ࡱ> wzve "bjbj66 1V\m\\m\  44444HHH8T|H\PPPPP+++\\\\\\\$~^4aA\4+++++A\44PPV\+R4P4P\+\aJ NP05k_}@mL4\l\0\LaahNN&a4N8 +++++++A\A\+++\++++a+++++++++ > :  Equal Employment Opportunity (EEO) MINUTES DATE: September 11, 2018 TIME: 2:30pm 4:00pm LOCATION: Office of Instruction Conference Room (SS4 409) Committee Membership: Co-Chairs: Sabrina Kwist and Alex Porter (Co-Chairs: Non-Voting) Classified Representatives: Abbey Duldulao, Vacant Faculty Representatives: Laurie Huffman,Erich Holtmann, Janice Townsend Manager Representatives: Dave Belman, Teresea Archaga, Carla Rosas ATTENDANCE Co-Chairs: Sabrina Kwist and Alex Porter (Co-Chairs: Non-Voting) Members present: Janice Townsend (Faculty), Laurie Huffman (Faculty), Erich Holtmann (Faculty), Dave Belman (Manager), Teresea Archaga (Manager), Abbey Duldulao (Classified), Shelly Baird (Classified) Item #Topic/ActivityMinutes1.  Welcome 2Public Comment and Announcements Erich Interest if Box 2A is being examined with Sabrina stating that administration is looking into this Membership Discussion: Grace stepping down with Edward interested in taking her place. Although Carla not in attendance today, she is still on the committee. 3Approve Agenda for September 11, 2018 Approve Minutes for May 8, 2018 Request to re-order Agenda placing item #7 first. Erich Request to remove Plan Development for Report to President There were no minutes to approve for May 8, 2018 due to no quorum. 4DEEOAC Project Proposals District plan is expiring, need to give District Office our new plan, but uncertainty of the process for revision. We need to develop a process since a process has never existed, although the DO process could be adopted, but final plan will need senate approval. 5EEO Sub-Committee Report-Outs 1) Culture in the Workplace a) New Employee Survey 2) Hiring A Diverse Workforce a) Diversity language in job descriptions b) Manager Hiring Grid c) IDEA Toolkit Item 5(2a): Janice Uncertain on status of diversity language in job descriptions and recommends the language be more robust. Alex diversity statement is called out specifically and separately placed on the bottom of every job description. The goal is to move statement to the top, but most likely will remain as is due to legality reasons. However, additional wording may be added to the blanket inclusivity statement. Janice requests to propose to senate that each position have a desirability to work with diverse populations type statement. Alex/Dave the new statement must be worked out first and voted on, then get buy-in. Item 5(2b) Dave raises the fact that can be done locally here at Ӱɴý; investigate ideas such as special instructions to candidates (with ability to edit/tailor), desirable qualifications (where its applicable to job), supplemental questions (tied to desirable position). Need to tackle advocacy, and what local changes could be made. Janice likes of the idea of local changes, thinking that maybe different groups can be brought in for total representation, with a goal to have more consistent language. Dave all classified positions must have a unified posting. Item 5(2c) Erich The Section System: An Overview handout was given. The IDEA Toolkit addresses this Step A (on the handout), but lacks coverage on addressing Steps B & C (on the handout), toolkit is completely missing resources D, E, & F (on the handout) and requests those areas be added as new sections to the toolkit its taking time to assign responsibilities. Dave considers that the toolkit does address Step E (on the handout), but acknowledges it needs to be revised. Janice suggests doing a flex workshop on the existing toolkit so more people can be informed and make better decisions; week of Oct 1 is being considered for flex presentation (since Box 2A gets distributed end of Sept). Sabrina We can support faculty completing Box 2A process and it serves two purposes: call attention to the IDEA toolkit, and provide guidance and meaning about it. Sabrina will talk with IDEA committee to get feedback. Janice would be the faculty lead with Erich suggests assigning edits and who will be responsible for each, with ideas that the toolkit be divided by faculty to address Steps B, C (on the handout). 61) Uniform Selection Guide 2) Candidate information on paper screening 3) Plan Development for Report to President Item 6(1) Alex For classified and management positions, it might be simply a step where DO measures the level of years, qualification, etc. and places metrics around this. Supplemental questions applicant pool where managers looks at it as a (classified, faculty) perspective Faculty side is different set up compared to classified questions. Erich perhaps we table discussion now and resume in future meeting. Item 6(2) Abbey affirms reviewing faculty, classified and all department resources for Paper screening development. Need better, fine tuning of the language for reference check/screening on front end and we need to go to SCG, as we are committed to vetting. Salary questions are not allowable to ask, leads to discrimination Theres a template, with recommendations for changes based on the template - final phase? Sabrina acknowledges a need to engage with our constituents. Erich theres need to do research, as some questions could lead to bias, we dont want to rush through it, need to take time to be more detailed and thorough. Janice Plans to create a plan to monitor selection committee, participate on equal opportunity, and report on changes and updates; reports with data not finalized. Pools change from inception to hire. The committee expresses a need to learn more about the applicant pool tabulation and what data is available at each stage of hiring. Alex agrees this would be very beneficial and supports the idea for DO to conduct this up-front tabulation/information. Questions arise on how to achieve this in hybrid paper and digital process. Discussion regarding the impact of reference to names and gender, and would like to explore if they can be or should be removed from applications so there isnt a bias. Future agenda item: explore additional best practices. 7.Next Steps and Future Agenda Items Follow-up Items for Next meetingExplore ideas of how to better understand initial screening process. Perhaps Sophia Leever can be invited and give a presentation on hiring process. We would provide information to her about flex group, and data needs. 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