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University of Maryland Extension - *Location or Program* Compliance Checklist (*Year*)
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Compliance Task/RequirementPurpose/Use of the DocumentResponsible PartiesSuggested Frequency of Updates/UsageCompleted for this Year?
(Yes/Y or No/N)		If Not Completed, Why?Notes
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Office Organization
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Organizational ChartIdentifies Civil Rights Contact and date of last update.Area Extension Director (AED), County/City Extension Director (CED), or Program Leader (PL) (for state specialists)As needed - update with new hires and/or departures and upon reorganization.
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Staff Meeting Minutes Keep in your files for 5 years. Compliance related topics should be a regular agenda item.

Suggested organization of meeting minutes folder:
Year --> Month --> Meeting Minutes

Example: 2025 --> January --> Staff Meeting Minutes 1.24.2025		A/CED or PLWhen a staff meeting is held.
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Public Notification - Assurance Statements
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Program Assurance Statements (English and translated in all 7 of MD's LEP languages ) The assurance statements notify customers of their rights and responsibilities as beneficiaries of Federal financial assisted programs/activities in alignment with USDA regulations.

All social media pages (Facebook, Instagram, etc.) must include the assurance statement as detailed in AGNR's Social Media Policy.

For documents 8.5x11 or larger (ex. websites, sign-in sheets, and registration forms) use the full assurance statement.

For documents smaller than 8.5x11 (ex. postcards, pamphlets), use of the short-form assurance statement is acceptable.

Additional information is detailed in AGNR's Public Policy Notification Procedure. These policies are available under "IPA Forms and Procedures" on the AGNR Compliance webpage. 		A/CED or PL overall for monitoring

Faculty & Staff who deliver Programs/Activities
Compliance will provide updates if/when they are made and notify UME accordingly.
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Program/Facility Complaint Form translated in all 7 LEP languages The complaint form should be used to document the details of a program or facility complaint made by a program beneficiary. Complaints may be filed by any individual, group of program beneficiaries (to include those of potential and eligible audiences), and those acting on behalf of a program beneficiary who is in their custodial care with the legal right to act on behalf of such individual.

Program or facility complaints will have the following three options for filing:
- Informal Resolution;
- Internal Reporting; and
- External Reporting.

Additional information, including detailed information on each complaint option, is provided in AGNR's Public Policy Notification Procedure. This policy is available under "IPA Forms and Procedures" on the AGNR Compliance webpage. A flow chart detailing the complaint process and the complaint forms can be found under "Program Complaints and Procedures" on the AGNR Compliance webpage. 		Depends on the level of complaint:

- informal resolution may be directed to the faculty or staff who delivered the programming and/or the A/CED or PL;

- internal reporting will go to AGNR’s Office of Human Resources Management and Compliance Programs or OCRSM, as appropriate based on the nature of the complaint; and

- external reporting is directed to any other agency the complaintant deems appropriate to handle their alleged complaint.		Compliance will provide updates if/when they are made and notify UME accordingly.
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Public Notification - What to Bring to Programmatic and Educational Events
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"And Justice for All" civil rights posterRecipients of federally assisted programs, such as land-grant institutions, are required to display “And Justice For All” (AJFA) posters (1) in their facilities (owned, leased, and/or rented) where it can be viewed by customers and (2) while conducting program delivery and/or activities (including volunteer programs like Master Gardener).

There are three distinct posters:
- orange AJFA poster is relevant specifically to Title IX of the Education Amendments of 1972 and all departments and units within AGNR.

- green AJFA poster is relevant specifically to Title VI of the Civil Rights Act of 1964 and all departments and units within AGNR.

- blue AJFA poster is also relevant specifically to Title VI of the Civil Rights Act of 1964, but contains the contact information for the USDA’s Food and Nutrition Service. It is solely for the Supplemental Nutrition Assistance Program (SNAP). More importantly, UME county/city offices must have all posters displayed unless the SNAP program is not delivered in such location.

You should bring two AJFA posters to all programs/activities: (1) the orange AJFA poster and (2) the green (or blue for SNAP) AJFA poster.

This required poster must be displayed in the specific size of 11” width x 17” height.
Faculty & Staff who deliver programs/activities
Should be present at every UME program or activity.

Compliance will provided updated posters if/when they are notified of an update and notify UME accordingly.

Current AJFA poster date: March 2025

The current date of each poster is located in the bottom right-hand side of each poster.
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Invitation to Self-Identify Card (English)This self identification card collects program participants' anonymous, demographic information to ensure programs are delivered in a nondiscriminatory way, and that all Marylanders are being served equitably. Even if the opportunity to self-identify was provided to direct contacts via online registration, you should have these cards on hand for program participants who did not pre-register. Please refer to the UMERS User Guide for further explanation of direct versus indirect contacts: (https://drive.google.com/file/d/1cVSd0dqckb1kVq1OoCfa5ZtlaIx0Hp0g/view).

The information collected from this form is entered into UMERS and is used to assess all reasonable efforts, for civil rights compliance purposes. Additionally, this data is provided to NIFA, when requested during a review, to assess UME's compliance with its civil rights obligations as set by its federal grantor.

Completion of this form is voluntary and disclosure of this anonymous, demographic information does not affect a participant's ability to participate in any AGNR/UME/MAES program or activity.

Educators are required to explain the data collection requirements to program participants and make them aware of the importance of such anonymous and voluntary disclosures.		Faculty & Staff who deliver programs/activities
Every UME program and/or activity


Compliance will provided updated cards if/when changes are made and notify UME accordingly.
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Invitation to Self-Identify Card (Maryland's 7 LEP Languages)These cards are the same as those above, and should be used for the same purpose as the card above. Each of Maryland's seven LEP languages has a self-identification card for program participants who speak a language other than English. These cards are available under "Language Access" on the AGNR Compliance webpage. Faculty & Staff who deliver programs/activities
Should be present at every UME program or activity.

Compliance will provided updated cards if/when changes are made and notify UME accordingly.
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I Speak… Language PosterThis poster should be the first step in identifying the preferred language of program participants who may need to utilize over-the-phone interpretation (OPI), and should be displayed to aid program participants in identifying their language for assistance.

If English is not a program paricipant's primary language and/or they have limited understanding, they have the right to an interpreter at no cost to the participant. While AGNR policy requires accommodations to be requested two weeks prior to the event or activity, we should be prepared to assist individuals (if feasible based on the nature of the activity/accommodation), who have not registered/are event walk-ins, if possible based on the activity or accommodation. As a result, you should have access to your AVAZA location/program specific code to utilize it in the field, if needed (as discussed below). If immediate assistance cannot be provided, the educator or program will need to schedule an alternative time to provide the potental program participant with the educational opportunity. 		Faculty & Staff who deliver programs/activities
Should be present at every UME program or activity.

Compliance will provided an updated poster if/when they are notified of an update and notify UME accordingly.
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"I Speak…" Language Cards These cards are complementary to the "I Speak" poster above and can be used in place of the "I Speak" poster at programmatic events. They should be used for identifying the preferred language of program participants who may need to utilize over-the-phone interpretation (OPI). The cards should be displayed to aid program participants in identifying their language for assistance.

If English is not a program paricipant's primary language and/or they have limited understanding, they have the right to an interpreter at no cost to the participant. While AGNR policy requires accommodations to be requested two weeks prior to the event or activity, we should be prepared to assist individuals (if feasible based on the nature of the activity/accommodation), who have not registered/are event walk-ins, if possible based on the activity or accommodation. As a result, you should have access to your AVAZA location/program specific code to utilize it in the field, if needed (as discussed below). If immediate assistance cannot be provided, the educator or program will need to schedule an alternative time to provide the potental program participant with the educational opportunity. 		Faculty & Staff who deliver programs/activities
Compliance will provide updates if/when they are made and notify UME accordingly.
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AVAZA Card with Location or Program Specific Code as Provided in the AVAZA MemoWe have contracted with AVAZA Language Services Corp. to provide over the phone interpretation services for Limited English Proficient (LEP) individuals.

State specialists should be using their program's code (4-H, SNAP-Ed, FCS, AgFS, ENR, Digital Literacy). All other faculty and staff should be using their cluster/location's code.

While AGNR policy requires accommodations to be requested two weeks prior to the event or activity, we should be prepared to assist individuals (if feasible based on the nature of the activity/accommodation), who have not registered/are event walk-ins, if possible based on the activity or accommodation. As a result, you should have access to your location/program specific code to utilize it in the field, if needed. If immediate assistance cannot be provided, the educator or program will need to schedule an alternative time to provide the potental program participant with the educational opportunity.

If you do not have your code or are unfamiliar with how to access AVAZA's services, please refer to the AVAZA memo in the "File 8 - Language Access" folder in your Civil Rights Administrative Files or reach out to your A/CED or PL. 		Faculty & Staff who deliver programs/activities
Should be present at every UME program or activity.
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Partnering Agreements
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Partnering Agreements aka Assurance Agreement (Signed Letters) Any Partnering Agreements (also known as Assurance Agreements), should be completed and signed when collaborating with nongovernmental, noninstitutional, nonpublic, external parties. This agreement notifies these parties that as an organization partnering with Extension (and MAES), any and all programs conducted within that partnership (1) must be open to all individuals in accordance with federal nondicrimination laws and (2) must not exclude persons from participation in, or to deny them the benefits of, the program.

It is important to have a Partnering Agreement in place with any nongovernmental, noninstitutional, nonpublic, external organizations you are partnering with, as assurance that the partnering organizations are aware of their civil rights and nondiscrimination obligations as a UME partner.

Signed partnering agreements are effective for five years from the date of signature. 		Faculty and Staff
Agreements are completed and signed based on the location or program's needs.

The current form for the Partnering Agreement is effective as of June 1, 2025.

Executed agreements are effective for a period of five years from the date listed above the signature.
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Partnering Organizations – Partnering Agreements Documentation TemplateThe list should be regularly updated and will assist with the collection and maintenance of pertinent information regarding each location or program’s partnering agreements.

Each location and/or program should have one, exhaustive list for all partnering agreements currently in effect (they are effective for a period of five years). You only need one sheet per location or program which should be kept in File 10 - Compliance Training and Requirements of your location or program's Civil Rights Administrative Files.

Additionally, new agreements should be added to UMERS. There is a section designated for adding new agreements. The information/sections of the agreeement entered into UMERS is the same as this documentation template. 		A/CED or PL overall

Faculty and Staff to ensure new agreements are added		Any new agreements or changes to agreements should be reflected in the document and UMERS as they occur.
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Compliance Requirements
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UME Internal Program Assessment Self-Assessment QuestionnaireThis self assessment should be utilized as a tool for planning and measuring your program efforts. It serves as an accountability mechanism to determine if planned efforts were achieved.

Additionally, the self-assessment is meant to simulate the key aspects of a federal compliance review and to identify the elements of all reasonable efforts in program planning, curriculum design and methods, public notification, accessibility, barrier identification, and other items under faculty and staff control that may be examined.

Federal regulation requires a review of current program participation data at the county/city level. Most questions allow flexibility in responding at county/city, area, cluster, and higher levels, should you wish to summarize at other levels, but data is required at the county/city level during county/city reviews.

Individuals should retain copies of their original program area data reports and all necessary attachments. 		A/CED or PL for overall discussion after the questionnaire is completed by all Faculty and Staff to gauge faculty and staff program expansion effectiveness and measure how program efforts have changed/shifted in the prior year.
AEDs/CEDs/PLs should set a deadline for completion of the questionnaire, however, the questionnaire should be a tool used by faculty and staff for program accountability throughout the program year.

Should be completed on an annual basis by every Faculty and Staff member as it pertains to their respective program area.
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Program Participant Request for Reasonable AccommodationThis form should be used to document a program participant's request for a reasonable accommodation in UME programs. The completed forms should be kept in your Civil Rights Administrative Files in "File 7 - Accessibilty for Individuals with Disabilities" or "File 8 - Language Access" depending on the nature of the request.

The documentation of this request is vital for compliance purposes and risk management. 		The "Program/Activity Responsible Official" should complete the section entitled "Internal Review" and then send the request to the Compliance Team.
As needed.
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Program Participant Denial for Reasonable AccommodationThis form should be used to document a program participant's denial of a provided reasonable accommodation in UME programs. The completed forms should be kept in your Civil Rights Administrative Files in "File 7 - Accessibilty for Individuals with Disabilities" or "File 8 - Language Access" depending on the nature of the request.

The documentation of the program participant's denial is vital for compliance purposes and risk management. 		The "Program/Activity Responsible Official" should complete the section entitled "Internal Review" and then send the completed form and supporting documentation to the Compliance Team.
As needed.
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Training Log Sign-InThe Training Log Sign-In should be used to maintain attendance in faculty and staff training sessions. The maintenance of a log-in sheet is important for ensuring that which faculty and staff attended an internal training for compliance purposes. All sign-in sheets should be kept in "File 10- Compliance Training & Requirements" in your Civil Rights Administrative Files.

The fillable pdf version of the training log document can be used for training where faculty and staff will be signing in electronically. The word version of the training log document can be used for training where faculty and staff will be signing in via pen and paper.		A/CED or PLFor each internal training for faculty and staff.
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List of Training received by Faculty and Staff with Training Certificates Suggested organization within File 10: Compliance Training & Requirements

Year --> Training Name --> a folder for training sign-in & a folder for training certificates		A/CED or PLUpdated with each internal training for faculty and staff.
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Extension Advisory Committees or Boards
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EAC or Other Related Committee MeetingsThis document records EAC members' contact information, affiliated organization and programmatic area of interest separate from any REG data. It is important that all identifying and contact information is kept separate from any collected REG data. This document should be kept in File 3 - Advisory Boards and Committees in your Civil Rights Administrative Files. A/CED or PLShould be updated with any EAC membership changes.
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EAC or Other Related Committee Meetings Demographic Collection Annual ReportingThis annual reporting document should be used to maintain the aggregate, anonymous, demographic data of your EAC members.

Internal and external advisory boards and committees must be reflective of the local/service population they serve in terms of race, ethnicity, sex, disability, and veteran status.		A/CED or PLShould be updated with any EAC membership changes.
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Local Program Area Advisory Boards/ Extension Advisory Committee Meeting Minutes, Agendas, and Attendance FormsKeep in your files for 5 years.

Suggested organization of meeting minutes folder:
EAC/PAC --> Year --> Month --> Meeting Minutes

Example: P.G. County EAC --> 2025 --> January --> EAC Meeting Minutes 1.24.2025		A/CED or PLWhen an EAC meeting is held.
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Invitation to Self Identify Form (English)This self identification form collects the same information as the "Invitation to Self Identify Cards" mentioned above. The only difference is that this document/non-card version does not ask for program or activity specific information, making it appropriate for collecting EAC members' anonymous, demographic information.

In Maryland, no single/multiple race or ethnicity makes up fifty percent of its population, based on 2020 U.S. Census data. The composition of advisory boards and committees should be reflective of the community it serves. Collecting EAC members' anonymous, demographic data aligns with UME’s responsibility of ensuring nondiscrimination in all aspects of its programming and activities

This form is voluntary and disclosure of this anonymous, demographic information does not affect a participant's ability to participate in any UME program or activity.

A/CEDs and PLs are required to explain the data collection requirements to advisory committee members and make them aware of the importance of such anonymous and voluntary disclosures.		A/CED or PLAs needed/with any EAC membership changes.
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EAC Member Release Form The "Authorization to Release Information for Extension Advisory Council Members" is a fillable pdf form for requesting EAC members' permission to release their contact information to UME for the sole purpose of public notification.

If a member does not wish to release any information, they should print their name, not check any boxes, and sign the form. 		A/CED or PLAs needed/with any EAC membership changes.
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Data Collection - Policies, Reporting for the Purpose of Civil Rights, and University of Maryland Extension Reporting System (UMERS)
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AGNR's Data Collection ProcedureThis policy details UME's data collection requirements with regards to program participants, program planning, and data reporting. It provides clarity on the demographic categories that should be utilized for the purposes of data collection and reporting and using UMERS for data collection and program planning purposes. For compliance purposes, UME's data collection for its programmatic events should be in alignment with this policy. Applicable to faculty and staff funded by UME and delivering extension related educational programmingN/A
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Demographic Data through Election Forms for Program Assurances and Demographic Data Collection RequirementsUME often uses online registration for programs/activities. In order to fulfill your data collection requirements when using online registration, demographic data should be collected at event registration. This policy details how to collect anonymous, demographic information for all individuals who participate in any of UME's programs and/or activities when registering individuals via election forms such as Zoom, EventBrite, and Google Forms. Applicable to faculty and staff funded by UME and delivering extension related educational programmingN/A
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UMERS: User Guide for Data Collection, Entry, & Navigation (February 2025)This guide is your go-to resource for making decisions about collecting and entering data from participants in your programs in UMERS.

There are three data collection sections in the UMERS reporting system: Direct Contacts (including demographics), Indirect Contacts, and Impact Statements.		Applicable to faculty and staff funded by UME and delivering extension related educational programmingUME Evaluation & Reporting team will update as new trainings and other updates are made.
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UMERS: The Navigation Guide for Demographics Data CollectionThis guide is a standardized template for demographic surveys that can be used across various platforms such as Eventbrite, Qualtrics, Google Forms, Zoom surveys, and anonymous polls. This template ensures data consistency by using a two-part structure:
a. Survey Description: Provides context for the survey.
b. Core Demographic Questions: Includes a set of eight standardized questions to gather consistent demographic information.		Applicable to faculty and staff funded by UME and delivering extension related educational programmingUME Evaluation & Reporting team will update as new trainings and other updates are made.
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UMERS: The Navigation Guide for How to Enter Demographic Information into UMERSThis guide is a standardized template for entering demographic data into UMERS.

1. Section One: Program/Event General Details
2. Section Two: Program/Event Audience
3. Section Three: Program/Event Location
4. Section Four: Program/Event Instructors		Applicable to faculty and staff funded by UME and delivering extension related educational programmingUME Evaluation & Reporting team will update as new trainings and other updates are made.
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UMERS Summary All Reasonable Efforts Report This should be pulled from UMERS and used to determine where improvements to program delivery and reach can be made.Faculty and StaffQuarterly at a minimum; monthly is preferred.
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UME All Reasonable Efforts Calculation TemplateThis excel sheet will automatically calculate percentages and determine whether or not the program data numbers entered by the educator reflect all reasonable efforts for that location based on your program data as compared to Maryland State Census data. You can (and should) change the population numbers (the template uses Maryland's total population) to the population data for your county/city (based on Census data which can be found on the AGNR AgDashboards) in order to accurately calculate all reasonable efforts for your county/city program data.Faculty and StaffQuarterly at a minimum; monthly is preferred.
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Program Outreach (Extension)
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Participation REG Data for *insert applicable program* (4-H Youth Development (4-H), Family and Consumer Science (FCS), Supplemental Nutrition Assistance Program-Education (SNAP-Ed), Agriculture and Food Systems (AgFS), Environment and Natural Resources (ENR))All UME employees (faculty, staff, state specialists, etc.) delivering Extension programs are required to collect demographic information on all program participants in any federally funded programs and/or activities. The demographic data collected at each program/activity should be entered into UMERS. For civil rights compliance purposes, program participant data is used to analyze program reach for purposes of calculating all reasonable efforts and to ensure that programs are being delivered equitably. Faculty & Staff who deliver programs/activitiesData should be inputted into UMERS by July 1, as directed by the Associate Director.
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Program Participant Contact Sheet This contact sheet collects program participants' contact information separate from anonymous, demographic information. Faculty & Staff who deliver programs/activitiesEvery event.
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UMERS County Level Program Summary Printout This should be pulled from UMERS and used to complete the UME All Reasonable Efforts Calculation Template. Faculty & Staff who deliver programs/activitiesEvery event.
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All Reasonable Efforts to Increase REG Participation TemplateFor documenting "All Reasonable Efforts" to expand all Extension educational programs conducted in geographical areas. "All Reasonable Efforts" means that AGNR/UME and its programs have used intentional methods for marketing to and reaching populations who are underrepresented in its programming based on the program or location's reported data. Examples of this are personal contacts, mailings/newsletters and mailing lists, posting and sharing UME materials at a location that is frequented by the potential audience, working with partners within the community, etc.

*Note* It is also correct that you wouldn't know this information from self-identification cards (as you are not collecting them in this instance). The organization or group would likely have a website or name that identifies their primary members. For example, the Maryland Hispanic Chamber of Commerce or your faculty and staff attended and marketed UME at Maryland Women's Business Center's EmpowerHER 2024 Small Business Resource Fair. You would know what demographic you are marketing to for the purposes of "all reasonable efforts" due to the organization's name, website, and/or event description. Additionally, you may not have a response for "# Reached", just try to include as many details requested as you know. 		A/CED or PL overall

Faculty and Staff to ensure their efforts are added on a regular basis

You only need one sheet per year per location or program
Monthy, however, if unable to do so, quarterly at a minimum.
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Mailing List Log The mailing list log should be the document used to maintain records of any specific contacts/organizations your location or program reaches out to for the purposes of utilizing all reasonable efforts.

Please see the *Note* above for how you would know how a group or listserv identifies. 		A/CED or PL overall

Faculty and Staff to ensure their efforts are added on a regular basis

You only need one log per location or program
As needed/as new organizations are engaged.
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Partnerships with 1890 Partners, Sister Land Grant Institutions and other Colleges and Universities
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Memorandum of Understanding with 1890 Partners, Sister Land Grant Institutions and other Colleges and Universities Any Memoranda of Understanding (MOUs) detailing collaborative efforts between UME and any other Colleges and Universities, including 1890 and other land grant institutions.A/CED or PLThis document is different from the memoradum signed with UMD's Office of Research Administration. It is not currently available (as of July 2025), but is included in this checklist for reference (once it is available).

As needed/as memoranda are signed.
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Any documentation of programs/activities conducted in collaboration with 1890 Partners, Sister Land Grant Institutions and other Colleges and Universities For example: UMES Extension collaborated with UME's county offices to deliver programming via workshops entitled "Heirs’ Property Education Workshops at the Community Level." Documentation of those efforts would go here. A/CED or PLAs needed.
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