Related Terms and Procedures
In programming, it should be a part of our day-to-day planning and delivery. It is the actions we take to ensure our programs are "serving all Kentuckians." Affirmative actions or steps could include:
- Evaluation of past participation in Extension programs and development of goals for reaching a more diverse audience.
- Making sure advisory councils and planning committees are representative of the population of the county.
- Holding meetings at various times and locations.
- Utilizing assistance and advice of members of underrepresented groups.
All Reasonable Efforts
“All reasonable efforts” consist of a series of approaches that are required of Extension staff to solicit participation of the underrepresented group, the group that is not participating. These are used in addition to affirmative action procedures, and are required when programs do not meet balanced participation requirements. Some situations that call for "all reasonable efforts" include the following: (a) an Extension sponsored or assisted group that does not reflect the racial composition of the target community; (b) advisory or decision - making groups that do not reflect the composition of the potential audience; and/or (c) program participation in which certain groups are consistently underrepresented.
"All reasonable efforts" or extra efforts, must be made and documented until balanced participation is met and maintained.
Examples of “all reasonable efforts” may include:
- Use media outlets that target the underrepresented group to announce programs and events.
- Develop announcements, flyers, and posters to be placed in locations frequented by the underrepresented group.
- Write personal letters to and contact members of the underrepresented group to encourage their participation.
- Make personal contact with leaders from the underrepresented group to seek their assistance in reaching this audience.
- Seek assistance from other community groups to encourage participation.
- These extra efforts are documented by keeping notes in an “all reasonable efforts” file.
- The notes describing what has been done may be separate documents or they may be summarized on the “All Reasonable Efforts" Form.
Parity of participation is reached when the percent distribution of participation by race and gender is proportionate to, or within reasonable limits of, their respective percent distribution in the potential recipient audience/population. This percent is a guide for us to evaluate our success in reaching a diverse audience and should be considered as a minimum goal.
All staff will follow public notification procedures to ensure that the public is aware of Extension's nondiscriminatory position.
- Display the nondiscriminatory poster And Justice for All.
- All stationary, newsletters, and news articles must contain the nondiscriminatory statement: Educational programs of the Kentucky Cooperative Extension Service serve all people regardless of race, color, age, sex, religion, disability, or national origin.
- Promotional materials, photos, and other graphics will portray the diversity of Extension clientele.
- Extension cannot conduct programs with any organization or group that excludes any person because of race, color, national origin, sex, age, religion, or disability.
- All Extension - sponsored groups must sign a statement of nondiscrimination on an annual basis.
Any employee who believes they have been discriminated against may seek resolution through a variety of paths. Discrimination may be reported to the District Director or supervisor. To initiate a complaint at the college level, contact Tim West in the Business Office at 859-257-3879. At the University level, Terry Allen and Patty Bender in the UK Office of Institutional Equity and Equal Opportunity (859-257-8927) may be contacted. Additionally, employee or clientele complaints involving any research or extension sponsored program or activity may be directed to the USDA, Directror Office of Civil Rights, Room 326-W Whitten Bldg., 14th & Independence Ave. SW, Washington DC 20250-9410 (202-720-5964).
Agents will make the public aware of the complaint procedure by placing the following statement in their newsletter at least once per year.
The nondiscriminatory notification statement should be used in written communication with guests invited to make presentations at Extension sponsored events or functions. One way to do this would be to incorporate the statement into a letter of confirmation as follows:
Looking forward to having you on our program to (present a workshop, participate in our seminar...etc.)
The programs sponsored by the Kentucky Cooperative Extension Service are planned for all people regardless of race, color, age, sex, religion, disability, or national origin. We anticipate that the audience for the program will represent the diversity of our community (state, area, and city) and we encourage all presenters to be sensitive to the words, phrases, stories, and jokes used to communicate their message in order not to devalue any individual or group. We appreciate your recognition and support of our efforts to be inclusive and to avoid reinforcing negative stereotypes.
Statement of Compliance forms for the appropriate groups: