Civil Rights and Diversity Policies and Procedures Revised April 2018 CONTENTS PREFACE ........................................................................................................................................................................ 1 POLICIES AND PROCEDURES ......................................................................................................................................... 1 Our Policy for Non-Discrimination ........................................................................................................................... 1 How We Ensure Non-Discrimination .................................................................................................................... 2 LEGISLATIVE DIRECTIVES FOR CIVIL RIGHTS ................................................................................................................. 2 WHO CARRIES OUT POLICIES AND WHO OVERSEES CIVIL RIGHTS COMPLIANCE? ..................................................... 3 Civil Rights Leaders and Plans in County Offices ...................................................................................................... 3 Reaching Our Civil Rights and Diversity Goals ......................................................................................................... 3 Assessing Needs ........................................................................................................................................................ 3 Program Content ................................................................................................................................................... 3 Designing and Delivering Programs to Reach Diverse and Underserved Clientele ............................................ 4 Language Barriers...................................................................................................................................................... 4 Cultural Barriers ........................................................................................................................................................ 5 Economic Barriers ..................................................................................................................................................... 5 Access Barriers .......................................................................................................................................................... 5 Reasonable Accommodation .................................................................................................................................... 6 Special Communication Needs ................................................................................................................................. 6 Sample Of Special Needs Statements for Public Communications: .................................................................... 6 Other Barriers............................................................................................................................................................ 6 NOTIFYING THE PUBLIC ................................................................................................................................................. 7 Communicating Our Policies ..................................................................................................................................... 7 Publication Statement #1: .................................................................................................................................... 7 Publication Statement #2: .................................................................................................................................... 7 Public Display ............................................................................................................................................................ 7 COMPLAINTS ................................................................................................................................................................. 8 There Should Be On File in the County Office: ......................................................................................................... 8 PROVIDING ACCESS THROUGH AWARENESS ............................................................................................................... 8 Postal Notification .................................................................................................................................................... 9 Mass Media Notification........................................................................................................................................... 9 Public Postings Notification ...................................................................................................................................... 9 Electronic Notification ............................................................................................................................................ 10 EMPLOYMENT OPPORTUNITIES ................................................................................................................................. 10 Affirmative Action Policies ..................................................................................................................................... 10 Training, Planning, and Record Keeping ................................................................................................................. 10 Training ................................................................................................................................................................ 11 PLANNING ................................................................................................................................................................... 11 Record Keeping ....................................................................................................................................................... 11 Mailing Lists............................................................................................................................................................. 11 Compliance Reviews and Audits................................................................................................................................. 12 APPENDICIES ............................................................................................................................................................... 12 A. Indicators of a Successful Civil Rights and Diversity Program ....................................................................... A B. Outline for County Civil Rights and Diversity Documentation ...................................................................... B C. Affirmative Action/Civil Rights/EEO Compliance Review for Counties .........................................................C D. Diversity in Extension: Reaching Diverse Audiences ..................................................................................... D E. Civil Rights Legislation ..................................................................................................................................... E F. Civil Rights Terms ............................................................................................................................................. F G. Reasonable Accommodations Statements .................................................................................................... G H. Non-discrimination Statements ..................................................................................................................... H I. Models of Letters to Organizations .................................................................................................................. I J. Forms Useful for County Civil Rights Planning and Record Keeping .............................................................. J J-1 Public Notification Datasheet ..................................................................................................................... J J-2 County Facilities and Resources Data Sheet ............................................................................................... J J-3 County Civil Rights Training Record ............................................................................................................ J J-4 Extension Activity Checklist ........................................................................................................................ J K. Section 3060 of the Faculty Staff Handbook ................................................................................................... K L. Section 3065 if the Faculty Staff Handbook .................................................................................................... L M. Example of County Public Notification Plan ............................................................................................. M CIVIL RIGHTS AND DIVERSITY POLICIES AND PROCEDURES PREFACE The University of Idaho, Idaho’s land-grant University, has total responsibility for the state’s Extension program that is administered through the College of Agricultural and Life Sciences. Programs are planned and conducted in response to clientele needs and priorities and in accordance with resources and staff competencies. The University of Idaho Extension is dedicated to providing high-quality educational programs that comply with all civil rights,