Affirmative action Plan It’s More than Just the Numbers

1. DIVISION OF FINANCE Affirmative action PlanIt’s More than Just the Numbers Texas A&M University, Human Resources February 29, 2012

2. Introduction • What is an Affirmative Action Plan (AAP)? • Why do we have one? • How is it developed? • What does it mean to you?

3. POP QUIZWhat is AAP? • A nonprofit group you join when you turn 50 • The company you call when your car breaks down • A management tool establishing procedures and good faith efforts designed to increase opportunities to achieve full representation in all parts of the workforce • The website you log into when you want to book a vacation

4. POP QUIZ Executive Order 11246 was issued by which President? • George W. Bush • Lyndon B. Johnson • Barack Obama • Abraham Lincoln

5. POP QUIZThis organization oversees and administers Affirmative Action Plans • United States Department of Agriculture (USDA) • Department of Labor (DOL) • USA Pickleball Association (USAPA) • Office of Federal Contract Compliance Programs (OFCCP)

6. POP QUIZNon compliance with Affirmative Action Plans could result in • Loss of research grant funding • Loss of hearing • Weight loss • Loss of insurance

7. POP QUIZProtected categories under EEO include all but one of the following • Religion • Race • Sex • Nail color

8. POP QUIZ One of the required components of an Affirmative Action Plan is? • BMI analysis • Job group analysis • SWOT analysis • Benefit analysis

9. What is an AAP? A plan to bring women and men, members of minority groups, covered veterans, and individuals with a disability into all levels and segments of Texas A&M University – College Station’s workforce in proportion to their representation in the qualified relevant labor market.

10. Purpose of AAP • Where we stand now • Where we must go • How best to get there

11. University Subject to EEOunder Executive Order 11246 • Administered by the Office of Federal Contract Compliance Programs (OFCCP) • Applies to federal contractors, recipients of federal funds or employers of more than 50 in the workforce • Non compliance could result in loss of research grant funding, OFCCP audits and fines • Law prohibits race, sex, color, national origin, religion and age discrimination, and requires employers to engage in affirmative action to employ and advance women and minorities

12. Executive Order 11246in the Workplace • EEO covers the entire employment relationship • Recruitment, referral, interview and selection • Position duties, requirements, pay, other compensation • Promotion, demotion, reduction in force • Training and apprenticeship • Grievance processes • Leave programs, work hours, other practices • Affirmative Action is a management tool • Establishes procedures and good faith efforts • Emphasizes recruitment and outreach programs

13. Required Components of anAffirmative Action Plan • Narrative of policies, programs and monitoring plans • Five Statistical Analyses • Workforce Analysis • Job Group Analysis • Availability Analysis • Utilization Analysis • Annual Placement Goals

14. 1. Workforce Analysis • Big picture of who we are and where we work • All active, budgeted employees and positions • Excludes positions requiring student status, vacancies, wage or temporary employees • Titles and departments are identified consistent with university’s organizational structure

15. 2. Job Group Analysis • Big picture look of what we do at work • “Job Groups” is a term only used within the OFCCP’s Affirmative Action requirements • Job titles are assembled into job groups designed by the organization based on similar job content, pay rates and opportunities for advancement • The number of employees are listed by title and department within the job group, with minority and gender percentages

16. 3. Availability Analysis • Looks at where applicants for hires came from during past year • Lists Job Groups and percentage of women and minorities with requisite skills available for employment • Weighted averages for internal/external are assigned to university workforce, U.S. Census Bureau and/or other data • Data based on OFCCP criteria

17. 4. Utilization Analysis • Compares incumbent workforce to availability of women and minorities for each job group • Uses statistical tests to determine if incumbent workforce is less than would reasonably be expected in the recruitment area • Results of 2011 Utilization Analysis • 21 Job Groups had placement goals for either women, or minorities or both

18. 5. Annual Placement Goals • Utilization Analysis is used to establish goals for applicant pools in Job Groups where the percentage of women or minorities employed is less than reasonably expected given availability • Placement Goals are a means to demonstrate good faith effort to increase the opportunities for women and minorities • Placement Goals arenot • Hiring goals for any Job Group or title • A lack of good faith affirmative action efforts • An admission or finding of discrimination

19. What does it mean to you? • Affirmative Action is a management tool • Establishes procedures and good faith efforts designed to increase opportunities to achieve full representation in all parts of the workforce • Emphasizes recruitment and outreach programs

20. Recruitment—Hiring Practices • HR reviews the selection process • Techniques to increase the flow of minority and female applicants

21. Outreach Programs • Benefits—insurance, leave • Flexible schedules • Tuition assistance • Climate surveys • University Diversity Plan • Other?

22. Summary • What is an AAP? • Where we are now, where we need to go and what’s the best way to get there • Why? • Advances a diverse workforce, federally mandated • How? • Technical, legal and complex • What does it mean to you? • Recruitment and outreach

23. Any Questions? • Janelle R. Ramirez, SPHR • Executive Director, Human Resources Operations • 979-862-1723, janelle@tamu.edu