Civil Rights File Contents

Civil Rights File Contents — retain at least three years of information

  • County/region demographic information
  • Copies of job descriptions to show civil rights obligations
  • Brochures and other program announcements to show inclusion of non-discrimination and ADA statement
  • Evidence of who we are serving
  • Individual demographic survey, membership or enrollment forms
  • Reports showing numbers served by race, ethnicity, and gender
  • Mailing lists with demographic information
  • Complaint Procedure
    • Copy of complaint resolution procedure
    • Complaints received (Retain this information indefinitely.)
    • Documentation of how any complaints were handled
  • Civil Rights Training
    • Training materials
    • Evidence of civil rights training completed for new staff and refresher training annually
  • Annual meeting pre-work for each staff member
  • Notes from annual staff CR meeting
  • Diversity training attended by staff members
  • Minutes from Staff and Executive Committee meetings showing CR topics on agenda
  • Examples of all reasonable efforts to reach under-served or under-represented audiences
  • Non-discrimination sign-off sheets
  • Accommodations provided
  • Requests for accommodation and how they were handled
  • Provision of materials in alternative formats
  • Other examples of accommodations
  • Success stories. All staff should make copies of success stories from reporting system to include in the file.