East Carolina University
PA-7: Support for Underrepresented Groups

1.Introduction

1.1. East Carolina University (“ECU”) is committed to equality of opportunity and prohibits unlawful discrimination based on the following protected classes: race/ethnicity, color, genetic information, national origin, religion, sex (including pregnancy and pregnancy related conditions), sexual orientation, gender identity, age, disability, political affiliation, and veteran status (“Protected Class”).

1.2. This policy also prohibits retaliation, as defined below, against an individual for using applicable policies responsibly. Retaliation interferes with free expression, inhibits openness that is important to the University, and violates University policy.

1.3. Pay Transparency

1.3.1. Consistent with Executive Order 11246, as amended, ECU will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by ECU, or (c) consistent with the ECU’s legal duty to furnish information.

1.4. This policy supersedes all other expressions of nondiscrimination provisions pertaining to all University programs and activities and the Office for Equity and Diversity complaint resolution procedures published in any other documents, handbooks, or manuals except those outlined in University regulations (specifically, the Regulation on Responding to Complaints of Prohibited Discrimination, Harassment and/or Related Retaliation and the Regulation on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence).

1.5. When an individual is found to have violated this policy, sanctions up to and including termination of employment, expulsion, and/or the issuance of a ban from University property will be imposed in an attempt to ensure that such actions are not repeated by the individual within the University community.In determining whether conduct violates these provisions, all relevant facts and circumstances shall be considered. Care will be exercised in order to preserve freedoms of speech and expression, as articulated in current legal standards.

2.Coverage

2.1. This policy covers admission, readmission, access to, treatment and employment in university programs and activities, including, but not limited to, academic admissions, financial aid, any services, and employment. This policy applies to students, applicants, employees, visitors, volunteers and other third parties under circumstances within the University’s control.

2.2. This policy applies to all discrimination and related retaliation that occurs either on ECU property or off ECU property if (1) the misconduct occurred in the context of an ECU program or activity or (2) if the misconduct creates or contributes to, for a member of the University community, a learning or working environment that is hostile, as defined in 4.2.2.

3.Affirmative Action Obligations

3.1. Pursuant to its obligation under applicable federal law, the University will take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their race, color, religion, sex, sexual orientation, gender identity, or national origin and to employ and advance in employment qualified employees and applicants who are protected veterans and individuals with disabilities at all levels of employment.

3.2. The University will recruit, hire, train and promote persons in all job titles and ensure that all other personnel matters and any other term, condition, or privilege of employment will continue to be administered in accordance with this policy and without regard to University Protected Classes listed in Section 1.1 above.The University will ensure that all employment decisions are based only on valid job requirements.

3.3. The Chancellor of ECU fully endorses and supports this policy.

3.4. The monitorial and evaluative aspects of the Equal Employment Opportunity Plan, including analysis and reporting, are the responsibilities of the Office for Equity and Diversity. The Chancellor has appointed the Associate Provost for Equity and Diversity to coordinate all aspects of the ECU Equal Employment Opportunity Plan and Program.

4.Definitions

4.1. Discrimination - actions that subject individuals to unfavorable or unequal treatment based on a Protected Class.

4.2. Harassment - a form of discrimination. Harassment is unwelcome conduct based on a Protected Class, as defined in Section 1.1 above, which creates either quid pro quo harassment or a hostile environment, as defined in Section 4.2.1 and Section 4.2.2, below. It also includes Sexual Harassment and Gender-Based Harassment as those terms are defined in University Regulations (specifically, the Regulation on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence).

4.2.1. Quid Pro Quo Harassment - submission to or rejection of such conduct is made, either explicitly or implicitly, a term or condition of a person’s employment, academic standing, or participation in any University programs and/or activities or is used as the basis for University decisions affecting the individual.

4.2.2. Hostile Environment Harassment - A “hostile environment” exists when the conduct is sufficiently severe, persistent, or pervasive that it unreasonably interferes with, limits, or deprives an individual from participating in or benefitting from the University’s education or employment programs and/or activities.Conduct must be deemed severe, persistent, or pervasive from both a subjective and an objective perspective.

A hostile environment can be created by persistent or pervasive conduct or by a single or isolated incident, if sufficiently severe.The perceived offensiveness of a single verbal or written expression, standing alone, is typically not sufficient to constitute a hostile environment.

4.3. Retaliation - any act of interference, restraint, penalty, discrimination, coercion, reprisal, intimidation, threats, or harassment against an individual for using applicable policies responsibly (including making a charge of discrimination protected by this policy; testifying, assisting, or participating in a hearing, proceeding, review process or investigation of discrimination; opposing an illegal act; requesting a reasonable disability or religious accommodation; or exercising any other right protected by this policy).

5.Obligation to Provide Reasonable Accommodations

5.1. Disability Accommodations

5.1.1. In compliance with Section 503 of the Rehabilitation Act of 1973, as amended; Section 504 of the Rehabilitation Act of 1973; the Americans with Disabilities Act of 1990, as amended; and the Vietnam Era Veterans’ Readjustment Assistance Act of 1974, as amended (VEVRAA), accommodations for individuals with disabilities extend to student programs, employment practices, elimination of physical barriers, and special assistance to students and employees within the university who are individuals with disabilities.

5.1.2. To request disability accommodations, please contact the Department for Disability Support Services, 138 Slay Building Greenville, NC 27858-4353 or phone (252)737-1016 voice/TTY.

5.2.Religious Accommodations

5.2.1. The University accommodates the religious observances and practices of students and employees except where such accommodation causes undue hardship for the University.The extent of the University's obligation is determined initially by considering statutory requirements; and any obligation of accommodation beyond that shall be determined with consideration of business necessity, financial costs and expenses, and resulting personnel and/or academic problems.

5.2.1.1. Accommodations for Students:

5.2.1.1.1. Students shall be allowed a minimum of two excused absences each academic year for religious observances required by the faith of the student.

5.2.1.1.2. Students shall provide written notice to the faculty member for the affected class of their request for an excused absence for a religious observance in a reasonable time prior to the date of the observance.If a faculty member determines a specific minimum period of prior notice to be reasonable with regard to a class for purposes of complying with this requirement, he or she should communicate that to the students in the class.

5.2.1.1.3. Students shall be given the opportunity to make up tests and other work missed due to such an excused absence for a religious observance.

5.2.1.2. Accommodations for Employees:

5.2.1.2.1. Employees shall request religious accommodations from their supervisor in writing at least, if possible, 30 days in advance of the desired accommodation. The employee and supervisor should cooperate to determine whether a reasonable accommodation can be granted. If requested, the employee should provide documentation to support the request.

5.2.1.2.2. Supervisors may contact Human Resources Employee Relations or the Office for Equity and Diversity for assistance with employee requests for religious accommodations.

5.3. Complaints Relative to Accommodations

5.3.1. Members of the University community who have concerns about the adequacy of accommodations or wishing to file a complaint, may follow the resolution procedures outlined in University regulations (specifically, the Regulation on Responding to Complaints of Prohibited Discrimination, Harassment and/or Related Retaliation). Information about filing a complaint may be obtained from the Office for Equity and Diversity.

6.Sex Discrimination Prohibited

6.1. ECU is required by Title IX of the Education Amendments of 1972 not to discriminate on the basis of sex in its education programs and activities.

6.2. Sexual and Gender-Based Harassment, as defined in section 4.2, above, Sexual Violence, including sexual assault and sexual battery, and Sexual Exploitation as those terms are defined in University Regulations (specifically, the Regulation on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence) are all forms of sex discrimination.

6.3. Questions regarding Title IX may be addressed to Ms. LaKesha Alston Forbes, Title IX Coordinator, in the Office for Equity and Diversity; the Dean of Students Office; the Office of Student Rights and Responsibilities; the ECU Police Department; and/or to the U.S. Department of Education’s Office for Civil Rights.

6.4. The Title IX Coordinator may be reached in the Office for Equity and Diversity, Old Cafeteria Building Suite G-406, phone (252) 328-6804, or email oed@ecu.edu.

6.5. Additional information regarding the University’s obligations and procedures for responding to conduct prohibited by Title IX may be found in University regulations (specifically, the Regulation on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence).

7.Obligation to Review or Investigate Prohibited Conduct

7.1. If the Office for Equity and Diversity becomes aware of any information or concerns related to prohibited discrimination, harassment, and/or related retaliation, the Office for Equity and Diversity will address with an informal review or formal investigation of those concerns.

8.Office for Equity and Diversity Complaint Resolution Procedures for Formal Complaints of University Prohibited Harassment or Discrimination and/or Related Retaliation

8.1. An individual should follow the complaint/resolution procedures outlined in University regulations (specifically, the Regulation on Responding to Complaints of Prohibited Discrimination, Harassment and/or Related Retaliation) if he or she is alleging discrimination, harassment and/or related retaliation, as defined in this policy, based on any of the following protected classes: race/ethnicity, color, genetic information, national origin, religion, sex (including pregnancy and pregnancy related conditions and sexual harassment and sexual violence), gender identity, sexual orientation, age, disability, political affiliation, or veteran status. Additional investigation principles will be applied for complaints of sexual harassment and sexual violence and are outlined in University regulations (specifically, the Regulation on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence).

8.2. The Office for Equity and Diversity will consult with and answer questions from individuals about specific procedural matters upon request.

9. East Carolina University Statement of Nondiscrimination

9.1. The following statement should be used in the University’s academic catalogues, contracts, and applications for admission and employment:

9.1.1. East Carolina University prohibits unlawful discrimination based on the following protected classes: race/ethnicity, color, genetic information, national origin, religion, sex (including pregnancy and pregnancy related conditions), sexual orientation, gender identity, age, disability, political affiliation, and veteran status.

9.2. Any flyers, brochures, posters, or advertisements concerning a University activity or event that is open to the public must include the following statement:

9.2.1. Individuals requesting accommodation under the Americans with Disabilities Act (ADA) should contact the Department for Disability Support Services at least 48 hours prior to the event at (252) 737-1016 (voice/TTY).

http://www.ecu.edu/prr/05/25/02

University Behavioral Concerns Team:

The UBCT is established to receive, collect, consider, and advise upon information on behavior of concern exhibited by a student or group of students, faculty or staff member, or unaffiliated persons on campus in accordance with Regulation 05.20.01, University Behavioral Concerns Team. UBCT will evaluate every report of Prohibited Conduct against an employee except where there is no ongoing behavior of concern or threat to evaluate and mitigate. The UBCT convenes (in person, by telephone, or by videoconference) weekly or as needed to review information received from the Title IX Coordinator, as described above, and to review new information as it becomes available. The UBCT may include select members of the Sexual Misconduct Response Team (“SMRT”), as necessary.

The UBCT has access to available University records, which may otherwise be confidential, including University disciplinary, academic and/or personnel records. The UBCT may seek additional information about the reported incident through any other legally permissible means.

All students have access to the Student Health Center and Student Health Services include counseling services. All staff and faculty have access to a GuidanceResources Program, which offers a toll-free number and gives direct, 24/7 access to a Guidance Consultant, who will answer your questions and, if needed, refer you to a counselor or other resources.

STUDENTS:
ECU entered a Memorandum of Understanding (MOU) with Fayetteville State University in fall 2020 to collaborate around development of programming and experiences designed to support the development of pipelines and pathways linking FSU's undergraduate students to ECU's professional and graduate programs, including other mutually beneficial faculty collaborative opportunities to support relationship building between the two universities.
Multicultural Appreciation Day Experience (MADE) at ECU gives current high school students an opportunity to see how they can benefit from an exceptional education and wonderful social experience at East Carolina University. MADE at ECU offers the chance to meet with current students and faculty, learn how to apply and pay for their education, explore ECU's scholarship opportunities, and learn about the many different majors offered at ECU. In addition, we have utilized targeted Social Media ad campaigns to promote certain events. This year our admissions office hosted two Black Alumni events and a Latino Day event to bring awareness of the opportunities for students of color. We continue to also utilize a holistic admissions process when reviewing all applicants.
ECU offers over 1100 named scholarship opportunities annually via ECUAWard, our on-line scholarship portal. A number of them are (by donor directive) specifically for students with demonstrated need, members of under-represented populations, and/or first-generation college students. These opportunities range from freshman year recruitment scholarships to 4-year renewable scholarships (like the Access program), to retention awards for existing students.
The Office of University Scholarships and the Office of Financial Aid present at a number of high school junior/senior events annually to explain both the scholarship and financial aid process on our campus. Many of these school presentations are at high schools with a significant number of students on free and reduced lunch and are in very rural areas of eastern North Carolina. A mailing goes out to high school counselors in our catchment area and other targeted areas of North Carolina each summer with brochures and the offer to participate in these types of events.
ECU maintains a pre- college web page (currently under revision) that links to summer program calendar and provides an opportunity for questions to be asked/answered about opportunities on our campus for middle and high school students. Many activities have been on hold due to the pandemic.
Sample of Race Conscious Scholarships: The Vonta Leach/Ledonia Wright Scholarship, The Dr. Virginia D. Hardy Scholarship Endowed Fund, The Danny R. Scott Scholarship, The Laura Marie Leary Elliott Scholarship, The Ledonia S. Wright Memorial Scholarship, The John P. Holt Sr., MD Endowment Scholarship
We have a Precollege @ ECU web site where parents can ask questions about programming. Staff monitor that box and respond connecting with them the different departments based on inquiry. It also links to the campus calendar so they can see the actual programming and descriptions for things like the summer programs that are run by Student Affairs.
Scholarship & Financial Aid offices also visit schools upon request to hold parent information nights through each year. Staff also send information each August to high schools in eastern NC with brochures and reiterate our offer to come for a parent/student night.
All campus-based scholarships are housed on ECUAWard (https://ecu.academicworks.com) and list short descriptions of the nearly 1100 named scholarships on our campus. It is available for review by anyone and has searchable capability. Anyone on our site can see the opportunities and search by major, geographic area, etc. The site contains merit, merit/need, and some that are purely need based. · Not part of the recruitment, but we also work closely with the First-Generation Student Organization, I'm the First. There is a special section of COAD for first-generation students. We developed the first-generation website that includes a resource list of first-generation faculty and staff on campus and have joined the National First-Generation College Celebration.
Undergraduate Admissions has an Assistant Director for Outreach and Relations and a bilingual Admissions Counselor.

STAFF:
The Office for Equity and Diversity (OED) is committed to assisting units in recruiting and retaining diverse faculty and staff through a variety of diversity and affirmative action initiatives.
OED hosts the Emerging Scholars Symposium and Experience ECU programs to diversify faculty and staff pipelines. The Emerging Scholars Symposium is a three-day program for recent graduates, candidates nearing the end of their terminal degree studies, and postdoctoral scholars. Participants will engage with ECU academic leaders, learn about faculty life at ECU, and showcase their research.
Notable Data/Outcomes:
- Launched March 2019 with a pilot; hosted second event November 2019
- 25 participants (total for both events) from across the country representing disciplines campus-wide
- At least 2 selected for teaching or research fellow positions in the following year.
ECU is a member of the Higher Education Recruitment Consortium (HERC) and two of our ECU employees are members of the National HERC Advisory Board. Search firms are expected to conduct searches in compliance with ECU's EEO Plan including, but not limited to, good faith efforts to locate qualified minority and female applicants. The University may supplement the search firm's recruitment efforts that have not attracted such a pool and stop using a firm that fails to produce qualified minority and female applicants.
ECU is actively engaged with Howard University around development of pipeline programs for (1) recruitment of bachelor's degree recipients to our graduate programs, (2) recruitment of PhD recipients to our faculty workforce, and (3) a faculty exchange program between the two schools designed to increase diversity presence and cross-cultural understanding as well as other academic, curricular, research and service- related objectives. We are also working on relationship development with other HBCU's.
ECU is a federal contractor and, as such, is required by law to make good faith efforts to affirmatively recruit and advance qualified women, minorities, veterans and individuals with disabilities. In addition to our legal obligations, ECU is committed to diversity and inclusion. To this end, we provide recruitment and outreach best practices and strategies to all campus units.
The Office for Equity and Diversity sponsored faculty recruiters at the Southern Regional Educational Board's (SREB) Institute on Teaching and Mentoring. The Institute is known as the largest gathering of underrepresented minority PhD scholars in the country and includes workshops and recruitment and networking opportunities for doctoral scholars to support their development as future faculty members (or other professions).
Notable Data/Outcomes:
- Sponsored 2 faculty recruiters (fall 2019)
- Faculty recruiters connected with at least 50 PhD scholar conference attendees.
- Faculty recruiters found the conference well worth the effort and quite successful.
The Office for Equity and Diversity is available to support and work collaboratively with search committees, hiring authorities, and managers to identify and institute measures to enhance recruitment and outreach, with an emphasis on EEO Job Groups with underutilization. There are many recruitment and outreach best practices and strategies designed to diversify the workforce, including but not limited to the following:
1. Be informed about any EEO Plan goals involving positions in your specific area and design every aspect of the search toward the end of increasing diversity. Information about EEO Plan goals may be found here.
2. “Advertise” your department’s (and ECU’s) commitment to diversity and inclusion.
a. Best Practice for Diverse Hiring: Require Candidates to Submit a Diversity Statement
b. Best Practice for Diverse Hiring: Create an Inclusive Job Ad
3. Identify sources of diverse, qualified talent (a pipeline source) for positions in your area, and engage in pipeline relationship development with those sources.
4. Post positions with diverse-targeted, discipline or profession targeted organizations or publications.
5. Participate in educational offerings provided by the Office for Equity and Diversity, including:
a. Implicit Bias in Selection Decisions
b. Investing in our Future through Pipeline Relationship Development
c. Creating a Strategic Recruitment and Outreach Plan for Diverse Results
d. EEO Compliance and HR Best Practice Training in Recruitment and Selection
6. Plan diverse-targeted recruitment, outreach and networking using related planning questions: Recruitment, Outreach, Networking – Model Plan AND Planning Questions.
7. Consult with the Office for Equity and Diversity about diverse recruitment and outreach programs designed to diversify faculty and staff pipelines, including:
a. Emerging Scholars Symposium
b. Interinstitutional Scholars for Diversity and Inclusion Program
c. Experience ECU
8. Provide useful information and resources to your applicants:
a. Cultural Resources in Greenville and the Surrounding Area
b. Employment Resources for Veterans
c. ECU Employee Resource Groups
For more information about staff recruitment from underrepresented groups, please visit: https://oed.ecu.edu/recruitment/

FACULTY:
Recruitment and Outreach Efforts:
- Visiting Faculty and Scholars Program: will provide support to departments desiring to invite qualified diverse visiting faculty and emerging scholars to campus; will include identification of pipelines for diverse faculty recruitment (launched spring 2015)
- Enhanced educational offerings including sessions related to creating a strategic recruitment/outreach plan and addressing personal bias in personnel decisions (beginning spring 2015)
- Mandatory search committee training for all members of committees to ensure compliance with equal employment opportunity policies and procedures
- Outreach and recruitment plan reviews and consultations for search committees and hiring officials to assist with efforts to generate a well-populated, diverse pool of qualified applicants
- National diversity ads placed with publications targeting diverse populations within higher education
- Unlimited online job posting sponsorships for Diverse Issues in Higher Education and INSIGHT Into Diversity
Many of the college strategic plans have increasing faculty diversity as a primary goal for the next 4 years.
The East Carolina University Equal Employment Opportunity Plan is a comprehensive document that analyzes the relevant labor market data, as well employment practices, to identify possible barriers to the participation of women and minorities in all levels of a the workforce. Its purpose is to ensure the opportunity for full and equal participation of men and women in the workplace, regardless of race, color, or national origin. ECU units with identified underutilization of women and minorities are to complete an affirmative action plan to operationalize for their specific units.
Recruiting and Retaining a Diverse Faculty Initiative: Intentional efforts toward diversifying our faculty through recruitment and retention programs are critical. The Office for Equity and Diversity, through the unit’s diversity and inclusion efforts and affirmative action program, introduced the Recruiting and Retaining a Diverse Faculty Initiative, with two support programs: Visiting Faculty and Scholars and the Diversity and Inclusion Research Associates. * Priority will be granted to academic areas with two consecutive years of Equal Employment Opportunity Plan goals due to underutilization. More information is available here: http://www.ecu.edu/cs-dhs/vcdi/facultyRRCD.cfm

STUDENTS:

The LGBT Resource Office has numerous programs to support underrepresented groups of students on campus - https://lgbtq.ecu.edu/

The staff and students of the Ledonia Wright Cultural Center (LWCC) continue her tireless efforts to find ways to ease human misery and raise the level of aspiration among all ECU students. This facility offers numerous programs to support underrepresented cultural groups on campus. More information is available here: https://lwcc.ecu.edu/

EMPLOYEES:

As part of ECU's commitment to diversity in the workplace, the University's Employee Resource Groups help foster connectedness to the university community, thus encouraging retention and recruitment especially in minority and women employees.

Groups include: the American Indian Faculty and Staff Group; Chinese Association of ECU Faculty, Staff and Friends; Lesbian, Gay, Bisexual, Transgender and Ally Faculty and Staff Group; Black Faculty Organization; and the Organization of Black Staff.

In spring 2021, OED hosted a listening session with the Chinese Association of ECU Faculty, Staff and Friends; the Lesbian, Gay, Bisexual, Transgender and Ally Faculty and Staff Group; the Organization of Black Staff; the Black Faculty Organization; and the Korean Faculty Interest Group. The purpose of these sessions was to learn what these communities need at the university and to create a plan of action for addressing these needs.

In spring 2021, we have begun inquiring about interest and recruiting members for a Hispanic/Latinx ERG.

The Associate Provost for Equity and Diversity meets with the ERG’s on an as needed basis, but has dedicated a full time staff member to act as a liaison that meets with them on a monthly basis. This staff member’s duties include developing strategies to sustain the operations, functions and leadership of these groups. There are some groups that meet regularly with the Provost, and there are some groups that have standing senior administrators as members. The Associate Vice Chancellor for Human Resources meets with the Staff Senate regularly and the Vice Provost for Equity and Diversity meets with the Organization of African American Faculty and Organization of African American Staff at least once a year. Brief descriptions of the ERG’s are below.

The Staff Senate Diversity Committee recommends to the Staff Senate a series of programs and initiatives that will improve the racial/cultural atmosphere on campus, contribute to the welfare of university staff, and foster the interaction, integration, and representation of different races/ethnicities, cultures, national origins, abilities, religions, sexual orientations, intellectual positions, and perspectives.

The Interinstitutional Scholars for Diversity and Inclusion (ISDI) Program supports direct engagement with graduate students in terminal degree studies, postdoctoral scholars, and faculty members for up to one semester. Academic departments may request support for a short-term faculty appointment to teach or conduct research, a one to two-day campus visit, and/or a short-term faculty exchange assignment.

ECU is actively engaged with Howard University around development of pipeline programs for (1) recruitment of bachelor's degree recipients to our graduate programs, (2) recruitment of PhD recipients to our faculty workforce, and (3) a faculty exchange program between the two schools designed to increase diversity presence and cross-cultural understanding as well as other academic, curricular, research and service- related objectives. We are also working on relationship development with other HBCU's.

Accounting Research Roundtable Gathering (AARG!) – East Carolina University, its College of Business (COB) and the College's Department of Accounting recently hosted its third annual Accounting Research Roundtable Gathering (AARG!) on ECU's campus. Through its ARRG program, the Accounting Department invites a diverse group of Accounting Ph.D. students to campus for a day and a half event whereby the students present research and engage with faculty. This program was initially developed in collaboration with the Office for Equity and Diversity as a pilot in 2018 and was so well received that the department continued it as an annual event. Accounting doctoral students with diverse, multifaceted backgrounds present their research ideas to COB faculty in an hour-long informal format much like a roundtable discussion.

SOURCE:

Toya Jacobs, OED Diversity and Inclusion Program Manager