Your Civil Rights Files

Documenting Efforts

Documenting Efforts Toolkit

Civil Rights Documentation Requirements for County Offices (PDF)

Demographic information request templates (English, Spanish, Hmong)

List of Partners form (Word Doc)

Partner Nondiscrimination Letter 

A record of your efforts to provide programming to protected, diverse and underrepresented audiences is critical.  The intent of these efforts should be clear when viewing your files, and should not be overly complicated.  Hand-written notes often are enough to denote the purpose and intent of documents in the files.  Files should tell the story of your efforts, relationships and strategies toward expanding access.Office civil rights file

Other requirements of the documentation process are to show compliance with organizational responsibilities in your reasonable efforts to serve protected, diverse and underrepresented audiences.  Noting demographics on mailing lists and for partner groups, providing signed copies of non-discrimination letters, and documentation of program accommodations reflect these requirements.

Professional relationships and long-standing partnerships often contribute to expanding access efforts.  Recognize their importance and appropriately describe the benefit and support they provide.

These records not only provide evidence of your efforts at expanding access they also  provide the content and data to use in the annual recording of your program results narratives.