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Oscar B. Jackson, Jr., Administrator and Secretary of Human Resources and Art~inistration Mary Fallin Governor )0. 3 A256 2009/10 c.1 STATE OF OKLAHOMA OFFICE OF PERSONNEL MANAGEMENT "Working for Oklahoma" February 23, 2011 I"-..) CJ 9 ::x:m c·7\) .......• :r'-:-i rn PO co Z""TJ N :;up s: fT1 CJ (/) :;u 0- U :C;uOC oF, or fT12 w Ul:;:o CO fT1 James Reese Secretary of Agriculture Commissioner of the Department of Agriculture, Food and Forestry 2800 North Lincoln Boulevard Oklahoma City, OK 73105 Dear Secretary Reese: Based on the review and recommendation of the OPM Office of Equal Opportunity and Workforce Diversity (EOWD) and the Affirmative Action Review Council, I have approved your agency's FY-2011 Affirmative Action Plan. This action is taken in accordance with the provisions of Title 74 O.S., Section 840-2.1 and Merit Rule 530:10-3-36. As an agency under the Merit System of Personnel Administration, I hope that you will continue to take advantage of the resources offered by our agency to assist you in achieving your stated goals and objectives. In particular, I hope that you will consult with Brenda C. Thornton, Director of EOWD, on technical issues relating to the implementation and administration of your plan. Ms. Thornton can be reached at (405) 521-3082 or brenda.thornton@opm.ok.gov. You may also wish to seek the assistance of Herman Johnson, Targeted Minority Recruitment Coordinator, in identifying individual applicants or new recruitment sources for targeted groups. Mr. Johnson can be reached at (405) 522-0663 or herman.johnson@opm.ok.gov. I commend you and your staff on the development of your FY-2011 Affirmative Action Plan. I also wish you success in accomplishing your equal employment opportunity and affirmative action goals and objectives. Please let me know if I may be of further assistance. Oscar B. Jackson, Jr., I MA-CP Administrator and Cabinet Secretary of Human Resources and Administration cc: Cherry Williams "We serve the people of Oklahoma by delivering reliable and innovative human resource services to our partner agencies to achieve their missions." 2101 North Lincoln Boulevard • Oklahoma City, OK 73105-4904 • (405) 521-2177 • Fax (405) 524-6942 • www.opm.ok.gov OKLAHOMA DEPARTMENT OF AGRICULTURE, FOOD, AND FORESTRY FY-10 AFFIRMATIVE ACTION PLAN AS SUBMITTED BY CHERRY M. WILLIAMS CIVIL RIGHTS CONSULTANT TO TERRY PEACH, SECRETARY OF AGRICULTURE THE OKLAHOMA STATE BOARD OF AGRICULTURE THE OKLAHOMA OFFICE OF PERSONNEL MANAGEMENT OKLAHOMA DEPARTMENT OF AGRICULTURE, FOOD, AND FORESTRY AFFIRMATIVE ACTION PLAN FISCAL YEAR 2010 TABLE OF CONTENTS Introduction and Compliance Statement 1 Part One - Narrative Portion EEO/AA Policy Statement 2 Sexual Harassment Policy Statement 3 Sexual Discrimination Guidelines .4 Responsibility for Implementation 5 Responsibility of Division Directors 6 Responsibility of Employees 7 Dissemination of Policy 8 EEO Policy for the Disabled and Older Persons 10 Action Oriented Programs (Training and Recruitment) 11 Evaluation of FY 10 Efforts 14 Evaluation of Previous Efforts (3 year period) 19 Identification of Problem Areas 20 Internal Auditing and Reporting 21 Part Two - The Statistical Portion Job Group Analysis 23 Availability Analysis 34 Utilization Analysis 43 Department of Agriculture FY-10 Goals .45 Present Staffing Report 47 Personnel Transactions Report 49 Part Three - References and Definitions EEO Job Categories 51 Glossary of EEO Terms and Concepts 52 EEO/AA Laws 58 INTRODUCTION This document contains the Affirmative Action Plan for the Oklahoma Department of Agriculture, Food, and Forestry for the Fiscal Year 2010, as submitted to the Oklahoma Office of Personnel Management. The effective period of this plan is July 1, 2009 through June 30, 2010. The employment data contained herein reflects the work force as of June 30,2010. In accordance with Merit Rule 530:10-3-33, Affirmative Action Plans, the Oklahoma Department of Agriculture, Food, and Forestry sets forth in the following pages an Affirmative Action Plan for Division Directors and departmental supervisors to follow on carrying out the Affirmative Action Program. In addition, Merit Rule 530:10-3-34 requires that each state agency maintain data reflecting the composition of its workforce for race or ethnic group and gender for the purpose of developing affirmative action objectives and to comply with the State of Oklahoma and Federal reporting requirements. This plan will be upgraded annually (or as needed), and submitted each year to the Office of Personnel Management for review on or before the first day of September. AAPNarr8/24/10 / State of Oklahoma Department of Agriculture, Food, and Forestry 2800 N. Lincoln Blvd., P.O. Box 528804, Oklahoma City, OK 73152 (405) 521-3864 www.oda.state.ok.us lradHenry :;'overnor Terry L. Peach Secretary and Commissioner EQUAL EMPLOYMENT OPPORTUNITY ANDAFFIRMATIVE ACTION POLICY TO: ALL EMPLOYEES OF THE DEPARMENT OF AGRICULTURE, FOOD, AND FORESTRY It is the policy and legal obligation of the Department of Agriculture, Food, and Forestry (the Agency) to comply with all applicable laws pertaining to equal employment opportunity. The Agency therefore has made a commitment to equal opportunity by establishing an Affirmative Action Plan as the means to achieving this commitment. Consistent with federal and state laws and guidelines established for equal opportunity and affirmative action,l affirm my continuing policy' to provide equal employment and advancement opportunities in all job classifications of this agency without regard to political or religious affiliations or opinions, race, creed, gender, age, color, national origin, or disability, so long as the disability does not render the employee unable to do the work for which they are employed. Affirmative Action should be viewed as a planned, cooperative ·effort developed to eliminate barriers and correct deficiencies in .providing equal opportunity at all levels. The principles of equal employment opportunity apply to all employment practices and personnel actions throughout the agency including, but not limited to, recruiting, hiring, training, promotions; demotions, separations, transfers, layoffs (RIF), recall, compensation, benefits, any and all terms and conditions of employment and agency sponsored social and recreational activities. Cherry M. Williams, located in the Oklahoma .City office, is assigned to serve as the Civil Rights Consultant for this Agency. Ms. Williams is responsible for compliance with state and federal equal employment laws and for implementing the Affirmative Action Plan, including equal. employment practices, monitoring and evaluating our progress and reporting results to me. She is available to any employee having questions or needing assistance in regards to Affirmative Action or equal employment opportunity in this Agency. Employees who believe they have not been treated in accordance with this policy are encouraged to contact Ms. Williams at (405) 522-5772. Interested parties may review the plan by contacting the Affirmative Action Office located in the Human Resources Section Office. The continued success of Affirmative Action requires the total commitment and maximum cooperation from every employee throughout this Agency. Equal employment opportunity is not only the law; it is the policy of the Agency. My personal commitment to this policy is complete. I expect each and every employee to perform his/her duties and responsibilities in a manner that will demonstrate this Agency's firm commitment in this most important area. Your cooperation is expected to enable the Agency to achieve this goal. I am personally committed to this policy and accept overall responsibility for equal employment and affirmative action within this agency. BOARD OF AGRICULTURE Da~ . State of Oklahoma .Department of Agriculture, Food, and Forestry 2800 N. Lincoln Blvd., P.O. Box 528804, Oklahoma City, OK 73152 (405) 521-3864 www.oda.state.ok.us Brad Henry :;overnor Terry L. Peach Secretary and Commissioner SEXUAL HARRASSMENT AND HARASSMENT POLICY It is the goal of the Oklahoma Department of Agriculture, Food, and Forestry (the Agency) to provide a work atmosphere free from sexual harassment and other forms of harassment including intimidation and coercion. It Is the Agency's policy to abide by federal laws, state laws and state Merit Rules of Employment, which prohibit these forms of harassment. Harassment of any kind, by or toward any individual or employee, will not be tolerated by the Agency. All employees, including management, are responsible for insuring their conduct or the conduct of others does not violate the letter or spirit of this policy and must take immediate corrective action by reporting such conduct to the Director of Administrative Services or the Human Resources Manager. ViolatorS of this policy, including false accusations, will receive counseling and/or disciplinary action as deemed appropriate up to and including termination from this Agency. Sexual harassment isa form of unlawful discrimination. based on sex. Sexual harassment includes, .but is not limited to, unwelcome sexual advances, request for sexual favors, lewd or obscene language with sexual overtones, and other verbal or physical conduct of a sexual nature. Harassment is defined as verbal or physical conduct that demeans or shows hostility or aversion toward an individual because of his/her race, color, religion, gender, national origin, age, or disability Or that of his/her relatives, friends or associates. Sexual harassment or harassing conduct includes, but is not limited to the following: Unwelcome sexual flirtation, sexual remarks, conduct, jokes, suggestions, touching, plnchinq, brushing the body; Threats, demands or suggestions that an individual's work status or any employment decisions concerning that individual would be conditional upon the acceptance of or resistance to sexual advances; Name calling, slurs, negative stereotyping, or acts which has the purpose of unreasonably interfering with an individual's work performance or creating a threatening, intimidating, hostile or offensive work environment; Display or circulation anywhere on the Agency's 'premises or property of written or graphic material that defames or shows hostility or aversion toward an individual or group or displays sexually suggestive or sexually demeaning objects or pictures; Retaliation against employees for reporting the behavior cited above or similar behavior. All complaints of harassment will be investigated and treated With confidentiality and respect regarding the personal privacy of all concemed parties. If you believe you have been the victim of sexual harassment or other forms of harassment by anyone, including managers, supervisors, co-workers, vendors, outside agents or visitors you should report it immediately to one of the following: your supervisor, Division Director, or you may directly contact Cherry Williams, the Civil Rights Consultant in the Oklahoma City office at (405) 522-5772. BOARD OF AGRICULTURE Terry bate SEX DISCRIMINATION GUIDELINES It is the policy of this agency not to discriminate against any employee or applicant on the basis of sex. The agency maintains a policy ensuring equal employment opportunities for all employees without regard to sex. Recruitment, selection, promotion, transfer and training are done on the basis of occupational qualifications. The following employment guidelines have been established: 1. Written personnel policies and practices apply to every employee regardless of sex. 2. Employees and applicants of both sexes are considered equally for all positions for which they meet the required qualifications. 3. No distinction is made between sexes regarding opportunities, wages, hours of work, benefits or other conditions of employment. 4. Married and unmarried men and women are treated equally in all conditions of employment. The agency does not deny employment to women or men with young children. 5. Appropriate and comparable physical facilities are provided for employees and applicants of both sexes. 6. Leaves of absences are treated the same for all employees regardless of sex and marital status. 7. Women and men are eligible for all training programs and other benefits offered by the agency. 8. Employees with disabilities related to pregnancy are treated in the same manner as any other employee with a disability caused by other medical conditions. 9. The same terms and conditions are applied to leaves of absences due to disabilities arising out of pregnancy as are applied to leaves of absences related to other medical conditions. AAPNarr8/24/10 4 RESPONSIBILITY FOR IMPLEMENTATION RESPONSIBILITY OF THE APPOINTING AUTHORITY The Cabinet Secretary of Agriculture, Terry L. Peach, exercises overall responsibility for equal opportunity and affirmative action within this agency. RESPONSIBILITY OF THE CIVIL RIGHTS CONSULTANT Responsibility for the development, implementation and monitoring of the affirmative action plan shall rest with Cherry Williams, Civil Rights Consultant, whose responsibilities include, but are not limited to the following: 1, Develop affirmative action programs, policy statements, plans and internal communications. 2. Assist in the identification of problem areas and effecting solutions to problems. 3. Design and implement audit and reporting systems to: A. Measure the effectiveness of the agency's program. B. Indicate remedial action needed to correct deficiencies. C. Determine the degree to which the agency's goals and objectives have been attained. 4. Serve as liaison between the agency and the various state and federal compliance agencies. 5. Serve as the agency's outreach and referral resource for minority organizations, women's organizations, organizations for disabled and older individuals; and, community action groups concerned with employment opportunities for minorities, women, disabled and older individuals. 6. Investigate cases of and draft recommendations for resolution of discrimination complaints. 7. Keep the agency's various organizational levels informed of developments in the EEO area. AAPNarr8/24/10 5 8. Ensure the proper display of EEO posters and policies and inspect the agency's various work sites to ensure that EEO information is being disseminated and prominently displayed where appropriate. 9. Monitor the agency's personnel practices to ensure that discriminatory practices do not exist. 10. Conduct career guidance counseling with employees, with special attention given to minorities, women, disabled persons and older workers to ensure they have full access to opportunities for career progression (i.e. transfers, promotions, training, etc.). RESPONSIBILITY OF THE DIVISION DIRECTORS 1. Assist in the identification of problem areas and establishment of division goals and objectives. 2. Work toward the elimination of any areas of under utilization of women and minorities in areas of identified deficiency. 3. Monitor all employment related decisions, including hiring, promotion, training, transfer, and termination, without regard to race, color, national origin, sex, age, religion, disability and eliminate any impediments to goal attainment. 4. Take appropriate disciplinary actions for violations of the EEO policy or Affirmative Action Plan. 5. Communicate regularly with staff to emphasize the agency's EEO policies, including the policy against harassment and sexual harassment of all employees. 6. Be aware of and/or involved in community action groups, service programs and local women and minority organizations. 7. Conduct periodic audits to ensure that their areas of responsibility are in compliance with: A, Required posters being properly displayed. B. Insuring that all employees regardless of race or sex are afforded a full opportunity to participate in any agency sponsored educational, training, recreational and social activities. AAPNarr8/24/10 6 RESPONSIBILITY OF THE EMPLOYEES 1, Apply all laws, rules and regulations, policies and procedures fairly and impartially to all individuals, without regard to political or religious opinion or affiliation. race, creed, gender, age, color, national origin or disability condition. 2. Exhibit an attitude of respect, courtesy and cooperation toward fellow employees and the general public. 3. Aid supervisors and managers in carrying out their responsibilities with regard to the EEO/AA program. 4. Be familiar with the affirmative action plan and make a good faith effort to complete their assigned responsibilities as identified in the plan. AAPNarr8/24/10 7 DISSEMINATION OF POLICY The following are methods, which will be used to publicize the Agency's commitment to Equal Employment Opportunity and its' Affirmative Action Program. INTERNAL DISSEMINATION The Oklahoma Department of Agriculture, Food, and Forestry, through its Civil Rights Consultant, will notify supervisory and management personnel and other employees of its Affirmative Action Program through a variety of methods: 1. The EEO and sexual harassment policy statements will be posted on the Human Resources and division bulletin boards and in the break-room. In addition to the postings, all employees will receive updated copies of the policies with their September pay warrant. The policy statements are also posted on the intra-agency time and leave computer program for viewing by agency employees. These notices will state the name of the Civil Rights Consultant, to whom questions, comments, or complaints should be directed. All required state and federal EEO notices are also posted. 2, All employees have been given the Employee Handbook, which includes nondiscrimination policies and a brief synopsis of the Affirmative Action Plan. Copies of the Plan are available for employees to review at the agency headquarters. A copy of the Plan is sent to each agency area office for prominent placement so field employees and the public may view. 3. A copy of the discrimination complaints procedure is contained in the Employee Handbook and is explained to each new employee of the Oklahoma Department of Agriculture, Food, and Forestry during employee orientation. Employees are encouraged to use the discrimination complaints procedure to resolve problems that may arise in the course of their employment. 4. Division Directors will be provided with information regarding the Affirmative Action Plan, which they in turn will present and discuss with supervisors, upon approval of the Plan. 5, Each Division Director and appropriate supervisory staff will be responsible for becoming familiar with the Plan, as it is essential to their understanding and cooperation for compliance with the fulfillment of the Plan's objectives. AAPNarr8/24/10 8 6. The Affirmative Action Program and policies of equal employment opportunity and sexual harassment are explained in employee orientation and supervisory training programs. EXTERNAL DISSEMINATION The Oklahoma Department of Agriculture, Food, and Forestry will use the following methods to externally publicize its commitment to Equal Employment Opportunity and Affirmative Action: 1. Upon approval of the Plan, copies will be forwarded to the Oklahoma State Department of Libraries by the publications officer. 2. Recruiting sources will be notified of the approved, updated Plan by the Human Resources Director and/or Civil Rights Consultant. 3. All contractors, sub-contractors and vendors with which the Agency contracts, purchases or does business with will be notified of the Policy on Equal Employment Opportunity and Affirmative Action. 4. Copies of the Agency's Affirmative Action Plan will be available, upon request, from the Affirmative Action Office located in Oklahoma City. 5. A copy of the Plan is located in the main entrance reception area of the building where the general public and external applicants enter the building. AAPNarrB/24/10 9 EEO POLICY FOR THE DISABLED AND OLDER PERSONS DISABLED PERSONS It is the policy at this Agency to provide equal employment and advancement opportunities to all qualified disabled individuals. The Rehabilitation Act of 1973. As amended, defines a "disabled individual" as any person who has a physical or mental impairment, which substantially limits one or more of such person's major life activities, has a record of such impairment, or is regarded as having such impairment. "Qualified disabled individuals" means a disabled individual who is capable of performing a particular job, with reasonable accommodation to his or her disability. The Agency will take affirmative action steps to ensure fair treatment of every individual in all aspects of employment, regardless of disability. AGE DISCRIMINATION Agency policy is to ensure persons over 40 years of age are treated equally in all aspects of employment. The Age Discrimination in Employment Act of 1967, as amended, protects persons over 40 years of age from discrimination on the basis of age in any terms or conditions of employment. The Agency will make every effort to ensure that no employee over 40 is denied equal terms or conditions of employment. AAPNarr8/24/10 10 ACTION ORIENTED PROGRAMS TRAINING, RECRUITMENT AND COMMUNITY ACTION PROGRAMS RECRUITMENT In the face of the changing labor market, recruitment planning is crucial. The active recruitment of new employees affords the best opportunity to maintain an appropriate work force balance in all job categories. Recruitment efforts of the Agency include placement of paid advertising in the newspapers and publications of area, local, university, affiliations and neighboring states notifying the public of the availability and/or opening of testing through the Office of Personnel Management in an effort to expand our applicant base. Recruitment announcements are sent to multiple State agencies for posting in conspicuous places. Recruitment announcements are also placed on the Agency web site. The recruitment assistance of current Agency employees is sought by asking employees to encourage their friends and family to apply for Agency openings via the merit system or for unclassified positions. The Agency has sought and received support and assistance in our recruitment efforts from the Hispanic Chamber of Commerce and the India/Asian organization in the Tulsa, Oklahoma area. Recruitment announcements sent to these organizations are posted and also disseminated to other branches of their organizations. The India/Asian organization forwards our recruitment announcements to their student community at the University of Tulsa and the Hispanic Chamber of Commerce places our recruitment announcements in their "job banks directory." The Agency has also established a partnership with the Urban League of Greater OKC and Langston University in which recruitment announcements are forwarded to the Workforce Development Coordinator and the Employment Manager respectively of these organizations for posting in an effort to reach a wider variety of applicants. The Agency annually participates in the Career Fair sponsored by and held on the campus of Langston University in an effort to attract minority students as Carl Albert intern's or for a career in agriculture. The Civil Rights Consultant will review the staffing patterns and turnover rates to determine vacancies and assist or provide guidance to divisions in their recruitment activities to meet agency needs. SELECTION As vacancies occur, an analysis of position descriptions will be conducted to ensure that they accurately reflect position functions and are consistent for the same position AAPNarr8/24/10 11 from one location to another. The Human Resources Office and divisions will periodically review job requirements and specifications. Special attention will be given to academic, experience, physical, and skill requirements to ensure that the requirements themselves do not constitute inadvertent discrimination and are free from bias in regard to race, color, religion, sex disability or national origin. Vacancy announcements will be posted and distributed to all recruiting sources and members of management will be involved in the recruiting, screening, selection and promotion processes. Selection process will be evaluated to ensure that they are nondiscriminatory. All personnel involved in the selection process will be provided with an "Interviewing Procedures and Guidelines" handbook and will also receive necessary ongoing training to ensure the selection processes remain nondiscriminatory. TRAINING The Office of Personnel Management's Human Resource Development Division courses are used to prepare employees for advancement to supervisory positions. In-house training is also available provided by the agency Training Specialist. Additionally, employees are provided on-the-job-training (OJT) in their respective divisions. For example: Meat Inspection has an entry-level training program. Each employee interested in advancement to senior level is afforded the opportunity to progress to Meat Processing Training. Animal Health Livestock Inspection also has an entry-level training program. The Forestry Division's training program is designed to prepare all interested employees for advancement opportunities in the Forest Ranger and Forester classes. This has been approved by OPM and can help those employees who do not have an Associate Degree in Forestry to cross over the threshold to higher level positions. On a department level, Directors, Managers, and Supervisors are becoming more aware and active in Affirmative Action Planning and providing a bias free work environment. Emphasis is stressed and affirmative action planning is reinforced by the Cabinet Secretary of Agriculture during weekly meetings with agency Directors. The Department now has a full-time Training Specialist who will work with the Civil Rights consultant to provide training to agency personnel in affirmative action planning. SUPPORT OF COMMUNITY ACTION PROGRAMS The Agency supports local community service programs designed to improve the employment of minorities and women. Management is encouraged to serve on community relation boards and similar organizations. The agency is committed to assist secondary schools and colleges upon request and where feasible, in programs designed to enable minority and women graduates to better compete for employment. AAPNarr8/24/10 12 ODAFF has sponsored or been involved with the following programs: Ag in the Classroom; designed to introduce agriculture to secondary school age children statewide. Programs target inner city schools with diverse ethnic backgrounds. Cultural Diversity; ODAFF has an ongoing active Cultural Diversity committee. Diversity programs designed to educate agency employees, managers and supervisors are presented throughout the year. It is the mission of this committee to create a better understanding of and sensitivity to various ethic, gender and minority cultures. Retired Educators for Youth in Agricultural Programs; ODAFF has an eleven year relationship with REYAP. Every year the agency assists with the coordination of a recognition luncheon honoring Black Educators in Agriculture. This relationship works through the agency's Market Development Division's liaison. This agency also maintains an ongoing relationship with the following organizations: • Future Farmers of America • Langston University • Oklahoma Alliance for Affirmative Action • Oklahoma State University • AARP Senior Employment Service • Oklahoma State Work Incentive Program • Oklahoma Black Historical Research Project, Inc. • Retired Educators for Youth in Agriculture Program • Women in Agriculture • Oklahoma 4-H Clubs AAPNarr8/24/10 13 EVALUATION OF FY - 2010 EFFORTS OFFICIALS AND MANAGERS: It was anticipated that one vacancy would occur in this category and that vacancy did occur. Our goal was to have one position filled by an Asian/Pacific Islander female. This goal eluded us this year. We did fill a vacancy in this category with one White female. We will continue to pursue and identify qualified women and minorities in this job group for future recruitment efforts as vacancies occur and turnover allows. PROFESSIONALS: The goal to hire two minority employees and one female employee for fiscal year 2010 was partially met with the hiring of four White females. TECHNICIANS: The goal to hire four minorities and one female was not achieved. Minority hires in this category eluded our expectations. The goal to hire one female was met with the hiring of one White female. Recruitment efforts have been expanded statewide to contact, identify and attract qualified Black, Asian American, Hispanic, American Indian and female applicants in this job group. PROTECTIVE SERVICES: The goal, if an opportunity occurred, was to hire one Black, one Hispanic and one female in fiscal year 2010. The agency was not able to place any minorities in this category in FY 2010. Efforts will continue to promote employment in this category and to identify qualified women and minorities for this job group. The duties of personnel in this job group consists mainly of firefighting, law enforcement and wildlife management activities (all somewhat hazardous positions); therefore, progress toward full utilization of minorities and women in this area will continue to take a number of years given the low number of qualified minority and female candidates in this non-traditional job classification. PARA PROFESSIONALS This group is not underutilized and no goal was set. AAPNarr8/24/10 14 ADMINISTRATIVE SUPPORT Although this job group is not underutilized we did set a goal to hire one Black, one American Indian and two females. The agency hired one Black female in FY 2010 and two White females. SKILLED CRAFT: This job group is not underutilized; however, we did set a goal to hire one American Indian. No opportunity presented itself to fulfill this goal during FY 2010. SERVICE/MAINTENANCE: The goal of the agency was to hire one Black in this job group. The agency was not able to recruit and/or fill any positions in this job group with members of the Black ethnic group. AAPNarr8/24/10 15 GOOD FAITH EFFORTS The Department of Agriculture, Food, and Forestry will continue our relationship with Oklahoma State University, Langston University and the Urban League of Greater OKC to attract minority and female applicants. The Department of Agriculture, Food, and Forestry places students in the appropriate divisions during the summer and school breaks. The creation of flexible work schedules has permitted college students to continue to work part-time throughout the school year. In addition, we are participating in minority job fairs and promoting the Department. We plan to continue to attend college job fairs this year. During this reporting period we have made a continuous effort to communicate with minority organizations and community leaders with our recruitment programs. Recruitment efforts also include placement of paid advertising in small town newspapers in eastern Oklahoma, the Oklahoma City area and bordering states to inform the public of job openings and to encourage testing for employment consideration. Unclassified positions have also been advertised in applicable local newspapers. Ads have been placed in The Oklahoman (published daily by the OPUBCO Communications Group) to recruit applicants. This same advertisement also appeared online at www.jobsok.com for two weeks as well as in the Buyers Edge and the Jobsok Extra. The Buyers Edge is a free publication that gets mailed out each week to non-subscribers of The Oklahoman. The Jobsok Extra is a free publication placed in racks throughout the metro area. Recruitment notices have also been placed with Job Dig at Oklahoma State University and the Oklahoma State University Entomology Department, the Oklahoma Agriculture Retailers Association and the United States EPA Dallas. Additional mechanisms used to advertise positions and recruit applicants included three national publications which all specialize in a broad range of forestry, environmental and natural science fields which reach the regional, national and international candidates. These national publications included: The Society of American Foresters - The Source (placement of recruitment announcements), Environmental Career Opportunities (www.ecojobs.com) and The Job Seeker (www.thejobseeker.net). SAF and Environmental Career Opportunities are strictly for posting recruitment announcements which had to be paid for by the agency. The Job Seeker was free to the agency; however, individuals seeking employment had to pay to subscribe. Verbal and written communication was relayed to the Appointing Authority of the Department of Agriculture, Food and Forestry informing him of the suggestion from Representative Mike Shelton and Representative Jabar Shumate that these "on campus" efforts be expanded to other colleges and universities with agriculture programs to reach students other that may not have the same common foregrounds and backgrounds. Rep. Shelton and Rep. Shumate offered to assist if the agency sought to present these events at other colleges/universities. Rep. Shumate stated that, if needed, he and Rep. Shelton would see if they could find and provide financial assistance or if assistance can be provided by other means to let them know. This offer of assistance was also relayed to the Appointing Authority. The objective remains to attract members of protected groups to apply for all job positions within the Department of Agriculture, Food, and Forestry. AAPNarrB/24/10 16 The Office of Personnel Management OK Careers on-line application process continues to provide a significant increase in the amount of exposure to potential applicants across the nation and we are receiving an increased number of inquiries from prospects who are willing to relocate. The current economic status is also providing a plethora of employment prospects with educational backgrounds and experience that far surpass the requirements for some of our positions. We have witnessed a considerable increase in the number of out of state applicants interested in many of our "non-traditional" positions. We are also experiencing a dramatic increase in the number of confirmatory responses we receive when notices are sent to applicants to schedule interviews. We have revised our agency interview procedures to allow telephone interviews in an effort to be more accessible to those applicants across the nation that may not be financially able to afford to travel to Oklahoma for the initial interview and a possible second interview. It is our mission to continue to expand our recruitment efforts into minority communities. We will continue to work with the Retired Educators for Youth in Agricultural Programs. This is a minority organization dedicated to agricultural education in the minority community. The Agency, the Cultural Diversity Committee and the Black Heritage Committee have sponsored the Lifetime Service to Agricultural Awards. We will be celebrating our twenty-first annual Black Awareness Celebration in February, 2011. The Department's Cultural Awareness Committee continues to highlight each major ethnic group's contribution to America's society. The main focus is to educate and to encourage communication, respect and understanding between groups. In addition, our Cultural Diversity committee is continuing to study and prepare recommendations for improvement with our recruiting process. This committee is comprised of at least one representative from each of the categories and from each agency division. The Civil Rights Consultant has been and will continue interaction with female and minority organizations, networking opportunities with the Alliance for Affirmative Action and the American Association for Affirmative Action. In response to telephone inquiries and/or visits in person, all applicants were informed of recruitment procedures through OPM. All disabled individuals were referred to OPM to obtain certification under Title 74, Section 840-2.12 if they had not already done so. House Bill 1340 applications are processed and applicants are interviewed and considered when recruitment efforts match applicant's designated areas of qualifications review. Forestry Services is a partner with the USDA Forest Service, Bureau of Indian Affairs and several Tribal Governments in a program to train and organize Native American firefighting crews. Some of these firefighters are placed on assignment with ODAFF firefighter units. This cooperative effort provides ODAFF Forestry Services with a pool of qualified firefighters for future openings in the Protective Services job group. AAPNarr8/24/10 17 Efforts to attract Asian Americans for employment with the Agency have been expanded with the cooperation of the India/Asian organization. We will continue to pursue other avenues for recruitment in the Asian American community. Information provided by the Governor's Council for Asian Affairs stated that Asian Americans are more interested in small businesses, being engineers and/or domestic service type positions rather than involvement in agriculture. This revelation has proven true within this Agency witnessed by the hiring of Asian Americans in the Professional group of this Agency. Recruitment efforts in the Hispanic American community will continue to expand as contacts and cooperative efforts are established with individuals, organizations and support groups. Efforts to attract and recruit Hispanics for employment with the Agency have also been expanded. The Agency continues to be committed to utilize the Work Incentive Program under 74 O.S. 840.5-16. Several of our employees from this program have successfully completed the two year training period and have been promoted to higher level positions. AAPNarr8/24/10 18
Object Description
Description
Title | Affirmative action plan 2010 pt1 |
OkDocs Class# | A1100.3 A256 2009/10 |
Digital Format | PDF, Adobe Reader required |
ODL electronic copy | Deposited by agency in print; scanned by Oklahoma Department of Libraries 7/2011 |
Rights and Permissions | This Oklahoma state government publication is provided for educational purposes under U.S. copyright law. Other usage requires permission of copyright holders. |
Language | English |
Full text | Oscar B. Jackson, Jr., Administrator and Secretary of Human Resources and Art~inistration Mary Fallin Governor )0. 3 A256 2009/10 c.1 STATE OF OKLAHOMA OFFICE OF PERSONNEL MANAGEMENT "Working for Oklahoma" February 23, 2011 I"-..) CJ 9 ::x:m c·7\) .......• :r'-:-i rn PO co Z""TJ N :;up s: fT1 CJ (/) :;u 0- U :C;uOC oF, or fT12 w Ul:;:o CO fT1 James Reese Secretary of Agriculture Commissioner of the Department of Agriculture, Food and Forestry 2800 North Lincoln Boulevard Oklahoma City, OK 73105 Dear Secretary Reese: Based on the review and recommendation of the OPM Office of Equal Opportunity and Workforce Diversity (EOWD) and the Affirmative Action Review Council, I have approved your agency's FY-2011 Affirmative Action Plan. This action is taken in accordance with the provisions of Title 74 O.S., Section 840-2.1 and Merit Rule 530:10-3-36. As an agency under the Merit System of Personnel Administration, I hope that you will continue to take advantage of the resources offered by our agency to assist you in achieving your stated goals and objectives. In particular, I hope that you will consult with Brenda C. Thornton, Director of EOWD, on technical issues relating to the implementation and administration of your plan. Ms. Thornton can be reached at (405) 521-3082 or brenda.thornton@opm.ok.gov. You may also wish to seek the assistance of Herman Johnson, Targeted Minority Recruitment Coordinator, in identifying individual applicants or new recruitment sources for targeted groups. Mr. Johnson can be reached at (405) 522-0663 or herman.johnson@opm.ok.gov. I commend you and your staff on the development of your FY-2011 Affirmative Action Plan. I also wish you success in accomplishing your equal employment opportunity and affirmative action goals and objectives. Please let me know if I may be of further assistance. Oscar B. Jackson, Jr., I MA-CP Administrator and Cabinet Secretary of Human Resources and Administration cc: Cherry Williams "We serve the people of Oklahoma by delivering reliable and innovative human resource services to our partner agencies to achieve their missions." 2101 North Lincoln Boulevard • Oklahoma City, OK 73105-4904 • (405) 521-2177 • Fax (405) 524-6942 • www.opm.ok.gov OKLAHOMA DEPARTMENT OF AGRICULTURE, FOOD, AND FORESTRY FY-10 AFFIRMATIVE ACTION PLAN AS SUBMITTED BY CHERRY M. WILLIAMS CIVIL RIGHTS CONSULTANT TO TERRY PEACH, SECRETARY OF AGRICULTURE THE OKLAHOMA STATE BOARD OF AGRICULTURE THE OKLAHOMA OFFICE OF PERSONNEL MANAGEMENT OKLAHOMA DEPARTMENT OF AGRICULTURE, FOOD, AND FORESTRY AFFIRMATIVE ACTION PLAN FISCAL YEAR 2010 TABLE OF CONTENTS Introduction and Compliance Statement 1 Part One - Narrative Portion EEO/AA Policy Statement 2 Sexual Harassment Policy Statement 3 Sexual Discrimination Guidelines .4 Responsibility for Implementation 5 Responsibility of Division Directors 6 Responsibility of Employees 7 Dissemination of Policy 8 EEO Policy for the Disabled and Older Persons 10 Action Oriented Programs (Training and Recruitment) 11 Evaluation of FY 10 Efforts 14 Evaluation of Previous Efforts (3 year period) 19 Identification of Problem Areas 20 Internal Auditing and Reporting 21 Part Two - The Statistical Portion Job Group Analysis 23 Availability Analysis 34 Utilization Analysis 43 Department of Agriculture FY-10 Goals .45 Present Staffing Report 47 Personnel Transactions Report 49 Part Three - References and Definitions EEO Job Categories 51 Glossary of EEO Terms and Concepts 52 EEO/AA Laws 58 INTRODUCTION This document contains the Affirmative Action Plan for the Oklahoma Department of Agriculture, Food, and Forestry for the Fiscal Year 2010, as submitted to the Oklahoma Office of Personnel Management. The effective period of this plan is July 1, 2009 through June 30, 2010. The employment data contained herein reflects the work force as of June 30,2010. In accordance with Merit Rule 530:10-3-33, Affirmative Action Plans, the Oklahoma Department of Agriculture, Food, and Forestry sets forth in the following pages an Affirmative Action Plan for Division Directors and departmental supervisors to follow on carrying out the Affirmative Action Program. In addition, Merit Rule 530:10-3-34 requires that each state agency maintain data reflecting the composition of its workforce for race or ethnic group and gender for the purpose of developing affirmative action objectives and to comply with the State of Oklahoma and Federal reporting requirements. This plan will be upgraded annually (or as needed), and submitted each year to the Office of Personnel Management for review on or before the first day of September. AAPNarr8/24/10 / State of Oklahoma Department of Agriculture, Food, and Forestry 2800 N. Lincoln Blvd., P.O. Box 528804, Oklahoma City, OK 73152 (405) 521-3864 www.oda.state.ok.us lradHenry :;'overnor Terry L. Peach Secretary and Commissioner EQUAL EMPLOYMENT OPPORTUNITY ANDAFFIRMATIVE ACTION POLICY TO: ALL EMPLOYEES OF THE DEPARMENT OF AGRICULTURE, FOOD, AND FORESTRY It is the policy and legal obligation of the Department of Agriculture, Food, and Forestry (the Agency) to comply with all applicable laws pertaining to equal employment opportunity. The Agency therefore has made a commitment to equal opportunity by establishing an Affirmative Action Plan as the means to achieving this commitment. Consistent with federal and state laws and guidelines established for equal opportunity and affirmative action,l affirm my continuing policy' to provide equal employment and advancement opportunities in all job classifications of this agency without regard to political or religious affiliations or opinions, race, creed, gender, age, color, national origin, or disability, so long as the disability does not render the employee unable to do the work for which they are employed. Affirmative Action should be viewed as a planned, cooperative ·effort developed to eliminate barriers and correct deficiencies in .providing equal opportunity at all levels. The principles of equal employment opportunity apply to all employment practices and personnel actions throughout the agency including, but not limited to, recruiting, hiring, training, promotions; demotions, separations, transfers, layoffs (RIF), recall, compensation, benefits, any and all terms and conditions of employment and agency sponsored social and recreational activities. Cherry M. Williams, located in the Oklahoma .City office, is assigned to serve as the Civil Rights Consultant for this Agency. Ms. Williams is responsible for compliance with state and federal equal employment laws and for implementing the Affirmative Action Plan, including equal. employment practices, monitoring and evaluating our progress and reporting results to me. She is available to any employee having questions or needing assistance in regards to Affirmative Action or equal employment opportunity in this Agency. Employees who believe they have not been treated in accordance with this policy are encouraged to contact Ms. Williams at (405) 522-5772. Interested parties may review the plan by contacting the Affirmative Action Office located in the Human Resources Section Office. The continued success of Affirmative Action requires the total commitment and maximum cooperation from every employee throughout this Agency. Equal employment opportunity is not only the law; it is the policy of the Agency. My personal commitment to this policy is complete. I expect each and every employee to perform his/her duties and responsibilities in a manner that will demonstrate this Agency's firm commitment in this most important area. Your cooperation is expected to enable the Agency to achieve this goal. I am personally committed to this policy and accept overall responsibility for equal employment and affirmative action within this agency. BOARD OF AGRICULTURE Da~ . State of Oklahoma .Department of Agriculture, Food, and Forestry 2800 N. Lincoln Blvd., P.O. Box 528804, Oklahoma City, OK 73152 (405) 521-3864 www.oda.state.ok.us Brad Henry :;overnor Terry L. Peach Secretary and Commissioner SEXUAL HARRASSMENT AND HARASSMENT POLICY It is the goal of the Oklahoma Department of Agriculture, Food, and Forestry (the Agency) to provide a work atmosphere free from sexual harassment and other forms of harassment including intimidation and coercion. It Is the Agency's policy to abide by federal laws, state laws and state Merit Rules of Employment, which prohibit these forms of harassment. Harassment of any kind, by or toward any individual or employee, will not be tolerated by the Agency. All employees, including management, are responsible for insuring their conduct or the conduct of others does not violate the letter or spirit of this policy and must take immediate corrective action by reporting such conduct to the Director of Administrative Services or the Human Resources Manager. ViolatorS of this policy, including false accusations, will receive counseling and/or disciplinary action as deemed appropriate up to and including termination from this Agency. Sexual harassment isa form of unlawful discrimination. based on sex. Sexual harassment includes, .but is not limited to, unwelcome sexual advances, request for sexual favors, lewd or obscene language with sexual overtones, and other verbal or physical conduct of a sexual nature. Harassment is defined as verbal or physical conduct that demeans or shows hostility or aversion toward an individual because of his/her race, color, religion, gender, national origin, age, or disability Or that of his/her relatives, friends or associates. Sexual harassment or harassing conduct includes, but is not limited to the following: Unwelcome sexual flirtation, sexual remarks, conduct, jokes, suggestions, touching, plnchinq, brushing the body; Threats, demands or suggestions that an individual's work status or any employment decisions concerning that individual would be conditional upon the acceptance of or resistance to sexual advances; Name calling, slurs, negative stereotyping, or acts which has the purpose of unreasonably interfering with an individual's work performance or creating a threatening, intimidating, hostile or offensive work environment; Display or circulation anywhere on the Agency's 'premises or property of written or graphic material that defames or shows hostility or aversion toward an individual or group or displays sexually suggestive or sexually demeaning objects or pictures; Retaliation against employees for reporting the behavior cited above or similar behavior. All complaints of harassment will be investigated and treated With confidentiality and respect regarding the personal privacy of all concemed parties. If you believe you have been the victim of sexual harassment or other forms of harassment by anyone, including managers, supervisors, co-workers, vendors, outside agents or visitors you should report it immediately to one of the following: your supervisor, Division Director, or you may directly contact Cherry Williams, the Civil Rights Consultant in the Oklahoma City office at (405) 522-5772. BOARD OF AGRICULTURE Terry bate SEX DISCRIMINATION GUIDELINES It is the policy of this agency not to discriminate against any employee or applicant on the basis of sex. The agency maintains a policy ensuring equal employment opportunities for all employees without regard to sex. Recruitment, selection, promotion, transfer and training are done on the basis of occupational qualifications. The following employment guidelines have been established: 1. Written personnel policies and practices apply to every employee regardless of sex. 2. Employees and applicants of both sexes are considered equally for all positions for which they meet the required qualifications. 3. No distinction is made between sexes regarding opportunities, wages, hours of work, benefits or other conditions of employment. 4. Married and unmarried men and women are treated equally in all conditions of employment. The agency does not deny employment to women or men with young children. 5. Appropriate and comparable physical facilities are provided for employees and applicants of both sexes. 6. Leaves of absences are treated the same for all employees regardless of sex and marital status. 7. Women and men are eligible for all training programs and other benefits offered by the agency. 8. Employees with disabilities related to pregnancy are treated in the same manner as any other employee with a disability caused by other medical conditions. 9. The same terms and conditions are applied to leaves of absences due to disabilities arising out of pregnancy as are applied to leaves of absences related to other medical conditions. AAPNarr8/24/10 4 RESPONSIBILITY FOR IMPLEMENTATION RESPONSIBILITY OF THE APPOINTING AUTHORITY The Cabinet Secretary of Agriculture, Terry L. Peach, exercises overall responsibility for equal opportunity and affirmative action within this agency. RESPONSIBILITY OF THE CIVIL RIGHTS CONSULTANT Responsibility for the development, implementation and monitoring of the affirmative action plan shall rest with Cherry Williams, Civil Rights Consultant, whose responsibilities include, but are not limited to the following: 1, Develop affirmative action programs, policy statements, plans and internal communications. 2. Assist in the identification of problem areas and effecting solutions to problems. 3. Design and implement audit and reporting systems to: A. Measure the effectiveness of the agency's program. B. Indicate remedial action needed to correct deficiencies. C. Determine the degree to which the agency's goals and objectives have been attained. 4. Serve as liaison between the agency and the various state and federal compliance agencies. 5. Serve as the agency's outreach and referral resource for minority organizations, women's organizations, organizations for disabled and older individuals; and, community action groups concerned with employment opportunities for minorities, women, disabled and older individuals. 6. Investigate cases of and draft recommendations for resolution of discrimination complaints. 7. Keep the agency's various organizational levels informed of developments in the EEO area. AAPNarr8/24/10 5 8. Ensure the proper display of EEO posters and policies and inspect the agency's various work sites to ensure that EEO information is being disseminated and prominently displayed where appropriate. 9. Monitor the agency's personnel practices to ensure that discriminatory practices do not exist. 10. Conduct career guidance counseling with employees, with special attention given to minorities, women, disabled persons and older workers to ensure they have full access to opportunities for career progression (i.e. transfers, promotions, training, etc.). RESPONSIBILITY OF THE DIVISION DIRECTORS 1. Assist in the identification of problem areas and establishment of division goals and objectives. 2. Work toward the elimination of any areas of under utilization of women and minorities in areas of identified deficiency. 3. Monitor all employment related decisions, including hiring, promotion, training, transfer, and termination, without regard to race, color, national origin, sex, age, religion, disability and eliminate any impediments to goal attainment. 4. Take appropriate disciplinary actions for violations of the EEO policy or Affirmative Action Plan. 5. Communicate regularly with staff to emphasize the agency's EEO policies, including the policy against harassment and sexual harassment of all employees. 6. Be aware of and/or involved in community action groups, service programs and local women and minority organizations. 7. Conduct periodic audits to ensure that their areas of responsibility are in compliance with: A, Required posters being properly displayed. B. Insuring that all employees regardless of race or sex are afforded a full opportunity to participate in any agency sponsored educational, training, recreational and social activities. AAPNarr8/24/10 6 RESPONSIBILITY OF THE EMPLOYEES 1, Apply all laws, rules and regulations, policies and procedures fairly and impartially to all individuals, without regard to political or religious opinion or affiliation. race, creed, gender, age, color, national origin or disability condition. 2. Exhibit an attitude of respect, courtesy and cooperation toward fellow employees and the general public. 3. Aid supervisors and managers in carrying out their responsibilities with regard to the EEO/AA program. 4. Be familiar with the affirmative action plan and make a good faith effort to complete their assigned responsibilities as identified in the plan. AAPNarr8/24/10 7 DISSEMINATION OF POLICY The following are methods, which will be used to publicize the Agency's commitment to Equal Employment Opportunity and its' Affirmative Action Program. INTERNAL DISSEMINATION The Oklahoma Department of Agriculture, Food, and Forestry, through its Civil Rights Consultant, will notify supervisory and management personnel and other employees of its Affirmative Action Program through a variety of methods: 1. The EEO and sexual harassment policy statements will be posted on the Human Resources and division bulletin boards and in the break-room. In addition to the postings, all employees will receive updated copies of the policies with their September pay warrant. The policy statements are also posted on the intra-agency time and leave computer program for viewing by agency employees. These notices will state the name of the Civil Rights Consultant, to whom questions, comments, or complaints should be directed. All required state and federal EEO notices are also posted. 2, All employees have been given the Employee Handbook, which includes nondiscrimination policies and a brief synopsis of the Affirmative Action Plan. Copies of the Plan are available for employees to review at the agency headquarters. A copy of the Plan is sent to each agency area office for prominent placement so field employees and the public may view. 3. A copy of the discrimination complaints procedure is contained in the Employee Handbook and is explained to each new employee of the Oklahoma Department of Agriculture, Food, and Forestry during employee orientation. Employees are encouraged to use the discrimination complaints procedure to resolve problems that may arise in the course of their employment. 4. Division Directors will be provided with information regarding the Affirmative Action Plan, which they in turn will present and discuss with supervisors, upon approval of the Plan. 5, Each Division Director and appropriate supervisory staff will be responsible for becoming familiar with the Plan, as it is essential to their understanding and cooperation for compliance with the fulfillment of the Plan's objectives. AAPNarr8/24/10 8 6. The Affirmative Action Program and policies of equal employment opportunity and sexual harassment are explained in employee orientation and supervisory training programs. EXTERNAL DISSEMINATION The Oklahoma Department of Agriculture, Food, and Forestry will use the following methods to externally publicize its commitment to Equal Employment Opportunity and Affirmative Action: 1. Upon approval of the Plan, copies will be forwarded to the Oklahoma State Department of Libraries by the publications officer. 2. Recruiting sources will be notified of the approved, updated Plan by the Human Resources Director and/or Civil Rights Consultant. 3. All contractors, sub-contractors and vendors with which the Agency contracts, purchases or does business with will be notified of the Policy on Equal Employment Opportunity and Affirmative Action. 4. Copies of the Agency's Affirmative Action Plan will be available, upon request, from the Affirmative Action Office located in Oklahoma City. 5. A copy of the Plan is located in the main entrance reception area of the building where the general public and external applicants enter the building. AAPNarrB/24/10 9 EEO POLICY FOR THE DISABLED AND OLDER PERSONS DISABLED PERSONS It is the policy at this Agency to provide equal employment and advancement opportunities to all qualified disabled individuals. The Rehabilitation Act of 1973. As amended, defines a "disabled individual" as any person who has a physical or mental impairment, which substantially limits one or more of such person's major life activities, has a record of such impairment, or is regarded as having such impairment. "Qualified disabled individuals" means a disabled individual who is capable of performing a particular job, with reasonable accommodation to his or her disability. The Agency will take affirmative action steps to ensure fair treatment of every individual in all aspects of employment, regardless of disability. AGE DISCRIMINATION Agency policy is to ensure persons over 40 years of age are treated equally in all aspects of employment. The Age Discrimination in Employment Act of 1967, as amended, protects persons over 40 years of age from discrimination on the basis of age in any terms or conditions of employment. The Agency will make every effort to ensure that no employee over 40 is denied equal terms or conditions of employment. AAPNarr8/24/10 10 ACTION ORIENTED PROGRAMS TRAINING, RECRUITMENT AND COMMUNITY ACTION PROGRAMS RECRUITMENT In the face of the changing labor market, recruitment planning is crucial. The active recruitment of new employees affords the best opportunity to maintain an appropriate work force balance in all job categories. Recruitment efforts of the Agency include placement of paid advertising in the newspapers and publications of area, local, university, affiliations and neighboring states notifying the public of the availability and/or opening of testing through the Office of Personnel Management in an effort to expand our applicant base. Recruitment announcements are sent to multiple State agencies for posting in conspicuous places. Recruitment announcements are also placed on the Agency web site. The recruitment assistance of current Agency employees is sought by asking employees to encourage their friends and family to apply for Agency openings via the merit system or for unclassified positions. The Agency has sought and received support and assistance in our recruitment efforts from the Hispanic Chamber of Commerce and the India/Asian organization in the Tulsa, Oklahoma area. Recruitment announcements sent to these organizations are posted and also disseminated to other branches of their organizations. The India/Asian organization forwards our recruitment announcements to their student community at the University of Tulsa and the Hispanic Chamber of Commerce places our recruitment announcements in their "job banks directory." The Agency has also established a partnership with the Urban League of Greater OKC and Langston University in which recruitment announcements are forwarded to the Workforce Development Coordinator and the Employment Manager respectively of these organizations for posting in an effort to reach a wider variety of applicants. The Agency annually participates in the Career Fair sponsored by and held on the campus of Langston University in an effort to attract minority students as Carl Albert intern's or for a career in agriculture. The Civil Rights Consultant will review the staffing patterns and turnover rates to determine vacancies and assist or provide guidance to divisions in their recruitment activities to meet agency needs. SELECTION As vacancies occur, an analysis of position descriptions will be conducted to ensure that they accurately reflect position functions and are consistent for the same position AAPNarr8/24/10 11 from one location to another. The Human Resources Office and divisions will periodically review job requirements and specifications. Special attention will be given to academic, experience, physical, and skill requirements to ensure that the requirements themselves do not constitute inadvertent discrimination and are free from bias in regard to race, color, religion, sex disability or national origin. Vacancy announcements will be posted and distributed to all recruiting sources and members of management will be involved in the recruiting, screening, selection and promotion processes. Selection process will be evaluated to ensure that they are nondiscriminatory. All personnel involved in the selection process will be provided with an "Interviewing Procedures and Guidelines" handbook and will also receive necessary ongoing training to ensure the selection processes remain nondiscriminatory. TRAINING The Office of Personnel Management's Human Resource Development Division courses are used to prepare employees for advancement to supervisory positions. In-house training is also available provided by the agency Training Specialist. Additionally, employees are provided on-the-job-training (OJT) in their respective divisions. For example: Meat Inspection has an entry-level training program. Each employee interested in advancement to senior level is afforded the opportunity to progress to Meat Processing Training. Animal Health Livestock Inspection also has an entry-level training program. The Forestry Division's training program is designed to prepare all interested employees for advancement opportunities in the Forest Ranger and Forester classes. This has been approved by OPM and can help those employees who do not have an Associate Degree in Forestry to cross over the threshold to higher level positions. On a department level, Directors, Managers, and Supervisors are becoming more aware and active in Affirmative Action Planning and providing a bias free work environment. Emphasis is stressed and affirmative action planning is reinforced by the Cabinet Secretary of Agriculture during weekly meetings with agency Directors. The Department now has a full-time Training Specialist who will work with the Civil Rights consultant to provide training to agency personnel in affirmative action planning. SUPPORT OF COMMUNITY ACTION PROGRAMS The Agency supports local community service programs designed to improve the employment of minorities and women. Management is encouraged to serve on community relation boards and similar organizations. The agency is committed to assist secondary schools and colleges upon request and where feasible, in programs designed to enable minority and women graduates to better compete for employment. AAPNarr8/24/10 12 ODAFF has sponsored or been involved with the following programs: Ag in the Classroom; designed to introduce agriculture to secondary school age children statewide. Programs target inner city schools with diverse ethnic backgrounds. Cultural Diversity; ODAFF has an ongoing active Cultural Diversity committee. Diversity programs designed to educate agency employees, managers and supervisors are presented throughout the year. It is the mission of this committee to create a better understanding of and sensitivity to various ethic, gender and minority cultures. Retired Educators for Youth in Agricultural Programs; ODAFF has an eleven year relationship with REYAP. Every year the agency assists with the coordination of a recognition luncheon honoring Black Educators in Agriculture. This relationship works through the agency's Market Development Division's liaison. This agency also maintains an ongoing relationship with the following organizations: • Future Farmers of America • Langston University • Oklahoma Alliance for Affirmative Action • Oklahoma State University • AARP Senior Employment Service • Oklahoma State Work Incentive Program • Oklahoma Black Historical Research Project, Inc. • Retired Educators for Youth in Agriculture Program • Women in Agriculture • Oklahoma 4-H Clubs AAPNarr8/24/10 13 EVALUATION OF FY - 2010 EFFORTS OFFICIALS AND MANAGERS: It was anticipated that one vacancy would occur in this category and that vacancy did occur. Our goal was to have one position filled by an Asian/Pacific Islander female. This goal eluded us this year. We did fill a vacancy in this category with one White female. We will continue to pursue and identify qualified women and minorities in this job group for future recruitment efforts as vacancies occur and turnover allows. PROFESSIONALS: The goal to hire two minority employees and one female employee for fiscal year 2010 was partially met with the hiring of four White females. TECHNICIANS: The goal to hire four minorities and one female was not achieved. Minority hires in this category eluded our expectations. The goal to hire one female was met with the hiring of one White female. Recruitment efforts have been expanded statewide to contact, identify and attract qualified Black, Asian American, Hispanic, American Indian and female applicants in this job group. PROTECTIVE SERVICES: The goal, if an opportunity occurred, was to hire one Black, one Hispanic and one female in fiscal year 2010. The agency was not able to place any minorities in this category in FY 2010. Efforts will continue to promote employment in this category and to identify qualified women and minorities for this job group. The duties of personnel in this job group consists mainly of firefighting, law enforcement and wildlife management activities (all somewhat hazardous positions); therefore, progress toward full utilization of minorities and women in this area will continue to take a number of years given the low number of qualified minority and female candidates in this non-traditional job classification. PARA PROFESSIONALS This group is not underutilized and no goal was set. AAPNarr8/24/10 14 ADMINISTRATIVE SUPPORT Although this job group is not underutilized we did set a goal to hire one Black, one American Indian and two females. The agency hired one Black female in FY 2010 and two White females. SKILLED CRAFT: This job group is not underutilized; however, we did set a goal to hire one American Indian. No opportunity presented itself to fulfill this goal during FY 2010. SERVICE/MAINTENANCE: The goal of the agency was to hire one Black in this job group. The agency was not able to recruit and/or fill any positions in this job group with members of the Black ethnic group. AAPNarr8/24/10 15 GOOD FAITH EFFORTS The Department of Agriculture, Food, and Forestry will continue our relationship with Oklahoma State University, Langston University and the Urban League of Greater OKC to attract minority and female applicants. The Department of Agriculture, Food, and Forestry places students in the appropriate divisions during the summer and school breaks. The creation of flexible work schedules has permitted college students to continue to work part-time throughout the school year. In addition, we are participating in minority job fairs and promoting the Department. We plan to continue to attend college job fairs this year. During this reporting period we have made a continuous effort to communicate with minority organizations and community leaders with our recruitment programs. Recruitment efforts also include placement of paid advertising in small town newspapers in eastern Oklahoma, the Oklahoma City area and bordering states to inform the public of job openings and to encourage testing for employment consideration. Unclassified positions have also been advertised in applicable local newspapers. Ads have been placed in The Oklahoman (published daily by the OPUBCO Communications Group) to recruit applicants. This same advertisement also appeared online at www.jobsok.com for two weeks as well as in the Buyers Edge and the Jobsok Extra. The Buyers Edge is a free publication that gets mailed out each week to non-subscribers of The Oklahoman. The Jobsok Extra is a free publication placed in racks throughout the metro area. Recruitment notices have also been placed with Job Dig at Oklahoma State University and the Oklahoma State University Entomology Department, the Oklahoma Agriculture Retailers Association and the United States EPA Dallas. Additional mechanisms used to advertise positions and recruit applicants included three national publications which all specialize in a broad range of forestry, environmental and natural science fields which reach the regional, national and international candidates. These national publications included: The Society of American Foresters - The Source (placement of recruitment announcements), Environmental Career Opportunities (www.ecojobs.com) and The Job Seeker (www.thejobseeker.net). SAF and Environmental Career Opportunities are strictly for posting recruitment announcements which had to be paid for by the agency. The Job Seeker was free to the agency; however, individuals seeking employment had to pay to subscribe. Verbal and written communication was relayed to the Appointing Authority of the Department of Agriculture, Food and Forestry informing him of the suggestion from Representative Mike Shelton and Representative Jabar Shumate that these "on campus" efforts be expanded to other colleges and universities with agriculture programs to reach students other that may not have the same common foregrounds and backgrounds. Rep. Shelton and Rep. Shumate offered to assist if the agency sought to present these events at other colleges/universities. Rep. Shumate stated that, if needed, he and Rep. Shelton would see if they could find and provide financial assistance or if assistance can be provided by other means to let them know. This offer of assistance was also relayed to the Appointing Authority. The objective remains to attract members of protected groups to apply for all job positions within the Department of Agriculture, Food, and Forestry. AAPNarrB/24/10 16 The Office of Personnel Management OK Careers on-line application process continues to provide a significant increase in the amount of exposure to potential applicants across the nation and we are receiving an increased number of inquiries from prospects who are willing to relocate. The current economic status is also providing a plethora of employment prospects with educational backgrounds and experience that far surpass the requirements for some of our positions. We have witnessed a considerable increase in the number of out of state applicants interested in many of our "non-traditional" positions. We are also experiencing a dramatic increase in the number of confirmatory responses we receive when notices are sent to applicants to schedule interviews. We have revised our agency interview procedures to allow telephone interviews in an effort to be more accessible to those applicants across the nation that may not be financially able to afford to travel to Oklahoma for the initial interview and a possible second interview. It is our mission to continue to expand our recruitment efforts into minority communities. We will continue to work with the Retired Educators for Youth in Agricultural Programs. This is a minority organization dedicated to agricultural education in the minority community. The Agency, the Cultural Diversity Committee and the Black Heritage Committee have sponsored the Lifetime Service to Agricultural Awards. We will be celebrating our twenty-first annual Black Awareness Celebration in February, 2011. The Department's Cultural Awareness Committee continues to highlight each major ethnic group's contribution to America's society. The main focus is to educate and to encourage communication, respect and understanding between groups. In addition, our Cultural Diversity committee is continuing to study and prepare recommendations for improvement with our recruiting process. This committee is comprised of at least one representative from each of the categories and from each agency division. The Civil Rights Consultant has been and will continue interaction with female and minority organizations, networking opportunities with the Alliance for Affirmative Action and the American Association for Affirmative Action. In response to telephone inquiries and/or visits in person, all applicants were informed of recruitment procedures through OPM. All disabled individuals were referred to OPM to obtain certification under Title 74, Section 840-2.12 if they had not already done so. House Bill 1340 applications are processed and applicants are interviewed and considered when recruitment efforts match applicant's designated areas of qualifications review. Forestry Services is a partner with the USDA Forest Service, Bureau of Indian Affairs and several Tribal Governments in a program to train and organize Native American firefighting crews. Some of these firefighters are placed on assignment with ODAFF firefighter units. This cooperative effort provides ODAFF Forestry Services with a pool of qualified firefighters for future openings in the Protective Services job group. AAPNarr8/24/10 17 Efforts to attract Asian Americans for employment with the Agency have been expanded with the cooperation of the India/Asian organization. We will continue to pursue other avenues for recruitment in the Asian American community. Information provided by the Governor's Council for Asian Affairs stated that Asian Americans are more interested in small businesses, being engineers and/or domestic service type positions rather than involvement in agriculture. This revelation has proven true within this Agency witnessed by the hiring of Asian Americans in the Professional group of this Agency. Recruitment efforts in the Hispanic American community will continue to expand as contacts and cooperative efforts are established with individuals, organizations and support groups. Efforts to attract and recruit Hispanics for employment with the Agency have also been expanded. The Agency continues to be committed to utilize the Work Incentive Program under 74 O.S. 840.5-16. Several of our employees from this program have successfully completed the two year training period and have been promoted to higher level positions. AAPNarr8/24/10 18 |
Date created | 2011-07-29 |
Date modified | 2011-10-27 |