# Presentation: 774131

## National Civil Rights Committee 

**NCRC Summer Meeting**
**Wichita, Kansas**
**August, 2005**
**Presented By**
**Sharyn C. Alvarez**
**National Federal Women’s Program Manager and NCRC Member**

**Civil Rights Advisory Committee Training**

**Notes:**
The primary reason for the development of this presentation is to attempt to fill an apparent void  in the understanding of what a special emphasis program manager is. Not only by management but also to all agency personnel.

## Some topics we will discuss:

**What is Civil Rights?**
**Civil Rights Training**
**Civil Rights Structure**
**Benefits**
**Your Turn**

**Notes:**
Some topics we will discuss are:

No notes

## What is Civil Rights?

- A compilation of rules, regulations, and laws that govern Agency actions related to program delivery and employment concerns.
- Included are Title VI and Title VII of the 1964 Civil Rights Act, NRCS General Manual Title 230, Parts 401-405, USDA Departmental Regulation (DR) 4330-3, Departmental Memorandum (DM) 4300-1, and others.

## Title VI and Title VII

- Title VI of the Civil Rights Act of 1964 is a federal law that prohibits discrimination on the basis of race, color or national origin in programs and activities that receive federal financial assistance.  (PROGRAMS)
- Title VI of the Civil Rights Act of 1964 is a federal law that prohibits discrimination on the basis of race, color or national origin in employment. (EMPLOYMENT)

## What is Discrimination?

- Unequal or unfair treatment

## Non Discrimination Statement

- The U.S. Department of Agriculture (USDA) prohibits discrimination in all its programs and activities on the basis of race, color, national origin, age, disability, and where applicable, sex, marital status, familiar status, parental status, religion, sexual orientation, genetic information, political beliefs, reprisal or because all or part of an individual’s income is derived from any public assistance program.  (Not all prohibited bases apply to all programs.)  Persons with disabilities who require alternative means for communication of program information (Braille, large print, audiotape, etc.) should contact USDA’s TARGET Center at (202) 720-2600 (Voice and TDD).  To file a complaint of discrimination, write to USDA, Director, Office of Civil Rights, 1400 Independence Avenue, S.W., Washington, DC 20250-9410, or call (800) 795-3272 (voice) or (202) 720-6382 (TDD).  USDA is an equal opportunity provider and employer.

## Protected Bases Enforced by USDA

**Race, color, national origin****	****     ****	****    Sex**
**Disability****	****	****	****	****	****    Age**
**Political beliefs/affiliation****	****	**
**Sexual orientation****	****	****	****	**
**Religion/religious creed**
**Marital status**
**Familiar/parental status****	**
**Genetic info**
**Retaliation****	****    Limited English Proficiency****	****	****	**

## Who are the responsible officials

- The Chief of the NRCS has overall responsibility and serves as the Equal Opportunity Officer
- Associate Chief, Regional Assistant Chiefs, State Conservationists, National Directors of Centers, Divisions, Caribbean and Pacific Basin Areas, serve as Deputy Equal Opportunity Officers (DEOO)
- All  Managers and Supervisors

**	**

## Civil Rights Training

- Mandatory For All Employees
- Stopping Sexual Harassment Before it Starts
- Diversity in the Workplace
- (September 2005 deadline, on the AgLearn System)

## Training . . .What employees should know

- Employee Rights
- Complaint Process
- Workforce Diversity
- Sexual Harassment
- Program Delivery
- Outreach To Others

- Provided during employee and partner meetings.
- Included on agendas for general staff meetings.
- Planned and documented in IDPs.

## Civil Rights Structure at USDA

- Office of the Assistant Secretary for Civil Rights
- OCR – USDA
- NRCS – CRD
- NRCS-NRCR
- State CRAC

## Office of the Assistant Secretary for Civil Rights

- On March 7, 2003 USDA established the position of Assistant Secretary for Civil Rights. The Assistant Secretary for Civil Rights is responsible for leadership and oversight of USDA civil rights, equal employment opportunity, outreach, alternative dispute resolution, diversity councils and the USDA/1890 Initiative.The office ensures compliance with applicable laws, regulations, and policies for USDA customers and employees regardless of race, color, national origin, gender, religion, age, disability, sexual orientation, marital or family status, political beliefs, parental status, protected genetic information, or because all or part of an individual’s income is  derived from any public assistance program. (Not all bases apply to all programs.)
- Vernon Parker is Assistant Secretary for Civil Rights

## Offices

- Conflict Prevention and Resolution Center
- Office of Civil Rights
- Office of Outreach
- Secretary’s Diversity Advisory Council
- USDA/1890’s Program

**Notes:**
Welcome to the website of the USDA Conflict Prevention and Resolution Center. The Center, or CPRC, was created to help USDA better handle conflict -- workplace conflict, conflict with farmers or ranchers, even conflict with other agencies. To reach this goal, USDA will be focusing on two areas: (1) developing employee skills for managing conflict effectively, and (2) using alternative dispute resolution (ADR) methods to resolve disputes. Federal agencies are increasingly using ADR techniques like mediation to resolve disputes more quickly and less expensively, and to achieve solutions that are acceptable to all affected parties. 

1890’s
The objectives of the USDA/1890 Programs are to attract minority students into careers in agriculture and related fields, including Food Sciences and Agricultural Sciences; share expertise and resources in areas such as agricultural research, extension and teaching programs, technology development, limited-resource farmers and minority farmer programs, and rural development programs; and to increase the involvement of the 1890 Land-Grant Institutions and Tuskegee University in the delivery of USDA programs. 

Office of OutreachOffice of Outreach provides national leadership and coordination for programs and services across USDA to ensure equal and timely access to USDA programs for all constituents, with emphasis on the underserved. 

The Secretary's Diversity Advisory Council (DAC), established in November 2000, is committed to expanding the vision of the Department of Agriculture as the People's Department. This USDA leadership body envisions a diverse, high performing workforce and a discrimination-free workplace for USDA. To achieve these priorities, the DAC is firmly committed to increasing diversity in the workforce and encouraging the delivery of programs and services in a fair and equitable manner. The DAC provides advice to the Secretary and management of USDA through seven USDA Employee Advisory Councils.
Just be reorged and the only council left is GLEAC, gay lesbian employes advisory council

## USDA - OCR

- Sadhna True, Director
**DIRECTOR** Administers and facilitates USDA’s civil rights programs in: (1) employment, and (2) USDA federally-assisted and conducted programs.
**DEPUTY DIRECTOR** Administers and facilitates USDA’s civil rights programs in: (1) employment, and (2) USDA federally-assisted and conducted programs.
**Employment- Customer Service Unit** Handle all incoming telephone calls and inquiries relating to USDA Employment discrimination complaints

## Office of Civil Rights - USDA

**Programs- Customer Service Unit**Handle all incoming telephone calls and inquiries relating to USDA Programs discrimination complaints
**Policy, Resource Management Division**Establishes USDA civil rights policy and regulations. Provides support to civil rights in: budget oversight, human resources, facilities, and space management
**Tracking Applications and Analysis Division **Manages civil rights information technology, and automated applications
**Program Complaints Division **Processes and conducts investigations of all USDA program complaints

## Office of Civil Rights – USDA, con’t.

**Program Adjudication Division **Adjudicates USDA program discrimination complaints.
**Employment Complaints Division **Processes all USDA formal EEO complaints. Provides EEO counseling to the Office of the Secretary and Departmental Administration employees and applicants.
**Employment Adjudication Division **Adjudicates USDA formal EEO complaints.
**Employment/ Program Compliance and Technical Assistance Division** Implements USDA affirmative programs including: special emphasis, employment compliance, and affirmative employment (AEP). Processes required actions to ensure USDA compliance with civil rights for federally-assisted and federally conducted programs and activities.

## NRCS Civil Rights Division

- Director
- Policy, Compliance, Investigations, Complaints, NSEPMS
- _Responsibilities_
- Compliance reviews
- Investigations
- Policy development
- Complaints processing
- Workforce Analysis

**Notes:**
Andrew Johnson will serve as Acting Director, Conservation Planning and Technical Assistance Division, effective August 22, 2005. 

Bruce Julian will serve as Acting Director, Civil Rights Division, effective August 22, 2005.

Provides overall leadership, coordination, and direction for the Agency's programs of civil rights, including program delivery compliance and equal employment opportunity. 
Monitors and evaluates policies, procedures, and programs related to civil rights, equal employment opportunity, and special emphasis. 
Ensures that civil rights policy for the Agency is developed, implemented, and reviewed centrally. 
Monitors internal Agency training and provides leadership to ensure that appropriate training is delivered to Agency personnel in the area of civil rights. 
Maintains liaison with the Department, other Federal departments, agencies, divisions, and commissions both external and internal to NRCS - to exchange information and assure coordinated actions on civil rights matters. 
Performs staff work for the Chief of NRCS and the Assistant Secretary for Civil Rights on equal employment opportunity and civil rights matters, including coordination of the Agency's special emphasis activities, affirmative employment program, equal employment opportunity evaluations, and development of EE/civil rights policies and procedures. 
Coordinates support for the Agency's Civil Rights Advisory Committee. 

## Civil Rights Division - NRCS

- VISION
- Equity for People and Programs.
- MISSION
- Ensure compliance with Agency policies for conservation and equal opportunity programs, and accountability for the delivery of quality and timely services to our customers.

## National Civil Rights Committee

**The National Civil Rights Committee is responsible to the Equal Opportunity Officer for the Natural Resources Conservation Service (NRCS).  The Chief of the NRCS is the Equal Opportunity Officer. The Committee serves the following functions:**
**Serves as an advisory body to the NRCS Chief to promote and assist in meaningful and effective affirmative action consistent with the goals and objectives set forth by management. **
**Provides feedback on the performance in equal employment opportunity and civil rights compliance, identifies areas of weakness, and makes recommendations for improvement. **
**Identifies emerging areas needing special attention by the Chief and NRCS top management. **
**Makes recommendations to the Chief regarding policies, practices, and procedures as they affect equal opportunity NRCS-wide. **

**Notes:**
The National Civil Rights Committee is responsible to the Equal Opportunity Officer for the Natural Resources Conservation Service (NRCS).  The Chief of the NRCS is the Equal Opportunity Officer. The Committee serves the following functions:
Serves as an advisory body to the NRCS Chief to promote and assist in meaningful and effective affirmative action consistent with the goals and objectives set forth by management. 
Provides feedback on the performance in equal employment opportunity and civil rights compliance, identifies areas of weakness, and makes recommendations for improvement. 
Identifies emerging areas needing special attention by the Chief and NRCS top management. 
Makes recommendations to the Chief regarding policies, practices, and procedures as they affect equal opportunity NRCS-wide. 

## Service

- Chair – serves at the pleasure of the Chief
- Vacancies on the committee are announced
- Members review and make selection, Chief approves and announces them.
- Members- three year terms, staggered

## State Civil Rights Advisory Committees

- Purpose and Scope
- Composition of Committee
- Role and Responsibility
- Documenting and Evaluation of Collateral Duty
- Guidelines

**Notes:**
404.5 CRAC Guidelines
A. The CRAC members must receive training within six (6) months of their initial selection in order to become familiar with the various aspects of equal employment opportunity, personnel policies and procedures, and civil rights compliance in program delivery. For a list of training courses that will enhance the effectiveness and performance of the committee members’ duties and responsibilities, refer to GM 230, Part 403, Subpart A (General).
B. CRAC members must have complete access to all regulations governing equal employment opportunity and program delivery policies and practices, including Government-wide regulations and internal Agency rules and procedures, and the Agency’s Statistical Data Report. Members should jointly establish the CRAC bylaws, operating procedures, and strategic guidelines deemed appropriate.
C. The CRAC is required to develop business plans which include long term goals, objectives, and actions.

## Purpose and scope

- Each DEEO will establish a CRAC
- The CRAC is designed to provide management officials and employees with a vehicle that enhances and fulfills their equal employment and program delivery responsibilities.

## Composition of the committee

- CRAC’s will be representative of the unit’s workforce.  Members are selected at the discretion of the DEEO.
- SEPMs, HR, Outreach Coordinators *will *serve as members.
- Leadership team may serve as members
- CRAC chair may be selected by the DEEO
- CRAC appointments are made for a minimum of three years and may be extended at the discretion of the DEEO.  No more than 1/2 of the membership should be replaced each year.

## The Role of CRAC

- Identify
- Monitor
- Focus
- Provide
- Act
- Encourage
- Contribute
- Promote
- participate

- Trends, problems, issues or concerns,
- Recruitment practices
- Management practices
- Training resource
- Exchange of ideas
- Compliance reviews
- AEP
- Recruitment, hiring, promotion and retention

## Responsibilities of CRAC

- Advisor to the DEEO
- Communicate employees views
- Identify weaknesses
- Maintain minutes
- Meet as often as necessary, at least quarterly

- Does not receive, investigate or adjudicate individual or class complaints of discrimination.

## Document and Evaluate Collateral Assignments

- MOU (employee, immediate supervisor and DEEO)
- Note to your PD
- Stand alone “critical” element in performance appraisal
- Contributions noted in performance appraisal

## Guidelines

- Must receive training within 6 months of initial selection
- Must have complete access to all regulations governing equal employment opportunity and program delivery policies and practices, including agency statistical data reports.
- Required to develop business plans that include long term goal, objectives and actions.

## Civil Rights Glossary

- AEP – Affirmative Employment Plan
- MD-715 – Management Directive – 715
- FEORP-Federal Equal Opportunity Recruitment Plan
- 462-quarterly report on complaints activity
- Protected Bases-groups protected by law and department
- Accessibility-being able to enter and move around a public building
- Reasonable Accommodation-make sure employees have the tools, equipment to do their job in spite of a disability.

**Notes:**
I am pleased to present the U.S. Office of Personnel Management's (OPM) Fiscal Year 2001 Annual Report to Congress on the Federal Equal Opportunity Recruitment Program (FEORP).  This report was prepared in compliance with the law (5 U.S.C. 7201 and 5 CFR Part 720, Subpart B).
 The FY 2001 FEORP report shows that minority employment in the Federal workforce increased during the last year (up by 9,490, which is significant in the context of overall workforce growth of only 12,310).  The Federal Government continued to be a leader in providing employment opportunities to minorities.  Indeed, statistics in this report indicate that all minority groups are better represented in the Federal workforce than in the civilian labor force (CLF), with one noteworthy exception.  Hispanic employment remains an area in which the Federal Government is not keeping pace with the CLF.  The FY 2001 FEORP report also shows that women are underrepresented in the Federal Government relative to the CLF.

## Benefits of Being a CRAC Member--to the agency

- Facilitate change
- Improve moral
- Provide education
- Help Agency stay in Compliance
- Information exchange

**Notes:**
Primary legal responsibility for the program rests with the top agency management; and

Develop good working relationships with employees, management, organizations in the community, and others;
Distribute information to employees;
Assist with culture awareness and education;
Receive training to enhance skills and keep informed on equal opportunity/civil rights issues;

Mentor and serve as a resource for employees;
Provide a network of professional support for underrepresented groups in NRCS.

The CRAC’s primary duty is to work with management to;
Identify barriers to the recruitment, advancement, and program delivery to special emphasis groups; and 
Devise solutions and draft plans to implement solutions.

Advise Management;
Analyze barriers facing protected groups and make recommendations to management, to ensure the group is represented is fairly and equitably, in respect to others in the agency;

Assist  in the preparation and development of the Affirmative Employment Plan (AEP) and in some cases, the Federal Equal Opportunity Recruitment Program (FEORP);
Identify and make recommendations on career enhancement opportunities for women, minorities, and person with disabilities;
Assist Human Resources with recruitment activities;

## Benefits of Being a CRAC Member--to you

- Personal development
- Career enhancement
- Career enrichment
- Skills development
- KSA material

## Professional Demeanor

**Serving as a Civil Rights Advisory Committee member is a serious and important position and should be treated as such.**** **
**Civil Rights Advisory Committee Members should represent themselves in a professional manner at all times.**

## Education

**CRAC Members should be part of : Civil Rights Compliance Reviews, All-Employee meetings, EEO/CR training, and any other formal agency training to which agendas cover employee needs.**

## Your National Program Managers

**Sharyn Alvarez****	****	****	****Federal Women’s Program**
**Cliff Denshire****	****	****	****Disability/Veterans Emphasis Program**** **** **
**Gilbert Guerrero**** ****	****	****	****Hispanic Emphasis Program**
***Thaddeus Hamilton**** ****	****	****Black Emphasis Program**
***Gerald Rouse****	****	****	****American Indian/Alaska Native **
**	**** ****	****	****	****	****	****	****Emphasis Program **
**Virginia C. Lewis****	****	****	****Asian American/Pacific Islander**
**	****	****	****	****	****	****	****Emphasis Program**
****  Serving as Collateral Duty***