AFFIRMATIVE ACTION/RECRUITMENT PLAN
EXECUTIVE ORDER 11246
Texas State University-San Marcos

 

 

 

 

[DATE]

EIN: 746002248

 

PART I: AFFIRMATIVE ACTION/RECRUITMENT PLAN FOR

MINORITIES AND WOMEN

 

PART II: AFFIRMATIVE ACTION/RECRUITMENT PLAN FOR

COVERED VETERANS AND PERSONS WITH DISABILITIES

 

 

 

 

 

 

 

 

 

 

 

EEO/AA Contact:

Mr. Herman Horn

Chief Diversity Officer and Director of Equity and Access
Texas State University-San Marcos

601 University Drive

J. C. Kellam 840

San Marcos, Texas 78666

512.245.2539

equityaccess@txstate.edu

 

 

 

 

 

 

 

 

CONFIDENTIAL TRADE SECRET MATERIALS

 

(Not for distribution except on a need-to-know basis within Texas State University-San Marcos)


This Affirmative Action/Recruitment Plan contains confidential information which is subject to the provisions of 18 U.S.C. 1905. Chrysler Corp. v. Brown, 441 U.S. 281, 19 FEP 475 (1979). Copies of this Affirmative Action/Recruitment Plan and all related appendices, documents, and support data are made available on loan to the U.S. government upon the request of said government on the condition that the government hold them totally confidential and not release copies to any persons whatsoever. This Affirmative Action/Recruitment Plan and its Exhibits and all its supporting documents contain much confidential information which may reveal, directly or indirectly, Texas State University plans for business or geographical expansion or contraction. Texas State University-San Marcos considers this Affirmative Action/Recruitment Plan to be exempt from disclosure, reproduction, and distribution under the Freedom of Information Act upon the grounds, among others, that such material constitutes (1) personnel files, the disclosure of which would constitute a clearly unwarranted invasion of personal privacy, which are exempt from disclosure under 5 U.S.C. 552(b)(6); (2) confidential, commercial, or financial information, which is exempt from disclosure under 5 U.S.C. 552(b)(4); (3) investigatory records compiled for law enforcement purposes, the production of which would constitute an unwarranted invasion of personal privacy, which are exempt from disclosure under 5 U.S.C. 552(b)(7)(C); and (4) matters specifically exempted from disclosure by statute, which are exempt from disclosure under 5 U.S.C. 552(b)(3). Notice is hereby given of a request pursuant to Title 41 Code of Federal Regulations, Part 60-60.4(d) that portions of this Affirmative Action/Recruitment Plan be kept confidential.

 

Texas State University-San Marcos wishes to make it clear that it does not consent to the release of any information whatsoever contained in this Affirmative Action/Recruitment Plan under the Freedom of Information Act or otherwise. If the U.S. government, or any agency or subdivision thereof, is considering breaching the conditions under which this Affirmative Action/Recruitment Plan was loaned to such government, or is considering a request for release of this Affirmative Action/Recruitment Plan under the Freedom of Information Act, a request is hereby made that the government immediately notify the president of Texas State University of any and all Freedom of Information Act requests received by the government or any other contemplated release of this Affirmative Action/Recruitment Plan by the government which relates to information obtained by the government from the university. We further request that everyone who has any contact with this Affirmative Action/Recruitment Plan or its supporting data treat such information as totally confidential and that such information not be released to any person whatsoever. Retention or disclosure of information relating to identifiable individuals may also violate the Privacy Act of 1974.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

AFFIRMATIVE ACTION/ RECRUITMENT PLAN

TEXAS STATE UNIVERSITY-SAN MARCOS

 

 

TABLE OF CONTENTS

 

Background…………………………………………………………………………………………………4

Commitment to Equal Employment Opportunity…………………………………………………………..4

Dissemination of Equal Employment Opportunity Policy ………………………………………………...5

Applicable Affirmative Action Laws and Regulations…………………………………………………..…5

Protected Groups……………………………………………………………………………………..……..6

Program Terminology……………………………………………………………………………..………..6

Reliance on EEOC’s Guidelines………………………………………………….…………………….......7

Reporting Period………………………………………………………………………..……………..........7

Statement of Purpose for Parts I and II…………………………………………………………..…………8



PART I: AFFIRMATIVE ACTION/RECRUITMENT PLAN FOR MINORITIES AND WOMEN…………………………………………………………………………………………….……..9

 

Table of Contents……………………………………………………………………..……………...........10

Table of Exhibits………………………………………………………………………………………….11

Chapter 1: Organizational Profile…………………………………………………………..……………..12

Chapter 2: Job Group Analysis…………………………………………………………………..………..13

Chapter 3: Placement of Incumbents in Job Groups……………………………………………..………..14

Chapter 4: Determining Availability……………………………………………………………...……….15

Chapter 5: Comparing Incumbency to Availability………………………………………..……………...16

Chapter 6: Placement Goals………………………………………………………………..……………...17

Chapter 7: Designation of Responsibility……………………………………………………..…………..18

Chapter 8: Identification of Problem Areas……………………………………………..………………...21

Chapter 9: Action-Oriented Programs………………………………………………………..…………...23

Chapter 10: Internal Audit and Reporting……………………………………………………………...….25

 

PART II: AFFIRMATIVE ACTION/RECRUITMENT PLAN FOR DISABLED VETERANS, OTHER VETERANS, AND PERSONS WITH DISABILITIES……………………………..………26

 

Table of Contents………………………………………………………………………………………….27

Chapter A: Policy Statement………………………………………………………………………………28

Chapter B: Review of Personnel Processes……………………………………………………………….29

Chapter C: Physical and Mental Qualifications…………………………………………………………...30

Chapter D: Reasonable Accommodation to Physical and Mental Limitations............................................31

Chapter E: Harassment…………………………………………………………………………………….32

Chapter F: External Dissemination of Policy, Outreach and Positive Recruitment………………………33

Chapter G: Internal Dissemination of Policy……………………………………………………………...34

Chapter H: Audit and Reporting System………………………………………………………………….35

Chapter I: Responsibility for Implementation…………………………………………………………….36

Chapter J: Training………………………………………………………………………………………...39

Chapter K: Compensation…………………………………………………………………………………40

 

INTRODUCTION TO PARTS I AND II

BACKGROUND

Texas State University-San Marcos is subject to the affirmative action requirements of Executive Order 11246, as amended, Section 503 of the Rehabilitation Act of 1973, as amended, the Vietnam Era Veterans’ Readjustment Assistance Act of 1974, as amended, 38 U.S.C.4212, their implementing regulations at 41 CFR Chapter 60 and Chapter 21 (Employment Discrimination) of the Texas Labor Code. We are required to prepare annual written Affirmative Action/Recruitment Plans for minorities and women, for covered veterans, and for persons with disabilities. Failure to comply with these laws and their implementing regulations, which are enforced by the Office of Federal Contract Compliance Programs (OFCCP), can result in debarment of the university from future contracts and subcontracts.

 

Affirmative Action is a term that encompasses any measure adopted by an employer to correct or to compensate for past or present discrimination or to prevent discrimination from recurring in the future.

 

As stipulated in federal regulations, a prerequisite to the development of a satisfactory Affirmative Action/Recruitment Plan is the evaluation of opportunities for protected group members, as well as an identification and analysis of problem areas inherent in their employment. Also, where a statistical analysis of the employee workforce reveals a numeric disparity between incumbency and availability of minorities or women, an adequate Affirmative Action/Recruitment Plan details specific affirmative action steps to ensure equal employment opportunity. These steps are keyed to the problems and needs of protected group members. For minorities and women, such steps include the development of hiring and promotion goals to rectify the disparity between incumbency and availability. It is toward this end that the following Affirmative Action/Recruitment Plan of Texas State University was developed.

 

COMMITMENT TO EQUAL EMPLOYMENT OPPORTUNITY (EEO)

 

Texas State University-San Marcos will not discriminate against any person in employment or exclude any person from participating in or receiving the benefits of any of its activities or programs on any basis prohibited by law, including race, color, age, national origin, religion, sex, disability, veterans’ status, or on the basis of sexual orientation. Equal employment opportunities shall include: personnel transactions of recruitment, employment, training, upgrading, promotion, demotion, layoffs (reduction in force), termination, and salary.

 

Texas State University strives to base employment decisions on objective standards to enhance equal employment opportunity.

 

It has been, and will continue to be, the policy of Texas State University to be an equal opportunity employer. In keeping with this policy, Texas State University will continue to recruit, hire, train, and promote into all job levels the most qualified person without regard to race, color, national origin, age, sex, religion, disability, veterans’ status or sexual orientation. Similarly, Texas State University will continue to administer all other human resources matters (such as compensation, benefits, transfers, reductions in force, training, etc.) in accordance with university policy. We are committed to recruiting minorities and females in all EEO categories, especially those categories that indicate underutilization as demonstrated in our analysis of our workforce as part of this plan.

 

 

 

 

Texas State University continues its commitment to diversity as outlined in Goal 5 of our Strategic Plan:

 

Goal 5: Enrich our learning and working environment by attracting and supporting a more diverse faculty, staff, and student body.

 

Intended Outcomes:

·         Build a more diverse faculty and staff.

·         Seek to be a Hispanic Serving Institution by 2012.

·         Increase intensity and scope of recruitment and retention programs that have a special focus on minority students.

·         Expand efforts to promote diversity and inclusion among all faculty, staff, and students.

·         Seek historically underutilized business suppliers.

 

 

DISSEMINATION OF EQUAL EMPLOYMENT (EEO) OPPORTUNITY POLICY

 

Texas State University-San Marcos is an equal employment opportunity employer. We make this known by:

 

1.    Including information within the Texas State University Policy and Procedure Statements (UPPS).

 

2.    Disseminating relevant information during new employee orientation sessions, in the Faculty and Staff Handbooks, and on the university website.

 

3.    Posting required federal and state law posters within the Texas State University facilities.

 

4.    Including the logo “Texas State University-San Marcos is an equal opportunity educational institution.” in all recruitment ads and literature as required by UPPS No. 01.04.11, Guidelines for Use of Texas State Logo, System Statement, Board of Regents List and Equal Opportunity Statement.

 

 

APPLICABLE AFFIRMATIVE ACTION LAWS AND REGULATIONS

Texas State University-San Marcos’ Affirmative Action/Recruitment Plan for minorities and women (Part I) has been prepared according to Executive Order No. 11246, as amended, and Title 41, Code of Federal Regulations, Part 60-1 (Equal Employment Opportunity Duties of Government Contractors), Part 60-2 (Affirmative Action Programs of Government Non-Construction Contractors; also known as “Revised Order No. 4”), and Chapter 21 (Employment Discrimination) of Texas Labor Code Section 502.

Texas State University has developed separately an Affirmative Action/Recruitment Plan for covered veterans and persons with disabilities (Part II) prepared in accordance with the Rehabilitation Act of 1973, Section 503, as amended, and Title 41, Code of Federal Regulations, Part 60-741 (Affirmative Action Program for Handicapped Persons), the Vietnam Era Veterans' Readjustment Assistance Act of 1974, Section 4212, as amended, and Title 41 Code of Federal Regulations, Part 60-250 (Affirmative Action Program for Disabled Veterans and Other Veterans).

 

 

 

PROTECTED GROUPS

Coverage under affirmative action laws and regulations applies to:

·         Women and minorities who are recognized as belonging to or identifying with the following race or ethnic groups: Blacks/African Americans, Hispanics/Latinos, Asians/Pacific Islanders, and American Indians/Alaskan Natives.

 

·         An individual with a disability: a person who has a physical or mental impairment that substantially limits one or more of his or her major life activities; (2) has a record of such impairment, or (3) is regarded as having such an impairment

 

·         Disabled veterans: veterans entitled to compensation for a disability rated at 30 percent or more, or rated at 10 or 20 percent in the case of a veteran who has been determined under Section 3106 of Title 38 to have a serious employment disability, or a person who was discharged or released from active duty because of a service-connected disability

·         Veterans who received an “Armed Forces Service Medal” pursuant to Executive Order 12985 (61 FR 1209)

 

·         Veterans of the Vietnam Era

 

·         Recently separated veterans

 

·         Other protected veterans who served on active duty during a war or in a campaign or expedition for which a campaign badge has been authorized, under laws administered by the Department of Defense

 

PROGRAM TERMINOLOGY

The terms, “comparison of incumbency to availability,” “deficiency,” and “problem area,” appearing in this Affirmative Action/Recruitment Plan, are terms Texas State University-San Marcos is required by government regulations to use. The criteria used in relation to these terms are those specified by the government. These terms have no independent legal or factual significance whatsoever. Although Texas State University will use the terms in total good faith in connection with its Affirmative Action/Recruitment Plan, such use does not necessarily signify that the university agrees that these terms are properly applied to any particular factual situation and is not an admission of non-compliance with EEO laws, regulations, and objectives.

The comparison of incumbency to availability contained herein is required by government regulations to be based on certain statistical comparisons. Geographic areas and sources of statistics used herein for these comparisons were used in compliance with government regulations, as interpreted by government representatives. The use of certain geographic areas and sources of statistics does not indicate Texas State University’s agreement that the geographic areas are appropriate in all instances of use or that the sources of statistics are the most relevant. The use of such geographic areas and statistics may have no significance outside the context of this Affirmative Action/Recruitment Plan. Such statistics and geographic areas will be used, however, in total good faith with respect to this Affirmative Action/ Recruitment Plan.

The grouping of job titles into a given job group does not suggest that Texas State University believes the jobs so grouped are of comparable worth.

Whenever the term “goal” is used, it is expressly intended that it “should not be used to discriminate against any applicant or employee because of race, color, religion, gender, or national origin,” as stated in Title 41 Code of Federal Regulations, Part 60-2.30.

This Affirmative Action/Recruitment Plan is not intended to create any contractual or other rights in any person or entity.

RELIANCE ON EEOC’S GUIDELINES

 

Although Texas State University-San Marcos does not believe any violation of Title VII of the Civil Rights Act exists, it has developed this Affirmative Action/Recruitment Plan in accordance with and in reliance upon the EEOC’S Guidelines on Affirmative Action, Title 29 Code of Federal Regulations, Part 1608.

 

REPORTING PERIOD

This Affirmative Action/Recruitment Plan is designed to cover each fiscal year beginning September 1 and ending August 31.

 


 

STATEMENT OF PURPOSE FOR PARTS I AND II

This Affirmative Action/Recruitment Plan has been designed to bring women and members of minority groups into all levels and segments of Texas State University-San Marcos’ workforce in proportion to their representation in the qualified relevant labor market.

The Affirmative Action/Recruitment Plan, therefore, is a detailed, results-oriented set of procedures which, when carried out, results in full compliance with equal employment opportunity requirements through the equal treatment of all people.

 

The manner in which this is to be accomplished becomes technical and somewhat complicated. There are several reasons for this. First, Texas State University is subject to and must address a variety of state and federal laws and guidelines dealing with equal employment opportunity and affirmative action. These guidelines and requirements are in themselves somewhat technical and complex. In addition, relevant court decisions, which are often useful in interpreting, but sometimes conflicting with these requirements and guidelines, must be taken into account when developing and implementing the Affirmative Action/Recruitment Plan. Furthermore, in determining Texas State University’s current equal employment opportunity and affirmative action position and its desired future achievements, numbers, percentages, statistics, and numerous calculations and computations must come into play.

 

The technical, legal, and mathematical aspects of the Affirmative Action/Recruitment Plan, however, all have one common purpose—to allow us to properly identify three key concepts:

 

1. Where we stand now,

2. Where we must go,

3. How best to get there.

These three concepts are the Affirmative Action/Recruitment Plan.

 

 

 

 

 

 

 

 

 

 


 

TEXAS STATE UNIVERSITY-SAN MARCOS

 

 

 

 

AFFIRMATIVE ACTION/RECRUITMENT PLAN

 

 

 

 

 

 

 

 

 

 

 

PART I: AFFIRMATIVE ACTION/RECRUITMENT PLAN FOR MINORITIES AND WOMEN

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

[DATE]

 

 

 

 

 

 

 

 

 

 

 

PART I

AFFIRMATIVE ACTION/RECRUITMENT PLAN FOR MINORITIES AND WOMEN

TABLE OF CONTENTS

CHAPTER I: ORGANIZATIONAL PROFILE
                                        41 C.F.R. § 60-2.11

CHAPTER 2: JOB GROUP ANALYSIS
                                        41 C.F.R. § 60-2.12

CHAPTER 3: PLACEMENT OF INCUMBENTS IN JOB GROUPS
                                        41 C.F.R. § 60-2.13

CHAPTER 4: DETERMIING AVAILABILITY
                                        41 C.F.R. § 60-2.14

CHAPTER 5: COMPARING INCUMBENCY TO AVAILABILITY
                                        41 C.F.R. § 60-2.15

CHAPTER 6: PLACEMENT GOALS
                                        41 C.F.R. § 60-2.16

ADDITIONAL REQUIRED ELEMENTS OF AFFIRMATIVE ACTION PROGRAMS

CHAPTER 7: DESIGNATION OF RESPONSIBILITY
                                        41 C.F.R. § 60-2.17(a)

CHAPTER 8: IDENTIFICATION OF PROBLEM AREAS
                                        41 C.F.R. § 60-2.17(b)

CHAPTER 9: ACTION-ORIENTED ROGRAMS
                                        41 C.F.R. § 60-2.17(c)

CHAPTER 10: INTERNAL AUDIT AND REPORTING SYSTEM
                                        41 C.F.R. § 60-2.17(d)

 

 

 

 

 

 

 

 

 

 

 

 

 

PART I

AFFIRMATIVE ACTION/RECRUITMENT PLAN FOR MINORITIES AND WOMEN

TABLE OF EXHIBITS

 

EXHIBIT 1: ORGANIZATIONAL DISPLAY

 

EXHIBIT 2: AVAILABILITY/WORKFORCE ANALYSIS

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

PART I: AFFIRMATIVE ACTION/RECRUITMENT PLAN FOR MINORITIES AND WOMEN

CHAPTER 1: ORGANIZATIONAL PROFILE
41 C.F.R. § 60-2.11


 

An organizational profile is a depiction of the staffing pattern within an establishment. It is one method used to determine whether barriers to equal employment opportunity exist in their organizations. The profile provides an overview of the workforce that may assist in identifying organizational units where women or minorities are underrepresented or concentrated. Texas State University-San Marcos will use the organizational display as its organizational profile.

 

Organizational Display

 

An organizational display is a detailed graphical or tabular charts, text, spreadsheet or similar presentation of the organizational structure. The organizational display must identify each organizational unit and show the relationship of each organizational unit to the organizational units. An organizational unit is any component that is part of the organizational structure. An organizational unit might be a department, division, section, branch, group or similar component.

 

For each organizational unit, the organizational display must indicate the following: the name of the unit; the job title, gender, race, and ethnicity of the unit supervisor (if the unit has a supervisor); the total number of male and female incumbents; and the total number of male and female incumbents in each of the following groups: Blacks, Hispanics, Asians/Pacific Islanders, and American Indians/Alaskan Natives.

 

Exhibit 1 will provide a copy of the organizational display.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

CHAPTER 2: JOB GROUP ANALYSIS
41 C.F.R. § 60-2.12

Job titles are grouped by organizational unit for comparison. Grouping together these very similar titles is appropriate for the comparison of incumbency to availability. For many job titles, the availability data that can be collected is limited, and the same data must be used for several related jobs. Therefore, grouping these related titles together is logical. Also, many job titles have so few incumbents in them that identifying disparities between incumbency and availability by job title is meaningless—as problem areas would be identified in terms of fractions of people. By grouping several similar titles and increasing the number of employees involved, a meaningful comparison can be conducted; any identified problem areas are more likely to be in terms of whole people. Consequently, goals established to correct problem areas are also more likely to be in terms of whole people.

Job groups will be listed by organizational unit.

 

For each job group, Texas State University-San Marcos will identify the total number of employees, the number of male and female employees, the total number of minority employees, the male and female minority employees, the total number of White, Black, Hispanic, Asian or Pacific Islander, American Indian or Alaskan Native employees, and the male and female employees within each of these race/ethnic groups.

Texas State University will carefully analyze the workforce analysis to identify problem areas needing correction, such as concentrations or segregation of minorities or women by organizational unit, job, or pay. Problems, if any, will be identified in Chapter 8: Identification of Problem Areas; programs to correct the identified problems will be identified in Chapter 9: Action-Oriented Programs.

Job groups must have enough incumbents to permit meaningful comparisons of incumbency to availability and goal setting. Ideally, if a job group is identified as containing a problem area, it should be large enough that a goal of a least one whole person can be established. No minimum size has been established for this purpose, however, since it is dependent not only on the size of the job group, but also on the size of the availability percentage and the number of minorities or women already employed in the job group.

Texas State University does not combine job groups with different content, wages, or opportunities if doing so would have obscured problem areas (e. g., job groups which combine jobs in which minorities or women are concentrated with jobs in which they are underrepresented).

 


 

CHAPTER 3: PLACEMENT OF INCUMBENTS IN JOB GROUPS
41 C.F.R. § 60-2.13

Each job group will appear on the Incumbents by Job Group Report with a job group name and number. The report lists each job title in the job group. For each job title, the worksheet will provide the following information: organizational unit—EEO reporting category, employee headcounts for each job group, and overall workforce and population percentage representation by gender and race/ethnicity as of the end of the fiscal year.

 



 

 


 

CHAPTER 4: DETERMINING AVAILABILITY
41 C.F.R. 60-2.14

 

“Availability” is an estimate of the proportion of each sex and race/ethnic group available and qualified for employment at Texas State University-San Marcos for a given job group in the relevant labor market during the life of the Affirmative Action/Recruitment Plan. Availability indicates the approximate level at which minorities and women could reasonably be expected to be represented in a job group if Texas State University’s employment decisions are being made without regard to gender, race, or ethnic origin. Availability estimates, therefore, are a way of translating equal employment opportunity into concrete numerical terms. Correct comparisons of incumbency to availability, worthwhile and attainable goals, and real increases in employment for problem groups depend on competent and accurate availability analyses. With valid availability data, we can compare the percentages of those who could reasonably be expected to be employed versus our current employment (from the organizational display), identify problem areas or areas of deficiency, and establish goals to correct the problems.

 

Steps in Comparison of Incumbency to Availability

Reasonable Recruitment Area

 

In determining availability, Texas State University-San Marcos must consider the percentage of minorities and women with requisite skills in a reasonable recruitment area. “Reasonable recruitment area” is defined as the geographical area from which Texas State University usually seeks or reasonably could seek workers to fill the positions in question. For each job group, the reasonable recruitment area will be identified, with a brief explanation of the rationale for selection of that recruitment area.

 

Promotable, Transferable, and Trainable Employees

 

In determining availability, Texas State University-San Marcos must consider the percentage of minorities or women among those promotable, transferable, and trainable within Texas State University. Trainable refers to those employees within Texas State University who could, with appropriate training which the contractor is reasonably able to provide, become promotable or transferable during the Affirmative Action/Recruitment Plan year. For each job group, the pool of promotable, transferable, and trainable employees must be identified with a brief explanation of the rationale for selection of that pool.

 

Texas State University will separately determine the availability for each job title within the job group and determine the proportion of job group incumbents employed in each job title. Texas State University will weight the availability for each job title by the proportion of job group incumbents employed in that job group. The sum of the weighted availability estimates for all job titles in the job group must be the composite availability for the job group.

 

Assigning Internal and External Factor Weights: Weights will be assigned to each factor for each job group. A combination of historical data and experience will be used to determine the weights. Weights will never be assigned in an effort to hide or reduce problem areas.

 

Identifying Final Availability: Weights will be multiplied by the component-specific data to produce weighted data for each component. Weighted data for each component will be summed. This will produce a final availability estimate for each sex and race/ethnic group, as well as for minorities in the aggregate.

 

Exhibit 2 will provide a copy of availability analysis data for each job group.

CHAPTER 5: COMPARING INCUMBENCY TO AVAILABILITY
41 C.F.R.
§ 60-2.15

Once final availability estimates are made for each job group, Texas State University-San Marcos will compare the percentage of incumbents in each job group to their corresponding availability. A comparison will be made between the percentage employed as of the end of the fiscal year and that group's final availability.

Exhibit 2 will provide the percentage goals for each job group.

 

 

 


 

CHAPTER 6: PLACEMENT GOALS
41 C.F.R.
§ 60-2.16

 

Texas State University-San Marcos will establish a percentage annual placement goal whenever it finds that minority or female representation within a job group is less than would reasonably be expected given their availability (80%). In each case, the goal will be set at the availability figure derived for women and/or minorities, as appropriate for that job group. These goals will take into account the availability of basically qualified persons in the relevant labor area. They will also take into account anticipated employment opportunities with our organization. Texas State University believes these goals are attainable. These goals will be reached primarily through recruiting and advertising to increase the pool of qualified minority and female applicants and through implementation of our action-oriented programs (see Chapter 9). Selections will occur only from among qualified applicants. Goals do not require the hiring of persons when there are no vacancies or the hiring of a person who is less likely to do well on the job (“less qualified”) over a person more likely to do well on the job (“better qualified”), under valid selection procedures. Goals do not require that Texas State University hire a specified number of minorities or women.

 

Goals are not rigid and inflexible quotas which must be met, but are instead targets reasonably attainable by means of applying every good faith effort to make all aspects of the entire Affirmative Action/ Recruitment Plan work. A goal is a guidepost against which Texas State University, a community group, or a compliance agency can measure progress in remedying identified deficiencies in Texas State University’s workforce. By setting realistic goals, based on expected vacancies and anticipated availability of skills within the relevant labor area, and using a job-related selection system, Texas State University should be able to meet the goals, assuming we conduct effective recruitment and advertising efforts to ensure an adequate pool of qualified minority and/or female qualified applicants from which to make selections.

In establishing goals, Texas State University considers the results, which could reasonably be expected from putting forth good faith efforts to make our overall Affirmative Action/Recruitment Plan work. Goals will not be established that would exclude any gender or race/ethnic group.

Exhibit 2 will provide the goals for each job group.

 


 

CHAPTER 7: DESIGNATION 0F RESPONSIBILITY
41 C.F.R.
§ 60-2.17(a)

Responsibility for implementation of Texas State University-San Marcos policy on the Equal Employment Opportunity (EEO) Program rests with the president. The president delegates the responsibility of ensuring compliance to each vice president for their individual divisions. The president issues a memo annually to reaffirm Texas State University’s equal employment opportunity policies and to make known to all employees and applicants the commitment of executive leadership to EEO and affirmative action/recruitment. The Office of the Chief Diversity Officer (CDO) and Director of Equity and Access provides guidance and oversight for EEO-related issues. General responsibility for implementation of the policy rests with all employees of Texas State University.

 

Responsibilities of the Chief Diversity Officer and Director of Equity and Access

 

The chief diversity officer and director of Equity and Access is responsible for overall supervision of the Affirmative Action/Recruitment Plan and for ensuring the directives of the president are implemented. The chief diversity officer and director of Equity and Access ensures, through the department administrators, deans, managers and supervisors that all relevant policies and procedures are adhered to. The chief diversity officer’s responsibilities include, but are not limited to, the following:

 

1.         Ensure that Texas State University-San Marcos adheres to the stated policy of equal employment opportunity, and monitor the application of equal employment opportunity policies.

 

2.         Ensure that the Affirmative Action/Recruitment Plan is reviewed and updated annually in accordance with federal, state, and Texas State University System regulations and policies.

3.         Participate in periodic discussions with management, supervisors, and all other employed personnel to ensure Affirmative Action/Recruitment Plan and equal employment opportunity policies are being followed.

 

4.         Review the qualifications of all employees to ensure equitable opportunity, based on job-related employment practices, is given to all for transfers and promotions.

           

5.         Conduct periodic audits of: 1) training programs and hiring and promotion patterns to remove impediments to the attainment of Affirmative Action/Recruitment Plan goals and objectives, 2) facilities to ensure they are maintained for the use and benefit of all employees and integrated both in policy and practice, and 3) sponsored educational, training, recreational, and social activities to ensure that all employees are encouraged to participate in accordance with policies on non-discrimination.

 

6.         Ensure that all new employees receive a special orientation to Texas State University’s equal employment opportunity policy and are thoroughly informed with regard to the Affirmative Action/Recruitment Plan and its objectives.

7.         Periodically analyze applicant flow to determine the mix of persons applying for employment by race/ethnic origin and gender.

           

8.         Ensure that recruitment advertising is placed in minority and female-oriented publications, as applicable.

 

9.         Review all job descriptions and specifications to ensure they are free of discriminatory provisions and artificial barriers. Ensure that all requirements are job-related, that they are realistic, and that they reflect the actual work requirements of the essential job duties.

 

10.       Provide direction to Texas State University’s employees, as necessary, to carry out all actions required to meet university's equal employment opportunity and affirmative action commitments.

 

11.       Develop, implement, and maintain audit and reporting systems to measure effectiveness of equal employment opportunity programs, including those that will indicate the need for remedial action and determine the degree to which goals and objectives have been obtained.

 

12.       Advise management in the modification and development of Texas State University’s policies to ensure the enhancement of equal employment opportunity for all employees and potential employees within existing equal employment opportunity guidelines.

 

13.       Conduct periodic audits to ensure all required posters and those advertising Texas State University’s equal employment opportunity policies and Affirmative Action/Recruitment Plan are displayed and that Texas State University’s equal employment opportunity and Affirmative Action/Recruitment Plan policies are being thoroughly communicated.

 

14.       Assist in review and revision of all policies, procedures, and rules to ensure they are
not in violation of federal or state laws and regulations.

 

15.       Develop relevant policy statements and internal and external communication techniques.

 

16.       Ensure compliance with federal, state, and local laws of nondiscrimination in all employment matters.

 

17.       Implement audit and reporting processes that measure the effectiveness of Texas State University EEO programs through statistics and demographics.

 

18.       Serve as liaison between Texas State University and local, federal, and state compliance and enforcement agencies.

 

19.       Serve as liaison between Texas State University and minority and women’s organizations, and community action groups with regard to employment opportunities of minorities and women.

 

20.       Prepare all required government reports related to equal employment opportunity.

 

21.       Accommodate individuals seeking information on Texas State University policies and procedures on equal employment opportunity.

 

 

 

 

 


Responsibilities for Department Heads or Administrative Officers

 

In their direct day-to-day contact with Texas State University employees, department heads or administrative officers have assumed certain responsibilities to help the university ensure compliance with equal employment opportunity programs and effective implementation of the Affirmative Action/Recruitment Plan. These include, but are not limited to, the following:

 

1.         Support and promote Texas State University’s equal employment opportunity and affirmative action policies.

 

a.   Support and assist the chief diversity officer and director of Equity and Access in developing, maintaining, and successfully implementing the Affirmative Action/Recruitment Plan.

 

b.   Take action to prevent harassment of employees, to prevent any retaliation against employees who avail themselves of their respective complaint and appeal procedures, and prevent retaliation against employees who file a complaint with a federal, state, or local compliance agency.

 

2.         Identify areas of concern and underutilization as it applies to compliance with policies and procedures, in order to establish departmental goals and objectives to ensure that equal employment opportunity exists.

 

3.         Perform periodic audits of training programs and hiring and promotion patterns in order to attain departmental goals and objectives.

 

4.         Review qualifications of all employees under their supervision to ensure that women and minorities are given full opportunities for promotions, transfers, and training.

 

5.         Ensure that all interviews, offers of employment and/or wage commitments are consistent with Texas State University’s policy.

 

6.         Assign employees to significant jobs that might lead to greater personal growth and value, and counsel them with respect to what is needed for upward mobility within the employment structure.

 

7.         Implement the internal promotion and transfer of all employees under their supervision consistent with Affirmative Action/Recruitment Plan goals and objectives.

 

8.         Encourage minority and female employees to participate in all educational, training, recreational, and social activities sponsored by Texas State University.

 

9.         Assist in identifying problem areas and provide needed information for establishing and meeting department affirmative action goals and objectives.

 

10.       Ensure that supervisors foster a supportive environment related to recruitment, promotions, transfers and training of employees.

 

11.       Include qualified women and minorities in committees, job assignments, and other activities that might serve to enhance individual potential or professional development.

 

CHAPTER 8: IDENTIFICATION OF PROBLEM AREAS
41 C.F.R.
§ 60-2.17(b)

Based on analyses of each job group, areas of concern will be identified and discussed below. In addition to comparing incumbency to availability within job groups, Texas State University-San Marcos will conduct studies to identify problem areas in each of its selection procedures (i. e., hires, promotions, and terminations) as well as by organizational unit. Texas State University will continue to monitor and update these studies during each Affirmative Action/Recruitment Plan year. In each case where potential problem areas are identified, affirmative actions, as appropriate, will be taken consistent with any of the action-oriented programs described in Chapter 9 of this Affirmative Action/Recruitment Plan.

 

Goals are established within each of the job groups at no less than 80% of availability data for the job group.

 

 

41 C.F.R. § 60-2.17(b)(1): Workforce by Organizational Unit and Job Group

 

An analysis of minority and female distribution within each organizational unit will be accomplished by a thorough investigation of the analysis of the workforce.  Exhibit 1 will provide a copy of the analysis of the workforce by organizational unit.

 

An analysis of minority and female utilization within each job group will be accomplished by a thorough investigation of the reports and resultant placement goals. Exhibit 2 will provide the goals for each job group.

 

 

41 C.F.R. § 60-2.17(b)(2): Personnel Activity

 

Applicant flow, hires, promotions, and terminations will be analyzed by job group. An analysis of selection disparities in personnel activity between men/women and whites/minorities will be accomplished by a thorough examination of transaction data.

 

41 C.F.R. § 60-2.17(b)(3): Compensation Systems

 

Compensation analyses will be conducted by comparing the mean salaries for men versus women, and whites versus minorities in each job group.

 

 

41 C.F.R. § 60-2.17(b)(4): Selection, Recruitment, Referral, and Other Personnel Procedures

 

Analysis of selection, recruitment, referral, and other personnel procedures will be conducted to determine whether they result in disparities in the employment or advancement of minorities or women.

 

 

41 C.F.R. § 60-2.17(b)(5): Other Areas

 

Analysis will be conducted of any other areas that might impact the success of the affirmative action/ recruitment program.

 

To identify and resolve areas of concern, the Office of the Chief Diversity Officer and Director of Equity and Access will conduct an audit process that includes an annual analysis and review of the Affirmative Action/Recruitment Plan in the following areas:

 

1.                  Federal and state statutes and the university strategic plan

 

2.                  Diversity of applicant pools by ethnicity and gender, to the extent the data are available

 

3.         Review of the hiring and selection processes, policies, procedures, and documentation

 

4.         Review of the performance evaluation process, policies, procedures and documentation

  

5.         Review current federal and state law posters to ensure university policy compliance, as well as ensure posters are displayed as required at appropriate university sites

 

 

 

 

 

 

 

 


 

CHAPTER 9: ACTION-ORIENTED PROGRAMS
41 C.F.R. § 60-2.17(c)

Texas State University-San Marcos tailors our action-oriented programs each year to ensure they are specific to the problem identified. Corrective actions will be taken only when the underrepresentation equals at least one whole person.

Action-Oriented Programs:

The Action-Oriented Programs designed to address the underutilization of women and minorities are listed below. These Action-Oriented Programs will be carried out throughout the Affirmative Action/Recruitment Plan year. The chief diversity officer and director of Equity and Access, with the help of the department heads or administrative officers, will be responsible in ensuring that the following are implemented.

It is the responsibility of all members of the Texas State University community to identify proactive activities that will assist in the success of the university’s commitment to EEO goals. Texas State University seeks to establish a long-range EEO program that will include expanded recruitment efforts and retention of women and minorities in its workforce.

 

1.    Selection Process – Staff

 

The staff hiring process is outlined in UPPS No. 04.04.03, Staff Employment and includes the following proactive activities:

 

a.    The Office of Human Resources reviews job descriptions to ensure they accurately reflect position functions.

 

b.    The Office of Human Resources validates the duties, responsibilities and knowledge, skills, and abilities for each position in each department. These criteria are nondiscriminatory with respect to race, color, national origin, age, sex, religion, disability, veterans’ status or sexual orientation.

 

c.    Texas State University provides training in hiring procedures to employees involved in the recruiting, screening, and selection of employees to ensure equal employment opportunity. When a vacancy occurs, the hiring supervisor receives training materials to ensure that these processes remain nondiscriminatory.

 

d.   The Office of Human Resources will place vacancy notices with the Texas Workforce Commission, as well as advertise those vacancies on the Texas State website, the job bulletin board located in Human Resources, and with other recruiting sources as directed by the hiring manager.

 

2.    Selection Process – Faculty

 

The faculty hiring process is outlined in AA/PPS 7.02, Faculty Hiring, and includes the following proactive activities:

 

a.    The chief diversity officer and director of Equity and Access reviews the recruiting plan for each faculty position including the job posting and recruitment sources. The review ensures the qualifications use only the required knowledge, skills, abilities, and credentials necessary to perform the job. Their specifications are nondiscriminatory with respect to race, color, national origin, age, sex, religion, disability, veterans’ status or sexual orientation.

 

b.    Each department is encouraged to disseminate the job description to industry trade groups, professional organizations of women and minorities, trade magazines, and the Chronicle of Higher Education, among others.

 

c.    The chief diversity officer and director of Equity and Access provides consulting services and training in hiring procedures to employees involved in the recruiting, screening, and selection of faculty members to ensure equal employment opportunity. When a vacancy occurs, the hiring supervisor receives training materials to ensure that these processes remain nondiscriminatory.

 

3.         Job Advancement

a.   Texas State University will continue to post or announce job opportunities in accordance with our policies which require postings of all external positions. Any waivers must be approved by the chief diversity officer and director of Equity and Access.

 

b.   Texas State University-San Marcos will continue to make use of the inventory of our current employee skills, when completed, to determine academic, skill, and experience level of individual employees.

 

c.   Require supervisory personnel to submit justification when apparently qualified minority
or female employees are passed over for upgrading.

 

d.   All employees are actively encouraged to participate in facilities and university-sponsored social and recreational activities.

 

e.   Texas State University-San Marcos will continue to use our formal employee evaluation program. The Performance Appraisal is used for annual reviews for all employees.

f.    Employees are provided workshops through the Office of Professional Development.

 

g.   The Staff Educational Development Program is a program that allows staff selected as participants to earn from six to twelve credit hours per fall or spring semester with tuition and fees paid by the institution. For more information, see UPPS No. 04.04.35, Professional Development and Educational Opportunities.

 

h.   Professional development activities include formal training or education activities such as workshops, conferences, seminars, and academic courses that are designed to enhance an individual’s personal and professional development and growth. As an employment benefit, the university will pay or provide release time for certain professional development activities for eligible Texas State faculty and staff. For more information, see UPPS No. 04.04.01, Miscellaneous Human Resources Policies and Procedures.

 

 

 

 

CHAPTER 10: INTERNAL AUDIT AND REPORTING SYSTEM
41 C.F.R.
§ 60-2.17(d)

 

The Texas State University-San Marcos auditing and reporting system periodically measures the effectiveness of its total affirmative action program. It is the responsibility of the chief diversity officer and director of Equity and Access to implement and monitor an auditing and reporting system that provides for the following:

 

1.         Review records on all applicants, hires, promotions, transfers, layoffs (reduction in force), terminations and compensation by race, ethnicity and sex to be certain that all employees are treated on a fair and equitable basis in compliance with policy.

 

a.    Annual analysis of diversity information voluntarily captured on the Applicant Data Flow form to evaluate the effectiveness of current recruiting efforts. This data will remain confidential.

 

b.    Annual analysis by race, ethnicity and sex within each division for each EEO category to evaluate the effectiveness of current recruiting efforts to determine if the division met stated goals and good faith efforts. If the division did not meet EEO goals, the division will develop a plan to remedy the underutilization.

 

c.    Annual analysis by race, ethnicity and sex within each department for each EEO category to review internal promotion and monitor upward mobility opportunities.

 

d.    Annual analysis by name, race, ethnicity, sex, job title, and reason for termination and separation within each department for each EEO category to identify possible areas for remedial action. Ensure separating employees are provided an opportunity to complete a Human Resources separation form to identify concerns in the areas of equal opportunity, fair treatment, and employee retention.

 

2.                  Monitor records of all personnel activity, including referrals, placements, transfers, promotions, layoffs (reduction in force), terminations and compensation, at all levels to ensure the nondiscriminatory policy is carried out.

 

3.                  Review all selection and promotional policies, procedures, processes and documentation to ensure they are nondiscriminatory.

 

4.                  Review report results with all levels of management.

 

5.                  Require internal reporting on a scheduled basis as to the degree to which equal employment opportunity and organizational objectives are attained.

 

6.                  Inform executive management of the effectiveness of the Affirmative Action/Recruitment Plan and recommendations for improvements, if necessary.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

TEXAS STATE UNIVERSITY-SAN MARCOS

AFFIRMATIVE ACTION/RECRUITMENT PLAN

 

 

 

 

 

 

 

PART II: AFFIRMATIVE ACTION/RECRUITMENT PLAN FOR

DISABLED VETERANS, OTHER VETERANS, AND PERSONS WITH DISABILITIES

 

 

 

 

 

 

FOR

 

 

 

 

 

[DATE]

 

 

 

 

 

 

 

 

 

 

 

 


 

PART II

 

AFFIRMATIVE ACTION/RECRUITMENT PLAN FOR DISABLED VETERANS,

OTHER VETERANS, AND PERSONS WITH DISABILITIES

 

TABLE OF CONTENTS

CHAPTER A: POLICY STATEMENT

                                    41 C.F.R. §§ 60-250.44(a); 60-741.44(a)

CHAPTER B: REVIEW OF PERSONNEL PROCESSES
                                    41.C.F.R.
§§ 60-250.44(b); 60-741.440(b)

CHAPTER C: PHYSICAL AND MENTAL QUALIFICATIONS
                                    41.C.F.R.
§§ 60-250.44(c); 60-741.44(c)

CHAPTER D:  REASONABLE ACCOMMODAT10N TO PHYSICAL AND MENTAL

LIMITATIONS

                                    41 C.F.R §§ 60-250.44(d); 60-741.44(d)

 

CHAPTER E: HARASSMENT

                                    41 C.F.R §§ 60-250.44(e); 60-741.44(e)

 

CHAPTER F:  EXTERNAL DISSEMINATION OF POLICY, OUTREACH AND

POSITIVE RECRUITMENT

                                    41 C.F.R. §§ 60-250.44(f); 60-741.44(f)

 

CHAPTER G: INTERNAL DISSEMINATION OF POLICY
                                    41 C.F.R.
§§ 60-250.44(g); 60-741.44(g)

CHAPTER H: AUDIT AND REPORTING SYSTEM
                                    41 C.F.R.
§§ 60-250.44(h); 60-741.44(h)

CHAPTER I: RESPONSIBILITY FOR IMPLEMENTATION
                                    41 C.F.R.
§§ 60-250.44(i); 60-741.44(i)

CHAPTER J: TRAINING

                                    41 C.F.R. §§ 60-250.44(j); 60-741.44(j)

 

CHAPTER K: COMPENSATION
                                    41 C.F.R.
§§ 60-250.21(i); 60-741.21(i)

 

 

 

 

 

 

 

 

 

 

CHAPTER A: POLICY STATEMENT

41 C.F.R. § 60-250.44(a); 60-741.44(a)

 

It is the policy of Texas State University-San Marcos that equal employment opportunity is provided in the employment and advancement of disabled veterans, other veterans, and persons with disabilities at all levels of employment, including the executive level. Texas State University does not and will not discriminate against any applicant or employee because he or she is a disabled veteran, other veteran, or because of a physical or mental disability in regard to any position for which the applicant or employee is qualified. In addition, Texas State University is committed to a policy of taking affirmative action to employ and advance in employment qualified disabled veterans, other veterans, and individuals with disabilities. Such affirmative action shall apply to all employment practices, including, but not limited to hiring, upgrading, promotion, demotion or transfer, recruitment, recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training. Decisions related to personnel policies and practices shall be made on the basis of an individual’s capacity to perform a particular job and the feasibility of any necessary workplace accommodation. Texas State University will make every effort to provide reasonable accommodations to any physical and mental limitations of individuals with disabilities and to disabled veterans.

 

Our obligations in this area stem from not only from adherence to various state and federal regulations, but also from our commitment as an employer in this community to provide job opportunities to disabled veterans, other veterans, and persons with disabilities.

 

 

 

 

 

 

 

 


 

CHAPTER B: REVIEW OF PERSONNEL PROCESSES
41 C.F.R.
§ 60-250.44(b); 60-741.44(b)

To insure that all personnel activities are conducted in a job-related manner which provides and promotes equal employment opportunity for all known covered veterans and employees and applicants with disabilities, reviews are periodically made of the university's examination and selection methods to identify barriers to employment, training, and promotion.

1.         Texas State University-San Marcos periodically conducts a review of its employment processes to insure thorough and systematic consideration of the job qualifications of known covered veteran applicants and employees and applicants and employees with disabilities for job vacancies filled either by external hiring or internal promotions/transfers, as well as for all training opportunities available. In order to determine whether an individual is qualified for a particular job, a close examination of the content of the job is made, as well as a review of the job qualifications of known disabled veterans, other veterans, and individuals with disabilities, both applicants and employees. In determining the qualifications of a covered veteran, consideration is given only to that portion of the military record, including discharge papers, relevant to the job qualifications for which the veteran is being considered.

2.         The university insures that its personnel processes do not stereotype persons with disabilities or veterans in a manner which limits their access to the jobs for which they are qualified.

 


 

CHAPTER C: PHYSICAL AND MENTAL QUALIFICATIONS

41 C.F.R §§ 60-250.44(c); 60-741.44(c)

 

To insure that all physical and mental qualifications and requirements are job-related and promote equal employment opportunity for all known covered veteran and employees and applicants with disabilities, reviews are periodically made of the university’s physical and mental qualifications and requirements as they relate to employment, training, and promotion.

The university’s physical and mental job requirements are reviewed to determine whether or not they are job-related and consistent with business necessity and safe performance on the job.

Schedule for Review: Any previously reviewed classification will be reviewed again if there is a change in working conditions which affects the job's physical or mental requirements (e. g., new requirements, new equipment, etc.).

 

 

 


 

CHAPTER D: REASONABLE ACCOMMODATION TO PHYSICAL AND

MENTAL LIMITATIONS

41 C.F.R §§ 60-250.44(d); 60-741.44(d)

 

Texas State University-San Marcos will make every effort to provide reasonable accommodations to physical and mental limitations of applicants and employees with disabilities or who are disabled veterans unless it can demonstrate that the accommodations would impose an undue hardship on the operation of business. Texas State University will confidentially review performance issues of employees with known disabilities to determine whether a reasonable accommodation is needed when: 1) the employee is having significant difficulty with job performance, and 2) it is reasonable to conclude that the problem is related to the known disability.

 

Specific information is contained in UPPS No. 04.04.60, Workplace Accommodation.

 

Employees may also contact the director of Disability Services at any time to formally request an accommodation:

 

Office of Disability Services

Suite 5-5.1

LBJ Student Center

601 University Drive

San Marcos, TX 78666

Phone: 512.245.3451

Fax: 512.245.3452

Email: ods@txstate.edu

 


 

CHAPTER E: HARASSMENT

41 C.F.R. §§ 60-250.44(e); 60-741.44(e)

 

Texas State University-San Marcos has developed and implemented a set of procedures to ensure that its employees who are disabled or other veterans are not harassed due to those conditions.  These procedures are outlined in UPPS No. 04.04.46, Prohibition of Discrimination or Harassment.

 

 

 


 

CHAPTER F: EXTERNAL DISSEMINATION OF POLICY, OUTREACH AND

POSITIVE RECRUITMENT

41 C.F.R. §§ 60-250.44(f); 60-741.44(f)

 

Based upon the university's review of its personnel policies as described in Chapter B, the following activities will be implemented or continued to further enhance our affirmative action/recruitment efforts. All activities are the responsibility of the chief diversity officer and director of Equity and Access.

1.         Initiate and maintain communication with organizations having special interests in the recruitment of and job accommodations for disabled veterans, other veterans, and individuals with disabilities.

2.         Include workers with disabilities when employees are pictured in consumer, promotional, or help wanted advertising.

3.         Informing recruiting sources of Texas State University’s commitment statement: “Texas State University-San Marcos will not discriminate against any person in employment or exclude any person from participating in or receiving the benefits of any of its activities or programs on any basis prohibited by law, including race, color, age, national origin, religion, sex, disability, veterans’ status, or on the basis of sexual orientation. Equal employment opportunities shall include: personnel transactions of recruitment, employment, training, upgrading, promotion, demotion, layoffs (reduction in force), termination and salary.”

 

4.         Provide information emphasizing job opportunities for disabled veterans, other veterans, and individuals with disabilities as part of our recruitment efforts.

5.         Inform all recruiting sources, in writing and orally, of the university's affirmative action/ recruitment policy for disabled veterans, other veterans, and individuals with disabilities.

6.         Send written notification of the university's affirmative action/recruitment policy to all subcontractors, vendors, and suppliers requesting appropriate action on their part.

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

CHAPTER G: INTERNAL DISSEMINATION OF POLICY

41 C.F.R. §§ 60-250.44(g); 60-741.44(g)

 

In order to gain positive support and understanding for the affirmative action/recruitment program for disabled veterans, other veterans, and individuals with disabilities Texas State University-San Marcos will implement or continue to implement the following internal dissemination procedures, all of which are the responsibility of the chief diversity officer and director of Equity and Access. The following policies and procedures are designed to foster support and understanding from Texas State University’s executive staff, management, supervisors, and other employees in an effort to encourage all employees to take the necessary actions to aid Texas State University in meeting its obligations.

1.         Annual Memorandum: Each year the president will send a memorandum reaffirming the AA/EEO Policy Statement to all employees. Exhibit 3 will provide a copy of the president’s reaffirmation letter.

2.         Affirmative Action/Recruitment Program: The university’s Affirmative Action/Recruitment Plan will continue to be revised annually and distributed by the chief diversity officer and director of Equity and Access to all divisional vice presidents. The equal employment opportunity policy and federally-required EEO posters affirming our nondiscrimination policy are posted on bulletin boards in public locations.

3.         Schedule training sessions for all employees involved in recruiting, selection, promotion, and other related employment issues for disabled veterans, other veterans, and individuals with disabilities as part of the university’s EEO training program.

4.         Discuss the policy thoroughly in both employee orientation and management training programs. The university informs management employees about the university’s EEO/AA programs through university-sponsored training workshops, which include supervisory skills and the hiring process. Online orientation and training is also available.

5.         Include articles on accomplishments of disabled veterans, other veterans, and workers with disabilities in university publications.

6.         Post the policy on university bulletin boards, along with The Texas State University System and Texas State University-San Marcos’ prohibition against discrimination and harassment policy and rules which includes protection from harassment on the basis of disability.

7.         When employees are featured in employee handbooks or similar publications for employees, include employees with disabilities.

 

 

 

 

 

 

 

 

 

 

CHAPTER H: AUDIT AND REPORTING SYSTEM
41 C.F.R.
§§ 60-250.44(h); 60-741.44(h)


Texas State University-San Marcos has developed and currently implements an audit and reporting system that addresses the following:

1)         Measures the effectiveness of Texas State University’s overall affirmative action/recruitment program and whether the university is in compliance with specific obligations.

2)         Indicates the need for remedial action.

3)         Measures the degree to which Texas State University’s objectives are being met.

 

 

 


 

CHAPTER I: RESPONSIBILITY FOR IMPLEMENTATION
41 C.F.R. §§ 60-250.44(i); 60-741.44(i)

Responsibility for implementation of Texas State University-San Marcos policy on the EEO program rests with the president. The president delegates the responsibility of ensuring compliance to each vice president for their individual divisions. The president issues a memo annually to reaffirm Texas State University’s equal employment opportunity policies and to make known to all employees and applicants the commitment of executive leadership to EEO and affirmative action/recruitment. The Office of the Chief Diversity Officer (CDO) and Director of Equity and Access provides guidance and oversight for EEO-related issues. General responsibility for implementation of the policy rests with all employees of Texas State University.


Chief Diversity Officer/Director of Equity and Access

The chief diversity officer and director of Equity and Access is responsible for overall supervision of the Affirmative Action/Recruitment Plan and ensuring the directives of the president are implemented. The chief diversity officer and director of Equity and Access will work with department heads or administrative officers, so that all relevant policies and procedures are adhered to. The chief diversity officer’s responsibilities include, but are not limited to, the following:

1.         Presenting all needed recommendations and procedural changes to vice presidents concerning EEO and affirmative action/recruitment and ensuring that department heads or administrative officers are kept informed of the university’s compliance status.

2.         Maintaining university-wide management support and cooperation for the university’s Affirmative Action/Recruitment Plan.

3.         Collaborating with department heads or administrative officers on EEO and Affirmative Action/Recruitment Plan issues.

4.         Assisting line management in arriving at solutions to EEO/AA problems.

5.         Reviewing results of audit and reporting systems to assess the effectiveness of the university's affirmative action/recruitment programs and advise on corrective actions where necessary.

6.         Ensuring that the Affirmative Action/Recruitment Plan is updated annually.

7.         Providing guidance to department heads or administrative officers in taking proper action to prevent employees from being harassed in any way, through one-on-one contact, training, and disciplinary action.

8.         Reviewing the qualifications of all employees to ensure equitable opportunity, based on job-related employment practices, is given to all for transfers and promotions.

 

9.         Conducting periodic audits of: 1) training programs and hiring and promotion patterns to remove impediments to the attainment of Affirmative Action/Recruitment Plan goals and objectives, and 2) the university’s sponsored educational, training, recreational, and social activities to ensure that all employees are encouraged to participate in accordance with policies on nondiscrimination. Determine whether known disabled veterans, other veterans, and employees with disabilities have had the opportunity to participate in all university-sponsored educational, training, recreation and social activities.

 

10.       Reviewing all job descriptions and specifications to ensure they are free of discriminatory provisions and artificial barriers. Ensuring that all requirements are job-related, that they are realistic, and that they reflect the actual work requirements of the essential job duties.

11.       Ensuring the university’s VETS-100 form is filed annually with the Secretary of Labor.

12.       Providing direction to the university’s employees, as necessary, to carry out all actions required to meet the university’s equal employment opportunity and affirmative action/recruitment commitments.
           

13.       Designing and effectively implementing of the Affirmative Action/Recruitment Plan.

 

14.       Developing, implementing, and maintaining audit and reporting systems to measure effectiveness of equal employment opportunity programs, including those that will:

a. Indicate need for remedial action, and

b. Determine degree to which goals and objectives have been obtained.

15.       Advising management in the modification and development of the university’s policies to ensure the enhancement of equal employment opportunity for all employees and potential employees within existing equal employment opportunity guidelines.

16.       Identifying problem areas and establishing procedures, goals and objectives to solve these problems.

17.       Conducting periodic audits to ensure all required posters and those advertising the university’s equal employment opportunity policies and Affirmative Action/Recruitment Plan, as well as the invitation to self-identify for disabled veterans, other veterans, and individuals with disabilities, are displayed and that the university’s equal employment opportunity and Affirmative Action/Recruitment Plan policies are being thoroughly communicated.

18.       Developing policy statements, affirmative action/recruitment programs, internal and external communication techniques.

19.       Serving as the liaison between Texas State University and enforcement agencies.

20.       Serving as the liaison between Texas State University, organizations, and community action groups for disabled veterans, other veterans, and persons with disabilities, in addition to ensuring that representatives are involved in community service programs of local organizations for disabled veterans, other veterans, and persons with disabilities.

 

21.       Keeping management informed of the latest developments in the equal employment opportunity area.

 

22.       Reviewing, reporting on, and updating the Affirmative Action/Recruitment Plan annually in accordance with stated policy. Informing employees and applicants of significant changes.

 

23.       Assisting in review and revision of all policies, procedures, and rules to ensure they are not in violation of federal or state laws and regulations.

Department Heads or Administrative Officers

In their direct day-to-day contact with the university’s employees, department heads or administrative officers have assumed certain responsibilities to help Texas State University ensure compliance with equal employment opportunity programs and effective implementation of the Affirmative Action/Recruitment Plan. These include, but are not limited to the following:

1.         Adhering to the university’s policies prohibiting discrimination.

2.         Supporting and assisting the chief diversity officer and director of Equity and Access in developing, maintaining, and successfully implementing the Affirmative Action/Recruitment Plan.

3.         Completing progress reports as required regarding the status of affirmative action/recruitment programs.

4.         Taking action to prevent harassment of employees placed through affirmative action/recruitment efforts.

5.         Assigning employees to significant jobs that might lead to greater personal growth and value, and counseling them with respect to what is needed for upward mobility within the employment structure.

 

6.         Ensuring that all interviews, offers of employment and wage commitments are consistent with the university’s policy.

7.         Implementing the internal promotion and transfer of all employees under their supervision consistent with Affirmative Action/Recruitment Plan goals and objectives.

8.         Assisting in identifying problem areas and providing needed information for establishing and meeting department affirmative action goals and objectives.

9.         Seeking and sharing information on feasible accommodations which have been or could be made for known disabilities.

 

 


 

CHAPTER J: TRAINING

41 C.F.R. §§ 60-250.44(j); 60-741.44(j)

 

Texas State University-San Marcos trains employees, as required, that are involved in any way with the recruitment, selection, promotion, disciplinary actions, training, and related processes of individuals with disabilities or veterans to ensure commitment to the university’s stated affirmative action/recruitment goals.

 

 


 

CHAPTER K: COMPENSATION

41 C.F.R. §§ 60-250.21(i); 60-741.21(i)

 

It is the policy of Texas State University-San Marcos that when offering employment or promotion to disabled veterans, other veterans, or individuals with disabilities, the amount of compensation offered will not be reduced because of any disability income, pension, or other benefit the applicant or employee receives from another source.