System Management - Office

C.E.S.P. 5-1: Identification, Affirmative Action Statement and Distribution of Extension Produced Materials

Date Revised: 1-19-2007
Supersedes: 4-23-2001

Summary: Establishes policy concerning identification and distribution of materials produced in support of Extension programs in county and area offices.

Official Letterhead

All Extension material should be adequately identified, even though it is not to be sent out under the Penalty Mail Privilege. The official letterhead should be used whenever appropriate. Official letterhead is also available in the warehouse for county-prepared newsletters. The newsletter letterhead is available in 11 x 17 and 8 2 x 11. Each is designed to be used as a self-mailer with the official return address if desired. When the official letterhead is not used, the identification at the top should be:

Cooperative Extension Service
University of Arkansas
United States Department of Agriculture,
and County Governments Cooperating
_____________County

Affirmative Action Statement

A statement relating to Title VI and VII of the Civil Rights Act of 1964 is required on all information materials that are distributed to the public. The following statement will be used on all subject mater prepared at the state or county level.

Pursuant to 7 CFR § 15.3, the University of Arkansas System Division of Agriculture offers all its Extension and Research programs and services (including employment) without regard to race, color, sex, national origin, religion, age, disability, marital or veteran status, genetic information, sexual preference, pregnancy or any other legally protected status, and is an equal opportunity institution.

Distribution of Materials:

Copies of each item produced in county/area offices should be sent to the state office as follows:

District Director: 2 copies

News stories produced in county offices should be sent to the state office as follows:

District Director: 2 copies
Communications Office: 1 copy

All program material produced in county offices should be sent to the state office as follows:

District Director: 2 copies
Appropriate Specialist: 1 copy