1. What is the Self-Audit Report?
The Self-Audit Report was developed as a means of facilitating the monitoring of our Affirmative Action Program. This form is used for all staff vacancies and is obtained from Human Resource Services.

2. When do I complete the Self-Audit Reports?
The Self-Audit Report must be completed prior to employment offer. It may be completed during the hiring process after each applicant is reviewed.

3. How long should I keep this form on file?
The blue copy of the Self-Audit Report along with any interview notes and further documentation regarding the hiring decision must be kept on file and readily accessible for two(2) years from the date of hire.

4. If the Personnel Request (PR) number is not indicated on my form, where do I get this information?
Contact your recruiter in the Recruitment and Staffing office.

5. Where do I forward the other copies of the form?
The white copy is sent to Recruitment and Staffing and the yellow copy is sent to the Opportunity Development Center. If the pink copy is attached, this copy should be sent to Recruitment and Staffing immediately.

6. If I receive more that one Self-Audit Report should I send them back one at a time or can I send them collectively?
All Self-Audit Report forms received for a staff position should be returned at the same time. In the bottom right hand corner of the form, there is a place to indicate the total number of pages for that position along with what page number of the total this page represents. For example, page 1 of 6.

7. Who do I include on the EEO Self-Audit Report?
All individuals referred by Recruitment and Staffing for the open position should be listed on the EEO Self-Audit Report. In addition, anyone else you have considered as an applicant for the position (i.e., people referred by other supervisors, staff, or outside agency).

1. Is Vanderbilt covered by the ADA?
Yes, several Titles affect the University, chiefly Title I (employment) as of July 26, 1992, and Title III (public accommodations) as of January 26, 1992. Title I prohibits employment practices which are discriminatory against individuals with disabilities. Title III requires changes and modifications in policies and procedures to ensure that they are non-discriminatory with respect to disability. Existing buildings must be modified to make them more accessible when doing so is "readily achievable." New construction and renovations must meet ADA building requirements.

2. Who is a "qualified" person with a disability with respect to the ADA guidelines?
A person who can perform the essential job functions with or without reasonable accommodations which include but are not limited to job restructuring, providing auxiliary aides and modifying a work site.

3. If I have a question or concern regarding workplace accommodations, who do I contact?
It is the responsibility of the department to provide reasonable accommodations for employees with disabilities in that department. To determine appropriate workplace accommodations, the Opportunity Development Center works with the employee with a disability and his/her supervisor. As a team, they determine the reasonableness of the accommodation and the way in which the accommodations will be made.

4. What accommodations are considered reasonable?
If an accommodation allows a person with a disability to perform the essential job functions without posing an "undue hardship" to the University, it is considered reasonable. Several factors are considered when making this determination, such as the type and cost of the accommodation and the employer's resources. These decisions are to be made by the supervisor, ODC and the employee, working as a team.

5. If I have a question or concern regarding resources for persons with disabilities, who do I contact?
Contact the Opportunity Development Center or the appropriate disability monitor. There are representatives from each school who serve to monitor the Vanderbilt community with respect to disability issues. Call the ODC to obtain a list of the current disability monitors.

6. What documentation do students need to receive learning disability services?
Decisions about accommodations for students with learning disabilities are individualized and are very dependent on appropriate documentation. The ODC requires documentation that follows modified guidelines from the Association for Higher Education and Disability (AHEAD). These include:

• The document states a diagnosed disability and lists the tests used to arrive at such a diagnosis.
• The evaluation has been completed in the last 5 years.
• The documentation describes functional limitations and specific accommodations related to the. limitations
• The professional credentials of the evaluator include information on official letterhead about license or certification and area of specialization.

1. What are the steps in the grievance review process for staff members?
The steps of the grievance review process are found in Chapter 14 of the Staff Handbook on the Human Resource Services Web Site. This process is available to regular and term staff members who have completed their initial orientation period. It is used to appeal actions that arise out of the administration of a specific University or departmental policy or practice including formal disciplinary warning or termination of employment for misconduct or unsatisfactory performance. An outline of the process is listed below. Detailed explanations are available in the Staff Handbook.

• Step I Department Review
• Step 2 Grievance Hearing
• Step 3 Staff Panel Appeal
• Step 4 Final Determination

What is the University Policy on EEO/AA Statements on official publications and advertisements?

As part of Vanderbilt's commitment to equal employment opportunity and affirmative action as well as in response to legal mandate, University policy requires that a complete EEO/AA statement be affixed to all official publications that describe University services, programs and activities. An abridged statement may be substituted on newsletters, posters flyers or brochures when additional information is available in a publication that does carry the full statement. Job advertisements may use an even shorter version. These statements are printed here for your information. They should be used without modification. If you have any questions regarding their use, please call the Opportunity Development Center at 322-4705(V/TDD).

In compliance with federal law, including the provisions of Title IX of the Education Amendments of 1972, Sections 503 and 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of 1990, Vanderbilt University does not discriminate on the basis of race, sex, religion, color, national or ethnic origin, age, disability, or military service in its administration of educational policies, programs, or activities; its admissions policies; scholarship and loan programs; athletic or other University-administered programs; or employment. In addition, the University does not discriminate on the basis of sexual orientation consistent with University nondiscrimination policy. Inquiries or complaints regarding these issues should be directed to the Opportunity Development Officer, Baker Building, Box 1809, Station B, Nashville, TN 37235. Telephone (615) 322-4705 (V/TDD); Fax (615) 343-4969.

If requirements noted above are met, Abridged Statement OK
"Vanderbilt University is committed to principles of equal opportunity and affirmative action."

Statement for Job Advertisements
"Vanderbilt University is an equal opportunity, affirmative action employer." Phrases such as "Women and Minorities are encouraged to apply" may be added, but the official statement should appear as printed above.

Statement for University Letterhead
Although not required by policy, use of the job advertisement statement on University stationery is encouraged. Because the words Vanderbilt University already appear on the letterhead, the phrase "An equal opportunity, affirmative action employer" across the bottom of the stationery is sufficient.

May statements encouraging minorities and women be added to the official EEO/AA Statement on job advertisements?
Yes, the following are examples of extended EEO/AA Statements that may be added:

• Vanderbilt University is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the Americans with Disabilities Act.
• Vanderbilt University is an equal opportunity, affirmative action employer and strongly encourages applications from candidates who would enhance the diversity of the University's faculty and administration.
• Vanderbilt University is an Equal Opportunity, Equal Access, Affirmative Action institution which has a commitment to cultural, racial and ethnic communities and encourages women and minorities to apply. It is expected that successful candidates share this commitment.
• Vanderbilt University is an Affirmative Action, Equal Opportunity Employer and has a strong institutional commitment to the principle of diversity in all areas. In that spirit, we are particularly interested in receiving applications from a broad spectrum of qualified people who are representative of the diversity in the United States, including individuals from culturally diverse backgrounds, women, individuals with disabilities, and Vietnam-era veterans.
• Vanderbilt University is an Equal Opportunity, Affirmative Action employer and actively seeks applications from qualified women, minorities, and individuals with disabilities.
• Vanderbilt University is an Equal Opportunity, Affirmative Action employer. Women, minorities, Vietnam-era veterans and individuals with disabilities are encouraged to apply.
• Vanderbilt University has a strong commitment to the principles and practices of diversity throughout the college community. Women, minorities and individuals with disabilities are invited and encouraged to consider this opportunity and to apply.

What is Sexual Harassment?

Sexual harassment is a form of sex discrimination that is a violation of Title VII of the Civil Rights Act of 1964 and Title IX of the Education Amendments of 1972. The courts have defined two types of sexual harassment: "quid pro quo" and "hostile environment."

What is "quid pro quo" sexual harassment?
Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute "quid pro quo" sexual harassment when (1) submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment, or (2) submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual.

What is "hostile environment" sexual harassment?
Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute "hostile environment" sexual harassment when such conduct has the purpose or effect of unreasonably interfering with an individuals work performance or creating an intimidating, hostile, or offensive working environment.

What is unwelcome sexual conduct?
Sexual conduct becomes unlawful only when it is unwelcome. The challenged conduct must be unwelcome in the sense that the employee did not solicit or incite it, and in the sense that the employee regarded the conduct as undesirable or offensive.

Who can be a victim of sexual harassment?
The victim may be a woman or a man. The victim does not have to be of the opposite sex. The victim does not have to be the person harassed but anyone affected by the offensive conduct.

Who can be a sexual harasser?
The harasser may be a woman or a man. He or she can be the victim's supervisor, an agent of the employer, a supervisor in another area, a co-worker, or a non-employee.

What should a sexual harassment victim do?
The victim should directly inform the harasser that the conduct is unwelcome and must stop. It is important for the victim to communicate that the conduct is unwelcome, particularly when the alleged harasser may have some reason to believe that the advance may be welcomed. However, the victim of harassment need not always confront his/her harasser directly, so long as his/her conduct demonstrates that the harasser's behavior is unwelcome. If these methods are ineffective, the victim should contact the ODC as soon as possible.

Opportunity Development Center
P.O. Box 1809, Station B
Nashville, TN 37235
(615) 322-4705 (V/TDD)

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