1. Human Resources will notify the Affirmative Action/Equal Employment Opportunity (AA/EEO) Officer of all permanent vacancies. The AA/EEO Officer may participate in any part of the hiring process.

2. The Department reviews the Utilization Analysis contained in the Plan. If underrepresentation of women or minorities exists in the Equal Employment Opportunity category covering the vacancy, the Department contacts the AA/EEO Officer to discuss special recruitment efforts. The Department notifies Human Resources of special recruitment efforts agreed upon. Steps 3 through 7 below will be followed when underrepresentation exists. If no underrepresentation of women or minorities exists, the Department does not need to contact the AA/EEO Officer to discuss special recruitment.

3. The Department reviews job descriptions and submits selection criteria and the job description to Human Resources before recruitment begins. When recruiting, Human Resources will ask for voluntary identification of minority status.

4. After recruitment ends, the Department will make a decision on those to interview, those not to interview, and those who meet the Selection Criteria but are not as well qualified as those identified to be interviewed. This group is referred to as the "maybe" group. The Department contacts Human Resources with the names of the applicants in the "maybe" category. If Human Resources informs the Department there are minorities in the maybe category based upon voluntary identifications received, the Department will interview these applicants. If there is underrepresentation of women in the EEO category with the vacancy, women in the "maybe" group should also be interviewed. If no underrepresentation of women or minorities exists in the EEO category covering the vacancy, Departments do not need to call Human Resources or interview women or minorities in the "maybe" category.

5. Interviews will be conducted by Departments. Diverse interview panels should be utilized. External panel members are encouraged, particularly for mid-managers and above. Every interview panel must consist of a minimum of two people, one male and one female. In appropriate cases, questions should be asked about applicants experience serving diverse customers or experience working in a multi-cultural environment.

6. The hiring recommendation to Human Resources should be based upon which candidate best meets the organizational needs using the resume, interview responses, reference checks, specialized training and the City's Affirmative Action goals. Among applicants with comparable qualifications, special consideration should be given to women and minorities if the vacancy is in a category that is underrepresented.

7. When reviewing hiring recommendations, Human Resources and/or the EEO/AA Officer may decide to meet with the hiring team prior to approval. The City Manager has final approval on all hiring recommendations unless delegated to the Director of Human Resources.

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