NASA LANGLEY RESEARCH CENTER

**FEDERAL WOMEN\'S PROGRAM COMMITTEE**

**STANDARD OPERATING PROCEDURE (SOP)**

**As of October 10, 2002**

1\. **[PURPOSE]{.underline}**: To provide a description of the mission
and functions of the NASA Langley Research Center

Federal Women\'s Program Committee (FWPC), and to specify the procedures
which will be followed in pursuit of this mission.

2\. **[MISSION]{.underline}**: The Federal Women\'s Program (FWP) is
authorized under the provisions of the Equal Employment Opportunity
(EEO) Office established by the Civil Service Commission (now the Office
of Personnel Management) and by Presidential Executive Order 11478 and
29 Code of Federal Regulation Part 1614. In October 1967, Executive
Order 11375 added sex to other prohibited forms of discrimination in the
Federal Government and thus the Federal Women's Program (FWP) was
created. In August 1969, Executive Order 11478 superseded Executive
Order 11375 and integrated the FWP into the overall Equal Employment
Opportunity (EEO) Program and placed the FWP under the Directors Equal
Employment Opportunity. Federal Personnel Manual 713 was issued to carry
out Executive Order 11478, and Federal Personnel Manual 713.9, dated May
29, 1970, and directed Directors of EEO to have on staff a Manager for
the Federal Women's Program. The FWP was established to address those
special employment issues and concerns affecting female employees and to
serve in conjunction with all levels of management in designing programs
which will further the installation\'s affirmative employment goals. The
FWPC representatives will assist the Federal Women\'s Program Manager
(FWPM) in implementing an FWP at Langley by accomplishing the following
duties:

-   Develop methods to educate the work force, especially women, on
    equal employment rights in recruitment, placement, promotion,
    training and development, recognition, status and pay in all
    positions and at all grade levels regardless of race, color, age,
    religion, sex, national origin, or disability.

-   Provide assistance by training and counseling women in
    identification and development of their knowledge, skills and
    abilities.

-   Advise and assist managers at all levels on equal employment
    responsibilities.

-   Analyze statistical data concerning the composition of the workforce
    by organization, type, and grade of positions in order to identify
    those areas in which women are significantly underrepresented.

-   Act as a channel for communication between the women\'s workforce
    and management, seeking to create a climate of understanding and
    cooperation.

-   Provide visibility through publicizing the various programs and
    training opportunities.

3\. **[REPRESENTATION]{.underline}**:

> a\. Representatives: Representatives may be male and/or female but
> should ideally be a cross-section of the various job classifications
> and ethnic groups. Representatives may be from any level of the
> organizations (i.e., program office, branch, section) ideally at a
> ratio of 1 representative for every 150 employees. Representatives
> will attend FWPC meetings and participate in subcommittee activities.

Representation is recommended as follows:

[Organization (\~#employees) Representatives]{.underline}

Office of Director and Agency Functions *1*

> (IPAO, WTFGO, SMO) (\~50)

# Programs *1*

> (PIO, ESSPO, SAEPO, AVSTO, TCPO, AvSPO, APCPMO, MSO) (\~164) *1*

# Business Management *2*

> (OCFO, OCC, OSMA, OSEM, OP, OHR, OEOP, OEA, OEd,

OLM, OMIS, LMSPO, OCIO) (\~367)

# R&T Competency Research Areas (\~1821) *13*

## Aerospace Systems, Concepts & Analysis Competency (\~123) *1*

Atmospheric Sciences Competency (\~111) *1*

Aerodynamics, Aerothermodynamics, & Acoustics Competency (\~481) *3*

Structures & Materials Competency (\~259) *2*

Airborne Systems Competency (\~274) *2*

Systems Engineering Competency (\~573) *4*\
Army (\~56) *1*

#  Total FWPC Representatives (based on \~2365 workforce) *18*

[Ex-Officio]{.underline}

Head, Office of Human Resources

Representative, AFGE Local 2755

Director, LaRC's Child Development Center

b\. [Appointment]{.underline}: Organizational Unit Managers (OUMs) will
appoint representatives in writing to the FWPM to serve for a period not
to exceed 3 years. Designated representatives will report directly to
their director on official proceedings of the FWPC. OUMs will ensure
FWPC members are given adequate time to perform their duties.

> c\. [Reappointment]{.underline}: An individual may continue to serve
> as a member with the concurrence of the FWPM. The FWPM shall forward a
> memo to their OUM 30 days before completion of their term for approval
> or recommendation of appointment of a new representative to the FWPC.
>
> d\. [Removal]{.underline}: In coordination with the OUM, the FWPM
> and/or Head OEOP are empowered to remove representatives who do not
> actively participate or support the principles of the OEOP.

4\. **[OFFICERS AND EXECUTIVE BOARD]{.underline}**:

a\. Officers: The officers of the FWPC consist of a Chairperson,
Vice-Chairperson, and Secretary. Their duties shall be:

> \(1\) [The Chairperson will]{.underline}:

-   Preside at all FWPC meetings.

    -   Prepare agenda for regular FWPC monthly meetings.

    -   Schedule monthly Executive Board meetings on an as needed basis.

    -   Concur in the assignment of subcommittee members and
        chairpersons/co-chair.

    -   Provide general supervision of FWPC activities.

    -   Coordinate all correspondence with the OEOP.

    -   Review the draft minutes of the meetings and return the minutes
        to the Secretary for final typing within 5 working days after
        receipt.

    -   Perform other duties that are required or requested by the FWPM
        or by a majority vote.

    -   Notify the FWPM of any special ad hoc subcommittee meetings.

> \(2\) [The Vice-Chairperson will]{.underline}:

-   Preside at meetings in the absence, or at the request, of the FWPC
    Chairperson.

-   Responsible for providing leadership and assistance to all standing
    subcommittees and to serve as FWPC Chairperson for a standing
    subcommittee if directed by the FWPC Chairperson.

-   May assume the duties of the FWPC Chairperson, if the Chairperson
    cannot complete her/his term. If the Vice-Chairperson is unable to
    assume the duties of the Chairperson, a special election must be
    held.

-   Perform other duties as required.

> \(3\) [The Secretary (Co-Secretary in the absence of Secretary)
> will]{.underline}:

-   Record the minutes of all FWPC meetings. Forward prepared minutes to
    the FWPC Chairperson within 2 weeks following the meeting. The final
    copy of the minutes will be prepared and forwarded to the FWPM
    approximately 3 weeks following the meeting. Procedures for
    preparation of the minutes are at the direction of the FWPC
    Chairperson.

-   Prepare correspondence as required by the FWPC Chairperson and the
    Executive Board.

-   Coordinate and reserve location for monthly committee meetings/other
    activities by October 30.

-   Maintain FWPC history of events and accomplishments.

-   Perform other duties as required.

-   If the Secretary cannot complete her/his term, the Co-Secretary may
    assume the duties. If the Co-Secretary is unable to assume the
    duties, a special election must be held.

> \(4\) [The Executive Board]{.underline} will consist of the elected
> officers and the FWPM. The Executive Board will meet at the call of
> the FWPC Chairperson and the FWPM. The board is responsible for the
> following:

-   Monitor NASA's Federal Women's Program Strategic Plan to insure that
    goals and objectives are met.

-   Provide input to the Chair for preparation of the monthly committee
    meeting agenda.

> \(5\) [Federal Women\'s Program Manager will]{.underline}:

-   Solicit support from Senior Staff for new members and sponsorship of
    Programs with assistance of EEO Officer.

-   Issue annual call for new members, beginning in July, with new
    members in place by the Annual Retreat in October. Conduct an
    orientation briefing and distribute the new member's handbook.

-   FWPM will provide reference documentation such as Affirmative
    Employment Program Plan/Update/Accomplishment Report and previous
    subcommittee files at Annual Retreat.

-   FWPM will maintain subcommittee documentation for 3 years and make
    available to future subcommittees for reference.

-   Prepare activities for installation of new officers at Annual
    Retreat.

-   FWPM should support all subcommittee activities and provide
    reference documentation and other data as needed.

-   Publish report of accomplishments in the last December issue of
    *Researcher News*.

b.  [Term of office]{.underline}: Officer's terms will be for 1 year or
    until the next annual election. Officers, who are transferred out of
    the organization they were appointed to represent, but whose duty
    station still remains at Langley, will complete their term of office
    until the next annual election. Officers who cannot perform the
    duties of their positions for any valid reason as determined by the
    Executive Board shall be replaced by special election. No office
    will be held more than 2 years in succession.

c.  [Calendar of Events and Action Items]{.underline}: See Appendix A.

5\. **[SUBCOMMITTEES]{.underline}**: In order to accomplish the mission
of the FWPC, two types of subcommittees are needed: the Standing and
Program subcommittees. Subcommittees will maintain documentation
(electronic or paper) of planning, research, coordination and execution
of events or projects and submit to FWPM at culmination of event/project
for archive. Subcommittees will develop an Action Plan (see Appendix B).
Subcommittees will conduct all marketing for FWPC events in order to
increase employee participation. Subcommittee chairs will submit a
monthly written status report to the FWPC Chairperson 1 week prior to
the next regularly scheduled meeting.

a.  [Standing Subcommittees]{.underline}: The standing subcommittee
    shall have a chair and co-chair for each activity listed below. All
    new members will serve on the Standing Subcommittee for their first
    year.

> \(1\) Prepare and update the FWPC tri-fold brochure annually or on an
> as-needed basis and update the FWPC poster in October for final
> distribution in November.
>
> \(2\) Prepare and maintain a current orientation notebook for new FWPC
> members that contain
>
> the following: membership list, poster of members, SOP, Work
> Implementation Plan (WIP), NASA FWP Strategic Plan, Presidential
> Executive Order, 29 CFR Part 1614, Multi-Year Affirmative Employment
> Program Plan, letter of appointment, meeting schedule, NASA and LaRC
> workforce statistics for women, and annual events schedule (Appendix
> A).
>
> \(3\) Research the status of LaRC workforce to identify potential
> barriers and issues to the
>
> advancement of women at the Center. Significant findings to be
> presented to OEOP and Senior
>
> Staff periodically, using the Multi-Year Affirmative Employment
> Program Plan and the FWPC
>
> as resources in developing action items. Findings will be incorporated
> in updating the
>
> FWPC Work Implementation Plan.

(4) Organize training sessions to familiarize FWPC on current personnel
    related issues, career

> development strategies, and other function areas.

(5) Review and update the FWPC SOP and FWPC Work Implementation Plan by
    September 30, assess mission/vision statement, and establish annual
    goals consistent with the annual statistical

> findings.

(6) Update LaRC FWPC and Women of NASA websites as needed.

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b.  [Program Subcommittees]{.underline}: The program subcommittee shall
    have a chair and co-chair and will solicit/assign members to lead
    each of the following Program activities:

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(1) Generate events/program to commemorate Women\'s Equality Day.

(2) Generate events/program to commemorate Women\'s History Month.

(3) Support Office of Education in their outreach efforts to provide
    awareness of career opportunities at LaRC for women.

> \(4\) Support OEOP in Diversity Day and Take Our Daughters and Sons to
> Work Day Program.
>
> (5.) Develop any other training program(s) that address the
> employability of women in underrepresented
>
> areas (e.g. LaRC's Women's Conference).

6\. **[MEETINGS]{.underline}**:

a\. [Regular Meetings]{.underline}: Regular meetings will convene on the
third Wednesday of each month at 9:00 a.m. Fifty-one percent of the
total number of FWPC representatives present at any meeting constitutes
a quorum.

> b\. [Special Meetings]{.underline}: Notification of a meeting called
> for a special purpose will be given 3 working days before the meeting.
> Such notification will state the purpose for which it is to be held,
> and no other business will be transacted at the meeting. The FWPC
> Chairperson will hold special ad hoc meetings when determined
> essential to accomplish the mission of the FWPC. The FWPC Chairperson
> will determine the required number of members, and provide a clear
> statement of the problem and a suspense date for reporting facts and a
> final recommendation to the FWPC.

c\. [Order of Business]{.underline}: The order of business or agenda of
meetings will be as follows:

-   Call to Order

-   Review Minutes of the Last Meeting

-   Announcements

-   Reports of FWPM and Officers

-   Reports of Program and Standing Subcommittees

-   Reports of Special or Ad hoc Subcommittees

-   Unfinished Business

-   New Business

-   Adjournment

d\. [Annual Elections]{.underline}: Nominations will be accepted from
the FWPC at the August meeting. The FWPM will then call for nominations
from the floor. The vote will be taken by secret ballot at the September
meeting and the FWPM will tabulate votes. Majority will determine all
elections, and officers will be installed at the Annual Retreat.

> e**.** [Special Elections]{.underline}: Special Elections and
> installation will be held the following month after notification of
> the vacancy to the FWPC. The procedures for special elections will be
> the same as for the annual elections. In the event of the three
> offices becoming vacant during the 1-year term, the following applies:
>
> \(1\) Vacancy of Chairperson: The Vice-Chairperson will assume
> position of the FWPC Chairperson.
>
> \(2\) Vacancy of Vice-Chairperson: Vacant position will be filled by
> special election.

\(3\) Vacancy of Secretary: Vacant position will be filled by the
Co-Secretary; in the event the Co-Secretary cannot assume this position,
this vacancy will be filled by special election.

\(4\) Vacancy of Co-Secretary: Vacant position will be filled by special
election.

f\. [Parliamentary Authority]{.underline}: The rules contained in
Robert\'s Rules of Order, Newly Revised will govern the FWPC.

7\. **[CHAIN OF COMMAND]{.underline}**:

a\. The individual responsible for the FWPC will be the FWPM, who works
under the direction and supervision of the Head, OEOP.

> b\. The chain of command for FWPC representatives is as follows: FWPC
> Chairperson, FWPM, and Head, OEOP.
>
> c\. All written correspondence must be routed through the Head, OEOP,
> before submission to any organization or off-Center.

8\. **[REVISION]{.underline}**: The SOP will be reviewed annually or as
determined by the Executive Board with written documentation of action
taken and must be completed by September 30.

# Reviewed: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Date: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

###### Venita Robinson, FWP Manager

Approved:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Date:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Vivian B. Merritt, Head, OEOP

**APPENDIX A**

**FEDERAL WOMEN'S PROGRAM COMMITTEE**

### CALENDAR OF EVENTS AND ACTION ITEMS

####### Responsibility of Month Action/Event 

Standing Subcommittee and FWPM October Annual FWPC Training Retreat

Orientation of new FWPC members

Installation of New Officers

Program Subcommittee October Generate event for Diversity Day

Standing Subcommittee November Revise FWPC poster and tri-fold brochure

Action Plans

Program Subcommittee February Booth at Career Days Program

Program Subcommittee March Generate Women\'s History Month Program

Standing Subcommittee June Generate updated statistical report

FWPC/FWPM July FEW National Training Program

Program Subcommittee August Generate events for Women's Equality Day

Standing Subcommittee September Review and update SOP and Work

Implementation Plan

FWPM September Article for the Researcher News to highlight

annual FWPC accomplishments

FWPM September New officers nominated and elected

New members nominated

**APPENDIX B**

**ACTION PLAN**

**SUBCOMMITTEE:\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**

**ACTIVITY:\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**

**GOAL:\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

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