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Program Planning and Advisory Groups

The systematic inclusion of minority considerations and concerns is important in order to reach minority audiences. There are affirmative action considerations in every phase of program planning and development: needs assessment, selection of program topics, selection of delivery methods (including delivery sites for meetings) and marketing the program. Responsibility for integrating affirmative action rests with all Extension staff.

Program planning groups and committees should be as diverse as possible to reflect the diverse needs of potential audience groups. People develop a sense of ownership in programs they help plan and are more likely to participate and encourage others to participate in these programs.

Needs Assessments and Program Design

When planning needs assessments and programs, ask yourself (or better yet use a planning team to ask), "Do our educational activities meet the needs or overcome problems for all potential clientele or just one segment? Are there barriers to participation by underrepresented clientele?" For example, holding a meeting in a place where a minority audience traditionally meets may be better than holding it at the Extension office.

What are the requirements for program planning and advisory groups?

Program planning and advisory groups should include individuals from protected groups in a ratio that approximates their representation in the potential clientele.

Extension Units are required to have a 4-H Expansion and Review Committee. This committee should approximate the racial/ethnic composition of the Unit population. One-third of its members should be youth. It should meet regularly with Unit staff. This committee is required to review the operation of the 4-H program so that steps may be identified and implemented to correct any inequities of access to the 4-H program. Copies of the committee's agendas and minutes are to be sent to the Regional Director and included in the Unit's Affirmative action file.

What are the requirements for working with organizations or established groups?

Extension is required to withhold or severely limit services to external organizations that discriminate in their membership because of race or gender. Extension must notify private organizations receiving assistance that they must comply with affirmative action requirements and obtain certification from them that they do not discriminate in their membership. This certification is to be renewed no less frequently than every four years. (Appendix D: "Working Relationships with Established Groups, Organizations, and Associations."

What are your responsibilities to people with disabilities?

It is your responsibility to provide opportunities and services to people with disabilities. The law requires that University of Illinois Extension make reasonable accommodations to include individuals with disabilities if they are otherwise eligible to participate in its programs. Examples of some areas that may need attention are:

1. Building entrances and restrooms in facilities used as offices and for meetings and--to the best of our ability--field trips should be accessible to those who have disabilities. All publications, flyers, newsletters, and promotional materials should advertise when appropriate that the facilities are wheelchair-accessible and that individuals with disabilities are invited to call the office for more information on accommodations. (Refer to Americans with Disabilities Act Facility Survey-1995.)
2. If a field-trip site is not accessible, audio taping or videotaping the tour or discussing the tour with the disabled individual should be explored.
3. Whenever possible, accommodations such as sign language interpreters should be provided to meet--to the best of our ability--a participant's special needs.
4. Individuals who have disabilities, and/or those who represent them, should be included--to the best of our ability--on advisory groups and/or routinely consulted about ways to improve accessibility.
5. Additional methods of providing reasonable accommodations are listed in the next section.

What are your responsibilities to 4-H youth with disabilities?

Based on USDA guidelines for the implementation of Section 504 of the Rehabilitation Act of 1973, University of Illinois Extension has developed the following guidelines for all 4-H activities at the local, regional, and statewide level. All University of Illinois Extension staff are responsible for implementing the following guidelines. Program adaptations and accommodations should include but should not be limited to the following:

1. All reasonable efforts must be made to include persons with disabilities in the 4H program. University of Illinois Extension personnel will take the needs of such persons into account in determining the services to be provided under the program or activity. When feasible, all efforts to encourage and accommodate youth with disabilities in 4-H program activities should be made by providing physical access (for example, ramps) and serving other specialized needs (for example, signers). Mentally disabled individuals may participate fully in the 4-H program, regardless of their chronological age (4-H Unit Management Handbook, Section Illinois 4-H Policies-- University of Illinois Extension Membership.)
2. Where existing Extension office facilities are inaccessible, personnel may make services that are normally provided at those sites available to disabled persons through other methods that are equally effective (for example, meetings in accessible locations, home visits, and/or communication through writing, telephone calls, and audio tape).
3. For program activities held at other publicly owned facilities, University of Illinois Extension personnel will select accessible facilities wherever possible. If accessible facilities cannot be selected because they are unavailable or unfeasible due to the nature of the activity, University of Illinois Extension personnel will use other methods to deliver program benefits to disabled persons. For example, the activity can be redesigned for one session, aides can be provided, home visits made, and/or telephone or written communication used.
4. For program activities held at privately owned facilities such as homes and farm buildings, University of Illinois Extension personnel will use accessible facilities whenever disabled persons requiring such accessibility are participating, have expressed an interest in participating, or are likely to participate. If accessible facilities cannot be selected, because they are unavailable or unfeasible due to the nature of the activity, other methods will be used to deliver program benefits to disabled persons, as described above.
5. When some activities such as field trips cannot be held at sites accessible to those with disabilities, alternatives such as audio or videotaping of the activity should be explored.
6. Upon request and when feasible, University of Illinois Extension personnel will make program materials accessible to disabled persons with sensory or mental impairments, if such an individual has indicated a desire to participate. For example, materials could be made available through appropriate means such as Braille, audiotape, readers, large-print formats, simplified versions, written scripts, or sign language interpreters.
7. When feasible, University of Illinois Extension personnel will make camping activities accessible to disabled persons. It is not required to make every existing camp, all existing camp facilities, or all camp sessions or activities accessible, but if more than one camp or session is being offered, disabled persons cannot be limited to only one camp or session. Special needs of individual 4-H members are to be met when feasible at 4-H camp sessions. Special needs are to be identified at the time camp applications are completed; these may include health problems, physical limitations, diet restrictions, and medical requirements. When feasible, needs are to be accommodated at no additional cost to the participant.
8. Outreach activities to disabled youth and/or leaders will be conducted as part of the regular program activities of University of Illinois Extension personnel. Targets of outreach should include state, rehabilitation, education, and advocacy agencies for disabled people. Interagency efforts should be cultivated, and specific outreach efforts and contact sources should be identified.
9. All county publications, meeting flyers, newsletters, and promotional materials should advertise, when appropriate, that the county office and meeting sites are accessible to individuals with disabilities, or they should invite disabled persons to call the office for more information on accommodation.
10. The Illinois 4-H Incentives and Awards Program provides ways for persons with disabilities to participate in 4-H awards competitions. (Refer to Subsection - Premiums and Recognition and Awards of the 4-H Unit Management Handbook; Section Illinois 4-H Policies).
11. All 4-H personnel must document the participation of youth and volunteers with disabilities in their program activities. Three questions should be addressed in this documentation: (1) How did you encourage participation of the disabled in your program? (2) What accommodations did you make to ensure that disabled individuals received the full benefit of your education program? (3) How many disabled persons participated?

What are the procedures to follow when an affirmative action complaint is received about a program?

Regardless of any additional procedures, staff are required to advise any potential complainant of his or her right to file such complaints, and staff must assist in filing the complaint. This includes advising a potential complainant of his or her right to file a complaint directly with the Secretary of Agriculture by writing to the United States Department of Agriculture, Washington, DC 20250. This information is also contained on the USDA poster "And Justice for All," which is to be displayed in the office and at 4-H camps.