10/12/05
Office of Human Resources, AGNR
Update of Central File and Internal Compliance Review Materials
Keep the following information and file in the following titled folders (see attached index):
| 1. | MCE Affirmative Action Plan should be kept in current Affirmative Action Plan Central File folder--2002 plan was accepted in 2003 by USDA. |
2. “Cooperative State Research, Education, and Extension Service Compliance Review Guide for Extension Programs” ((3/18/96). The USDA’s Guide to how to prepare for and conduct a compliance review.- Put in a folder titled “USDA Compliance Review Guide” adjacent to the Central Civil Rights File.
3. County maps showing 4-H club locations should be updated for the 2000 Census and posted. No other maps are needed: use MCERS reports with county demographic percentages.
4. Keep all green Central Civil Rights folders furnished during 2003-2004 as part of Central File Cleanup seminars.. Follow instructions sent with them as to filling the five that require county office documents. Ensure that job descriptions and Plans of Work are filed adjacent to the Central File.
Keep four full years of records. Throw away anything older than 2000. Note that compliance reviews are done for the prior year. Keep 2000 records and all subsequent ones through 2004 (this year).
Keep ALL Federal Review Records generated by actual federal review audits (done by CDREES, USDA), including the recommendation from the MCE Federal review done in 1998.
Archive anything prior to Internal Compliance Review Year 1998 that you feel uncomfortable throwing away. This means putting old files in labeled boxes.
Old county demographic data and reports should be archived for four years.
Anything you feel uncomfortable throwing away may be archived.
Throw away county population data maps based on the 1990 Census. Ensure that you have a 4-H club locations map based on the 2000 Census. Precinct data is no longer being used as of the 2001 review cycle. Use county population demographics.
Note: The "Interim Compliance Review Worksheet" (checklist) that the REDs complete should be kept in a separate folder from Internal Compliance Review Reports. Letters related to these interim reviews by RED's should also be filed with the interim review checklist in the CED’s office.
Refer to the Central Civil Rights file on the web for latest updates:
http://docushare.arec.umd.edu:8080/docushare/dsweb/View/Collection-1559
All forms for Internal Compliance Reviews are also in this main collection (1559) at
http://docushare.arec.umd.edu:8080/docushare/dsweb/View/Collection-1938