The definitions of affirmative action and equal employment opportunity
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The Definitions of Affirmative Action and Equal Employment Opportunity

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The definitions of affirmative action and equal employment opportunity

Affirmative Action is positive action undertaken with conviction and effort to overcome the present effects of past practices, policies on barriers to equal employment opportunity and to achieve the full and fair participation of women, Blacks and Hispanics and any other protected groups found to be under utilized in the work force or affected by policies or practices having an adverse impact.

Equal Employment opportunity means the employment of individual(s) without consideration of any protected basis – race, color, etc. (CCHRO/EEOC)

Affirmative Action:

Actions, Policies, and Procedures to which an employer commits itself that are designed to achieve equal employment opportunity.

Procedures in the employment process of hiring, promotions, transfers, training, disciplinary actions, including termination are administered without discrimination.

The Affirmative Action obligation includes:

Thorough, systematic efforts to prevent discrimination from occurring or to detect it and eliminate it as promptly as possible, and

Recruitment and outreach measures.

Diversity is a commitment to recognize and appreciate the variety of characteristics that make individuals unique. This includes a work environment that is respectful, and inclusive for all groups that maximizes the potential of all employees, and values the variety of perspectives that all employees bring to the work place.

The Definitions of Affirmative Action and Equal Employment Opportunity


The definitions of affirmative action and equal employment opportunity

The Role of the Human Resources Unit, in the Administration and Implementation of the AAP and the Policies Administered by the EEO/AA OFFICE

  • The EEO/AA OFFICE is responsible for preparing and implementation of State (CCHRO) Affirmative Action Plan. Additionally, the EEO/AA OFFICE is responsible for the following policies of DESPP and conducting investigations into violations of those Policies:

    • Affirmative Action Policy

    • Sexual Harassment Prevention Policy and Report Procedure, and the

    • Americans with Disabilities Amendments Act of 2008 and is the ADA Coordinator

    • Title IX Education Amendments of 1972 – prohibits sex discrimination in education and education employment. - Title IX Coordinator

    • The HRU refers to the EEO/AA OFFICE any identified incidents that violate the policies of the EEO/AA OFFICE for review and possible investigation. If policy violations occur, the Human Resources Unit (HRU) receives Findings of Internal Investigations and determines if disciplinary action will occur.

  • The role of the HRU is outlined in the Affirmative Action Plan Section entitled Assignment of Responsibility. The EEO/AA OFFICE works with the HRU to develop recruitment resources and initiate contacts for various positions in DESPP. The HRU also conducts an ongoing review of personnel activity to achieve numerical and program goals outlined in the AAP. The HRU and the EEO/AA OFFICE review Interview Selection Reports for all full time positions of hires, transfers, and promotions prior to making a job offer.

  • The HRU Staff routinely contacts EEO Specialists informing them of scheduled interviews for positions in DESPP.


The definitions of affirmative action and equal employment opportunity

The Role of the Human Resources Unit in the Administration and Implementation of the AAP and the Policies Administered by the EEO/AA OFFICE (cont’d),

  • The HRU Staff reviews affirmative action goals for hires and promotions the EEO/AA OFFICE has established in the Affirmative Action Plan (AAP).

  • Staff of the HRU additionally conduct employee orientation for new employees, and employees promoted to managerial positions, and provide statistical information for development of the Affirmative Action Plan. Staff of the HRU also participate as a member of DESPP's Diversity Council.

  • The HRU Staff primary role and responsibility is to assure that DESPP's recruitment, hiring and other personnel transactions, as expressed in DESPP's Affirmative Action Policy Statement are consistent with affirmative action equal employment opportunity law, the State Personnel Act and Regulations.


How the eeo aa office collects and reviews statistical data

How the EEO/AA OFFICE Collects and Reviews Statistical Data

  • The EEO/AA OFFICE collects data pursuant to both State of CT Affirmative Action Regulations and the Code of Federal Regulations. An analysis of the work force is conducted by race, gender, EEO Categories, and labor market areas. EEO/AA OFFICE also collects voluntary information on employees of the age of the work force by race, gender and EEO Categories. CCHRO requires an annual report by EEO Category, race, gender and salary range of all DESPP employees.

  • A separate analysis is performed by the EEO/AA OFFICE for each occupational category by labor market area for each position classification of over 25 or more employees. Then an availability analysis is performed for each classification and category taken from Connecticut Occupational Statistics (2000 U.S. Census Bureau Census Data) of individual’s whose job titles are similar to DESPP's living in Connecticut, by labor market area, race, and gender. In addition, statistics are obtained from the CT Department of Labor of current job seekers by labor market area, race, and gender seeking similar jobs. An analysis is performed of how DESPP's positions are filled (hire or promotion) and weighted factors are determined. A comparison of availability to DESPP's work force is made to determine whether protected classes are fully and fairly utilized at DESPP. Hiring and Promotion goals are set based on this analysis. EEO/AA OFFICE uses various statistical forms to complete these processes mentioned. EEO/AA OFFICE reviews all of this statistical data to identify trends and patterns of discrimination and from the trends and patterns the EEO/AA OFFICE develops programs to correct these deficiencies. EEO/AA OFFICE conducts a utilization analysis to determine whether any race or gender groups is over utilized , under utilized or at parity in the work force, based on these factors, affirmative action goals are established.


How the eeo aa office collects and reviews statistical data cont d

How the EEO/AA OFFICE Collects and Reviews Statistical Data (cont’d)

  • An Employment Process Analysis is performed for each job classification or groups of job classifications. A comparison is made to determine any work force changes through personnel transactions.

  • EEO/AA OFFICE also reviews all training classes and determines the race, and gender composition of all classes. All training requests that are denied are to be submitted to the EEO/AA OFFICE for review if any trends or patterns of basis for denial emerges.

  • Applicant Flow Analysis is performed for all job classifications or group of job classifications. The purpose for this analysis is to review the source of hires and promotions, individuals that were selected and rejected by race and gender.

  • Adverse Impact Tests are conducted on each race and gender group by job classifications. When any race or gender group has selection rate of less than 80% of the group with the highest selection rate, Adverse Impact may have occurred. A program goal is developed to address any race and/or group that is identified as being adversely impacted.


The monitoring program of the human resources unit processes

The Monitoring Program of the Human Resources Unit Processes

  • The primary purpose of DESPP's Monitoring Program is to conduct an annual detailed assessment of the present employment practices of the Human Resources Unit (HRU), and to look globally, DESPP-wide to identify any patterns of employment practices within the DESPP that may contribute to underutilization or adversely impact various protected groups such as women and minorities.

  • The Monitoring Program is sampling over time (one to three years) various employment processes and transactions, sufficient products by Division, District, job classifications, etc. to ensure there is an absence of patterns of discrimination. If any potential patterns of discrimination has been identified, it will be reported to the Human Resources Unit and the Commissioner of DESPP either at the Commissioner’s Quarterly Meeting or at additional meetings if needed.

  • The Equal Employment Opportunity Manager (EEOM) of the EEO/AA OFFICE is responsible for determining the various types of monitoring that can occur during the reporting period of the Affirmative Action Plan (AAP).

  • As part of the monitoring process, the EEO/AA OFFICE conducts adverse impact tests on an annual basis to determine whether any quantifiable aspects of the selection, employment, or disciplinary process have substantially disadvantaged members of a protected group.


How eeo aa office executes the monitoring program refer to monitoring program

How EEO/AA OFFICE executes the Monitoring Program (Refer to Monitoring Program)

  • EEO/AA OFFICE has developed matrices to conduct this monitoring. DESPP conducts various types of monitoring – Interview Monitoring, Disciplinary Actions Monitoring, Performance Evaluation Monitoring, Internal Complaint Monitoring and Program Goals Monitoring.

    INTERVIEW MONITORING

  • The primary purpose of Interview Monitoring is to assure that the requirements of the procedures and practices of DESPP interviewing process are conducted equitably for all candidates AAP support the EEO Program Objectives.

    DISCIPLINARY ACTION MONITORING

  • The primary purpose of Disciplinary Action Monitoring is to review all Disciplinary Actions based on protected groups and to determine that the standards, when deciding a person shall be docked time, demoted, transferred, suspended, and/or discharged, etc. are consistent for all employees; including minorities and females. Also, to identify if any patterns of discrimination exist.

    PERFORMANCE EVALUATION MONITORING

  • The primary purpose of Performance Evaluation Monitoring is to review the performance Appraisal Program by EEO Categories and determine its objectivity and consistency for all employees, including minorities and females. Also to identify if any patterns of discrimination exist.

    INTERNAL COMPLAINT MONITORING

  • The primary purpose of Internal Complaint Monitoring is to identify any trends or patterns of a discriminatory nature within DESPP, and/or a District, or by a Respondent in conjunction with Interview Monitoring, and Disciplinary Actions Monitoring to assure that employees who file complaints of allegations of discrimination are not subject to any punitive action as a result of having filed complaints and/or are transferred, or may not be promoted.

    PROGRAM GOALS MONITORING

  • The primary purpose of Program Goals Monitoring is to determine the various stages in the administrating and implementing the program goals that has been identified as an EEO Program Objective.


The definitions of affirmative action and equal employment opportunity

How the EEO/AA OFFICE utilizes the various Monitoring Matrices in DESPP's Monitoring Program (Refer to Monitoring Program)

  • Monitoring Matrices are utilized as tools that define the elements being monitored.

    • Interview Monitoring

    • Disciplinary Actions Monitoring

    • Performance Monitoring

    • Internal Complaint Monitoring

    • Program Goals Monitoring


The definitions of affirmative action and equal employment opportunity

How the EEO/AA OFFICE Identifies Trends and/or Patterns from the Statistical Data in the Monitoring Matrices (Refer to Monitoring Program)

  • Reviews Monitoring Matrices for any trends or patterns if statistical significant.

  • Looks at race and gender groups for adverse impact.


The joint processes of the eeo aa office and the office of human resources

The Joint Processes of the EEO/AA OFFICE and the Office of Human Resources

  • EEO/AA OFFICE and HRU work together concurrently on program objectives of the AAP, and reviewing of employment transactions.

  • Jointly implementing the AAP requirements to achieve affirmative action goals to diversify the work force.

  • Providing ongoing communication in identification of problem areas in administration of the AAP.


The deficiency and progress plan

The Deficiency and Progress Plan

EEO/AA OFFICE Develops with HRU

  • The (EEO/AA OFFICE) has developed several monitoring matrices to assist in the compilation of statistical data as the initial process to determining if a pattern of discrimination is identified as an indication that further analysis may be necessary. The EEO/AA OFFICE will work closely with the HRU as well as any manager/supervisor in the application of any remedy to any adverse impact findings. Once as Adverse Impact Finding is indicated the EEO/AA OFFICE utilizes three options for action –

    • (1) Changes the procedure,

    • (2) utilizes a different procedure, and/or,

    • (3) validates the procedure.

  • These remedies may include training and providing assistance and advice in methods of implementing employment processes in a manner that assures EQUAL EMPLOYMENT OPPORTUNITY to all protected groups.


How the eeo aa office monitors a deficiency and progress plan

How the EEO/AA OFFICE Monitors a Deficiency and Progress Plan

  • The monitoring matrices are completed to identify if the area of deficiency is still occurring, and/or if progress is made toward correction.

  • EEO/AA OFFICE meets with HRU to review progress made.


How the eeo aa office conducts investigations of discrimination complaints

How the EEO/AA OFFICE Conducts Investigations of Discrimination Complaints

  • A complaint is filed based upon a violation of any of the three policies the EEO/AA OFFICE administers – the Affirmative Action Policy, Sexual Harassment Prevention Policy and ReportingProcedures, Americans with Disabilities Amendments Act of 2008 or Title IX of the Education Amendments of 1972. The EEO/AA Office can be the complainant and initiate an investigation into allegations of violation(s) of any of the policies it administers.

  • During the investigation the EEO/AA OFFICE is reviewing four types of evidence – direct, pattern, statistical and comparative based on the allegations contained in the complaint in rendering its determination of the facts in the complaint.


How the eeo aa office conducts investigations of discrimination complaints1

How the EEO/AA OFFICE Conducts Investigations of Discrimination Complaints

  • The EEO/AA OFFICE issues a finding and if a violation of a policy is found, the EEO/AA OFFICE forwards the findings to the HRU for disciplinary action.

  • The EEO/AA OFFICE will check back with the complainant and respondent several weeks after the conclusion of an investigation to ensure that the parties are not being retaliated against.


Eeo aa office and the human resources unit

EEO/AA OFFICE and the Human Resources Unit

  • Close communication has to exist between the EEO/AA OFFICE Staff and the Human Resources Unit because their activities are interconnected.

  • The EEO/AA OFFICE issues a finding and if a violation of a policy is found, the EEO/AA OFFICE forwards the findings to the HRU for disciplinary action.


The definitions of affirmative action and equal employment opportunity

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