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
Documenting Your Civil Rights Activities<br />How to demonstrate compliance through documentation and data<br />
Our responsibilities<br />As a recipient of federal funding, Cooperative Extension is required to comply with civil rights laws to:<br />1) assure nondiscrimination and equal opportunity<br />2) make up for historic and continuing discrimination toward protected groups by reaching out with special efforts (affirmative action).<br />
Documentation and data should demonstrate<br />who those audiences are for your specific programs.<br />how you reach audiences protected by the Title VI Civil Rights Law of 1964<br />
Review compliance with your team<br />http://www.uwex.edu/ces/admin/crights/<br />Working as a team is important <br />Use the PowerPoints for new colleagues<br />Start now<br />
Share contacts, processes, data<br />Work with your county colleagues to share processes, data and contacts<br />This work should be part of the civil rights story you tell on your civil rights day<br />
Documentation<br />Demographic data about your county and your audiences<br />Civil rights charts and self-assessment questionnaires<br />Information about your partners<br />Promotional materials<br />Mailing lists<br />Internal, office functions<br />
Civil rights files<br />Set of civil rights files in county office that is accessible to all colleagues<br />In addition to documentation that supports program outreach—paper copies of UW-Extension and Cooperative Extension policies<br />
Demographic data<br />Focus on data about people protected by Title VI of the Civil Rights Act of 1964<br />Race, ethnicity, gender and age.<br />Small populations of these groups in your county? Collect data on groups that are traditionally underserved based on your participant data<br />
Data sources<br />Applied Population Laboratory<br />US Census<br />Local sources—schools, gov. agencies, non-profits<br />Maps and plat book pages can be very helpful<br />
Civil rights charts and assessment questionnaires, on-line submission<br />Charts 1 and 2 for everyone<br />Chart 3 for 4-H clubs<br />Chart 3a for 4-H camps<br />Chart 4 for WHCE clubs<br />
Demographics of potential audience<br />Consider all data sources, especially local sources<br />Consider the geographic area of your potential.<br />Have you included groups protected by civil rights laws? Other neglected audiences?<br />Is past location and past practice inclusive?<br />
Applying the demographics<br />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.<br />Consider the participant numbers of previous years and expect to increase realistically.<br />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.<br />
Information about partners<br />Lists of<br />organizations you collaborate with<br />groups that provide input to your programming<br />leader groups, judging committees<br />All with notations about the racial, ethnic and gender of the members<br />
Public notification of nondiscrimination policies<br />Place examples in civil rights files:<br />Nondiscrimination statement on promotional materials, websites, e-mail signatures<br />Accommodations statement on specific program announcements<br />711 Relay number<br />Annual letters to primary partners—in files<br />They should sign off agreeing to our policies<br />
Promotional materials<br />File copies of news releases, radio spots, newsletters, flyers that help you reach protected groups and neglected audiences<br />Post it notes about the sources you used:<br />partner’s newsletter<br />school letter to parents<br />free shopper<br />neighborhood newspaper<br />notes should be relevant to civil rights outreach to targeted audiences<br />
County office operations<br />Position descriptions-- should be updated to include civil rights responsibilities<br />Examples of materials with nondiscrimation statements, 711 Relay number<br />Marketing plans the demonstration attention to civil rights outreach<br />Program plans of work and civil rights plans (keep up to date)<br />Success stories that demonstrate civil rights outreach<br />Minutes of staff meetings where civil rights outreach was discussed <br />