Affirmative Action For New County Faculty Training & Prepared and edited by Charles Vavrina, Joe Schaefer and Pete Vergot from text formatted by Marilyn Norman

Positive and proactive steps to include minority representation in and remove gender bias from our programming (eliminate present effects of past discrimination) Civil Rights: Life, liberty and pursuit of happiness... (US Declaration of Independence) Affirmative Action:

“Affirmative Action" first used in Federal Civil Rights Law when President Kennedy issued Executive Order in 1961 requiring Federal contractors to "take affirmative action to ensure" equal employment opportunity (EEO).

dis·crim·i·nate to make a difference in treatment or favor on a basis other than individual merit

- mandated by a USDA charter in 1972 to insure Extension programs were open to all persons without regard to race, color, sex, age, disability, religion, or national origin , - 760, Florida Statutes, - 6C and others, - 6C and others, UF Rules, IFAS Civil Rights Compliance Review, 2001 Legal Mandates for AA

"The U.S. Department of Agriculture (USDA) prohibits discrimination in all its programs and activities on the basis of race, color, national origin, sex, religion, age, disability, political beliefs, sexual orientation, and marital or family status.

The University shall provide equal employment opportunities and practices for all qualified persons which conform to laws against discrimination on the basis of race, creed, religion, color, marital status, veteran status as protected under the Vietnam Era Veterans' Readjustment Assistance Act, sex, national origin, disability, political opinions or affiliations, age, or handicap;

i.e., we can discriminate against Tigers, Dawgs, etc.

2004 Florida Census Data % White IFAS Employees (June 2003) % IFAS employees White

2004 Florida Census Data 63% White (non-Hispanic) IFAS Employees (June 2003) 75% IFAS employees White

County Extension Office Responsibilities - office staff meeting minutes - AA/Civil Rights files - materials: education level and language - filing complaints

Advisory Committees - Overall Advisory Committees - Programmatic Advisory Committees - Committee membership lists - Committee minutes - Discuss AA annually to review compliance.

4-H Compliance Expansion and Review Committee (ERC) - composition - review and monitor geographic boundaries - meet at least one time annually - place copies of their minutes on file

4-H & FCE Clubs in General - Club locations must be identified on maps - Geographic areas designation -Club boundaries reflect ??% of club members - Review club boundaries and data when?

All Volunteers, e.g., Master Gardeners These groups are an important part of our organization Must be trained in Affirmative Action Bylaws/org. guidelines – non- discrimination statement

Program Implementation - Compliance letters - These letters must be updated every five - Mailing lists should be coded - Program or Event announcements, pubs and articles should contain a non-discrimination statement in text.

“Extension programs are open to all persons without regard to race, color, sex, age, disability, religion, or national origin.” Program Implementation (cont.)

- Media venues may remove statements so keep a hard copy of submittal on file. - Clip newspaper program notices that show compliance & retain pictures exhibiting Multiracial participation – put in file.

Communication Outlets - List of mass media outlets should be kept on file and program notices sent to them. - A list of “Grass Roots” organizations should be kept on file (i.e., those that represent or interact with minorities/disadvantaged) and program notices routinely sent to them. - Develop avenues that specifically target minorities, such as church newsletters, social service orgs., social sororities/fraternities.

Participant Lists - Program participant lists (sign-up sheets) should be kept and coded by race and gender and filed. - Such lists will be important for audits. - Keep lists for 5 years - 4-H-ers don’t forget to list general enrollment, participants, and volunteers for both club (ES237) and camp attendance and file.

Program Evaluation - Each county faculty member records Clientele Contacts by County Major Program in the ROA. - These contacts must be compared to those indicated for the potential audience (POW). - If you are out of parity (+ or - 4%) you must make “All Reasonable Efforts” to bring your program, club, etc into compliance with AA guidelines.

Parity The % distribution of program participants by race and gender in ROA is proportionate to or within reasonable limits (± 4%) of their respective % distribution in the target audience (POW for the same year). This is a goal not quota.

ROA Examples for potential audience (POW) that is 80% White and 20% Black, - 80% White/20% Black - perfect parity - 84% White/16% Black - within reasonable limits - 85% White/15% Black - out of parity Parity (cont.)

All Reasonable Efforts Minimum Requirements: (mention in next year’s POW if non-parity) 1.Use all available mass media to inform potential clientele of programs and opportunities available. 2. Personal letters or special circulars sent to minorities inviting them to participate. 3. Personal visits to a representative number of potential program participants.

Affirmative Action File Affirmative Action Plan (Back to Basics) All Reasonable Effort Certification Annual Reports of Accomplishments County Participation Data ES 237 (4-H Enrollment data) Plans of Work Boundary Maps for clubs Letters of Compliance Correspondence Mailing lists Newspaper clippings Grass roots

2004 Census Data (race) Charlotte Co. Citrus Co. Gadsden Co. Hendry Co. Miami-Dade Co. State

2004 Census Data (race) Charlotte Co. Citrus Co. Gadsden Co. Hendry Co. Miami-Dade Co. State 89% White (non-H.) 92% White 35% White 41% White 19% White 63% White

2004 Census Data (gender) Sarasota Co. Sumter Co. Union Co. State

2004 Census Data (gender) Sarasota Co. Sumter Co. Union Co. State 52% Female 46% Female 35% Female 51% Female

Affirmative Action - It’s Good for All of Us! For more info: