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FOREST SERVICE HANDBOOK
ALBUQUERQUE, NEW MEXICO
FSH 1709.11 – CIVIL RIGHTS HANDBOOK
CHAPTER 10 – CIVIL RIGHTS PROGRAM MANAGEMENT
Supplement No.: 1709.11-2007-1
Effective Date: October 17, 2007
Duration: Effective until superseded or removed
Approved: ABEL M. CAMARENA
Deputy Regional Forester
Date Approved: 10/17/07
Posting Instructions: Supplements are numbered consecutively by Handbook number and
calendar year. Post by document name. Remove entire document and replace with this
supplement. Retain this transmittal as the first page of this document.
New Document(s):
1709.11,10
9 Pages
Superseded Document by
Issuance Number and
Effective Date:
1709.11-2000-1, 12/04/2000
9 Pages
Digest:
13
13
13
13
13
Exhibit 01, Article II. Revises part B, C & D
Exhibit 01, Article V. “Human Resource Director or representative,” to
read “Human Resource Point of Contact/Liaison or representative.”
Exhibit 01, Article VI. Revises part D, to include “facilitator.” Adds part
E, item 4.
Exhibit 02, Adds new I and renumbers following.
Exhibit 02, III part C: Revises example date.
Exhibit 02, IV, part B, #8. Add “review of Program of Work.” Part D is
deleted; Part E, revises statement from “Human Resource Director
update” to read “Human Resource “Point of Contact/Liaison” provide an
update.
R3 SUPPLEMENT 1709.11-2007-1
EFFECTIVE DATE: 10/17/2007
DURATION: Effective until superseded or removed
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FSH 1709.11 – CIVIL RIGHTS HANDBOOK
CHAPTER 10 – CIVIL RIGHTS PROGRAM MANAGEMENT
12 - CONTROLS.
Management of the Civil Rights Program in the Southwestern Region includes the need to obtain
diverse representation on all Region 3 taskforces, committees, groups, and teams, and to monitor
and evaluate civil rights programs and issues.
Participation of women, minorities, and people with disabilities adds diversity to policy-making
decisions. Diverse representation includes leadership roles as well as membership roles.
1.
Forest Supervisors and Staff Directors are responsible for ensuring that diversity
is incorporated into the criteria for selecting taskforces, committees, teams, and
groups.
2.
Plan to utilize the assistance of groups or individuals such as Special Emphasis
Programs Managers, Human Resources and Civil Rights staffs, American Indian
Advisory Council, Forest Service Hispanic Employees Association, African
American Strategy Group, Asian Pacific American Employees, Pathfinders, and
individual mentors for candidates who add diversity.
3.
The evaluation of Forest Supervisors and Staff Directors in achieving diverse
representation in these groups shall be included as part of annual performance
reviews.
4.
For planning and review purposes, the following checklist should be used:
a. Remind selected members to be sensitive to needs of those under-represented
groups missing from their groups.
b. Determine the skills mix necessary for the group to get the job done.
c. Determine how large the group should be, while still meeting diverse
objectives.
d. Recruit new members for groups whenever possible. New members will
promote a greater diversity of ideas and awareness.
13 - CIVIL RIGHTS ADVISORY COMMITTEES.
1.
REGIONAL CIVIL RIGHTS COMMITTEE:
a. Exhibit 01 is the charter for the Regional Civil Rights Committee
(RCRC).
b. Exhibit 02 contains the operating procedures for the Regional Civil
Rights Committee.
R3 SUPPLEMENT 1709.11-2007-1
EFFECTIVE DATE: 10/17/2007
DURATION: Effective until superseded or removed
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FSH 1709.11 – CIVIL RIGHTS HANDBOOK
CHAPTER 10 – CIVIL RIGHTS PROGRAM MANAGEMENT
13 – Exhibit 01
SOUTHWESTERN REGION
REGIONAL CIVIL RIGHTS COMMITTEE
CHARTER AND BYLAWS
I. CHARTER
The Southwestern Region Regional Civil Rights Committee (referred to in this document as the
RCRC) is authorized to organize and function in accordance with the provisions of the
Department of Agriculture’s Civil Rights (CR) policies and procedures as described in the parent
text. In addition to EEO requirements, the RCRC will also advise and counsel the Regional
Forester on Region-wide implementation of the Department of Agriculture’s Civil Rights Policy.
Within the Region, the RCRC will function under the overall leadership, direction, and guidance
of the Regional Forester and the Regional Civil Rights Staff.
In fulfilling its advisory role, the committee will review proposed policy and procedures and
other issues that relate to or impact Civil Rights within the Region, developing and
recommending possible solutions. The RCRC will consist of employees with varied interests
and skills, whose membership provides a cross-section of the regional population. The
committee will serve as facilitator and activist to carry out the functions described under Article
II.
II. BYLAWS
ARTICLE I. Name. The name of this group shall be the Southwestern Region Regional Civil
Rights Committee, hereafter, referred to as the RCRC.
ARTICLE II. Functions. The RCRC will assist the Regional Forester in upholding the Region’s
civil rights responsibilities as follows:
A. Advise the Regional Forester on appropriateness, adequacy, and effectiveness of
policy and programs directly related to or impacting Civil Rights Programs.
B. Serve as facilitators for all employees in the areas of Civil Rights (CR), Human
Resources (HR), and the Work Environment.
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EFFECTIVE DATE: 10/17/2007
DURATION: Effective until superseded or removed
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CHAPTER 10 – CIVIL RIGHTS PROGRAM MANAGEMENT
13 – Exhibit 01--Continued
C. Facilitate communications, problem-solving and communicates resolutions.
D. Work as an extension of Regional CR staff, providing timely information to all
employees, and monitoring the local effectiveness of CR programs. (I removed HR)
E. Assist the Region in recognizing and celebrating CR achievements, and motivating,
encouraging, and supporting involvement in CR activities and a positive work
environment.
F. Recommend changes to reinforce and strengthen the Region’s Civil Rights Program.
G. Recommend special programs or projects, with emphasis on under-represented
groups.
H. Provide recommendations for increasing effectiveness of the Region’s Workforce
Affirmative Action Employment Plan.
I. Recommend to the Regional Forester candidates for regular taskforces.
Article III. Scope of RCRC Responsibility. The RCRC advises the Regional Forester on
Regional civil rights and other workforce matters. The RCRC is authorized to consult with
subject matter experts as necessary to carry out its role. Members are authorized to spend up to
20% of their time in conducting RCRC business.
Article IV. Relationship to Management. By the nature of its function, the RCRC serves both
management and employees. The RCRC serves as a channel of communication for employees
and gathers information from both employees and management.
Article V. Membership. Membership to the RCRC will be open to all Forest Service employees
with permanent appointments. The RCRC will consist of four standing members, plus one
member from each National Forest, one member from the Regional Office, a recording secretary,
and a facilitator.
A.
The incumbent (or acting) of the following positions will be standing members:
1. Regional Director of Civil Rights.
2. Regional Human Resources Point of Contact or representative.
3. National Federation of Federal Employees representative.
4. Executive Consultant to RCRC
B.
Members.
R3 SUPPLEMENT 1709.11-2007-1
EFFECTIVE DATE: 10/17/2007
DURATION: Effective until superseded or removed
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FSH 1709.11 – CIVIL RIGHTS HANDBOOK
CHAPTER 10 – CIVIL RIGHTS PROGRAM MANAGEMENT
13 – Exhibit 01--Continued
1. Each Forest shall develop a process to determine nominations to the RCRC.
2. Forests forward nominations to the Regional Civil Rights Director. Each
nomination will include a statement of interest and qualifications.
3. The RCRC will review nominations and make recommendations to the Regional
Forester.
4. Regional Forester makes the final selection of the Forest representative to the
RCRC.
C.
Committee members will serve three (3) year terms, with the exception of the
chairperson, who may serve a fourth year. Representatives may serve more than one
term but not more than two terms consecutively.
Article VI. Meetings.
A. Regular meetings of the RCRC will be held at least semi-annually.
B. The Regional Forester or the Deputy Regional Forester for Operations may call
additional meetings of the RCRC at any time deemed necessary. Any member of the
RCRC may recommend that the Deputy Regional Forester for Operations schedule a
meeting.
C. The following RCRC officers will be elected for the specified terms:
Chairperson (2 year term)
Recording secretary (18 month term- overlapping with the previous person for one
meeting)
Facilitator (18 month term - overlapping with the previous person for one meeting)
NOTE: The Chairperson-elect will be elected by the RCRC during the second year of
the chairperson’s terms. RCRC members considered for the position of chairpersonelect will be in the first or second year of their terms.
D. The Regional Director for Civil Rights, or a member of the CR staff, will be Executive
Secretary of the RCRC. The Regional Civil Rights Executive Consultant (also a
member of the RO CR staff), in conjunction with the Chairperson, Recording Secretary,
and facilitator shall:
1. Establish and transmit agendas for all meetings 30 days prior to the next meeting.
R3 SUPPLEMENT 1709.11-2007-1
EFFECTIVE DATE: 10/17/2007
DURATION: Effective until superseded or removed
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FSH 1709.11 – CIVIL RIGHTS HANDBOOK
CHAPTER 10 – CIVIL RIGHTS PROGRAM MANAGEMENT
13 – Exhibit 01--Continued
2. Maintain a permanent record of all meetings on CR-RCRC Webpage.
E. Members
1. Members shall participate in all meetings and conference calls.
2. Members shall arrange for an informed alternate when they cannot participate in a
meeting or conference call.
3. Members shall provide written input on agenda items to the Chairperson at least
45 days prior to a meeting.
4. Repeated failures to participate, directly or through an alternate, in a meeting or
conference call, may result in a regional request for that member’s removal from
the committee. (Definition of “repeated failures” would mean missing more than
one of the bi-annual meetings and/or quarterly conference calls, without notifying
the Chairperson of absence and not arranging to have an informed alternate to
participate in these activities.)
R3 SUPPLEMENT 1709.11-2007-1
EFFECTIVE DATE: 10/17/2007
DURATION: Effective until superseded or removed
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FSH 1709.11 – CIVIL RIGHTS HANDBOOK
CHAPTER 10 – CIVIL RIGHTS PROGRAM MANAGEMENT
13 – Exhibit 02
SOUTHWESTERN REGIONAL CIVIL RIGHTS COMMITTEE OPERATING
PROCEDURES
I. Maintain a Program of Work which may include, but is not limited to, situation
statements and workforce diversity recommendations.
II. How the RCRC manages Civil Rights/Human Resources situations and acts upon them.
A. Situation Management and Resolution
1. The RCRC member attempts to facilitate resolutions to situations at
the local level by encouraging communication and involving
appropriate people.
2. Situations not resolved on a local level will be elevated to the RCRC
in accordance with the following procedures.
a. The Chairperson will send a letter to all members 60 days
prior to each meeting soliciting situations that require the
RCRC attention and action. Members will respond to the
request in writing 45 days prior to the meeting. With the
Chairperson’s approval, late written situations may be
presented prior to the committee meeting.
b. Situations will be presented in the following format.
1. Title of Situation
2. Situation Statement
3. Alternatives
4. Recommendations
B. Situation Assessment and Priority for Action
1. All situations will be presented and debated by the RCRC. There will
be an opportunity to present new situations during the meeting as time
allows.
2. The RCRC will determine whether the situation can be resolved at the
Regional level or if it needs to be elevated as a National issue.
R3 SUPPLEMENT 1709.11-2007-1
EFFECTIVE DATE: 10/17/2007
DURATION: Effective until superseded or removed
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CHAPTER 10 – CIVIL RIGHTS PROGRAM MANAGEMENT
13 – Exhibit 02--Continued
III. Region-wide RCRC Development and Transmittal of Written Recommendations to Regional
Forester.
A. The format for written recommendations will contain these elements.
1. Situation Title
2. Situation Statement
3. Alternatives
4. Recommendations which will include an implementation date.
B. Regional situations and the recommendations developed by the RCRC are
transmitted under a letter from the Chair to the Regional Forester within 30
days after the meeting.
C. Situations are numbered chronologically to correspond with the actual
situations developed by the RCRC. The number includes month and year of
the situation (for example, #98 (1/07) means it is the ninety-eighth situation
developed by the RCRC and it was developed at the January meeting of
2007).
D. The Civil Rights Executive Consultant will provide the RCRC with a status
report of the actions taken on the situation(s) at each meeting.
E. The RCRC will follow up on the situation recommendations accepted by the
Regional Forester and report back to the units.
IV. Agenda Development.
A. The RCRC Chairperson will develop the meeting agenda.
B. Agenda Format:
1. Introduction
2. Committee members and visitors introduced
3. Forest Supervisor’s welcome
4. Remarks from the Regional Forester
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EFFECTIVE DATE: 10/17/2007
DURATION: Effective until superseded or removed
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FSH 1709.11 – CIVIL RIGHTS HANDBOOK
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13 – Exhibit 02--Continued
5. Selection of Committees
6. Administrative details
7. Agenda review
8. Program of Work review (goals and objectives, with situation update).
C. Minutes will be:
1. Read and reviewed.
2. Approved by RCRC.
D. Civil Rights update by Regional CR Director.
E. Human Resource (HR) Update - Regional HR Point of Contact/Liaison
provide an update.
F. Updates and Success Stories from committee members.
G. Committee reports.
H. Development of Recommendations to resolve situations.
I. Field trip—Optional.
J. Discussion and identification of future agenda items.
K. Set location and dates for the next meeting.
L. Meeting Evaluation.