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KSRE Employee Resources

Compliance Resources

The National Institute of Food and Agriculture (NIFA) conducts regular, systematic civil rights compliance inspections as required by USDA and the Department of Justice civil rights regulations. These reviews are necessary to ensure that Extension is working in compliance with equal opportunity policies in the implementation of Extension programs, that every customer is treated with fairness, equality and respect, and that we are inclusive and have adequate diversity. The comprehensive reviews, conducted by a USDA Civil Rights Specialist, focus on: administration, program development, program delivery, employment practices and the application of civil rights laws.

The resources below are designed to (a) help K-State Research and Extension prepare for these reviews and (b) ensure that we are genuinely working to provide services to our communities without regard for race, color, national origin, sex, gender, gender identity, religion, age, height, weight, disability, political beliefs, sexual orientation, marital status, family status, or veteran status.

 

Public Notification of Civil Rights 

One of the basic tenants of Extension work is that we do not discriminate.  Not only is discrimination against the law, it goes against our K-State Research and Extension core values.

One of our civil rights responsibilities is to communicate that we don’t discriminate. We do this in two ways. The first is by displaying the "And Justice for All" poster:  

And Justice for All 

The "And Justice for All" poster must be displayed in every K-State Research and Extension office location, as well as wherever (and whenever) KSRE programming is delivered. In addition to hard copy posters, electronic copies of "And Justice for All" posters can be used when conducting programs using PowerPoint presentations.

  • Hard copies of "And Justice for All" posters can be obtained by contacting Mary Gatza at (785) 532-5790

The second way we communicate that we do not discriminate is by putting our notice of non-discrimination on all of our publications:

Notices of Non-Discrimination

For letterhead, most brochures, posters and other marketing materials, the following statement must be used:


Kansas State University Agricultural Experiment Station and Cooperative Extension Service

K-State Research and Extension is an equal opportunity provider and employer.


For materials related to events – flyers, event invitations, save the dates, etc. the following statement must be used:

K-State Research and Extension is committed to providing equal opportunity for participation in all programs, services and activities. Accommodations for persons with disabilities may be requested by contacting the event contact (insert name) two weeks prior to the start of the event (insert deadline date) at (insert phone number and email). Requests received after this date will be honored when it is feasible to do so.

Kansas State University Agricultural Experiment Station and Cooperative Extension Service

K-State Research and Extension is an equal opportunity provider and employer.


For publications, fact sheets and other numbered publications, the following statement must be used:

Publications from Kansas State University are available at www.ksre.ksu.edu

Publications are reviewed or revised annually by appropriate faculty to reflect current research and practice. Date shown is that of publication or last revision. Contents of this publication may be freely reproduced for educational purposes. All other rights reserved. In each case, credit the authors, Publication Title, Kansas State University, Month Year.

Kansas State University Agricultural Experiment Station and Cooperative Extension Service

K-State Research and Extension is an equal opportunity provider and employer. Issued in furtherance of Cooperative Extension Work, Acts of May 8 and June 30, 1914, as amended. Kansas State University, County Extension Councils, Extension Districts, and United States Department of Agriculture Cooperating, J. Ernest Minton, Director.


Updated May, 2020


 View a PDF of these Notices of Non-Discrimination with Spanish Translations  pdf

In addition to communicating that we do not discriminate, Extension staff must also ensure that partner agencies do not engage in discrimination:

All local unit offices must provide partner agencies with written notification of non-discrimination and ask that they return a signed assurance of non-discrimination. Local partners are any clubs, groups and organizations with which local unit offices cooperate with on an on-going basis.  These include but are not limited to 4-H clubs, Master Gardener groups, livestock producer groups, libraries, PRIDE groups, schools, senior centers, and non-profits.

Notification should state that K-State Research and Extension cannot provide assistance to any organization that excludes any person from membership or participation in any activities of the organization, or subject any person to discrimination because of race, color, religion, national origin, sex, age or disability.

There should be on file:

  1. Copies of this written notification from the local unit office to any club, group or organization with which local units offices cooperate on an on-going basis. 
  2. Written responses from all organizations being served on a continuing basis stating whether or not that organization's policies or practices conform with conditions stated in the notification.

Written notification and collection of assurance of non-discrimination should be repeated every four years.  Certification of non-discrimination from partner organizations should be kept in the local unit civil rights files.  

  • Example of a Written Notification of Civil Rights for local partners  pdf icon
  • General Template of Written Notification of Civil Rights for local partners word icon
  • Spanish Template for Written Notification of Civil Rights for local partners word icon

Parity in K-State Research and Extension 

 What is Parity?

Parity is a relevant measure of how well Extension is meeting the federally mandated requirement of serving all Kansans without discrimination.

Programs are considered to be in parity when the percentage of each racial/gender/ethnic category in our client contacts (program participants) is within 80 percent of the percent of that category in the potential clientele group (local population). For example: if the potential audience for an Extension program is 80% white and 20% Native American, and the actual face to face contacts for that program are 90% white and 10% Native American, then the program is not in parity with respect to Native Americans.

In order to determine if our programs are in parity, we must first know who the potential clientele are. This information can come from several sources. The US Census is a good starting place, but we may also need to look at more specific community data sets such as the Census of Agriculture.

As we know our potential clientele, we should also know our actual contacts. Over the past few months many have questioned the need to report quarterly client contacts. Reporting is a key element of civil rights compliance. Reporting client contacts not only helps us to quantify the reach of our Extension programs, but reporting the demographics of those we serve helps us to know if we are achieving parity.

When we have not achieved parity in program participants we must demonstrate (and document) “all reasonable efforts” we have implemented to attempt to achieve parity.


Compliance Reviews 

The National Institute of Food and Agriculture, and its land-grant partners, such as K-State Research and Extension, are committed to being equal opportunity providers of extension programs. These programs must treat every customer and employee with fairness, equality, and respect. This applies to all aspects of the program including identifying needs, setting priorities, allocating resources, selecting and assigning staff, conducting programs, and getting feedback.

The performance of a civil rights audit and review is one of the major and unique requirements of federal civil rights legislation. It provides a systematic process for the assessment of compliance with federal regulations as it pertains to policies, procedures, programs, and practices as well as the development and implementation of modifications to correct any instances where deficiencies are identified.


Americans with Disabilities Act (ADA) Resources 

K-State Research and Extension programs are open to all, and Kansas State University is committed to providing equal opportunity for participation in all programs, services and activities. There may be occasion when you receive a request to provide accommodations to support the full participation of one of your program participants.

The following statement should appear on all event registration materials and program announcements:
"K-State Research and Extension is committed to providing equal opportunity for participation in all programs, services and activities. Accommodations for persons with disabilities may be requested by contacting the event contact (insert name) two weeks prior to the start of the event (insert deadline date) at (insert phone number and email). Requests received after this date will be honored when it is feasible to do so.”

  • Learn more about K-State Research and Extension Statements of non-discrimination in the "Public Notification of Civil Rights" section above. 

K-State Research and Extension Resources:

View the video above online

View the presentation for the video above pdf

Kansas State University Resources:

Creating Accessible PDF Documents:

Since we can all download Microsoft Office if we have a Mac or Windows OS, I suggest looking at the Canvas help pages on Accessible Word documents.   This is also the best way to start an Accessible PDF using Word.  Directions for conversion to PDF are on the Creating Accessible PDFs on that same site.  These same steps also work in other word processing programs, such as LibreOffice on Linux.  You save the text file (using styles such as headings) as "Tagged PDF (add document structure)."

For more specific guidance, I recommend www.webaim.org  for detailed questions.  They have some great guidance on creating documents.  

- Jason Maseberg-Tomlinson, Director, K-State Student Access Center

American's with Disabilities Act Documents:

For assistance responding to requests for accommodations, contact the Department of 4-H Youth Development at 785-532-5800.


K-State Research and Extension Resources