Civil Rights TRAINING

1. Civil Rights TRAINING National School Lunch Programs Welcome to the National School Lunch Programs Civil Rights training. My name is Mary Jo Marshall. I am a national School Lunch Program Coordinator for the Idaho State Department of Education. Today I will be providing guidance and explaining regulations relevant to providing access and benefits to the USDA meals programs to all participants in an equal and fair manner. Participants in the national school lunch program can include students and households. This training is a supplement to the resources we have available on the Child Nutrition Program Website @ www.sde.idaho.gov/site/cnp At this website, you will find today's PowerPoint, the 113 regulations and the Idaho School Food Service Manual which is a comprehensive resource manual for program sponsors. Welcome to the National School Lunch Programs Civil Rights training. My name is Mary Jo Marshall. I am a national School Lunch Program Coordinator for the Idaho State Department of Education. Today I will be providing guidance and explaining regulations relevant to providing access and benefits to the USDA meals programs to all participants in an equal and fair manner. Participants in the national school lunch program can include students and households. This training is a supplement to the resources we have available on the Child Nutrition Program Website @ www.sde.idaho.gov/site/cnp At this website, you will find today's PowerPoint, the 113 regulations and the Idaho School Food Service Manual which is a comprehensive resource manual for program sponsors.

2. Food and Nutrition Service (FNS) 113 regulations cover these programs: National School Lunch, Breakfast and Special Milk Programs Summer Food Program Food Distribution Program Child Care Food Program The regulations that outline each sponsors responsibilities regarding civil rights compliance in the School Food Services area are called the 113�s. The complete 113 documents is available on the Child Nutrition Program website.The regulations that outline each sponsors responsibilities regarding civil rights compliance in the School Food Services area are called the 113�s. The complete 113 documents is available on the Child Nutrition Program website.

3. The following statement is basic to all areas of compliance regarding civil rights. Sponsors of child nutrition programs need to include this statement in all printed communication when referring to the provision of food service to participants. The following statement is basic to all areas of compliance regarding civil rights. Sponsors of child nutrition programs need to include this statement in all printed communication when referring to the provision of food service to participants.

4. The full statement is the preferred statement on all documents anytime the USDA food programs are referred to in brochures, bulletins, leaflets, and letters The full statement must be used in documents that are more than 1 page All statements should be in print size no smaller than the text of the document The Civil Rights Statement to be included with all forms of communication to the participants may be used as a full statement or can be used as a short statement. Whether the full or short statement is applicable is dependent upon the type of communication. I will explain some specific details about the statement.The Civil Rights Statement to be included with all forms of communication to the participants may be used as a full statement or can be used as a short statement. Whether the full or short statement is applicable is dependent upon the type of communication. I will explain some specific details about the statement.

5. If the material is 1 page or less and there is not room for the full statement it may include USDA�s short statement which is: �This institution is an equal opportunity provider� Some examples of where the short statement may be used are: Menus Stationary Spot announcements on television and radio Newspaper ads Internet Short Statement Information The short statement listed on this slide is optional and can be used in documents that are not comprehensive . Some examples of when the short statement can be used are listed on this slide.The short statement listed on this slide is optional and can be used in documents that are not comprehensive . Some examples of when the short statement can be used are listed on this slide.

6. Collection of Racial and Ethnic Data Free and reduced meal applications have an optional section for households to report participant's racial and ethnic information Sponsors report this data on CNP 2000 by October 15th each year Data from July 1 through September 30 Households are given the option to identify their children's ethnic and racial designation when they apply for free or reduced price meal benefits through the national school lunch program. It is the responsibility of the program sponsor to compile the answers to this optional question from the approved and denied meal applications. The sponsor then reports the resulting data by October 15th each year on a web based form on CNP2000. Data is compiled from meal applications received by the sponsor from July 1st through September 30th each school year is used for the report.Households are given the option to identify their children's ethnic and racial designation when they apply for free or reduced price meal benefits through the national school lunch program. It is the responsibility of the program sponsor to compile the answers to this optional question from the approved and denied meal applications. The sponsor then reports the resulting data by October 15th each year on a web based form on CNP2000. Data is compiled from meal applications received by the sponsor from July 1st through September 30th each school year is used for the report.

7. This slide defines the 5 racial categories. There is an optional question included on the free and reduced price meal application that asks families to identify their child's racial category. If you refer to pages 18 and 19 of the Food and Nutrition 113-1 instruction on the Child Nutrition Program website you will see a definition and descriptive listing of the cultural groups that may be included under each racial category listed on this slide.This slide defines the 5 racial categories. There is an optional question included on the free and reduced price meal application that asks families to identify their child's racial category. If you refer to pages 18 and 19 of the Food and Nutrition 113-1 instruction on the Child Nutrition Program website you will see a definition and descriptive listing of the cultural groups that may be included under each racial category listed on this slide.

8. This list defines the 2 Ethnic categories. The Ethnic categories also appear as an optional question for households to answer on the free and reduced meal application.This list defines the 2 Ethnic categories. The Ethnic categories also appear as an optional question for households to answer on the free and reduced meal application.

9. District Responsibilities Food Service Staff must receive annual training on Civil Rights. Training dates and agenda must be documented. District must have a procedure or policy for handling civil rights complaints. It is the responsibility of the sponsor to document that all food service employees receive civil rights training each year. Documentation includes a training agenda including the date of the training and a sign in sheet or list of the attendees. Training is important because sponsors need to be prepared to handle a civil rights complaint if one occurs. In addition to training, the district must have a policy in place that describes how the situation will be handled and who the contact person is for help with handling or documenting the complaint. The Idaho school food service manual and the Child Nutrition Program website section on Civil Rights both contain prototype policies for sponsor use. Keeping a civil rights file either in hardcopy or electronically with complaint forms and a log sheet is essential for compliance.It is the responsibility of the sponsor to document that all food service employees receive civil rights training each year. Documentation includes a training agenda including the date of the training and a sign in sheet or list of the attendees. Training is important because sponsors need to be prepared to handle a civil rights complaint if one occurs. In addition to training, the district must have a policy in place that describes how the situation will be handled and who the contact person is for help with handling or documenting the complaint. The Idaho school food service manual and the Child Nutrition Program website section on Civil Rights both contain prototype policies for sponsor use. Keeping a civil rights file either in hardcopy or electronically with complaint forms and a log sheet is essential for compliance.

10. Include �nondiscrimination statement� in all forms of communication regarding program benefits and services. Display the nondiscrimination poster in a prominent place. In each cafeteria where meals are served In offices where free & reduced determinations are made Entrance to facility Posters may be obtained from the State Agency. (Show a poster to the participants in the training) This official �And Justice for All� poster must be displayed for all participants and potential participants to see. The most current version of the poster as of 2010 is AD475c. The poster will have AD475C printed on the bottom right corner with a revision date of December 1999. When a newer version is available the state agency will provide each sponsor with enough posters for all sites and the district office. The date for a newer version is unknown. If your district needs replacement posters, please send an email request to the Child Nutrition Programs office at the State Department of Education and we will mail them to you.(Show a poster to the participants in the training) This official �And Justice for All� poster must be displayed for all participants and potential participants to see. The most current version of the poster as of 2010 is AD475c. The poster will have AD475C printed on the bottom right corner with a revision date of December 1999. When a newer version is available the state agency will provide each sponsor with enough posters for all sites and the district office. The date for a newer version is unknown. If your district needs replacement posters, please send an email request to the Child Nutrition Programs office at the State Department of Education and we will mail them to you.

11. Public Release Informs parents or guardians as well as local minority and grassroots organizations about the availability of benefits and services and the requirements for eligibility and benefits. Note: This is done through the press release and the free & reduce priced meal applications or parent letter for each enrolled child. Before school begins each year, sponsors are required to send their local newspaper a press release and ask them to publish it as a public service announcement. A prototype press release is updated each year and available for sponsor use in the Idaho School Food Service manual on the child nutrition program website. Sponsors need to keep a copy of the completed press release with the date that they sent their request to the local newspaper. It is optional for the newspaper to publish the press release. Your district is not requiredto pay to have this published.Before school begins each year, sponsors are required to send their local newspaper a press release and ask them to publish it as a public service announcement. A prototype press release is updated each year and available for sponsor use in the Idaho School Food Service manual on the child nutrition program website. Sponsors need to keep a copy of the completed press release with the date that they sent their request to the local newspaper. It is optional for the newspaper to publish the press release. Your district is not requiredto pay to have this published.

12. Procedures Cont. Upon request, make available to the public, participants and potential participants, information about program eligibility, benefits, services and the procedures for filing a complaint, in English and/or in the appropriate translation to non-English speaking persons. If needed, the use of alternative means of communication (Braille, large print, audiotape, etc.) are required. Sponsors need to have a method for assisting families who need help when inquiring about available services and who need assistance to fill out the meal applications to apply for program benefits. Examples of providing assistance include the availability of a staff member at your site who can interpret information for non-English speaking household members. Another example is to have foreign language meal applications available if needed. Providing assistance to complete the applications is also required. The interpreter does not need to be a food service staff employee but does need to keep the information that they become aware of confidential.Sponsors need to have a method for assisting families who need help when inquiring about available services and who need assistance to fill out the meal applications to apply for program benefits. Examples of providing assistance include the availability of a staff member at your site who can interpret information for non-English speaking household members. Another example is to have foreign language meal applications available if needed. Providing assistance to complete the applications is also required. The interpreter does not need to be a food service staff employee but does need to keep the information that they become aware of confidential.

13. If and when your district is faced with a civils rights complaint there are some procedures' to keep in mind to be in compliance with the regulations.If and when your district is faced with a civils rights complaint there are some procedures' to keep in mind to be in compliance with the regulations.

14. Civil Rights Complaints Allege that discrimination has occurred in violation of one of the protected classes-- ????? Race Color National origin Sex Age Disability Civil rights violations are tied to the protected classes listed on this slide. The protected classes that are specific to child nutrition programs under the national school lunch program regulations are Race, Color, National Origin, Sex, Age and Disability. A person can allege that discrimination has occurred and file a discrimination complaint because they feel that they were denied benefits, OR they received delayed benefits OR they received benefits in a disparate manner due to being a member of one or more of the protected classes listed above.Civil rights violations are tied to the protected classes listed on this slide. The protected classes that are specific to child nutrition programs under the national school lunch program regulations are Race, Color, National Origin, Sex, Age and Disability. A person can allege that discrimination has occurred and file a discrimination complaint because they feel that they were denied benefits, OR they received delayed benefits OR they received benefits in a disparate manner due to being a member of one or more of the protected classes listed above.

15. It is a basic right for a person to file a complaint, however; there is a time limit for filing the complaint. It is very important to document all conversations and information that might be pertinent to a possible civil rights complaint because the person who wishes to file a complaint may report as late as 6 months after the date of the alleged occurrence.It is a basic right for a person to file a complaint, however; there is a time limit for filing the complaint. It is very important to document all conversations and information that might be pertinent to a possible civil rights complaint because the person who wishes to file a complaint may report as late as 6 months after the date of the alleged occurrence.

16. It is the sponsors responsibility to accept the complaint and to be able to do so requires that you collect certain information. The compalint is then forwarded to the appropriate officials for processing.It is the sponsors responsibility to accept the complaint and to be able to do so requires that you collect certain information. The compalint is then forwarded to the appropriate officials for processing.

17. A complaint does not need to be written by the person alleging that discrimination has occurred. If the complaint is verbal, the sponsor needs to record the complaint for the person.A complaint does not need to be written by the person alleging that discrimination has occurred. If the complaint is verbal, the sponsor needs to record the complaint for the person.

18. This slide outlines important information that you need to obtain for a verbal complaint. Name of person with complaint and contact information What facility they are complaining about What happened Which right was violated Witnesses Date the discriminatory action occured This slide outlines important information that you need to obtain for a verbal complaint. Name of person with complaint and contact information What facility they are complaining about What happened Which right was violated Witnesses Date the discriminatory action occured

19. These are the steps to follow to assure that the complaint is received, recorded and handled correctly.These are the steps to follow to assure that the complaint is received, recorded and handled correctly.

20. If you know someone is going to write to the Secretary of Agriculture with a Civil Rights complaint regarding School Food Service, please inform personnel at the State Department of Education Child Nutrition Programs at 208-332-6820. Child Nutrition Programs will inform the Regional Office that such a complaint has been announced. The Federal Team will investigate all such complaints. Complaints An important step in the process of handling complaints is to keep the lines of communication open so that the complaint can be processed and a resolution can be reached in a timely manner.An important step in the process of handling complaints is to keep the lines of communication open so that the complaint can be processed and a resolution can be reached in a timely manner.

21. Maintaining complete documentation is very importantfor all agencies involved in complaint resolution to be in compliance with the regulations.Maintaining complete documentation is very importantfor all agencies involved in complaint resolution to be in compliance with the regulations.

22. The Idaho Child Nutrition Program office at the department of Education has responsibilities regarding the reporting process. All complains received by the office of civil rights are acknowledged and investigated.The Idaho Child Nutrition Program office at the department of Education has responsibilities regarding the reporting process. All complains received by the office of civil rights are acknowledged and investigated.

23. If a complaint is not resolved at a lower level such as at the site or at the state agency and it is reported to the office of civil rights it will be processed within 90 days of receipt by the agency. If you need further information please refer to the 113�s or call our office for assistance. Thank you for viewing this presentation.If a complaint is not resolved at a lower level such as at the site or at the state agency and it is reported to the office of civil rights it will be processed within 90 days of receipt by the agency. If you need further information please refer to the 113�s or call our office for assistance. Thank you for viewing this presentation.