Ensuring Compliance with Civil Rights in Child Nutrition Programs

 
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1
 
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The purpose of civil rights policy as it pertain to the United
States Department of Agriculture (USDA) Food and Nutrition
Service (FNS) programs is to ensure compliance with and
enforcement of the prohibition against discrimination in ALL
federally funded Child 
N
utrition 
P
rograms (CNP) and to
protect the recipients and customers of said programs.
 
2
 
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Stereotyping
Preconceived beliefs or over-simplified generalizations about a
particular group
 
Prejudice
A set of rigid and unfavorable attitudes toward a particular group that is
formed without considering facts
 
Discrimination
The practice of treating people differently because of how we have
grouped them in our minds according to our prejudices
 
3
 
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N
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?
 
Different treatment which makes a distinction of one person or a
group of persons from others, either intentionally, by neglect, or
by the actions or lack of actions based on a protected class
 
Protected classes for CNP
Race
Color
National origin
Age
Sex
Disability
 
4
 
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1.
Assurances
2.
Public notification
3.
Complaints of discrimination
4.
Civil Rights training
5.
Racial and ethnic data collection
6.
Limited English Proficiency (LEP)
7.
Disability compliance
8.
Compliance reviews and resolution of noncompliance
 
5
 
A
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To qualify for Federal financial assistance, an application
must be accompanied by a written assurance that the
entity to receive financial assistance will be operated in
compliance with all nondiscrimination laws, regulations,
instructions, policies, and guidelines.
 
Example: Sponsoring Organization’s Permanent
Agreement with WVDE
 
6
 
A
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Subrecipient agreements must also include a Civil Rights
assurance of nondiscrimination.
Example:  Many SFAs contract with Food Service
Management Companies (FSMC) to provide food service to
students.  SFAs are be responsible for ensuring that their
FSMCs are in compliance with CR requirements.
 
These assurances are binding on the program applicant and its
successors, transferees, and assignees, as long as they receive
assistance or retain possession of any assistance from USDA.
 
 
7
 
P
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All FNS assistance programs (i.e. CNP) must include a public
notification system.
 
Elements of public notification
Program availability
Complaint information
Nondiscrimination statement
 
8
 
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Inform applicants, participants, and potentially eligible persons of their
program rights and responsibilities and the steps necessary for participation
 
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Must advise applicants and participants at the service delivery point of their
right to file a complaint, how to file a complaint, and the complaint procedures
 
N
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All information materials and sources, including websites, must contain a
nondiscrimination statement.  (The statement is not required to be included
on every page of the program Web site.  At a minimum the nondiscrimination
statement or a link to it must be included on the home page of the program
information.)
 
 
 
9
 
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CNP Sponsoring Organizations must:
 
Must prominently display the “And Justice for All” poster at service
delivery points
 
Inform applicants or participants of programs or changes in programs
 
Provide information in alternative formats and languages as
necessary
 
Convey message of equal opportunity in all photographic or pictorial
program information
 
10
 
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In accordance with federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, this
institution is prohibited from discriminating on the basis of race, color, national origin, sex (including gender identity and sexual
orientation), disability, age, or reprisal or retaliation for prior civil rights activity.
 
Program information may be made available in languages other than English. Persons with disabilities who require alternative
means of communication to obtain program information (e.g., Braille, large print, audiotape, American Sign Language), should
contact the responsible state or local agency that administers the program or USDA’s TARGET Center at (202) 720-2600 (voice
and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339.
 
To file a program discrimination complaint, a Complainant should complete a Form AD-3027, USDA Program Discrimination
Complaint Form which can be obtained online at: https://www.usda.gov/sites/default/files/documents/USDA-OASCR%20P-
Complaint-Form-0508- 0002-508-11-28-17Fax2Mail.pdf, from any USDA office, by calling (866) 632-9992, or by writing a letter
addressed to USDA. The letter must contain the complainant’s name, address, telephone number, and a written description of
the alleged discriminatory action in sufficient detail to inform the Assistant Secretary for Civil Rights (ASCR) about the nature
and date of an alleged civil rights violation. The completed AD-3027 form or letter must be submitted to USDA by:
 
mail:
U.S. Department of Agriculture
Office of the Assistant Secretary for Civil Rights
1400 Independence Avenue, SW
Washington, D.C. 20250-9410; or
fax:
(833) 256-1665 or (202) 690-7442; or
email:
program.intake@usda.gov
This institution is an equal opportunity provider.
 
11
 
N
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(
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De acuerdo con la ley federal de derechos civiles y las normas y políticas de derechos civiles del Departamento de Agricultura de EE.
UU. (USDA), esta institución tiene prohibido discriminar por motivos de raza, color, origen nacional, sexo (incluida la identidad de
género y la orientación sexual), discapacidad, edad, o represalia o represalia por actividad anterior de derechos civiles.
 
La información del programa puede estar disponible en otros idiomas además del inglés. Las personas con discapacidades que
requieran medios alternativos de comunicación para obtener información del programa (p. ej., Braille, letra grande, cinta de audio,
lenguaje de señas estadounidense), deben comunicarse con la agencia estatal o local responsable que administra el programa o el
Centro TARGET del USDA al (202) 720- 2600 (voz y TTY) o comuníquese con USDA a través del Servicio Federal de Retransmisión
al (800) 877-8339.
 
Para presentar una queja por discriminación en el programa, el Demandante debe completar el Formulario AD-3027, Formulario de
queja por discriminación en el programa del USDA, que se puede obtener en línea en:
https://www.usda.gov/sites/default/files/documents/USDA-OASCR %20P-Complaint-Form-0508-0002-508-11-28-17Fax2Mail.pdf,
desde cualquier oficina del USDA, llamando al (866) 632-9992, o escribiendo una carta dirigida al USDA. La carta debe contener el
nombre, la dirección, el número de teléfono y una descripción escrita de la supuesta acción discriminatoria del denunciante con
suficiente detalle para informar al Subsecretario de Derechos Civiles (ASCR) sobre la naturaleza y la fecha de la supuesta violación de
los derechos civiles. El formulario o carta AD-3027 completo debe enviarse al USDA antes de:
 
correo:
Departamento de Agricultura de EE. UU.
Oficina del Subsecretario de Derechos Civiles
1400 Avenida Independencia, SW
Washington, DC 20250-9410; o
fax:
(833) 256-1665 o (202) 690-7442; o
correo electrónico:
program.intake@usda.gov
Esta institución es un proveedor que ofrece igualdad de oportunidades.
 
12
 
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USDA Nondiscrimination Statement (NDS)
 
Short versions
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**Can be used in special circumstances only and only with WVDE OCN approval**
 
Translations
Other languages are available here: 
Nondiscrimination Statement | USDA-FNS
 
13
 
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At a minimum, the Nondiscrimination Statement must be on
Application Form(s)
Notification of Eligibility or Ineligibility
Notice of Adverse Action Form
Program (Home) Web Page
Public Information, including program literature
 
14
 
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All sites must display posters
in a prominent location for all
to view
 
 
  Poster reflects current
Nondiscrimination Statement
and new graphic
 
15
 
C
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D
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Applicants or participants allege different treatment based on
protected class(es)
Race
Color
National origin
Age
Sex (
gender identity and sexual orientation)
Disability
 
16
 
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Applicants and participants must file within 180 days
of the alleged action
Confidentiality extremely important
All complaints must be documented by the
Sponsoring Organization on the Civil Rights
Complaint Log
Or, a participant may file their complaint directly with
USDA using the following forms:
Filing a Program Discrimination Complaint as a
USDA Customer | USDA
 
 
17
 
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Once a complaint is received by the Sponsoring Organization,
the complaint must be documented on the Civil Rights
Complaint Log then the WVDE OCN must be notified
immediately.
The WVDE OCN will then forward all complaints to USDA
within five days of receipt of complaint.
 
 
 
 
 
19
 
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Training is required so that individuals involved in all levels of
administration of programs that receive Federal financial
assistance understand Federal laws, regulations, instructions,
policies and other guidance.
 
20
 
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State agencies are responsible for training local agencies/subrecipients.
 
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Includes “frontline staff” and those who supervise frontline staff
 
New employees must receive Civil Rights training before participating in
Program activities.
 
Volunteers (if any) must also receive training appropriate for their roles
and responsibilities.
 
21
 
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All staff should receive training on all aspects of Civil Rights
compliance, including:
Assurances
Public notification
Complaints of discrimination
Civil Rights training
Racial and ethnic data collection
Limited English Proficiency (LEP)
Disability compliance
Compliance reviews and resolution of noncompliance
Conflict Resolution
Customer Service
 
 
22
 
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23
 
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24
 
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Data collection is 
mandatory
 
Recipients of federal financial assistance must maintain a system to
collect racial and ethnic data in accordance with FNS policy
 
Data must be maintained for 3 years
Must be submitted to FNS as requested
 
 
25
 
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Data must be collected using a two-part question
 
1
.
 
E
t
h
n
i
c
i
t
y
Hispanic or Latino
Not Hispanic or Latino
 
2
.
 
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t
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)
American Indian or Alaskan Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
 
 
 
26
 
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If disparities or incidents of underrepresentation exist, it will be
necessary to investigate the causes.
 
If necessary, take action to ensure equal opportunity to participate in
the program(s).
 
27
 
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Who are persons with LEP?
Individuals who do not speak English as their primary language and
who have a limited ability to read, speak, write, or understand
English because of their national origin
 
Recipients of Federal financial assistance have a responsibility to
take reasonable steps to ensure meaningful access to their
programs and activities by persons with LEP.
 
Failure to provide “meaningful” access to persons with LEP could
be discrimination on the basis of national origin.
 
28
 
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s
 
Factors included in assuring “meaningful” access include:
 
The number or proportion of LEP people eligible to be served or
likely to be encountered by the program
 
The frequency with which LEP individuals come in contact with the
program
 
The nature and importance of the program, activity, or service
provided by the program to people’s lives
 
The resources available to the recipient and costs
 
29
 
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Translation of vital documents is required.
 
Oral translations and interpretation services are also required if
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Staff training regarding how to provide LEP populations with
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30
 
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Applicants and participants cannot be asked to bring their own
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Examples of language services
Bilingual staff
Telephone interpreter lines
Oral interpretation services
Written language services
Community organizations and volunteers
 
31
 
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Population data sources:
 
 US Census Data
http://www.census.gov/2010census/data/
 
 American Community Survey
http://www.census.gov/acs/
 
 Migration Policy Institute’s National Center on Immigrant
Integration Policy
http://www.migrationpolicy.org/
 
32
 
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What is the definition of disability?
 
A person who has a physical or mental impairment which substantially
limits one or more major life activities, has a record of such an
impairment, or is regarded as having such an impairment.
 
Major life activity means functions such as caring for one’s self,
performing manual tasks, walking, seeing, hearing, speaking, breathing,
learning and working.
functions of the immune system, normal cell growth, digestive, bowel,
bladder, neurological, brain, respiratory, circulatory, cardiovascular,
endocrine, and reproductive functions. (ADA Amendments Act of
2008)
 
 
33
 
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State and local offices must provide reasonable accommodations in
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when necessary.
 
Reasonable accommodations
Must be funded through State/local offices, not by applicants and
participants
Require good communication between all parties involved
Provide the same level of service to applicants and participants
in an alternative way
 
 
 
 
 
34
 
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Accessibility of State and local agency websites, and online application
systems to persons with visual impairments and other disabilities.
 
Physical Program access to persons in wheelchairs and with mobility
disabilities.
 
Accessibility through Braille, large print and audio tape and other
alternative formats.
 
Accessibility to American Sign Language (ASL) and interpreters.
 
 
 
 
 
35
 
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Examine the activities of State agencies, local agencies, and
subrecipients to determine Civil Rights compliance
 
FNS Civil Rights and Program staff review State agencies.
FNS staff and State agencies review local agencies and
subrecipients.
Significant findings must be provided in writing to the reviewed entity.
 
36
 
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There are three types of compliance reviews
 
 Pre-award compliance reviews
 Routine (post-award) compliance reviews
 Special compliance reviews
 
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Potential CNP Sponsoring Organizations must be in compliance
with Civil Rights requirements 
prior to approval 
for Federal
financial assistance.
 
Reviews conducted during pre-approval review.
 
Reports must be maintained in appropriate program files.
 
38
 
State agencies must conduct routine compliance reviews as identified by FNS
Instruction 113-1 and program-specific regulations and policies
 
Assess all of the Civil Rights compliance areas
 
Sample post-award review questions
Do printed materials contain the nondiscrimination statement?
Is the “And Justice For All” poster displayed appropriately?
Are program informational materials available to all?
Is data on race and ethnicity collected appropriately?
How are applicants and participants advised of their right to file a Civil
Rights complaint of discrimination?
Are reasonable accommodations appropriately made for people with
disabilities?
Are appropriate language services provided?
 
39
 
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Conducted by USDA’s Office of the Assistant Secretary for Civil Rights
independently or in conjunction with FNS program or Civil Rights staff
 
May be scheduled or unscheduled
 
To follow-up on previous findings of noncompliance
 
To investigate reports of noncompliance by other agencies, media, or grassroots
organizations
 
May be specific to an incident or policy
 
History of statistical underrepresentation of particular group(s)
 
Pattern of complaints of discrimination
 
40
 
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A factual finding that any Civil Rights requirement, as provided by
law, regulation, policy, instruction, or guidelines, is not being adhered
to by a State agency, local agency or subrecipient agency
 
Steps must be taken immediately to obtain
 
voluntary
 
compliance
 
A finding’s effective date is the date of notice to the reviewed entity
 
41
 
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West Virginia Department of Education
Office of Child Nutrition
 
Building 6, Room 750
1900 Kanawha Blvd, East
Charleston, WV 25305
 
Telephone:  (304) 558-3396
 
Email:  
snsnuffer@k12.wv.us
 
 
 
 
42
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The purpose of civil rights policy in USDA Food and Nutrition Service programs is to prevent discrimination in federally funded Child Nutrition Programs and safeguard program recipients. Discrimination, its forms, and protected classes are explained, along with areas of compliance such as assurances and training requirements.


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  1. Civil Rights Civil Rights Training Training Child Nutrition Programs Child Nutrition Programs 1

  2. Purpose of Civil Rights Policy Purpose of Civil Rights Policy The purpose of civil rights policy as it pertain to the United States Department of Agriculture (USDA) Food and Nutrition Service (FNS) programs is to ensure compliance with and enforcement of the prohibition against discrimination in ALL federally funded Child Nutrition Programs (CNP) and to protect the recipients and customers of said programs. 2

  3. Civil Rights Concepts Civil Rights Concepts Stereotyping Preconceived beliefs or over-simplified generalizations about a particular group Prejudice A set of rigid and unfavorable attitudes toward a particular group that is formed without considering facts Discrimination The practice of treating people differently because of how we have grouped them in our minds according to our prejudices 3

  4. What is discrimination in CNP? What is discrimination in CNP? Different treatment which makes a distinction of one person or a group of persons from others, either intentionally, by neglect, or by the actions or lack of actions based on a protected class Protected classes for CNP Race Color National origin Age Sex Disability 4

  5. Areas of Compliance Areas of Compliance 1. Assurances 2. Public notification 3. Complaints of discrimination 4. Civil Rights training 5. Racial and ethnic data collection 6. Limited English Proficiency (LEP) 7. Disability compliance 8. Compliance reviews and resolution of noncompliance 5

  6. Assurances Assurances To qualify for Federal financial assistance, an application must be accompanied by a written assurance that the entity to receive financial assistance will be operated in compliance with all nondiscrimination laws, regulations, instructions, policies, and guidelines. Example: Sponsoring Organization s Permanent Agreement with WVDE 6

  7. Assurances Assurances Subrecipient agreements must also include a Civil Rights assurance of nondiscrimination. Example: Many SFAs contract with Food Service Management Companies (FSMC) to provide food service to students. SFAs are be responsible for ensuring that their FSMCs are in compliance with CR requirements. These assurances are binding on the program applicant and its successors, transferees, and assignees, as long as they receive assistance or retain possession of any assistance from USDA. 7

  8. Public Notification Public Notification All FNS assistance programs (i.e. CNP) must include a public notification system. Elements of public notification Program availability Complaint information Nondiscrimination statement 8

  9. Elements of Public Notification Elements of Public Notification Program Availability Inform applicants, participants, and potentially eligible persons of their program rights and responsibilities and the steps necessary for participation Complaint Information Must advise applicants and participants at the service delivery point of their right to file a complaint, how to file a complaint, and the complaint procedures Nondiscrimination Statement All information materials and sources, including websites, must contain a nondiscrimination statement. (The statement is not required to be included on every page of the program Web site. At a minimum the nondiscrimination statement or a link to it must be included on the home page of the program information.) 9

  10. Methods of Public Notification Methods of Public Notification CNP Sponsoring Organizations must: Must prominently display the And Justice for All poster at service delivery points Inform applicants or participants of programs or changes in programs Provide information in alternative formats and languages as necessary Convey message of equal opportunity in all photographic or pictorial program information 10

  11. Nondiscrimination Statement Nondiscrimination Statement In accordance with federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, this institution is prohibited from discriminating on the basis of race, color, national origin, sex (including gender identity and sexual orientation), disability, age, or reprisal or retaliation for prior civil rights activity. Program information may be made available in languages other than English. Persons with disabilities who require alternative means of communication to obtain program information (e.g., Braille, large print, audiotape, American Sign Language), should contact the responsible state or local agency that administers the program or USDA s TARGET Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339. To file a program discrimination complaint, a Complainant should complete a Form AD-3027, USDA Program Discrimination Complaint Form which can be obtained online at: https://www.usda.gov/sites/default/files/documents/USDA-OASCR%20P- Complaint-Form-0508- 0002-508-11-28-17Fax2Mail.pdf, from any USDA office, by calling (866) 632-9992, or by writing a letter addressed to USDA. The letter must contain the complainant s name, address, telephone number, and a written description of the alleged discriminatory action in sufficient detail to inform the Assistant Secretary for Civil Rights (ASCR) about the nature and date of an alleged civil rights violation. The completed AD-3027 form or letter must be submitted to USDA by: mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410; or fax: (833) 256-1665 or (202) 690-7442; or email: program.intake@usda.gov This institution is an equal opportunity provider. 11

  12. Nondiscrimination Statement Nondiscrimination Statement (Spanish) De acuerdo con la ley federal de derechos civiles y las normas y pol ticas de derechos civiles del Departamento de Agricultura de EE. UU. (USDA), esta instituci n tiene prohibido discriminar por motivos de raza, color, origen nacional, sexo (incluida la identidad de g nero y la orientaci n sexual), discapacidad, edad, o represalia o represalia por actividad anterior de derechos civiles. (Spanish) La informaci n del programa puede estar disponible en otros idiomas adem s del ingl s. Las personas con discapacidades que requieran medios alternativos de comunicaci n para obtener informaci n del programa (p. ej., Braille, letra grande, cinta de audio, lenguaje de se as estadounidense), deben comunicarse con la agencia estatal o local responsable que administra el programa o el Centro TARGET del USDA al (202) 720- 2600 (voz y TTY) o comun quese con USDA a trav s del Servicio Federal de Retransmisi n al (800) 877-8339. Para presentar una queja por discriminaci n en el programa, el Demandante debe completar el Formulario AD-3027, Formulario de queja por discriminaci n en el programa del USDA, que se puede obtener en l nea en: https://www.usda.gov/sites/default/files/documents/USDA-OASCR %20P-Complaint-Form-0508-0002-508-11-28-17Fax2Mail.pdf, desde cualquier oficina del USDA, llamando al (866) 632-9992, o escribiendo una carta dirigida al USDA. La carta debe contener el nombre, la direcci n, el n mero de tel fono y una descripci n escrita de la supuesta acci n discriminatoria del denunciante con suficiente detalle para informar al Subsecretario de Derechos Civiles (ASCR) sobre la naturaleza y la fecha de la supuesta violaci n de los derechos civiles. El formulario o carta AD-3027 completo debe enviarse al USDA antes de: correo: Departamento de Agricultura de EE. UU. Oficina del Subsecretario de Derechos Civiles 1400 Avenida Independencia, SW Washington, DC 20250-9410; o fax: (833) 256-1665 o (202) 690-7442; o correo electr nico: program.intake@usda.gov Esta instituci n es un proveedor que ofrece igualdad de oportunidades. 12

  13. Nondiscrimination Statement Nondiscrimination Statement USDA Nondiscrimination Statement (NDS) Short versions This institution is an equal opportunity provider. Esta instituci n es un proveedor que ofrece igualdad de oportunidades. (Spanish) **Can be used in special circumstances only and only with WVDE OCN approval** Translations Other languages are available here: Nondiscrimination Statement | USDA-FNS 13

  14. Nondiscrimination Statement Nondiscrimination Statement At a minimum, the Nondiscrimination Statement must be on Application Form(s) Notification of Eligibility or Ineligibility Notice of Adverse Action Form Program (Home) Web Page Public Information, including program literature 14

  15. And Justice For All Poster And Justice For All Poster All sites must display posters in a prominent location for all to view Poster reflects current Nondiscrimination Statement and new graphic 15

  16. Complaints of Discrimination Complaints of Discrimination Applicants or participants allege different treatment based on protected class(es) Race Color National origin Age Sex (gender identity and sexual orientation) Disability 16

  17. Complaints of Discrimination Complaints of Discrimination Applicants and participants must file within 180 days of the alleged action Confidentiality extremely important All complaints must be documented by the Sponsoring Organization on the Civil Rights Complaint Log Or, a participant may file their complaint directly with USDA using the following forms: Filing a Program Discrimination Complaint as a USDA Customer | USDA 17

  18. Civil Rights Complaint Log Civil Rights Complaint Log 18

  19. Complaints of Discrimination Complaints of Discrimination Once a complaint is received by the Sponsoring Organization, the complaint must be documented on the Civil Rights Complaint Log then the WVDE OCN must be notified immediately. The WVDE OCN will then forward all complaints to USDA within five days of receipt of complaint. 19

  20. Civil Rights Training Civil Rights Training Training is required so that individuals involved in all levels of administration of programs that receive Federal financial assistance understand Federal laws, regulations, instructions, policies and other guidance. 20

  21. Civil Rights Training Civil Rights Training State agencies are responsible for training local agencies/subrecipients. Local agencies are responsible for training their staff and subrecipients on an annual basis. Includes frontline staff and those who supervise frontline staff New employees must receive Civil Rights training before participating in Program activities. Volunteers (if any) must also receive training appropriate for their roles and responsibilities. 21

  22. Civil Rights Training Civil Rights Training All staff should receive training on all aspects of Civil Rights compliance, including: Assurances Public notification Complaints of discrimination Civil Rights training Racial and ethnic data collection Limited English Proficiency (LEP) Disability compliance Compliance reviews and resolution of noncompliance Conflict Resolution Customer Service 22

  23. Customer Service Customer Service Service is Effectively communicating with customers, Responding to their needs, Valuing their worth, and Instilling excellence through Courtesy, confidence, and Enthusiasm. 23

  24. Conflict Resolution Conflict Resolution IDENTIFY THE PROBLEM. Identify the problem based on the information the customer gives you. DETERMINE A SOLUTION. Depending on the specifics of the conversation and your knowledge of your organization, the solution may involve calling the customer again. GAIN APPROVAL FROM THE CUSTOMER. If the customer does not agree to the proposed solution, it will resolve nothing! MAKE AN AGREEMENT. You and the customer should determine what is to be done, when it is to be done, and by whom. If it is not possible, suggest an alternative. FOLLOW UP. Personally make sure that the customer has been satisfied; and provide feedback. 24

  25. Racial and Ethnic Data Racial and Ethnic Data Collection and Reporting Collection and Reporting Data collection is mandatory Recipients of federal financial assistance must maintain a system to collect racial and ethnic data in accordance with FNS policy Data must be maintained for 3 years Must be submitted to FNS as requested 25

  26. Racial and Ethnic Data Racial and Ethnic Data Collection and Reporting Collection and Reporting Data must be collected using a two-part question 1. Ethnicity Hispanic or Latino Not Hispanic or Latino 2. Race (may select more than one) American Indian or Alaskan Native Asian Black or African American Native Hawaiian or Other Pacific Islander White 26

  27. Racial and Ethnic Data Racial and Ethnic Data Collection and Reporting Collection and Reporting If disparities or incidents of underrepresentation exist, it will be necessary to investigate the causes. If necessary, take action to ensure equal opportunity to participate in the program(s). 27

  28. Limited English Proficiency (LEP) Limited English Proficiency (LEP) and Program Access and Program Access Who are persons with LEP? Individuals who do not speak English as their primary language and who have a limited ability to read, speak, write, or understand English because of their national origin Recipients of Federal financial assistance have a responsibility to take reasonable steps to ensure meaningful access to their programs and activities by persons with LEP. Failure to provide meaningful access to persons with LEP could be discrimination on the basis of national origin. 28

  29. Limited English Proficiency (LEP) Limited English Proficiency (LEP) and Program Access and Program Access Factors included in assuring meaningful access include: The number or proportion of LEP people eligible to be served or likely to be encountered by the program The frequency with which LEP individuals come in contact with the program The nature and importance of the program, activity, or service provided by the program to people s lives The resources available to the recipient and costs 29

  30. Limited English Proficiency (LEP) Limited English Proficiency (LEP) and Program Access and Program Access Translation of vital documents is required. Oral translations and interpretation services are also required if such a request arises. Staff training regarding how to provide LEP populations with meaningful access is paramount (frontline staff). 30

  31. Limited English Proficiency (LEP) Limited English Proficiency (LEP) and Program Access and Program Access Language services Applicants and participants cannot be asked to bring their own interpreters Children should not be used as interpreters Examples of language services Bilingual staff Telephone interpreter lines Oral interpretation services Written language services Community organizations and volunteers 31

  32. Limited English Proficiency (LEP) Limited English Proficiency (LEP) and Program Access and Program Access Population data sources: US Census Data http://www.census.gov/2010census/data/ American Community Survey http://www.census.gov/acs/ Migration Policy Institute s National Center on Immigrant Integration Policy http://www.migrationpolicy.org/ 32

  33. Disability Discrimination Disability Discrimination What is the definition of disability? A person who has a physical or mental impairment which substantially limits one or more major life activities, has a record of such an impairment, or is regarded as having such an impairment. Major life activity means functions such as caring for one s self, performing manual tasks, walking, seeing, hearing, speaking, breathing, learning and working. functions of the immune system, normal cell growth, digestive, bowel, bladder, neurological, brain, respiratory, circulatory, cardiovascular, endocrine, and reproductive functions. (ADA Amendments Act of 2008) 33

  34. Disability Discrimination Disability Discrimination State and local offices must provide reasonable accommodations in policies and practices to applicants and participants with disabilities when necessary. Reasonable accommodations Must be funded through State/local offices, not by applicants and participants Require good communication between all parties involved Provide the same level of service to applicants and participants in an alternative way 34

  35. Disability Discrimination Disability Discrimination Accessibility of State and local agency websites, and online application systems to persons with visual impairments and other disabilities. Physical Program access to persons in wheelchairs and with mobility disabilities. Accessibility through Braille, large print and audio tape and other alternative formats. Accessibility to American Sign Language (ASL) and interpreters. 35

  36. Compliance Reviews Compliance Reviews Examine the activities of State agencies, local agencies, and subrecipients to determine Civil Rights compliance FNS Civil Rights and Program staff review State agencies. FNS staff and State agencies review local agencies and subrecipients. Significant findings must be provided in writing to the reviewed entity. 36

  37. Compliance Reviews Compliance Reviews There are three types of compliance reviews Pre-award compliance reviews Routine (post-award) compliance reviews Special compliance reviews 37

  38. Pre Pre- -Award Compliance Reviews Award Compliance Reviews Potential CNP Sponsoring Organizations must be in compliance with Civil Rights requirements prior to approval for Federal financial assistance. Reviews conducted during pre-approval review. Reports must be maintained in appropriate program files. 38

  39. Routine/Post Routine/Post- -Award Compliance Award Compliance Reviews Reviews State agencies must conduct routine compliance reviews as identified by FNS Instruction 113-1 and program-specific regulations and policies Assess all of the Civil Rights compliance areas Sample post-award review questions Do printed materials contain the nondiscrimination statement? Is the And Justice For All poster displayed appropriately? Are program informational materials available to all? Is data on race and ethnicity collected appropriately? How are applicants and participants advised of their right to file a Civil Rights complaint of discrimination? Are reasonable accommodations appropriately made for people with disabilities? Are appropriate language services provided? 39

  40. Special Compliance Reviews Special Compliance Reviews Conducted by USDA s Office of the Assistant Secretary for Civil Rights independently or in conjunction with FNS program or Civil Rights staff May be scheduled or unscheduled To follow-up on previous findings of noncompliance To investigate reports of noncompliance by other agencies, media, or grassroots organizations May be specific to an incident or policy History of statistical underrepresentation of particular group(s) Pattern of complaints of discrimination 40

  41. Resolution of Noncompliance ce Resolution of Noncomplian A factual finding that any Civil Rights requirement, as provided by law, regulation, policy, instruction, or guidelines, is not being adhered to by a State agency, local agency or subrecipient agency Steps must be taken immediately to obtain voluntary compliance A finding s effective date is the date of notice to the reviewed entity 41

  42. Contact Information Contact Information Samantha Reeves Coordinator West Virginia Department of Education Office of Child Nutrition Building 6, Room 750 1900 Kanawha Blvd, East Charleston, WV 25305 Telephone: (304) 558-3396 Email: snsnuffer@k12.wv.us 42

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