2006:
- CR systems, communications, training, web information sites developed prior to review
- Design of systems, schedule, data collections, coordination with programs, counties, Human Resources (HR) , College of Natural Resource (NRE), and University Office of Equal Opportunity and Diversity (EOD) for data collection on employment, promotions, hiring, access for Civil Rights team review accomplished
- Circulate state demographic data to all program directors prior to review
- Circulate new “Justice for All” posters & notice of all new policies
- Conduct NIFA Civil Rights Review.
2007:
- Focus Area: Staff Training, Communications, Policy Development, CR Plan Development and Implementation
January:
- Review of needs and systems missing based on NIFA review
February:
- NIFA Civil Rights Compliance Report sent to Extension
Spring—Summer:
- Extension Civil Rights Response Plan drafted, approved and sent to NIFA;
- Enrollment/publicity for “Multi-Cultural Communications” trainings held at two sites across the state for all Extension staff;
- On-going CR updates presented to Directors Council;
- Announcement and circulation of new Non-discrimination statements for use on publications and web circulated and posted on web-site;
- Creation of demographic data collection form for use by field staff in collecting demographic audience data at programs;
- Agriculture and Landscape Program begins collecting such data for reporting purposes.
- Distribution of new “Justice for All” posters to all offices
September:
- Nominations process for Diversity Working Group (DWG) designed and discussed with Directors;
- Formation of UMass Extension DWG.
- Designed tracking tool to clarify administration and Program Directors’ respective responsibilities and permit progress reporting.
October—December:
- Two DWG meetings conducted;
- Designed survey and conducted interview process of Program Directors to identify needs, scheduling considerations and priorities to inform CR Plan timeline formation
- ES-237 data compiled on demographic & enrollment data for 4-H clubs and camp youth, and Nutrition Education school programs for 2006 & 2007
- Document Civil Rights progress for year via timeline summaries.
2008:
- Focus Areas: Staff Trainings, Communications, Board Diversity Recruitment & Disability Access
January:
- DWG meeting & design and consultation work to finalize Plan Timeline and Progress Report
- Posting of additional NIFA/USDA complaint procedures on web-site
- Reaffirm need to complete diversity demographic data entry for 2008 on PRISM on-line planning and reporting process for all staff.
- Provide clarification and training on data collection methods as requested, including means for counties to convey demographic information.
- Convey NIFA recommendation that Extension appoint more diverse members to BOPO to the board prior to new appointment process.
- Work with 4-H to enhance efforts to recruit more diverse membership and volunteers to enable recruiting of diverse board and advisory members.
February:
- Submission of Timeline and Progress report to NIFA
- DWG planning for Civil Rights Policy Updates delivery in all programs staff meetings and via web announcements re: Complaint Procedure and Filing;
- Continue compilation and distribution of census data on racial, ethnic and low income concentrations throughout the state provided by major city and rural areas for programs.
- Review status of disability access with all offices including county.
- Research best practices of several states for building program delivery and contacts with racial and ethnic groups.
- Works with Outreach Strategic Plan committees as appropriate on integrating diversity goals within specific plan segments.
March:
- Continue planning of staff training and curricula for “Building Extension Programs in Diverse, Underserved Communities”
- DWG meets to link eXtension roll out with public notification of Diversity in Higher Education Community of Practice on-line resources to Extension staff and constituents,
- DWG reviews and develops schedule for Civil Rights policy updates, looking at staggered improvements over time.
- Develop “Diversity Needs Assessment” template for use in discussing concerns of each Program Director, staff and county Extension programs around diversity.
- Publicize need for mailing list inclusion of diverse organizations across the state, to be outlined in upcoming OMC trainings
- Work with 4-H and programs on recruitment of diverse advisory board members as required.
- Begin gathering information on staff’s expressed interest in all categories of diversity for future training workshops.
April:
- Delivery of staff training on “Building Extension Programs in Diverse, Underserved Communities”
- With program director & staff input, develop and recommend new outreach efforts / expanded program / services delivery to new diverse groups/ communities.
- County and camp site visits & reasonable accommodations, program access & recruitment needs.
- DWG members from 4-H, NEP & NREC hold “template” needs discussion meetings with their respective Program Directors and staff, soliciting scheduling preferences and types of training delivery best suited for the unit, including what training might be required to facilitate use of new planning and reporting form from administration.
- Program Directors ensure continuation of demographic data entry on projects in PRISM on-line planning and reporting tool.
May:
- DWG representatives from Ag & Landscape hold needs discussion on scheduling preferences and types of training delivery best suited for the unit with their Program Director, including what training might be required to facilitate planning and reporting entry of audience diversity information.
- DWG meeting with UMass Equal Opportunity and Diversity Office Disability Coordinator on access to EOD resources and suggestions RE: reasonable accommodations for the general public given Extension field sites and state-wide access issues for camps, counties; Sources of funds for special services.
- Recommend next steps for disability access awareness policy formation and enforcement.
- Provide census reports as requested for audience identification.
June—August:
- Develop needs assessment to gather information for use in the design of Sexual Harassment/ Sexual Orientation Harassment training for fall delivery
- Conduct publicity, enrollments, develop curricula, etc.
- DWG meeting re: “all reasonable accommodations…” policy and standards formation regarding limited English proficiency clients and people with disabilities.
- Collate DWG needs assessment information into recommendations for project targeted communications and future roll out of policies, notifications and events for the respective programs.
- Work with program directors to nominate or re-appoint new DWG committee.
September:
- Delivery of Sexual Harassment/Sexual Orientation Harassment training for all Extension staff and counties in eastern and western part of the state. Includes updates on reasonable accommodations policies and standards.
- Work with Office of Marketing and Communications and EOD to compile up to date mailing lists including diverse organizational venues for recruitment.
October:
- DWG meeting: Begin review of University EOD and Human Resource staff recruitment policies.
- Hold discussions with Program Directors, counties, and leadership re: projected retirements & needs for diverse staff recruitment; explore current staff recruitment practices.
- Plan for data gathering on Extension organizational partners’ compliance with UMass & Extension Civil Rights policies, disability access, notification and other MOA specified agreements.
- Begin compilation of ES-237 and Ag and Landscape & NREC demographic data from PRISM audience reports compiled into Extension update report for NIFA.
November—December:
- DWG meets to recommend new processes and a timeline for spring when new hire requests, review, and approval prior to subsequent recruitment efforts and October hiring by NEP and other Memoranda of Agreement with partnering agencies.
- Document CR progress for the year.
2009:
- Focus area: Diverse Board and Staff Recruitment and Retention
January:
- Continue work on CR related policy development, staff development and training in meetings and via web, disability access, data collection and analysis.
- Refine DWG meeting schedule and planning goals/topics for the year.
- Research other states, UMass EOD and NIFA models for Civil Rights Impact Analysis.
February:
- Continue with DWG meetings and review of recruitment and retention needs, analyses, and tools as appropriate for each program.
- Begin gathering and reporting data on current staffing levels and projected future staffing needs.
- Seek feedback from partnering organizations, staff and constituents, where possible, on the effectiveness of disability access accommodations and changes made over time.
March—May:
- Develop a comprehensive recruitment plan to recruit from diverse applicant pools and hire more diverse applicants, including counties.
- Reinforce the use of civil rights requirements in determining program employment across all county, programs and staff areas.
- Re-examine mailing lists and public notification processes to continue to incorporate new diverse organizations and individuals.
June—August:
- Develop recruitment training updates and supervisor workshops for Extension staff with EOD regarding interviewing and search methods with an eye toward achieving more diverse staff candidate pools.
- Re-appoint or nominate new DWG committee.
- Research EOD, HR employment interview questions that can or cannot be asked and circulate to programs
September—October:
- Gather data on NIFA and state’s practices for conducting CR program self-audits / internal reviews.
- Recommend processes, polices for design, implementation and evaluation to Directors
- Seek feedback on what data to collect analyze and report on for internal audits.
- Continue ES-237 and Prism data collection and reporting.
November—December:
- Finalize internal review policies and procedures, measurement milestones, progress indicators
- Work with programs and counties to schedule next year reviews.
- Develop reporting parameters and tools.
- Publicize future internal review roll-out and program expectations.
- Work with programs and counties to develop schedule, tools and internal program processes.
- Document CR Plan progress for the year.
2010:
- Focus area: Program and County Internal Reviews
January—February:
- Continue work on CR related policy development, staff development and training in meetings and via web, disability access, data collection and analysis, census information research, audience program access achievements.
- Assess effectiveness of new recruitment policies and practices.
- Plan for re-design or policy and practices revision as necessary.
- Begin planning and design of workshops re: conduct of internal reviews and delivery or policies and procedures.
March—April:
- Nominate internal review committees for each program.
- Conduct group trainings
- Assist program with data gathering and research for internal review as necessary.
April—May:
- 2 Program or county Reviews conducted
- Reports submitted
June—July:
- 2 Program or county Reviews conducted
- Reports submitted
September—October:
- 2 Program or county Reviews conducted
- Reports submitted
November—December:
- Compile internal review data into a summary report for Extension leadership.
- Consider next steps for using the report as a basis for re-assessment and review of CR plan and preparation for 2011 NIFA Civil Rights Audit.
