Equal Employment Opportunity Plan January 1, 2016 December 31, 2016

Transcription

1 Equal Employment Opportunity Plan January 1, 2016 December 31, 2016 Office of Equal Employment Opportunity/Affirmative Action & Diversity 601 S. Martin Luther King Jr. Drive 115 Blair Hall Winston-Salem, North Carolina Phone:

2 SECTION 1 ORGANIZATIONAL PROFILE 4 VISION, MISSION, AND HISTORY 4 SECTION 2 POLICY STATEMENTS 6 EQUAL EMPLOYMENT OPPORTUNITY AND NON-DISCRIMINATION POLICY STATEMENT 7 POLICY ON SEXUAL HARASSMENT AND SEXUAL VIOLENCE 7 EMPLOYMENT PREFERENCE FOR VETERANS POLICY 9 SECTION 3 _ ASSIGNMENTS OF RESPONSIBILITY AND ACCOUNTABILITY 11 DUTIES OF THE EEO/AA & DIVERSITY OFFICER 11 MANAGERS AND SUPERVISORS 12 EQUAL EMPLOYMENT OPPORTUNITY COMMITTEE 12 SECTION 4 DISSEMINATION OF THE EQUAL EMPLOYMENT OPPORTUNITY PLAN 13 INTERNAL DISSEMINATION 13 EXTERNAL DISSEMINATION 13 SECTION 4 WORKFORCE ANALYSIS 14 ORGANIZATION OF THE UNIVERSITY 14 LINES OF PROGRESSION 14 JOB GROUP ANALYSIS 14 AVAILABILITY ANALYSIS UTILIZATION ANALYSIS IDENTIFICATION AND CORRECTION OF PROBLEMS 18 SECTION 5 EQUAL EMPLOYMENT OPPORTUNITY PROGRAM 18 EQUAL EMPLOYMENT OPPORTUNITY AND AFFIRMATIVE ACTION AT WSSU 18 FEDERAL LAWS 18 STATE LAWS AND UNC SYSTEM POLICY 18 WINSTON-SALEM STATE UNIVERSITY POLICIES AND PROCEDURES 18 ACTION-ORIENTED PROGRAMS 19 RECRUITMENT, SELECTION AND PERFORMANCE MANAGEMENT PROGRAM 20 TRAINING AND DEVELOPMENT 34 SECTION 6 REDUCTION IN FORCE GUIDELINES 53 2

3 APPENDICES Human Resources 1- EHRAA Non-Faculty and SHRA Handbook Human Resources 2- HR Related policies and procedures personnel/102-ehra-employees/102.1.aspx Office of Faculty Affairs Faculty Handbook Office of Legal Affairs EEO, UWH, and other related policies and procedures personnel/default.aspx WSSU Data Mart Reports (HRDM- OSP B0170 SHRA Only) University Organizational Chart WSSU SHRA Grievance and Mediation Policy personnel/103-shra-employees/shra-employee-grievance-policy.pdf 3

4 SECTION 1: ORGANIZATIONAL PROFILE Winston-Salem State University develops graduates who thrive in a dynamic and global society. Committed to the transformative power of liberal education, Winston-Salem State University integrates diverse learning environments, student development opportunities, and campus and community life to build knowledge, cultivate talent and mold character. Guided by the motto Enter to Learn, Depart to Serve, Winston-Salem State University develops leaders who advance social justice by serving the world with compassion and commitment. Winston-Salem State University is a comprehensive, historically Black university offering innovative undergraduate programs and exceptional graduate programs grounded in the tradition of liberal education. Students engage in active and experiential learning offered through flexible delivery modes. The university is dedicated to the holistic development of students by faculty dedicated to excellence in teaching, research, and service. As a constituent institution of the University of North Carolina, Winston-Salem State University contributes to the social, cultural, intellectual and economic growth of North Carolina, the region, and beyond. Winston-Salem State University was founded on September 28, 1892, as the Slater Industrial Academy, in a one-room frame structure with 25 pupils and one teacher. In 1895, the school was recognized by the State of North Carolina, chartered it as Slater Industrial and State Normal School in In 1925, the General Assembly of North Carolina recognized the school's curriculum above high school, changed its name to Winston-Salem Teachers College, and empowered it, under authority of the State Board of Education, to confer appropriate degrees. Winston-Salem Teachers College thus became the first Black institution in the nation to grant degrees for teaching in the elementary grades. 4

5 The School of Nursing was established in 1953, awarding its graduates the Bachelor of Science. The North Carolina General Assembly in 1963 authorized changing the name from Winston-Salem Teachers College to Winston-Salem State College, and in 1969 enacted a statute designating Winston-Salem State College as Winston-Salem State University In 1971, the General Assembly reorganized higher education in North Carolina, and effective July 1, 1972, Winston-Salem State University became one of 17 institutions constituting the University of North Carolina, subject to the control of a Board of Governors. Since its founding, Winston-Salem State University has grown to include the School of Health Sciences and the College of Arts, Sciences, Business and Education. Comprised of over 300 full-time faculty members and a student body of more than 5,100, the University offers 39 bachelor s degree programs, seven master s degree programs, two doctorate professional programs and seven certificate programs. Supporting these programs is the Division of University College and Lifelong Learning. 5

6 SECTION 2: POLICY STATEMENTS Equal Employment Opportunity/Affirmative Action Certification Statement This certifies that the attached Equal Employment Opportunity/Affirmative Action Plan represents the Winston-Salem State University commitment to providing equal employment opportunities to applicants and employees without regard of race, religion, color, national origin, sex, age, political affiliation, genetic information, or disability. I attest that the Winston-Salem State University follows the North Carolina Equal Employment Opportunity Policy effective June 1, 2015 along with all applicable federal and state laws governing equal employment opportunities. The Chancellor or his designee assumes the responsibilities outlined in the statewide EEO policy. Agency Head/University Chancellor Signature Date 6

7 Policy on Sexual Harassment and Sexual Violence Sexual harassment by any member of the university is a violation of both law and university policy. Accordingly, no academic or personnel decisions, such as awarding of grades and jobs, shall be made on the basis of granting or denial of sexual favors. For the purposes of this policy, sexual harassment, which includes sexual violence, is defined as follows: Definitions Sexual Harassment - Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct when (1) submission to such conduct is made either explicitly or implicitly as a term or condition of an individual s employment or academic advisement; (2) submission to or rejection of such conduct by an individual is used as the basis for employment or academic decisions affecting such individual; or (3) such conduct has the purpose or effect of unreasonably interfering with an individual s work, or academic performance, or creating an intimidating, hostile, or offensive working, or academic environment. Sexual Violence - Sexual harassment includes sexual violence, defined as physical acts perpetrated against a person s will or where a person is incapable of giving consent due to the victim s use of drugs or alcohol. An individual may also be unable to give consent due to an intellectual or other disability. A number of acts fall into the category of sexual violence including rape, sexual assault, sexual battery, and sexual coercion. All such acts of sexual violence are forms of sexual harassment covered under Title IX of the Education Amendments of 1972, (20 U.S.C 1681 et seq., 34 CFR Part 106.) Consent for the purposes of this Policy, consent means words or actions demonstrating a knowing and voluntary agreement to engage in mutually agreed upon sexual activity. Consent cannot be obtained by force, by ignoring or acting in spite of the objections, or by taking advantage of the incapacitation of an individual. Silence or a lack of resistance is not consent. Consent to one sexual act does not constitute consent to any other sexual act. Employees are cautioned that where a power differential exists, i.e., faculty-student, supervisor-employee if a charge of sexual harassment is brought, the defense of mutual consent may be difficult to prove. The University reserves the right to determine whether to pursue violations of policy by students or employees, including a complainant or witness, which come to light during an investigation of an incident of sexual harassment. REPORTING OPTIONS SHRA Employees An applicant for State employment, probationary State employee, former probationary State employee, career State employee, or former career State employee (hereafter referred to as Complainant) alleging unlawful discrimination, harassment or retaliation shall first file a 7

8 complaint with the University Equal Employment Opportunity (EEO)/Affirmative Action (AA) Officer within 15 calendar days of the alleged discriminatory, harassment or retaliatory act that is the basis of the complaint. If the Complainant alleges facts that would constitute unlawful discrimination, harassment, or retaliation as prohibited by law, the complaint will be investigated as a part of the EEO Informal Inquiry process. The EEO/AA Officer will investigate the complaint and determine if the facts related to the allegations support a finding of reasonable cause or no reasonable cause to believe that unlawful discrimination, harassment or retaliation occurred. The EEO Officer shall maintain a record of the investigation in accordance with university policies. Any applicant, current or former employee wishing to report an incident that violates this Policy should refer to the Resolution Procedures for Sexual Harassment and Sexual Violence, or contact the EEO/AA & Diversity Officer and Title IX Coordinator, Ms. Silvia Ramos at , ramossc@wssu.edu, 115 Blair Hall. Any employee that is made aware of an allegation of sexual harassment or sexual violence is required to report it to the Title IX Coordinator, with the exception of licensed counselors and psychologists at the University Counseling Center. Failure to report an allegation of sexual harassment or sexual violence may result in disciplinary action, up to, and including dismissal. Students Any student wishing to report an incident that violates this Policy, should refer to the Resolution Procedures for Student Complaints of Sexual Harassment Sexual Violence, or contact the Deputy Title IX Coordinator for Student Affairs, EEO/AA & Diversity Officer and Title IX Coordinator, Ms. Silvia Ramos at , ramossc@wssu.edu, 115 Blair Hall. Private vs. Confidential Reporting Resources Under this Policy, privacy generally means that information related to a report under this Policy will only be shared with those University employees who need to know in order to assist in the active review, investigation, or resolution of the report. While not bound by confidentiality, these individuals will be discreet and respect the privacy of all individuals involved in the process. By contrast, confidential reporting resources will NOT disclose individually identifiable information related to a report without the individual s express written permission, unless there is a continuing threat of serious harm to the patient/client or to others or there is a legal obligation to reveal such information (e.g., where there is suspected abuse or neglect of a minor). University reporting resources include: 1) Licensed University Counselors (Confidential) The Counseling Center A.H. Ray Student Health Services Winston Salem State University 601 Martin Luther King Jr. Dr. Suite 244, Winston-Salem, NC (336) ) Office of Interpersonal Violence Prevention (Private, not Confidential) Ms. Patricia Eaddy, Director 301- H Thompson Student Center 8

9 601 Martin Luther King Jr. Dr. Suite 244, Winston-Salem, NC (336) ) Office of EEO/AA & Diversity, Title IX (Private, not Confidential) Ms. Silvia Ramos, EEO/AA & Diversity Officer & University Title IX Coordinator 115 Blair Hall 601 Martin Luther King Jr. Drive Winston-Salem, NC (336) ) Winston-Salem State University Campus Police (Private, not Confidential) Old Maintenance Public Safety Building 601 Martin Luther King Jr. Drive Winston-Salem, NC (336) FALSE REPORTING STATEMENT The sexual harassment policy is designed to encourage students, faculty, and staff to express freely, responsibly, and in an orderly way their opinions and feelings about any problem or complaint of sexual harassment. The university takes allegations of sexual harassment and sexual violence very seriously and recognizes the consequences such allegations may have on a respondent as well as the complainant. Any individual who knowingly provides false information regarding the filing of a complaint or report of sexual harassment/violence during an investigation of such a complaint or report may be subject to discipline or under certain circumstances, legal action. Complaints of conduct that are found not to violate policy are not assumed to be false. Any act by a university employee or agent of retaliation, reprisal, interference, restraint, penalty, discrimination, coercion or harassment-overtly or covertlyagainst a student or an employee for using the policy, will necessitate appropriate and prompt disciplinary action. Employment Preference for Veterans Policy It shall be the policy of Winston-Salem State University that veterans shall be granted preference in employment. Persons eligible for veteran's preference shall have served in the Armed Forces of the United States on active duty, for reasons other than training, during periods of war, and shall have been discharged under other than dishonorable conditions. This particularly includes disabled veterans. Also eligible are spouses of disabled veterans, and the surviving spouse or dependent of veterans who died on active 9

10 duty during periods of war either directly or indirectly as the result of such service. Periods of war shall include World War 11 (from December 7, 1941 to December 31, 1946), the Korean Conflict (from June 27, 1950 to January 31, 1955), and the Vietnam War (from January 31, 1955 to May 7, 1975). In addition, any other campaign, expedition, or engagement for which a campaign badge or medal is authorized by the United States Department of Defense. In order to claim veteran's preference, all eligible persons must complete and sign a State Application for Employment (Form PD-107), and submit it to Human Resources for review and verification of eligibility. Eligible veterans must meet the minimum education and experience requirements for the position applied for, and must be capable of performing the duties assigned to the position. In evaluating the qualifications of veterans against minimum education and experience requirements, credit shall be given on a year for year, and month for month basis, for all military experience which bears a reasonable functional relationship to the knowledge, skills, and abilities required in the position for which the applicant applied. Any claim that preference has not been accorded to an eligible veteran must be filed either with the Office of State Human Resources (OSHR) or the Office of Administrative Hearings. The claim must be filed in a manner consistent with the requirements of G. S. 15OB-23 and G. S Such cases shall be heard as contested cases pursuant to G. S (2) and G.S. 150B, Article 3. The Office of Administrative Hearings may, upon finding that veteran's preference was denied in violation of these rules, order the hiring or reinstatement of any affected person, as well as any other remedy necessary to correct the violation. After applying the preference, the qualified veteran shall be hired when his/her overall qualifications are substantially equal to one or more non-veterans in the applicant pool. Substantially equal qualifications occur when the employer cannot make a reasonable determination that the qualifications held by one or more persons are significantly better suited for the position than the qualifications held by another person. In the event that the applicant group includes both a qualified non-state employee veteran, and a qualified current state employee with career status as defined by G.S. 126-lA, who is seeking a promotional opportunity, the current state employee shall be offered the position. This is only if the appointing authority determines that the qualifications of the veteran and the current state employee are substantially equal. 10

11 SECTION 3: ASSIGNMENTS OF RESPONSIBILITY AND ACCOUNTABILITY The Governor of the State of North Carolina has overriding responsibility for the State's equal employment opportunity policies and programs. The responsibility for the actual development and implementation of individual equal employment opportunity/affirmative action plans and programs is delegated by the Governor to each University Chancellor. The Chancellor of the University has the ultimate responsibility for implementation of the University's Equal Employment Opportunity Policy. The coordination of responsibilities for the implementation of the policy has been assigned to the Office of Equal Employment Opportunity/Affirmative Action & Diversity. Duties of the EEO/AA & Diversity Officer The EEO/AA & Diversity Officer shall be responsible for: 1. Interpreting and applying Federal laws, state statutes, policy regulations and guidelines related to discrimination in employment and equal opportunity; 2. Reviewing hiring recommendations for compliance with EEO program objectives prior to the final agency or university hiring decision; 3. Maintaining and analyzing workforce utilization data for development of the equal employment plan and program in conjunction with management; 4. Maintaining and analyzing data on employment practices to monitor and evaluate the effectiveness of the EEO program and make recommendations; 5. Advising management of the program s impact and effectiveness on workforce demographics at all occupational levels; 6. Providing or coordinating EEO training for management and employees; 7. Providing confidential counseling or consultation for management and employees in matters involving EEO concerns or complaints alleging discrimination (formally, informally and within agency or university guidelines); 8. Establishing and maintaining effective working relations with groups concerned with equal employment opportunity; 9. Coordinating special programs (internally or in cooperation with OSHR) to achieve program objectives and to provide for management and employee input and assistance in program development and implementation; and 10. Presenting information on the EEO plan and program to management and employees on a regular basis. 11. Ensuring that all EEO-related notices and posters are properly displayed. 11

12 Managers and Supervisors Managers and supervisors in all levels of the University organizational structure have a role in creating and maintaining a harassment-free environment. In accordance with the Office of State Personnel, managers and supervisors responsibilities include, but are not limited to: 1. Assisting in the development and implementation of the EEO plan and program; 2. Assisting in the establishment of program objectives; 3. Maintaining a diverse workforce for the department, division, work unit, or section; 4. Assisting the EEO Office in periodic evaluations to determine the effectiveness of the EEO program; and 5. Providing a work environment and management practices which support equal opportunity in all terms and conditions of employment. Equal Employment Opportunity Committee The Chancellor shall appoint the Committee for the purpose of serving in an advisory capacity to deal with matters relating to Equal Employment Opportunity and Affirmative Action in the operation of this plan. The Committee shall report to the EEO/AA & Diversity Officer. The Committee will be composed of representatives from management, nonmanagement, in addition to minority group members on the WSSU campus (white males and females, women more generally, disabled, etc.). The Committee is vital to the success and acceptance of the University s Equal Employment Opportunity Program. If this group is committed to the success of the program, it has the ability to influence top management in decisions relating to the use of human resources within the organization. The Committee is composed of both managers and employees, with the representatives selected from all the various demographic groups of the organization and occupational categories in order to increase the committee s sensitivity to all Equal Employment Opportunity issues. The duties of the Committee are: 1. Serving as a communication link between managers and employees and the EEO staff on aspects of the EEO plan and program; 2. Reviewing and evaluating the equal employment opportunity plan and program; 3. Reviewing workforce representation data in each occupational category; 4. Surveying the organizational climate, employee attitudes and evaluating the resultant data; 5. Meeting with the agency head or university chancellor in conjunction with the EEO Officer to discuss EEO programs, report on the employees concerns, and recommend changes or additions to the EEO policy, plan, or program; 6. Identifying recruitment resource and other activities designed to strengthen the EEO program; 7. Meeting as a committee at least quarterly. 12

13 SECTION 3: DISSEMINATION OF THE EQUAL EMPLOYMENT OPPORTUNITY PLAN Internal Dissemination Winston-Salem State University will continue to make its Equal Employment Opportunity Plan known internally by: 1. Presenting equal employment opportunity policies to all newly hired employees; 2. Posting the p o l i c y in Winston-Salem State University s primary work locations and on the University website; 3. Posting the policy on all official bulletin boards of the University and in waiting areas in the Human Resources Department where it can be seen by the general public and prospective employees; 4. Including the policy on all staff and faculty vacancies; 5. Discussing the policy, when appropriate, in meetings with senior executives and administrators of the University; 6. Including the EEO/AA statement on all official University letterhead and correspondence; and 7. The entire Equal Employment Opportunity Plan is available to employees, visitors and prospective employees online at the Office of Equal Employment Opportunity/Affirmative Action & Diversity website. External Dissemination Winston-Salem State University will continue to disseminate its policy externally by: 1. Informing recruiting sources in writing of University policy; 2. Incorporating the Equal Opportunity clause in all contracts covered by Executive Order 11246, as amended, and other regulations as required Informing vendors of the University policy; Notifying in writing, minority and women's organizations, community agencies, community leaders, secondary schools and colleges of the University policy; and Including the EEO/AA statement on all official University letterhead and correspondence. 13

14 SECTION 4: WORKFORCE ANALYSIS Organization of the University There are four major divisions in the University. They are the Division of Academic Affairs, Division of Students Affairs, Division of Finance and Administration, and Division of University Advancement. Each division is led by a vice chancellor who reports to the chancellor. The Vice Chancellor and Chief of Staff provides leadership to four departments, but the unit is not currently referred to as a division. Additionally, the Athletic Department is not a division in name, but it does function as such with a director that reports to the chancellor. The Division Academic Affairs consists of one college and one professional school headed by deans; the College of Arts, Sciences, Business and Education, and the School of Health Sciences. In addition, this division contains Enrollment Services, Information Technology, Faculty Affairs, Undergraduate Programs, Center for Design Innovation, Title III, C. G. O Kelly Library, and UCaLL (University College and Lifelong Learning). An organizational chart is included in the Appendices. Lines of Progression While EHRA tenure track faculty does not have a formal and standard line of progression, the Faculty Handbook provides guidance on how faculty may progress at the entry level as well as subsequent levels, (e.g. from Associate to full Professor). There is a minimum of three consecutive years of service, (unless negotiated otherwise at the time of the initial contract), in a tenure track position at WSSU before an individual with may apply for promotion and/or tenure. If tenure is not conferred, the individual will receive a one-year terminal contract. If tenure is conferred, the individual is responsible for applying for additional promotions in future years. The line of progression for EHRA non-faculty, mostly known as administrators is not definitive. In other words, an assistant director is not expected, by any University guideline, program, or process to progress to a vice chancellor position. While the lines of progression for EHRA tenure track faculty and EHRA non-faculty are not definitive, SHRA lines of progression are clear and specific. Job Group Analysis Winston-Salem State University has conducted an in-depth analysis of its total employment process to determine whether and where any impediments to equal employment opportunity exist by job group. Included in this analysis are those employment processes that impact employees subject to the State Human Resources Act (SHRA). 14

15 There are four hundred and thirty nine (439) employees in this analysis and there are seven (7) Job Groups. We are aware that contractors have both the right and the obligation to design Job Groups in accordance with these flexible regulatory criteria. We are also aware that the size of incumbency is an appropriate factor to consider in design of Job Groups, since Job Groups should be sufficient in size to permit meaningful analysis of utilization. We carefully considered several different means of grouping titles. We took into account usual career paths so as to set up meaningful feeder Job Groups. We strove for the greatest practicable similarity in content and salaries, tempered by resulting size of incumbency. In addition, the Job Group Analysis displays the number of total, female, and minority employees in each job title in the Job Group. The following is a list of Job Groups for this EEO Plan: Management Related Occupations, Professional Specialty, Protective Services, Paraprofessional, Technicians and Technologists, Administrative Support, and Service and Skilled Craft. An in-depth explanation of these Job Groups is included in the Appendices. JOB GROUP DEFINITIONS Management Related Occupations - This job group includes high level positions in our organization. These positions have responsibility for setting policy and directing divisions within our organization. Most positions in this group require at least a Bachelor s degree and significant experience. This grouping includes such titles as University Program Specialist, Communication Specialist, HR Specialist, etc. Professional Specialty - This job group includes a variety of titles and classifications requiring professional expertise as evidenced by significant experience in the respective field and a minimum of a bachelor s degree. These positions have significant decisionmaking responsibilities and function with a high level of autonomy. This grouping includes such titles such as accountant, auditor, directors, assistant and associate directors of various programs & senior-level administrative assistants, etc. Protective Services - This job group includes a variety of titles and classifications requiring, in some instances, expertise as evidenced by experience in the field and a minimum of a bachelor s degree (police officer). These positions primarily serve in the capacity of security and protective enforcement on campus and in support capacity to those members of the organization who work in the field on a daily basis. This grouping includes such titles as Police Officer, Security Officer, Dispatcher, etc. Technicians and Technologists - This job group includes a variety of titles and classifications typically requiring a two-year degree and/or several years of related experience. These positions typically have an area of expertise and may or may not have guidelines and reference manuals readily available with which to consult. These positions include titles such as Media Manager, Business & Technology Applications Specialist, Operations & Systems Specialist, Visual Arts Specialist, etc. Administrative Support - This job group includes all clerical/secretarial related positions, 15

16 whose work is primarily governed by prescribed guidelines and procedures. Positions typically require a high school diploma and minimum of one, two or three years of related experience. These positions include titles such as University Program Associate, Administrative Support Associate, Administrative Support Specialist, etc. Skilled Craft - This job group includes a variety of titles and classifications requiring a minimum of high school diploma and two years of related experience. These positions may have a facilities role and/or a specialized maintenance role. These positions include such titles as Skilled Craft Supervisor, Forestry, Farming and Repair Supervisors. Service - This job group includes a variety of titles and classifications requiring a minimum of high school diploma and two years of related experience. These positions may have a service/facilities role and/or a specialized maintenance role. These positions include such titles as Service Care Supervisor, Building & Mechanical and Facilities Maintenance Supervisor. Availability Analysis Consistent with regulatory requirements, WSSU has determined the availability of minorities and women for each Job Group. The university has considered two factors for minorities and two factors for women: the percentage of minorities or women with requisite skills in the reasonable recruitment area and the percentage of minorities or women among those promotable, transferable and trainable in the current workforce. These data are presented in the Office of State Human Resources WSSU reports in the Appendices. WSSU has used the most current and discrete statistical information available to derive external availability data. In an effort to estimate availability as accurately as possible, the University uses the 2010 census data (the most current available) for 516 occupational classifications for its reasonable recruiting areas. In determining requisite skills, the University has identified those Standard Occupational Classifications (SOCs) reported in the Census that were most representative of the skills required for the positions being analyzed. The reasonable recruiting area for each Job Group is as follows: 1. The United States for Job Group: Executive and Administrative 2. The State of North Carolina for Job Group: Professional, Protective Service, and Managerial and 3. The Triad MSA (Metropolitan Statistical Area) for Job Group: Administrative Support, Paraprofessional, Technical, Service/Maintenance. These reasonable recruitment areas have not been drawn in such a way to effectively exclude minorities or women. In each case the reasonable recruiting area was drawn based on the actual experience of the University in attracting applicants. Higher level jobs demand wider searches and a willingness to pay relocation costs. Lower level jobs, or jobs for which there is ample local availability, are not appropriate for state-wide recruitment efforts since the University is not willing to pay relocation costs and job seekers outside the Triad area are typically not willing to relocate at 16

17 their own expense for jobs in these pay ranges. The university is committed to a policy of upward mobility for all employees in accordance with university need and employee interest. Internal availability is a significant source of workers for many Job Groups. Promotions can and do occur within any Job Group and the estimated frequency of movement into the Job Group determined the value weight for Internal Availability in our computations. Naturally, at any given time the population of a feeder Job Group might include those individuals newly hired/promoted or on probation, or with less seniority or otherwise not necessarily promotable for every vacancy. However, for the purposes of EEO availability estimates only, all individuals in the feeder jobs were counted as promotable, transferrable and trainable, as discussed above. For each Job Group we considered which factor or factors represented a genuine source of available workers for the Job Group during the EEO year, and with what frequency the factor(s) could be expected to represent availability, that is, how often we expect to fill vacancies externally (whether locally, from state-wide, or national recruitment) or from within. The feeder Job Groups that were used are identified in our Affirmative Action Goals in the Appendices. We then weighted each factor in accordance with these judgments and computed our final estimate of availability using any factor(s) having a weight greater than zero. These data are provided in the Appendices as OSP B0170 SHRA Only. Utilization Analysis Winston-Salem State University has compared the incumbency of minorities and women in each Job Group. The comparison is done to determine if the availability for a Job Group is greater than incumbency, in an effort to determine if there are any Job Groups in which the percentage of minorities or women employed in the Job Group is significantly less than would reasonably be expected, given the availability percentage for that particular Job Group. No job group experienced that dynamic Target Classifications OPG MRTY FMLE Management 0 Met Met Professional 6 Met Technicians/Technologist 18 Met Met Administrative Support 16 Met Met Protective Services 4 Met Met Service 6 Met Met Skilled Craft 7 Met 17

18 Identification and Correction of Problems We have not identified any impediments to equal employment opportunity in the placement of women or minorities in the different positions in any Job Group. To the extent a goal has been established for minorities or women in a Job Group, any problem areas will be addressed by our good faith efforts to meet such goal. See also the discussion of action oriented programs and internal monitoring in Section 5 of the EEO Plan. SECTION 5: EQUAL EMPLOYMENT OPPORTUNITY PROGRAM Equal Employment Opportunity and Affirmative Action at WSSU Winston-Salem State University is committed to equality of opportunity and affirmative action. All employment decisions will be made to further the principle of equal employment opportunity. The university will recruit, hire, train, and promote persons in all positions without regard to race, religion, color, genetic information, national origin, sex, age, sexual orientation, gender identity, political affiliation, veterans status, or disability. Federal Laws As a federal contractor, WSSU is legally obligated to follow guidelines set forth in Executive Order 11246, Title VII of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination in Employment Act of 1976, the Vietnam Veterans Readjustment Assistance Act of 1974 as amended, and the Americans with Disabilities Act of 1990, as amended, Title II of the Genetic Information Nondiscrimination Act of 2008, and all other applicable federal laws. State Laws and UNC System Policy As a state entity, the university is governed by various North Carolina General Statutes specifically relevant to these recruitment procedures is N.C.G.S As a part of the University of North Carolina System, we are also governed by The Code of the University of North Carolina, Section 103. Winston-Salem State University Policies and Procedures The University has also set forth specific policies and procedures that support equal employment opportunity: Equal Employment Opportunity and Non-Discrimination Policy 18

19 Policy on Sexual Harassment and Sexual Violence Procedures for Handling Complaints of Sexual Harassment and Sexual Violence Employment Preference for Veterans Policy Action-Oriented Programs JOB GROUP PROGRAMS The University has identified the job groups, in which the incumbency of women and/or minorities is less than that which would reasonably be expected based on their apparent availabilities. Responsive goals, equal to availability, have been set when and if that dynamic are present. The methodology for this computation and the identification of Job Groups with goals is set out in this EEO Plan Appendices. Because we have identified some differences in the participation of women and minorities in these job groups, we will carefully monitor openings, recruitments and selections for these positions in this EEO Year. To address any problems, we will continue to require that all of these openings be widely posted and that recruitment efforts include appropriate sources that are likely to enhance the number of women and minorities who apply. We will make arrangements with each such source to receive notices of these openings as they occur, along with information on our application process and deadline requirements. COMPENSATION SYSTEMS The Compensation and Classification function works collaboratively with all university departments on the creation, evaluation, and classification of all non-faculty staff positions in accordance with the existing compensation systems to ensure that jobs and salaries within the organization have equitable relationships to one another based on comparability of duties, complexity and scope of responsibilities, and that they are classified to appropriately reflect those relationships, provide compensation that is fair and non-discriminatory, and to ensure compliance with all federal and state laws and regulations, and university policies and procedures. In the 2016 EEO year we continued to use a performance management system and trained supervisors on how to conduct effective performance evaluations. The ongoing training sessions reinforced the importance of the performance evaluation process and the role that it plays in the Comprehensive Compensation System. During this EEO year we delivered to each eligible SHRA, EHRA faculty and non-faculty employee a merit based lump sum bonus payment. Meritorious performance was based upon criteria derived from the current strategic plan and individual employee s performance outcomes providing an opportunity to recognize and inspire achievement and to reinforce performance and accountability. HR PROCEDURES To assist managers in screening applications and selecting the most qualified applicants for interviews, Human Resources and the Office for Equal Employment Opportunity/Affirmative Action and Diversity have developed a set of Selection Guidelines that are available to hiring supervisors via 19

20 the web. These guidelines cover such topics as application review, sorting applications, preparing for the interview, conducting the interview, and checking references. Recruitment, Selection and Performance Management Program SHRA The Department of Human Resources has the administrative responsibility for the employment of employees subject to the State Human Resources Act (SHRA) and the Exempt from the Human Resources Act (EHRA). Human Resources also has responsibility for and must approve all personnel actions for staff including, but not limited to, recruitment, selection, promotion, transfer, disciplinary action, and demotion. RECRUITMENT ACTIVITIES Notification of all SHRA vacancies should be sent to the Department of Human Resources by the Vice Chancellor on the SHRA recruitment form. The recruitment form will contain a brief statement of essential functions, qualifications desired and budgeted salary. Advertisements for position vacancies must include language, which describes who we are and what we are seeking in new hires (e. g. studentcentered, public service oriented, etc.). Internal postings will be posted at least five workdays and external postings will be posted at least seven workdays. Open until filled designation will require justification by the recruiting department and approval by the State Director of OSHR. No position will be posted for more than 28 consecutive workdays. ADVERSTISING A C T I V I T I ES/LISTING VACANT POSITIONS All vacancies will be posted through the following sources: -Indeed.com -NorthCarolinaDiversity.com -Localjobsnetwork.com -US Military Pipeline -Veteran Career Fair -The University of North Carolina Website -Human Resources and placement offices of other universities in the UNC system -Locations both on and off campus All applications must be submitted to the Department of Human Resources on the North Carolina application form PD-107. All applications must be received in the Department of Human Resources by 5:00 p. m. on the closing date. Faxed copies will be accepted. Newspaper and magazine advertising for SHRA positions will be prepared and coordinated by the Department of Human Resources. Requests to advertise in a newspaper or magazine must be attached to the SHRA recruitment form when it is sent to the Department of Human Resources. Vice chancellors and division directors 20

21 must interview any prospective hire at the level of director or assistant director. Interviewees must also meet with persons where they are being considered for employment. The composition of search committees must include at least two persons outside the area for which the search is being conducted. SELECTION Minimum education and experience standards are established for each job. Specific job-related qualifications might be required in addition to minimum state standards. All qualifications used in the screening process will be advertised. The Department of Human Resources will screen all applications for advertised minimum requirements. Applications from individuals who do not meet minimum qualifications will not be referred to the department. On request of the department, the Department of Human Resources will further screen qualified applications for advertised preferred qualifications. Departments may request that only the top 25% or top 50% of the entire applicant pool is referred. If the top 25% or 50% of the qualified applicant pool is requested, additional individual applications may not be referred without approval of the Director of Human Resources. After initial screening by the Department of Human Resources, applications shall be referred to the hiring official in a group to ensure equal consideration of all applicants Applications are not available for departmental review during the posting period; however; the hiring official may request a list of names of applicants who have applied three workdays prior to the deadline for submission of applications. The hiring department will screen the referred applications based on specific jobrelated education and experience and will select a number of individuals to interview. As a step in this screening process, the department may request references or contact prior employers. If appropriate to the position, the department may also administer a job-skills test as a screening aid, with prior approval of the Department of Human Resources. The hiring department will retain the referred applications after the interviews have been completed. Once the Employment Manager has made the offer to the final candidate and the person accepts the position, a written letter of commitment is forwarded to the new employee with a copy to the supervisor. EEO/AA Compliance The EEO/AA & Diversity Officer is responsible for ensuring that WSSU's recruitment practices comply with the university's EEO/AA policy. This requires an analysis of referred applications and proposed interview pools to identify potential adverse selection mechanisms in the screening process. This analysis may result in the department being asked to give continuing consideration to a minority or female candidate not otherwise selected for an interview. (Copies of the university's 21

22 EEO/AA policy for SHRA employees are available in the Human Resources Department.) SPECIAL EMPLOYMENT AND RE-EMPLOYMENT CONSIDERATIONS The State of North Carolina has adopted the following hiring preferences to further the employment of targeted groups. Human Resources will monitor the selection of applicants in the preference categories listed. State Government Promotional Priority Former qualified state employees released for other than just cause from policymaking/confidential, exempt positions and employees scheduled for or already separated by reduction in force shall receive priority re-employment consideration in preference to any other applicant. If such candidates apply for a vacant position, they will be the only candidates interviewed for the position and, if not disqualified in the interview process or through reference checks, must be offered the job. NOTE: In affording priority re-employment consideration, employees separated from policy- making/confidential, exempt positions for reasons other than cause shall receive first priority over employees separated by reduction in force. Employees separated through reduction in force will only receive priority consideration for positions at a comparable or lower salary grade. Promotions for non-exempt SHRA employees occur when positons are reevaluated resulting in a reclassification due to additional job duties or broadening of scope. Additional, a promotion is defined as employee movement from one banded position to another. This is typically achieved by the non-exempt SHRA employees formally bidding for an open position by submitting the required materials to participate in a merit-based recruitment and selection process. Veterans/EEO Preference The following preference requirements apply only when no single individual stands out as the best-matched candidate for a particular position. These preferences are to be extended in the following priority order among candidates whose qualifications are determined to be "substantially equal": - Current state employees applying for promotion - Veterans who have served honorably during recognized periods of national conflict - EEO-defined minorities. - Veterans - See Policy 1.2 The hiring official should evaluate applications based on education and experience directly related to the position without regard to membership in a preference category. A Department of Human Resources representative will discuss preferences with hiring officials, as appropriate. 22

23 People with Disabilities WSSU shall make an effort to employ qualified handicapped applicants and shall not establish arbitrary or unjustified physical requirements. Reasonable accommodations will be made for a qualified handicapped applicant or employee who would be able to perform the essential duties of the job if such accommodation is made. These accommodations may include job restructuring, making facilities readily accessible and usable, and the acquisition or modification of equipment or devices. The hiring official or Department of Human Resources may consult with a handicapped person's physician or medical counselor when making a final decision, as necessary. SHRA MEDIATION AND GRIEVANCE POLICY AND PROCEDURE It is the policy of Winston-Salem State University (hereinafter University) to provide a means of communication between supervisors and employees and to establish principles of administration to assure a prompt response to an employee s grievance. Definitions Applicant - A person (including a current State employee) who submits an application for an initial hire, promotion or reemployment for a SPA position within the University. Career State Employee - An employee who is in a permanent position and has been continuously employed by the State in a position subject to the NC Human Resources Act for the immediate 12 preceding months. Complainant (EEO only) - An applicant, probationary State employee, former probationary State employee, career State employee or former career State employee who initiates an informal complaint through the Equal Employment Opportunity (EEO) Informal Inquiry process. Contested Case Issue - A grievable issue that may be appealed to the Office of Administrative Hearings (OAH). EEO/AA Officer - The University Officer responsible for Equal Employment Opportunity/Affirmative Action. Equal Employment Opportunity Informal Inquiry - An informal process for addressing unlawful discrimination, harassment, or retaliation allegations that may facilitate a resolution prior to the filing of a grievance. Final University Decision - The final decision authorized by the Chancellor (or President for SPA employees at General Administration) that concludes the internal grievance process. 23