AFFIRMATIVE ACTION PROGRAM FOR PURCHASING AND CONTRACTING

Policy and Objectives

The University of Massachusetts Dartmouth is committed to the principles of affirmative action and equal opportunity in its employment, educational and procurement practices. On June 3, 1992, the University’s Board of Trustees adopted the following statement as part of its overall purchasing policy:

T92-031
6/3/92
6/8/94 Revised
6/7/95 Revised

The University’s commitment to the principles of Affirmative Action shall be applied to purchasing with the objective of achieving and fostering greater minority- and women-owned business enterprise participation in University procurement activity and encouraging socially or economically disadvantaged business owners to respond to invitations to bid on University business.

In addition, UMass Dartmouth is required to comply with the provisions of Federal Executive Order 11246, as amended, and its implementing regulations.

In accordance with the above commitment, legal obligations and University policy, the specific objectives of the UMass Dartmouth Affirmative Action Program for Purchasing are as follows:

1. To fully comply with legal requirements for notification and monitoring of contractors, subcontractors, and vendors;
2. To continue to identify qualified minority and women vendors, especially those in Massachusetts and also those outside of the Commonwealth;
3. To establish realistic purchasing goals and maintain an ongoing purchasing program for minority- and women-owned businesses and socially or economically disadvantaged business owners;
4. To encourage bids from qualified minority- and/or women-owned business enterprises by:
   1. special contact inviting bids and providing bid information;
   2. special technical assistance to minority- and women-owned businesses on filling out bid documents and completing other procedural steps;
   3. in accordance with the University-wide guidelines, attempting to minimize the negative impact of bonding and capitalization requirements insofar as state regulations permit; and
   4. attempting to speed accounting processes and expediting payment to small businesses, many of which are minority- or women-owned.
5. To encourage contractors to utilize minority subcontractors;
6. To implement the required employment practices of contractors, subcontractors and vendors as needed to ensure compliance with the law; and
7. With regard to construction jobs monitored by the Division of Capital Planning and Operation, to actively participate in monitoring procedures required in state operating policies and regulations.

Responsibility

The Chancellor has ultimate responsibility for ensuring that these objectives are carried out. The Assistant Vice Chancellor for Administrative Services is generally responsible for:

1. Identifying and recording the names of qualified minority- and/or women-owned businesses;
2. Invitations for bids and provision of technical assistance;
3. Keeping of records and preparation of status reports yearly to the Vice Chancellor of Administrative and Fiscal Services concerning the University’s progress; and
4. Specific implementation of objectives.

Legal Responsibilities

1. The following rules and regulations are incorporated in University contracts, subcontracts and purchase orders when applicable:
   1. Executive Order 11246 as amended. The non-discrimination clause contained in Section 202 is incorporated by reference in all contracts;
   2. US Department of Labor Part 60-741 entitled, “Affirmative Action Obligation of Contractors for Handicapped Workers.” Section 60-741-4 is incorporated by reference in all contracts; and
   3. US Department of Labor Part 60-250 entitled “Affirmative Action Obligations of Contractors and Subcontractors for Disabled Veterans and Veterans of the Vietnam Era.”
2. The Vendor Information and Procedure manual contains a provision that requires vendors who seek to do business with the University to comply with the provisions of Section 202 of Executive Order 11246 as well as all other federal and state statutes, rules, and regulations applicable to equal employment opportunity.

Internal Audit and Reporting Systems

UMass Dartmouth has established internal audit and reporting systems which are designed to ensure that: 1) appropriate records are maintained; 2) records are reviewed to identify areas needing additional attention and more energy is directed towards those areas; and 3) action-oriented programs are implemented.

Recently UMass Dartmouth implemented a new employee database system called PeopleSoft. The PeopleSoft software system is capable of tracking employee historical data and movement, unlike the previous HRMIS system that was used in the past.

UMass Dartmouth also has the following internal audit and reporting systems:

1. The University will periodically review all of its employment practices in order to identify and eliminate any practices which may have contributed to underutilization of minorities and women and which are not necessary to the operation of the institution or do not bear a direct relationship to the jobs for which they are used as screening devices.
2. Practices to be reviewed as a part of an audit by the Assistant Chancellor for EODO, through the appropriate EEO Liaison, will include, but not be limited to, the following:
   1. the initial application and interview procedures;
   2. position postings, advertisements, applications and related documents;
   3. the content of job descriptions, in terms of their possible adverse effect on minorities, women, or protected classes;
   4. the composition of the search committees used to interview candidates and make recommendations for hire;
   5. written pre-employment and/or promotional tests;
   6. job qualifications, including educational and experience requirements; and
   7. all criteria, such as arrest records, marital status, garnishments, and others, which are used as disqualifying factors for employment.
3. Documentation of employment practices will be reported by the Office of EODO to the Chancellor, according to the provisions of this plan. The results of such reviews, including any recommendations for change, will be incorporated as appropriate into a revised Equal Employment Opportunity/Affirmative Action Plan.
4. Recruitment and Hiring: For all positions, the University will pursue a recruitment program to create a qualified and diverse pool of applicants. The program may include advertising in newspapers, journals, magazines, electronic websites, and other options consistent with appropriate collective bargaining agreements. This will avoid the potential discriminatory effects of informal job networks. The University undertakes a particularly vigorous program of EEO/AA recruitment for protected minorities and women in job categories in which they are found to be underutilized, as described previously in Cases of Underutilization, page 11.