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Human resource tools and information whenyou need them

GET READY TO COUNT RACE & ETHNICITY TO MATCH NEW EEO-1 REPORT

William H. Truesdell, SPHR

Copyright 2005-2007 - All Rights Reserved

On November 28, 2005, the Equal Employment Opportunity Commission (EEOC) published a Notice of Submission for OMB Review containing its final version of the updated EEO-1 Report. If you donít have 100 or more employees in the private sector or are not an affirmative action employer with 50 or more workers, you donít need to go any farther. You are not required to submit an EEO-1 Report.

Qualifying employers must file demographic data each year by September 30th that tells the government the makeup of their workforce by sex and race/ethnicity. This is further divided into occupational categories called EEO-1 Groups.

The EEO-1 Report is one of several Standard Form 100 reports created by the government to amass statistics about Americaís workforce. EEO-1 contains information from private sector employers (public and private companies). EEO-4 contains information from public sector employers (cities, counties, states, special districts). What used to be the EEO-5 and EEO-6 reports for the education sector have now been embedded in Department of Education reports. The EEO-3 report, however, is still required of unions. And EEO-2 is required for Labor-Management Committees and certain apprenticeship programs. The EEOC began collecting employer data in 1966 under the authority given to it by the Civil Rights Act of 1964. From then until now, little has changed in the EEO-1 form.

Changes in EEO-1

Several changes are being made in the race/ethnic categories for which reporting will be required. See the "before and after" look at the tracking categories below.

Old EEO-1 Categories

  • Hispanic
  • White (not of Hispanic origin)
  • Black (not of Hispanic origin)
  • Asian or Pacific Islander
  • American Indian or Alaskan Native

Revised EEO-1 Categories

  • Hispanic or Latino Ė includes all employees who answer "Yes" to the question, are you Hispanic or Latino?
  • White (not Hispanic or Latino)
  • Black or African American (not Hispanic or Latino)
  • Native Hawaiian or Other Pacific Islander (not Hispanic or Latino)
  • Asian (not Hispanic or Latino)
  • American Indian or Alaska Native (not Hispanic or Latino)
  • Two or More Races (not Hispanic or Latino)

[For an official set of definitions and instructions for completing the new EEO-1 form go to New EEO-1 Instructions.]

One major change has been made in the occupational categories. And, as you can see from the content of Figure 2, some cosmetic differences have also occurred. Of primary importance is the splitting of EEO Category 1. It will become two groups, one for executives and senior level managers and the other for mid level managers and supervisors.

Current EEO-1 Job Categories

  • (1) Officials & Managers
  • (2) Professionals
  • (3) Technicians
  • (4) Sales Workers
  • (5) Office & Clerical
  • (6) Craft Workers (Skilled)
  • (7) Operatives (Semi-Skilled)
  • (8) Laborers (Unskilled)
  • (9) Service Workers

Revised EEO-1 Job Categories

  • (1.1) Executive/Senior Level Officials and Managers
  • (1.2) First/Mid Level Officials & Managers
  • (2) Professionals
  • (3) Technicians
  • (4) Sales Workers
  • (5) Administrative Support Workers
  • (6) Craft Workers
  • (7) Operatives
  • (8) Laborers & Helpers
  • (9) Service Workers

Gathering Data

The new instructions offer some specific guidance about how employers are to collect this data from their employees.

Self-identification is the preferred method of identifying the race and ethnic information necessary for the EEO-1 report. Employers are strongly encouraged to use self-identification to complete the EEO-1 report. If an employee declines to self-identify, employment records or observer identification may be used.[1]

However a determination of Race/Ethnicity and Sex identification is made, employers are held accountable for having and maintaining that information about all employees.

Next Step

Since we have two new categories where only "Asian" used to be, and since we will be allowing people to indicate "Two or More Races," a complete resurvey of the employee body will likely be necessary. There is time available for budget planning. The data wonít be needed until the September 30, 2008 report filing, but it must be gathered at some time prior to that. The new format must be submitted as of September 30, 2007. If you haven't resurveyed your workforce by that date, simply report all Asians & Pacific Islanders in the old category. And, you can fairly easily separate the Senior Executives from the lower level managers for occupational category number one. It would be reasonable to plan on resurveying your workforce in the summer of 2008 so you can clean your data and have it ready for reporting when needed. Depending on the size of your organization, the resurvey effort may require some sizeable dollars. About the same time, you should plan to begin using replacement forms for new employee self-identification that include the updated category choices.

Self-identification is likely the only method that will successfully determine which employees consider themselves to be multiple-racial. Observations will usually not be able to make those determinations. Surveying your workforce to solicit those self-identifications can cost considerable amounts of money if done through the use of paper and pencil.

On the other hand, if employers were to devise electronic methods for collecting the data, while maintaining the data in a secure and private environment, collection costs could probably be reduced.

Just be sure you have this item on your agenda as you move through the planning process for 2007 projects. The larger your organization the longer it will take to collect, clean and certify the accuracy of your data. All that must be done, of course, before you are able to submit an EEO-1 report to the government in 2008 using the new reporting categories.

For more information about the changes being proposed you may visit the EEOC web site at EEO-1 Q & A.

For more information and consulting support, contact our office at 1-888-671-0404.

___________________________________________

[1] Federal Register, Vol. 70, No. 227, Monday, November 28, 2005, Notices, Page 71302

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