Why must an affirmative action employer keep good track of applicant flow for job openings?

Author: Linda Segall, Segall Enterprises

In sports, it is often said that the best defense is a good offense. The same might be applied to affirmative action documentation.

To be able to develop and maintain an affirmative action plan, an employer must compile data concerning employment decisions. An employer should keep a chart of how many applicants applied for each job, the race and sex of each applicant (data gathered by a tear-away sheet on the employment application or by observation with notation on the applicant flow sheet), the name of the applicant hired, and the reasons for rejection, if applicable.

Much of this information is used in calculations in the statistical section of the affirmative action plan. The data may also be used as key evidence for support if an Office of Federal Contract Compliance Programs (OFCCP) audit occurs.