Facilities and Services: Diversity and Inclusion Committee

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1 Overview In February of 2015, a Diversity and Inclusion Committee was formed at F&S as part of a campus wide effort to engage all members of the campus in discussions about diversity and inclusion. The F&S initiative kicked off with a breakfast sponsored by the campus on April 1, The breakfast included a panel discussion that covered various diversity issues, as well as a group engagement exercise to get everyone thinking about diversity and inclusivity. The F&S committee formally started meeting at the end of March The committee s initial focus was to: Understand its purpose Define its scope Based on F&S s Mission, develop a vision statement reflective of F&S s commitment to diversity and inclusion. Purpose and Scope The purpose of this committee is to assess the condition of F&S as it relates to diversity and inclusion, and to provide recommendations for improvements as they relate to the campus effort to improve diversity and inclusion. During our early discussions, several similar issues kept surfacing. After the first month of meetings, the committee agreed that our initial scope should focus on these issues. Outlined below are the four areas of concern that have been identified as the highest priorities, and that the committee agrees should be investigated and addressed first. Determine if hiring and promotion inequities exist between white and nonwhite employees. Determine if salary inequities exist between white and non-white employees, as well as between male and female employees. Determine if inequities exist in opportunities for training, upgrades and service on committees. Address perceptions of bigotry, racism and sexism in daily interactions. 1

2 The committee recognizes that a diverse work environment means respecting and appreciating differences in many areas. However, it was agreed that to keep the process moving forward and to ensure that the areas of highest concern were being addressed in a timely fashion, our focus initially would be limited to the four items mentioned above. Definitions and Vision The committee has adopted the following definitions for diversity and inclusion Diversity Diversity is any dimension that can be used to differentiate groups and people from one another. Diversity encompasses differences in ethnicity, gender, gender identification, age, national origin, disability, sexual orientation, education, and religion. Inclusion Inclusion is valuing, respecting and supporting individuals and ensuring the right conditions are in place for them to reach their full potential to make contributions to F&S. In simple terms, diversity is the mix; inclusion is getting the mix to work well together. Diversity counts people, inclusion makes people count. Using these definitions, the committee developed the following vision statement for F&S as it relates to diversity and inclusion. Vision To have a diverse workforce in an inclusive workplace that promotes and fully utilizes the talents of all employees to create value, deliver superior customer support and develop innovative solutions. 2

3 Tasks Completed and Proposed Plan To assess the culture and commitment to diversity and inclusion at F&S, a SWOT analysis was completed. Susan Stewart and Tiy Goddard from the Center for Training and Professional Development were engaged to help kick start that process. They provided guidance and oversight with the development of a draft SWOT assessment, which was then refined and finalized by the committee. Please see appendix A for the complete SWOT analysis. In parallel, the committee also reviewed data provided from UIUC Staff Human Resources, including diversity statistics for current employees at F&S, diversity statistics for Civil Service hires over the past two fiscal years, and salary data. Race/ethnicity data was also reviewed from the United States Census bureau for Champaign County. Please see Appendix B for the summary of the data analysis. Based on our discussions to date, the SWOT analysis, and the data reviewed, the committee has developed the following diversity and inclusion plan, which includes guiding principles and actionable items for consideration. Guiding Principle Leadership Diversity and Inclusion Plan A. Actionable Item: Establish a standing diversity and inclusion committee. (Chambers, Webb, Halverson, Dowler) Actions: 1. Appoint a diversity and inclusion committee to continue the work started by this committee. Initial tasks of this committee should include: i. Development of a 1 and 5 year action plan. ii. Detailed analysis and review of the diversity data available. iii. Detailed analysis and review of the salary data available. 3

4 Refer to appendix C for a draft of proposed guidelines for this committee. Guiding Principle Diversity: Increase representation and diversity across all divisions and job types at F&S. A. Actionable item: Develop recruitment and hiring practices that increase opportunities for diverse hires at F&S. (Boatner & ER/HR) Actions: 1. Establish hiring committee guidelines for both Civil Service and Academic Professional positions. Train staff on the hiring process and guidelines. 2. Better understand the civil service hiring process to recognize opportunities for diverse hires. 3. Develop relationships/associations with local minority/diversity groups to help foster an interest in working for F&S. 4. Expand the recruiting efforts to cover populations with more diverse candidates, including Chicago and St. Louis. Please note: in general, Civil Service rules require job applicants to reside in the State of Illinois. 5. Investigate the development of partnerships and apprenticeship programs with local unions to help expand diversity within the crafts and trades. 6. Hold departments accountable for abiding by F&S hiring policies. 7. Monitor the effectiveness of media channels used to recruit diverse candidates. B. Actionable item: Develop training and promotion practices that increase opportunities for all existing staff at F&S. (Dowler/R. Reynolds) Actions: 1. Include an assessment of employee interests and abilities to promote in the annual performance review. 2. Establish training goals and opportunities for employees who demonstrate a willingness and/or ability to promote. 4

5 3. Rotate upgrade opportunities so that all willing, eligible, and qualified employees get the opportunity to upgrade. C. Actionable item: Develop and implement an employee mentoring program at F&S. (Larson/Stegmaier) Actions: 1. Research available materials on mentoring in the workplace, and develop the framework for implementing a mentoring program at F&S. 2. Provide training to all senior leaders on mentoring in the workplace. 3. Set a goal for all senior leaders to mentor employees and to ensure that minority (underrepresented groups) employees get an opportunity to be mentored as well. Guiding Principle Inclusion: Increase the engagement of employees across all divisions and job types at F&S. A. Actionable item: Develop policies and procedures that reflect F&S vision and core values related to inclusivity. (Grant/Clements) Actions: 1. Develop inclusivity statements related to F&S core values, and incorporate these statements into all position descriptions. 2. Develop inclusivity assessment statements related to F&S core values, and incorporate these assessments into the annual employee performance reviews. 3. Ensure that all search/hiring committees have minority (underrepresented groups) representation. i. If there are five or fewer committee members, one of them should be from an underrepresented group. ii. If there are six or more committee members, two of them should be from an underrepresented group. 5

6 B. Actionable item: Develop training programs regarding diversity and inclusion for the entire organization. (Kornegay/Welch) Actions: 1. Develop and implement training programs for leaders and supervisors that clearly outlines F&S core values and goals related to diversity and inclusion. Training should include specific ways that leaders and supervisors can enhance inclusion within their organization. 2. Develop training materials that leaders and supervisor can use to train their employees. C. Actionable item: Develop a communication plan. (Caneva/Aden) Actions: 1. Monitor and promote diversity in all communications/publications. 2. Start a monthly/bi-monthly EMT business discussion, that provide employees a mechanism for discussing any/all items related to work at F&S with the EMT. D. Actionable item: Make employees aware of and encourage their involvement in employee engagement events that incorporate diversity. (Wilcoxen/Wegel) Actions: 1. Host an event with a local charity/civic minded group that incorporates diversity as part of their mission. Potential events might include: i. Working with Habitat for Humanity on a construction project on Saturday morning. ii. Hosting an after school open house event at F&S with the Don Moyer s Boys and Girls club, including hands-on activities and a hot dog lunch. iii. Assisting house cleaning and yard cleanup at the Crisis Nursery on a Saturday morning. iv. Complete a Saturday morning street and sidewalk cleanup in the area around Douglas Park. Include a hot dog lunch in 6

7 Douglas Park for the participants and community members following the cleanup. 7

8 Appendix A: SWOT Analysis Facilities and Services: Diversity and Inclusion Committee F&S Diversity Committee - Race SWOT- 9/9/15 (The Committee has identified that the SWOT weaknesses and threats outlined below arise in varying degrees within F&S.) Strengths Weaknesses Many consider the U of I and F&S a good place to work. F&S hosts events that mix people across the organization: golf outing, appreciation luncheon, bowling event. The University has a formally documented hiring process in place that when followed provides all candidates an equal opportunity at getting hired. For academic professional and exempt civil service positions, F&S advertises in media targeted towards diverse candidates. Frequent communications and multiple modes of communications including: Website, posters, bulletin boards, digital displays, printed dispatch, . The Chancellor has identified diversity and inclusion as a priority for the UIUC campus. Resources within the university exist to provide education and insight into diversity and inclusivity. Racism and lack of inclusivity exists within F&S. Not a clear commitment to diversity and inclusion across the organization. No sense of belonging for some F & S employees. Diversity and inclusion issues not evenly presented or understood across the organization. There are some managers that tolerate policy/process violations, specifically hiring, promotions, and training. Lack of consistency in hiring, promotion, and salaries across the organization. Difficulty getting people to open up about issues. No clear direction/goals from the campus administration and F&S leadership specific to diversity and inclusion on campus. Lack of diversity in the following job types at F&S: Architect, BSW Supervisor, Craft, Craft Supervisor, Engineer, IT and Managers. Need more diversity on hiring committees. Civil Service system hiring process. (Only provided top three scores/candidates from register for referrals) Lack of diversity in the local trades. Hiring process is influenced by committee makeup/personal preferences. Lack of diversity and inclusion within the organizational culture could detract potential hires from accepting positions. Candidates of underrepresented groups with similar qualifications overlooked during hiring process. 8

9 Opportunities Partnerships and mentorship programs with STEM and business departments at UIUC, to try and recruit diverse candidates upon graduation. Partnerships and apprenticeship programs with local unions to help enhance diversity within the crafts and trades. Better understand civil service hiring process to recognize opportunities for diverse hires/promotions. Relationships/associations with local minority groups to help foster an interest in working for F&S. Metrics to track improvement. Develop and train staff on hiring process. Develop and train staff to upgrade and promote. Expand the recruiting efforts to cover more diverse populations including Chicago and St. Louis. Monitor and enhance diversity on all communications/publications. Develop external (outside of the University) communications to publicize the F&S message regarding diversity and inclusion. Monitor effectiveness of media channels used to recruit diverse candidates. Develop and communicate top-down support for diversity and inclusion across F&S. Develop diversity and inclusion performance aspects on performance reviews. Encourage participation on projects and teams across all groups at F&S. Training on diversity and inclusion. Additional employee engagement activities. Threats Losing talented employees to other Universities and/or employers, based on the perception that F&S does not embrace diversity and inclusion. Apathy. Unwillingness to continuously improve. Accepting the status quo. Lawsuits related to policy violations and unfair treatment of employees. 9

10 Appendix B: Data Summary Facilities and Services: Diversity and Inclusion Committee Race and Gender Statistics for F&S Overall Race/Ethnicity Gender Total Percentage AIAN 3 0.3% Male % Asian/Pacific Islander % Female % Male % Black/African American % Female % Male % Hispanic % Female % Male % Unknown % Female % Male % White % Female % Male % Grand Total

11 Race Statistics for F&S By Job Type Facilities and Services: Diversity and Inclusion Committee Job Type Sum of Number Percentage Architect 7 White % Female % Male % Assoc. Dir. 22 Black/African American % Female % Male % White % Female % Male % BSW 307 AIAN 1 0.3% Male % Asian/Pacific Islander % Female % Male % Black/African American % Female % Male % Hispanic % Female % Male % Unknown 4 1.3% Female % Male % White % Female % Male % BSW Supervisor 13 Black/African American 1 7.7% 11

12 Male % White % Female % Male % Coordinator 29 Asian/Pacific Islander 1 3.4% Female % Black/African American % Female % Male % White % Female % Male % Craft 515 AIAN 2 0.4% Male % Asian/Pacific Islander 1 0.2% Male % Black/African American % Female % Male % Hispanic % Male % Unknown 2 0.4% Male % White % Female % Male % Craft Supervisor 91 Black/African American 3 3.3% Male % White % Female % Male % 12

13 Director 7 Black/African American % Female % White % Female % Male % Engineer 23 Unknown 1 4.3% Male % White % Female % Male % IT/DDC 28 Unknown % Female % Male % White % Female % Male % Manager 36 Asian/Pacific Islander 1 2.8% Female % Black/African American 3 8.3% Female % Unknown 3 8.3% Female % Male % White % Female % Male % Support/Clerical 54 Asian/Pacific Islander 1 1.9% Female % 13

14 Black/African American % Female % Male % Hispanic 1 1.9% Female % Unknown 1 1.9% Male % White % Female % Male % Grand Total 1132 F&S Hiring Data Civil Service Positions between 7/1/13 and 6/30/15 % of Referrals Including Minority Candidates % of Minority Candidates Hired (relative to total hires) % of Minority Candidates Hired (relative to hires that included minority candidates) Job Type Sum of Total Hires Sum of Minority Candidate Sum of Minority Candidate & Hired BSW % 57% 57% BSW Supervisor % 0% N/A Coordinator % 17% 25% Craft % 14% 36% Craft Supervisor % 0% 0% Support/Clerical % 17% 25% Grand Total % 21% 40% 14

15 Gender and Race Statistics for Illinois, Champaign County, UIUC Faculty/Staff, and Facilities & Services Illinois July, 2014 Women Men White Black or African American American Indian and Alaska Native Asian Native Hawaiian and Other Pacific Islander Two or More Races Hispanic or Latino Unknown Total 6,559,694 6,320,886 8,022,946 1,823,834 18, ,787 3, ,505 2,152,974 12,880, % 49.1% 62.3% 14.2% 0.1% 5.2% 0.0% 1.5% 16.7% 100.0% Champaign County July, 2014 Women Men White Black or African American American Indian and Alaska Native Asian Native Hawaiian and Other Pacific Islander Two or More Races Hispanic or Latino 103, , ,195 25, , ,153 11, , % 49.9% 69.1% 12.4% 0.2% 10.1% 0.1% 2.5% 5.7% 100.0% UIUC Faculty/Staff Nov, 2015 Women Men White Black or African American American Indian and Alaska Native Asian Native Hawaiian and Other Pacific Islander Two or More Races Hispanic or Latino Total Unknown Total % 48.2% 76.0% 8.0% 0.3% 7.8% 0.0% 1.3% 3.5% 3.0% 100.0% Facilities & Services July, 2015 Women Men White Black or African American American Indian and Alaska Native Asian Native Hawaiian and Other Pacific Islander Two or More Races Hispanic or Latino Unknown Total % 85.8% 83.7% 10.2% 0.3% 2.5% 2.0% 1.2% 100.0% 15

16 Appendix C: Committee Guidelines Facilities and Services: Diversity and Inclusion Committee Guidelines: Diversity team members will serve staggered terms (two years max), with no successive terms Note taking for the weekly meetings will be rotated among the team members or there can be a designated note taker for a year Attendance at the weekly meetings is necessary New members will be nominated by the committee, or appointed by the EMT The team will be representative of the F&S organization Representation from the EMT is necessary Rotation of ½ the members will occur in December of odd years, with the other ½ rotating in December of even years. The members will appoint two co-chairs each December after new members are approved and appointed All meetings will have an agenda Members will come prepared to discuss meeting agendas and review documents and comment, in writing, outside of meeting times. 16