Civil Rights

The information and links below correspond with the
UF/IFAS Extension Guidelines for Office Civil Rights/EEO Compliance Files.

Underlined items are links to the websites, documents, or templates for you to fill in.
These documents are also found in our NWD Civil Rights EEO Teams Channel. Click ... by each file in Teams, Copy, and Move to your county folder.
UF/IFAS Extension Equal Opportunity and Civil Rights resources

I.  RESOURCES STRUCTURE; KNOWLEDGE OF LAWS, RULES & TRAINING

I. a.  Guidelines for Office Civil Rights/EEO Files
DO: Print and file a copy of this document in your county folder.

I. b.  Civil Rights communications
DO: file civil rights related communications from UF/IFAS Extension administration, UF, & USDA.

I. c.  Organizational Charts
DO: copy, edit, and file a copy of this document in your county folder.

I. d.  Federal Civil Rights Laws
DO: file copies in corresponding folders

• Nondiscrimination in Federally- Assisted Programs of USDA - 7CFR15, Subparts A, B, and C

• Titles VI and VII of the Civil Rights Act of 1964

• Title IX of the Education Amendments of 1972

• The Americans with Disabilities Act

• Sections 504 and Section 508 of the Rehabilitation Act

• Limited English Proficiency

• And Justice For All poster 

I. e.  UF/IFAS Civil Rights/EEO Policies
DO: click link, print pages, and file copies in your county folder.

• Equal Access Assurance

• Civil Rights Complaints in Extension Programs

• Limited English Proficiency (LEP)

• Affirmative Action Civil Rights File

• ADA Self-Assessment

• All Reasonable Efforts

• Public Notification 

I. f.  Faculty/Staff Development Participation
DO: file copies of PDEC transcripts, state, regional, national, international conference registration, etc for faculty and staff.

I. g.  Civil Rights/EEO Training Information
DO: file copies of or links to these trainings in your county folder.

• UF/IFAS Extension Civil Rights & Diversity - presentations in development by UF/IFAS Civil Rights Committee

• Affirmative Action

• Equal Opportunity and Affirmative Action

• Level Up on Presence and Belonging

• Gators Together

• Maintaining a Safe and Respectful Campus

• USDA/NIFA Equal Opportunity Staff 

I. h.  Staff Meeting Agendas and Minutes
DO: when civil rights matters are discussed, file copies of your meeting agendas and minutes.

II.  EXTENSION STAFF

II. a. Position Descriptions
DO: file current position descriptions of all office personnel

II. b. Office Personnel Demographics
DO: copy, edit, and file a copy of this document in your county folder. 

III.  ADVISORY COMMITTEES, BOARDS, & RELEVANT COMMITTEES

III. a. Advisory Board/Committee Membership Policies
*Revision in progress by UF/IFAS Civil Rights Committee

III. b. Advisory Board/Committee Demographics
DO: copy, edit, and file a copy of this document in your county folder.

IV. PROGRAM COMPLAINT PROCEDURES

IV. a. Program Complaints Procedures
DO: Discuss complaint procedures with faculty & staff. Everyone is responsible for knowing how to file a program complaint.
Copy and file a copy of this document in your county folder.

IV. b. Program Complaints - fillable complaint form
DO: copy and file a copy of this document in your county folder

• UF/IFAS Civil Rights Plan 

• Program and employment complaint information for the public is located on the “And Justice For All” poster. Online complaint procedures and fillable form can be located here 

IV. c. "And Justice For All" and all other related posters
DO: display in office lobby and in all Extension meeting spaces where programs are regularly held. Create a list of all routine Extension meeting spaces where the And Justice For All poster is displayed.

V.  EQUAL OPPORTUNITY/DIVERSITY PLAN

V. a. Diversity Action Plan
DO: copy and file a copy of this document in your county folder

V. b. UF Civil Rights/EEO Plans
DO: copy and file a copy of this document in your county folder

V. c. UF/IFAS Mission Statement
DO: copy and file a copy of this document in your county folder 

V. d. Non-Discrimination Assurances
DO: copy and file this document in your county folder

• 1.006 Non-Discrimination/Harassment/Invasion of Privacy Policies 

DO:  each faculty members should add a folder for their program area.
Signed letters from 4-H club leaders, HCE club leaders, MGs, etc should be added here.
Use this fill-in letter - make a copy, insert your information, and get signatures. 

V. e. Plan of Work
DO: each faculty member should add a folder then add their annual ROA/POW to this file. Details should be written below the Race/Ethnicity table describing underserved audiences and specific efforts made to reach them. 

VI. ACCESSIBILITY FOR THE DISABLED

VI. a. ADA Self-Assessment of Programs and Facilities
DO: complete the ADA Checklist for Existing Facilities and file

VI. b. UF ADA Mission Statement
DO: copy and file this document in your county folder.

VI. c. Reasonable Accommodations Requests and Actions
DO: file written requests, actions taken, and dates. If none, leave empty.

VII.  PROGRAM AREAS

VII. a. Major Subject Matter Programs in Office
DO: copy, edit, and file in your county folder.
List all major subject-matter programs including grant-funded offered in your office. Re: Agriculture, Natural Resources, Family & Consumer Sciences, 4-H, Horticulture, Sea Grant, etc.

VII. b. All Reasonable Efforts Policy
DO: copy and file in your county folder. 

VII. c. All Reasonable Efforts
DO: each faculty member should create a word document in this folder and describe how they conduct All Reasonable Efforts within their program area.

VII. d. UF/IFAS Extension Sponsored Club and Organization Demographics
DO: each faculty member who has UF/IFAS sponsored clubs or organizations should create a program folder within this folder.
Copy, edit, and file in the county program area folder. 4-H should run a member and volunteer demographic report from 4honline.

DO: For community-based 4-H clubs, provide the number of clubs in interracial communities and membership by race, ethnicity, and/or gender.
For clubs in non-interracial communities provide the number of club and membership by race, ethnicity, and/or gender. There is a report in 4honline to run.

VII. e. All Reasonable Efforts Taken to Integrate UF/IFAS Extension Sponsored Clubs and Organizations
DO: each faculty member who has UF/IFAS sponsored clubs or organizations should create a program folder here. Use the ROA POW Demographic table to document parity and all reasonable efforts made to bring the clubs into parity. 

VII. f. Volunteer Affirmative Action Civil Rights Guidelines and Training 

• • 4-H volunteer training is available in 4honline --> Trainings

Scenarios to use with volunteers for discussion and training:

• • Bad Neighborhood

  • Committee Diversity Bias

  • Culture Confusion

  • Demonstration Site

  • Nut Allergy

  • Wheelchair Access

VII. g. Demographic Data and Outreach Efforts for Specific 4-H Groups and Programs 

• Total enrolled 4-H members and leaders
  DO: file the same report from VII. d.

• 4-H residential and day camp participants, counselors, and leaders
  DO: file registration forms/reports for day camps.
  Since residential camp is now open-enrollment, county faculty are not responsible.

• 4-H Camp scholarship awardees
  DO: 

  • Coversheet with list of selected scholarship recipients

  • Copy of application

  • Detail of how applicants are selected

  • Copies of applications

• 4-H district and state events participation by members and leaders
  DO: run event participant reports in 4honline and file.

VIII. PARTICIPATION DATA

VIII. a. Clientele Collection and Reporting Procedures
DO: file Reporting Clientele Contacts in Workload.
Add any other documents or methods for collecting demographic information for your program area including Demographics to collect by survey.

VIII. b. Potential Audience Data
DO: create a folder for your program area. Using data from the US Census, US Agriculture Census, and other data sources, copy and file reports for your target audience.

VIII. c. Actual Participation Data
DO: create a folder for your program area.
Copy and paste your completed ROA Gender, Race, and Ethnicity tables into a word document. 

VIII. d. Reports Evaluating Clientele Participation
DO: create a folder for your program area.
Copy and file a blank copy of the Gender, Race, and Ethnicity Table into this folder. 

VIII. e. Elderly (senior citizen) and Disabled Client Participation
DO: if you have programs specifically for elderly or disabled clients, document examples of program participation by program area here.

VIII. f. Program Participation Records
DO: file all sign-in sheets, pre-registration, post-registration, attendance logs, etc. of program attendees. 

IX. PUBLIC NOTIFICATION

IX. a. Public Notification Plan and Policy

IX. b. Public Notification Examples
DO: create a folder for your program area and file examples (not everything)  of communications, flyers, articles, social media, TV, radio used to advise individuals, groups, or organizations about program availability on a non-discriminatory basis with program complaint filing procedures.

IX. c. UF/IFAS Extension Non-Discrimination Statement on Publications
DO: copy and file this document

IX. d. MEDIA OUTLETS
DO: copy and file this document for your county. 

IX. e. UF/IFAS Extension ADA Statements
*in progress by UF/IFAS Civil Rights Committee.

X. MAILING LISTS

X. a. Policy and Procedures for Mailing List
DO: create a word document that describes how individuals are added to the mailing list, email list, e-newsletter list.

X. b. Demographics of mailing lists
DO: create a folder for your program area.
Document demographics of all mailing lists (electronic and physical mail).
4-H - use the report from VII. d. if this is how you contact your 4-H families. 

XI. TITLE IX

XI. a. Title IX Compliance Policy and Procedures
DO: copy and file this document.

XI. b. UF Affirmative Action Plan for Women
DO: copy and file this document.

XII. INTERNAL REVIEWS

XII. a. Internal Compliance Review Policies and Procedures

XIII. Limited English Proficiency (LEP)

XIII. a. Limited English Proficiency Policy

XIII. b. LEP Program Accommodations
DO: create a folder for your program area.
File all LEP Accommodation Request Records, all reasonable efforts taken, and dates.

XIII. c. Non-English Technical Materials
DO: file any materials created, produced, or acquired.
Include a list of non-English Extension materials.

XIII. d. Frequency of LEP Contacts
DO: file as contacts occur.

XIII. e. Number or Proportion of LEP persons
DO: create a folder in your county folder.
Run a report of LEP persons in your county by census data.

XIV. INTERACTION WITH FAMU

XIV. a. Examples of Joint UF/IFAS and FAMU Extension Programs
DO: create a file for your program area and document use of FAMU CES resources, consultation with specialists, working with small farms technicians, jointly delivering programs or FAMU advertised programs.