Affirmative Action Programs (AAP)—What it is and Do You Need One?

It is the responsibility of every organization to ensure that they are do not have discrimination practices in their hiring process.  Some organizations, however, are expected to diligently take action to ensure and prove that their hiring practices are free from bias and discrimination.  Affirmative Action Plans (AAP) monitor recruitment activities in order to prevent inadvertent discrimination.  Some government agencies and most government contractors with more than  50 employees and government contracts worth more than $50,000 must prepare an annual Affirmative Action Plan.  Private companies are free to decide on their own whether they will prepare Affirmative Action Plans, however, it is a good practice for all organizations to help ensure practices are held to a rigor of non-discrimination practices.   Companies who fit the requirements for an AAP above must have a plan for every location that meets the 50 employee and $50,000 contract threshold.

Affirmative Action Plans are very standardized with a set of clear documents and templates that comprise the plan.  While parts of the plan are common language, the data and analysis is very specific to company and location, comparing a company’s demographics with similar available demographics in the local area.  Common elements of an AAP include:

• Organizational Profile: Identifies the gender and ethnicity of each employee, and shows how they relate to one another (such as in the form of an organization chart).
• Availability Determinations: Calculations of the percentage of target minorities both within the organization and in the general population who have the requisite skills for available positions.
• Comparison of Incumbency to Availability: Using the above, this helps determine tangible promotion and recruitment goals.
• Designation of Responsibility: Defines the responsibilities of management in achieving the goals of the AAP.
• List of Problem Areas: Identified list of areas of concern (i.e. under-representation).
• Corrective Actions: Tangible, action-oriented initiative to be taken in problem areas.
• Internal Audit and Report: Human resources measure the effectiveness of the AAP, document and monitor related activities and determine the overall effectiveness of the AAP.

Affirmative Action Plans are prepared annually.  Accompanying each plan is a letter from the chief officer of the company to all employees expressing the company’s clear intent in abiding by all laws and supporting an environment of equal opportunity for all.  The AAP is not communicated to all employees but must be made available to any employee who requests to see it.