SUPSHIP GROTON INSTRUCTION 12713.7A
Subj:CIVILIAN HISPANIC EMPLOYMENT PROGRAM (HEP)
Ref: (a) SECNAV memo of 16 May 89
(b) OPNAVINST 12720.8
(c) OCPMINST 12720.1
(d) OPNAVINST 12720.4B
Encl: (1) PD Attachment Collateral Duties for Hispanic Employment Program Coordinator
(2) Sample Memorandum of Understanding
(3) Sample Appointment Letter
Purpose. To issue this Command's policy and procedures for administration of the Civilian Hispanic Employment Program (HEP).
Cancellation. SUPSHIPGROTINST 12713.7. This instruction has been completely revised; therefore, paragraph markings have been omitted. This instruction should be read in its entirety.
Applicability. This instruction applies to all civilian and military personnel at SUPSHIP Groton.
Background. The Secretary of the Navy, by reference (a), called for intensified efforts to increase the number of Hispanics in the Department of the Navy civilian workforce and established a goal of five percent Hispanic representation by fiscal year 1992. This memo has since been incorporated into reference (b). Although this goal was not achieved, this command is fully committed to increasing our Hispanic population as quickly as possible.
Action. To achieve the five percent goal of reference (b), each Navy Command and activity head has been asked to ensure the following five actions are carried out under the Hispanic Employment Program.
Demonstrate personal commitment to the Department of the Navy goal of increasing the Hispanic representation rate to five percent.
Conduct innovative and aggressive recruitment programs.
Emphasize the objectives of the Hispanic Employment Program through the annual EEO training of supervisors and managers.
Expand contact with Hispanic organizations to enlist community support.
Recognize progress through publicity and awards.
Hispanic Employment Program. Per reference (c), Echelon 2 commands, headquarters and field activities with 500 or more U.S. citizen civilian employees must have a full or part-time HEP Manager. An HEP Manager is optional for this command due to our size. However, this command fully supports continuing efforts to achieve the 5% goal and will therefore appoint a Hispanic Employ-ment Program Coordinator (HEPC) to run the Hispanic Employment Program. References (b) through (d) provide extensive guidelines and suggestions for the HEPC in running the Hispanic Employment Program. These guidelines and suggestions have been incorporated in the HEPC's PD attachment found on enclosure (1). It should be stressed that enclosure (1) is not all inclusive. Further guid-ance can be obtained from references (b) through (d). The HEPC's immediate supervisor will enter into a memorandum of understand-ing (MOU) with the EEOO and the HEPC. A sample MOU is found in enclosure (2).
Supervisory Controls.
The HEPC will report directly to the EEOO (Code 100). The HEPC will advise the EEOO on all matters pertaining to the execution of the Hispanic Employment Program.
The HEPC will be appointed by the EEOO upon recommenda-tion by the EEO Team. A sample appointment letter is found in enclosure (3).
The EEOO will provide clerical support and other resources as needed by the HEPC.
/s/
H. E. MONTGOMERY, JR.
DISTRIBUTION:
LIST "A"
SAMPLE PD ATTACHMENT COLLATERAL DUTIES
HISPANIC EMPLOYMENT PROGRAM COORDINATOR DUTIES
1. DUTIES The incumbent is assigned collateral duties as the Hispanic Employment Program Coordinator (HEPC), a special emphasis EEO program. The HEPC will meet regularly with the Deputy EEO Officer (DEEOO) and or the EEO Officer (EEOO) to perform the following tasks:
Assist in developing Affirmative Employment Plans and Federal Equal Opportunity Recruitment Plans
Develop and maintain education and community liaisons with Hispanic Organizations
Organize the annual SUPSHIP Hispanic Heritage Observance
Participate in recruitment programs
Represent the EEO Officer at conventions and meetings related to the HEP
Monitor the EEO climate in the workplace
Develop and present pertinent management training programs.
2. KNOWLEDGE, SKILLS AND ABILITIES To perform these duties, the incumbent must possess keen analytical abilities, superb communications skills, knowledge of Hispanic cultural issues and a desire to further the principles of fairness embodied in the EEO Program.
3. SUPERVISORY CONTROLS The HEPC will receive EEO assignments and technical guidance from the EEOO but will coordinate available time with his/her immediate supervisor. HEPC duties are expected to take no more than 10% of the incumbent's total time.
COLLATERAL DUTY ASSIGNMENT
AMENDMENT TO: LBGXXXXXX, MECHANICAL ENGINEER, GS-830-12
Enclosure (1)
SAMPLE MEMORANDUM OF UNDERSTANDING
THE EQUAL EMPLOYMENT OPPORTUNITY OFFICER
IMMEDIATE SUPERVISOR, TITLE
AND
INCUMBENT NAME, HISPANIC EMPLOYMENT PROGRAM COORDINATOR (HEPC)
1. Understanding the commitment of the Supervisor of Shipbuilding, Conversion and Repair, USN, Groton to the principles of the DON Equal Employment Opportunity Program, we the undersigned agree to the following:
a. EEO work assignment will be given directly to the employee by the EEO Officer (EEOO). However, every effort should be made by the HEPC and the EEOO to keep the supervisor informed of all such assignments.
b. Initially, a maximum of 10% of the employee's work time is to be devoted to EEO work. Program results will be reviewed twice a year at an informal meeting with the EEOO, HEPC and the HEPC's immediate supervisor to determine the actual time required to accomplish program goals.
c. The HEPC's EEO work will be reviewed by the EEOO and a statement will be provided to be included in the HEPC's performance appraisal.
2. With the understanding that the above conditions will be met by the HEPC and the EEOO, the HEPC's supervisor pledges full support in carrying out the goals and objectives of this EEO program.
_________________________________________________________________
NAME OF INCUMBENT, HEPC Date
_________________________________________________________________
NAME OF SUPERVISOR, HEPC SUPERVISOR Date
_________________________________________________________________
NAME OF SUPSHIP, USN, EEOO Date
Enclosure (2)
SAMPLE APPOINTMENT LETTER
SUPSHIP LETTERHEAD
12713
Ser 100/XXXX
DATE
From: Supervisor of Shipbuilding, Conversion and Repair, USN Groton, CT
To: NAME OF INCUMBENT
Via: INCUMBENT'S SUPERVISOR
Subj: APPOINTMENT OF HISPANIC EMPLOYMENT PROGRAM COORDINATOR
1. You are hereby appointed to serve as the Hispanic Employment Program Coordinator for SUPSHIP Groton. Your responsibilities are outlined in your Position Description attachment. Guidance and direction will be provided by the Equal Employment Opportunity Officer and the Deputy Equal Employment Officer.
2. I know that you will provide strong leadership and keep the EEO program moving forward. I appreciate your willingness to serve. Congratulation on your appointment.
NAME OF SUPSHIP
Enclosure (3)
{Special thanks to Will Morales who developed the above}