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Last revision: April 10, 1992
§1614.601 EEO group statistics.
(a) Each agency shall establish a system to collect and maintain
accurate employment information on the race, national origin, sex and
handicap(s) of its employees.
(b) Data on race, national origin and sex shall be collected by
voluntary self-identification. If an employee does not voluntarily
provide the requested information, the agency shall advise the
employee of the importance of the data and of the agency's obligation
to report it. If the employee still refuses to provide the
information, the agency must make visual identification and inform the
employee of the data it will be reporting. If an agency believes that
information provided by an employee is inaccurate, the agency shall
advise the employee about the solely statistical purpose for which the
data is being collected, the need for accuracy, the agency's
recognition of the sensitivity of the information and the existence of
procedures to prevent its unauthorized disclosure. If, thereafter,
the employee declines to change the apparently inaccurate
self-identification, the agency must accept it.
(c) The information collected under paragraph (b) of this section
shall be disclosed only in the form of gross statistics. An agency
shall not collect or maintain any information on the race, national
origin or sex of individual employees except when an automated data
processing system is used in accordance with standards and
requirements prescribed by the Commission to insure individual privacy
and the separation of that information from personnel record.
(d) Each system is subject to the following controls:
(1) Only those categories of race and national origin prescribed
by the Commission may be used;
(2) Only the specific procedures for the collection and
maintenance of data that are prescribed or approved by the Commission
may be used;
(3) The Commission shall review the operation of the agency system
to insure adherence to Commission procedures and requirements. An
agency may make an exception to the prescribed procedures and
requirements only with the advance written approval of the Commission.
(e) The agency may use the data only in studies and analyses which
contribute affirmatively to achieving the objectives of the equal
employment opportunity program. An agency shall not establish a quota
for the employment of persons on the basis of race, color, religion,
sex, or national origin.
(f) Data on handicaps shall also be collected by voluntary
self-identification. If an employee does not voluntarily provide the
requested information, the agency shall advise the employee of the
importance of the data and of the agency's obligation to report it.
If an employee who has been appointed pursuant to special appointment
authority for hiring individuals with handicaps still refuses to
provide the requested information, the agency must identify the
employee's handicap based upon the records supporting the appointment.
If any other employee still refuses to provide the requested
information or provides information which the agency believes to be
inaccurate, the agency should report the employee's handicap status as
(g) An agency shall report to the Commission on employment by
race, national origin, sex and handicap in the form and at such times
as the Commission may require.