An extension agent's personal civil rights file should contain materials which document implementation of the: (1) Public Notification Plan (PNP), and (2) All Reasonable Efforts (ARE), for reaching either racial minority or other underrepresented clientele.

Suggested documents and/or materials to include in a personal civil rights file are:

  1. Newspaper press releases; it is preferred that a copy of the actual newspaper be stapled to the agent's press releases.
  2. Copies of letters sent to minority community leaders, or grass roots organizations inviting their members to participate in extension educational programs, activities; or invitations to serve on extension advisory boards/committees.
  3. Copies of nondiscrimination post cards signed by: (1) officials of local private organizations or groups receiving extension program assistance; and, (2) leaders of 4-H clubs or leaders of Homemaker groups.
  4. Copies of the "All Reasonable Efforts" (ARE) documentation forms.
  5. Copies of newsletters, radio and/or TV messages, and/or other media contacts.
  6. Mailing lists which denote race, gender, and physical disability of recipients.
  7. Evidence of adaptation of program curriculum materials which are intended to reach racial minority and/or underrepresented audiences.

There is a suggested time frame for maintaining documentation on civil rights outreach efforts. This time frame is three (3) years--the current program year plus the past two program years. Further, only a representative sample of these materials should be maintained. However, this information should provide a good representation of outreach activities and efforts to project equal opportunity.

Penn State Extension on-site civil rights assessment reviews would not look at documentation beyond the three year time frame. Also, it is unlikely that a NIFA civil rights audit would involve reviewing documentation materials older than three years unless there is action taken that might pertain to a civil rights complaint.