Appendix A

Definition:
When Required:
Responsibility:
Other Records

ALL REASONABLE EFFORTS
Definition:

“All Reasonable Efforts” are the minimum efforts required of County/City Extension Faculty to integrate all Extension educational programs conducted in interracial areas.

When Required:

“All Reasonable Efforts” (ARE) need to be documented when Extension program initiative/s, including individual clubs, located in an interracial community do not reflect the racial composition of the community. Documents ARE for new programs and when new clubs are formed.

Responsibility:

Educators should maintain documentation in their program files.

All Reasonable Efforts Documentation:

Because every initiative and club is different, there is no single way to document “All Reasonable Efforts.” However, the chart below shows some common documentation that an Educator should keep in order to record efforts made to ensure minority participation in initiatives and clubs. Educators should also maintain samples of program materials such as news releases, agendas and other documentation to confirm that “All Reasonable Efforts” were made to reach potential clientele.

Other Records

For new program initiatives, clubs, or for programs not achieving parity you may choose to selectively retain records of phone calls to pertinent minority contacts: key clients, stakeholders, program planning committee members, volunteers, or agency partners.

Record program information at top and attach any pertinent documents to this before filing.

MCE “ALL REASONABLE EFFORTS” GUIDE

Outcome Area/PROGRAM:

DATE OF PROGRAM:

COUNT/CITY LOCATION OF EVENT:

Public Notification/ Marketing Effort/s:	Contacts/ Networking Effort/s:	Participation Effort/s:
Planning documents	Visits	Agendas
Flyers	Phone contacts***	Sign in sheets
Advertisements/announcements/flyers in a public place	Notes on referrals	Volunteer /committee race and gender data
Mailing lists	Partnering with the community/groups	Member lists by race and gender
Presentations you did in connection with marketing	Printouts of e-mails you sent to prospective partners, volunteers, and others	Participant count by race, gender and ethnicity.
Sample letters and cards you sent		Reporting into MCERS
Printouts of web-based promotion you did		Translation/ Interpretation Services
Newspaper articles