Civil Rights Annual Meeting Template

Annual County/Programming Unit Civil Rights Meeting

Welcome to the civil rights annual meeting. The purpose of this meeting is to share data and make plans relative to accomplishing civil rights expectations. All clients must have equal access to our educational programs, special efforts must be made to attract minority audiences who might benefit from our programs, each client must know our commitment to equal access and what they can do if they have a complaint. More information about our civil rights requirements can be found in the Policies and Procedures Manual on Plugged-in, Section 3.5.

You have all been asked to complete the online training and Civil Rights Annual Meeting Pre-work prior to this meeting. That information will be collected and filed along with the notes of this meeting.

All staff are required to complete this document, participate in a county or program unit civil rights meeting, and to file this document on an annual basis.

County/Unit*
Email*
To receive a copy of your responses, you must provide an email address.
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Date*
MM slash DD slash YYYY
1. What percent of the minority population are you reaching?*
Please, take the time to review priority contacts reached, in total, by staff members in your county/work unit. As a group, compare numbers reached with the total number of minority residents in your county or appropriate area. List each Program and percent of minority reached.
2. What could we be doing to “make all reasonable efforts” (defined in the civil rights policy manual and in the online training) to reach and serve a greater number of minority group members?
Please be specific. What will each program area do to attract greater minority participation?
Future Commitments:
Who will do what by when?
Who will do what by when?
Who will do what by when?
Who will do what by when?
Who will do what by when?
3. What is the current make-up of the Executive Committee and other advisory groups? Please list each group. What change in membership would diversify these groups? What steps will you take to diversify the Executive Committee or other advisory groups?
Future Commitments:
Who will do what by when?
Who will do what by when?
Who will do what by when?
Who will do what by when?
Who will do what by when?
4. Each volunteer leader and agency collaborator (if that agency collaboration is ongoing and/or substantial) is required to sign a non-discrimination sign-off annually (found in the civil rights policy manual). How up to date are our sign-offs? What process do we currently use to ensure that these are done on an annual basis? How well does that method work? What is the best method to get these completed by January 30 each year?
Future Commitments:
Who will do what by when?
Who will do what by when?
Who will do what by when?
Who will do what by when?
Who will do what by when?
5. How are you doing in terms of accessibility? How accessible is this office (not just the entrance but other areas of the public spaces) and how accessible are the places where we hold programs? What could be done to increase our accessibility?
Future Commitments:
Who will do what by when?
Who will do what by when?
Who will do what by when?
Who will do what by when?
Who will do what by when?
6. How are office equipment, supplies, secretarial support, and other office resources (meeting spaces) shared among staff? How equitable are our procedures?
Future Commitments:
Who will do what by when?
Who will do what by when?
Who will do what by when?
Who will do what by when?
Who will do what by when?
7. What civil rights complaints and/or requests for accommodations have we had in the last year? How was each complaint and accommodation request handled and do we have any documentation of these efforts for the civil rights file (accommodation request and results should be filed for five years and complaints should always be kept)?
Future Commitments:
Who will do what by when?
Who will do what by when?
Who will do what by when?
Who will do what by when?
Who will do what by when?
8. Do our brochures and other promotional materials include the non-discrimination notice and ADA notice? Do we have copies of these on file? Is sufficient lead time requested of those who require accommodations while informing clients that all requests will be accepted?
Future Commitments:
Who will do what by when?
Who will do what by when?
Who will do what by when?
Who will do what by when?
Who will do what by when?
9. Is the And Justice for All poster displayed in all public spaces? Do all of our clients know of our non-discrimination and accessibility obligations and do they know where to report concerns? What could be done to share this information more widely?
Future Commitments:
Who will do what by when?
Who will do what by when?
Who will do what by when?
Who will do what by when?
Who will do what by when?
10. What civil rights program success stories have occurred this past year? What documentation do you have of these successes?
Phone
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Plugged In: For UMaine Extension Staff and Volunteers

Civil Rights Annual Meeting Template

Annual County/Programming Unit Civil Rights Meeting

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