U.S. Department of Agriculture National Institute of Food And Agriculture Equal Opportunity Staff NIFA-EOS NERAOC May 23-26, 2011 Anchorage, Alaska 1 December 8, President Barack Obama “Today I have signed into law H.R. 4783, the ‘Claims Resolution Act of 2010.’ This Act, among other things, provides funding and statutory authorities for the settlement agreements reached in the Cobell lawsuit brought by Native Americans; the Pigford II lawsuit brought by African American farmers”.

U.S. Department of Agriculture National Institute of Food And Agriculture Equal Opportunity Staff NIFA-EOS NERAOC May 23-26, 2011 Anchorage, Alaska National Extension and Research Administrative Officer’s Conference May 23, 2011 “ Measuring Success: Program Civil Rights Data Collection” Norman E. Pruitt Dallas L. Holmes National Program Compliance Review Leader Associate Professor Nancy Corley Extension and Continuing Education Equal Opportunity Specialist Utah State University U.S. Department of Agriculture National Institute of Food and Agriculture

U.S. Department of Agriculture National Institute of Food And Agriculture Equal Opportunity Staff NIFA-EOS NERAOC May 23-26, 2011 Anchorage, Alaska 3 CODE OF FEDERAL REGULATIONS (CFR)  7 CFR part 15 —Nondiscrimination on the basis of race, color, or national origin CFR part 5, Subpart A “Nondiscrimination in Federally-Assisted Programs of the USDA— Effectuation of Title VI of the Civil Rights Act of 1964”  7 CFR part 15a.1 —“The purpose of this part is to effectuate Title IX of the Education Amendments of 1972, Discrimination on the basis of Sex in any education program or activity receiving federal financial assistance…”  7 CFR part 15b—Nondiscrimination on the basis of HANDICAP in program or activities receiving federal financial assistance 7 CFR 15B.1 “The purpose of this part is to implement section 504 of the Rehabilitation Act of 1973…. {Also American Disability Act of 2008}  45 CFR PART 90– Nondiscrimination on the basis of AGE in programs or activities receiving federal financial assistance (Health and Human Services)

U.S. Department of Agriculture National Institute of Food And Agriculture Equal Opportunity Staff NIFA-EOS NERAOC May 23-26, 2011 Anchorage, Alaska 4 Memorandum dated April 21, 2009-Secretary Thomas J. Vilsack “The Assistant Secretary for Civil Rights will…fully implement automated corporate race, ethnicity, sex, national origin, disability, and age data collection for FSA, NRCS, and RD at the field office level by October 1, 2009, after which we will develop a corporate proposal for data collection across USDA”.

Dallas L. Holmes, EdD Utah State University Associate Professor Extension and Continuing Education 5

All Extension faculty report in Digital Measures the University-wide accountability system. Female WhiteMale white Female BlackMale Black Female HispanicMale Hispanic Female Asian/Pacific Female Am Indian Male Asian/Pacific Male American Indian LEP (limited English proficiency) 6

 If instructor prepares special materials or provides interpreters for program accommodation  LEP individuals may already be reported by race and ethnicity in the face-to-face contact table  LEP report field captures numbers of persons served who receive program accommodation due to limited English proficiency 7

 “Contact" refers to the interaction of two or more individuals face-to face in an educational experience or Extension-related business  Contacts occur in conferences, consultations, workshops, seminars, meetings, field days, and demonstrations  More than one contact with the same individual during a single day should be reported (counted) if the contacts occur in different program emphasis areas 8

STATE UNIVERSITY EXTENSION – CONTACT DATA REPORT Name: Unit: Report Date(s): DLH Face to Face Contacts Specify Major Program__________________________ Adult Program Notes Youth Female White Female Black Female Hispanic Female Asian/Pacific Female Am Indian Male White Male Black Male Hispanic Male Asian/Pacific Male Am. Indian LEP (Limited English) Indirect and Other Contacts Specify # Phone Newsletters Presentations Website Traffic Other Capturing Face-to-Face Contacts for input into Digital Measures 9

TotalTotal one race WhiteBlackAmeri can Indian Alaska Native AsianNative Hawaii an/Pa cific Island er Some Other Race Two or more Races Hispa nic/ Latino (any race) 516,514502,528461,775 2,7993,0747,0323,90523,94314,03655, %91.9%.06% 1.4%.07%4.8%2.7%(11.1%) Hispanic % is notation only as Latino is reported as ethnicity for any race recorded SAMPLE COUNTY 10

Ethnicity with Highest Population in Utah Utah White Population = 29.3% Extension Contacts ,379,560 = 29.3% 698,031 11

1. Review contacts made with each race/ethnicity 2. Compare contact data with the current US Census for Utah 3. Consider percentage served for each race/ethnicity 12

4.Use the race/ethnicity with the highest percentage contacted (prior year)as the goal for all other groups 5. Equity in contacts =parity goal of 29.3% for all races/ethnicities in the state, and all counties 13

Step 1 Find Box Elder County on the Census Fact Finder Sheet Locate the “Establishing CR Contact Parity Goals” Report Form Step 2 Copy the Census data for Box Elder County to Table #2 Write in the ACTUAL contact data for Table #1 (handout) Step 3 Compare Table #1 with Table #3 Calculate % reached (# actual contacts divided by census population for each race/ethnicity) and record in Table #3 14

 BOX ELDER COUNTY Race/EthnicityNumber of contacts % to total WHITE M/F25,337 96% BLACK M/F 35 0% HISPANIC M/F 742 3% ASIAN M/F 163 1% AMIND M/F 16 0% TOTAL26,293100% 15

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 Box Elder County Race/ Ethnicity County % Reached State Parity Goal % to Total Census % to Total Reached WHITE M/F 25,377/ 45, % 29%92%96% BLACK M/F 35/ %29%--- HISPANIC M/F 742/ %29%8.3% 3% ASIAN M/F 163/ %29%.08% 1% AMIND M/F 16/ %29%.08%--- 18

 Trend and demographic data underpin “where we are” and help us chart “where we should be.”  Knowledge of “where we are” helps establish targeted marketing approaches to underserved groups. 19

 Comparisons from year to year give faculty trends to guide planning.  With seven years of data – trend lines become apparent to county faculty (clarity of direction). 20

 Web-based tool to assess understanding with online “help”  Seven years of quantitative data:  Guides qualitative training: ◦ Diversity Discussion Kits ◦ Heads-up Newsletter Topics ◦ Extension Diversity Website resources ◦ Training focus at Civil Rights reviews 21

 Faculty and staff role statements include a civil rights component and expectation  Annual Plan of Work Reporting on significant civil rights program applications  Annual Faculty Reviews – personal contact data reviewed. 22

 Contact data available to tenure and promotion committees  Best practices in civil rights/diversity applications identified from annual reports 23

U.S. Department of Agriculture National Institute of Food And Agriculture Equal Opportunity Staff NIFA-EOS NERAOC May 23-26, 2011 Anchorage, Alaska 24 NIFA CIVIL RIGHTS REVIEW AREAS OF CIVIL RIGHTS CONCERN/INTERESTS  Quantity and quality in the collection and reporting of programmatic race/ethnicity and gender data to measure the overall status of compliance.  Identifying potential audiences, program planning, and data collection.  Applicability of Civil Rights Laws to all recipients of federal financial assistance (7CFR 15) supported by Research.  Accessibility to the disabled and public notification for accommodation.  Racial/ethnic and gender composition of committees/boards.  Limited English Proficiency (LEP) procedures and process and National Origin discrimination.

U.S. Department of Agriculture National Institute of Food And Agriculture Equal Opportunity Staff NIFA-EOS NERAOC May 23-26, 2011 Anchorage, Alaska National Extension and Research Administrative Officer’s Conference May 23, 2011 “ Above and Beyond the Letter of the Law” National Origin-Limited English Proficiency Norman E. Pruitt Nancy Corley National Program Compliance Review Leader Equal Opportunity Specialist U.S. Department of Agriculture U.S. Department of Agriculture National Institute of Food and Agriculture National Institute of Food and Agriculture

U.S. Department of Agriculture National Institute of Food And Agriculture Equal Opportunity Staff NIFA-EOS NERAOC May 23-26, 2011 Anchorage, Alaska Above and Beyond the Letter of the Law An Interactive Case Study in Teams Craft a Startup Limited English Proficiency (LEP) Pilot Project Takeaway: LEP Tool Kit 26

U.S. Department of Agriculture National Institute of Food And Agriculture Equal Opportunity Staff NIFA-EOS NERAOC May 23-26, 2011 Anchorage, Alaska Title VI National Origin Prohibits discrimination on the basis of “race, color, or national origin…under any program or activity receiving Federal financial assistance.” 42 U.S.C. Section 2000d-4a(4) 27

U.S. Department of Agriculture National Institute of Food And Agriculture Equal Opportunity Staff NIFA-EOS NERAOC May 23-26, 2011 Anchorage, Alaska Executive Order Specifies the provision of language assistance to limited English proficient individuals so that They may understand and exercise important rights Comply with responsibilities Access and understand information provided by federally funded activities and programs 28

U.S. Department of Agriculture National Institute of Food And Agriculture Equal Opportunity Staff NIFA-EOS NERAOC May 23-26, 2011 Anchorage, Alaska 29 Number/proportion of LEP persons Frequency of Contact Nature and importance of program/activity Available resources and costs The Four LEP Factors

U.S. Department of Agriculture National Institute of Food And Agriculture Equal Opportunity Staff NIFA-EOS NERAOC May 23-26, 2011 Anchorage, Alaska Language Assistance Measures Applications/notification in translation Telephone relay interpretation Web pages in translation Program interpretation Low-literacy or mixed-literacy materials 30

U.S. Department of Agriculture National Institute of Food And Agriculture Equal Opportunity Staff NIFA-EOS NERAOC May 23-26, 2011 Anchorage, Alaska Case Instructions Read individually (3 minutes) Develop answer(s) with team (10 minutes) TAKE NOTES IN YOUR HANDOUTS! (If you should finish early have fun with the BONUS BRAIN WORKOUT p. 8) 31

U.S. Department of Agriculture National Institute of Food And Agriculture Equal Opportunity Staff NIFA-EOS NERAOC May 23-26, 2011 Anchorage, Alaska Considerations How long have they been in U.S.? How many are foreign-born? How many in labor force? What age on arrival? How many are bilingual? A large population of Latinos does not mean you need a proportionately large LEP program. A large population of Latino residents does not, in itself, mean you need a proportionately large LEP program. 32

U.S. Department of Agriculture National Institute of Food And Agriculture Equal Opportunity Staff NIFA-EOS NERAOC May 23-26, 2011 Anchorage, Alaska Health and Safety Subject Matter is Generally of High Importance in an LEP Plan 33

U.S. Department of Agriculture National Institute of Food And Agriculture Equal Opportunity Staff NIFA-EOS NERAOC May 23-26, 2011 Anchorage, Alaska New Populations Have Greater Needs 34

U.S. Department of Agriculture National Institute of Food And Agriculture Equal Opportunity Staff NIFA-EOS NERAOC May 23-26, 2011 Anchorage, Alaska Use Startup Projects to Build Capacity All program areas are important Use startup projects to learn and collect data Use data and early successes to attract funding for next steps Be sure your plan has contingencies for serving even one or two people with LEP needs 35

U.S. Department of Agriculture National Institute of Food And Agriculture Equal Opportunity Staff NIFA-EOS NERAOC May 23-26, 2011 Anchorage, Alaska 36 CODE OF FEDERAL REGULATIONS (CFR)  7 CFR part 15 —Nondiscrimination on the basis of race, color, or national origin CFR part 5, Subpart A “Nondiscrimination in Federally-Assisted Programs of the USDA—Effectuation of Title VI of the Civil Rights Act of 1964

U.S. Department of Agriculture National Institute of Food And Agriculture Equal Opportunity Staff NIFA-EOS NERAOC May 23-26, 2011 Anchorage, Alaska National Extension and Research Administrative Officer’s Conference May 25, 2011 “ Accommodation: It’s Not Just Curb Cuts Anymore!” Services and Accommodation for the Disabled Norman E. Pruitt Nancy Corley National Program Compliance Review Leader Equal Opportunity Specialist U.S. Department of Agriculture U.S. Department of Agriculture National Institute of Food and Agriculture National Institute of Food and Agriculture

U.S. Department of Agriculture National Institute of Food And Agriculture Equal Opportunity Staff NIFA EOS NERAOC –May 23, 2010 Anchorage, Alaska Restores intent and protections of the ADA of 1990 defines hearing, seeing, speaking, reading, concentrating, thinking, and communicating as major life activities specifies auxiliary aids and services for hearing and visual impairments ADA Amendments Act of

U.S. Department of Agriculture National Institute of Food And Agriculture Equal Opportunity Staff NIFA-EOS NERAOC May 23-26, 2011 Anchorage, Alaska Federal Rehabilitation Act Section 508 Requires public colleges to show their technology is accessible under state laws Many universities have web pages that are inaccessible to people using text-to-speech readers (can’t access course management software, online courses, and library catalogs) 39

U.S. Department of Agriculture National Institute of Food And Agriculture Equal Opportunity Staff NIFA-EOS NERAOC May 23-26, 2011 Anchorage, Alaska People with disabilities have been excluded from educational programs, segregated or taught alone. 40

U.S. Department of Agriculture National Institute of Food And Agriculture Equal Opportunity Staff NIFA-EOS NERAOC May 23-26, 2011 Anchorage, Alaska Sensory Disability Assistive Listening Technolo gy Deaf Hard of hearing Assistive Reading Technology Blind Partially sighted 41

U.S. Department of Agriculture National Institute of Food And Agriculture Equal Opportunity Staff NIFA-EOS NERAOC May 23-26, 2011 Anchorage, Alaska Case Instructions Read individually (3 minutes) Develop answer(s) with team (8 minutes) FILL IN YOUR BLANK QUESTION SHEET! 42

U.S. Department of Agriculture National Institute of Food And Agriculture Equal Opportunity Staff NIFA-EOS NERAOC May 23-26, 2011 Anchorage, Alaska Program Access Public notices that are accessible Marketing that reaches this demographic An understanding of how people with “sensory disabilities” regard themselves 43

U.S. Department of Agriculture National Institute of Food And Agriculture Equal Opportunity Staff NIFA-EOS NERAOC May 23-26, 2011 Anchorage, Alaska Public Notification Accommodation StatementAudio-file TDD/RelayWeb Print 44

U.S. Department of Agriculture National Institute of Food And Agriculture Equal Opportunity Staff NIFA-EOS NERAOC May 23-26, 2011 Anchorage, Alaska Assessment and Target Plan Start with the self-assessment: what questions would be useful for your organization to ask itself about reaching out to people with sensory disabilities? Bounce ideas around with your team and sketch out notes for a Target Program Plan for your organization or work unit 45

U.S. Department of Agriculture National Institute of Food And Agriculture Equal Opportunity Staff NIFA-EOS NERAOC May 23-26, 2011 Anchorage, Alaska 46 CODE OF FEDERAL REGULATIONS (CFR)  7 CFR part 15b—Nondiscrimination on the basis of HANDICAP in program or activities receiving federal financial assistance 7 CFR 15B.1 “The purpose of this part is to implement section 504 of the Rehabilitation Act of 1973…. {Also American Disability Act of 2008}