Equal employment opportunity affirmative action plan

              OKLAHOMA SCENIC RIVERS COMMISSION
AGENCY #568
EQUAL EMPLOYMENT OPPORTUNITY
AFFIRMATIVE ACTION PLAN
July 1, 2010 - June 30, 2011
FY-2011
Contact: Ed Fite, Administrator
Oklahoma Scenic Rivers Commission
P.O. Box 292
Tahlequah, OK 74465-0292
Office (918) 456-3251
Fax (918) 456-8466
Email: ed.fite@oklahomascenicrivers.net
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OKLAHOMA SCENIC RIVERS COMMISSION
EQUAL EMPLOYMENT OPPORTUNITY
AFFIRMATIVE ACTION PLAN
July 1, 2010 - June 30, 2011
Fiscal Year-2011
TABLE OF CONTENTS
POLICY STATEMENTS
Equal Employment Opportunity/Affirmative Action Policy..................................3
Sexual Harassment Policy Statement………………………………………………4-5
American with Disabilities Act Policy Statement………………………………… 6
Age Representation Policy Statement………………………………………………6
Implementation and Responsibility of EEO/AA Plan……………………………..7
Dissemination of EEO/AA Plan................................................................................. 8
Internal Audit and Reporting……………………………………………………… 9
Preceding Years EEO/AA Efforts……��……….....................................................10
Identification and Analysis of Problem Areas…………………….........................11
Narrative of EEO/AA Efforts Since FY-2005..……………………………………12
OPM STATISTICAL WORKSHEET FORMS
Previous EEO Efforts……………………………………………………………….13
Job Group Analysis…………………………………………………………………14-21
Present Staffing...........................................................................................................22
Personnel Transaction Report...................................................................................23
OSRC OPERATING POLICIES
Confidentiality of Personnel Records (OP-002)….........................................Attached
Internal Grievances (OP-005)………………………………………………..Attached
Please note when reading this report that we refer to our employees as Team Members. We tremendously value each of our people as our most important asset in the mission that we provide to the Citizens of the Great State of Oklahoma.
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OKLAHOMA SCENIC RIVERS COMMISSION
POLICY STATEMENT ON
EQUAL EMPLOYMENTOPPORTUNITY/AFFIRMATIVE ACTION
Consistent with federal and state laws and guidelines established for equal employment opportunity and affirmative action, I would like to affirm my continuing policy to provide equal employment opportunity and advancement opportunity in all job classifications of the Oklahoma Scenic Rivers Commission (Commission) without regard to race, color, religion, sex, national origin, age, political affiliation or opinion, or disability as long as the disability does not render the person unable to do the work for which employed.
The principles of equal employment opportunity apply to the employment practices and the personnel actions throughout the Commission, including recruiting, hiring, promotions, demotions, separations, training, transfers, layoffs (RIF), recall, compensation, benefits and all other terms and conditions of employment. I want to remind each team member that all personnel actions as well as all decisions relating to employment practices are to be made in accordance with the spirit of equal employment opportunity for all.
We have developed an affirmative action plan to help us achieve our goal of equal employment for all. Ellen King, located in Oklahoma Tourism and Recreation Department (Department), P.O. Box 52002, Oklahoma City, OK 73152-2002, phone number is (405) 230-8351, e-mail address ellen.king@OKLAtourism.gov, has been delegated through a cooperative agreement the responsibility for implementing the plan, including monitoring and evaluating our progress and reporting the results to me.
In addition, Ellen King has been assigned to serve as the Equal Employment Opportunity/Affirmative Action Officer for this Commission. Ms. King or a member of her team is available to any team member having questions or needing assistance in regard to equal employment opportunity and affirmative action within this Commission.
My personal commitment to this policy is absolute. “The buck stops here” and I accept overall responsibility for equal employment opportunity and affirmative action within this Commission. I expect each and every team member to perform his/her duties and responsibilities in a manner that will demonstrate this Commission’s firm commitment in this most important area.
_______________________________ July 19, 2011
Ed Fite, Administrator Date
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OKLAHOMA SCENIC RIVERS COMMISSION
POLICY AGAINST SEXUAL HARASSMENT
It is the policy of the Oklahoma Scenic Rivers Commission (Commission) not to discriminate in any of its employment practices on the basis of race, creed, color, religion, sex, national origin, age, marital status, political affiliation or opinion, or disability as long as the disability does not render the team member unable to do the work for which employed. Any form of unlawful discrimination to which this policy applies is a very serious matter and will not be tolerated.
Sexual harassment is a form of unlawful discrimination based on sex. In some circumstances, it may violate other laws (for example, criminal assault). Sexual harassment includes, but is not limited to: unwelcome sexual advances, requests for sexual favors; or other verbal or physical conduct of a sexual nature. Conduct prohibited by this policy includes, but is not limited to: unwelcome sexual flirtation; advances or propositions for sexual activity; continued or repeated verbal abuse of a sexual nature, such as suggestive comments and sexually explicit jokes; sexually degrading language to describe an individual; remarks of a sexual nature to describe a person’s body or clothing; display of sexually demeaning objects and pictures; offensive physical conduct, such as unwelcome touching, pinching or brushing the body; coerced sexual intercourse; and, sexual assault.
Such conduct is unlawful discrimination based on sex when submission to such conduct is explicitly or implicitly a requirement of the individual’s employment, or used as a basis for any employment-related decision concerning that individual, or when such conduct has the purpose or effect of unreasonably interfering with the individual’s work performance or creates an intimidating, hostile or offensive work environment.
Sexual harassment will not be condoned. Team members are absolutely prohibited from engaging in sexual harassing behavior. Furthermore, any supervisory team member, team member with authority for personnel matters, or other agent or officer of this Commission who knows or should have known that a team member of this agency is being subjected to sexual harassment must either take immediate corrective action and report the facts to Ellen King, Equal Employment Opportunity/Affirmative Action Officer or to me.
All Team Members have a duty to immediately report sexual harassment to a supervisor, Ellen King, or directly to me.
Appropriate disciplinary measures will be taken against any team member who causes, engages in, encourages, condones or otherwise permits unlawful sexual harassment, as well as supervisory or other responsible team members who fail to take corrective action as provided above. Such conduct may be grounds for disciplinary action, up to and including termination of employment.
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Any team member who believes that he or she has been the victim of sexual harassment may complain of discrimination based on sex in accordance with this Commission’s grievance procedure or the complaint may be filed directly with me. Any team member attempting to penalize or retaliate against another team member for filing a complaint, reporting incident of sexual harassment, or cooperating with an investigation of alleged sexual harassment, shall be subject to disciplinary action, up to and including termination of employment.
It is the responsibility of all team members, supervisory and non-supervisory, to adhere to this policy and to use all reasonable efforts to further its goals and spirit.
_______________________________ July 19, 2011
Ed Fite, Administrator Date
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OKLAHOMA SCENIC RIVERS COMMISSION
AMERICANS WITH DISABILITIES ACT POLICY
It is the policy of the Oklahoma Scenic Rivers Commission (Commission) to comply fully with the provisions of the American with Disabilities Act (ADA), as amended. The definition of an individual with a "disability" according to the ADA, is an individual who has a physical or mental disability that is substantially impaired, or is regarded as having such an impairment.
The Commission will not discriminate against individuals, based upon disability, in any employment practices and all other terms and conditions of employment. The Commission shall operate each service, program, or activity to ensure it is readily accessible to and usable by individuals with disabilities. Nor shall the Commission contract or participate with an organization or entity that discriminates against individuals with disabilities.
It is the responsibility of each team member to ensure that discrimination against individuals with disabilities does not occur in any aspect of the operations or activities of this agency.
_______________________________ July 19, 2011
Ed Fite, Administrator Date
AGE REPRESENTATION POLICY
The Oklahoma Scenic Rivers Commission (Commission) does not discriminate against individuals because of their age with regard to hiring, discharge, pay, promotions, fringe benefits, or any other aspect of employment. Federal and state laws protect workers forty (40) years or older from arbitrary age discrimination in, but not limited to, hiring, termination, pay, promotions, benefits, or any other aspect of employment with the Commission.
_______________________________ July 19, 2011
Ed Fite, Administrator Date
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OKLAHOMA SCENIC RIVERS COMMISSION
EQUAL EMPLOYMENT OPPORTUNITY/ AFFIRMATIVE ACTION PLAN
IMPLEMENTATION AND RESPONSIBILITY
The following information is to establish, implement, and ensure the agency's compliance with the affirmative action goals.
1. The administrator of the Oklahoma Scenic Rivers Commission (Commission) exercises overall responsibility for equal employment opportunity and affirmative action.
2. The Equal Employment Opportunity/ Affirmative Action Officer (EEO/AAO) has the responsibility as the liaison with the public, Human Rights Division within the Oklahoma Attorney General Office, and others concerning equal employment opportunity and affirmative action within Commission. The EEO/AAO will maintain records, conduct investigations, and prepare reports for the evaluations of services provided to applicants and team members.
3. The EEO/AAO has been designated the advocate to handle complaints against the Commission or its team members concerning race, creed, color, gender, age, disability, religious or political affiliation. The EEO/AAO has the responsibility of notifying the administrator of the status of complaints, to conduct investigations and draft recommendations for resolutions, when requested.
4. The EEO/AAO will keep the Commission’s various supervisory levels informed of developments in the EEO area. The administrative staff will meet as needed to discuss progress reports or problems concerning EEO/AA.
5. Training of team members will be made available to all eligible team members regardless of race, color, gender, age, disability, religious or political affiliation.
6. The administrator will review and update this plan of action on a regular basis.
7. Managers shall assist in identifying problem areas in their unit with regard to recruitment goals.
8. Team members should exhibit an attitude of respect and courtesy toward all fellow team members and the public.
_______________________________ July 19, 2011
Ed Fite, Administrator Date
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OKLAHOMA SCENIC RIVERS COMMISSION
DISSEMINATION OF THE EQUAL EMPLOYMENT OPPORTUNITY/AFFIRMATIVE ACTION PLAN
The Oklahoma Scenic Rivers Commission (Commission), through the Equal Employment Opportunity/Affirmative Action Officer (EEO/AAO), will notify supervisory and management personnel and other team members of its EEO/AA program by the following methods:
INTERNAL
New team members will be given an information packet that includes, but is not limited to, statements of policy of non-discrimination.
1. Copies of the Equal Employment Opportunity/Affirmative Action Plan will be maintained in the Oklahoma Tourism and Recreation Department Human Resources Division (Department) and Commission for team members to review.
2. A copy of the grievance procedure will be distributed and explained to each team member. Each team member will be encouraged to use the grievance procedure to resolve grievances arising in the course of public employment.
3. Commission personnel will be encouraged to attend training regarding affirmative action.
EXTERNAL
The Commission, through the Equal Employment Opportunity/Affirmative Action Officer, will disseminate the plan through the following methods:
1. A copy of this plan will be filed with the Office of Personnel Management by September 1 of each year.
2. Copies of this plan and policy will be forwarded to the Oklahoma State Department of Libraries and Human Rights Division within the Oklahoma Attorney General Office.
3. Copies of the Commission's Equal Employment Opportunity/Affirmative Action Plan will be available upon request.
_______________________________ July 19, 2011
Ed Fite, Administrator Date
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OKLAHOMA SCENIC RIVERS COMMISSION
INTERNAL AUDIT AND REPORTING
To meet the Oklahoma Scenic Rivers Commission (Commission) goals in the hiring and promotional process, the following personnel procedures are established:
1. Job announcements will be posted in-house for all vacant permanent-fulltime positions for a minimum of five (5) working days. In addition, positions that are under-utilized will be faxed to the Human Rights Division within the Oklahoma Attorney General Office and Oklahoma Public Employees Association. This will allow greater exposure of the vacancies.
2. Job announcements for all vacant permanent-fulltime positions will be posted in-house, as well as through Oklahoma Tourism and Recreation Department and may be disseminated to other state recruitment systems for new team members.
3. Each interviewed applicant will be requested to complete an interview to identify and statistically track protected class members. This document will be used for statistical purposes only and will not affect the outcome of the hiring process.
4. Team members participating in the interview process shall complete an evaluation for each applicant. Where severe under utilization exists and an applicant of the protected class is not employed, the administrator will document the decision in writing.
5. The Equal Employment Opportunity/Affirmative Action Officer and administrator may sit in on random interviews with the selection committee.
_______________________________ July 19, 2011
Ed Fite, Administrator Date
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OKLAHOMA SCENIC RIVERS COMMISSION
PRECEDING YEARS’ EQUAL EMPLOYMENT OPPORTUNITY/AFFIRMATIVE ACTION EFFORTS
Fiscal Year 2010 – Commission did not hire any new permanent-fulltime team members.
The Commission did experience the voluntary separation of one American-Indian male and termination of one white male within protective services category. Those separations resulted in one incumbent white female team member within protective services category being promoted to a supervisory position. Additionally, one white female team member within the professional category voluntarily separated to accompany her boyfriend to a new job in state of Maryland.
Fiscal Year 2011 – Commission hired one white male as a new permanent-fulltime team member within the protective service category. That new hire previously served as seasonal team member. During the ensuing probationary period, that new hire was discharged from his position. The Commission did not undertake actions afterward to fill that position due to the state’s financial shortfall. At the end of FY-2011, the Commission has three vacant permanent-fulltime positions remaining open/un-filled.
Fiscal Year 2012 – In the event the state’s financial condition would improve, the administrator will ensure that minorities and women are given every opportunity to be aware of and apply in recruitment for vacant positions to be filled. The administrator will monitor to ensure that minorities and woman will get a fair and equal chance during the interview process.
_______________________________ July 19. 2011
Ed Fite, Administrator Date
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OKLAHOMA SCENIC RIVERS COMMISSION
IDENTIFICATION AND ANALYSIS OF PROBLEM AREAS
In all job family areas the Oklahoma Scenic Rivers Commission (Commission) has had difficulty recruiting minorities. There have been NO applications submitted for permanent-fulltime positions from representatives of the Black, Asian/Pacific Islander or Hispanic communities over the course of the last 27-year period.
When resources allow, the Commission attends regional career fairs. Discussion is on-going with Northeastern State University, Cherokee Nation and United Keetoowah Band of the Cherokees to solicit internships/seasonal positions within all job families to familiarize minority groups with the Commission’s employment opportunities.
The Commission’s present salary scale is an institutional constraint in recruiting individuals with high skill levels in all job families. Simply, the Commission can’t compete with other agencies and private sector businesses because they compensate their team members at much higher salaries.
The Commission continued in the First Session of the Fifty-Third Oklahoma Legislature to seek legislative review to authorize and fund appropriate salary ranges to ensure the Oklahoma Scenic Rivers Commission is competitive. Unfortunately, those efforts were rejected once again by members of the First Session of the Fifty-Third Oklahoma Legislature due to the state’s present financial shortfall. The Commission will continue to press likened efforts within the upcoming Second Session of the Fifty-Third Oklahoma Legislature when it convenes in February 2012.
_______________________________ July 19, 2011
Ed Fite, Administrator Date
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OKLAHOMA SCENIC RIVERS COMMISSION
NARRATIVE EVALUATION OF PRECEDING YEARS’
EQUAL EMPLOYMENT OPPORTUNITY/AFFIRMATIVE ACTION EFFORTS SINCE FISCAL YEAR 2005
In 1977, the Oklahoma Legislature enacted law creating the Oklahoma Scenic Rivers Commission (Commission).
From Fiscal Year 1977 through 2004, the Oklahoma Scenic Rivers Commission relied upon the Oklahoma Tourism and Recreation Department (Department) to prepare and provide our Commission’s reporting of EEO/AA efforts.
In Fiscal Year 2005, this responsibility was delegated for the first time to the Commission.
As the Commission attempted to compile the necessary information and develop reports to comply with EEO/AA reporting requirements, we became aware of the fact that not all opportunities had been explored to recruit team members from minority classes. From review of Commission New Hires for the past eight fiscal years (FY-2003, 2004, 2005, 2006, 2007, 2008, 2009, 2010 and 2011), we have promoted seven individuals from seasonal positions when new permanent-fulltime positions became vacant. Of those promotions, approximately one-half represented new hiring from minority or women classes.
The responsibility for implementation of recruitment efforts and actions is assigned to Ed Fite, Administrator. Mr. Fite, in consultation with Ellen King, Commission Liaison Equal Employment Opportunity/Affirmative Action Officer within the Department and assistance from Oklahoma Office of Personnel Management will ensure necessary steps are taken to recruit minority groups to join the Commission’s Team.
_______________________________ July 19, 2011
Ed Fite, Administrator Date