affirmative action policy

AFFIRMATIVE ACTION-EQUAL-EMPLOYMENT OPPORTUNITY POLICY AND PROCEDURES

TABLE OF CONTENTS

PART I

    I. INTRODUCTION
           A. History
           B. Organization

    II.   POLICY
           A. Statement
           B. Dissemination
           C. Responsibility and Authority

III. RECRUITMENT, SCREENING AND SELECTION PROCEDURES

           A. Exempt Positions
                 1. Notification of Vacancy
                 2. Search Procedure
                 3. Search Activity Report

           B. Non-Exempt Positions
                 1. Notification of Vacancy
                 2. Search Procedure
                 3. Search Activity Report

IV. AFFIRMATIVE ACTION AND THE VETERAN WITH A DISABILITY

           A. Introduction
           B. Definition
           C. Self Identification
           D. Recruitment

V. AFFIRMATIVE ACTION AND THE INDIVIDUAL WITH A DISABILITY

           A. Introduction
           B. Definition
           C. Self Identification
           D. Recruitment

VI. MONITORING AND EVALUATION

ATTACHMENT I. AN EMPLOYEE'S GUIDE TO SOLVING PROBLEMS IN THE WORKPLACE

ATTACHMENT II. PROCEDURE FOR RESOLVING EMPLOYEE WORKPLACE COMPLAINTS

ATTACHMENT III. PROCEDURE FOR RESOLVING ALLEGATIONS OF DISCRIMINATION

ATTACHMENT IV. RF-A2 ANNOUNCEMENT OF VACANCY - EXEMPT POSITION

ATTACHMENT V. RF-A3 SEARCH PROCEDURE

ATTACHMENT VI. RF-A4 AFFIRMATIVE ACTION SEARCH ACTIVITY REPORT

ATTACHMENT VII. RF-A1 ANNOUNCEMENT OF VACANCY - NON-EXEMPT POSITION

ATTACHMENT VIII. RF-A5 SEARCH WAIVER

PART II

I. STATISTICAL ANALYSES

A. Workforce and Utilization Analysis
B. Employment Goals and Time Tables

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THE RESEARCH FOUNDATION OF STATE UNIVERSITY
OF NEW YORK COLLEGE AT BROCKPORT

AFFIRMATIVE ACTION-EQUAL EMPLOYMENT OPPORTUNITY POLICY

PART I

I. INTRODUCTION

A. History

The Research Foundation of State University of New York, a private, not-for-profit educational corporation is chartered by the Board of Regents of the State of New York to serve the State University of New York. It employs personnel on campus in furtherance of sponsored programs which are funded from sources other than State-appropriated funds, are administered through the Research Foundation, and are directed by State University of New York faculty members. In addition, the Research Foundation of SUNY employs staff to administer the sponsored funds.

B. Organization

The campus president, as chief executive officer of the campus, is the focus of responsibility and authority for Affirmative Action efforts on behalf of the Research Foundation employees on campus. Daily responsibility and authority for Research Foundation efforts for Affirmative Action have been delegated to the campus Affirmative Action Office and the campus Research Foundation Office. All Research Foundation employees who receive Research Foundation payroll checks are covered by Affirmative Action policies set forth in this document.

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II. POLICY

A. Statement

The Research Foundation of the State University of New York College at Brockport is committed to the principles of Equal Employment Opportunity and Affirmative Action. The campus Research Foundation Office together with the campus Affirmative Action Office will make a concerted effort to conduct outreach activities to identify qualified candidates among minorities, women, individuals with a disability, veterans with a disability, and Viet Nam Era veterans, hereinafter referred to as "Protected Classes," for consideration for positions as they become available with the Research Foundation.

Recruitment, hiring, training, performance evaluation, transfers, promotion, compensation, benefits and lay-off practices will be done without regard to race, color, religion, sex, age, national origin, marital status or sexual orientation as set forth in the following Federal and State Statutes:

..The Research Foundation of SUNY Board of Directors policy on Affirmative Action and Equal Employment Opportunity;

..Title VI and VII of the 1964 Civil Rights Act, and Federal Executive Order 11246 as amended by 11375;

..Fair Labor Standards Act of 1938 as amended, including the Equal Pay Act of 1963;

..Equal Employment Opportunity Act of 1972;

..Sections 503 and 504 of Rehabilitation Act of 1973;

..Section 402 of Viet Nam Era Veterans Readjustment Act of 1974;

..Age Discrimination in Employment Action of 1967 and 1978;

..Pregnancy Discrimination Act of 1978;

..New York State Human Rights Law;

..Title II of the Americans with Disabilities Act (ADA).

Furthermore this policy.....

1. Prohibits discrimination in any and all employment and in any and all aspects of employment
opportunities.

2. Forbids distinctions made on the basis of race, color, religion, sex, age, national origin, marital status,
sexual orientation, and physical handicap, where such distinctions discourage the initial selection of
employees or affect their treatment as members of the College community.

3. Not only prohibits exclusion of Protected Classes from participation in Research Foundation
Employment but also prohibits subjection to discrimination as a result of such employment.
(In addition, see Sections IV and V.)

4. With reference to exempt and non-exempt staff, provides that specific conduct of recruitment, initial
       appointment, promotions, transfers, performance evaluations, consideration of salary and wages,
       benefits, leaves, training, compensation, and terminations shall be made without regard to race, color,
       religion, sex, age, national origin, marital status, sexual orientation and physical disability except
       where sex is a bona fide occupational qualification. NB: The Research Foundation must comply with
       minimum wage, time reporting, and overtime payment provisions of the Fair Labor Standards Act
       However, certain administrative, executive, and professional positions are exempt from overtime pay
       requirements. Therefore, Research Foundation employees are in either exempt or non-exempt
       positions and are referred to as either exempt or non-exempt employees.

5. Prohibits sexual harassment. The campus Research Foundation supports SUNY Brockport's Sexual
       Harassment Policy. A pamphlet entitled: Sexual Harassment prepared by the Affirmative Action
       Office and the Standing Committee on Women's Issues, is available at the Affirmative Action Office,
       4th Floor Allen Administration Building.

6. Affirms that the Research Foundation will continue to comply with the Federal and State regulations
and will continue to work cooperatively with SUNY College at Brockport in assuring equal
employment and advancement opportunities.

B. Dissemination

The Affirmative Action-Equal Employment Opportunity Policy shall be distributed to all project directors. A copy shall be available in the College Affirmative Action Office in Faculty/Staff Relations, in the Research Foundation, in the Office of the Vice President for Administrative Services, in the Drake Memorial Library and on Brockport’s Research Foundation WEB page, accessed through SUNY Brockport’s home page, for all department heads, academic deans and Research Foundation employees.

C. Responsibility and Authority

The College at Brockport's Affirmative Action Office will act as Affirmative Action Officer for all Research Foundation employees. In this capacity, the Affirmative Action Officer will review and approve Vacancy Announcements, Search Procedures, applicants' credentials, and Search Activity Reports to assure that discrimination and inconsistency are avoided at each step in the recruitment, screening and selection process. The Affirmative Action Office will keep on file, for use in compliance review situations, copies of all Vacancy Announcements, Search Procedures and Search Activity Reports used in each search. The Affirmative Action Office will be responsible for making periodic reviews of all personnel position descriptions in order to determine that they do not contain artificial barriers to employment of protected classes.

The College's Affirmative Action Office contact is:

Ms. Adrienne Collier , Affirmative Action Officer
SUNY College at Brockport, 406 Allen Administration Building
350 New Campus Drive, Brockport, New York 14420-2929
(585) 395-2109

(Reports to the College President )

1 The campus Research Foundation will maintain all candidate materials for a period of one year.

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III. RECRUITMENT, SCREENING AND SELECTION PROCEDURES

The Research Foundation of SUNY employees are non-union. Nevertheless, the Research Foundation's commitment to Affirmative Action has resulted in a procedure for the review of applicants for Research Foundation positions to assure Affirmative Action principles are enforced.

NO VACANCY WILL BE APPROVED FOR POSTING, NO VACANCY WILL BE FILLED, AND NO POSITION MAY BE RECLASSIFIED UNTIL THE APPROVALS SET FORTH IN THIS DOCUMENT HAVE BEEN RECEIVED. SUFFICIENT LEAD-TIME MUST BE PROVIDED TO ALLOW A THOROUGH REVIEW OF ALL MATERIALS PRIOR TO HIRING.

A. Exempt Positions

An Affirmative Action Search is required in all instances where non-student employment is at least 50% time and extends for at least four (4) months or one semester. The position must be posted and a search must be implemented; a temporarily appointed employee must apply to be considered for permanent employment.

In cases of a vacancy that is filled by transferring or reinstating an employee in a similar position or where the employee is reinstated because of a grant renewal, there is no need to post and search. The Project Director should send the campus Research Foundation a position description of the new vacancy. If there exists a break in service of four (4) or more months between a previous Research Foundation appointment and a reinstatement to the position, a search must be done. If a new position is available, a search must be done whether or not a qualified former Research Foundation employee has been off the payroll for less than four months.

When the nature of a position changes (from below 50% time to 50% time or above or extended four (4) months beyond the original appointment date) and no search was previously done, a search must be conducted. The employee who filled the original position must formally apply in order to be considered for the position.

1. Notification of Vacancy: Form RF-A2 (See Attachment IV)

a. The Project Director determines that a position is vacant and sends an Announcement of Vacancy --
Exempt Position RF-A2, to the campus Research Foundation.

b. This vacancy announcement should include:
                 a) title and location of position;
                 b) duties and responsibilities;
                 c) minimum required qualifications;
                 d) preferred qualifications;
                 e) salary;
                 f) duration of appointment; and
                 g) special requirements, if any.

c. The campus Research Foundation determines:
                 a) that funds are available for the position and
                 b) that the position is properly classified by using the Salary and Wage Administration
                     Manual, and
                 c) whether Affirmative Action review is required.

d. If Affirmative Action review is required, the campus Research Foundation will forward the
     Announcement of Vacancy to the Affirmative Action Office, which will determine if the
     qualifications and responsibilities are free of discriminating barriers. The Affirmative Action Officer will initial approval and return the original to the campus
     Research Foundation or will request a revision. The campus Research Foundation will work with the Project Director to resolve any problems.

e. If the Affirmative Action Office approves, the campus Research Foundation will notify the Project Director that s/he may proceed.

f. The vacancy announcement must be posted at least 10 calendar days for part-time positions and 30 calendar days for full-time positions.

2. Search Procedure: Form RF-A3 (See Attachment V)

a. The Project Director will send the campus Research Foundation a Search Procedure RF-A3 form to be ATTACHED to the Vacancy Announcement
    Form RF-A2. This form will be sent to the Affirmative Action Office WITH the vacancy announcement. Attached to the Search Procedure will be the
     advertisement, initial screening form, and list of questions with rating and comment sections. The    College's commitment to Affirmative Action mandates the use
     of newspapers, journals, associations, and services that are directed at or have the capabilities of reaching Protected Classes. The Affirmative Action Office
     will review the proposed advertising and recruiting sources and assist the Project Director in fulfilling this obligation.

b. The Project Director shall appoint a search committee of at least three people, including representatives from the department or related area and the
population to be served, including members of Protected Classes wherever possible.

c. The Affirmative Action Office will indicate approval on the original , return all forms as listed above in to the campus Research Foundation and
retain a copy for their files. If the Affirmative Action Officer requires changes/additions/deletions on the Search Procedure or attachments, the campus
Research Foundation will work with the Project Director in resolving these problems.

3. Search Activity Report - Form RF-A4 (See Attachment VI)

a. After the required posting of a vacancy announcement, and search procedures, screening instruments and interview questions have been approved by
    the Affirmative Action Office, the search committee may begin review of the applicants files. Using the screening sheet for each, the search committee
    may then select and interview candidates. N.B. Please avoid making notations on the original resumes/files because we need to keep such information
    confidential and maintain the original clean copies in our files.

b. At the completion of the search, the Search Committee Chairman or Project Director will complete an   Affirmative Action Search Activity Report
    RF-A4 recommending a candidate. The committee chairperson or project director must sign the Search Activity Report. The Affirmative Action Search
    Activity Report will be forwarded together with all the applicants' credentials, including the screening forms, to the campus Research Foundation. The campus
    Research Foundation will review to determine if the necessary process has been followed. The completed search will then be forwarded to the Affirmative
    Action Office for approval. The Affirmative Action Office will ensure that viable efforts have been made to include Protected Class individuals among the
    candidates.

c. If the search is found to be satisfactory, the Affirmative Action Office will initial and date the Search Activity Report and forward the original to the campus
Research Foundation, retaining a copy for their files. The Affirmative Action Office will return the unsuccessful candidates' credentials to the campus Research
Foundation for the Candidate Resource Pool.

d. If the search is found to be unsatisfactory or the search procedures were not followed the Affirmative Action Office will inform the campus Research
Foundation of the specific problem. The Research Foundation will work with the Project Director and/or the search committee to resolve the differences.

e. In cases where there is an immediate need to fill a position the Project Director may hire from a Candidate Resource Pool with the permission of the
    Affirmative Action Officer and the Operations Manager /Alternate Operations Manager using a Search Waiver (RF-A5). The incumbent then serves pending the
    completion of a full search. The Candidate Resource Pool must be updated annually and will include qualified Protected Class individuals from prior
    search/vacancies.

B. Non-Exempt Positions

1. Notification of Vacancy - Form RF-A1 (See Attachment VII)

a. The Project Director determines that a position is vacant and sends an Announcement of Vacancy--Non-Exempt Position RF-A1, to the campus
Research Foundation.

b. This vacancy announcement should include:
                  a) title and location of position;
                  b) duties and responsibilities;
                  c) minimum qualifications;
                  d) preferred qualifications;
                  e) salary; and
                  f) duration of appointment.

c. The campus Research Foundation determines
                  a) that funds are available for the positionand
                  b) that the position is properly classifiedby using the Campus Personnel Classification/Compensation Guidelines, and
                  c) whether Affirmative Action review is required.
                  d) If Affirmative Action review is required the campus Research Foundation will forward the Announcement of; Vacancy to the Affirmative Action
                      Office which will determine if the qualifications and responsibilities are free of discriminating barriers. The Affirmative Action Officer will initial
                      approval and return the original to the campus Research Foundation or request a revision/clarification. The campus Research Foundation will work
                      with the Project Director to resolve any problems.

d. If Affirmative Action review is required, the campus Research Foundation will forward the Announcement of Vacancy to the Affirmative Action Office,
     which will determine if the qualifications and responsibilities are free of discriminating barriers. The Affirmative Action Officer will initial approval and return the
     original to the campus Research Foundation or will request a revision. The campus Research Foundation will work with the Project Director to resolve any
     problems.

e. If the Affirmative Action Office approves or if no modification is required, the campus Research Foundation will notify the Project Director that s/he may
proceed.

f. The vacancy announcement must be posted for 10 calendar days for part-time positions and 30 calendar days for full-time positions.

2. Search Procedure - Form RF-A3

a. The Project Director will send the campus Research Foundation a Search Procedure RF-A3 form to be ATTACHED to the Vacancy Announcement
     Form RF-A1. This form will be sent to the Affirmative Action Office WITH the vacancy announcement. Attached to the Search Procedure will be the
     advertisement, initial screening form, and list of questions with rating and comment sections. The College's commitment to Affirmative Action mandates the use
     of newspapers, journals, associations, and services that are directed at or have the capabilities of reaching Protected Classes. The Affirmative Action Office will
     review the proposed advertising and recruiting sources and assist the Project Director in fulfilling this obligation.

b. The Affirmative Action Office will indicate approval and return the original to the campus Research Foundation, retaining a copy for their files. If the
Affirmative Action Officer requires changes/additions/deletions on the Search Procedure, the campus Research Foundation Office will work with the Project
Director in resolving differences.

3. Search Activity Report - RF-A4

a. After the required posting of a vacancy announcement, and search procedures, screening instruments and interview questions have been approved
     by the Affirmative Action Office, the project director may begin review of the applicants files. Using the screening sheet for each, the project director may then
     select and interview candidates. N.B. Please avoid making notations on the original resumes/files because we need to keep such information confidential and
     maintain the original clean copies in our files.

b. At the completion of the search, the project director will complete an Affirmative Action Search Activity Report RF-A4 recommending a
     candidate. The project director must sign the Search Activity Report. The Affirmative Action Search Activity Report will be forwarded together with all the
     applicants' credentials, including the screening forms, to the campus Research Foundation. The campus Research Foundation will review to determine if the
     necessary process has been followed. The completed search will then be forwarded to the Affirmative Action Office for approval. The Affirmative Action Office
     will ensure that viable efforts have been made to include Protected Class individuals among the candidates.

c. If the search is found to be satisfactory the Affirmative Action Office will initial and date the Search Activity Report and forward the original to the
campus Research Foundation retaining a copy for their files. The Affirmative Action Office will return the unsuccessful candidates' credentials to the campus
Research Foundation for the Candidate Resource Pool.

d. If the search is found to be unsatisfactory or the search procedures were not followed, the Affirmative Action Office will inform the campus Research
Foundation of the specific problem. The Research Foundation will work with the project director to resolve the differences.

e. In cases where there is an immediate need to fill a position the Project Director may hire from a candidate Resource Pool at the same time the vacancy is
     being advertised with the permission of the Affirmative Action Officer and the Operations Manager/Alternate Operations Manager, using a Search Waiver. The
     incumbent then serves pending the completion of a full search. The Candidate Resource Pool must be updated annually and will include qualified Protected Class
     individuals from prior searches/vacancies.

IV. AFFIRMATIVE ACTION AND THE VETERAN WITH A DISABILITY AND THE VIETNAM ERA VETERAN

A. Introduction

As stated in Section II.A.3 of this document and in accordance with Section 402 of the Vietnam Era Veterans Readjustment Assistance Act of 1974, the Research Foundation of State University College at Brockport prohibits job discrimination and requires Affirmative Action to employ and advance in employment:

1. Qualified Vietnam Era Veterans and

2. Qualified veterans with a disability throughout their working life if they have a 30 percent or more disability.

The Research Foundation of the State University of New York College at Brockport will make reasonable efforts to assist employees identified as Veterans with a Disability or Vietnam Era Veterans to reach their full employment potential.

B. Definition

1. The term "Special Veteran with a Disability" for the purpose of this Affirmative Action Policy shall mean a person entitled to disability compensation under laws
administered by the Veterans Administration for a disability rated at 30 percent or more, or a person whose discharge or release from active duty was for a
disability incurred or aggravated in the line of duty.

2. The term "Veteran of Vietnam Era" shall mean a person who: (i) served on active duty for a period of more than 180 days, any part of which occurred during
the Vietnam Era (that period between August 5, 1964 and May 7, 1975), and was discharged or released from there with other than a dishonorable discharge
or (ii) was discharged or released from active duty for a service-connected disability if any part of such active duty was performed during the Vietnam Era.

C. Self-Identification

It shall be incumbent upon qualified veterans who believe themselves covered by law and who wish to benefit under this Affirmative Action Policy to identify themselves on their employment application/credentials or through an update of their individual personnel files.

Self-identification will be voluntary and refusal to provide it will not subject a person to discharge or other adverse treatment.

Information obtained concerning individuals shall be kept confidential except where:

1. Supervisors need to be informed regarding restrictions of the work or duties of the veteran with a disability;
2. First aid and safety personnel may be informed to the extent appropriate;
3. Government officials investigating compliance with the Act shall be informed; and
4. The campus Research Foundation/Project Director must consult with appropriate local College officials as to the necessity, cost and feasibility of providing
physical accommodation for any veterans with a disability.

D. Recruitment

Recruitment, screening and selection procedures, as outlined in Section III of this document, will be sensitive to Veterans with a Disability and Vietnam Era Veterans.

V. AFFIRMATIVE ACTION AND THE INDIVIDUAL WITH A DISABILITY

A. Introduction

As stated in Section II.A.3. of this document and in accordance with Section 504 of the Rehabilitation Act of 1973 no otherwise qualified individual with a disability, as defined in Section 7 (6) of the Act, shall, solely by reason of his/her disability be excluded from participation in, be denied the benefits of, or be subject to discrimination under any program or activity receiving Federal financial assistance. The Research Foundation of State University of New York College at Brockport, in its role as the fiscal recipient of both Federal and non-Federal funds for the cduct of research, training and educational support, comes within the purview of the Act. The Research Foundation of the State University of New York College at Brockport will make reasonable efforts to assist employees identified as individuals with a disability to reach their full employment potential.

B. Definition

The term "individual with a disability" for the purpose of this Affirmative Action Plan shall mean any person who:

1. Has a physical or mental impairment which substantially limits one or more of such person's major life activities,

2. Has a record of such impairment, or

3. Is regarded as having such an impairment.

An individual with a disability is "substantially limited" if s/he is likely to experience difficulty in securing, retaining or advancing in employment because of a disability.

A "qualified individual with a disability" shall mean an individual with a disability as defined above who is capable of performing a particular job with reasonable accommodation to his/her disability.

C. Self-Identification

It shall be incumbent upon qualified individuals with a disability who believe themselves covered by the law and who wish to benefit under this Affirmative Action Policy to identify themselves on their employment application/credentials or through an update of their individual personnel file. Self-identification will be voluntary and refusal to provide it will not subject a person to discharge or other adverse treatment. Information obtained concerning individuals shall be kept confidential except where:

   1. Supervisors need to be informed regarding restrictions on the work or duties of individuals with a disability;
   2. First aid and safety personnel may be informed to the extent appropriate;
   3. Government officials investigating compliance with the Act shall be informed; and,
   4. The campus Research Foundation/Project Director must consult with local College officials as to the necessity, cost, and feasibility of providing physical
        accommodation for any individuals with a disability.

D. Recruitment

Recruitment, screening and selection procedures, as outlined in Section III of this document, will be sensitive to individuals with a disability.

VI. MONITORING AND EVALUATION

While all of these activities are a responsibility to be shared by all individuals responsible for personnel practices, the Affirmative Action Office shall work closely with the Personnel/Payroll Officer of the campus Research Foundation in:

1. Generating appropriate periodic reports and data collection for internal auditing;

2. Reviewing all Affirmative Action efforts and progress;

3. Identifying problem areas; and

4. Recommending solutions and corrective actions.

VII. CHANNELS FOR GRIEVANCES

"An Employee's Guide to Solving Problems in the Workplace" outlines the two procedures adopted by the Research Foundation of SUNY to assist employees and supervisors in resolving problems in the workplace. These are available to each employee upon request. The two procedures are:

- Procedure for Resolving Employee Workplace Complaints;
- Procedure for Resolving Allegations of Discrimination.

Most difficulties can be handled informally between the two parties. A designated Complaint Manager assists employees and supervisors with either the informal or formal resolution process of the problem. No disciplinary or retaliatory actions will be taken against any Research Foundation employee who uses either procedure.

The Workplace Complaint Manager for Research Foundation employees is:

Ms. Adrienne Collier , Workplace Complaint Manager
SUNY College at Brockport, 406 Allen Administration Building
350 New Campus Drive
Brockport, New York 14420-2929
(585) 395-2109

The Discrimination Complaint Manager for Research Foundation employees is:

Mr. Adrienne Collier, Affirmative Action Officer
SUNY College at Brockport, 406 Allen Administration Building
350 New Campus Drive
Brockport, New York 14420-2929
(585) 395-2109

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PART II

I. STATISTICAL ANALYSES

A. Workforce and Utilization Analysis

The campus Research Foundation will survey the workforce through the EEO-1 report, which breaks down job categories as follows: Officials and Managers, Professionals, Technicians, Sales-workers, Office and Clerical Workers, Craftsmen (skilled), Operatives (semi-skilled), Laborers (unskilled), and Service Workers. A "utilization analysis” will be conducted by the campus Research Foundation to determine whether women and minority group members are underutilized. Underutilization has been defined as having fewer affected group members (i.e. women and minorities) in a particular job classification than would reasonably be expected by their availability in the relevant labor market. Once availability data has been obtained and if after comparing this data the affected group members are found to be underutilized, the Research Foundation will set employment goals and timetables to hire more of these classes.

A copy of the Workforce Utilization Analysis will be kept on file in the Affirmative Action Office, the campus Research Foundation, and the Office of the Vice President for Administrative Services.

B. Employment Goals and Timetables

Goals and timetables are required by Federal regulations where underutilization exists. Goals are projected hirings established to help the Research Foundation overcome any deficiencies that may be found, with timetables for completion. They are not rigid quotas that must be met, rather they are targets which the Research Foundation must make efforts to achieve. In setting these goals the expansion, contraction, and turnover of the Research Foundation workforce will be taken into consideration. Although the employment needs of the Research Foundation at Brockport vary frequently, depending on the source of funds from sponsors, efforts will be made through recruitment, screening, selection, promotion, and evaluation procedures to implement the principles of Affirmative Action and Equal Employment Opportunity.