Policies and Procedures Manual
Human Resources 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
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
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.
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.
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
not relieve the department head of his/her responsibility in this
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
has been developed as part of the Application
for Employment to
provide relevant information on a candidate's racial background
information obtained from this form will be used to:
identify pre-employment affirmative action status;
2. ensure the
inclusion of female and minority applicants;
the effectiveness of the posting locations.
5.400 Applicant Interview and Hiring Record
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
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
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