Underutilization is defined by the federal government as “having fewer minorities or women in a particular job group than would be expected by their availability”41 CFR § 60-2.11 (b). In our analysis at Tulane University, we compare a job category’s current employment figures to the national, regional or local availability (depending upon general recruitment area for new employees) of minorities and females. Availability is derived from the most appropriate census data. Different census data is used for the comparison depending upon the particular job category. For example, for faculty the census data used is particular to the rank and discipline of the faculty group.

2. How can I tell if a job is underutilitized?

This information is located on the OIE website under resources.  There is a separate spreadsheet for women and minorities.  The spreadsheets are titled Affirmative Action Plan Utilization-Minorities and Affirmative Action Plan Utilization-Women.

3. How do I determine which job group a job is in for underutilization purposes?

Jobs are grouped according to the job function.  A chart to determine which job group your job belongs to is located on the OIE website under resources titled Job Groups by Job Codes.  You will need the job code to find the job group. Click here for job code document.

4. Why does OIE review jobs?

The University is a federal contractor and is required by law to review all personnel actions to ensure equitable practices.

5. Which jobs require OIE review?

All administrative, professional, faculty and non-professional positions must be reviewed by OIE; except service and maintenance, post docs, and temporary summer employees.  These exceptions can change based on utilization as determined annually by the Affirmative Action Plan.

6. How long do I have to advertise?

A minimum of 2 weeks is required for all positions.  Anything less than 2 weeks must have prior approval from OIE.  A search may be extended beyond the 2 weeks by notifying WFMO.

7. Where do I need to advertise?

Administrative, professional and faculty positions must be advertised nationally.  If departments are unable to advertise nationally, OIE approval is required.  Non-professional positions may be advertised locally.

8. What do I need to do if a job is underutilized?

Special recruiting efforts must be made if the job group is underutilized for women and/or minorities.  Resources for recruiting are located on OIE website under resources.

9. How do I update a job description?

Job descriptions are reviewed and approved by WFMO.  Refer to the WFMO website under compensation/classification for directions.

10. How do I provide a job description for a faculty job?

Faculty positions normally do not have traditional job descriptions.  OIE will accept a copy of the advertisement for the faculty position or a brief summary of duties.

11. Why are minimum qualifications so important?

Only persons who meet the minimum qualifications of a job may be considered applicants according to the Affirmation Action Plan regulations.  OIE will not approve an applicant for hire who does not meet the stated minimum qualifications on the job description and advertisement.

12. What information is required about each applicant on the Applicant Interview Form?

In addition to the basic information, including race and gender, the information requesting why you would or would not hire the applicant has to be completed.  This information needs to be in relation to the stated minimum qualifications.  “A good fit” is not a minimum qualification and should be excluded from your reasons.

13. What documents are needed for a staff search?

The Staff Approval Form only for the selected candidate, the Staff Interview Form for all candidates interviewed, the application and/or resume of all candidates interviewed, the job description and the Staff Recruitment Procedures Form.  All forms are writeable and can be saved and emailed to our office or faxed.

14. What documents are needed for faculty searches?

The Faculty Approval Form only for the selected candidate, CV’s for all candidates interviewed, the advertisement, and the Faculty Recruitment Procedures Form.

15. Where can I find the search document forms?

All forms are located on OIE website under Forms (click here).

16. How can I send the forms to OIE?

The preferred methods are email and fax.  Our email address is oie@tulane.edu and our fax number is 862-8220.  For those who wish to deliver or send inter-office mail our address is 200 Broadway Street, Suite 105-A.

17. How long does it take OIE to conduct an equity review?

There is a 72 hour turnaround time on reviews if all paperwork is submitted correctly.

18. What is the Applicant Data Form?

The University is required by law to collect data on all applicants for all positions in order to complete an annual analysis.

19. Where do I find the Applicant Data Form?

All applicants for staff positions will complete online form as part of the application process that WFMO has in place.  The Applicant Data Form for faculty positions is located on the OIE website under Forms (click here).

20. How do applicants receive the Applicant Data Form?

All applicants for staff positions will complete online form as part of the application process that WFMO has in place.  The Search Committee must send all faculty applicants the link to complete the form on the OIE website.

21. When should I send the search packet information to OIE?

The search packet should be sent to OIE once the job has closed, all interviews have been completed, and the background check has cleared per WFMO.  No offer can be made to a candidate without OIE’s approval.

22. What is the Exceptions to the Standard Search Process?

The Exceptions to the Standard Search Process is also known as a waiver.  To determine what constitutes as an exception to the standard search please visit OIE website under Policies and Procedures.

23. What documentation is needed for an exception (waiver)?

The following documentation is needed:  the Faculty or Staff Exceptions Form, supporting letter of justification, job description with qualifications, resume or CV, and required signatures.

24. Can I accept applications once a job posting has closed?

An applicant cannot apply or be considered for a position once the search has been closed.

25. Can I use different applicant pools to fill other vacant positions?

Applicant pools can only be used for the specific position for which applicants formally applied.  Hiring officials may not pull applicants from other pools and consider hiring into positions for which the applicant did not officially apply.

26. When can I begin conducting interviews?

Interviewing can begin immediately, however department hiring officials must review all applicant information before making a final decision.  No decision can be made until the search is closed.

27. How many applicants should I interview?

A valid search should consist of a minimum of 3 candidates interviewed.  OIE will not approve searches where only 1 candidate is interviewed and recommended for hire.

28. How long do I need to retain recruiting documentation?

Recruiting documentation must be retained in your department for 3 years in accordance with federal law and guidelines.  In the event of an audit, the documentation will be needed for review.  All documentation that pertains to the search must be maintained including notes, evaluations, advertisements, resumes and/or CV’s of all applicants, etc…

29. Does WFMO need to be included when an exception (waiver) is requested?

For staff positions, WFMO needs to review the job description and compensation prior to submitting an exception request to OIE.  Once WFMO has reviewed and approved the job description and compensation, they will forward the paperwork to OIE.  *Staff waivers are approved by OIE on a case by case basis.

30. At which point in the search process can I extend an offer?

An offer can only be extended once OIE has approved the search packet and WFMO’s Employment Section has completed the required background checks.

31. What training does OIE provide?

OIE provides training on hiring processes, sexual harassment, discrimination, diversity and any other issues pertaining to equity.  Should your department wish to request training, email oie@tulane.edu indicating your interest.

32.  FAQ for collection of Race & Ethnicity Data

This link will answer questions relating to Race & Ethnicity Data

33. Is it appropriate to reduce the application period in a job posting that has already stated that the application period is or a specific period of time?  For example, a department has posted a job which clearly states that the application period is from June 1 to June 30.  The department asked if they can reduce the application period from the 30th to the 15th. 

From a Tulane EEO policy perspective, all jobs should be posted for a minimum of two weeks.  The hiring department can extend, with the approval of WFMO, the advertising period beyond the required two weeks.  However, the department cannot shorten or close the application period prior to the timeframe that has already been advertised. To do so may result in an unfavorable impact on the applicant pool.  Accordingly, the application period must remain open until the initial posting period has been reached.

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