Equal Employment Opportunity Program

Interim Guidance 300-30, Policy Statements on Equal Employment Opportunity, Diversity, and Prevention of Sexual Harassment

March 8, 2006

SUBJECT: Policy Statements on Equal Employment Opportunity, Diversity, and Prevention of Sexual Harassment

TO: All employees

1. What is the purpose of this directive?
The purpose of this interim guidance is to transmit NARA's policy statements on equal employment opportunity, diversity, and prevention of sexual harassment. These policy statements articulate my personal commitment to providing a work environment where all employees can contribute to the success of the organization. Any questions concerning NARA's equal employment opportunity or diversity programs, or sexual harassment, should be directed to the Equal Employment Opportunity and Diversity Programs (NEEO) staff. Managers must ensure that these three policy statements are posted in areas visible to their employees.

2. What issuances are canceled by this interim guidance?
This interim guidance cancels interim guidances 97-171 dated May 29, 1997, and 98-195 dated July 22, 1998.

3. How are records created by this directive maintained under the NARA Records Schedule?

    a. NEEO - File program records using the appropriate sub-items under file no. 332, "Equal Employment Opportunity Records," (e.g., #332-1, etc.).

    b. Employee Relations and Benefits Branch (NAHR) - For disciplinary and adverse actions, maintain official case files under no. 329-2a and corresponding tracking records in the "Discipline Log" database (item 329-2b).

    c. Human Resources Operations Branch (NAHO)

        (1) Disciplinary actions (e.g., letters of warning or reprimand) - File on the left side of an employee's Official Personnel Folder (OPF) any records relating to a disciplinary action. These records are considered as "temporary" when filed on the left side of the OPF, file no. 301. [See Personnel 300, ch. 752, part 2, pars. 11, 12, and 13; and the Office of Personnel Management's (OPM) Guide to Personnel Recordkeeping, ch. 3, "Filing Documents in the Personnel Folder."]

        (2) Adverse actions (e.g., suspensions, removals) - File on the right side of an employee's OPF any records relating to an adverse action. These records are considered as "long-term temporary" when filed on the right side of the OPF, file no. 301. (See Personnel 300, ch. 752, part 3, pars. 31 and 55; and OPM's Guide to Personnel Recordkeeping, ch. 3.)

    d. General Counsel (NGC) - Maintain official case files for alternative dispute resolution (RESOLVE) proceedings under file no. 1112-3.

    e. Supervisors - For documents pertaining to EEO complaint matters, use file no. 332-2.

    f. Employees - Keep your copies of records for your own personal reference. Do not file your copies with any records maintained by your supervisor or elsewhere in your unit.

4. Whom can I contact for more information?
For questions regarding this interim guidance and the attached policy statements, contact the NEEO staff in room 4400, AII or on 301 837-1550.

Archivist of the United States

Equal Employment Opportunity Policy Statement
Diversity Policy Statement
Prevention of Sexual Harassment Policy Statement

Policy statement - Equal employment opportunity

As the Archivist of the United States, I am strongly committed to the principles of Equal Employment Opportunity (EEO) and the implementation of EEO policies and objectives that will enhance the quality of our work life and the productivity in our workplace. The greatest resource at NARA is our employees. It is my goal to create a positive workplace where all employees feel comfortable that their work and individual contributions count.

It is NARA's policy to promote and ensure equal employment opportunity for all persons regardless of race, color, national origin, sex, age, religion, disability or sexual orientation. Discrimination has no place at NARA. It cannot and will not be tolerated.

Managers and supervisors must lead by example and monitor the workplace to ensure that the environment is free from discrimination, hostility, intimidation, reprisal, and harassment. All employees at NARA are responsible for implementing EEO policy in their daily actions, conduct, and decisions. Managers, supervisors and employees alike must treat each other with respect and professionalism.

I strongly promote EEO policy throughout NARA and look forward to working with each of you in eliminating discrimination in the workplace.

Archivist of the United States

Policy statement - Diversity

As the Archivist of the United States, I strongly recognize and embrace the diversity that our employees bring to NARA. I intend to foster a workplace where each employee is valued and everyone is encouraged to maximize their potential and their commitment to serve our customers. Our ability to serve people from all walks of life is enhanced by the positive and creative power which comes from our diversity.

To meet the challenges of the 21st century, we must continuously strive for a workforce that reflects America, and promote an environment that places high value on individual respect, dignity and professional growth. Our ability to attract, develop, and retain a quality diverse workforce is the key to NARA's success.

My goal is to promote a workforce that embraces diversity and allows each and every employee to succeed up to his or her full potential. All of us must make NARA a place where each individual is appreciated, honored, and rewarded on the basis of professional achievement and contribution. This will require the personal commitment and support of every NARA employee.

Please join me in my supporting NARA's diversity efforts by treating everyone with respect, being open to the ideas and perspectives of others, and learning more about diversity. I look forward working together to use the principles of diversity to achieve our mission.

Archivist of the United States

Policy statement - Prevention of sexual harassment

As the Archivist of the United States, I am strongly committed to providing a work environment free from sexual harassment and intimidation. I place the highest standards on all employees to comply with NARA's sexual harassment prevention policy.

Sexual harassment is a form of sex discrimination that violates Title VII of the Civil Rights Act of 1964. The Equal Employment Opportunity Commission has defined sexual harassment as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when:

  • Submission to or rejection of such conduct is made either explicitly or implicitly a term or condition of a person's job, pay or career, or
  • Submission to or rejection of such conduct by a person is used as a basis for career or employment decisions affecting that person, or
  • Such conduct interferes with an individual's work performance or creates an intimidating, hostile or offensive environment.

Managers and supervisors are responsible for ensuring that the workplace is free from sexual harassment. The offending individual may not only be an employee, but a contractor or other non-employee. Managers and supervisors who observe unprofessional behavior in the workplace have the responsibility to take appropriate corrective action to stop such behavior and prevent future occurrences.

NARA will not tolerate any retaliation against an individual who lodges such a complaint or who provides information related to a complaint. Allegations of sexual harassment will be addressed immediately and fairly. Any NARA employee found to have engaged in sexual harassment is subject to disciplinary action. To deal with this type of situation, employees may use the Equal Employment Opportunity Discrimination Complaint Process and RESOLVE (NARA's Alternative Dispute Resolution Program).

While all employees have the responsibility of preventing sexual harassment, managers and supervisors must create a work climate free from unsolicited and unwelcome sexual overtures by applying applicable sanctions when warranted.

Archivist of the United States

The U.S. National Archives and Records Administration
8601 Adelphi Road, College Park, MD 20740-6001
Telephone: 1-86-NARA-NARA or 1-866-272-6272