Affirmative
Action Data Collection on Applicants
January 21, 1999
DEANS AND DEPARTMENT CHAIRS
RE: Collection of affirmative action data on applicants for academic positions
As a result of the compliance review of our employment affirmative action programs, the Office of Federal Contract Compliance Programs (OFCCP) has determined that the campus must make a reasonable attempt to identify the race and sex of applicants for academic positions in order to comply with federal affirmative action regulations.
Current campus policy requires that departments submit a search report prior to making an academic appointment that indicates the race and gender of all applicants and the reasons for deselection. As of January 1, 1999, all departments must adopt a specific methodology for collecting race and gender information on applicants for academic employment. It is no longer acceptable for departments to state "unknown" for the race or gender of an applicant without making a reasonable attempt to identify the race and gender.
The most common methodology for identifying race and gender of applicants is to send all applicants a letter asking for this information. The letter should state that the submission of this information is voluntary, confidential, and will not be used as a basis for selection. A copy of a standard letter that may be used by all academic departments is attached. Departments may also send an email to applicants asking for the same information that is in the form letter.
Another acceptable methodology is to review all application materials prior to beginning the selection process and make an educated guess as to the race and gender of the candidate based on information reflected in the vita. While this method may not be as accurate as the above, it has the advantage of directly addressing the affirmative action objective of obtaining a diverse pool at the pre-selection stage of the hiring process.
The purpose of collecting this data is to determine whether the race and gender profile of the applicant pool matches that of the estimated available pool of applicants. Therefore, the data must be collected and aggregated as soon as possible after the applications are received and compared with the rates of availability. Availability data by department may be obtained from the Office of Faculty Equity Assistance or the Academic Compliance Office. If the applicant pool is not sufficiently diverse, the department should consider reopening the search, if possible, and must develop a plan for targeted recruitment for subsequent searches.
For more information about these requirements, please contact the Office of Faculty Equity Assistance at 642-1935 or the Academic Compliance Office at 642-1991.
Carol T. Christ
Executive Vice Chancellor
and Provost
Attachment
Dear Applicant:
You recently expressed interest in being considered for a position with the University of California, Berkeley. Please provide the information requested below and return this form to:
(department address)(NOTE: Department may print postage-paid business reply information on the back of this form so that it can be folded and mailed easily)
Furnishing this information is voluntary. The principal purpose for requesting this information is to conduct statistical analyses required by federal affirmative action regulations. Failure to provide this information will not preclude, enhance, or detract from your opportunities for employment at the University. This information is confidential and will not be available to individuals involved in the selection process.
Position: _(to be filled in by Department)___
Applicant Name: ________________________________
Gender: ____ Male ____ Female
Race/Ethnicity: (Please select one category only. If two or more racial/ethnic categories are applicable, choose the one category with which you most closely identify.)
____ White (not of Hispanic origin)
____ Black/African-American (not of Hispanic origin)
____ Asian/Pacific Islander
____ Hispanic
____ American Indian or Alaskan Native
Nondiscrimination and Affirmative Action Policy Statement for University of California:
The University of California prohibits discrimination against or harassment of any person employed by or seeking employment with the University on the basis of race, color, national origin, religion, sex, physical or mental disability, medical condition (cancer-related), ancestry, marital status, age, sexual orientation, citizenship, or status as a Vietnam-era veteran or special disabled veteran. The University of California is an affirmative action/equal opportunity employer. The University undertakes affirmative action to assure equal employment opportunity for underutilized minorities and women, for persons with disabilities and for Vietnam-era veterans and special disabled veterans. University policy is intended to be consistent with the provisions of applicable State and Federal law.
Inquiries regarding the equal employment opportunity policy for academic employees may be directed to the Office of Faculty Equity Assistance at (510) 642-1935 or the Academic Compliance Office at (510) 642-1991. Thank you very much for your response.
Sincerely,
(name)
Chair, Affirmative Action Committee
Page last checked: 10/21/99