Affirmative Action

Affirmative Action in Employment

As a federal contractor, the University abides by the requirements of 41 CFR Sections 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, as well as prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity, or national origin. Moreover, these regulations require that federal contractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

In the employment context, the term "affirmative action" represents the institution's program of monitoring its personnel practices and its good faith efforts aimed at encouraging the participation and advancement of historically underutilized groups in the University's workforce. The formal affirmative action plan, prepared in accordance with federal regulations, is just one of the analytic tools used by University leadership in evaluating its employment programs and processes. An "affirmative action plan" seeks to analyze data, both from within and outside the University, in an effort to identify potential areas of underutilization for women and racial minorities in the University's workforce. Areas of underutilization, in turn, become the focus of the University's "good faith efforts," which span all aspects of the University's employment process, including those aimed at building recruitment pipelines, community engagement, and institutional capacity in the area of inclusive excellence.

Equal Opportunity and Affirmative Action Reports

The University Affirmative Action Plan is available for review by appointment.

  • Office hours: Monday-Friday between 9am and 5pm
  • Please contact us at [email protected] for more information.
Equal Opportunity Compliance Reviews

The University is committed to equal opportunity and impartiality in recruitment and hiring processes and affirmative action in its recruitment and outreach. In order to further the effective principles of equal opportunity and affirmative action in employment, the Office for Equal Opportunity and Civil Rights (EOCR) will monitor these processes through compliance reviews to ensure accordance with applicable federal and state laws; to ensure that candidates receive equitable consideration; and to enhance the University's effort to broaden the pool of qualified applicants to include women and members of underrepresented groups.

The review is an educational and learning opportunity for both the department and EOCR in a mutual effort to ensure compliance in our employment practices. The compliance review is not intended to be a punitive process.

Frequently Asked Questions (FAQs)

What is the review process?
  1. Initial Information Request
    1. EOCR will notify the Department in writing of the employment action to be reviewed and make an initial documentation request.
    2. The Department will be notified as to whether the process will be a "focused" or "overall" review.
    3. The Department will submit the requested documentation and a short narrative of their applicable employment procedures.
  2. In-Depth Review by EOCR
    1. EOCR will conduct an in-depth review of all documents and conduct interviews with applicable personnel to prepare a summary for review with the Department.
  3. Recommendations
    1. EOCR will submit the summary and any accompanying recommendations to the Department.
    2. EOCR and the Department will meet to review the information and work to develop any necessary action plans.

EOCR will follow up with the Department within 3-6 months of the original compliance review to assess progress made toward implementing recommendations and process changes. The follow-up may be limited to an examination of process changes or, at EOCR’s discretion, an in-depth compliance review of an employment activity conducted during the intervening period. EOCR will perform an in-depth compliance review if it has received a complaint or contact, if there has been significant hiring volume during the period, or if insufficient progress has been demonstrated in implementing process changes necessary to ensure compliance with University policies and procedures.

How does EOCR decide where to review?

EO Compliance Reviews may originate from several sources. These sources include:

  • Random selection from all personnel actions;
  • Requests from management;
  • Requests from departments for assistance regarding a specific concern in an employment selection process; or
  • Themes emerging from confidential contacts or complaints.
What will EOCR need from me?

In order to perform a successful compliance review, cooperation and communication between EOCR and the area being reviewed is important.

  • Provision of requested information regarding postings, applicant pools, interview questions, interview notes (including telephone and/or on-Grounds), and documentation from hiring officials/search chair will ensure timely completion of the review.
  • Open dialogue during the compliance review meetings will enhance the relevancy and value of subsequent process recommendations.
  • Asking questions if you do not understand why certain issues were noted in the compliance review is encouraged.
  • Offering solutions to the issues raised and noting any unique challenges for your areas will greatly inform the final recommendations.
How long will the EO Compliance review take?

EO Compliance reviews can last from one or two days to several months. EOCR will give you a reasonable estimate of the time needed to complete the review, after the planning phase is finished. Active participation and prompt responses will impact the overall timeframe for completing the review.

Will the review disrupt my department's everyday activity?

Like any special project, a compliance review affects the Department's routine to some extent. EOCR will make every effort to minimize this disruption and cooperate with you to ensure a smooth process.

Who will receive the compliance review notice and findings document?

The individual on record as the hiring official will receive the compliance review notice and findings document. Additionally, the Human Resources contact and the head of the Department in which the hiring event occurred will be copied on the correspondence.

Authorization

The Office for Equal Opportunity and Civil Rights (EOCR) is authorized to conduct compliance reviews under the following sections of The University’s Code of Ethics approved October 2, 2004 by the Board of Visitors of the University of Virginia.

1. We perform our public responsibilities, services and activities ethically, competently, efficiently and honestly, in keeping with University policy and applicable law.

6. We are committed to the principles of federal and state law guaranteeing equal opportunity and nondiscrimination with respect to University services, programs, activities and employment, and we support an environment that respects the rights and opinions of all people which, in the words of our founder, promote “the illimitable freedom of the human mind.” Complaints of discrimination, harassment and retaliation are investigated and when warranted appropriate corrective action is taken and disciplined in accordance with University policy and applicable law.

10. We bring to the attention of supervisors and managers, the University auditor or other responsible University office, any violation of these principles or circumstances reasonably indicating that a violation has occurred or may occur. Such reporting in good faith in order to promote the ethical integrity of operations is expected and encouraged by the University, and retaliation by any University employee as a result against the person making such good faith report shall be subject to disciplinary action. We appropriately investigate all such reports and, when warranted by the facts, require corrective action and discipline in accordance with University policy and state law.

Notice of Non-Discrimination and Equal Opportunity Statement

The University does not discriminate on the basis of age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family and genetic information, in its programs and activities as required by Title IX of the Education Amendments of 1972, the Americans with Disabilities Act of 1990, as amended, Section 504 of the Rehabilitation Act of 1973, Titles VI and VII of the Civil Rights Act of 1964, the Age Discrimination Act of 1975, the Governor’s Executive Order Number One (2014), and other applicable statutes and University policies. The University prohibits sexual and gender-based harassment, including sexual assault, and other forms of interpersonal violence.

Read the full Notice of Non-Discrimination and Equal Opportunity statement here. 

Additional Information

  • The Office for Equal Opportunity and Civil Rights (EOCR) requests that the Notice of Non-Discrimination and Equal Opportunity be printed in University catalogs, all recruiting materials (student and personnel), program brochures, and other "official" publications from the University, such as annual reports. It can be set in smaller typeface and is usually positioned on an inside front or back cover or in the first few pages of a publication.
  • At the request of the U.S. Department of Education's Office for Civil Rights, all University catalogs and major publications must now carry the name and contact information of the Americans with Disabilities Act (ADA) Coordinator, Section 504 Coordinator, and the Title IX Coordinator.

Contact Information

  • The ADA Coordinator and the Section 504 Coordinator is Melvin Mallory.
    • Address: Office for Equal Opportunity and Civil Rights, 315 Old Ivy Way, Suite 203, Charlottesville, VA 22903
    • Phone: (434) 924-3295
  • The Title IX Coordinator is Molly Zlock.
    • Address: O'Neil Hall, Suite C023, P. O. Box 400211, University of Virginia, Charlottesville, VA 22904
    • Phone: (434) 924-7988