Affirmative Action Basics

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AFFIRMATIVE ACTION BASICS

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Program Development -- General Staff Responsibilities

Staff Conference MinutesStaff 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 Minutes

File 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 TrainingExtension 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 ProcedureThe "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 Procedures

One 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 FilesA 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 county Extension office. It is important that all county Extension employees know the location of these files and are aware of the

contents.3

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.

Files

Must 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 MaterialsEducational 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 CommitteesEach 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 Committees

Must 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 CommitteeEach 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.4

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 countyMust be racially and gender representativeMust include 1/3 young peopleSeparate 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 minutesReviews a map and the geographic boundaries for EACH clubExamines 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 BoundariesLocation 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.5

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 / Maps

4-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 GuidelinesIf 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 Guidelines

Any 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.

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Program Implementation

Compliance LettersLetters 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 Letters

Every 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 ListsMembership 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 Lists

Whether 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 OfferingsAnnouncements 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.

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Announcements of Program Offerings / Public Notification Plan

Event 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 UnderprivilegedA 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 Organizations

List 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

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Participant ListsLists 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 Lists

Must 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 Camp Attendance (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.

ES237

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.

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Program Evaluation

Clientele Contacts by Race and GenderRecords 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 county POW.

Clientele Contacts/Parity

Staff 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 EffortsWhen 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 county Extension 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 Efforts

Must 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: http://pdec.ifas.ufl.edu/newmodules.htm

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.

Civil Rights, 1992-1995 Plan of Work Guidelines, Extension Service, USDA, (undated) Federal Reviews of Extension Services in Kentucky and Florida._________________________________Marilyn Norman, 12/01 Updated Pete Vergot, 4/05

Frequently Asked Questions

What is parity? Parity refers to a condition in which the percent distribution of program participants by race and gender(as measured by contacts) is proportionate to, or within reasonable limits of their respective percent distribution in the potential recipient audience/population (as established from census data or "best" estimates" from other sources). Florida's "reasonable limit" is + or - 4%, as indicated in the Planning and Reporting Guide. (The Federal view on "reasonable limits" is within 80% of the minority potential. This is a difference, but for clarity, we will stay consistent since we do not have a problem with low minority percentages in the potential population.) Under our present system of parity, if the potential audience is 80% White and 20% Black, perfect parity would be 80% of the contacts being White and 20% being Black. If 85% of the contacts were White and 15% Black, the particular program would be out of parity with respect to Blacks. Likewise, if 65% of the contacts were White and 25% were Black, the program is out of parity with respect to Whites. We haven’t emphasized this aspect very much, unless it is way out of kilter, because the central issue is to be sure we are reaching minority audiences within at least parity. In the case of having "above parity" in Black contacts, at least we are making good efforts in reaching the Black audience.

What is the difference between potential audience and targeted clientele (audience)?Potential audience (clientele) is a broad term that's been around Extension since the original days of Affirmative Action, as a means of grouping people by a particular category (typically the Extension program areas). Usually there is census data that we can draw on. For example: Commercial agriculture -- the number of owners and/or operators (by race and gender) of commercial

agriculture enterprises (commodities) in the county (usually by enterprise, since we often program that way). Data traditionally comes from the Census of Agriculture, but the farm laborers often drop through the cracks, and the Federal Officials using are concerned about this;

Community Resource Development -- leaders and citizens (government officials, members of organizations, etc.) who may need assistance on issues and programs of community and public concern;

Energy-- potential recipients might include hospitality business owners, building construction and real estate personnel, condos managers and association members, etc.;

4-H Youth -- youth population of 4-H age in the county; Family and Consumer Sciences -- total number of citizens in the county; Homeowner Hort -- total number of people who own homes, or more inclusive, the county population

for each racial-ethnic group; Natural Resources -- public officials, general public concerned about natural resources; Sea Grant -- persons who live, work, or participate in coastal activities that relate to coastal, marine,

estuaries and wetland resources.

We throw around these terms a lot, but "targeted clientele" is seemingly used to refer to more definitive sub-sets of the broader potential audiences above (such as youth-at-risk, small dairy operators, oyster farmers, owners of $50,000 homes or below, single mothers, the "elderly" etc. But, the total potential audience could also be called "targeted clientele" -- therefore to some extent is it a play on words.

So, it’s largely whom we are programming for. We may program for the total audience within the program area, and if so, perhaps potential audience is the most useful term. Or we may program for a more specific sub-set, call that a "targeted audience", and report against the racial and female composition of that group as best we can determine it. Of course in narrowing our group, we want to be sure that we are not systematically or purposefully excluding minorities or females, as we have a responsibility as an organization to reach those groups. In most of our "targeted audience" situations the audience is very likely to include minorities in a proportion equal to or above that of the broader program area or the population of the county.

The Federal Officials primarily look at the racial and gender composition of the total contacts by Extension in the county in terms of the racial and gender composition of the county and the contacts of each agent in terms of the racial and gender composition of the county. They usually don't get as specific as we do in our reporting, unless things don't measure up, and then they begin to look more specifically at where the problem(s) might be. In most cases, rightly or wrongly, they will compare the contact data for each program with the racial and gender composition of the county (perhaps they don't trust us to come up with potential data from other than census sources).

I have participation registration sheets in my office - what should I do with them?) Affirmative Action files should be kept in the respective county offices, with sign in registration / participation sheets coded by race and gender. Individual faculty should keep all registration or participation sheets for every program in either their own Affirmative Action files, or in the central office files. It is recommended that these be kept for at least five years in order to analyze trends in program participation.

How do I handle compliance letters from home-school clubs?Home school club compliance letters should be signed by the club leader(s) and kept in the respective county Affirmative Action files. They, just as any other 4-H club, should state that the club is open to all youth regardless of race, creed, color, national origin, gender, disability, etc. The key thing here is that the home school or any other club does not discriminate against potential members on the basis of race or gender. If a faculty member works with the county Home School Association, you will want to have them also sign a letter of compliance.

Who really needs to sign compliance letters - give us some examples? The guideline on compliance letters is: for 4-H clubs -- the organizational leader(s); for FCE clubs -- the club president: for organizations or groups worked with -- the president or head of the organization or group (president of cattlemen's group, president of farm bureau, president of garden club, president of condo association, etc. New letters must be obtained every 5 years, or whenever the leader or head officer changes.

Is it better to design a county major program around a specific audience, in order to better target the audience, than to create a broad county major program which includes more of the population, but has a greater risk of not meeting parity?This is a philosophical issue in terms of programming. It may be better to target specific audiences and thereby potentially have a more manageable and focused program and potentially greater impact from the effort. However, there are a lot of other considerations: political, the total number of people an agent is expected to work with, etc. As indicated previously, the Federal Officials are going to check us primarily against the county population composition, so we need to encompass minorities (and females) in our target groups (which will probably happen naturally). Of course, our concern with parity is not with the total number reached (or contacts), but with relative percentages of minorities and females within the number that we do reach. We could reach only a few people and still be in parity, although we perhaps did not have much impact in terms of a potential audience of many, for example.

Why do 4-H and FCE need to do All Reasonable Efforts and other program areas don’t?4-H and FCE clubs have historically been the greatest perpetrators of racial discrimination in Extension. Therefore, the all reasonable effort requirement helps assure that this does not happen.

Club boundaries are really difficult to draw - what quick suggestions do you have that make sense? Club boundaries are difficult to draw, and there is no quick fix on this. It is suggested that the Expansion and Review Committee be involved, as this is one of their roles. Common boundaries are roads, streams, housing projects or subdivisions, political subdivisions, or traditional community patterns. Or if nothing else works, a designated radius around the club within which at least 80% of the club members reside. However it is done, the key thing is to avoid any suspicion of gerrymandering lines according to racial areas. The next challenge is coming up with the racial composition of the area designated. That's why political subdivisions are easier to use -- there usually is specific population data available for them. Otherwise, estimates have to be made -- with the help of the Expansion and Review Committee.

What should I do about a 4-H club or FCE club in an interracial community (even one minority), when they are not part of the targeted or potential audience (too old, too young, etc.)? It seems we are comparing apples and oranges? Report the racial make-up of the community on the club compliance report, indicate that the club is all of one race, and make a notation (*) that there are no minorities in the community that fit into the club membership category, etc., and indicate that the club is in compliance and all reasonable effort is NA. Remember that if there is one minority that does fit into the club membership category, the club is not in compliance and All Reasonable Efforts must be exerted.

What specifically should an Expansion and Review Committee do?4-H Expansion and Review Committee is to assist in delineation of geographic areas (4-H program service areas and/or community boundaries), determine needed 4-H clubs or other 4-H units within such areas, help determine the racial composition of those areas if more definitive data are not available, and assist in procedures to secure volunteer adult and youth leadership.

Is the coding only for media, membership lists, or general mailings? What do we do if we can't find out? The media mailing list would simply list the media outlets (radio, newspaper, TV) that serve the county. Any media that focus on minority audiences we would want to have on the list. These outlets should all routinely receive notices of program offerings including the non-discrimination statement in the body of the notice. Clientele mailing lists should be coded by race and gender (indicate minorities and females by an appropriate symbol by the individual's name.) Membership lists should be done likewise. We can only code the minorities that we can identify as such, or others can identify for us. We simply do the best we can.

ADA Checklist to Help Get Started

Activity or Function (Utilize both UF / County Sources)

Date Completed

1. Locate the ADA files and letters in the central filing system. Read the basic information and note the most important impacts for Extension - facilities and access.

2. Check your facilities and ask about how your office responds. Note who is responsible for facility corrections, and are there remaining items which still need to be addressed?

3. Identify topics related to ADA to be covered during office staff meetings (e.g. discuss what’s involved in “making reasonable accommodations” for people with disabilities).

4. Locate the packet mailed from the UF ADA Office and review for suggested actions.

5. All staff members should know the location of these files and have access to them.

6. Encourage staff to suggest practices, furniture arrangements, or corrections which would continue to make existing facilities accessible. Assess what current corrections need to be made to the facilities.

7. Involve staff in role playing situations which help them understand specific disabilities and how the Extension Office can better serve. Create an office awareness day / week in which ADA standards are presented and staff members measure for compliance.

8. Review current state and county publications, meeting announcements, etc., and suggest correct wording for ADA.

9. Discuss as a staff, how a request for an auxiliary aid would be handled for a specific accommodation, e.g., qualified interpreters, assistive listening headset, telecommunications devices for deaf persons (TDD’s), videotext displays, readers, taped texts, brailed materials, or large print materials.

10. Discuss what costs may be associated with ADA Accessibility Guidelines and who or how to pay for these costs. Investigate local sources of individuals or organizations that can assist.

11. Investigate ADA resources on the World Wide Web:http://www.usdoj.gov/crt/ada/adahom1.htmhttp://www.ada.ufl.edu/main/index.html

Institute of Food and Agricultural Sciences C031 McCarty Hall

Office of the Vice President for Agriculture and Natural Resources PO Box 110130Personnel Affairs Gainesville, FL 32611-0130

Tel. (352) 392-4777Fax (352) 392-3226

FILE FOLDER TITLES FOR AFFIRMATIVE ACTION FILECode - AAP

1. State and Federal

1-1 Civil Rights Act of 19641-2 Supplement to Title VI, 19651-3 Secretaries’ Memo Number 1662 and Supplement #3

1-4 Title VII CFR-PART 18, Equal Employment Opportunity in the State Cooperative Extension Service - 1968

1-5 Title VI, Non-discrimination in Federal Assisted Programs - 19751-6 7 CFR-PART 15a Title IX, Non-discrimination On the Basis of Sex - 19791-7 7 CFR-PART 15b Rehabilitation ACT of 1973, Non-discrimination on the Basis

of Handicap.1-8 AAP Guidelines for Home Economics Program1-9 Public notification Plan, (Memo 1662, Supplement #2)1-10 Clarification for Administering AAP - 19731-11 AAP 19721-12 Affirmative Action and Advisory Committees - 19941-13 Policy letters from the Dean1-14 Instructions and filing a personal grievance1-15 Policy on Sexual Harassment (University of Florida)1-16 The Americans with Disabilities Act (ADA)

2. County

2-1 County AAP (Submitted 1972)2-2 Annual County AAP Report (Submitted annually since 1973)2-3 All Reasonable Effort Certification - 4-H2-4 County Participation Data2-5 ES - 2372-6 Plan of Work Targeting and Potential Audience Definitions2-7 Boundary maps - Home Economics and 4-H2-8 Letters of Compliance2-9 Correspondence2-10 Miscellaneous

SAMPLE COMPLIANCE LETTER

(DATE)

An Equal Opportunity/Affirmative Action

To Whom It May Concern:

This is to certify that the ________________________________________ is open to all persons without regard to race, color, sex, age, disability, religion, or national origin.

___________________________________________(Signature of President, Chairperson, etc.)

Self Assessment for Each Advisory Committee

Committee____________________________________________________________

1. Membership: White ______ Asian ______Black ______ Other ______Hispanic ______

Male ______Female ______

2. Is there a current membership list for the committee?

3. Does the committee represent a potential audiences(s) that contains minorities ________?Females ______

4. Are the minority members of the committee identified on the membership list by appropriate code?

The female members?

5. Are there minutes of the committee meetings?

6. If there is minority membership, is it active on the committee (s) (attends meetings, serves on sub-committees, etc)?

The female membership?

7. Do the committee minutes reflect discussion of affirmative action at least once per year? (Status of parity in contacts and in minority participation in specific Extension programs)

8. Do the committee minutes reflect affirmative action considerations in program development?

9. Are there written by-laws or operational guidelines for the committee?

If yes, do the by-laws/guidelines specify that the committee is open to all persons regardless of race, creed, color, national origin or gender?

4-H Expansion and Review Committee

1. Is there a 4-H Expansion and Review Committee?YES

Is the membership geographically representative?Are there minority members?Is the membership at least one-third youth?Does the committee meet at least once annually?Are there minutes of committee meetings?

Do the minutes reflect discussion of the status of the 4-H program in reaching minority youth, and if not in parity, the expansion of the program to involve a greater number of minority youth?

NODoes the 4-H advisory committee perform the Expansion and Review function?

Does it meet the criteria indicated above for membership and discussion of affirmative action concerns?

4-H Council1. Is there a 4-H council?2. If yes, does it have minority membership?3. Are there written by-laws or operational guidelines?4. If yes, do they specify that the 4-H Council is open to youth regardless of race, creed, color, national origin, or gender?

FCE Program

1. Are there written by-laws or operational guidelines for the FCE program?2. If yes, do they specify that the FCE organization is open to all people regardless of race, creed, color, national origin or gender?

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Affirmative Action Review - Pop Quiz

1._____ Parity refers to a condition in which the percent distribution of program participants by race and gender(as measured by contacts) is proportionate to, or within reasonable limits of their respective percent distribution in the potential recipient audience/population (as established from census data or "best" estimates" from other sources).

2. _____ The County Extension Director or Unit Head should be the only person to inform clientele as to the proper procedure for filing complaints of discrimination in programs.

3. _____ Under our present system of parity, if the potential audience is 80% White and 20% Black, perfect parity would be 80% of the contacts being White and 20% being Black. If 85% of the contacts were White and 15% Black, the particular program would be out of parity with respect to Blacks.

4._____ Potential audience is a broad term that is a grouping of people by a particular category appropriate for a program. Usually there is census data that we can draw on to identify racial and gender characteristics.

5. _____ "Targeted clientele" is used to refer to more definitive sub-sets of the broader potential audiences.

6. _____ 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.

7. _____ The Florida Affirmative Active Plan was developed in 1964.

8. _____ It is permissible in Extension programs to systematically or purposefully exclude minorities or females.

9. _____ 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.

10. ____ Every faculty member must maintain their own Affirmative Action files in their private office, complete with sign in registration / participation sheets coded by race and gender.

11. ____ Two of the three items listed below are sufficient to fulfill the minimum "all reasonable efforts" for 4-H and FCS faculty members:

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a. Use of all available mass media (radio, newspaper, TV) to inform potential recipients of programs and opportunities to participate.b. Personal letters and circulars addressed to defined potential recipients inviting them to participate, including dates and places of meetings or other planned activity.c. Personal visits by Extension staff members to a representative number of defined potential recipients in the geographically defined areas to encourage participation.

12. ____ Compliance letters only need to be signed for the program areas of 4-H and FCS.

13. ____ Compliance letters are good until the faculty member leaves or retires.

14. ____ The purpose of a 4-H Expansion and Review Committee is to assist in delineation of geographic areas (4-H program service areas and/or community boundaries), determine needed 4-H clubs or other 4-H units within such areas, help determine the racial composition of those areas if more definitive data are not available, and assist in procedures to secure volunteer adult and youth leadership.

15. ____ Clientele mailing lists should be coded only by race.