SAIGE 11th Annual National Training Program

“Responsibilities of the American Indian Special Emphasis Program Manager (SEPM):

I Am an American Indian/Alaskan Native SEPM, Now What?”

Thursday, June 12, 2014

Presented by: Cynthia D. Dunn, Director Internal Revenue Service (IRS)

Tax Exempt and Government Entities (TE/GE)Equity, Diversity and Inclusion (EDI)

Who Am I?

• Cynthia Dunn, Director, TE/GE, Equity, Diversity and Inclusion

• Highest Ranking Native American Ancestry Official in TE/GE

• 34 Years of Federal Service• EEO/EDI/Diversity/Civil Rights Field since

1992• Lifetime Member of SAIGE• Tribal Affiliation = Crow and Blackfeet• Proud Mother and Grandmother

Quote from Senator Joe Baca

Native Americans are the original inhabitants of the land that now constitutes the United

States. They have helped develop the fundamental principles of freedom of speech

and separation of powers that form the foundation of the United States Government.

The Need for Special Emphasis Program Managers

• SEPM Background

* The Need for SEP Managers

* Three SEPs Required By Regulation

* Why Only Three SEPs are Mandated by Law, and Not Others?

SEPM Goals and Objectives

• Two Primary Program Goals

- Eliminate discriminatory practices

- Assure the target group is appropriately represented throughout the workforce

The Goal of Special Emphasis Programs

The goal is to get to a workplace where we can focus on identifying and eliminating barriers to recruitment, retention, career enhancement, and other SEP issues.

The Role of the SEPM

- Member of the Management Team - Major Roles - Subject Matter Experts - Staff Advisors - Fact Finder - Information Source - Program Advocate

Staffing for SEPM Duties

• Permanent Positions- Full Time & Part Time Positions

- Mixed Series Positions• Collateral Duty Assignments

- Temporary and Documenting• Duties

- Sufficient Official Time

Training for SEPMs

- Training for Permanent Positions

- Training for Collateral Duty Assignments

- Examples of Training

Tips on How to Become An Effective SEP Manager!

- Getting Started - Reinforce Management’s Role

- Your Strategy- Brief Your Top Manager- Meet Your Supervisor- Document Your Duties in Your PD- Create Program Visibility

Tips on How to Become An Effective SEP Manager!

(Continuation)

- Educate Yourself

- Get in the “system”

- Getting time to do your SEPM job

- Set up an SEPM office

- Treat your program with respect

Act, Dress, and Talk Like a Manager

- Your Personal Appearance

- Dealing With Negative Comments

- Be Informed

- Maintain Your Objectivity

Maintain Formal Relationships

- Official Meetings with Management- Attend Management Meetings- Prepare a Work Plan- Use a Formal Reporting System- Put it in Writing- Announcing Activities/Events- Set Aside Official Time

Use the Informal Structure

- Get Management Support

- Developing Trust

- Maintaining Confidentiality

- Your Belief in the Program

Management Functions

- Planning

- Organizing

- Staffing

- Directing

- Evaluating

Implementation Techniques

- Network with Other Agency SEPMs- Network with SEP Community Organizations- Publicize the Program - Regular Meetings with Management- Work with Personnel on Internal/External Recruitment

Initiative- Respond to Inquiries- Communicate with Employees Who Are Interested- Keep Adequate Records

Potential Areas to Review

- Employment Statistical Data- Applicant Flow Data- Qualification Standards - Ranking/Rating Factors- Selection Patterns- Method of Filling Positions- Job Announcement Procedures- Job Interview Procedures

Potential Areas to Review (Continuation)

- Career Development Plans- Training Received- Competitive and Career Ladder Promotions - Testing for Selection- EEO Training for Managers- Supervisory Performance Standards- Removals (Voluntary and Involuntary)- EEO Complaints- Disciplinary Actions

Potential Areas to Review (Continuation)

- Performance Awards

- Agency Regulations

- Agency Facilities

- Grievance Filed

- Reassignments

- Reduction-In-Force (RIF)

SEPM Visibility• Memo announcing your appointment• Memo to supervisors • Bulletin boards• Management meetings• Attend staff meetings• Reports to management• Introduce yourself• Write articles for agency newsletter• Develop SEPM newsletter and a SEPM website

Sample AI/AN SEPM Appointment Memo

Date: January 1, 2013

Subject: Appointment of new AI/AN Program Manager

From: Agency Head

To: All Employees

I would like to officially congratulate Cynthia Dunn on her appointment as our agency’s new American Indian/Alaskan Native Program Manager. Ms. Dunn will be working with our management team on identifying and evaluating issues of concern to AI/AN in our organization. She will serve as Chair on our AI/AN Program Committee and will represent our agency at the SAIGE Organizational meetings.

I know our managers and supervisors will fully support her efforts to implement a viable and ongoing program.

You may contact her at (202) 555-1234.

Develop a SEPM Workplan• Identify action items• Coordinate with other SEPMs• Meet with Management• Support your plan

SEPM Budget• Identifying cost for each item• Present alternative costs• Submitting your budget• Be persistent

Addressing SEPM Issues• Employees will come to you.• Employees will seek you out as the expert.• Build your resources.• Be in continuous learning mode.• Employees with family or friends may seek

you out.• Personal abuse or harassment-know how to

refer the impacted employee to EEO, HR, or the Employee Assistance Program (EAP).

Preparing for a Management Presentation

• Your implementation strategy• Use visual aids• Start with an overview• Follow-up meeting• Be patient

Promote Diversity and Inclusion

• Be honest: Recognize your own biases, prejudices, and values.

• Be a partner: Work on projects with members of groups different from your own.

• Be a role model: Be vocal in opposing prejudice and assist with educating others.

• Be a teacher: Teach tolerance, encourage openness, and understanding.

• Be a student: Educate yourself and others.• Be knowledgeable of your Agency’s Civil Rights

Policy statement.

Cin-dee’s Additional Tips• Know your agency• Know your managers• Understand management styles• Keep up with changes• Stick to the facts• Assign tasks to managers and supervisors• Use role models• Be knowledgeable about the history of

your program

Remember our History

Resources

• Role of the Special Emphasis Program Manager

• Two-Day Seminar• Carol Rushford, Rushford & Associates• 615 South Xenon Court, Lakewood, CO• Office (303) 989-3796

Quote by a Famous Native American

“Every passion has it's destiny.”

Billy MillsMember of the Oglala Lakota (Sioux) Tribe

In closing, I leave you with the following words of

Wisdom

You already possess everything necessary to become great. - Crow

Any Questions?

Contact Information

Cynthia Dunn, Director, Equity, Diversity & Inclusion (EDI)

IRS - TE/GE: Office of EDI999 North Capital Street, NE

Washington, DC 20002Phone: 202-317-8651Cell: 202-360-0867

Cynthia.D.Dunn@irs.gov