Civil Rights Outreach Activities and Compliance in wnep january 2013



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Civil Rights Outreach Activities and Compliance in WNEP

January 2013

Civil Rights activities are part of our Cooperative Extension value for inclusiveness. As a recipient of federal funding, Cooperative Extension must comply with civil rights laws prohibiting discrimination, and is required to make all reasonable effort to reach out to specific demographic groups who are protected by Title VI of the Civil Rights Act of 1964.  Civil Rights outreach activities are those actions taken to reach out to underserved and protected audiences to engage them in all Cooperative Extension which includes WNEP educational programs.

Civil Rights outreach activities in WNEP are in five major categories:



  1. Yearly training for all WNEP colleagues on Civil Rights activities and compliance

  2. Working with partner agencies and other programming partners

  3. Civil Rights outreach efforts directed toward audiences and learners protected by the Civil Rights Laws

  4. Civil Rights compliance activities

  5. Documentation about audiences reached with educational programming.

Let’s examine each of these five major activities in a little more detail as they apply to WNEP.

  1. Yearly training for all WNEP colleagues on Civil Rights activities and compliance

Currently being revised. Watch for details in next several months.

  1. Working with partner agencies and other programming partners.

It is the responsibility of all Cooperative Extension colleagues who offer educational programming to ensure that all programming that is offered by Cooperative Extension, either alone or in partnership with other agencies or groups is open and available to protected audiences and is planned and offered in ways that do not discriminate.

There are two important parts of this responsibility: 1) the requirement that all partners are informed about Cooperative Extension’s nondiscrimination policies, and 2) collecting information confirming that agency partners have similar policies and practices.

The Civil Rights Leadership Team of Cooperative Extension has developed, and recommends the use of, a letter template for communicating about Civil Rights and nondiscrimination with agency partners. The letter is available at: http://www.uwex.edu/ces/admin/crights/ under “Resources and Tools”

Suggested & Best Practices in WNEP:



  • Option 1: In many counties, all Cooperative Extension colleagues coordinate the timing of the mailing of this letter to partners and agencies with whom they work in the county. It often makes sense for WNEP to participate in this group effort in a county office.

  • Option 2: Following the conclusion of each fiscal/programming year, it is often a great time to connect with agencies and other WNEP partners. Each partner can be informed of the WNEP programming that took place in partnership with them. At that same time, the required communication about Civil Rights activities and nondiscrimination policies and practices can be accomplished by mailing the letter informing partners about Cooperative Extension policies and exploring the agency’s policies and practices in the Civil Rights arena.

  • Option 3: During the spring of each year as proposals and programming plans are being developed for the up-coming fiscal year, all potential programming partners are contacted by WNEP colleagues. This time is another potential opportunity for accomplishing the required communication about Civil Rights activities and nondiscrimination policies and practices with partners.



  1. Civil Rights outreach efforts directed toward audiences and learners

Direct outreach, marketing and/or advertising efforts that are undertaken by colleagues in Cooperative Extension and WNEP specifically to reach protected and underserved audience groups and attempt to connect them with Extension programming. The Civil Rights Leadership Team has many descriptions and resources related to this work. Refer to those resources at: http://www.uwex.edu/ces/admin/crights/ under “Expanding Access through Civil Rights Activities and “Resources and Tools” Also go to:http://blogs.ces.uwex.edu/adv-diversity/policies-and-support-for-educators/ for information on Civil Rights, serving learners of all abilities and working with people with various levels of English proficiency. As for all Cooperative Extension colleagues, WNEP staff should keep documentation and examples in Civil Rights files that demonstrate these good faith outreach efforts that were undertaken.

  1. Civil Rights compliance activities

An essential component of Civil Rights compliance is ensuring that WNEP colleagues, potential employees, and program participants are well-informed about Civil Rights activities and their rights.

Office Posters: The following posters must be displayed in visible areas within the Cooperative Extension or WNEP office:

  • And Justice for All (English and Spanish)

  • Wisconsin Fair Employment Law (English and Spanish)

  • Equal Opportunity is the Law

Non-Discrimination statement on materials for public use: All printed materials used as information or education for WNEP participants must include a statement about non-discrimination. Refer to resources at: http://www.uwex.edu/ces/admin/crights/ Look under “Resources & Tools” for nondiscrimination statement wording instructions and examples.

Disability Accommodations: All WNEP colleagues must know how to handle requests from employees or participants for accommodations. Refer to resources at: http://www.uwex.edu/ces/admin/crights/ for serving People with Disabilities

Materials in languages other than English: All WNEP colleagues must know how to handle a need or request for printed materials in a language other than English. Go to: http://blogs.ces.uwex.edu/adv-diversity/policies-and-support-for-educators/ for Policies

Handling Complaints: All WNEP colleagues must know how to handle any inquiries about or statements of complaint related to Civil Rights or access to programs or services from any employee, potential employee, or program participant.

  1. Documentation about audiences reached with educational programming.

As a recipient of federal dollars, Cooperative Extension is required to keep records of participants reached through direct educational programming, as well as information related to mailing lists, advisory groups, etc. Data is to be collected and reported about the gender, race and ethnicity of all persons with whom Extension colleagues interact in the ways listed above.

Data collection:

  • Direct education programming: each participant is included in the record according to his/her race, ethnicity, gender and age group. Ideally and whenever practical, participants should be asked to self-select the ethnicity, race, gender and age categories with which they identify. See attached form which can be used for this purpose.

  • Mailing lists: refer to information on the Civil Rights webpages at: http://www.uwex.edu/ces/admin/crights/

  • Advisory Groups: refer to information on the Civil Rights webpages at: http://www.uwex.edu/ces/admin/crights/

Civil Rights data reporting:

  • Chart 1: One or more Chart 1’s must be completed and filed on the Civil Rights reporting webpage at the end of each fiscal year. See table below to find the specific requirements for a particular WNEP project.

CHARACTERISTICS OF WNEP PROJECT




CIVIL RIGHTS CHART 1’S TO BE COMPLETED EACH YEAR

Number of Counties

Funding

Adult Learners?

Children & Youth Learners?







SNAP-Ed?

EFNEP?







1

X




X







One Chart 1: a single Chart 1 on which all adult programming numbers are reported and compared to potential adult participants.

1

X




X

X




Two Chart 1’s:

  • #1 for all adult programming numbers reported and compared to potential adult participants;

  • #2 for all programming for children reported and compared to potential participants who are children

2

X




X

X




Four Chart 1’s – Two for each County:

  • #1 for all adult programming numbers reported and compared to potential adult participants;

  • #2 for all programming for children reported and compared to potential participants who are children


Optional Additional Chart 1’s: Complete and submit more than two Chart 1’s for each county to summarize SNAP-Ed programming. Each Chart 1 would summarize a large, meaningful portion of programming (ie. Segmented by major partnership or Educational Project)

3

X




X

X




Six Chart 1’s – Two for each of the three Counties:

  • #1 for all adult programming numbers reported and compared to potential adult participants;

  • #2 for all programming for children reported and compared to potential participants who are children


Optional Additional Chart 1’s: Complete and submit more than two Chart 1’s for each county to summarize SNAP-Ed programming. Each Chart 1 would summarize a large, meaningful portion of programming (ie. Segmented by major partnership or Educational Project)

1

X

X

X

X




Three Chart 1’s:

  • #1 for SNAP-Ed adult programming numbers reported and compared to potential adult participants

  • #2 for SNAP-Ed programming for children reported and compared to potential participants who are children

  • #3 for EFNEP adult programming numbers reported and compared to potential adult participants.

Optional Additional Chart 1’s: Complete and submit more than two Chart 1’s to summarize SNAP-Ed programming. Each Chart 1 would summarize a large, meaningful portion of programming (ie. Segmented by major partnership or Educational Project)

2

X

X

X

X




Six Chart 1’s – Three for each of the two Counties:

  • #1 for SNAP-Ed adult programming numbers reported and compared to potential adult participants

  • #2 for SNAP-Ed programming for children reported and compared to potential participants who are children

  • #3 for EFNEP adult programming numbers reported and compared to potential adult participants.

Optional Additional Chart 1’s: Complete and submit more than two Chart 1’s for each county to summarize SNAP-Ed programming. Each Chart 1 would summarize a large, meaningful portion of programming (ie. Segmented by major partnership or Educational Project)

Chart 2: One or more Chart 2’s listing contacts for WNEP programming—email lists and/or Advisory group membership. For information go to: https://intranet.ces.uwex.edu/tools/accountability/civilrights/SitePages/Resource%20Guide.aspx


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