Free Sample Affirmative Action Policy
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Sample Affirmative Action Policy


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SUBJECT: Affirmative Action Plan

PURPOSE: To establish a consistent affirmative action plan for employment.

POLICY: Employer ABC will not discriminate against an employee or job applicant on the basis of race, color, religion, sex, or national origin.  Such action includes, but is not limited to: employment, demotion or transfer, recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and training.

CONTENTS:

1.     Dissemination of Policy

2.     Responsibility for Implementation

3.     Utilization Analysis

4.     Goals and Timetables

5.     Identifying Problem Areas

6.     Audit and Reporting

7.     Sexual Discrimination

8.     Guidelines on Discrimination Because of Religion or National Origin

9.     Consideration of Minorities and Women Not Currently in the Workforce

1.     Dissemination of Policy

The Affirmative Action Plan and policies are available to all employees.  In addition, the Employer will make it known to the public that the organization is an Affirmative Action/Equal Opportunity employer.  Some of the methods include:

a.     Internal Dissemination

(1)   Documented in policy manuals with a copy to each Vice President, Department Head, and Supervisor.

(2)   The CEO of Employer ABC and his chief administrators will stress the importance of the Affirmative Action Plan in meetings.

(3)   The Affirmative Action Plan will be placed on file in Human Resources and will be made available to any individual upon request.

a.     External Dissemination

(1)   All contracts, leases and purchases will contain an Affirmative Action statement.

(2)   The policy statement will be on the employment application form.

(3)   Written notification of the policy will be sent to all subcontractors, vendors and suppliers.

(4)   Recruitment literature, newspaper advertising, and job postings will contain the policy.

2.     Responsibility for Implementation

It is the responsibility of the CEO to implement and administer the Affirmative Action Plan.  The CEO has delegated to the Vice Presidents, Department/Division/School Heads and Supervisors the responsibility for carrying out this plan.  These individuals are expected to conduct a reasonable effort to assure the success of this plan, and each will be evaluated for their affirmative action efforts and results in addition to, other work performance criteria.

The Director of Human Resources is the Employer's Affirmative Action Leader.  He/She will analyze all personnel actions to ensure compliance with this policy.  As the Leader , he/she is expected to:

a.     develop policy statements, affirmative action programs, and internal and external communications;

b.    help identify problem areas;

c.     help administrators and supervisors arrive at solutions to problems;

d.    design and implement audit and reporting systems that measure the effectiveness of the programs, indicate need(s) for corrective action, and determine if goals and objectives have been attained;

e.     serve as liaison between the Employer and enforcement agencies;

f.     serve as liaison between the Employer and minority organizations, women's organizations and community groups; and

g.    keep the administration informed of the latest developments in the area of equal opportunity.

3.     Utilization Analysis

Employer ABC maintains a database containing information showing the representation of each protected class of employees in each position.  This database determines where protected class employees appear in the organization.  The database also determines if a protected class of employees is not fully utilized.

To determine whether minorities are not fully utilized in an occupation, ABC considers the following factors:

a.     the minority population of the labor area surrounding the Employer;

b.    the level of minority unemployment in the labor area surrounding the Employer;

c.     the percentage of the minority workforce within the total workforce in the immediate labor area;

d.    the general availability of minorities having requisite skills in the immediate labor area;

e.     the availability of minorities with requisite skills in an area in where the Employer can recruit;

f.     the availability of minorities within the Employer;

g.    the existence of training institutions capable of training persons in the requisite skills; and

h.     the degree of training required for making all job classes available to minorities.

In determining whether women are not fully utilized in any job group, ABC considers the following factors:

a.     the level of female unemployment in the labor area surrounding the Employer;

b.    the percentage of the female workforce within the total workforce in the immediate labor area;

c.     the general availability of women having requisite skills in the immediate labor area;

d.    the availability of women having requisite skills in an area where the Employer can recruit;

e.     the availability of women seeking employment in the labor or recruitment area of the Employer;

f.     the availability of female employees within the Employer;

g.    the existence of training institutions capable of training persons in the requisite skills; and

h.     the degree of training required for making all job classes available to women.

A protected class of employee in not fully utilized whenever the percentage of minorities or females employed in a job group is less than the percentage available within the labor area.

4.     Goals and Timetables

Employer ABC will establish hiring goals, and determine the time needed to reach each goal.  Where deficiencies exist, the Employer will establish goals and timetables.  To help with determining goals, ABC will consider the eight factors outlined in Utilization Analysis.

5.     Identifying Problem Areas

To identify problem areas, the following analysis should be conducted:

a.     the makeup of the workforce by minority group and sex;

b.    the makeup of applicants by minority group and sex;

c.     the selection process including job descriptions, worker specifications, application forms, interview procedures, referral procedures, and the final selection process;

d.    transfer and promotion practices;

e.     training programs; and

f.     workforce attitude

6.     Audit and Reporting

The following reports are prepared annually:

a.     New Hire Analysis

This report compares the number of applicants to the number of new hires in each protected class and flags those classes where a deviation from the norm is outside the range.  This report also combines job classifications into appropriate occupational groups and performs the same analysis.  When hiring deviates beyond the normal range, an investigation is conducted to determine if discriminatory hiring practices are affecting the hiring of applicants from protected classes.  Any discriminatory hiring practices that cause an imbalance in the hiring of protected class applicants will be corrected.

b.    Termination Analysis

This report compares the rate of termination of protected class employees relative to their representation within the workforce.  This analysis is done for each job classification and job group.  In those areas where there is a disproportionately high termination rate of protected class employees, an investigation is conducted to determine if discrimination is a factor.  Any discrimination will be immediately corrected.

c.     Utilization Analysis

This report shows the representation of each protected class of employees within each job classification and occupational group and the salary scale in each job classification.  This report identifies any discrepancies in pay exist between employees within the same job classification.  The results are used to determine where protected classes are not fully utilized.

The Affirmative Action Leader reviews the results with supervisors, advises them on the program’s effectiveness and provides them with recommendations to improve unsatisfactory performance.

7.     Sexual Discrimination

Employer ABC recruits, hires, trains and promotes persons in all job titles without regard to sex, except where sex is a bona fide occupational qualification.  Furthermore, compensation, benefits, transfers, layoffs, return from layoff, training, education, social and recreational programs will be administered without regard to sex.  It is also the policy of Employer ABC to maintain a workplace free of sexual harassment.

8.     Guidelines on Discrimination Because of Religion or National Origin

Employer ABC recruits, hires, trains and promotes persons in all job titles without regard to religion or national origin.  The Affirmative Action Leader reviews employment practices to determine whether members of various religions and/or ethnic groups are receiving fair consideration for job opportunities.  Where deficiencies exist, the following actions can be undertaken:

a.     Communicate ABC’s commitment to provide equal employment to the entire organization.

b.    Develop reasonable internal procedures that ensure equal employment opportunity is being fully implemented.

c.     Enlist the assistance and support of all recruitment sources for ABC’s commitment to equal employment opportunity.

d.    Review personnel files to determine the availability of members of various religious and ethnic groups for promotions and/or transfers.

e.     Make reasonable accommodations to religious observances and practices of employees or prospective employees and/or who observe certain religious holidays during the year and who are conscientiously opposed to performing work on such days, when such accommodations can be made without undue hardship on the conduct of the Employer's business.  In determining the extent of hardship such accommodations might make, the Employer considers the following factors: (a) business necessity, (b) financial costs and expenses, and (c) resulting personnel problems.

9.     Consideration of Minorities and Women Not Currently in the Workforce

Employer ABC will recruit minorities and women with requisite skills not currently in the workforce.  Employer ABC utilizes several referral sources in addition to applications submitted by available candidates.

a.     Minorities and females in the workforce will be advised of vacancies as they occur.

b.    Referral agencies will be requested to refer minorities and women.

c.     Colleges, universities, vocational schools, and high schools will be advised of employment opportunities.


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