Preparing AAP Training

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Preparing AAP Training

  1. 1. Incumbent Inventory Exhibits Applicant Flow New Hires Promotions Terminations AAP
  2. 2. <ul><li>Provided in Excel format the applicant flow report needs to contain a minimum of: </li></ul><ul><ul><li>Application Date </li></ul></ul><ul><ul><li>Name of Applicant </li></ul></ul><ul><ul><li>Race </li></ul></ul><ul><ul><li>Gender </li></ul></ul><ul><ul><li>Position Applied For </li></ul></ul><ul><ul><li>Referral Source </li></ul></ul><ul><ul><li>Disposition </li></ul></ul><ul><ul><li>Union Status </li></ul></ul><ul><ul><li>Do not include applicants that did not apply for an open position </li></ul></ul><ul><ul><li>Do not include applicants that do not meet the definition of an applicant </li></ul></ul><ul><ul><li>Ensure an EEO disclosure form is provided </li></ul></ul><ul><ul><li>If an applicant did not disclose race/gender if they are hired go back to the applicant flow and fill in race/gender. </li></ul></ul>
  3. 3. <ul><li>Provided in Excel Format the new hires report must contain a minimum of: </li></ul><ul><ul><li>Date of Hire </li></ul></ul><ul><ul><li>Name </li></ul></ul><ul><ul><li>Race </li></ul></ul><ul><ul><li>Gender </li></ul></ul><ul><ul><li>Job Title </li></ul></ul><ul><ul><li>Department </li></ul></ul><ul><ul><li>Full Time/Part Time Status </li></ul></ul><ul><ul><li>Union Status </li></ul></ul><ul><ul><li>All new hires must be accounted for on the applicant flow </li></ul></ul><ul><ul><li>Transfers in from another location within the company should also be reported on the applicant flow (disposition “Transfer-In”) and new hires report. </li></ul></ul>
  4. 4. <ul><li>Provided in Excel Format the promotions report must contain a minimum of: </li></ul><ul><ul><li>Date of Promotion </li></ul></ul><ul><ul><li>Name </li></ul></ul><ul><ul><li>Race </li></ul></ul><ul><ul><li>Gender </li></ul></ul><ul><ul><li>Previous Job Title </li></ul></ul><ul><ul><li>Previous Salary </li></ul></ul><ul><ul><li>New Job Title </li></ul></ul><ul><ul><li>New Salary </li></ul></ul><ul><ul><li>Union Status </li></ul></ul><ul><ul><li>To be a promotion must meet 2 out of 3 criteria: </li></ul></ul><ul><ul><ul><li>Job Title Change </li></ul></ul></ul><ul><ul><ul><li>Job Group Change </li></ul></ul></ul><ul><ul><ul><li>Salary Change </li></ul></ul></ul>
  5. 5. <ul><li>Provided in Excel Format the terminations report must contain a minimum of: </li></ul><ul><ul><li>Date of Termination </li></ul></ul><ul><ul><li>Name </li></ul></ul><ul><ul><li>Race </li></ul></ul><ul><ul><li>Gender </li></ul></ul><ul><ul><li>Job Title </li></ul></ul><ul><ul><li>Voluntary/Involuntary </li></ul></ul><ul><ul><li>Full/Part Time Status </li></ul></ul><ul><ul><li>Reason for Termination </li></ul></ul><ul><ul><li>Union Status </li></ul></ul><ul><ul><li>Reasons and documentation of Involuntary terminations will be key in an OFCCP compliance review. </li></ul></ul>
  6. 6. <ul><li>Provided in Excel Format the incumbent inventory report must contain a minimum of: </li></ul><ul><ul><li>Date of Hire </li></ul></ul><ul><ul><li>Name </li></ul></ul><ul><ul><li>Race </li></ul></ul><ul><ul><li>Gender </li></ul></ul><ul><ul><li>Job Title </li></ul></ul><ul><ul><li>Department </li></ul></ul><ul><ul><li>Salary </li></ul></ul><ul><ul><li>Full/Part Time Status </li></ul></ul><ul><ul><li>Union Status </li></ul></ul><ul><ul><li>This is a list of your current employees as of the first effective date of your Affirmative Action Plan. </li></ul></ul>
  7. 7. <ul><li>Very important part of your AAP include them every year! </li></ul><ul><ul><li>Exhibit A: Documents recruitment efforts made to increase incumbency to match availability in the recruitment area(s). Shows good faith efforts to list with additional protected class agencies, lists job fairs and documents mandatory listings with local job service agencies (job service/state employment office). </li></ul></ul><ul><ul><li>Exhibit B: Samples of job listings and advertisements of open positions. Provides documentation of good faith efforts made to reach a diverse group of qualified applicants within the local, state, or national level. </li></ul></ul><ul><ul><li>Exhibit C: Last three EEO-1 filings. Normally kept on file at corporate. Not needed unless plan is under review. </li></ul></ul><ul><ul><li>Exhibit D: Documentation of community service. Services or participation provided to charity or service organization, donation records and employee sponsored community service. </li></ul></ul><ul><ul><li>Exhibit E: Provide a purchase order with the following statement (or like statement): (Company Name) is an equal opportunity employer. All federal EEO and affirmative action requirements in race, sex, religion, national origin, handicap and Veteran status, veterans or disabled veterans status as found in 41 CFR 60-1.4, 60-250.4 and 60-741.4 are herein incorporated by reference. </li></ul></ul>
  8. 8. <ul><ul><li>Exhibit F: This exhibit is included with your AAP and generated by ERMA. If you already have a company specific EEO policy letter please use that instead. Please ensure the EEO policy statement is signed by the approving official of the AAP and posted with the rest of your EEO postings at wheelchair height. </li></ul></ul><ul><ul><li>Exhibit G: List of all female employees that have taken maternity leave for the plan year. This list should include the employee’s name, date of hire, date of leave, rate of pay when the employee left, job title they were in when they left, job title they returned to, and the rate of pay they returned to. </li></ul></ul><ul><ul><li>Exhibit H: A listing of disabled employees (temporary disabilities included) and any accommodations that have been made. </li></ul></ul><ul><ul><li>Exhibit I: A listing of all employees that have veteran status, i.e. Vietnam Era, Special Disabled and Other Protected Veterans. (Defined in your boilerplate section.) </li></ul></ul>
  9. 9. <ul><li>Review all reports before submitting to ensure accuracy </li></ul><ul><li>Ensure data being submitted has the correct date for each report </li></ul><ul><li>When your AAP is complete review it and familiarize yourself with your goals for underutilization, annual placement and adverse impact studies. </li></ul><ul><li>Your AAP is an essential management tool, don’t forget to use it </li></ul><ul><li>Remember, a well organized AAP program and well organized data will increase your chances for a successful and very short compliance review should your location be selected </li></ul><ul><li>Affirmative Action is just good business </li></ul>

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