EEO Innovative Best Practices Grant Technical Assistance Guide
This comprehensive guide provides Subject Matter Experts (SMEs) with essential information for supporting Equal Employment Opportunity (EEO) Innovative Best Practices Grantees in successfully implementing their initiatives across California Community Colleges.
Access EEO Dashboard
Introduction to Technical Assistance
Purpose
Technical Assistance (TA) supports EEO Innovative Best Practices Grantees in successfully implementing their grant initiatives, providing guidance and resources needed to advance innovative EEO efforts.
Focus Areas
TA helps ensure effective execution of grant activities that promote diversity, equity, and inclusion across pre-hiring, hiring, and post-hiring processes within the California Community College System.
Outcomes
Through targeted support, grantees receive expertise to enhance faculty and staff recruitment and retention practices that align with EEO principles.
Technical Assistance is a cornerstone of the grant program, ensuring that innovative approaches to EEO compliance and best practices can be successfully implemented across the community college system.
Administrative Responsibilities
Documentation
Maintain detailed records of TA sessions, including key discussion points and action items. Use the Technical Assistance Report Template and save documents in the designated EEO District Files folder.
Reporting
Ensure reports are complete, accurate, and aligned with grant objectives. Follow the required naming convention and format for all reports.
Communication
Respond to inquiries from the Chancellor's Office promptly. Use the EEO Dashboard's DM Chats feature for all district communications and keep Calendly availability updated.
Failure to meet these administrative responsibilities may impact grant compliance and SME participation. SMEs must carefully balance these duties with their technical assistance work.
The EEO Dashboard
The EEO Dashboard serves as the central hub for file sharing and communication. Bookmark it for easy access to all necessary resources and communication tools.
Accessing District Files
Navigate to the EEO Dashboard, log in, click the EEO Files tab under EEO Zone, open the District Files folder, select the relevant district, and navigate to the Shared with District folder.
Accessing EEO IBP Grant Files
Log in to the EEO Dashboard, click the EEO Files tab under EEO Zone, open the EEO IBP Grant Files folder, and select the folder for the document you need.
Accessing Technical Assistance Documents
Follow the same path as above to access templates and resources for documenting sessions and sending follow-up emails.
Communication Through the Dashboard
Communicating with Districts
  1. Go to the EEO Dashboard and log in
  1. Click DM Chats, then select Inbox
  1. Click the New Message button
  1. Select the appropriate district from the To dropdown
  1. Select Dr. LaToya Jackson from the CC dropdown
  1. Enter subject and message
  1. Attach files if needed
  1. Click Send
Communicating with SMEs and Staff
  1. Go to the EEO Dashboard and log in
  1. Click DM Chats, then select Inbox
  1. Click the New Message button
  1. Select recipients (SMEs are listed under SME, staff under Admin)
  1. Enter subject and message
  1. Attach files if needed
  1. Click Send

All district communication must be conducted through the EEO Dashboard using the DM Chats feature to maintain proper documentation and ensure all parties have access to the information.
Scheduling Technical Assistance Sessions
Create a Booking Link
Each Subject Matter Expert must create a booking link for 60-minute sessions and maintain accurate availability at all times.
Manage Availability
Account for your schedule when setting availability. Any time marked as available means you may be booked for a session.
Confirm Bookings
Districts must book sessions at least 48 hours in advance. Verify all bookings and prepare accordingly.
The Calendar section of the EEO Dashboard will be used for all scheduling activities. Maintaining accurate availability is crucial to ensure smooth coordination between SMEs and districts.
Facilitating Technical Assistance Sessions
1
Prepare
Review the district's latest quarterly report and initial proposal in the District Files folder before the session.
2
Document
Download and prefill the Technical Assistance Report Template, completing it during and after your session.
3
Save
Save the file using the naming format: "[Date of Session] [District Name CCD] TA Report" (Example: 01242025 Allan Hancock CCD TA Report).
4
Follow Up
Send a post-session email via DM Chats using the template in the EEO IBP Grant Files folder, attaching the completed report and CC'ing Dr. LaToya Jackson
Thorough documentation and prompt follow-up are essential components of effective technical assistance. These steps ensure that all parties have clear records of discussions and action items.
Best Practices for Effective Technical Assistance
Quality Support
  • Provide clear, thorough, and solution-focused assistance
  • Communicate professionally with concise, easy-to-understand language
  • Follow up promptly and complete action items as promised
Information Integrity
  • Verify all details before sharing to maintain reliability
  • Share relevant tools and materials that support awardees
  • Get approval for non-Chancellor's Office resources
  • Refer awardees to appropriate SMEs when needed
Understand Grant Parameters
Review guidelines thoroughly and contact Dr. LaToya Jackson with questions.
Trust Your Expertise
Share valuable insights and refer to other SMEs when appropriate.
Stay Updated
Read all guidance memos to remain informed on policies and expectations.
Additional Best Practices for SMEs
Prepare Thoroughly
Review the most recent Quarterly Report and the district's original proposal before each session. If a budget modification was granted, review the latest report and the approved modification.
Verify Information
Ensure all guidance is accurate. If unsure about any information, contact Dr. LaToya Jackson at LJackson@cccco.edu for clarification.
Align Budget Modifications
All budget changes must support grant objectives and comply with regulations. Only the Chancellor's Office can approve modifications. Refer awardees needing guidance to Dr. LaToya Jackson.
Facilitating smooth transitions is also crucial. If an awardee requires specialized support, connect them with the appropriate SME to ensure a seamless handoff and continuous support.

Remember that your expertise was specifically selected to benefit this program. Your insights and guidance are valuable resources for grantees implementing innovative EEO practices.
General Information and FAQs
Invoicing Procedures
  • Use the provided invoice template
  • Include all required details
  • Submit monthly to IEPlinvoicesCCCCO.edu
  • Allow up to 30 days for processing from approval date
Frequently Asked Questions
  1. Will new executive orders affect this grant?
    No. Continue all grant activities as planned.
  1. Are extensions allowed?
    No. All performance and expenditures must be completed by the agreed upon date.
  1. Can funds support wildfire-affected employees?
    No. Funds can only be used for the original proposal's goals or approved modifications.
For any questions not addressed in this guide, please contact Dr. LaToya Jackson at LJackson@cccco.edu. Regular updates and additional resources will be shared through the EEO Dashboard.