Why does WSU ask me to identify personal demographic information such as my gender, race/ethnicity, veteran status and disability status?
- Collecting this data allows WSU to assess its recruitment, retention, and other employee or university processes for effectiveness and to ensure WSU is not discriminating.
- WSU is a federal and state contractor, which means that WSU receives funds from the federal government and the State of Washington in the form of financial aid, research funds, and various other grants. Some demographic information, such as disability and veteran status, have specific regulatory requirements for which WSU must comply.
- Some granting agencies as well as accrediting bodies may require WSU to complete assurances or to provide aggregate, non-identifying data.
- WSU may be required to submit reports to state and federal agencies which may include aggregate, non-identifying data on some employee demographic information (e.g. disability).
Which laws require WSU to collect personal demographic information?
- WSU is required provide voluntary opportunities for individuals to share information on their disability or military/veteran status under as required by Section 503 of the Rehabilitation Act and the Vietnam Era Veterans’ Readjustment Assistance Act of 1974 (as amended). WSU is required to file an annual report with the U.S. Department of Labor (DOL) and the U.S. Office of Federal Contract Compliance Programs (OFCCP) relating to veteran information. WSU may collect other demographic information to help WSU best consider appropriate recruitment and retention practices.
Who has access to employee personal demographic information?
- WSU treats all individual demographic information as confidential to the extent allowed by law. The institution maintains the data separately from all personnel files; the data is available only to a few WSU employees with a business need-to-know. The information is used by WSU’s Office of Institutional Research and Compliance and Civil Rights to provide summary reports to the federal and state governments for compliance purposes as well as providing aggregate data to granting agencies. Specifically, appointing authorities, search committees, and supervisors do not have access to the self-identification questionnaire responses for individual employees.
- As required by federal law, WSU uses employee demographic data to develop a yearly Equitable Outreach, Recruitment, and Retention Plan (EORR). The EORR will provide information as required related to disability and military/veteran status, as well as more broad recruitment and retention programs designed to recruit and retain qualified candidates.
May I choose not to disclose my personal demographic information?
- Submission of this information is voluntary and refusal to provide it will not subject you to any discipline or adverse treatment.
Does collecting personal demographic information violate Washington’s State’s non-discrimination law?
- RCW 49.60.401, states that “The state shall not discriminate against, or grant preferential treatment to, any individual or group on the basis of race, sex, color ethnicity, or national origin in the operation of public employment, public education or public contracting.” WSU similarly prohibits discrimination (see Executive Policy 15), and demographic information must not be utilized for discriminatory purposes.
Why are current employees being asked to provide personal demographic information, as well as new employees?
- For some of the demographic categories, such as disability and veteran status, an employee’s answers may change over time. WSU also understands that an employee may later choose to disclose information that they were previously uncomfortable disclosing.
Where can I find out more about the laws and regulations that require WSU to collect this personal demographic information?
The following links are to relevant federal regulations and state laws: