AFFIRMATIVE ACTION PLANAFFIRMATIVE ACTION PLAN

It’s More than Just the Numbers

Texas A&M University, Human Resources

DIVISION OF FINANCE

February 29, 2012

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Introduction

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

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POP QUIZWhat is AAP?

a) A nonprofit group you join when you turn 50

b) The company you call when your car breaks down

c) A management tool establishing procedures and good faith efforts designed to increase opportunities to achieve full representation in all parts of the workforce

d) The website you log into when you want to book a vacation

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POP QUIZ Executive Order 11246 was issued by which President?

a) George W. Bush

b) Lyndon B. Johnson

c) Barack Obama

d) Abraham Lincoln

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POP QUIZThis organization oversees and administers Affirmative Action Plans

a) United States Department of Agriculture (USDA)

b) Department of Labor (DOL)

c) USA Pickleball Association (USAPA)

d) Office of Federal Contract Compliance Programs (OFCCP)

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POP QUIZNon compliance with Affirmative Action Plans could result in

a) Loss of research grant funding

b) Loss of hearing

c) Weight loss

d) Loss of insurance

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POP QUIZProtected categories under EEO include all but one of the following

a) Religion

b) Race

c) Sex

d) Nail color

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POP QUIZ One of the required components of an Affirmative Action Plan is?

a) BMI analysis

b) Job group analysis

c) SWOT analysis

d) Benefit analysis

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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.

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Purpose of AAP

Where we stand now Where we must go How best to get there

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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

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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

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Required Components of anAffirmative Action Plan

Narrative of policies, programs and monitoring plans

Five Statistical Analyses1. Workforce Analysis

2. Job Group Analysis

3. Availability Analysis

4. Utilization Analysis

5. Annual Placement Goals

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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

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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

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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

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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

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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

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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

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Recruitment—Hiring Practices

HR reviews the selection process Techniques to increase the flow of minority

and female applicants

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Outreach Programs

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

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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

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Any Questions?

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