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EEO & Affirmative Action Policy US
EEO & Affirmative Action Policy US
Company Name
Effective Date
Policy Owner
Approved By
AAP Administrator
1. Policy Statement & Legal Foundation
(a)The Organization reaffirms its commitment to equal employment opportunity and affirmative action in all employment practices, in compliance with Executive Order 11246, Section 503 of the Rehabilitation Act, and VEVRAA.
(b)This policy applies to all U.S.-based employment activities, including recruitment, hiring, placement, promotion, compensation, benefits, training, discipline, and termination, across all establishments and job groups.
(c)The Chief Executive Officer has designated an Affirmative Action Plan (AAP) Administrator who shall have direct access to senior leadership and sufficient authority and resources to ensure effective implementation of the Organization's affirmative action programs.
2. Affirmative Action Plan Development
(a)The Organization shall develop and maintain a written Affirmative Action Plan (AAP) for each establishment with 50 or more employees and a federal contract of $50,000 or more, updated annually.
(b)Where the Organization's workforce analysis reveals underutilization of minorities or women in any job group, the Organization shall establish placement goals and implement good-faith action-oriented programs to address the shortfall.
(c)The Organization shall maintain a Section 503 AAP for individuals with disabilities, including the 7 percent utilization goal, and a VEVRAA AAP for protected veterans, including the annual hiring benchmark.
(d)The Organization shall conduct an annual internal audit of its AAP, assessing progress toward placement goals, the effectiveness of action-oriented programs, and compliance with OFCCP recordkeeping requirements.
3. Recruitment & Outreach Obligations
(a)The Organization shall list all employment openings with the appropriate State Employment Service or local employment service delivery system, except for positions filled internally and executive positions.
(b)The Organization shall implement proactive outreach programs targeting underrepresented minorities, women, individuals with disabilities, and protected veterans through partnerships with community organizations, educational institutions, and specialised recruitment sources.
(c)The Organization shall invite all applicants and employees to voluntarily self-identify their race, ethnicity, sex, disability status, and veteran status at the pre-offer and post-offer stages, using the forms prescribed by OFCCP.
4. Compensation Equity & Personnel Practices
(a)The Organization shall conduct an annual compensation analysis across all job groups to identify and remedy any statistically significant disparities in pay based on race, sex, or other protected characteristics that cannot be explained by legitimate, non-discriminatory factors.
(b)The Organization shall review all personnel practices, including selection procedures, promotion criteria, training programs, and disciplinary policies, to ensure they do not create barriers for minorities, women, individuals with disabilities, or protected veterans.
(c)The Organization shall make reasonable accommodations for qualified individuals with disabilities and shall ensure that all physical and digital work environments are accessible.
5. Ofccp Compliance & Policy Review
(a)The Organization shall maintain all records required by OFCCP for a minimum of 3 years, including applicant flow data, personnel activity logs, compensation records, and accommodation request documentation.
(b)The Organization shall cooperate fully with OFCCP compliance evaluations, including desk audits, on-site reviews, and compliance checks, and shall designate the AAP Administrator as the primary point of contact.
(c)This policy shall be reviewed at least annually by the AAP Administrator in consultation with Legal Counsel. The Organization shall update its AAP annually and shall communicate its EEO and affirmative action commitment to all employees and subcontractors.
The guide
Everything you need to know about the EEO & affirmative action policy US
What Is an EEO & Affirmative Action Policy?
An EEO and affirmative action policy combines a commitment to equal employment opportunity with proactive steps to improve representation of women, minorities, veterans, and individuals with disabilities. In the US, affirmative action obligations apply mainly to federal contractors and subcontractors. The policy documents both non-discrimination across all employment decisions and the specific programs used to expand opportunity for underrepresented groups.
Why Companies Need This Policy
Covered federal contractors are legally required to maintain written affirmative action plans and demonstrate good-faith efforts, with real penalties for non-compliance. Even for non-contractors, a strong EEO commitment reduces legal risk and supports a fair workplace. The policy provides an auditable record of your obligations, guides consistent decision-making, and signals to employees and regulators that opportunity is genuinely equal across your organization.
What This Policy Should Include
Affirm equal opportunity across all employment actions and list protected categories. For contractors, reference the applicable executive orders and laws, outreach and recruitment efforts for targeted groups, and how availability and representation are analyzed. Describe reasonable accommodation, the reporting and complaint process, non-retaliation, and who administers the plan. Include record retention and how progress against goals is measured and reviewed annually.
Questions about the EEO & affirmative action policy US
In the US, affirmative action plans are generally required of federal contractors and subcontractors above certain contract thresholds. Most private employers without such contracts are not required to maintain one, though they still must comply with EEO laws. Confirm your status based on your contracts.
No. Affirmative action uses placement goals as benchmarks to measure good-faith outreach efforts, not rigid quotas that must be met. Hiring decisions remain based on qualifications. Treating goals as quotas would itself be unlawful, so the distinction matters legally.
Contractors must retain their written plan, applicant and hiring data, availability analyses, and documentation of outreach efforts, typically for the periods set by regulation. Good record keeping is essential because compliance is assessed largely on documented good-faith efforts during audits.
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