Presentation on theme: "CIVIL RIGHTS TRAINING MIDWEST WIC"— Presentation transcript:
1CIVIL RIGHTS TRAINING MIDWEST WIC October 2008Chicago, IL
2WHY DO CIVIL RIGHTS REQUIREMENTS APPLY? WIC is a Federally assisted program – WIC benefits and a portion of administrative costs are funded by the Federal government.To receive Federal financial assistance, an agency needs to sign assurances promising to comply with Federal civil rights requirements.The State can impose additional requirements.
3WHAT ARE THE CIVIL RIGHTS REQUIREMENTS FOR WIC? Do not discriminate based on race, color, national origin, age, sex, or disability (protected classes).Conduct annual training for front line workers and supervisors.Conduct public notification which includes displaying the And Justice for All… poster and conducting outreach to under represented communities.
4WHAT ARE THE CIVIL RIGHTS REQUIREMENTS FOR WIC? Collect and report data on race and ethnicity.Accommodate people with disabilities.Provide other language services for people with limited English proficiency (LEP).Cooperate with Federal and State reviewers and investigators by answering questions honestly and providing requested documents.
5WHAT ARE THE CIVIL RIGHTS REQUIREMENTS FOR WIC? Understand complaint procedures and know where to refer people who want to file a civil rights complaint.Provide equal opportunity for faith based and community based organizations to participate as appropriate.Promptly resolve noncompliance issues.Resolve conflicts & provide good customer service.
6WHAT ARE THE SOURCES OF THESE REQUIREMENTS? Title VI – Civil Rights Act of 1964 – Race, color, national originTitle IX of the Education Amendments of SexSection 504 of the Rehabilitation Act of DisabilityAmericans with Disabilities Act – DisabilityAge Discrimination Act of 1975 – AgeCivil Rights Restoration Act of 1987 – Race, color & national originProgram statutes and regulations – race, color, national origin, sex, age, and disability
7MORE SOURCES USDA regulations at 7 CFR 15 et seq. USDA regulations at 7 CFR 16 et. seq. (faith based)WIC regulations at 7 CFR 246FNS Handbook (11/8/2005) including Appendix DLink to electronic Federal regulations page:
8SUBMIT COMMENTS!FNS Instruction is in the process of being revised. Please submit comments on anything you would like to see changed, clarified, added, or deleted to FNS WIC staff or civil rights staff as soon as possibleFNS Instruction should be a primary reference for civil rights requirements, so help make sure it is a useful tool for you and your staff.
9WHAT IS DISCRIMINATION? Discrimination is the act of illegally distinguishing one person or group of persons from others either intentionally, by neglect, or by the effect of actions or lack of actions based on their perceived or actual protected bases.
10DISCRIMINATION TYPES Disparate treatment - intentional Disparate impact – intentional or unintentional – might be a policy or practice that impacts disproportionately on a groupRetaliation for prior civil rights activity – applies to applicant/beneficiary and his or her family, known associates, and anyone who cooperated in a civil rights investigation including agency employees.
11DISCRIMINATION EXAMPLES Segregated seating in waiting areas or in accommodations such as washrooms.Differences in waiting times based on protected class.Facilities that are not accessible to people with disabilities including mobility, sight, hearing, and other conditions.Requiring a person with limited English proficiency to bring her own interpreter.
12DISCRIMINATION EXAMPLES Failing to advise a person with limited English proficiency that an interpreter will be provided by the Agency at no cost to the applicant or beneficiary.Treating people disrespectfully based on membership in a protected class.Locating an office in an area that is not accessible to people in certain minority groups due to lack of public transportation or other factors.
13DISCRIMINATION EXAMPLES Providing a different level of benefits based on membership in a protected class.Requesting extra verification or documentation from people based on membership in a protected class.
14SITUATION 1The WIC program wants to make some changes to breast feeding promotion and sets up a community advisory panel to help make suggestions. What are the civil rights implications?
15NOT DISCRIMINATIONLimiting benefits to children under age five is not age discrimination.Limiting certain benefits to pregnant and lactating women is not sex discrimination.WHY???Congress can decide to provide programs that further societal goals by benefitting certain groups of people.
16SITUATION 2A WIC recipient insists that she will only deal with a female doctor, breast feeding consultant, or nutritionist because of religious reasons. Must you accommodate her request and would it be discrimination not to do so?
17TRAINING All who work with FNS funded programs must be trained. First line workers (including volunteers) and supervisors must receive annual training.Flexibilities in how training is provided
18TRAINING Collection & use of data; Effective public notification systems;Complaint procedures;Compliance review techniques;Resolution of noncompliance;Reasonable accommodation of people with disabilities;Language assistance;Conflict resolution; andCustomer service.
19SITUATION 3A WIC agency decides to provide computer based training on civil rights to its front line workers. Is this allowable? What are some other alternatives?
20DATA COLLECTIONWhy do local Health Departments have to collect data on ethnicity and race?ANSWER:Agencies are expected to analyze the data to determine where there might be disparities and under representation.
21DATA COLLECTION What data need to be collected? ANSWER: Everyone needs to code whether he or she is Hispanic or Latino or not Hispanic or Latino and then needs to code as many of the 5 racial categories as are applicable.
22DATA COLLECTION What are the five racial categories? ANSWER: American Indian or Alaskan NativeAsianBlack or African AmericanNative Hawaiian or Other Pacific IslanderWhite
23DATA COLLECTION What if someone refuses to provide this information? ANSWER: Explain that it is a Federal requirement and that someone from the Agency will code for them based on the perceived race and ethnicity of the applicant or beneficiary.The rationale is that since discrimination is often based on perception, the perception of the person making the determination would probably be shared with others.
24SITUATION 4Someone has a Puerto Rican mother and a Polish father and would like to code both “Hispanic or Latino” and “Not Hispanic or Latino.” Is this allowed and why?
25PUBLIC NOTIFICATIONThe purpose of public notification is to insure that people understand program availability, program rights and responsibilities, the policy of nondiscrimination, and the procedure for filing a complaint.
26PUBLIC NOTIFICATIONWhat are some of the components of public notification?OutreachDisplaying the “And Justice for All…” posterIncluding the nondiscrimination statement on all materials that mention WIC or any other program funded by USDA.Providing information in other languages and by means accessible to people with disabilities.Insuring that photos and graphics reflect diversity.
27SITUATION 5How would you go about ordering new non-discrimination posters? Should you wait until a review to provide new ones if old ones have been taken down or have been defaced? What information do local clinics have about ordering new posters?
28SITUATION 6There are people living in your community who may be eligible for WIC, but they are not participating. What are some reasons why this might be happening? How could you find out for sure why they are not participating? What might be done to get at least some of these people to participate?
29Nondiscrimination statement PUBLIC NOTIFICATIONNondiscrimination statementMake sure you use the right one! There are several different nondiscrimination statements depending on which laws, regulations, and directives apply.The protected classes in WIC are race, color, national origin, age, sex, and disability.A short version of the statement “This institution is an equal opportunity provider” may be used where the long version does not fit and where there is no discussion of rights and responsibilities. Just make sure it is in the proper font size.FNS pages should be used as a reference on public notification. WIC regulations at 246.8(b) are also a reference.
30SITUATION 7Where does the USDA non-discrimination statement need to be included? What are the main differences between the long and short versions and when is one preferable as opposed to the other?
31SITUATION 8Do newspapers need to print the nondiscrimination statement in stories that they run about the WIC program? Why or why not?
32COMPLAINT PROCEDURESDespite your best efforts at customer service and at following the rules, some people may feel that they have been subjected to discrimination.Everyone has the right to file a discrimination complaint.Everyone at the site needs to know what to do if someone wants to file a complaint.
33COMPLAINT PROCEDURESBe aware of the bases for which complaints may be filed: race, color, national origin, age, sex, and disabilityNever discourage groups or individuals from filing complaints or from voicing allegations of discrimination.Know where to file a complaint – USDAFNS Instruction outlines complaint investigation procedures.
34COMPLAINT PROCEDURESTo file a complaint, complainants may write to: USDA, Director, Office of Adjudication and Compliance, 1400 Independence Avenue, SW, Washington, D.C or call (800) or (202) (TDD). In the Midwest Region, complaints may also be sent to:Regional Director, Civil RightsUSDA, Food and Nutrition Service,Midwest Region,77 W. Jackson Blvd., FL 20Chicago, ILor call
35Complaint Procedures In Minnesota contact: Civil Rights Officer Minnesota Department of HealthSupplemental Nutrition ProgramsP.O. Box 64882St. Paul, MNPhone:
36COMPLAINT PROCEDURES Department FNS Headquarters FNS Regional Office FNS Field Office
37COMPLAINT PROCEDURESAll agencies with 15 or more employees should have procedures for dealing with complaints alleging discrimination based on disability and sex. The regulations at 7 CFR 15b.6 and 7 CFR 246.8(b) cover this requirement.
38SITUATION 9An applicant who is denied WIC benefits alleges discrimination and wants to file a complaint. You know that discrimination was not a factor in the decision. What should you do?
39SITUATION 10A WIC manager is very angry that the person in the previous situation filed a discrimination complaint and took up a lot of her time and made her look bad. She tells her co-workers to watch out for this “troublemaker.” The next time the person visits, she encounters “attitude” from employees. What are the civil rights violations described here?
40SITUATION 11A person who is not eligible for nor has never applied for WIC wants to file a civil rights complaint about disability access at a WIC site. Since the person has no connection to the program, what should you tell that person?
41COMPLIANCE REVIEWSThe State and Federal governments are required to conduct reviews to determine compliance with civil rights laws, regulations and requirements.There are pre-award, post-award and special compliance reviews.As a condition of receiving Federal financial assistance, it is necessary to cooperate with reviewers and to provide requested documentation.
42RESOLUTION OF NONCOMPLIANCE CORRECTIVE ACTIONS:Cease inappropriate actionsInstitute appropriate proceduresFAILURE/REFUSAL CAN RESULT IN LOSS OF FEDERAL ASSISTANCE FROM ALL FEDERAL SOURCES!
43SITUATION 12The U.S. Department of Health and Human Services conducts a compliance review of the State Department of Health and finds discrimination in the child immunization programs. The State refuses to correct the problems and USDHHS initiates action to terminate funding. What implications does this have for WIC?
44REASONABLE ACCOMMODATION REASONABLE ACCOMMODATION INCLUDES:Parking lot, entrances & exits, halls, elevators, rest rooms, sign language interpreters, Braille signage, service animalsAlternative arrangements for serviceCheck ADA guidelines for specifics:
45SITUATION 13The WIC Clinic is located in rented space that does not have a ramp leading to the front door. What should be done?
46LANGUAGE ASSISTANCEPeople with limited English proficiency (LEP) who do not know sufficient English to gain meaningful access to services need to be served in other languages.National origin discrimination violating Title VI of Civil Rights Act of 1964.Generally, service must be provided – flexibility in how it is provided.
47How service is provided depends on: LANGUAGE ASSISTANCEHow service is provided depends on:number & proportion of LEP persons served or encountered in eligible population;frequency of LEP persons’ contact with program;nature & importance of program, activity, or service; andresources available and costs.SHORTAGE OF RESOURCES DOES NOT ELIMINATE REQUIREMENT EXCEPT IN CASES OF EXTREME HARDSHIP!!!
48LANGUAGE ASSISTANCEVolunteers may be used, but make sure they understand interpreter ethics – particularly confidentiality!Children should not be used as interpreters.See for resources & information.
49SITUATION 14Someone comes to the clinic and does not speak English. What should you do? Is there anything special that should be done if the clinic is located in an area with a large single language minority population that might be eligible for program benefits?
50SITUATION 15A WIC client who has limited English proficiency insists on using her 10 year old daughter as her interpreter. What should the clinic do? Would it make a difference if the child is mature beyond her age?
51Conflicts are inevitable, so it is best to be prepared! CONFLICT RESOLUTIONConflicts are inevitable, so it is best to be prepared!Have a written and posted policy for dealing with unacceptable behavior and conflictsTry to remain calmTry to explain situationGet help, especially if threats or if violence is possibleUse alternative dispute resolution (ADR) techniques when appropriate
52SITUATION 16How might a mediator be helpful in resolving a conflict involving WIC?
53CUSTOMER SERVICE “Treat others the way they want to be treated (or at least be aware of what that is).”Be patient.Be polite.Avoid sarcasm.Be empathetic. Understand that people may not know the rules or understand how programs work. They may feel uncomfortable coming to ask for help.Smile when appropriate – make people feel welcome and valued.Explain policy and let them know you will get in trouble if you do anything that violates the rules.Don’t be afraid to apologize.Don’t feel you need to have the last word.
54CUSTOMER SERVICEDo not treat people differently based on race, color, national origin, age, sex, or disability – that is disparate treatment.Do not impose policies that impact disproportionately on certain groups – that can be disparate impact.Do not retaliate against anyone who complains or their family or friends or against employees who cooperate with a civil right investigation.
55CUSTOMER SERVICETreat everyone with dignity and respect and make people feel welcomed.Do not do special favors for people that you are not prepared to do for everyone. (exception – accommodate people with disabilities and people who have limited English proficiency)
56SITUATION 17To provide good customer service by making sure there is an interpreter available, you require all people who have limited English proficiency and need an Estonian interpreter to schedule appointments on Fridays. Does this pose any civil rights problems?
57EQUAL OPPORTUNITY FOR RELIGIOUS ORGANIZATIONS USDA Regulations at 7 CFR 16 require equal opportunity for Faith Based Organizations (FBO’s) and Community Based Organizations (CBO’s).Conduct outreach to FBOs and CBOs to become providers!
58EQUAL OPPORTUNITY FOR RELIGIOUS ORGANIZATIONS Regulations Protect Faith-Based OrganizationsFaith Based Organizations (FBOs) and Community Based Organizations (CBOs) have equal footingDiscrimination prohibited against an organization on the basis of religion, religious belief or character in the distribution of fundsClarifies that FBOs can use space in their facilities without removing religious art or symbols
59EQUAL OPPORTUNITY FOR RELIGIOUS ORGANIZATIONS Regulations Protect BeneficiariesNo organization that receives direct assistance from the USDA can discriminate against a beneficiary or prospective beneficiary on the basis of religion or religious beliefFBOs retain their independence and carry out their mission, as long as USDA funds (or activities) do not support worship, religious instruction or proselytization
60SITUATION 18You receive a complaint from a well-known atheist who says he was not hired by a federally funded faith-based organization because of his religious views. He asks you to do something. What should you do?
61SITUATION 19An organization wants to distribute religious literature with the nutrition information and prescriptions given to WIC recipients. Is this allowable under the faith based rules that prohibit discrimination against religious institutions?