University of Houston-Victoria

Human Resources

Affirmative Action Program

Review of Personnel Processes

Ongoing monitoring of key systems and processes ensure that affirmative action goals are actively pursued and proactive measures are taken to ensure equal opportunity. These include:

  1. Overall Review

    The Assistant Vice-Chancellor for EOS and the Director of HR review, and keep under continuing review, all human resources procedures to ensure that there are no impediments to full utilization of the job qualifications of women, minorities, persons with disabilities, and veterans .

  2. Review of Physical and Mental Job Requirements {41 C.F.R. 60-741.44(c), -250.44(c)}.

    The Director of HR provides a schedule for the review of all physical and mental job requirements to ensure that, to the extent that these requirements tend to screen out qualified disabled veterans, they are job-related and are consistent with business necessity and safe performance of the job.

  3. Employee Recruitment Process

    To ensure EEO/AA requirements and guidelines are followed,

    1. UHV provides adequate notice of all of its vacancies to current employees and other interested parties outside the UHV community, in attempt to provide a wide dissemination. Only in unusual or hardship cases will a “waiver of posting” be permitted. For staff positions, all requests for posting waivers must be approved by the Director of Human Resources/Affirmative Action Officer. All job vacancies are electronically posted for a minimum of ten (10) business days by Human Resources at https://www.uhv.edu/hr/simplehire.aspx.
    2. All staff positions are also posted with the Texas Workforce Commission via www.workinteaxas.com.
    3. Pre-employment applicant questions will be based on job-related qualifications and requirements for the position, consistent with business necessity and the safe performance of the job, and will not screen out or tend to screen out qualified women or minorities. The applicant questions will be documented in advance and asked of all applicants for a position.
    4. Departments engaged in hiring new employees are required to document the disposition of applications in the applicant pools, which are audited and monitored by HR.
    5. Applicants needing assistance with the application or interview may contact HR.

  4. tion to Self-Identify.

    An invitation to self-identify for women and minorities is distributed to all applicants as part of the application process. Self-identification opportunities are also is provided for employees during new employees orientation and periodically. Self-identification is voluntary. No employee or applicant is subject to adverse treatment for either providing, or declining to provide, this information.

  5. Reasonable Accommodation

    Incumbent employees may voluntarily identify a disability, with or without a request for a reasonable work accommodation, to their supervisor, Human Resources or Equal Opportunity Services (the Assistant Vice-Chancellor of EOS is also the UHS’ ADA coordinator) after the hire. A determination of what is a reasonable accommodation will be made on a case-by-case basis through an interactive process involving the employee and the appropriate manager.

  6. Record Keeping

    The objective of all record keeping systems to be implemented is to assess the results of past actions, trends, the appropriateness of objectives, the appropriateness and relevancy of identified solutions to problems, and the adequacy of the Plan as a whole. In addition, a further objective is to identify the proper corrective actions to be made to all components.

    In order to fully achieve the objectives of such a record keeping system, the results of it must lead to follow-up through feedback to managers, supervisors, and staff, through reallocation of resources, through modifications to plans and the record keeping system itself, through appropriate recognition of personal achievements as well as punitive actions for discriminatory acts. For any identi­fied deficiencies, appropriate corrective action will be identified and implemented.

  7. Confidentiality

    UHS complies with Title I Regulations 1630.13 and 1630.14 regarding prohibited medical examinations and inquiries. Information concerning a disability or medical history of an employee is afforded the same confidentiality as medical records. Consistent with this obligation, such information is collected, maintained, and filed in separate and secure locations. Medical information may be disclosed in following conditions:

    1. First aid and safety personnel who may be required to provide emergency treatment due to the employee’s disability or medical condition;
    2. Authorized representatives of government agencies and other organizations
    3. investigating compliance with applicable laws, or involved in the System’s internal grievance procedure;
    4. Supervisors will be informed of the functional limitations and the resulting accommodations;
    5. Confidential medical information will be maintained in a secure file, separate from all other personnel records.
  8. Training of Personnel Involved in Selection {41 C.F.R. 60-741.44(j), -250.44(j)}.

    Administrators, managers and supervisors with responsibilities for hiring, transfer, promotion and all other staff related functions periodically receive training on applicable federal and state law, UHV/UHS policy and procedures, and provisions of the affirmative action practices for Veterans and Individuals with Disabilities. Affirmative Action best practices are reviewed regularly and guidance is offered in group settings or on a case-by-case basis. Examples of training topics include: accessible publication tips, alternate format verbiage suggestions, use of electronic media and website accessibility tips, determining essential functions for a vacant position, and resources available at external agencies and at UHV. Guidance is offered to prepare managers to effectively communicate with people who have known disabilities.

  9. Compensation and Benefits {41 C.F.R. 60-741.21(i), -250.21(i)}.

    UHV policy does not allow for the reduction of compensation offered for a position due to age, race, color, disability, religion, national origin, veteran’s status, genetic information, or sex (including pregnancy), except where such a distinction is required by law.

  10. Complaints of Discrimination or Harassment {41 C.F.R. 60-741.44(e), -250.44(e)}.

    UHV has developed and implemented procedures to ensure that women and minority employees who are individuals with disabilities or protected veterans are not harassed because of their age, race, color, disability, religion, national origin, veteran’s status, genetic information, or sex (including pregnancy), except where such a distinction is required by law. UHV monitors the number and location of harassment and discrimination complaints brought to the office to determine problems areas and takes proactive steps to ensure equal opportunity and access to all System employees and guests.

  11. Contracting Requirements

    UHV and its subcontractors under a United States government contract of $10,000 or more shall include the affirmative action clause in each of their nonexempt subcontracts. Such necessary changes in language may be made to the clause as is appropriate to identify properly the parties and their undertakings. The affirmative action clause may be incorporated by reference in all contracts and subcontracts. In fact, by operation of the act the affirmative action clause shall be considered to be a part of every contract and subcontract for which the clause is required by the act and/or the regulations, whether or not the clause is physically incorporated in such contracts and whether or not there is a written contract between the government and UHV.