ATTACHMENT 13

U.S. CIVIL SERVICE COMMISSION

FEDERAL PERSONNEL MANUAL SYSTEM LETTER 290-3

SUBJECT.-MINORITY GROUP STATISTICS

WASHINGTON, D.C., JANUARY 11, 1971.

Heads of Departments and Independent Establishments:

FPM chapter 713, subchapter 3, prescribes for a Minority Group Statistics System. Paragraph 3-4 of this chapter identifies the needs for statistical data that are to be met from agency established systems. These minority statistical needs must be met.

Personnel Management Advisors report that many field managers and personnel officers do not have sufficient minority statistical data to use for:

(1) Assessing the EEO situation at the activity or installation.

(2) Identifying discriminatory practices and other EEO problems.

(3) Setting EEO objectives.

(4) Measuring the success or failure of EEO action plans.

(5) Determining action needed to achieve further progress.

(6) Fulfilling the self-evaluation expectations of President Nixon's October 9, 1969, memo and related FPM provisions.

Some managers believe that only nationwide, agencywide or departmentwide statistics are permitted. Others feel that only automated systems are capable of producing needed statistics. Whatever the reasons for this confusion and uncertainty, the absence of adequate minority group statistics at field and agency levels denies the activity, the agency, and the Commission the use of important and necessary statistical data on minority groups.

Agencies that have installed automated procedures for processing minority group statistics as authorized in subchapter 3 should produce on a recurring basis minority statistical data for headquarters and field activities without identifying individual employees, which portray by minority status group:

Hiring.

Promotions by grade.

Promotions to supervisory and managerial categories.

Participation in training.

Distribution by grade.

Distribution by organizational segment.

Representation in professional, technical or other major mission related occupations.

Awards.

If data elements are not provided for in the agency's automated personnel records to enable the above minority statistics to be compiled, agencies should consider expanding their automated records systems to enable these data to be compiled. The above list is not exhaustive; other meaningful statistical data should be compiled if needed for effective evaluation.

We urge all nonautomated agencies to take advantage of automation if at all possible to reduce costs and speed up the process. Agencies that are not in a position to install automated procedures should compile the necessary minority status data through the use of one of the following methods:

(1) Conducting continuous surveys using the supervisory identification procedures for the purpose of determining the minority group composition of new hires, promotions, training exposures, occupational distribution, awards,

etc.

(2) Installing manual procedures similar to the automated system prescribed in subchapter 3 in lieu of continuous surveys. This would require the maintenace of a minority identification file, but in manual card form. Reports would be compiled by associating individual's minority status to manually maintained and produced records; such as, SF 171, SF 50, training forms, etc. To safeguard individual privacy and assure the separation of minority employment data from personnel records, the system will at all times be under the full control of the Director of Equal Employment Opportunity. If necessary, the Director of EEO may designate EEO officials at lower organizational levels to assume responsibility for the operation of the system for designated parts of the agency.

NICHOLAS. J. OGANOVIC,
Executive Director.

This Supplement provides revised procedures for the collection and release of statistical information pertaining to race.

Section 2.-Background

.01 By memo dated June 17, 1970, to All Regional, District, Service Center, and Data Center Personnel Officers and Chief, National Office Branch, from Chief, Employment Programs Branch, instructions were issued to conduct a minority group census (Report Symbol NO-A:P-72) as of May 31, 1970. Those instructions included a new coding system for the ethnic groups involved and established a timetable for the submission of the data that differed from the material contained in Manual Supplement 18G-117 (Rev. 1), Minority Group Employment Statistical System, dated November 14, 1969.

.02 As a result of that effort, a computer tape has been created at the IRS Data Center so that it will no longer be necessary to conduct a complete headcount each year. In the maintenance of the computer tape, provisions have been made to insure the racial anonymity of IRS employees and to ensure individual privacy. Only social security numbers and a racial code are contained on the computer tape. Section 3.-Procedure for the Maintenance of the Computer Tape

.01 PROCEDURE FOR CONTINUOUS UPDATING

1 Effective October 4, 1970, when any employee, irrespective of type of appointment or hours of duty, enters on duty, the processing clerk will type on a 3 x 5 white card the employee's social security number and his race designation, using the following numerical coding system:

(a) Negro, Code 1.

(b) Spanish-surnamed, Code 2.

(c) American Indian, Code 3.

(d) Oriental, Code 4.

(e) Aleut Employment in Alaska, Code 5.

(f) Eskimo Employment in Alaska, Code 6.

(g) None of these, Code 7.

2 The card will be placed in a standard size white envelope which will be sealed and stapled to the back of the Standard Form 50 that is forwarded to the IRS Data Center in accordance with the procedures for forwarding personnel documents.

3 Those activities using the Facsimile Transmission System to communicate with the IRS Data Center will not transmit the 3 x 5 card via that system but will leave the envelope attached to the back of SF-50 since that document will ultimately be mailed to the IRS Data Center.

4 Any requests for computer printouts other than those furnished should be sent to the IRS Equal Employment Opportunity Officer (EEOO). He will be responsible for obtaining the necessary clearances from Treasury. Under no circumstances will the IRS Data Center be contacted for reports.

.02 PROCEDURES FOR THE UPDATING OF THE COMPUTER TAPE AS OF OCTOBER 4, 1970

1 On October 7, 1970, the IRS Data Center will furnish the IRS EEOO two copies of a list of employees whose racial identification is lacking. This list will consist of the names of the people who entered on duty after the last headcount or who for some reason information is not of record.

2 One copy of this list will be distributed to Regional, District, and Service Center Personnel Officers and the Chief, National Office Branch. They will be responsible for further disseminating these lists to first-line supervisors or other appropriate administrative employees for insertion of the race identification code.