Section 5.000
Policies and Procedures Manual
Human Resources Department

5.000 AFFIRMATIVE ACTION

Department heads will adopt and include in the Equal Employment Opportunity/Affirmative Action Program a system of periodic internal reviews to measure the effectiveness of their affirmative action efforts. A formal audit of these efforts will be made by the Affirmative Action Officer on a semiannual basis, or more frequently if deemed appropriate. This audit will include monitoring records of referrals, placements, transfers, promotions, terminations, review of local program results, and notification to the Chief Justice for Administration and Management of local program effectiveness.

5.100 Status and Effectiveness Report

The semiannual Affirmative Action Status and Effectiveness Report must be completed by all department heads twice during each calendar year, and it must be submitted to the Administrative Office of the Trial Court by February 1 and August 1 of each year. This report should include:

A. a workforce utilization analysis, which provides:

1. the percentage by job category of minorities and females employed in the department;

2. a record of progress in the areas of hirings, promotions, transfers and terminations.

Note: Indicate areas in which there has been no change of status.

B. an evaluation of current programs, practices, policies, and a statement of objectives including an identification of problem areas and a specific plan for making necessary improvements.

5.200 Affirmative Action Recruiting and Hiring

When the composition of employees within a Division reflects an under-utilization of elderly, handicapped, women or minority employees, every effort must be made to recruit and consider such qualified applicants for hire. Adherence to the procedures set forth in this Manual does not relieve the department head of his/her responsibility in this area.

Overutilization in a specific category does not alleviate the necessity to recruit and consider applicants for a category in which they are under-utilized.

5.300 Pre-Employment Affirmative Action Consideration

To aid department heads in the hiring of elderly, handicapped, women and minority employees, the Pre-Employment Affirmative Action Consideration section has been developed as part of the Application for Employment to provide relevant information on a candidate's racial background and sex.

The information obtained from this form will be used to:

1. identify pre-employment affirmative action status;
2. ensure the inclusion of female and minority applicants;
3. determine the effectiveness of the posting locations.

5.400 Applicant Interview and Hiring Record

The Applicant Interview and Hiring Record (Appendix C, Form F4) is a form designed to provide a written record of the selection process. Department heads must complete the Applicant Interview and Hiring Record on all appointments; including temporary, student and summer appointments, new hires and promotions. The completed form with the approval request must be submitted to the Administrative Office of the Trial Court.

5.500 Post-Employment Profile

The Employee Profile (Appendix C, Form F6) is no longer utilized as the information that will be used for statistical reporting and other personnel purposes is entered and maintained in HR/CMS.

5.600 Training and Technical Assistance

When requested, technical assistance (TA) will be provided to all department heads in matters of Equal Employment and Affirmative Action. This assistance will be provided by or coordinated through the Affirmative Action Officer of the Administrative Office of the Trial Court. The TA program will include instruction in recruitment, training, reference checks, interviewing, selection, and promotion activities, as well as assistance in efforts to retain employees from underutilized groups.

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