Affirmative Action Planning

for Individuals with Disabilities,

Women, and Minorities

Training Handout

DEPARTMENT OF EMERGENCY RESPONSE EQUAL EMPLOYMENT OPPORTUNITY POLICY

1

The Department of Emergency Response hereby reaffirms our commitment to equal employment

opportunity for all employees and applicants without regard to an individual's race, color, sex,

religion, national origin, age, disability, genetic information or marital status.

Equal protection against discrimination will be afforded to all in recruitment, hiring, and promotion

at all job levels within the department. Other personnel matters (such as compensation, benefits,

transfers, retention, discipline, department-sponsored training, education, and social and

recreational programs) will also be administered in accordance with equal employment opportunity

requirements.

Employment practices will be administered in a nondiscriminatory manner for any qualified

employee or applicant with a disability that can, with or without a reasonable accommodation,

perform the essential functions of the job. Requests for accommodation may be made through the

appropriate servicing personnel office or by contacting the ADA Coordinator, Office of Human

Resources, Department of Emergency Response, 4550 West Tennessee Street, Tallahassee, Florida

32399.

Because the department is committed to equal employment opportunity, any form of employment

discrimination, including retaliation, is strictly prohibited. No employee may be subjected to

retaliation as a result of filing a complaint, testifying, assisting, or participating in an investigation,

proceeding, or hearing with regard to discrimination, or otherwise opposing any unlawful

discriminatory practice prohibited by the department's policy and related state and federal laws.

It is the department's policy to investigate complaints of discrimination thoroughly and promptly.

To the extent allowed by law, the department will keep complaints confidential. If an investigation

confirms that unlawful discrimination has occurred, the department will take corrective action.

Such action may include discipline up to and including dismissal.

An employee or applicant who believes she or he has been discriminated against or subjected to

retaliation has the right to file a complaint. Complaints may be filed with the department’s Office of

Equal Employment Opportunity at 4550 West Tennessee Street; Tallahassee, Florida 32399; phone

number (850) 388-2222; or through the department’s local human resource office. Complaints may

also be filed with the Florida Commission on Human Relations or the U. S. Equal Employment

Opportunity Commission.

William Marks John Pepper Secretary EEO Officer

July 7, 2016 July 7, 2016

DEPARTMENT OF EMERGENCY RESPONSE ANTI-HARASSMENT POLICY

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The Department of Emergency Response reaffirms our commitment to maintaining a work

environment that is free of discrimination. In keeping with this commitment, we will not tolerate

harassment by anyone, including any manager/supervisor, employee, vendor, or others engaged in

business with the department.

Harassment is unwelcome conduct based on an individual's race, color, sex, national origin, religion,

disability, age, genetic information or marital status. Harassment becomes unlawful where it: (1)

adversely affects tangible job benefits or other employment opportunities; (2) involves repeated

actions, comments, or objects that unreasonably interfere with an individual's work performance;

or (3) creates an intimidating, hostile, or offensive work environment. Examples of harassment

include, but are not limited to, the use of epithets or name calling, derogatory language, slurs,

offensive jokes, and other forms of hazing motivated by an individual's race, sex, religion, color,

national origin, disability, age or marital status.

Sexual harassment is a form of discrimination based upon a person's gender. It is defined as

unwelcome sexual advances, requests for sexual favors, and other verbal, physical or visual conduct

of a sexual nature when: (1) submission to the conduct is an explicit or implicit term or condition of

employment, (2) submission to or rejection of the conduct is used as a basis for an employment

decision, or (3) the conduct has the purpose or effect of unreasonably interfering with an

individual's work performance or of creating an intimidating, hostile, or offensive work

environment.

Sexual harassment includes, but is not limited to, unwelcome requests or demands for sexual favors

or unwelcome sexual advances; inappropriate nonconsensual touching of another person's body,

including but not limited to kissing, pinching, groping, or fondling; repeated requests for dates or

invitations to social events; use of sexually degrading words to describe an individual; jokes of a

sexual nature; sexually explicit or suggestive objects; and use of inappropriate gestures or body

language of a sexual nature.

The department forbids retaliation against anyone who has reported harassment, whether it relates

to the harassment against the individual raising the concern or against another individual.

Retaliation is also prohibited against anyone cooperating in an investigation.

It is the department's policy to investigate complaints of discrimination thoroughly and promptly.

To the extent allowed by law, the department will keep complaints confidential. If an investigation

confirms that unlawful harassment has occurred, the department will take corrective action. Such

action may include discipline up to and including dismissal. (Note: Any person who has harassed

another or retaliated against another may also be subject to civil or criminal liability under state or

federal law.)

DEPARTMENT OF EMERGENCY RESPONSE ANTI-HARASSMENT POLICY

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An employee or applicant who believes she or he has been subjected to harassment has the right to

file a complaint. Complaints may be filed with the department’s Office of Equal Employment

Opportunity at 4550 West Tennessee Street; Suite 235; Tallahassee, Florida 32399; phone number

(850) 388-2222; or through the department’s local human resource office. Complaints may also be

filed with the Florida Commission on Human Relations or the U. S. Equal Employment Opportunity

Commission.

William Marks John Pepper Secretary EEO Officer

July 7, 2016 July 7, 2016

DEPARTMENT OF EMERGENCY RESPONSE POLICY FOR INDIVIDUALS WITH DISABILITIES

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The Department of Emergency Response (DER), is committed to the principles of affirmative action

and equal employment opportunity for individuals with disabilities. Therefore, it is the policy of DER

not to discriminate on the basis of disability and to take affirmative action to employ and advance in

employment qualified individuals with disabilities at all levels within the company. DER will ensure

that all employment actions, including but not limited to recruitment, hiring, selection for training,

promotion, demotion, termination, layoff, rates of pay or other forms of compensation, will be

administered without regard to disability. DER will also provide qualified applicants and employees

with disabilities with needed reasonable accommodations, as required by law, and will ensure that

all employment decisions are based only on valid job requirements.

DER prohibits harassment of employees and applicants on the basis of disability and will conduct

training to try to prevent any harassment or discrimination before it occurs. This agency also

prohibits retaliation or punishment against employees and applicants for filing a complaint,

opposing any discriminatory act or practice, assisting or participating in any manner in a review,

investigation, or hearing regarding DER’s employment practices, or otherwise seeking to obtain

their legal rights under any Federal, State, or local EEO law requiring equal employment opportunity

for individuals with disabilities. Prohibited retaliation includes, but is not limited to harassment,

intimidation, threats, coercion or other adverse actions that might dissuade someone from

asserting their rights.

In furtherance of DER’s policy regarding affirmative action and equal employment opportunity, DER

has developed a written Affirmative Action Program (AAP) that sets forth the policies, practices and

procedures that DER is committed to in order to ensure that its policy of nondiscrimination and

affirmative action for qualified individuals with disabilities is accomplished. This AAP is available for

inspection by any employee or applicant for employment upon request, during normal business

hours, in DER’s Central Office located at 1245 Willow Lane; Tallahassee, FL 32399. Interested

persons should contact the Human Resources Office at 850-333-6767 for assistance.

In order to ensure equal employment opportunity and affirmative action throughout all levels of

DER, I have designated DER’s Director of Human Resources as the Equal Employment Opportunity

(EEO) Officer. The EEO Officer will establish and maintain an internal audit and reporting system

that will track and measure the effectiveness of DER’s AAP and show where additional action is

needed to meet the agency’s objectives.

William Marks John Pepper Secretary EEO Officer

July 7, 2016 July 7, 2016

Sample Agency Plan for Promoting Employment of Individuals with Disabilities

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Objective 1: Increase hiring and retention

Objective 1.1: Monitor and address terminations

Activity Timeframe Office/Person(s) Responsible

Activity Description Performance Outcomes

1. Monitor terminations of permanent employees and report to the Secretary and Directors quarterly.

Fiscal Year 2016-2017

EEO Officer a. Create format for quarterly report. b. Obtain agreement on format and

key information. c. Termination data is collected and

analyzed. d. Begin holding quarterly meetings.

Senior officials understand the most frequent reasons for terminations and take corrective action when warranted.

2. Develop plan to have the EEO Officer review proposed terminations to ensure that disability accommodations were considered when appropriate.

Fiscal Year 2016-2017

Human Resource Officer

a. Intervention plan is drafted and discussed.

b. Finalize and disseminate the plan. c. Provide training to managers and

supervisors.

Create a joint understanding of situations where intervention and disability accommodation are appropriate.

3. Implement plan and monitor results

Fiscal Year 2016-2017 and ongoing

Human Resource Officer

a. Provide quarterly updates. b. Modify the plan as needed, based

on results.

Decrease the number of terminations which can be avoided by providing appropriate accommodations.

Sample Agency Plan for Promoting Employment of Individuals with Disabilities

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Objective 1.2: Develop Recruitment Task Force

Activity Timeframe Office/Person(s) Responsible

Activity Description Performance Outcomes

1. Create a task force to focus on recruitment

December 2016

Recruitment Manager a. Determine the ideal size of the task force.

b. Identify and train members

A taskforce focused on recruiting qualified individuals with disabilities.

2. Determine how to best leverage the task force

Fiscal Year 2016-2017 and ongoing

EEO Officer and Recruitment Manager

a. Meet with members to identify various recruitment activities and options

b. Try various options to determine the most effective

Task force identifies “best practices” for recruitment and shares with all agency human resource offices and managers and supervisors.

Source: Office of Diversity and Inclusion, Human Resources and Administration, U.S. Veterans Affairs

Resources to Assist in Promoting the Employment of Individuals with Disabilities

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Department of Education, Division of Vocational Rehabilitation

Has the largest untapped resource of potential employees with a disability in the state; conducts

applicant search and pre-screens; provides accommodations technical assistance; provides worksite

accessibility consultation; conducts awareness/sensitivity training; provides post-hire support;

retention support for current employees; and provides On-the-Job training with 100 percent wage

reimbursement and, there is no obligation for the employer to hire the trainee at the conclusion.

Department of Education, Division of Blind Services

Offers job placement; job modification including and adaptive technology; vocational training;

independent living skills training; and career counseling and guidance.

Department of Economic Opportunity (Disabled Veterans Outreach Program – Housed in

CareerSource Florida Offices)

Has Specialists within CareerSource Florida to help veterans acquire employment and job search

skills; facilitates and coordinates services for veterans, eligible spouses, and transitioning service

members with special employment training needs; and provides On-the-Job Training with up to 50%

of wages for a maximum of 1040 hours. At the conclusion of the OJT experience, there is a

commitment for the employer to hire the trainee.

Abilities Work Help Desk

Pre-screens for qualified job candidates who have disabilities; answer disability related questions;

sends your open position to multiple agencies; and connects to a Vocational Rehabilitation Business

Representative for on-site services.

Florida Alliance for Assistive Services and Technology

Provides assistive technology (AT) device loans as well as funding opportunities for AT; and provides

free access to information, referral services, educational programs, and publications in accessible

formats for IWD on topics such as disability rights, laws, and policies.

Agency for Persons with Disabilities (APD)

The APD works in partnership with local communities and private providers to assist people who

have developmental disabilities and their families. APD also provides assistance in identifying the

needs of people with developmental disabilities for supports and services.

CareerSource Florida

Career Source of North Florida assists job seekers with career exploration, finding employment

accessing job training opportunities, advancing their current careers, or finding a new career track.

Resources to Assist in Promoting the Employment of Individuals with Disabilities

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The Able Trust

A leader in providing Floridians with disabilities opportunities for successful employment. Their programs and grants focus on vocational rehabilitation. The Able Trust supports a diversity of projects, including on-the-job coaching, supported employment, job skills-training, job development, employer outreach, ADA facility compliance, skills evaluation and youth programs leading to employment.

Employ Florida Market Place

For employers, the Employ Florida Marketplace offers a multitude of resources to help you find the

perfect candidate, create job listings, review job market trends and more. It acts as a one stop

online resource for job listings, education and training opportunities, career building assistance and

much more.

Project Search

The Project SEARCH High School Transition Program is a unique, business led, one year school-to-

work program that takes place entirely at the workplace. Total workplace immersion facilitates a

seamless combination of classroom instruction, career exploration, and hands-on training through

worksite rotations.

RESPECT of Florida

RESPECT works with Florida not-for-profit organizations that employ persons with disabilities in the

production of products including mops, desk calendars and computers, and such services as

packaging, call centers, microfilming and janitorial services.

Talent Acquisition Portal (TAP)

An online system which includes a national talent pool of individuals with disabilities looking for a

job.

The Arc of Florida

Works with local, state, and national partners, The Arc of Florida advocates for local chapters, public

policies, and high quality supports for people with developmental and other disabilities to be fully

included in all aspects of their community

Employer Assistance and Resources Network on Disability Inclusion (EARN)

Supports employer’s efforts to recruit, hire, retain and advance qualified individuals with disabilities

by providing: employer-focused tools, resources and publications on disability inclusion. Also

provides in-Person and on-line training, One-on-One technical assistance and disability employment

news and information.

Job Accommodation Network (JAN)

Provides free, expert, and confidential guidance on accommodations and disability employment issues.

Sample Assessment of Outreach and Recruitment Activities for IWD

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Outreach/Recruitment Activity

Date of Activity Description Evaluation

Participation in Divisions of Vocational Rehabilitation (VR) and Blind Services (BS) annual Job Fair

March 2017 Job Fair was hosted by the Divisions of VR and BS, with more than 250 participants

Received 20 applications from IWDs, six were interviewed and two were hired. Resumes were retained for future job opportunities.

Meeting with Division of Vocational Rehabilitation (VR) Specialist

August 15, 2016 Provide information regarding DMS career openings and discuss their support services for clients

Identified support services VR could provide for two current employees with disabilities to assist agency with retention efforts.

Partner with Able Trust to support their programs for youth

Recurring Become an agency partner to offer career exploration opportunities for high school students in the form of job shadowing, internships and on-the-job training

Provided five job shadowing opportunities first two quarters of fiscal year. Scheduled to host three interns during fourth quarter of fiscal year 2016-2017.

Briefing of Local Disability Advocates (LDA)

September 1, 2016 Briefed representatives of LDA, at advocacy group meeting, regarding DMS’s career opportunities, and provided a DMS facility tour.

Established relationship with contact for three new advocacy groups that assist clients with a disability find employment.

Criteria for Evaluation: 1. To what extent did the activity attract qualified applicants with disabilities? 2. To what extent did the activity result in the hiring of qualified individuals with disabilities? 3. To what extent did the activity expand DMS’s outreach to individuals with disabilities in the community? 4. To what extent did the activity increase DMS’s capacity/capability to include individuals with disabilities in its applicant pool and

workforce?

Source: OFCCP Sample Contractor Affirmative Action Program for Section 503

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Voluntary Self-Identification of Disability (employee screen)

VOLUNTARY SELF-IDENTIFICATION OF DISABILITY (Employee Screen)

Choosing to self-identify of having a disability is voluntary and will be used solely for affirmative

action purposes. Your decision will not result in adverse treatment and any information you

provide will be kept confidential and used only in accordance with the Americans with

Disabilities Act. Why am I being asked to provide this information?

Please check one of the boxes below:

☐ I choose not to answer

☐ I do not have a disability

☐ I have a disability

This is a

hyperlink

to HRM

Website

Definition of

Disability to be

displayed as

person hovers

over word

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Voluntary Self-Identification of Disability (applicant screen)

Why am I being asked to provide this information?

Florida law (Section 110.112, Florida Statutes) provides that each executive agency’s

affirmative action planning efforts include individuals who have a disability. Agencies are to

establish annual goals and develop affirmative action plans to meet their goals and provide

equal employment opportunity to qualified individuals with disabilities.

You have an opportunity to voluntarily self-identify whether you have a disability as defined

below. Information gathered from applicants and employees will help agencies measure

progress in meeting their goals.

Choosing to self-identify having a disability is voluntary and will be used solely for affirmative

action purposes. Your decision will not result in adverse treatment and any information you

provide will be kept confidential and used only in accordance with the Americans with

Disabilities Act.

What is considered a disability for purposes of this affirmative action program?

Section 110.107, Florida Statutes, defines an individual who has a disability for purposes of this

affirmative action program as follows:

A person who has a physical or intellectual impairment that substantially limits one or

more major life activities; a person who has a history or record of such an impairment; or a

person who is perceived by others as having an impairment.

Please check one of the boxes below:

☐ I choose not to answer

☐ I do not have a disability

☐ I have a disability

Hyperlink to

Florida

Statute

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DISABILITY AVAILABLE LABOR MARKET ANALYSIS

Department of (Insert Agency Name)

Officials and

Administrators Professionals Technicians

Protective Service

Workers Para -

Professionals Administrative

Support

Skilled Craft

Workers Service

Maintenance Total

Total Civilian Labor Force (CLF) 16 years and over

# With Disability

% CLF With Disability

# No Disability

% CLF No Disability

13

DISABILITY INCUMBENCY TO AVAILABILITY ANALYSIS - GOALS

Department of (Insert Agency Name)

DATA AS OF: (Insert End Date) STANDARD DEVIATION RULE

Officials and

Administrators Professionals Technicians

Protective Service

Workers Para -

Professionals Administrative

Support

Skilled Craft

Workers Service

Maintenance Total

Total Workforce #

Status Not Disclosed #

IWD in Workforce #

IWD in Workforce %

IWD ALM #

IWD ALM %

Z Score

Statistically Significant

Goal

80% RULE

Officials and

Administrators Professionals Technicians

Protective Service

Workers Para -

Professionals Administrative

Support

Skilled Craft

Workers Service

Maintenance Total

Total Workforce #

Status Not Disclosed #

IWD in Workforce #

IWD in Workforce %

IWD ALM #

IWD ALM %

Expected Availability

80% of Expected Availability

Underutilized?

Goal

14

WHOLE PERSON RULE / ANY DIFFERENCE RULE

Officials and

Administrators Professionals Technicians

Protective Service

Workers Para -

Professionals Administrative

Support

Skilled Craft

Workers Service

Maintenance Total

Total Workforce #

Status Not Disclosed #

IWD in Workforce #

IWD in Workforce %

IWD ALM #

IWD ALM %

% Difference

Underutilized?

Goal

15

DISABILITY UTILIZATION ANALYSIS - PROGRESS Department of (Insert Agency Name)

DATA AS OF: (Insert End Date)

EEO-4 Job Category Total Employees

#

Total Employees with Disability

#

Employees with Disability

% Disability ALM % Percentage Point

Difference

Goal Met

(Y/N) 01 - Officials and Administrators 02 - Professionals 03 -Technicians 04 – Protective Service Workers 05 - Paraprofessionals 06 - Administrative Support 07 - Skilled Craft Workers 08 - Service Maintenance Total All EEO-4 Categories

DISABILITY REQUISITION SUMMARY

Department of (Insert Agency Name)

Total

Requisitions Total

Applicants

Total Applicants

With Disability

Total Applicants

Interviewed

Total Applicants with

Disability Interviewed

Total Applicants

Hired

Total Applicants

With Disability Hired

01 - Officials and Administrators

02 - Professionals

03 - Technicians

04 – Protective Service Workers

05 - Paraprofessionals

06 -Administrative Support

07 - Skilled Craft Workers

08 - Service Maintenance

Total for all EEO-4 Categories

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PERSONNEL ACTIVITY Department of (Insert Agency Name)

DATA AS OF: (Insert End Date) CAREER SERVICE

EEO-4 Job Category Hires Applicants Promotions - Into

Job Group Separations Demotions

Total IWD Total IWD Total IWD Total IWD Total IWD

01 Officials and Administrators

02 Professionals

03 Technicians

04 Protective Service Workers

05 Paraprofessionals

06 Administrative Support

07 Skilled Craft Workers

08 Service Maintenance

TOTAL

SELECTED EXEMPT SERVICE AND SENIOR MANAGEMENT SERVICE

EEO-4 Job Category Hires Other Original Appointments Separations

Total IWD Total IWD Total IWD 01 Officials and Administrators 02 Professionals 03 Technicians 04 Protective Service Workers 05 Paraprofessionals 06 Administrative Support 07 Skilled Craft Workers 08 Service Maintenance TOTAL Other Original Appointment - Does not include new hires OPS EEO-4 Job Category Applicants Appointments Separations Total IWD Total IWD Total IWD 01 Officials and Administrators 02 Professionals 03 Technicians 04 Protective Service Workers 05 Paraprofessionals 06 Administrative Support 07 Skilled Craft Workers 08 Service Maintenance TOTAL

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(INSERT ACTION TYPE) IMPACT RATIO ANALYSIS

Department of (Insert Agency Name) DATA AS OF: (Insert End Date)

80% RULE

Officials and

Administrators Professionals Technicians

Protective Service

Workers Para -

Professionals Administrative

Support

Skilled Craft

Workers Service

Maintenance Total # Terminations # In Incumbent Pool % Selection Rate % Impact Ratio Adverse Impact?

STANDARD DEVIATION RULE

Officials and

Administrators Professionals Technicians

Protective Service

Workers Para -

Professionals Administrative

Support

Skilled Craft

Workers Service

Maintenance Total # Terminations # In Incumbent Pool % Selection Rate % Impact Ratio Adverse Impact? Z Score Statistically Significant?

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DEPARTMENT OF EMERGENCY RESPONSE

ORGANIZATIONAL PROFILES

Graphical Chart Example

Spreadsheet Example

Organizational Level

TOTAL

EMP. White

Black/

African

Am

Hispanic/

Latino

Asian/

Pacific

Islander AI/AN

Total

Males White Black

Hispanic/

Latino

Asian/

Pacific

Islander AI/AN

Total

Females

Office of the Secretary

Supervisor: Secretary (W/M) 39 12 4 16 12 6 3 2 23

Office of Administration

Supervisor: Director of Administration (W/F) 50 15 10 5 30 11 9 20

Office of Operations

Supervisor: Director of Operations (W/M) 31 6 15 21 3 7 10

Office of Programs

Supervisor: Director of Programs (B/F) 26 10 2 3 15 7 4 11

Region I

Supervisor: Regional Director (H/M) 121 25 20 11 56 45 20 65

Region II

Supervisor: Regional Director (W/F) 301 65 35 20 120 46 60 75 181

MALES FEMALES

Office of the Secretary

Secretary: WM

Total Employees: 39

12WM/4BM/12WF/6BF/3HF/2AF

Director of Administration

Director: WF

Total Employees: 50

15WM/10BM/5AM/11WF/9BF

Director of Programs

Director: BF

Total Employees: 26

10WM/2BM/3HM/7WF/4BF

Region I

Regional Director: HM

Total Employees: 121

25WM/20BM/11HM/45WF/20BF

Region II

Regional Director: 1WF

Total Employees: 301

65WM/35BM/20HM/46WF/60BF/75HF

Director of Operations

Director: WM

Total Employees: 31

6WM/15BM/3WF/7BF