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

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

A nonprofit group you join when you turn 50 POP QUIZ What 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

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

United States Department of Agriculture (USDA) POP QUIZ This 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)

POP QUIZ Non compliance with Affirmative Action Plans could result in Loss of research grant funding Loss of hearing Weight loss Loss of insurance

Religion Race Sex Nail color POP QUIZ Protected categories under EEO include all but one of the following Religion Race Sex Nail color

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

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.

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

University Subject to EEO under 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

Executive Order 11246 in 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

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

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

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

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

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

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 are not Hiring goals for any Job Group or title A lack of good faith affirmative action efforts An admission or finding of discrimination

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

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

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

Summary What is an AAP? Why? How? What does it mean to you? 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

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