From: ‘Debbie Shar Tor Jay tle; Danna chitenden; Carine Conley; Thea Davis; aula Elson; Kassy Fisher: ‘Gute Mike alam Raymond Holguin; Baond Holguin; Stehanie Neva [i Pits Heil Poi lows ‘Rousseau; Ane Schwarz; Matin Slanbery; Steve Suckmeyer, Jason Wade; Jason Wade; Sara Vimaz, ane ce Jamie ts subject: 820 VFR civersty commie notes Date: Nenday, August 31, 220 7:22:16 PM © ‘Mtachments: —YPFADisisivCommiesticss 20A,u2020.dc5 © Good evening, diversity committee, | may have set a new record for the amount of time between a diversity cor notes going out. Attached are the notes from our 8/20 meeting; | am squeaking thegp fi. the meeting took place, This is mostly for your reference becaug@emic*tme Looking forward to working with you to move the work fon ln thanks, Debbie Debbie Sharp Celt: From: Debbie Sharp ~ Sent: Wednesday, August 19, 2021 ~ To: Jay Butler ; Theo ; Kassy ; lam ; Raymond Holguin Raymond. Holguin® {uoregon.edu; Ivy Pitts yIbve Rousseau ; ‘Anne Schwar Stanbert¥ ; Steve Wipesegvoregncin son Wade sari fegon.edu> a te agenda Wine along with the recommendations sent to Jamie earlier sw members so we will take some time in the beginning to Ater in the meeting to discuss the recommendations. rence * introduc © Welcome to new members "Anne Schwarz: CFPM = Stephanie Neuhart: HR Classification and Compensation = Theo Davis: CPFM Design and Construction puwe Loss?"Amy Gurley: FASS © Other membership updates *CPFM Open Forum update: Ivy Pitts * Diversity committee recommendations (attached) © Unit/department-level check-ins 6 Discussion with Jamie Moffitt © oNext steps Debbie Sharp Project Manager Office ofthe Vice President for Finance and Adminstration University of Oregon Cell: @ Poona SY pue 2or3tVPFA Diversity Committee Thursday, August 20, 2020, 12pm-1pm, Zoom Attendance: Jay Butler, Corrine Cooley, Paula Ellison, Kassy Fisher, Amy Gurley, Jamie Moffitt, ‘Stephanie Neuhart, Ivy Pitts, Jove Rousseau, Anne Schwarz, Debbie Sharp, Martin Stanberry, Steve ‘Stuckmeyer, Jason Wade, Sara Yilmaz Introductions Welcome to new members © Amy Gurley: FASS ©. Anne Schwarz: CFPM © Corrine Cooley: HR Talent Acquisition (officially joined in July) © Stephanie Neuhart: HR Classification and Compensation © Theo Davis: CPFM Design and Construction (unable to join the meeting) Some members transitioned off the committee © Jane Brubaker: CPFM Facilities Kaia Rogers: HR Programs and Services Mike Hallam: CPFM Facilities Sara Yilmaz: FASS ° ° ° © Sue Russell: HR ‘August CPFM Open Forum (Ivy Pitts) Chief Carmichael attended the forum ©. Talked about the Glidélléadershiptrainingprogcam (see, PLY of UOPD Training Plan) © Anne will share a yideouat.the next CPFM Open Forum Challenge to get people'to open upiat the forum © About 5-30 people attend the|Open Forum events, © On average, attendance is about 11-45 peop depending on the topic and if there is food; having@@n agenda and sharing it inladvanc®\s Crucial Diversity committee recommendations Williask Jami¢ about whether we cat share the diversity committee’s recommendations, what the timelingiis (@.g,, when tosstart th¥& clock on the work) Thinking about Implicit Bias training—Eric Girvan is doing something akin to a ‘follow up’ to the Implicit Bias Awareness training. ‘© UOPD brought Ericinyrecently to talk about Challenging Conversations on Zoom. The entire department (60-70people) were in two sessions talking about “How is today affecting you?” = Some ofthe sttidents who work for Duckrides/Saferides program were there, and got to Meat the officers that work in the department = One yOling lady said she was raised in a community and family that distrusts police officers. She was worried she would be uncomfortable working with UOPD, but when she was able to talk with and listen to the officers, she started to see the people behind the badge. ‘© Half the command staff joined in with UO Portland colleagues in a Productive Conversations session on Monday, discussing the topic of How to be an anti-racist "= We watched videos from Dr. Ibram Kendi and received a copy of his book "Watched videos from Dr. Kendi and Angela Davis on stepping up and helping out pues of37© Engaging in a lateral review process—pulled out race, name, gender, and all identifiers——that group took that as a very negative step that removed someone's culture "The move felt divisive; the committee thought they received less information about a Talent Acquisition © Working on initiatives to support diversity, equity, and inclusion © Trying to hire individuals and help them feel like they belong © Trying to make connections—doing a reading of So you Want to Talk about REE! (Jamie Moffitt joined the conversation) Jamie: © Thanked the committee for their work (© Will talk with the leadership team tonight about the recommendations © Looking for recommendations/thoughts/things for the gfOup to fogus onifrom the memo, Input from the committee ©. The group wanted immediate action items butalsewanted to dothings that would have an impact in the long term © Would like us to be timely with this and'notimiss OURopAORtUNity tofmake adifférence © People are asking how we are goifig-to'benchmark thigpand startthe clackion the recommendations = Jamie: with the DAP, we ame up with metfies for each/of the terhs and then documented steps taken and when (also things we have not been/able to'getto) © Activities are “benchmarksable” (irainings, meetings) funding things) * tis much hardento measure the impact of things (Whether the climate is changing; whether people feel more weleome; ifthere waa positive impact) © The climatelsurvey hasbeen raisedito an ingritutional level—will provide us some useful data © There igdata on diversity of staff, bubthat only tells us some things © With ignplicit bias training, learning abayprt, ne thing but the follow-up step of taking action, haying amimpaet, and embedding it inkQuRwork is key = Jamie: A challenge with IB fs wehave lots of good introductory material but there is less good material and training of What to do to change behavior + Instead of thinking of traifiings, we could talk about self-facilitated discussions and reflectionsjon where we can make change in work * If anyone knows About a good process to change mindsets, please share = ) Note: See UOPD's HisCussion of part 2 of the Eric Girvan training (above) © Also on thé topicoRiB training, we should add testimonials from people who have taken the ‘raining to show Row we incorporated the learnings into our lives (impactful for participants) © Wesshould coitsider helping everyone understand our values on campus because our behavior and actiajisdon’t happen in a vacuum = We need to make change to help everyone understand our values on campus = We need to attract and retain diverse individuals—we do some really good things (e.g., BeOregon—a nationally spotlighted example of how we demonstrate our values to people outside of our university community) pues ors?© We need BLM signs on campus so people can see that is a critical value and component of our University community. Consider an institutional point of view—an institutional campaign on values (including BLM). Refer to BeOregon and the Dreamers campaigns at UO. = Jamie: We need to be content neutral when discussing social and political viewpoints ‘© Happy to raise an official stance around values and institutional focus © Itis vital to look at the following: "enhance the applicant pool—diversify where you advertise = diversify the committee—this is extremely important © Jamie: we have had the diversity committee in place for many yearshandthelevel of diversity varies as people transition on and off the committee > Its important to have the most diverse group possible around.the table > ur portfolio is 13-14% staff from a diverse backgrounds the problem is we are overburdening minorities by asking them to serve OMcominittees and initiatives Specific ideas around the recommendations (Jamie’s questions to the group) Regarding diversity training for people being onboarded, did you have somethingin mind, er was it a broad recommendation? © It was a broad recommendation © If we have a training in mind, we can aétiquicker than if Weshave to find one, © Atonboarding we need to introdué® people into the UO mindsev’and diyérsity values © Any diversity onboarding traiging néédsto be facilitated and conversational to be high impact (awareness-level lectures/Harvard survey mechanisms won't leadto Peal change) Setting up learning opportunities with\UOPD. 4wiat do you meaty specifically? ©. Chief Carmichael talkediwith the diversity committee and\CPFIM—this recommendation was around more conversations in the community about UOPD, community service, connections 0 One topic could be about defuinding/disarming the YOPD © Could considera ‘get toknow,your police officers’ event so people can meet all 22 officers Jamie: whatis the VPFA diversity portal thing® © We envisaged a way to have people connect around diversity initiatives, events, find ways to sharé what ishaPpening on campus ayhEmalls gojout but it would be nigé'to have a place to highlight and learn about diversity work For the VPFA diversity inclusiog’ mbfith—you recommended not having this in February; we need to think about an alternative. (P's Bowerful to have everyone in the portfolio do something together. Let's Start thinking how wWec8n move ahead with this planning for next year. Follow up Thank you for yollmwork and ideas. If you have others, please send an email to Jamie or connect with Daphne oubran to set up times to talk in person Sharing the diversity committee recommendations 1:1 with people who are interested is OK. Please explain that those are recommendations and the final plan of action may look different depending on input from executive leadership, etc. Next meeting: Thursday, September 17, 3pm, Zoom pues 0037From: ese stam te ‘Gud; Deora Chen; Gone Col; Tso Das Za soo Has str ic rae: Ay ue: anand olin, ‘amend Hosur seen aot a Pot Jom useas Stvs Scns leon Vn: asa Made Le Irene ce: ‘mie Mota ane nal Gai incre La ts Subject: Nos: VPFA divas commeae 9/7. Date: ‘Thus, Sepleribe 17, 2020 6:82 FH Attachments: puComates 1752020 docx Good evening, all. a ‘Thank you for input and discussions during today's diversity committee meeting, Attached are the om the meeting. Thank you also to people who already selected which sub-committee they would like to y those four committees will rvestigate and make recommendations to: ‘*Support employee-led initiatives on anti-racism (use part of the Diversity Oayimtc™ ‘*Add diversity training into onboarding sessions ‘#Redact names and pronouns in search processes ro ‘Find ways to connect UO groups working on diversity If you haver’t already, please let me know which area of work you wel IN@NSen ‘Teams where you can add your name. If you haven’t made a choice by the end of Monday (9/21), ORF 2 gOWP Thanks help. Wishing you @ safe and pleasant evening Debbie Debbie Sharp cat From: Debbie Sharp Sent: Thursday, September 17, 2020 To: Jane Brubaker Corrine Dai ':1@uoregon.edu>; Paula Elson ‘srape@uoregon.edu>; Dayle §3¥mond Holguin ; nevhart@uoregon.edu>; Ivy Pitts ‘olay is attached and below. re be the focus of our discussions, particularly the first four Pai imary table below. Zoom. or SPrereve, CPFM Utilities and Energy ‘Lie Thorstenson, CPFM Campus Planning (in for Ivy Pitts) o Mohamed Mounir, CPFM Facilities ‘oTheo Davis, CPFM Design & Construction cane Brubaker, CPFM Facilities ‘September CPFM Open Forum update (Ivy Pitts) pus oor?‘* Recommended actions for racial justice and equity © Discuss first four goals, © Consider sub-committees for the work 9 Propose process and next steps OAL PFA DIVERSITY COMMITTEE ACTIVITIES TIMELINE “Suppor employeeTed | Deven 3 communication pan to Fund programas AV aS initaives on ant-racism | esoict proposals forthe Overs Development Fund | fall2020. (use Diversity Devt Fund) | ecreate alist of recommended activities and programs focused on the topic of ant-racism ad avery Taming into | +Create a sub-committee to isenbly wang options | Ti ‘onboarding sessions Redacting names and ‘*Reviait prior work on the topie pronouns in search process | «Consult with HR and make recommendations for 2 process to remove names and pronouns from application materials Find waysto connect UO —[ eBrainstorm what this infiative might look ‘groups working on diversity | « Submit proposals for how we migiit helo, connect different grouos working on Evaluate and update ‘Review overall plan, goals, actuitie Diversity Action Plan ‘Collect feedback from portfolio oF ‘*Focus on ensuring the next ‘focuses on antirac ‘is action oriented Review timing of Everyday | e Review timing luton ate eae ba Baits sirr : ee ee =~ Cen fhe Vw Present or Farce an A YY Unveayo orazon ca ‘Mehl unsson Pronouns: shethrfners puwe ? ortVPFA diversity committee Thursday, September 17, 2020, 12pm-1pm, Zoom Attendance: Jane Brubaker, Jay Butler, Corrine Cooley, Theo Davis, Paula Ellison, Kassy Fisher, Eric Grape, Dayle Gregory, Amy Gurley, Jonathan Koble, Mohamed Mounir, Stephanie Neuhart, Ivy Pitts, Heidi Pohl, Jove Rousseau, Anne Schwarz, Debbie Sharp, Liz Tharstenson, Jason Wade Membership updates & introductions Eric Grape, CPFM Utilities and Energy Liz Thorstenson, CPFM Campus Planning (in for Ivy Pitts) Mohamed Mounir, CPFM Facilities Theo Davis, CPFM Design & Construction Jane Brubaker, CPFM Facilities (last meeting) Dayle Gregory, Institutional Research (potentially last meeting) September CPFM Open Forum update (Ivy Pitts) © The third remote-format version of the! CPFIM/FASS opehyforum took place just after Jamie's message came out so we,hd theiopportunityito discuss that. © Itis still difficult to get people t0 speak uipiin that format © We did some self-introductioas, which helfed people be morépresent © People shared great ideas on the message from Jamie = CPFM Open Forum feedback#avaiidbléin Teams * Feedback overview: included manVlof the'same questiayisand concerns that came up in diversity committeeidiscussions © There was onénewone: people wouldilike@ wayto promote that they have completed the implicitibias and anti-racism trainings (e.g\ysome sort of badge or icon to promote and show pride in the achievement), = Massage fiom Jamie © Shared aTED talk on imoroving youmDive*sity 1Q, which included some action items that anyone ean'do\to improve diversit¥ewWareness #16 oF people attended; it tends fo be a group of regulars (good momentum) * CPFMand FASS diversity committee members are planing for future Open Forum events BAO feedback on Jamie’swiessage (Jay Butler) * We met regentiyterdiscuss the memo and Jamie's ideas © People were active and very interested © Ingeneral People: © like that the ideas are action oriented © appreciate that we will measure results and impacts © want to be kept informed of the process and outcomes © are happy about ideas around implicit bias training = alot of people have had implicit bias training already pace $ of 37= people suggested we all go through it (as a refresher) every 2-3 years = would like there to be efforts to ensure people regularly share the IB training impact and how we use the tools to think about and do things differently Recommended actions for racial justice and equity * The group went through the first four goals (see table below) and considered the idea of creating sub-committees to effectively take on the work © Thoughts: ‘© Redacting applications is an excellent idea (from a newly hired employee) © Read the Diversity Action Plan for the first time so that was usefilll(mmany Bedpl@in the portfolio don’t know about that and all the other work this committeedoes) © We need to make sure to compensate speakers for their raciahjustice /equity work Four areas of action * Support employee-led initiatives on anti-racism (potentiallyluse some of the Diversity Development Fund) * Add diversity training into onboarding session§ * Redacting names and pronouns in the search progess (tevisiting prior diversity committee work on the topic) © A few years ago, the diversity eommittee'spent a year lookinainte this ‘© They came back to the Leadership Council (directors of VPFA.units) with a proposal for a list of steps. This included—=when feasible —redacting namés ard pronouns in the application process (if it wasn’t significantly burdensomeand didn’t slow down the process too much) Pronouns don’t appear much in application matertal$so that was not a heavy lift. There was some work in adding new identifying markers to materials. Unfortunately MyTrack Was launched and dots hot have a redaction capability. ‘Sometimes people will pull materials out 6f)MyTrack and redact the information before sharing with'Search Committees. ©. Institutional Research and GPFIM{ Facilities Custodial searches are most (if not all) redacted, 6. Committee should talk to people who have done the redaction to find out how it went © Noteillamie does not want bs to redact names of schools people went to, etc.—only names and pronouns. e000 Questions/Comments, REDACTIONS * Could we ask théMyTrack vendor about pulling names and pronouns using the MyTrack system? in téFms of the effort—heavy lift if individuals are removing this; might be interesting to find out what the newer versions of the program might be able to do this © Corrine will ask (HR TA) but this is not top of the MyTrack modification request list puso of?© There are lots of other resume areas where implicit bias could be a problem (where is their degree from, years of performing work (age discrimination potential), names of references) We are only preventing gender and race bias by hiding names and pronouns. * UOPD ran through a lateral hiring process for police officers and redacted pronouns and name redactions (FASS-HR did this for us) ‘© when we went through MQs it was hard to describe who we were talking about; © we did Minimum Qualifications and Preferred Qualifications using the redacted materials but it didn’t change the process because we are looking at the quelifications for skills and sets © The staff in Portland were against the redaction of the info. The¥Wanted'us hotto ‘removing the person’. Their advice was to work on your biases and dea! with it © There is an issue that we remove names and pronouns at the beginning andithink all bies is gone—I would like to dive into this more and provide guidancelto delthiswell. Redaction done poorly is worse than not redacting at all. © The math department has some experience with this—tryingto increase thenumber of women hired in the department. Grad students.imt/i@ldepartment are roughly 50% female and 50% male but Tenure Track Faculty and other hites ate overwhelmingly male. © Overcoming implicit bias—or trying to=-requires morelwork, but itis important work and | think we should do it even if it is tough. STUDENT INVOLVEMENT IN THIS COMMITTEE © Is there a way we could bring along with us in the committee activity? It might be useful to get their perspectives. © Worth thinking aboutias a committee feed to figure olut how we do this Please sign up for o rs mittees (See ovétyiew table below—work on one of four goals): Either ict pastas ctergffl or Soyhipin Teamshere, © Next meeting: Thursday, October 15th, 445m, Zoom \VPFA DIVERSITY COMMITTEE ACTIVITIES TIMELINE, Develop comrtunication plan to Fund programs as early ‘* _ solicit prdugsals for the Diversity Development Fund | as fall 2020 +) create*alist of recommended activities and programs focused on the topic of anti-racism ‘Add ae ypire intd onboarding sessions * (Crdate a sub-committee to identify training options Implement in January 2021 Redacting names, pronouns in seateh pegcess) ©” Revisit prior work on the topic © Consult with HR and make recommendations for a process to remove names and pronouns from. application materials No timeline indicated but considered short term (3-4 months) Find ways to connect UO groups working on diversity Brainstorm what this initiative might look like Submit proposals for how we might help to better connect different groups working on these issues No timeline indicated but considered short termGOAL \VPFA DIVERSITY COMMITTEE ACTIVITIES TIMELINE, Evaluate and update Diversity Action Plan Review overall plan, goals, activities, and progress Collect feedback from portfolio on the issues Focus on ensuring the next DAP (© focuses on anti-racism © _isaction oriented Considered longer term (make this a primary activity during 2020-21 academic year) Review timing of Everyday Review timing Inclusion initiative (as part of DAP review effort above) Considered longer teri, Other recommended actions re: racial justice and equity (diversity committee may.be €on sulted) (Other initiatives Being led by Timeline ‘Approach UO Communications and the Office of the General Counsel to explore how ‘employees and offices might be able to post signs showing visible support for diversity and inclusion, Jamie Moffitt, VPFA, Ajo timeline indicafeo (eonsicered short cern Learning opportunities with UOPD ‘share information on police-related topics * collect feedback and advice discuss challenging issues UOPD ChieFCarmichact Fall2020 More diversity-related events & opportunities on VPFA website VPEA offteeistalf, in consultation with the diversity committee No timeline indicated (considered short term) All search committees to undergalimplicitblas or search advocate training VPFA office with FASS Hand Dither Hi.partnersii\portfolio Implement in January 2021 ‘Advertising toolkit of resourees fordiverse recruitment HR to develop, VPFA office to ensure poftfolig'Sdoption Implement in January 2021 Diversity-related expectations in position descriptions (includes guidelines/best practices for séarch committees to considerto ensure screening for underlying bias) HR to leadl; VPFA office with FASS HR ahd other HR pattnérs in portfolio to implement Implement in January 2021 Regularly track data on diversity of applicant. poolsvsimarketavailability indicators PFA office in partnership with HR and IR. Implement in January 2021 Examine how bestito address the UO's Pacist history UO Committee for Respecting our Diverse History Engaged in this topic alreadyDear Colleagues ~ Thanks for all of the time and effort that you invested to put together racia| recommendations for our portfolio. | really appreciate it, as well as the cor steps. | plan to distribute this memo, as well as the Diversity portfolio on Monday. Again ~| really appreciate all of your help and advice. Jamie Jamie Moffitt Vice President for Finance and Administrati University of Oregon imoffitt@uoregon.edu 541-346-3003 From: Debbie Sharp ; Donna Chittenden Kassy Fisher ‘Bon.edu>; Dayle Gregory egon.edu>; Raymond Holguin ‘ond. Holguin@ uopd.org>; Ivy Pitts fgon.edu>; Kaia Rogers ; Jove ‘artiq Stanberry ; Sara Yilmaz Sermo uoregoneu, Jason Wade ; Son edu>; Corrine Cooley ; Sue Russell ‘A diversity committee ecommendations on racial justice engagement from the VPFA diversity (cc. hares the thinking behind the recommendations and prioritizes the many ideas discussed by\ghe committee over the past two months. In addition to the committee's, recommendations, the document lists other ideas that were received from across the portfolio. Finally, for your reference, all ideas are also listed again by theme in an appendix—these are not prioritized, Thank you for the opportunity to engage in this important work.Debbie (on behalf of the VPFA diversity committee): VPFA Diversity Committee From: Jamie Moffitt, Vice President for Finance & Administration and CFO Racial Justice Recommendations August 28, 2020 ‘Thank you for the significant work that the diversity committee has done researching at how our community of colleagues can best engage in issues of racial justice. | parti ciate the fact that the diversity committee took the time to reach out to staff in our broa suggestions and ideas. As noted in the memo that you sent me, this isa coi tackle at both the individual level (through reflection and learning) and appreciate your advice about providing various types of resources that lexity tol ez e available, canines 1g aboutanti- ww Black racism and take effective action. After reviewing the mem) discuss ommendations wh the diversity committee last week, and also engaging the VPFA executive leadership team grees issues, | am committing our portfolio to move forward wit iiginitiatives a Short Term (within the next 3-4 months): g AY ‘Start the process to make im) ja8Ordiversity traihing part ofthe drei process for all VPFA employees: Based ol eS mall group ensure that al staff, regardless of experience and ti networking sessi to offer new VPFéontboarding sessions forall ig an fap ict bias or diversity training component to the new onl 1 age Diversity Committee form a sub-committee to explore o} ne trainidg ould ental M possible, like to target implementing this new ti 20216 get implerensiagahis new er 3m ‘Approach UO Co! ie jenieral Counsel to better explore under what tb par offices Ie to post signs that show visible support for diversity an yon campus: | é the discussion that we had of this issue and the et of simpfaowtgloyees to ost personal window suport Sens forthe en tte? (BLM) movement), given the necessity that UO policies ‘employe’ neutral ‘were permitted to post signs expressing their own ‘personal viewpoints; the oN would need to allow signs with all types of viewpoints to be Posted, even if mi considered hurtful. However, | found the discussion of whether formal UO sign eoul ted that express institutional values interesting. | plan to explore this question with the Fefevant offices on campus to see what options exist. new staff across the port + Setup le "portunities with UOPD on topics like community service, defunding the police, et@% The murder of Black Americans across our country has brought to the surface of our natidis collective consciousness the fact that racism still exists in our society. While policing is only dpe area where this racism exists, itis an area this is extremely visible and has dire consequences. In recent months these issues have brought a spotlight to the activities of police across our country. For the last several years, our police force, under Chief Carmichael’s leadership, has been very focused on issues of racial justice and bias in policing. While muchprogress has been made, there is always room for more improvement. At the suggestion of the diversity committee, | have asked Chief Carmichael and his staff to hold a series of small group learning opportunities this fall with members of UOPD and staff in our broader portfolio to share information about various police related topics, collect feedback and advice, and discuss these challenging issues. Support employee-led initiatives on anti-racism topics specifically (potent Diversity Development Fund). In FY2019 we launched the VPFA Diversit fund diversity activities across the portfolio, To date we have appro: jatives, including an environmental justice book reading & cis diversity speaker series, a heritage potluck event, a CAHOOTS t positivity speaker. Going forward, we would like to specifi fund towards projects focused on anti-racism. | would a a communication plan to solicit proposals for such pi att begin funding projects later this fall et ld be grateful a. to Find ways to connect different UO gi ki portfolio). We did not have m 7 1d Somattime in one of you Prapoetls Tea or how we might res > Kear Oe monthly) to celebrate diversity. joutiélie Diversity Action Plan and related iative)) alike to explore adding more diversity bt (gad on developing additional material for Coniimittee, ie diversity of VPFA applicant pools. There us take this coming year to improve our recruiting 04 members to complete either implicit bias or search r from research that whether we recognize it or not, implicit fe perceive and process data. This, in turn, can affect many of the fi or ates wor. Some of ur mort inorat deen mele Wing wus that we ako join our teams. While we do not have all of the fers about how to combat implicit bias, one of the first steps is recognition of the roblem. For this reason, and given the importance of hiring, starting in January 2021, \, we will be requiring all search committee members to have gone through some type of implicit bias training.© Enhance the diversity of applicant pools by posting In more diverse channels, even if there is a financial cost. In order to diversify our applicant pools, we are going to need ‘to get information out to a broader range of potential employees. One way to do this is. ‘to post our job openings in more diverse channels. | have asked Human Resources sadership to research what options exist for further diversifying our job postings. | have also asked them to launch a project to build a toolkit of resources that can help search committees take a more active role in recruitments to diversify our applicant pools. | would like to implement the toolkit by January 2021 for all committees. © Diversify the applicant pool by including diversity/i descriptions. The language that we use to describ portfolio, and particular job openings conveys ai urposively and actively support diversity an, in every position description’s department portfolio and the work we do, | would, positive diversity and inclusion langu description. | have asked Hut Using in our job descri part of this project, consider when pos bias. | would like wl apes fage we are wes them, a5 i committees to eran for underlying inuary 2021 for all VPFA searches je VPI as rsa One of the most ‘our own student body, We need to vot verse talent. This past year we in” Internship Program. This program, lor, enabled a diverse, talented group of UO 9 ams istrative experience in a broad range of Finance and iy hope is that this program will create a pipeline of ts interested in applying for jobs in our portfolio. At a jing these students with valuable, hands-on experiences which ed, wherever they choose to take their careers. See interns for the students’ assessment of the “Cy the help of President Schil, we have identified foundation/gift funds to 's program this coming year. pfeil rack det regarding the ders of cur applicant pools. markt lability indicators. We will only know if we are making progress at diversifying our ” applicant pools if we track data related to this effort. For the VPFA portfolio | would like to launch a project with the Human Resources department's help to start regularly analyzing data regarding the diversity of the applicant pools vs. market indicators. Myhope is that we can begin analyzing and reviewing this data on a regular basis, no later than January 2021. © Develop process to remove names and pronouns from application materials. | have seen research that indicates that implicit bias impacts evaluation of identicalyesumes, depending upon the implied gender and/or race of the name associatediWith resume, | would like to ask the Diversity Committee to launch a sul its previous work on this topic and, in consultation with HR, develo} to put this into practice in our portfolio Longer Term (Over the course of the FY2021 academic year): (Our VPFA Diversity Action Plan has been in place since FY20' what we have done, the impact of our initiatives, thi for how we should proceed forward with the next ite feedback from members of our portfolio on Commi ensuring that the next iteration of is as action-oriented as possible look at the question of whether F: Inclusion initiative, or whether we activities occurring at the 5: — = id that the plan ona Seommntae could also wide Everyday + to not have the: The diversity commit ion how to best address the UO's racist 3. athe ‘on history tour, etc). I'm happy to share that we have ar ma Respecting our Diverse History) that is mer -ndations to senior leadership.Tor Jamie ota ce: ‘ane Buubaker tay Bult; Donoa Chitenden, ‘Sana Eales Dane Greaney; Mise ‘Hala: Rawmond nig; Rmmond Helou: bv its; Heid Pon Kai Rooers Jove Rousseau; ‘Sanbein; Sera Vaz; Jason Wade; Jason Wade; ‘Coutne Coley, Subject: Recommendations: VPF dversty comme Date: Friday, August 7, 2020 12:33:31 PM ‘Attachments: _-VPFADWwerslyCommiteeRecommendations Zaug2020.00 e Jamie, Attached, please find recommendations on racial justice engagement from the committee (ccd). The document shares the thinking behind the recommendations and prior! 5 discussed by the committee over the past two months. In addition to @ recommendations, the document lists other ideas that were rece pertfol XV Finally, for your reference, all ideas are also listed again by thy anal these ageifot_ x prioritized. Thank you for the opportunity to engage in this importapt Debbie (on behalf of the VPFA diversity committee) Debbie Sharp Project anager Office of he Vice President for Finance, ten University of Oregon ‘ G hnttosivpfa.uoregon.edul Pronouns: sherher/hers,MEMORANDUM. To: Jamie Moffitt, Vice President, Finance and Administration/CFO FROM: VPFA diversity committee Jane Brubaker, Jay Butler, Donna Chittenden, Corrine Cooley, Paula Ellison, Kassy Fisher, Sarah Follett, Dayle Gregory, Mike Hallam, Raymond Holguin, Ivy Pitts, Heidi Pohl, Kaia Rogers, Jove Rousseau, Sue Russell, Debbie Sharp, Martin Stanberry, Steve Stuckmeyer, Jason Wade, Sara Yilmaz SUBJECT: Recommendations for the Finance and Administration coefimunity tolengage in the difficult questions of racial justice facing the country. DATE: ‘August 7, 2020 Overview In response to the VPFA’s June 3 request, the diversity @omfiitces)has spent many hours researching and discussing how our community of colleagues tan bestlengage in issues of raéal justice. These recommendations include suggestion from currént and previous diversity compittee members as well as a wide range of staff from acros$ our portfolio. The committee acknowledges the|limited diversity of its members arj@ghe VPFA portfolio at large. In addition, the diversity committee notes that whileindi vidual chagges and learning are important, systemic change is far more effecti ‘thelong term as it doesnot require the goodwill of sympathetic decision makers in hiring, training, evaluation, resolirce allacaiton, or disciplinary processes. These recommendations include ways that the portfolio overall and staff members individually can constructively address fundamental issues of racism, equity, and inclusion on our campus and wider community, immediately and/on a long-term susiainable basis. Some of the recommendations are not portfolio-specificand may have positive ramifitations across campus and the wider community, as is appropriate in attémptsito effect positivesystémic change. The divetsity Committee recognizes that people approach issues of racial justice with different ‘xperiences and opinions, and with varying abilities and time to engage. We understand that people are likely to be uncomfortable atifultiple points in the learning journey—this should be acknowledged and employees supported thratigh their discomfort as a key element of progress. The diversity €onnilttee decided that the following key principles are essential to this work: # Focusion issues\around racial injustice affecting BIPOC (Black, Indigenous, and People of Color), more specifieally, Black people. ‘+ Aim for boitt steps that have impacts on systemic racism at UO and potentially the wider ‘community. * Offer various types of resources that have a range of complexity. This aims to ensure that all staff, regardless of experience and time available, can engage with learning about anti-Black racism and take effective action.MEMORANDUM. Priori ing the Committee’s Recommendations The diversity committee met five times in June and July 2020 to brainstorm and discuss effective ways to engage in issues of racial justice within the Finance and Administration portfolio. After many hours of ideas and discussion, members completed a survey to prioritize recommendations for action based on whether the group thought the initiative should be tackled immediately (within thélext 1-2 months), in ‘the medium term (the next 3-6 months), or in the long term (the next 7-18 months). Full descriptions of all action ideas categorized by theme, including those nétiprioritiéediin the above timeframe, are included in the appendix, Immediate action (within 1-2 months) ‘The diversity committee identified four top priority actions, inorder of identified preference, as folldws: 1, Start the process to make implicit bias or diversity training part of,onboarding for all eiplovees. 2. Approach UO Communications, the Office of the Géheral' Counsel, and othenrelevant'policy-owning units to change the policies around window sighs to allow eMpiovees to visiblyexpres their support for diversity and inclusion on campus (i.e,pif the UO\Supperts Black Lives Matter (BLM), BLM placards in UO windows should be allowed, mtich like signs Supporting Dreamers in UO offices). The diversity committee did discuss issues eroundifree speech and opposingwlewboints (e.g,, All Lives Matter) and noted that the UO/shoilld specificallyendorse this positioh(e%g., BLM), and the display of such signs. 3. Set up learning opportunities witty UOPD on topics like commupity service, defunding the police, etc. 4, Find ways to connect different UO\greupsiWorking on diversity (&.g., a VPFA diversity portal). Four more actions were\considered important in the next-4-2ufionths, at a lesser priority level. * Enhance the diversity of the applicant pool by posting/in more diverse channels, even if there is a financial cost. © Require all search committee members te complete implicit bias training and/or search advocate training (valid fora limited number of years) ‘Diversify the VPFA diversity committee to Include more minority representation and diverse perspectives, Review andjamend the WPFA Diversity Action Plan to be bolder and more action-oriented on issues of race. (The committee recemmends the process start within the next two months). ‘Medium-term action (3-6.n¥enths) In the medium tepm the top priority identified was: Host anti-racism training for staff, noting that for this to be successfill, VPFA leadership would have to be fully involved and supportive of the initiative. A further eightinitiatives were identified for action in the medium term, ‘Include diversity and inclusion criteria in performance appraisals. This was noted as particularly key for people in supervisory positions. The committee recognized that some performance appraisals already include diversity and inclusion criteria. ‘+ Diversify the applicant pool by including diversity/inclusion language in VPFA position descriptions.MEMORANDUM. + Require redaction of all names and gender pronouns in applications. * Change the February diversity month to another month (so it doesn’t overshadow Black History Month) and/or host more frequent initiatives over the course of the year. Provide resources by people of color for staff on topics such as racial injustice, BLM, Oregon's past. ‘* Support employee-led initiatives on anti-racism topics specifically (potentially using the Diversity Development Fund) ‘During the recruitment process, give applicants points for attributes or skilisrelated/to diversity. Diversity committee members noted that this will help recruit people from div@tse tb ¢kgr ounds and that the Office of the General Counsel should be brought in to help us@ affitmativ@action laws to justify the addition of diversity points during hiring, ‘© Put something on the VPFA website throughout the yeer (e.g., monthly) to celebrate diversity, Long-term action (7-18 months) * The top priority for the long term was the idea of addfessing UO'S\cacist historyin some way, potentially by creating Stolpersteine/remembrane® Stones or a touP(virtual/in-persan}of campus that includes information on the racist history of Oregoi,ardithte UO. Four other ideas were recommended fotitheilong term: + Make Juneteenth a university Holiday Declare the day after MLK Jr. Day one of collet! ve institutional learhifig and action on systemic racism, privilege, and improving equityion campus. * Identify steps the UO could take to efhaneé diversity in the Surrounding area/community (e.g., Purchasing and Contracting Services should/only contractwith companies that demonstrate diversity commitment). Some committeeimembers noted that smaller Oregor*based organizations might struggle with this requirement.One suggestion included requiring diversity in businesses larger than 50 people or for contracts oer.a certainidollar amount? ‘Find ways'to acknowledge good work within Yepartments in the area of diversity and inclusion Non-prioritized diversity committee ideas, |n addition to the above 23 recommendations prioritized by the diversity committee for the next 18 months) a number of other ideas also emerged that are worthy of mention. )) Conduct 2 matching donation drive for organizations that support racial equality. ‘¢ Host meetings at o tatérad by businesses owned by Black, Indigenous, and People of Color (BIPOC) * Disallow superI§o?sfrom overriding the recommendation of search committee, Committee mefhbers noted that while this is a good idea in principle, the practice could be difficult. Idealiy, thesearch committee and hiring manager would be in synch regarding technical and specialized skills required for the job. Hiring managers could be required to record why they selected a candidate not recommended by the search committee, to avoid allegations of biasMEMORANDUM. Other ideas that emerged from across the portfolio People from across the Finance and Administration portfolio shared their ideas for ways to engage with racial justice issues. Ideas not already listed above are shared below. Consider bringing in a third-party consultant to assess, review, and make recommendations. Recruitment © Change the way minimum qualifications are used in the hiring process“ Requiring @bachelor’s degree (et alone a master’s or beyond) drastically limits the level afiversity to the abplicant pool. Instead, focus on the skills needed for the position ‘Ongoing training requirements © Require monthly mandatory trainings on anti-racism (vid@6s offacilitatorJéd exercises). TH8q have discussions with coworkers to suggest ways to,implément positive changesin units, ‘© Require middle management to have more training around/Sensitivity, supportive management, diversity and inclusion, and anti-racism. Require supervisors go through implicit biasrairiligs tolen suite fairness in seacchgid hiring process, promotions, and disciplinary actions. In-department activities © Promote diversity potlucks t6 allumfitsite share our heritage @nd learn mhore about each other. © Allow employees and supefvisors tolhave.a voice on anti-racism (jn addition to leadership). © Review and amend oppressive/racist terminology (e.g, Used in the tech or electronics spaces). Evaluation Require middle management ha¥eannual reviews and performance reviews with input from their entire staffaif peopiearen’t performing to theyhighest standard, a probation period and training should be instituted. Ensure higher growthand advancement opportunities for high performesss © Considet writing diversity, equity, and incligion requirements into position descriptions so that we afelactively working to incorporatadhiase skillsets as part of everyone's job. UO-Wide initiatives ©» Develop a\BLM/BIPOC statemerttahiat includes actions we plan to implement (anti-racism action Blan) and add to thefhomepage’ Raise awareness of discrimhitiation and harassment at UO or in the local community by allowing students and staff sor Méans of safely sharing their experiences and feelings. ‘Admit the UO has aeng way to go before living up to its stated inclusion values. y Require.training fonuniversity employees that explains Oregon's racist history, illustrates the lasting effetts Of,that history, and gives employees strategies for broadening their world view and taking Steps to support diversity, equity, and inclusion in their work. © Make'the Racing to Change: Oregon's Civil Rights Years ~ The Eugene Story exhibit at MNCH a permanent installation on campus. Consider creating a fully digital version of that exhibition © Commission statues to pay tribute to indigenous people and minority leaders of the region. © Consider a mandatary course in Oregon's history, people, and civil rights for students and staff. © Recognize that homogeneity in leadership leads to homogeneity throughout the organization (e.g., executive leadership and Board of Trustees membership lacks diversity).MEMORANDUM. Appendix: All ideas grouped by theme (Notes: These are not in any priority order. This appendix does include ideas not listed in the above document.) ‘+ Applicant pool © Include diversity and inclusion commitment language in all position descriptions © Post in more diverse channels (acknowledging there is a financial cost) ‘© Require a more diverse applicant pool (continue the search until there is diverse Bool). ‘© Search process Require redaction of all names and gender pronouns in applications (consider rédacting address: information and university names). Require all search committee members to complete implieit biastraiaing (Fenew regularly) Require that all searches within the VPFA portfolio im|udea trained search advocate: Educate the portfolio and enhance our affirmativelaction efforts and outcomes. Revisit the idea of VPFA recruitment ambassadors (candidates Gould meet with ambassadors to find out what itis like to work at the UO as alm nority this ifiust remain confidential). ©. Change the way minimum qualifications are positionethin the search process\Réquiring a bachelor’s degree (let alone a master’s or beyond) rastitally limits the J6¥el of diversity in the applicant pool. Focus on the skills neededfor the position ring decisions Disallow supervisors from overriding the fécommendation of thesearch committee. Give points to applicants for strengths, attributes, and skillsin diversity (e.g,, bilingualism, biculturalism). © Value diverse lived/éxperiences Withinithe hiring process\éven if it has not been translated into traditional jobs/titles/work/evidence we see on resurhes), Change the way minimum qualificationsare used Invhiring decisions. Requiring a bachelor's degree (levaione mastérs or beyond) drastically limits the level of diversity in the applicant pool. Focus onithe skills needed forthe pasition. oo¢ oz Employee orientation © Make implicit bias /diversity training strOhgly encouraged part of orientation/onboarding. Engage leadership on thisyrather than makiiig it mandatory. Employee evaltiation © Consider writing diversity equity, and inclusion requirements into position descriptions so that we ar@iactively working td ige¢orporate those skillsets as part of everyone's job (particularly supervisors}. Use supervisoreyaluations that include diversity, equity, and inclusion indicators—if supervisors are being evaluatétiby their own staff on DEI indicators, this shows it is a priority ‘© Require supervisors to prioritize diversity, inclusion, and equity resources for employees. ‘+ Find ways to acknowledge good work in the area of diversity and inclusion and to give people positive feedback for doing the work. ‘© Gather input from non-HR people to find ways to improve efforts to affirm minority communities.