Retrieving External Availability Data – U.S. Census Instructional Guide November 2, 2017 Begin by determining the position(s), classification(s), and/or job category(ies) you are looking to develop estimates for external availability. Depending on your needs, you may want to use broad categories, such as those used by companies filing EEO-1 (similar to IPEDS reporting) reports, or specific titles. Specific titles can also be grouped to create custom categories matching your institutions’ classifications or other system of aggregating similar positions. The U.S. Census uses EEO-1 job categories and specific Census Occupation Codes to allow users to find external availability estimates by geographic region based on sex, race, and ethnicity.

1. EEO-1 Job Categories – broad categories formed around level of authority, nature of work

performed, and level of skill required to perform duties. EEO-1 categories are a useful level of analysis to identify broad organizational trends across divisions and departments. Analyzing hiring activity by EEO-1 job categories can reveal trends, such as the majority of Administrative Support Workers are female or the majority of craft workers, operatives, and laborers are Hispanic, to be addressed through EEO and diversity initiatives. The limitation of analyses conducted by EEO-1 categories is the absence of specific information on narrow job groupings. Broad groupings can mask issues within specific areas (division, department, job classification, job title). For example, if all the managers in Administrative Services were male and all the managers in Student Services were female, a First-Level/Middle Officials & Managers analysis combining all managers in the workforce would fail to reveal the disparity. Job Categories. For a complete list of Occupational Classifications within each level see: EEO-1 Job Classification Guide:

i. Executive / Senior Officials & Managers ii. First-Level / Middle Officials & Managers

iii. Professionals iv. Technicians v. Sales Workers

vi. Administrative Support Workers vii. Craft Workers

viii. Operatives ix. Laborers & Helpers

EEO-1 Job Categories are useful for collecting external availability data for the annual report to the State Chancellor’s Office which requests data by:

i. Executive/Administrative/Managerial (use the First-Level/Middle Officials & Managers category)

ii. Faculty and other Instructional Staff (no equivalent EEO-1 job category) iii. Professional non-faculty (use the Professionals category) iv. Secretarial/Clerical (use the Administrative Support Workers category) v. Technical and paraprofessional (use the Technicians category)

vi. Skilled Crafts (use the Craft Workers category) vii. Service and Maintenance (use the Laborers & Helpers category)

Operatives typically covers positions involved in construction, manufacturing, and production. Some Colleges may have positions within the Operatives category, but it may be rare.

2. Individual Census Occupation Codes – Narrowly defined set of duties and tasks with specific knowledge, skills, abilities, and education necessary for performance. Occupational categories allowed a detailed analysis of specific job titles or groups of nearly-equivalent jobs for race and gender representation disparities. The limitations of using occupational categories are often the result of small numbers of employees within a specific position. Occupational categories are useful for identifying specific disparate treatment issues and comparing representation patterns across positions which may suggest workforce segregation, glass ceilings, and other negative trends impacting employees based on race and/or gender. For community colleges, occupational categories may be ideal for identifying external availability estimates for teaching positions generally, while also allowing for more specific follow-up analyses. O*NET OnLine Individual census occupation codes can be found using the U.S. Department of Labor’s resource guide at https://www.onetonline.org/. The site allows for searches by keywords related to the job title, functions, and occupational area, such as “faculty” or “teaching” or “engineering”. Individual occupation results provide a comprehensive set of information typically found on position descriptions. The information is helpful for evaluating the applicability of the occupation code to the job title(s) being surveyed for external availability. Once the correct occupational category has been identified, the assigned census occupation code will be used to collect external availability data from the U.S. Census Bureau website.

3. Using the Census.gov website External availability estimates are provided by the U.S. Census Bureau through the Equal Employment Opportunity Tabulation, funded by the U.S. Department of Labor, U.S. Department of Justice, and the Equal Employment Opportunity Commission (EEOC). The tabulation provides estimates of the labor force in a defined geographic region for each EEO-1 category and census occupation code broken down by sex, race, and ethnicity categories. The estimates provide the data necessary to compare an institutions current applicant pools and workforce with the potential applicant pool and workforce available in a defined reasonable recruitment area. Reasonable Recruitment Area A reasonable recruitment area is the geographic region from which an institution has tended or expects to draw applicants for a given position. The recruitment area will change based on the scope of the position, with lower skill, lower pay positions likely drawing applicants within a reasonable commuting distance and higher skills, higher pay positions drawing from throughout a larger region, state, nationally, and/or internationally. The institution should determine its reasonable recruitment area based on a combination of factors including: a. Prior trends – geographic area(s) where the majority of job applicants and current

employees lived b. Projected future trends – geographic area(s) where the majority of job applicants are

expected to come from, given regional economic, housing, and other relevant trends c. Focus areas – geographic areas selected strategically, such as to fulfill diversity

objectives, target particular skills sets, fulfill local hiring objectives, etc. The available geographic areas for census availability estimates include cities, counties, metropolitan statistical areas (MSA), states, and national. For recruitment area purposes, MSAs are often more useful than cities or counties, which may create false geographic boundaries for cities and counties adjacent to or near other cities and counties. State and national level data are typically used for jobs with sufficient salary levels to expect an applicant to relocate for employment. Multiple geographic regions can be used in a single availability estimate by weighting each component area (see Estimating Availability below). Accessing Availability Data from Census.gov Instructions

1. Navigate to the census.gov homepage and select the “Topics” option in the menu bar across the top of the webpage.

2. From the drop down menu, under the “Topics” menu option, select “Employment”

3. From the drop down menu under “Employment”, select “Equal Employment Opportunity Tabulation”

4. From the EEO Tabulation homepage, select “Tables for 2006-2010”

5. From the “Tables for EEO Tabulation 2006-2010 (5-year ACS data)” webpage, select “All Tables”

6. The “All Tables” link will open a new webpage called “American FactFinder”. From this page you will build the availability data report based on your desired geographic area and occupation codes. Example: Determining the availability for a Transportation Supervisor in the San Diego MSA A. Click on the “Geographies” box in the search options listed on the left side of the screen

B. A dialog box will pop up allowing you to make your selection, beginning with the geographic type (US, state, MSA, etc.). Click on the drop down menu titled “Select a geographic type” and select the desired area

C. Once you have selected a geographic type, the display will show the available options. For this example, we scroll down to the “San Diego-Carlsbad-San Marcos, CA Metro Area” and click on it to highlight the selection. You may select multiple areas by holding the “Control” key and clicking on additional MSAs. Once all desired areas are highlighted, select “Add to Your Selections”

D. When the selection(s) has been added successfully, the area(s) selected will appear in the “Your Selections” box on the left side of the webpage

E. With the correct geography appearing in the “Your Selections” box, click “Close” on the “Select Geographies” dialog box. If a report by EEO-1 Categories is desired, the table named “EEO 4r. EEO-1 Job Categories by Sex and Race/Ethnicity for Residence Geography, Total Population” may be selected from the listed tables. For a report on an occupation code, go to the “Refine your search results” option above the list of suggested tables and click the “Occupations” radio button

F. Go to the “Occupation code or name” search box and type the occupation code (see 2.

Census Occupation Codes above for instructions on retrieved occupation codes for onetonline.org). A dialog box will open showing available codes as you type. Select the appropriate six-digit code, then click the “Go” button to the right of the screen

G. When the “Go” button is selected, the Occupation will be listed in the “Your Selections” box

H. With the reasonable recruitment area and desired occupation selected, we will select the

data file we wish to view. There are two options relevant for our purposes: “EEO 1r. Detailed Census Occupation by Sex and Race/Ethnicity for Residence Geography” or “EEO 1w. Detailed Census Occupation by Sex and Race/Ethnicity for Worksite Geography”. The first option provides census estimates for people living within the defined geographic area possessing the qualifications to perform the duties of the selected occupation. The second option provides census estimates for people working in (living in and commuting into) the defined geographic area. The standard option for availability estimates is the EEO 1r table, showing residence geography. However, either may be used.

Click on the link for the desired table and the resulting table will appear:

The table provides availability estimates for males and females with the requisite skills for the selected occupation within the designated geographic area. At the top of the table, the selected geography is displayed. Below the geography, within the table, the selected occupation(s) is displayed. Below the occupation, the total, male, and female row headers are listed, along with row for total number of estimated people and the corresponding percentage of overall residents within the designated category. The percentage estimate provides the data necessary for an availability estimate. Along the top of the table, columns for various race and ethnicity categories are listed. The “Total, race and ethnicity” column shows the total number of residents estimated to possess the job qualifications for the selected occupation within the designated geographic area. Below the total for both sexes, estimates for males and females are listed. Columns to the right of the total provide estimates for individual race and ethnicity categories. Note the Hispanic or Latino estimate is presented in two categories: “White alone Hispanic or Latino” and “All other Hispanic or Latino”. Following federal guidelines on race and ethnicity, the two numbers must be added together to get the total estimate for Hispanic or Latino availability. The remaining race and ethnicity columns,

listing the race alone, provide the estimate for the identified race and/or ethnicity. The appropriate data for an availability analysis has been identified in the example above.

I. Using Multiple Geographies and/or Occupations in an Availability Estimate

When appropriate for an analysis, multiple geographic areas and/or occupations may be combined into a composite availability figure for sex, race, and ethnicity. a. Obtain the data for each geography and/or occupation to be included in the composite

estimate. b. Assign a weight to each geography and/or occupation appropriate to the

circumstances of the analysis i. E.g. An institution determines 75% of applicants for the Transportation

Supervisor position comes within the local MSA and 25% come from outside the MSA but within the state of California

c. Multiply the availability estimate for each sex, race, and ethnicity within the MSA by 0.75 and the estimates for each sex, race, and ethnicity within the state of California by 0.25. Add the resulting numbers together:

San Diego MSA – Occupation Code 11-3071 Male: 85.5% x 75% = .64125 State of California – Occupation Code 11-3071 Male: 82.3% x 25% = .20575 Composite Male Availability = .64125 + .20575 = .847 = 84.7%

J. The data collected from the census estimates may be used to establish a goal for targeted

recruitment efforts and as a comparator with actual workforce data to evaluate progress towards diversifying focused areas of an institution’s workforce.