(a) Internal Monitoring. Close internal monitoring must be maintained within City departments to correctly gauge the effectiveness of the Affirmative Action Program. Every department head shall submit quarterly reports on the status of his or her employees and an analysis of the current employment situation to the Affirmative Action Officer and the Community Relations Board. Such reports shall include the department head's estimation of any existing barrier to equal employment opportunity and any improvement or action taken within the department. The Board shall then act as a sounding board, offering suggestions and/or constructive criticisms concerning the progress of each department.
The Data Processing Department shall prepare, every six months, a comprehensive list of full-time and part-time employees for the Affirmative Action Officer and the Equal Opportunity Specialist. Such list shall contain all pertinent information, such as salary, sex and position classification of such employees.
Annually, an audit of the entire program, including the corrective action programs and their effectiveness in attaining the goals, shall take place. Goals shall also be reevaluated in terms of current population, work force and unemployment statistics.
Applicant flow at the Civil Service Commission and the Division of Purchasing and Personnel shall be monitored through the use of equal employment opportunity forms. Such forms, showing the race and sex of each applicant, shall be filled out by every person applying for a position and shall be kept by the Affirmative Action Officer.
(b) Grievances.
(1) Procedure. All personnel grievances involving alleged violations of antidiscrimination policies in relation to hiring and recruitment or treatment of presently employed persons in the City government shall initially be filed with the Affirmative Action Officer. The Affirmative Action Officer shall investigate the complaint and its resolution. If an applicant or employee is not satisfied, the Affirmative Action Officer shall educate the applicant or employee as to the procedure for appeal and provide any information requested that relates to an appeal.
(2) Records.
A. All grievances shall be submitted in writing and be notarized.
B. All telephone or other conversations relating to the grievance shall be documented for further reference.
C. Files and reports shall be maintained in the Affirmative Action Office on the type of action taken to resolve the employee's or applicant's complaint.
(Ord. 83-90. Passed 4-4-83.)