713.2 REV.

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1\. POLICY. The Department of Housing and Urban Development is committed

to eliminating discrimination because of race, color, religion, sex

or national origin in all aspects of its personnel policies,

practices and working conditions. It is the policy of the Department

to ensure that the various minority groups and women in the

nation as a whole and areas where our offices are located have

an equal opportunity to be fully represented in the HUD work force

at each geographic location, at all grade ranges and at all levels

of responsibility.

This Handbook describes HUD\'s policy, long range objectives and

planning system related to the enlargement of equal employment

opportunity. The goals and methods for identifying problem areas

and achieving these objectives are dynamic and receive annual

review and evaluation. This Handbook is issued in accordance with

Executive Order 11478; Chapter 713 of the Federal Personnel Manual;

and is consistent with the May 11, 1972, memorandum from the Civil

Service Commission to all Federal agencies. The In-House Equal

Employment Plans developed by responsible officials are to

be in accordance with the guidance of Appendices 1 and 2.

2\. RESPONSIBILITIES. Managers, supervisors, and employees are charged

with responsibility for supporting and affirming equal opportunity

principles.

a\. The Assistant Secretary for Equal Opportunity is the secretary\'s

principal action officer for Equal Employment Opportunity. She

is aided in carrying out her responsibilities by a staff of

specialists in Headquarters. Equal Opportunity staffs in

Regional Offices and Area Offices provide staff support to

Regional Administrators and Area Directors in the carrying out

of Equal Employment Opportunity responsibilities.

b\. The Assistant Secretary for Administration is charged with

providing full staff support to equal employment activities

and programs through the Office of Personnel in Headquarters

and the Regional Personnel Officers in the field. He is

further responsible for ensuring that the policies and

procedures developed through his staff reflect a positive

approach to equal employment opportunity. To this end the

following Handbooks, which describe policies of particular

importance to equal employment opportunity, are to be reviewed

and revised to ensure that these personnel programs are

administered in a manner that buttresses the objectives of the

Secretary and the Assistant Secretary for Equal Opportunity:

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713.2 REV.

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\(1\) HUD Handbook 410.1 Employee Development and Training

\(2\) HUD [Handbook
335.1](http://www.hud.gov/offices/adm/hudclips/handbooks/admh/335.1/index.cfm)
A Merit Staffing

\(3\) HUD Handbook 400.1 Operation MUST

\(4\) HUD Handbook 711.2B Labor-Management Relations

\(5\) HUD Handbook 451.2A Employee Incentives

\(6\) HUD Handbook 430.3 Performance Evaluation Plan

c\. The In-House Equal Employment Plan Officers (hereafter

referred to as Plan Officers) of the Department:

\(1\) Each Assistant Secretary\*

\(2\) The General Counsel\*

\(3\) The Federal Insurance Administrator\*

\(4\) The Inspector General

\(5\) The Executive Assistant to the Secretary

\(6\) Each Regional Administrator

\(7\) Each Area Office Director

\(8\) Each HUD-FHA Insuring Office Director

\(9\) Federal Disaster Assistance Administrator

\* For Headquarters organizations which they manage.

3\. BASIC PROBLEMS. The most apparent symptoms of inequality of

opportunity are:

a\. Overall Minority Employment. The absence of a representative

sample of minority employees in the work force.

b\. Grade Distribution of Minority Employment. The concentration

of minority employees in a few grade levels and/or job types.

c\. Distribution of Women. The exclusion of women from higher

grade positions and from occupations which lead to positions

with significant program authority and responsibility.

d\. Specific Distribution. The identification of specific patterns

of discrimination against minority groups and women in certain

occupations, grades or organizational entities and favoring one

minority group when there are other groups in the geographic

area.

4\. DEFINITIONS. To assure common interpretation of the guidelines by

those charged with approving or disapproving Plans, the following

definitions of qualitative terms are provided.

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713.2 REV.

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a\. Long Range Desired Profile. The eventual statistical

configuration by race and sex which the Plan Officer desires for

his work force. The grade level ranges on which projections

should be based are described in Appendix 2, paragraph 5. Based

on the Current Profile and anticipated changes in ceiling,

attrition and turnover rates, a Plan Officer will describe the

changes he realistically feels can be brought about within the

year to reduce the disparity between the Current Profile and the

Long Range Desired Profile.

b\. Annual Projections. The changes in the current work force

profile that will be achievable within the appropriate fiscal

year, based on attrition rate, anticipated changes in ceiling

and promotions. Projections reduce the disparity between the

current work force profile and the Long Range Desired Profile.

c\. Minority. Civil Service Commission designations of minority

groups are: Negro, Spanish-Surnamed, American Indian, Oriental,

Aleut and Eskimo. A woman is counted as a minority only if she

belongs to one of these groups.

d\. Commitment. Assurance that the projections of the In-House EE

Projection Plan will be achieved. The following are examples of

actions which will be considered a commitment to achieve the

self-appointed projections of the In-House EE Projection Plan.

a\. setting aside fiscal resources for recruiting or training;

b\. setting aside manhours for staff surveys or restructuring

job requirements.

Other specific actions demonstrating commitment are encouraged

by all EE Plan Officers.

e\. Realistic Action. Will mean actions realistic in relation to

the projections set. Projection of ambitious minority or female

recruitment efforts are not realistic in relation to an office

with an annual turnover rate of four employees which anticipates

no new positions within the coming fiscal year. Approval is

more dependent upon likelihood of results than size of effort.

Therefore, \"realistic\" actions must pertain to \"realistic\"

projections.

f\. Compliance. Will be judged by the degree of change effected

over time, which indicates willingness to conform with the

intent of the departmental policy and guidelines.

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713.2 REV.

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g\. In-House EE Projection Plan. Is defined as the annual

submission of Annual Projections for the problem areas and

planned actions and justifications for meeting these projections.

h\. Affirmative Action Plan. Refers to the separate plan for

in-house employment which is filed yearly with the Civil Service

Commission, based on their Bulletin 713.25, and is not to be

confused with the submission of the In-House EE Projection Plan,

based on this Handbook, [HUD 713.2
REV](http://www.hud.gov/offices/adm/hudclips/handbooks/fheh/7132/index.cfm).,
although this Handbook

also speaks toward affirmative actions to redress inequality of

employment in HUD\'s work force.

i\. Current Profile. The actual statistical configuration of the

work force of an office by race and sex at the beginning of a

planning cycle. A Plan Officer bases his plan for the coming

year on the disparity between his Current Profile and his

Long Range Desired Profile.

5\. ACHIEVING PROJECTIONS. Each Plan Officer is responsible for the

following actions in accordance with Appendix 1, paragraph 3 and

Appendix 2 of this Handbook.

a\. He will provide racial identification of employees and analyze,

in a manner prescribed by the Department, the work force profile

in his organization to uncover problem areas which reflect the

presence of any impediments to equal opportunity.

b\. On the basis of this analysis, he will set projections for his

organization and the specific actions he intends to initiate

to achieve these results, in order to move toward the Long

Range Desired Profile for his office. These projections and

actions should be realistic, achievable, short-range targets

to be met within a year. These plans will be reviewed and

approved by the next higher management level, i.e. Area Office

and Insuring Office projections will be reviewed and approved

by the Regional Administrator. Regional and Headquarters

projections will be approved by the Under Secretary based upon

review and recommendations of the Assistant Secretary for

Equal Opportunity and the Assistant Secretary for Administration.

Upon approval they will become the projections to be reached

during the next fiscal year.

c\. In their In-House EE Projection Plans, the Plan Officers will

include specific planned actions in each of the following

categories:

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713.2 REV.

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\(1\) Organization and resources to administer the EEO Program

in a positive and effective manner.

\(2\) Recruitment activities designed to reach and attract job

candidates from all sources.

\(3\) Full utilization of the present skills of employees.

\(4\) Opportunities for employees to enhance their skills,

perform at their highest potential, and advance in

accordance with their abilities (upward Mobility).

\(5\) Training, advice, incentives, and performance evaluation

to assure program understanding and support by supervisors

and managers.

\(6\) Participation in community efforts to improve conditions

which affect employability.

\(7\) System for internal program evaluation.

\(8\) Prompt, fair, and impartial processing of complaints of

discrimination, and Equal Employment Opportunity counseling.

Plans will also identify proposed projections which the Plan

Officer intends to achieve in an effort to move toward overall

departmental objectives of equal employment opportunity.

d\. The Under Secretary\'s approval or disapproval of annual In-House

EE Projection Plans will be communicated to Headquarters and

Regional Plan Officers by May 1.

6\. COMPLIANCE. The annual formulation of In-House EE Projection Plans

will provide the Plan Officers an additional opportunity for

evaluation of the sufficiency of the total employment program within

their purview.

a\. Remedial or disciplinary actions with respect to managerial or

supervisory employees who have failed in their responsibilities

to implement policies of equal opportunity in employment may be

submitted as documentation of departmental efforts toward

compliance. (Federal Personnel Manual System - Letter 713-3

\- Subject: Equal Employment Opportunity Regulations - 1966).

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713.2 REV.

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b\. Intentional violation of this policy and its attendant

responsibilities can be cause for dismissal of the Plan Officer

and any other employee responsible for specific acts of violation

(subject to the required statutory and procedural safeguards

of the Department).

c\. The \"good faith\" of efforts and commitments which do not

result in equal employment in all aspects of operations will

be open to question since projections are self-appointed and

anticipated to be wholly realistic and possible to meet

through actions open to any operation in the Department.

7\. PLANNING CYCLE will synchronize with the budget cycle:

a\. By February 1 the Assistant Secretary for Administration will

send to each Assistant Secretary, the General Counsel, the

Inspector General, the Federal Insurance Administrator and

Regional Administrators, and the Federal Disaster Assistance

Administrator:

\(1\) A computer output which reflects the work force profile(s)

within their managerial jurisdiction.

\(2\) A numerical estimate of probable permanent staffing

adjustments which can be expected as a result of the

budget sent to Congress for the fiscal year to begin

in the following July.

\(3\) An estimate of Manpower Recruitment and Development

staffing levels for the coming fiscal year including

recruitment authorizations for urban interns and other

college recruiting.

\(4\) An estimate of training funds available for the coming

fiscal year.

b\. Specific In-House EE Projection Plans for the coming fiscal

year will be submitted for the Under Secretary\'s review

and approval.

\(1\) By March 1 - Assistant Secretaries, General Counsel,

Inspector General, Federal Insurance Administrator, and

the Executive Assistant to the Secretary, and the Federal

Disaster Assistance Administrator. (Assistant Secretaries

having operations within the Central Office of more than

100 employees will submit separate plans for these offices.)

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713.2 REV.

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\(2\) By March 15 - Regional Administrators (Regional

Administrators will determine schedules for review and

approval of Area and Insuring Office Plans.)

c\. These specific In-House EE Projection Plans developed by the

Department\'s Plan Officers are to be responsive to the

requirements outlined in Appendices 1 and 2 of this Handbook.

The projections address themselves to the basic problems that

impede equal opportunity described in paragraph 3 above. Every

Plan Officer must identify and report annually performance to

achieve the results to which the secretary is committed.

8\. PRINCIPLES. Those to be followed in establishing projections are:

a\. These objectives must be achieved within the framework of merit

principles. The projections established by the Plan Officers

are to be accomplished with due regard to the statutory and

regulatory provisions governing appointments and promotions in

the Federal Service. They must not be construed as quotas to

be accomplished without regard to such provisions.

b\. Minority employment will include all of the established minority

categories identified by the Civil Service Commission as Negro,

Spanish-Surnamed, American Indian, Oriental, Aleut, and Eskimo.

A Woman, a minority in the professional technical work force,

will not be counted as a minority unless she is a member of one

of the five established categories.

c\. The projections must be realistic in terms of the need for

manpower in the organizational entity and the available skills in

the area and in the Department.

d\. The projections are to take into consideration not only the

labor market in the area, but are to be developed giving full

consideration to the programs of the Department that provide

for special training of individuals to meet departmental

manpower needs. In addition, vacancies for which recruitment is

made on a Department-wide or Region-wide basis should fully

utilize minority candidates identified under the Merit Staffing

Policy, [HUD Handbook
335.1](http://www.hud.gov/offices/adm/hudclips/handbooks/admh/335.1/index.cfm).

9\. STAFF SUPPORT provided by the Office of Personnel and the Regional

Personnel Officers will ensure the coordination of on-going

personnel activities with the actions taken by the Plan Officers.

This coordination is not to be achieved in a vacuum that isolates

the achievement of annual affirmative action from the administration

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713.2 REV.

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of the regular policies and programs of the Department as set forth

in departmental handbooks identified in paragraph 2(b) above and

in other issuances relating to personnel administration.

10\. THE MANPOWER RECRUITMENT AND DEVELOPMENT PROGRAM (MRD) of the

Department are major tools used to address the basic problems of

inequity of opportunity identified in paragraph 3. The MRD

programs are especially funded positions administered under

budgetary controls that differ from those that apply to permanent

positions. Funds art allocated for jobs under the MRD programs

for full-time positions that are to last less than one year, or

for part-time or intermittent positions, established for the

purpose of the recruitment, training, and development of employees

to enter permanent positions at a level of operating effectiveness.

The administration of these programs will be continually reviewed

to ensure that maximum benefits are obtained under those programs

to facilitate the entry of minority candidates and women into

those job categories most common to the Department which offer

good opportunity for advancement.

11\. THE PROJECTIONS for equal employment are established on an annual

basis by each In-House EE Plan Officer for his organization. The

annual programs are intended to reflect and diminish the problem

areas, which are identified by analysis of present staffing and

the Long Range Desired Profile for a given office. They will be

achieved through the effective utilization of all of the on-going

personnel programs of the Department, with particular emphasis on

the tools and techniques described above and the methods identified

in Appendices 1 and 2. Achievement of objectives in relation to

the problem areas will be measured and reported on an annual basis

as a part of the formulation of each successive annual plan, using

the instructions of Appendix 2.

a\. Overall Minority Employment. Statistical analysis will reveal

the difference between present staffing and the eventual

achievement of minimum minority employment accomplished through

attrition rates, any changes in ceiling and expected promotions

for each organization filing an In-House EE Projection Plan. To

reduce the problem area, the Plan Officer is to project plans

achievable within a 12-month period. These plans will be

reviewed by the next higher management echelon as described in

paragraph 7 above and paragraph 3 of Appendix 1.

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713.2 REV.

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b\. Grade Distribution of Minority Employment. The distribution of

minority employees in the work force should represent an

equitable distribution of minorities in all levels of employment.

The projections established for overall minority employment

under \"a\" above is to be applied separately to all grade levels.

c\. Distribution of Women. In setting a Log Range Desired Profile,

the same principles which apply to minority employment are

applicable to women.

d\. Specific Distribution. To achieve the elimination of patterns

of discrimination in occupational groups that offer opportunity

for advancement, discrimination by clustering minority groups

and women in certain organizations, and discrimination by hiring

members of only one minority group when others are represented

in a geographic area, the problem areas must be identified, a

Long Range Desired Profile established, and projections set

which will move toward the profile.

Care should be taken that the racial concentrations which have

occurred in the past will not be repeated. Awareness of color

is now an established principle of good management in order to

assure the presence of minorities; the same principle applies

to assure the presence of majority employees within a unit or

classification. Officers should assure that their employment

practices do not foster or allow racial concentration.

12\. RESERVED.

13\. RESERVED.

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