Civil Rights Training

1. Civil Rights Training Child Nutrition Programs (SNP)

2. Training Purpose USDA requires all Child Nutrition staff attend civil rights training annually to prevent discrimination This training plays a key role in providing excellent services 2

3. What are Civil Rights? • Civil Rights refer to the: • Rights of “personal liberty” guaranteed by the 13th and 14th Amendments to the U.S. Constitution and Acts of Congress • Fair and equitable treatment of all customers and employees 3

4. Goals of Civil Rights Eliminate barriers to program benefits Provide equal treatment to all Explain rights and responsibilities Show respect and dignity to all 4

5. What is a Protected Class? • A protected class refers to any person or group of people who have a characteristic for which discrimination is prohibited by law • Protected classes in the SNP include: • Race • Age • Color • Sex • National Origin • Disability 5

6. Collecting and Reporting Participant Data • All schools must have a system to collect racial and ethnic data of program participants • Self-identification or self-reporting is the preferred method of obtaining data • Visual observation shall be used when the applicant does not self-identify • Data must be maintained for 3 years plus the current year • Access restricted to authorized school personnel 6

7. Racial and Ethnic Data • 5 Racial Categories • American Indian or Alaskan Native • Asian • Black or African American • Native Hawaiian or Other Pacific Islander • White • 2 Ethnic Categories • Hispanic or Latino • Non Hispanic or Latino 7

8. Public Notification • Inform potentially eligible persons, applicants, participants and grassroots organizations of the availability of the SNP • Display the “And Justice for All” poster • Order via Stacey Macklin at Macklin_S@cde.state.co.us • Include the nondiscrimination statement on all informational materials and websites that describe the SNP 8

9. Public NotificationNondiscrimination Statement The U.S. Department of Agriculture prohibits discrimination against its customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or all or part of an individual’s income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department. (Not all prohibited bases will apply to all programs and/or employment activities.) If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Complaint Form, found online at http://www.ascr.usda.gov/complaint_filing_cust.html, or at any USDA office, or call (866) 632-9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at program.intake@usda.gov. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish) USDA is an equal opportunity provider and employer. 9

10. Public Notification • Communicate using methods such as: • Internet and computer based applications • Newspaper • Radio/television • Letters/leaflets/brochures • Bulletins 10

11. Reasonable Accommodations for Persons with Disabilities • A school is required to provide food substitutions or modifications if: • A medical statement, signed by a licensed physician, is on file and describes the participant’s disability (as defined in federal regulations) that prevents the participant from eating the regularly offered foods, and • The licensed physician has indicated the substitutions or modifications that the participant needs For a Standard Operating Template visit: http://www.cde.state.co.us/nutrition/nutriSpecDietaryNeeds.htm 11

12. Reasonable Accommodation Scenario • Example: • A parent of a student who has been diagnosed with celiac disease requests that gluten-free food items be provided to their child at all meals. What must the school do and how does this relate to civil rights? 12

13. Reasonable AccommodationLanguage Assistance • SFAs must take reasonable steps to assure “meaningful” access to the information and services they provide…especially for people with Limited English Proficiency (LEP). • Meaningful access may include: • The distribution of SNP meal benefit forms (Applications for Educational Benefits, household letter and approval/denial letter) in 34 different languages • http://www.cde.state.co.us/nutrition/freeandreducedpricepacket • Hiring a bilingual interpreter to assist applicants or participants 13

14. Customer Service • A school must provide equal access to all eligible participants regardless of race, color, national origin, sex, age, or disability • All participants must be treated in the same manner • Each participant receives the same menu items in the same amounts • All participants are included in meals, snacks, activities, and discussions • Participants with special needs will have their needs addressed based on the severity of the need • Standards of behavior are not based on membership in a protected class 14

15. Conflict Resolution • Skills can help staff provide good customer service and avoid potential civil rights complaints • 5 goals: • Avoid the desire to blame • Improve the situation • Communicate your feelings directly • Improve relationships and increase communication • Avoid repeating the situation 15

16. Conflict Resolution Scenarios A group of high school students is unhappy about the menu served at school. They decide to write a letter to the editor of the local newspaper instead of speaking directly with the cafeteria manager. The cafeteria manager is unaware of the problem until she faces the angry principal with newspaper in hand. Principal position: Do something about this, I don’t need bad publicity for my school! The principal schedules a meeting at 9:00am today with the unhappy students, the principal, and cafeteria manager. http://www.nfsmi.org/documentlibraryfiles/PDF/20080213055327.pdf 16

17. Complaints of Discrimination • Allegation may be based on race, color, national origin, age, sex or disability • Filed within 180 days; written or verbal • SFAs must make an effort to obtain: • Name, address, and telephone number of the complainant • The nature of the incident or action • The basis on which the complainant believes discrimination exists • The names, telephone numbers, titles, and business or personal addresses of persons who may have knowledge of the action • The date(s) during which the alleged actions occurred • Forward the complaint 17

18. SFA Complaint Procedure SFAs should have a written complaint procedure. The procedure should outline: • Accepting a Complaint • Verbally and in writing • Transcribing a Complaint • Collecting relevant information • Forwarding a Complaint • Agency complaints are forwarded to For a CR Complaint Procedures Template visit: http://www.cde.state.co.us/nutrition/civilrights 18

19. Compliance Reviews Examines activities to determine adherence with civil rights requirements Definition of “Noncompliance”: A factual finding that any civil rights requirement, as provided by law, regulation, policy, instruction, or guidelines, is not being adhered to 19

20. Examples of Noncompliance Denying an individual or household the opportunity to apply for FNS program benefits or services on the basis of a protected class Providing FNS program services or benefits in a dissimilar manner on the basis of a protected class (except as a disability accommodation) Selecting FNS program sites or facilities in a manner that denies an individual access to FNS program benefits, assistance, or services on the basis of a protected class 20

21. Resolution of Noncompliance If non-compliance is indicated, corrective action must be taken immediately to achieve voluntary compliance 21

22. Additional Resources • OSN Civil Rights webpage: • http://www.cde.state.co.us/nutrition/civilrights • Training sign-in sheet template • Training agenda template • Complaint procedures template • Civil Rights self assessment tool • Civil Rights training power point • USDA, FNS Civil Rights webpage: • http://www.fns.usda.gov/civil-rights • USDA laws, regulations and guidance • Frequently asked questions 22

23. Questions 23