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Hinz documenting your civil rights activities


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Hinz documenting your civil rights activities

  1. 1. Documenting Your Civil Rights Activities<br />How to demonstrate compliance through documentation and data<br />
  2. 2. 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 />
  3. 3. 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 />
  4. 4. Review compliance with your team<br /><br />Working as a team is important <br />Use the PowerPoints for new colleagues<br />Start now<br />
  5. 5. 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 />
  6. 6. 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 />
  7. 7. 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 />
  8. 8. Questions?Your Examples?<br />
  9. 9. 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 />
  10. 10. 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 />
  11. 11. 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 />
  12. 12. Potential audience<br />
  13. 13. 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 />
  14. 14. 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 />
  15. 15. Questions?Your Examples?<br />
  16. 16. 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 />
  17. 17. Questions?Your Examples?<br />
  18. 18. 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 />
  19. 19. 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 />
  20. 20. Questions?Your Examples?<br />
  21. 21. Mailing lists<br />Informs Chart #2<br />Surface mailing lists, e-mail lists<br />Paper copies<br />Notations about race, ethnicity, gender (percentages)<br />Lists should be updated frequently<br />
  22. 22. Questions?Your Examples?<br />
  23. 23. 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 />
  24. 24. Questions?Your Examples?<br />