Hinz documenting your civil rights activities
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Hinz documenting your civil rights activities






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  • Examples of how you have prepared or are preparing as a team
  • This is a place where support staff can be responsible for compliance. What kinds of systems could you set up to assure you have the information you need to demonstrate compliance in your relationships with partners?
  • This is a good place for support staff to be involved in civil rights outreach. Examples from your offices?
  • How do you manage mailing lists in your offices? How do you make certain they are coded?
  • Examples of how your offices assure that civil rights outreach is always a considerationin your office operations.

Hinz documenting your civil rights activities Hinz documenting your civil rights activities Presentation Transcript

  • 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
    Working as a team is important
    Use the PowerPoints for new colleagues
    Start 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
  • Documentation
    Demographic data about your county and your audiences
    Civil rights charts and self-assessment questionnaires
    Information about your partners
    Promotional materials
    Mailing lists
    Internal, office functions
  • Civil rights files
    Set 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 data
    Focus 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 sources
    Applied Population Laboratory
    US Census
    Local sources—schools, gov. agencies, non-profits
    Maps and plat book pages can be very helpful
  • Civil rights charts and assessment questionnaires, on-line submission
    Charts 1 and 2 for everyone
    Chart 3 for 4-H clubs
    Chart 3a for 4-H camps
    Chart 4 for WHCE clubs
  • Potential audience
  • Demographics of potential audience
    Consider all data sources, especially local sources
    Consider 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 demographics
    Should 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 materials
    File 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 lists
    Informs Chart #2
    Surface mailing lists, e-mail lists
    Paper copies
    Notations about race, ethnicity, gender (percentages)
    Lists should be updated frequently
  • Questions?Your Examples?
  • County office operations
    Position descriptions-- should be updated to include civil rights responsibilities
    Examples of materials with nondiscrimation statements, 711 Relay number
    Marketing plans the demonstration attention to civil rights outreach
    Program plans of work and civil rights plans (keep up to date)
    Success stories that demonstrate civil rights outreach
    Minutes of staff meetings where civil rights outreach was discussed
  • Questions?Your Examples?