federal financial assistance, it is necessary to cooperate with reviewers and to provide requested documentation.

RESOLUTION OF NONCOMPLIANCECORRECTIVE ACTIONS:Cease inappropriate actionsInstitute appropriate proceduresFAILURE/REFUSAL CAN RESULT IN LOSS OF FEDERAL ASSISTANCE FROM ALL FEDERAL SOURCES!

REASONABLE ACCOMMODATIONREASONABLE ACCOMMODATION INCLUDES:Parking lot, entrances & exits, halls, elevators, rest rooms, sign language interpreters, Braille signage, service animalsAlternative arrangements for serviceCheck ADA guidelines for specifics: www.usdoj.gov/crt/ada/adahom1.htm

SITUATION 9The WIC Clinic is located in rented space that does not have a ramp leading to the front door. What should be done?

Situation 9A reasonable accommodation should be provided such as a portable ramp.

LANGUAGE ASSISTANCEPeople with limited English proficiency (LEP) who do not know sufficient English to gain meaningful access to services need to be served in other languages. National origin discrimination violating Title VI of Civil Rights Act of 1964.Generally, service must be provided flexibility in how it is provided.

LANGUAGE ASSISTANCEHow service is provided depends on:number & proportion of LEP persons served or encountered in eligible population;frequency of LEP persons contact with program;nature & importance of program, activity, or service; and resources available and costs.SHORTAGE OF RESOURCES DOES NOT ELIMINATE REQUIREMENT EXCEPT IN CASES OF EXTREME HARDSHIP!!!

LANGUAGE ASSISTANCEVolunteers may be used, but make sure they understand interpreter ethics particularly confidentiality!Children should not be used as interpreters.See www.lep.gov for resources & information.

SITUATION 10Someone comes to the clinic and does not speak English. What should you do? Is there anything special that should be done if the clinic is located in an area with a large single language minority population that might be eligible for program benefits?

Situation 10An interpreter should be obtained for the client.If there is a large population of clients speaking a language, the program should hire a staff person that is fluent in that language.

SITUATION 11A WIC client who has limited English proficiency insists on using her 10 year old daughter as her interpreter. What should the clinic do? Would it make a difference if the child is mature beyond her age?

Situation 11A child should not be used as an interpreter. The clinic should provide an interpreter for the client.

CONFLICT RESOLUTIONConflicts are inevitable, so it is best to be prepared!Have a written and posted policy for dealing with unacceptable behavior and conflictsTry to remain calmTry to explain situationGet help, especially if threats or if violence is possible

CUSTOMER SERVICETreat others the way they want to be treated (or at least be aware of what that is).Be patient.Be polite.Avoid sarcasm.Be empathetic. Understand that people may not know the rules or understand how programs work. They may feel uncomfortable coming to ask for help.Smile when appropriate make people feel welcome and valued.Explain policy and let them know you will get in trouble if you do anything that violates the rules.Dont be afraid to apologize.Dont feel you need to have the last word.

CUSTOMER SERVICEDo not treat people differently based on race, color, national origin, age, sex, or disability that is disparate treatment.Do not impose policies that impact disproportionately on certain groups that can be disparate impact.Do not retaliate against anyone who complains or their family or friends or against employees who cooperate with a civil right investigation.

CUSTOMER SERVICETreat everyone with dignity and respect and make people feel welcomed.Do not do special favors for people that you are not prepared to do for everyone. (exception accommodate people with disabilities and people who have limited English proficiency)

SITUATION 12To provide good customer service by making sure there is an interpreter available, you require all people who have limited English proficiency and need an Estonian interpreter to schedule appointments on Fridays. Does this pose any civil rights problems?

Situation 12Yes, you are treating a group of people differently than others by making them come in at a certain time rather than allowing them to come in at any time during the week.

CLOSING THOUGHTSAnd in the end, it's not the years in your life that count. It's the life in your years. Abraham LincolnTHANKS FOR ALL YOU DO !!!

CONTACT INFORMATIONCandace WegersonCivil Rights OfficerMinnesota Department of HealthSupplemental Nutrition Programs

Phone: 218-723-4650E-mail: candy.wegerson@state.mn.usWeb Site: www.health.state.mn.us/divs/fh/wic/index.html

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