Civil Rights Training

1. Civil Rights Training Idaho State Department of Education Child Nutrition Programs Created: June 5, 2014 USDA is an equal opportunity provider and employer

2. Civil Rights Training Overview • Purpose • Training Requirements • What is Discrimination • Protected classes • Collections and use of data • Public notification systems • Long and short statements • Complaint procedures • Compliance review and resolution • Requirements for reasonable accommodations for those with disabilities and language assistance • Conflict resolution • Customer service USDA is an equal opportunity provider and employer

3. Purpose • To establish and convey policy and provide guidance and direction to the United States Department of Agriculture, Food and Nutrition Service and its recipients and customers. • To ensure compliance with and enforcement of the prohibition against discrimination in all Food and Nutrition Service nutrition programs and activities, whether federally funded or not. USDA is an equal opportunity provider and employer

4. But WHY??? Ensures that program recipients are being treated without discrimination while participating in Child Nutrition Programs. USDA is an equal opportunity provider and employer

5. Annual Training Requirements • Collection and use of data • Effective public notification systems • Complaint procedures • Compliance review techniques • Resolution of noncompliance • Requirements for reasonable accommodation of persons with disabilities • Requirements for language assistance • Conflict resolution • Customer service USDA is an equal opportunity provider and employer

6. What is Discrimination ? Denied benefits or services that others receive Delayed receiving benefits or services that others receive Treated Differently than others to their disadvantage USDA is an equal opportunity provider and employer

7. What is Discrimination ? • Refusing enrollment based on disability • Failure to provide reasonableaccommodation • Serving meals at a time, place, or in a manner that is discriminatory • Failing to provide non English materials . . USDA is an equal opportunity provider and employer

8. Protected Classes • Race • Color • National Origin • Age • Sex • Disability USDA is an equal opportunity provider and employer

9. Collection and Use of Data Required to obtain data by race and ethnic category Systems for collecting actual ethnic and racial data may be program specific Annual reporting on the ethnic and racial data USDA is an equal opportunity provider and employer

10. Collection and Use of DataEthnic Categories • Not Hispanic or Latino • Hispanic or Latino • A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race. USDA is an equal opportunity provider and employer

11. Collection and Use of DataRacial Categories • Black or African American –Aperson having origins in any of the black racial groups of Africa. • White-A person having origins in any of the original peoples of Europe, the Middles East, or North America. • Asian-A person having origins in any of the peoples of the Far East, Southeast Asia, or the Indian subcontinent, including, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam. USDA is an equal opportunity provider and employer

12. Collection and Use of DataRacial Categories • Native Hawaiian or Other Pacific Islander- A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands. • American Indian or Alaskan Native- A person having origins in any of the original peoples of North America (including Central America), and maintains tribal affiliation or community attachment. USDA is an equal opportunity provider and employer

13. Public Notification SystemsBasic Elements • Program availability Each agency or other sub-recipient must take action to inform potentially eligible personsof their program rights. • Complaint information Applicants and participants must be advised at the service delivery point of their right to file a complaint, and the complaint process. • Non discrimination statement Prominently display the “And Justice for All” poster. Use size 11x 17 inch poster USDA is an equal opportunity provider and employer

14. Public Notification SystemsMethods • Informpotentially eligible applicants about the program (outreach) • Provide information in alternative formats available for those with disabilities, i.e. braille • Include non discrimination statement on all informational material provided to the public • Convey equal opportunity message in all pictures that are used to provide program information • Prominently display the “And Justice for All” poster USDA is an equal opportunity provider and employer

15. Long Statement English:Use on all documents more than one page or one sheet of paper. 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 Discrimination 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. USDA Child Nutrition Programs recognize the following protected classes: race, color, national origin, sex, age, and disability. USDA is an equal opportunity provider and employer

16. Long Statement Spanish: El Departamento de Agricultura de los Estados Unidos (por sus siglas en inglés “USDA”) prohíbe la discriminación contra sus clientes, empleados y solicitantes de empleo por raza, color, origen nacional, edad, discapacidad, sexo, identidad de género, religión, represalias y, según corresponda, convicciones políticas, estado civil, estado familiar o paternal, orientación sexual, o si los ingresos de una persona provienen en su totalidad o en parte de un programa de asistencia pública, o información genética protegida de empleo o de cualquier programa o actividad realizada o financiada por el Departamento. (No todos los criterios prohibidos se aplicarán a todos los programas y/o actividades laborales.) Si desea presentar una queja por discriminación del programa de Derechos Civiles, complete el USDA Program Discrimination Complaint Form (formulario de quejas por discriminación del programa del USDA), que puede encontrar en internet en http://www.ascr.usda.gov/complaint_filing_cust.html, o en cualquier oficina del USDA, o llame al (866) 632-9992 para solicitar el formulario. También puede escribir una carta con toda la información solicitada en el formulario. Envíenos su formulario de queja completo o carta por correo postal a U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, por fax al (202) 690-7442 o por correo electrónico a program.intake@usda.gov. Las personas sordas, con dificultades auditivas, o con discapacidad del habla pueden contactar al USDA por medio del Federal Relay Service (Servicio federal de transmisión) al (800) 877-8339 o (800) 845-6136 (en español). El USDA es un proveedor y empleador que ofrece igualdad de oportunidades. Los Programas de Nutrición Para Niños (USDA) reconocen los siguientes clases protegidas: raza, color, origen nacional, sexo, edad y discapacidad. El USDA es un proveedor y empleador que ofrece igualdad de oportunidades

17. Short Statement: Use on all documents that are only one page or one sheet of paper. English: USDA is an equal opportunity provider and employer. Spanish: El USDA es un proveedor y empleador que ofrece igualdad de oportunidades. USDA is an equal opportunity provider and employer

18. Complaint Procedure • Right to File Any person alleging discrimination based on a protected class has the right to file a complaint within 180 days of the discriminatory action. • Acceptance All complaints, written or verbal, must be forwarded to the State Agency within 3 days. Anonymous complaints will be handled as any other complaints. • Verbal If a person makes a verbal complaint via phone or in person and refuses or is not inclined to place allegations in writing, the person to whom the allegations are made must write up the complaint, making an attempt to collect specific information. USDA is an equal opportunity provider and employer

19. Sponsor Complaint Procedure, Log and Form Sponsors must keep a Civil Rights Binder with the required Civil Rights complaint documents including: Written Civil Rights complaint procedure. Annually dated Civil Rights complaint log, even when no complaints are received/documented. Copies of Civil Rights complaint form –Spanish and English. Complaint forms must be available at all Child Nutrition Program sites. *Information in Civil Rights binder must be annually updated and maintained for 3 years plus the current year. * USDA is an equal opportunity provider and employer

20. Sample Complaint Log USDA is an equal opportunity provider and employer

21. Compliance Review Techniques and Resolution of Non Compliance • USDA regional office is responsible for the review of State agencies • State agency is responsible for review of local agencies • State agency must report any significant finding(s) to the regional USDA office • State and local agencies must receive a pre-approval visit for Civil Rights compliance determination before receiving funds • If State agency reports a finding , corrective action will be put in place until noncompliance is resolved • All reports must be maintained as part of records for future review USDA is an equal opportunity provider and employer

22. Requirements for language assistance Enrollment forms Menus Informational brochures Letters to families/notifications USDA is an equal opportunity provider and employer El USDA es un proveedor y empleador que ofrece igualdad de oportunidades

23. Requirements for reasonable accommodation for persons with disabilities • Handicap accessibility • Life-threatening food allergies • Accommodations/Modifications addressed in 504, Individual Education Plan (IEP), Individual Service Family Plan (ISFP) • Call State agency for further guidance USDA is an equal opportunity provider and employer

24. Disability • Under Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act (ADA) of 1990, a "person with a disability" means any person who has a physical or mental impairment which substantially limits one or more major life activities, has a record of such an impairment, or is regarded as having such an impairment. The term "physical or mental impairment" includes many diseases and conditions, a few of which may be: • Diabetes • Food anaphylaxis • PKU • Asthma • Inflammatory Bowel Disease • Sickle Cell Anemia • Cancer USDA is an equal opportunity provider and employer

25. Medical Dietary Substitutions Disability Intolerance Sponsors have the option to make substitutions for children with food intolerances not deemed as a disability by a recognized medical provider Intolerance recommendations can be determined and signed by Medical Doctor, Doctor of Osteopathy, Nurse Practitioner, Physician Assistant, Registered Nurse or Registered Dietitian Signed form must also indicate appropriate substitutions • Sponsors are required to make substitutions for children with food allergies deemed as disabilities • A disability can only be determined and signed by a licensed medical authority (Medical Doctor or Doctor of Osteopathy) • Signed form must also indicate appropriate substitutions USDA is an equal opportunity provider and employer

26. USDA is an equal opportunity provider and employer

27. Conflict Resolution • All complaints alleging discrimination on the basis of race, age, color, national origin, sex or disability, must be • forwarded to the State agency within 3 days. • processed by USDA within 90 days. USDA is an equal opportunity provider and employer

28. Customer Service USDA is an equal opportunity provider and employer

29. RecapSponsors’ Checklist • Annually train all staff and volunteers on Civil Rights • Prominently display the “And Justice for All” poster • Collect and record race and ethic data annually • Keep all records for 3 years plus the current year • Maintain an ANNUALLY dated Civil Rights Complaint Log(s) • Offer meals to all • Place non discrimination statement on all printed materials mentioning Child Nutrition programs USDA is an equal opportunity provider and employer

30. Helpful links http://www.sde.idaho.gov/site/cnp/civilRights/ http://www.fns.usda.gov/civil-rights http://www.fns.usda.gov/sites/default/files/FNS_and_CNPP_Civil_Rights_Policy.pdf Spanish translator http://www.nass.usda.gov/Help/Translate/index.php USDA is an equal opportunity provider and employer

31. Thank you for all you do to make Idaho kids healthy! USDA is an equal opportunity provider and employer