Office of
Affirmative
Action &
Equal
Opportunity

TO REQUEST A COMPLIANCE STATEMENT SEND AN EMAIL TO IRINI@UOREGON.EDU

HOW TO FILL OUT THE COMPLIANCE STATEMENT

NOTE: You should never fill in a completely blank compliance statement. There should be a posting number at the top and job group availability percentages in the shaded section. Every job group has a different compliance statement; therefore, you need to request the compliance statement from the AA&EO office when you request the Applicant Data Request Cards. Please do not download copies from websites of other departments, or use old copies in your office. It is important to have the accurate data for the specific job group for your hire.

TOP SECTION

This section is self-explanatory, fill in the information requested.

SECTION A

This information is collected from the Applicant Data Request Card. If the chosen candidate did not fill in the card you can give them a card to fill out or just fill in “u” for unknown or undeclared.

Please mark the appropriate box on the right as to new appointment, extension, or change. Please explain any changes in appointment. You may attach a memo if necessary.

SECTION B. APPLICANT FLOW DATA

Complete this section with information collected primarily from the data cards. However, if a candidate has disclosed race or ethnicity independent of having returned a data card, that information should be included in this section.

Total Number of Applicants
Number of people who applied. This is not the number of data cards, because some applicants do not return data cards. Please fill in the number of cards received, and number of candidates who chose not to return cards.

Declined Offer

Number of applicants in each protected group (column a) that refused a conditional offer for the position. Mark all that apply. The total is the actual number of people, not how many marks are in the column. For example, if a Black female refused a conditional offer there would be 1 in the Black row and 1 in the female row (this is the same person, not 2 people).

Accepted Offer

Fill this in if the candidate being hired is a member of a protected group. Again, mark all that apply.

Number of Applicants in Each Class

This information is collected primarily from the data cards, but may have been disclosed by a candidate in his or her application materials or during an interview independent of having returned a data card. If you can tell with reasonable certainty that an applicant is female by name, mark female even if you don't have a data card for the individual. If the applicant is female and a person of color you mark both female and the identified race/ethnicity.

 SECTION C. RECRUITMENT

1.List recruiting sources and explain how recruiting was conducted.

List the recruitment resources that were used to advertise the open position. Include newspapers, personal contacts, web resources, mailing list. (Use attachments if needed)

2. How did the candidate learn of the position?

Get information from applicant’s data card, if available.

SECTION D. SELECTION

1. Were there two or more qualified candidates?

 If there were two or more qualified candidates then mark the yes box. If this candidate was the only qualified candidate then mark the no box and provide a detailed explanation why the search committee feels this person is the only qualified applicant. Qualified means met the minimum qualifications on the ad. This should be a rare occurrence.

 2. Attach a list of all candidates interviewed (by phone and/or in person), including selected candidate, by name, sex, ethnic group, and race. Provide a brief statement of the relative merit of each candidate with job-related reasons for selection or non-selection.

List by name, sex, and ethnic group and race, all candidates interviewed by phone or in person. Provide brief but specific explanations as to why each was or was not selected.Attach the documentation (evaluation forms) that the committee used to make its determination as required in Section E.

3. For all remaining candidates attach a brief statement of job-related reasons why the candidate was not selected for interview (please include sex, ethnic group, and race). PLEASE NOTE: 1) if a selection matrix or criteria review sheet was used for evaluating and ranking candidates based on review of written application materials, a composite selection matrix/criteria review sheet showing committee’s overall scoring or ranking of candidates can be provided in lieu of a narrative statement; 2) it is acceptable to identify job-related reasons for non-selection (e.g., does not meet minimum qualifications, area of expertise not consistent with stated needs, etc.), and identify all candidates eliminated on the basis of that reason rather than an individual statement for each candidate.

 This section applies to all applicants not interviewed for the position. Identify candidates by name, sex, ethnic group and race and provide a brief explanation why they were not selected for interview. If an applicant cannot be identified by a data card they should be identified as “U” unknown.

 SECTION E

 This section requests hard copy documentation of the search as stated below: