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Improving All Reasonable Effort and Engagement with New Audiences

David White, Analyst, Office of Civil Rights

Kit Alviz, Analyst, Program Planning & Evaluation

Guest Speakers

Sept. 4, 2025 - 10AM-12PM

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Non-Discrimination Statement �

In accordance with all applicable state and federal laws and University policy, the University of California, Agriculture and Natural Resources, does not discriminate on the basis of race, color, national origin, religion, sex, gender identity, pregnancy (including pregnancy, childbirth, and medical conditions related to pregnancy or childbirth), physical or mental disability, age, medical condition (cancer related or genetic characteristics), ancestry, marital status, citizenship, sexual orientation, or service in the uniformed services (includes membership, application for membership, performance of service, application for service, or obligation for service in the uniformed services), status as a Vietnam-era veteran or special disabled veteran. As required by Title IX, the University of California, Agriculture and Natural Resources, does not discriminate on the basis of sex in its educational programs, admissions, employment, or other activities.

UC Cooperative Extension program or activity conducted or funded by the U.S. Department of Agriculture (USDA) must comply with all applicable USDA guidance and requirements.

Persons with disabilities who require alternative means of communication for program information (e.g., Braille, large print, audiotape, American Sign Language, etc.) should contact the UC ANR Office of Civil Rights, contacts: EEO Representative David White at 530-786-0206 or email: dewhite@ucanr.edu, or Interim Civil Rights Compliance Officer Tina Jordan at 530-750-1280 or email tljordan@ucanr.edu. Individuals may also contact USDA through the Telecommunications Relay Service at 711 (voice and TTY). Upon request,program information may be made available in languages other than English.

To file a program discrimination complaint, complete the USDA Program Discrimination Complaint Form, AD-3027, found online at How to File a Program Discrimination Complaint and at any USDA office or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by: (1) mail: U.S. Department of Agriculture, Office of the Assistant Secretary for Civil Rights, 1400 Independence Avenue, SW, Mail Stop 9410, Washington, D.C. 20250-9410; (2) fax: (202) 690-7442; or (3) email: program.intake@usda.gov.

Alternatively, a program discrimination compliant may be filed with the UC Harassment & Discrimination Assistance and Prevention Program (HDAPP) by email at hdapp@ucdavis.edu or via phone at 530-304-3864. Individuals can also contact the UC ANR Title IX Coordinator Wendi Delmendo at wjdelmendo@ucdavis.edu or via phone at (530) 752-9466.

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Desired Outcomes

Participants will have…

Understanding of programmatic strategies to conduct All Reasonable Effort
Understanding of how to demonstrate compliance via All Reasonable Effort documentation.
Understanding of programmatic strategies UCCE employs to increase opportunities for program participation.
Understanding of how to tally and report audience attendance and demographics into an online reporting system.
Understanding of policy changes related to contact reporting (e.g., collecting race/ethnicity/gender using self-identification forms only, gender category changes)

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Agenda

10:00 - Welcome and overview*

10:10 - Your civil rights compliance responsibilities: 1) all reasonable effort/ARE, 2) project/program delivery, and 3) reporting

10:20 - Collecting and reporting audience race, ethnicity, and gender

11:10 - 5 minute break

11:15 - Engaging Our Communities - Elizabeth Moon

11:35 - Programmatic Example - Jhalendra Rijal

11:55 - Wrap up and feedback

12:00 - Adjourn

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Welcome – Why is this important?

Civil rights compliance is an integral part of our positions with the University of California and is meant to ensure benefits of programs are made available to all eligible participants.

When done well:

Support UC ANR priority challenge area of address systemic inequities as well as increasing the impact of all of our programs
Address barriers to participation, while improving our programs, systems, and environments to increase relevance and sense of belonging for all

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Essential Terms

David White, Office of Civil Rights

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Essential Terms

Compliance: A program is in compliance � when parity of participation is � achieved or when outreach efforts demonstrate that an all reasonable effort (ARE) has been exerted to equitably offer the opportunity to participate to all potential clientele (i.e. when the All Reasonable Effort standard has been met, see next slide).

C o m p l i a n c e:

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Essential Terms

Parit: When the percentages of underrepresented r races and ethnicity in the actual clientele contacts or program participants mirror (within at least 20 percent) their percentages in the potential (i.e. the baseline), then parity of participation (or parity) has been achieved.��
All Reasonable Effort is defined as the� utilization of at least three recommended� outreach methods to increase opportunities� for program participation

P A R I T Y :

All Reasonable Effort:

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Activity: Essential Terms

Use the chat to provide your response:

What are ways to achieve civil rights compliance?

Achieve parity (percentages of underrepresented groups in actual clientele/participants mirror (to within 20%) their percentages in the potential population)
Demonstrate All Reasonable Effort (use of approved methods to increase opportunities for program participation)
Through having a heartfelt, meaningful conversation with the Office of Civil Rights
All of the above

T E S T ! (low stress)

What are ways to achieve civil rights compliance?

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Civil Rights Responsibilities

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Notification Requirements

Recipients will post the nondiscrimination statement in its entirety, containing those protected bases mandated in applicable federal law for federally assisted programs (race, color, national origin, sex, disability, age, reprisal or retaliation for prior civil rights activity.)�
The nondiscrimination statement must be included on all print and non-print materials (including but not limited to, audio, video, website, brochures, newsletters, etc.).

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Notification Requirements (Cont.)

If the number of words in the printed material is so large that there is not room for the full statement, the material will, at a minimum, include the following statement in the same size font: “UC ANR is an equal opportunity provider.”�
Recipients are required to notify individuals with disabilities and LEP individuals of their right to free accommodations including language assistance. Recipients are required to provide free, reasonable accommodations and language assistance upon request.

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“…And Justice for All” Posters

Posters, one green, one orange, must be “prominently displayed in all offices where there is a USDA presence and where it may be read by customers.” Including 4-H summer camps.
One poster includes not only the Nondiscrimination Statement but also an ADA Statement informing those who are in need, how they can request an accommodation or language assistance if they are not English proficient. The orange poster also contains Title IX information.
Posters may be printed from the USDA/NIFA website:�https://www.nifa.usda.gov/equal-opportunity-civil-rights/equal-opportunity-and-civil-rights-resources
Virtual events can display the nondiscrimination statement, which is the same information on the green posters, in a different format.

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Your Responsibilities for ARE

Conduct all reasonable efforts (ARE) to invite to your programs/projects individuals who are representative of the cultures and ethnicities, genders and ages of your county/area�
Utilize at least three of six methods:
ersonal invitations (phone, zoom, face to face, live)
Personal letters/emails�
Promotional material (newsletters, flyers, mass mailings)
Mass media (radio, announcements, social media)
ORg
Other

If not meeting participation goals, you may want to implement different methods or additional methods.

Conduct all reasonable efforts (ARE)

Personal invitations

Personal letters/emails

Promotional materials

Mass media

Organization collaboration*

Other**

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Your Responsibilities for Project/Program Delivery

Promote nondiscrimination and the valuing of differences among clientele
Partner with groups, agencies and organizations to reach under-represented audiences you want to reach
Include people from the communities you want to reach on program planning committees, on survey lists and on research projects
Conduct meetings/trainings in facilities welcoming and accessible
Adapt programs to be culturally responsive and relevant
Collect race, ethnicity, and gender (REG) using self-identification forms or organizational attendance data when there is a significant, educational, two-way, live exchanges with participants

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Your Responsibilities for Civil Rights Compliance Reporting

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Your Responsibilities for Reporting

Extension Activities

Significant, educational, two-way, live exchanges with participants.

Race/Ethnicity and gender (or organization attendance) data collection and reporting is required.�
New: Include advisory committees (with external participants) who inform your program

All Reasonable Effort

Inviting potential and target clientele. Building relationships.

Race/Ethnicity and gender data collection is not required.

New: Include advisory committees (with external participants) who inform your program

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Collecting race, ethnicity, and gender information

It is optional for participants to provide race/ethnicity and gender (REG) information for individual or family-type clientele groups.
It is our job to ASK.
Self-identification by the applicant/participant is the only recognized method. Resources for REG collection: https://ucanr.edu/sites/CEprogramevaluation/Trainings_and_Presentations/
Staff may not “second guess,” or in any other way change or challenge a self-declaration made by the applicant/participant.
Attendees who are part of organization clientele group types attendees do not require REG collection

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Your Responsibilities for Reporting

Enter participant REG data into Project Board, 4hOnline, PEARS, WEBNEERS, or VMS annually. Include the number of with undetermined REG data if system allows. Annual due dates vary by online system.
Academics: Participant REG data already reported by staff/volunteers in 4hOnline, PEARS, PEARS, or VMS should not be entered again into Project Board. Can enter total #, but REG not required again.
Academics: When reporting organizational attendees, report # of individuals (not # of orgs)
Academics: Activities delivered to internal ANR staff or volunteers are reported separately in Project Board, no REG data required.
CDFA-funded CES report their participant reach through quarterly reporting, not online systems.

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Recordkeeping

Keep records of All Reasonable Effort for 3 years
Keep records of Extension activities and participant information for 3 years.
It is important that this information be kept private and secure during the collection process. One strategy is to separate names and other identifying information from demographic data as soon as possible for record keeping.

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Collecting REG Data

White House Office of Management and Budget Revisions March 2024

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Summary of Changes

Background:

On March 29, 2024, the White House Office of Management and Budget published Revisions to OMB's Statistical Policy Directive (SPD) No. 15: Standards for Maintaining, Collecting, and Presenting Federal Data on Race and Ethnicity available at this webpage: https://www.federalregister.gov/documents/2024/03/29/2024-06469/revisions-to-ombs-statistical-policy-directive-no-15-standards-for-maintaining-collecting-and

Some UC ANR employees have expressed the desire to implement the revisions as soon as possible.
More intuitive and inclusive experience for program clientele completing the form.

As always, connect with statewide programs for additional guidance/procedures.

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Summary of Changes

Did not change

Self-identification
Maintain confidentiality
Report “undetermined” numbers
Aggregate responses using “mutually exclusive” approach (aggregate multiple races/ethnicities into “more than once race”)

Changed

Combined race/ethnicity question
Participants must be offered more detailed forms
New templates!
Reporting systems will change in the future, pending further guidance from federal partners and UC.

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Report data using the combined Multi-ethnic/racial approach, which presents data for those reporting one race/ethnicity categories alone, and then combines all other respondents reporting multiple race/ethnicity categories into an aggregated category. The percentages in this approach will sum to 100 percent because the response categories are mutually exclusive.

Quote from https://biddle.com/blog/2024/04/02/big-changes-to-race-ethnicity-self-identification-ahead/ that Tina Jordan pulled out:

“Nothing is happening right now. Your self-identifications don’t need to change yet, nor do your HRMS and ATS platforms and such. Federal agencies have 18 months just to submit implementation plans to OMB, and will have up to five years to actually comply.

OMB is strongly encouraging agencies to move fast where they can, but fully anticipates this being a slower process for agencies that are public-facing and/or dealing with “integrated” data, describing both the OFCCP and EEOC. When it comes to AAPs and EEO-1 reporting, there are a lot of moving parts for both the agencies and the organizations they regulate. The changes will likely come in phases and federal contractors will be given plenty of notice along the way.”

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Collecting race, ethnicity, and gender information

Training videos by CE Advisors about collecting race, ethnicity, and gender (REG) data

Method A: Uses close-ended questions on a Zoom poll https://youtu.be/BsE2QuzTtW4

Method B: Uses open-ended questions on an end-of-session evaluation survey https://youtu.be/duL4ynT9GeA

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Activity

Poll - What are your civil rights compliance responsibilities in each of the scenarios?

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1. I provided a workshop announcement through my county’s newsletter. Select one.

This is an Extension Activity. I should collect and report the demographic data of newsletter recipients.
This is an All Reasonable Effort. I should include this in my ARE reporting as a “promotional material” method.
Do not report this.
Not sure.

2. I appeared on a radio show and was interviewed for 30 minutes about pest management. I also talked about Cooperative Extension and upcoming workshops people might attend. Select one.

This is an Extension activity. I should collect and report the demographic data of the radio show’s audience.
This is an Extension activity. I should not try to collect and report the demographic data since it is a one-way, indirect contact with listeners.
This is an All Reasonable Effort. I should include this in my ARE reporting as a “mass media” method.
Not sure.

3. I met residents at a local farmers markets. I created and handed out nutritious recipe cards and information about local Cooperative Extension programs in multiple languages. Select one.

This is an Extension activity. I should collect and report the demographic data of every person I spoke with.
This is an Extension activity. But no demographic data collection or reporting is required since handing out recipe cards is not a direct, significant, educational, two-way exchange.
This is an All Reasonable Effort. I should include this in my ARE reporting as an “personal invitation” method.
Not sure.

4. Every year, I deliver workshop that is attended by over 100 clientele. Research findings and best practices are shared. Select one.

This is an Extension activity. I should collect and report the demographic data of every participant.
This is an Extension activity. But no demographic data collection or reporting is required since I deliver this workshop every year.
This is an All Reasonable Effort. I should include this in my ARE reporting as a “personal invitation” method.
Not sure.

5. Intentionally difficult scenario: My partners hosted a symposium for community and industry stakeholders. I was invited to give a presentation about water use efficiency. Select one.

This is an Extension activity. I should collect and report the demographic data of the participants.
This is an Extension activity. I do not have to collect and report the demographic data of participants since I was not the host of the event.
This is an All Reasonable Effort. I should include this in my ARE reporting as a “personal invitation” method.
Not sure.

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Kit notes for discussion

1. I provided a workshop announcement through my county’s newsletter. Select one.

Answer: This is an All Reasonable Effort. I should include this in my ARE reporting as a “promotional material” method.

2. I appeared on a radio show and was interviewed for 30 minutes about pest management. I also talked about Cooperative Extension and upcoming workshops people might attend. Select one.

Answer: This is an Extension activity. I should not try to collect and report the REG data since it is a one-way, indirect contact with listeners.
Answer: This is an All Reasonable Effort. I should include this in my ARE reporting as a “mass media” method.

3. I met residents at a local farmers markets. I created and handed out nutritious recipe cards and information about local Cooperative Extension programs in multiple languages. Select one.

NOT the answer; would be different if you did a hands-on class or demonstration and it was feasible to collect. This is an Extension activity. I should collect and report the REG data of every person I spoke with.
Acceptable answer. Indirect Extension. If you report in PB or your reporting system has a place for you to document this important outreach work, please do!: This is an Extension activity. But no REG data collection or reporting is required since handing out recipe cards is not a direct, significant, educational, two-way exchange.
Answer: This is an All Reasonable Effort. I should include this in my ARE reporting as an “personal invitation” method.

4. Every year, I deliver workshop that is attended by over 100 clientele. Research findings and best practices are shared. Select one.

Correct answer: This is an Extension activity. I should collect and report the REG data of every symposium participant.
This is an Extension activity. But no REG data collection or reporting is required since I deliver this workshop every year.
This is an All Reasonable Effort. I should include this in my ARE reporting as a “personal invitation” method.
Not sure.

5. Intentionally difficult scenario: My partners hosted a symposium for community and industry stakeholders. I was invited to give a presentation about water use efficiency. Select one.

Ideal: This is an Extension activity. I should collect and report the REG data of the participants.
Not ideal, but realistic: This is an Extension activity. I do not have to collect and report the REG data of participants since I was not the host of the event.
Not the primary intent; invited to share expertise. This is an All Reasonable Effort. I should include this in my ARE reporting as a “personal invitation” method.
Not sure.

Ideally, it would be #1. Maybe ask that partner if they collected the info and if they can have a summary (no names) to use in our civil rights compliance documentation, which is about ensuring non-discrimination and equitable distribution of program benefits. Also, if you continue to work with them in the future, you could anticipate this and ask them in the planning phase some procedures for collecting REG.

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5 minute break

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Define

Define clientele. Develop baseline, if applicable. Develop civil rights compliance action goals.

A.R.E.

Invite potential new audiences that reflect the demographic composition of the area/state.

Deliver

Implement Extension projects/programs that are adaptive, accessible, and culturally responsive and relevant. Collect participant and advisory council REG data for contacts (two-way interactions).

Document

Report ARE. Report participant reach and REG data. Save records of ARE, contacts, and partner organizations’ non-discrimination statements for 3 years.

Evaluate

Are contacts in parity with baseline? If not, what were the barriers and have you invited new audiences? What additional strategies might help?

Always use ADA and non- discrimination statements in materials and “Justice for All” poster in office and meeting locations.

Civil Rights Compliance Cycle

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Your Responsibilities for Evaluation

Office Civil Rights Responsibilities:

annually reviews Project Board and Statewide Program reports and monitors progress toward compliance.
supplies compliance status of programs of academics to ANR Administrators.

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Employees:

Commitment to Principles of Community
Compliance with Federal and State Civil Rights Laws
Communicating your successes with reaching new and diverse audiences can be good for advocacy!
Academics: Communicating your civil rights compliance accomplishments and impacts to your clientele groups is part of your merit and promotion packages.

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Engaging Our Communities

Presented by Elizabeth Moon

Fall 2025

Building & Expanding Clientele/Community Trust & Engagement

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Desired Outcomes

Discuss and have a deeper understanding of three models of community engagement
Exploring how these models of engagement can be utilized tactically for long-term impact

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Why Engagement Matters

Extension’s strength: evidence-based information + collaboration

Trust and engagement = expanded clientele and sustained programs

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Models of Participation

Aylett,Alex. Participatory planning, justice, and climate change in Durban, South Africa. Environment & Planning A, 2010, Vol. 42, pages 99-115.

Models are examples of frameworks that guide deeper more effective engagement.

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Poll

Have you heard of or researched any of these models?

Yes, have researched all three of these models
Yes, have researched only one or two of these models
Yes, have utilized at least one of these models in my extension work
Not yet

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Arnstein’s Ladder of Participation

KEY TACTICS:

Move beyond informing - invite feedback and co-design
Create advisory groups
Empower community leadership

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Wilcox’s Spectrum of Participation

KEY TACTICS:

Use surveys/focus groups for input
Co-host events/programs
Support community-led projects

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Eyben’s Framework

KEY TACTICS:

Build trust through transparency
Practice reflexivity - assess and adapt
Facilitate dialogue

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Tactical Strategy: Expanding Extension Activities

Move from consultation to “deciding and acting together”
Host webinars/workshops with community partners
Share research findings in accessible formats (infographics, short videos)
Empower community members in program planning

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Tactical Strategy: Foster Two-Way Communication

Build trust through transparency and reflexivity
Schedule regular community forums (virtual/in-person)
Use surveys, listening sessions and focus groups
Create feedback loops: follow up and report back on the data

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Tactical Strategy: Build Partnerships and Networks

Support independent community initiatives
Collaborate with local organizations, schools, agencies
Co-host events/programs to leverage trusted networks
Identify and connect with key community leaders

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Tactical Strategy: Demonstrate Impact and Transparency

Practice reflexivity and share outcomes
Publish annual impact reports
Use social media to highlight client testimonials and program/research successes
Be transparent about goals, processes and limitations

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Building Trust & Expanding Clientele

Consistent communication
Shared decision-making
Support for independent community action
Understand barriers to access and engagement
Explore curiosity questions
Establish community advisory boards
Engage in participatory workshops
Host citizen participatory science events
Networking with your local community and more established advisors

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Share one specific successful experience you have had in reaching out to new clientele.

What made it successful?
How did you continue to maintain that relationship?
What were some of the barriers or fears you encountered?

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References

Aylett,Alex. Participatory planning, justice, and climate change in Durban, South Africa. Environment & Planning A, 2010, Vol. 42, pages 99-115. (usage of image)
Arnstein, S. R. (1969). A Ladder of Citizen Participation
Eyben, R. (2006). Exploring Power for Change
Eyben, R. (2013). Six Aspects of Reflexivity (Blog)
Wilcox, D. (1994). The Guide to Effective Participation

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Programmatic Example

Pest Management Example by CE Advisor and Program Area Chair Jhalendra Rijal

All Reasonable Effort and Engaging New Audiences Presentation (9 minutes)

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Annual UC ANR Trainings

Defining Clientele and Civil Rights Compliance Planning�How to define clientele groups, strategies for collecting baseline data and civil rights compliance goal examples.

Improving All Reasonable Efforts and Engagement with All Audiences�Programmatic strategies to conduct All Reasonable Effort, how to demonstrate compliance through documentation, collecting and reporting race/ethnicity/gender using self-identification forms, strategies to successfully reach and engage all audiences.

Project Board Training – September 26, 2025 from 1-3PM�Project Board is UC ANR's online system for UC Cooperative Extension academics that integrates academic program review, civil rights compliance, and organizational reporting requirements. Links to the previous recording on YouTube and Google Slides.

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Harassment & Discrimination Assistance and Prevention Program

Title IX Coordinator:

Wendi Delmendo�wjdelmendo@ucdavis.edu��Harassment & Discrimation Assistance and Prevention Program��530-747-3864 (Davis) or 916-734-3417 (Sacramento)��Anonymous Line: 530-7473865 (Davis) or �916-734-3417 (Sacramento)��hdapp@ucdavis.edu�

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OTHER CIVIL RIGHTS RESOURCES

UC Office of the President/Systemwide Title IX Office: The Systemwide Title IX Office addresses the university’s obligation to prevent and address sex discrimination, including sexual violence and sexual harassment, in all university programs and activities.

Academic and Staff Assistance Program (ASAP): This office offers non-emergent confidential, cost free assessment, intervention, consultation and referral services to all employees and their immediate families.

Center for Advocacy, Resources & Education (CARE): CARE advocates are able to provide confidential help with processing emotions, going over reporting options, resource referral and more if you or someone close to you has experienced sexual harassment or any form of sexual violence.

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OTHER CIVIL RIGHTS RESOURCES (cont.)

Confidential Whistleblower Reports and Complaints – ANR employees can anonymously and confidentially report issues, concerns and questions regarding activities that appear to be unethical, illegal or threatens anyone’s health or the safety of UC employees.

Abusive Conduct in the Workplace policy prohibits abusive conduct and retaliation. ANR Employee and Labor Relations Office intake complaints of abusive conduct through the following email: anr_abusive_conduct@ucdavis.edu.

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UC ANR Principals of Community

And finally . . .

as employees of UC ANR we all have a responsibility to uphold the principles of equal opportunity and non-discrimination, as well as our community values (UC ANR Principals of Community). So, let’s respect each other and value our individual contributions!

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Contact Information

Tina Jordan� Interim Civil Rights Compliance Officer� Academic HR Manager� Phone: (530) 750-1280� tljordan@ucanr.edu�

David White�Civil Rights Compliance Analyst� Phone: (530) 786-0206� dewhite@ucanr.edu�

For Project Board Assistance:

Kit Alviz� Program Policy Analyst� Phone: (510) 987-0027� kit.alviz@ucop.edu�

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Q&A + Feedback