C

ivil Rights

Yearly

Assessment

County:	Year:

Signed:	Staff Chair

Date:

United States Department of Agriculture and County Governments Cooperating

The Arkansas Cooperative Extension Service offers its program to all eligible persons regardless of race, color, national origin, religion, gender, age, disability, marital or veteran status, or any other legally protected status, and is an Affirmative Action/Equal Opportunity Employer.

PREFACE

The National Institute of Food and Agriculture (NIFA) and its land-grant partners, such as the Arkansas Cooperative Extension Service, recognize the importance of diversity and inclusion in the development and implementation of all Extension programs. It is the policy of the Arkansas Cooperative Extension Service to offer its programs to all eligible persons without regard to race, color, national origin, gender, age, disability, marital or veteran status, or any other legally protected status to ensure its programs are available to all the eligible residents of the State of Arkansas.

In furtherance of this policy, Extension’s goal is to have balanced participation (defined below) in our programs. In order to evaluate the success of achieving balanced participation in our programs, county faculty should complete this document on an annual basis. This document will provide a framework for use by county faculty, district supervisors, and the civil rights compliance officer to do a self-assessment of the progress made towards making certain that program opportunities are achieving balanced participation, and if not, remedial steps that can be taken to achieve balanced participation. This document will also serve as a basis in conducting Civil Rights Reviews for each county that occur on a five-year rotation basis.

PROCEDURES

In preparing this document, you must only use information from the last completed program year. The civil rights compliance officer, district director, and other review team members will review the information provided and other data as needed to determine the status of compliance efforts. All statements made and dates cited should be based upon verifiable records and/or documentation at the county office. Please complete and send two (2) copies of this document (AFFACT-01) to your District Administration Office each year by November 1st. District Administration will review, sign, and return a copy to the county office. This document must be kept in the county civil rights file for three (3) years.

CIVIL RIGHTS TERMS

Parity. An Extension program is in parity when the participation of individuals of the underrepresented group reflects the proportionate representation in the population of the potential audience. A program will be in compliance when its participation has reached 80 % of parity (balanced participation).

Potential Audience. Potential audience is persons or groups within your defined geographic area who might be interested in or benefit from an Extension educational program. Potential audience numbers are estimates that can come from a combination of demographic data sources and the Extension educators’ own knowledge and research about the defined geographic area. (Note: Generally, this comes from several sources: relevant and current statistical abstracts (not completely from the U.S. Census, the Census can be a beginning, but may not be all inclusive; other appropriate advisory committees based on the program area, your State Extension Leadership, and your own research.)

EXTENSION PERSONNEL EMPLOYED IN THE COUNTY DURING THE LAST COMPLETED PROGRAM YEAR

Name	Ethnic* (Place check the appropriate field)	Race**	Gender (Place check the appropriate field)	Title
Non-Classified:	HS	NHS	F	M
Classified:

*Ethnic Code

HS=Hispanic

NHS= Non-Hispanic

**Racial/Ethnicity Code

AAN= American Indian/Alaskan Native

A= Asian

BAA= Black/African American

HP= Native Hawaiian/Pacific Islander

W= White

T=Two or More Races Race

PROGRAM MANAGEMENT

Is the County Extension Council representative of all program areas and geographic regions of the county? Yes No

County Extension Council and other advisory groups have received civil rights training?

Yes No

(a) Give the gender and ethnic-racial composition for all committees involved in planning Extension programs during the last completed program year, including the County Extension Council, its committees and subcommittees; the expansion and review committees; and any other permanent or ad hoc committees.

*DO NOT INCLUDE HISPANIC NUMBERS IN TOTAL COLUMN, AS ALREADY REPORTED IN THE RACE CATEGORIES

Name of Committee	Ethnic*	Race	Gender Total
Hispanic/ Latino	Am.Ind/ Alska Na	Asian	Black/ Af. Am.	HW/PI	White	2 or More Races	Total	F	M
County Ext. Council
4-H Exp. & Rev.-Adult
4-H Exp. & Rev.-Youth
EHC Exp. & Rev.
FCS
Ag
CED
Other-

(b) Give the gender and ethnic-racial composition for the total attendees at the meetings of the committees listed above in item (a) during the last completed program year.

*DO NOT INCLUDE HISPANIC NUMBERS IN TOTAL COLUMN, AS ALREADY REPORTED IN THE RACE CATEGORIES

Name of Committee	Ethnic*	Race	Gender Total
Hispanic/ Latino	Am.Ind/ Alska Na	Asian	Black/ Af. Am.	HW/PI	White	2 or More Races	Total	F	M
County Ext. Council
4-H Exp. & Rev.-Adult
4-H Exp. & Rev.-Youth
EHC Exp. & Rev.
FCS
Ag
CED
Other-

PUBLIC NOTIFICATION

Examples of public announcements made during the last program year including Extension’s non-discrimination statement and/or reasonable accommodation statement are located in the county office civil rights files?

Yes No, If “No” is marked please explain:

Letters to organizations with which the county staff work periodically or on a continuing basis notifying them of Extension’s policy of nondiscrimination during the last program year are located in the county office files?

Yes No, If “No” is marked please explain:

A list of “grassroots” organizations and/or contacts (e.g., minority churches, ministerial alliance, poverty agencies, community action agencies, individual minority community leaders), which have potential to reach the underrepresented or minority audiences in the county and were utilized during the last program year are on file in the county civil rights office file?

Yes No, If “No” is marked please explain:

A list of various mass media outlets utilized during the last program year to widely advertise programs, including any outlets that target minority populations, during the last program year are on file in the county civil rights office files?

Yes No, If “No” is marked please explain:

COMPLIANCE

Office conference minutes indicate discussion/strategic planning to increase unrepresented clientele in programs, where needed?

Yes No, If “No” is marked please explain:

The county civil rights files include the UA Cooperative Extension Service County Civil Rights Plan (2014) and the previous County Civil Rights Review

Yes No, If “No” is marked please explain:

All county staff knows the procedures to follow for grievances and complaints related to civil rights compliance in Extension?

Yes No, If “No” is marked please explain:

County staff can access all position descriptions for all county staff from the online employment system; and the descriptions contain civil rights compliance responsibilities.

Yes No, If “No” is marked please explain:

What methods are used by county Extension staff to monitor the status of program compliance? (Check all that apply)

AIMS contact data	EH membership lists

Attendance records	Enrollment records for special programs, e.g. EFNEP

Mailing lists	Other

4-H membership lists

Updated mailing lists are on file in the county office that includes tracking of demographic information, i.e. racial/ethnic/gender of individuals on mailing list.

Yes No, If “No” is marked please explain:

All facilities and meeting rooms used by Extension staff to conduct programs during the last program year are accessible to the public.

Yes No, If “No” is marked please explain:

PROGRAM DELIVERY

Agriculture & Natural Resources- Commercial

Attach to the end of this document, the Program Compliance Calculator, A.F.F.A.C.T.-12, which indicates the potential audience recipients and actual participation numbers in Agriculture-Commercial programs by demographics.

If participation data in Agriculture-Commercial indicates under-representation of females and/or minorities, efforts to be made in the future to increase their participation are documented in office conference minutes?

Yes No, If “No” is marked please explain:

N/A, already in compliance.

Agriculture& Natural Resources– Other

Attach to the end of this document, the Program Compliance Calculator, A.F.F.A.C.T.-12, which indicates the potential audience recipients and actual participation numbers in Agriculture-Other programs by demographics.

If participation data in Agriculture-Other indicates under-representation of females and/or minorities, efforts to be made in the future to increase their participation are documented in office conference minutes?

Yes No, If “No” is marked please explain:

N/A, already in compliance.

Community Development

Attach to the end of this document, the Program Compliance Calculator, A.F.F.A.C.T.-12, which indicates the potential audience recipients and actual participation numbers in Community Development programs by demographics.

If participation data in Community Development indicates under-representation of females and/or minorities, efforts to be made in the future to increase their participation are documented in office conference minutes?

Yes No, If “No” is marked please explain:

N/A, already in compliance.

Family and Consumer Science

Attach to the end of this document, the Program Compliance Calculator, A.F.F.A.C.T.-12, which indicates the potential audience recipients and actual participation numbers in Family and Consumer Sciences programs by demographics.

If participation data in Family and Consumer Sciences indicates under-representation of males and/or minorities, efforts to be made in the future to increase their participation are documented in office conference minutes?

Yes No, If “No” is marked please explain:

N/A, already in compliance.

Family and Consumer Science- EFNEP (If applicable)

If applicable to your county, attach to the end of this document, the Program Compliance Calculator, A.F.F.A.C.T.-12, which indicates the potential audience recipients and actual participation numbers in Family and Consumer Sciences-EFNEP programs by demographics.

If participation data in Family and Consumer Sciences-EFNEP indicates under-representation of males and/or minorities, efforts to be made in the future to increase their participation are documented in office conference minutes?

Yes No, If “No” is marked please explain:

N/A, already in compliance.

4-H Youth and Development

Attach to the end of this document, the Program Compliance Calculator, A.F.F.A.C.T.-12 which indicates the potential audience recipients and actual participation numbers in 4-H Youth and Development programs by demographics.

If participation data in 4-H Youth and Development indicates under-representation females and/or minorities, efforts to be made in the future to increase their participation are documented in office conference minutes?

Yes No, If “No” is marked please explain:

N/A, already in compliance.

4-H Youth and Development- EFNEP (If applicable)

If applicable to your county, attach to the end of this document, the Program Compliance Calculator, A.F.F.A.C.T.-12, which indicates the potential audience recipients and actual participation numbers in 4-H Youth and Development-EFNEP programs by demographics.

If participation data in 4-H Youth and Development- EFNEP indicates under-representation females and/or minorities, efforts to be made in the future to increase their participation are documented in office conference minutes?

Yes No, If “No” is marked please explain:

N/A, already in compliance.

ALL REASONABLE EFFORTS: 4-H & EH CLUBS MEMBERSHIP

29. If any one-race/ethnic 4-H clubs existed in an interracial membership area, “all reasonable efforts” were made to integrate the clubs in the last program year. Documentation of efforts is in the county’s civil rights file.

Yes No, If “No” is marked please explain:

N/A, all clubs are in compliance or not located in interracial membership area.

If any one-race/ethnic EH clubs existed in an interracial membership area, “all reasonable efforts” were made to integrate the clubs in the last program year. Documentation of efforts is in the county’s civil rights file.

Yes No, If “No” is marked please explain:

N/A, all clubs are in compliance or not located in interracial membership area.

VOLUNTEER

Certifications of Child Maltreatment Training are maintained in the county office civil rights files.

Yes No, If “No” is marked please explain:

Please complete the following summary of Master Gardener and 4-H Volunteers.

*DO NOT INCLUDE HISPANIC NUMBERS IN TOTAL COLUMN, AS ALREADY REPORTED IN THE RACE CATEGORIES

Name of Committee	Ethnic*	Race	Gender Total
Hispanic/ Latino	Am.Ind/ Alska Na	Asian	Black/ Af. Am.	HW/PI	White	2 or More Races	Total	F	M
Master Gardner
4-H Volunteers

CIVIL RIGHTS SUCCESS STORIES

Please describe below any civil rights success stories that occurred during the last program year, (examples, increasing minority or underrepresented participation numbers in a certain program area, assisting a person with a disability to participate in a program, providing materials to a person with limited English speaking skills, etc.) Please be specific as possible and include dates.

Signed:	District Director	Date:

Signed:	Civil Rights Officer Date: