1. Being An Effective USDA Special Emphasis Program Manager National Extension and Research Administrative Officers Conference

2. Special Emphasis Programs The term “special emphasis program” (SEP refers to those programs that focus special attention on certain specific groups as a result of a particular law, regulation, or Executive Order. SEPs were established to address the employment- related concerns of groups not specifically included in other programs where a need for special emphasis or employment concerns of such groups has been demonstrated.

3. Special Emphasis Programs-Authorities Statutory and Regulatory Authority Executive Orders, Federal Laws, and Regulations USDA Departmental Regulations, DR4230-002

4. Purpose of Special Emphasis Programs The purpose of the program is to provide focus on issues such as employment, retention, promotion, training, career development, and advancement opportunities affecting applicants and employees of USDA.

5. The Goal of Special Emphasis Programs The goal is to get to a workplace where we can focus on identifying and eliminating barriers to recruitment, retention, career enhancement, and other SEP issues.

6. Role of the Special Emphasis Program Manager Assist leadership in identifying barriers or potential barriers to hiring, development, advancement and retention of minorities, women, and persons with disabilities; Propose solutions to remove such barriers; Provide consulting and program support to help eliminate barriers.

7. Role of the Special Emphasis Program Manager Ensure the Special Emphasis Program is on equal footing with all other Special Emphasis Programs. When appropriate, remind management to include employees whenever other minority groups are referenced. Advocate for inclusive language in all official documents when possible.

8. Addressing Special Emphasis Issues- Always Asking Questions How will this impact your SEP group? Is management being inclusive? Do we have a safe and inclusive work environment? Do I have good communication with my Civil Right Office, especially the Director? Do I enlist support from fellow SEPMs? Do I need help from the Agency or Department?

9. Special Emphasis Program Manager Assignment Keep your immediate supervisor informed of SEP activities. Ensure that an addendum exists to your position description regarding collateral duties. Memorandum of Understanding for SEPM.

10. Special Emphasis Program Manager Assignment How, when, and length of time you will serve as the SEPM will vary from agency to agency. Percentage of time spent on SEPM duties, 20% work time is recommended. A separate stand alone element should be included in your performance appraisal.

11. Reports, Data Sources, and Terminology-Management Directive MD-715 is the policy guidance which the Equal Employment Opportunity Commission (EEOC) provides to federal agencies for their use in establishing and maintaining effective programs of equal employment opportunity under Section 717 of Title VII of the Civil Rights Act of 1964, and Section 501 of the Rehabilitation Act of 1973. MD-715 provides a roadmap for creating effective equal employment opportunity programs for all federal employees as required by Title VII and the Rehabilitation Act.

12. Reports, Data Sources, and Terminology United States Equal Employment Opportunity Commission: Home, Federal Agencies, Management Directives: http://www.eeoc.gov/federal/directives/index.cfm http://www.eeoc.gov/federal/directives/index.cfm Management Directives MD 110: Federal Sector Complaint Processing Manual MD 715: EEO Reporting Requirements for Federal Agencies

13. Reports, Data Sources, and Terminology United States Office of Personnel Management-Reports Portal: http://www.opm.gov/About_OPM/Reports/FEORP/index.asp http://www.opm.gov/About_OPM/Reports/FEORP/index.asp OPM has the responsibility to annually report to Congress on progress under the Federal Equal Opportunity Recruitment Program (FEORP). The report is prepared in compliance with the law (5U.S.C7201 and 5 CRR Part 720, Sub-part B) and contains information on the representation of minorities within the Federal Government and best practices of Federal agencies. OPM is committed to, and is taking aggressive action to ensure, diversity in the Federal Government.

14. Reports, Data Sources, and Terminology Civilian Labor Force (CLF) includes, Persons 16 years of age and over, except those in the armed forces, who are employed, or who are unemployed but seeking work.

15. Reports, Data Sources, and Terminology-Civilian Labor Force (CLF) Percentages for each minority group presented in the Federal Equal Opportunity Recruitment Program (FEORP) report are derived from the Bureau of Labor Statistics’ (BLS) Current Population Survey (CPS). – Monthly survey of households. – Conducted by the Bureau of the Census. – Cover non-institutionalized individuals 16 years of age or older, employed or unemployed, U.S. citizens and none- U. S. citizens.

16. Analysis of Special Emphasis Program Management Conduct an assessment of the program including an analysis of the workforce data. Engage with special emphasis groups in the workforce to identify concerns or issues related to their employment, development, advancement, and retention. Develop an understanding of the agency’s mission, and be sensitive to shifts in occupations, policies, or external factors that may impact the future workforce of the agency.

17. What is a Trigger in Special Emphasis Program Management? A trigger is a “red flag.” Triggers are conditions, disparities, or obstacles warranting further inquiry. A trigger may be any piece of information(a statistical barrier, a trend, etc.) that alerts the SEPM that additional scrutiny of the area where the trigger occurred is necessary. Agencies must investigate triggers to determine whether actual barriers are at work. Remember, triggers can lead to barriers, but not always.

18. What is a Barrier in SEPM? A barrier is a policy, procedure, practice or condition that limits employment opportunities for members of a particular race, ethnic background, gender, gender identity, sexual orientation or perceived sexual orientation, or because of a disability. Some barriers may be easy to identify. Other barriers are embedded in the day-to-day procedures and practices of an agency and may appear neutral.

19. Establishing and Maintaining Relationships with SEPM National SEPM State Leadership and employees Other SEPM Organizations related to your SEP area Colleges, Universities, Professional Organizations Offices of Civil Rights Human Resources – Recruitment efforts – Detail information – Training – Workforce data

20. Evaluating SEPM Maintain Program Records. Submit quarterly and annual accomplishment reports to the NSEPM. Utilize these reports to document progress.

21. Promote Diversity and Inclusion Be Honest: Recognize your own biases, prejudices and values. Be a partner: Work on projects with members of groups different from your own. Be a role model: Be vocal in opposing prejudice and help educate others. Be a teacher: Teach tolerance, encourage openness, and understanding. Be a student: Educate yourself and others. Be knowledgeable of the USDA Civil Rights Policy Statement.

22. Addressing SEPM Issues Employees will come to you. Employees will seek you out as the expert. Build your resources. Be in continuous learning mode. Employees with family or friends may seek you out. Personal abuse or harassment-know how to refer the impacted employee to Human Resources or the Employee Assistance Program (EAP)

23. Addressing LGBT Issues Transitioning at Work – Your job is to be consistent and a reliable resource for management. – Your job is to seek and recommend consultation from HR, your national LGBT SEPM, and/or EAP. – Educate the impacted workforce – Take all comments and questions seriously.

24. Maurice W. Dorsey, Ph.D. National Program Leader for Public Policy, NIFA Diversity Officer, and Special Emphasis Program Manager LGBT For Further Information Contact

25. Thank You! For Attending This Session!!!!