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This website publishes administrative rules on their effective dates, as designated by the adopting state agencies, colleges, and universities.

Chapter 5101:11-6 | Affirmative Action

 
 
 
Rule
Rule 5101:11-6-01 | Affirmative action obligations.
 

(A) Affirmative action plans. With the exception of Title VII EEO cases described in paragraph (B) of this rule, the affirmative action requirements under division 5101:11 of the Administrative Code apply to a program when the size of its registered apprentice workforce reaches five or more at a time. For the ensuing twelve months and the immediately following period, if any, in which participation continues at that level, the program will adhere to a written affirmative action plan that has been approved by the council office. The plan is to make provisions for all functions described in this rule, and is to be annually reviewed and, where necessary to fulfill these functions, updated. A program that attains the designated enrollment threshold is to immediately inform the council office of this fact.

(B) Title VII EEO programs. A sponsor subject to the five-or-more apprentice criterion, will not be required to adopt an affirmative action plan under this rule, if it submits to the council office satisfactory evidence that it is in compliance with an equal employment opportunity program that meets all of the following criteria:

(1) It provides for affirmative action in the recruitment, enrollment, and treatment of apprentices; and

(2) It has been approved as meeting the requirements of either:

(a) 29 C.F.R. part 30 (as in effect on 5/1/2020) and 42 U.S.C. 2000e (as in effect on 5/1/2020), as augmented by extension of the program's protections to include individuals with disabilities; or

(b) All of the following: federal Executive Order 11246 (as in effect on 5/1/2020), section 503 of the Rehabilitation Act, 29 U.S.C. 793 (as in effect on 5/1/2020), and their implementing regulations of title 41 C.F.R., chapter 60 (as in effect on 5/1/2020); and

(3) For every underrepresented group, it includes affirmative action goals that are equal to or greater than the goals required under rule 5101:11-6-02 of the Administrative Code.

(C) Definition of affirmative action. Affirmative action is not merely passive nondiscrimination or a paperwork exercise. It requires the pursuit of specific purposes through strategically planned and affirmative steps affecting all of a registered sponsor's procedures, methods, policies, practices, and programs. The purpose is to ensure equal opportunity and prevent discrimination in apprenticeship programs, and to actively address any barriers to those objectives.

Supplemental Information

Authorized By: 4139.03
Amplifies: 4139.03, 4139.05
Five Year Review Date: 10/1/2025
Prior Effective Dates: 10/8/1971, 10/13/1978, 6/6/2009
Rule 5101:11-6-02 | Planning requirements.
 

(A) Administrative review

(1) In every year during any part of which a program is subject to affirmative action requirements, the sponsor is to review the employment and personnel processes of the program and its employer(s), so as to:

(a) Ensure that the program is free from discrimination - i.e., that the practices, policies, and employment decisions of the sponsor and (where separate) the participating employer(s), do not create in any aspect of the program a systemic bias based on race, color, religion, national origin, sex (including pregnancy and gender identity), sexual orientation, age over forty years, genetic information, Hispanic ethnicity, or disability;

(b) Identify any ways in which such practices, policies, or decisions create barriers to equal opportunity for ethnic or racial minorities, women, or persons with disabilities; and

(c) Identify any apprenticeship program modification that is needed to ensure fulfillment of all equal employment opportunity (EEO) and affirmative action obligations under rules in division 5101:11 of the Administrative Code.

(2) The review is to be careful, thorough, and systematic, and include all aspects of the apprenticeship program and of each occupation course, including but not limited to the qualifications for apprenticeship, application and selection procedures, wages, outreach and recruitment activities, advancement opportunities, promotions, work assignments, job performance, rotations among all work processes of the occupation, disciplinary actions, handling of requests for reasonable accommodations, the program's accessibility to individuals with disabilities (including to the use of information and communication technology), and the employment and personnel policies of the program and its employer(s).

(3) In its written affirmative action plan (AAP), the sponsor is to include a description of its review methods and of any apprenticeship program modifications that the review identifies as necessary for compliance with the rules in division 5101:11 of the Administrative Code.

(B) Analysis to determine if deficiencies exist. In each year during any part of which a program is subject to affirmative action requirements, the sponsor will work with the council office to conduct a deficiency analysis. This procedure will measure the extent to which the registered apprentices in each major occupation sector in the program reflect the demographics of the persons available for apprenticeship in that sector of the recruitment area as a whole. The analysis methods are to be set forth in detail as part of the affirmative action plan.

(1) The purposes of the analysis are:

(a) To ascertain the need and scale of utilization goals concerning female, minority, and Hispanic individuals;

(b) To identify possible barriers to apprenticeship and equal opportunity for those groups and for people with disabilities; and

(c) To determine the need, type, and scale of special outreach, recruitment, and retention activities targeted toward all four groups.

(2) The deficiency analysis will include two components:

(a) Utilization analysis. The analysis for each program will measure the percentages of the apprentice workforce in each major occupation sector which comprise female, minority, Hispanic, and disabled individuals;

(b) Availability analysis. The analysis will assess the percentages of the recruitment area's population available for apprenticeship in each relevant occupation sector, that comprise female, minority, and Hispanic individuals. The result will be an availability figure for each of the three demographic groups, that serves as a benchmark for enrolling members of that group in that sector of the program. A benchmark for enrolling people with disabilities, exists in a uniform nationwide figure of seven per cent, established by the U.S. department of labor.

(C) Identifying causes. Where a deficiency analysis finds underutilization of female, minority, Hispanic, and/or disabled individuals in apprenticeship, the sponsor will examine all aspects of its program to identify any barriers or impediments that might account for a lack of equal opportunity for those groups. The standards and the AAP are to include a thorough and up-to-date description of the methods used in this examination, and of the latest results.

(D) Data resources. The Ohio department of job and family services will make available to program sponsors data and information on Hispanic, racial minority, and female labor force characteristics for each standard metropolitan statistical area, and for other special areas as appropriate.

(E) Goals.

(1) Terms.

(a) "Analysis" as used in this paragraph means the deficiency analysis described in paragraph (B) of this rule.

(b) "Underutilization" or "deficiency" as used in this rule refers to the situation where a program's apprentice workforce in a given occupational sector includes fewer minority, female, Hispanic, and/or disabled individuals, than would reasonably be expected in view of the availability analysis described in paragraph (B) of this rule.

(2) Goal requirement.

(a) A sponsor which determines, on the basis of the analysis described in paragraph (B) of this rule, that the program underutilizes minority, female, and/or Hispanic workers in any occupation sector, will include in its affirmative action plan percentage goal for the selection of applicants from each under-utilized group, into that sector of the apprenticeship program; and, where the selection procedure includes an eligibility pool for one or more occupation sector(s), the plan will also include the corresponding percentage goal(s) for the admission of applicants into the pertinent eligibility pool(s).

(b) Where, on the basis of the analysis, it is determined that a program has no deficiencies, the sponsor need not establish selection goals. However, in that case, the affirmative action plan will include an explanation of why it contains no goals.

(c) A sponsor's determination under paragraph (B) of this rule that a utilization goal is required, constitutes neither a finding nor an admission of discrimination. Utilization goals serve as objectives or targets reasonably attainable by means of applying every good faith effort to make all aspects of the entire affirmative action plan work. Utilization goals are used to measure the effectiveness of the sponsor's outreach, recruitment, and retention efforts.

(3) Establishment of goals.

(a) In establishing its goal(s), the sponsor should consider the results which could be reasonably expected from its good faith efforts to make all aspects of its affirmative action plan work.

(b) Where, pursuant to paragraph (E)(2) of this rule, a sponsor is required to establish a utilization goal for a particular group in its apprenticeship program, the sponsor will establish a percentage goal at least equal to the availability figure derived under paragraph (D)(2) of this rule.

(4) Review of goals.

(a) Sponsors are to review their goal levels annually, and adjust them as warranted by the results of periodic deficiency analyses. Goals are not to be reduced from one analysis to the next, except as warranted by a decline in the availability figure for the recruitment area..

(b) Where the council office determines that the sponsor has deficiencies within the meaning of this rule, and that its affirmative action plan contains inadequate goals or none at all, the council office will establish goals for the relevant occupation sector(s), as it deems appropriate to address the requirements of paragraph (G) of this rule. The sponsor is to make good faith efforts to attain these goals.

Supplemental Information

Authorized By: 4139.03
Amplifies: 4139.03, 4139.05
Five Year Review Date: 10/1/2025
Prior Effective Dates: 8/7/2014
Rule 5101:11-6-03 | Program activities.
 

(A) Full utilization. The following provisions apply whenever an administrative review under paragraph (C) of this rule finds no need for apprenticeship program modification to ensure compliance with the equal employment opportunity (EEO) provisions of the rules in division 5101:11 of the Administrative Code, nor find any barriers to equal opportunity for female, minority, or disabled people, and a deficiency analysis under paragraph (D) of this rule reveals no under-utilization of female, minority, Hispanic, or disabled people in the program.

(1) Minimum contents. The sponsor's affirmative action plan (AAP) may be limited to describing the methods for reviews and analyses under rule 5101:11-6-02 of the Administrative Code; the community collaboration activities under paragraph (D) of the present rule; and the activities mandated under Chapter 5101:11-5 of the Administrative Code, for the purpose of meeting general EEO requirements.

(2) Other activities. As a matter of best practice, sponsors are encouraged to consider conducting the following outreach, recruitment, and retention activities, to assist sponsors in avoiding barriers to equal opportunity in apprenticeship.

(a) Targeted activities described in paragraph (C) of this rule;

(b) Exit interviews of each apprentice who leaves the sponsor's apprenticeship program prior to receiving a certificate of completion to understand better why the apprentice is leaving the program and to help shape the sponsor's retention activities.

(B) Response to an administrative review finding.

(1) When an administrative review identifies a practice, policy, or employment decision that creates a barrier to equal opportunity, the sponsor will revise such policies accordingly and describe the change both in the AAP and the standards.

(2) When an administrative review identifies an apprenticeship program modification that is needed to ensure fulfillment of the EEO and affirmative action obligations under the rules in division 5101:11 of the Administrative Code, the sponsor is to promptly implement such modification and describe it both in the AAP and the standards.

(3) Where a sponsor has determined pursuant to such a review that there are problem areas with respect to its outreach, recruitment, and retention activities for individuals with disabilities, the sponsor will undertake targeted activities as prescribed under paragraph (C) of this rule in response to a finding of under-utilization, and will provide for these activities in its AAP.

(C) Response to a deficiency finding. Targeted activities. Where a deficiency analysis finds underutilization of female, minority, and/or Hispanic individuals in apprenticeship resulting in adoption of a utilization goal, the sponsor will undertake targeted outreach, recruitment, and retention activities that are likely to increase participation by the affected group(s) in apprenticeship, and to expand the opportunity of individuals in such group(s) to become eligible for apprenticeship selection, and improve retention of apprentices from the group(s) affected. These activities are to include substantive working relationships with community organizations and leaders that have an interest in serving the target populations. In its AAP, every sponsor subject to the targeted activities requirement, will: set forth the specific targeted outreach, recruitment, and retention activities it plans to take for the upcoming program year; list the community entities with which the sponsor will collaborate; and describe the nature of this collaboration. Targeted activities are to include at a minimum:

(1) Dissemination in the following manner, of information concerning the nature and benefits of apprenticeship, requirements for admission to apprenticeship, availability of apprenticeship opportunities, sources of apprenticeship applications, and the equal opportunity policy of the sponsor.

(a) Programs that accept applications only at specified intervals will disseminate such information at least thirty days in advance of the earliest date for application at each interval. Programs that adopt this strategy and that customarily take applications throughout the year, will disseminate the information regularly, but not less than semiannually.

(b) This information is to be disseminated to the council office, local high schools, local community colleges, local vocational, career and technical schools, employment service offices, Ohio public workforce system local job centers, women's centers, outreach programs, and community-based organizations which can effectively reach minorities and women, and other groups serving the underutilized group.

(c) The sponsor is to advertise openings for apprenticeship opportunities by publishing advertisements in media, electronic or otherwise, which provide contact with the groups targeted for recruitment, as well as media that reach the general public in areas where the program sponsor operates and those that have wide circulation in the relevant recruitment areas.

(2) Participation in annual workshops conducted by employment service agencies for the purpose of familiarizing school, employment service, and other appropriate personnel with the apprenticeship system and current opportunities therein.

(3) Internal communication of the sponsor's equal opportunity policy in such a manner as to foster understanding, acceptance and support among the sponsor's various officers, supervisors, employees, and members, and to encourage such persons to take the necessary action to aid the sponsor in meeting its obligations under division 5101:11 of the Administrative Code.

(4) Utilization of journey workers to assist in the implementation of the sponsor's affirmative action plan, for instance by participating in recruitment events, EEO training, related conferences, apprentice orientation, etc.

(D) Collaboration with other entities. Every AAP is to include the following provisions.

(1) The sponsor is to collaborate with other organizations (for instance, community organizations and other sponsors) in positive recruitment and preparation of female, Hispanic, and/or racial minority applicants for apprenticeship. Where appropriate and feasible, such initiatives will provide for pre-testing of experience and training. Wherever possible, such activities are to include operation of a state-recognized pre-apprenticeship program. If no such program exists in the area, the sponsor will seek to develop one, and/or to obtain financial assistance for such efforts. Any apprenticeship program that trains for a traditionally male occupation, is to engage in one or more initiatives to prepare and encourage women to enter that training.

(2) To encourage the establishment and use of programs designed to prepare significant numbers of female and minority individuals for apprenticeship, through such activities as pre-apprenticeship and preparatory occupational training, a sponsor's affirmative action is to ensure that people served by these initiatives are afforded full and equal opportunity for admission to the apprenticeship program.

(E) Updating plans. Sponsors are to review their affirmative action plans annually and update them where necessary, including the goals. In the course of this review, the sponsor will:

(1) Evaluate and document after every selection cycle for registering apprentices the overall effectiveness of affirmative action activities;

(2) Refine its targeted outreach, recruitment, and retention activities as needed; and

(3) Maintain records of its targeted outreach, recruitment, and retention activities and records related to its evaluation of these activities.

(F) Compliance. Compliance with the requirements of this rule will be determined by whether a sponsor that has a finding of under-utilization has met its goals, or failing that, whether it has made good faith efforts to meet them. Its "good faith efforts" will be judged by whether it is following its affirmative action plan and attempting to make it work, including evaluation and changes in its program where necessary to obtain the maximum effectiveness toward the attainment of its goals. In the event of the failure of the sponsor to meet its goals, it will be given an opportunity to demonstrate that it has made every "good faith effort" to meet its commitments. All the actions of the sponsor will be reviewed and evaluated in determining whether such good faith efforts have been made.

(G) Adjustment of program standards for affirmative action. Where a sponsor, despite its good faith efforts, fails to meet its goals within a reasonable period, the council office may direct that specific changes be made in its affirmative action plan and/or standards, including where appropriate, its planned selection procedure(s), in order to obtain maximum effectiveness toward the attainment of its goals.

(H) Nondiscrimination. The commitments contained in the sponsor's AAP are not intended, and are not to be used, to discriminate against any qualified applicant or apprentice on the basis of race, color, religion, national origin, sex, age over forty years, Hispanic ethnicity, sexual orientation, genetic information, or disability. In establishing utilization goals, the following principles apply:

(1) Utilization goals are not to be rigid and inflexible quotas for the selection of particular groups as apprentices.

(2) Utilization goals will not provide a sponsor with a justification to extend a preference to any individual, select an individual, or adversely affect an individual's status as an apprentice, on the basis of that person's race, sex, or ethnicity.

(3) Utilization goals will not create set-asides for specific groups, nor are they intended to directly achieve equality of completion rates or career success among apprentices from all demographic groups.

(4) Utilization goals are not to be used to supersede eligibility requirements for apprenticeship. Affirmative action plans prescribed by rules under division 5101:11 of the Administrative Code, do not require sponsors to select a person who lacks qualifications to participate in the apprenticeship program successfully, or select a less-qualified person in preference to a more qualified one.

Last updated February 7, 2022 at 8:33 AM

Supplemental Information

Authorized By: 4139.03
Amplifies: 4139.03, 4139.05
Five Year Review Date: 10/1/2025
Prior Effective Dates: 10/8/1971, 10/13/1978, 3/22/2004