COLLEGE OF THE REDWOODS                                      Board of Trustees Policy No. 301/402

                                                                                              Administrative Regulation No. 301.01

                                                                                                                                                 402.01

STAFF DIVERSITY/AFFIRMATIVE ACTION EMPLOYMENT PLAN

 

I.A. A. Commitment

 

A.The District's employment procedures are designed to assure fair and equal opportunity for all job applicants.

 

B.As cited earlier, as part of its affirmative action commitment, the District will endeavor to hire and retain employees whose backgrounds and abilities add diverse cultural enrichment to our programs and services, who can provide a positive image, and who are sensitive to the wide range of academic, socioeconomic, cultural,disability and ethnic backgrounds of community college students.

 

1.To accomplish this, the District will provide extensive recruitment, screening and selection processes which conform to the principles of affirmative action and equal opportunity, and which are sensitive to issues of staff diversity.

 

2.All employment practices, including recruitment, application, screening, selection, assignment, classification, promotion, transfer, demotion, or termination decisions, will be based on job‑related factors which include qualifications and capabilities. (Title 5, Section 53028)

 

a.Seniority will be considered only where required by law. (Title 5, Sec. 53028)

 

b.Length of service in the District will not be used as the sole determinant for decisions affecting hiring and promotions. (Title 5, Sec. 53027)                                

C.All employment practices will follow recommended, acceptable affirmative action personnel procedures unless demonstrated and verified "business necessity" requires an alternative procedure.

 

II.Selection Procedures (See also Board Policy 305 and Administrative Regulation 305.01 contract Faculty Appointment Procedures and Staff Diversity Handbook)

 

Throughout the entire selection process, the Affirmative Action Officer or designee is responsible for monitoring for adverse impact.  If discriminatory intent or effect is identified, the Affirmative Action Officer will implement solutions and/or confer with the chief administrative officer or designee of the District to determine necessary remedies.

 

A.Job Analysis‑‑Job Description‑‑Job Announcement

 

1.Job Analysis ‑‑ Job Description (Title 5, Sec. 53022)

 

a.The division/area faculty, together with the Division Chair/Director/Program Supervisor/Dean Del Norte or Mendocino Campus will be responsible for undertaking a thorough and careful analysis of the job, for determining the requisite skills, and for developing the written job description. (For administrative positions, the area administrator shall be responsible for the job description.)

 

1)The job description shall identify and describe the primary functions and responsibilities of the position and the skills, knowledge, abilities, experience, training, and personal characteristics necessary for satisfactory performance of the identified tasks.

2)Requirements chosen may not be lower than established state minimums adopted by the Board of Governors, or when applicable, local equivalents which may be substituted. (Ed. Code, Sec. 87356, 87359)

 

Higher than state minimum criteria may be established if it can be shown that such additional qualifications are essential to successful performance of the position, and do not create artificial barriers to underrepresented groups.

3)Academic or degree requirements and years of experience will not be used except where required by state licensing/credentialing requirements or shown to be bona fide occupational qualifications.

4)Desirable or preferred qualifications which have an adverse impact on protected-class applicants will not be used.

5)Each job description will include the following hiring criterion:  (Ed. Code, Sec. 87360)

 

Sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students.

 

2.Job Announcement

 

a.The A.A.O., or designee, will be involved in the development and approval of the job announcement which will parallel the job description in outlining the position description, functions and responsibilities, and the knowledge, skills, abilities, and personal characteristics necessary to perform those duties and responsibilities.

 

B.Recruitment  (Title 5, 53021) 

 

 

1.The District will undertake a program of verifiable affirmative action recruitment for protected‑group members in all job categor­ies which reflect underrepresentation, including categorically funded positions and in all executive/administrative/managerial positions.

 

a.Open recruitment procedures will be followed for all openings which reflect underrepresentation.          

b.Upward Mobility

 

1)Promotions or "upward mobility programs" will be monitored to ensure that they complement or promote the goals of the District Affirmative Action Program.

 

c."In house" or "promotional only" recruitment will not be used except when "business necessity" dictates.

 d.A long‑range planning process will be established to identify openings as far in advance as possible in order to enhance recruitment of a diverse group of qualified applicants.  

 

2.Through the following recruitment efforts and other measures, the District will attempt to establish applicant pools in which validly qualified minorities and women are represented in proportions sufficient to help reduce their underrepresentation, and in which disabled persons and Vietnam‑era Veterans are appropriately represented.

 

a.A mailing list which includes, but is not limited to, the following sources will be maintained and updated continually.

 

1)Minority, women's, and disabled professional organizations.

2)The appropriate pool of applicants obtained from the Chancellor's Office Affirmative Action Registry Data Base.

3)Publications, job listing services & media directed toward underrepresented groups.

4)Personnel offices, schools of education, specific  departments and/or placement offices at two and four‑year colleges.

5)College of the Redwoods District staff, and appropriate previous job applicants, part‑time instructors and members of the part‑time applicant pool.

 

b.Current division/area faculty and classified staff will be requested to assist with recruitment through distribution of job announcements, telephone or personal contact in the community and at conferences, visitations to four‑year colleges, participation in job fairs, etc.

 

 

1)The Equal Opportunity Advisory Committee members will be asked to provide similar assistance whenever possible.

 

c.When appropriate or feasible, personal contact will be made with minority, women's, and disabled professional groups to enlist their help in attracting qualified protected‑group applicants.

d.Copies of all certificated and professional job announcements will be sent to the Chancellor's Office, Staff Diversity Unit.

e.Certificated job announcements will have a minimum of statewide distribution with national advertising used when appropriate and funds are available.

 

1)Whenever possible, there will be an advertising period of six weeks to two months to allow for adequate distribution and response.

 

f.Classified job announcements will have a minimum of two weeks' local distribution.  Recruitment time and areas will be extended when appropriate.

 

C.Applicant Pool ‑‑ Applicant Flow

 

1.For purposes of monitoring employment practices, all applicants will be given an opportunity to voluntarily identify themselves as being a member of a protected group when their application is submitted.  

 

2.At each stage of the screening/selection process, applicant pools will be evaluated for adequate representation of protected‑class applicants as compared with availability.

 

a.If an applicant pool appears to contain too few women or minority applicants in comparison with their availability, the Director, Personnel Services, may extend the application period and request additional recruitment.

D.Screening

 

1.Screening and selection committees shall include administrators, faculty and/or classified employees, and, where appropriate, students or off‑campus community representatives, who shall share cooperatively in appropriate phases of the hiring process.      

 

2.The Affirmative Action Officer or designee will participate  on each committee to monitor conformance  with A.A. requirements and to ensure that the  entire screening and selection process is solely based on a fair  and impartial examination of the candidates based on job‑related  criteria.  (Title 5, Sec. 53026)

 

3.Screening and selection committees will include members of protected groups whenever possible. (Title 5, Sec. 53024)

 

4.All screening/selection committee members will receive:

 

a.An explanation of committee responsibilities for AA/EO

b.Briefing on legal/illegal screening and interview procedures

c.A review of District/Div./Dept. goals and timetables

 

5.Screening and selection committees will be provided with  guidelines regarding the types of questions which can or cannot be asked by committee members during interviews. (CCC Guidelines, Sec. 53024)

 

6.All selection testing for employees will follow procedures as  outlined in the Equal Employment Opportunity Commission's "Uniform  Guidelines on Employee Selection Procedures."  (Title 5, Sec. 53024) (See also Federal Register 8/25/78 & 3/2/79)

 

a.Rating scales will be prepared in advance.

 

7.Selection procedures established in the District's Affirmative  Action plan will be used to identify a reasonable number of  qualified candidates for interviews.  (Title 5, Sec. 53024)

 

8.Agents ‑ Any individuals or groups of individuals acting on behalf of  the District for the recruitment and screening of personnel are  acting as agents of the District and are subject to all applicable state and  federal laws and regulations. (Title 5, Sec. 53025)

 

9.Interviews  (Title 5, Sec. 53026)

 

a.Questions asked in telephone or on‑site interviews will be  solely based on job‑related requirements.

b.Questions will be prepared in advance of the interview, and  will be reviewed by the A.A. Officer or designee.

c.The same basic questions shall be asked of each applicant.  Additional questions may be asked of an individual applicant to clarify responses to questions or to explore other job related issues pertinent to that applicant only.

d.Questions will conform to DFEH "Pre-Employment Inquiry Guidelines" (Revised, 11/87).

 

10.Reference Checks

 

a.All information solicited through reference checks will be job-related to specific performance criteria.

 

E.Final Selection

 

1.The results of the selection procedures will be reviewed by the  Affirmative Action Officer to ensure that selection of a qualified candidate is supported by factual data and that the elimination of other candidates is based upon bona fide  occupational qualifications. (Title 5, 53027)

 

2.A.A. goals will be considered in making the final decision.

 

F.Documentation (CCC Guidelines, Title 5, Sec. 53021)

 

 1.The selection process will be documented and maintained as follows:  (with consideration for Ed. Code section 87031 ‑ limitations on material placed in personnel files)

 

a.Requisition

b.Position announcement

c.List of recruitment resources used

d.Log of applicants (applicant flow record) including self identification categories of applicants

e.Reasons for nonselection of applicants/candidates

f.Identification of those interviewed and the successful  candidate

g.Identification of the (a) individual(s) responsible for making recommendations, and (b) specific procedures utilized for  making recommendations at each level of the selection process

 

2.All materials will be kept for a minimum of three years or for three years after audit, whichever occurs first, or longer if a complaint is filed (Title 5, Sec. 59026)

 

III.Career Development

 

A.The District will provide appropriate staff development and career-advancement opportunities and incentives for administrative, faculty, and classified personnel.

 

1.In providing these programs, the District will make special effort to ensure that all employees are given equal opportunity for training, advancement, or promotion.

 

IV.Monitoring of Employment Practices

 

A.The District will, through the efforts of the Affirmative Action Officer and the Staff Diversity Coordinator, continually monitor all phases of the screening and selection process to be sure that the entire process is free from any unlawful discriminatory practices, and that the examination and selection of candidates are based on job‑related criteria. (CCC Guidelines, Sec. 53028)            

 

V.Reduction in Force (CCC Guidelines, 53028)

 

A.In a reduction‑in‑force situation, the District will examine program­matic needs in a very comprehensive manner to ensure that protected group members as well as other employees are retained in employment whenever possible.

 

B.The Affirmative Action Officer will be included in all deliberations concerning reductions in force.

 

VI.Employment of Relatives (Anti‑nepotism Policy) (Board Policy 332/424)

 

A.College of the Redwoods District policy is to hire, promote, and transfer employees on the basis of individual merit and to avoid favoritism or discrimination in making such decisions.

 

B.Spouses or other relatives may be employed within the same department or district facility.  However, the district may prohibit the assignment of, or may reassign spouses or relatives, if in its discretion, it finds that such employment of relatives has created, or would create, a situation in which: (Title 2, Sec. 7292.5 Calif. Code of Regulations)

 

1.An employee serves as the immediate supervisor for, or is supervised by, a spouse or relative.  Employees shall neither initiate nor participate in making institutional recommendations or decisions which would directly affect the employment status of their spouses or relatives.

                                                                            OR

2.Employment safety, morale, security or supervision are adversely affected.

 

VII.Workforce Analysis  The District will prepare an annual Workforce Analysis to determine statistically the racial, ethnic, and sex composition of  existing staff. (Title 5, 53046)  This Workforce Analysis will determine  the extent to which minority‑group members and women are represented in  the District workforce at rates which are consistent with their availability in the relevant labor markets, and will identify problem areas of  underrepresentation of protected groups.  (See Staff Diversity Handbook

 

A.The analysis will be completed on an institutional and divisional  or departmental basis by the following seven (7) job categories:

 

1.Executive/Administrative/Managerial

2.Faculty and Other Instructional Staff

3.Professional Nonfaculty

4.Secretarial/Clerical

5.Technical and Paraprofessional

6.Skilled Crafts

7.Service and Maintenance

 

VIII.Utilization Analysis (Title 5, Section 53049)

 

A.As part of its Affirmative Action Plan, the District will complete an annual utilization analysis that will include a determination of whether minorities and women are being underrepresented or underutilized in any job category.  The District will consider the numbers and percentages of women and ethnic staff in each District job category compared with the general availability of minorities and women with requisite skills in the relevant workforce.                

 

B.In addition to the above, the District will consider all of the following factors in its utilization analysis:   (Guidelines, 53049)

 

1.The availability of promotable ethnic minority and women  employees

2.The expansion, reduction, and turnover projected in the workforce of the District

3.The existence of District training programs

         

IX.Corrective Action   (Title 5, Section 53050)

 

A.Should imbalances exist within the various job categories of the workforce, District practices and policies will be examined to determine the factors contributing to the imbalance; and the identified cause(s) for such imbalance will be eliminated to the best of the District's ability to do so.

 

B.The District will attempt to identify and eliminate and/or modify employment practices which constitute barriers to equal opportunity or which have adverse impact on minorities, women, and others protected by law and whose relationship to job performance has not been clearly established.

 

X.         Goals and Timetables (Title 5, Section 53051)

 

A.Should the utilization analysis determine that underrepresentation  exists, the District Affirmative Action Plan will include the establishment of goals and timetables and other AA commitments designed to correct any identifiable deficiencies in representation of ethnic minorities and women at all employment levels where underrepresentation is found.

 

1.Each department/division within the District shall establish and set forth specific three‑year goals and timetables; and from these, a District‑wide plan shall be developed.

 

2.Goals and timetables shall be determined separately for ethnic minorities and women, and established for each of the seven job categories of employment listed in Title 5, section 53046.

 

3.These goals and timetables shall serve as projections of the new levels of representation of historically underrepresented minorities and women which are expected to be attained during the three-year period as a result of the institution's "good‑faith" efforts to operate under the Affirmative Action Employment Plan (assuming the availability of appropriately qualified applicants).

 

B.The institution's goals and timetables shall not be developed or admin­istered in a manner which discriminates in the hiring, appointment, or promotion of any individual on the grounds of ethnic group identifica­tion, religion, age, sex, color, handicap, marital or veteran status.

 

XI.Full‑Time to Part‑Time Instructor Ratio  (Ed. Code, Sec. 87482.6)

 

A.AB 1725 has established a requirement that 75% of credit instruction hours must be taught by full‑time instructors, and that part of the program improvement allocation should be devoted to achieving and maintaining this goal.

 

XII.Annual District Evaluation Report (Title 5, Sec. 53004; Ed. Code,

Sec. 87102 a.)

 

A.The District shall survey its employment patterns annually in an effort to evaluate its progress in reaching the goals set forth in its Affirmative Action Plan, and shall submit a report of the results to the Chancellor.  A copy of the annual survey will be presented to the Board of Trustees.

 

B.The Board of Trustees will annually publish and distribute a record of District success rates in making measurable progress toward achieving the goals and timetables and in contributing to statewide goals.

 

XIII.External Relationships - Bargaining Units

 

A.Nothing in this Policy and Plan should be interpreted as invalidating any lawful provision of any contract which exists between the College of the Redwoods and a duly established bargaining agent of the College of the Redwoods employees.  Conversely, the District will not be a party to any collective bargaining agreement, or any provision thereof, which violates equal employment opportunity laws and regulations to which the institution is subject.

 

1.The appropriate officials of all bargaining units with which the District has contracts will be provided copies of this Equal Opportunity/ Nondiscrimination/Affirmative Action Policy and Plan, and will be advised of the responsibilities of all employees under it.

 

 

(California Education Code, Sections 87100-87107, 87360; Title 5, California Code of Regulations, Sections 53000-53052; CCC Guidelines for Sections 53000-53052)

 

Approved: 6/83

Revised: 7/86, 3/87, 5/91