2016-2018 Affirmative Action Plan

65 Pages·2017·5.81 MB·English

by  Janet Miller

State of Minnesota

Department of Transportation

July 1, 2020 – June 30, 2022

Minnesota Department of Transportation
395 John Ireland Boulevard, MS 205
St. Paul, MN 55155-1800
Phone: [phone]
MN Relay: 711 or 800-657-3663
E-mail: [email protected]
Website: www.dot.state.mn.us

As requested by Minnesota Statute 3.197, this report costs approximately $4,500 to prepare, including
staff time, printing, and mailing expenses.
To request this document in an alternative format, please contact Janet Miller
via e-mail ([email protected]).
Table of Content
Statement of Commitment................................................................................................................ 4
Executive Summary ........................................................................................................................... 5
Organizational Profile ....................................................................................................................... 6
Individuals Responsible for Directing/Implementing the Affirmative Action Plan ............................... 7
A. Commissioner ................................................................................................................................. 7
B. Affirmative Action Officer or Designee ........................................................................................... 8
C. Americans with Disabilities Act Coordinator or Designee .............................................................. 9
D. Human Resources Director or Designee ....................................................................................... 10
E. Recruitment Coordinator(s) .......................................................................................................... 11
F. Senior Managers and Executive Team Leaders ............................................................................ 12
G. All Employees ................................................................................................................................ 13
Communication of the Affirmative Action Plan ................................................................................ 14
Internal Methods of Communication ................................................................................................ 14
External Methods of Communication ................................................................................................. 14
Job Category Analysis ...................................................................................................................... 15
Determining Availability .................................................................................................................. 15
Utilization/Availability Analysis, Establishment of Goals, and Timetables ........................................ 15
Progress and Personnel Activity Reports ......................................................................................... 17
Identification of Areas for Further Monitoring ................................................................................. 17
Workforce Snapshot ........................................................................................................................... 17
Personnel Activities ............................................................................................................................. 17
Progress Reports ........................................................................................................................... 17
Separations ................................................................................................................................... 18
Corrective Actions and Action-Oriented Programs ........................................................................... 18
Corrective Actions ............................................................................................................................... 18
Other Action-Oriented Programs........................................................................................................ 20
Barriers .......................................................................................................................................... 26
Recruitment and Processes .......................................................................................................... 26
General Recruitment: ................................................................................................................... 27
Specialty Program Recruitment: ................................................................................................... 27
Advertising Sources:...................................................................................................................... 27
Job Fairs: ....................................................................................................................................... 28
Colleges and University Recruitment Events: ............................................................................... 28
Recruitment for Individuals with Disabilities: ............................................................................... 30
Supported Employment (M.S. 43A.191, Subd. 2(d)): ................................................................... 30
Relationship Building and Outreach: ............................................................................................ 30
Internships: ................................................................................................................................... 33
Employee Resource Groups: ......................................................................................................... 33
Retention ...................................................................................................................................... 34
Training ......................................................................................................................................... 35
Methods of Auditing, Evaluating, and Reporting Program Success ................................................... 36
Pre-Employment Review Procedure/Monitoring the Hiring Process ................................................. 36
Pre-Review Procedure for Layoff Decisions ........................................................................................ 36
Other Methods of Program Evaluation .............................................................................................. 37
Policies, Procedures, and Notice ...................................................................................................... 38
A. Statewide Harassment and Discrimination Prohibited Policy, HR/LR Policy # 1436 (Issued
6/12/2019) .................................................................................................................................... 38
B. Statewide Sexual Harassment Prohibited Policy Statewide HR/LR Policy #1329: Sexual
Harassment Prohibited (Revised 6/12/2019) ............................................................................... 44
C. Minnesota Department of Transportation Complaint Procedure for Processing Complaints
Under the Harassment and Discrimination Prohibited Policy or the Sexual Harassment
Prohibited Policy: .......................................................................................................................... 49
D. Minnesota Department of Transportation Harassment and Discrimination Prohibited/Sexual
Harassment Prohibited Policies Complaint Form ......................................................................... 51
E. Statewide ADA Reasonable Accommodation Policy Statewide HR/LR Policy #1433: ADA
Reasonable Accommodation Policy .............................................................................................. 53
F. Minnesota Department of Transportation Employee/Applicant Request for ADA Reasonable
Accommodation Form .................................................................................................................. 63
G. Notice Under the Americans with Disabilities Act ........................................................................ 64
H. Minnesota Department of Transportation Grievance Procedure Under Title II of the
Americans with Disabilities Act ..................................................................................................... 65
I. Americans with Disabilities Act (“ADA”) Title II (non-employee) Reasonable
Accommodation/Modification in Public Services, Programs or Activities Request Form............ 66
J. Evacuation Procedure for Individuals with Disabilities or Otherwise in Need of Assistance ....... 67
Other Relevant Information ............................................................................................................ 71
A. MnDOT’s Organizational Chart (text version)............................................................................... 71
Appendix - Worksheets ................................................................................................................... 72
A. Progress Toward Goals Report ..................................................................................................... 72
B. Separation Analysis ....................................................................................................................... 74
C. Job Category Analysis – Listing of Job Titles ................................................................................. 77
D. Feeder Jobs and Feeder Group Analysis ....................................................................................... 85
E. Determining Availability................................................................................................................ 93
F. Utilization Analysis ........................................................................................................................ 95
Definitions of Terms Used in This Affirmative Action Plan ................................................................ 97
Statement of Commitment
Minnesota Administrative Rules, part 3905.0400, subpart 1, item C
This statement reaffirms that the Minnesota Department of Transportation (thereafter “the agency”) is
committed to Minnesota’s statewide affirmative action efforts and providing equal employment opportunity to
all employees and applicants in accordance with equal opportunity and affirmative action laws.
I affirm my personal and official support of these policies which provide that:
• No individual shall be discriminated against in the terms and conditions of employment, personnel
practices, or access to and participation in programs, services, and activities, or subject to harassment, on
the basis of race, sex (including pregnancy), color, creed, religion, age, national origin, sexual orientation,
gender expression, gender identity, disability, marital status, familial status, status with regard to public
assistance, or membership or activity in a local human rights commission.
• The prohibition of discrimination on the basis of sex precludes sexual harassment, gender-based
harassment, and harassment based on pregnancy.
• This agency is committed to the implementation of the affirmative action policies, programs, and
procedures included in this plan to ensure that employment practices are free from discrimination.
Employment practices include, but are not limited to the following: hiring, promotion, demotion, transfer,
recruitment or recruitment advertising, layoff, disciplinary action, termination, rates of pay or other forms
of compensation, and selection for training, including apprenticeship. We will provide reasonable
accommodation to employees and applicants with disabilities.
• This agency will continue to actively promote a program of affirmative action, wherever females,
racial/ethnic minorities, and individuals with disabilities are underrepresented in the workforce, and work
to retain all qualified, talented employees, including protected group employees.
• This agency will evaluate its efforts, including those of its directors, managers, and supervisors, in
promoting equal opportunity and achieving affirmative action objectives contained herein. In addition,
this agency will expect all employees to perform their job duties in a manner that promotes equal
opportunity for all.
It is the agency’s policy to provide an employment environment free of any form of discriminatory harassment as
prohibited by federal, state, and local human rights laws. I strongly encourage suggestions as to how we may
improve. We strive to provide equal employment opportunities and the best possible service to all Minnesotans.

4 | P age
Executive Summary
Minnesota Administrative Rules, part 3905.0400, subpart 1, item A
This Affirmative Action Plan meets the requirements as set forth in statute, in Administrative Rule, and by
Minnesota Management and Budget (MMB). The Plan outlines:
• Affirmative Action goals
• Timetables
• Reasonable and assertive hiring and retention methods for achieving these goals
This Affirmative Action review revealed underutilization of the following protected group(s) in the following job
categories:
Table 1. Workforce Underutilization Analysis of Protected Groups
(x indicates the job categories and protected groups that have underutilization.)
Racial/Ethnic Individuals with
Job Categories Female
Minorities Disabilities
Officials & Administrators blank x Blank
Professionals x blank Blank
Technicians blank x Blank
Office/Clerical blank blank Blank
Skilled Craft x x x
Service Maintenance x x x
Information about how to obtain or view a copy of this Plan will be provided to every employee of the agency.
MnDOT’s intention is to make every employee aware of MnDOT’s commitments to affirmative action and equal
employment opportunity. The Plan will also be posted on the agency’s website and maintained in the Office of Equity
& Diversity (OED).

5 | P age
Organizational Profile
The Minnesota Department of Transportation (MnDOT) oversees transportation by all modes including land,
water, air, rail, walking and bicycling in the State of Minnesota. The agency is responsible for maintaining the
state’s trunk highway system (including state highways, U.S. highways, and interstate highways), funding
municipal airports and maintaining radio navigation aids, and other activities.
MnDOT managers and supervisors are committed to the employment of a diverse, well qualified, and inclusive
workforce. They shall act in accordance with federal and state laws regarding affirmative action and equal
employment opportunity in all aspects of employment, including recruiting, hiring, and promoting employees.
To view a text version of the organization chart, refer to the `Other Relevant Information” section of the
Affirmative Action Plan.

6 | P age
Individuals Responsible for Directing/Implementing the Affirmative Action
Plan
Minnesota Administrative Rules, part 3905.0400, subpart 1, item B
A. Commissioner
Responsibilities:
The Commissioner is responsible for establishing an Affirmative Action Program, including goals, timetables,
and compliance with all federal and state laws and regulations. Quarterly, the Commissioner reports the
agency’s progress in meeting its affirmative action goals and objectives to the Commissioner of MMB. The
MMB Commissioner is responsible for reporting all agencies progress to the Governor and the Legislature.
Duties:
The duties of the Commissioner include, but are not limited to:
• Appoint the Affirmative Action Officer or designee and include accountability for the administration
of the agency’s Affirmative Action Plan in his or her position description.
• Take action, if needed, on complaints of discrimination and discriminatory harassment.
• Issue a statement affirming the department’s commitment to affirmative action and equal
employment opportunity and ensure the statement is shared with all employees.
• Make decisions and changes in policies, procedures or physical accommodations as needed to
implement effective affirmative action in the agency.
• Actively promote equal employment opportunity and incorporate diversity and inclusion principles in
annual business plans, strategic plans, and the agency's mission.
• Notify all contractors and sub-contractors with the department of their affirmative action
responsibilities.
• Enforce equal employment opportunity in affirmative and non-affirmative hiring decisions reviewed
in the hiring process.
• Require that all agency directors, managers, and supervisors include responsibility statements to
support affirmative action, equal opportunity, diversity, and/or cultural responsiveness in their
position descriptions and annual objectives.
• Comply with state-wide and agency anti-discrimination and anti-harassment policies.
Accountability:
The Commissioner is accountable directly to the Governor and indirectly to the Commissioner of MMB for
affirmative action matters.
Name of Individual(s) Responsible:
Name: Margaret Anderson Kelliher Email: [email protected]
Title: Commissioner of Transportation Phone: [phone]
7 | P age
B. Affirmative Action Officer or Designee
Responsibilities:
The Affirmative Action Officer is directly responsible for developing, coordinating, implementing, and
monitoring the agency’s affirmative action program.
Duties:
The duties of the Affirmative Action Officer shall include, but not be limited to, the following:
• Prepare and oversee the Affirmative Action Plan, including development and setting of agency-wide
goals. Administer the agency’s Plan to agency employees.
• Monitor the compliance and fulfill all affirmative action reporting requirements.
• Disseminate the Affirmative Action Policy to employees in the agency.
• Inform the Commissioner on the progress in affirmative action and equal opportunity and report
potential concerns.
• Provide an agency-wide perspective on issues relating to affirmative action and equal opportunity and
assist in the identification and development of effective solutions in problem areas related to
affirmative action and equal opportunity.
• Identify opportunities for infusing affirmative action and equal opportunity into MnDOT’s
considerations, policies, and practices.
• Participate in and/or develop strategies to recruit individuals in targeted groups for employment,
promotions, and training opportunities.
• Comply with the state-wide and agency anti-discrimination and anti-harassment policies.
• Stay current on changes to equal opportunity and affirmative action laws and interpretation of the
laws.
• Provide consultation, technical guidance, and/or training and development of training material to
directors, managers, supervisors, and staff regarding best practices in recruitment, selection, and
retention, progress on hiring goals, reasonable accommodations, and other opportunities for
improvement.
• Serve as MnDOT’s liaison with Minnesota Management and Budget’s Office of Equal Opportunity and
Diversity and enforcement agencies.
Accountability:
The Affirmative Action Officer is accountable directly to the Chief of Staff and indirectly to the Commissioner
on matters pertaining to affirmative action, equal opportunity, and discrimination.
Name of individual(s) responsible:
Name: Seema Desai Email: [email protected]
Title: Director, Office of Equity & Diversity Phone: [phone]

8 | P age
C. Americans with Disabilities Act Coordinator or Designee
Responsibilities:
The Americans with Disabilities Act (ADA) Coordinator is responsible for the oversight of MnDOT’s compliance
with the Americans with Disabilities Act Title I – Employment and Title II – Public Services, in accordance with
the Americans with Disabilities Act – as amended, the Minnesota Human Rights Act, and Minnesota Executive
Order 19-14.
Duties:
The duties of the ADA Coordinator include, but are not limited to, the following:
• Provide guidance, coordination, and direction to management regarding the Americans with
Disabilities Act in the development and implementation of the policy, procedures, practices, and
programs to ensure they are accessible and nondiscriminatory.
• Develop training content regarding best practices in recruitment, selection, and retention of
individuals with disabilities, provisions of reasonable accommodations for employees and applicants,
and other opportunities for improvement; provide consultation and technical guidance to directors,
managers, supervisors, and staff as necessary.
• Provide consultation and technical guidance to directors, managers, supervisors, and staff regarding
best practices in recruitment, selection, and retention, progress on hiring goals, reasonable
accommodations, and other opportunities for improvement.
• Track and facilitate requests for reasonable accommodations for employees and applicants, as well
as members of the public accessing MnDOT’s services, and report reasonable accommodations data
annually to Minnesota Management and Budget.
• Submit reasonable accommodation reimbursement requests under the guidelines of the state-wide
accommodation fund.
Accountability:
The Americans with Disabilities Act (ADA) Coordinator is accountable directly to the Chief of Staff and
indirectly to the Commissioner.
Name of Individual(s) Responsible:
Name: Seema Desai Email: [email protected]
Title: Director, Office of Equity & Diversity Phone: [phone]

9 | P age
D. Human Resources Director or Designee
Responsibilities:
The Human Resources Director is responsible for ensuring equitable and uniform administration of all Human
Resources (HR) policies including taking action to remove barriers to equal employment opportunity with
MnDOT.
Duties:
The duties of the Human Resources Director include, but are not limited to, the following:
• Provide leadership to human resources staff and others to ensure HR decision-making processes
adhere to equal opportunity and affirmative action principles.
• Ensure, to the extent possible, development and utilization of selection criteria that is objective,
uniform, and job-related.
• Initiate and report on specific program objectives contained in the Affirmative Action Plan.
• Ensure a pre-hire review process is implemented and that it receives support from directors, managers,
and supervisors.
• Include the Affirmative Action Officer or designee in the decision-making process regarding HR actions
involving protected group members, including hiring, promotion, disciplinary actions, reallocations,
transfer, termination, and department- and division- wide classification studies.
• Include responsibility statements for supporting affirmative action, equal opportunity, diversity,
and/or cultural responsiveness in position descriptions and annual objectives.
• Assist in recruitment and retention of individuals in protected groups, and notify directors, managers,
and supervisors of existing disparities.
• Make available to the Affirmative Action Officer and ADA Coordinator all necessary records and data
necessary to perform duties related to equal opportunity and affirmative action.
• Comply with the state-wide and agency anti-discrimination and anti-harassment policies.
Accountability:
The Human Resources Director is accountable directly to the Assistant Commissioner of the Workforce and
Agency Services Division.
Name of Individual(s) Responsible:
Name: Karin van Dyck Email: [email protected]
Title: Director, Office of Human Resources Phone: [phone]

Name: Bonnie Wohlberg Email: [email protected]
Title: Human Resources Staffing Manager Phone: [phone]
10 | P age