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CRH USDA Civil Rights & Compliance Procedures

Guidelines for collecting and using racial and ethnic data, processing complaints, resolving noncompliance issues, and ensuring reasonable accommodations in child nutrition programs while emphasizing customer service and conflict resolution. Training and monitoring compliance are essential elements discussed in this comprehensive manual.

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CRH USDA Civil Rights & Compliance Procedures

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  1. CRH USDA Civil Rights & Compliance Procedures Child Nutrition Programs

  2. Collection and Use of Racial and Ethnic Data • Data collection for youth is collected at the time they are processed through the Agency Intake Office. • It is available for the Food Supervisor to review at any time. • This data is used by USDA to determine the mix of race and ethnicity in our Agency.

  3. Complaint Procedure • Accepting Complaints • Residents will be informed of their right to file a discrimination complaint during Intake process • Forms Available Dining Room & Individual Dorms • Complete & Place in Locked Box • Complaints can be anonymous • Processing Complaints • Complaints will be pulled from Lock Box on a weekly basis by Administrator • Complaint reviewed by Administrator • Appropriate coaching and training will be provided to staff • If appropriate, administrator will communicate with complainant the outcome of the complaint

  4. Resolution of Noncompliance • Procedure to Evaluate • Administrator to review and determine validity of complaint • Administrator to determine nature of violation • Administrator to determine appropriate plan of correction • Determine if it is an individual violating rights or entire staff • Procedure to Correct • Determine if individual supervision and training is appropriate • Determine if all staff need to receive additional training • Possibly review and update Policy and Procedures

  5. Compliance Review Techniques • Procedure for Monitoring Compliance • Periodically train staff regarding Civil Rights Compliance • Kitchen Manager to review USDA Civil Rights Compliance Regulations annually. • All new staff will be trained upon during on boarding training regarding Civil Rights Compliance

  6. Reasonable Accommodations • Requirements for reasonable accommodates of persons with disabilities: • Dietary Restrictions • Intake and Clinic forward information regarding dietary restrictions and requirements to the Kitchen Manager • Kitchen has dietary restriction guidelines and menus in place • Equal Access to Areas related to Child Nutrition Program (CNP) • Kitchen and Dining Area are accessible by ramp into main building • Individual youth with disabilities will have plates taken to a table by staff

  7. Language Assistance • Clinical teams will secure interpreters who are culturally appropriate for the youth.

  8. Customer Service • Hospitality Training • Kitchen Supervisor uses Hospitality & Remarkable Service Training • Training Provided Annually • Training Provided to staff regarding how to be welcoming and appreciative of the youth. • Always provide friendly treatment of guests and strangers • Remarkable Service is consistent, flexible, communicates effectively, exceeds expectations, installs trust, is welcoming, friendly and courteous.

  9. Conflict Resolution • Conflict is brought to the attention of a supervisor • Supervisor would contact Kitchen Supervisor • Kitchen Supervisor would investigate allegations • Parties involved in conflict would be contacted regarding expectations of resolutions • If appropriate, individuals would meet to resolve conflict. • Individual meetings may be appropriate method of resolution.

  10. Civil Rights & Complaint Procedures • Treat all youth with respect with regards to race, ethnicity, disability, gender, religion or national origin • Provide youth with method for filing Civil Rights complaint

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