Appendix A
“All Reasonable Efforts”
MCE Counties and Educators should document efforts to notify, reach, and include as participants, minority individuals in Extension conducted or sponsored programs. when:
Definition:
“All Reasonable Efforts” are defined as the minimum efforts required of County/City Extension Faculty to integrate all Extension educational programs conducted in interracial areas.
When Required:
1) “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 as defined in sections II and III of this document. i.e. not in parity. 2) Document ARE when new clubs are formed, “all reasonable efforts” must be conducted and documented prior to formal organization of the club. 3) “All reasonable efforts” are conducted to integrate all Extension sponsored meetings and committees; and 4) ARE is done to document efforts to involve minority groups in MCE program initiative/s.
Responsibility:
Educators should maintain documentation in their program files.
All Reasonable Efforts Documentation:
Because every initiative and club are 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. The chart may be used by the Educators to document “All Reasonable Efforts.” Educators should also maintain samples of program materials such as new releases, agendas etc. These items are subject to review as well as any other documentation to confirm that “All Reasonable Efforts” were made to reach potential clientele.
MCE “ALL REASONABLE EFFORTS” GUIDE |
INITIATIVE/PROGRAM:
|
DATE OF PROGRAM: |
COUNT/CITY (LOCATION OF EVENT:
|
Public Notification/ Marketing Effort/s: |
U |
Contacts/ Networking Effort/s: |
U |
Participation Effort/s: |
U |
Planning documents |
Visits |
Agendas |
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Flyers |
Phone contacts*** |
Sign in sheets |
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Advertisements/announcements/flyers in a public place |
Notes on referrals |
Volunteer and committee rosters by race and gender |
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Mailing lists |
Partnering with the community/groups |
Member lists by race and gender |
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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. |
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Sample letters and cards you sent |
Reporting into MCERS |
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Printouts of web-based promotion you did |
Translation/ Interpretation Services |
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Newspaper articles |
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See Appendix B |
***For new program initiatives, clubs, or for programs not achieving parity you may choose to keep records of phone calls to pertinent contacts: key clients, program planning committee members, volunteers, agency partners and others.