Frequently Asked Questions

Yes. There is a Sample EEOP Report for a law enforcement agency and for a non-law enforcement agency.

For EEOP purposes, in calculating the total number of employees in its workforce, a recipient should include part-time and full-time workers but exclude seasonal employees, political appointees and elected officials.

For the purpose of developing an EEOP Utilization Report, a recipient should use the following seven race and national origin categories in describing its workforce:

1. Hispanic or Latino
2. Asian
3. Black or African American
4. White
5. Native Hawaiian or Other Pacific Islander
6. American Indian or Alaska Native
7. Two or More Races

In the EEOP Utilization Report's Workforce Analysis Chart, the recipient would enter separately in each of the eight major job categories the number of male employees and the number of female employees of a particular race or national origin in that job category. For example, a recipient might report that the Protective Services Non-Sworn job category has the following number of employees: 12 Hispanic or Latino males, 18 Black or African American males, 16 Black or African American females, 14 White females and 19 Asian females.

The U.S. Census Bureau uses the following eight major job categories in collecting employment statistics for state or local government agencies:

1. Officials and Managers
2. Professionals
3. Technicians
4. Protective Services: Sworn
5. Protective Services: Non-sworn
6. Administrative Support
7. Skilled Craft
8. Service Maintenance

State and local government agencies should use these same categories in developing an EEOP Report.

No. In developing an EEOP Report, business recipients and subrecipients, which the EEOP regulations refer to as "private entities," should use the following nine EEO-1 job categories:

1. Officials and Managers
2. Professionals
3. Technicians
4. Sales Workers
5. Administrative Support Workers
6. Craft Workers
7. Operatives
8. Laborers and Helpers
9. Service Workers

1. The EEOP regulations refer to businesses as "private entities." Because there are relatively few private entities that are required to develop an EEOP Utilization Report, the online system is geared primarily for state and local government agencies. Businesses and other private entities can use the Sample EEOP Utilization Report as model for creating a similar report with the following modifications: A business recipient should provide the information that the Sample EEOP Utilization Report required (e.g., name of the recipient, recipient contact information, award data, amount for each award, contact information for the program manager at the grantmaking agency, and so forth).
2. In the second step, the business recipient must create an off-line Workforce Analysis Chart, which should have nine rows corresponding to the nine EEO-1 job categories and fourteen columns for the following classifications:
   1. Hispanic or Latino males
   2. Black or African American males
   3. White males
   4. Asian males
   5. Native Hawaiian or Other Pacific Islander males
   6. American Indian or Alaska Native males
   7. Males of Two or More Races
   8. Hispanic or Latino females
   9. Black or African American females
   10. White females
   11. Asian females
   12. Native Hawaiian or Other Pacific Islander females
   13. American Indian or Alaska Native females
   14. Females of Two or More Races
3. For each of the nine job categories, the business recipient should enter in the chart the number of employees in each of the 14 classifications. The business recipient should then convert the number of employees in each classification in each of the nine job categories to percentages, so that each job category (and not the entire workforce) would total 100 percent.
4. To compare its workforce to the relevant labor market statistics, the appropriate data is on the U.S. Census Bureau website. To access the relevant statistics, one should first select under the Occupational Tables, Employment by EEO-1 Job Categories and then retain the selection for Residence under the Select Geography section at the bottom of the page. On the next screen, select the appropriate geographic area corresponding to the recipient's labor market. On the next screen, while holding the control key down, select all of the nine EEO-1 job categories. Finally, retain the selected option, Show Detailed Race/Ethnicity Categories. The subsequently generated table includes the numbers and percentages of eligible people in the relevant labor market in each of the nine EEO-1 job categories cross-classified by race, national origin and sex.
5. Using the percentages in the generated table, create a Utilization Analysis Chart by comparing the percentages of employees in each job category, cross-classified by race, national origin and sex, to the corresponding percentages of workers in the relevant labor market. The utilization analysis relies on subtraction: the percentage of employees in the business's workforce in a particular job category, cross-classified by race, national origin and sex, minus the percentage of workers in the same job category in the relevant labor market, also cross-classified by race, national origin and sex. For example, if the business's Workforce Analysis Chart shows 20 percent Asian males in the Sales Workers job category, and if the community labor statistics table shows that in the relevant labor market, 40 percent of sales workers are Asian males, then the business is underusing Asian males in the sales workers job category by -20 percent. Negative numbers indicate underutilization.
6. Based on the Utilization Analysis Chart, the recipient business would write a narrative that first describes the results and then identifies any significant underutilization.
7. Next, the business recipient would return to the online EEOP Utilization Report system and complete the remaining steps: identifying objectives, proposing steps to achieve the objectives, and making a plan for disseminating the EEOP Report inside and outside the business.
8. To complete the EEOP Report, a responsible official, defined as an administrator with the authority to implement the plan, must sign and date it. If the business is not required to send the EEOP Report to OCR for review, it should send the completed Section B of the Certification Form to OCR to request an exemption from the submission requirement. If the business is required to submit the EEOP Report to, it should use the following address:

Attn: EEOP Utilization Report Submission
Office for Civil Rights
Office of Justice Programs
U.S. Department of Justice
810 Seventh Street, NW
Washington, DC 20531

All workforce data related to race, national origin and sex relies on voluntary employee reporting. Employers may conduct voluntary surveys of employees to gather the relevant information. If employees decline to identify themselves by race, national origin or sex, employers should not independently assign them to one of these categories.

As a preliminary step in preparing a workforce chart for the EEOP Report, recipients should report the total number of employees and the number of employees of unknown race, national origin or sex. The Workforce Analysis Chart in the EEOP Report should include only those employees who have identified themselves by race, national origin and sex.

If the total number of minorities (i.e., non-Whites) in a recipient's service population is less than 3 percent, the recipient should provide only information on men and women in its EEOP Report. The recipient would still report on the number of men and women in its workforce, perform a utilization analysis based on sex, and develop objectives and steps to address any significant underutilization.

As part of the first step in completing an EEOP Report, a recipient must post a nondiscrimination policy statement that applies to its employment practices. The nondiscrimination policy statement is usually a relatively brief text, often officially adopted by a senior administrator or governing body, that sets forth the recipient organization's philosophy on providing equal employment opportunities to both applicants and employees, regardless of race, color, national origin, sex, religion, disability, and perhaps other state and local protected classes. Some recipients use the nondiscrimination policy statement in notifying employees, prospective employees, and members of the public that the recipient organization is complying with federal civil rights laws.

As part of the first step in completing an EEOP Report, a recipient must post a nondiscrimination policy statement that applies to its employment practices. The nondiscrimination policy statement is usually a relatively brief text, often officially adopted by a senior administrator or governing body, that sets forth the recipient organization's philosophy on providing equal employment opportunities to both applicants and employees, regardless of race, color, national origin, sex, religion, disability, and perhaps other state and local protected classes. Some recipients use the nondiscrimination policy statement in notifying employees, prospective employees, and members of the public that the recipient organization is complying with federal civil rights laws.

For a law enforcement agency that is required to report the number of sworn officers in its workforce, the EEOP Report's Sworn Officers Chart and Utilization Analysis Chart use the title "patrol officers." This title signifies the most common rank for a commissioned officer in a law enforcement agency. Users cannot substitute an alternative title. In creating the Sworn Officers Chart, the first row in the chart, "patrol officers," remains fixed.