-
County: Date of Review:
EXTENSION PROGRAM AND
COMPLIANCE REVIEW
Revised: September, 2019
-
COUNTY EXTENSION PROGRAM AND COMPLIANCE REVIEW
CONTENTS
Page
<
Procedure.............................................................................................................................................
1
< Benefits of Extension Program and Compliance Review
.....................................................................
2
< Definitions
............................................................................................................................................
3
< Quiz On Terminology‐“Terms and Terminology..”
..............................................................................
5
< County Extension Staff Interview Guide
< Section 1: Physical Compliance
.........................................................................................
6
< Section 2: County Office Operations
................................................................................
8
< Section 3: Program Development
...................................................................................
12
< Appendix
..........................................................................................................................
16
< Items County Faculty Need to Have Available for Review
< Extension Program and Compliance Review Agenda (Sample)
-
1
PROCEDURE
DEAs will conference and develop plans for the following:
• Set dates for County Extension Program and Compliance Review •
Send letter to County faculty or CED (when appropriate), announcing
date, time, and support
materials/documentation needed at the time of the review
conference. • Begin review with meeting of total county Extension
staff, support staff, and District Extension Ad
1. Conduct orientation: * Introduction/Purpose * Benefits of
compliance review and program review * Emphasize that this is a
"Program Review" and that as a part of the program review you will
be
looking at compliance with civil rights and affirmative action
guidelines.
2. Administer questions on "Terms and Terminology" for staff to
answer in writing; review answers. 3. Orientation Points to
Emphasize:
* Relate Smith‐Lever Act of 1914 to Civil Rights Compliance. *
This is an "in‐house" review. * Opportunity to help staff is
greater if there is an open and honest discussion with agents &
staff * Program review is a "fact finding" day followed by exit
conference to review strengths and
weaknesses of operations and program development. * A written
report will be provided by DEA to county staff, within six weeks of
date of review.
Required elements for the written findings and recommendations
report include: (1) the date of DEAs written report of findings and
recommendations; (2) the date compliance review was conducted at
the county; (3) the following language: “The ‘And Justice for All’
poster was displayed in the office
or in a notebook containing all employment posters;” (4) the
following language: “Official documents related to civil rights and
affirmative
action are on file, or can be referenced by staff on electronic
files contained on an office computer or on the AgriLife Extension
employee website;” and,
(5) the due date for the county response outlining what
corrections were made, with the due date being set on or before 6
months from the date of compliance review.
* Audits/reviews should be positive but may involve some
negative findings. * County faculty and DEAs are expected to follow
up on recommendations and submit report to
DEA/Associate Director County Programs within six months of date
of compliance review. 4. Faculty members briefly describe the
previous year’s programs, highlighting successes, and impacts
of programs. 5. Excuse Support Staff Members
6. Interview total faculty (excluding secretaries), using
interview questions provided in the document.
7. Interview each faculty member using appropriate instrument
segments on "Program Development."
8. Examine documentation and records on file (as indicated in
instrument).
Within six weeks of date of review
District Extension Administrator will provide a written report
of findings to the: county faculty and Associate Director for
County Operations.
Within six months of date of review: County faculty will submit
a written response to DEA that include all actions taken to address
reported findings. DEA submits copy to Associate Director for
Operations.
-
2
BENEFITS OF EXTENSION PROGRAM AND COMPLIANCE REVIEW
1. Provides additional means of program evaluation to determine
whether needs of clientele, including
minorities, are being met.
2. Provides for more readily available information on service to
minority groups to respond to special and regular reports and
requests.
3. Encourages staff to develop new programs, methods and
techniques to reach under served audiences.
4. Meets the laws, regulations and policies requiring
reviews.
5. Avoids problems of investigation and/or complaints associated
with legal noncompliance, if alleged by outside
groups/individuals.
6. Brings staff to a better understanding of the need for
documentation and records.
7. Provides a basis for improving personnel and program
management methods; provides benchmark data on
which to measure progress.
8. Increases staff awareness of managerial responsibilities in
areas of employee supervision, training and career development.
9. Documents information for Director and state supervisory and
administrative staff; reduces possibility of
misinformation and or lack of communication.
10. Enables county staff to be more knowledgeable of laws, rules
and regulations and facilitates their "indoctrination" of planning
groups, organizations, lay leaders, governing bodies, legislators
and others involved in cooperative working relationships.
11. Uncovers areas in which Texas A&M AgriLife Extension
Service rules and procedures on civil rights and equal employment
opportunity matters need to be reemphasized, strengthened,
incorporated into written policies and procedures, and/or
disseminated to staff and other appropriate persons.
12. Facilitates preparation of county and State annual program
plans in terms of staff‐time statistical data, as well as
narratives called for to fulfill specific civil rights and EEO
requirements.
-
3
DEFINITIONS
a. Title VI of the Civil Rights Act of 1964. Specifies that no
person in the U.S. shall, on the grounds of race, color, religion,
sex, or national origin, be excluded from participation in, be
denied the benefits of, or be subjected to discrimination under any
program or activity receiving Federal financial assistance.
b. Title VII of the Civil Rights Act of 1964. States that the
policy of the U.S. Government is to provide equal opportunity in
employment for all persons; to prohibit discrimination in
employment because of race, color, religion, sex, or national
origin; and to promote equal opportunity through affirmative action
in each Federal department and agency. Equal opportunity must be an
integral part of personnel policy and practice including employment
selection, training, advancement and treatment. This title also
provides the basis for prohibiting sexual harassment at
employment‐related locations and functions.
c. "All reasonable efforts." A set of procedures required to be
used and their documentation kept to demonstrate that federally
funded programs or activities have been made available to the
maximum possible potential audience of a given locale or area. The
minimum reasonable effort required by County Extension staff
members includes all items listed as follows:
1. Use of all available mass media, including radio, newspaper
and television, to inform potential recipients of the program and
of opportunity to participate.
2. Personal letters, e‐mails, and circulars addressed to defined
potential recipients inviting them to
participate, including dates and places of meetings or other
planned activities.
3. Personal visits by the County Extension staff member(s) to a
representative number of defined potential recipients in the
geographically defined area to encourage participation.
d. "Adequate public notification." Public notification plans are
a part of the delivery mode in the affirmative action goals related
to the Civil Rights Act of 1964. Public notification plans ask each
agency or organization to use the most diversified possible
communications to attract persons of all races, colors, religions,
genders, and national origins to participate in programs or
activities funded wholly or in part by Federal resources. Examples
would include posters, flyers, minority organization bulletin board
notices, utility bill inserts, or other public mailings. Using
nondiscriminatory statements, photos, and graphics to convey the
message of equal opportunity in informational material released to
the public. Using sex‐neutral language‐‐‐elimination of sex
discrimination, sex bias, and sex‐stereotype language from
materials used in educational programs.
e. Title IX of the Education Amendments of 1972. The specific
purposes of Title IX are to prohibit discrimination against
individuals in federally‐funded programs or activities, and in
every aspect of employment because of their gender. Title IX
provisions include prohibitions against male/female job‐related
stereotyping, sexual harassment, unequal opportunities for
training, advancement and other benefits of employment.
f. Americans with Disabilities Act of 1990. Title I states that
no entity shall discriminate against a qualified individual with a
disability because of the individual's disability in regard to job
application procedures, hiring, advancement, discharge,
compensation, training and other terms, conditions and privileges
of employment.
Title II of the Act states that no qualified individual with a
disability shall, by reason of such disability, be
-
4
excluded from participation in or be denied the benefits of the
services, programs or activities of a public entity, or be
subjected to discrimination by any such entity.
A "qualified individual with a disability" is any individual
with a disability who, with or without reasonable modifications to
rules, policies or practices; the removal of architectural,
communication or transportation barriers; or the provision of
auxiliary aids and services, meets the essential eligibility
requirements for employment, receipt of services or participation
in programs or activities provided by a public entity.
g. Affirmative Action. Affirmative action is those positive and
deliberate actions taken to involve all audiences in educational
programs and the targeting of minority audiences following the
guidelines of the Civil Rights Act of 1964. The spirit of
affirmative action is to be proactive; to include in planning of
all educational programs the steps necessary to make those programs
available and accessible by all potential audiences.
Racial/Ethnic Categories
• Black, not of Hispanic origin ‐ a person having origins in any
of the black racial groups of Africa.
• White, not of Hispanic origin ‐ a person having origins in any
of the original people of Europe, North Africa or the Middle
East.
• Hispanic ‐ a person of Mexican, Puerto Rican, Cuban, Central
American, South American or other Spanish culture or origin,
regardless of race.
• Asian or Pacific Islander ‐ a person having origins in any of
the original peoples of the Far East:
Southeast Asia, the Indian subcontinent, Pacific Islands (China,
Japan, Korea, Philippine Islands, Samoa).
• American Indian or Alaskan Native ‐ a person having origins in
any of the original peoples of North America, and who maintains
cultural identification through tribal affiliation or community
recognition.
Additional sub‐categories based on national origin or primary
language spoken may be used where appropriate, on either a national
or a regional basis.
Racial‐ethnic designations do not denote scientific definitions
of anthropological origins. A program participant may be included
in the group to which he/she appears to belong, identifies with, or
is regarded in the community as belonging to. No person should be
counted in more than one racial‐ethnic category.
-
5
TERMS AND TERMINOLOGY:
1. What are “All Reasonable Efforts?”
2. When is "All Reasonable Effort" required?
3. Who is responsible for conducting "All Reasonable
Effort?"
4. How does Title IX of the Civil Rights Act differ from Title
VI of the Act?
5. Where would you publicize educational programs and activities
to be sure that all audiences are aware of the program or
activities?
6. What are some of the considerations involved in making your
programs accessible to disabled persons?
7. What are the guidelines for participation of minorities on
planning groups?
8. How would you define Affirmative Action?
-
6
Section 1: Physical Compliance A. Office Location & Public
Access
a. Where is office located?
(describe)____________________________________________________
________________________________________________________________________________
b. Is office well-marked, visible, and accessible? (agency
signage, courthouse directory, parking,
related factors). Yes___ No___
________________________________________________________________________________
________________________________________________________________________________
c. Is office sign current? Yes___ No___
___________________________________________________________________________
d. Is office ADA accessible? Yes___ No___
i. Entrance___ Bathrooms____ Conference Room-______Offices
e. Can public reasonably find the office using available search
tools?
i.
Internet:_____________________________________________________________
ii. Google
Maps__________________________________________________________
iii. Courthouse
Directory___________________________________________________
iv.
Other:_______________________________________________________________
f. Is USDA “And Justice For All” Poster posted prominently at
entrance or lobby where the public can
see and read it? Yes___ No___
________________________________________________________________________________
Are other state and federal compliance notices posted or located
where public can access those notices easily? Yes___ No___
_________________________________________________________________________________
Recommendations:
___________________________________________________________________________________________
_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
-
7
B. Employee Access a. Is office space allocated without regard
to race or gender and in compliance with Title VII
guidelines? Yes___ No___
_______________________________________________________________________
b. Are meeting rooms, kitchen facilities, bathrooms, and other
common spaces accessible & available
to all in compliance with Title VII guidelines? Yes___ No___
________________________________________________________________________
c. Are equipment & supplies allocated or made available
equitably and/or in accordance to budgetary
guidelines & policy? Yes___ No___
________________________________________________________________________
d. Are support staff assigned or accessible to all Extension
faculty in a manner that is equitable?
Yes___ No___
________________________________________________________________________
Recommendations:
____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
-
8
Section 2: County Office Operations A. Human Resources
a. Hiring Practices:
i. Who was most recent person hired?
__________________________________________
___________________________________________________________________________
Were EEO guidelines followed? Yes___ No___
___________________________________________________________________________
ii. Does the county have an HR handbook? Yes___ No___
___________________________________________________________________________
Is it on file? Yes___ No___
___________________________________________________________________________
Was it followed? Yes___ No___
___________________________________________________________________________
iii. Is there any evidence of any activities or actions taken
related to employees that promote
segregation, disparate treatment, or other forms of exclusion
related to any protected
classes? Yes___ No___
___________________________________________________________________________
___________________________________________________________________________
iv. Recommendations:
____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
b. Training & Development of Staff
i. List & describe all training and development provided for
support staff in the last 12
months?
__________________________________________________________________
_________________________________________________________________________________________________________________________________________________________
_______________________________________________________________________________
Provide dates & type of training/development:
____________________________________
_______________________________________________________________________________
__________________________________________________________________________
_______________________________________________________________________________
ii. List & describe all training and development provided
for faculty members in the last 12
months? ________________________________________________
___________________________________________________________________________________________________________________________________________________________________________________________________
Provide dates & type of training/development. Include all
training related to civil rights and
-
9
compliance-related training.
__________________________________________________
_________________________________________________________________________________________________________________________________________________________________________________________________________________________________
iii. Recommendations:
____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
c. Performance Evaluations
i. Has a performance evaluation been completed for all staff in
the county? Yes___ No___
________________________________________________________________________________________________________________________________________________________
ii. Where are they kept?
_______________________________________________________
_______________________________________________________________________________
iii. Do those evaluations provide opportunities for dialogue,
written goals, written
development plans, and necessary resources? Yes___ No___
__________________________________________________________________________________________________________________________________________________________
iv. Do staff members have job descriptions on file? Yes___
No___
_______________________________________________________________________________
Are they reviewed annually? Yes___ No___
_______________________________________________________________________________
Are they updated as needed to reflect changes in duties? Yes___
No___
_______________________________________________________________________________
v.
Recommendations:___________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
d. Assignment of Human Resources
i. Are support staff reasonably and equitably assigned to all
agents regardless of title, gender,
age, and related factors? Yes___ No___
___________________________________________________________________________
___________________________________________________________________________
ii. Who supervises support staff? (list or provide org
chart)
___________________________________________________________________________
___________________________________________________________________________
iii. Recommendations:
___________________________________________________________________________
-
10
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
_________________________
e. Office Conferences
i. How often are office conferences held?
________________________________
_________________________________________________________________
Are minutes taken? ________________________________________________
_________________________________________________________________
When & How are they distributed to all agents and staff?
__________________
_______________________________________________________________________________
___________________________________________________ ii. Do all
agents regularly attend office conferences? Yes___ No___
__________________________________________________________________________________________________________________________________
iii. How are civil rights and compliance issues addressed during
office conference?
__________________________________________________________________________________________________________________________________
iv. What items are discussed during office conferences?
_____________________
__________________________________________________________________________________________________________________________________
v. Recommendations:
____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
B. Fiscal Resources
a. County Budget
i. How are all staff involved in the development of the county
budget? __________________
______________________________________________________________________________________________________________________________________________________
ii. How are programs supported?
_________________________________________________
___________________________________________________________________________
Is distribution appropriate? Yes___ No___
___________________________________________________________________________
Equitable? Yes___ No___
___________________________________________________________________________
iii. What are county policies related to budgeted items and are
they being followed?
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
-
11
iv. How is funding used to support professional development for
all faculty & staff?
_________________________________________________________________________________________________________________________________________________________________________________________________________________________________
v. Are any programs NOT supported? Yes___ No___
___________________________________________________________________________
Which ones?
_______________________________________________________________
__________________________________________________________________________
Why?
_____________________________________________________________________
___________________________________________________________________________
b. Best Management Practices
i. Review summary of Support Groups:
___________________________________________
______________________________________________________________________________________________________________________________________________________
ii. Review annual reviews & findings (1 per account):
_________________________________
______________________________________________________________________________________________________________________________________________________
iii. List all training provided for volunteer groups (list date
& title): _______________________
_________________________________________________________________________________________________________________________________________________________________________________________________________________________________
iv. Recommendations:
____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
c. Compliance Issues for other Funding Sources
i. Are all grants in good standing? Yes___ No___
______________________________________________________________________________________________________________________________________________________
ii. Are all faculty complying with state accounting procedures?
Yes___ No___
______________________________________________________________________________________________________________________________________________________
d. Records & Reports (to be made available for review)
i. HR files:
__________________________________________________________________________
___________________________________________________________________________
ii. Fiscal/Budget/Inventory:
_____________________________________________________
___________________________________________________________________________
-
12
iii. Other:
____________________________________________________________________
___________________________________________________________________________
-
13
Section 3: Program Development (complete one per agent)
A. Extension Planning Groups (committees, task forces, etc.) –
Internal Groups Only
a. Are members sufficient in number? Yes___ No___
_________________________________________________________________________________
b. Do they adequately represent all areas of the county, ethnic
groups, interest groups, gender?
Yes___ No___
__________________________________________________________________________________________________________________________________________________________________
c. How are they recruited, trained, recognized?
____________________________________________
__________________________________________________________________________________________________________________________________________________________________
d. How are new members added & tenured members rotated off?
____________________________
__________________________________________________________________________________________________________________________________________________________________
e. Review meeting agendas, minutes, and activities:
________________________________________
__________________________________________________________________________________________________________________________________________________________________
f. Review samples of All Reasonable Efforts
(personal contact, all available mass media, personal
mailpieces)
__________________________________________________________________________________________________________________________________________________________________
g. Recommendations:
____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
B. Program and Services
a. How were issues identified?
_________________________________________________________
_________________________________________________________________________________
Do programs support those issues? Yes___ No___
_________________________________________________________________________________
Are they properly posted on Texas Data? Yes___ No___
_________________________________________________________________________________
b. Who is your audience?
______________________________________________________________
_________________________________________________________________________________
Why & How was audience identified?
_________________________________________________
-
14
________________________________________________________________________________
c. How do you market & advertise to ensure all eligible
people are aware of the program?
_________________________________________________________________________________
_________________________________________________________________________________
d. Review of Program Plans on Texas Data for compliance with
principles of program development:
_________________________________________________________________________________
_________________________________________________________________________________
e. Review of issues online for compliance with standards for
issue identification: _________________
__________________________________________________________________________________________________________________________________________________________________
f. Recommendations:
_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
C. Compliance Issues
a. Review of documentation to support tasks reported on Texas
Data: _________________________
__________________________________________________________________________________________________________________________________________________________________
b. Review of public program documents for presence of ADA &
EEO statements: _________________
__________________________________________________________________________________________________________________________________________________________________
c. Review of Mass Media used to satisfy standard for “all
reasonable efforts”: ___________________
__________________________________________________________________________________________________________________________________________________________________
d. Review of any special requests from any protected groups:
________________________________
__________________________________________________________________________________________________________________________________________________________________
e. Recommendations:
_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
-
15
Section 4: Actions & Documentation Required by Agents in
Preparation for a Compliance Review
A. Physical Compliance a. Access to all office facilities,
offices, files as needed to verify compliance issues:
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
B. County Office Operations a. HR Files
i. secure personnel files:
________________________________________________________
______________________________________________________________________________________________________________________________________________________
ii. HR policy handbook:
_________________________________________________________
______________________________________________________________________________________________________________________________________________________
iii. performance evaluations:
_____________________________________________________
______________________________________________________________________________________________________________________________________________________
iv. job descriptions:
____________________________________________________________
______________________________________________________________________________________________________________________________________________________
v. job responsibilities:
__________________________________________________________
______________________________________________________________________________________________________________________________________________________
b. Fiscal/Budget Files
i. Summary of support groups:
___________________________________________________
______________________________________________________________________________________________________________________________________________________
ii. Annual reviews (1 per group completed in last 12 months):
__________________________
______________________________________________________________________________________________________________________________________________________
iii. 4-H club charter documents:
___________________________________________________
______________________________________________________________________________________________________________________________________________________
iv. Copy of all training for support groups:
__________________________________________
______________________________________________________________________________________________________________________________________________________
-
16
c. Program Development
i. Planning Groups
1. Review of groups/members on EPG database:
______________________________
________________________________________________________________________________________________________________________________________
2. Agenda, minutes, sign-in sheets for 12 months:
_____________________________
________________________________________________________________________________________________________________________________________
ii. Programs and Services
1. Copies of documents that support all reasonable efforts:
_____________________
________________________________________________________________________________________________________________________________________
2. Samples of program agendas, flyers, newsletters,
publications: ________________
________________________________________________________________________________________________________________________________________
3. Memoranda or documents as needed/requested to verify
compliance:
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
-
17
Appendix 1
Extension Program and Compliance Review
Items Agents Need To Have Available for Review
Staff Involvement and Programs Management
1. Minutes of office conferences for last 12 months.
2. Documentation of planning for multi‐agent events.
3. Agendas that reflect discussion and review of Civil Rights
and affirmative action compliance.
4. Attendance sheets, monthly reports, contact data
5. County Equal Employment Opportunity Plan
6. File on last support person hired.
7. Support Staff Position Description
8. Copies of support staff performance appraisals.
9. Public notification documentation.
10. List of news outlets.
11. List “grass root” organizations.
12. Civil Rights success story.
13. List of Civil Rights trainings in which county faculty
and/or support staff participated.
14. Current mailing lists and written procedure for maintaining
lists.
-
18
Program and Organization Support:
1. Membership list for past two years of LAB, Committees, Task
Forces, Youth Board and other Extension planning groups. Note
membership tenure and rotation system.
2. Leadership Advisory Board/Program Area Committee and Youth
Board minutes (last year).
3. Standing Rules for Leadership Advisory Board, Program Area
Committees and Youth Board.
4. Leadership Advisory Board, Program Area Committee and Youth
Board training materials/resource materials.
Program Development
1. Attendance list from four programs in each program area.
2. Annual 4‐H Enrollment Reports
3. EFNEP Annual Unit Report
4. Census of Agriculture (most recent)
5. Background Data for Program Compliance Reviews
6. TExAS Summary printout of Educational Contacts for past two
years.
Review Support Funds Financial Accounts:
1. Account Review of Support Funds Form
2. Documentation that support groups have been trained in “Best
Practices.”
-
19
Appendix 2 Extension Program and Compliance Review
Agenda (Sample)
(DATE)
County
Meeting with Entire County Extension Faculty and Support
Staff
Orientation
Introductions and Purpose of Review
Benefits of Extension Program and Compliance Review
Quiz on Terms and Terminology
Faculty Highlights of Success Stories
Joint Program Review
Physical Compliance
Office Operations
Individual Faculty Interviews
Program Development
Exit Conference for Recommendations and Follow up Procedures
Questions/Answer
Adjourn
County: Date of Review: undefined: Where is office located
describe: related factors Yes 1: related factors Yes 2: Can public
reasonably find the office using available search tools: Google
Maps: undefined_2: Courthouse Directory: see and read it Yes:
notices easily Yes: Recommendations 1: Recommendations 2:
Recommendations 3: Recommendations 4: guidelines Yes: to all in
compliance with Title VII guidelines Yes: guidelines policy Yes:
Yes: Recommendations 1_2: Recommendations 2_2: Recommendations 3_2:
Recommendations 4_2: undefined_3: Who was most recent person hired:
Were EEO guidelines followed Yes: Is it on file Yes: Was it
followed Yes: classes Yes 1: classes Yes 2: Recommendations 1_3:
Recommendations 2_3: Recommendations 3_3: Recommendations 4_3: List
describe all training and development provided for support staff in
the last 12: months 1: months 2: undefined_4: undefined_5: Provide
dates type of trainingdevelopment 1: Provide dates type of
trainingdevelopment 2: undefined_6: List describe all training and
development provided for faculty members in the last 12: months: 1:
2: undefined_7: compliancerelated training 1: compliancerelated
training 2: compliancerelated training 3: Recommendations 1_4:
Recommendations 2_4: Recommendations 3_4: Recommendations 4_4: Has
a performance evaluation been completed for all staff in the county
Yes: undefined_8: Where are they kept: ii: development plans and
necessary resources Yes: undefined_9: undefined_10: Recommendations
1_5: Recommendations 2_5: Recommendations 3_5: age and related
factors Yes 1: age and related factors Yes 2: Who supervises
support staff list or provide org chart 1: Who supervises support
staff list or provide org chart 2: Recommendations: 1_2: 2_2: 3: 4:
How often are office conferences held: i: undefined_11: Are minutes
taken: undefined_12: When How are they distributed to all agents
and staff: Do all agents regularly attend office conferences Yes:
ii_2: How are civil rights and compliance issues addressed during
office conference: iii: What items are discussed during office
conferences: undefined_13: iv_2: Recommendations_2: v: 1_3: 2_3:
3_2: undefined_14: How are all staff involved in the development of
the county budget 1: How are all staff involved in the development
of the county budget 2: undefined_15: How are programs supported:
Is distribution appropriate Yes: Equitable Yes: What are county
policies related to budgeted items and are they being followed 1:
What are county policies related to budgeted items and are they
being followed 2: What are county policies related to budgeted
items and are they being followed 3: How is funding used to support
professional development for all faculty staff 1: How is funding
used to support professional development for all faculty staff 2:
How is funding used to support professional development for all
faculty staff 3: Are any programs NOT supported Yes: undefined_16:
Which ones: undefined_17: Why: undefined_18: Review summary of
Support Groups 1: Review summary of Support Groups 2: undefined_19:
Review annual reviews findings 1 per account 1: Review annual
reviews findings 1 per account 2: undefined_20: List all training
provided for volunteer groups list date title 1: List all training
provided for volunteer groups list date title 2: List all training
provided for volunteer groups list date title 3: Recommendations
1_6: Recommendations 2_6: Recommendations 3_6: Recommendations 4_5:
Are all grants in good standing Yes 1: Are all grants in good
standing Yes 2: Are all faculty complying with state accounting
procedures Yes 1: Are all faculty complying with state accounting
procedures Yes 2: HR files 1: HR files 2: undefined_21:
FiscalBudgetInventory: Are members sufficient in number Yes: Yes 1:
Yes 2: undefined_23: How are they recruited trained recognized 1:
How are they recruited trained recognized 2: undefined_24: How are
new members added tenured members rotated off 1: How are new
members added tenured members rotated off 2: undefined_25: Review
meeting agendas minutes and activities 1: Review meeting agendas
minutes and activities 2: personal contact all available mass media
personal mailpieces 1: personal contact all available mass media
personal mailpieces 2: Recommendations 1_7: Recommendations 2_7:
Recommendations 3_7: Recommendations 4_6: undefined_26: How were
issues identified: Do programs support those issues Yes: Are they
properly posted on Texas Data Yes: undefined_27: Who is your
audience: Why How was audience identified: undefined_28: How do you
market advertise to ensure all eligible people are aware of the
program 1: How do you market advertise to ensure all eligible
people are aware of the program 2: Review of Program Plans on Texas
Data for compliance with principles of program development 1:
Review of Program Plans on Texas Data for compliance with
principles of program development 2: undefined_29: Review of issues
online for compliance with standards for issue identification 1:
Review of issues online for compliance with standards for issue
identification 2: Recommendations 1_8: Recommendations 2_8:
Recommendations 3_8: Recommendations 4_7: Recommendations 5:
undefined_30: Review of documentation to support tasks reported on
Texas Data 1: Review of documentation to support tasks reported on
Texas Data 2: undefined_31: Review of public program documents for
presence of ADA EEO statements 1: Review of public program
documents for presence of ADA EEO statements 2: undefined_32:
Review of Mass Media used to satisfy standard for all reasonable
efforts 1: Review of Mass Media used to satisfy standard for all
reasonable efforts 2: undefined_33: Review of any special requests
from any protected groups 1: Review of any special requests from
any protected groups 2: Recommendations 1_9: Recommendations 2_9:
Recommendations 3_9: Recommendations 4_8: Recommendations 5_2:
Access to all office facilities offices files as needed to verify
compliance issues 1: Access to all office facilities offices files
as needed to verify compliance issues 2: Access to all office
facilities offices files as needed to verify compliance issues 3:
undefined_34: secure personnel files 1: secure personnel files 2:
undefined_35: HR policy handbook 1: HR policy handbook 2:
undefined_36: performance evaluations 1: performance evaluations 2:
undefined_37: job descriptions 1: job descriptions 2: undefined_38:
job responsibilities 1: job responsibilities 2: undefined_39:
Summary of support groups 1: Summary of support groups 2:
undefined_40: Annual reviews 1 per group completed in last 12
months 1: Annual reviews 1 per group completed in last 12 months 2:
undefined_41: 4H club charter documents 1: 4H club charter
documents 2: undefined_42: Copy of all training for support groups
1: Copy of all training for support groups 2: undefined_43: Review
of groupsmembers on EPG database 1: Review of groupsmembers on EPG
database 2: undefined_44: Agenda minutes signin sheets for 12
months 1: Agenda minutes signin sheets for 12 months 2:
undefined_45: Copies of documents that support all reasonable
efforts 1: Copies of documents that support all reasonable efforts
2: undefined_46: Samples of program agendas flyers newsletters
publications 1: Samples of program agendas flyers newsletters
publications 2: Memoranda or documents as neededrequested to verify
compliance 1: Memoranda or documents as neededrequested to verify
compliance 2: Memoranda or documents as neededrequested to verify
compliance 3: County_2: Text1: 0: 1: 2: 3: 4: 5: 6: 7:
Check Box2: 0: 0: Off1: Off2: Off3: Off4: Off5: Off6: Off
1: 0: Off1: Off2: Off3: Off5: Off6: Off
Is office sign current Yes: iv: 0: 1: 2:
undefined_22: 0: 1:
Check Box3: 0: 0: Off1: Off
1: 0: Off1: Off
2: 0: Off1: Off
3: 0: Off1: Off
Check Box4: 0: 0: Off1: Off
1: 0: Off1: Off
2: 0: Off1: Off
3: 1: Off0: Off
Does the county have an HR handbook Yes: Check Box5: 0: 0: Off1:
0: Off1: Off2: 0: Off1: Off
1: 0: Off1: 0: Off1: Off2: 0: Off1: Off
Check Box6: 0: 0: Off1: 0: Off1: Off2: Off3: 0: Off1: Off2:
Off3: 0: Off1: Off2: Off
1: 0: Off1: 0: Off1: Off2: Off3: 0: Off1: Off2: Off3: 0: Off1:
Off2: Off
