Update on Improving Staff Diversity, Climate, and Professional Development

1. Update on Improving Staff Diversity, Climate, and Professional Development UCSF Leadership Panel on Diversity Steve Barclay, Senior Vice Chancellor April 13, 2009

2. Agenda • Background for Developing Staff Initiatives • Workforce Value Proposition • Workforce Profiles • Action Plans and Status UCSF Leadership Panel on Diversity

3. Background • Spring 2007 – SVC Barclay received a request from Chancellor Bishop and EVCP Washington to develop strategies to improve staff diversity. • The adopted approach was to work on diversity, climate, and professional development concurrently because all three are interrelated and interdependent. • Partnered with Michael Adams, Alma Sisco-Smith and Mike Tyburski in doing so. • Reviewed Affirmative Action Plan (AAP), diversity recommendations, workforce profiles, Climate Survey, ABOG and Staff Council Survey results and meeting notes. UCSF Leadership Panel on Diversity

4. After Review of Data and Other Materials,Developed the Following Hypothesis, e.g., theStaff Diversity Value Proposition UCSF has a great opportunity through improving its diversity, improving its climate, and committing to professional development to retain and grow the very talented, committed and diverse workforce it will need to sustain its excellence and support its programs. UCSF Leadership Panel on Diversity

5. Career Workforce by Control Point Table data from March 2008 Human Resources report UCSF Leadership Panel on Diversity

6. Workforce ProfileProfessionals and Support Staff* (*all career staff excluding SMG and MSP) Source: UC 2006 compared to 2008 Career Staff Workforce Representation Tables (1)Aggregate minority percent is 2006: 55.0% vs. 2008: 57.6%(2)2006 - 279 individuals of unknown race: 2.4% (2)2008 - 275 individuals of unknown race: 2.2% UCSF Leadership Panel on Diversity

7. Workforce ProfileManagers and Senior Professionals Source: UC 2006 compared to 2008 Career Staff Workforce Representation Tables (1)Aggregate minority percent is 2006: 28.2% vs. 2008: 32.8%(2)2006 - 8 individuals of unknown race: 0.8% (2)2008 - 14 individuals of unknown race: 1.1% UCSF Leadership Panel on Diversity

8. Workforce ProfileSenior Management Group Source: UC 2006 compared to 2008 Career Staff Workforce Representation Tables (1)Aggregate minority percent is 2006: 14.3% vs. 2008: 21.1% UCSF Leadership Panel on Diversity

9. Comparison of Workforce Profiles UCSF Leadership Panel on Diversity

10. Staff Underutilization Comparison • Legend: • WO Women • TM Total Minority • BL Black • AS Asian • AI Amer. Indian • HI Hispanic Underutilized Groups Assumption: All Variables remain constant UCSF Leadership Panel on Diversity

11. Chronology • Strategies Approved by Exec. Com. - April 2007 • Recommendations Approved by Exec. Com. - September 2007 • Leadership Panel on Diversity Presentation - Nov. 2007 • Implementation Plans Approved by Exec. Com. - January 2008 • Implementation Plans - Ongoing • Draft Presidential Diversity Proposal - March 2009 • Leadership Panel on Diversity Presentation - April 2009 UCSF Leadership Panel on Diversity

12. Diversity Implementation Action Recommendation • Require training for supervisors and managers on diversity awareness best practices in diverse outreach, recruitment and retention. Action • Executive Committee approved training requirement • Training is in the design/development stage with implementation targeted for May 1, 2009. • Michael Adams/Mike Tyburski will send joint communication prior to May 1 informing the campus of the training requirement and launching of the program. UCSF Leadership Panel on Diversity

13. Diversity Implementation Action Recommendation • Create and budget financial and other incentives for departments engaging in good faith efforts. • Augment Chancellor’s Best Practices Awards Action • Budget for both categories of awards has been established. • Oversight for both awards process will be handled by the Office of Affirmative Action/Equal Opportunity/Diversity (AA/EO/D). UCSF Leadership Panel on Diversity

14. Diversity Implementation Action Recommendation • Train and certify departmental human resources specialists in diversity values and expectations, including when to call for help. Action • Have Executive Committee leadership support. Resources exist in AA/EO/D, with need for small augmentation. Training is in the design/development stage and will commerce May 1, 2009. UCSF Leadership Panel on Diversity

15. Diversity Implementation Action Recommendation • Identify and strengthen intervention strategies and assistance to departments that continuously fail to meet affirmative action goals. Action • Executive Committee agree to review unit progress as part of stewardship reviews and budget call. Tool launched February 2009 by Human Resources to identify current Affirmative Action Plan (AAP) goals when a vacancy is posted. Tool, communications, resources and reporting process is now integrated into the recruitment process. UCSF Leadership Panel on Diversity

16. Diversity Implementation Action Recommendation • Implement Affirmative Action Plan accountability with reporting system to the Executive Committee as well as managers and supervisors. Action • Executive Committee agreed to calendar annual review of Affirmative Action Plan and Unit Progress Reports to encourage good faith efforts. The first review will occur in Fall of 2009. UCSF Leadership Panel on Diversity

17. Climate Action Recommendation • Submit comprehensive 2006 proposal to recognize the Ombuds Program and structure consistent with IOA professional standards and regulations and UC Ombuds best practices. Action • Campus education/information sessions with Associate Deans, Deans and Executive Leadership. • Preliminary preparation and implementation of Ombuds Office/function: Negotiate space; campus announcement, draft and post job description; prepare media/materials. • Final implementation of Ombuds Office/function - on hold, pending budget considerations. UCSF Leadership Panel on Diversity

18. Climate Action Recommendation • Establish civility protocol on unacceptable workplace behavior related to UCSF Code of Conduct. Action • Ad hoc group drafts Civil Behavior Standard for Code of Conduct. • Completed draft discussed with group of stakeholders; Legal Affairs, Academic Personnel, Student Academic Affairs, Human Resources (campus and Medical Center) and unions. • Vet through respective groups (in progress). • Ethics Subcommittee revising code of conduct. • Integrate Civil Behavior Standard into Code of Conduct and Medical Staff Bylaws by June 2009. • Establish civility policy on unacceptable workplace behavior related to UCSF Code of Conduct. UCSF Leadership Panel on Diversity

19. Climate Action Recommendation • Implement assessment by new hires and exit interviews through neutral, impartial and confidential process as a resource to control points. Action • Exit interviews implemented. Contract for new hire assessments signed. Medical Center and School of Medicineare postponing implementation for one year due to budget reductions. UCSF Leadership Panel on Diversity

20. Climate Action Recommendation • Fully develop and support programs and curriculum to improve interpersonal/interdisciplinary communication and conflict management. Action • Work Life Resource Center (WRLC) to facilitate coordination of services for campus/Medical Center communications/conflicts management for high impact faculty and staff. (In progress) UCSF Leadership Panel on Diversity

21. Professional Development Action Recommendation • Expand development opportunities for staff. Action • Selected job families and career development website/training complete. Human Resources is working with cross campus group of stakeholders on pulling together a curriculum in research administration. UCSF Leadership Panel on Diversity

22. Professional Development Action Recommendation • Update and revitalize the Supervisory Development Program. Action • Core curriculum updated. UCSF Leadership Panel on Diversity

23. Professional Development Action Recommendation • Implement leadership development program recommendations. Action • Leadership Academy and Institute under way. • Collaborative work groups beginning. UCSF Leadership Panel on Diversity

24. Professional Development Action Recommendation • Align professional development offerings with UCSF Strategic Plan. Action • Integration linked to Learning Management System (LMS) implemented January 15, 2009. Will form a team of stakeholders and complete compilation and assessment of UCSF professional development offerings to ensure alignment with UCSF Strategic Plan. UCSF Leadership Panel on Diversity

25. Professional Development Action Recommendation • Charge campus Human Resources with developing an over-arching training architecture to coordinate advertisement, enrollment, tracking (through LMS) and delivery of training offerings. Action • LMS launched January 15, 2009. Other activities related to training, funding and policy development are on hold due to budget reductions. UCSF Leadership Panel on Diversity

26. Professional Development Action Recommendation • Develop communication plan to roll out and provide progress on programs (e.g. HR Update, Executive Committee reports, etc.). Action • Mike Tyburski, Barbara French and Lisa Cisneros are reviewing a proposed communication strategy. First edition of the comprehensive communication plan will be issued on June 15, 2009. UCSF Leadership Panel on Diversity

27. UC Diversity Accountability Framework The President’s proposed accountability framework will be launched in late Spring, 2009 and will include: • UC-wide diversity goals • Annual diversity report • Diversity outcomes included in Chancellors’ reports to the Regents • SMG performance evaluation/accountability for diversity outcomes • Focus on campus climate: Use of the Principles of Community UCSF Leadership Panel on Diversity

28. Staff Underutilization Comparison • Legend: • WO Women • TM Total Minority • BL Black • AS Asian • AI Amer. Indian • HI Hispanic Underutilized Groups Assumption: All Variables remain constant UCSF Leadership Panel on Diversity

29. Possible Effect of Action Plans on Underutilization Assumes 10%/yr reduction in underutilization • Legend: • WO Women • TM Total Minority • BL Black • AS Asian • AI Amer. Indian • HI Hispanic UCSF Leadership Panel on Diversity

30. Staff Diversity Value Proposition UCSF has a great opportunity through improving its diversity, improving its climate, and committing to professional development to retain and grow the very talented, committed and diverse workforce it will need to sustain its excellence and support its programs. UCSF Leadership Panel on Diversity

31. Next Steps • Establish assertive goals by control point to reduce underutilization. • Fully implement action plans, including accountability measures. • Assess annually workforce profile outcomes and adjust actions, as needed. • Remember that improving diversity, climate and professional development are linked. UCSF Leadership Panel on Diversity

32. Website Information The following documents can be found at http://chancellor.ucsf.edu/committees/standing/diversity/ISDCPD/contents.htm: • Strategies - April 2007 • Recommendations - September 2007 • Diversity Leadership Panel Slides – Nov. 2007 • Implementation Plans - January 2008 • Diversity Leadership Panel Slides - April 2009 UCSF Leadership Panel on Diversity