United States Department of Agriculture
Natural Resources Conservation Service		 Maine Go to Accessibility Information
Skip to Page Content





MAINE BULLETIN NO. ME 230-8-1

                                                                                                        

                                                                                             February 27, 2008

SUBJECT: EEO - NRCS Civil Rights Filing System

Purpose: To provide guidance on filing Civil Rights information in the Official NRCS Central Filing System

Expiration Date: December 7, 2008

The National Civil Rights Review for Maine held in June 2007 indicated that the “Civil Rights GM 230 files at the State Office, RC&D and some field offices visited did not contain current policies, memorandums, and documentation on civil rights.” Consequently, Maine NRCS agreed to “Ensure the GM-230-EEO files in the field offices are maintained according to NRCS filing instructions and contain current policies, memorandums and other civil rights materials.”

In order to facilitate increased understanding of our responsibilities for documentation of civil rights activities, we have enclosed a copy of the 230 section of the Records Guide as well as a checklist for the 230 files. I am asking that each manager review the attached materials with their staffs.

In addition, each office should have an official record to document civil rights accomplishments and outreach activities. The attached spreadsheet may be used for that purpose and placed on the office shared drive. At the end of the fiscal year, a hard copy of the document shall be printed out and placed in the 230 folder (Civil Rights Activities) and the 230-15-11 folder (Outreach Activities). Three years of records should be maintained. A page should also be placed in each of these two folders stating: “Current year Civil Rights and Outreach reporting can be found on the office shared drive under directory named ‘Civil Rights and Outreach Reporting’.”

Civil Rights Reviews shall be filed in the field office 230-15 file folder. Field office files must have a copy of the last two civil rights reviews conducted in the office.

Special Emphasis Program Managers (SEPMs) may distribute various emails and other information. SEPMs shall print out hard copies of their emails and other correspondence for inclusion in the state office 230 files at the end of the fiscal year. Each office shall include a page in the SEPM folder stating: “SEPM items with state wide distribution can be found in State Office 230 files.” Field offices shall document and file within their 230 files other unique specific activities with the Special Emphasis Programs.

If an office has a unique system set up to document Civil Rights and Outreach Activities, be sure to post a page within the files indicating where the records can be found.

If an office needs a new set of 230 files or has specific questions related to filing Civil Rights or Outreach records, please contact Coleen Churchill at coleen.churchill@me.usda.gov.

/s/ Dianne C. Guidry

DIANNE C. GUIDRY
Acting State Conservationist

The following documents require Adobe Acrobat (.pdf)

Attachment 1 - FY 2008 Outreach Significant Events Worksheet (.pdf)
Attachment 2 - Records Guide and Checklist (.pdf)

DIST: E


< Back to Maine Bulletins 2008