Affirmative Action Planning
for Individuals with Disabilities,
Women, and Minorities
Training Handout
DEPARTMENT OF EMERGENCY RESPONSE EQUAL EMPLOYMENT OPPORTUNITY POLICY
1
The Department of Emergency Response hereby reaffirms our commitment to equal employment
opportunity for all employees and applicants without regard to an individual's race, color, sex,
religion, national origin, age, disability, genetic information or marital status.
Equal protection against discrimination will be afforded to all in recruitment, hiring, and promotion
at all job levels within the department. Other personnel matters (such as compensation, benefits,
transfers, retention, discipline, department-sponsored training, education, and social and
recreational programs) will also be administered in accordance with equal employment opportunity
requirements.
Employment practices will be administered in a nondiscriminatory manner for any qualified
employee or applicant with a disability that can, with or without a reasonable accommodation,
perform the essential functions of the job. Requests for accommodation may be made through the
appropriate servicing personnel office or by contacting the ADA Coordinator, Office of Human
Resources, Department of Emergency Response, 4550 West Tennessee Street, Tallahassee, Florida
32399.
Because the department is committed to equal employment opportunity, any form of employment
discrimination, including retaliation, is strictly prohibited. No employee may be subjected to
retaliation as a result of filing a complaint, testifying, assisting, or participating in an investigation,
proceeding, or hearing with regard to discrimination, or otherwise opposing any unlawful
discriminatory practice prohibited by the department's policy and related state and federal laws.
It is the department's policy to investigate complaints of discrimination thoroughly and promptly.
To the extent allowed by law, the department will keep complaints confidential. If an investigation
confirms that unlawful discrimination has occurred, the department will take corrective action.
Such action may include discipline up to and including dismissal.
An employee or applicant who believes she or he has been discriminated against or subjected to
retaliation has the right to file a complaint. Complaints may be filed with the department’s Office of
Equal Employment Opportunity at 4550 West Tennessee Street; Tallahassee, Florida 32399; phone
number (850) 388-2222; or through the department’s local human resource office. Complaints may
also be filed with the Florida Commission on Human Relations or the U. S. Equal Employment
Opportunity Commission.
William Marks John Pepper Secretary EEO Officer
July 7, 2016 July 7, 2016
DEPARTMENT OF EMERGENCY RESPONSE ANTI-HARASSMENT POLICY
2
The Department of Emergency Response reaffirms our commitment to maintaining a work
environment that is free of discrimination. In keeping with this commitment, we will not tolerate
harassment by anyone, including any manager/supervisor, employee, vendor, or others engaged in
business with the department.
Harassment is unwelcome conduct based on an individual's race, color, sex, national origin, religion,
disability, age, genetic information or marital status. Harassment becomes unlawful where it: (1)
adversely affects tangible job benefits or other employment opportunities; (2) involves repeated
actions, comments, or objects that unreasonably interfere with an individual's work performance;
or (3) creates an intimidating, hostile, or offensive work environment. Examples of harassment
include, but are not limited to, the use of epithets or name calling, derogatory language, slurs,
offensive jokes, and other forms of hazing motivated by an individual's race, sex, religion, color,
national origin, disability, age or marital status.
Sexual harassment is a form of discrimination based upon a person's gender. It is defined as
unwelcome sexual advances, requests for sexual favors, and other verbal, physical or visual conduct
of a sexual nature when: (1) submission to the conduct is an explicit or implicit term or condition of
employment, (2) submission to or rejection of the conduct is used as a basis for an employment
decision, or (3) the conduct has the purpose or effect of unreasonably interfering with an
individual's work performance or of creating an intimidating, hostile, or offensive work
environment.
Sexual harassment includes, but is not limited to, unwelcome requests or demands for sexual favors
or unwelcome sexual advances; inappropriate nonconsensual touching of another person's body,
including but not limited to kissing, pinching, groping, or fondling; repeated requests for dates or
invitations to social events; use of sexually degrading words to describe an individual; jokes of a
sexual nature; sexually explicit or suggestive objects; and use of inappropriate gestures or body
language of a sexual nature.
The department forbids retaliation against anyone who has reported harassment, whether it relates
to the harassment against the individual raising the concern or against another individual.
Retaliation is also prohibited against anyone cooperating in an investigation.
It is the department's policy to investigate complaints of discrimination thoroughly and promptly.
To the extent allowed by law, the department will keep complaints confidential. If an investigation
confirms that unlawful harassment has occurred, the department will take corrective action. Such
action may include discipline up to and including dismissal. (Note: Any person who has harassed
another or retaliated against another may also be subject to civil or criminal liability under state or
federal law.)
DEPARTMENT OF EMERGENCY RESPONSE ANTI-HARASSMENT POLICY
3
An employee or applicant who believes she or he has been subjected to harassment has the right to
file a complaint. Complaints may be filed with the department’s Office of Equal Employment
Opportunity at 4550 West Tennessee Street; Suite 235; Tallahassee, Florida 32399; phone number
(850) 388-2222; or through the department’s local human resource office. Complaints may also be
filed with the Florida Commission on Human Relations or the U. S. Equal Employment Opportunity
Commission.
William Marks John Pepper Secretary EEO Officer
July 7, 2016 July 7, 2016
DEPARTMENT OF EMERGENCY RESPONSE POLICY FOR INDIVIDUALS WITH DISABILITIES
4
The Department of Emergency Response (DER), is committed to the principles of affirmative action
and equal employment opportunity for individuals with disabilities. Therefore, it is the policy of DER
not to discriminate on the basis of disability and to take affirmative action to employ and advance in
employment qualified individuals with disabilities at all levels within the company. DER will ensure
that all employment actions, including but not limited to recruitment, hiring, selection for training,
promotion, demotion, termination, layoff, rates of pay or other forms of compensation, will be
administered without regard to disability. DER will also provide qualified applicants and employees
with disabilities with needed reasonable accommodations, as required by law, and will ensure that
all employment decisions are based only on valid job requirements.
DER prohibits harassment of employees and applicants on the basis of disability and will conduct
training to try to prevent any harassment or discrimination before it occurs. This agency also
prohibits retaliation or punishment against employees and applicants for filing a complaint,
opposing any discriminatory act or practice, assisting or participating in any manner in a review,
investigation, or hearing regarding DER’s employment practices, or otherwise seeking to obtain
their legal rights under any Federal, State, or local EEO law requiring equal employment opportunity
for individuals with disabilities. Prohibited retaliation includes, but is not limited to harassment,
intimidation, threats, coercion or other adverse actions that might dissuade someone from
asserting their rights.
In furtherance of DER’s policy regarding affirmative action and equal employment opportunity, DER
has developed a written Affirmative Action Program (AAP) that sets forth the policies, practices and
procedures that DER is committed to in order to ensure that its policy of nondiscrimination and
affirmative action for qualified individuals with disabilities is accomplished. This AAP is available for
inspection by any employee or applicant for employment upon request, during normal business
hours, in DER’s Central Office located at 1245 Willow Lane; Tallahassee, FL 32399. Interested
persons should contact the Human Resources Office at 850-333-6767 for assistance.
In order to ensure equal employment opportunity and affirmative action throughout all levels of
DER, I have designated DER’s Director of Human Resources as the Equal Employment Opportunity
(EEO) Officer. The EEO Officer will establish and maintain an internal audit and reporting system
that will track and measure the effectiveness of DER’s AAP and show where additional action is
needed to meet the agency’s objectives.
William Marks John Pepper Secretary EEO Officer
July 7, 2016 July 7, 2016
Sample Agency Plan for Promoting Employment of Individuals with Disabilities
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Objective 1: Increase hiring and retention
Objective 1.1: Monitor and address terminations
Activity Timeframe Office/Person(s) Responsible
Activity Description Performance Outcomes
1. Monitor terminations of permanent employees and report to the Secretary and Directors quarterly.
Fiscal Year 2016-2017
EEO Officer a. Create format for quarterly report. b. Obtain agreement on format and
key information. c. Termination data is collected and
analyzed. d. Begin holding quarterly meetings.
Senior officials understand the most frequent reasons for terminations and take corrective action when warranted.
2. Develop plan to have the EEO Officer review proposed terminations to ensure that disability accommodations were considered when appropriate.
Fiscal Year 2016-2017
Human Resource Officer
a. Intervention plan is drafted and discussed.
b. Finalize and disseminate the plan. c. Provide training to managers and
supervisors.
Create a joint understanding of situations where intervention and disability accommodation are appropriate.
3. Implement plan and monitor results
Fiscal Year 2016-2017 and ongoing
Human Resource Officer
a. Provide quarterly updates. b. Modify the plan as needed, based
on results.
Decrease the number of terminations which can be avoided by providing appropriate accommodations.
Sample Agency Plan for Promoting Employment of Individuals with Disabilities
6
Objective 1.2: Develop Recruitment Task Force
Activity Timeframe Office/Person(s) Responsible
Activity Description Performance Outcomes
1. Create a task force to focus on recruitment
December 2016
Recruitment Manager a. Determine the ideal size of the task force.
b. Identify and train members
A taskforce focused on recruiting qualified individuals with disabilities.
2. Determine how to best leverage the task force
Fiscal Year 2016-2017 and ongoing
EEO Officer and Recruitment Manager
a. Meet with members to identify various recruitment activities and options
b. Try various options to determine the most effective
Task force identifies “best practices” for recruitment and shares with all agency human resource offices and managers and supervisors.
Source: Office of Diversity and Inclusion, Human Resources and Administration, U.S. Veterans Affairs
Resources to Assist in Promoting the Employment of Individuals with Disabilities
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Department of Education, Division of Vocational Rehabilitation
Has the largest untapped resource of potential employees with a disability in the state; conducts
applicant search and pre-screens; provides accommodations technical assistance; provides worksite
accessibility consultation; conducts awareness/sensitivity training; provides post-hire support;
retention support for current employees; and provides On-the-Job training with 100 percent wage
reimbursement and, there is no obligation for the employer to hire the trainee at the conclusion.
Department of Education, Division of Blind Services
Offers job placement; job modification including and adaptive technology; vocational training;
independent living skills training; and career counseling and guidance.
Department of Economic Opportunity (Disabled Veterans Outreach Program – Housed in
CareerSource Florida Offices)
Has Specialists within CareerSource Florida to help veterans acquire employment and job search
skills; facilitates and coordinates services for veterans, eligible spouses, and transitioning service
members with special employment training needs; and provides On-the-Job Training with up to 50%
of wages for a maximum of 1040 hours. At the conclusion of the OJT experience, there is a
commitment for the employer to hire the trainee.
Abilities Work Help Desk
Pre-screens for qualified job candidates who have disabilities; answer disability related questions;
sends your open position to multiple agencies; and connects to a Vocational Rehabilitation Business
Representative for on-site services.
Florida Alliance for Assistive Services and Technology
Provides assistive technology (AT) device loans as well as funding opportunities for AT; and provides
free access to information, referral services, educational programs, and publications in accessible
formats for IWD on topics such as disability rights, laws, and policies.
Agency for Persons with Disabilities (APD)
The APD works in partnership with local communities and private providers to assist people who
have developmental disabilities and their families. APD also provides assistance in identifying the
needs of people with developmental disabilities for supports and services.
CareerSource Florida
Career Source of North Florida assists job seekers with career exploration, finding employment
accessing job training opportunities, advancing their current careers, or finding a new career track.
Resources to Assist in Promoting the Employment of Individuals with Disabilities
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The Able Trust
A leader in providing Floridians with disabilities opportunities for successful employment. Their programs and grants focus on vocational rehabilitation. The Able Trust supports a diversity of projects, including on-the-job coaching, supported employment, job skills-training, job development, employer outreach, ADA facility compliance, skills evaluation and youth programs leading to employment.
Employ Florida Market Place
For employers, the Employ Florida Marketplace offers a multitude of resources to help you find the
perfect candidate, create job listings, review job market trends and more. It acts as a one stop
online resource for job listings, education and training opportunities, career building assistance and
much more.
Project Search
The Project SEARCH High School Transition Program is a unique, business led, one year school-to-
work program that takes place entirely at the workplace. Total workplace immersion facilitates a
seamless combination of classroom instruction, career exploration, and hands-on training through
worksite rotations.
RESPECT of Florida
RESPECT works with Florida not-for-profit organizations that employ persons with disabilities in the
production of products including mops, desk calendars and computers, and such services as
packaging, call centers, microfilming and janitorial services.
Talent Acquisition Portal (TAP)
An online system which includes a national talent pool of individuals with disabilities looking for a
job.
The Arc of Florida
Works with local, state, and national partners, The Arc of Florida advocates for local chapters, public
policies, and high quality supports for people with developmental and other disabilities to be fully
included in all aspects of their community
Employer Assistance and Resources Network on Disability Inclusion (EARN)
Supports employer’s efforts to recruit, hire, retain and advance qualified individuals with disabilities
by providing: employer-focused tools, resources and publications on disability inclusion. Also
provides in-Person and on-line training, One-on-One technical assistance and disability employment
news and information.
Job Accommodation Network (JAN)
Provides free, expert, and confidential guidance on accommodations and disability employment issues.
Sample Assessment of Outreach and Recruitment Activities for IWD
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Outreach/Recruitment Activity
Date of Activity Description Evaluation
Participation in Divisions of Vocational Rehabilitation (VR) and Blind Services (BS) annual Job Fair
March 2017 Job Fair was hosted by the Divisions of VR and BS, with more than 250 participants
Received 20 applications from IWDs, six were interviewed and two were hired. Resumes were retained for future job opportunities.
Meeting with Division of Vocational Rehabilitation (VR) Specialist
August 15, 2016 Provide information regarding DMS career openings and discuss their support services for clients
Identified support services VR could provide for two current employees with disabilities to assist agency with retention efforts.
Partner with Able Trust to support their programs for youth
Recurring Become an agency partner to offer career exploration opportunities for high school students in the form of job shadowing, internships and on-the-job training
Provided five job shadowing opportunities first two quarters of fiscal year. Scheduled to host three interns during fourth quarter of fiscal year 2016-2017.
Briefing of Local Disability Advocates (LDA)
September 1, 2016 Briefed representatives of LDA, at advocacy group meeting, regarding DMS’s career opportunities, and provided a DMS facility tour.
Established relationship with contact for three new advocacy groups that assist clients with a disability find employment.
Criteria for Evaluation: 1. To what extent did the activity attract qualified applicants with disabilities? 2. To what extent did the activity result in the hiring of qualified individuals with disabilities? 3. To what extent did the activity expand DMS’s outreach to individuals with disabilities in the community? 4. To what extent did the activity increase DMS’s capacity/capability to include individuals with disabilities in its applicant pool and
workforce?
Source: OFCCP Sample Contractor Affirmative Action Program for Section 503
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Voluntary Self-Identification of Disability (employee screen)
VOLUNTARY SELF-IDENTIFICATION OF DISABILITY (Employee Screen)
Choosing to self-identify of having a disability is voluntary and will be used solely for affirmative
action purposes. Your decision will not result in adverse treatment and any information you
provide will be kept confidential and used only in accordance with the Americans with
Disabilities Act. Why am I being asked to provide this information?
Please check one of the boxes below:
☐ I choose not to answer
☐ I do not have a disability
☐ I have a disability
This is a
hyperlink
to HRM
Website
Definition of
Disability to be
displayed as
person hovers
over word
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Voluntary Self-Identification of Disability (applicant screen)
Why am I being asked to provide this information?
Florida law (Section 110.112, Florida Statutes) provides that each executive agency’s
affirmative action planning efforts include individuals who have a disability. Agencies are to
establish annual goals and develop affirmative action plans to meet their goals and provide
equal employment opportunity to qualified individuals with disabilities.
You have an opportunity to voluntarily self-identify whether you have a disability as defined
below. Information gathered from applicants and employees will help agencies measure
progress in meeting their goals.
Choosing to self-identify having a disability is voluntary and will be used solely for affirmative
action purposes. Your decision will not result in adverse treatment and any information you
provide will be kept confidential and used only in accordance with the Americans with
Disabilities Act.
What is considered a disability for purposes of this affirmative action program?
Section 110.107, Florida Statutes, defines an individual who has a disability for purposes of this
affirmative action program as follows:
A person who has a physical or intellectual impairment that substantially limits one or
more major life activities; a person who has a history or record of such an impairment; or a
person who is perceived by others as having an impairment.
Please check one of the boxes below:
☐ I choose not to answer
☐ I do not have a disability
☐ I have a disability
Hyperlink to
Florida
Statute
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DISABILITY AVAILABLE LABOR MARKET ANALYSIS
Department of (Insert Agency Name)
Officials and
Administrators Professionals Technicians
Protective Service
Workers Para -
Professionals Administrative
Support
Skilled Craft
Workers Service
Maintenance Total
Total Civilian Labor Force (CLF) 16 years and over
# With Disability
% CLF With Disability
# No Disability
% CLF No Disability
13
DISABILITY INCUMBENCY TO AVAILABILITY ANALYSIS - GOALS
Department of (Insert Agency Name)
DATA AS OF: (Insert End Date) STANDARD DEVIATION RULE
Officials and
Administrators Professionals Technicians
Protective Service
Workers Para -
Professionals Administrative
Support
Skilled Craft
Workers Service
Maintenance Total
Total Workforce #
Status Not Disclosed #
IWD in Workforce #
IWD in Workforce %
IWD ALM #
IWD ALM %
Z Score
Statistically Significant
Goal
80% RULE
Officials and
Administrators Professionals Technicians
Protective Service
Workers Para -
Professionals Administrative
Support
Skilled Craft
Workers Service
Maintenance Total
Total Workforce #
Status Not Disclosed #
IWD in Workforce #
IWD in Workforce %
IWD ALM #
IWD ALM %
Expected Availability
80% of Expected Availability
Underutilized?
Goal
14
WHOLE PERSON RULE / ANY DIFFERENCE RULE
Officials and
Administrators Professionals Technicians
Protective Service
Workers Para -
Professionals Administrative
Support
Skilled Craft
Workers Service
Maintenance Total
Total Workforce #
Status Not Disclosed #
IWD in Workforce #
IWD in Workforce %
IWD ALM #
IWD ALM %
% Difference
Underutilized?
Goal
15
DISABILITY UTILIZATION ANALYSIS - PROGRESS Department of (Insert Agency Name)
DATA AS OF: (Insert End Date)
EEO-4 Job Category Total Employees
#
Total Employees with Disability
#
Employees with Disability
% Disability ALM % Percentage Point
Difference
Goal Met
(Y/N) 01 - Officials and Administrators 02 - Professionals 03 -Technicians 04 – Protective Service Workers 05 - Paraprofessionals 06 - Administrative Support 07 - Skilled Craft Workers 08 - Service Maintenance Total All EEO-4 Categories
DISABILITY REQUISITION SUMMARY
Department of (Insert Agency Name)
Total
Requisitions Total
Applicants
Total Applicants
With Disability
Total Applicants
Interviewed
Total Applicants with
Disability Interviewed
Total Applicants
Hired
Total Applicants
With Disability Hired
01 - Officials and Administrators
02 - Professionals
03 - Technicians
04 – Protective Service Workers
05 - Paraprofessionals
06 -Administrative Support
07 - Skilled Craft Workers
08 - Service Maintenance
Total for all EEO-4 Categories
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PERSONNEL ACTIVITY Department of (Insert Agency Name)
DATA AS OF: (Insert End Date) CAREER SERVICE
EEO-4 Job Category Hires Applicants Promotions - Into
Job Group Separations Demotions
Total IWD Total IWD Total IWD Total IWD Total IWD
01 Officials and Administrators
02 Professionals
03 Technicians
04 Protective Service Workers
05 Paraprofessionals
06 Administrative Support
07 Skilled Craft Workers
08 Service Maintenance
TOTAL
SELECTED EXEMPT SERVICE AND SENIOR MANAGEMENT SERVICE
EEO-4 Job Category Hires Other Original Appointments Separations
Total IWD Total IWD Total IWD 01 Officials and Administrators 02 Professionals 03 Technicians 04 Protective Service Workers 05 Paraprofessionals 06 Administrative Support 07 Skilled Craft Workers 08 Service Maintenance TOTAL Other Original Appointment - Does not include new hires OPS EEO-4 Job Category Applicants Appointments Separations Total IWD Total IWD Total IWD 01 Officials and Administrators 02 Professionals 03 Technicians 04 Protective Service Workers 05 Paraprofessionals 06 Administrative Support 07 Skilled Craft Workers 08 Service Maintenance TOTAL
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(INSERT ACTION TYPE) IMPACT RATIO ANALYSIS
Department of (Insert Agency Name) DATA AS OF: (Insert End Date)
80% RULE
Officials and
Administrators Professionals Technicians
Protective Service
Workers Para -
Professionals Administrative
Support
Skilled Craft
Workers Service
Maintenance Total # Terminations # In Incumbent Pool % Selection Rate % Impact Ratio Adverse Impact?
STANDARD DEVIATION RULE
Officials and
Administrators Professionals Technicians
Protective Service
Workers Para -
Professionals Administrative
Support
Skilled Craft
Workers Service
Maintenance Total # Terminations # In Incumbent Pool % Selection Rate % Impact Ratio Adverse Impact? Z Score Statistically Significant?
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DEPARTMENT OF EMERGENCY RESPONSE
ORGANIZATIONAL PROFILES
Graphical Chart Example
Spreadsheet Example
Organizational Level
TOTAL
EMP. White
Black/
African
Am
Hispanic/
Latino
Asian/
Pacific
Islander AI/AN
Total
Males White Black
Hispanic/
Latino
Asian/
Pacific
Islander AI/AN
Total
Females
Office of the Secretary
Supervisor: Secretary (W/M) 39 12 4 16 12 6 3 2 23
Office of Administration
Supervisor: Director of Administration (W/F) 50 15 10 5 30 11 9 20
Office of Operations
Supervisor: Director of Operations (W/M) 31 6 15 21 3 7 10
Office of Programs
Supervisor: Director of Programs (B/F) 26 10 2 3 15 7 4 11
Region I
Supervisor: Regional Director (H/M) 121 25 20 11 56 45 20 65
Region II
Supervisor: Regional Director (W/F) 301 65 35 20 120 46 60 75 181
MALES FEMALES
Office of the Secretary
Secretary: WM
Total Employees: 39
12WM/4BM/12WF/6BF/3HF/2AF
Director of Administration
Director: WF
Total Employees: 50
15WM/10BM/5AM/11WF/9BF
Director of Programs
Director: BF
Total Employees: 26
10WM/2BM/3HM/7WF/4BF
Region I
Regional Director: HM
Total Employees: 121
25WM/20BM/11HM/45WF/20BF
Region II
Regional Director: 1WF
Total Employees: 301
65WM/35BM/20HM/46WF/60BF/75HF
Director of Operations
Director: WM
Total Employees: 31
6WM/15BM/3WF/7BF