Affirmative Action Basics
AFFIRMATIVE ACTION BASICS
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Program Development -- General Staff Responsibilities
Staff Conference Minutes
Staff conference minutes should annually reflect review and discussion by the faculty and staff. This dialogue should cover the status of programs in meeting affirmative action guidelines.
Staff Conference MinutesFile should be kept with all staff conference minutes.
Notation of AA discussion (particularly clientele contacts and program outreach discussion should be seen in the minutes at least once per year.
Participation in AA Training should be noted.
Staff Training
Extension staff members should keep a record of their participation in Affirmative Action training programs. Include these in the FAS reporting program including the title of program, date, place, and nature of the affirmative action training. In addition, be sure that each job description for faculty and program assistants includes the following statement: "insure all activities and programming are in accordance with civil rights, equal opportunity, affirmative action and ADA guidelines.” For faculty this can be included in FAS under job responsibilities.
Complaint Posters and Procedure
The "And Justice for-All" poster should be prominently displayed in the reception area(s) of the Extension Office, and in meeting rooms.
All faculty and staff should be able to inform clientele as to the proper procedure for filing complaints of discrimination in programs (write to the Secretary of Agriculture, Washington, D.C., 20250)
Complaint Poster and ProceduresOne posted in reception area
One posted in each major meeting room
All Staff can answer the question - “who should be contacted if there is discrimination”
Affirmative Action/Civil Rights Files
A standardized set of Affirmative Action / Civil Rights files are maintained in every Extension Office throughout the state. (Title of each folder available in electronic form).
These files are kept in a central and directly accessible location in each countyExtension office. It is important that all countyExtension employees know the location of these files and are aware of the contents.
The set of files includes the 1972 Affirmative Action Plan delineating standards, actions required, and actions to be taken, target dates for implementation and compliance to remedy discrimination in Extension employment and programs.
FilesMust have complete set of standardized files
Must have a copy of the AA plan for the County
Current years (and five year history) should be accessible (compliance letters, registration, participation lists, mailing lists, etc.)
All staff knows where the files are and what is in them.
Annual reports filed with the State
Educational Materials
Educational materials must meet the level of comprehension of the target audiences, and bilingual as appropriate. Check word processing programs for tools which help analyze all written work. This specific document is analyzed at a grade level of 13.6. The sentence complexity is rated at 50 out of 100; the vocabulary level is rated at 37 out of 100. This is too high for most documents written for clientele groups.
Advisory Committees
Each program committee must be geographically representative, as well as representative of other major factors relevant to the program. If there are minorities and/or females in the target clientele that the committee represents, there must be minority and/or female representation on the committee.
Membership lists should be coded by race and gender.
Minutes should be kept of committee meetings, reflecting the attendance record of the individual members. Discussions about AA should be held at least annually reviewing the status of affirmative compliance in the Extension programs within the scope of the committee' interest and responsibility. Corrective actions to be taken if programs are out of parity.
Advisory CommitteesMust be representative of the potential audience for the program committee by race and gender
If overall advisory, should be representative of county by race and gender.
AA discussion must be reflected in the minutes of the meeting for each program area.
Minutes should reflect the active participation of minority members in the group.
Expansion and Review Committee
Each county is required to have a 4-H Expansion and Review Committee. This committee should have minority representation, be geographically representative, and approximately one-third of membership required to be youth. It should have a linkage with the overall 4-H Advisory Committee.
Its function is to monitor and review the status of affirmative action compliance with regard to the 4-H program, delineate club geographic boundaries, and identify opportunities to expand program to reach more minorities and disadvantaged youth.
It may be organized as a sub-committee of the overall 4-H Advisory Committee, or overall committee may perform the expansion and review function, but in doing so must meet the conditions cited above for the Expansion and Review Committee.
Expansion and review function should be carried out at least annually, and recorded in the minutes of the committee meeting. Copies of these minutes should go in the Affirmative Action file, as well as being given to the County and District Extension Director.
Expansion and Review CommitteeMust be geographically representative from throughout the county
Must be racially and gender representative
Must include 1/3 young people
Separate meeting time and listing, recommended minimum of once a year, most likely immediately after the opening of the 4-H year.
Minutes reflect a close examination of 4-H participation by geographic area, gender, and racial makeup. Maintain minutes
Reviews a map and the geographic boundaries for EACH club
Examines racial make up of clubs to be sure that 80% of membership comes from within the club boundary lines. Ask the question does the club make up the same racial ratio as geographic area. (In essence, looks at the potential makeup of the club). Club needs to be in parity which is plus or minus 4% of the potential audience.
All Reasonable Efforts (all 3 avenues) must be taken for clubs out of compliance
Club Boundaries
Location of each 4-H and HCE club must be identified on a county and/or city map along with the racial make-up of the club (number and percent of members by race).
The geographic area served by each club should be designated by appropriate boundary lines drawn on the map, along with the percent racial make-up of the youth of 4-H age, or general population in the case of HCE clubs, within the geographic boundary. The membership and population data can be noted directly on the map beside the name of the club, or on a sheet attached to the map.
Geographic areas cannot be designated based on race, color, or national origin. Criteria for boundaries include political subdivision, natural divisions such as rivers, railroads, highways, and streets, or traditional community patterns-such as neighborhoods, city blocks, housing developments, etc. A general geographic radius may be used, such as "two mile radius" from the club meeting place. Clubs boundaries should reflect where 80% of the club membership comes from.
The 4-H Expansion and Review Committee, or Home and Community Educator Advisory Committee as appropriate, may assist in determining the racial make-up of designated geographic areas if other data are not available.
Club boundaries and data should be reviewed and updated at least annually. The map and statistical information are for use by the agent and the appropriate advisory committee in planning "affirmative steps" for correcting racial and gender imbalances and expanding the program to additional audiences.
Club Boundaries / Maps4-H and HCE: Club boundaries are indicated on a map, club by club, or each one on a separate sheet. Club boundaries should reflect where 80% of the club membership comes from. Club boundaries should not appear gerrymandered. For clubs of all of one race, draw the boundaries as close as possible. Watch closely that all reasonable actions are taken to integrate the club.
By-Laws/Operational Guidelines
If an advisory body or Extension group (4-H Club, 4-H Council, HCE club or board, etc.), has by-laws or written operational guidelines, a non-discrimination statement must be included as an integral part of the by-laws or guidelines.
By-Laws / Operational GuidelinesAny written by-laws (4-H clubs, council, HCE board, advisory committee, need to have verbiage which includes non-discrimination statement.
Plans of Work/Potential Clientele
The Plan of Work format includes a potential clientele table for each county major program by race (White non-Hispanic, Black non-Hispanic, Native American, Hispanic, Asian or Pacific Islander) and gender.
Potential clientele data may be obtained from relevant statistical abstracts, population census documents, and other sources including estimates by appropriate advisory committees.
Percent racial and gender composition of each potential audience is the basis for assessment of parity of clientele contacts by race and gender.
Program Implementation
Compliance Letters
Letters must be obtained from organizations worked with on a continuing basis (including community or outside-of-school 4-H groups, and Home and Community Educators HCE groups) stating that the organization is open to all persons regardless of race, color, national origin, and gender (see attached).
Letters should be updated every five years, or when there is a change in leadership of the organization.
Compliance LettersEvery 4-H club has a letter on file (school enrichment not necessary)
Home and Community Educators (HCE) groups each have a letter
Any group we work with on a routine basis (Farm Bureau, cattlemen, clubs) must have a current letter (five years) on file. Include groups which may have membership dues, etc.) On letterhead
Updated every five years or when the leadership changes.
Mailing Lists
Membership or general mailing lists must be coded to the extent possible for minorities and females. If uncertain as to the race or gender of some individuals on the mailing list, other Extension faculty/staff and appropriate advisory committee(s)/leaders may be able to assist. Maintaining separate mailing lists by race, color, national origin or gender is inappropriate.
Mailing ListsWhether in hard copy or electronic, all groups must be coded by race and gender. Minorities must be coded. These must be the official lists.
Insure that there is no separate listing by minority groups or by gender.
A minority media list is acceptable.
Announcements of Program Offerings
Announcements of program offerings through whatever means available (newspapers, newsletters, radio, TV, flyers, posters, etc.) should contain a non-discrimination statement in the body of the announcement, such as: "Extension programs are open to all persons without regard to race, color, sex, age, disability, religion, or national origin."
Newspapers, radio and TV broadcasts, etc., may remove the non-discrimination statement from the article or copy, so the copy containing the statement sent to the paper or to radio/TV should be kept on file. Newspaper notices of program offerings should be clipped from the paper and maintained in a clipping file. Also clip and retain any pictures of Extension groups or activities exhibiting multi-racial participation. Promotional literature should include a non-discrimination statement.
Announcements of Program Offerings / Public Notification PlanEvent and program announcements always have, in the body of the information, the non-discrimination statement. (Cannot count the disclaimer printed on the letterhead). Work to include this statement in the narrative part of the notification or article.
Clip the article and also keep what was sent to the newspaper if there is a history of the paper not including this information. File together and keep in the file.
If photos are available (either newspaper or just taken), include these in the file to document minority participation. Photos can also be displayed on the wall, with the map.
Posters which are placed should also have the non-discrimination statement.
Mass Media Outlets, "Grass Roots" Organizations, and Other Sources of Contacts with Minorities and the Underprivileged
A list of mass media outlets (newspapers, radio and TV stations) should be kept on file, particularly those which serve to disseminate information to minorities and the underprivileged. Notices of program offerings should be routinely sent to these organizations unless they specifically request to be removed from the mailing list. In that case, document the request and keep on file.
A list of "grass roots" organizations should be developed and kept on file. Such organizations would be those that represent and/or interact with minority groups, and with the disadvantaged. Notices of program offerings should routinely be sent to these organizations/groups unless they specifically request to be removed from the mailing list. Document such requests and keep on file.
Develop and keep up-to-date a list of other business and social contacts of minorities and underprivileged and direct notices of program to them.
Mass Media Outlets / Grass Roots OrganizationsList any mass media which are used and note which are specifically targeted toward minority groups.
List any grass roots organizations that relate to a specific minority group -- these should be used to send program announcements.
Discuss ways that to get information to minorities or underprivileged - social service organizations, minority professional, sororities, church. Build a broad based list who can provide avenues to minorities
Participant Lists
Lists of participants in programs and activities should be kept on file, coded by race and gender.
The purpose of these lists is so that an assessment can be made of the extent that minorities and females participating in Extension programs and activities are in parity with the make-up of the potential audience, so that affirmative steps can be taken to increase such participation if need be.
Keep coded participation lists for several years (general rule of thumb is five years) so as to identify any participation trends by race and gender that may be taking place.
Participant ListsMust keep a list of all participants of events, activities. (May be kept by individual faculty.)
These should be coded by race either during the meeting or immediately following the event.
Comparisons may be made over a five year time examining trends in minority or female participation. (Only need to keep for 5 or so years). Shows attention to trends
4-H CampAttendance (Overnight)
Examine total number of volunteers at camp by race and gender
Examine total number of participants by race and gender. Compare with county youth potential by racial balance.
Examine placement of minority youth in cabins to insure non-discrimination.
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Total club enrollment by race, compare with county youth racial balance. Seek trends.
Total all 4-H participants (all delivery methods) enrollment by race, compare with county youth racial balance. Seek trends.
Total all club volunteers by race, compare with county youth racial balance and general population balance. Seek trends.
Program Evaluation
Clientele Contacts by Race and Gender
Records are maintained by each faculty for each county major program (CMP), and for non-major program activities and reported in the appropriate table in the annual report of accomplishments, distributed among relevant state major programs (SMP).
Relative percentages of minority and female contacts for each CMP are compared to the percentages indicated for the respective potential audience. If percentage of contacts with any minority group, or with females, is greater than four percentage points below that indicated for the potential audience, the program is identified as not in racial or gender parity. Action (affirmative steps) to be taken to achieve parity in those specific county major programs, or overall program-wise, are to be listed in the next year's countyPOW.
Clientele Contacts/ParityStaff members understand the concept of parity.
Review ethnic potential audience for the county, targeted program audience by ethnic and gender in the ROA / POW. Contrast with the county demographic data.
Examine corrective actions planned in the POW to address the targeted ethnic participation.
All Reasonable Efforts
When clubs are not in racial parity (for example, club members are all of one race but club serves a multi-racial community), the Extension faculty is required to carry out "All Reasonable Efforts".
Minimum"all reasonable efforts" required by countyExtension staff members include:
1. Use of all available mass media (radio, newspaper, TV) to inform potential recipients of programs and opportunities to participate.
2. Personal letters and circulars addressed to defined potential recipients inviting them to participate, including dates and places of meetings or other planned activity.
3. Personal visits by Extension staff members to a representative number of defined potential recipients in the geographically defined areas to encourage participation.
All Reasonable Efforts must be documented and maintained in the file.
All Reasonable EffortsMust be done for each individual 4-H or HCE club which is plus or minus 4% out of parity. Keep documents on file.
Three dimensions are required:
1. All available mass media to inform potential participants of the availability of the program.
2. Personal letters or special circulars sent to minorities. Personal letter does not have to be everyone, but a reasonable amount. Document!
3. Personal visit to a representative number of potential recipients. Document.
References:
Florida Extension Orientation Module AA Web pages:
Affirmative Action Plan for Meeting Non-discriminatory Legal Standards in Employment and the Conduct of All Programs by State Cooperative Extension Services, Extension Service, USDA, February 28, 1972.
Strengthening 4-H Programs Through Affirmative Action, Science and Education Administration, United States Department of Agriculture, October 1979.