presented to: [company name] [address] [city, state, zip] [title and position] april 4, 2007

Presented to:Presented to:[Company Name][Company Name]

[Address][Address][City, State, Zip][City, State, Zip]

[Title and Position][Title and Position]April 4, 2007April 4, 2007

AAP Resource GroupAAP Resource GroupSpecializing in Affirmation Action PreparationSpecializing in Affirmation Action Preparation

Presented by:Presented by:AAP Resource GroupAAP Resource Group

Allie bondAllie bond[Title and Position][Title and Position]

[Address][Address][City, State, Zip][City, State, Zip][April 4, 2007][April 4, 2007]

Federal Contractor Federal Contractor Obligations Under Executive Obligations Under Executive

Order #11246Order #11246

Wednesday, April 19, 2023Wednesday, April 19, 2023 33

ObjectivesObjectives

Understand the laws & federal contractor obligationsUnderstand the laws & federal contractor obligations Understand the differences between current and new Understand the differences between current and new

systemssystems Recognize the benefits of new systemRecognize the benefits of new system Gain practical knowledge in using the new systemGain practical knowledge in using the new system


Equal Opportunity LawsEqual Opportunity Laws

The Civil Rights Act of 1964The Civil Rights Act of 1964 The Civil Rights Act of 1991The Civil Rights Act of 1991 Executive Order 11246Executive Order 11246 The Age Discrimination in Employment Act of 1967The Age Discrimination in Employment Act of 1967 The Rehabilitation Act of 1973 and the Americans with The Rehabilitation Act of 1973 and the Americans with

Disabilities Act of 1990Disabilities Act of 1990 The Equal Pay Act of 1963The Equal Pay Act of 1963 The Vietnam Era Veterans Readjustment Assistance ActThe Vietnam Era Veterans Readjustment Assistance Act


Federal Contractor Obligations Under Federal Contractor Obligations Under Executive Order #11246Executive Order #11246

EEO meetings must be conducted once annuallyEEO meetings must be conducted once annually EEO posters must be posted at each establishmentEEO posters must be posted at each establishment EEO statement must appear in all advertisingEEO statement must appear in all advertising Submission of EEO-1Submission of EEO-1 EEO clauses must be included in each subcontractEEO clauses must be included in each subcontract Certification of non-segregated facilitiesCertification of non-segregated facilities


Federal Contractor Obligations Under Federal Contractor Obligations Under Executive Order #11246 Executive Order #11246 (cont’d)(cont’d)

Support Data must be maintained.Support Data must be maintained. Applicant Flow LogApplicant Flow Log

Resumes and employment applications must be maintained Resumes and employment applications must be maintained for the current plus two previous years.for the current plus two previous years.

Candidate assessment forms are to be kept for the same Candidate assessment forms are to be kept for the same period as the resumes and applications.period as the resumes and applications.

The Voluntary Self-Identification form, which is attached to The Voluntary Self-Identification form, which is attached to most companies employment application, is maintained in a most companies employment application, is maintained in a separate file after completion.separate file after completion.



Support Data ...Support Data ... Promotions Flow LogPromotions Flow Log

A record of candidates considered for any open position A record of candidates considered for any open position must be maintained utilizing the same record retention policy must be maintained utilizing the same record retention policy for applicants.for applicants.

The HR professional should strive to make certain there is The HR professional should strive to make certain there is diversity in candidates for all open positions.diversity in candidates for all open positions.



Support Data ...Support Data ... Termination LogTermination Log

Logs of terminated employees are maintained with job title, Logs of terminated employees are maintained with job title, race, sex, hire date, termination date, and reason for leaving.race, sex, hire date, termination date, and reason for leaving.

The record retention policy for maintaining the termination The record retention policy for maintaining the termination dates is the same as for hires and promotions.dates is the same as for hires and promotions.



Support Data ...Support Data ... I-9'sI-9's

I-9's must be completed on all employees prior to I-9's must be completed on all employees prior to commencing employment with the company.commencing employment with the company.

They must be maintained in a file separate from the They must be maintained in a file separate from the personnel file.personnel file.

I-9's are to be audited on a periodic basis for accuracy to I-9's are to be audited on a periodic basis for accuracy to avoid possible liability as a result of incorrect information.avoid possible liability as a result of incorrect information.



Hiring practices must be analyzedHiring practices must be analyzed Adverse Impact analysis must be conductedAdverse Impact analysis must be conducted Copies of all letters mailed to minority, female, disabled and Copies of all letters mailed to minority, female, disabled and

veterans organizations must be maintainedveterans organizations must be maintained Documentation of career fairs and other community involvement Documentation of career fairs and other community involvement

related to employment must also be kept by the locationrelated to employment must also be kept by the location Copies of help-wanted ads must contain the Equal Employment Copies of help-wanted ads must contain the Equal Employment

Opportunity tag line (EOE M/F/D/V)Opportunity tag line (EOE M/F/D/V) The location is expected to maintain a sample copy of various The location is expected to maintain a sample copy of various

newspaper adsnewspaper ads


Vietnam ERA Veterans Readjustment Vietnam ERA Veterans Readjustment Assistance Act ObligationsAssistance Act Obligations

VEVRAA Affirmative Action Program must be prepared and made VEVRAA Affirmative Action Program must be prepared and made available upon request for review by employees, applicants, available upon request for review by employees, applicants, customers, and vendorscustomers, and vendors

VEVRAA Affirmative Action clauses must be included in VEVRAA Affirmative Action clauses must be included in subcontractssubcontracts

All jobs (external hires) must be listed with the local employment All jobs (external hires) must be listed with the local employment security commission except top management positions, college security commission except top management positions, college recruiting positions and those positions expected to last three days recruiting positions and those positions expected to last three days or lessor less


Vietnam ERA Veterans Readjustment Vietnam ERA Veterans Readjustment Assistance Act Obligations Assistance Act Obligations (cont’d)(cont’d)

Letters or phone logs verifying conversation with the Letters or phone logs verifying conversation with the local Employment Security Commission informing them local Employment Security Commission informing them of our government contractor responsibility of having a of our government contractor responsibility of having a diverse workforce, based on availability, must be diverse workforce, based on availability, must be maintainedmaintained


Obligations Under Section 503 of the Obligations Under Section 503 of the Rehabilitation Act of 1973Rehabilitation Act of 1973

Self-Identification InvitationSelf-Identification Invitation Affirmative Action Clauses in SubcontractsAffirmative Action Clauses in Subcontracts Employee and applicant access to the Affirmative Action Employee and applicant access to the Affirmative Action

Program must be given, and a poster indicating time and Program must be given, and a poster indicating time and location must be posted.location must be posted.

Disability Poster NoticesDisability Poster Notices Union notificationUnion notification Review of outreach and recruitment practices.Review of outreach and recruitment practices. Review of personnel processes to ensure consideration of Review of personnel processes to ensure consideration of

job qualifications of known disabled applicants and job qualifications of known disabled applicants and employees.employees.

Why do we need an Why do we need an Affirmative Action Program?Affirmative Action Program?

Who must complete a written Who must complete a written Affirmative Action Program?Affirmative Action Program?


Compliance Review ResultsCompliance Review Results

Compliance reviews can end in either:Compliance reviews can end in either: Letter of ComplianceLetter of Compliance Letter of Compliance with a ViolationLetter of Compliance with a Violation Conciliation AgreementConciliation Agreement Show CauseShow Cause


Internet Applicant DefinitionInternet Applicant Definition(Four-Prong Rule)(Four-Prong Rule)

Individual submits an expression of interest in Individual submits an expression of interest in employment through the Internet or related electronic employment through the Internet or related electronic technologies technologies

Employer/Contractor considers the individual for Employer/Contractor considers the individual for employment in a particular position employment in a particular position

Individual’s expression of interest indicates that the Individual’s expression of interest indicates that the individual possesses the basic qualifications for the individual possesses the basic qualifications for the position position

Individual at no point in the employer’s selection Individual at no point in the employer’s selection process, prior to receiving an offer of employment from process, prior to receiving an offer of employment from the employer, removes him or herself from further the employer, removes him or herself from further consideration or otherwise indicates that he or she is no consideration or otherwise indicates that he or she is no longer interested in the position longer interested in the position


Termination LogTermination Log

LNLN FNFN MIMI SEXSEX RACERACE JOBTITLEJOBTITLE JGCJGC DOTDOT REASONREASON

SmithSmith JaneJane AA FF WW Admin AsstAdmin Asst 50501/1/2001/1/200

88 No ShowNo Show


Applicant LogApplicant Log

LNLN FNFN SEXSEX RACERACE JOBTITLEJOBTITLE JGCJGC DOHDOH DOADOA HSOURCEHSOURCE DISPDISPINTERNET INTERNET

APPAPP

SmitSmithh JaneJane FF WW Admin AsstAdmin Asst 5050

1/11/2001/11/20066

1/2/2001/2/20066

Career Career FairFair

HireHiredd


Promotion LogPromotion Log

LNLN FNFN MIMI SEXSEX RACERACE JOBTITLE(OLD)JOBTITLE(OLD) JGC(OLD)JGC(OLD)PTYPE1PTYPE1(P or C*)(P or C*) DOP1DOP1 PJOB1(NEW)PJOB1(NEW)

HENRYHENRY JONESJONES AA MM WW HANDLERHANDLER 88 PP 6/5/20046/5/2004 SHOP KEEPERSHOP KEEPER

*C = Candidate*C = Candidate


EMPLOYEE DATA: 10/01/00 - EMPLOYEE DATA: 10/01/00 - 09/30/0109/30/01

LNLN FNFNMM

IISEXSEX RACERACEJOBJOBTITLETITLE JGCJGC FLSAFLSA DEPTDEPT

SALARSALARYY

HOURLHOURLYY DOHDOH DHEADDHEAD

SMITH JOHN A M WFACILITY MGR. 1 E

ADMIN 100,100

2/06/99

FACILITY MGR.

SMITH MARY B F BEXEC.ASST. 5 H

ADMIN 15.00

3/05/02

FACILITY MGR.

Note:Note: Use salary column for exempt and non-exempt wages and hourly wages for hourly employees. Use salary column for exempt and non-exempt wages and hourly wages for hourly employees.If Salaried employee leave hourly column blank, and if Hourly employee leave salary column blank.If Salaried employee leave hourly column blank, and if Hourly employee leave salary column blank.


Here are the formats for the Employees, Applicants, Promotion, Here are the formats for the Employees, Applicants, Promotion, Termination Data. We would prefer the data be in excel format. Either Termination Data. We would prefer the data be in excel format. Either attached the files to an Internet e-mail and send attached the files to an Internet e-mail and send to [email protected] or Mail a diskette with the files to Allie or or Mail a diskette with the files to Allie or Adrian Bond, 3249 Winderly Pine CV, Memphis TN. 38125.Adrian Bond, 3249 Winderly Pine CV, Memphis TN. 38125.


Employees DataEmployees Data

Data formats for:Data formats for: Employees:Employees: Last NameLast Name First NameFirst Name Middle InitialMiddle Initial Sex Code: Sex Code:

F=Female, M=MaleF=Female, M=Male

Race Code: Race Code: A=Asian, B=Black, H=Hispanic, I=Native American, W=White, N= Native Hawaiian, T=Two or A=Asian, B=Black, H=Hispanic, I=Native American, W=White, N= Native Hawaiian, T=Two or

more races more races

Job TitleJob Title JGC/EEO Code: JGC/EEO Code:

1=Mgt, 2=Prof, 3=Tech, 4=Sales, 5=Clerical, 6=Craft Workers, 7-Operatives, 8=Laborers, 1=Mgt, 2=Prof, 3=Tech, 4=Sales, 5=Clerical, 6=Craft Workers, 7-Operatives, 8=Laborers, 9=Service workers9=Service workers

FLSA: FLSA: H=Hourly, E=Exempt, N=Non-exempt H=Hourly, E=Exempt, N=Non-exempt

DepartmentDepartment Salary and/or Hourly RateSalary and/or Hourly Rate Date of HireDate of Hire


Applicants DataApplicants DataApplicants (Should include all hires):Applicants (Should include all hires): Last NameLast Name First NameFirst Name Middle InitialMiddle Initial Sex Code: Sex Code:



more racesmore races

Job Title Job Title JGC/EEO: JGC/EEO:

1=Mgt, 2=Prof, 3=Tech, 4=Sales, 5=Clerical, 6=Craft Workers, 7=Operatives, 8=Laborers, 1=Mgt, 2=Prof, 3=Tech, 4=Sales, 5=Clerical, 6=Craft Workers, 7=Operatives, 8=Laborers, 9=Custodial9=Custodial

DeptDept Date of Hire (if Hired)Date of Hire (if Hired) Date of ApplicantDate of Applicant Hire Source: Hire Source:

Advertisement, Job Service, Walk-in, Referral, etc.Advertisement, Job Service, Walk-in, Referral, etc.

Disposition: Disposition: Hired, Not Selected, Declined offer, etc.Hired, Not Selected, Declined offer, etc.


Promotion & Transfers DataPromotion & Transfers DataPromotions & Transfers (This should also include any candidate not selectedPromotions & Transfers (This should also include any candidate not selected):): Last NameLast Name First NameFirst Name Middle InitialMiddle Initial Sex Code: Sex Code:



more racesmore races

Old Job titleOld Job title Old JGC/EEO Old JGC/EEO Old DepartmentOld Department P Type Code:P Type Code:

P=Promotion, T=Transfer, C=Candidate for promotionP=Promotion, T=Transfer, C=Candidate for promotion

Date of Promotion/Transfer/CandidateDate of Promotion/Transfer/Candidate New Job titleNew Job title New JGC/ EEO codeNew JGC/ EEO code New DepartmentNew Department


Terminations DataTerminations Data

Terminations:Terminations: Last NameLast Name First NameFirst Name Middle InitialMiddle Initial Sex Code: Sex Code:


Race Code:Race Code: A=Asian, B=Black, H=Hispanic, I=Native American, W=White, N= Native A=Asian, B=Black, H=Hispanic, I=Native American, W=White, N= Native

Hawaiian, T=Two or more racesHawaiian, T=Two or more races

Job TitleJob Title JGC/EEO Code: JGC/EEO Code:

1=Mgt, 2=Prof, 3=Tech, 4=Sales, 5=Clerical, 6=Craft Workers, 7=Operatives, 1=Mgt, 2=Prof, 3=Tech, 4=Sales, 5=Clerical, 6=Craft Workers, 7=Operatives, 8=Laborers, 9=Custodial8=Laborers, 9=Custodial

DepartmentDepartment Date of TerminationsDate of Terminations Termination ReasonTermination Reason

presented to: [company name] [address] [city, state, zip] [title and position] april 4, 2007

Documents

executive order

employment act

disabilities act

rehabilitation act

contdsupport data

employment applications

equal pay act

separate file