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Economic & Employment Services CSFP Manual Chapter 11

Chapter 11: Civil Rights
 
 
I.  Civil Right Requirements

Each Local Agency (LA) shall collect racial/ethnic data from each participant. The data shall be based on actual or visual report during the certification procedure. The LA shall inform each participant this information is collected for reporting and statistical purposes only, which is then tabulated to produce the FNS-191 report by DCF.

All publications and posters that the LA distributes shall include the non-discrimination clause (See USDA Civil Rights website):

"In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.
 
Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.) should contact the Agency (State or local) where they applied for benefits.  Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339.  Additionally, program information may be made available in languages other than English.
 
To file a program complaint of discrimination, complete the USDA Program Discrimination Complain Form, (AD-3027) found online at:  http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form.  To request a copy of the complaint form, call (866) 632-9992.  Submit your completed form or letter to USDA by:
 
(1) mail:  U.S. Department of Agriculture
                Office of the Assistant Secretary for Civil Rights
                1400 Independence Avenue, SW
                Washington, D.C. 20250-9410;
 
(2)  fax:  (202) 690-7442; or
 
(3)  email:  program.intake@usda.gov.
 
This institution is an equal opportunity provider."

If the material is too small to permit the full statement to be included, the material will, at a minimum, include USDA’s short non-discrimination statement as: “This institution is an equal opportunity provider.”  If the short statement is used, the print size should be no smaller than the text of the document.

Each LA shall be evaluated bi-annually for compliance with the requirement of Title VI of the Civil Rights Act of 1964. Each LA is expected to evaluate its distribution sites for Title VI compliance. This evaluation can be included as part of the annual monitoring visit. The LA will monitor food distribution sites to insure that they are serving all persons equally.

If a LA is found to be out of compliance, this information will be included as part of their ME.  DCF will give the LA 30 day’s to become compliant. DCF will conduct follow-ups as needed and provide technical assistance to ensure that compliance occurs. DCF shall notify the USDA Regional Office when noncompliance continues beyond the 60-day period.

Agencies applying for funding will be evaluated for compliance with Title VI of the Civil Rights Act, prior to being awarded a contract. These evaluations will be based on the information obtained on the grant application for program funds.

The USDA poster "And Justice for All," or a USDA approved substitute will be displayed in a prominent location in all participating agencies and food distribution sites (See USDA Civil Rights site for information).

Administrative training for all new staff includes training in civil rights procedures such as determining ethnic code, non-discrimination at distribution sites, and civil rights complaints.  See the Civil Rights Training presentation for additional information.

DCF will make available for inspection during evaluations and audits of CSFP, all correspondence concerning public notice of nondiscrimination.