Iowa State University Extension and Outreach's Civil Rights Compliance Review
The performance of a civil rights evaluation and review is one of the major and unique requirements of federal civil rights legislation. It provides a systematic process for the assessment of compliance with federal regulations as it pertains to policies, procedures, programs, and practices as well as the development and implementation of modifications and remedial steps taken to correct any instances where deficiencies are identified. Iowa counties will complete a civil rights audit every four years.
Iowa State University's Extension and Outreach’s ("ISU Extension and Outreach") Civil Rights Plan has two components comprising (1) county civil rights audits and (2) annual program reviews by regions and program.
County Civil Rights Audits
Iowa counties will complete a civil rights audit every four years. These reviews will be consistent with all federal guidelines. The report will be sent electronically to the regional extension education director and the ISU Extension and Outreach Human Resources office. Follow-up will be made within 60 days to assure necessary corrective actions have been taken. The follow-up outcome will also be shared with the ISU Extension and Outreach Human Resources office. The regional extension education director, in consultation with the extension council chairs in the region, will set the schedule of when audits are due. County staff will download a blank county audit form. The complete audit should be sent to the regional extension education director and Extension Equal Opportunity Specialist Sean Nelson. The regional extension education director will review and identify any deficiencies within one month and notify the council chair. Council chairs will take leadership to correct any deficiencies that are found within two months. The final review will be sent to the regional director and Extension Equal Opportunity Specialist Sean Nelson electronically via email for filing.
- September 30: The civil rights audit due to regional extension education director. The council chair identifies a county staff member to lead this effort. The county staff lead pulls the county audit form from this website or from MyExtension, completes it with the help of staff housed in the county, and emails it to the regional extension education director.
- November 1: The regional extension education director reviews and sends back items for clarification or corrective actions (this step can be either verbal or written).
- December 10: The county staff lead then sends the completed documentation of corrective actions to the regional director and Extension Equal Opportunity Specialist Sean Nelson.
In order to complete the field marked Appendix A on the audit form, county staff will need to pull demographics for their region using this tool. County staff will also need to use the Accessibility Checklist to complete question one for the accessibility section of the audit form. As counties review their audit forms, they will find the Assurance of Nondiscrimination Form referenced on question number 9 or 13 depending on the version of the county audit form used. The question referencing it reads, "Please list the organizations which have provided a signed letter that the organization does not discriminate in membership practices. Staff can access the county civil rights audit schedule through MyExtension.
Annual Program Reviews by Regions and Program
The assistant vice president, county services annually with the program directors will set a date to discuss civil rights responsibilities and how all ISU Extension and Outreach staff can increase programs to underserved audiences. This information will be incorporated into program in service reviewing the potential versus actual clientele by program area and set regional and program goals for the following year. Field specialists will include portions of these goals on their individual Plans of Work and identify progress on their annual performance appraisal form.
Prior to the meeting the program directors will supply
- Client contacts data that has been gathered from calendar reports of meetings, one-on-one educational contacts, 4-HOnline, and FNP/EFNEP reports
- Recommendations about the best sources for determining the potential clientele
- Suggestions about programs that already have been modified for under-served audiences and methods for reaching minorities
- Recommendations for reaching parity in each program area goals will be set by program area so that parity can be achieved. These goals should address the following metrics:
- Modification of educational programs for under-served
- Increased participation of under-represented groups serving on program planning and advisory committees
- Increased membership of under-represented in 4-H community clubs and special interest
- Adjusting programs for customers with disabilities
- Advisement of potential clientele of non-discrimination program requirements
- Use subject matter, educational methods, materials or teaching aids to achieve or maintain a proportionate representation by race, color, national origin, sex, and disability
- Use of statements, photos and graphics to convey the message of equal opportunity in material released to public
- Use of sex-neutral language
- Written documented compliance efforts and their results
For more information, contact Extension Equal Opportunity Specialist Sean Nelson at (515) 294 -6018 or by email firstname.lastname@example.org.