1 Hiring and Promoting with Affirmative Action Goals in Mind Presented by: Department of Mental Health and Addiction Services Affirmative Action Office November 5, 2013

Pre- Quiz 1) What is Affirmative Action? 2) What are the responsibilities of DMHAS’ Affirmative Action Office (AAO)? 3)What is an Affirmative Action Plan (AAP)? 2

What is an AAP? cont’d An AAP has 18 sections. 5 of these 18 sections assists with analyzing an agency’s hiring and promoting practices. Section 16 of the AAP is entitled Goals Analysis where DMHAS is required to report on all full-time hiring and promotional activities. 3

Why Are My Actions Reported in DMHAS’ AAP? AA Regulations require that DMHAS reports, on an annual basis, in the Goals Analysis section of its AAP, each individual that applied for a position within DMHAS, or was hired to fill a position within DMHAS, or was promoted to a higher position within DMHAS. 4

5 Why is Each Applicant Reported in the Goals Analysis section of DMHAS AAP? The purpose of the Goals Analysis section is to capture DMHAS’ hiring and promotional practices and determine whether they are equitable and diversifying its workforce. The Goals Analysis section must therefore specify the position DMHAS wanted to fill; each applicant’s gender, race, justification; and whether each applicant was a goal candidate.

6 That’s Nice and All, but Why Was I Asked to Attend this Training? As an interviewer, you are in the best position to record an applicant’s demographic data, write the justification and transmit it to the AAO via the Vacancy Management System (VMS) for the AAO to included it in the Goals Analysis section of DMHAS’ AAP and submitted to CHRO for approval.

7 What Happens if the Goals Analysis Section of DMHAS’ AAP Does Not Have Each Applicant’s Demographic Information and a Justification? Bottom Line: An Affirmative Action Plan can be disapproved by CHRO based on the lack of justifications or poor justifications in the Goals Analysis section of DMHAS’ AAP.

8 What Does the AAO Want From Me and/or My Interviewing Panel? 1) Know what “goal candidate” means. 2) Know who the goal candidates are for the positions in which you are looking to fill, and where to find them. 3) Make goal candidates part of your thought process and interview panel discussions.

What Does the AAO Want From Me and/or My Interviewing Panel? Cont’d 4) Take detailed notes during the hiring/promoting process, especially the interview for both goal and non-goal candidates. 5) Best practice: for all applicants not selected input into (VMS): Date Interviewed Specific detailed reason not interviewed Specific detailed reason not selected race/gender of interviewees (if not already noted) 9

DON’T’S Don’t use generalities or subjective language that does not explain, like: “First Choice.” (without further explanation) “Not a good fit.” “Bad/poor Interview.” (without further explanation) “Overqualified.” “Poor references.” (without further explanation) “Interviewed well” (without further explanation) “Answered questions well” (too vague—explain what the question was) what the question was) “Not selected.” (need to explain why) “Not selected.” (need to explain why) 10

DON’T’S cont’d Don’t use inappropriate reasons. Avoid explanations involving age, race, gender, marital status, pregnancy, sexual orientation, religion, etc.: “too old” “too young” “wrong gender” “wrong race” 11

DO’S 1) Do fill in the fields in VMS as accurately and completely as possible. 2) Do be thorough and specific in explanations for goal candidates, especially when a non-goal applicant is selected. 3) Do explain in detail why a non-goal applicant is chosen over a goal candidate (skills/experience). 12

Do’s cont’d 4) Do focus on Abilities, Skills, Knowledge, Experience (A.S.K.E.) 5) Do focus on the duties of the Job Specifications (e.g. Spanish-Speaking). 6) Do contact your Equal Employment Opportunity (EEO) Specialist with any questions. 13

Good Explanations for Why an Applicant was NOT Selected Applicant declined interview/ withdrew. State why: Applicant not willing to work second shift. Applicant desired part-time hours / full-time hours Salary requirements not met. Location/unwilling to commute Applicant accepted another position (state where if within DMHAS) Applicant did not respond to interview request then record the date, the time, the method used (e.g. state , numbers called, etc.). 14

Good Explanations for Why an Applicant was NOT Selected cont’d Failed to provide documentation or license Not a good interview. Unprepared, was 25 minutes late, and asked interviewers uncomfortable questions showing lack of professionalism. Failed Criminal Background check (certain situations)--*Contact Affirmative Action Officer 15

Good Explanations for Why an Applicant was NOT Selected cont’d : Poor interview. Applicant appeared for interview in inappropriate attire (sweat shirt and jeans), and did not demonstrate the necessary skills as a professional. Applicant did not respond to questions appropriately, did not demonstrate required knowledge of computer systems required. 16

Good Explanations for Why an Applicant was NOT Selected cont’d Not selected. This position requires knowledge of plumbing in a large facility, this candidate only had basic plumbing knowledge. Candidate has lack of depth of clinical knowledge regarding risk management, co-occurring issues and behavioral health care. Poor interview. Did not answer questions adequately and struggled with understanding the role of the Head Nurse position. 17

Good Explanations for an Applicant was Selected First choice. Demonstrated required skills in supervision and experience in an in-patient mental health environment. Interpersonal skills would be an asset to the unit, since the job will entail working with clients and Staff Answered questions well about how to interact with clients and community providers. 18

Good Explanations for an Applicant was Selected cont’d: Applicant possessed 5 years of experience in computer programming, which was a required skill for the position. (Use measurable months/yrs. experience if possible) Applicant was the only applicant that possessed the preferred experience needed (Spanish-Speaking). 19

Good Explanations for an Applicant was Selected cont’d: Demonstrated sound communication skills. Has good knowledge and experience with CSP/RP; has been trainer of trauma informed care has strong knowledge and experience in co-occurring disorders, in conflict management and resolution as well and risk management. Demonstrated strong core values of recovery and person centered care. 20

21 Remember! CHRO can and has disapproved an AAP when the agency did not demonstrate that it took affirmative action to solicit and to hire qualified goal candidates.

CHRO Excerpt 22

23 Navigating Through VMS