Employment Practices and Training Checklist On this page Checklist topics: Question 1: Employment Practices, Generally Question 2: Recruiting and Job Postings Question 3: Diversity Statements from Applicants Question 4: Developing the Hiring Plan Question 5: Assessments Question 6: Applicant Self-Disclosure of Protected Characteristics Question 7: Diversity-Related Interview Questions Question 8: Training Question 9: Training Related to Service Populations Question 10: Performance Management, Merit and Awards Question 11: Use of Checklist Guidance Request a consultation University policy and federal and state law prohibit discrimination against, or granting preferential treatment to, any individual or group based on certain protected characteristics, including race, color, national origin or sex. Units and programs should ensure that their human resources and employment practices are in compliance with this checklist and are encouraged to request a consultation if questions arise. Although the checklist focuses on the protected characteristics of race, color, national origin, and sex, federal and state laws and University policies provide similar protections for other protected characteristics. For questions regarding how federal and state laws and University policies apply to other protected characteristics (creed, religion, citizenship, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status), please consult with your unit鈥檚 designated UWHR human resources consultant: . Revised: October 2026 to incorporate previously published FAQ content into the checklist question-and-answer format to improve usability and ease of reference. This checklist will be reviewed periodically and updated as needed. Question 1: Employment Practices, Generally Do all unit employment practices (recruiting, hiring, compensation, career advancement and development opportunities, and other terms, conditions or privileges of employment) refrain from using race, color, national origin, or sex as a factor in any way? Employment practices must be based on job-related criteria and generally not consider an individual鈥檚 protected characteristics. Practices that favor or disadvantage individuals based on race, color, national origin, or sex鈥攅ven for the purpose of supporting or advancing diversity鈥攁re not permissible. Permissible: Employment practices that do not use race, color, national origin, or sex as a criterion in any form and that do not directly or indirectly favor or disadvantage applicants or employees based on their protected characteristics. In very rare instances, making a limited exception for sex because it is a qualification for the job. NOT Permissible: Using race, color, national origin, or sex, as a factor in employment practices, regardless of whether applicants self-disclose their identity. Using criteria that do not explicitly mention race, color, national origin, or sex, but in practice, using them to apply preferences or 鈥減lus factors鈥� based on protected characteristics. Question 2: Recruiting and Job Postings Are job postings and recruitment materials free from language that directly states or implies that decisions are based on race, color, national origin, or sex, and do they utilize only UW-approved diversity language? Recruitment materials must not state or suggest that certain protected characteristics are considered in any way (preferred or disadvantaged) and must align with UW鈥檚 approved language and policies. Permissible: In job postings, utilizing the UW鈥檚 approved diversity, equal opportunity statement: . Seeking a broad pool of applicants with a variety of viewpoints and experiences without reference to race, color, national origin, or sex, including focused outreach efforts to professional groups, publications, or organizations. NOT Permissible: In job postings, including unit-developed language about commitments to diversity. Question 3: Diversity Statements from Applicants Can we require diversity statements from applicants about experiences with and contributions to diversity? Diversity statements may not be required from applicants for staff, non-faculty academic personnel, or student positions. For faculty positions, information about a candidate鈥檚 past experiences and/or future plans for fostering a welcoming and inclusive environment may be requested and evaluated when incorporated into application materials addressing the core functions of the position (e.g., teaching and mentoring, research, service, and, where appropriate, clinical care). Faculty applicants should not be required to submit a standalone diversity statement. Permissible: For faculty positions, requesting information about a candidate鈥檚 past experiences and/or future plans for fostering a welcoming and inclusive environment when incorporated into statements addressing teaching and mentoring, research, service, and, where appropriate, clinical care. For faculty positions, evaluating information about a candidate鈥檚 experience and future plans for fostering a welcoming and inclusive environment when it is embedded within statements relating to teaching and mentoring, research, service, and, where appropriate, clinical care. NOT Permissible: Requiring a standalone diversity statement from applicants for faculty positions. Requiring diversity statements from applicants for staff, non-faculty academic personnel, or student positions. Applicants may, however, be asked during interviews how their relevant skills, experiences, and qualifications support the University’s commitment to diversity (see Question 7 below). Question 4: Developing the Hiring Plan Are hiring processes designed and hiring teams formed to facilitate a hiring process that is objective? Hiring teams must be selected without regard to protected characteristics and conduct the process in an objective manner, including identifying applicants, selecting individuals for interviews, evaluating finalists, and making final hiring decisions. Permissible: Selecting members of the hiring team based on roles and expertise relating to the position. Creating a rubric with job-related criteria for the position that is utilized consistently for all candidates. NOT Permissible: Considering an individual’s race, color, national origin, or sex in putting together the hiring team or plan. Using race, color, national origin, or sex when shaping the pool of applicants. The hiring team seeking approval of its hiring recommendation or decision from other individuals or teams based on those approvers’ race, color, national origin, or sex. Modifying criteria or qualifications once the process has begun to include additional candidates of a certain race, color, national origin, or sex. Question 5: Assessments Are applicants assessed using job-related criteria, without consideration of protected characteristics? Applicant evaluation must focus on documented skills, experience, and job-related competencies. Assessments cannot solicit any information about race, color, national origin, or sex and, if disclosed by the applicant, assessments cannot consider or presume certain experience based on that information. Permissible: Using questions that seek information about leadership, unique perspectives, or other job-related factors without referencing or seeking information about race, color, national origin, or sex. Questions that are directly tied to the role or job functions, such as identified skills for or experience working with diverse populations. Documentation, including interviewer notes and comments, that reflects an assessment of the stated qualifications, roles, and responsibilities. NOT Permissible: Questions that ask how an applicant鈥檚 race, color, national origin, or sex have shaped the applicant鈥檚 identity or how the applicant would contribute to diversity based on race, color, national origin, or sex or questions that prompt applicants to disclose their protected identity. Using applicants鈥� self-disclosure about their identity as a factor in the decision. Considering an applicant’s race, color, national origin, or sex, including referencing protected characteristics or identity in reviewer notes, comments, communications, or other documentation of the assessment of the applicant. Question 6: Applicant Self-Disclosure of Protected Characteristics If applicants disclose their race, color, national origin, or sex during the hiring process, how should reviewers handle this? Can this information be considered in the evaluation process? When applicants disclose race, color, national origin, or sex in their application materials or during the interview and selection process, such protected characteristics must not be considered. Reviewers should focus on evaluating applicants based on the job-related criteria applied to all applicants and ensure that related communications and documentation reflect this consistent evaluation and do not reference protected characteristics. Permissible: Evaluating applicants solely on job-related criteria, regardless of whether an applicant voluntarily discloses protected characteristics. Maintaining interview notes, communications, and other documentation that focus on qualifications, experience, competencies, and other job-related factors. Applying the same evaluation standards to all applicants. NOT Permissible: Considering an applicant’s race, color, national origin, or sex after the applicant voluntarily discloses that information. Referencing protected characteristics in reviewer notes, comments, evaluations, communications, or other documentation related to applicant assessment. Allowing knowledge of an applicant’s protected characteristics to influence interview, selection, or hiring decisions. Question 7: Diversity-Related Interview Questions Can hiring teams ask applicants how they can support the University’s commitment to diversity? Yes. Hiring teams may ask applicants how they can contribute to the University’s long-standing commitment to diversity, understood as ensuring access and opportunity for all individuals, regardless of race, color, national origin, sex, or other protected characteristics. This commitment involves fostering environments where people from all backgrounds and experiences can fully participate, thrive academically and professionally, and feel a sense of belonging. Questions should focus on the applicant’s relevant skills, experiences, and qualifications. They must not be used to elicit information about or evaluate a candidate’s protected characteristics or identity, nor should such information be considered or shared further, even if volunteered. Permissible: Asking applicants, “Our University is committed to creating a community where individuals from all backgrounds and experiences have equal opportunities to participate, succeed, and feel a sense of belonging. Describe how your academic, extracurricular, or other relevant experiences support this commitment. Include specific actions, challenges faced, and lessons learned.” Asking applicants, “Describe how your experiences have prepared you to contribute to a welcoming and inclusive environment at the University.” Asking questions that focus on relevant skills, experiences, qualifications, and demonstrated ability to support access, opportunity, participation, and belonging for all individuals. NOT Permissible: Asking applicants how their race, color, national origin, or sex have shaped their identity or qualifications. Asking questions designed to prompt disclosure of protected characteristics. Evaluating applicants based on protected characteristics disclosed during responses. Considering an applicant’s race, color, national origin, or sex when evaluating answers to diversity-related questions. Question 8: Training Unless required by law, are all trainings, especially those related to diversity, consistent with diversity as a commitment to access and opportunity for all? Trainings that include concepts associated with diversity must be free from language or prompts that stereotype or promote preferences based on race, color, national origin, or sex. Permissible: Training that describes the University鈥檚 commitment to diversity as creating and sustaining environments where individuals from all backgrounds and experiences can participate fully, thrive academically and professionally, and feel a sense of belonging. Unit-level training that has clear, job-related objectives and is consistent with this checklist, which can be demonstrated through training materials and feedback received from attendees. NOT Permissible: Attributing stereotypes or concepts to particular groups based on race, color, national origin, or sex in training content. Segregating training attendees or limiting access to training by race, color, national origin, or sex. In training, requiring affirmation of beliefs or actions relating to diversity based on race, color, national origin, or sex. Using training to promote preferences based on protected characteristics. Question 9: Training Related to Service Populations In developing and providing training, is it permissible to reference service to certain populations based on race, color, national origin, or sex? Yes. When training is related to serving communities with a specific demographic makeup, such as in healthcare or other academic fields, referencing those populations is permissible, but only if it is done to highlight the job-related expectations, skills, and competencies associated with working with those populations. Permissible: Training that discusses populations served when relevant to job responsibilities, professional practice, teaching, research, healthcare, or service delivery. Training that focuses on the knowledge, skills, competencies, and professional responsibilities required to serve particular communities or populations. Using demographic information to explain job-related responsibilities or service needs. NOT Permissible: Using references to particular populations to promote preferences based on race, color, national origin, or sex. Using training content to stereotype individuals or groups based on protected characteristics. Using training content to advantage or disadvantage individuals based on protected characteristics. Question 10: Performance Management, Merit, and Awards Are performance or recognition criteria based solely on job-related expectations and job functions? Performance evaluations, merit, and other awards must be based on documented, role-specific contributions. Any diversity-related performance criteria must not take into account or be related to an employee鈥檚 protected characteristics. Permissible: Using only criteria tied to the role and job functions, applied consistently across comparable roles, which may include rewarding actions that create a more welcoming and more inclusive environment for all, regardless of race, color, national origin, or sex. Utilizing consistent standards in performance management and corrective action for employees in similar positions, without regard to any protected characteristics. NOT Permissible: Giving positive or negative evaluations, awards, or other recognition based on perceptions or knowledge of an employee鈥檚 protected characteristics. Considering criteria that single out or advantage or disadvantage individuals or groups based on protected characteristics when assessing performance, imposing corrective action, awarding merit, or recognizing an employee with an award. Rewarding managers or supervisors for increasing the composition of their teams based on race, color, national origin, or sex. Question 11: Use of Checklist Guidance What if other University web content conflicts with the guidance in this checklist? Follow the checklist. This checklist contains the most current and accurate guidance available regarding the topics it addresses. While other University resources may contain related information, some materials may not yet reflect current guidance. Permissible: Following this checklist when evaluating employment practices within its scope. Requesting a consultation when questions arise regarding the application of this guidance. Identifying potentially outdated University content and seeking clarification. NOT Permissible: Relying on conflicting guidance from outdated materials when making decisions governed by this checklist. Disregarding the requirements of this checklist based solely on inconsistent content appearing elsewhere on University websites. Request a consultation For questions about the checklist or your employment practices, request a consultation with Compliance and Risk Services.