The following document is the current edition of the revised Affirmative Action Program of Colorado State University. It will be revised in 2012 to reflect current law and University policy and planning.
REVISED AFFIRMATIVE ACTION PROGRAM
The following document is the current edition of the revised Affirmative Action Program of Colorado State University. It will be revised in 2012 to reflect current law and University policy and planning.
Historically, universities' Affirmative Action Programs have focused on employment, with emphasis on workforce analyses, availability data, the development of goals and timetables, and the identification and correction of deficiencies within the employment arena. These are essential components of an affirmative action compliance program, yet we must be careful that their maintenance does not become mere testimonial to computer technology. The challenge is for the university to appreciate these documents for the life they can impart to both the institution and the various publics we serve.
As an institution of higher education, Colorado State University is constantly reassessing the nature and extent of its mission and intent. CSU is simultaneously a center of education, research, and professional and public service. Just as members of the University community are evaluated according to their contributions to each of these missions, so must the Affirmative Action Program be judged.
I. Non-Discrimination Statement
Colorado State University does not discriminate on the basis of race, age, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, or gender identity or expression. The University complies with the Civil Rights Act of 1964, related Executive Orders 11246 and 11375, Title IX of the Education Amendments Act of 1972, Sections 503 and 504 of the Rehabilitation Act of 1973, Section 402 of the Vietnam Era Veterans' Readjustment Assistance Act of 1974, as amended, the Age Discrimination in Employment Act of 1967, as amended, Americans with Disabilities Act of 1990, the Civil Rights Act of 1991, the ADA Amendments Act of 2008, the Genetic Information Nondiscrimination Act of 2008, and all civil rights laws of the State of Colorado. Accordingly, equal opportunity of employment and admission shall be extended to all persons. The University shall promote equal opportunity and treatment in employment through a positive and continuing affirmative action program for ethnic minorities, women, persons with disabilities, and veterans. The Office of Equal Opportunity is located in 101 Student Services.
In order to assist Colorado State University in meeting its affirmative action responsibilities, ethnic minorities, women, and other protected classes are encouraged to apply and to identify themselves as such on a voluntary basis. Colorado State University is firmly committed to Equal Opportunity policy principles to: 1) recruit, hire, train, transfer, and promote persons in all job classifications, without regard to age, race, color, religion, sex, sexual orientation, national origin, veteran status (disabled or Vietnam Era) or disability except where sex is a bona fide occupational qualification; 2) base decisions on employment, admission, housing, academic advising and participation in all programs at CSU so as to further the principles of Equal Opportunity; 3) assure that tenure, promotion, and salary decisions are in accordance with principles of Equal Opportunity; and 4) assure that all personnel actions such as compensation, benefits, transfer, reduction in force, reemployment, professional development, and that financial aid, health services, admissions, housing, tuition assistance, and social/recreational programs are administered without regard to age, race, color, religion, sex, sexual orientation, national origin, disability, or veteran status (disabled or Vietnam Era).
- Reporting and Monitoring
- The responsibility for monitoring the Program described herein is delegated by the President of the University to the Director of Equal Opportunity. Implementation nonetheless is the responsibility of every individual on campus; in particular, all those involved in the process of recruiting, interviewing, hiring, promoting, advising and supervising university personnel. In order to achieve greater accountability administrators will be evaluated annually on their activities in support of the Program. The Director will work in close coordination with all department and division administrators.
The Director reports to the Vice President of the Division of University Operations. The name and location of the Director is:
Diana Prieto, Director
Office of Equal Opportunity
101 Student Services Building
Colorado State University
Fort Collins, Colorado 80523-1016
Phone (970) 491-5836
II. Dissemination of the Non-Discrimination Policy and Affirmative Action Program
Mechanisms for dissemination include, but are not limited to, the following:
- All recruitment brochures, bulletins, and other related informational and promotional literature;
- Purchase orders, leases, and contracts;
- Posters setting forth the Equal Opportunity policy and the name and telephone number of the Equal Opportunity Director shall be displayed, accompanied by a statement indicating that any general or individual policy and practice which may be discriminatory should be called to the attention of the Director. Such posters are on a permanent display on bulletin boards in campus buildings;
- Reference to the Affirmative Action Program will be contained in the State Classified Handbook; the Academic Faculty and Administrative-Professional Staff Manual. The Program is discussed during employee orientation;
- Articles and news releases to public media indicating the Equal Opportunity policy and providing progress reports toward goals that are prepared throughout the year;
- Annual progress reports toward achievement of Equal Opportunity goals;
- Availability of the policy and program through the OEO website;
- Hard copy to all who request to it;
- Opportunities for all deans, directors, and department heads to review affirmative action procedures;
- Copies of the CSU Affirmative Action Program will be disseminated to those national offices that cooperate with CSU in recruitment efforts.
III. Responsibility for Implementation
Although implementation of the Program requires the commitment of the entire University community, primary responsibility rests with several key individuals.
A. Director, Office of Equal Opportunity
The Director is responsible for the overall operation of the office and the key university official delegated with implementation of the Affirmative Action Program and the development, recommendation and implementation of policies and procedures to support the University in its responsibilities under equal opportunity, equal access, and affirmative action laws, policies, orders and regulations whether internal or external. Specific responsibilities include the following:
- Developing, implementing and monitoring of procedures for the recruitment and hiring of academic faculty and administrative-professional staff.
- Coordinating and preparing the University response to external compliance and complaint activities.
- Conducting training and professional development in the broad areas or equal opportunity and equal access, including sexual harassment and disability.
- Coordinating University compliance with the Americans with Disabilities Act.
- Ex-officio member of all dean and vice presidential search committees with primary responsibility for equal opportunity and affirmative action compliance.
- Other responsibilities as may be assigned by the Vice President for the Division of University Operations.
B. Assistant Director, Office of Equal Opportunity
The Assistant Director is primarily responsible for the search process for Academic Faculty and Administrative Professional positions. Specific responsibilities include the following:
- Providing support for the search and selection process for Academic Faculty and Administrative Professional positions through identification of appropriate advertising and recruitment mechanisms, formal recruitment and advertising activities, and review and oversight of search processes.
- Assisting in the development and implementation of training to support effective searches.
- Responding to internal and external requests for information on Affirmative Action requirements for searches.
- Assisting in the identification, development and implementation of training that supports compliance with and furtherance of the institutional commitment to equal opportunity and non-discrimination.
- Serving as E. O. Coordinator for searches as designated by the Director.
- Assisting with educational activities of the OEO as delineated by the Director.
C. Coordinator, Office of Equal Opportunity
The Coordinator supports the Director in the development, promulgation, and monitoring of University policies and procedures which comply with equal opportunity, equal access and non-discrimination requirements. Specific responsibilities include the following:
- Implementing the procedures for the investigation and resolution of internal complaints of discrimination and sexual harassment.
- Participate in preparing responses to charges filed with external federal and state civil rights agencies.
- Participating in the development and implementation of all outreach, educational and training activities as delineated by the Director. Providing support for the search and selection process for academic faculty and administrative-professional staff.
- Monitoring University compliance with Title IX of the Education Amendments of 1972 and preparing the University responses to the Office for Civil Rights as required.
- Assisting the Director in the implementation of policies and procedures to support the University in its responsibilities under equal opportunity and affirmative action laws, policies, orders and regulations.
- Serving as E.O. Coordinator for searches as designated by the Director.
D. Equal Opportunity Coordinators
Each major unit of Colorado State University shall have at least one Equal Opportunity Coordinator who will act as that unit's liaison with the Office of Equal Opportunity. The Deans and heads of administrative units will appoint Equal Opportunity Coordinators after consultation with and subject to the approval of the Director, Office of Equal Opportunity. The Coordinators shall be responsible for coordinating implementation of the Affirmative Action Compliance Program in their respective units, and for data collection and submission of reports required by the Director, Office of Equal Opportunity.
IV. Utilization Analyses/Workforce Analyses
It shall be the responsibility of the Director of Equal Opportunity to conduct annual utilization analyses and work force analyses to identify areas of deficiency within the University. The utilization analyses will provide the basis for the establishment of goals and timetables to correct any under-utilization.
"Under-utilization" is defined as having fewer minorities or women in a particular occupational classification than would reasonably be expected by their availability. "Availability" is defined as the existence of minorities or women possessing requisite qualifications both in an area in which the institution can reasonably be expected to recruit and within the institution's organization itself. This shall not preclude the university from making positive efforts in recruitment beyond those required by the federal government as well as instituting programs to develop availability pools.
Colorado State University will maintain statistical data for the entire work force subdivided by job categories as follows:
- Professional Non-Faculty
- Skilled Crafts
Statistical data will be maintained for all positions in all units as follows:
- Total Employees
- Total Males
- Total Females
- White Non-Hispanic Males
- African American/Black Males
- Asian American Males
- Native American Males
- Hispanic Males
- Other Males
- White Non-Hispanic Females
- African American/Black Females
- Asian American Females
- Hispanic Females
- Native American Females
- Other Females
The workforce analyses, performed annually, shall include identification of veteran status (disabled and/or Vietnam Era) and handicap wherever possible. The development of goals and timetables for members of these protected classes will be dependent upon availability data identified by the Director of Equal Opportunity consistent with the mandates of the relevant laws and Executive Orders.
Reports will be prepared annually to reflect progress toward affirmative action goals and timetables and to provide utilization comparisons within the University as well as within recruitment area parameters.
In determining the availability of ethnic minorities and women in the various recruiting areas, availability data from The National Research Council will be used as a primary resource. Data from the National Center for Educational Statistics, from the Directory of Professional Women and Minorities (Scientific Manpower Commission), and Colorado Census will also be consulted as appropriate.
The Director of Equal Opportunity will be responsible for assembling and monitoring these data.
- Minority Utilization Analysis: In making the determination of whether there is a minority under-utilization in any job category within any hiring unit, the following factors will be considered:
- The general availability, both employed and unemployed, of minorities having requisite skills in the appropriate recruitment area;
- The availability of promotable and transferable minority individuals within the University work force;
- For academic faculty, the basic national data on earned doctoral degrees will provide the basis for utilization analyses. Such data will show percentages of minorities available in selected disciplines.
- Female Utilization Analysis: Similarly, the following factors will be considered when performing female utilization analyses:
- The availability of women having requisite skills in an area in which the University can reasonably recruit;
- The availability of promotable and transferable female employees within the University work force;
- For academic faculty, the basic national data on earned doctoral degrees will provide the basis for utilization analyses. Such data will show percentages of women available in selected disciplines.
Comparisons: The Director of Equal Opportunity will be responsible for making comparisons between the percentage of minority and female availability for each job classification and the percentage of minorities and females presently assigned to that job classification, within the total work force annually. Based upon such comparisons, each job classification within the total University work force and within each unit where there is disparity will be identified. Corrective action proposed to remedy under-utilization through the establishment of goals and timetables will then be undertaken.
V. Goals and Timetables
If deficiencies and under-utilizations have been identified for minorities and women, the Director of Equal Opportunity, in concert with unit administrators, will develop specific goals and timetables for the correction of deficiencies and under-utilizations. Separate goals and timetables will be developed annually for minorities and for women by job classification. In establishing goals and timetables, expansion, contraction, and turnover for each year in each job classification will be anticipated.
A file will be maintained in the Office of Equal Opportunity showing the involvement of unit administrators in the goal-setting process. In instances of under-utilization where no goal is identified, evidence of justification will be kept in the file.
In addition to the numerical goals and timetables, non-numerical goals or objectives and timetables to accomplish changes of policies and procedures necessary to correct deficiencies and under-utilizations will be prepared and updated annually. The non-numerical goals and timetables also will be kept on file in the Office of Equal Opportunity.
Decisions related to the hiring of personnel, conditions of employment, advancement opportunities and job security at Colorado State University are shared jointly across many administrative units, faculty and staff groups. Good faith goals and timetables for insuring equal employment opportunities and subsequent equal treatment as an employee are the direct responsibility of those involved in the personnel practices outlined above.
VI. Identification of Problem Areas in Employment
Personnel policies and practices included in the University's original Affirmative Action Plan and expanded in this document have been established to ensure that equal opportunity and diversity becomes a reality. All personnel involved in employment decisions must comply with the following:
- Recruitment and Selection - Recruitment programs for all positions will be designed to attract women, minority, veteran and disabled candidates by:
- Identifying and assigning minority group, women, veteran and disabled employees to committees utilized to recruit and screen applicants whenever possible;
- Identifying schools and colleges and organizations that can assist in identifying minority, women, veteran and disabled applicants and requiring recruitment and selection committees to contact and utilize such sources;
- Ensuring that public notice of each position is made in the identified recruitment area. Proposed announcements of all new positions must be forwarded through the Director of Equal Opportunity prior to their official announcement. All regular, special and temporary general faculty positions will be announced in CSU Comments and posted on the University employment website. All state classified positions will be announced according to the University policy;
- Screening and selection committees for positions of Dean and above shall invite the participation of such interest groups as The Women's Caucus, Multicultural Faculty and Staff Caucus, and Advocacy Offices in the interview process.
- Maintaining a search data system that reflects actions taken and decisions made, to include receipt and disposition of applications, evaluation of credentials against well identified performance criteria for the position and delineation of reasons for elimination of all unsuccessful applicants.
Records of the recruitment process shall be maintained on file for each position opening for a period of three years from appointment or cancellation of the search. The file shall contain documentation as to the processes used to announce the position, criteria for selection, reasons for non-selection of each rejected candidate, and any other pertinent material developed or received during the recruitment process such as the following:
- Copies of advertisements, posters or notices related to position and the time and places utilized;
- Copies of all letters, memoranda, records of phone calls, etc., with potential and actual applicants;
- A separate folder for all applicants including the following information for each applicant whenever it is available: Name, address, age, sex, racial identity, handicap and veteran status, and present title or level of qualification and source of application. This information shall be added to the file by the Equal Opportunity Office for information requested at the time the applicant applies, but separate from the application itself; and
- Copies of each individual's application, including curriculum vitae and letter of reference.
This file must be reviewed and approved by the unit administrators and the Equal Opportunity Director prior to the offering of the position to any candidate.
- Transfer policy considerations are normally applicable only to state classified personnel. The University adheres to the State of Colorado plan and follows its policies relative to transfer to insure that minorities, women, veterans and the disabled are afforded equal opportunity and diversity to be considered for transfer, particularly when such transfer relates to improved employment opportunity.
- Job Criteria
- Job descriptions for state classified personnel are well defined as outlined in the State Classified Personnel Handbook. Faculty and staff job titles are outlined in the Academic Faculty and Administrative-Professional Manual. Specific descriptions must be included in any recruitment literature published by a unit. Such descriptions are approved by the Equal Opportunity Director prior to publication.
- Full-Time, Part-Time, and Temporary Employment
- Analysis of the part-time and temporary employment policies is a university-wide goal. To achieve this goal, statistical analyses will be made of the number of part-time and temporary employees by unit and job classification to include comparisons between minorities, women and the total group. The analyses will compare salary and benefit programs of minorities and women with the other part-time and temporary employees, in addition to comparisons with full- time employees. These analyses will include hourly employees. If deficiencies are identified, appropriate corrective action will be initiated.
- Hard Versus Soft Money
- Policies regarding recruitment, selection and conditions of employment apply to all CSU personnel regardless of source of fiscal support. However, the University shall identify employees annually who are primarily funded (50 or more) from contracts and grants as compared to those paid from instructional funds.
- The foregoing analyses shall be made for all regular faculty and administrative staff positions. State classified and labor payroll positions fall under the procedures and policies outlined at the state level.
- Conditions of Employment
- Salary Compensation
- The salary policy of the University is designed to ensure that minorities, women, veterans, the aged, and the disabled receive equality of treatment at the initial level and in any subsequent additions to that salary. Analyses of salaries of women and minorities, veterans and disabled, where possible, by rank and unit in comparison to males and non-minorities will be made annually.
- Fringe Benefits
- The University benefits program in all respects insures that these benefits are made available equally to all employees. Benefit programs are outlined in the University Academic Faculty and Administrative-Professional Staff Manual and the State Classified Personnel Handbook.
- To insure that equality is maintained, all new benefit proposals shall be reviewed by the Director of Equal Opportunity and Diversity to verify that additions or alterations in programs meet non-discrimination compliance.
- Workload policies related to teaching loads, assignments, sabbatical leave programs, research, service activities such as participation on committees and decision-making bodies of the University shall ensure that equitable assignments are made without respect to race or sex.
- Annual teaching hour reports of academic units may be reviewed as to load and type of assignments by the Academic Vice President with respect to comparison of male and female loads by unit and minority and non-minority groups.
- Employment Testing
- Employment testing applies only to state classified positions. Testing programs are developed and approved by the state agency, which operates under an affirmative action compliance program. The University considers compliance in this respect as a state responsibility. Well-defined policies related to procedures in acquiring promotion and tenure for faculty are included in the University Academic Faculty and Administrative-Professional Staff Manual. As defined, the procedures provide for decisions to be made with regard to established performance criteria and without discrimination. Also included are well-defined and operable procedures for appeal and due process.
- The monitoring of selection processes is closely related to that developed for the recruitment aspect. Each screening committee shall provide the Equal Opportunity Director with the recruitment data as outlined previously. For individuals not accepted for employment, statements to support exclusion based on the recruitment criteria shall be provided.
- The Equal Opportunity Director will review the records related to the recruitment and selection process and verify that the screening process was conducted in a manner as prescribed in the Affirmative Action Program prior to the actual offering of a position to a candidate.
- Leave policies whether paid or unpaid shall be administered as prescribed in the Faculty-Staff Manual without regard to race, sex, veteran status or disability. Analyses shall be reviewed periodically by the Director of Equal Opportunity of those granted leave and the procedures involved to ensure that decisions were nondiscriminatory in nature.
- Opportunities for Advancement
- With respect to state classified personnel, the University shall comply and participate in the programs established by the state to provide training opportunities preparing employees for advancement in job classification.
- Training for the professional staff and faculty shall be encouraged by granting leave for the purpose of upgrading through education. As previously stated, leave programs shall be administered to insure equal opportunity for minorities, women, veterans, the aged, and the disabled.
- Promotion and tenure policies for faculty are outlined in the Academic Faculty and Administrative-Professional Staff Manual. Promotion policy for state classified personnel is established by the state and shall be complied with by the University. Colorado State University will further ensure that minority and female employees are given equal opportunity for promotion by (but not limiting itself to):
- posting promotional opportunities;
- providing remedial job training and work-study programs;
- developing and implementing formal employee evaluation programs;
- requiring supervisory personnel to submit written justification when seemingly qualified minority or female employees are passed over for upgrading;
- providing formal career counseling programs to include attitude development, education aid and job rotation.
- Each year the Director of Equal Opportunity shall tabulate the number of women, minorities, and males and non-minorities in each college and administrative unit. A record also will be maintained of the proportion of women and minority persons approved for promotion in relation to the proportions submitted for final consideration for promotion.
- Statistical analysis shall be conducted annually by the Director of Equal Opportunity and the Vice President for Academic Affairs to review by unit the academic faculty members promoted or granted tenure with respect to sex and race and individuals denied promotion and tenure by race and sex, and reasons for denial.
- Included in the analysis will be analysis of the total number of faculty by rank, by sex, and by race, as compared to percentages of faculty in the same categories. Any evidence of discriminatory practices shall be reviewed and any necessary corrective actions initiated.
- Assignment, Reassignment and Internal Selection of Academic and Administrative-Professional Personnel
- The University administration has the flexibility to reassign duties of current employees. If this reassignment results in the creation of a new position, it is the policy of Colorado State University (in all vacancies) to encourage all promising employees from within to seek advancement to a higher position in their departments and division. All positions, however, will be filled according to previously described procedures.
- This major effort to increase the promotional opportunities shall include a program designed and implemented to conduct periodic reviews at the department level recording the qualifications of all employees to insure that every employee, including minority persons, women, veterans, the aged, and the disabled is given full opportunity for promotion and ensure that employees' skills are fully utilized. A training program to upgrade the talents of employees is an effort to ensure that they might be promoted to more responsible positions, as merited. These efforts will be such that upward mobility is established in fact as well as in intention.
- The Equal Opportunity Director is responsible for coordinating with the Human Resource Services Department in the preparation of an annual termination report showing the number of terminations for the past year by race and sex. The data will be tabulated by each department and by job categories and will include a breakdown of voluntary and involuntary terminations.
- The Equal Opportunity Director will analyze the extent of voluntary and involuntary terminations of minorities and women in relation to males and non-minorities. Where disparities are found, the Director of Equal Opportunity will initiate corrective action. Such corrective action will relate to changing the employment procedures, terms or conditions of employment, or removing from the termination process any individual with termination authority whose past record indicates a disproportionate termination for minority or female personnel.
- Seniority policies for state classified personnel are detailed in the State Classified Personnel Handbook. Colorado State University complies with the State Personnel Department regulations in all aspects of seniority. Seniority for academic and administrative staff personnel are covered in the University's tenure policies.
- Appointment decisions at Colorado State University are made in a manner consistent with the principles established in the Program.
VII. Development and Execution of Programs
Basic to achieving the equal opportunity and diversity goals of Colorado State University is an attitude of commitment and priority wherever affirmative action is involved. It is the intent of the key administrators at Colorado State University to foster positive attitudes throughout the organization to the extent possible. This positive attitude is considered essential for the alleviation of problem areas identified in the foregoing section of this Program.
In this regard, suggestions will be solicited continuously from all persons employed by the institution and individuals making positive contributions will be given recognition. Encouragement will be stimulated through the following:
- Institution-sponsored social and recreation events will be open to all personnel on a nondiscriminatory basis.
- Assistance will be provided to individuals in the University community to assure careful consideration of grievance and discrimination concerns.
- Policies, procedures and institutional facilities that may inhibit the recruitment of minorities, women, veterans and the disabled will be identified and altered.
- Work specifications for State Classified positions will be reviewed to ensure validity and currency.
- Attention will be given to academic experience and skill requirements to assure that requirements do not screen out a disproportionate number of minorities and women.
- Administrators will maintain an open acceptance of positive suggestions for achieving equal opportunity goals.
VIII. Internal Auditing and Reporting Systems
Auditing, monitoring and reporting of progress toward affirmative action goals at Colorado State University will be implemented through an internal auditing and reporting system.
The Director will appoint a five-person committee to periodically audit the progress, and will forward the report to the Director of Equal Opportunity for incorporation into his or her annual report of progress. In conducting its audit, the Audit Committee will review the following areas by race, sex, veteran status and disability where available:
- the hiring process;
- conditions of employment;
- opportunities for advancement;
- promotion and tenure awards;
- training and professional development;
The audit will be conducted university-wide and will conclude with specific recommendations resulting from the evaluation effort.
Major administrative units at Colorado State University shall file on request by the Director of Equal Opportunity a report prepared by the unit administrators in cooperation with respective Equal Opportunity Coordinators that will contain the following information:
- the person responsible for preparing equal opportunity and diversity progress reports;
- the purpose of the report and the time frame involved.
- the specific goals, both numerical and non-numerical, to have been reached by the unit involved within the time frame;
- a description of the efforts to achieve the goals for the time period and the results obtained,
- problem areas and suggested solutions; and
- future goals, both numerical and non-numerical, and strategies for achieving them.
IX. Support of Action Programs
Colorado State University supports community action programs and organizations, which promote equal opportunities for minorities, women, veterans and the disabled by the following:
- providing the travel expenses of at least two representatives of the institution each year to attend state, regional or national meetings and workshops devoted to equal opportunity developments;
- assuring leadership for organizing one or more conferences each year to be held on campus and open to interested participants on a state, regional or national scale;
- subscribing to publications which disseminate information about equal opportunity and diversity;
- supporting recruiting efforts locally and nationally to identify minorities, women, veterans, and the disabled who may enroll in educational programs available at Colorado State University;
- cooperating with local and state organizations when the purpose is to further the equal opportunities of ethnic minorities, women, veterans, and the disabled;
- establishing cooperative arrangements with Colorado junior colleges to provide for admission of minority and women graduates of two-year programs.
- encouraging key university officials to serve on community boards;
- supporting programs by organizations concerned with opportunities for minorities, women, veterans, the aged, and the disabled.