TO:             Solicitor
                   Inspector General
                   Assistant Secretaries
                   Heads of Bureaus and Offices

FROM:        John Berry, Assistant Secretary for Policy Management and Budget

SUBJECT:   Policy and on Implementing the Department of the Interiors Diversity

Initiatives:

Diversity has been one of my priorities since I became the Assistant Secretary - Policy Management and Budget. In the first two years of implementing our Strategic Plan for Improving Diversity (Plan), we have made some progress. We are now at the midyear point of our third year, and we must remain steadfast in our efforts to assure that we live up to our vision and strategic goals for diversity. One of our goals has been to recruit a workforce that reflects the diversity of the Nation. Therefore, I am requiring all bureaus to utilize targeted recruitment initiatives to assist in assuring diversity in all applicant pools, to monitor the meritstaffing process and remove any unjustified barriers that may inhibit equal employment opportunity for all applicants.

To assist in assuring that we put forth our best efforts in recruiting and hiring the best qualified candidates possible, I am providing the attached "Dos and Donts" on Diversity Initiatives as guidance for the merit staffing process. I have directed the Departments Human Resources and Equal Opportunity officials to implement the attached guidance immediately.

Our Plan states that we must: "Ensure accountability at the Secretarial and Bureau levels for improving diversity." The attachment provides measures that managers can use to improve diversity in an appropriate manner. Over the next six months, I plan to hold monthly reviews with bureau and office heads to discuss our progress as envisioned by following the attached Do's and Don'ts. Bureaus and offices should also conduct self-assessments of their hiring practices with their managers and supervisors on a continuous basis. All managers and supervisors will be held accountable for ensuring equal opportunity and non-discrimination in accordance with Departmental Directives.

Attachment
 
 

These "Dos and Donts" are prepared as guidance in implementing the Department's diversity recruiting initiatives:
 

A.     DOs

1. Can conduct outreach programs. We must make vigorous concerted efforts to assure that all applicant pools are diverse.

2. Targeted recruitment initiatives will be utilized to assist in our efforts to have diverse applicant pools. EEO offices can use the DOl Form 1935 (copy attached) to collect race and national origin (RNO) data on all applicants. All candidates for positions with DQI must be assured that RNO and gender data are provided on a voluntary basis. The RNO and gender data will be used for statistical analysis 21211 and cannot be used to identify the RNO or gender of individual applicants.

3. EEO and Personnel officers should analyze applicant pools, using the known RNO and gender data, to ascertain the following:

(a) What is the RNO and gender composition of the applicant pool?

(b) What is the demographic profile of the Relevant Civilian Labor Force (RCLF)?

(c) Do the applicant pools reflect the RCLF?

This analysis will assist in measuring the success of the outreach efforts.

4. Can re-advertise a position if, without good reasons, under-represented groups in the applicant pools are not reflective of the RCLF. In instances where the position is being re-advertised, various outreach efforts should be broadened in order to reach a larger pool of potential applicants.

5. Can analyze the selection process to ascertain unjustified barriers to under-represented groups, before the certificate is presented to the selecting official. For example, if the certificate does not reflect the RNO and gender representation found in the applicant pool, EEO and Personnel may analyze the certificate to determine if there are unjustified barriers that can be remedied before it is forwarded to the selecting official. If no barriers are identified, the certificate will be forwarded to the selecting official. Otherwise, the barriers must be corrected before the certificate is referred to the selecting official. This process may also include re-advertising the position, if the barriers identified are not justified and cannot be otherwise corrected. All qualified applicants who applied under the canceled job announcement will automatically become a part of the applicant pool for the re-advertised position.

6. Can ask for a written justification regarding all selection decisions; however, the justification must be related to the candidates qualifications. Data concerning the candidates RNO or gender cannot be included in this process.

7. Can track selection decisions to monitor hiring patterns. Self-assessments of hiring practices are encouraged.

8. Can hold managers accountable for failure to follow DOl directives on ensuring equal opportunity as identified in the individual managers performance plan.
 

B.    Don'ts

1. Cannot set quotas. Cannot set aside positions to be filled by any RNO or gender group.

2. Cannot use RNO or gender as a factor in the selection process unless constitutional (equal protection) and Title VII requirements are met.  Must consult with the OEO and Solicitor's Office before taking such actions.

3. Cannot forward RNO or gender data on individual applicants to the selecting official.

4. Cannot provide monetary or administrative incentives to a manager for improving diversity representation.