IPA Forms and Procedures

Internal Program Assessment Process & Relevant Documents

IPA Review Schedules

2024 Internal Program Assessment Review Dates for UME 2026-2028 (formerly known as Internal Compliance Review (ICR))

2023 Internal Program Assessment Review Schedule (formerly known as ICR)

Faculty and Staff Self-Assessment Questionnaire

UME - Internal Program Assessment Self-Assessment Questionnaire (formerly ICR Self-Assessment Questionnaire)
This Self-Assessment Questionnaire should be completed by every faculty and staff member as it pertains to their respective program area, preferably at the beginning of each calendar year.

Parity Analysis and All Reasonable Efforts

UME Parity and All Reasonable Efforts Template (for internal use)
This excel sheet will automatically calculate percentages and whether or not the numbers entered are within parity for that location based on your program data as compared to Maryland State Census data.

Preventative Action Plan For Barrier Analysis (for internal use)

All Reasonable Efforts to Increase REG Participation Template (for internal use)
For 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. 

Collection of EAC Member Information

EAC or Other Related Committee Meetings (formerly ICR Forms Listing - Form AA-AF- 8 - EAC Committee)
This document is for the collection of EAC Members' Contact and Area of Interest Information not demographic information.

EAC or Other Related Committee Meetings Demographic Collection Annual Reporting
This document is for aggregating the collection of EAC Members' anonymous demographic information.

Invitation to Self Identify Form (English)
As an organization who partners with federal, state and local governments, we are required to collect anonymous demographic information on all individuals who participate in any of our programs and/or activities. This form is voluntary, but we hope you take a moment to identify who you are and help us measure the effectiveness of our inclusive outreach efforts. The information you provide will be kept confidential and for the sole purposes of reporting program attendance and does not require any personal identifiers.

Partnering Agreement and Documentation

Partnering Agreement (also known as the Assurance Agreement)

Partnering Organizations – Partnering Agreements Documentation Template (for internal use)

Sample IPA Documents for Internal Reviews 

Sample IPA Scheduling Letter (for reference only)

Sample IPA Document and Data Request (for reference only)

Sample Letter of Internal Program Assessment Findings (formerly ICR Forms Listing - AA-AF-1 - Internal Compliance Review Response Plan & for reference only)

Sample Letter of Compliance (for reference only)

Sample Organizational Chart (for internal use)

Training Log Sign-In (formerly ICR Forms Listing - Form AA-AF-15 - Training Log & for internal use)

Program Participant Information Collection

Relevant Forms

Demographic Collection Self-Identification Card
This card (provided in English) should be used to collect anonymous demographic information on all individuals who participate in any of AGNR's programs and/or activities. Self-identification cards in Maryland's top seven LEP languages can be found under "Language Access."

Data Participant Contact Sheet (for internal use)

Mailing List Log (for internal use)

Program Participant Request for Reasonable Accommodation
This document is the form to document a program participant's request for a reasonable accommodation in AGNR programs. 

Program Participant Denial for Reasonable Accommodation
This document is the form to document a program participant's denial of a provided reasonable accommodation in AGNR programs.

Relevant Procedures

Demographic Data through Election Forms for Program Assurances and Demographic Data Collection Requirements
AGNR's procedure for collecting anonymous demographic information on all individuals who participate in any of AGNR's programs and/or activities when registering individuals via election forms such as Zoom, EventBrite, and Google Forms. 

AGNR's Data Collection Procedure
AGNR's procedure on data collection  applies to all operating units within AGNR including, but not limited to, Academic Units, the University of Maryland Extension (UME), and Maryland Agricultural Experiment Station (MAES). 

AGNR’s Position Statement: Equal Opportunity, Affirmative Action, and Program Access
AGNR, as a recipient of Federal financial assistance, to take every effort to ensure program participants, potential and eligible beneficiaries, and sub-recipients have meaningful access to our programs, services, employment, educational programs, and extend full consideration to all individuals, including those identified as Limited English Proficient Persons (LEP).

Public Policy Notification – Program Rights, Reporting and Responsibilities
Describes implementation on all communication channels and educational material regarding public education, public distribution and public notification of AGNR federally assisted programs.

Social Media Policy – Public Notification
This directive establishes a path forward for continuous notification to the public and to the citizens of Maryland regarding AGNR’s equal opportunity and access to federally assisted programs and activities.

Relevant Resources

Signing, Language, and Interpreting Services Directory
This document lists Interpreters and/or Translators consistent with our mission as a Land-grant University providing equality and accessibility in regards to any and all programs, events, and/or activities supported in whole or in part by federal financial assistance. This document supports our efforts relative to Executive Order 13166 for Limited English Proficient (LEP) persons.

Helpful Materials for Programming

Program Assurance Statements & College-Level Reasonable Accommodation Statement in English and MD's Seven LEP Languages

AGNR Communications’ Section 508 Compliant PowerPoint Templates
UME Fearlessly Forward Template (Dark)
UME Fearlessly Forward Template (Light)