Southern Polytechnic State University
Policy and Procedure Manual
P&P Number:  802.05
Original Date: February 1985
Previous Revisions: April 1997
Approved: January 22, 2003
 
Affirmative Action Procedure for Filling Administrative and Faculty Positions EEO-1, EEO-2, EEO-3, and other Exempt Professional Categories
Contents This P&P includes the following main sections:
  • Background
  • Announcing an open position
  • Profile of applicant pool
  • Selecting candidates for interview
  • Selecting candidate to fill the position
  • Affirmative Action checklist
  • Approval from AA officer
  • Attached documents
Background The purpose of this P&P is to ensure there are clear guidelines for following Affirmative Action procedures with respect to the hiring of SPSU employees in exempt professional categories.
Announcing an
Open Position
  1. Major administrative (EEO-1/normally director level and above) and faculty positions (EEO-2) shall be announced nationally. All other administrative positions (EEO-3 and others) should be advertised regionally or statewide.
  2. Prior to announcing a position, the Affirmative Action (AA) officer shall be informed via Form A (attached) of:
    1. All advertisements to be placed
    2. Mailings to professional societies, etc.
    3. Mailings to other colleges and universities
    4. Other contacts to be made, i.e. individual contacts, etc.
    5. Other recruitment announcements
  3. Specific measures that will be used to attract minority candidates should be listed on Form A.
  4. Hiring supervisors can contact the AA officer and/or human resources director to get ideas for places to advertise.
  5. The AA officer will authorize proceeding with announcing the position through an approved copy of the submitted Form A.
Profile of Applicant
Pool
  1. When all applications for the position are received and the closing date for application has passed, a list of all applicants, identified by race, sex, handicap and veteran status shall be provided to the Affirmative Action (AA) officer via Form B (attached). Statistical data is to be shown only for those applicants who voluntarily submit this information through the Voluntary Employment Information Form (P & P No. 811.0).
  2. The AA officer will review the information provided on Form B to determine if an appropriate pool of applicants has been secured. The AA officer will authorize proceeding with the evaluation of all applicants via an approved copy of the submitted Form B.
Selecting
Candidates for
Interview
  1. When the candidates to be interviewed have been identified, and prior to issuing the invitations for interviews, the AA officer shall be provided a report (Form C Attached) showing a list of the candidates to be interviewed, identified by sex, race, handicap and veteran status if voluntarily provided by the applicant.
  2. The AA officer will authorize proceeding with the interview process via an approved copy of the submitted Form C.
Selecting
Candidate to Fill
the Position
  1. When an individual has been selected to fill a position and prior to extending an offer, the AA officer shall be provided with the following (Form D).
    1. A list of the top 3 to 5 candidates with the race , sex, handicap and veteran status of each if voluntarily provided by the candidate
    2. The name of the individual selected for the position including race, sex, handicap and veteran status if voluntarily provided by the selected candidate
    3. A brief statement indicating why this particular individual has been chosen
    4. Any other information relating to affirmative action steps which did not result in positive response (example - efforts made if the position is offered to a minority and he/she turns the offer down.)
  2. An offer can be made to the individual selected for the position only after all appropriate levels of administrative officers and the AA officer have approved the selection process.
Affirmative Action
Checklist		 Once the position is filled, a copy of a completed "Affirmative Action Check List" (attached) should be completed for all major administrative and faculty positions (EEO-1 and EEO-2) and attached to the appointment papers as submitted to the Southern Polytechnic Human Resources Office and/or the Board of Regents.
Approval from AA
Officer		 Approval or denial by the AA officer should be acted on without delay, so that the hiring procedure may be carried out expeditiously. In the event of an unavoidable delay, the AA officer must inform the department in question as to the nature of the delay.
Attached
Documents