2012 National Extension and Research Administrative Officers’ Conference May 22, 2012 “ Your Got IT! Navigating Title VI and VII Data Requirements for Federally Assisted Programs” Nancy Corley Norman E. Pruitt Equal Opportunity Specialist Program Compliance Review Leader U.S. Department of Agriculture National Institute of Food and Agriculture

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia Compliance 7 CFR, Subpart A § 15.5, (b)7 CFR, Subpart A § 15.5, (b) “Each recipient (primary and other recipients) shall keep such records and submit to the Agency timely, complete, and accurate compliance reports at such times, and in such form and containing such information, as the Agency may determine to be necessary to ascertain whether the recipient has complied or is complying …”

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia Compliance Continued 7 CFR, Subpart A § 15.5, (b)7 CFR, Subpart A § 15.5, (b) USDA DR “…have available for the Agency racial and ethnic data showing the extent to which members of minority groups are beneficiaries of federally assisted programs.” {Also reference USDA DR }

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia Race and Ethnicity Standards The Office of Management and Budget (OMB) is responsible for issuing standards for the classification of federal data on race and ethnicity. OMB’s 1997 standards include: -2 minimum categories for data on ethnicity -5 minimum categories for data on race -Multiple race reporting is accepted

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia Race and Ethnicity Standards OMB Race Categories: ₋ White ₋ Black or African American ₋ American Indian or Alaska Native ₋ Asian ₋ Native Hawaiian or Other Pacific Islander The Census Bureau is permitted to use an additional category: - “Some other race”

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia Race Data Tabulation Concepts Race alone – Includes people who indicated only one race – For example, people who identified as “Asian and no other race” are included in the Asian alone population Two or More Races – Includes people who reported more than one race – 57 combinations of the major race groups

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia Race Data Tabulation Concepts There are six race alone categories: – White alone – Black or African American alone – American Indian and Alaska Native alone – Asian alone – Native Hawaiian and Other Pacific Islander alone – Some Other Race alone These six categories and the Two or More Races category are mutually exclusive and sum to the total population

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia Race Data Tabulation Concepts There are six race alone or in combination categories: – White – Black or African American – American Indian and Alaska Native – Asian – Native Hawaiian and Other Pacific Islander – Some Other Race These six categories are not mutually exclusive and the sum exceeds the total population

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia Race and Ethnicity Standards OMB Ethnicity Categories: - Hispanic or Latino (Includes people who report a Hispanic origin) - Not Hispanic or Latino (Includes people who identify as not being of Hispanic origin) Race and ethnicity are considered separate concepts Those who identify as either ethnicity category above may be any race(s)

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia U.S. Population Shifts

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia A US State Population Shifts

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia 2007 Agricultural Operators /1 Race/Ethnicity Characteristics

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia A US State Agricultural Operators Gender Characteristics

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia A US State Population Age Shifts

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia New Frontiers in Civil Rights Program plans overall and Underserved and Underrepresented populations ✓ State and County plans ✓ NIFA Plan of Work 7 CFR, Subpart A § 15.5 USDA DR ✓ 7 CFR, Subpart A § 15.5 “…have available for the Agency racial and ethnic data showing the extent to which members of minority groups are beneficiaries of federally assisted programs.” {Also reference USDA DR } ✓ Documentation of “All reasonable efforts”

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia DATA Collection in the Areas of Organizational Civil Rights Performance DATA Human Resources Program Strategy Participants Capacity

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia Structure= Human Resources Plans of Work= Program Strategy and Implementation Capacity= Training and Communication (internal and external) Participants= Potential and actual program beneficiaries Data collection and analysis of:

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia For each two survey items determine what data you will collect. Data Collection Exercise

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia 2. We have specific functional positions to accomplish our civil rights goals. 11.We have in place processes and procedures to recruit, appoint, and or select diverse committee and board members. Human Resources/Structure

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia 3. We have mechanisms in place to ensure staff are kept informed and are able to make day to day decisions… 24. Our organization has an internal compliance review process… Capacity/Training

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia 14. Our public notification policy includes guidance about media that is accessible to blind, partially sighted, deaf, and hard-of-hearing participants. 23. Program media (articles, signs, posters, websites, etc.) inform the public about how to secure accommodations for persons with disabilities. Capacity/Communications

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia 5. Plans of Work and/or individual development plans include work goals related to civil rights/diversity /equal opportunity (e.g., serving diverse communities, functioning on a diverse work team, collaborating with multicultural community partners). Program Plans/POWs

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia 13.Our work units have in place budgetary elements that provide means to fund reasonable accommodations requested by program participants with disabilities or with limited English proficiency. Program Plans/POWs

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia 16. Our program data includes potential clientele/population by race, ethnicity, and gender to serve as a point of comparison to the actual contacts we reach. What data could we monitor/collect to see if faculty and staff are using potential beneficiary data for program planning? Program Recipients/Beneficiari es

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia 17. Our faculty and staff are able to list and/or explain the legal/regulatory reasons they must collect race, ethnicity and gender data of program participants. What data could we monitor to assess this knowledge and its application on the part of faculty and staff? Program Recipients/Beneficiaries

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia DATA Extension Programs Quantitative: ▪Potential eligible participants data ▪Actual contact data Qualitative: Participation/contact data (actual) analyzed by each racial, ethnic, and gender category. Minimum of two complete program years Actual contacts by race, ethnicity, and gender Eligible potential recipients by race, ethnicity, and gender County based data State’s participant collection system obtaining contact on all program participation. Data collected is current!

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia Typical Sources of Extension program participation data EXAMPLES State program data systems for traditional programs. Systems vary from State to State and from institution to institution ES 237 for 4-H Programs ERS for Extended Food and Nutrition Education Programs (EFNEP) Food stamp reporting system for Supplemental Nutrition Assistance Program-Education Programs (SNAP-ED) Children, Youth and Family at Risk (CYFAR) and Operation Military Kids (OMK)

NIFA-EOS NERAOC May 21 and 22, 2012, West Virginia BONUS Check your own perception of your organization’s civil rights performance. Compliance Review Instrument

2012 National Extension and Research Administrative Officers’ Conference May 22, 2012 “ Your Got IT! Navigating Title VI and VII Data Requirements for Federally Assisted Programs” Nancy Corley Norman E. Pruitt Equal Opportunity Specialist Program Compliance Review Leader U.S. Department of Agriculture National Institute of Food and Agriculture