2018-2020 AAP Checklist for Minnesota State Colleges and ...



Required Checklist for Submitting Agency Affirmative Action Plan to Minnesota Management and BudgetThis checklist is to be used by Minnesota State Colleges and Universities. COVER PAGE FORMCHECKBOX Update your agency’s logo, agency name, street address, phone number, MN relay number, email address, website, and estimated cost to prepare the report. EXECUTIVE SUMMARY FORMCHECKBOX Update your agency’s name on the Executive Summary page. FORMCHECKBOX Complete Table 1. Underutilization Analysis of Protected Groups. FORMCHECKBOX Statement signed and dated by your agency’s Affirmative Action Officer or Designee. FORMCHECKBOX Statement signed and dated by your agency’s Human Resources Director or Designee. FORMCHECKBOX Statement signed and dated by your agency’s Commissioner or Agency ANIZATIONAL OVERVIEW FORMCHECKBOX A brief description of your organization has been included.STATEMENT OF COMMITTMENT FORMCHECKBOX Update your agency’s name on the Statement of Commitment. FORMCHECKBOX Update the Statement of Commitment text as needed. The sample text provided in the AAP template includes all of the required and necessary information that must be include in this section. FORMCHECKBOX Statement signed and dated by your agency’s Commissioner or Agency Head.INDIVIDUALS RESPONSIBLE FOR DIRECTING/IMPLEMENTING THE AFFIRMATIVE ACTION PLAN FORMCHECKBOX Complete section for each role relevant to the organization; including a name, title, email address and phone number for each person/office. Edit responsibilities as MUNICATION OF THE AFFIRMATIVE ACTION PLAN FORMCHECKBOX Update the internal methods section including an internal website and agency address. FORMCHECKBOX Update the external methods section including an external website and agency address.UNDERUTILIZATION ANALYSIS AND AFFIRMATIVE ACTION GOALS FORMCHECKBOX Complete Table 2. Underutilization Analysis and Hiring Goals for 2018-2020. Ensure the numbers listed in Table 2 match the numbers included in the underutilization worksheet in the appendix. FORMCHECKBOX Complete the Availability section describing the type of utilization analysis conducted and why this type was best. FORMCHECKBOX In the Availability/Assessment of Previous Plan Efforts section, include the following information for women, minorities and individuals with disabilities: List job categories that have improved utilization; list job categories that do not have improved utilization; describe how the agency did or did not arrive at their hiring goals identified in the 2016-2018 AAP; what will the agency do the same or do differently to achieve the hiring goals for 2018-2020? Be sure to adequately explain the information you relied upon to come up with the hiring goals. SEPARATION AND RETENTION ANALYSIS BY PROTECTED GROUPS FORMCHECKBOX List the title and contact information for the persons responsible for agency retention programs. FORMCHECKBOX Complete the Type of Separation table FORMCHECKBOX Complete a separation analysis for women, minorities and individuals with disabilities that include the following information: the overall representation of protected class in the agency; the total number of separations that occurred, the percentage of overall separation for the protected class; and an analysis narrating whether the separation was greater than or less than the overall representation of the protected class. This analysis will help to guide targeted retention programs/activities in the program objectives section of the plan.Program Objectives, Identified Barriers, and Corrective Action to Eliminate Barriers FORMCHECKBOX Complete job category representation chart for protected class employees. FORMCHECKBOX Identify program objectives and include what underutilization, recruitment barrier or separation rate the effort is intended to overcome. Note if an objective is new or ongoing from a previous plan. FORMCHECKBOX Include future evaluation methods for each program objective. FORMCHECKBOX Include past evaluation methods for applicable program objectives. FORMCHECKBOX Include persons responsible for each program objective. FORMCHECKBOX Include target dates for each program objective. METHODS FOR AUDITING, EVALUATING, AND REPORTING PROGRAM SUCCESS FORMCHECKBOX Complete the Pre-Employment Review/Procedure/Monitoring the Hiring Process section (sample text is provided in the AAP template). FORMCHECKBOX Complete the Pre-Review procedure for Layoff Decisions (sample text is provided in the AAP template). FORMCHECKBOX Complete the Other Methods of Program Evaluation section (sample text is provided in the AAP template).APPENDIXMINNESOTA sTATE’S EQUAL OPPORTUNITY AND NON-DISCRIMINATION IN EMPLOYMENT AND EDUCATION POLICY FORMCHECKBOX Include the Minnesota State’s Equal Opportunity and Non-discrimination in Employment and Education policy.MINNESOTA sTATE’S REPORT/COMPLAINT OF DISCRIMINATION/HARASSMENT INVESTIGATION AND RESOLUTION PROCEDURE FORMCHECKBOX Use the template procedure in the AAP template or include your agency’s procedure. Ensure the agency name is included.STATEWIDE ADA REASONABLE ACCOMMODATION POLICY (M.S. 43A.191, Subd. 2) FORMCHECKBOX Include the statewide ADA Reasonable Accommodation policy. FORMCHECKBOX Include the request for ADA Reasonable Accommodation form or link for applicants and employees to access the form. EVACUATION PROCEDURES FOR INDIVIDUALS WITH DISABILITIES FORMCHECKBOX Update this section with the location of your agency’s evacuation and weather emergency procedures for individuals with disabilities as wells as the agency communication plan. FORMCHECKBOX Include agency contact(s) name, title, phone number and email address. FORMCHECKBOX Include evacuation options and evacuation procedures for individuals with mobility, hearing or visual disabilities (sample plan is provided in the AAP template).Utilization Analysis Tables and Two-Factor Worksheets FORMCHECKBOX Include your agency’s underutilization worksheets. FORMCHECKBOX Include your agency’s two factor worksheets (if used).Separation Analysis Tables FORMCHECKBOX Include your agency’s separation analysis (by protected groups) worksheets.Other Relevant Information FORMCHECKBOX Include any other relevant agency information, policies, or documents.OTHER FORMCHECKBOX Update the footer with your agency’s name. FORMCHECKBOX Update the Table of Contents page numbers. FORMCHECKBOX Update or remove all red text or bolded black instructional text from the template.Final Check: FORMCHECKBOX All required components (including name and contact information) are correct. FORMCHECKBOX All required signatures are included in the report submitted to MMB. FORMCHECKBOX All sections of the AAP are in the same order as indicated on the AAP Required Components Checklist.Submit AAP: FORMCHECKBOX Submit your agency’s AAP to AAreports.mmb@state.mn.us before July 31st of the plan year. After the AAP is reviewed, MMB will send a letter via email to the Affirmative Action Officer or designee stating if the plan is approved or if updates need to be made.After Approval: FORMCHECKBOX Redact private data such as the two-factor analysis worksheets and edit numbers less than 10 (ten) to show as “<10.” FORMCHECKBOX Post the AAP on your agency’s website. FORMCHECKBOX Send a communication and web link to your agency’s employees indicating where AAP is posted. FORMCHECKBOX Send the web link for your agency’s AAP to AAreports.mmb@state.mn.us. FORMCHECKBOX Email one electronic copy of your agency’s AAP to the MN Legislative Reference Library at reports@lrl.leg.mn. FORMCHECKBOX Mail two hard copies of your agency’s AAP to the MN Legislative Reference Library via USPS or interoffice mail to:MN Legislative Reference Library645 State Office Building100 Rev. Dr. Martin Luther King Jr. BlvdSt. Paul, MN 55155-1050 ................
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