Civil Rights File. Maintenance Checklist
This document provides a detailed walkthrough of the maintenance of civil rights files, including laws, policies, demographic data, participation records, compliance reviews, compliance plan, and correspondence. It covers essential aspects of civil rights file management, ensuring compliance and organization.
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Civil Rights File Maintenance Checklist This document walks through each folder and subfolder in your county s civil rights file and includes descriptions of the items that should be in each folder.
1. Laws and Policies Folder- Summaries CR Laws A. Civil Rights laws and statutes: Title VI, Nondiscrimination in Federally assisted programs Title VII, Fair Employment Practices (Race, Color, Religion, Sex or National Origin) Title IX, Educational Amendments (Nondiscrimination on the basis of sex) Rehibilitation Act and ADA Age Discrimination FMLA
B. Purdue Policy CR Purdue Affirmative Action Plan Purdue Executive Memo No. C-33-sets for Purdue University s Anti-Harassment Policy Purdue Policies on Sexual Harassment, ADA guidelines and Grievance Procedures
County Demographic Folder Census (www.census.gov) www.stats.indiana.edu www.in.gov/mylocal/ http://factfinder.census.gov/home/
Annual Participation Folder File - Will deal with information on program participation, in particular, race, ethnicity and gender of our program participants. This file should be maintained by year, and kept for 5 years.
Compliance Review File (progress) This hard file would contain any information on a Purdue CES or NIFA review that your office participated in. It should also contain the Annual Desktop review that is send to the DD and EEO state contact each year.
Civil Rights Compliance Plan This plan is located on the College of Agriculture website and is a joint plan for Extension and Research. https://ag.purdue.edu/civil_rights/Pages/default.aspx
Correspondence Letters from the Director of Extension pertaining to Civil Rights and Diversity Letters pertaining to EEO counselors Other letters with policy statements, procedures or responsibilities.
Personnel and Hiring County HR policy manual (if applicable) Forms for filling county positions, job descriptions Copies of position announcements and ads that have been placed List of candidates for open positions with REG Salary Schedules Performance evaluations, letters of termination or resignation
Office Operations ADA self evaluation-county correspondence Minutes from office conferences Communications from CED to employees Other correspondence relating to EEO/AA/CR
Complaints This file contains information on handling EEO complaints as well as record of complaints and resolution. Ongoing file that is kept current
Certification of Collaborating Partners Copies of formal agreements and MOA with other organizations stating they are also not discriminatory in nature.
Civil Rights/Diversity Development Information on training and development opportunities that staff have participated in. Include information on training that was provided for local staff members, volunteers, and clientele (include date, title, description, participation, minutes from meetings, etc.)
Public Notification Documentation Copies of printed materials disseminated to the public containing the University s Equal Opportunity Statement, including any documents disseminated by electronic means. Mailing lists - Identification of minorities with statement All Caucasian except as noted; date of last update _________. Media mailing lists Copies of brochures, flyers etc. announcing programs and list of where they were distributed. All reasonable efforts documentation This file contains documentation of all good faith efforts made to ensure that all programs are inclusive and accessible to all populations in the county, particularly those special efforts made to include new, diverse, and historically underserved audiences. -Record of personal visits by staff to reach underserved and underrepresented audiences (Person visited, date, purpose of visit, outcome) - FNP referral solicitation letters, - Examples of Spanish language Extension information al material Tip from Michigan include copies of newspaper articles in which your programs are featured, your newsletters that go out to your constituents, examples of program flyers, scripts from radio programs, public forums and speeches that feature educators. Also include printouts from your website. Feature photos that show inclusiveness. And Justice For All Poster prominently displayed
Program Areas ANR, CFS, ECD, 4-H Youth Mailing lists coded by race and gender Program participant lists coded by race and gender List of committee members for all program areas coded by race and gender Plan of work (Planned efforts to reach underserved and underrepresented audiences included) Affirmative Action Plans for program (Include in County Annual Civil Rights Compliance Report 4-H Program Information 4-H 237 Reports 4-H club files activities, events, awards, fairs, judging, trophies, and general correspondence 4-H Club individual membership record Youth protection policy and forms signed by all staff
