[Title 29 CFR ]
[Code of Federal Regulations (annual edition) - July 1, 2014 Edition]
[From the U.S. Government Publishing Office]



[[Page i]]


          Title 29

Labor


________________________

Parts 900 to 1899

                         Revised as of July 1, 2014

          Containing a codification of documents of general
          applicability and future effect

          As of July 1, 2014
                    Published by the Office of the Federal Register
                    National Archives and Records Administration as a
                    Special Edition of the Federal Register

[[Page ii]]

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[[Page iii]]




                            Table of Contents



                                                                    Page
  Explanation.................................................       v

  Title 29:
    SUBTITLE B--Regulations Relating to Labor (Continued)
          Chapter IX--Construction Industry Collective
          Bargaining Commission                                      5
          Chapter X--National Mediation Board                        9
          Chapter XII--Federal Mediation and Conciliation
          Service                                                   31
          Chapter XIV--Equal Employment Opportunity Commission     149
  Finding Aids:
      Table of CFR Titles and Chapters........................     457
      Alphabetical List of Agencies Appearing in the CFR......     477
      List of CFR Sections Affected...........................     487

[[Page iv]]





                     ----------------------------

                     Cite this Code: CFR
                     To cite the regulations in
                       this volume use title,
                       part and section number.
                       Thus, 29 CFR 901.1 refers
                       to title 29, part 901,
                       section 1.

                     ----------------------------

[[Page v]]



                               EXPLANATION

    The Code of Federal Regulations is a codification of the general and
permanent rules published in the Federal Register by the Executive
departments and agencies of the Federal Government. The Code is divided
into 50 titles which represent broad areas subject to Federal
regulation. Each title is divided into chapters which usually bear the
name of the issuing agency. Each chapter is further subdivided into
parts covering specific regulatory areas.
    Each volume of the Code is revised at least once each calendar year
and issued on a quarterly basis approximately as follows:

Title 1 through Title 16.................................as of January 1
Title 17 through Title 27..................................as of April 1
Title 28 through Title 41...................................as of July 1
Title 42 through Title 50................................as of October 1

    The appropriate revision date is printed on the cover of each
volume.

LEGAL STATUS

    The contents of the Federal Register are required to be judicially
noticed (44 U.S.C. 1507). The Code of Federal Regulations is prima facie
evidence of the text of the original documents (44 U.S.C. 1510).

HOW TO USE THE CODE OF FEDERAL REGULATIONS

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    To determine whether a Code volume has been amended since its
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OMB CONTROL NUMBERS

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[[Page vi]]

Many agencies have begun publishing numerous OMB control numbers as
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this volume.

[[Page vii]]

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    Charles A. Barth,
    Director,
    Office of the Federal Register.
    July 1, 2014.







[[Page ix]]



                               THIS TITLE

    Title 29--Labor is composed of nine volumes. The parts in these
volumes are arranged in the following order: parts 0-99, parts 100-499,
parts 500-899, parts 900-1899, part 1900-Sec.  1910.999, part 1910.1000-
end of part 1910, parts 1911-1925, part 1926, and part 1927 to end. The
contents of these volumes represent all current regulations codified
under this title as of July 1, 2014.

    The OMB control numbers for title 29 CFR part 1910 appear in Sec.
1910.8. For the convenience of the user, Sec.  1910.8 appears in the
Finding Aids section of the volume containing Sec.  1910.1000 to the
end.

    Subject indexes appear following the occupational safety and health
standards (part 1910), and following the safety and health regulations
for: Longshoring (part 1918), Gear Certification (part 1919), and
Construction (part 1926).

    For this volume, Susannah C. Hurley was Chief Editor. The Code of
Federal Regulations publication program is under the direction of John
Hyrum Martinez, assisted by Ann Worley.

[[Page 1]]



                             TITLE 29--LABOR




                (This volume contains parts 900 to 1899)

  --------------------------------------------------------------------

          SUBTITLE B--Regulations Relating to Labor (Continued)

                                                                    Part

chapter ix--Construction Industry Collective Bargaining
  Commission................................................         901

chapter x--National Mediation Board.........................        1200

chapter xii--Federal Mediation and Conciliation Service.....        1400

chapter xiv--Equal Employment Opportunity Commission........        1600

[[Page 3]]

          Subtitle B--Regulations Relating to Labor (Continued)

[[Page 5]]



   CHAPTER IX--CONSTRUCTION INDUSTRY COLLECTIVE BARGAINING COMMISSION




  --------------------------------------------------------------------
Part                                                                Page
900

[Reserved]

901             Policy statement on collective bargaining
                    disputes and applicable procedures......           7
902-999

[Reserved]

[[Page 7]]

                           PART 900 [RESERVED]



PART 901_POLICY STATEMENT ON COLLECTIVE BARGAINING DISPUTES AND
APPLICABLE PROCEDURES--Table of Contents



Sec.
901.1 Scope and application.
901.2 Policy of Commission.
901.3 Participation by Commission.
901.4 Handling of disputes by Commission.
901.5 Agreement to refrain from strike or lockout.
901.6 Authority of Executive Director.
901.7 Inquiries and correspondence with Commission.

    Authority: E.O. 11482; 3 CFR, 1969 Comp., p. 139.

    Source: 35 FR 4752, Mar. 19, 1970, unless otherwise noted.



Sec. 901.1  Scope and application.

    The Construction Industry Collective Bargaining Commission hereby
states its policy and sets forth procedures for handling disputes
involving the standard labor and management organizations in the
building and construction industry. These procedures are pursuant to the
authority set forth in Executive Order 11482, dated September 22, 1969.
Section 6 of the order states that, ``The Commission is authorized to
issue such rules and regulations, and to adopt such procedures governing
its affairs, including the conduct of its disputes settlement functions,
as shall be necessary and appropriate to effectuate the objectives of
this order.''



Sec. 901.2  Policy of Commission.

    Section 3(c) of the Executive order provides that it is an objective
of the Commission ``to establish more effective machinery for the
resolution of disputes over the terms of collective bargaining
agreements which at the same time recognizes the interests of each
branch of the industry and preserves existing procedures that have been
effective.'' Accordingly, it is the policy of the Commission:
    (a) To encourage each branch of the industry without such a
procedure to establish its own procedures to facilitate the settlement
of disputes over the terms and application of collective bargaining
agreements.
    (b) To encourage each branch of the industry having such a
procedure, but which procedure is limited in application, to expand the
application of such procedure.
    (c) To encourage parties in each branch of construction with a
procedure to utilize that machinery in all possible cases.
    (d) To encourage the Federal Mediation and Conciliation Service to
refer disputes wherever possible to such machinery established in
various branches of the industry.



Sec. 901.3  Participation by Commission.

    (a) The Commission will consider participation in specific disputes
which conform with the following criteria:
    (1) The disputes will have a significant impact on construction
activity in the area involved.
    (2) The dispute concerns negotiations for a new or expiring
agreement, or a question of interpretation or application of an existing
agreement, where all other internal methods of resolution have been
exhausted.
    (b) The Commission will normally refrain from participating in
specific disputes where;
    (1) The dispute involved concerns jurisdiction of work.
    (2) The parties have failed to utilize an independent disputes
handling procedure presently in existence or subsequently established.
(A number of such procedures exists currently in several branches of the
industry.)
    (3) The parties have not fully utilized the service of the Federal
Mediation and Conciliation Service.
    (c) In setting forth a disputes procedure the Commission emphasizes
that it is not intended to provide a substitute for the collective
bargaining process. Nor is it a means to bypass or neglect existing
mediation facilities or industry branch dispute settling procedures. The
standard procedure for the Commission to accept cognizance over a
collective bargaining dispute is through referral to the Commission by
the Director of the Federal Mediation and Conciliation Service. The
Commission will exercise its judgment in accepting or declining specific
disputes. The staff of the Commission is directed to maintain close
contact with the

[[Page 8]]

Federal Mediation and Conciliation Service on all aspects of bargaining
in the construction industry and to see that critical disputes are
brought to the attention of the appropriate International Union and the
national offices of an appropriate contractor association.



Sec. 901.4  Handling of disputes by Commission.

    The Commission will determine the particular method of dispute
handling appropriate for each dispute. Section 5(a) of the Executive
order states,

    The Commission or a panel designated by the Commission may, with the
assistance of national labor organizations and national contractor
associations where appropriate, seek to mediate such dispute, or make an
investigation of the facts of the dispute and make such recommendations
to the parties for the resolution thereof as it determines appropriate.



Sec. 901.5  Agreement to refrain from strike or lockout.

    As part of its conditions for entering the dispute, the Commission
may request the parties to continue the terms or conditions of
employment without the occurrence of a strike or lockout for a 30-day
period, as set forth in section 5(a) of the Executive Order, to enhance
the functions of mediation and other related activities.



Sec. 901.6  Authority of Executive Director.

    The Commission delegates authority to the Executive Director to
accept or reject requests for Commission involvement in those instances
where a Commission meeting would not occur in sufficient time prior to a
contract expiration date to permit such involvement.



Sec. 901.7  Inquiries and correspondence with Commission.

    Inquiries to the Commission about the status of disputes or other
matters should be directed as follows:

Executive Director, Construction Industry Collective Bargaining
Commission, room 5220, Department of Labor Building, 14th and
Constitution Avenue NW., Washington, DC 20210. Telephone: (202) 961-
3736.

                        PARTS 902	999 [RESERVED]

[[Page 9]]



                   CHAPTER X--NATIONAL MEDIATION BOARD




  --------------------------------------------------------------------
Part                                                                Page
1200

[Reserved]

1201            Definitions.................................          11
1202            Rules of procedure..........................          12
1203            Applications for service....................          14
1204            Labor contracts.............................          15
1205            Notices in re: Railway Labor Act............          16
1206            Handling representation disputes under the
                    Railway Labor Act.......................          17
1207            Establishment of special adjustment boards..          18
1208            Availability of information.................          20
1209            Public observation of National Mediation
                    Board meetings..........................          26
1210-1299

 [Reserved]


Abbreviation Used in This Chapter:
    NMB = National Mediation Board.

[[Page 11]]

                          PART 1200 [RESERVED]



PART 1201_DEFINITIONS--Table of Contents



Sec.
1201.1 Carrier.
1201.2 Exceptions.
1201.3 Determination as to electric lines.
1201.4 Employee.
1201.5 Exceptions.
1201.6 Representatives.

    Authority: 44 Stat. 577, as amended; 45 U.S.C. 151-163.

    Source: 11 FR 177A-922, Sept. 11, 1946, unless otherwise noted.
Redesignated at 13 FR 8740, Dec. 30, 1948.



Sec. 1201.1  Carrier.

    The term carrier includes any express company, sleeping car company,
carrier by railroad, subject to the Interstate Commerce Act (24 Stat.
379, as amended; 49 U.S.C. 1 et seq.), and any company which is directly
or indirectly owned or controlled by or under common control with any
carrier by railroad and which operates any equipment or facilities or
performs any service (other than trucking service) in connection with
the transportation, receipt, delivery, elevation, transfer in transit,
refrigeration or icing, storage, and handling of property transported by
railroad, and any receiver, trustee, or other individual or body,
judicial or otherwise, when in the possession of the business of any
such ``carrier.''



Sec. 1201.2  Exceptions.

    (a) The term ``carrier'' shall not include any street, interurban,
or suburban electric railway, unless such railway is operating as a part
of a general steam-railroad system of transportation, but shall not
exclude any part of the general steam-railroad system of transportation
now or hereafter operated by any other motive power.
    (b) The term ``carrier'' shall not include any company by reason of
its being engaged in the mining of coal, the supplying of coal to
carrier where delivery is not beyond the tipple, and the operation of
equipment or facilities therefor or any of such activities.



Sec. 1201.3  Determination as to electric lines.

    The Interstate Commerce Commission is hereby authorized and directed
upon request of the Mediation Board or upon complaint of any part
interested to determine after hearing whether any line operated by
electric power falls within the terms of this part.



Sec. 1201.4  Employee.

    The term employee as used in this part includes every person in the
service of a carrier (subject to its continuing authority to supervise
and direct the manner of rendition of his service) who performs any work
defined as that of an employee or subordinate official in the orders of
the Interstate Commerce Commission now in effect, and as the same may be
amended or interpreted by orders hereafter entered by the Commission
pursuant to the authority which is hereby conferred upon it to enter
orders amending or interpreting such existing orders: Provided, however,
That no occupational classification made by order of the Interstate
Commerce Commission shall be construed to define the crafts according to
which railway employees may be organized by their voluntary action, nor
shall the jurisdiction or powers of such employee organizations be
regarded as in any way limited or defined by the provisions of this Act
or by the orders of the Commission.



Sec. 1201.5  Exceptions.

    The term ``employee'' shall not include any individual while such
individual is engaged in the physical operations consisting of the
mining of coal, the preparation of coal, the handling (other than
movement by rail with standard locomotives) of coal not beyond the mine
tipple, or the loading of coal at the tipple.



Sec. 1201.6  Representatives.

    The term representative means any person or persons, labor union,
organization, or corporation designated either by a carrier or group of
carriers or by its or their employees, to act for it or them.

[[Page 12]]



PART 1202_RULES OF PROCEDURE--Table of Contents



Sec.
1202.1 Mediation.
1202.2 Interpretation of mediation agreements.
1202.3 Representation disputes.
1202.4 Secret ballot.
1202.5 Rules to govern elections.
1202.6 Access to carrier records.
1202.7 Who may participate in elections.
1202.8 Hearings on craft or class.
1202.9 Appointment of arbitrators.
1202.10 Appointment of referees.
1202.11 Emergency boards.
1202.12 National Air Transport Adjustment Board.
1202.13 Air carriers.
1202.14 Labor members of Adjustment Board.
1202.15 Length of briefs in NMB hearing proceedings.

    Authority: 44 Stat. 577, as amended; 45 U.S.C. 151-163.

    Source: 11 FR 177A-922, Sept. 11, 1946, unless otherwise noted.
Redesignated at 13 FR 8740, Dec. 30, 1948.



Sec. 1202.1  Mediation.

    The mediation services of the Board may be invoked by the parties,
or either party, to a dispute between an employee or group of employees
and a carrier concerning changes in rates of pay, rules, or working
conditions not adjusted by the parties in conference; also, concerning a
dispute not referable to the National Railroad Adjustment Board or
appropriate airline adjustment board, when not adjusted in conference
between the parties, or where conferences are refused. The National
Mediation Board may proffer its services in case any labor emergency is
found by it to exist at any time.



Sec. 1202.2  Interpretation of mediation agreements.

    Under section 5, Second, of title I of the Railway Labor Act, in any
case in which a controversy arises over the meaning or application of
any agreement reached through mediation, either party to said agreement,
or both, may apply to the National Mediation Board for an interpretation
of the meaning or application of such agreement. Upon receipt of such
request, the Board shall, after a hearing of both sides, give its
interpretation within 30 days.



Sec. 1202.3  Representation disputes.

    If any dispute shall arise among a carrier's employees as to who are
the representatives of such employees designated and authorized in
accordance with the requirements of the Railway Labor Act, it is the
duty of the Board, upon request of either party to the dispute, to
investigate such dispute and certify to both parties, in writing, the
name or names of individuals or organizations that have been designated
and authorized to represent the employees involved in the dispute, and
to certify the same to the carrier.



Sec. 1202.4  Secret ballot.

    In conducting such investigation, the Board is authorized to take a
secret ballot of the employees involved, or to utilize any other
appropriate method of ascertaining the names of their duly designated
and authorized representatives in such manner as shall insure the choice
of representatives by the employees without interference, influence, or
coercion exercised by the carrier. Except in unusual or extraordinary
circumstances, in a secret ballot the Board shall determine the choice
of representative based on the majority of valid ballots cast.

[75 FR 26088, June 10, 2010]



Sec. 1202.5  Rules to govern elections.

    In the conduct of a representation election, the Board shall
designate who may participate in the election, which may include a
public hearing on craft or class, and establish the rules to govern the
election, or may appoint a committee of three neutral persons who after
hearing shall within 10 days designate the employees who may participate
in the election.



Sec. 1202.6  Access to carrier records.

    Under the Railway Labor Act the Board has access to and has power to
make copies of the books and records of the carriers to obtain and
utilize such information as may be necessary to fulfill its duties with
respect to representatives of carrier employees.

[[Page 13]]



Sec. 1202.7  Who may participate in elections.

    As mentioned in Sec. 1202.3, when disputes arise between parties to
a representation dispute, the National Mediation Board is authorized by
the Act to determine who may participate in the selection of employees
representatives.



Sec. 1202.8  Hearings on craft or class.

    In the event the contesting parties or organizations are unable to
agree on the employees eligible to participate in the selection of
representatives, and either party makes application by letter for a
formal hearing before the Board to determine the dispute, the Board may
in its discretion hold a public hearing, at which all parties interested
may present their contentions and argument, and at which the carrier
concerned is usually invited to present factual information. At the
conclusion of such hearings the Board customarily invites all interested
parties to submit briefs supporting their views, and after considering
the evidence and briefs, the Board makes a determination or finding,
specifying the craft or class of employees eligible to participate in
the designation of representatives.



Sec. 1202.9  Appointment of arbitrators.

    Section 5, Third, (a) of the Railway Labor Act provides in the event
mediation of a dispute is unsuccessful, the Board endeavors to induce
the parties to submit their controversy to arbitration. If the parties
so agree, and the arbitrators named by the parties are unable to agree
upon the neutral arbitrator or arbitrators, as provided in section 7 of
the Railway Labor Act, it becomes the duty of the Board to name such
neutral arbitrators and fix the compensation for such service. In
performing this duty, the Board is required to appoint only those whom
it deems wholly disinterested in the controversy, and to be impartial
and without bias as between the parties thereto.



Sec. 1202.10  Appointment of referees.

    Section 3, Third, (e) title I of the act makes it the duty of the
National Mediation Board to appoint and fix the compensation for service
a neutral person known as a ``referee'' in any case where a division of
the National Railroad Adjustment Board becomes deadlocked on an award,
such referee to sit with the division and make an award. The National
Mediation Board in appointing referees is bound by the same requirements
that apply in the appointment of neutral arbitrators as outlined in
Sec. 1202.9



Sec. 1202.11  Emergency boards.

    Under the terms of section 10 of the Railway Labor Act, if a dispute
between a carrier and its employees is not adjusted through mediation or
the other procedures prescribed by the act, and should, in the judgment
of the National Mediation Board, threaten to interrupt interstate
commerce to a degree such as to deprive any section of the country of
essential transportation service, the Board shall notify the President,
who may thereupon, in his discretion, create an emergency board to
investigate and report to him respecting such dispute. An emergency
board may be composed of such number of persons as the President
designates, and persons so designated shall not be pecuniarily or
otherwise interested in any organization of employees or any carrier.
The compensation of emergency board members is fixed by the President.
An emergency board is created separately in each instance, and is
required to investigate the facts as to the dispute and report thereon
to the President within 30 days from the date of its creation.



Sec. 1202.12  National Air Transport Adjustment Board.

    Under section 205, title II, of the Railway Labor Act, when in the
judgment of the National Mediation Board it becomes necessary to
establish a permanent national board of adjustment for the air carriers
subject to the act to provide for the prompt and orderly settlement of
disputes between the employees and the carriers growing out of
grievances, or out of the application or interpretation of working
agreements, the Board is empowered by its order made, published, and
served, to direct the air carriers and labor organizations, national in
scope, to select and designate four representatives to constitute a
Board known as the National Air Transport Adjustment Board. Two

[[Page 14]]

members each shall be selected by the air carriers and the labor
organizations of their employees. Up to the present time, it has not
been considered necessary to establish the National Air Transport
Adjustment Board.



Sec. 1202.13  Air carriers.

    By the terms of title II of the Railway Labor Act, which was
approved April 10, 1936, all of title I, except section 3, which relates
to the National Railroad Adjustment Board, was extended to cover every
common carrier by air engaged in interstate or foreign commerce, and
every carrier by air transporting mail for or under contract with the
United States Government, and to all employees or subordinate officials
of such air carriers.



Sec. 1202.14  Labor members of Adjustment Board.

    Section 3, First, (f) of title I of the Railway Labor Act relating
to the settlement of disputes among labor organizations as to the
qualification of any such organization to participate in the selection
of labor members of the Adjustment Board, places certain duties upon the
National Mediation Board. This section of the act is quoted below:

    (f) In the event a dispute arises as to the right of any national
labor organization to participate as per paragraph (c) of this section
in the selection and designation of the labor members of the Adjustment
Board, the Secretary of Labor shall investigate the claim of such labor
organization to participate, and if such claim in the judgment of the
Secretary of Labor has merit, the secretary shall notify the Mediation
Board accordingly, and within 10 days after receipt of such advice the
Mediation Board shall request those national labor organizations duly
qualified as per paragraph (c) of this section to participate in the
selection and designation of the labor members of the Adjustment Board
to select a representative. Such representatives, together with a
representative likewise designated by the claimant, and a third or
neutral party designated by the Mediation Board, constituting a board of
three, shall within 30 days after the appointment of the neutral member
investigate the claims of the labor organization desiring participation
and decide whether or not it was organized in accordance with section 2,
hereof, and is otherwise properly qualified to participate in the
selection of the labor members of the Adjustment Board, and the findings
of such boards of three shall be final and binding.



Sec. 1202.15  Length of briefs in NMB hearing proceedings.

    (a) In the event briefs are authorized by the Board or the assigned
Hearing Officer, principal briefs shall not exceed fifty (50) pages in
length and reply briefs, if permitted, shall not exceed twenty-five (25)
pages in length unless the participant desiring to submit a brief in
excess of such limitation requests a waiver of such limitation from the
Board which is received within five (5) days of the date on which the
briefs were ordered or, in the case of a reply brief, within five (5)
days of receipt of the principal brief, and in such cases the Board may
require the filing of a summary of argument, suitably paragraphed which
shoud be a succinct, but accurate and clear, condensation of the
argument actually made in the brief.
    (b) The page limitations provided by this section (Sec. 1202.15)
are exclusive of those pages containing the table of contents, tables of
citations and any copies of administrative or court decisions which have
been cited in the brief. All briefs shall be submitted on standard 8\1/
2\ x 11 inch paper with double spaced type.
    (c) Briefs not complying with this section (Sec. 1202.15) will be
returned promptly to their initiators.

[44 FR 10601, Feb. 22, 1979]



PART 1203_APPLICATIONS FOR SERVICE--Table of Contents



Sec.
1203.1 Mediation services.
1203.2 Investigation of representation disputes.
1203.3 Interpretation of mediation agreements.

    Authority: 44 Stat. 577, as amended; 45 U.S.C. 151-163.



Sec. 1203.1  Mediation services.

    Applications for the mediation services of the National Mediation
Board under section 5, First, of the Railway Labor Act, may be made on
printed forms N.M.B. 2, copies of which may be secured from the Board's
Chief of Staff's Office or on the Internet at

[[Page 15]]

www.nmb.gov. Such applications and all correspondence connected
therewith should be submitted in duplicate. The application should show
the exact nature of the dispute, the number of employees involved, name
of the carrier and name of the labor organization, date of agreement
between the parties, if any, date and copy of notice served by the
invoking party to the other and date of final conference between the
parties. Application should be signed by the highest officer of the
carrier who has been designated to handle disputes under the Railway
Labor Act, or by the chief executive of the labor organization,
whichever party files the application. These applications, after
preliminary investigation in the Board's offices, are given docket
number in series ``A'' and the cases are assigned for mediation to Board
members or to mediators on the Board's staff.

[11 FR 177A-923, Sept. 11, 1946. Redesignated at 13 FR 8740, Dec. 30,
1948, as amended at 64 FR 40287, July 26, 1999]



Sec. 1203.2  Investigation of representation disputes.

    Applications for the services of the National Mediation Board under
section 2, ninth, of the Railway Labor Act to investigate representation
disputes among carriers' employees may be made on printed forms NMB-3,
copies of which may be secured from the Board's Representation and Legal
Department or on the Internet at www.nmb.gov. Such applications and all
correspondence connected therewith should be filed in duplicate and the
applications should be accompanied by signed authorization cards from
the employees composing the craft or class involved in the dispute. The
applications should show specifically the name or description of the
craft of class of employees involved, the name of the invoking
organization, the name of the organization currently representing the
employees, if any, and the estimated number of employees in each craft
or class involved. The applications should be signed by the chief
executive of the invoking organization, or other authorized officer of
the organization. These disputes are given docket numbers in series
``R''.

[43 FR 30053, July 13, 1978, as amended at 64 FR 40287, July 26, 1999]



Sec. 1203.3  Interpretation of mediation agreements.

    (a) Applications may be filed with the Board's Chief of Staff under
section 5, Second, of the Railway Labor Act, for the interpretation of
agreements reached in mediation under section 5, First. Such
applications may be made by letter from either party to the mediation
agreement stating the specific question on which an interpretation is
desired.
    (b) This function of the National Mediation Board is not intended to
conflict with the provisions of section 3 of the Railway Labor Act.
Providing for interpretation of agreements by the National Railroad
Adjustment Board. Many complete working agreements are revised with the
aid of the Board's mediating services, and it has been the Board's
policy that disputes involving the interpretation or application of such
agreements should be handled by the Adjustment Board. Under this section
of the law the Board when called upon may only consider and render an
interpretation on the specific terms of an agreement actually signed in
mediation, and not for matters incident or corollary thereto.

[11 FR 177A-923, Sept. 11, 1946. Redesignated at 13 FR 8740, Dec. 30,
1948, as amended at 64 FR 40287, July 26, 1999]



PART 1204_LABOR CONTRACTS--Table of Contents



Sec.
1204.1 Making and maintaining contracts.
1204.2 Arbitrary changing of contracts.
1204.3 Filing of contracts.

    Authority: 44 Stat. 577, as amended; 45 U.S.C. 151-163.

    Source: 11 FR 177A-924, Sept. 11, 1946, unless otherwise noted.
Redesignated at 13 FR 8740, Dec. 30, 1948.



Sec. 1204.1  Making and maintaining contracts.

    It is the duty of all carriers, their officers, agents, and
employees to exert every reasonable effort to make and

[[Page 16]]

maintain contracts covering rates of pay, rules, and working
conditions.



Sec. 1204.2  Arbitrary changing of contracts.

    No carrier, its officers, or agents shall change the rates of pay,
rules, or working conditons of its employees, as a class as embodied in
agreements except in the manner prescribed in such agreements or in
section 6 of the Railway Labor Act.



Sec. 1204.3  Filing of contracts.

    Section 5, Third, (e) of the Railway Labor Act requires all carriers
to file with the National Mediation Board copies of all contracts in
effect with organizations representing their employees, covering rates
of pay, rules, and working conditions. Several thousand of such
contracts are on file in the Board's Washington office and are available
for inspection by interested parties.



PART 1205_NOTICES IN RE: RAILWAY LABOR ACT--Table of Contents



Sec.
1205.1 Handling of disputes.
1205.2 Employees' Bill of Rights.
1205.3 General Order No. 1.
1205.4 Substantive rules.

    Authority: 44 Stat. 577, as amended; 45 U.S.C. 151-163.

    Source: 11 FR 177A-924, Sept. 11, 1946, unless otherwise noted.
Redesignated at 13 FR 8740, Dec. 30, 1948.



Sec. 1205.1  Handling of disputes.

    Section 2, Eighth, of the Railway Labor Act provides that every
carrier shall notify its employees by printed notices in such form and
posted at such times and places as shall be specified by order of the
Mediation Board and requires that all disputes between a carrier and its
employees will be handled in accordance with the requirements of the
act. In such notices there must be printed verbatim, in large type, the
third, fourth, and fifth paragraphs of said section 2, Eighth, of the
Railway Labor Act.



Sec. 1205.2  Employees' Bill of Rights.

    The provisions of the third, fourth, and fifth paragraphs of section
2 are by law made a part of the contract of employment between the
carrier and each employee and shall be binding upon the parties
regardless of any other express or implied agreements between them.
Under these provisions the employees are guaranteed the right to
organize without interference of management, the right to determine who
shall represent them, and the right to bargain collectively through such
representatives. This section makes it unlawful for any carrier to
require any person seeking employment to sign any contract promising to
join or not to join a labor organization. Violation of the foregoing
provisions is a misdemeanor under the law and subjects the offender to
punishment.



Sec. 1205.3  General Order No. 1.

    General Order No. 1, issued August 14, 1934, is the only order the
Board has issued since its creation in 1934. This order sent to the
President of each carrier coming under the act transmitted a sample copy
of the Mediation Board's Form MB-1 known as ``Notice in re: Railway
Labor Act.'' The order prescribes that such notices are to be standard
as to contents, dimensions of sheet, and size of type and that they
shall be posted promptly and maintained continuously in readable
condition on all the usual and customary bulletin boards giving
information to employees and at such other places as may be necessary to
make them accessible to all employees. Such notices must not be hidden
by other papers or otherwise obscured from view.



Sec. 1205.4  Substantive rules.

    The only substantive rules issued by the National Mediation Board
are those authorized under section 2, Ninth, of the Railway Labor Act to
implement the procedure of determining employee representation.

[12 FR 2451, Apr. 16, 1947. Redesignated at 13 FR 8740, Dec. 30, 1948,
as amended at 64 FR 40287, July 26, 1999]

[[Page 17]]



PART 1206_HANDLING REPRESENTATION DISPUTES UNDER THE RAILWAY LABOR
ACT--Table of Contents



Sec.
1206.1 Run-off elections.
1206.2 Percentage of valid authorizations required to determine
          existence of a representation dispute.
1206.3 Age of authorization cards.
1206.4 Time limits on applications.
1206.5 Eligibility of dismissed employees to vote.
1206.6 Construction of this part.
1206.7 Amendment or rescission of rules in this part.

    Authority: 44 Stat. 577, as amended; 45 U.S.C. 151-163.

    Source: 12 FR 3083, May 10, 1947, unless otherwise noted.
Redesignated at 13 FR 8740, Dec. 30, 1948.



Sec. 1206.1  Run-off elections.

    (a) In an election among any craft or class where three or more
options (including the option for no representation) receive valid
votes, if no option receives a majority of the legal votes cast, or in
the event of a tie vote, the Board shall authorize a run-off election.
    (b) In the event a run-off election is authorized by the Board, the
names of the two options which received the highest number of votes cast
in the first election shall be placed on the run-off ballot, and no
blank line on which voters may write in the name of any organization or
individual will be provided on the run-off ballot.
    (c) Employees who were eligible to vote at the conclusion of the
first election shall be eligible to vote in the run-off election except:
    (1) Those employees whose employment relationship has terminated;
and
    (2) Those employees who are no longer employed in the craft or
class.

[77 FR 75549, Dec. 21, 2012]



Sec. 1206.2  Percentage of valid authorizations required to
determine existence of a representation dispute.

    (a) Upon receipt of an application requesting that an organization
or individual be certified as the representative of any craft or class
of employees, a showing of proved authorizations (checked and verified
as to date, signature, and employment status) from at least fifty (50)
percent of the craft or class must be made before the National Mediation
Board will authorize an election or otherwise determine the
representation desires of the employees under the provisions of section
2, Ninth, of the Railway Labor Act.
    (b) Any intervening individual or organization must also produce
proved authorizations (checked and verified as to date, signature, and
employment status) from at least fifty (50) percent of the craft or
class of employees involved to warrant placing the name of the
intervenor on the ballot.

[77 FR 75549, Dec. 21, 2012]



Sec. 1206.3  Age of authorization cards.

    Authorizations must be signed and dated in the employee's own
handwriting or witnessed mark. No authorizations will be accepted by the
National Mediation Board in any employee representation dispute which
bear a date prior to one year before the date of the application for the
investigation of such dispute.



Sec. 1206.4  Time limits on applications.

    Except in unusual or extraordinary circumstances, the National
Mediation Board will not accept an application for investigation of a
representation dispute among employees of a carrier:
    (a) For a period of two (2) years from the date of a certification
covering the same craft or class of employees on the same carrier, and
    (b) For a period of one (1) year from the date on which:
    (1) The Board dismissed a docketed application after having
conducted an election among the same craft or class of employees on the
same carrier and less than a majority of valid ballots cast were for
representation; or
    (2) The Board dismissed a docketed application covering the same
craft or class of employees on the same carrier because no dispute
existed as defined in Sec. 1206.2 of these rules; or
    (3) The Board dismissed a docketed application after the applicant
withdrew an application covering the same craft or class of employees on
the same

[[Page 18]]

carrier after the application was docketed by the Board.

[44 FR 10602, Feb. 22, 1979, as amended at 75 FR 26088, May 11, 2010]



Sec. 1206.5  Eligibility of dismissed employees to vote.

    Dismissed employees whose requests for reinstatement account of
wrongful dismissal are pending before proper authorities, which includes
the National Railroad Adjustment Board or other appropriate adjustment
board, are eligible to participate in elections among the craft or class
of employees in which they are employed at time of dismissal. This does
not include dismissed employees whose guilt has been determined, and who
are seeking reinstatement on a leniency basis.

[12 FR 3083, May 10, 1947. Redesignated at 13 FR 8740, Dec. 30, 1948,
and further redesignated at 77 FR 75549, Dec. 21, 2012]



Sec. 1206.6  Construction of this part.

    The rules and regulations in this part shall be liberally construed
to effectuate the purposes and provisions of the act.

[12 FR 3083, May 10, 1947. Redesignated at 13 FR 8740, Dec. 30, 1948,
and further redesignated at 77 FR 75549, Dec. 21, 2012]



Sec. 1206.7  Amendment or rescission of rules in this part.

    (a) The Board may at any time amend or rescind any rule or
regulation in this part by following the public rulemaking procedures
under the Administrative Procedure Act (5 U.S.C. 553) and after
providing the opportunity for a public hearing.
    (b) The requirements of paragraph (a) of this section shall not
apply to any rule or proposed rule to which the third sentence of
section 553(b) of the Administrative Procedure Act applies.
    (c) Any interested person may petition the Board, in writing, for
the issuance, amendment, or repeal of a rule or regulation in this part.
An original and three copies of such petition shall be filed with the
Board in Washington, DC, and shall state the rule or regulation proposed
to be issued, amended, or repealed, together with a statement of grounds
in support of such petition.

[77 FR 75549, Dec. 21, 2012]



PART 1207_ESTABLISHMENT OF SPECIAL ADJUSTMENT BOARDS--Table of Contents



Sec.
1207.1 Establishment of special adjustment boards (PL Boards).
1207.2 Requests for Mediation Board action.
1207.3 Compensation of neutrals.
1207.4 Designation of PL Boards, filing of agreements, and disposition
          of records.

    Authority: 44 Stat. 577, as amended; 45 U.S.C. 151-163.

    Source: 31 FR 14644, Nov. 17, 1966, unless otherwise noted.



Sec. 1207.1  Establishment of special adjustment boards (PL Boards).

    Public Law 89-456 (80 Stat. 208) governs procedures to be followed
by carriers and representatives of employees in the establishment and
functioning of special adjustment boards, hereinafter referred to as PL
Boards. Public Law 89-456 requires action by the National Mediation
Board in the following circumstances:
    (a) Designation of party member of PL Board. Public Law 89-456
provides that within thirty (30) days from the date a written request is
made by an employee representative upon a carrier, or by a carrier upon
an employee representative, for the establishment of a PL Board, an
agreement establishing such a Board shall be made. If, however, one
party fails to designate a member of the Board, the party making the
request may ask the Mediation Board to designate a member on behalf of
the other party. Upon receipt of such request, the Mediation Board will
notify the party which failed to designate a partisan member for the
establishment of a PL Board of the receipt of the request. The Mediation
Board will then designate a representative on behalf of the party upon
whom the request was made. This representative will be an individual
associated in interest with the party he is to represent. The designee,
together with the member appointed by the party requesting the
establishment of the PL Board, shall constitute the Board.

[[Page 19]]

    (b) Appointment of a neutral to determine matters concerning the
establishment and/or jurisdiction of a PL Board. (1) When the members of
a PL Board constituted in accordance with paragraph (a) of this section,
for the purpose of resolving questions concerning the establishment of
the Board and/or its jurisdiction, are unable to resolve these matters,
then and in that event, either party may ten (10) days thereafter
request the Mediation Board to appoint a neutral member to determine
these procedural issues.
    (2) Upon receipt of this request, the Mediation Board will notify
the other party to the PL Board. The Mediation Board will then designate
a neutral member to sit with the PL Board and resolve the procedural
issues in dispute. When the neutral has determined the procedural issues
in dispute, he shall cease to be a member of the PL Board.
    (c) Appointment of neutral to sit with PL Boards and dispose of
disputes. (1) When the members of a PL Board constituted by agreement of
the parties, or by the appointment of a party member by the Mediation
Board, as described in paragraph (a) of this section, are unable within
ten (10) days after their failure to agree upon an award to agree upon
the selection of a neutral person, either member of the Board may
request the Mediation Board to appoint such neutral person and upon
receipt of such request, the Mediation Board shall promptly make such
appointment.
    (2) A request for the appointment of a neutral under paragraph (b)
of this section or this paragraph (c) shall;
    (i) Show the authority for the request--Public Law 89-456, and
    (ii) Define and list the proposed specific issues or disputes to be
heard.



Sec. 1207.2  Requests for Mediation Board action.

    (a) Requests for the National Mediation Board to appoint neutrals or
party representatives should be made on NMB Form 5.
    (b) Those authorized to sign request on behalf on parties:
    (1) The ``representative of any craft or class of employees of a
carrier,'' as referred to in Public Law 89-456, making request for
Mediation Board action, shall be either the General Chairman, Grand
Lodge Officer (or corresponding officer of equivalent rank), or the
Chief Executive of the representative involved. A request signed by a
General Chairman or Grand Lodge Officer (or corresponding officer of
equivalent rank) shall bear the approval of the Chief Executive of the
employee representative.
    (2) The ``carrier representative'' making such a request for the
Mediation Board's action shall be the highest carrier officer designated
to handle matters arising under the Railway Labor Act.
    (c) Docketing of PL Board agreements: The National Mediation Board
will docket agreements establishing PL Board, which agreements meet the
requirements of coverage as specified in Public Law 89-456. No neutral
will be appointed under Sec. 1207.1(c) until the agreement establishing
the PL Board has been docketed by the Mediation Board.



Sec. 1207.3  Compensation of neutrals.

    (a) Neutrals appointed by the National Mediation Board. All neutral
persons appointed by the National Mediation Board under the provisions
of Sec. 1207.1 (b) and (c) will be compensated by the Mediation Board
in accordance with legislative authority. Certificates of appointment
will be issued by the Mediation Board in each instance.
    (b) Neutrals selected by the parties. (1) In cases where the party
members of a PL Board created under Public Law 89-456 mutually agree
upon a neutral person to be a member of the Board, the party members
will jointly so notify the Mediation Board, which Board will then issue
a certificate of appointment to the neutral and arrange to compensate
him as under paragraph (a) of this section.
    (2) The same procedure will apply in cases where carrier and
employee representatives are unable to agree upon the establishment and
jurisdiction of a PL Board, and mutually agree upon a procedural neutral
person to sit with them as a member and determine such issues.

[[Page 20]]



Sec. 1207.4  Designation of PL Boards, filing of agreements, and
disposition of records.

    (a) Designation of PL Boards. All special adjustment boards created
under Public Law 89-456 will be designated PL Boards, and will be
numbered serially, commencing with No. 1, in the order of their
docketing by the National Mediation Board.
    (b) Filing of agreements. The original agreement creating the PL
Board under Public Law 89-456 shall be filed with the National Mediation
Board at the time it is executed by the parties. A copy of such
agreement shall be filed by the parties with the Administrative Officer
of the National Railroad Adjustment Board, Chicago, Ill.
    (c) Disposition of records. Since the provisions of section 2(a) of
Public Law 89-456 apply also to the awards of PL Boards created under
this Act, two copies of all awards made by the PL Boards, together with
the record of proceedings upon which such awards are based, shall be
forwarded by the neutrals who are members of such Boards, or by the
parties in case of disposition of disputes by PL Boards without
participation of neutrals, to the Administrative Officer of the National
Railroad Adjustment Board, Chicago, Ill., for filing, safekeeping, and
handling under the provisions of section 2(q), as may be required.



PART 1208_AVAILABILITY OF INFORMATION--Table of Contents



Sec.
1208.1 Purpose.
1208.2 Production or disclosure of material or information.
1208.3 General policy.
1208.4 Material relating to representation function.
1208.5 Material relating to mediation function--confidential.
1208.6 Schedule of fees and methods of payment for services rendered.
1208.7 Compliance with subpoenas.

    Authority: 5 U.S.C. 552; 45 U.S.C. 151-163.

    Source: 39 FR 1751, Jan. 14, 1974, unless otherwise noted.



Sec. 1208.1  Purpose.

    The purpose of this part is to set forth the basic policies of the
National Mediation Board and the National Railroad Adjustment Board in
regard to the availability and disclosure of information in the
possession of the NMB and the NRAB.



Sec. 1208.2  Production or disclosure of material or information.

    (a) Requests for identifiable records and copies. (1) All requests
for National Mediation Board records shall be filed in writing by
mailing, faxing, or delivering the request to the Chief of Staff,
National Mediation Board, Washington, DC 20572.
    (2) The request shall reasonably describe the records being sought
in a manner which permits identification and location of the records.
    (i) If the description is insufficient to locate the records, the
National Mediation Board will so notify the person making the request
and indicate the additional information needed to identify the records
requested.
    (ii) Every reasonable effort shall be made by the Board to assist in
the identification and location of the records sought.
    (3) Upon receipt of a request for the records the Chief of Staff
shall maintain records in reference thereto which shall include the date
and time received, the name and address of the requester, the nature of
the records requested, the action taken, the date the determination
letter is sent to the requester, appeals and action thereon, the date
any records are subsequently furnished the number of staff hours and
grade levels of persons who spent time responding to the request, and
the payment requested and received.
    (4) All time limitations established pursuant to this section with
respect to processing initial requests and appeals shall commence at the
time a written request for records is received at the Board's offices in
Washington, DC.
    (i) An oral request for records shall not begin any time
requirement.
    (ii) [Reserved]
    (b) Processing the initial request--(1) Time limitations. Within 20
working days (excepting Saturdays, Sundays, and working holidays) after
a request for records is received, the Chief of Staff shall determine
and inform the

[[Page 21]]

requester by letter whether or the extent to which the request will be
complied with, unless an extension is taken under paragraph (b)(3) of
this section.
    (2) Such reply letter shall include:
    (i) A reference to the specific exemption or exemptions under the
Freedom of Information Act (5 U.S.C. 552) authorizing the withholding of
the record, a brief explanation of how the exemption applies to the
record withheld.
    (ii) The name or names and positions of the person or persons, other
than the Chief of Staff, responsible for the denial.
    (iii) A statement that the denial may be appealed within thirty days
by writing to the Chairman, National Mediation Board, Washington, D. C.
20572, and that judicial review will thereafter be available in the
district in which the requester resides, or has his principal place of
business, or the district in which the agency records are situated, or
the District of Columbia.
    (3) Extension of time. In unusual circumstances as specified in this
paragraph, the Chief of Staff may extend the time for initial
determination on requests up to a total of ten days (excluding
Saturdays, Sundays, and legal public holidays). Extensions shall be
granted in increments of five days or less and shall be made by written
notice to the requester which sets forth the reason for the extension
and the date on which a determination is expected to be dispatched. As
used in this paragraph ``unusual circumstances'' means, but only to the
extent necessary to the proper processing of the request:
    (i) The need to search for and collect the requested records from
field facilities or other establishments that are separate from the
office processing the request;
    (ii) The need to search for, collect, and appropriately examine a
voluminous amount of separate and distinct records which are demanded in
a single request; or
    (iii) The need for consultation, which shall be conducted with all
practicable speed, with another agency or another division having
substantial interest in the determination of the request, or the need
for consultation among two or more components of the agency having
substantial subject matter interest therein.
    (4) Treatment of delay as a denial. If no determination has been
dispatched at the end of the ten-day period, or the last extension
thereof, the requester may deem his request denied, and exercise a right
of appeal, in accordance with paragraph (c) of this section. When no
determination can be dispatched within the applicable time limit, the
responsible official shall nevertheless continue to process the request;
on expiration of the time limit he shall inform the requester of the
reason for the delay, of the date on which a determination may be
expected to be dispatched, and of his right to treat the delay as a
denial and to appeal to the Chairman of the Board in accordance with
paragraph (c) of this section and he may ask the requester to forego
appeal until a determination is made.
    (c) Appeals to the Chairman of the Board. (1) When a request for
records has been denied in whole or in part by the Chief of Staff or
other person authorized to deny requests, the requester may, within
thirty days of its receipt, appeal the denial to the Chairman of the
Board. Appeals to the Chairman shall be in writing, addressed to the
Chairman, National Mediation Board, Washington, DC 20572.
    (2) The Chairman of the Board will act upon the appeal within twenty
working days (excluding Saturdays, Sundays and legal public holidays) of
its receipt unless an extension is made under paragraph (c)(3) of this
section.
    (3) In unusual circumstances as specified in this paragraph (c)(3),
the time for action on an appeal may be extended up to ten days
(excluding Saturdays, Sundays and legal public holidays) minus any
extension granted at the initial request level pursuant to paragraph
(b)(3) of this section. Such extension shall be made written notice to
the requester which sets forth the reason for the extension and the date
on which a determination is expected to be dispatched. As used in this
paragraph (c)(3) ``unusual circumstances'' means, but only to the extent
necessary to the proper processing of the appeal:

[[Page 22]]

    (i) The need to search for and collect the requested records from
field facilities or other establishments that are separate from the
office processing the request;
    (ii) The need to search for, collect, and appropriately examine a
voluminous amount of separate and distinct records which are demanded in
a single request; or
    (iii) The need for consultation, which shall be conducted with all
practicable speed, with another agency or another division having
substantial interest in the determination of the request or the need for
consultation among components of the agency having substantial subject
matter interest therein.
    (4) Treatment of delay as a denial. If no determination on the
appeal has been dispatched at the end of the twenty-day period or the
last extension thereof, the requester is deemed to have exhausted his
administrative remedies, giving rise to a right of review in a district
court of the United States, as specified in 5 U.S.C. 552(a)(4). When no
determination can be dispatched within the applicable time limit, the
appeal will nevertheless continue to be processed; on expiration of the
time limit the requester shall be informed of the reason for the delay,
of the date on which a determination may be expected to be dispatched,
and of his right to seek judicial review in the United States district
court in the district in which he resides or has his principal place of
business, the district in which the Board records are situated or the
District of Columbia. The requester may be asked to forego judicial
review until determination of the appeal.
    (d) Indexes of certain records. The National Mediation Board at its
office in Washington, DC will maintain, make available for public
inspection and copying, and publish quarterly (unless the Board
determines by order published in the Federal Register that such
publication would be unnecessary or impracticable) a current index of
the materials available at the Board offices which are required to be
indexed by 5 U.S.C. 552(a)(2).
    (1) A copy of such index shall be available at cost from the
National Mediation Board, Washington, DC 20572.
    (2) [Reserved]

[63 FR 44394, Aug. 19, 1998]



Sec. 1208.3  General policy.

    (a) Public policy and the successful effectuation of the NMB's
mission require that Board members and the employees of the NMB maintain
a reputation for impartiality and integrity. Labor and management and
other interested parties participating in mediation efforts must have
assurance, as must labor organizations and individuals involved in
questions of representation, that confidential information disclosed to
Board members and employees of the NMB will not be divulged, voluntarily
or by compulsion.
    (b) Notwithstanding this general policy, the Board will under all
circumstances endeavor to make public as much information as can be
allowed.



Sec. 1208.4  Material relating to representation function.

    (a) The documents constituting the record of a case, such as the
notices of hearing, motions, rulings, orders, stenographic reports of
the hearings, briefs, exhibits, findings upon investigation,
determinations of craft or class, interpretations, dismissals,
withdrawals, and certifications, are matters of official record and are
available for inspection and examination during the usual business hours
at the Board's offices in Washington.
    (b) This part notwithstanding, the Board will treat as confidential
the evidence submitted in connection with a representation dispute and
the investigatory file pertaining to the representation function.



Sec. 1208.5  Material relating to mediation function--confidential.

    (a) All files, reports, letters, memoranda, documents, and papers
(hereinafter referred to as confidential documents) relating to the
mediation function of the NMB, in the custody of the NMB or its
employees relating to or acquired in their mediatory capacity under any
applicable section of the Railway Labor Act of 1926, as amended, are
hereby declared to be confidential. No such confidential documents or
the material contained therein shall be disclosed to any unauthorized
person, or

[[Page 23]]

be taken or withdrawn, copied or removed from the custody of the NMB or
its employees by any person or by any agent of such person or his
representative without the explicit consent of the NMB.
    (b) However, the following specific documents: Invocation or proffer
of mediation, the reply or replies of the parties, the proffer of
arbitration and replies thereto, and the notice of failure of mediatory
efforts in cases under section 5, First of the Railway Labor Act, as
amended, are matters of official record and are available for inspection
and examination.
    (c) Interpretations of mediation agreements by the NMB, arising out
of section 5, Second, of the Railway Labor Act, as amended, are public
records and are therefore open for public inspection and examination.



Sec. 1208.6  Schedule of fees and methods of payment for services
rendered.

    (a) Definitions. For the purposes of this section the following
definitions apply:
    (1) Direct costs means those expenditures which the National
Mediation Board actually incurs in searching for, duplicating, and, in
the case of commercial requesters, reviewing documents to respond to a
FOIA request. For example, direct costs include the salary of the
employee performing the work (the basic rate of pay for the employee
plus sixteen percent of the rate to cover benefits) and the cost of
operating duplicating machinery. Not included in direct costs are
overhead expenses such as costs of space and heating or lighting the
facility in which the records are stored.
    (2) Search includes all time spent looking for material that is
responsive to a request, including page-by-page and line-by-line
identification of material within documents. Searches may be done
manually or by computer using existing programming.
    (3) Duplication refers to the process of making a copy of a document
necessary to respond to a FOIA request. Such copies can take the form of
paper copy, microfilm, audiovisual materials, or machine readable
documentation (e.g., magnetic tape or disk), among others.
    (4) Review refers to the process of examining documents located in
response to a commercial use request (see paragraph (a)(5) of this
section) to determine whether any portion of any document located is
permitted to be withheld. It also includes processing any documents for
disclosure, e.g., doing all that is necessary to excise them and
otherwise prepare them for release. Review does not include time spent
resolving general legal or policy issues regarding the application of
exemptions.
    (5) Commercial use request refers to a request from or on behalf of
one who seeks information for a use or purpose that furthers the
commercial, trade, or profit interests of the requester or the person on
whose behalf the request is made. In determining whether a requester
properly belongs in this category, the NMB will look first to the use
which a requester will put the document requested. Where the NMB has
reasonable cause to doubt the use is not clear from the request itself,
the National Mediation Board may seek additional clarification before
assigning the request to a specific category.
    (6) Educational institution refers to a preschool, a public or
private elementary or secondary school, an institution of graduate
higher education, an institution of undergraduate higher education, an
institution of professional education and an institution of vocational
education, which operates a program or programs of scholarly research.
    (7) Non-commercial scientific institution refers to an institution
that is not operated on a commercial basis as that term is defined in
paragraph (a)(5) of this section, and which is operated solely for the
purpose of conducting scientific research the results of which are not
intended to promote any particular product or industry.
    (8) Representative of the news media refers to any person actively
gathering news for an entity that is organized and operated to publish
or broadcast news to the public. The term ``news'' means information
that is about current events or that would be of current interest to the
public. These examples are not intended to be all inclusive. In the case
of ``freelance'' journalists,

[[Page 24]]

they may be regarded as working for a news organization if they
demonstrate a solid basis for expecting publication through that
organization, even though not actually employed by it. A publication
contract would be the clearest proof, but the NMB may also look to the
past publication record of a requester in making this determination.
    (b) Exceptions of fee charges. (1) With the exception of requesters
seeking documents for a commercial use, the NMB will provide the first
100 pages of duplication and the first two hours of search time without
charge. The word ``pages'' in this paragraph (b) refers to paper copies
of standard size, usually 8.5 x 11, or their
equivalent in microfiche or computer disks. The term ``search time'' in
this paragraph (b) is based on a manual search for records. In applying
this term to searches made by computer, when the cost of the search as
set forth in paragraph (d)(2) of this section equals the equivalent
dollar amount of two hours of the salary of the person performing the
search, the NMB will begin assessing charges for computer search.
    (2) The NMB will not charge fees to any requester, including
commercial use requesters, if the cost of collecting the fee would be
equal to or greater than the fee itself.
    (3) (i) The NMB will provide documents without charge or at reduced
charges if disclosure of the information is in the public interest
because it is likely to contribute significantly to public understanding
of the operations or activities of the government and is not primarily
in the commercial interest of the requester.
    (ii) In determining whether disclosure is in the public interest
under paragraph (b)(3)(i) of this section, the NMB will consider the
following factors:
    (A) The subject of the request. Whether the subject of the requested
records concerns ``the operations or activities of the government'';
    (B) The informative value of the information to be disclosed.
Whether the disclosure is ``likely to contribute'' to an understanding
of government operations or activities;
    (C) The contribution to an understanding of the subject by the
general public likely to result from disclosure. Whether disclosure of
the requested information will contribute to ``public understanding'';
    (D) The significance of the contributions to the public
understanding. Whether the disclosure is likely to contribute
``significantly'' to public understanding of government operations or
activities;
    (E) The existence and magnitude of a commercial interest. Whether
the requester has a commercial interest that would be furthered by the
requested disclosure; and, if so
    (F) The primary interest in disclosure. Whether the magnitude of the
identified commercial interest of the requester is sufficiently large,
in comparison with the public interest in disclosure, that disclosure is
``primarily in the commercial interest of the requester.''
    (iii) A request for a fee waiver based on the public interest under
paragraph (b)(3)(i) of this section must address the factors of
paragraph (b)(3)(ii) of this section as they apply to the request for
records in order to be considered by the Chief of Staff.
    (c) Level of fees to be charged. The level of fees to be charged by
the NMB in accordance with the schedule set forth in paragraph (d) of
this section, depends on the category of the requester. The fee levels
to be charged are as follows:
    (1) A request for documents appearing to be for commercial use will
be charged to recover the full direct costs of searching for, reviewing
for release, and duplicating the records sought.
    (2) A request for documents from an educational or non-commercial
scientific institution will be charged for the cost of reproduction
alone, excluding charges for the first 100 pages. To be eligible for
inclusion in this category, requesters must show that the request is
being made under the auspices of a qualifying institution and that the
records are not sought for a commercial use, but are sought in
furtherance of scholarly (if the request is from an educational
institution) or scientific (if the request is from a non-commercial
scientific institution) research.

[[Page 25]]

    (3) The NMB shall provide documents to requesters who are
representatives of the news media for the cost of reproduction alone,
excluding charges for the first 100 pages.
    (4) The NMB shall charge requesters who do not fit into any of the
categories above such fees which recover the full direct cost of
searching for and reproducing records that are responsive to the
request, except that the first 100 pages of reproduction and the first
two hours of search time shall be furnished without charge. All
requesters must reasonably describe the records sought.
    (d) The following fees shall be charged in accordance with paragraph
(c) of this section:
    (1) Manual searches for records. The salary rate (i.e., basic pay
plus sixteen percent) of the employee(s) making the search. Search time
under this paragraph and paragraph (d)(2) of this section may be charged
for even if the NMB fails to locate responsive records or if records
located are determined to be exempt from disclosure.
    (2) Computer searches for records. The actual direct cost of
providing the service, including computer search time directly
attributable to searching for records responsive to a FOIA request,
runs, and operator salary apportionable to the search.
    (3) Review of records. The salary rate (i.e., basic pay plus sixteen
percent) of the employee(s) conducting the review. This charge applies
only to requesters who are seeking documents for commercial use and only
to the review necessary at the initial administrative level to determine
the applicability of any relevant FOIA exemptions, and not at the
administrative appeal level or an exemption already applied.
    (4) Certification or authentication of records. $2.00 per
certification or authentication.
    (5) Duplication of records. Fifteen cents per page for paper copy
reproduction of documents, which the NMB determined is the reasonable
direct cost of making such copies taking into account the average salary
of the operator and the cost of the reproduction machinery. For copies
of records prepared by computer, such as tapes or printouts, the NMB
shall charge the actual cost, including operator time, of production of
the tape or printout.
    (6) Forwarding material to destination. Postage, insurance and
special fees will be charged on an actual cost basis.
    (7) Other costs. All other direct costs of preparing a response to a
request shall be charged to requester in the same amount as incurred by
NMB.
    (e) Aggregating requests. When the NMB reasonably believes that a
requester or group of requesters is attempting to break a request down
into a series of requests for the purpose of evading the assessment of
fees, the NMB will aggregate any such requests and charge accordingly.
    (f) Charging interest. Interest at the rate prescribed in 31 U.S.C.
3717 may be charged those requesters who fail to pay fees charged,
beginning on the thirtieth day following the billing date. Receipt of a
fee by the NMB, whether processed or not, will stay the accrual of
interest. If a debt is not paid, the agency may use the provisions of
the Debt Collection Act of 1982, (Pub. L. 97-365, 96 Stat. 1749)
including disclosure to consumer reporting agencies, for the purpose of
obtaining payment.
    (g) Advance payments. The NMB will not require a requester to make
an advance payment, i.e., payment before work is commenced or continued
on a request, unless:
    (1) The NMB estimates or determines that allowable charges that a
requester may be required to pay are likely to exceed $250. Then the NMB
will notify the requester of the likely cost and obtain satisfactory
assurances of full payment where the requester has a history of prompt
payment of FOIA fees, or require an advance payment of an amount up to
the full estimated charges in the case of requesters with no history of
payment; or
    (2) A requester has previously failed to pay a fee charge in a
timely fashion (i.e, within thirty days of the date of the billing), in
which case the NMB requires the requester to pay the full amount owed
plus any applicable interest as provided above or demonstrate that he
has, in fact, paid the fee, and to make an advance payment of the full
amount of the estimated fee before the agency begins to process a new
request

[[Page 26]]

or a pending request from that requester. When the NMB acts under
paragraph (g)(1) or (2) of this section, the administrative time limits
prescribed in subsection (a)(6) of the FOIA (i.e., twenty working days
from receipt of initial requests and twenty working days from receipt of
appeals from initial denial, plus permissible extension of these time
limits) will begin only after the NMB has received fee payments
described in this paragraph (g).
    (h) Payment. Payment of fees shall be made by check or money order
payable to the United States Treasury.

[63 FR 44395, Aug. 19, 1998]



Sec. 1208.7  Compliance with subpoenas.

    (a) No person connected in any official way with the NMB shall
produce or present any confidential records of the Board or testify on
behalf of any party to any cause pending in any court, or before any
board, commission, committee, tribunal, investigatory body, or
administrative agency of the U.S. Government, or any State or Territory
of the United States, or the District of Columbia, or any municipality
with respect to matters coming to his knowledge in his official capacity
or with respect to any information contained in confidential documents
of the NMB, whether in answer to any order, subpoena, subpoena duces
tecum, or otherwise without the express written consent of the Board.
    (b) Whenever any subpoena or subpoena duces tecum calling for
confidential documents, or the information contained therein, or
testimony as described above shall have been served on any such person,
he will appear in answer thereto, and unless otherwise expressly
permitted by the Board, respectfully decline, by reason of this section,
to produce or present such confidential documents or to give such
testimony.



PART 1209_PUBLIC OBSERVATION OF NATIONAL MEDIATION BOARD
MEETINGS--Table of Contents



Sec.
1209.01 Scope and purpose.
1209.02 Definitions.
1209.03 Conduct of National Mediation Board business.
1209.04 Open meetings.
1209.05 Closing of meetings; reasons therefor.
1209.06 Action necessary to close meetings; record of votes.
1209.07 Notice of meetings; public announcement and publication.
1209.08 Transcripts, recordings or minutes of closed meetings;
          retention; public availability.
1209.09 Requests for records under Freedom of Information Act.
1209.10 Capacity of public observers.

    Authority: 5 U.S.C. 552(b)(g).

    Source: 42 FR 60739, Nov. 29, 1977, unless otherwise noted.



Sec. 1209.01  Scope and purpose.

    (a) The provisions of this part are intended to implement the
requirements of section 3(a) of the Government in the Sunshine Act, 5
U.S.C. 552b.
    (b) It is the policy of the National Mediation Board that the public
is entitled to the fullest practicable information regarding its
decisionmaking processes. It is the purpose of this part to provide the
public with such information while protecting the rights of individuals
and the ability of the agency to carry out its responsibilities.



Sec. 1209.02  Definitions.

    For purposes of this part:
    (a) The terms Board or Agency mean the National Mediation Board, a
collegial body composed of three members appointed by the President with
the advice and consent of the Senate.
    (b) The term meeting means the deliberations of at least two members
of the Board where such deliberations determine or result in the joint
conduct or disposition of official agency business, but does not include
deliberations required or permitted or with respect to any information
proposed to be withheld under by 5 U.S.C. 552b(d) or (e)/5 U.S.C.
552b(c).



Sec. 1209.03  Conduct of National Mediation Board business.

    Members shall not jointly conduct or dispose of agency business
other than in accordance with this part.



Sec. 1209.04  Open meetings.

    Every portion of every Board meeting shall be open to public
observation

[[Page 27]]

except as otherwise provided by Sec. 1209.05 of this part.



Sec. 1209.05  Closing of meetings; reasons therefor.

    (a) Except where the Board determines that the public interest
requires otherwise, meetings, or portions thereof, shall not be open to
public observation where the deliberations concern the issuance of a
subponea, the Board's participation in a civil action or proceeding or
an arbitration, or the initiation, conduct or disposition by the Board
of any matter involving a determination on the record after opportunity
for a hearing, or any court proceeding collateral or ancillary thereto.
    (b) Except where the Board determines that the public interest
requires otherwise, the Board also may close meetings, or portions
thereof, when the deliberations concern matters or information falling
within the scope of 5 U.S.C. 552b (c)(1) (secret matters concerning
national defense or foreign policy); (c)(2) (internal personnel rules
and practices); (c)(3) (matters specifically exempted from disclosure by
statute); (c)(4) (trade secrets and commercial or financial information
obtained from a person and privileged or confidential); (c)(5) (matters
of alleged criminal conduct or formal censure); (c)(6) (personal
information where disclosure would cause a clearly unwarranted invasion
of personal privacy); (c)(7) (certain materials or information from
investigatory files compiled for law enforcement purposes); or (c)(9)(B)
(disclosure would significantly frustrate implementation of a proposed
agency action).



Sec. 1209.06  Action necessary to close meetings; record of votes.

    A meeting shall be closed to public observation under Sec. 1209.05,
only when a majority of the members of the Board who will participate in
the meeting vote to take such action.
    (a) When the meeting deliberations concern matters specified in
Sec. 1209.05(a), the Board members shall vote at the beginning of the
meeting, or portion thereof, on whether to close such meeting, or
portion thereof, to public observation, and on whether the public
interest requires that a meeting which may properly be closed should
nevertheless be open to public observation A record of such vote,
reflecting the vote of each member of the Board, shall be kept and made
available to the public at the earliest practicable time.
    (b) When the meeting deliberations concerns matters specified in
Sec. 1209.05(b), the Board shall vote on whether to close such meeting,
or portion thereof, to public ovservation, and on whether the public
interest requires that a meeting which may properly be closed should
nevertheless be open to public observation. The vote shall be taken at a
time sufficient to permit inclusion of information concerning the open
or closed status of the meeting in the public announcement thereof. A
single vote may be taken with respect to a series of meetings at which
the deliberations will concern the same particular matters where
subsequent meetings in the series are scheduled to be held within one
day after the vote is taken.
    (c) Whenever any person whose interests may be directly affected by
deliberations during a meeting, or a portion thereof, requests that the
Board close that meeting, or portion thereof, to public observation for
any of the reasons specified in 5 U.S.C. 552b(c)(5) (matters of alleged
criminal conduct or formal censure), (c)(6) (personal information where
disclosure would cause a clearly unwarranted invasion of personal
privacy), or (c)(7) (certain materials or information from investigatory
files compiled for law enforcement purposes), the Board members
participating in the meeting upon request of any one member of the
Board, shall vote on whether to close such meeting, or any portion
thereof, for that reason. A record of such vote, reflecting the vote of
each member of the Board participating in the meeting, shall be kept and
made available to the public within one day after the vote is taken.
    (d) After public announcement of a meeting as provided in Sec.
1209.07 of this part, a meeting, or portion thereof, announced as closed
may be opened or a meeting, or portion thereof, announced as open may be
closed, only if a majority of the members of the Board who will
participate in the meeting determine by a recorded vote that Board
business so requires and that an earlier

[[Page 28]]

announcement of the change was not possible. The change made and the
vote of each member on the change shall be announced publicly at the
earliest practicable time.
    (e) Before a meeting may be closed pursuant to Sec. 1209.05 the
General Counsel of the Board shall certify that in his or her opinion
the meeting may properly be closed to public observation. The
certification shall set forth each applicable exemptive provision for
such closing. The certification shall be retained by the agency and made
publicly available as soon as practicable.



Sec. 1209.07  Notice of meetings; public announcement and publication.

    (a) A public announcement setting forth the time, place and subject
matter of meetings or portions thereof closed to public observation
pursuant to the provisions of Sec. 1209.05(a) of this part, shall be
made at the earaliest practicable time.
    (b) Except for meetings closed to public observation pursuant to the
provisions of Sec. 1209.05(a) of this part, the agency shall make
public announcement of each meeting at least 7 days before the scheduled
date of the meeting. The announcement shall specify the time, place and
subject matter of the meeting, whether it is to be open to public
observation or closed, and the name, address and phone number of an
agency official designated to respond to requests for information about
the meeting. The 7 day period for advance notice may be shortened only
upon a determination by a majority of the members of the Board who will
participate in the meeting that agency business requires that such
meeting be called at an earlier date, in which event the public
announcement shall be made at the earliest practicable time. A record of
the vote to schedule a meeting at an earlier date shall be kept and made
available to the public.
    (c) Within one day after a vote to close a meeting, or any portion
thereof, pursuant to the provisions of Sec. 1209.05(b) of this part,
the agency shall make publicly available a full written explanation of
its action closing the meeting, or portion thereof, together with a list
of all persons expected to attend the meeting and their affiliation.
    (d) If after a public announcement required by paragraph (b) of this
section has been made, the time and place of the meeting are changed, a
public announcement of such changes shall be made at the earliest
practicable time. The subject matter of the meeting may be changed after
public annmouncment thereof only if a majority of the members of the
Board who will participate in the meeting determine that agency business
so requires and that no earlier announcement of the change was possible.
When such a change in subject matter is approved a public announcement
of the change shall be made at the earliest practicable time. A record
of the vote to change the subject matter of the meeting shall be kept
and made available to the public.
    (e) All announcements or changes thereof issued pursuant to the
provisions of paragraphs (b) and (d) of this section, or pursuant to the
provisions of Sec. 1209.06(d), shall be submitted for publication in
the Federal Register immediately following their release to the public.
    (f) Announcement of meeting made pursuant to the provisions of this
section shall be posted on a bulletin board maintained for such purpose
at the Board's offices, 1425 K Street, NW., Washington, DC. Interested
individuals or organizations may request the Chief of Staff, National
Mediation Board, Washington, DC 20572 to place them on a mailing list
for receipt of such announcements.

[42 FR 60739, Nov. 29, 1977, as amended at 64 FR 40287, July 26, 1999]



Sec. 1209.08  Transcripts, recordings or minutes of closed meetings;
retention; public availability.

    (a) For every meeting or portion thereof closed under the provisions
of Sec. 1209.05, the presiding officer shall prepare a statement
setting forth the time and place of the meeting and the persons present,
which statement shall be retained by the agency. For each such meeting
or portion thereof there also shall be maintained a complete transcript
or electronic recording of the proceedings, except that for meetings
closed pursuant to Sec. 1209.05(a) the Board

[[Page 29]]

may, in lieu of a transcript or electronic recording, maintain a set of
minutes fully and accurately summarizing any action taken, the reason
therefor and views thereof, documents considered, and the members' vote
on each roll call vote.
    (b) The agency shall maintain a complete verbatim transcript, a
complete electronic recording, or a complete set of minutes for each
meeting or portion thereof closed to public observation, for a period of
at least one year after the close of the agency proceeding of which the
meeting was a part, but in no event for a period of less than two years
after such meeting.
    (c) The agency shall make promptly available to the public copies of
transcripts, electronic recordings or minutes maintained as provided in
paragraphs (a) and (b) of this section, except to the extent the items
therein contain information which the agency determines may be withheld
pursuant to the provisions of 5 U.S.C. 552b(c).
    (d) Upon request in accordance with the provisions of this paragraph
and except to the extent they contain information which the agency
determines may be withheld pursuant to the provisions of 5 U.S.C.
552b(c), copies of transcripts or minutes, or transcriptions of
electronic recordings including the identification of speakers, shall be
furnished subject to the payment of duplication costs in accordance with
the schedule of fees set forth in Sec. 1208.06 of the Board's Rules,
and the actual cost of transcription. Requests for copies of transcripts
or minutes, or transcriptions of electronic recordings of Board meetings
shall be directed to the Chief of Staff, National Mediation Board,
Washington, DC 20572. Such requests shall reasonably identify the
records sought and include a statement that whatever costs are involved
in furnishing the records will be acceptable or, alternatively, that
costs will be acceptable up to a specified amount. The Board may
determine to require prepayment of such costs.

[42 FR 60739, Nov. 29, 1977, as amended at 64 FR 40287, July 26, 1999]



Sec. 1209.09  Requests for records under Freedom of Information Act.

    Requests to review or obtain copies of agency records other than
notices or records prepared under this part may be pursued in accordance
with the Freedom of Information Act (5 U.S.C. 552). Part 1208 of the
Board's Rules addresses the requisite procedures under that Act.



Sec. 1209.10  Capacity of public observers.

    The public may attend open Board meetings for the sole purpose of
observation. Observers may not participate in meetings unless expressly
invited or otherwise interfere with the conduct and disposition of
agency business. When a portion of a meeting is closed to the public,
observers will leave the meeting room upon request to enable discussion
of the exempt matter therein under consideration.

                       PARTS 1210	1299 [RESERVED]

[[Page 31]]



         CHAPTER XII--FEDERAL MEDIATION AND CONCILIATION SERVICE




  --------------------------------------------------------------------
Part                                                                Page
1400            Standards of conduct, responsibilities, and
                    discipline..............................          33
1401            Public information..........................          38
1402            Procedures of the Service...................          45
1403            Functions and duties........................          46
1404            Arbitration services........................          47
1405            Part-time employment........................          56
1410            Privacy.....................................          57
1420            Federal Mediation and Conciliation Service--
                    assistance in the health care industry..          61
1425            Mediation assistance in the Federal Service.          64
1430            Federal Mediation and Conciliation Service
                    advisory committees.....................          67
1440            Arbitration of pesticide data disputes......          71
1450            Collections of claims owed the United States          79
1470            Uniform administrative requirements for
                    grants and cooperative agreements to
                    State and local governments.............          92
1471            Governmentwide debarment and suspension
                    (nonprocurement)........................         120
1472            Governmentwide requirements for drug-free
                    workplace (financial assistance)........         142
1473-1499

 [Reserved]

[[Page 33]]



PART 1400_STANDARDS OF CONDUCT, RESPONSIBILITIES, AND DISCIPLINE--Table
of Contents



                            Subpart A_General

Sec.
1400.735-3 Advice and counseling service.

   Subpart B_Employees: Ethical and Other Conduct and Responsibilities

1400.735-12 Outside employment, business activities, or interests (paid
          or unpaid).
1400.735-19 Influencing Members of Congress.
1400.735-20 Code of Professional Conduct for Labor Mediators.
1400.735-21 Miscellaneous statutory provisions.

              Subpart F_Disciplinary Actions and Penalties

1400.735-60 Disciplinary actions.
1400.735-61 Notice to and appeal of employee.

Appendix to Part 1400--Code of Professional Conduct for Labor Mediators

    Authority: E.O. 11222, 30 FR 6469, 3 CFR, 1965 Supp.; 5 CFR 735.104.

    Source: 33 FR 5765, Apr. 13, 1968, unless otherwise noted.



                            Subpart A_General



Sec. 1400.735-3  Advice and counseling service.

    The Director will designate a counselor for the Service on all
matters relating to the conduct and responsibilities of employees, and
special Government employees, under the Executive order. The counselor
is responsible for providing individual employees with interpretations
on questions of conflicts of interest, and other matters covered by this
part. (Due to the small size of the Federal Mediation and Conciliation
Service, it is unrealistic to designate deputy counselors, and
therefore, all questions concerning matters covered in this part should
be directed to the one counselor appointed by the Director.)



   Subpart B_Employees: Ethical and Other Conduct and Responsibilities



Sec. 1400.735-12  Outside employment, business activities, or interests
(paid or unpaid).

    (a) Outside employment. (1) An employee shall not engage in outside
employment or other outside activity not compatible with the full and
proper discharge of the duties and responsibilities of his Government
employment.
    (2) Outside employment limitations in paragraph (a)(1) of this
section do not preclude an employee from:
    (i) Receipt of a bona fide reimbursement, unless prohibited by law,
for actual expenses for travel and such other necessary subsistence as
is compatible with this part for which no Government payment or
reimbursement is made. However, this paragraph does not allow an
employee to be reimbursed, or payment to be made on his behalf, for
excessive personal living expenses, gifts, entertainment, or other
personal benefits, nor does it allow an employee to be reimbursed by a
person for travel on official business under agency order.
    (ii) Participation in the acitivities of national or State political
parties not prohibited by law.
    (iii) Participation in the affairs of, or acceptance of an award for
a meritorious public contribution or achievement given by a charitable,
religious, professional, social, fraternal, nonprofit educational and
recreational, public service, or civic organization.
    (3) Incompatible activities referred to in paragraph (a)(1) of this
section include, but are not limited to:
    (i) Acceptance of a fee, compensation, gift, payment of expense, or
any other thing of monetary value in circumstances in which acceptance
may result in, or create the appearance of, conflicts of interests; or
    (ii) Outside employment if it is determined that engaging in the
proposed outside activity might:
    (a) Influence or conflict with the employee's decisions or actions
in planning, interpreting, or executing policies, programs, and work
assignments of the Service;

[[Page 34]]

    (b) Injure relations of the Service with the public;
    (c) Impair the employee's physical capacity to render proper and
efficient service at all times;
    (d) Interfere with the impartial performance or jeopardize
acceptability of the employee in his work;
    (e) Conflict with the employee's normal office hours, including an
allowance for sufficient time for travel to place of outside employment
or activity. (Normal office hours will be considered as those which are
established for the specific office in which the employee works.) In the
absence of extenuating circumstances, approval generally will not be
granted where the outside activity requires presence of the employee
prior to 6 p.m.
    Note: Teaching activities are not approved automatically, but rather
on the basis of time required, appropriate subject matter, etc.
    (4) The Service, as a matter of policy, does not look upon any
outside employment or business activity, including concurrent employment
by the Federal Mediation and Conciliation Service and any other
Governmental political subdivision or agency, as being consistent with
the best interests of the Service.
    (5) Employees may not engage in any outside employment, including
teaching, lecturing, or writing, which might reasonably result in a
conflict of interest, or an apparent conflict of interest, between the
private interests of the employee and his official government duties and
responsibilities. No employee shall directly or indirectly accept,
engage in, or continue in any outside employment or business activity,
full- or part-time, paid or unpaid, without advance written approval
(including teaching or lecturing).
    (b) Private compensation. An employee shall not receive any salary
or anything of monetary value from a private source as compensation for
his services to the Government (18 U.S.C. 209).
    (c) Teaching, writing and lecturing. (1) Teaching, writing and
lecturing by Federal employees are generally to be encouraged so long as
the laws, general standards, and regulations pertaining to conflicts of
interest and the standards and regulations in this part applying to
outside employment are observed. Teaching commitments will generally be
limited to one class, course, or assignment during a concurrent period.
These activities frequently serve to enhance the employee's value to the
Service, as well as to increase the spread of knowledge and information
in our society. Such activities, if remuneration is anticipated, must
not be dependent on information obtained as a result of the employee's
official government position if such information is not available to
others, at least on request.
    (2) This provision does not, of course, prevent the Director from
authorizing an employee to base his writings or lectures on nonpublic
materials in the Federal Mediation and Conciliation Service files (not
involving national security) when this will be done in the public
interest. Personal research relating to mediation, collective bargaining
and labor management relations is encouraged as a progressive step in
self-development. The writing of articles in this area, which may be
released or submitted for publication, is also encouraged. Research and
writing are not considered official activity, and therefore may not be
undertaken on duty time; and the author may receive compensation for
publication thereof. Advance approval by the Director, before
undertaking the research or writing, is not required. However, when such
research is undertaken, or such article is being written on the basis of
an official assignment, the work will be performed on duty time and the
product will be the property of the Service.
    (3) If any type of article, when published or released, will
identify the author in any manner as an employee of the Service, such
identification necessarily implies that the article reflects either the
official policy or the philosophies of the Service. For that reason, it
must be submitted to the Director before release or publication, or it
must contain a disclaimer phrase to the effect that the article or
statement does not necessarily reflect the official policy or
philosophies of the Service.
    (d) Procedure for approval of outside employment or teaching.
Clerical and administrative employees' approval for outside activity
shall be in writing and

[[Page 35]]

may be granted by the Regional Director, if a regional employee, or by
the Director of Administrative Management, if a national office
employee. Approval for such outside activity for all other employees of
the Service shall be granted by the Director or his designee. Requests
for approval shall be made in writing through the employee's supervisor
and must contain the following:
    (1) The name and address of the employer or business activity;
    (2) The exact nature of the work or employment;
    (3) Working hours.

[33 FR 5765, Apr. 13, 1968, as amended at 58 FR 35377, July 1, 1993]



Sec. 1400.735-19  Influencing Members of Congress.

    No money appropriated to the Service shall be used by any employee
of the Service to pay for any personal service, printed or written
matter, or other devices intended to influence any Member of Congress
regarding any legislation or appropriation before the Congress.



Sec. 1400.735-20  Code of Professional Conduct for Labor Mediators.

    In 1964, a Code of Professional Conduct for Labor Mediators was
drafted by a Federal-State Liaison Committee and approved by the Service
and the Association of Labor Mediation Agencies at its annual meeting.
It is expected that mediators in the Federal Mediation and Conciliation
Service will make themselves familiar with this Code and will conduct
themselves in accordance with the responsibilities outlined therein. The
complete narrative of the Code appears in the appendix to this part.



Sec. 1400.735-21  Miscellaneous statutory provisions.

    Each employee shall acquaint himself with the statutes that relate
to his ethical and other conduct as an employee of the Federal Mediation
and Conciliation Service and of the Government. The attention of all
employees is directed to the following statutory provisions and to the
accompanying chart of penalties and statutory references:
    (a) House Concurrent Resolution 175, 85th Congress, 2d session, 72
Stat. B12, the ``Code of Ethics for Government Service.''
    (b) Chapter 11 of title 18, United States Code, relating to bribery,
graft, and conflicts of interest, as appropriate to the employees
concerned.
    (c) The prohibition against lobbying with appropriated funds (18
U.S.C. 1913).
    (d) The prohibitions against disloyalty and striking (5 U.S.C. 7311,
18 U.S.C. 1918).
    (e) The prohibition against the employment of a member of a
Communist organization (50 U.S.C. 784).
    (f) The prohibitions against (1) the disclosure of classified
information (18 U.S.C. 798, 50 U.S.C. 783); and (2) the disclosure of
confidential information (18 U.S.C. 1905).
    (g) The provisions relating to the habitual use of intoxicants to
excess (5 U.S.C. 7352).
    (h) The prohibition against the misuse of a Government vehicle (31
U.S.C. 638a (c)).
    (i) The prohibition against the misuse of the franking privilege (18
U.S.C. 1719).
    (j) The prohibition against the use of deceit in an examination of
personnel action in connection with Government employment (18 U.S.C.
1917).
    (k) The prohibition against fraud or false statements in a
Government matter (18 U.S.C. 1001).
    (l) The prohibition against mutilating or destroying a public record
(18 U.S.C. 2071).
    (m) The prohibition against counterfeiting and forging
transportation requests (18 U.S.C. 508).
    (n) The prohibitions against (1) embezzlement of Government money or
property (18 U.S.C. 641); (2) failing to account for public money (18
U.S.C. 643); and (3) embezzlement of the money or property of another
person in the possession of an employee by reason of his employment (18
U.S.C. 654).
    (o) The prohibition against unauthorized use of documents relating
to claims from or by the Government (18 U.S.C. 285).
    (p) The prohibitions against political activities in subchapter III
of chapter

[[Page 36]]

73 of title 5, United States Code and 18 U.S.C. 602, 603, 607, and 608.
    (q) The prohibition against an employee acting as the agent of a
foreign principal registered under the Foreign Agents Registration Act
(18 U.S.C. 219).
    (r) Penalties: The following table, copied from the Federal
Personnel Manual, lists maximum penalties for some of the more serious
offenses.

------------------------------------------------------------------------
                                   Statute and
          Prohibition             United States       Maximum penalty
                                       Code
------------------------------------------------------------------------
A-1. Gifts to official          5 U.S.C. 7351....  Removal.
 superiors.
A-2. Conflicts of interest:
  a. Receiving compensation in  18 U.S.C. 203....  $10,000 fine; 2 years
   relation to claims                               imprisonment or
   contracts, etc.                                  both; and removal.
  b. Prosecuting claims         18 U.S.C. 205....  $10,000 fine; 2 years
   against and other matters                        imprisonment or
   affecting the Government.                        both.
  c. Prosecuting claims         18 U.S.C. 207....  $10,000 fine; 2 years
   involving matters connected                      imprisonment or
   with former duties--                             both.
   disqualification of
   partners.
  d. Interested persons acting  18 U.S.C. 208....  $10,000 fine; 2 years
   as Government agents.                            imprisonment or
                                                    both.
  e. Salaries from other than   18 U.S.C. 209....  $5,000 fine; 1 year
   Government sources.                              imprisonment or
                                                    both.
A-3. Lobbying with              18 U.S.C. 1913...  $500 fine; 1 year
 appropriated funds.                                imprisonment or
                                                    both; and removal.
A-4. Denial of rights to        5 U.S.C. 7102....  No specific penalty
 petition Congress.                                 provided.
A-5. Failure to make return or  18 U.S.C. 2075...  $1,000 fine.
 report.
A-6. Disloyalty and striking..  5 U.S.C. 7311; 18  $1,000 fine, 1 year
                                 U.S.C. 1918.       and a day
                                                    imprisonment or
                                                    both; and removal.
A-7. Employment of member of    50 U.S.C. 784 et   $10,000 fine; 5 years
 proscribed communist            seq.               imprisonment or
 organization.                                      both; and removal.
A-8. Disclosure of classified   18 U.S.C. 798; 50  $10,000 fine; 10
 information.                    U.S.C. 783.        years imprisonment
                                                    or both; and
                                                    removal.
A-9. Disclosure of              18 U.S.C. 1905...  $1,000 fine; 1 year
 confidential information.                          imprisonment or
                                                    both; and removal.
A-10. Habitual use of           5 U.S.C. 7352....  Removal.
 intoxicants to excess.
A-11. Misuse of Government      31 U.S.C. 638a(c)  Removal.
 vehicles.
A-12. Misuse of franking        18 U.S.C. 1719...  $300 fine.
 privilege.
A-13. Deceit in examinations    5 U.S.C. 1917....  $1,000 fine; 1 year
 and personnel actions.                             imprisonment or
                                                    both.
A-14. Fraud and false           18 U.S.C. 1001...  $10,000 fine; 5 years
 statements.                                        imprisonment or
                                                    both.
A-15. Unlawful mutilating or    18 U.S.C. 2071(b)  $2,000 fine; 3 years
 destroying public records.                         imprisonment or
                                                    both; and removal.
A-16. Bribery and graft:
  a. Bribery of public          18 U.S.C. 201....  $20,000 fine or three
   officials.                                       times the money or
                                                    thing received,
                                                    whichever is
                                                    greater; 15 years
                                                    imprisonment or
                                                    both; and removal.
  b. Acceptance or              18 U.S.C. 211....  $1,000 fine; 1 year
   solicitation to obtain                           imprisonment or
   appointive office.                               both.
A-17. Counterfeiting and        18 U.S.C. 508....  $5,000 fine; 10 years
 forgery of transportation                          imprisonment or
 requests.                                          both.
A-18. Embezzlement and theft:
  a. Taking money, property,    18 U.S.C. 641....  $10,000 fine; 10
   or records.                                      years imprisonment
                                                    or both.
  b. Failure to render          18 U.S.C. 643....  Fine equal to amount
   accounts for public money.                       embezzled;
                                                    imprisonment not
                                                    more than 10 years
                                                    or both.
  c. Wrongfully converting      18 U.S.C. 654....  Same as penalty
   property of another.                             immediately above.
A-19. Taking or using papers    18 U.S.C. 285....  $5,000 fine; 5 years
 related to claims.                                 imprisonment or
                                                    both.
------------------------------------------------------------------------



              Subpart F_Disciplinary Actions and Penalties



Sec. 1400.735-60  Disciplinary actions.

    The Service shall take prompt disciplinary action against an
employee committing prohibited activity, or whose conduct is prejudicial
to the best interests of the Service, or of a nature to bring discredit
to it. There are four major types of disciplinary action possible,
following the above proceedings.
    (a) Reprimand. An official reprimand usually shall be issued to an
employee or special Government employee for a first offense which is not
serious.
    (b) Suspension. Under Civil Service and Federal Mediation and
Conciliation Service regulations, an employee or special Government
employee may

[[Page 37]]

be suspended without pay during the course of an investigation of
alleged criminal, infamous, dishonest, immoral, or notoriously
disgraceful conduct. Also, an employee may be suspended without pay for
a definite period of time because of some offense of a less serious
nature for which more drastic action is not justified.
    (c) Demotion. When such action will ``promote the efficiency of the
Service,'' an employee or special Government employee may be demoted
because of some offense for which more drastic action is not justified.
    (d) Separation. The Service is responsible for the prompt dismissal
of unsatisfactory, incompetent, or unfit employees. Separation
(dismissal or removal) can be the penalty for a single breach of conduct
that is extremely serious in nature.



Sec. 1400.735-61  Notice to and appeal of employee.

    The Director of Administrative Management will prepare charges and
institute proceedings, which in all cases will be in accordance with
Civil Service procedures for disciplinary actions against status
employees. Such proceedings will include notification to the employee of
his appeal rights.



   Sec. Appendix to Part 1400--Code of Professional Conduct for Labor
                                Mediators

                                preamble

    The practice of mediation is a profession with ethical
responsibilities and duties. Those who engage in the practice of
mediation must be dedicated to the principles of free and responsible
collective bargaining. They must be aware that their duties and
obligations relate to the parties who engage in collective bargaining,
to every other mediator, to the agencies which administer the practice
of mediation, and to the general public.
    Recognition is given to the varying statutory duties and
responsibilities of the city, State and Federal agencies. This code,
however, is not intended in any way to define or adjust any of these
duties and responsibilities, nor is it intended to define when and in
what situations mediators from more than one agency should participate.
It is, rather, a personal code relating to the conduct of the individual
mediator.
    This code is intended to establish principles applicable to all
professional mediators employed by city, State or Federal agencies or to
mediators privately retained by parties.
    I. The responsibility of the mediator to the parties. The primary
responsibility for the resolution of a labor dispute rests upon the
parties themselves. The mediator at all times should recognize that the
agreements reached in collective bargaining are voluntarily made by the
parties. It is the mediator's responsibility to assist the parties in
reaching a settlement.
    It is desirable that agreement be reached by collective bargaining
without mediation assistance. However, public policy and applicable
statutes recognize that mediation is the appropriate form of
governmental participation in cases where it is required. Whether and
when a mediator should intercede will normally be influenced by the
desires of the parties. Intercession by a mediator on his own motion
should be limited to exceptional cases.
    The mediator must not consider himself limited to keeping peace at
the bargaining table. His role should be one of being a resource upon
which the parties may draw and, when appropriate, he should be prepared
to provide both procedural and substantive suggestions and alternatives
which will assist the parties in successful negotiations.
    Since mediation is essentially a voluntary process, the
acceptability of the mediator by the parties as a person of integrity,
objectivity, and fairness is absolutely essential to the effective
performance of the duties of the mediator. The manner in which the
mediator carries out his professional duties and responsibilities will
measure his usefulness as a mediator. The quality of his character as
well as his intellectual, emotional, social and technical attributes
will reveal themselves by the conduct of the mediator and his oral and
written communications with the parties, other mediators and the public.
    II. The responsibility of the mediator toward other mediators. A
mediator should not enter any dispute which is being mediated by another
mediator or mediators without first conferring with the person or
persons conducting such mediation. The mediator should not intercede in
a dispute merely because another mediator may also be participating.
Conversely, it should not be assumed that the lack of mediation
participation by one mediator indicates a need for participation by
another mediator.
    In those situations where more than one mediator is participating in
a particular case, each mediator has a responsibility to keep the others
informed of developments which are essential to a cooperative effort,
and should extend every possible courtesy to his fellow mediator.
    The mediator should carefully avoid any appearance of disagreement
with or criticism of his fellow mediator. Discussions as

[[Page 38]]

to what positions and actions mediators should take in particular cases
should be carried on solely between or among the mediators.
    III. The responsibility of the mediator toward his agency and his
profession. Agencies responsible for providing mediation assistance to
parties engaged in collective bargaining are a part of government. The
mediator must recognize that, as such, he is part of government. The
mediator should constantly bear in mind that he and his work are not
judged solely on an individual basis but that he is also judged as a
representative of his agency. Any improper conduct or professional
shortcoming, therefore, reflects not only on the individual mediator but
upon his employer and, as such, jeopardizes the effectiveness of his
agency, other government agencies, and the acceptability of the
mediation process.
    The mediator should not use his position for private gain or
advantage, nor should he engage in any employment, activity or
enterprise which will conflict with his work as a mediator, nor should
he accept any money or thing of value for the performance of his
duties--other than his regular salary--or incur obligations to any party
which might interfere with the impartial performance of his duties.
    IV. The responsibility of the mediator toward the public. Collective
bargaining is in essence a private, voluntary process. The primary
purpose of mediation is to assist the parties to achieve a settlement.
Such assistance does not abrogate the rights of the parties to resort to
economic and legal sanctions. However, the mediation process may include
a responsibility to assert the interest of the public that a particular
dispute be settled; that a work stoppage be ended; and that normal
operations be resumed. It should be understood, however, that the
mediator does not regulate or control any of the content of a collective
bargaining agreement.
    It is conceivable that a mediator might find it necessary to
withdraw from a negotiation, if it is patently clear that the parties
intend to use his presence as implied governmental sanction for an
agreement obviously contrary to public policy.
    It is recognized that labor disputes are settled at the bargaining
table; however, the mediator may release appropriate information with
due regard (1) to the desires of the parties, (2) to whether that
information will assist or impede the settlement of the dispute and (3)
to the needs of an informed public.
    Publicity shall not be used by a mediator to enhance his own
position or that of his agency. Where two or more mediators are
mediating a dispute, public information should be handled through a
mutually agreeable procedure.
    V. Responsibility of the mediator toward the mediation process.
Collective bargaining is an established institution in our economic way
of life. The practice of mediation required the development of
alternatives which the parties will voluntarily accept as a basis for
settling their problems. Improper pressures which jeopardize voluntary
action by the parties should not be a part of mediation.
    Since the status, experience, and ability of the mediator lend
weight to his suggestions and recommendations, he should evaluate
carefully the effect of his suggestions and recommendations and accept
full responsibility for their honesty and merit.
    The mediator has a continuing responsibility to study industrial
relations to improve his skills and upgrade his abilities.
    Suggestions by individual mediators or agencies to parties, which
give the implication that transfer of a case from one mediation
``forum'' to another will produce better results, are unprofessional and
are to be condemned.
    Confidential information acquired by the mediator should not be
disclosed to others for any purpose, or in a legal proceeding or be used
directly or indirectly for the personal benefit or profit of the
mediator.
    Bargaining positions, proposals or suggestions given to the mediator
in confidence during the course of bargaining for his sole information,
should not be disclosed to another party without first securing
permission from the party or person who gave it to him.

[31 FR 5423, Apr. 6, 1966]



PART 1401_PUBLIC INFORMATION--Table of Contents



             Subpart A_Information in Response to Subpoenas

Sec.
1401.1 Purpose and scope.
1401.2 Productions of records or testimony by FMCS employees.
1401.3 Procedure in the event of a demand for production, disclosure, or
          testimony.

            Subpart B_Production or Disclosure of Information

1401.20 Purpose and scope.
1401.21 Information policy.
1401.22 Partial disclosure of records.
1401.23 Preparation of new records.
1401.30 Applicability of procedures.
1401.31 Filing a request for records.
1401.32 Logging of written requests.
1401.33 Description of information requested.
1401.34 Time for processing requests.
1401.35 Appeals from denials of request.
1401.36 Freedom of Information Act fee schedules.


[[Page 39]]


    Authority: Sec. 202, 61 Stat. 136, as amended; 5 U.S.C. 552.

    Source: 40 FR 8169, Feb. 26, 1975, unless otherwise noted.



             Subpart A_Information in Response to Subpoenas



Sec. 1401.1  Purpose and scope.

    This subpart contains the regulations of the Service concerning
procedures to be followed when a subpoena, order, or other demand of a
court or other authority is issued for the production or disclosure of
(a) any material contained in the files of the Service; (b) any
information relating to material contained in the files of the Service;
or (c) any information or material acquired by any person as a part of
the performance of his official duties or because of his official
status, while such person was an employee of the Service.



Sec. 1401.2  Production of records or testimony by FMCS employees.

    (a) Public policy and the successful effectuation of the Federal
Mediation and Conciliation Service's mission require that commissioners
and employees maintain a reputation for impartiality and integrity.
Labor and management or other interested parties participating in
mediation efforts must have the assurance and confidence that
information disclosed to commissioners and other employees of the
Service will not subsequently be divulged, voluntarily or because of
compulsion, unless authorized by the Director of the Service.
    (b) No officer, employee, or other person officially connected in
any capacity with the Service, currently or formerly shall, in response
to a subpoena, subpoena duces tecum, or other judicial or administrative
order, produce any material contained in the files of the Service,
disclose any information acquired as part of the performance of his
official duties or because of his official status, or testify on behalf
of any party to any matter pending in any judicial, arbitral or
administrative proceeding, without the prior approval of the Director.



Sec. 1401.3  Procedure in the event of a demand for production,
disclosure, or testimony.

    (a) Any request for records of the Service, whether it be by letter,
by subpoena duces tecum or by any other written demand, shall be handled
pursuant to the procedures established in subpart B of this part, and
shall comply with the rules governing public disclosure.
    (b) Whenever any subpoena or subpoena duces tecum calling for
production of records or testimony as described above shall have been
served upon any officer, employee or other person as noted in Sec.
1401.2(b), he will, unless notified otherwise appear in answer thereto,
and unless otherwise expressly directed by the Director, respectfully
decline to produce or present such records or to give such testimony, by
reason of the prohibitions of this section, and shall state that the
production of the record(s) involved will be handled by the procedures
established in this part.



            Subpart B_Production or Disclosure of Information

    Source: 50 FR 52917, Dec. 27, 1985, unless otherwise noted.



Sec. 1401.20  Purpose and scope.

    This subpart contains the regulations of the Federal Mediation and
Conciliation Service providing for public access to information under
the Freedom of Information Act, 5 U.S.C. 552. It is the policy of the
FMCS to disseminate information on matters of interest to the public and
to disclose upon request information contained in Agency records insofar
as such disclosure is compatible with the discharge of its
responsibilities and the principle of confidentiality and neutrality of
dispute resolution by third party neutrals.

[77 FR 66539, Nov. 6, 2012]



Sec. 1401.21  Information policy.

    (a) Except for matters specifically excluded by subsection 552(b) of
title 5, United States Code, matters covered by the Privacy Act, or
other applicable statutes, all documents and records maintained by this
agency or in its

[[Page 40]]

custody shall be available to the public upon request filed in
accordance with these regulations. To the extent permitted by other
laws, the Service also will make available records which it is
authorized to withhold under 5 U.S.C. 552(b) whenever it determines that
such disclosure is in the public interest.
    (b) Any document released for inspection under the provisions of
this part may be manually copied by the requesting party. The Service
shall provide facilities for copying such documents at reasonable times
during normal working hours so long as it does not interfere with the
efficient operation of the agency.
    (c) FMCS maintains a public reading room that contains the records
required by the FOIA to be made readily available for public inspection
and copying. FMCS shall maintain and make available for public
inspection and copying a current subject-matter index of its reading
room records. Each index shall be updated regularly, at least quarterly,
with respect to newly included records. FMCS shall also make reading
room records created on or after November 1, 1996, available
electronically through FMCS's World Wide Web Site (which can be found at
http://www.fmcs.gov)
    (d) Records or documents prepared by FMCS for routine public
distribution, e.g., pamphlets and brochures, will be furnished upon
request to Office of the Director of Public Affairs, Federal Mediation
and Conciliation Service, 2100 K Street NW., Washington, DC 20427, as
long as the supply lasts. The provisions of Sec. 1401.36 (fees) are not
applicable to such requests except when the supply of such material is
exhausted and it is necessary to reproduce individual copies upon
specific request.
    (e) All existing FMCS records are subject to disposition according
to agency record retention schedules and General Records Schedules
promulgated by the National Archives and Records Administration.

[50 FR 52917, Dec. 27, 1985, as amended at 77 FR 66539, Nov. 6, 2012]



Sec. 1401.22  Partial disclosure of records.

    (a) If a record contains both disclosable and nondisclosable
information, the nondisclosable information will be deleted and the
remaining record will be disclosed unless the two are so inextricably
intertwined that it is not possible to separate them.
    (b) Records disclosed in part shall be marked or annotated to show
both the amount and the location of the information deleted and the
applicable exemption.

[77 FR 66540, Nov. 6, 2012]



Sec. 1401.23  Preparation of new records.

    (a) Freedom of Information Act and the provisions of this part apply
only to existing records that are reasonably described in a request
filed with the Federal Mediation and Conciliation Service pursuant to
the procedures established in Sec. Sec. 1401.31-1401.36.
    (b) The Director may, in his or her discretion, prepare new records
in order to respond to a request for information when he or she
concludes that it is in the public interest and promotes the objectives
of the Labor-Management Relations Act, 1947, as amended.



Sec. 1401.30  Applicability of procedures.

    Requests for inspection or copying of information from records in
the custody of the FMCS which are reasonably identifiable and available
under the provisions of this part shall be made and acted upon as
provided in the following sections of this subpart. The prescribed
procedure shall be followed in all cases where access is sought to
official records pursuant to the provisions of the Freedom of
Information Act, except with respect to records for which a less formal
disclosure procedure is provided specifically in this part.



Sec. 1401.31  Filing a request for records.

    (a) Any person who desires to inspect or copy an Agency record
should submit a written request to the Office of the General Counsel,
Federal Mediation and Conciliation Service, 2100 K Street NW.,
Washington, DC 20427. The envelope [or cover sheet] should be marked
``Freedom of Information Act request.'' Electronic mail requests should
be sent to [email protected].
    (b) Each request should reasonably describe the records being
sought, so

[[Page 41]]

that the records requested may be located and identified. If the
description is insufficient to locate the requested records, the officer
processing the request will notify the requester and ask for additional
information.

[77 FR 66540, Nov. 6, 2012]



Sec. 1401.32  Logging of written requests.

    (a) All requests for records should be clearly and prominently
identified as a request for information under the Freedom of Information
Act, and if submitted by mail or otherwise submitted in an envelope or
other cover, should be clearly and prominently identified as such on the
envelope or other cover.
    (b) Upon receipt of a request for records from the FMCS Office of
the General Counsel, the FMCS office or division responding to the
request shall enter it in a public log. The log shall state the date and
time received, the name and address of person making the request, the
nature of the records requested, the action taken on the request, the
date of the determination letter sent pursuant to Sec. 1401.34 (b) and
(d), the date(s) any records are subsequently furnished, the number of
staff hours and grade levels of persons who spent time responding to the
request, and the payment requested and received.

[50 FR 52917, Dec. 27, 1985, as amended at 77 FR 66540, Nov. 6, 2012]



Sec. 1401.33  Description of information requested.

    (a) Each request should reasonably describe the records being
sought, in a way that they can be identified and located. A request
should include all pertinent details that will help identify the records
sought.
    (b) If the description is insufficient, the officer processing the
request will so notify the person making the request and indicate the
additional information needed. Every reasonable effort shall be made to
assist in the identification and location of the records sought.



Sec. 1401.34  Time for processing requests.

    (a) All time limitations established pursuant to this section shall
begin as of the time a request for records is received by the Office of
the General Counsel.
    (b) The officer or employee responsible for responding to the
request shall, within twenty (20) working days following receipt of the
request, respond in writing to the requester, determining whether, or
the extent to which, the Agency shall comply with the request.
    (1) If all of the records requested have been located and a final
determination has been made with respect to disclosure of all the
records requested, the response shall so state.
    (2) If all of the records have not been located or a final
determination has not been made with respect to disclosure of all
records requested, the response shall state the extent to which the
records involved will be disclosed pursuant to the rules established in
this part.
    (c) Where the time limits for processing a request cannot be met
because of unusual circumstances and FMCS determines to extend the time
limit on that basis, FMCS will, as soon as practicable, notify the
requester in writing of the unusual circumstances and the date by which
the processing can be expected to be completed. Where the extension is
for more than 10 working days, FMCS will provide the requester with an
opportunity either to modify the request so that it may be processed
within the time limits or to arrange an alternative time period for
processing the request or a modified request. If FMCS reasonably
believes that multiple requests submitted by a requester, or by a group
of requesters acting in concert, constitute a single request that would
otherwise involve unusual circumstances, and the requests involve
clearly related matters, they may be aggregated.
    (d) If any request for records is denied in whole or in part, the
response required by paragraph (b) of this section shall notify the
requester of the denial. Such denial shall specify the reason and also
advise that the denial may be appealed to the Office of the FMCS Deputy
Director as specified in Sec. 1401.35. In addition, such denial shall
include an estimate of the volume of records or information withheld, in

[[Page 42]]

numbers of pages or in some other reasonable form of estimation. This
estimate does not need to be provided if the volume is otherwise
indicated through deletions on records disclosed in part, or if
providing an estimate would harm an interest protected by an applicable
estimation.
    (e) FMCS offices may use two or more processing tracks by
distinguishing between simple and more complex requests based on the
amount of work and or time needed to process the request. A person
making a request that does not qualify for the fastest multitrack
processing should be given an opportunity to limit the scope of the
request in order to qualify for faster processing.
    (f) Requests and appeals will be taken out of order and given
expedited processing in cases where the requester demonstrates a
compelling need.
    (1) Compelling need means:
    (i) Circumstances in which failure to obtain copies of the requested
records on an expedited basis could reasonably be expected to pose an
imminent threat to the life or physical safety of an individual; or
    (ii) An urgency to inform the public about an actual or alleged
Federal Government activity, if the request is made by a person
primarily engaged in disseminating information.
    (2) A requester seeking expedited processing should so indicate in
the initial request, and should state all the facts supporting the need
to obtain the requested records quickly. The requester must also certify
in writing that these facts are true and correct to the best of the
requester's knowledge and belief.
    (3) Within 10 calendar days of its receipt of a request for
expedited processing, FMCS will notify the requester of its decision. If
a request for expedited treatment is granted, the request shall be given
priority and shall be processed as soon as practicable. If a request for
expedited processing is denied, any appeal of that decision will be
acted on expeditiously.

[50 FR 52917, Dec. 27, 1985, as amended at 77 FR 66540, Nov. 6, 2012]



Sec. 1401.35  Appeals from denials of request.

    (a) Whenever any request for records is denied, a written appeal may
be filed with the Deputy Director, FMCS, 2100 K Street, NW., Washington,
DC 20427, within 30 days after requester receives notification that the
request has been denied or after the requester receives any records
being made available, in the event of partial denial. The appeal shall
state the grounds for appeal, including any supporting statements or
arguments.
    (b) Final action on the appeal shall be taken within 20 working days
from the time of receipt of the appeal. Where novel and complicated
questions have been raised or unusual difficulties have been
encountered, the Deputy Director may extend the time for final action up
to an additional 10 days, depending upon whether there had been an
extension pursuant to Sec. 1401.34(c) at the initial stage. In such
cases, the applicant shall be notified in writing of the reasons for the
extension of time and the approximate date on which a final response
will be forthcoming.
    (c) If on appeal the denial of the request for records is upheld in
whole or in part, the Deputy Director shall notify the applicant of the
reasons therefor, and shall advise the requester of the provisions for
judicial review under 5 U.S.C. 552(a) (4) and (6).



Sec. 1401.36  Freedom of Information Act fee schedules.

    (a) Definitions. For purposes of Sec. 1401.36, the following
definitions apply:
    (1) Direct costs means those expenditures which are actually
incurred in searching for and duplicating and, in the case of commercial
use requesters, reviewing to respond to a FOIA request.
    (2) Search means the process of looking for and retrieving records
or information responsive to a request. It includes page-by-page or
line-by-line identification of information within records and also
includes reasonable efforts to locate and retrieve information from
records maintained in electronic form or format.

[[Page 43]]

    (3) Duplication refers to the process of making a copy of a document
necessary to respond to a FOIA request. Copies may be in various forms
including machine-readable documentation (e.g. magnetic tape or disk)
among others. A requester's specified preference of form or format of
disclosure will be honored if the record is readily reproducible with
reasonable efforts in the requested form or format.
    (4) Review refers to the process of examining documents located in
response to a request that is for commercial use, to determine whether a
document or any portion of any document located is permitted to be
withheld. It includes processing any documents for disclosure to the
requester, e.g., doing all that is necessary to excise them or otherwise
prepare them for release. It does not include time spent resolving
general legal or policy issues regarding the applicability of particular
exemptions or reviewing on appeal exemptions that are applied. However,
records or portions withheld in full under an exemption that is
subsequently determined not to apply may be reviewed again to determine
the applicability of other exemptions not previously considered. The
costs for such a subsequent review is assessable.
    (5) Commercial use request refers to a request from or on behalf of
one who seeks information for a use or purpose that furthers the
commercial trade or profit interest of the requester or the person on
whose behalf the request is made.
    (6) Educational institution refers to a preschool, a public or
private elementary or secondary school, an institution of undergraduate
higher education, an institution of graduate or professional education
or an institution of vocational education, which operates a program or
programs of scholarly research.
    (7) Representative of the news media refers to any person actively
gathering news for an entity that is organized and operated to publish
or broadcast news to the public. The term ``news'' means information
that is about current events or that would be of current interest to the
public. In the case of ``freelance'' journalists, they may be regarded
as working for a news organization if they can demonstrate a reasonable
expectation of publication through the organization, even though not
actually employed by it.
    (8) Non-commercial scientific institution refers to an institution
that is not operated on a commercial basis as defined under ``commercial
use request'' in paragraph (a)(5) of this section, and which is operated
solely for the purpose of conducting scientific research, the results of
which are not intended to promote any particular product or industry.
    (b) Fee schedules and waivers. Requests submitted shall be subject
to direct costs, including search, duplication and review, in accordance
with the following schedules, procedures and conditions.
    (1) Schedule of charges--(i) Clerical time. For each one-quarter
hour or portion thereof of clerical time, $4.00.
    (ii) Professional time. For each one-quarter hour or portion thereof
of profession time, $10.00.
    (iii) Duplication. For each sheet of duplication (not to exceed 8\1/
2\ by 14 inches) of requested records, $.20.
    (iv) Computer time. For computer searches of records, requestors
will be charged the direct costs of conducting the search (as provided
in paragraph (b)(3)(i) of this section), although certain requestors
will be charged no search fee (as provided in paragraphs (b)(3)(ii) and
(iii) of this section), and certain other requestors will be entitled to
the cost equivalent of two hours of manual search time without charge
(as provided in paragraph (b)(3)(iv) of this section). These direct
costs will include the cost of operating a central processing unit for
that portion of operating time that is directly attributable to the
searching for responsive records, as well as the costs of operator/
programmer salary attributable to the search. Computer time expressed in
fractions of minutes will be rounded to the next whole minute.
    (v) Certification or authorization of records. The fee per
certification or authentication is $2.00.
    (vi) Forwarding material to destination. No charge will be assessed
for ordinary packaging and mailing costs. The FMCS may assess a charge
if compliance with the request requires special

[[Page 44]]

handling procedures such as express mail or other unusual procedures.
Such charges will be made on the basis of actual costs.
    (vii) Other costs. All other direct costs of preparing a response to
a request shall be charged to requester in the same amount as incurred
by FMCS. Charges may also be assessed for searches even if the records
requested are not found, or the records are determined to be exempted
from disclosure.
    (2) Rules of construction. (i) In providing the foregoing schedules
pursuant to the provisions of 5 U.S.C. 552(a)(4)(A), it is the intent of
FMCS to apply 29 CFR part 70 and the user charge statute, 31, U.S.C.
9701, to cover those situations in which the Agency is performing for a
requester services other than those related to arbitration which are not
required under the Freedom of Information Act.
    (ii) For those matters coming within the scope of this regulation,
the FMCS will look to the provisions of the guidance published by in the
Office of Management and Budget's Uniform Fee Schedule and Guidelines
(available at http://www.whitehouse.gov/omb/inforeg/infopoltech.html)
and the Department of Justice Attorney General's Memorandum on the 1986
Amendments to the Freedom of Information Act (available at http://
www.usdoj.gov/04foia/04--7.html) for making such interpretations as
necessary.
    (3) Fee categories. Fees shall be determined in accordance with the
following categories of requesters.
    (i) Commercial use requesters will be assessed charges to recover
the full direct cost of searching for, reviewing for release, and
duplicating the records sought. This includes the full direct costs of
computer production programming, searching and production of records.
Commercial use requesters are not entitled to 2 hours of free search
time nor 100 free pages of reproduction of documents, as described
below.
    (ii) Educational and non-commercial scientific institution
requesters will be assessed charges for the cost of duplication alone,
excluding charges for the first 100 pages. To be eligible for inclusion
in this category, requesters must show that the request is being made
under the auspices of a qualifying institution pursuant to the criteria
in paragraphs (a)(6) and (a)(8) of this section, and that the records
are not sought for commercial use, but are sought in furtherance of
scholarly or scientific research.
    (iii) Requesters who are representatives of the news media will be
assessed charges for the cost of duplication alone, excluding charges
for the first 100 pages. To be eligible for inclusion in this category,
a requester must meet the criteria in paragraph (a)(7) of this section,
and the request must not be made for a commercial use. A request for
records supporting the news dissemination function of the requester
shall not be considered to be a request that is for commercial use.
    (iv) All other requesters will be assessed charges to recover the
full reasonable direct costs of searching for and reproducing records
that are responsive to the request, including costs of computer
production programming, searching and production, except that the first
100 pages of reproduction, and the first 2 hours of search time shall be
furnished without charge.
    (v) In no event shall fees be charged when the total charges are
less than $14.00, which is the Agency cost of collecting and processing
the fee itself. If the request is expected to involve an assessed fee in
excess of $14.00, the response shall specify or estimate the fee
involved before the records are made available.
    (4) Waiver or reduction of charge. A fee waiver must be requested at
the same time that a request for records is made. The requester should
provide an explanation of why the waiver is appropriate. If the request
for a waiver or reduction is denied, the denial may be appealed to FMCS
Deputy Director. In the appeal letter the requester should discuss
whatever reasons are given in the denial letter. Documents may be
furnished without charge or at reduced levels if FMCS determines that
disclosure of the information is in the public interest; that is,
because it is likely to contribute significantly to public understanding
of the operations or activities of the Government and is not primarily
in the commercial interest of the requester.

[[Page 45]]

    (c) Fee payments. (1) Payments shall be made by check or money order
payable to ``Federal Mediation and Conciliation Service'' and shall be
sent to: Director, Financial Management Staff, Federal Mediation and
Conciliation Service, 2100 K Street NW., Washington, DC 20427.
    (2) If a requester fails to pay chargeable fees that were incurred
as a result of this Agency's processing of the information request, the
Agency beginning on the 31st day following the date on which the
notification of charges was sent, may assess interest charges against
the requester in the manner prescribed in 31 U.S.C. 37l7.
    (3) The Agency may use the provisions of the Debt Collection Act of
1982, (Pub. L. 97-365, 29 CFR part 1450) including disclosure to
consumer reporting agencies, for the purpose of obtaining payment.
    (d) Advance payments. FMCS may require a requester to make an
advance payment of anticipated fees under the following circumstances:
    (1) If the anticipated charges are likely to exceed $250, FMCS may
notify the requestor of the likely cost and obtain satisfactory
assurance of full payment when the requester has a history of prompt
payment of FOIA fees, or require an advance payment of an amount up to
the full estimated charges in the case of requesters with no history of
payments.
    (2) If a requester has previously failed to pay fees that have been
charged in processing a request, within 30 days of the date when the
notification of fees was sent, the requester may be required to:
    (i) Pay the entire amount of fees that are owed, plus any applicable
interest as provided for in paragraph (c)(2) of this section, and
    (ii) To make an advance payment of the full amount of the estimated
fee before the Agency will process the new pending request.

[55 FR 17602, Apr. 26, 1990, as amended at 77 FR 66540, Nov. 6, 2012]



PART 1402_PROCEDURES OF THE SERVICE--Table of Contents



    Authority: Sec. 202, 61 Stat. 153, sec. 3, 80 Stat. 250, sec. 203,
61 Stat. 153; 5 U.S.C. 552, 29 U.S.C. 172, 173.



Sec. 1402.1  Notice of dispute.

    The notice of dispute filed with the Federal Mediation and
Conciliation Service pursuant to the provisions of section 8(d)(3), of
the Labor-Management Relations Act, 1947, as amended, shall be in
writing. The following Form F-7, for use by the parties in filing a
notice of dispute, has been prepared by the Service:

FMCS Form F-7.
Revised May 1964.

                      Notice to Mediation Agencies

To: Federal Mediation and Conciliation Service, Washington, D.C. 20427;
and
To: (Appropriate State or Territorial agency.)
Date --------------------
    You are hereby notified that written notice of the proposed
termination or modification of the existing collective bargaining
contract was served upon the other party to this contract and that no
agreement has been reached.
    1. (a) Name of employer (if more than one company or an association,
submit names and addresses on separate sheet in duplicate). Phone No. --
----------
    Address of establishment affected (Street) (City) (State) (Zip
Code).
    (If more than one establishment, or plant, list addresses on
separate sheet.)
    (b) Employer Official to communicate with (name and title).
Address: Phone No. --------.
---------------- (Street), ---------------- (City), ----------------
(State).
    2. (a) International union ---------------- Local No. ------. AFL-
CIO ( ). Independent ( ). Phone No. ------. Address of local union:
---------------- (Street), ---------------- (City), ----------------
(State), -------- (Zip Code).
    (b) Union official to communicate with --------------------. Phone
No. ----------.
Address:
---------------- (Street), ---------------- (City), ----------------
(State), -------- (Zip Code).
    3. (a) Number of employees covered by the Contract(s) ------.
    (b) Total number employed by the Company at this location(s) ------.
    4. Type of establishment and principal products, or services ------
----------------

[[Page 46]]

(Factory, mine, wholesaler, over-the-road trucking, etc.).
    5. Contract expiration or reopening date ------------.
    6. Name of official filing this notice --------------------. Title
----------------.
Address ------------------------ Phone No. --------.
    Check on whose behalf this notice is filed:
Union ------------. Employer ------------
Signature --------------------------------
    Receipt of this notice does not constitute a request for mediation
nor does it commit the agencies to offer their facilities. This
particular form of notice is not legally required. Receipt of notice
will not be acknowledged in writing by the Federal Mediation and
Conciliation Service. (Attach copies of any statement you wish to make
to the Mediation Agencies.)
    Copies of this Form F-7 are obtainable at the national, regional and
field offices of the Service. This form may be duplicated for use by
representatives of employers or unions provided it is copied in full
without change.

[32 FR 9812, July 6, 1967, as amended at 47 FR 10531, Mar. 11, 1982]



PART 1403_FUNCTIONS AND DUTIES--Table of Contents



Sec.
1403.1 Definitions.
1403.2 Policies of the Federal Mediation and Conciliation Service.
1403.3 Obtaining data on labor-management disputes.
1403.4 Assignment of mediators.
1403.5 Relations with State and local mediation agencies.

    Authority: Sec. 202, 61 Stat. 153, sec. 3, 80 Stat. 250, sec. 203,
61 Stat. 153; 29 U.S.C. 172, 5 U.S.C. 552, 29 U.S.C. 173.

    Source: 32 FR 9813, July 6, 1967, unless otherwise noted.



Sec. 1403.1  Definitions.

    As used in this part, unless the context clearly indicates
otherwise;
    (a) The term commerce means trade, traffic, commerce,
transportation, or communication among the several States, or between
the District of Columbia or any Territory of the United States and any
State or other Territory, or between any foreign country and any State,
Territory, or the District of Columbia, or within the District of
Columbia, or any Territory, or between points in the same State but
through any other State or any Territory or the District of Columbia or
any foreign country.
    (b) The term affecting commerce means in commerce, or burdening or
obstructing commerce or the free flow of commerce, or having led or
tending to lead to a labor-management dispute burdening or obstructing
commerce or the free flow of commerce.
    (c) The term labor union or labor organization means any
organization of any kind, or any agency or employee representation
committee or plan, in which employees participate and which exists for
the purpose, in whole or in part, of dealing with employers concerning
grievances, labor disputes, wages, rates of pay, hours of employment, or
conditions of work.
    (d) The term State or other conciliation services means the official
and accredited mediation and conciliation establishments of State and
local governments, which are wholly or partially supported by public
funds.
    (e) The term proffer its services, as applied to the functions and
duties of the Federal Mediation and Conciliation Service, means to make
mediation services and facilities available either on its own motion or
upon the request of one or more of the parties to a dispute.



Sec. 1403.2  Policies of the Federal Mediation and Conciliation Service.

    It is the policy of the Federal Mediation and Conciliation Service:
    (a) To facilitate and promote the settlement of labor-management
disputes through collective bargaining by encouraging labor and
management to resolve differences through their own resources.
    (b) To encourage the States to provide facilities for fostering
better labor-management relations and for resolving disputes.
    (c) To proffer its services in labor-management disputes in any
industry affecting commerce, except as to any matter which is subject to
the provisions of the Railway Labor Act, as amended, either upon its own
motion or upon the request of one or more of the parties to the dispute,
whenever in its judgment such dispute threatens to cause a substantial
interruption to commerce.

[[Page 47]]

    (d) To refrain from proffering its services:
    (1) In labor-management disputes affecting intrastate commerce
exclusively,
    (2) In labor-management disputes having a minor effect on interstate
commerce, if State or other conciliation services are available to the
parties, or
    (3) In a labor-management dispute when a substantial question of
representation has been raised, or to continue to make its facilities
available when a substantial question of representation is raised during
the negotiations.
    (e) To proffer its services in any labor-management dispute directly
involving Government procurement contracts necessary to the national
defense, or in disputes which imperil or threaten to imperil the
national health or safety.
    (f) To proffer its services to the parties in grievance disputes
arising over the application or interpretation of an existing
collective-bargaining agreement only as a last resort and in exceptional
cases.



Sec. 1403.3  Obtaining data on labor-management disputes.

    When the existence of a labor-management dispute comes to the
attention of the Federal Service upon a request for mediation service
from one or more parties to the dispute, through notification under the
provisions of section 8(d)(3), title I of the Labor-Management Relations
Act, 1947, or otherwise, the Federal Service will examine the
information to determine if the Service should proffer its services
under its policies. If sufficient data on which to base a determination
is not at hand, the Federal Service will inquire into the circumstances
surrounding the case. Such inquiry will be conducted for fact-finding
purposes only and is not to be interpreted as the Federal Service
proffering its services.



Sec. 1403.4  Assignment of mediators.

    The Federal Service will assign one or more mediators to each labor-
management dispute in which it has been determined that its services
should proffered.



Sec. 1403.5  Relations with State and local mediation agencies.

    (a) If under State or local law a State or local mediation agency
must offer its facilities in a labor-management dispute in which the
Federal Service is proffering its services, the interests of such
agencies will be recognized and their co-operation will be encouraged in
order that all efforts may be made to prevent or to effectively minimize
industrial strife.
    (b) If, in a labor-management dispute there is reasonable doubt that
the dispute threatens to cause a substantial interruption to commerce or
that there is more than a minor effect upon interstate commerce, and
State or other conciliation services are available to the parties, the
regional director of the Federal Service will endeavor to work out
suitable arrangements with the State or other conciliation or mediation
agency for mediation of the dispute. Decisions in such cases will take
into consideration the desires of the parties, the effectiveness and
availability of the respective facilities, and the public welfare,
health, and safety.
    (c) If requested by a State or local mediation agency or the chief
executive of a State or local government, the Federal Service may make
its services available in a labor-management dispute which would have
only a minor effect upon interstate commerce when, in the judgment of
the Federal Service, the effect of the dispute upon commerce or the
public welfare, health, or safety justifies making available its
mediation facilities.



PART 1404_ARBITRATION SERVICES--Table of Contents



         Subpart A_Arbitration Policy; Administration of Roster

Sec.
1404.1 Scope and authority.
1404.2 Policy.
1404.3 Administrative responsibilities.

        Subpart B_Roster of Arbitrators; Admission and Retention

1404.4 Roster and status of members.
1404.5 Listing on the roster, criteria for listing and removal,
          procedure for removal.
1404.6 Inactive status.

[[Page 48]]

1404.7 Listing fee.

              Subpart C_Procedures for Arbitration Services

1404.8 Freedom of choice.
1404.9 Procedures for requesting arbitration lists and panels.
1404.10 Arbitrability.
1404.11 Nominations of arbitrators.
1404.12 Selection by parties and appointments of arbitrators.
1404.13 Conduct of hearings.
1404.14 Decision and award.
1404.15 Fees and charges of arbitrators.
1404.16 Reports and biographical sketches.

                     Subpart D_Expedited Arbitration

1404.17 Policy.
1404.18 Procedures for requesting expedited panels.
1404.19 Arbitration process.
1404.20 Proper use of expedited arbitration.

Appendix to Part 1404--Arbitration Policy; Schedule of Fees

    Authority: 29 U.S.C. 172 and 29 U.S.C. 173 et seq.

    Source: 62 FR 34171, June 25, 1997, unless otherwise noted.



         Subpart A_Arbitration Policy; Administration of Roster



Sec. 1404.1  Scope and authority.

    This chapter is issued by the Federal Mediation and Conciliation
Service (FMCS) under Title II of the Labor Management Relations Act of
1947 (Pub. L. 80-101) as amended. It applies to all arbitrators listed
on the FMCS Roster of Arbitrators, to all applicants for listing on the
Roster, and to all persons or parties seeking to obtain from FMCS either
names or panels of names of arbitrators listed on the Roster in
connection with disputes which are to be submitted to arbitration or
factfinding.



Sec. 1404.2  Policy.

    The labor policy of the United States promotes and encourages the
use of voluntary arbitration to resolve disputes over the interpretation
or application of collective bargaining agreements. Voluntary
arbitration and factfinding are important features of constructive
employment relations as alternatives to economic strife.



Sec. 1404.3  Administrative responsibilities.

    (a) Director. The Director of FMCS has responsibility for all
aspects of FMCS arbitration activities and is the final agency authority
on all questions concerning the Roster and FMCS arbitration procedures.
    (b) Office of Arbitration Services. The Office of Arbitration
Services (OAS) maintains a Roster of Arbitrators (the Roster);
administers subpart C of this part (Procedures for Arbitration
Services); assists, promotes, and cooperates in the establishment of
programs for training and developing new arbitrators; and provides names
or panels of names of listed arbitrators to parties requesting them.
    (c) Arbitrator Review Board. The Arbitrator Review Board shall
consist of a chairman and members appointed by the Director who shall
serve at the Director's pleasure. The Board shall be composed entirely
of full-time officers or employees of the Federal Government and shall
establish procedures for carrying out its duties.
    (1) Duties of the Board. The Board shall:
    (i) Review the qualifications of all applicants for listing on the
Roster, interpreting and applying the criteria set forth in Sec.
1404.5;
    (ii) Review the status of all persons whose continued eligibility
for listing on the Roster has been questioned under Sec. 1404.5;
    (iii) Recommend to the Director the acceptance or rejection of
applicants for listing on the Roster, or the withdrawal of listing on
the Roster for any of the reasons set forth in this part;
    (iv) At the request of the Director of FMCS, or upon its own
volition, review arbitration policies and procedures, including all
regulations and written guidance regarding the use of the FMCS
arbitrators, and make recommendations regarding such policies and
procedures to the Director; and
    (v) Review the qualifications of all persons who request a review in
anticipation of attending the FMCS-sponsored labor arbitrator training
course, interpreting and applying the criteria set forth in Sec. 1404.5.

[[Page 49]]

    (2) [Reserved]

[62 FR 34171, June 25, 1997, as amended at 70 FR 76397, Dec. 27, 2005]



        Subpart B_Roster of Arbitrators; Admission and Retention



Sec. 1404.4  Roster and status of members.

    (a) The Roster. FMCS shall maintain a Roster of labor arbitrators
consisting of persons who meet the criteria for listing contained in
Sec. 1404.5 and who remain in good standing.
    (b) Adherence of Standards and Requirements. Persons listed on the
Roster shall comply with FMCS rules and regulations pertaining to
arbitration and with such guidelines and procedures as may be issued by
the OAS pursuant to subpart C of this Part. Arbitrators shall conform to
the ethical standards and procedures set forth in the Code of
Professional Responsibility for Arbitrators of Labor Management
Disputes, as approved by the National Academy of Arbitrators, Federal
Mediation and Conciliation Service, and the American Arbitration
Association (Code).
    (c) Status of arbitrators. Persons who are listed on the Roster and
are selected or appointed to hear arbitration matters or to serve as
factfinders do not become employees of the Federal Government by virtue
of their selection or appointment. Following selection or appointment,
the arbitrator's relationship is solely with the parties to the dispute,
except that arbitrators are subject to certain reporting requirements
and to standards of conduct as set forth in this part.
    (d) Role of FMCS. FMCS has no power to:
    (1) Compel parties to appear before an arbitrator;
    (2) Enforce an agreement to arbitrate;
    (3) Compel parties to arbitrate any issue;
    (4) Influence, alter, or set aside decisions of arbitrators on the
Roster;
    (5) Compel, deny, or modify payment of compensation to an
arbitrator.
    (e) Nominations and Panels. On request of the parties to an
agreement to arbitrate or engage in fact-finding, or where arbitration
or fact-finding may be provided for by statute, OAS will provide names
or panels of names for a fee. Procedures for obtaining these services
are outlined in subpart C of this part. Neither the submission of a
nomination or panel nor the appointment of an arbitrator constitutes a
determination by FMCS that an agreement to arbitrate or enter fact-
finding proceedings exists; nor does such action constitute a ruling
that the matter in controversy is arbitrable under any agreement.
    (f) Rights of persons listed on the Roster. No person shall have any
right to be listed or to remain listed on the Roster. FMCS retains its
authority and responsibility to assure that the needs of the parties
using its services are served. To accomplish this purpose, FMCS may
establish procedures for the preparation of panels or the appointment of
arbitrators or factfinders which include consideration of such factors
as background and experience, availability, acceptability, geographical
location, and the expressed preferences of the parties. FMCS may also
establish procedures for the removal from the Roster of those
arbitrators who fail to adhere to provisions contained in this part.

[62 FR 34171, June 25, 1997, as amended at 70 FR 76397, Dec. 27, 2005]



Sec. 1404.5  Listing on the roster, criteria for listing and removal,
procedure for removal.

    Persons seeking to be listed on the Roster must complete and submit
an application form that may be obtained from OAS. Upon receipt of an
executed application, OAS will review the application, assure that it is
complete, make such inquiries as are necessary, and submit the
application to the Board. The Board will review the completed
application under the criteria in paragraphs (a), (b) and (c) of this
section, and will forward to the FMCS Director its recommendation as to
whether or not the applicant meets the criteria for listing on the
Roster. The Director shall make all final decisions as to whether an
applicant may be listed on the Roster. Each applicant shall be notified
in writing of the Director's decision and the reasons therefore.

[[Page 50]]

    (a) General Criteria. (1) Applicants will be listed on the Roster
upon a determination that he or she:
    (i) Is experienced, competent and acceptable in decision-making
roles in the resolution of labor relations disputes; or
    (ii) Has extensive and recent experience in relevant positions in
collective bargaining; and
    (iii) Is capable of conducting an orderly hearing, can analyze
testimony and exhibits and can prepare clear and concise findings and
awards within reasonable time limits.
    (iv) For applicants who are governmental employees, the following
criteria shall also apply:
    (A) Federal Employees: These applicants must provide the OAS with
written permission from their employer to work as an arbitrator. Federal
employees will not be assigned to panels involving the Federal
Government.
    (B) Governmental Employees other than Federal: These applicants must
provide the OAS with written permission from their employer to work as
an arbitrator as well as a statement of the jurisdiction(s) in which the
applicant is permitted to do this work.
    (2) FMCS may identify certain positions relating to collective
bargaining that will substitute for the General Criteria. FMCS may also
identify periodic educational requirements for remaining on the Roster.
    (b) Proof of Qualification. The qualifications listed in paragraph
(a) of this section are preferably demonstrated by the submission of
five recent arbitration awards prepared by the applicant while serving
as an impartial arbitrator of record chosen by the parties to labor
relations disputes arising under collective bargaining agreements, or
the successful completion of the FMCS labor arbitrator training course
plus two awards as described above, and the submission of information
demonstrating extensive and recent experience in collective bargaining,
including at least the position or title held, duties or
responsibilities, the name and location of the company or organization,
and the dates of employment.
    (c) Advocacy. Any person who at the time of application is an
advocate as defined in paragraph (c)(1) of this section, must agree to
cease such activity before being recommended for listing on the Roster
by the Board. Except in the case of persons listed on the Roster as
advocates before November 17, 1976, any person who did not divulge his
or her advocacy at the time of listing or who becomes an advocate while
listed on the Roster and who did not request to be placed on inactive
status pursuant to Sec. 1404.6 prior to becoming an advocate, shall be
recommended for removal by the Board after the fact of advocacy is
revealed.
    (1) Definition of Advocacy. An advocate is a person who represents
employers, labor organizations, or individuals as an employee, attorney,
or consultant, in matters of labor relations or employment relations,
including but not limited to the subjects of union representation and
recognition matters, collective bargaining, arbitration, unfair labor
practices, equal employment opportunity, and other areas generally
recognized as constituting labor or employment relations. The definition
includes representatives of employers or employees in individual cases
or controversies involving worker's compensation, occupational health or
safety, minimum wage, or other labor standards matters.
    (2) This definition of advocate also includes a person who is
directly or indirectly associated with an advocate in a business or
professional relationship as, for example, partners or employees of a
law firm. Individuals engaged only in joint education or training or
other non-adversarial activities will not be deemed as advocates.
    (d) Listing on roster, removal. Listing on the Roster shall be by
decision of the Director of FMCS based upon the recommendations of the
Board or upon the Director's own initiative. The Board may recommend for
removal, and the Director may remove, any person listed on the Roster
for violation of this part or of the Code of Professional
Responsibility. FMCS will provide to the affected arbitrator written
notice of removal from the Roster. Complaints about arbitrators should
be in writing and sent to the Director of OAS. The complaint should cite
the specific section of the Code or the

[[Page 51]]

FMCS rule the arbitrator has allegedly violated. The following criteria
shall be a basis for the Board to recommend and/or the Director to
initiate a member's removal from the Roster:
    (1) No longer meets the criteria for admission;
    (2) Has become an advocate as defined in paragraph (c) of this
section;
    (3) Has been repeatedly or flagrantly delinquent in submitting
awards;
    (4) Has refused to make reasonable and periodic reports in a timely
manner to FMCS, as required in subpart C of this part, concerning
activities pertaining to arbitration;
    (5) Has been the subject of a complaint by parties who use FMCS
services and the Board, after appropriate inquiry, concludes that cause
for removal has been shown;
    (6) Is determined to be unacceptable to the parties who use FMCS
arbitration services. Such a determination of unacceptability may be
based on FMCS records which show the number of times the arbitrator's
name has been proposed to the parties and the number of times he or she
has been selected. Such cases will be reviewed for extenuating
circumstances, such as length of time on the Roster or prior history;
    (7) Has been in an inactive status pursuant to Sec. 1404.6 for
longer than two years and has not paid the annual listing fee.
    (e) Procedure for Removal. Prior to any recommendation by the Board
to remove an arbitrator from the Roster, the Board shall conduct an
inquiry into the facts of any such recommended removal. When the Board
recommends removal of an arbitrator, it shall send the arbitrator a
written notice. This notice shall inform the arbitrator of the Board's
recommendation and the basis for it, and that he or she has 60 days from
the date of such notice to submit a written response or information
showing why the arbitrator should not be removed. When the Director
removes an arbitrator from the Roster, he or she shall inform the
arbitrator of this in writing, stating the effective date of the removal
and the length of time of the removal if it is not indefinite. An
arbitrator so removed may seek reinstatement to the Roster by making
written application to the Director no earlier than two years after the
effective date of his or her removal.
    (f) Suspension. The director of OAS may suspend for a period not to
exceed 180 days any person listed on the Roster who has violated any of
the criteria in paragraph (d) of this section. Arbitrators shall be
promptly notified of a suspension. The arbitrator may appeal a
suspension to the Board, which shall make a recommendation to the
Director of FMCS. The decision of the Director of FMCS shall constitute
the final action of the agency.

[62 FR 34171, June 25, 1997, as amended at 70 FR 76397, Dec. 27, 2005;
75 FR 30705, June 2, 2010]



Sec. 1404.6  Inactive status.

    (a) A member of the Roster who continues to meet the criteria for
listing on the Roster may request that he or she be put in an inactive
status on a temporary basis because of ill heath, vacation, schedule or
other reasons.
    (b) Arbitrators whose schedules do not permit cases to be heard
within six months of assignment are encouraged to make themselves
inactive temporarily until their caseload permits the earlier scheduling
of cases.
    (c) An arbitrator can remain on inactive status without paying any
annual listing fee for a period of two (2) years. If an arbitrator is on
inactive status for longer than two (2) years, the arbitrator will be
removed from the Roster unless he or she pays the annual listing fee.

[75 FR 30705, June 2, 2010]



Sec. 1404.7  Listing fee.

    All arbitrators will be required to pay an annual fee for listing on
the Roster, as set forth in the appendix to this part.



              Subpart C_Procedures for Arbitration Services



Sec. 1404.8  Freedom of choice.

    Nothing contained in this part should be construed to limit the
rights of parties who use FMCS arbitration services to jointly select
any arbitrator or arbitration procedure acceptable to them.

[[Page 52]]

Once a request is made to OAS, all parties are subject to the procedures
contained in this part.



Sec. 1404.9  Procedures for requesting arbitration lists and panels.

    (a) The Office of Arbitration Services (OAS) has been delegated the
responsibility for administering all requests for arbitration services.
Requests should be addressed to the Federal Mediation and Conciliation
Service, Office of Arbitration Services, 2100 K Street, NW., Washington,
DC 20427.
    (b) The OAS will refer a panel of arbitrators to the parties upon
request. The parties are encouraged to make joint requests. In the
event, however, that the request is made by only one party, the OAS will
submit a panel of arbitrators. However, the issuance of a panel--
pursuant to either joint or unilateral request--is nothing more than a
response to a request. It does not signify the adoption of any position
by the FMCS regarding the arbitrability of any dispute or the terms of
the parties' contract.
    (c) As an alternative to a request for a panel of names, OAS will,
upon written request, submit a list of all arbitrators and their
biographical sketches from a designated geographical area. The parties
may then select and deal directly with an arbitrator of their choice,
with no further involvement of FMCS with the parties or the arbitrator.
The parties may also request FMCS to make a direct appointment of their
selection. In such a situation, a case number will be assigned.
    (d) The OAS reserves the right to decline to submit a panel or to
make an appointment of an arbitrator if the request submitted is overly
burdensome or otherwise impracticable. The OAS, in such circumstances,
may refer the parties to an FMCS mediator to help in the design of an
alternative solution. The OAS may also decline to service any request
from a party based on the party's non-payment of arbitrator fees or
other behavior that constrains the spirit or operation of the
arbitration process.
    (e) The parties are required to use the Request for Arbitration
Panel (Form R-43), which has been prepared by the OAS and is available
upon request to the Federal Mediation and Conciliation Service, Office
of Arbitration Services, Washington, DC 20427, or by calling (202) 606-
5111. Form R-43 is also available on the FMCS Internet Web site, http://
www.fmcs.gov. Requests that do not contain all required information
requested on Form R-43 in typewritten form or legible handwriting may be
rejected.
    (f) Parties may submit requests for any standard geographical
arbitration panels electronically by accessing the agency's Internet Web
site, http://www.fmcs.gov, and receive panels via e-mail, fax or mail.
Panel requests that contain certain special requirements may not be
processed via the agency's internet system. Parties must provide all
required information and must pay the cost of such panels using methods
of payment that are accepted by the agency.
    (g) The OAS will charge a nominal fee for all requests for lists,
panels, and other major services. Payments for these services must be
received with the request for services before the service is delivered
and may be paid by either labor or management or both. A schedule of
fees is listed in the appendix to this part.
    (h) The OAS will charge a fee for all requests for lists, panels,
and other major services. Payments for these services must be received
with the request for services before the service is delivered and may be
paid by either labor or management or both. A schedule of fees is listed
in the appendix to this part.

[62 FR 34171, June 25, 1997, as amended at 70 FR 76398, Dec. 27, 2005;
75 FR 30705, June 2, 2010]



Sec. 1404.10  Arbitrability.

    The OAS will not decide the merits of a claim by either party that a
dispute is not subject to arbitration.



Sec. 1404.11  Nominations of arbitrators.

    (a) The parties may also report a randomly selected panel containing
the names of seven (7) arbitrators accompanied by a biographical sketch
for each member of the panel. This sketch states the background,
qualifications, experience, and all fees as furnished to the OAS by the
arbitrator. Requests for

[[Page 53]]

a panel of seven (7) arbitrators, whether joint or unilateral, will be
honored. Requests for a panel of other than seven (7) names, for a
direct appointment of an arbitrator, for special qualifications or other
service will not be honored unless jointly submitted or authorized by
the applicable collective bargaining agreement. Alternatively, the
parties may request a list and biographical sketches of some or all
arbitrators in one or more designated geographical areas. If the parties
can agree on the selection of an arbitrator, they may appoint their own
arbitrator directly without any further case tracking by FMCS. No case
number will be assigned.
    (b) All panels submitted to the parties by the OAS, and all letters
issued by the OAS making a direct appointment, will have an assigned
FMCS case number. All future communications between the parties and the
OAS should refer to this case number.
    (c) The OAS will provide a randomly selected panel of arbitrators
located in geographical areas in proximity of the hearing site. The
parties may request special qualification of arbitrators experienced in
certain issues or industries or that possess certain backgrounds. The
OAS has no obligation to put an individual on any given panel or on a
minimum number of panels in any fixed period. In general:
    (1) The geographic location of arbitrators placed on panels is
governed by the site of the dispute as stated on the request received by
the OAS.
    (2) If at any time both parties request that a name or names be
included, or omitted, from a panel, such name or names will be included,
or omitted, unless the number of names is excessive. These inclusions/
exclusions may not discriminate against anyone because of age, race,
color, gender, national origin, disability, or religion.
    (d) If the parties do not agree on an arbitrator from the first
panel, the OAS will furnish second and third panels to the parties upon
joint request, or upon a unilateral request if authorized by the
applicable collective bargaining agreement, and payment of additional
fees. Requests for second or third panels should be accompanied by a
brief explanation as to why the previous panel(s) was inadequate. In
addition, if parties are unable to agree on a selection after having
received three panels, the OAS will make a direct appointment upon joint
request.

[62 FR 34171, June 25, 1997, as amended at 70 FR 76399, Dec. 27, 2005]



Sec. 1404.12  Selection by parties and appointment of arbitrators.

    (a) After receiving a panel of names, the parties must notify the
OAS of their selection of an arbitrator or of the decision not to
proceed with arbitration. Upon notification of the selection of an
arbitrator, the OAS will make a formal appointment of the arbitrator.
The arbitrator, upon notification of appointment, shall communicate with
the parties within 14 days to arrange for preliminary matters, such as
the date and place of hearing. Should an arbitrator be notified directly
by the parties that he or she has been selected, the arbitrator must
promptly notify the OAS of the selection and of his or her willingness
to serve. The arbitrator must provide the OAS with the FMCS case number
and other pertinent information for the OAS to make an appointment. A
pattern of failure by an arbitrator to notify FMCS of a selection in an
FMCS case may result in suspension or removal from the Roster. If the
parties settle a case prior to the hearing, the parties must inform the
arbitrator as well as the OAS. Consistent failure to follow these
procedures may lead to a denial of future OAS services.
    (b) If the parties request a list of names and biographical sketches
rather than a panel, the parties may choose to contact and select an
arbitrator directly from that list. In this situation, neither the
parties nor the arbitrator is required to furnish any additional
information to FMCS and no case number will be assigned.
    (c) Where the parties' collective bargaining agreement is silent on
the manner of selecting arbitrators, FMCS will accept one of the
following methods for selection from a panel:
    (1) A selection by mutual agreement;
    (2) A selection in which each party alternately strikes a name from
the submitted panel until one remains;

[[Page 54]]

    (3) A selection in which each party advises OAS of its order of
preference by numbering each name on the panel and submitting the
numbered list in writing to OAS. If the parties separately notify OAS of
their preferred selections, OAS, upon receiving the preferred selection
of the first party, will notify the other party that it has fourteen
(14) days in which to submit its selections. Where both parties respond,
the name that has the lowest combined number will be appointed. If the
other party fails to respond, the first party's choice will be honored.
    (d) Where the parties' collective bargaining agreement permits each
party to separately notify OAS of its preferred selection, OAS will
proceed with the selection process as follows. When the OAS receives the
preferred selection from one party, it will notify the other party that
it has fourteen (14) days in which to submit its selections. If that
party fails to respond within the deadline, the first party's choice
will be honored unless prohibited by the collective bargaining
agreement. Where both parties respond, the name that has the lowest
combined number will be appointed. If, within fourteen (14) days, a
second panel is requested, and is permitted by the collective bargaining
agreement, the requesting party must pay a fee for the second panel.
    (e) The OAS will make a direct appointment of an arbitrator only
upon joint request or as provided by paragraphs (c) (3) or (d) of this
section.
    (f) A direct appointment in no way signifies a determination of
arbitrability or a ruling that an agreement to arbitrate exists. The
resolution of disputes over these issues rests solely with the parties.

[75 FR 30705, June 2, 2010]



Sec. 1404.13  Conduct of hearings.

    All proceedings conducted by the arbitrators shall be in conformity
with the contractual obligations of the parties. The arbitrator shall
comply with Sec. 1404.4(b). The conduct of the arbitration proceeding
is under the arbitrator's jurisdiction and control, and the arbitrator's
decision shall be based upon the evidence and testimony presented at the
hearing or otherwise incorporated in the record of the proceeding. The
arbitrator may, unless prohibited by law, proceed in the absence of any
party who, after due notice, fails to be present or to obtain a
postponement. An award rendered in an ex parte proceeding of this nature
must be based upon evidence presented to the arbitrator.



Sec. 1404.14  Decision and award.

    (a) Arbitrators shall make awards no later than 60 days from the
date of the closing of the record as determined by the arbitrator,
unless otherwise agreed upon by the parties or specified by the
collective bargaining agreement or law. However, failure to meet the 60
day deadline will not invalidate the process or award. A failure to
render timely awards reflects upon the performance of an arbitrator and
may lead to removal from the FMCS Roster.
    (b) The parties should inform the OAS whenever a decision is unduly
delayed. The arbitrator shall notify the OAS if and when the arbitrator:
    (1) Cannot schedule, hear, and render decisions promptly, or
    (2) Learns a dispute has been settled by the parties prior to the
decision.
    (c) Within 15 days after an award has been submitted to the parties,
the arbitrator shall submit an Arbitrator's Report and Fee Statement
(Form R-19) to OAS showing a breakdown of the fee and expense charges
for use in the event the OAS decides to review conformance with the
basis for the arbitrator's fees and expenses as stated in the
biographical sketch.
    (d) While FMCS encourages the publication of arbitration awards,
arbitrators should not publicize awards if objected to by one of the
parties.

[62 FR 34171, June 25, 1997, as amended at 70 FR 76399, Dec. 27, 2005]



Sec. 1404.15  Fees and charges of arbitrators.

    (a) Fees to Parties. Prior to appointment, the parties should be
aware of all significant aspects of the bases for an arbitrator's fees
and expenses. Each arbitrator's biographical sketch shall include a
statement of the bases for the arbitrator's fees and expenses, which
shall conform to this part and the Code. The parties and the arbitrator

[[Page 55]]

shall be bound by the arbitrator's statement of the bases for fees and
expenses in the biographical sketch unless they mutually agree otherwise
in writing. Arbitrators listed on the Roster may change the bases for
their fees and expenses if they provide them in writing to OAS at least
30 days in advance.
    (b) Dual Addresses. Arbitrators with dual business addresses must
bill the parties for expenses from the lesser expensive business address
to the hearing site.
    (c) Additional Administrative Fee. In cases involving unusual
amounts of time and expense relative to the pre-hearing and post-hearing
administration of a particular case, the arbitrator may charge an
administrative fee. This fee shall be disclosed to the parties as soon
as it is foreseeable by the arbitrator.
    (d) Fee Disputes. The OAS requests that it be notified of an
arbitrator's deviation from this Part. While the OAS does not resolve
individual fee disputes, repeated complaints concerning the fees charged
by an arbitrator will be brought to the attention of the Board for
consideration. Similarly, complaints by arbitrators concerning non-
payment of fees by the parties may lead to the denial of services or
other actions by the OAS.

[70 FR 76399, Dec. 27, 2005]



Sec. 1404.16  Reports and biographical sketches.

    (a) Arbitrators listed on the Roster shall execute and return all
documents, forms and reports required by the OAS. They shall also keep
the OAS informed of changes of address, telephone number, availability,
and of any business or other connection or relationship which involves
labor-management relations or which creates or gives the appearance of
advocacy as defined in Sec. 1404.5(c)(1).
    (b) The OAS will provide parties with biographical sketches for each
arbitrator on the Roster from information supplied by the arbitrator in
conformance with this section and Sec. 1404.15. The OAS reserves the
right to decide and approve the format and content of biographical
sketches.

[62 FR 34171, June 25, 1997, as amended at 70 FR 76399, Dec. 27, 2005]



                     Subpart D_Expedited Arbitration

    Source: 62 FR 48949, Sept. 18, 1997, unless otherwise noted.



Sec. 1404.17  Policy.

    In an effort to reduce the time and expense of some grievance
arbitrations, FMCS offers expedited procedures that may be appropriate
in certain non-precedential cases or those that do not involve complex
or unique issues. Expedited arbitration is intended to be a mutually
agreed-upon process whereby arbitrator appointments, hearings and awards
are acted upon quickly by the parties, FMCS, and the arbitrators.
Mandating short deadlines and eliminating requirements for transcripts,
briefs and lengthy opinions streamline the process.

[70 FR 76399, Dec. 27, 2005]



Sec. 1404.18  Procedures for requesting expedited panels.

    (a) With the excepting of the specific changes noted in this
Subpart, all FMCS rules and regulations governing its arbitration
services shall apply to Expedited Arbitration.
    (b) Upon receipt of a joint Request for Arbitration Panel (Form R-
43) indicating that both parties desire expedited services, the OAS will
refer a panel of arbitrators.
    (c) A panel of arbitrators submitted by the OAS in expedited cases
shall be valid for up to 30 days. Only one panel will be submitted per
case. If the parties are unable to mutually agree upon an arbitrator or
if prioritized selections are not received from both parties within 30
days, the OAS will make a direct appointment of an arbitrator not on the
original panel.
    (d) If the parties mutually select an arbitrator, but the arbitrator
is not available, the parties may select a second name from the same
panel or the OAS will make a direct appointment of

[[Page 56]]

another arbitrator not listed on the original panel.

[62 FR 48949, Sept. 18, 1997, as amended at 70 FR 76400, Dec. 27, 2005]



Sec. 1404.19  Arbitration process.

    (a) Once notified of the expedited case appointment by the OAS, the
arbitrator must contact the parties within seven (7) calendar days.
    (b) The parties and the arbitrator must attempt to schedule a
hearing within 30 days of the appointment date.
    (c) Absent mutual agreement, all hearings will be concluded within
one day. No transcripts of the proceedings will be made and the filing
of post-hearing briefs will not be allowed.
    (d) All awards must be completed within seven (7) working days from
the hearing. These awards are expected to be brief, concise, and not
required extensive written opinion or research time.



Sec. 1404.20  Proper use of expedited arbitration.

    (a) FMCS reserves the right to cease honoring request for Expedited
Arbitration if a pattern of misuse of this becomes apparent. Misuse may
be indicated by the parties' frequent delay of the process or referral
of inappropriate cases.
    (b) Arbitrators who exhibit a pattern of unavailability of
appointments or who are repeatedly unable to schedule hearings or render
awards within established deadlines will be considered ineligible for
appointment for this service.

[62 FR 48949, Sept. 18, 1997. Redesignated at 70 FR 76400, Dec. 27,
2005]



 Sec. Appendix to 29 CFR Part 1404--Arbitration Policy; Schedule of Fees

Annual listing fee for all arbitrators: $150 for the first address; $50
for the second address
Request for panel of arbitrators processed by FMCS staff: $50
Request for panel of arbitrators on-line: $30.00
Direct appointment of an arbitrator when a panel is not used: $20.00 per
appointment
List and biographic sketches of arbitrators in a specific area: $25.00
per request plus $.25 per page.

[68 FR 10659, Mar. 6, 2003, amended at 75 FR 30706, June 2, 2010]



PART 1405_PART-TIME EMPLOYMENT--Table of Contents



                            Subpart A_General

Sec.
1405.1 Purpose.
1405.2 Policy.
1405.3 Definition.
1405.4 Applicability.

                 Subpart B_Part-time Employment Program

1405.6 Program coordination.
1405.7 Goals and timetables.
1405.8 Reporting.
1405.9 Part-time employment practices.
1405.10 Effect on employment ceilings.
1405.11 Effect on employee benefits.

    Authority: Pub. L. 95-437, Federal Employees Part-time Career
Employment Act of 1978.

    Source: 47 FR 15779, Apr. 13, 1982, unless otherwise noted.



                            Subpart A_General



Sec. 1405.1  Purpose.

    These regulations implement Public Law 95-437, the Federal Employees
Part-time Career Employment Act of 1978, by establishing a continuing
program in the Federal Mediation and Conciliation Service (FMCS) to
provide career part-time employment opportunities.



Sec. 1405.2  Policy.

    It is the policy of FMCS to provide career part-time employment
opportunities in positions through GS-16 (or equivalent) subject to
agency resources and mission requirements.



Sec. 1405.3  Definition.

    Part-time career employment means regularly scheduled work of from
16 to 32 hours per week performed by employees in competitive or
excepted appointments in tenure groups I or II.

[[Page 57]]



Sec. 1405.4  Applicability.

    The regulations cover permanent positions which are deemed by
management to be appropriately structured on a part-time basis. The
regulations do not apply to positions at GS-16 (or equivalent) and
above.



                 Subpart B_Part-time Employment Program



Sec. 1405.6  Program coordination.

    The Director of Personnel is designated the FMCS Part-time
Employment Coordinator with responsibility for:
    (a) Consulting in the part-time employment program with the Director
of Equal Employment Opportunity, Federal Women's Program Coordinator,
Handicapped Program Coordinator, representatives of employee unions, and
other interested parties;
    (b) Responding to requests for advice and assistance on part-time
employment within the agency;
    (c) Maintaining liaison with groups interested in promoting part-
time employment opportunities;
    (d) Monitoring the agency's part-time employment efforts; and
preparing reports on part-time employment for transmittal to OPM and the
Congress.



Sec. 1405.7  Goals and timetables.

    On an annual basis, as part of the manpower and budget process,
management will set goals for establishing part-time positions to part-
time along with a timetable setting forth interim and final deadlines
for achieving the goals. Decisions on part-time employment will be based
on such factors as agency mission, occupational mix, workload
fluctuations, affirmative actions, geographic dispersion, effect on
providing services to the public, and employee interest in part-time
employment.



Sec. 1405.8  Reporting.

    FMCS will report as required by regulations to the Office of
Personnel Management on the part-time employment program. The program
will be reviewed through internal personnel management evaluations.



Sec. 1405.9  Part-time employment practices.

    FMCS will review positions which become vacant for the feasibility
of utilizing part-time career appointments. Part-time positions will be
advertised in vacancy announcements. Agency employees may request and
receive consideration to switch from full-time to part-time schedules.
The request should be addressed through the supervisor to the Director
of Personnel listing any and all reasons for the request. The Director
of Personnel, with input from all affected management officials, will
decide whether or not to grant the request. Any employee requesting a
change from full-time to part-time employment will be advised of effects
on pay and fringe benefits by the Director of Personnel.



Sec. 1405.10  Effect on employment ceilings.

    Effective October 1, 1980, part-time employees will be counted on
the basis of the fractional part of the 40-hour week actually worked.
For example two employees each working twenty hours a week will count as
one employee.



Sec. 1405.11  Effect on employee benefits.

    Career part-time employees are entitled to coverage under the
Federal Employees Group Life Insurance and Federal Employees Health
Benefits Programs. The Government contribution for health insurance of
eligible part-time employees will be prorated on the basis of the
fraction of a full-time schedule worked.



PART 1410_PRIVACY--Table of Contents



Sec.
1410.1 Purpose and scope.
1410.2 Definitions.
1410.3 Individual access requests.
1410.4 Requirements for identification of individuals making requests.
1410.5 Special procedures: Medical records.
1410.6 Requests for correction or amendment of records.
1410.7 Agency review of refusal to amend a record.
1410.8 Notation of dispute.
1410.9 Fees.
1410.10 Penalties.
1410.11 Standards of review.

[[Page 58]]

1410.12 Specific exemptions.

    Authority: Privacy Act 1974, Pub. L. 93-579, 88 Stat. 1896 (5 U.S.C.
552a).

    Source: 40 FR 47418, Oct. 8, 1975, unless otherwise noted.



Sec. 1410.1  Purpose and scope.

    (a) The purpose of this part is to set forth rules to inform the
public about information maintained by the Federal Mediation and
Conciliation Service about individuals, to inform those individuals how
they may gain access to and correct or amend information about
themselves, and to exempt disclosure of identity of confidential sources
of certain records.
    (b) [Reserved]



Sec. 1410.2  Definitions.

    For the purposes of this part, unless otherwise required by the
context--
    (a) Individual means a citizen of the United States or an alien
lawfully admitted for permanent residence.
    (b) Maintain means maintain, collect, use or disseminate.
    (c) Record means any item, collection or grouping of information
about an individual that is maintained by the Federal Mediation and
Conciliation Service including, but not limited to, his education,
financial transactions, medical history, and criminal or employment
history, that contains his name, or the identifying number, symbol, or
other identifying particular assigned to the individual, such as a
finger or voice print, or a photograph.
    (d) System of records means a group of any records under the control
of Federal Mediation and Conciliation Service from which information is
retrieved by the name of the individual or by some identifying
particular assigned to the individual.



Sec. 1410.3  Individual access requests.

    (a) Individuals who desire to know whether the agency maintains a
system of records containing records pertaining to him may submit a
written request to the Director of Administration, Federal Mediation and
Conciliation Service, Washington, DC 20427. The request must include the
name and address of the requestor. The Director of Administration, or
his designated representative, will advise the requestor in writing
within 10 working days whether the records are so maintained and the
general category of records maintained within the system.
    (b) Any individual who desires to inspect or receive copies of any
record maintained within the system concerning him shall submit a
written request to the Director of Administration, Federal Mediation and
Conciliation Service, Washington, DC 20427, reasonably identifying the
records sought to be inspected or copied.
    (c) The individual seeking access to his record may also have
another person accompanying him during his review of the records. If the
requestor desires another person to accompany him during the inspection,
the requestor must sign a statement, to be furnished to the Service
representative at the time of the inspection authorizing such other
person to accompany him. Except as required under the Freedom of
Information Act, permitted as a routine use as published in the agency's
annual notice, or for internal agency use, disclosure of records will
only be made to the individual to whom the record pertains, unless
written consent is obtained from that individual. The Director of
Administration will verify the signature of the individual requesting or
consenting to the disclosure of a record prior to the disclosure thereof
to any other person by a comparison of signatures, if the request or
consent is not executed within the presence of a designated Service
representative.
    (d) The Director of Administration or his designated representative
will advise the requestor in writing within 10 working days of receipt
of the request whether, to what extent, and approximately when and where
access shall be granted. Within 30 days of receipt of the request, the
records will be made available for review at the FMCS National Office in
Washington, DC, or one of the Regional Offices. The following is a list
of the Regional Office locations:

    1. Eastern Region:
    Address: Jacob K. Javits Federal Building, 26 Federal Plaza, Room
2937, New York, NY 10278.
    Consists of: Maine, New Hampshire, Vermont, Connecticut, Rhode
Island, Massachusetts, New York, Puerto Rico, the Virgin

[[Page 59]]

Islands, Pennsylvania, Delaware, New Jersey, Garrett and Alleghany
Counties of Maryland; and Brooke and Hancock Counties of West Virginia.
    2. Central Region:
    Address: Insurance Exchange Building, Room 1641, 175 W. Jackson
Street, Chicago, IL 60604.
    Consist of: Illinois (except counties listed under the Southern
Region); Indiana (except counties listed under Southern Region);
Wisconsin, Minnesota, North Dakota, South Dakota, Michigan, and Ohio
(except counties listed under the Southern Region).
    3. Southern Region:
    Address: Suite 400, 1422 W. Peachtree St., NW., Atlanta, GA 30309.
    Consists of: Virginia, Maryland (except counties listed under the
Eastern Region); Tennessee; North Carolina; South Carolina; Georgia;
Alabama; Florida; Mississippi; Louisiana; Arkansas; Kentucky; Texas
(except for Hudspeth and El Paso counties); Oklahoma; Missouri (except
for those counties listed for the Western Region); Illinois (in counties
of Calhoun, Greene, Jersey, McCoupin, Montgomery, Fayette, Bond,
Madison, St. Clair, Monroe, Clinton, Washington, Marion, White,
Hamilton, Wayne, Edwards, Wabash, Lawrence, Richland, Clay, Effingham,
Jasper, and Crawford); Indiana (the counties of Knox, Daviess, Martin,
Orange, Washington, Clark, Floyd, Harrison, Crawford, Perry, Spencer,
DuBois, Pike, Gibson, Posey, Vanderburgh, and Warrick); Ohio (the
counties of Butler, Hamilton, Warren, Clermont, Brown, Highland,
Clinton, Ross, Pike, Adams, Scioto, Lawrence, Ballia, Jackson, Vinton,
Hocking, Athens, and Meigs); Kansas (the counties of Bourbon, Crawford,
Cherokee, and Ottawa); West Virginia (except counties listed under the
Central Region); and the Canal Zone.
    4. Western Region:
    Address: Francisco Bay Building, Suite 235, 50 Francisco Street, San
Francisco, CA 94133.
    Consists of: California; Nevada; Arizona; New Mexico; El Paso and
Hudspeth Counties (only) in Texas; Hawaii; Guam; Alaska; Washington;
Oregon; Colorado; Utah; Wyoming; Montana; Idaho; Nebraska; Kansas; Iowa;
Missouri (the counties of Atchinson, Nodaway, Worth, Harrison, Mercer,
Putnam, Schuyler, Scotland, Knox, Adair, Sullivan, Grundy, Daviess,
Gentry, DeKalb, Andrew, Holt, Buchanan, Clinton, Caldwell, Livingston,
Linn, Macon, Shelby, Randolph, Chariton, Carrol, Ray, Clay, Platte,
Jackson, Lafayette, Saline, Howard, Boon, Cooper, Pettis, Johnson, Cass,
Bates, Henry, St. Clair, Benton, and Morgan); American Somoa; and Wake
Island.

[40 FR 47418, Oct. 8, 1975, as amended at 47 FR 10530, Mar. 11, 1982]



Sec. 1410.4  Requirements for identification of individuals making
requests.

    Satisfactory identification (i.e., employ identification number,
current address, and verification of signature) must be provided to FMCS
prior to review of the record. The requestor will be provided the
opportunity to review the records during normal business hours.



Sec. 1410.5  Special procedures: Medical records.

    (a) If medical records are requested for inspection which, in the
opinion of the Director of Administration, may be harmful to the
requestor if personally inspected by him, such records will be furnished
only to a licensed physician, designated to receive such records by the
requestor. Prior to such disclosure, the requestor must furnish a signed
written authorization to the Service to make such disclosure and the
physician must furnish a written request to the Director of
Administration for the physician's receipt of such records.
    (b) Verification of the requestor's signature will be accomplished
by a comparison of signatures if such authorization is not executed
within the presence of a Service representative.



Sec. 1410.6  Requests for correction or amendment of records.

    (a) If the individual disagrees with the information in the record,
he may request that the record be amended by addition or deletion. Such
a request must be in writing and directed to the Director of
Administration, Federal Mediation and Conciliation Service, Washington,
DC, 20427. The request must also specifically outline the amendment
sought. The Director of Administration or his designated representative
will acknowledge receipt of the request within 10 working days from the
date of receipt of such request. Under normal circumstances, not later
than 30 days after receipt of the request for amendments, the Director
of Administration will either:
    (1) Amend the record and notify the requestor in a written letter of
determination to what extent the record is amended; or
    (2) If the amendment or correction is denied in whole or in part,
notify the

[[Page 60]]

requestor in a written letter of determination the reason for denial and
the requestor's right to request review by the Deputy National Director.
    (b) Routine requests of arbitrators maintained on the Service's
roster of arbitrators to amend records for such matters as address,
experience, fees charged, may be made in writing to the Director of
Arbitration Services, Washington, DC, 20427. If such routine requests
are not granted or involve other types of amendments, then the procedure
to be followed is that which includes a request in writing to the
Director of Administration.



Sec. 1410.7  Agency review of refusal to amend a record.

    (a) The requestor may appeal any determination of the Director of
Administration not to amend a record by submitting a written request for
review of refusal to amend a record to the Deputy National Director,
Washington, DC 20427. Such a request shall indicate the specific
corrections or amendments sought. Not later than 30 days from receipt of
a request for review (unless such period is extended by the National
Director for good cause shown), the Deputy National Director will
complete such a review and make a final determination on the request,
and shall advise the requestor in a written letter of determination
whether, and to what extent the correction or amendment will be made. If
the correction or amendment is denied, in whole or in part, the letter
of determination will specify the reasons for such denial.
    (b) If the Deputy National Director makes a final determination not
to amend the record, the individual may provide to the Service a concise
written statement explaining the reasons for disagreement with the
refusal.
    (c) In addition, the individual may file a civil action in the U.S.
District Court to seek an order compelling the Service to amend the
record as requested.



Sec. 1410.8  Notation of dispute.

    After an individual has filed a statement of disagreement as
described in Sec. 1410.7(b), any disclosure of the contested records
must contain a notation of the dispute. In addition, a copy of the
individual's statement will be provided to the person or agency to whom
the disputed record is disclosed. The Service may also, but it is not
required to, provide a statement reflecting the agency's reasons for not
making the requested amendments.



Sec. 1410.9  Fees.

    Upon request, the Service will provide a photostatic copy of the
records to the individual to whom they pertain. There will be a charge
of $.10 per page.



Sec. 1410.10  Penalties.

    Any person who knowingly and willfully requests or obtains any
record concerning an individual from the Service under false pretenses
shall be guilty of a misdemeanor and fined not more than $5,000.



Sec. 1410.11  Standards of review.

    Upon a request for inspection of records or a determination on a
request for amendment, the Director of Administration, his designated
representative, or the Deputy National Director will review the
pertinent records and discard any material in them that is not:
    (a) Relevant and necessary to accomplish a statutory purpose or a
purpose not authorized by executive order.
    (b) Accurate, relevant, timely, and complete, to assure fairness to
the individual.



Sec. 1410.12  Specific exemptions.

    With regard to Agency Internal Personnel Records and Arbitrator
Personal Data Files, separately described in the system notices, such
records will be exempted from section (d) of the Act as follows:

    Investigatory material maintained solely for the purposes of
determining an individual's qualification, eligibility, or suitability
for employment in the Federal civilian service, Federal contracts, or
access to classified information, but only to the extent that disclosure
of such material would reveal the identity of the source who furnished
information to the Government under an express promise that the identity
of the source would be held in confidence, or prior to September 27,
1975, under an implied promise that the identity of the source would be
held in confidence.


[[Page 61]]



In order to obtain accurate information pertaining to employee or
arbitrator eligibility, the nondisclosure of the identity of such a
confidential source is essential.



PART 1420_FEDERAL MEDIATION AND CONCILIATION SERVICE_ASSISTANCE IN THE
HEALTH CARE INDUSTRY--Table of Contents



Sec.
1420.1 Functions of the Service in health care industry bargaining under
          the Labor-Management Relations Act, as amended (hereinafter
          ``the Act'').
1420.2-1420.4 [Reserved]
1420.5 Optional input of parties to Board of Inquiry selection.
1420.6-1420.7 [Reserved]
1420.8 FMCS deferral to parties' own private factfinding procedures.
1420.9 FMCS deferral to parties' own private interest arbitration
          procedures.

    Authority: Secs. 8(d), 201, 203, 204, and 213 of the Labor
Management Relations Act, as amended in 1974 (29 U.S.C. 158(d), 171,
173, 174 and 183).

    Source: 44 FR 42683, July 20, 1979, unless otherwise noted.



Sec. 1420.1  Functions of the Service in health care industry bargaining
under the Labor-Management Relations Act, as amended (hereinafter

``the Act'').

    (a) Dispute mediation. Whenever a collective bargaining dispute
involves employees of a health care institution, either party to such
collective bargaining must give certain statutory notices to the Federal
Mediation and Conciliation Service (hereinafter ``the Service'') before
resorting to strike or lockout and before terminating or modifying any
existing collective bargaining agreement. Thereafter, the Service will
promptly communicate with the parties and use its best efforts, by
mediation and conciliation, to bring them to agreement. The parties
shall participate fully and promptly in such meetings as may be called
by the Service for the purpose of aiding in a settlement of the dispute.
(29 U.S.C. 158(d) and 158(g).).
    (b) Boards of inquiry. If, in the opinion of the Director of the
Service a threatened or actual strike or lockout affecting a health care
institution will substantially interrupt the delivery of health care in
the locality concerned, the Director may establish within certain
statutory time periods an impartial Board of Inquiry. The Board of
Inquiry will investigate the issues involved in the dispute and make a
written report, containing the findings of fact and the Board's non-
binding recommendations for settling the dispute, to the parties within
15 days after the establishment of such a Board. (29 U.S.C. 183.)



Sec. Sec. 1420.2-1420.4  [Reserved]



Sec. 1420.5  Optional input of parties to Board of Inquiry selection.

    The Act gives the Director of the Service the authority to select
the individual(s) who will serve as the Board of Inquiry if the Director
decides to establish a Board of Inquiry in a particular health care
industry bargaining dispute (29 U.S.C. 183). If the parties to
collective bargaining involving a health care institution(s) desire to
have some input to the Service's selection of an individual(s) to serve
as a Board of Inquiry (hereinafter ``BoI''), they may jointly exercise
the following optional procedure:
    (a) At any time at least 90 days prior to the expiration date of a
collective bargaining agreement in a contract renewal dispute, or at any
time prior to the notice required under clause (B) of section 8(d) of
the Act (29 U.S.C. 158(d)) in an initial contract dispute, the
employer(s) and the union(s) in the dispute may jointly submit to the
Service a list of arbitrators or other impartial individuals who would
be acceptable BoI members both to the employer(s) and to the union(s).
Such list submission must identify the dispute(s) involved and must
include addresses and telephone numbers of the individuals listed and
any information available to the parties as to current and past
employment of the individuals listed. The parties may jointly rank the
individuals in order of preference if they desire to do so.
    (b) The Service will make every effort to select any BoI that might
be appointed from that jointly submitted list. However, the Service
cannot promise that it will select a BoI from

[[Page 62]]

such list. The chances of the Service finding one or more individuals on
such list available to serve as the BoI will be increased if the list
contains a sufficiently large number of names and if it is submitted at
as early a date as possible. Nevertheless, the parties can even
preselect and submit jointly to the Service one specific individual if
that individual agrees to be available for the particular BoI time
period. Again the Service will not be bound to appoint that individual,
but will be receptive to such a submission by the parties.
    (c) The jointly submitted list may be worked out and agreed to by
(1) A particular set of parties in contemplation of a particular
upcoming negotiation dispute between them, or (2) a particular set of
parties for use in all future disputes between that set of parties, or
(3) a group of various health care institutions and unions in a certain
community or geographic area for use in all disputes between any two or
more of those parties.
    (d) Submission or receipt of any such list will not in any way
constitute an admission of the appropriateness of appointment of a BoI
nor an expression of the desirability of a BoI by any party or by the
Service.
    (e) This joint submission procedure is a purely optional one to
provide the parties with an opportunity to have input into the selection
of a BoI if they so desire.
    (f) Such jointly submitted lists should be sent jointly by the
employer(s) and the union(s) to the appropriate regional office of the
Service. The regional offices of the Service are as follows:

    1. Eastern Region:
    Address: Jacob K. Javits Federal Building, 26 Federal Plaza, Room
2937, New York, NY 10278.
    Consists of: Maine, New Hampshire, Vermont, Connecticut, Rhode
Island, Massachusetts, New York, Puerto Rico, the Virgin Islands,
Pennsylvania, Delaware, New Jersey, Garrett and Alleghany Counties of
Maryland; and Brooke and Hancock Counties of West Virginia.
    2. Central Region:
    Address: Insurance Exchange Building, Room 1641, 175 W. Jackson
Street, Chicago, IL 60604.
    Consist of: Illinois (except counties listed under the Southern
Region); Indiana (except counties listed under Southern Region);
Wisconsin, Minnesota, North Dakota, South Dakota, Michigan, and Ohio
(except counties listed under the Southern Region).
    3. Southern Region:
    Address: Suite 400, 1422 W. Peachtree St., NW., Atlanta, GA 30309.
    Consists of: Virginia, Maryland (except counties listed under the
Eastern Region); Tennessee; North Carolina; South Carolina; Georgia;
Alabama; Florida; Mississippi; Louisiana; Arkansas; Kentucky; Texas
(except for Hudspeth and El Paso counties); Oklahoma; Missouri (except
for those counties listed for the Western Region); Illinois (in counties
of Calhoun, Greene, Jersey, McCoupin, Montgomery, Fayette, Bond,
Madison, St. Clair, Monroe, Clinton, Washington, Marion, White,
Hamilton, Wayne, Edwards, Wabash, Lawrence, Richland, Clay, Effingham,
Jasper, and Crawford); Indiana (the counties of Knox, Daviess, Martin,
Orange, Washington, Clark, Floyd, Harrison, Crawford, Perry, Spencer,
DuBois, Pike, Gibson, Posey, Vanderburgh, and Warrick); Ohio (the
counties of Butler, Hamilton, Warren, Clermont, Brown, Highland,
Clinton, Ross, Pike, Adams, Scioto, Lawrence, Ballia, Jackson, Vinton,
Hocking, Athens, and Meigs); Kansas (the counties of Bourbon, Crawford,
Cherokee, and Ottawa); West Virginia (except counties listed under the
Central Region); and the Canal Zone.
    4. Western Region:
    Address: Francisco Bay Building, Suite 235, 50 Francisco Street, San
Francisco, CA 94133.
    Consists of: California; Nevada; Arizona; New Mexico; El Paso and
Hudspeth Counties (only) in Texas; Hawaii; Guam; Alaska; Washington;
Oregon; Colorado; Utah; Wyoming; Montana; Idaho; Nebraska; Kansas; Iowa;
Missouri (the counties of Atchinson, Nodaway, Worth, Harrison, Mercer,
Putnam, Schuyler, Scotland, Knox, Adair, Sullivan, Grundy, Daviess,
Gentry, DeKalb, Andrew, Holt, Buchanan, Clinton, Caldwell, Livingston,
Linn, Macon, Shelby, Randolph, Chariton, Carrol, Ray, Clay, Platte,
Jackson, Lafayette, Saline, Howard, Boon, Cooper, Pettis, Johnson, Cass,
Bates, Henry, St. Clair, Benton, and Morgan); American Somoa; and Wake
Island.

[44 FR 42683, July 20, 1979, as amended at 47 FR 10530, Mar. 11, 1982]



Sec. Sec. 1420.6-1420.7  [Reserved]



Sec. 1420.8  FMCS deferral to parties' own private factfinding
procedures.

    (a) The Service will defer to the parties' own privately agreed to
factfinding procedure and decline to appoint a Board of Inquiry (BoI) as
long as the parties' own procedure meets certain conditions so as to
satisfy the

[[Page 63]]

Service's responsibilities under the Act. The Service will decline to
appoint a BoI and leave the selection and appointment of a factfinder to
the parties to a dispute if both the parties have agreed in writing to
their own factfinding procedure which meets the following conditions:
    (1) The factfinding procedure must be invoked automatically at a
specified time (for example, at contract expiration if no agreement is
reached).
    (2) It must provide a fixed and determinate method for selecting the
impartial factfinder(s).
    (3) It must provide that there can be no strike or lockout and no
changes in conditions of employment (except by mutual agreement) prior
to or during the factfinding procedure and for a period of at least
seven days after the factfinding is completed.
    (4) It must provide that the factfinder(s) will make a written
report to the parties, containing the findings of fact and the
recommendations of the factfinder(s) for settling the dispute, a copy of
which is sent to the Service. The parties to a dispute who have agreed
to such a factfinding procedure should jointly submit a copy of such
agreed upon procedure to the appropriate regional office of the Service
at as early a date as possible, but in any event prior to the
appointment of a BoI by the Service. See Sec. 1420.5(f) for the
addresses of the regional offices.
    (b) Since the Service does not appoint the factfinder under
paragraph (a) of this section, the Service cannot pay for such
factfinder. In this respect, such deferral by the Service to the
parties' own factfinding procedure is different from the use of
stipulation agreements between the parties which give to the Service the
authority to select and appoint a factfinder at a later date than the
date by which a BoI would have to be appointed under the Act. Under such
stipulation agreements by which the parties give the Service authority
to appoint a factfinder at a later date, the Service can pay for the
factfinder. However, in the deferral to the parties' own factfinding
procedure, the parties choose their own factfinder and they pay for the
factfinder.



Sec. 1420.9  FMCS deferral to parties' own private interest arbitration
procedures.

    (a) The Service will defer to the parties' own privately agreed to
interest arbitration procedure and decline to appoint a Board of Inquiry
(BoI) as long as the parties' own procedure meets certain conditions so
as to satisfy the Service's responsibilities under the Act. The Service
will decline to appoint BoI if the parties to a dispute have agreed in
writing to their own interest arbitration procedure which meets the
following conditions:
    (1) The interest arbitration procedure must provide that there can
be no strike or lockout and no changes in conditions of employment
(except by mutual agreement) during the contract negotiation covered by
the interest arbitration procedure and the period of any subsequent
interest arbitration proceedings.
    (2) It must provide that the award of the arbitrator(s) under the
interest arbitration procedure is final and binding on both parties.
    (3) It must provide a fixed and determinate method for selecting the
impartial interest arbitrator(s).
    (4) The interest arbitration procedure must provide for a written
award by the interest arbitrator(s).
    (b) The parties to a dispute who have agreed to such an interest
arbitration procedure should jointly submit a copy of their agreed upon
procedure to the appropriate regional office of the Service at as early
a date as possible, but in any event prior to the appointment of BoI by
the Service. See Sec. 1420.5(f) for the addresses of regional offices.

These new regulations are a part of the Service's overall approach to
implementing the health care amendments of 1974 in a manner consistent
with the Congressional intent of promoting peaceful settlements of labor
disputes at our vital health care facilities. The Service will work with
the parties in every way possible to be flexible and to tailor its
approach so as to accommodate the needs of the parties in the interest
of settling the dispute. This was the motivating principle behind these
new regulations which permit input by the parties to the Board of
Inquiry selection and allow the parties to set up

[[Page 64]]

their own factfinding or arbitration procedures in lieu of the Board of
Inquiry procedure. We encourage the parties, both unions and management,
to take advantage of these and other options and to work with the
Service to tailor their approach and procedures to fit the needs of
their bargaining situations.



PART 1425_MEDIATION ASSISTANCE IN THE FEDERAL SERVICE--Table of Contents



Sec.
1425.1 Definitions.
1425.2 Notice to the Service of agreement negotiations.
1425.3 Functions of the Service under title VII of the Civil Service
          Reform Act.
1425.4 Duty of parties.
1425.5 Referral to FSIP.
1425.6 Use of third-party mediation assistance.

    Authority: 5 U.S.C. 581(8), 7119, 7134.

    Source: 45 FR 62798, Sept. 22, 1980, unless otherwise noted.



Sec. 1425.1  Definitions.

    As used in this part:
    (a) The Service means Federal Mediation and Conciliation Service.
    (b) Party or Parties means (1) any appropriate activity, facility,
geographical subdivision, or combination thereof, of an agency as that
term is defined in 5 U.S.C. 7103(3), or (2) a labor organization as that
term is defined in 5 U.S.C. 7103(4).
    (c) Third-party mediation assistance means mediation by persons
other than FMCS commissioners.
    (d) Provide its services means to make the services and facilities
of the Service available either on its own motion or upon the special
request of one or both of the parties.



Sec. 1425.2  Notice to the Service of agreement negotiations.

    (a) In order that the Service may provide assistance to the parties,
the party initiating negotiations shall file a notice with the FMCS
Notice Processing Unit, 2100 K Street, N.W., Washington, D.C. 20427, at
least 30 days prior to the expiration or modification date of an
existing agreement, or 30 days prior to the reopener date of an existing
agreement. In the case of an initial agreement the notice shall be filed
within 30 days after commencing negotiations.
    (b) Parties engaging in mid-term or impact and/or implementation
bargaining are encouraged to send a notice to FMCS if assistance is
desired. Such notice may be sent by either party or may be submitted
jointly. In regard to such notices a brief listing should be general in
nature e.g., smoking policies, or Alternative Work Schedules (AWS).
    (c) Parties requesting grievance mediation must send a request
signed by both the union and the agency involved. Receipt of such
request does not commit FMCS to provide its services. FMCS has the
discretion to determine whether or not to perform grievance mediation,
as such service may not be appropriate in all cases.
    (d) The guidelines for FMCS grievance mediation are:
    (1) The parties shall submit a joint request, signed by both parties
requesting FMCS assistance. The parties agree that grievance mediation
is a supplement to, and not a substitute for, the steps of the
contractual grievance procedure.
    (2) The grievant is entitled to be present at the grievance
mediation conference.
    (3) Any times limits in the parties labor agreement must be waived
to permit the grievance to proceed to arbitration should mediation be
unsuccessful.
    (4) Proceedings before the mediator will be informal and rules of
evidence do not apply. No record, stenographic or tape recordings of the
meetings will be made. The mediators notes are confidential and content
shall not be revealed.
    (5) The mediator shall conduct the mediation conference utilizing
all of the customary techniques associated with mediation including the
use of separate caucuses.
    (6) The mediator had no authority to compel resolution of the
grievance.
    (7) In the event that no settlement is reached during the mediation
conference, the mediator may provide the parties either in separate or
joint session with an oral advisory opinion.

[[Page 65]]

    (8) If either party does not accept an advisory opinion, the matter
may then proceed to arbitration in the manner form provided in their
collective bargaining agreement. Such arbitration hearings will be held
as if the grievance mediation effort had not taken place. Nothing said
or done by the parties or the mediator during the grievance mediation
session can be used during arbitration proceedings.
    (9) When the parties choose the FMCS grievance mediation procedure,
they have agreed to abide by these guidelines established by FMCS, and
it is understood that the parties and the grievant shall hold FMCS and
the mediator appointed by the Service to conduct the mediation
conference harmless of any claim of damages arising from the mediation
process.

[[Page 66]]

[GRAPHIC] [TIFF OMITTED] TR10JA95.000

                              Instructions

    Complete this form, please follow these instructions.
    In item 1. Check the block and give the date if this is for
an existing agreement or reopener. The FLRA Certification number should
be provided if available. If not known, please leave this item blank.
Absence of this number will not impede processing of the Form.
    In item 2. If other assistance in bargaining is requested
please specify: e.g.; impact and

[[Page 67]]

implementation bargaining (I&I) and/or mid-term bargaining and provide a
brief listing of issues, e.g. Smoking, Alternative Work Schedules (AWS),
ground rules, office moves, or if desired, add attached list. This is
only if such issues are known at time of filing.
    In item 3. Please specify the issues to be considered for
grievance mediation. Please refer to FMCS guidelines for processing
these requests. Please make certain that both parties sign this request!
    In item 4. List the name of the agency, as follows: The
Department, and the subdivision or component. For example: U.S. Dept. of
Labor, BLS, or U.S. Dept. of Army, Aberdeen Proving Ground, or Illinois
National Guard, Springfield Chapter. If an independent agency is
involved, list the agency, e.g. Federal Deposit Insurance Corp. (FDIC)
and any subdivision or component, if appropriate.
    In item 5. List the name of the union and its subdivision
or component as follows: e.g. Federal Employees Union, Local 23 or
Government Workers Union, Western Joint Council.
    In item 6. Provide the area where the negotiation or
mediation will most likely take place, with zip code, e.g., Washington,
D.C. 20427. The zip code is important because our cases are routed by
computer through zip code, and mediators are assigned on that basis.
    In item 7. Only the approximate number of employees in the
bargaining unit and establishment are requested. The establishment is
the entity referred to in item 4 as name of subdivision or component, if
any.
    In item 8. The filing need only be sent by one party unless
it is a request for grievance mediation. (See item 9.)
    In item 9. Please give the title of the official, phone
number, address, and zip code.
    In item 10. Both labor and management signatures are
required for grievance mediation requests.

                                 Notice

    Send original to F.M.C.S.
    Send one copy to opposite party.
    Retain one copy for party filing notice.

[60 FR 2509, Jan. 10, 1995]



Sec. 1425.3  Functions of the Service under title VII of the Civil
Service Reform Act.

    (a) The service may provide its assistance in any negotiation
dispute when earnest efforts by the parties to reach agreement through
direct negotiation have failed to resolve the dispute. When the
existence of a negotiation dispute comes to the attention of the Service
through a specific request for mediation from one or both of the
parties, through notification under the provisions of Sec. 1425.2, or
otherwise, the Service will examine the information concerning the
dispute and if, in its opinion, the need for mediation exists, the
Service will use its best efforts to assist the parties to reach
agreement.
    (b) The Service may, at the outset of negotiations or at any time in
the dispute, set time limits on its participation. If no settlement of
the dispute is reached by the expiration of the time limits, the Service
may make suggestions for settlement to the parties. If suggestions for
settlement made by the Service are not accepted by the parties within
time limits set by the Service, the matter may be referred to the
Federal Services Impasses Panel (FSIP).



Sec. 1425.4  Duty of parties.

    It shall be the duty of the parties to participate fully and
promptly in any meetings arranged by the Service for the purpose of
assisting in the settlement of a negotiation dispute.



Sec. 1425.5  Referral to FSIP.

    If the mediation process has been completed and the parties are at a
negotiation impasse, the Service or the parties may request
consideration of the matter by the Federal Services Impasses Panel. The
Service shall not refer a case to FSIP until the mediation process has
been exhausted and the parties are at a negotiation impasse.



Sec. 1425.6  Use of third-party mediation assistance.

    If the parties should mutually agree to third-party mediation
assistance other than that of the Service, both parties shall
immediately inform the Service in writing of this agreement. Such
written communication shall be filed with the regional director of the
region in which the negotiation is scheduled, and shall state what
alternate assistance the parties have agreed to use.



PART 1430_FEDERAL MEDIATION AND CONCILIATION SERVICE ADVISORY
COMMITTEES--Table of Contents



Sec.
1430.1 Scope and purpose.

[[Page 68]]

1430.2 Definitions.
1430.3 Establishment of advisory committees.
1430.4 Filing of advisory committee charter.
1430.5 Termination of advisory committees.
1430.6 Renewal of advisory committees.
1430.7 Application of the Freedom of Information Act to advisory
          committee functions.
1430.8 Advisory committee meetings.
1430.9 Agency management of advisory committees.

    Authority: Pub. L. 92-463, 86 Stat. 770 (5 U.S.C. App.).

    Source: 39 FR 9433, Mar. 11, 1974, unless otherwise noted.



Sec. 1430.1  Scope and purpose.

    (a) This part contains the Federal Mediation and Conciliation
Service's regulations implementing section 8(a) of the Federal Advisory
Committee Act (Pub. L. 92-463, 86 Stat. 770, (5 U.S.C. App.)), which
requires each agency head to establish uniform guidelines and management
controls for the advisory committees. These regulations supplement the
Government-wide guidelines issued jointly by the Office of Management
and Budget and the Department of Justice, and should be read in
conjunction with them.
    (b) The regulations provided under this part do not apply to
statutorily created or established advisory committees of the Service,
to the extent that such statutes have specific provisions different from
those promulgated herein.



Sec. 1430.2  Definitions.

    For the purposes of this part:
    (a) The term Act means the Federal Advisory Committee Act;
    (b) The term advisory committee means any committee, board,
commission, counsel, conference, panel, task force, or other similar
group, or any subgroup or subcommittee thereof which is:
    (1) Established by statute or reorganization, plan, or
    (2) Established or utilized by the President, or
    (3) Established or utilized by one or more agencies or officers of
the Federal Government in the interest of obtaining advice or
recommendations for the President or one or more agencies of the Federal
Government, except that such term excludes:
    (i) The Advisory Commission on Intergovernmental Relations;
    (ii) The Commission on Government Procurement; and
    (iii) Any committee which is composed wholly of full-time officers
or employees of the Federal Government.
    (c) The term agency has the same meaning as in 5 U.S.C. 552(1);
    (d) The term committee management officer means the Federal
Mediation and Conciliation Service employee or his delegee, officially
designated to perform the advisory committee management functions
delineated in this part;
    (e) The term Service means the Federal Mediation and Conciliation
Service;
    (f) The term OMB means the Office of Management and Budget;
    (g) The term Director means the Director of the Federal Mediation
and Conciliation Service;
    (h) The term secretariat means the OMB Committee Management
Secretariat.



Sec. 1430.3  Establishment of advisory committees.

    (a) Guidelines for establishing advisory committees. The guidelines
in establishing advisory committees are as follows:
    (1) No advisory committee shall be established if its functions are
being or could be performed by an agency or an existing committee;
    (2) The purpose of the advisory committee shall be clearly defined;
    (3) The membership of the advisory committee shall be fairly
balanced in terms of the points of view represented and the committee's
functions;
    (4) There shall be appropriate safeguards to assure that an advisory
committee's advice and recommendations will not be inappropriately
influenced by any special interests; and
    (5) At least once a year, a report shall be prepared for each
advisory committee, describing the committee's membership, functions,
and actions.
    (b) Advisory committees established by the Service not pursuant to
specific statutory authority. (1) Advisory committees

[[Page 69]]

established by the Service not pursuant to specific statutory authority
may be created by the Director after consultation with the secretariat.
    (2) When the Director determines that such an advisory committee
needs to be established, he shall notify the secretariat of his
determination and shall inform the secretariat of the nature and purpose
of the committee, the reasons why the committee is needed, and the
inability of any existing agency or committee to perform the committee's
functions.
    (3) After the secretariat has determined that establishment of such
a committee is in conformance with the Act and has so informed the
Director, the Director shall prepare a certification of the committee,
stating the committee's nature and purpose, and that it is established
in the public interest. That certification shall be published in the
Federal Register.
    (c) Advisory committees created pursuant to Presidential directive.
Advisory committees established by Presidential directive are those
created pursuant to Executive Order, executive memorandum, or
reorganization plan. The Director shall create such committees in
accordance with the provisions of the Presidential directive and shall
follow the provisions of this part, to the extent they are not
inconsistent with the directive.
    (d) Advisory committees created pursuant to specific statutory
authority. The Director shall create advisory committees established
pursuant to specific statutory authority in accordance with the
provisions of the statute and shall follow the provisions of this part,
to the extent they are not inconsistent with the statute: Provided,
however, That the Director need not utilize the procedures described in
paragraph (b) of this section.
    (e) Advisory committees established by persons outside the Federal
Government, but utilized by the Service to obtain advice or opinion. In
utilizing such committees, the Director shall follow the provisions of
this part and the requirements of the Act. Such committees, to the
extent they are utilized by the Service, shall be considered, for the
purposes of this part, to be advisory committees established by the
Service.



Sec. 1430.4  Filing of advisory committee charter.

    (a) Filing charter with Director. Before an advisory committee takes
any action or conducts any business, a charter shall be filed with the
Director, the standing committees of Congress with legislative
jurisdiction over the Service, and the Library of Congress. Except for a
committee in existence on the effective date of the Act, or when
authorized by statute, Presidential directive, or by the secretariat,
such charter shall be filed no earlier than 30 days after publication of
the committee's certification in the Federal Register.
    (b) Charter information. A charter shall contain the following
information:
    (1) The committee's official designation;
    (2) The committee's objectives and scope of activity;
    (3) The period of time necessary for the committee to carry out its
purposes;
    (4) The agency or official to whom the advisory committee reports;
    (5) The agency responsible for providing necessary support;
    (6) A description of the committee's duties;
    (7) The estimated number and frequency of committee meetings;
    (8) The estimated annual operating costs in dollars and man-years;
    (9) The committee's termination date, if less than two years; and
    (10) The date the charter is filed.
    (c) Preparation and filing of initial charter. Responsibility for
preparation of the initial committee charter shall be with the head of
the appropriate program within the Service, in cooperation with the
committee management officer. The Director of Administration shall have
responsibility for assuring the appropriate filings of such charters.



Sec. 1430.5  Termination of advisory committees.

    (a) All nonstatutory advisory committees including those authorized,
but not specifically created by statute, shall terminate no later than 2
years after their charters have been filed, unless renewed as provided
in Sec. 1430.6.

[[Page 70]]

    (b) The charter of any committee in existence on the date the Act
became effective (January 5, 1973) shall terminate no later than January
5, 1975, unless renewed, as provided in Sec. 1430.6.
    (c) Advisory committees specifically created by statute shall
terminate as provided in the establishing statute.



Sec. 1430.6  Renewal of advisory committees.

    (a) Renewal of advisory committees not created pursuant to specific
statutory authority.
    (1) The Director may renew an advisory committee not created
pursuant to specific statutory authority after consultation with the
secretariat.
    (2) When the Director determines that such an advisory committee
should be renewed, he shall so advise the secretariat within 60 days
prior to the committee's termination date and shall state the reasons
for his determination.
    (3) Upon concurrence of the secretariat, the Director shall publish
notice of the renewal in the Federal Register and cause a new charter to
be prepared and filed in accordance with the provisions of Sec. 1430.3.
    (b) Renewal of advisory committees established pursuant to specific
statutory authority. The Director may renew advisory committees
established pursuant to specific statutory authority through the filing
of a new charter at appropriate 2-year intervals.
    (c) No advisory committee shall take any action or conduct any
business during the period of time between its termination date and the
filing of its renewal charter.



Sec. 1430.7  Application of the Freedom of Information Act to advisory
committee functions.

    (a) Subject to 5 U.S.C. 552, the records, reports, transcripts,
minutes, appendices, working papers, drafts, studies, agenda, and other
documents which are made available to or are prepared for or by an
advisory committee shall be available to the public.
    (b) Advisory committee meeting conducted in accordance with Sec.
1430.7 may be closed to the public when discussing a matter that is of a
5 U.S.C. 552(b) nature, whether or not the discussion centers on a
written document.
    (c) No record, report, or other document prepared for or by an
advisory committee may be withheld from the public unless the Office of
the General Counsel determines that the document is properly within the
exemptions of 5 U.S.C. 552(b). No committee meeting, or portion thereof,
may be closed to the public unless the Office of the General Counsel
determines in writing, prior to publication of the meeting in the
Federal Register that such a closing is within the exemptions of 5
U.S.C. 552(b).



Sec. 1430.8  Advisory committee meetings.

    (a) Initiation of meetings. (1) Committee meetings may be called by:
    (i) The Director or the head of the office most directly concerned
with the committee's activities;
    (ii) The agency officer referred to in paragraph (a)(1)(i) of this
section, and the committee chairman, jointly; or
    (iii) The committee chairman, with the advance approval of the
officer referred to in paragraph (a)(1)(i) of this section.
    (2) The Service's committee management officer shall be promptly
informed that a meeting has been called.
    (b) Agenda. Committee meetings shall be based on agenda approved by
the officer referred to in paragraph (a)(1) of this section. Such agenda
shall note those items which may involve matters which have been
determined by the Office of the General Counsel as coming within the
exemptions to the Freedom of Information Act, 5 U.S.C. 552(b).
    (c) Notice of meetings. (1) Notice of advisory committee meetings
shall be published in the Federal Register at least 7 days before the
date of the meeting, irrespective of whether a particular meeting will
be open to the public. Notice to interested persons shall also be
provided in such other reasonable ways as are appropriate under the
circumstances, such as press release or letter. Responsibility for
preparation of Federal Register and other appropriate notice shall be
with the officer referred to in paragraph (a)(1) of this section.

[[Page 71]]

    (2) Notice in the Federal Register shall state all pertinent
information related to a meeting and shall be published at least 7 days
prior to a meeting.
    (d) Presence of agency officer or employee at meetings. No committee
shall meet without the presence of the officer referred to in paragraph
(a)(1) of this section, or his delegate. At his option the officer or
employee may elect to chair the meeting.
    (e) Minutes. Detailed minutes shall be kept of all committee
meetings and shall be certified by the chairman of the advisory
committee as being accurate.
    (f) Adjournment. The officer or employee referred to in paragraph
(a)(1) of this section may adjourn a meeting at any time he determines
it in the public interest to do so.
    (g) Public access to committee meetings. All advisory committee
meetings shall be open to the public, except when the Office of the
General Counsel determines, in writing, and states his reasons therefor
prior to Federal Register notice, that a meeting or any part thereof, is
concerned with matters related to the exemptions provided in the Freedom
of Information Act, 5 U.S.C. 552(b). In such instances, those portions
of a committee meeting which come within the section 552(b) exemptions
may be closed to the public.
    (h) Public participation in committee procedures. Interested persons
shall be permitted to file statements with advisory committees. Subject
to reasonable committee procedures, interested persons may also be
permitted to make oral statements on matters germane to the subjects
under consideration at the committee meeting.



Sec. 1430.9  Agency management of advisory committees.

    Consistent with the other provisions of this part, the Service's
advisory committee management officer shall:
    (a) Exercise control and supervision over the establishment,
procedures, and accomplishments of advisory committees established by
the Service;
    (b) Assemble and maintain the reports, records, and other papers of
advisory committees, during their existence;
    (c) Carry out, with the concurrence of the Office of the General
Counsel, the provisions of the Freedom of Information Act, as those
provisions apply to advisory committees;
    (d) Have available for public inspection and copying all pertinent
documents of advisory committees which are within the purview of the
Freedom of Information Act; and
    (e) When transcripts have been made of advisory committee meetings,
provide for such transcripts to be made available to the public at
actual cost of duplication, except where prohibited by contractual
agreements entered into prior to January 5, 1973, the effective date of
the Federal Advisory Committee Act.



PART 1440_ARBITRATION OF PESTICIDE DATA DISPUTES--Table of Contents



Sec.
1440.1 Arbitration of pesticide data disputes.

Appendix to Part 1440--FIFRA Arbitration Rules

    Authority: Federal Insecticide, Fungicide, and Rodenticide Act (7
U.S.C. 136 et seq.), as amended, Pub. L. 95-396, 92 Stat. 819.

    Source: 45 FR 55395, Aug. 19, 1980, unless otherwise noted.



Sec. 1440.1  Arbitration of pesticide data disputes.

    (a) Persons requesting the appointment of an arbitrator under
section 3(c)(1)(D)(ii) and section 3(c)(2)(B)(iii) of the Federal
Insecticide, Fungicide, and Rodenticide Act (7 U.S.C. 136, as amended),
shall send such requests in writing to the appropriate American
Arbitration Association Regional Office. Such requests must include the
names, addresses, and telephone numbers of the parties to the dispute;
issue(s) in dispute, the amount in dollars or any other remedy sought;
sufficient facts to show that the statutory waiting period has passed,
and the appropriate fee provided in the Fee Schedule.
    (b) For the purpose of compliance with the Federal Insecticide,
Fungicide, and Rodenticide Act (hereinafter ``the Act''), the roster of
arbitrators maintained by the Federal Mediation and Conciliation Service
shall be

[[Page 72]]

the roster of commerical arbitrators maintained by the American
Arbitration Association. Under this Act, arbitrators will be appointed
from that roster. The fees of the American Arbitration Association shall
apply, and the procedure and rules of the Federal Mediation and
Conciliation Service, applicable to arbitration proceedings under the
Act, shall be the FIFRA arbitration rules of the American Arbitration
Association, which are hereby made a part of this regulation.



           Sec. Appendix to Part 1440--FIFRA Arbitration Rules

                                Section 1

    These rules shall apply as published in the Federal Register unless
modified by FMCS.

                           Sec. 2. Definitions

    For the purpose of these Rules of Procedure the terms are defined as
follows:
    (1) AAA means the American Arbitration Association.
    (2) Act or FIFRA means the Federal Insecticide, Fungicide, and
Rodenticide Act, 7 U.S.C. 136 et seq.
    (3) EPA means the United States Environmental Protection Agency.
    (4) Arbitrator(s) means the person or persons appointed to the
tribunal constituted by the parties for the settlement of their dispute
under these Rules.
    (5) Claimant means a person asserting a claim for compensation under
these Rules or filing a claim concerning joint development of data.
    (6) Compulsory arbitration means arbitration invoked under the
mandatory provisions of section 3(c)(1)(d) or 3(c)(2)(B)(iii) of the
Act.
    (7) Voluntary arbitration means arbitration voluntarily agreed to by
the parties to settle a dispute under section 3(c)(1)(d) or
3(c)(2)(B)(iii) of the Act.
    (8) Director means Director, Registration Division, Office of
Pesticide Programs, Environmental Protection Agency, or any officer or
employee of the EPA to whom authority has been or may hereafter be
lawfully delegated to act in his stead.
    (9) Administator means the AAA, its Tribunal Administrators or such
officers or committees as the AAA may direct.
    (10) Roster means the Commercial Arbitration Roster of AAA.
    (11) FMCS or Service means the Federal Mediation and Conciliation
Service.
    (12) Party means claimant or respondent.
    (13) Person means any individual, partnership, association,
corporation, or any organized group of persons, whether incorporated or
not.
    (14) Respondent means the person against whom a claim is made under
section 3(c)(1)(D) or 3(c)(2)(B)(iii) of the Act.

Terms defined in the Act and not explicitly defined herein are used
herein with the meanings given in the Act.

                    Sec. 3. Initiation of Arbitration

    (a) Under compulsory procedures of FIFRA. Upon the request of a
party qualified under FIFRA section 3(c)(1)(D) or 3(c)(2)(B)(iii) for
the appointment of an arbitrator, the Service will appoint an arbitrator
in accordance with 29 CFR 1440.1 (a) and these rules. Requests shall be
submitted in writing to the appropriate AAA Regional Office and must
include the names, addresses and telephone numbers of the parties to the
dispute; issues in dispute; the amount in dollars or any other remedy
sought; sufficient facts to show that the statutory waiting period has
passed; and the appropriate fee as provided in the Fee Schedule.

AAA shall give notice of filing of a request for arbitration to the
other party. If he so desires, the party upon whom the demand for
arbitration is made may file an answering statement in duplicate with
AAA within seven days after notice, in which event he shall
simultaneously send a copy of his answer to the other party. If a
monetary claim is made in the answer the appropriate fee provided in the
Fee Schedule shall be forwarded with the answer. If no answer is filed
within the stated time, it will be assumed that the claim is denied.
Failure to file an answer shall not operate to delay the arbitration.
    (b) Under a Voluntary Submission. Parties to any existing dispute
may commence an arbitration under these Rules by filing at any AAA
Regional Office two (2) copies of a written agreement to arbitrate under
these Rules (Submission), signed by the parties. It shall contain a
statement of the matter in dispute, the amount of money involved, if
any, and the remedy sought, together with the appropriate administrative
fee as provided in the Fee Schedule.

                        Sec. 4. Fixing of Locale

    The parties may mutually agree on the locale where the arbitration
is to be held. If the locale is not designated within seven days from
the date of filing the Demand or Submission the AAA shall have power to
determine the locale. Its decision shall be final and binding. If any
party requests that the hearing be held in a specific locale and the
other party files no objection thereto within seven days after notice of
the requests, the locale shall be the one requested.

[[Page 73]]

                   Sec. 5. Qualification of Arbitrator

    Any Arbitrator appointed pursuant to these rules shall be neutral,
subject to disqualification for the reasons specified in section 11. If
the agreement of the parties names an Arbitrator or specifies any other
method of appointing an Arbitrator, or if the parties specifically agree
in writing, such Arbitrator shall not be subject to disqualification for
said reasons.

                     Sec. 6. Appointment From Panel

    If the parties have not appointed an Arbitrator and have not
provided any other method of appointment, the Arbitrator shall be
appointed in the following manner. Immediately after the filing of the
Request or Submission, the AAA shall submit simultaneously to each party
to the dispute an identical list of names of persons chosen from the
Panel. Each party to the dispute shall have seven days from the mailing
date in which to cross off any names to which he objects, number the
remaining names indicating the order of his preference, and return the
list to the AAA. If a party does not return the list within the time
specified, all persons named therein shall be deemed acceptable. From
among the persons who have been approved on both lists, and in
accordance with the designated order of mutual preference, the AAA shall
invite the acceptance of an Arbitrator to serve, and the Service shall
appoint the Arbitrator. If the parties fail to agree upon any of the
persons named, or if acceptable Arbitrators are unable to act, or if for
any other reason the appointment cannot be made from the submitted
lists, the FMCS shall have the power to make the appointment from other
members of the Panel without the submission of any additional lists.

                  Sec. 7. Direct Appointment by Parties

    If the agreement of the parties to a Submission names an Arbitrator
or specifies a method of appointment of an Arbitrator, that designation
or method shall be followed. The notice of appointment, with name and
address of such Arbitrator, shall be filed with the AAA by the
appointing party. Upon the request of any such appointing party, the AAA
shall submit a list of members from the Panel from which the party may,
if he so desires, make the appointment.
    If the agreement specifies a period of time within which an
Arbitrator shall be appointed, and any party fails to make such
appointment within that period, the AAA shall make the appointment.

Sec. 8. Appointment of Neutral Arbitrator by Party Appointed Arbitrators

    If the parties have appointed their Arbitrators or if either or both
of them have been appointed as provided in section 7, and have
authorized such Arbitrators to appoint a neutral Arbitrator within a
specified time and no appointment is made within such time or any agreed
extension thereof, the FMCS shall appoint a neutral Arbitrator who shall
act as Chairman.
    If no period of time is specified for appointment of the neutral
Arbitrator and the parties do not make the appointment within seven days
from the date of the appointment of the last party-appointed Arbitrator,
the FMCS shall appoint such neutral Arbitrator, who shall act as
Chairman.
    If the parties have agreed that their Arbitrators shall appoint the
neutral Arbitrator from the Panel, the AAA shall furnish to the party-
appointed Arbitrators, in the manner prescribed in section 6, a list
selected from the Panel, and the appointment of the neutral Arbitrator
shall be made as prescribed in such section.

                      Sec. 9. Number of Arbitrators

    If the arbitration agreement does not specify the number of
Arbitrators, the dispute shall be heard and determined by one
Arbitrator, unless the AAA in its discretion, directs that a greater
number of Arbitrators be appointed.

         Sec. 10. Notice to Arbitrator of His or Her Appointment

    Notice of the appointment of the neutral Arbitrator, whether
appointed by the parties, by the AAA or FMCS shall be mailed to the
Arbitrator, together with a copy of these Rules, and the signed
acceptance of the Arbitrator shall be filed with AAA prior to the
opening of the first hearing.

               Sec. 11. Disclosure and Challenge Procedure

    A person appointed as neutral Arbitrator shall disclose to the AAA
any circumstances likely to affect his or her impartiality, including
any bias or any financial or personal interest in the result of the
arbitration or any past or present relationship with the parties or
their counsel. Upon receipt of such information from such Arbitrator or
other source, the AAA shall communicate such information to the parties,
and, if it deems it appropriate to do so, to the Arbitrator. Thereafter,
the AAA shall make a determination whether the Arbitrator should be
disqualified. The determination, however, may be appealed to FMCS. The
decision of FMCS shall be conclusive.

                           Sec. 12. Vacancies

    If any Arbitrator should resign, die, withdraw, refuse, be
disqualified, or be unable to perform the duties of his office, AAA may,
on proof satisfactory to it, declare the office vacant. Either party to
a compulsory arbitration may request the FMCS to review a declaration of
disqualification. Vacancies

[[Page 74]]

shall be filled in accordance with the applicable provision of these
Rules and the matter shall be reheard unless the parties shall agree
otherwise.

                   Sec. 13. Commencement of Proceeding

    (a) Within 60 days from receipt by the parties of notice of the
appointment of an arbitrator, the claimant shall file with AAA:
    (1) If appropriate, a detailed statement as to the amount of
compensation claimed, the method of computing said amount, and terms of
payment, and a list of the test data deemed to be compensable, together
with a detailed justification therefore.
    (2) A certification as to: (i) Whether any court or tribunal has
made determinations for payment by any other persons to claimant for use
of the same test data and, if so, identification of the persons against
whom the 3(c)(2)(B) determinations were issued and the application for
registration for which the test data was used; and (ii) whether any
other claims against any persons are pending in arbitration or in any
court for use of the same test data and, if so, an identification of the
persons against whom the claims are pending and the applications for
registration on which the claims are being made.
    (3) A detailed statement of the matter in dispute under 3(c)(2)(B).
    (b) Within 60 days of service of the documents referred to in
subsection (a) the respondent shall file a detailed statement of its
position as to the amount of compensation due, method of computation,
terms of payment, and list of data deemed to be compensable together
with a detailed justification therefore or a detailed statement of the
dispute under 3(c)(2)(5). To the extent any portion of the claimant's
statement of its claim is not denied or challenged by respondent, it
shall be deemed admitted.
    (c) After respondent's statement is filed, the arbitrator may, upon
request by a party, request the Director to supplement the file with
additional information, including copies of relevant test data,
information contained in a relevant registration file, a statement as to
data requirements for registration, or any other information which the
arbitrator deems to be relevant. Upon request by a party or other
interested person, the arbitrator shall order protective measures to
safeguard and restrict access to confidential business information.

                       Sec. 14. Filing and Service

    (a) All documents or papers required or authorized to be filed,
shall be filed with the AAA for transmittal to the arbitrator, except as
otherwise herein provided, and shall bear the caption of the case and
the docket number. At the same time that a party files documents or
papers with the AAA, the party shall serve upon all other parties copies
thereof, with a certificate of service on or attached to each document
or paper, including those filed with the arbitrator. If a party is
represented by counsel or other representative, service shall be made on
such representative. Service may be made personally or by regular mail,
and if made by mail shall be deemed complete on mailing. If filing is
accomplished by mail addressed to the AAA, filing shall be deemed timely
if the papers are postmarked on the due date.
    (b) All orders, decisions, or other documents made or signed by the
arbitrator shall be served immediately upon all parties.

                              Sec. 15. Time

    (a) In computing any period of time prescribed or allowed by these
rules, except as otherwise provided, the day of the act, event, or
default from which the designated period of time begins to run shall not
be included. Saturdays, Sundays and legal holidays shall be included in
computing the time allowed for the filing of any document or paper,
except that when such time expires on a Saturday, Sunday, or legal
holiday, such period shall be extended to include the next following
business day.
    (b) When by these rules or by order of the arbitrators, an act is
required or allowed to be done at or within a specified time, the
arbitrator or AAA for cause shown may at any time in their discretion
(1) with or without motion or notice, order the period enlarged if
request therefore, which may be made ex parte, is made before the
expiration of the period originally prescribed or as extended by a
previous order, or (2) on motion made after the expiration of the
specified period, permit the act to be done where the failure to act was
the result of excusable neglect or other good cause.

      Sec. 16. Communication with Arbitrator and Serving of Notices

    (a) There shall be no communication between the parties and a
neutral arbitrator other than at oral hearings. Any other oral or
written communications from the parties to the arbitrator shall be
directed to the AAA for transmittal to the arbitrator.
    (b) Each party to an agreement which provides for arbitration under
these Rules shall be deemed to have consented that any papers, notices
or process necessary or proper for the initiation or continuation of an
arbitration under these Rules and for any court action in connection
therewith or for the entry of judgment on any award made thereunder may
be served upon such party by mail addressed to such party or his
attorney at his last known address or by personal service, within or
without the State wherein the arbitration is to be held (whether such
party be within or without the United States

[[Page 75]]

of America): Provided, That reasonable opportunity to be heard with
regard thereto has been granted such party.

                         Sec. 17. Time of Award

    The award shall be made promptly by the arbitrator and, unless
otherwise agreed by the parties, or specified by law, no later than
thirty days from the date of closing the hearings, or if oral hearings
have been waived, from the date of transmitting the final statements and
proofs to the arbitrator.

                          Sec. 18. Appearances

    (a) Parties may appear in person or by counsel or other
representative. Persons who appear as counsel or in a representative
capacity must conform to the standards of ethical conduct required of
practitioners before the courts of the United States.
    (b) Any party to the proceeding who, after being duly notified and
without good cause being shown fails to appear at a prehearing
conference or fails to respond to correspondence, shall be deemed to
have waived his rights with respect thereto and shall be subject to such
orders or determinations with respect thereto as the arbitrator shall
make. The failure of a party to appear at a hearing shall constitute a
waiver of the right to present evidence at such hearing. Where either
party fails to appear at a hearing, the arbitrator shall require the
presentation by the present party of such evidence as he deems necessary
to prepare a decision in conformity with the requirements of the act.
    (c) Any person having a direct interest in the arbitration is
entitled to attend hearings. The arbitrator shall otherwise have the
power to require the exclusion of any witness, other than a party or
other essential person, during the testimony of any other witness. It
shall be discretionary with the arbitrator to determine the propriety of
the attendance of any other person.

                  Sec. 19. Consolidation and Severance

    (a) The AAA may with agreement of all parties consolidate any
matters at issue in two or more proceedings docketed under these Rules
of Procedure where there exist common parties, common questions of fact
and law, and where such consolidation would expedite or simplify
consideration of the issues. Consolidation may also be effected where
separate claims for use of the same test data are made against different
respondents. The arbitrator who presides over the consolidated
proceeding shall be chosen in accordance with section 3, supra.
    (b) The arbitrator may, by motion or sua sponte, for good cause
shown order any proceeding severed with respect to some or all parties
or issues.

             Sec. 20. Protection of Confidential Information

    (a) The arbitrator shall make such orders as required to protect the
secrecy of confidential information or documents such as review in
camera.
    (b) The arbitrator shall impose a sanction against any party who
violates an order issued under this section. Such sanction may include
an award against the offending party.

                     Sec. 21. Scheduling of Hearing

    (a) After consideration of the convenience of the parties, the AAA
shall serve upon the parties a notice of hearing setting a time and
place for such hearing.
    (b) Except for good cause shown, no request for postponement of a
hearing will be granted. Such request must be received in writing at
least a day in advance of the time set for the hearing. In case of
postponement, the hearing shall be rescheduled for a date as early as
circumstances will permit.

                 Sec. 22. Optional Accelerated Procedure

    (a) In claims involving $25,000 or less, the parties may elect,
prior to commencement of hearing, to have the claim processed under an
expedited procedure. If no specific amount of claim is stated, a case
will be considered to fall within this rule if the amount which the
claimant represents in writing that it could recover as a result of any
arbitrator's decision favorable to it does not exceed $25,000. Upon such
election, a case shall then be processed under this rule unless the
respondent objects and shows good cause why the substantive nature of
the dispute requires processing under the regular procedures. In cases
proceeding under this rule, the parties have waived discovery and
briefs.
    (b) The arbitrator shall schedule the dispute for hearing within
thirty (30) days of service of notice to the parties that the dispute
will be governed by this accelerated procedure, unless either party
requests that the case be submitted without hearing under section 19.
    (c) Written decision by the arbitrators in cases proceeding under
this rule normally will be short and contain summary findings of fact
and conclusions only. The arbitrator shall render such decisions
promptly, but in no event later than thirty days after the dispute is
ready for decision.

                           Sec. 23. Discovery

    (a) Either party may move for permission to serve written
interrogatories and requests for production of documents upon the
opposing party. The arbitrator shall grant such motion to the extent
that such interrogatories and requests are designed to produce relevant
evidence and only upon such terms as the arbitrator in his or her
discretion considers to be consistent with the objective of

[[Page 76]]

securing a just and inexpensive determination of the dispute without
unnecessary delay.
    (b) Upon motion by either party, the arbitrator may order a
deposition upon a showing of good cause and a finding that the
deposition is designed to secure relevant and probative evidence which
(1) cannot be obtained by alternative means, or (2) may otherwise not be
preserved for presentation at hearing.
    (c) If a party fails to comply with an order issued under this
section, the arbitrator shall draw inferences adverse to that party in
connection with the facts sought to be discovered.
    (d) At least thirty days prior to the hearing, each party shall make
available to each other party the names of the expert and other
witnesses it intends to call, together with a detailed summary of their
expected testimony, and copies of all documents and exhibits which the
party intends to introduce into evidence. Thereafter, witnesses,
documents, or exhibits may be added and narrative summaries of expected
testimony amended only upon motion by a party for good cause shown.

                     Sec. 24. Prehearing Conference

    (a) When it appears that such procedure will expedite the
proceeding, the arbitrator at any time prior to the commencement of the
hearing may request the parties and their counsel or other
representative to appear at a conference before him or her to consider:
    (i) The possibility of settlement of the case;
    (ii) The simplification of issues and stipulation of facts not
indispute;
    (iii) The necessity or desirability of amending or supplementing
documents in the record;
    (iv) The possibility of obtaining admissions or stipulations of fact
and of documents which will avoid unnecessary proof;
    (v) The limitation of the number of expert or other witnesses;
    (vi) The setting of a time and place for the hearing, giving
consideration to the convenience of all parties and to the public
interest; and
    (vii) Any other matters as may expedite the disposition of the
proceeding.
    (b) No transcript of any prehearing conference shall be made unless
ordered upon motion of a party or sua sponte by the arbitrator. In the
absence of a transcript, the arbitrator shall prepare and file a report
of the action taken at such conference. Such report shall incorporate
any written stipulations or agreements made by the parties, all rulings
upon matters considered at such conference, and appropriate orders
containing directions to the parties. Such report shall, as appropriate,
direct the subsequent course of the proceeding, unless modified by the
arbitrators on motion or sua sponte.

                            Sec. 25. Evidence

    (a) The arbitrator shall admit all evidence which is relevant,
competent, material, not privileged, and not unduly repetitious. The
weight to be given evidence shall be determined by its reliability and
probative value.
    (b) Except as otherwise provided in these Rules of Procedure or by
the arbitrator, witnesses shall be examined orally, under oath or
affirmation. Parties shall have the right to cross-examine a witness who
appears at the hearing provided that such cross-examination is not
unduly repetitious.
    (c) Except where the arbitrator finds it impracticable, an original
and two copies of each exhibit shall be filed at the time the exhibit is
offered into evidence and a copy shall be furnished to each party. A
true copy of an exhibit may be substituted for the original.
    (d) Official notice may be taken of any matter judicially noticed in
the Federal courts. The parties shall be given adequate opportunity to
show that such facts are erroneously noticed.

                      Sec. 26. Order of Proceedings

    (a) Hearing shall be opened by the filing of the oath of the
arbitrator, and by the recording of the place, time and date of the
hearing, the presence of the arbitrator, parties, and counsel.
    (b) The arbitrator may, at the beginning of the hearing, ask for
statements clarifying the issues involved. The claimant shall then
present his claim and proofs and his witnesses. The respondent shall
then present his response and proofs and his witnesses. The arbitrator
may in his descretion vary this procedure but he or she shall afford
full and equal opportunity to all parties for the presentation of any
material or relevant proofs.

          Sec. 28. Burden of Presentation; Burden of Persuasion

    The claimant shall have the burden of going forward to establish his
entitlement to an amount of compensation that respondent should pay for
use of the test data relied upon. Each matter of controversy shall be
decided by the arbitrator upon a preponderance of the evidence.

                      Sec. 29. Stenographic Record

    Any party may request a stenographic record by making arrangements
for same through the AAA. If such transcript is agreed by the parties to
be, or in appropriate cases determined by the arbitrator to be, the
official record of the proceeding, it must be made available to the
arbitrator, and to the other party for inspection, at a time and place
determined by the arbitrator. The

[[Page 77]]

total cost of such a record shall be shared equally by those parties
that order copies.

Sec. 30. Filing of Briefs, Proposed Findings of Fact and Conclusions of
                         Law, and Proposed Order

    Unless otherwise ordered by the arbitrator, each party may within
thirty days after delivery of the transcript of a hearing to the
arbitrator as provided in section 29, file with AAA and serve upon all
other parties a brief together with references to relevant exhibits and
the record. Within Fifteen days thereafter each party may file a reply
brief concerning matters contained in the opposing brief. Oral argument
may be had at the discretion of the arbitrator.

                      Sec. 31. Closing of Hearings

    The Arbitrator shall inquire of all parties whether they have any
further proofs to offer or witnesses to be heard. Upon receiving
negative replies, the arbitrator shall declare the hearings closed and
the time and date shall be recorded. If briefs or other documents are to
be filed, the hearings shall be declared closed as of the final date set
by the arbitrator for filing with the AAA. The time limit within which
the Arbitrator is required to make the award shall commence to run, in
the absence of other agreement by the parties, upon the closing of the
hearings.

                     Sec. 32. Arbitrators' Decision

    (a) The arbitrator shall as soon as practicable after the filing of
briefs evaluate the record and prepare and file a decision. The decision
shall contain findings of fact and conclusions regarding all issues in
dispute as well as reasons therefore.
    (b) The decision shall contain a determination as to the
compensation, if any respondent must pay to claimant, or other remedy as
appropriate, the method of payment, and may fix such other terms and
conditions as may be reasonable under the circumstances, including the
furnishing of a bond or other guarantee of payment by the respondent to
the claimant.

                     Sec. 33. Reopening of Hearings

    (a) The hearings may be reopened by the arbitrator on his or her own
motion, or upon application of a party at any time before the award is
made. If the reopening of the hearings would prevent the making of the
award within the specific time agreed upon by the parties in the
contract out of which the controversy has arisen, the matter may not be
reopened, unless the parties agree upon the extension of such time
limit. When no specific date is fixed, the arbitrator may reopen the
hearings, and the arbitrator shall have thirty days from the closing of
the reopened hearings within which to make an award.
    (b) A motion to reopen a hearing to take further evidence, to rehear
or reargue any matter related to such proceeding, or to reconsider the
arbitrator's decision, must be made by motion in writing to the
arbitrator in accordance with these Rules of Procedure. Every such
motion must state the specific grounds upon which relief is sought.
    (c) A motion to reopen a hearing for the purpose of taking further
evidence may be filed at any time prior to the issuance of the
arbitrator's decision. Such motion shall state briefly the nature and
purpose of the evidence to be adduced, shall show that such evidence is
not cumulative, and shall set forth a good reason why such evidence was
not adduced at a hearing.
    (d) Motions to modify the arbitrator's decision shall be filed
within 30 days after the date of service of the decision. Such motion
must state specifically one of the following grounds for modification:
    1. There was a miscalculation of figures or a mistake in the
description of any person, thing or property referred to in the award;
or
    2. The arbitrators have awarded upon a matter not submitted to them
and the award may be corrected without affecting the merits of the
decision upon the issues submitted; or
    3. The award is imperfect in a matter of form, not affecting the
merits of the controversy.

                     Sec. 34. Award Upon Settlement

    If the parties settle their dispute during the course of the
arbitration, the arbitrator, upon their request, may set forth the terms
of the agreed settlement in an award.

                  Sec. 35. Delivery of Award to Parties

    Parties shall accept as legal delivery of the award the placing of
the award or a true copy thereof in the mail by the AAA, addressed to
such party at his last known address or to his attorney, or personal
service of the award, or the filing of the award in any manner which may
be prescribed by law.

         Sec. 36. Release of Documents for Judicial Proceedings

    The AAA shall, upon the written request of a party, furnish to such
party, at his or her expense, certified facsimiles of any papers in the
AAA's possession that may be required in judicial proceedings relating
to the arbitration.

                      Sec. 37. Application to Court

    (a) No judicial proceedings by a party relating to the subject
matter of the arbitration shall be deemed a waiver of the party's right
to arbitrate.
    (b) Neither the AAA nor FMCS is a necessary party in judicial
proceedings relating to the arbitration.

[[Page 78]]

    (c) Parties to these Rules shall be deemed to have consented that
judgment upon the arbitration award may be entered in any Federal or
State Court having jurisdiction thereof.

                      Sec. 38. Administrative Fees

    As a nonprofit organization, the AAA shall prescribe an
administrative fee schedule and a refund schedule to compensate it for
the cost of providing administrative services. The schedule in effect at
the time of filing or the time of refund shall be applicable.
    The administrative fees shall be advanced by the initiating party or
parties, subject to final appointment by the arbitrator in his award.
    When a matter is withdrawn or settled, the refund shall be made in
accordance with the refund schedule.
    The AAA, in the event of extreme hardship on the part of any party,
may defer or reduce the administrative fee.

               Sec. 39. Fee When Oral Hearings Are Waived

    Where all oral hearings are waived the Administrative Fee Schedule
shall apply.

                            Sec. 40. Expenses

    The expenses of witnesses for either side shall be paid by the party
producing such witnesses.
    The cost of the stenographic record, if any is made, and all
transcripts thereof, shall be prorated equally among all parties
ordering copies unless they shall otherwise agree and shall be paid for
by the responsible parties directly to the reporting agency.
    All other expenses of the arbitration, including required traveling
and other expenses of the arbitrator and of AAA representatives, and the
expenses of any witness or the cost of any proofs produced at the direct
request of the arbitrator, shall be borne equally by the parties.

                        Sec. 41. Arbitrator's Fee

    Any arrangement for the compensation of a neutral arbitrator shall
be made through the AAA and not directly by him or her with the parties.
Where parties cannot agree, AAA shall fix reasonable compensation.

                            Sec. 42. Deposits

    The AAA may require the parties to deposit in advance such sums of
money as it deems necessary to defray the expense of the arbitration,
including the arbitrator's fee if any, and shall render an accounting to
the parties and return any unexpened balance.

            Sec. 43. Interpretation and Application of Rules

    The arbitrator shall interpret and apply these Rules insofar as they
relate to his or her powers and duties. When there is more than one
arbitrator and a difference arises among them concerning the meaning or
application of any such Rules, it shall be decided by a majority vote.
If that is unobtainable, either an arbitrator or a party may refer the
question to the AAA for decision. All other Rules shall be interpreted
and applied by the AAA. Either party may request that FMCS review any
decision of AAA on interpretation or application of these rules.

                       Administrative Fee Schedule

    The administrative fee of the AAA is based upon the amount of each
claim and counterclaim as disclosed when the claim and counterclaim are
filed, and is due and payable at the time of filing.

------------------------------------------------------------------------
             Amount of claim                            Fee
------------------------------------------------------------------------
Up to $25,000............................  $500.
$25,000 to $100,000......................  $600, plus 1% of excess over
                                            $25,000.
$100,000 to $200,000.....................  $1350, plus \1/2\% of excess
                                            over $100,000.
$200,000 to $5,000,000...................  $1850, plus \1/4\% of excess
                                            over $200,000.
------------------------------------------------------------------------

    Where the claim or counter claim exceeds $5 million, an appropriate
fee will be determined by the AAA.
    When no amount can be stated at the time of filing, the
administrative fee is $500, subject to adjustment in accordance with the
above schedule as soon as an amount can be disclosed.
    If there are more than two parties represented in the arbitration,
an additional 10% of the initiating fee will be due for each additional
represented party.
    Other Service Charges--$50.00 payable by a party causing an
adjournment of any scheduled hearing;
    $100 payable by a party causing a second or additional adjournment
of any scheduled hearing.
    $25.00 payable by each party for each hearing after the first
hearing which is either clerked by the AAA or held in a hearing room
provided by the AAA.
    Refund Schedule--If the AAA is notified that a case has been settled
or withdrawn before a list of Arbitrators has been sent out, all the
fees in excess of $500 will be refunded.
    If the AAA is notified that a case has been settled or withdrawn
thereafter but before the due date for the return of the first list,
two-thirds of the fee in excess of $500.00 will be refunded.
    If the AAA is notified that a case is settled or withdrawn
thereafter but at least 48 hours before the date and time set for the
first hearing, one-half of the fee in excess of $500 will be refunded.

[[Page 79]]

                           Regional Directors

Atlanta (30303), India Johnson--100 Peachtree Street, NW.
Boston (02108), Richard M. Reilly--294 Washington Street
Charlotte (28218), John A. Ramsey--3235 Eastway Drive, P.O. Box 18591
Chicago (60601), Charles H. Bridge, Jr.--180 N. La Salle Street
Cincinnati (45202), Philip S. Thompson--2308 Carew Tower
Cleveland (44114), Earle C. Brown--215 Euclid Avenue
Dallas (75201), Helmut O. Wolff--1607 Main Street
Detroit (48226), Mary A. Bedikian--1234 City National Bank Building
Garden City, NY (11530), Ellen Maltz-Brown--585 Stewart Avenue
Hartford (06103), J. Robert Haskell--37 Lewis Street
Los Angeles (90020), Jerrold L. Murase--443 Shatto Place
Miami (33129), Joseph A. Fiorillo--2250 SW. 3rd Avenue
Minneapolis (55402), Patricia A. Levin--1001 Foshay Tower
New Brunswick, NJ (08901), Richard Naimark--96 Bayard Street
New York (10020), Robert E. Meade--140 West 51st Street
Philadelphia (19102), Arthur R. Mehr--1520 Locust Street
Phoenix (85004), Paul A. Newnham--222 North Central Avenue
Pittsburgh (15222), John F. Schano--221 Gateway Four
San Diego (92101), John E. Scrivner--530 Broadway
San Francisco (94104), Charles A. Cooper--690 Market Street
Seattle (98104), Neal M. Blacker--810 Third Avenue
Syracuse (13203), Deborah A. Brown--731 James Street
Washington (20036), Garylee Cox--1730 Rhode Island Avenue, NW.
White Plains, NY (10601), John R. Dacey--34 South Broadway



PART 1450_COLLECTIONS OF CLAIMS OWED THE UNITED STATES--Table of
Contents



                      Subpart A_General Provisions

Sec.
1450.1 Definitions.
1450.2 Exceptions.
1450.3 Use of procedures.
1450.4 Conformance to law and regulations.
1450.5 Other procedures.
1450.6 Informal action.
1450.7 Return of property.
1450.8 Omissions not a defense.

Subpart B_Administrative Offset_Consumer Reporting Agencies_Contracting
                             for Collection

1450.9 Demand for payment.
1450.10 Collection by administrative offset.
1450.11 Administrative offset against amounts payable from Civil Service
          Retirement and Disability Fund.
1450.12 Collection in installments.
1450.13 Exploration of compromise.
1450.14 Suspending or termination collection action.
1450.15 Referrals to the Department of Justice or the General Accounting
          Office.
1450.16 Use of consumer reporting agencies.
1450.17 Contracting for collection services.

                         Subpart C_Salary Offset

1450.18 Purpose.
1450.19 Scope.
1450.20 Definitions.
1450.21 Notification.
1450.22 Hearing.
1450.23 Deduction from pay.
1450.24 Liquidation from final check or recovery from other payment.
1450.25 Non-waiver of rights by payments.
1450.26 Refunds.
1450.27 Interest, penalties, and administrative costs.
1450.28 Recovery when paying agency is not creditor agency.

         Subpart D_Interest, Penalties, and Administrative Costs

1450.29 Assessment.
1450.30 Exemptions.
1450.31 Other sanctions.

    Authority: 31 U.S.C. 3701-3719; 5 U.S.C. 5514; 4 CFR parts 101-105;
5 CFR part 550.

    Source: 51 FR 24817, July 9, 1986, unless otherwise noted.



                      Subpart A_General Provisions



Sec. 1450.1  Definitions.

    (a) The term agency means the Federal Mediation and Conciliation
Service (FMCS) or any other agency of the U.S. Government as stated at
Sec. 1450.20.
    (b) The term agency head means the Director of the Federal Mediation
and Conciliation Service.
    (c) The terms appropriate agency official or designee mean the
Director of the Financial Management Staff of FMCS, or such other
official as may be named in the future by the Director of FMCS.

[[Page 80]]

    (d) The terms claim and debt are deemed synonymous and
interchangeable. They refer to an amount of money or property which has
been determined by an appropriate agency official to be owed to the
United States from any person, organization or entity, except another
Federal agency.
    (e) A debt is considered delinquent if it has not been paid by the
date specified in the agency's written notification or applicable
contractual agreement, unless other satisfactory payment arrangements
have been made by that date, or if at any time thereafter the debtor
fails to satisfy obligations under a payment agreement with the agency.
    (f) The term referral for litigation means referral to the
Department of justice for appropriate legal proceedings.



Sec. 1450.2  Exceptions.

    (a) Claims arising from the audit of transportation accounts
pursuant to 31 U.S.C. 3726 shall be determined, collected, compromised,
terminated or settled in accordance with regulations published under the
authority of 31 U.S.C. 3726 (see 41 CFR part 101-41).
    (b) Claims arising out of acquisition contracts subject to the
Federal Acquisition Regulations (FAR) shall be determined, collected,
compromised, terminated, or settled in accordance with those
regulations. (See 48 CFR part 32). If not otherwise provided for in the
FAR system, contract claims that have been the subject of a contracting
officer's final decision in accordance with section 6(a) of the Contract
Disputes Act of 1978 (41 U.S.C. 605)(a)), may be determined, collected,
compromised, terminated or settled under the provisions of this
regulation, except that no additional review of the debt shall be
granted beyond that provided by the contracting officer in accordance
with the provisions of section 6 of the Contract Disputes Act of 1978
(41 U.S.C. 605), and the amount of any interest, administrative charge,
or penalty charge shall be subject to the limitations, if any, contained
in the contract out of which the claim arose.
    (c) Claims based in whole or in part on conduct in violation of the
antitrust laws, or in regard to which there is an indication of fraud,
presentation of a false claim, or misrepresentation on the part of the
debtor or any other party having an interest in the claim, shall be
referred to the Department of Justice (DOJ) as only the DOJ has
authority to compromise, suspend, or terminate collection action on such
claims.
    (d) Tax claims are also excluded from the coverage of this
regulation.



Sec. 1450.3  Use of procedures.

    Procedures authorized by this regulation (including, but not limited
to, disclosure to a consumer reporting agency, contracting for
collection services, administrative offset and salary offset) may be
used singly or in combination, so long as the requirements of applicable
law and regulation are satisfied.



Sec. 1450.4  Conformance to law and regulations.

    The requirements of applicable law (31 U.S.C 3701-3719 and 5 U.S.C.
5514 as amended by Pub. L. 97-365, 96 Stat. 1749) have been implemented
in Governmentwide standards:
    (a) The Regulations of the Office of Personnel Management (5 CFR
part 550),
    (b) The Federal Claims Collection Standards issued jointly by the
General Accounting Office and the Department of Justice (4 CFR parts
101-105), and
    (c) The procedures prescribed by the Office of Management and Budget
in Circular A-129 of May 9, 1985.


Not every item in the above described standards has been incorporated or
referenced in this regulation. To the extent, however, that
circumstances arise which are not covered by the terms stated in this
regulation, FMCS will proceed in any actions taken in accordance with
applicable requirements found in the sources referred to in paragraphs
(a), (b), and (c) of this section.



Sec. 1450.5  Other procedures.

    Nothing contained in this regulation is intended to require FMCS to
duplicate administrative proceedings required by contract or other laws
or regulations.

[[Page 81]]



Sec. 1450.6  Informal action.

    Nothing contained in this regulation is intended to preclude
utilization of informal administrative actions or remedies which may be
available.



Sec. 1450.7  Return of property.

    Nothing contained in this regulation is intended to deter FMCS from
demanding the return of specific property or from demanding, the return
of the property or the payment of its value.



Sec. 1450.8  Omissions not a defense.

    The failure of FMCS to comply with any provision in this regulation
shall not serve as a defense to the debt.



Subpart B_Administrative Offset_Consumer Reporting Agencies_Contracting
                             for Collection



Sec. 1450.9  Demand for payment.

    Prior to making an administrative offset, demand for payment will be
made as stated below:
    (a) Written demands shall be made promptly upon a debtor in terms
which inform the debtor of the consequences of failure to cooperate. A
total of three progressively stronger written demands at not more than
30-day intervals will normally be made unless a response to the first or
second demand indicates that a further demand would be futile and the
debtor's response does not require rebuttal. In determining the timing
of demand letters, FMCS will give due regard to the need to act promptly
so that, as a general rule, if necessary to refer the debt to the
Department of Justice for litigation, such referral can be made within
one year of the agency's final determination of the fact and the amount
of the debt. When necessary to protect the Government's interest (for
example, to prevent the statute of limitations, 28 U.S.C. 2415, from
expiring), written demand may be preceded by other appropriate actions
under this subpart including immediate referral for litigation.
    (b) The initial demand letter will inform the debtor of:
    (1) The basis for the indebtedness and the right of the debtor to
request review within the agency;
    (2) The applicable standards for assessing interest, penalties, and
administrative costs (subpart D of this regulation) and
    (3) The date by which payment is to be made, which normally should
be not more than 30 days from the date that the initial demand letter
was mailed or hand-delivered. FMCS will exercise care to insure that
demand letters are mailed or hand-delivered on the same day that they
are actually dated. Apart from this, there is no prescribed format for
the demand letters.
    (c) As appropriate to the circumstances, FMCS may include either in
the initial demand letter or in subsequent letters, matters relating to
alternative methods of payment, policies with respect to use of consumer
reporting agencies and collection services, the agency's intentions with
respect to referral of the debt to the Department of Justice for
litigation, and, depending on applicable statutory authority, the
debtor's entitlement to consideration of waiver.
    (d) FMCS will respond promptly to communications from the debtor,
within 30 days whenever feasible, and will advise debtor who dispute the
debt that they must furnish available evidence to support their
contentions.
    (e) If, either prior to the initiations of, at any time during, or
after completion of the demand cycle, FMCS determines to pursue
administrative offset, then the requirements specified in Sec. Sec.
1450.10 and 1450.11, as applicable, will be met. The availability of
funds for offset and the agency determination to purse it release the
agency from the necessity of further compliance with paragraphs (a),
(b), and (c) of this section. If the agency has not already sent the
first demand letter, the agency's written notification of its intent to
offset must give the debtor the opportunity to make voluntary payment, a
requirement which will be satisfied by compliance with the notice
requirements of Sec. Sec. 1450.10 and 1450.11 as applicable.



Sec. 1450.10  Collection by administrative offset.

    (a) Collection by administrative offset will be undertaken in
accordance with these regulations on all claims

[[Page 82]]

which are liquidated or certain in amount, in every instance in which
such collection is determined to be feasible and not otherwise
prohibited.
    (1) For purposes of this section, the term ``administrative offset''
is the same as stated in 31 U.S.C. 3716(a)(1).
    (2) Whether collection by administrative offset is feasible is a
determination to be made by the agency on a case-by-case basis, in the
exercise of sound discretion. FMCS will consider not only whether
administrative offset can be accomplished practically, but also whether
offset is best suited to further and protect all of the Government's
interests. In appropriate circumstances, FMCS may give due consideration
to the debtor's financial condition and is not required to use offset in
every instance in which there is an available source of funds. FMCS may
also consider whether offset would tend to substantially interfere with
or defeat the purposes of the program authorizing the payments against
which offset is contemplated. For example, under a grant program in
which payments are made in advance of the grantee's performance, offset
will normally be inappropriate. This concept generally does not apply,
however, where payment is in the form of reimbursement.
    (b) Before the offset is made, a debtor shall be provided with the
following: Written notice of the nature and amount of the debt, and the
agency's intention to collect by offset; opportunity to inspect and copy
agency records pertaining to the debt; opportunity to obtain review
within the agency of the determination of indebtedness; and opportunity
to enter into a written agreement with the agency to repay the debt.
FMCS may also make requests for offset to other agencies holding funds
payable to the debtor, and process requests for offset that are received
from other agencies.
    (1) FMCS will exercise sound judgment in determining whether to
accept a repayment agreement in lieu of offset. The determination will
weigh the Government's interest in collecting the debt against fairness
to the debtor. If the debt is delinquent and the debtor has not disputed
its existence or amount, FMCS will normally accept a repayment agreement
in lieu of offset only if the debtor is able to establish that offset
would result in undue financial hardship or would be against equity and
good conscience.
    (2) In cases where the procedural requirements specified in
paragraph (b) of this section have previously been provided to the
debtor in connection with the same debt under Sec. 1450.9, or some
other regulatory or statutory authority, such as pursuant to a notice of
audit allowance, the agency is not required to duplicate those
requirements before taking administrative offset.
    (3) FMCS may not initiate administrative offset to collect a debt
under 31 U.S.C. 3716 more than 10 years after the Government's right to
collect the debt first accrued, unless facts material to the
Government's right to collect the debt were not known and could not
reasonably have been known by the official or officials of the
Government who were charged with the responsibility to discover and
collect such debts. When the debt first accrued is to be determined
according to existing law, regarding the accrual of debts, such as 28
U.S.C. 2415.
    (4) FMCS is not authorized by 31 U.S.C. 3716 to use administrative
offset with respect to:
    (i) Debts owed by any State or local Governments;
    (ii) Debts arising under or payments made under the Social Security
Act, the Internal Revenue Code of 1954, or the tariff laws of the United
States; or
    (iii) Any case in which collection of the type of debt involved by
administrative offset is explicitly provided for or prohibited by
another statute. However, unless otherwise provided by contract or law,
debts or payments which are not subject to administrative offset under
31 U.S.C. 3716 may be collected by administrative offset under the
common law or other applicable statutory authority.
    (5) FMCS may effect administrative offset against a payment to be
made to a debtor prior to completion of the procedures required by
paragraph (b) of this section if:
    (i) Failure to take the offset would substantially prejudice the
Government's ability to collect the debt, and

[[Page 83]]

    (ii) The time before the payment is to be made does not reasonably
permit the completion of those procedures.

Such prior offset must be promptly followed by the completion of those
procedures. Amounts recovered by offset but later found not to be owed
to the Government shall be promptly refunded.
    (6) FMCS will obtain credit reports on delinquent accounts to
identify opportunities for administrative offset of amounts due to a
delinquent debtor when other collection techniques have been
unsuccessful.
    (c) Type of hearing or review: (1) For purposes of this section,
whenever FMCS is required to provide a hearing or review within the
agency, the agency shall provide the debtor with a reasonable
opportunity for an oral hearing when:
    (i) An applicable statute authorizes or requires the agency to
consider waiver of the indebtedness involved, the debtor requests waiver
of the indebtedness, and the waiver determination turns on an issue of
credibility or veracity; or
    (ii) The debtor requests reconsideration of the debt and the agency
determines that the question of the indebtedness cannot be resolved by
review of the documentary evidence, for example, when the validity of
the debt turns on an issue of credibility or veracity.

Unless otherwise required by law, an oral hearing under this section is
not required to be a formal evidentiary-type hearing, although the FMCS
will carefully document all significant matters discussed at the
hearing.
    (2) This section does not require an oral hearing with respect to
debt collection systems in which determinations of indebtedness or
waiver rarely involve issues of credibility or veracity and the agency
has determined that review of the written record is ordinarily an
adequate means to correct prior mistakes. In administering such a
system, the agency is not required to sift through all of the requests
received in order to accord oral hearings in those few cases which may
involve issues of credibility or veracity.
    (3) In those cases where an oral hearing is not required by this
section, the agency will make its determination on the request for
waiver or reconsideration based upon a ``paper hearing'' that is, a
review of the written record.
    (d) Appropriate use will be made of the cooperative efforts of other
agencies in effecting collection by administrative offset. Generally,
FMCS will not refuse to comply with requests from other agencies to
initiate administrative offset to collect debts owed to the United
States, unless the requesting agency has not complied with the
applicable provisions of these standards or the offset would be
otherwise contrary to law.
    (e) Collection by offset against a judgment obtained by a debtor
against the United States shall be accomplished in accordance with 31
U.S.C. 3728.
    (f) Whenever the creditor agency is not the agency which is
responsible for making the payment against which administrative offset
is sought, the latter agency shall not initiate the requested offset
until it has been provided by the creditor agency with an appropriate
written certification that the debtor owes a debt (including the amount)
and that full compliance with the provisions of this section has taken
place.
    (g) When collecting multiple debts by administrative offset, FMCS
will apply the recovered amounts to those debts in accordance with the
best interests of the United States, as determined by the facts and
circumstances of the particular case, paying special attention to
applicable statutes of limitations.



Sec. 1450.11  Administrative offset against amounts payable from Civil
Service Retirement and Disability Fund.

    (a) Unless otherwise prohibited by law, FMCS may request that moneys
which are due and payable to a debtor from the Civil Service Retirement
and Disability Fund be administratively offset in reasonable amounts in
order to collect in one full payment, or a minimal number of payments,
debts owed to the United States by the debtor. Such requests shall be
made to the appropriate officials of the Office of Personnel Management
in accordance with such regulations as may be prescribed by the Director
of that Office.
    (b) When making a request for administrative offset under paragraph
(a)

[[Page 84]]

of this section, FMCS shall include a written certification that:
    (1) The debtor owes the United States a debt, including the amount
of the debt;
    (2) The FMCS has complied with the applicable statutes, regulations,
and procedures of the Office of Personnel Management; and
    (3) The FMCS has complied with the requirements of Sec. 1450.10 of
this subpart, including any required hearing or review.
    (c) Once FMCS decides to request adminstrative offset under
paragraph (a) of this section, it will make the request as soon as
practical after completion of the applicable procedures in order that
the Office of Personnel Management may identify and ``flag'' the
debtor's account in anticipation of the time when the debtor requests or
become eligible to receive payments from the Fund. This will satisfy any
requirement that offset be initiated prior to expiration of the
applicable statute of limitations. At such time as the debtor makes a
claim for payments from the Fund, if at least a year has elapsed since
the offset request was originally made, the debtor should be permitted
to offer a satisfactory payment plan in lieu of offset upon establishing
that changed financial circumstances would render the offset unjust.
    (d) If FMCS collects part or all of the debt by other means before
deductions are made or completed pursuant to paragraph (a) of this
section, FMCS shall act promptly to modify or terminate its request for
offset under paragraph (a) of this section.
    (e) This section does not require or authorize the Office of
Personnel Management to review the merits of the FMCS determination with
respect to the amount and validity of the debt, its determination as to
waiver under an applicable statute, or its determination to provide or
not provide a hearing.



Sec. 1450.12  Collection in installments.

    (a) Whenever feasible, and except as otherwise provided by law,
debts owed to the United States, together with interest, penalties, and
administrative costs as required by this regulation should be collected
in full in one lump sum. This is true whether the debt is being
collected by administrative offset or by another method, including
voluntary payment. However, if the debtor is financially unable to pay
the indebtedness in one lump sum, payment may be accepted in regular
installments. FMCS will obtain financial statements from debtors who
represent that they are unable to pay the debt in one lump sum. If FMCS
agrees to accept payment in regular installments it will obtain a
legally enforceable written agreement from the debtor which specifies
all of the terms of the arrangement and which contains a provision
accelerating the debt in the event the debtor defaults. The size and
frequency of installment payments should bear a reasonable relation to
the size of the debt and the debtor's ability to pay. If possible, the
installment payments should be sufficient in size and frequency to
liquidate the Government's claim in not more than 3 years. Installment
payments of less than $50 per month will be accepted only if justifiable
on the grounds of financial hardship or some other reasonable cause.
    (b) If the debtor owes more than one debt and designates how a
voluntary installment payment is to be applied as among those debts,
that designation must be followed. If the debtor does not designate the
application of the payment, FMCS will apply payments to various debts in
accordance with the best interests of the United States, as determined
by the facts and circumstances of the particular case, paying special
attention to applicable statutes of limitations.



Sec. 1450.13  Exploration of compromise.

    FMCS may attempt to effect compromise, preferably during the course
of personal interviews, in accordance with the standards set forth in
part 103 of the Federal Claims Collection Standards (4 CFR part 103).



Sec. 1450.14  Suspending or termination collection action.

    The suspension or termination of collection action shall be made in
accordance with the standards set forth in part 104 of the Federal
Claims Collection Standards (4 CFR part 104).

[[Page 85]]



Sec. 1450.15  Referrals to the Department of Justice or the General
Accounting Office.

    Referrals to the Department of Justice or the General Accounting
Office shall be made in accordance with the standards set forth in part
105 of the Federal Claims Collection Standards (4 CFR part 105).



Sec. 1450.16  Use of consumer reporting agencies.

    (a) The term individual means a natural person, and the term
``consumer reporting agency'' has the meaning provided in the Federal
Claims Collection Act, as amended, at 31 U.S.C. 3701(a)(3) or the Fair
Credit Reporting Act, at 15 U.S.C. 1681a(f).
    (b) FMCS may disclose to a consumer reporting agency, from a system
of records, information that an individual is responsible for a claim
if--
    (1) Notice required by section 5 U.S.C. 552(a)(e)(4) indicates that
information in the system may be disclosed to a consumer reporting
agency;
    (2) The claim has been reviewed and it is decided that the claim is
valid and overdue;
    (3) FMCS has notified the individual in writing--
    (i) That payment of the claim is overdue;
    (ii) That, within not less than 60 days after sending the notice,
FMCS intends to disclose to a consumer reporting agency that the
individual is responsible for that claim;
    (iii) Of the specific information to be disclosed to the consumer
reporting agency; and
    (iv) Of the rights the individual has to a complete explanation of
the claim, to dispute information in the records of the agency about the
claim, and to administrative appeal or review of the claim; and
    (4) The individual has not--
    (i) Repaid or agreed to repay the claim under a written repayment
plan that the individual has signed and the agency has agreed to; or
    (ii) Filed for review of the claim under paragraph (g) of this
section;
    (c) FMCS will also--(1) Disclose promptly, to each consumer
reporting agency to which the original disclosure was made, a
substantial change in the condition or amount of the claim;
    (2) Verify or correct promptly information about the claim, on
request of a consumer reporting agency for verification of information
disclosed; and
    (3) Get satisfactory assurances from each consumer reporting agency
that they are complying with all laws of the United States related to
providing consumer credit information; and assure that
    (d) The information disclosed to the consumer reporting agency is
limited to (1) Information necessary to establish the identity of the
individual, including name, address, and taxpayer identification number;
    (2) The amount, status, and history of the claim; and
    (3) The agency or program under which the claim arose.
    (e) All accounts in excess of $100 that have been delinquent more
than 31 days will normally be referred to a consumer reporting agency.
    (f) Before disclosing information to a consumer reporting agency
FMCS shall take reasonable action to locate an individual for whom the
head of the agency does not have a current address to send the notice.
    (g) Before disclosing information to a consumer reporting agency
FMCS shall provide, on request of an individual alleged by the agency to
be responsible for the claim, a review of the obligation of the
individual including an opportunity for reconsideration of the initial
decision on the claim.
    (h) Under the same provisions as described above in this section,
FMCS may disclose to a credit reporting agency, information relating to
a debtor other than a natural person. Such commercial debt accounts are
not covered, however, by the Privacy Act.



Sec. 1450.17  Contracting for collection services.

    (a) FMCS has authority to contract for collection services to
recover delinquent debts, provided that the following conditions are
satisfied;
    (1) The authority to resolve disputes, compromise claims, suspend or
terminate collection action, and refer the

[[Page 86]]

matter for litigation is retained by the agency;
    (2) The contractor shall be subject to the Privacy Act of 1974, as
amended to the extent specified in 5 U.S.C. 552a(m), and to applicable
Federal and State laws and regulations pertaining to debt collection
practices, such as the Fair Debt Collection Practices Act, 15 U.S.C.
1692;
    (3) The contractor must be required to account strictly for all
amounts collected;
    (4) The contractor must agree that uncollectible accounts shall be
returned with appropriate documentation to enable FMCS to determine
whether to pursue collection through litigation or to terminate
collection efforts, and
    (5) The contractor must agree to provide any data contained in its
files relating to paragraphs (a) (1), (2), and (3) of Sec. 105.2 of the
Federal Claims Collection Standards (4 CFR part 105) upon returning an
account to FMCS for subsequent referral to the Department of Justice for
litigation.
    (b) Funding of collection service contracts: (1) FMCS may fund a
collection service contract on a fixed-fee basis, that is, payment of a
fixed fee determined without regard to the amount actually collected
under the contract. Payment of the fee under this type of contract must
be charged to available agency appropriations.
    (2) FMCS may also fund a collection service contract on a
contingent-fee basis, that is, by including a provision in the contract
permitting the contractor to deduct its fee from amounts collected under
the contract. The fee should be based on a percentage of the amount
collected, consistent with prevailing commercial practice.
    (3) FMCS may enter into a contract under paragraph (b)(1) of this
section only if and to the extent provided in advance in its
appropriation acts or other legislation, except that this requirement
does not apply to the use of a revolving fund authorized by statute.
    (4) Except as authorized under paragraph (b)(2) of this section, or
unless the receipt qualifies as a refund to the appropriation, or unless
otherwise specifically provided by law, FMCS must deposit all amounts
recovered under collection service contracts (or by agency employees on
behalf of the agency) in the Treasury as miscellaneous receipts pursuant
to 31 U.S.C. 3302.
    (c) FMCS will consider the use of collection agencies at any time
after the account is 61 days past due. In all cases accounts that are
six months or more past due shall be turned over to a collection agency
unless referred for litigation or unless arrangements have been made for
a workout procedure, or the agency has exercised its authority to write
off the debt pursuant to Sec. 1450.14.
    (d) FMCS will generally not use a collection agency to collect a
delinquent debt owed by a currently employed or retired Federal
employee, if collection by salary or annuity offset is available.



                         Subpart C_Salary Offset



Sec. 1450.18  Purpose.

    This subpart provides the standards to be followed by FMCS in
implementing 5 U.S.C. 5514 to recover a debt from the pay account of an
FMCS employee, and establishes procedural guidelines to recover debts
when the employee's creditor and paying agencies are not the same.



Sec. 1450.19  Scope.

    (a) Coverage. This subpart applies to agencies and employees as
defined by Sec. 1450.20.
    (b) Applicability. This subpart and 5 U.S.C. 5514 apply in
recovering certain debts by offset, except where the employee consents
to the recovery, from the current pay account of that employee. Because
it is an administrative offset, debt collection procedures for salary
offset which are not specified in U.S.C. 5514 and these regulations
should be consistent with the provisions of the Federal Claims
Collection Standards (4 CFR parts 101-105).
    (1) Excluded debts or claims. The procedures contained in this
subpart do not apply to debts or claims arising under the Internal
Revenue Code of 1954 as amended (26 U.S.C. 1 et seq.), the Social
Security Act (42 U.S.C. 301 et seq.) or the tariff laws of the United
States, or to any case where collection of a debt

[[Page 87]]

by salary offset is explicitly provided for or prohibited by another
statute (e.g., travel advances in 5 U.S.C. 5705 and employee training
expenses in 5 U.S.C. 4108).
    (2) Waiver requests and claims to the General Accounting Office.
This subpart does not preclude an employee from requesting waiver of a
salary overpayment under 5 U.S.C. 5584, 10 U.S.C. 2774, or 32 U.S.C.
716, or in any way questioning the amount or validity of a debt by
submitting a subsequent claim to the General Accounting Office in
accordance with procedures prescribed by the General Accounting Office.
Similarly, in the case of other types of debts, it does not preclude an
employee from requesting waiver, if waiver is available under any
statutory provision pertaining to the particular debt being collected.
    (c) Time limit. Under 4 CFR 102.3(b)(3), offset may not be initiated
more than 10 years after the Government's right to collect the debt
first accrued, unless an exception applies as stated in Sec.
102.3(b)(3).



Sec. 1450.20  Definitions.

    For purposes of this subpart--
    Agency means the Federal Mediation and Conciliation Service (FMCS)
or means any other agency of the U.S. Government as defined by section
105 of title 5 U.S.C., including the U.S. Postal Service, and the U.S.
Postal Rate Commission, a military department as defined by section 102
of title 5 U.S.C., an agency or court of the judicial branch, and an
agency of the legislative branch, including the U.S. Senate and the U.S.
House of Representatives.
    Creditor agency means the agency to which the debt is owed.
    Debt means an amount owed to the United States from sources which
include loans insured or guaranteed by the United States and all other
amounts due the United States from fees, leases, rents, royalties,
services, sales of real or personal property, overpayments, penalties,
damages, interests, fines and forfeitures (except those arising under
the Uniform Code Military Justice), and all other similar sources.
    Disposable pay means that part of current basic pay, special pay,
incentive pay, retired pay, retainer pay, or in the case of an employee
not entitled to basic pay, other authorized pay remaining after the
deduction of any amount required by law to be withheld. FMCS will
exclude deductions described in 5 CFR 581.105 (b) through (f) to
determine disposable pay subject to salary offset.
    Employee means a current employee of FMCS or of another agency,
including a current member of the Armed Forces or a Reserve of the Armed
Forces
    FCCS means the Federal Claims Collection Standards jointly published
by the Justice Department and the General Accounting Office at 4 CFR
parts 101-105.
    Paying agency means the agency employing the individual and
authorizing the payment of his or her current pay.
    Salary offset means an administrative offset to collect a debt under
5 U.S.C. 5514 by deduction(s) at one or more officially established pay
intervals from the current pay account of an employee without his or her
consent.
    Waiver means the cancellation, remission, forgiveness, or non-
recovery of a debt allegedly owed by an employee to an agency as
permitted or required by 5 U.S.C. 5584, 10 U.S.C. 2774, or 32 U.S.C.
710, 5 U.S.C. 8346(b), or any other law.



Sec. 1450.21  Notification.

    (a) Salary offset deductions shall not be made unless the Director
of the Financial Management Staff of FMCS, or such other official as may
be named in the future by the Director of FMCS, provides to the
employee--at least 30 days before any deduction--a written notice
stating at a minimum:
    (1) The agency's determination that a debt is owed, including the
origin, nature, and amount of the debt;
    (2) The agency's intention to collect the debt by means of deduction
from the employee's current disposable pay account;
    (3) The amount, frequency, proposed beginning date, and duration of
the intended deductions;
    (4) An explanation of the agency's policy concerning interest,
penalties,

[[Page 88]]

and administrative costs (subpart D of this regulation), a statement
that such assessment must be made unless excused in accordance with the
FCCS;
    (5) The employee's right to inspect and copy Government records
relating to the debt or, if the employee or his or her representative
cannot personnally inspect the records, to request and receive a copy of
such records;
    (6) If not previously provided, the opportunity (under terms
agreeable to the agency) to establish a schedule for the voluntary
repayment of the debt or to enter into a written agreement to establish
a schedule for repayment of the debt in lieu of offset. The agreement
must be writing, signed by both the employee and the Director of the
Financial Management Staff of FMCS, and documented in agency files (4
CFR 102.11).
    (7) The employee's right to a hearing conducted by an official
arranged by the agency (an administrative law judge or alternatively, a
hearing official not under the control of the head of the agency) if a
petition is filed as prescribed by Sec. 1450.22.
    (8) The method and time period for petitioning for a hearing;
    (9) That the timely filing of a petition for hearing will stay the
commencement of collection proceedings;
    (10) That a final decision on the hearing (if one is requested) will
be issued at the earliest practical date, but not later than 60 days
after the filing of the petition requesting the hearing unless the
employee requests and the hearing official grants a delay in the
proceedings;
    (11) That any knowingly false, misleading, or frivolous statements,
representations, or evidence may subject the employee to:
    (i) Disciplinary procedures appropriate under chapter 75 of title 5,
U.S.C., part 752 of title 5, CFR, or any other applicable status or
regulations;
    (ii) Penalties under the False Claims Act sections 3729-3731 of
title 31, U.S.C., or any other applicable statutory authority; or
    (iii) Criminal penalties under sections 286, 287, 1001, and 1002 of
title 18, U.S.C., or any other applicable statutory authority.
    (12) Any other right and remedies available to the employee under
statutes or regulations governing the program for which the collection
is being made; and
    (13) Unless there are applicable contractual or statutory provisions
to the contrary, that amounts paid on or deducted for the debt which are
later waived or found not owned to the United States will be promptly
refunded to the employee.
    (b) Notifications under this section shall be hand delivered with a
record made of the date and time of delivery, or shall be mailed by
certified mail return receipt requested.
    (c) No notification, hearing, written responses or final decisions
under this regulation are required of FMCS for any adjustment to pay
arising out of an employee's election of coverage under a Federal
benefit program requiring periodic deductions from pay, if the amount to
be recovered was accumulated over four pay periods or less.



Sec. 1450.22  Hearing.

    (a) Petition for hearing. (1) A hearing may be requested by filing a
written petition with the Director, Financial Management Staff of FMCS,
or such other official as may be named in the future by the Director of
FMCS, stating why the employee believes the determination of the agency
concerning the existence or the amount of the debt is in error.
    (2) The employee's petition must be signed by the employee and fully
identify and explain with reasonable specificity all the facts, evidence
and witnesses, if any, which the employee believes support his or her
position.
    (3) The petition must be filed no later than fifteen (15) calendar
days from the date that the notification was hand delivered or the date
of delivery by certified mail, return receipt requested.
    (4) If a petition is received after the fifteen (15) calendar day
deadline referred to above, FMCS will nevertheless accept the petition
if the employee can show that the delay was because of circumstances
beyond his or her control, or because of failure to receive notice of
the time limit (unless otherwise aware of it).

[[Page 89]]

    (5) If a petition is not filed within the time limit specified in
paragraph (a)(3) of this section, and is not accepted pursuant to
paragraph (a)(4) of this section, the employee's right to hearing will
be considered waived, and salary offset will be implemented by FMCS.
    (b) Type of hearing. (1) The form and content of the hearing will be
determined by the hearing official who shall be a person outside the
control or authority of FMCS. In determining the type of hearing, the
hearing officer will consider the nature and complexity of the
transaction giving rise to the debt. The hearing may be conducted as an
informal conference or interview, in which the agency and employee will
be given a full opportunity to present their respective positions, or as
a more formal proceeding involving the presentation of evidence,
arguments and written submissions.
    (2) The employee may represent himself or herself, or may be
represented by an attorney.
    (3) The hearing official shall maintain a summary record of the
hearing.
    (4) The decision of the hearing officer will be in writing, and will
state:
    (i) The facts purported to evidence the nature and origin of the
alleged debt;
    (ii) The hearing official's analysis, findings, and conclusions, in
the light of the hearing, as to--
    (A) The employee's and/or agency's grounds,
    (B) The amount and validity of the alleged debt and,
    (C) The repayment schedule, if applicable.
    (5) The decision of the hearing official shall constitute the final
administrative decision of the agency.



Sec. 1450.23  Deduction from pay.

    (a) Deduction by salary offset, from an employee's current
disposable pay, shall be subject to the following conditions:
    (1) Ordinarily, debts to the United States should be collected in
full, in one lump-sum. This will be done when funds are available.
However, if funds are unavailable for payment in one lump sum, or if the
amount of the debt exceeds 15 percent of disposable pay for an
officially established pay interval, collection will normally be made in
installments.
    (2) The installments shall not exceed 15 percent of the disposable
pay from which the deduction is made, unless the employee has agreed in
writing to the deduction of a greater amount.
    (3) Deduction will generally commence with the next full pay
interval (ordinarily the next biweekly pay period) following written
consent by the employee to salary offset, waiver of hearing, or the
decision issued by the hearing officer.
    (4) Installment deductions must be made over a period not greater
than the anticipated period of employment except as provided in Sec.
1450.24.



Sec. 1450.24  Liquidation from final check or recovery from other
payment.

    (a) If the employee retires or resigns or if his or her employment
or period of active duty ends before collection of the debt is
completed, offset of the entire remaining balance on the debt may be
made from a final payment of any nature, including but not limited to,
final salary payment or lump-sum leave due to the employee as of the
date of separation.
    (b) If the debt cannot be liquidated by offset from a final payment,
offset may be made from later payments of any kind due from the United
States, including, but not limited to, the Civil Service Retirement and
Disability Fund, pursuant to Sec. 1450.11 of this regulation.



Sec. 1450.25  Non-waiver of rights by payments.

    An employee's involuntary payment of all or any portion of a debt
being collected under 5 U.S.C. 5514 shall not be construed as a waiver
of any rights which the employee may have under 5 U.S.C. 5514 or any
other provision of contract or law, unless statutory or contractual
provisions provide to the contrary.



Sec. 1450.26  Refunds.

    (a) Refunds shall promptly be made when--
    (1) A debt is waived or otherwise found not owing to the United
States (unless expressly prohibited by statute or regulation); or

[[Page 90]]

    (2) The employee's paying agency is directed by an administrative or
judicial order to refund amounts deducted from his or her current pay.
    (b) Refunds do not bear interest unless required or permitted by law
or contract.



Sec. 1450.27  Interest, penalties, and administrative costs.

    The assessment of interest, penalties and administrative costs shall
be in accordance with subpart D of this regulation.



Sec. 1450.28  Recovery when paying agency is not creditor agency.

    (a) Responsibilities of creditor agency. Upon completion of the
procedures established under 5 U.S.C. 5514, the creditor agency must do
the following:
    (1) The creditor agency must certify, in writing, that the employee
owes the debt, the amont and basis of the debt, the date on which
payment(s) is due, the date the Government's right to collect the debt
first accrued, and that the creditor agency's regulations implementing 5
U.S.C. 5514 have been approved by OPM.
    (2) If the collection must be made in installments, the creditor
agency also must advise the paying agency of the number of installments
to be collected, the amount of each installment, and the commencing date
of the first installment (if a date other than the next officially
established pay period is required).
    (3) Unless the employee has consented to the salary offset in
writing or signed a statement acknowledging receipt of the required
procedures, and the written consent or statement is forwarded to the
paying agency, the creditor agency also must advise the paying agency of
the action(s) taken under 5 U.S.C. 5514(b) and give the date(s) the
action(s) was taken.
    (4) Except as otherwise provided in this paragraph, the creditor
agency must submit a debt claim containing the information specified in
paragraphs (a) (1) through (3) of this section and an installment
agreement (or other instruction on the payment schedule), if applicable
to the employee's paying agency.
    (5) If the employee is in the process of separating, the creditor
agency must submit its claim to the employee's paying agency for
collection pursuant to Sec. 1450.24. The paying agency must certify the
total amount of its collection and provide copies to the creditor agency
and the employee as stated in paragraph (c)(1) of this section. If the
paying agency is aware that the employee is entitled to payments from
the Civil Service Retirement and Disability Fund, or other similar
payments, it must provide written notification to the agency responsible
for making such payments that the debtor owes a debt (including the
amount) and that the provisions of this section have been fully compiled
with. However, the creditor agency must submit a properly certified
claim to the agency responsible for making such payments before
collection can be made.
    (6) If the employee is already separated and all payments from his
or her former paying agency have been paid, the creditor agency may
request, unless otherwise prohibited, that money due and payable to the
employee from the Civil Service Retirement and Disability Fund (5 CFR
831.1801 et seq.), or other similar funds, be administratively offset to
collect the debt. (31 U.S.C. 3716 and 102.4 FCCS.)
    (b) Responsibilities of paying agency--(1) Complete claim. When the
paying agency receives a properly certified debt claim from a creditor
agency, deductions should be scheduled to begin prospectively at the
next officially established pay interval. The employee must receive
written notice that the paying agency has received a certified debt
claim from the creditor agency (including the amount) and written notice
of the date deductions from salary will commence and of the amount of
such deductions.
    (2) Incomplete claim. When the paying agency receives an incomplete
debt claim from a creditor agency, the paying agency must return the
debt claim with a notice that procedures under 5 U.S.C. 5514 and this
subpart must be provided, and a properly certified debt claim received,
before action will be taken to collect from the employee's current pay
account.

[[Page 91]]

    (3) Review. The paying agency is not required or authorized to
review the merits of the creditor agency's determination with respect to
the amount or validity of the debt certified by the creditor agency.
    (c) Employees who transfer from one paying agency to another. (1)
If, after the creditor agency has submitted the debt claim to the
employee's paying agency, the employee transfers to a position served by
a different paying agency before the debt is collected in full, the
paying agency from which the employee separates must certify the total
amount of the collection made on the debt. One copy of the certification
must be furnished to the employee, another to the creditor agency along
with notice of employee's transfer. However, the creditor agency must
submit a properly certified claim to the new paying agency before
collection can be resumed.
    (2) When an employee transfers to another paying agency, the
creditor agency need not repeat the due process procedures described by
5 U.S.C. 5514 and this subpart to resume the collection. However, the
creditor agency is responsible for reviewing the debt upon receiving the
former paying agency's notice of the employee's transfer to make sure
the collection is resumed by the new paying agency.



         Subpart D_Interest, Penalties, and Administrative Costs



Sec. 1450.29  Assessment.

    (a) Except as provided in paragraph (h) of this section, or Sec.
1450.30, FMCS shall assess interest, penalties and administrative costs
on debts owed to the United States pursuant to 31 U.S.C. 3717. Before
assessing these charges, FMCS will mail or hand-deliver a written notice
to the debtor. This notice shall include a statement of the agency's
requirements concerning these charges. (Sections 1450.9 and 1450.21).
    (b) Interest shall accrue from the date on which notice of the debt
and the interest requirements is first mailed or hand-delivered to the
debtor, using the most current address that is available to the agency.
If FMCS should use an ``advance billing'' procedure--that is, if it
mails a bill before the debt is actually owed--it can include the
required interest notification in the advance billing, but interest may
not start to accrue before the debt is actually owed. FMCS will exercise
care to insure that the notices required by this section are dated and
mailed or hand-delivered on the same day.
    (c) The rate of interest assessed shall be the rate of the current
value of funds to the United States Treasury (i.e., the Treasury tax and
loan account rate), as prescribed and published by the Secretary of the
Treasury in the Federal Register and the Treasury Fiscal Requirements
Manual Bulletins annually or quarterly, in accordance with 31 U.S.C.
3717. FMCS may assess a higher rate of interest if it reasonably
determines that a higher rate is necessary to protect the interests of
the United States. The rate of interest, as initially assessed, shall
remain fixed for the duration of the indebtedness except that where a
debtor has defaulted on a repayment agreement and seeks to enter into a
new agreement, FMCS may set a new interest rate which reflects the
current value of funds to the Treasury at the time the new agreement is
executed. Interest will not be assessed on interest, penalties, or
administrative costs required by this section. However, if the debtor
defaults on a previous repayment agreement, charges which accrued but
were not collected under the defaulted agreement shall be added to the
principal to be paid under a new repayment agreement.
    (d) FMCS shall assess against a debtor charges to cover
administrative costs incurred as a result of a delinquent debt--that is,
the additional costs incurred in processing and handling the debt
because it became delinquent. Calculation of administrative costs shall
be based upon actual costs incurred or upon cost analyses establishing
an average of actual additional costs incurred by the agency in
processing and handling claims against other debtors in similar stages
of delinquency. Administrative costs may include costs incurred in
obtaining a credit report or in using a private debt collector, to the
extent they are attributable to delinquency.

[[Page 92]]

    (e) FMCS shall assess a penalty charge, not to exceed 6 percent a
year, on any portion of a debt that is delinquent for more than 90 days.
This charge need not be calculated until the 91st day of delinquency,
but shall accure from the date that the debt became delinquent.
    (f) When a debt is paid in partial or installment payments, amounts
received by the agency shall be applied first to outstanding penalty and
administrative cost charges, second to accrued interest, and third to
outstanding principal.
    (g) FMCS will waive the collection of interest on the debt or any
portion of the debt which is paid within 30 days after the date on which
interest began to accrue. FMCS may extend this 30-day period, on a case-
by-case basis, if it reasonably determines that such action is
appropriate. Also, FMCS may waive, in whole or in part, the collection
of interest, penalties, and/or administrative costs assessed under this
section under the criteria specified in part 103 of the Federal Claims
Collection Standards (4 CFR part 103) relating to the compromise of
claims (without regard to the amount of the debt), or if the agency
determines that collection of these charges would be against equity and
good conscience, or not in the best interests of the United States.
Waiver under the first sentence of this paragraph (g) is mandatory.
Under the second and third sentences, it may be exercised under the
following circumstances:
    (1) Waiver of interest pending consideration of a request for
reconsideration, administrative review, or waiver of the underlying debt
under a permissive statute, and
    (2) Waiver of interest where FMCS has accepted an installment plan,
there is no indication of fault or lack of good faith on the part of the
debtor, and the amount of interest is large enough in relation to the
size of the installments that the debtor can reasonably afford to pay,
that the debt will never be repaid.
    (h) Where a mandatory waiver or review statute applies, interest and
related charges may not be assessed for those periods during which
collection action must be suspended under Sec. 104.2(c)(1) of the
Federal Claims Collection Standards (4 CFR part 104).



Sec. 1450.30  Exemptions.

    (a) The provisions of 31 U.S.C. 3717 to not apply:
    (1) To debts owed by any State or local government;
    (2) To debts arising under contracts which were executed prior to,
and were in effect on (i.e., were not completed as of), October 25,
1982;
    (3) To debts where an applicable statute, regulation required by
statute, loan agreement, or contract either prohibits such charges or
explicitly fixes the charges that apply to the debts arising under the
Social Security Act, the Internal Revenue Code of 1954, or the tariff
laws of the United States.
    (b) However, FMCS is authorized to assess interest and related
charges on debts which are not subject to 31 U.S.C. 3717 to the extent
authorized under the common law or other applicable statutory authority.



Sec. 1450.31  Other sanctions.

    The sanctions stated in this subpart are not intended to be
exclusive. Other sanctions which may be imposed by the Director of FMCS
include placement of the debtor's name on a list of debarred, suspended
or ineligible contractors or grantees; conversion of method of payment
under a grant from an advance payment method to a reimbursement method;
or revocation of a letter of credit. Notice will be given by FMCS to the
debtor regarding the imposition of such other sanctions.



PART 1470_UNIFORM ADMINISTRATIVE REQUIREMENTS FOR GRANTS AND
COOPERATIVE AGREEMENTS TO STATE AND LOCAL GOVERNMENTS--Table of

Contents



                            Subpart A_General

Sec.
1470.1 Purpose and scope of this part.
1470.2 Scope of subpart.
1470.3 Definitions.
1470.4 Applicability.
1470.5 Effect on other issuances.
1470.6 Additions and exceptions.

[[Page 93]]

                    Subpart B_Pre-Award Requirements

1470.10 Forms for applying for grants.
1470.11 State plans.
1470.12 Special grant or subgrant conditions for ``high-risk'' grantees.

                    Subpart C_Post-Award Requirements

                        Financial Administration

1470.20 Standards for financial management systems.
1470.21 Payment.
1470.22 Allowable costs.
1470.23 Period of availability of funds.
1470.24 Matching or cost sharing.
1470.25 Program income.
1470.26 Non-Federal audit.

                    Changes, Property, and Subawards

1470.30 Changes.
1470.31 Real property.
1470.32 Equipment.
1470.33 Supplies.
1470.34 Copyrights.
1470.35 Subawards to debarred and suspended parties.
1470.36 Procurement.
1470.37 Subgrants.

               Reports, Records Retention, and Enforcement

1470.40 Monitoring and reporting program performance.
1470.41 Financial reporting.
1470.42 Retention and access requirements for records.
1470.43 Enforcement.
1470.44 Termination for convenience.

                 Subpart D_After-the-Grant Requirements

1470.50 Closeout.
1470.51 Later disallowances and adjustments.
1470.52 Collection of amounts due.

Subpart E--Entitlements [Reserved]

    Authority: 29 U.S.C. 175a.

    Source: 53 FR 8087, Mar. 11, 1988, unless otherwise noted.



                            Subpart A_General



Sec. 1470.1  Purpose and scope of this part.

    This part establishes uniform administrative rules for Federal
grants and cooperative agreements and subawards to State, local and
Indian tribal governments.



Sec. 1470.2  Scope of subpart.

    This subpart contains general rules pertaining to this part and
procedures for control of exceptions from this part.



Sec. 1470.3  Definitions.

    As used in this part:
    Accrued expenditures mean the charges incurred by the grantee during
a given period requiring the provision of funds for: (1) Goods and other
tangible property received; (2) services performed by employees,
contractors, subgrantees, subcontractors, and other payees; and (3)
other amounts becoming owed under programs for which no current services
or performance is required, such as annuities, insurance claims, and
other benefit payments.
    Accrued income means the sum of: (1) Earnings during a given period
from services performed by the grantee and goods and other tangible
property delivered to purchasers, and (2) amounts becoming owed to the
grantee for which no current services or performance is required by the
grantee.
    Acquisition cost of an item of purchased equipment means the net
invoice unit price of the property including the cost of modifications,
attachments, accessories, or auxiliary apparatus necessary to make the
property usable for the purpose for which it was acquired. Other charges
such as the cost of installation, transportation, taxes, duty or
protective in-transit insurance, shall be included or excluded from the
unit acquisition cost in accordance with the grantee's regular
accounting practices.
    Administrative requirements mean those matters common to grants in
general, such as financial management, kinds and frequency of reports,
and retention of records. These are distinguished from programmatic
requirements, which concern matters that can be treated only on a
program-by-program or grant-by-grant basis, such as kinds of activities
that can be supported by grants under a particular program.
    Awarding agency means (1) with respect to a grant, the Federal
agency, and (2) with respect to a subgrant, the party that awarded the
subgrant.

[[Page 94]]

    Cash contributions means the grantee's cash outlay, including the
outlay of money contributed to the grantee or subgrantee by other public
agencies and institutions, and private organizations and individuals.
When authorized by Federal legislation, Federal funds received from
other assistance agreements may be considered as grantee or subgrantee
cash contributions.
    Contract means (except as used in the definitions for grant and
subgrant in this section and except where qualified by Federal) a
procurement contract under a grant or subgrant, and means a procurement
subcontract under a contract.
    Cost sharing or matching means the value of the third party in-kind
contributions and the portion of the costs of a federally assisted
project or program not borne by the Federal Government.
    Cost-type contract means a contract or subcontract under a grant in
which the contractor or subcontractor is paid on the basis of the costs
it incurs, with or without a fee.
    Equipment means tangible, nonexpendable, personal property having a
useful life of more than one year and an acquisition cost of $5,000 or
more per unit. A grantee may use its own definition of equipment
provided that such definition would at least include all equipment
defined above.
    Expenditure report means: (1) For nonconstruction grants, the SF-269
``Financial Status Report'' (or other equivalent report); (2) for
construction grants, the SF-271 ``Outlay Report and Request for
Reimbursement'' (or other equivalent report).
    Federally recognized Indian tribal government means the governing
body or a governmental agency of any Indian tribe, band, nation, or
other organized group or community (including any Native village as
defined in section 3 of the Alaska Native Claims Settlement Act, 85 Stat
688) certified by the Secretary of the Interior as eligible for the
special programs and services provided by him through the Bureau of
Indian Affairs.
    Government means a State or local government or a federally
recognized Indian tribal government.
    Grant means an award of financial assistance, including cooperative
agreements, in the form of money, or property in lieu of money, by the
Federal Government to an eligible grantee. The term does not include
technical assistance which provides services instead of money, or other
assistance in the form of revenue sharing, loans, loan guarantees,
interest subsidies, insurance, or direct appropriations. Also, the term
does not include assistance, such as a fellowship or other lump sum
award, which the grantee is not required to account for.
    Grantee means the government to which a grant is awarded and which
is accountable for the use of the funds provided. The grantee is the
entire legal entity even if only a particular component of the entity is
designated in the grant award document.
    Local government means a county, municipality, city, town, township,
local public authority (including any public and Indian housing agency
under the United States Housing Act of 1937) school district, special
district, intrastate district, council of governments (whether or not
incorporated as a nonprofit corporation under State law), any other
regional or interstate government entity, or any agency or
instrumentality of a local government.
    Obligations means the amounts of orders placed, contracts and
subgrants awarded, goods and services received, and similar transactions
during a given period that will require payment by the grantee during
the same or a future period.
    OMB means the United States Office of Management and Budget.
    Outlays (expenditures) mean charges made to the project or program.
They may be reported on a cash or accrual basis. For reports prepared on
a cash basis, outlays are the sum of actual cash disbursement for direct
charges for goods and services, the amount of indirect expense incurred,
the value of in-kind contributions applied, and the amount of cash
advances and payments made to contractors and subgrantees. For reports
prepared on an accrued expenditure basis, outlays are the sum of actual
cash disbursements, the amount of indirect expense incurred, the value
of inkind contributions applied, and

[[Page 95]]

the new increase (or decrease) in the amounts owed by the grantee for
goods and other property received, for services performed by employees,
contractors, subgrantees, subcontractors, and other payees, and other
amounts becoming owed under programs for which no current services or
performance are required, such as annuities, insurance claims, and other
benefit payments.
    Percentage of completion method refers to a system under which
payments are made for construction work according to the percentage of
completion of the work, rather than to the grantee's cost incurred.
    Prior approval means documentation evidencing consent prior to
incurring specific cost.
    Real property means land, including land improvements, structures
and appurtenances thereto, excluding movable machinery and equipment.
    Share, when referring to the awarding agency's portion of real
property, equipment or supplies, means the same percentage as the
awarding agency's portion of the acquiring party's total costs under the
grant to which the acquisition costs under the grant to which the
acquisition cost of the property was charged. Only costs are to be
counted--not the value of third-party in-kind contributions.
    State means any of the several States of the United States, the
District of Columbia, the Commonwealth of Puerto Rico, any territory or
possession of the United States, or any agency or instrumentality of a
State exclusive of local governments. The term does not include any
public and Indian housing agency under United States Housing Act of
1937.
    Subgrant means an award of financial assistance in the form of
money, or property in lieu of money, made under a grant by a grantee to
an eligible subgrantee. The term includes financial assistance when
provided by contractual legal agreement, but does not include
procurement purchases, nor does it include any form of assistance which
is excluded from the definition of grant in this part.
    Subgrantee means the government or other legal entity to which a
subgrant is awarded and which is accountable to the grantee for the use
of the funds provided.
    Supplies means all tangible personal property other than equipment
as defined in this part.
    Suspension means depending on the context, either (1) temporary
withdrawal of the authority to obligate grant funds pending corrective
action by the grantee or subgrantee or a decision to terminate the
grant, or (2) an action taken by a suspending official in accordance
with agency regulations implementing E.O. 12549 to immediately exclude a
person from participating in grant transactions for a period, pending
completion of an investigation and such legal or debarment proceedings
as may ensue.
    Termination means permanent withdrawal of the authority to obligate
previously-awarded grant funds before that authority would otherwise
expire. It also means the voluntary relinquishment of that authority by
the grantee or subgrantee. Termination does not include:
    (1) Withdrawal of funds awarded on the basis of the grantee's
underestimate of the unobligated balance in a prior period;
    (2) Withdrawal of the unobligated balance as of the expiration of a
grant;
    (3) Refusal to extend a grant or award additional funds, to make a
competing or noncompeting continuation, renewal, extension, or
supplemental award; or
    (4) Voiding of a grant upon determination that the award was
obtained fraudulently, or was otherwise illegal or invalid from
inception.
    Terms of a grant or subgrant mean all requirements of the grant or
subgrant, whether in statute, regulations, or the award document.
    Third party in-kind contributions mean property or services which
benefit a federally assisted project or program and which are
contributed by non-Federal third parties without charge to the grantee,
or a cost-type contractor under the grant agreement.
    Unliquidated obligations for reports prepared on a cash basis mean
the amount of obligations incurred by the grantee that has not been
paid. For reports prepared on an accrued expenditure basis, they
represent the amount

[[Page 96]]

of obligations incurred by the grantee for which an outlay has not been
recorded.
    Unobligated balance means the portion of the funds authorized by the
Federal agency that has not been obligated by the grantee and is
determined by deducting the cumulative obligations from the cumulative
funds authorized.



Sec. 1470.4  Applicability.

    (a) General. Subparts A through D of this part apply to all grants
and subgrants to governments, except where inconsistent with Federal
statutes or with regulations authorized in accordance with the exception
provision of Sec. 1470.6, or:
    (1) Grants and subgrants to State and local institutions of higher
education or State and local hospitals.
    (2) The block grants authorized by the Omnibus Budget Reconciliation
Act of 1981 (Community Services; Preventive Health and Health Services;
Alcohol, Drug Abuse, and Mental Health Services; Maternal and Child
Health Services; Social Services; Low-Income Home Energy Assistance;
States' Program of Community Development Block Grants for Small Cities;
and Elementary and Secondary Education other than programs administered
by the Secretary of Education under title V, subtitle D, chapter 2,
section 583--the Secretary's discretionary grant program) and titles I-
III of the Job Training Partnership Act of 1982 and under the Public
Health Services Act (section 1921), Alcohol and Drug Abuse Treatment and
Rehabilitation Block Grant and part C of title V, Mental Health Service
for the Homeless Block Grant).
    (3) Entitlement grants to carry out the following programs of the
Social Security Act:
    (i) Aid to Needy Families with Dependent Children (title IV-A of the
Act, not including the Work Incentive Program (WIN) authorized by
section 402(a)19(G); HHS grants for WIN are subject to this part);
    (ii) Child Support Enforcement and Establishment of Paternity (title
IV-D of the Act);
    (iii) Foster Care and Adoption Assistance (title IV-E of the Act);
    (iv) Aid to the Aged, Blind, and Disabled (titles I, X, XIV, and
XVI-AABD of the Act); and
    (v) Medical Assistance (Medicaid) (title XIX of the Act) not
including the State Medicaid Fraud Control program authorized by section
1903(a)(6)(B).
    (4) Entitlement grants under the following programs of The National
School Lunch Act:
    (i) School Lunch (section 4 of the Act),
    (ii) Commodity Assistance (section 6 of the Act),
    (iii) Special Meal Assistance (section 11 of the Act),
    (iv) Summer Food Service for Children (section 13 of the Act), and
    (v) Child Care Food Program (section 17 of the Act).
    (5) Entitlement grants under the following programs of The Child
Nutrition Act of 1966:
    (i) Special Milk (section 3 of the Act), and
    (ii) School Breakfast (section 4 of the Act).
    (6) Entitlement grants for State Administrative expenses under The
Food Stamp Act of 1977 (section 16 of the Act).
    (7) A grant for an experimental, pilot, or demonstration project
that is also supported by a grant listed in paragraph (a)(3) of this
section;
    (8) Grant funds awarded under subsection 412(e) of the Immigration
and Nationality Act (8 U.S.C. 1522(e)) and subsection 501(a) of the
Refugee Education Assistance Act of 1980 (Pub. L. 96-422, 94 Stat.
1809), for cash assistance, medical assistance, and supplemental
security income benefits to refugees and entrants and the administrative
costs of providing the assistance and benefits;
    (9) Grants to local education agencies under 20 U.S.C. 236 through
241-1(a), and 242 through 244 (portions of the Impact Aid program),
except for 20 U.S.C. 238(d)(2)(c) and 240(f) (Entitlement Increase for
Handicapped Children); and
    (10) Payments under the Veterans Administration's State Home Per
Diem Program (38 U.S.C. 641(a)).
    (b) Entitlement programs. Entitlement programs enumerated above in
Sec. 1470.4(a) (3) through (8) are subject to subpart E.

[[Page 97]]



Sec. 1470.5  Effect on other issuances.

    All other grants administration provisions of codified program
regulations, program manuals, handbooks and other nonregulatory
materials which are inconsistent with this part are superseded, except
to the extent they are required by statute, or authorized in accordance
with the exception provision in Sec. 1470.6.



Sec. 1470.6  Additions and exceptions.

    (a) For classes of grants and grantees subject to this part, Federal
agencies may not impose additional administrative requirements except in
codified regulations published in the Federal Register.
    (b) Exceptions for classes of grants or grantees may be authorized
only by OMB.
    (c) Exceptions on a case-by-case basis and for subgrantees may be
authorized by the affected Federal agencies.



                    Subpart B_Pre-Award Requirements



Sec. 1470.10  Forms for applying for grants.

    (a) Scope. (1) This section prescribes forms and instructions to be
used by governmental organizations (except hospitals and institutions of
higher education operated by a government) in applying for grants. This
section is not applicable, however, to formula grant programs which do
not require applicants to apply for funds on a project basis.
    (2) This section applies only to applications to Federal agencies
for grants, and is not required to be applied by grantees in dealing
with applicants for subgrants. However, grantees are encouraged to avoid
more detailed or burdensome application requirements for subgrants.
    (b) Authorized forms and instructions for governmental
organizations. (1) In applying for grants, applicants shall only use
standard application forms or those prescribed by the granting agency
with the approval of OMB under the Paperwork Reduction Act of 1980.
    (2) Applicants are not required to submit more than the original and
two copies of preapplications or applications.
    (3) Applicants must follow all applicable instructions that bear OMB
clearance numbers. Federal agencies may specify and describe the
programs, functions, or activities that will be used to plan, budget,
and evaluate the work under a grant. Other supplementary instructions
may be issued only with the approval of OMB to the extent required under
the Paperwork Reduction Act of 1980. For any standard form, except the
SF-424 facesheet, Federal agencies may shade out or instruct the
applicant to disregard any line item that is not needed.
    (4) When a grantee applies for additional funding (such as a
continuation or supplemental award) or amends a previously submitted
application, only the affected pages need be submitted. Previously
submitted pages with information that is still current need not be
resubmitted.



Sec. 1470.11  State plans.

    (a) Scope. The statutes for some programs require States to submit
plans before receiving grants. Under regulations implementing Executive
Order 12372, ``Intergovernmental Review of Federal Programs,'' States
are allowed to simplify, consolidate and substitute plans. This section
contains additional provisions for plans that are subject to regulations
implementing the Executive order.
    (b) Requirements. A State need meet only Federal administrative or
programmatic requirements for a plan that are in statutes or codified
regulations.
    (c) Assurances. In each plan the State will include an assurance
that the State shall comply with all applicable Federal statutes and
regulations in effect with respect to the periods for which it receives
grant funding. For this assurance and other assurances required in the
plan, the State may:
    (1) Cite by number the statutory or regulatory provisions requiring
the assurances and affirm that it gives the assurances required by those
provisions,
    (2) Repeat the assurance language in the statutes or regulations, or

[[Page 98]]

    (3) Develop its own language to the extent permitted by law.
    (d) Amendments. A State will amend a plan whenever necessary to
reflect: (1) New or revised Federal statutes or regulations or (2) a
material change in any State law, organization, policy, or State agency
operation. The State will obtain approval for the amendment and its
effective date but need submit for approval only the amended portions of
the plan.



Sec. 1470.12  Special grant or subgrant conditions for ``high-risk''
grantees.

    (a) A grantee or subgrantee may be considered ``high risk'' if an
awarding agency determines that a grantee or subgrantee:
    (1) Has a history of unsatisfactory performance, or
    (2) Is not financially stable, or
    (3) Has a management system which does not meet the management
standards set forth in this part, or
    (4) Has not conformed to terms and conditions of previous awards, or
    (5) Is otherwise not responsible; and if the awarding agency
determines that an award will be made, special conditions and/or
restrictions shall correspond to the high risk condition and shall be
included in the award.
    (b) Special conditions or restrictions may include:
    (1) Payment on a reimbursement basis;
    (2) Withholding authority to proceed to the next phase until receipt
of evidence of acceptable performance within a given funding period;
    (3) Requiring additional, more detailed financial reports;
    (4) Additional project monitoring;
    (5) Requiring the grante or subgrantee to obtain technical or
management assistance; or
    (6) Establishing additional prior approvals.
    (c) If an awarding agency decides to impose such conditions, the
awarding official will notify the grantee or subgrantee as early as
possible, in writing, of:
    (1) The nature of the special conditions/restrictions;
    (2) The reason(s) for imposing them;
    (3) The corrective actions which must be taken before they will be
removed and the time allowed for completing the corrective actions and
    (4) The method of requesting reconsideration of the conditions/
restrictions imposed.



                    Subpart C_Post-Award Requirements

                        Financial Administration



Sec. 1470.20  Standards for financial management systems.

    (a) A State must expand and account for grant funds in accordance
with State laws and procedures for expending and accounting for its own
funds. Fiscal control and accounting procedures of the State, as well as
its subgrantees and cost-type contractors, must be sufficient to--
    (1) Permit preparation of reports required by this part and the
statutes authorizing the grant, and
    (2) Permit the tracing of funds to a level of expenditures adequate
to establish that such funds have not been used in violation of the
restrictions and prohibitions of applicable statutes.
    (b) The financial management systems of other grantees and
subgrantees must meet the following standards:
    (1) Financial reporting. Accurate, current, and complete disclosure
of the financial results of financially assisted activities must be made
in accordance with the financial reporting requirements of the grant or
subgrant.
    (2) Accounting records. Grantees and subgrantees must maintain
records which adequately identify the source and application of funds
provided for financially-assisted activities. These records must contain
information pertaining to grant or subgrant awards and authorizations,
obligations, unobligated balances, assets, liabilities, outlays or
expenditures, and income.
    (3) Internal control. Effective control and accountability must be
maintained for all grant and subgrant cash, real and personal property,
and other assets. Grantees and subgrantees must adequately safeguard all
such property and must assure that it is used solely for authorized
purposes.
    (4) Budget control. Actual expenditures or outlays must be compared
with budgeted amounts for each grant

[[Page 99]]

or subgrant. Financial information must be related to performance or
productivity data, including the development of unit cost information
whenever appropriate or specifically required in the grant or subgrant
agreement. If unit cost data are required, estimates based on available
documentation will be accepted whenever possible.
    (5) Allowable cost. Applicable OMB cost principles, agency program
regulations, and the terms of grant and subgrant agreements will be
followed in determining the reasonableness, allowability, and
allocability of costs.
    (6) Source documentation. Accounting records must be supported by
such source documentation as cancelled checks, paid bills, payrolls,
time and attendance records, contract and subgrant award documents, etc.
    (7) Cash management. Procedures for minimizing the time elapsing
between the transfer of funds from the U.S. Treasury and disbursement by
grantees and subgrantees must be followed whenever advance payment
procedures are used. Grantees must establish reasonable procedures to
ensure the receipt of reports on subgrantees' cash balances and cash
disbursements in sufficient time to enable them to prepare complete and
accurate cash transactions reports to the awarding agency. When advances
are made by letter-of-credit or electronic transfer of funds methods,
the grantee must make drawdowns as close as possible to the time of
making disbursements. Grantees must monitor cash drawdowns by their
subgrantees to assure that they conform substantially to the same
standards of timing and amount as apply to advances to the grantees.
    (c) An awarding agency may review the adequacy of the financial
management system of any applicant for financial assistance as part of a
preaward review or at any time subsequent to award.



Sec. 1470.21  Payment.

    (a) Scope. This section prescribes the basic standard and the
methods under which a Federal agency will make payments to grantees, and
grantees will make payments to subgrantees and contractors.
    (b) Basic standard. Methods and procedures for payment shall
minimize the time elapsing between the transfer of funds and
disbursement by the grantee or subgrantee, in accordance with Treasury
regulations at 31 CFR part 205.
    (c) Advances. Grantees and subgrantees shall be paid in advance,
provided they maintain or demonstrate the willingness and ability to
maintain procedures to minimize the time elapsing between the transfer
of the funds and their disbursement by the grantee or subgrantee.
    (d) Reimbursement. Reimbursement shall be the preferred method when
the requirements in paragraph (c) of this section are not met. Grantees
and subgrantees may also be paid by reimbursement for any construction
grant. Except as otherwise specified in regulation, Federal agencies
shall not use the percentage of completion method to pay construction
grants. The grantee or subgrantee may use that method to pay its
construction contractor, and if it does, the awarding agency's payments
to the grantee or subgrantee will be based on the grantee's or
subgrantee's actual rate of disbursement.
    (e) Working capital advances. If a grantee cannot meet the criteria
for advance payments described in paragraph (c) of this section, and the
Federal agency has determined that reimbursement is not feasible because
the grantee lacks sufficient working capital, the awarding agency may
provide cash or a working capital advance basis. Under this procedure
the awarding agency shall advance cash to the grantee to cover its
estimated disbursement needs for an initial period generally geared to
the grantee's disbursing cycle. Thereafter, the awarding agency shall
reimburse the grantee for its actual cash disbursements. The working
capital advance method of payment shall not be used by grantees or
subgrantees if the reason for using such method is the unwillingness or
inability of the grantee to provide timely advances to the subgrantee to
meet the subgrantee's actual cash disbursements.
    (f) Effect of program income, refunds, and audit recoveries on
payment. (1)

[[Page 100]]

Grantees and subgrantees shall disburse repayments to and interest
earned on a revolving fund before requesting additional cash payments
for the same activity.
    (2) Except as provided in paragraph (f)(1) of this section, grantees
and subgrantees shall disburse program income, rebates, refunds,
contract settlements, audit recoveries and interest earned on such funds
before requesting additional cash payments.
    (g) Withholding payments. (1) Unless otherwise required by Federal
statute, awarding agencies shall not withhold payments for proper
charges incurred by grantees or subgrantees unless--
    (i) The grantee or subgrantee has failed to comply with grant award
conditions or
    (ii) The grantee or subgrantee is indebted to the United States.
    (2) Cash withheld for failure to comply with grant award condition,
but without suspension of the grant, shall be released to the grantee
upon subsequent compliance. When a grant is suspended, payment
adjustments will be made in accordance with Sec. 1470.43(c).
    (3) A Federal agency shall not make payment to grantees for amounts
that are withheld by grantees or subgrantees from payment to contractors
to assure satisfactory completion of work. Payments shall be made by the
Federal agency when the grantees or subgrantees actually disburse the
withheld funds to the contractors or to escrow accounts established to
assure satisfactory completion of work.
    (h) Cash depositories. (1) Consistent with the national goal of
expanding the opportunities for minority business enterprises, grantees
and subgrantees are encouraged to use minority banks (a bank which is
owned at least 50 percent by minority group members). A list of minority
owned banks can be obtained from the Minority Business Development
Agency, Department of Commerce, Washington, DC 20230.
    (2) A grantee or subgrantee shall maintain a separate bank account
only when required by Federal-State agreement.
    (i) Interest earned on advances. Except for interest earned on
advances of funds exempt under the Intergovernmental Cooperation Act (31
U.S.C. 6501 et seq.) and the Indian Self-Determination Act (23 U.S.C.
450), grantees and subgrantees shall promptly, but at least quarterly,
remit interest earned on advances to the Federal agency. The grantee or
subgrantee may keep interest amounts up to $100 per year for
administrative expenses.



Sec. 1470.22  Allowable costs.

    (a) Limitation on use of funds. Grant funds may be used only for:
    (1) The allowable costs of the grantees, subgrantees and cost-type
contractors, including allowable costs in the form of payments to fixed-
price contractors; and
    (2) Reasonable fees or profit to cost-type contractors but not any
fee or profit (or other increment above allowable costs) to the grantee
or subgrantee.
    (b) Applicable cost principles. For each kind of organization, there
is a set of Federal principles for determining allowable costs.
Allowable costs will be determined in accordance with the cost
principles applicable to the organization incurring the costs. The
following chart lists the kinds of organizations and the applicable cost
principles.

------------------------------------------------------------------------
           For the costs of a--                Use the principles in--
------------------------------------------------------------------------
State, local or Indian tribal government..  OMB Circular A-87.
Private nonprofit organization other than   OMB Circular A-122.
 an (1) institution of higher education,
 (2) hospital, or (3) organization named
 in OMB Circular A-122 as not subject to
 that circular.
Educational institutions..................  OMB Circular A-21.
For-profit organization other than a        48 CFR part 31. Contract
 hospital and an organization named in OBM   Cost Principles and
 Circular A-122 as not subject to that       Procedures, or uniform cost
 circular.                                   accounting standards that
                                             comply with cost principles
                                             acceptable to the Federal
                                             agency.
------------------------------------------------------------------------



Sec. 1470.23  Period of availability of funds.

    (a) General. Where a funding period is specified, a grantee may
charge to the award only costs resulting from obligations of the funding
period unless carryover of unobligated balances is permitted, in which
case the carryover balances may be charged for costs resulting from
obligations of the subsequent funding period.

[[Page 101]]

    (b) Liquidation of obligations. A grantee must liquidate all
obligations incurred under the award not later than 90 days after the
end of the funding period (or as specified in a program regulation) to
coincide with the submission of the annual Financial Status Report (SF-
269). The Federal agency may extend this deadline at the request of the
grantee.



Sec. 1470.24  Matching or cost sharing.

    (a) Basic rule: Costs and contributions acceptable. With the
qualifications and exceptions listed in paragraph (b) of this section, a
matching or cost sharing requirement may be satisfied by either or both
of the following:
    (1) Allowable costs incurred by the grantee, subgrantee or a cost-
type contractor under the assistance agreement. This includes allowable
costs borne by non-Federal grants or by others cash donations from non-
Federal third parties.
    (2) The value of third party in-kind contributions applicable to the
period to which the cost sharing or matching requirements applies.
    (b) Qualifications and exceptions--(1) Costs borne by other Federal
grant agreements. Except as provided by Federal statute, a cost sharing
or matching requirement may not be met by costs borne by another Federal
grant. This prohibition does not apply to income earned by a grantee or
subgrantee from a contract awarded under another Federal grant.
    (2) General revenue sharing. For the purpose of this section,
general revenue sharing funds distributed under 31 U.S.C. 6702 are not
considered Federal grant funds.
    (3) Cost or contributions counted towards other Federal costs-
sharing requirements. Neither costs nor the values of third party in-
kind contributions may count towards satisfying a cost sharing or
matching requirement of a grant agreement if they have been or will be
counted towards satisfying a cost sharing or matching requirement of
another Federal grant agreement, a Federal procurement contract, or any
other award of Federal funds.
    (4) Costs financed by program income. Costs financed by program
income, as defined in Sec. 1470.25, shall not count towards satisfying
a cost sharing or matching requirement unless they are expressly
permitted in the terms of the assistance agreement. (This use of general
program income is described in Sec. 1470.25(g).)
    (5) Services or property financed by income earned by contractors.
Contractors under a grant may earn income from the activities carried
out under the contract in addition to the amounts earned from the party
awarding the contract. No costs of services or property supported by
this income may count toward satisfying a cost sharing or matching
requirement unless other provisions of the grant agreement expressly
permit this kind of income to be used to meet the requirement.
    (6) Records. Costs and third party in-kind contributions counting
towards satisfying a cost sharing or matching requirement must be
verifiable from the records of grantees and subgrantee or cost-type
contractors. These records must show how the value placed on third party
in-kind contributions was derived. To the extent feasible, volunteer
services will be supported by the same methods that the organization
uses to support the allocability of regular personnel costs.
    (7) Special standards for third party in-kind contributions. (i)
Third party in-kind contributions count towards satisfying a cost
sharing or matching requirement only where, if the party receiving the
contributions were to pay for them, the payments would be allowable
costs.
    (ii) Some third party in-kind contributions are goods and services
that, if the grantee, subgrantee, or contractor receiving the
contribution had to pay for them, the payments would have been an
indirect costs. Costs sharing or matching credit for such contributions
shall be given only if the grantee, subgrantee, or contractor has
established, along with its regular indirect cost rate, a special rate
for allocating to individual projects or programs the value of the
contributions.
    (iii) A third party in-kind contribution to a fixed-price contract
may count towards satisfying a cost sharing or matching requirement only
if it results in:

[[Page 102]]

    (A) An increase in the services or property provided under the
contract (without additional cost to the grantee or subgrantee) or
    (B) A cost savings to the grantee or subgrantee.
    (iv) The values placed on third party in-kind contributions for cost
sharing or matching purposes will conform to the rules in the succeeding
sections of this part. If a third party in-kind contribution is a type
not treated in those sections, the value placed upon it shall be fair
and reasonable.
    (c) Valuation of donated services--(1) Volunteer services. Unpaid
services provided to a grantee or subgrantee by individuals will be
valued at rates consistent with those ordinarily paid for similar work
in the grantee's or subgrantee's organization. If the grantee or
subgrantee does not have employees performing similar work, the rates
will be consistent with those ordinarily paid by other employers for
similar work in the same labor market. In either case, a reasonable
amount for fringe benefits may be included in the valuation.
    (2) Employees of other organizations. When an employer other than a
grantee, subgrantee, or cost-type contractor furnishes free of charge
the services of an employee in the employee's normal line of work, the
services will be valued at the employee's regular rate of pay exclusive
of the employee's fringe benefits and overhead costs. If the services
are in a different line of work, paragraph (c)(1) of this section
applies.
    (d) Valuation of third party donated supplies and loaned equipment
or space. (1) If a third party donates supplies, the contribution will
be valued at the market value of the supplies at the time of donation.
    (2) If a third party donates the use of equipment or space in a
building but retains title, the contribution will be valued at the fair
rental rate of the equipment or space.
    (e) Valuation of third party donated equipment, buildings, and land.
If a third party donates equipment, buildings, or land, and title passes
to a grantee or subgrantee, the treatment of the donated property will
depend upon the purpose of the grant or subgrant, as follows:
    (1) Awards for capital expenditures. If the purpose of the grant or
subgrant is to assist the grantee or subgrantee in the acquisition of
property, the market value of that property at the time of donation may
be counted as cost sharing or matching,
    (2) Other awards. If assisting in the acquisition of property is not
the purpose of the grant or subgrant, paragraphs (e)(2) (i) and (ii) of
this section apply:
    (i) If approval is obtained from the awarding agency, the market
value at the time of donation of the donated equipment or buildings and
the fair rental rate of the donated land may be counted as cost sharing
or matching. In the case of a subgrant, the terms of the grant agreement
may require that the approval be obtained from the Federal agency as
well as the grantee. In all cases, the approval may be given only if a
purchase of the equipment or rental of the land would be approved as an
allowable direct cost. If any part of the donated property was acquired
with Federal funds, only the non-Federal share of the property may be
counted as cost-sharing or matching.
    (ii) If approval is not obtained under paragraph (e)(2)(i) of this
section, no amount may be counted for donated land, and only
depreciation or use allowances may be counted for donated equipment and
buildings. The depreciation or use allowances for this property are not
treated as third party in-kind contributions. Instead, they are treated
as costs incurred by the grantee or subgrantee. They are computed and
allocated (usually as indirect costs) in accordance with the cost
principles specified in Sec. 1470.22, in the same way as depreciation
or use allowances for purchased equipment and buildings. The amount of
depreciation or use allowances for donated equipment and buildings is
based on the property's market value at the time it was donated.
    (f) Valuation of grantee or subgrantee donated real property for
construction/acquisition. If a grantee or subgrantee donates real
property for a construction or facilities acquisition project, the
current market value of that property may be counted as cost sharing or
matching. If any part of the donated property was acquired with Federal

[[Page 103]]

funds, only the non-Federal share of the property may be counted as cost
sharing or matching.
    (g) Appraisal of real property. In some cases under paragraphs (d),
(e) and (f) of this section, it will be necessary to establish the
market value of land or a building or the fair rental rate of land or of
space in a building. In these cases, the Federal agency may require the
market value or fair rental value be set by an independent appraiser,
and that the value or rate be certified by the grantee. This requirement
will also be imposed by the grantee on subgrantees.



Sec. 1470.25  Program income.

    (a) General. Grantees are encouraged to earn income to defray
program costs. Program income includes income from fees for services
performed, from the use or rental of real or personal property acquired
with grant funds, from the sale of commodities or items fabricated under
a grant agreement, and from payments of principal and interest on loans
made with grant funds. Except as otherwise provided in regulations of
the Federal agency, program income does not include interest on grant
funds, rebates, credits, discounts, refunds, etc. and interest earned on
any of them.
    (b) Definition of program income. Program income means gross income
received by the grantee or subgrantee directly generated by a grant
supported activity, or earned only as a result of the grant agreement
during the grant period. ``During the grant period'' is the time between
the effective date of the award and the ending date of the award
reflected in the final financial report.
    (c) Cost of generating program income. If authorized by Federal
regulations or the grant agreement, costs incident to the generation of
program income may be deducted from gross income to determine program
income.
    (d) Governmental revenues. Taxes, special assessments, levies,
fines, and other such revenues raised by a grantee or subgrantee are not
program income unless the revenues are specifically identified in the
grant agreement or Federal agency regulations as program income.
    (e) Royalties. Income from royalties and license fees for
copyrighted material, patents, and inventions developed by a grantee or
subgrantee is program income only if the revenues are specifically
identified in the grant agreement or Federal agency regulations as
program income. (See Sec. 1470.34.)
    (f) Property. Proceeds from the sale of real property or equipment
will be handled in accordance with the requirements of Sec. Sec.
1470.31 and 1470.32.
    (g) Use of program income. Program income shall be deducted from
outlays which may be both Federal and non-Federal as described below,
unless the Federal agency regulations or the grant agreement specify
another alternative (or a combination of the alternatives). In
specifying alternatives, the Federal agency may distinguish between
income earned by the grantee and income earned by subgrantees and
between the sources, kinds, or amounts of income. When Federal agencies
authorize the alternatives in paragraphs (g) (2) and (3) of this
section, program income in excess of any limits stipulated shall also be
deducted from outlays.
    (1) Deduction. Ordinarily program income shall be deducted from
total allowable costs to determine the net allowable costs. Program
income shall be used for current costs unless the Federal agency
authorizes otherwise. Program income which the grantee did not
anticipate at the time of the award shall be used to reduce the Federal
agency and grantee contributions rather than to increase the funds
committed to the project.
    (2) Addition. When authorized, program income may be added to the
funds committed to the grant agreement by the Federal agency and the
grantee. The program income shall be used for the purposes and under the
conditions of the grant agreement.
    (3) Cost sharing or matching. When authorized, program income may be
used to meet the cost sharing or matching requirement of the grant
agreement. The amount of the Federal grant award remains the same.
    (h) Income after the award period. There are no Federal requirements
governing the disposition of program income earned after the end of the
award

[[Page 104]]

period (i.e., until the ending date of the final financial report, see
paragraph (a) of this section), unless the terms of the agreement or the
Federal agency regulations provide otherwise.



Sec. 1470.26  Non-Federal audit.

    (a) Basic rule. Grantees and subgrantees are responsible for
obtaining audits in accordance with the Single Audit Act Amendments of
1996 (31 U.S.C. 7501-7507) and revised OMB Circular A-133, ``Audits of
States, Local Governments, and Non-Profit Organizations.'' The audits
shall be made by an independent auditor in accordance with generally
accepted government auditing standards covering financial audits.
    (b) Subgrantees. State or local governments, as those terms are
defined for purposes of the Single Audit Act Amendments of 1996, that
provide Federal awards to a subgrantee, which expends $300,000 or more
(or other amount as specified by OMB) in Federal awards in a fiscal
year, shall:
    (1) Determine whether State or local subgrantees have met the audit
requirements of the Act and whether subgrantees covered by OMB Circular
A-110, ``Uniform Administrative Requirements for Grants and Agreements
with Institutions of Higher Education, Hospitals, and Other Non-Profit
Organizations,'' have met the audit requirements of the Act. Commercial
contractors (private for-profit and private and governmental
organizations) providing goods and services to State and local
governments are not required to have a single audit performed. State and
local governments should use their own procedures to ensure that the
contractor has complied with laws and regulations affecting the
expenditure of Federal funds;
    (2) Determine whether the subgrantee spent Federal assistance funds
provided in accordance with applicable laws and regulations. This may be
accomplished by reviewing an audit of the subgrantee made in accordance
with the Act, Circular A-110, or through other means (e.g., program
reviews) if the subgrantee has not had such an audit;
    (3) Ensure that appropriate corrective action is taken within six
months after receipt of the audit report in instance of noncompliance
with Federal laws and regulations;
    (4) Consider whether subgrantee audits necessitate adjustment of the
grantee's own records; and
    (5) Require each subgrantee to permit independent auditors to have
access to the records and financial statements.
    (c) Auditor selection. In arranging for audit services, Sec.
1470.36 shall be followed.

[53 FR 8087, Mar. 11, 1988, as amended at 62 FR 45939, 45942, Aug. 29,
1997]

                    Changes, Property, and Subawards



Sec. 1470.30  Changes.

    (a) General. Grantees and subgrantees are permitted to rebudget
within the approved direct cost budget to meet unanticipated
requirements and may make limited program changes to the approved
project. However, unless waived by the awarding agency, certain types of
post-award changes in budgets and projects shall require the prior
written approval of the awarding agency.
    (b) Relation to cost principles. The applicable cost principles (see
Sec. 1470.22) contain requirements for prior approval of certain types
of costs. Except where waived, those requirements apply to all grants
and subgrants even if paragraphs (c) through (f) of this section do not.
    (c) Budget changes--(1) Nonconstruction projects. Except as stated
in other regulations or an award document, grantees or subgrantees shall
obtain the prior approval of the awarding agency whenever any of the
following changes is anticipated under a nonconstruction award:
    (i) Any revision which would result in the need for additional
funding.
    (ii) Unless waived by the awarding agency, cumulative transfers
among direct cost categories, or, if applicable, among separately
budgeted programs, projects, functions, or activities which exceed or
are expected to exceed ten percent of the current total approved budget,
whenever the awarding agency's share exceeds $100,000.
    (iii) Transfer of funds allotted for training allowances (i.e., from
direct

[[Page 105]]

payments to trainees to other expense categories).
    (2) Construction projects. Grantees and subgrantees shall obtain
prior written approval for any budget revision which would result in the
need for additional funds.
    (3) Combined construction and nonconstruction projects. When a grant
or subgrant provides funding for both construction and nonconstruction
activities, the grantee or subgrantee must obtain prior written approval
from the awarding agency before making any fund or budget transfer from
nonconstruction to construction or vice versa.
    (d) Programmatic changes. Grantees or subgrantees must obtain the
prior approval of the awarding agency whenever any of the following
actions is anticipated:
    (1) Any revision of the scope or objectives of the project
(regardless of whether there is an associated budget revision requiring
prior approval).
    (2) Need to extend the period of availability of funds.
    (3) Changes in key persons in cases where specified in an
application or a grant award. In research projects, a change in the
project director or principal investigator shall always require approval
unless waived by the awarding agency.
    (4) Under nonconstruction projects, contracting out, subgranting (if
authorized by law) or otherwise obtaining the services of a third party
to perform activities which are central to the purposes of the award.
This approval requirement is in addition to the approval requirements of
Sec. 1470.36 but does not apply to the procurement of equipment,
supplies, and general support services.
    (e) Additional prior approval requirements. The awarding agency may
not require prior approval for any budget revision which is not
described in paragraph (c) of this section.
    (f) Requesting prior approval. (1) A request for prior approval of
any budget revision will be in the same budget formal the grantee used
in its application and shall be accompanied by a narrative justification
for the proposed revision.
    (2) A request for a prior approval under the applicable Federal cost
principles (see Sec. 1470.22) may be made by letter.
    (3) A request by a subgrantee for prior approval will be addressed
in writing to the grantee. The grantee will promptly review such request
and shall approve or disapprove the request in writing. A grantee will
not approve any budget or project revision which is inconsistent with
the purpose or terms and conditions of the Federal grant to the grantee.
If the revision, requested by the subgrantee would result in a change to
the grantee's approved project which requires Federal prior approval,
the grantee will obtain the Federal agency's approval before approving
the subgrantee's request.



Sec. 1470.31  Real property.

    (a) Title. Subject to the obligations and conditions set forth in
this section, title to real property acquired under a grant or subgrant
will vest upon acquisition in the grantee or subgrantee respectively.
    (b) Use. Except as otherwise provided by Federal statutes, real
property will be used for the originally authorized purposes as long as
needed for that purposes, and the grantee or subgrantee shall not
dispose of or encumber its title or other interests.
    (c) Disposition. When real property is no longer needed for the
originally authorized purpose, the grantee or subgrantee will request
disposition instructions from the awarding agency. The instructions will
provide for one of the following alternatives:
    (1) Retention of title. Retain title after compensating the awarding
agency. The amount paid to the awarding agency will be computed by
applying the awarding agency's percentage of participation in the cost
of the original purchase to the fair market value of the property.
However, in those situations where a grantee or subgrantee is disposing
of real property acquired with grant funds and acquiring replacement
real property under the same program, the net proceeds from the
disposition may be used as an offset to the cost of the replacement
property.
    (2) Sale of property. Sell the property and compensate the awarding
agency.

[[Page 106]]

The amount due to the awarding agency will be calculated by applying the
awarding agency's percentage of participation in the cost of the
original purchase to the proceeds of the sale after deduction of any
actual and reasonable selling and fixing-up expenses. If the grant is
still active, the net proceeds from sale may be offset against the
original cost of the property. When a grantee or subgrantee is directed
to sell property, sales procedures shall be followed that provide for
competition to the extent practicable and result in the highest possible
return.
    (3) Transfer of title. Transfer title to the awarding agency or to a
third-party designated/approved by the awarding agency. The grantee or
subgrantee shall be paid an amount calculated by applying the grantee or
subgrantee's percentage of participation in the purchase of the real
property to the current fair market value of the property.



Sec. 1470.32  Equipment.

    (a) Title. Subject to the obligations and conditions set forth in
this section, title to equipment acquired under a grant or subgrant will
vest upon acquisition in the grantee or subgrantee respectively.
    (b) States. A State will use, manage, and dispose of equipment
acquired under a grant by the State in accordance with State laws and
procedures. Other grantees and subgrantees will follow paragraphs (c)
through (e) of this section.
    (c) Use. (1) Equipment shall be used by the grantee or subgrantee in
the program or project for which it was acquired as long as needed,
whether or not the project or program continues to be supported by
Federal funds. When no longer needed for the original program or
project, the equipment may be used in other activities currently or
previously supported by a Federal agency.
    (2) The grantee or subgrantee shall also make equipment available
for use on other projects or programs currently or previously supported
by the Federal Government, providing such use will not interfere with
the work on the projects or program for which it was originally
acquired. First preference for other use shall be given to other
programs or projects supported by the awarding agency. User fees should
be considered if appropriate.
    (3) Notwithstanding the encouragement in Sec. 1470.25(a) to earn
program income, the grantee or subgrantee must not use equipment
acquired with grant funds to provide services for a fee to compete
unfairly with private companies that provide equivalent services, unless
specifically permitted or contemplated by Federal statute.
    (4) When acquiring replacement equipment, the grantee or subgrantee
may use the equipment to be replaced as a trade-in or sell the property
and use the proceeds to offset the cost of the replacement property,
subject to the approval of the awarding agency.
    (d) Management requirements. Procedures for managing equipment
(including replacement equipment), whether acquired in whole or in part
with grant funds, until disposition takes place will, as a minimum, meet
the following requirements:
    (1) Property records must be maintained that include a description
of the property, a serial number or other identification number, the
source of property, who holds title, the acquisition date, and cost of
the property, percentage of Federal participation in the cost of the
property, the location, use and condition of the property, and any
ultimate disposition data including the date of disposal and sale price
of the property.
    (2) A physical inventory of the property must be taken and the
results reconciled with the property records at least once every two
years.
    (3) A control system must be developed to ensure adequate safeguards
to prevent loss, damage, or theft of the property. Any loss, damage, or
theft shall be investigated.
    (4) Adequate maintenance procedures must be developed to keep the
property in good condition.
    (5) If the grantee or subgrantee is authorized or required to sell
the property, proper sales procedures must be established to ensure the
highest possible return.
    (e) Disposition. When original or replacement equipment acquired
under a grant or subgrant is no longer needed

[[Page 107]]

for the original project or program or for other activities currently or
previously supported by a Federal agency, disposition of the equipment
will be made as follows:
    (1) Items of equipment with a current per-unit fair market value of
less than $5,000 may be retained, sold or otherwise disposed of with no
further obligation to the awarding agency.
    (2) Items of equipment with a current per unit fair market value in
excess of $5,000 may be retained or sold and the awarding agency shall
have a right to an amount calculated by multiplying the current market
value or proceeds from sale by the awarding agency's share of the
equipment.
    (3) In cases where a grantee or subgrantee fails to take appropriate
disposition actions, the awarding agency may direct the grantee or
subgrantee to take excess and disposition actions.
    (f) Federal equipment. In the event a grantee or subgrantee is
provided federally-owned equipment:
    (1) Title will remain vested in the Federal Government.
    (2) Grantees or subgrantees will manage the equipment in accordance
with Federal agency rules and procedures, and submit an annual inventory
listing.
    (3) When the equipment is no longer needed, the grantee or
subgrantee will request disposition instructions from the Federal
agency.
    (g) Right to transfer title. The Federal awarding agency may reserve
the right to transfer title to the Federal Government or a third part
named by the awarding agency when such a third party is otherwise
eligible under existing statutes. Such transfers shall be subject to the
following standards:
    (1) The property shall be identified in the grant or otherwise made
known to the grantee in writing.
    (2) The Federal awarding agency shall issue disposition instruction
within 120 calendar days after the end of the Federal support of the
project for which it was acquired. If the Federal awarding agency fails
to issue disposition instructions within the 120 calendar-day period the
grantee shall follow Sec. 1470.32(e).
    (3) When title to equipment is transferred, the grantee shall be
paid an amount calculated by applying the percentage of participation in
the purchase to the current fair market value of the property.



Sec. 1470.33  Supplies.

    (a) Title. Title to supplies acquired under a grant or subgrant will
vest, upon acquisition, in the grantee or subgrantee respectively.
    (b) Disposition. If there is a residual inventory of unused supplies
exceeding $5,000 in total aggregate fair market value upon termination
or completion of the award, and if the supplies are not needed for any
other federally sponsored programs or projects, the grantee or
subgrantee shall compensate the awarding agency for its share.



Sec. 1470.34  Copyrights.

    The Federal awarding agency reserves a royalty-free, nonexclusive,
and irrevocable license to reproduce, publish or otherwise use, and to
authorize others to use, for Federal Government purposes:
    (a) The copyright in any work developed under a grant, subgrant, or
contract under a grant or subgrant; and
    (b) Any rights of copyright to which a grantee, subgrantee or a
contractor purchases ownership with grant support.



Sec. 1470.35  Subawards to debarred and suspended parties.

    Grantees and subgrantees must not make any award or permit any award
(subgrant or contract) at any tier to any party which is debarred or
suspended or is otherwise excluded from or ineligible for participation
in Federal assistance programs under Executive Order 12549, ``Debarment
and Suspension.''



Sec. 1470.36  Procurement.

    (a) States. When procuring property and services under a grant, a
State will follow the same policies and procedures it uses for
procurements from its non-Federal funds. The State will ensure that
every purchase order or other contract includes any clauses required by
Federal statutes and executive orders and their implementing
regulations. Other grantees and subgrantees will

[[Page 108]]

follow paragraphs (b) through (i) in this section.
    (b) Procurement standards. (1) Grantees and subgrantees will use
their own procurement procedures which reflect applicable State and
local laws and regulations, provided that the procurements conform to
applicable Federal law and the standards identified in this section.
    (2) Grantees and subgrantees will maintain a contract administration
system which ensures that contractors perform in accordance with the
terms, conditions, and specifications of their contracts or purchase
orders.
    (3) Grantees and subgrantees will maintain a written code of
standards of conduct governing the performance of their employees
engaged in the award and administration of contracts. No employee,
officer or agent of the grantee or subgrantee shall participate in
selection, or in the award or administration of a contract supported by
Federal funds if a conflict of interest, real or apparent, would be
involved. Such a conflict would arise when:
    (i) The employee, officer or agent,
    (ii) Any member of his immediate family,
    (iii) His or her partner, or
    (iv) An organization which employs, or is about to employ, any of
the above, has a financial or other interest in the firm selected for
award. The grantee's or subgrantee's officers, employees or agents will
neither solicit nor accept gratuities, favors or anything of monetary
value from contractors, potential contractors, or parties to
subagreements. Grantee and subgrantees may set minimum rules where the
financial interest is not substantial or the gift is an unsolicited item
of nominal intrinsic value. To the extent permitted by State or local
law or regulations, such standards or conduct will provide for
penalties, sanctions, or other disciplinary actions for violations of
such standards by the grantee's and subgrantee's officers, employees, or
agents, or by contractors or their agents. The awarding agency may in
regulation provide additional prohibitions relative to real, apparent,
or potential conflicts of interest.
    (4) Grantee and subgrantee procedures will provide for a review of
proposed procurements to avoid purchase of unnecessary or duplicative
items. Consideration should be given to consolidating or breaking out
procurements to obtain a more economical purchase. Where appropriate, an
analysis will be made of lease versus purchase alternatives, and any
other appropriate analysis to determine the most economical approach.
    (5) To foster greater economy and efficiency, grantees and
subgrantees are encouraged to enter into State and local
intergovernmental agreements for procurement or use of common goods and
services.
    (6) Grantees and subgrantees are encouraged to use Federal excess
and surplus property in lieu of purchasing new equipment and property
whenever such use is feasible and reduces project costs.
    (7) Grantees and subgrantees are encouraged to use value engineering
clauses in contracts for construction projects of sufficient size to
offer reasonable opportunities for cost reductions. Value engineering is
a systematic and creative anaylsis of each contract item or task to
ensure that its essential function is provided at the overall lower
cost.
    (8) Grantees and subgrantees will make awards only to responsible
contractors possessing the ability to perform successfully under the
terms and conditions of a proposed procurement. Consideration will be
given to such matters as contractor integrity, compliance with public
policy, record of past performance, and financial and technical
resources.
    (9) Grantees and subgrantees will maintain records sufficient to
detail the significant history of a procurement. These records will
include, but are not necessarily limited to the following: rationale for
the method of procurement, selection of contract type, contractor
selection or rejection, and the basis for the contract price.
    (10) Grantees and subgrantees will use time and material type
contracts only--
    (i) After a determination that no other contract is suitable, and
    (ii) If the contract includes a ceiling price that the contractor
exceeds at its own risk.

[[Page 109]]

    (11) Grantees and subgrantees alone will be responsible, in
accordance with good administrative practice and sound business
judgment, for the settlement of all contractual and administrative
issues arising out of procurements. These issues include, but are not
limited to source evaluation, protests, disputes, and claims. These
standards do not relieve the grantee or subgrantee of any contractual
responsibilities under its contracts. Federal agencies will not
substitute their judgment for that of the grantee or subgrantee unless
the matter is primarily a Federal concern. Violations of law will be
referred to the local, State, or Federal authority having proper
jurisdiction.
    (12) Grantees and subgrantees will have protest procedures to handle
and resolve disputes relating to their procurements and shall in all
instances disclose information regarding the protest to the awarding
agency. A protestor must exhaust all administrative remedies with the
grantee and subgrantee before pursuing a protest with the Federal
agency. Reviews of protests by the Federal agency will be limited to:
    (i) Violations of Federal law or regulations and the standards of
this section (violations of State or local law will be under the
jurisdiction of State or local authorities) and
    (ii) Violations of the grantee's or subgrantee's protest procedures
for failure to review a complaint or protest. Protests received by the
Federal agency other than those specified above will be referred to the
grantee or subgrantee.
    (c) Competition. (1) All procurement transactions will be conducted
in a manner providing full and open competition consistent with the
standards of Sec. 1470.36. Some of the situations considered to be
restrictive of competition include but are not limited to:
    (i) Placing unreasonable requirements on firms in order for them to
qualify to do business,
    (ii) Requiring unnecessary experience and excessive bonding,
    (iii) Noncompetitive pricing practices between firms or between
affiliated companies,
    (iv) Noncompetitive awards to consultants that are on retainer
contracts,
    (v) Organizational conflicts of interest,
    (vi) Specifying only a ``brand name'' product instead of allowing
``an equal'' product to be offered and describing the performance of
other relevant requirements of the procurement, and
    (vii) Any arbitrary action in the procurement process.
    (2) Grantees and subgrantees will conduct procurements in a manner
that prohibits the use of statutorily or administratively imposed in-
State or local geographical preferences in the evaluation of bids or
proposals, except in those cases where applicable Federal statutes
expressly mandate or encourage geographic preference. Nothing in this
section preempts State licensing laws. When contracting for
architectural and engineering (A/E) services, geographic location may be
a selection criteria provided its application leaves an appropriate
number of qualified firms, given the nature and size of the project, to
compete for the contract.
    (3) Grantees will have written selection procedures for procurement
transactions. These procedures will ensure that all solicitations:
    (i) Incorporate a clear and accurate description of the technical
requirements for the material, product, or service to be procured. Such
description shall not, in competitive procurements, contain features
which unduly restrict competition. The description may include a
statement of the qualitative nature of the material, product or service
to be procured, and when necessary, shall set forth those minimum
essential characteristics and standards to which it must conform if it
is to satisfy its intended use. Detailed product specifications should
be avoided if at all possible. When it is impractical or uneconomical to
make a clear and accurate description of the technical requirements, a
``brand name or equal'' description may be used as a means to define the
performance or other salient requirements of a procurement. The specific
features of the named brand which must be met by offerors shall be
clearly stated; and
    (ii) Identify all requirements which the offerors must fulfill and
all other factors to be used in evaluating bids or proposals.

[[Page 110]]

    (4) Grantees and subgrantees will ensure that all prequalified lists
of persons, firms, or products which are used in acquiring goods and
services are current and include enough qualified sources to ensure
maximum open and free competition. Also, grantees and subgrantees will
not preclude potential bidders from qualifying during the solicitation
period.
    (d) Methods of procurement to be followed--(1) Procurement by small
purchase procedures. Small purchase procedures are those relatively
simple and informal procurement methods for securing services, supplies,
or other property that do not cost more than the simplified acquisition
threshold fixed at 41 U.S.C. 403(11) (currently set at $100,000). If
small purchase procedures are used, price or rate quotations shall be
obtained from an adequate number of qualified sources.
    (2) Procurement by sealed bids (formal advertising). Bids are
publicly solicited and a firm-fixed-price contract (lump sum or unit
price) is awarded to the responsible bidder whose bid, conforming with
all the material terms and conditions of the invitation for bids, is the
lowest in price. The sealed bid method is the preferred method for
procuring construction, if the conditions in Sec. 1470.36(d)(2)(i)
apply.
    (i) In order for sealed bidding to be feasible, the following
conditions should be present:
    (A) A complete, adequate, and realistic specification or purchase
description is available;
    (B) Two or more responsible bidders are willing and able to compete
effectively and for the business; and
    (C) The procurement lends itself to a firm fixed price contract and
the selection of the successful bidder can be made principally on the
basis of price.
    (ii) If sealed bids are used, the following requirements apply:
    (A) The invitation for bids will be publicly advertised and bids
shall be solicited from an adequate number of known suppliers, providing
them sufficient time prior to the date set for opening the bids;
    (B) The invitation for bids, which will include any specifications
and pertinent attachments, shall define the items or services in order
for the bidder to properly respond;
    (C) All bids will be publicly opened at the time and place
prescribed in the invitation for bids;
    (D) A firm fixed-price contract award will be made in writing to the
lowest responsive and responsible bidder. Where specified in bidding
documents, factors such as discounts, transportation cost, and life
cycle costs shall be considered in determining which bid is lowest.
Payment discounts will only be used to determine the low bid when prior
experience indicates that such discounts are usually taken advantage of;
and
    (E) Any or all bids may be rejected if there is a sound documented
reason.
    (3) Procurement by competitive proposals. The technique of
competitive proposals is normally conducted with more than one source
submitting an offer, and either a fixed-price or cost-reimbursement type
contract is awarded. It is generally used when conditions are not
appropriate for the use of sealed bids. If this method is used, the
following requirements apply:
    (i) Requests for proposals will be publicized and identify all
evaluation factors and their relative importance. Any response to
publicized requests for proposals shall be honored to the maximum extent
practical;
    (ii) Proposals will be solicited from an adequate number of
qualified sources;
    (iii) Grantees and subgrantees will have a method for conducting
technical evaluations of the proposals received and for selecting
awardees;
    (iv) Awards will be made to the responsible firm whose proposal is
most advantageous to the program, with price and other factors
considered; and
    (v) Grantees and subgrantees may use competitive proposal procedures
for qualifications-based procurement of architectural/engineering (A/E)
professional services whereby competitors' qualifications are evaluated
and the most qualified competitor is selected, subject to negotiation of
fair and reasonable compensation. The method, where price is not used as
a selection factor, can only be used in procurement of A/E professional
services. It cannot be used to purchase other types

[[Page 111]]

of services though A/E firms are a potential source to perform the
proposed effort.
    (4) Procurement by noncompetitive proposals is procurement through
solicitation of a proposal from only one source, or after solicitation
of a number of sources, competition is determined inadequate.
    (i) Procurement by noncompetitive proposals may be used only when
the award of a contract is infeasible under small purchase procedures,
sealed bids or competitive proposals and one of the following
circumstances applies:
    (A) The item is available only from a single source;
    (B) The public exigency or emergency for the requirement will not
permit a delay resulting from competitive solicitation;
    (C) The awarding agency authorizes noncompetitive proposals; or
    (D) After solicitation of a number of sources, competition is
determined inadequate.
    (ii) Cost analysis, i.e., verifying the proposed cost data, the
projections of the data, and the evaluation of the specific elements of
costs and profits, is required.
    (iii) Grantees and subgrantees may be required to submit the
proposed procurement to the awarding agency for pre-award review in
accordance with paragraph (g) of this section.
    (e) Contracting with small and minority firms, women's business
enterprise and labor surplus area firms. (1) The grantee and subgrantee
will take all necessary affirmative steps to assure that minority firms,
women's business enterprises, and labor surplus area firms are used when
possible.
    (2) Affirmative steps shall include:
    (i) Placing qualified small and minority businesses and women's
business enterprises on solicitation lists;
    (ii) Assuring that small and minority businesses, and women's
business enterprises are solicited whenever they are potential sources;
    (iii) Dividing total requirements, when economically feasible, into
smaller tasks or quantities to permit maximum participation by small and
minority business, and women's business enterprises;
    (iv) Establishing delivery schedules, where the requirement permits,
which encourage participation by small and minority business, and
women's business enterprises;
    (v) Using the services and assistance of the Small Business
Administration, and the Minority Business Development Agency of the
Department of Commerce; and
    (vi) Requiring the prime contractor, if subcontracts are to be let,
to take the affirmative steps listed in paragraphs (e)(2) (i) through
(v) of this section.
    (f) Contract cost and price. (1) Grantees and subgrantees must
perform a cost or price analysis in connection with every procurement
action including contract modifications. The method and degree of
analysis is dependent on the facts surrounding the particular
procurement situation, but as a starting point, grantees must make
independent estimates before receiving bids or proposals. A cost
analysis must be performed when the offeror is required to submit the
elements of his estimated cost, e.g., under professional, consulting,
and architectural engineering services contracts. A cost analysis will
be necessary when adequate price competition is lacking, and for sole
source procurements, including contract modifications or change orders,
unless price resonableness can be established on the basis of a catalog
or market price of a commercial product sold in substantial quantities
to the general public or based on prices set by law or regulation. A
price analysis will be used in all other instances to determine the
reasonableness of the proposed contract price.
    (2) Grantees and subgrantees will negotiate profit as a separate
element of the price for each contract in which there is no price
competition and in all cases where cost analysis is performed. To
establish a fair and reasonable profit, consideration will be given to
the complexity of the work to be performed, the risk borne by the
contractor, the contractor's investment, the amount of subcontracting,
the quality of its record of past performance, and industry profit rates
in the surrounding geographical area for similar work.

[[Page 112]]

    (3) Costs or prices based on estimated costs for contracts under
grants will be allowable only to the extent that costs incurred or cost
estimates included in negotiated prices are consistent with Federal cost
principles (see Sec. 1470.22). Grantees may reference their own cost
principles that comply with the applicable Federal cost principles.
    (4) The cost plus a percentage of cost and percentage of
construction cost methods of contracting shall not be used.
    (g) Awarding agency review. (1) Grantees and subgrantees must make
available, upon request of the awarding agency, technical specifications
on proposed procurements where the awarding agency believes such review
is needed to ensure that the item and/or service specified is the one
being proposed for purchase. This review generally will take place prior
to the time the specification is incorporated into a solicitation
document. However, if the grantee or subgrantee desires to have the
review accomplished after a solicitation has been developed, the
awarding agency may still review the specifications, with such review
usually limited to the technical aspects of the proposed purchase.
    (2) Grantees and subgrantees must on request make available for
awarding agency pre-award review procurement documents, such as requests
for proposals or invitations for bids, independent cost estimates, etc.
when:
    (i) A grantee's or subgrantee's procurement procedures or operation
fails to comply with the procurement standards in this section; or
    (ii) The procurement is expected to exceed the simplified
acquisition threshold and is to be awarded without competition or only
one bid or offer is received in response to a solicitation; or
    (iii) The procurement, which is expected to exceed the simplified
acquisition threshold, specifies a ``brand name'' product; or
    (iv) The proposed award is more than the simplified acquisition
threshold and is to be awarded to other than the apparent low bidder
under a sealed bid procurement; or
    (v) A proposed contract modification changes the scope of a contract
or increases the contract amount by more than the simplified acquisition
threshold.
    (3) A grantee or subgrantee will be exempt from the pre-award review
in paragraph (g)(2) of this section if the awarding agency determines
that its procurement systems comply with the standards of this section.
    (i) A grantee or subgrantee may request that its procurement system
be reviewed by the awarding agency to determine whether its system meets
these standards in order for its system to be certified. Generally,
these reviews shall occur where there is a continuous high-dollar
funding, and third-party contracts are awarded on a regular basis.
    (ii) A grantee or subgrantee may self-certify its procurement
system. Such self-certification shall not limit the awarding agency's
right to survey the system. Under a self-certification procedure,
awarding agencies may wish to rely on written assurances from the
grantee or subgrantee that it is complying with these standards. A
grantee or subgrantee will cite specific procedures, regulations,
standards, etc., as being in compliance with these requirements and have
its system available for review.
    (h) Bonding requirements. For construction or facility improvement
contracts or subcontracts exceeding the simplified acquisition
threshold, the awarding agency may accept the bonding policy and
requirements of the grantee or subgrantee provided the awarding agency
has made a determination that the awarding agency's interest is
adequately protected. If such a determination has not been made, the
minimum requirements shall be as follows:
    (1) A bid guarantee from each bidder equivalent to five percent of
the bid price. The ``bid guarantee'' shall consist of a firm commitment
such as a bid bond, certified check, or other negotiable instrument
accompanying a bid as assurance that the bidder will, upon acceptance of
his bid, execute such contractual documents as may be required within
the time specified.
    (2) A performance bond on the part of the contractor for 100 percent
of the contract price. A ``performance bond'' is

[[Page 113]]

one executed in connection with a contract to secure fulfillment of all
the contractor's obligations under such contract.
    (3) A payment bond on the part of the contractor for 100 percent of
the contract price. A ``payment bond'' is one executed in connection
with a contract to assure payment as required by law of all persons
supplying labor and material in the execution of the work provided for
in the contract.
    (i) Contract provisions. A grantee's and subgrantee's contracts must
contain provisions in paragraph (i) of this section. Federal agencies
are permitted to require changes, remedies, changed conditions, access
and records retention, suspension of work, and other clauses approved by
the Office of Federal Procurement Policy.
    (1) Administrative, contractual, or legal remedies in instances
where contractors violate or breach contract terms, and provide for such
sanctions and penalties as may be appropriate. (Contracts more than the
simplified acquisition threshold)
    (2) Termination for cause and for convenience by the grantee or
subgrantee including the manner by which it will be effected and the
basis for settlement. (All contracts in excess of $10,000)
    (3) Compliance with Executive Order 11246 of September 24, 1965,
entitled ``Equal Employment Opportunity,'' as amended by Executive Order
11375 of October 13, 1967, and as supplemented in Department of Labor
regulations (41 CFR chapter 60). (All construction contracts awarded in
excess of $10,000 by grantees and their contractors or subgrantees)
    (4) Compliance with the Copeland ``Anti-Kickback'' Act (18 U.S.C.
874) as supplemented in Department of Labor regulations (29 CFR part 3).
(All contracts and subgrants for construction or repair)
    (5) Compliance with the Davis-Bacon Act (40 U.S.C. 276a to 276a-7)
as supplemented by Department of Labor regulations (29 CFR part 5).
(Construction contracts in excess of $2000 awarded by grantees and
subgrantees when required by Federal grant program legislation)
    (6) Compliance with Sections 103 and 107 of the Contract Work Hours
and Safety Standards Act (40 U.S.C. 327-330) as supplemented by
Department of Labor regulations (29 CFR part 5). (Construction contracts
awarded by grantees and subgrantees in excess of $2000, and in excess of
$2500 for other contracts which involve the employment of mechanics or
laborers)
    (7) Notice of awarding agency requirements and regulations
pertaining to reporting.
    (8) Notice of awarding agency requirements and regulations
pertaining to patent rights with respect to any discovery or invention
which arises or is developed in the course of or under such contract.
    (9) Awarding agency requirements and regulations pertaining to
copyrights and rights in data.
    (10) Access by the grantee, the subgrantee, the Federal grantor
agency, the Comptroller General of the United States, or any of their
duly authorized representatives to any books, documents, papers, and
records of the contractor which are directly pertinent to that specific
contract for the purpose of making audit, examination, excerpts, and
transcriptions.
    (11) Retention of all required records for three years after
grantees or subgrantees make final payments and all other pending
matters are closed.
    (12) Compliance with all applicable standards, orders, or
requirements issued under section 306 of the Clean Air Act (42 U.S.C.
1857(h)), section 508 of the Clean Water Act (33 U.S.C. 1368), Executive
Order 11738, and Environmental Protection Agency regulations (40 CFR
part 15). (Contracts, subcontracts, and subgrants of amounts in excess
of $100,000)
    (13) Mandatory standards and policies relating to energy efficiency
which are contained in the state energy conservation plan issued in
compliance with the Energy Policy and Conservation Act (Pub. L. 94-163,
89 Stat. 871).

[53 FR 8087, Mar. 11, 1988, as amended at 60 FR 19639, 19643, Apr. 19,
1995]



Sec. 1470.37  Subgrants.

    (a) States. States shall follow State law and procedures when
awarding and administering subgrants (whether on a

[[Page 114]]

cost reimbursement or fixed amount basis) of financial assistance to
local and Indian tribal governments. States shall:
    (1) Ensure that every subgrant includes any clauses required by
Federal statute and executive orders and their implementing regulations;
    (2) Ensure that subgrantees are aware of requirements imposed upon
them by Federal statute and regulation;
    (3) Ensure that a provision for compliance with Sec. 1470.42 is
placed in every cost reimbursement subgrant; and
    (4) Conform any advances of grant funds to subgrantees substantially
to the same standards of timing and amount that apply to cash advances
by Federal agencies.
    (b) All other grantees. All other grantees shall follow the
provisions of this part which are applicable to awarding agencies when
awarding and administering subgrants (whether on a cost reimbursement or
fixed amount basis) of financial assistance to local and Indian tribal
governments. Grantees shall:
    (1) Ensure that every subgrant includes a provision for compliance
with this part;
    (2) Ensure that every subgrant includes any clauses required by
Federal statute and executive orders and their implementing regulations;
and
    (3) Ensure that subgrantees are aware of requirements imposed upon
them by Federal statutes and regulations.
    (c) Exceptions. By their own terms, certain provisions of this part
do not apply to the award and administration of subgrants:
    (1) Section 1470.10;
    (2) Section 1470.11;
    (3) The letter-of-credit procedures specified in Treasury
Regulations at 31 CFR part 205, cited in Sec. 1470.21; and
    (4) Section 1470.50.

               Reports, Records Retention, and Enforcement



Sec. 1470.40  Monitoring and reporting program performance.

    (a) Monitoring by grantees. Grantees are responsible for managing
the day-to-day operations of grant and subgrant supported activities.
Grantees must monitor grant and subgrant supported activities to assure
compliance with applicable Federal requirements and that performance
goals are being achieved. Grantee monitoring must cover each program,
function or activity.
    (b) Nonconstruction performance reports. The Federal agency may, if
it decides that performance information available from subsequent
applications contains sufficient information to meet its programmatic
needs, require the grantee to submit a performance report only upon
expiration or termination of grant support. Unless waived by the Federal
agency this report will be due on the same date as the final Financial
Status Report.
    (1) Grantees shall submit annual performance reports unless the
awarding agency requires quarterly or semi-annual reports. However,
performance reports will not be required more frequently than quarterly.
Annual reports shall be due 90 days after the grant year, quarterly or
semi-annual reports shall be due 30 days after the reporting period. The
final performance report will be due 90 days after the expiration or
termination of grant support. If a justified request is submitted by a
grantee, the Federal agency may extend the due date for any performance
report. Additionally, requirements for unnecessary performance reports
may be waived by the Federal agency.
    (2) Performance reports will contain, for each grant, brief
information on the following:
    (i) A comparison of actual accomplishments to the objectives
established for the period. Where the output of the project can be
quantified, a computation of the cost per unit of output may be required
if that information will be useful.
    (ii) The reasons for slippage if established objectives were not
met.
    (iii) Additional pertinent information including, when appropriate,
analysis and explanation of cost overruns or high unit costs.
    (3) Grantees will not be required to submit more than the original
and two copies of performance reports.

[[Page 115]]

    (4) Grantees will adhere to the standards in this section in
prescribing performance reporting requirements for subgrantees.
    (c) Construction performance reports. For the most part, on-site
technical inspections and certified percentage-of-completion data are
relied on heavily by Federal agencies to monitor progress under
construction grants and subgrants. The Federal agency will require
additional formal performance reports only when considered necessary,
and never more frequently than quarterly.
    (d) Significant developments. Events may occur between the scheduled
performance reporting dates which have significant impact upon the grant
or subgrant supported activity. In such cases, the grantee must inform
the Federal agency as soon as the following types of conditions become
known:
    (1) Problems, delays, or adverse conditions which will materially
impair the ability to meet the objective of the award. This disclosure
must include a statement of the action taken, or contemplated, and any
assistance needed to resolve the situation.
    (2) Favorable developments which enable meeting time schedules and
objectives sooner or at less cost than anticipated or producing more
beneficial results than originally planned.
    (e) Federal agencies may make site visits as warranted by program
needs.
    (f) Waivers, extensions. (1) Federal agencies may waive any
performance report required by this part if not needed.
    (2) The grantee may waive any performance report from a subgrantee
when not needed. The grantee may extend the due date for any performance
report from a subgrantee if the grantee will still be able to meet its
performance reporting obligations to the Federal agency.



Sec. 1470.41  Financial reporting.

    (a) General. (1) Except as provided in paragraphs (a) (2) and (5) of
this section, grantees will use only the forms specified in paragraphs
(a) through (e) of this section, and such supplementary or other forms
as may from time to time be authorized by OMB, for:
    (i) Submitting financial reports to Federal agencies, or
    (ii) Requesting advances or reimbursements when letters of credit
are not used.
    (2) Grantees need not apply the forms prescribed in this section in
dealing with their subgrantees. However, grantees shall not impose more
burdensome requirements on subgrantees.
    (3) Grantees shall follow all applicable standard and supplemental
Federal agency instructions approved by OMB to the extend required under
the Paperwork Reduction Act of 1980 for use in connection with forms
specified in paragraphs (b) through (e) of this section. Federal
agencies may issue substantive supplementary instructions only with the
approval of OMB. Federal agencies may shade out or instruct the grantee
to disregard any line item that the Federal agency finds unnecessary for
its decisionmaking purposes.
    (4) Grantees will not be required to submit more than the original
and two copies of forms required under this part.
    (5) Federal agencies may provide computer outputs to grantees to
expedite or contribute to the accuracy of reporting. Federal agencies
may accept the required information from grantees in machine usable
format or computer printouts instead of prescribed forms.
    (6) Federal agencies may waive any report required by this section
if not needed.
    (7) Federal agencies may extend the due date of any financial report
upon receiving a justified request from a grantee.
    (b) Financial Status Report--(1) Form. Grantees will use Standard
Form 269 or 269A, Financial Status Report, to report the status of funds
for all nonconstruction grants and for construction grants when required
in accordance with Sec. 1470.41(e)(2)(iii).
    (2) Accounting basis. Each grantee will report program outlays and
program income on a cash or accrual basis as prescribed by the awarding
agency. If the Federal agency requires accrual information and the
grantee's accounting records are not normally kept on the accural basis,
the grantee shall not be

[[Page 116]]

required to convert its accounting system but shall develop such accrual
information through and analysis of the documentation on hand.
    (3) Frequency. The Federal agency may prescribe the frequency of the
report for each project or program. However, the report will not be
required more frequently than quarterly. If the Federal agency does not
specify the frequency of the report, it will be submitted annually. A
final report will be required upon expiration or termination of grant
support.
    (4) Due date. When reports are required on a quarterly or semiannual
basis, they will be due 30 days after the reporting period. When
required on an annual basis, they will be due 90 days after the grant
year. Final reports will be due 90 days after the expiration or
termination of grant support.
    (c) Federal Cash Transactions Report--(1) Form. (i) For grants paid
by letter or credit, Treasury check advances or electronic transfer of
funds, the grantee will submit the Standard Form 272, Federal Cash
Transactions Report, and when necessary, its continuation sheet,
Standard Form 272a, unless the terms of the award exempt the grantee
from this requirement.
    (ii) These reports will be used by the Federal agency to monitor
cash advanced to grantees and to obtain disbursement or outlay
information for each grant from grantees. The format of the report may
be adapted as appropriate when reporting is to be accomplished with the
assistance of automatic data processing equipment provided that the
information to be submitted is not changed in substance.
    (2) Forecasts of Federal cash requirements. Forecasts of Federal
cash requirements may be required in the ``Remarks'' section of the
report.
    (3) Cash in hands of subgrantees. When considered necessary and
feasible by the Federal agency, grantees may be required to report the
amount of cash advances in excess of three days' needs in the hands of
their subgrantees or contractors and to provide short narrative
explanations of actions taken by the grantee to reduce the excess
balances.
    (4) Frequency and due date. Grantees must submit the report no later
than 15 working days following the end of each quarter. However, where
an advance either by letter of credit or electronic transfer of funds is
authorized at an annualized rate of one million dollars or more, the
Federal agency may require the report to be submitted within 15 working
days following the end of each month.
    (d) Request for advance or reimbursement--(1) Advance payments.
Requests for Treasury check advance payments will be submitted on
Standard Form 270, Request for Advance or Reimbursement. (This form will
not be used for drawdowns under a letter of credit, electronic funds
transfer or when Treasury check advance payments are made to the grantee
automatically on a predetermined basis.)
    (2) Reimbursements. Requests for reimbursement under nonconstruction
grants will also be submitted on Standard Form 270. (For reimbursement
requests under construction grants, see paragraph (e)(1) of this
section.)
    (3) The frequency for submitting payment requests is treated in
Sec. 1470.41(b)(3).
    (e) Outlay report and request for reimbursement for construction
programs--(1) Grants that support construction activities paid by
reimbursement method. (i) Requests for reimbursement under construction
grants will be submitted on Standard Form 271, Outlay Report and Request
for Reimbursement for Construction Programs. Federal agencies may,
however, prescribe the Request for Advance or Reimbursement form,
specified in Sec. 1470.41(d), instead of this form.
    (ii) The frequency for submitting reimbursement requests is treated
in Sec. 1470.41(b)(3).
    (2) Grants that support construction activities paid by letter of
credit, electronic funds transfer or Treasury check advance. (i) When a
construction grant is paid by letter of credit, electronic funds
transfer or Treasury check advances, the grantee will report its outlays
to the Federal agency using Standard Form 271, Outlay Report and Request
for Reimbursement for Construction Programs. The Federal agency will
provide any necessary special instruction. However, frequency and

[[Page 117]]

due date shall be governed by Sec. 1470.41(b) (3) and (4).
    (ii) When a construction grant is paid by Treasury check advances
based on periodic requests from the grantee, the advances will be
requested on the form specified in Sec. 1470.41(d).
    (iii) The Federal agency may substitute the Financial Status Report
specified in Sec. 1470.41(b) for the Outlay Report and Request for
Reimbursement for Construction Programs.
    (3) Accounting basis. The accounting basis for the Outlay Report and
Request for Reimbursement for Construction Programs shall be governed by
Sec. 1470.41(b)(2).



Sec. 1470.42  Retention and access requirements for records.

    (a) Applicability. (1) This section applies to all financial and
programmatic records, supporting documents, statistical records, and
other records of grantees or subgrantees which are:
    (i) Required to be maintained by the terms of this part, program
regulations or the grant agreement, or
    (ii) Otherwise reasonably considered as pertinent to program
regulations or the grant agreement.
    (2) This section does not apply to records maintained by contractors
or subcontractors. For a requirement to place a provision concerning
records in certain kinds of contracts, see Sec. 1470.36(i)(10).
    (b) Length of retention period. (1) Except as otherwise provided,
records must be retained for three years from the starting date
specified in paragraph (c) of this section.
    (2) If any litigation, claim, negotiation, audit or other action
involving the records has been started before the expiration of the 3-
year period, the records must be retained until completion of the action
and resolution of all issues which arise from it, or until the end of
the regular 3-year period, whichever is later.
    (3) To avoid duplicate recordkeeping, awarding agencies may make
special arrangements with grantees and subgrantees to retain any records
which are continuously needed for joint use. The awarding agency will
request transfer of records to its custody when it determines that the
records possess long-term retention value. When the records are
transferred to or maintained by the Federal agency, the 3-year retention
requirement is not applicable to the grantee or subgrantee.
    (c) Starting date of retention period--(1) General. When grant
support is continued or renewed at annual or other intervals, the
retention period for the records of each funding period starts on the
day the grantee or subgrantee submits to the awarding agency its single
or last expenditure report for that period. However, if grant support is
continued or renewed quarterly, the retention period for each year's
records starts on the day the grantee submits its expenditure report for
the last quarter of the Federal fiscal year. In all other cases, the
retention period starts on the day the grantee submits its final
expenditure report. If an expenditure report has been waived, the
retention period starts on the day the report would have been due.
    (2) Real property and equipment records. The retention period for
real property and equipment records starts from the date of the
disposition or replacement or transfer at the direction of the awarding
agency.
    (3) Records for income transactions after grant or subgrant support.
In some cases grantees must report income after the period of grant
support. Where there is such a requirement, the retention period for the
records pertaining to the earning of the income starts from the end of
the grantee's fiscal year in which the income is earned.
    (4) Indirect cost rate proposals, cost allocations plans, etc. This
paragraph applies to the following types of documents, and their
supporting records: indirect cost rate computations or proposals, cost
allocation plans, and any similar accounting computations of the rate at
which a particular group of costs is chargeable (such as computer usage
chargeback rates or composite fringe benefit rates).
    (i) If submitted for negotiation. If the proposal, plan, or other
computation is required to be submitted to the Federal Government (or to
the grantee) to form the basis for negotiation of the rate, then the 3-
year retention period for its supporting records starts from the date of
such submission.

[[Page 118]]

    (ii) If not submitted for negotiation. If the proposal, plan, or
other computation is not required to be submitted to the Federal
Government (or to the grantee) for negotiation purposes, then the 3-year
retention period for the proposal plan, or computation and its
supporting records starts from end of the fiscal year (or other
accounting period) covered by the proposal, plan, or other computation.
    (d) Substitution of microfilm. Copies made by microfilming,
photocopying, or similar methods may be substituted for the original
records.
    (e) Access to records--(1) Records of grantees and subgrantees. The
awarding agency and the Comptroller General of the United States, or any
of their authorized representatives, shall have the right of access to
any pertinent books, documents, papers, or other records of grantees and
subgrantees which are pertinent to the grant, in order to make audits,
examinations, excerpts, and transcripts.
    (2) Expiration of right of access. The rights of access in this
section must not be limited to the required retention period but shall
last as long as the records are retained.
    (f) Restrictions on public access. The Federal Freedom of
Information Act (5 U.S.C. 552) does not apply to records Unless required
by Federal, State, or local law, grantees and subgrantees are not
required to permit public access to their records.



Sec. 1470.43  Enforcement.

    (a) Remedies for noncompliance. If a grantee or subgrantee
materially fails to comply with any term of an award, whether stated in
a Federal statute or regulation, an assurance, in a State plan or
application, a notice of award, or elsewhere, the awarding agency may
take one or more of the following actions, as appropriate in the
circumstances:
    (1) Temporarily withhold cash payments pending correction of the
deficiency by the grantee or subgrantee or more severe enforcement
action by the awarding agency,
    (2) Disallow (that is, deny both use of funds and matching credit
for) all or part of the cost of the activity or action not in
compliance,
    (3) Wholly or partly suspend or terminate the current award for the
grantee's or subgrantee's program,
    (4) Withhold further awards for the program, or
    (5) Take other remedies that may be legally available.
    (b) Hearings, appeals. In taking an enforcement action, the awarding
agency will provide the grantee or subgrantee an opportunity for such
hearing, appeal, or other administrative proceeding to which the grantee
or subgrantee is entitled under any statute or regulation applicable to
the action involved.
    (c) Effects of suspension and termination. Costs of grantee or
subgrantee resulting from obligations incurred by the grantee or
subgrantee during a suspension or after termination of an award are not
allowable unless the awarding agency expressly authorizes them in the
notice of suspension or termination or subsequently. Other grantee or
subgrantee costs during suspension or after termination which are
necessary and not reasonably avoidable are allowable if:
    (1) The costs result from obligations which were properly incurred
by the grantee or subgrantee before the effective date of suspension or
termination, are not in anticipation of it, and, in the case of a
termination, are noncancellable, and,
    (2) The costs would be allowable if the award were not suspended or
expired normally at the end of the funding period in which the
termination takes effect.
    (d) Relationship to debarment and suspension. The enforcement
remedies identified in this section, including suspension and
termination, do not preclude grantee or subgrantee from being subject to
``Debarment and Suspension'' under E.O. 12549 (see Sec. 1470.35).



Sec. 1470.44  Termination for convenience.

    Except as provided in Sec. 1470.43 awards may be terminated in
whole or in part only as follows:
    (a) By the awarding agency with the consent of the grantee or
subgrantee in which case the two parties shall agree upon the
termination conditions, including the effective date and in the

[[Page 119]]

case of partial termination, the portion to be terminated, or
    (b) By the grantee or subgrantee upon written notification to the
awarding agency, setting forth the reasons for such termination, the
effective date, and in the case of partial termination, the portion to
be terminated. However, if, in the case of a partial termination, the
awarding agency determines that the remaining portion of the award will
not accomplish the purposes for which the award was made, the awarding
agency may terminate the award in its entirety under either Sec.
1470.43 or paragraph (a) of this section.



                 Subpart D_After-The-Grant Requirements



Sec. 1470.50  Closeout.

    (a) General. The Federal agency will close out the award when it
determines that all applicable administrative actions and all required
work of the grant has been completed.
    (b) Reports. Within 90 days after the expiration or termination of
the grant, the grantee must submit all financial, performance, and other
reports required as a condition of the grant. Upon request by the
grantee, Federal agencies may extend this timeframe. These may include
but are not limited to:
    (1) Final performance or progress report.
    (2) Financial Status Report (SF-269) or Outlay Report and Request
for Reimbursement for Construction Programs (SF-271) (as applicable).
    (3) Final request for payment (SF-270) (if applicable).
    (4) Invention disclosure (if applicable).
    (5) Federally-owned property report:

In accordance with Sec. 1470.32(f), a grantee must submit an inventory
of all federally owned property (as distinct from property acquired with
grant funds) for which it is accountable and request disposition
instructions from the Federal agency of property no longer needed.
    (c) Cost adjustment. The Federal agency will, within 90 days after
receipt of reports in paragraph (b) of this section, make upward or
downward adjustments to the allowable costs.
    (d) Cash adjustments. (1) The Federal agency will make prompt
payment to the grantee for allowable reimbursable costs.
    (2) The grantee must immediately refund to the Federal agency any
balance of unobligated (unencumbered) cash advanced that is not
authorized to be retained for use on other grants.



Sec. 1470.51  Later disallowances and adjustments.

    The closeout of a grant does not affect:
    (a) The Federal agency's right to disallow costs and recover funds
on the basis of a later audit or other review;
    (b) The grantee's obligation to return any funds due as a result of
later refunds, corrections, or other transactions;
    (c) Records retention as required in Sec. 1470.42;
    (d) Property management requirements in Sec. Sec. 1470.31 and
1470.32; and
    (e) Audit requirements in Sec. 1470.26.



Sec. 1470.52  Collection of amounts due.

    (a) Any funds paid to a grantee in excess of the amount to which the
grantee is finally determined to be entitled under the terms of the
award constitute a debt to the Federal Government. If not paid within a
reasonable period after demand, the Federal agency may reduce the debt
by:
    (1) Making an adminstrative offset against other requests for
reimbursements,
    (2) Withholding advance payments otherwise due to the grantee, or
    (3) Other action permitted by law.
    (b) Except where otherwise provided by statutes or regulations, the
Federal agency will charge interest on an overdue debt in accordance
with the Federal Claims Collection Standards (4 CFR chapter II). The
date from which interest is computed is not extended by litigation or
the filing of any form of appeal.

Subpart E--Entitlements [Reserved]

[[Page 120]]



PART 1471_GOVERNMENTWIDE DEBARMENT AND SUSPENSION
(NONPROCUREMENT)--Table of Contents



Sec.
1471.25 How is this part organized?
1471.50 How is this part written?
1471.75 Do terms in this part have special meanings?

                            Subpart A_General

1471.100 What does this part do?
1471.105 Does this part apply to me?
1471.110 What is the purpose of the nonprocurement debarment and
          suspension system?
1471.115 How does an exclusion restrict a person's involvement in
          covered transactions?
1471.120 May we grant an exception to let an excluded person participate
          in a covered transaction?
1471.125 Does an exclusion under the nonprocurement system affect a
          person's eligibility for Federal procurement contracts?
1471.130 Does exclusion under the Federal procurement system affect a
          person's eligibility to participate in nonprocurement
          transactions?
1471.135 May FMCS exclude a person who is not currently participating in
          a nonprocurement transaction?
1471.140 How do I know if a person is excluded?
1471.145 Does this part address persons who are disqualified, as well as
          those who are excluded from nonprocurement transactions?

                     Subpart B_Covered Transactions

1471.200 What is a covered transaction?
1471.205 Why is it important to know if a particular transaction is a
          covered transaction?
1471.210 Which nonprocurement transactions are covered transactions?
1471.215 Which nonprocurement transactions are not covered transactions?
1471.220 Are any procurement contracts included as covered transactions?
1471.225 How do I know if a transaction in which I may participate is a
          covered transaction?

    Subpart C_Responsibilities of Participants Regarding Transactions

                    Doing Business With Other Persons

1471.300 What must I do before I enter into a covered transaction with
          another person at the next lower tier?
1471.305 May I enter into a covered transaction with an excluded or
          disqualified person?
1471.310 What must I do if a Federal agency excludes a person with whom
          I am already doing business in a covered transaction?
1471.315 May I use the services of an excluded person as a principal
          under a covered transaction?
1471.320 Must I verify that principals of my covered transactions are
          eligible to participate?
1471.325 What happens if I do business with an excluded person in a
          covered transaction?
1471.330 What requirements must I pass down to persons at lower tiers
          with whom I intend to do business?

            Disclosing Information--Primary Tier Participants

1471.335 What information must I provide before entering into a covered
          transaction with FMCS?
1471.340 If I disclose unfavorable information required under Sec.
          1471.335, will I be prevented from participating in the
          transaction?
1471.345 What happens if I fail to disclose the information required
          under Sec. 1471.335?
1471.350 What must I do if I learn of the information required under
          Sec. 1471.335 after entering into a covered transaction with
          FMCS?

             Disclosing Information--Lower Tier Participants

1471.355 What information must I provide to a higher tier participant
          before entering into a covered transaction with that
          participant?
1471.360 What happens if I fail to disclose the information required
          under Sec. 1471.355?
1471.365 What must I do if I learn of information required under Sec.
          1471.355 after entering into a covered transaction with a
          higher tier participant?

   Subpart D_Responsibilities of FMCS Officials Regarding Transactions

1471.400 May I enter into a transaction with an excluded or disqualified
          person?
1471.405 May I enter into a covered transaction with a participant if a
          principal of the transaction is excluded?
1471.410 May I approve a participant's use of the services of an
          excluded person?
1471.415 What must I do if a Federal agency excludes the participant or
          a principal after I enter into a covered transaction?
1471.420 May I approve a transaction with an excluded or disqualified
          person at a lower tier?
1471.425 When do I check to see if a person is excluded or disqualified?

[[Page 121]]

1471.430 How do I check to see if a person is excluded or disqualified?
1471.435 What must I require of a primary tier participant?
1471.440 What method do I use to communicate those requirements to
          participants?
1471.445 What action may I take if a primary tier participant knowingly
          does business with an excluded or disqualified person?
1471.450 What action may I take if a primary tier participant fails to
          disclose the information required under Sec. 1471.335?
1471.455 What may I do if a lower tier participant fails to disclose the
          information required under Sec. 1471.355 to the next higher
          tier?

                 Subpart E_Excluded Parties List System

1471.500 What is the purpose of the Excluded Parties List System (EPLS)?
1471.505 Who uses the EPLS?
1471.510 Who maintains the EPLS?
1471.515 What specific information is in the EPLS?
1471.520 Who places the information into the EPLS?
1471.525 Whom do I ask if I have questions about a person in the EPLS?
1471.530 Where can I find the EPLS?

   Subpart F_General Principles Relating to Suspension and Debarment
                                 Actions

1471.600 How do suspension and debarment actions start?
1471.605 How does suspension differ from debarment?
1471.610 What procedures does FMCS use in suspension and debarment
          actions?
1471.615 How does FMCS notify a person of a suspension and debarment
          action?
1471.620 Do Federal agencies coordinate suspension and debarment
          actions?
1471.625 What is the scope of a suspension or debarment action?
1471.630 May FMCS impute the conduct of one person to another?
1471.635 May FMCS settle a debarment or suspension action?
1471.640 May a settlement include a voluntary exclusion?
1471.645 Do other Federal agencies know if FMCS agrees to a voluntary
          exclusion?

                          Subpart G_Suspension

1471.700 When may the suspending official issue a suspension?
1471.705 What does the suspending official consider in issuing a
          suspension?
1471.710 When does a suspension take effect?
1471.715 What notice does the suspending official give me if I am
          suspended?
1471.720 How may I contest a suspension?
1471.725 How much time do I have to contest a suspension?
1471.730 What information must I provide to the suspending official if I
          contest a suspension?
1471.735 Under what conditions do I get an additional opportunity to
          challenge the facts on which the suspension is based?
1471.740 Are suspension proceedings formal?
1471.745 How is fact-finding conducted?
1471.750 What does the suspending official consider in deciding whether
          to continue or terminate my suspension?
1471.755 When will I know whether the suspension is continued or
          terminated?
1471.760 How long may my suspension last?

                           Subpart H_Debarment

1471.800 What are the causes for debarment?
1471.805 What notice does the debarring official give me if I am
          proposed for debarment?
1471.810 When does a debarment take effect?
1471.815 How may I contest a proposed debarment?
1471.820 How much time do I have to contest a proposed debarment?
1471.825 What information must I provide to the debarring official if I
          contest a proposed debarment?
1471.830 Under what conditions do I get an additional opportunity to
          challenge the facts on which the proposed debarment is based?
1471.835 Are debarment proceedings formal?
1471.840 How is fact-finding conducted?
1471.845 What does the debarring official consider in deciding whether
          to debar me?
1471.850 What is the standard of proof in a debarment action?
1471.855 Who has the burden of proof in a debarment action?
1471.860 What factors may influence the debarring official's decision?
1471.865 How long may my debarment last?
1471.870 When do I know if the debarring official debars me?
1471.875 May I ask the debarring official to reconsider a decision to
          debar me?
1471.880 What factors may influence the debarring official during
          reconsideration?
1471.885 May the debarring official extend a debarment?

                          Subpart I_Definitions

1471.900 Adequate evidence.
1471.905 Affiliate.
1471.910 Agency.
1471.915 Agent or representative.
1471.920 Civil judgment.
1471.925 Conviction.
1471.930 Debarment.
1471.935 Debarring official.
1471.940 Disqualified.

[[Page 122]]

1471.945 Excluded or exclusion.
1471.950 Excluded Parties List System.
1471.955 Indictment.
1471.960 Ineligible or ineligibility.
1471.965 Legal proceedings.
1471.970 Nonprocurement transaction.
1471.975 Notice.
1471.980 Participant.
1471.985 Person.
1471.990 Preponderance of the evidence.
1471.995 Principal.
1471.1000 Respondent.
1471.1005 State.
1471.1010 Suspending official.
1471.1015 Suspension.
1471.1020 Voluntary exclusion or voluntarily excluded

Subpart J [Reserved]

Appendix to Part 1471--Covered Transactions

    Authority: E.O. 12549 ,3 CFR 1986 Comp., p. 189; E.O. 12698, 3 CFR
1989 Comp., p. 235; sec. 2455, Pub. L. 103-355, 108 Stat. 3327 (31
U.S.C. 6101 note); 29 U.S.C. 175a.

    Source: 68 FR 66544, 66603, 66604, Nov. 26, 2003, unless otherwise
noted.



Sec. 1471.25  How is this part organized?

    (a) This part is subdivided into ten subparts. Each subpart contains
information related to a broad topic or specific audience with special
responsibilities, as shown in the following table:

------------------------------------------------------------------------
                                              You will find provisions
             In subpart . . .                     related to . . .
------------------------------------------------------------------------
A.........................................  general information about
                                             this rule.
B.........................................  the types of FMCS
                                             transactions that are
                                             covered by the
                                             Governmentwide
                                             nonprocurement suspension
                                             and debarment system.
C.........................................  the responsibilities of
                                             persons who participate in
                                             covered transactions.
D.........................................  the responsibilities of FMCS
                                             officials who are
                                             authorized to enter into
                                             covered transactions.
E.........................................  the responsibilities of
                                             Federal agencies for the
                                             Excluded Parties List
                                             System (Disseminated by the
                                             General Services
                                             Administration).
F.........................................  the general principles
                                             governing suspension,
                                             debarment, voluntary
                                             exclusion and settlement.
G.........................................  suspension actions.
H.........................................  debarment actions.
I.........................................  definitions of terms used in
                                             this part.
J.........................................  [Reserved]
------------------------------------------------------------------------

    (b) The following table shows which subparts may be of special
interest to you, depending on who you are:

------------------------------------------------------------------------
             If you are . . .                   See subpart(s) . . .
------------------------------------------------------------------------
(1) a participant or principal in a         A, B, C, and I.
 nonprocurement transaction.
(2) a respondent in a suspension action...  A, B, F, G and I.
(3) a respondent in a debarment action....  A, B, F, H and I.
(4) a suspending official.................  A, B, D, E, F, G and I.
(5) a debarring official..................  A, B, D, E, F, H and I.
(6) a (n) FMCS official authorized to       A, B, D, E and I.
 enter into a covered transaction.
(7) Reserved..............................  J.
------------------------------------------------------------------------



Sec. 1471.50  How is this part written?

    (a) This part uses a ``plain language'' format to make it easier for
the general public and business community to use. The section headings
and text, often in the form of questions and answers, must be read
together.
    (b) Pronouns used within this part, such as ``I'' and ``you,''
change from subpart to subpart depending on the audience being
addressed. The pronoun ``we'' always is the Federal Mediation and
Conciliation Service.
    (c) The ``Covered Transactions'' diagram in the appendix to this
part shows the levels or ``tiers'' at which the Federal Mediation and
Conciliation Service enforces an exclusion under this part.



Sec. 1471.75  Do terms in this part have special meanings?

    This part uses terms throughout the text that have special meaning.
Those terms are defined in subpart I of this part. For example, three
important terms are--
    (a) Exclusion or excluded, which refers only to discretionary
actions taken by a suspending or debarring official under this part or
the Federal Acquisition Regulation (48 CFR part 9, subpart 9.4);
    (b) Disqualification or disqualified, which refers to prohibitions
under specific statutes, executive orders (other than Executive Order
12549 and Executive Order 12689), or other authorities.
Disqualifications frequently are not subject to the discretion of an
agency official, may have a different scope than exclusions, or have
special conditions that apply to the disqualification; and
    (c) Ineligibility or ineligible, which generally refers to a person
who is either excluded or disqualified.

[[Page 123]]



                            Subpart A_General



Sec. 1471.100  What does this part do?

    This part adopts a governmentwide system of debarment and suspension
for FMCS nonprocurement activities. It also provides for reciprocal
exclusion of persons who have been excluded under the Federal
Acquisition Regulation, and provides for the consolidated listing of all
persons who are excluded, or disqualified by statute, executive order,
or other legal authority. This part satisfies the requirements in
section 3 of Executive Order 12549, ``Debarment and Suspension'' (3 CFR
1986 Comp., p. 189), Executive Order 12689, ``Debarment and Suspension''
(3 CFR 1989 Comp., p. 235) and 31 U.S.C. 6101 note (Section 2455, Public
Law 103-355, 108 Stat. 3327).



Sec. 1471.105  Does this part apply to me?

    Portions of this part (see table at Sec. 1471.25(b)) apply to you
if you are a(n)--
    (a) Person who has been, is, or may reasonably be expected to be, a
participant or principal in a covered transaction;
    (b) Respondent (a person against whom the Federal Mediation and
Conciliation Service has initiated a debarment or suspension action);
    (c) FMCS debarring or suspending official; or
    (d) FMCS official who is authorized to enter into covered
transactions with non-Federal parties.



Sec. 1471.110  What is the purpose of the nonprocurement debarment and
suspension system?

    (a) To protect the public interest, the Federal Government ensures
the integrity of Federal programs by conducting business only with
responsible persons.
    (b) A Federal agency uses the nonprocurement debarment and
suspension system to exclude from Federal programs persons who are not
presently responsible.
    (c) An exclusion is a serious action that a Federal agency may take
only to protect the public interest. A Federal agency may not exclude a
person or commodity for the purposes of punishment.



Sec. 1471.115  How does an exclusion restrict a person's involvement in
covered transactions?

    With the exceptions stated in Sec. Sec. 1471.120, 1471.315, and
1471.420, a person who is excluded by the Federal Mediation and
Conciliation Service or any other Federal agency may not:
    (a) Be a participant in a(n) FMCS transaction that is a covered
transaction under subpart B of this part;
    (b) Be a participant in a transaction of any other Federal agency
that is a covered transaction under that agency's regulation for
debarment and suspension; or
    (c) Act as a principal of a person participating in one of those
covered transactions.



Sec. 1471.120  May we grant an exception to let an excluded person
participate in a covered transaction?

    (a) The Agency Director may grant an exception permitting an
excluded person to participate in a particular covered transaction. If
the Agency Director grants an exception, the exception must be in
writing and state the reason(s) for deviating from the governmentwide
policy in Executive Order 12549.
    (b) An exception granted by one agency for an excluded person does
not extend to the covered transactions of another agency.



Sec. 1471.125  Does an exclusion under the nonprocurement system
affect a person's eligibility for Federal procurement contracts?

    If any Federal agency excludes a person under its nonprocurement
common rule on or after August 25, 1995, the excluded person is also
ineligible to participate in Federal procurement transactions under the
FAR. Therefore, an exclusion under this part has reciprocal effect in
Federal procurement transactions.



Sec. 1471.130  Does exclusion under the Federal procurement system
affect a person's eligibility to participate in nonprocurement

transactions?

    If any Federal agency excludes a person under the FAR on or after
August 25, 1995, the excluded person is also ineligible to participate
in nonprocurement covered transactions under this

[[Page 124]]

part. Therefore, an exclusion under the FAR has reciprocal effect in
Federal nonprocurement transactions.



Sec. 1471.135  May the Federal Mediation and Conciliation Service
exclude a person who is not currently participating in a

nonprocurement transaction?

    Given a cause that justifies an exclusion under this part, we may
exclude any person who has been involved, is currently involved, or may
reasonably be expected to be involved in a covered transaction.



Sec. 1471.140  How do I know if a person is excluded?

    Check the Excluded Parties List System (EPLS) to determine whether a
person is excluded. The General Services Administration (GSA) maintains
the EPLS and makes it available, as detailed in subpart E of this part.
When a Federal agency takes an action to exclude a person under the
nonprocurement or procurement debarment and suspension system, the
agency enters the information about the excluded person into the EPLS.



Sec. 1471.145  Does this part address persons who are disqualified,
as well as those who are excluded from nonprocurement transactions?

    Except if provided for in subpart J of this part, this part--
    (a) Addresses disqualified persons only to--
    (1) Provide for their inclusion in the EPLS; and
    (2) State responsibilities of Federal agencies and participants to
check for disqualified persons before entering into covered
transactions.
    (b) Does not specify the--
    (1) FMCS transactions for which a disqualified person is ineligible.
Those transactions vary on a case-by-case basis, because they depend on
the language of the specific statute, Executive order, or regulation
that caused the disqualification;
    (2) Entities to which the disqualification applies; or
    (3) Process that the agency uses to disqualify a person. Unlike
exclusion, disqualification is frequently not a discretionary action
that a Federal agency takes.



                     Subpart B_Covered Transactions



Sec. 1471.200  What is a covered transaction?

    A covered transaction is a nonprocurement or procurement transaction
that is subject to the prohibitions of this part. It may be a
transaction at--
    (a) The primary tier, between a Federal agency and a person (see
appendix to this part); or
    (b) A lower tier, between a participant in a covered transaction and
another person.



Sec. 1471.205  Why is it important if a particular transaction is a
covered transaction?

    The importance of a covered transaction depends upon who you are.
    (a) As a participant in the transaction, you have the
responsibilities laid out in subpart C of this part. Those include
responsibilities to the person or Federal agency at the next higher tier
from whom you received the transaction, if any. They also include
responsibilities if you subsequently enter into other covered
transactions with persons at the next lower tier.
    (b) As a Federal official who enters into a primary tier
transaction, you have the responsibilities laid out in subpart D of this
part.
    (c) As an excluded person, you may not be a participant or principal
in the transaction unless--
    (1) The person who entered into the transaction with you allows you
to continue your involvement in a transaction that predates your
exclusion, as permitted under Sec. 1471.310 or Sec. 1471.415; or
    (2) A(n) FMCS official obtains an exception from the Agency Director
to allow you to be involved in the transaction, as permitted under Sec.
1471.120.



Sec. 1471.210  Which nonprocurement transactions are covered
transactions?

    All nonprocurement transactions, as defined in Sec. 1471.970, are
covered transactions unless listed in Sec. 1471.215. (See appendix to
this part.)

[[Page 125]]



Sec. 1471.215  Which nonprocurement transactions are not covered
transactions?

    The following types of nonprocurement transactions are not covered
transactions:
    (a) A direct award to--
    (1) A foreign government or foreign governmental entity;
    (2) A public international organization;
    (3) An entity owned (in whole or in part) or controlled by a foreign
government; or
    (4) Any other entity consisting wholly or partially of one or more
foreign governments or foreign governmental entities.
    (b) A benefit to an individual as a personal entitlement without
regard to the individual's present responsibility (but benefits received
in an individual's business capacity are not excepted). For example, if
a person receives social security benefits under the Supplemental
Security Income provisions of the Social Security Act, 42 U.S.C. 1301 et
seq., those benefits are not covered transactions and, therefore, are
not affected if the person is excluded.
    (c) Federal employment.
    (d) A transaction that the Federal Mediation and Conciliation
Service needs to respond to a national or agency-recognized emergency or
disaster.
    (e) A permit, license, certificate, or similar instrument issued as
a means to regulate public health, safety, or the environment, unless
the Federal Mediation and Conciliation Service specifically designates
it to be a covered transaction.
    (f) An incidental benefit that results from ordinary governmental
operations.
    (g) Any other transaction if the application of an exclusion to the
transaction is prohibited by law.



Sec. 1471.220  Are any procurement contracts included as covered
transactions?

    (a) Covered transactions under this part--
    (1) Do not include any procurement contracts awarded directly by a
Federal agency; but
    (2) Do include some procurement contracts awarded by non-Federal
participants in nonprocurement covered transactions (see appendix to
this part).
    (b) Specifically, a contract for goods or services is a covered
transaction if any of the following applies:
    (1) The contract is awarded by a participant in a nonprocurement
transaction that is covered under Sec. 1471.210, and the amount of the
contract is expected to equal or exceed $25,000.
    (2) The contract requires the consent of a(n) FMCS official. In that
case, the contract, regardless of the amount, always is a covered
transaction, and it does not matter who awarded it. For example, it
could be a subcontract awarded by a contractor at a tier below a
nonprocurement transaction, as shown in the appendix to this part.
    (3) The contract is for federally-required audit services.



Sec. 1471.225  How do I know if a transaction in which I may
participate is a covered transaction?

    As a participant in a transaction, you will know that it is a
covered transaction because the agency regulations governing the
transaction, the appropriate agency official, or participant at the next
higher tier who enters into the transaction with you, will tell you that
you must comply with applicable portions of this part.



    Subpart C_Responsibilities of Participants Regarding Transactions

                    Doing Business With Other Persons



Sec. 1471.300  What must I do before I enter into a covered transaction
with another person at the next lower tier?

    When you enter into a covered transaction with another person at the
next lower tier, you must verify that the person with whom you intend to
do business is not excluded or disqualified. You do this by:
    (a) Checking the EPLS; or
    (b) Collecting a certification from that person if allowed by this
rule; or
    (c) Adding a clause or condition to the covered transaction with
that person.

[[Page 126]]



Sec. 1471.305  May I enter into a covered transaction with an excluded
or disqualified person?

    (a) You as a participant may not enter into a covered transaction
with an excluded person, unless the Federal Mediation and Conciliation
Service grants an exception under Sec. 1471.120.
    (b) You may not enter into any transaction with a person who is
disqualified from that transaction, unless you have obtained an
exception under the disqualifying statute, Executive order, or
regulation.



Sec. 1471.310  What must I do if a Federal agency excludes a person
with whom I am already doing business in a covered transaction?

    (a) You as a participant may continue covered transactions with an
excluded person if the transactions were in existence when the agency
excluded the person. However, you are not required to continue the
transactions, and you may consider termination. You should make a
decision about whether to terminate and the type of termination action,
if any, only after a thorough review to ensure that the action is proper
and appropriate.
    (b) You may not renew or extend covered transactions (other than no-
cost time extensions) with any excluded person, unless the Federal
Mediation and Conciliation Service grants an exception under Sec.
1471.120.



Sec. 1471.315  May I use the services of an excluded person as a
principal under a covered transaction?

    (a) You as a participant may continue to use the services of an
excluded person as a principal under a covered transaction if you were
using the services of that person in the transaction before the person
was excluded. However, you are not required to continue using that
person's services as a principal. You should make a decision about
whether to discontinue that person's services only after a thorough
review to ensure that the action is proper and appropriate.
    (b) You may not begin to use the services of an excluded person as a
principal under a covered transaction unless the Federal Mediation and
Conciliation Service grants an exception under Sec. 1471.120.



Sec. 1471.320  Must I verify that principals of my covered
transactions are eligible to participate?

    Yes, you as a participant are responsible for determining whether
any of your principals of your covered transactions is excluded or
disqualified from participating in the transaction. You may decide the
method and frequency by which you do so. You may, but you are not
required to, check the EPLS.



Sec. 1471.325  What happens if I do business with an excluded person
in a covered transaction?

    If as a participant you knowingly do business with an excluded
person, we may disallow costs, annul or terminate the transaction, issue
a stop work order, debar or suspend you, or take other remedies as
appropriate.



Sec. 1471.330  What requirements must I pass down to persons at lower
tiers with whom I intend to do business?

    Before entering into a covered transaction with a participant at the
next lower tier, you must require that participant to--
    (a) Comply with this subpart as a condition of participation in the
transaction. You may do so using any method(s), unless Sec. 1471.440
requires you to use specific methods.
    (b) Pass the requirement to comply with this subpart to each person
with whom the participant enters into a covered transaction at the next
lower tier.

            Disclosing Information--Primary Tier Participants



Sec. 1471.335  What information must I provide before entering into
a covered transaction with the Federal Mediation and Conciliation

Service?

    Before you enter into a covered transaction at the primary tier, you
as the participant must notify the FMCS office that is entering into the
transaction with you, if you know that you or any of the principals for
that covered transaction:
    (a) Are presently excluded or disqualified;

[[Page 127]]

    (b) Have been convicted within the preceding three years of any of
the offenses listed in Sec. 1471.800(a) or had a civil judgment
rendered against you for one of those offenses within that time period;
    (c) Are presently indicted for or otherwise criminally or civilly
charged by a governmental entity (Federal, State or local) with
commission of any of the offenses listed in Sec. 1471.800(a); or
    (d) Have had one or more public transactions (Federal, State, or
local) terminated within the preceding three years for cause or default.



Sec. 1471.340  If I disclose unfavorable information required under
Sec. 1471.335, will I be prevented from participating in the

transaction?

    As a primary tier participant, your disclosure of unfavorable
information about yourself or a principal under Sec. 1471.335 will not
necessarily cause us to deny your participation in the covered
transaction. We will consider the information when we determine whether
to enter into the covered transaction. We also will consider any
additional information or explanation that you elect to submit with the
disclosed information.



Sec. 1471.345  What happens if I fail to disclose information required
under Sec. 1471.335?

    If we later determine that you failed to disclose information under
Sec. 1471.335 that you knew at the time you entered into the covered
transaction, we may--
    (a) Terminate the transaction for material failure to comply with
the terms and conditions of the transaction; or
    (b) Pursue any other available remedies, including suspension and
debarment.



Sec. 1471.350  What must I do if I learn of information required under
Sec. 1471.335 after entering into a covered transaction with the

Federal Mediation and Conciliation Service?

    At any time after you enter into a covered transaction, you must
give immediate written notice to the FMCS office with which you entered
into the transaction if you learn either that--
    (a) You failed to disclose information earlier, as required by Sec.
1471.335; or
    (b) Due to changed circumstances, you or any of the principals for
the transaction now meet any of the criteria in Sec. 1471.335.

             Disclosing Information--Lower Tier Participants



Sec. 1471.355  What information must I provide to a higher tier
participant before entering into a covered transaction with that

participant?

    Before you enter into a covered transaction with a person at the
next higher tier, you as a lower tier participant must notify that
person if you know that you or any of the principals are presently
excluded or disqualified.



Sec. 1471.360  What happens if I fail to disclose the information
required under Sec. 1471.355?

    If we later determine that you failed to tell the person at the
higher tier that you were excluded or disqualified at the time you
entered into the covered transaction with that person, we may pursue any
available remedies, including suspension and debarment.



Sec. 1471.365  What must I do if I learn of information required under
Sec. 1471.355 after entering into a covered transaction with a higher

tier participant?

    At any time after you enter into a lower tier covered transaction
with a person at a higher tier, you must provide immediate written
notice to that person if you learn either that--
    (a) You failed to disclose information earlier, as required by Sec.
1471.355; or
    (b) Due to changed circumstances, you or any of the principals for
the transaction now meet any of the criteria in Sec. 1471.355.



   Subpart D_Responsibilities of FMCS Officials Regarding Transactions



Sec. 1471.400  May I enter into a transaction with an excluded or
disqualified person?

    (a) You as an agency official may not enter into a covered
transaction with an excluded person unless you obtain an exception under
Sec. 1471.120.

[[Page 128]]

    (b) You may not enter into any transaction with a person who is
disqualified from that transaction, unless you obtain a waiver or
exception under the statute, Executive order, or regulation that is the
basis for the person's disqualification.



Sec. 1471.405  May I enter into a covered transaction with a
participant if a principal of the transaction is excluded?

    As an agency official, you may not enter into a covered transaction
with a participant if you know that a principal of the transaction is
excluded, unless you obtain an exception under Sec. 1471.120.



Sec. 1471.410  May I approve a participant's use of the services of an
excluded person?

    After entering into a covered transaction with a participant, you as
an agency official may not approve a participant's use of an excluded
person as a principal under that transaction, unless you obtain an
exception under Sec. 1471.120.



Sec. 1471.415  What must I do if a Federal agency excludes the
participant or a principal after I enter into a covered transaction?

    (a) You as an agency official may continue covered transactions with
an excluded person, or under which an excluded person is a principal, if
the transactions were in existence when the person was excluded. You are
not required to continue the transactions, however, and you may consider
termination. You should make a decision about whether to terminate and
the type of termination action, if any, only after a thorough review to
ensure that the action is proper.
    (b) You may not renew or extend covered transactions (other than no-
cost time extensions) with any excluded person, or under which an
excluded person is a principal, unless you obtain an exception under
Sec. 1471.120.



Sec. 1471.420  May I approve a transaction with an excluded or
disqualified person at a lower tier?

    If a transaction at a lower tier is subject to your approval, you as
an agency official may not approve--
    (a) A covered transaction with a person who is currently excluded,
unless you obtain an exception under Sec. 1471.120; or
    (b) A transaction with a person who is disqualified from that
transaction, unless you obtain a waiver or exception under the statute,
Executive order, or regulation that is the basis for the person's
disqualification.



Sec. 1471.425  When do I check to see if a person is excluded or
disqualified?

    As an agency official, you must check to see if a person is excluded
or disqualified before you--
    (a) Enter into a primary tier covered transaction;
    (b) Approve a principal in a primary tier covered transaction;
    (c) Approve a lower tier participant if agency approval of the lower
tier participant is required; or
    (d) Approve a principal in connection with a lower tier transaction
if agency approval of the principal is required.



Sec. 1471.430  How do I check to see if a person is excluded or
disqualified?

    You check to see if a person is excluded or disqualified in two
ways:
    (a) You as an agency official must check the EPLS when you take any
action listed in Sec. 1471.425.
    (b) You must review information that a participant gives you, as
required by Sec. 1471.335, about its status or the status of the
principals of a transaction.



Sec. 1471.435  What must I require of a primary tier participant?

    You as an agency official must require each participant in a primary
tier covered transaction to--
    (a) Comply with subpart C of this part as a condition of
participation in the transaction; and
    (b) Communicate the requirement to comply with subpart C of this
part to persons at the next lower tier with whom the primary tier
participant enters into covered transactions.



Sec. 1471.440  What method do I use to communicate those requirements
to participants?

    To communicate the requirement you must include a term or condition

[[Page 129]]

in the transaction requiring the participants' compliance with subpart C
of this part and requiring them to include a similar term or condition
in lower-tier covered transactions.

[68 FR 66604, Nov. 26, 2003]



Sec. 1471.445  What action may I take if a primary tier participant
knowingly does business with an excluded or disqualified person?

    If a participant knowingly does business with an excluded or
disqualified person, you as an agency official may refer the matter for
suspension and debarment consideration. You may also disallow costs,
annul or terminate the transaction, issue a stop work order, or take any
other appropriate remedy.



Sec. 1471.450  What action may I take if a primary tier participant
fails to disclose the information required under Sec. 1471.335?

    If you as an agency official determine that a participant failed to
disclose information, as required by Sec. 1471.335, at the time it
entered into a covered transaction with you, you may--
    (a) Terminate the transaction for material failure to comply with
the terms and conditions of the transaction; or
    (b) Pursue any other available remedies, including suspension and
debarment.



Sec. 1471.455  What may I do if a lower tier participant fails to
disclose the information required under Sec. 1471.355 to the next

higher tier?

    If you as an agency official determine that a lower tier participant
failed to disclose information, as required by Sec. 1471.355, at the
time it entered into a covered transaction with a participant at the
next higher tier, you may pursue any remedies available to you,
including the initiation of a suspension or debarment action.



                 Subpart E_Excluded Parties List System



Sec. 1471.500  What is the purpose of the Excluded Parties List
System (EPLS)?

    The EPLS is a widely available source of the most current
information about persons who are excluded or disqualified from covered
transactions.



Sec. 1471.505  Who uses the EPLS?

    (a) Federal agency officials use the EPLS to determine whether to
enter into a transaction with a person, as required under Sec.
1471.430.
    (b) Participants also may, but are not required to, use the EPLS to
determine if--
    (1) Principals of their transactions are excluded or disqualified,
as required under Sec. 1471.320; or
    (2) Persons with whom they are entering into covered transactions at
the next lower tier are excluded or disqualified.
    (c) The EPLS is available to the general public.



Sec. 1471.510  Who maintains the EPLS?

    In accordance with the OMB guidelines, the General Services
Administration (GSA) maintains the EPLS. When a Federal agency takes an
action to exclude a person under the nonprocurement or procurement
debarment and suspension system, the agency enters the information about
the excluded person into the EPLS.



Sec. 1471.515  What specific information is in the EPLS?

    (a) At a minimum, the EPLS indicates--
    (1) The full name (where available) and address of each excluded or
disqualified person, in alphabetical order, with cross references if
more than one name is involved in a single action;
    (2) The type of action;
    (3) The cause for the action;
    (4) The scope of the action;
    (5) Any termination date for the action;
    (6) The agency and name and telephone number of the agency point of
contact for the action; and
    (7) The Dun and Bradstreet Number (DUNS), or other similar code
approved

[[Page 130]]

by the GSA, of the excluded or disqualified person, if available.
    (b)(1) The database for the EPLS includes a field for the Taxpayer
Identification Number (TIN) (the social security number (SSN) for an
individual) of an excluded or disqualified person.
    (2) Agencies disclose the SSN of an individual to verify the
identity of an individual, only if permitted under the Privacy Act of
1974 and, if appropriate, the Computer Matching and Privacy Protection
Act of 1988, as codified in 5 U.S.C. 552(a).



Sec. 1471.520  Who places the information into the EPLS?

    Federal officials who take actions to exclude persons under this
part or officials who are responsible for identifying disqualified
persons must enter the following information about those persons into
the EPLS:
    (a) Information required by Sec. 1471.515(a);
    (b) The Taxpayer Identification Number (TIN) of the excluded or
disqualified person, including the social security number (SSN) for an
individual, if the number is available and may be disclosed under law;
    (c) Information about an excluded or disqualified person, generally
within five working days, after--
    (1) Taking an exclusion action;
    (2) Modifying or rescinding an exclusion action;
    (3) Finding that a person is disqualified; or
    (4) Finding that there has been a change in the status of a person
who is listed as disqualified.



Sec. 1471.525  Whom do I ask if I have questions about a person in
the EPLS?

    If you have questions about a person in the EPLS, ask the point of
contact for the Federal agency that placed the person's name into the
EPLS. You may find the agency point of contact from the EPLS.



Sec. 1471.530  Where can I find the EPLS?

    (a) You may access the EPLS through the Internet, currently at
http://epls.arnet.gov.
    (b) As of November 26, 2003, you may also subscribe to a printed
version. However, we anticipate discontinuing the printed version. Until
it is discontinued, you may obtain the printed version by purchasing a
yearly subscription from the Superintendent of Documents, U.S.
Government Printing Office, Washington, DC 20402, or by calling the
Government Printing Office Inquiry and Order Desk at (202) 783-3238.



   Subpart F_General Principles Relating to Suspension and Debarment
                                 Actions



Sec. 1471.600  How do suspension and debarment actions start?

    When we receive information from any source concerning a cause for
suspension or debarment, we will promptly report and investigate it. We
refer the question of whether to suspend or debar you to our suspending
or debarring official for consideration, if appropriate.



Sec. 1471.605  How does suspension differ from debarment?

    Suspension differs from debarment in that--

------------------------------------------------------------------------
      A suspending official . . .           A debarring official . . .
------------------------------------------------------------------------
(a) Imposes suspension as a temporary    Imposes debarment for a
 status of ineligibility for              specified period as a final
 procurement and nonprocurement           determination that a person is
 transactions, pending completion of an   not presently responsible.
 investigation or legal proceedings.
(b) Must--.............................  Must conclude, based on a
(1) Have adequate evidence that there     preponderance of the evidence,
 may be a cause for debarment of a        that the person has engaged in
 person; and.                             conduct that warrants
(2) Conclude that immediate action is     debarment.
 necessary to protect the Federal
 interest.
(c) Usually imposes the suspension       Imposes debarment after giving
 first, and then promptly notifies the    the respondent notice of the
 suspended person, giving the person an   action and an opportunity to
 opportunity to contest the suspension    contest the proposed
 and have it lifted.                      debarment.
------------------------------------------------------------------------


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Sec. 1471.610  What procedures does the Federal Mediation and
Conciliation Service use in suspension and debarment actions?

    In deciding whether to suspend or debar you, we handle the actions
as informally as practicable, consistent with principles of fundamental
fairness.
    (a) For suspension actions, we use the procedures in this subpart
and subpart G of this part.
    (b) For debarment actions, we use the procedures in this subpart and
subpart H of this part.



Sec. 1471.615  How does the Federal Mediation and Conciliation Service
notify a person of a suspension or debarment action?

    (a) The suspending or debarring official sends a written notice to
the last known street address, facsimile number, or e-mail address of--
    (1) You or your identified counsel; or
    (2) Your agent for service of process, or any of your partners,
officers, directors, owners, or joint venturers.
    (b) The notice is effective if sent to any of these persons.



Sec. 1471.620  Do Federal agencies coordinate suspension and debarment
actions?

    Yes, when more than one Federal agency has an interest in a
suspension or debarment, the agencies may consider designating one
agency as the lead agency for making the decision. Agencies are
encouraged to establish methods and procedures for coordinating their
suspension and debarment actions.



Sec. 1471.625  What is the scope of a suspension or debarment?

    If you are suspended or debarred, the suspension or debarment is
effective as follows:
    (a) Your suspension or debarment constitutes suspension or debarment
of all of your divisions and other organizational elements from all
covered transactions, unless the suspension or debarment decision is
limited--
    (1) By its terms to one or more specifically identified individuals,
divisions, or other organizational elements; or
    (2) To specific types of transactions.
    (b) Any affiliate of a participant may be included in a suspension
or debarment action if the suspending or debarring official--
    (1) Officially names the affiliate in the notice; and
    (2) Gives the affiliate an opportunity to contest the action.



Sec. 1471.630  May the Federal Mediation and Conciliation Service
impute conduct of one person to another?

    For purposes of actions taken under this rule, we may impute conduct
as follows:
    (a) Conduct imputed from an individual to an organization. We may
impute the fraudulent, criminal, or other improper conduct of any
officer, director, shareholder, partner, employee, or other individual
associated with an organization, to that organization when the improper
conduct occurred in connection with the individual's performance of
duties for or on behalf of that organization, or with the organization's
knowledge, approval or acquiescence. The organization's acceptance of
the benefits derived from the conduct is evidence of knowledge, approval
or acquiescence.
    (b) Conduct imputed from an organization to an individual, or
between individuals. We may impute the fraudulent, criminal, or other
improper conduct of any organization to an individual, or from one
individual to another individual, if the individual to whom the improper
conduct is imputed either participated in, had knowledge of, or reason
to know of the improper conduct.
    (c) Conduct imputed from one organization to another organization.
We may impute the fraudulent, criminal, or other improper conduct of one
organization to another organization when the improper conduct occurred
in connection with a partnership, joint venture, joint application,
association or similar arrangement, or when the organization to whom the
improper conduct is imputed has the power to direct, manage, control or
influence the activities of the organization responsible for the
improper conduct. Acceptance of the benefits derived from the conduct is
evidence of knowledge, approval or acquiescence.

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Sec. 1471.635  May the Federal Mediation and Conciliation Service
settle a debarment or suspension action?

    Yes, we may settle a debarment or suspension action at any time if
it is in the best interest of the Federal Government.



Sec. 1471.640  May a settlement include a voluntary exclusion?

    Yes, if we enter into a settlement with you in which you agree to be
excluded, it is called a voluntary exclusion and has governmentwide
effect.



Sec. 1471.645  Do other Federal agencies know if the Federal Mediation
and Conciliation Service agrees to a voluntary exclusion?

    (a) Yes, we enter information regarding a voluntary exclusion into
the EPLS.
    (b) Also, any agency or person may contact us to find out the
details of a voluntary exclusion.



                          Subpart G_Suspension



Sec. 1471.700  When may the suspending official issue a suspension?

    Suspension is a serious action. Using the procedures of this subpart
and subpart F of this part, the suspending official may impose
suspension only when that official determines that--
    (a) There exists an indictment for, or other adequate evidence to
suspect, an offense listed under Sec. 1471.800(a), or
    (b) There exists adequate evidence to suspect any other cause for
debarment listed under Sec. 1471.800(b) through (d); and
    (c) Immediate action is necessary to protect the public interest.



Sec. 1471.705  What does the suspending official consider in issuing
a suspension?

    (a) In determining the adequacy of the evidence to support the
suspension, the suspending official considers how much information is
available, how credible it is given the circumstances, whether or not
important allegations are corroborated, and what inferences can
reasonably be drawn as a result. During this assessment, the suspending
official may examine the basic documents, including grants, cooperative
agreements, loan authorizations, contracts, and other relevant
documents.
    (b) An indictment, conviction, civil judgment, or other official
findings by Federal, State, or local bodies that determine factual and/
or legal matters, constitutes adequate evidence for purposes of
suspension actions.
    (c) In deciding whether immediate action is needed to protect the
public interest, the suspending official has wide discretion. For
example, the suspending official may infer the necessity for immediate
action to protect the public interest either from the nature of the
circumstances giving rise to a cause for suspension or from potential
business relationships or involvement with a program of the Federal
Government.



Sec. 1471.710  When does a suspension take effect?

    A suspension is effective when the suspending official signs the
decision to suspend.



Sec. 1471.715  What notice does the suspending official give me if
I am suspended?

    After deciding to suspend you, the suspending official promptly
sends you a Notice of Suspension advising you--
    (a) That you have been suspended;
    (b) That your suspension is based on--
    (1) An indictment;
    (2) A conviction;
    (3) Other adequate evidence that you have committed irregularities
which seriously reflect on the propriety of further Federal Government
dealings with you; or
    (4) Conduct of another person that has been imputed to you, or your
affiliation with a suspended or debarred person;
    (c) Of any other irregularities in terms sufficient to put you on
notice without disclosing the Federal Government's evidence;
    (d) Of the cause(s) upon which we relied under Sec. 1471.700 for
imposing suspension;
    (e) That your suspension is for a temporary period pending the
completion of an investigation or resulting legal or debarment
proceedings;

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    (f) Of the applicable provisions of this subpart, subpart F of this
part, and any other FMCS procedures governing suspension decision
making; and
    (g) Of the governmentwide effect of your suspension from procurement
and nonprocurement programs and activities.



Sec. 1471.720  How may I contest a suspension?

    If you as a respondent wish to contest a suspension, you or your
representative must provide the suspending official with information in
opposition to the suspension. You may do this orally or in writing, but
any information provided orally that you consider important must also be
submitted in writing for the official record.



Sec. 1471.725  How much time do I have to contest a suspension?

    (a) As a respondent you or your representative must either send, or
make rrangements to appear and present, the information and argument to
the suspending official within 30 days after you receive the Notice of
Suspension.
    (b) We consider the notice to be received by you--
    (1) When delivered, if we mail the notice to the last known street
address, or five days after we send it if the letter is undeliverable;
    (2) When sent, if we send the notice by facsimile or five days after
we send it if the facsimile is undeliverable; or
    (3) When delivered, if we send the notice by e-mail or five days
after we send it if the e-mail is undeliverable.



Sec. 1471.730  What information must I provide to the suspending
official if I contest a suspension?

    (a) In addition to any information and argument in opposition, as a
respondent your submission to the suspending official must identify--
    (1) Specific facts that contradict the statements contained in the
Notice of Suspension. A general denial is insufficient to raise a
genuine dispute over facts material to the suspension;
    (2) All existing, proposed, or prior exclusions under regulations
implementing E.O. 12549 and all similar actions taken by Federal, state,
or local agencies, including administrative agreements that affect only
those agencies;
    (3) All criminal and civil proceedings not included in the Notice of
Suspension that grew out of facts relevant to the cause(s) stated in the
notice; and
    (4) All of your affiliates.
    (b) If you fail to disclose this information, or provide false
information, the Federal Mediation and Conciliation Service may seek
further criminal, civil or administrative action against you, as
appropriate.



Sec. 1471.735  Under what conditions do I get an additional opportunity
to challenge the facts on which the suspension is based?

    (a) You as a respondent will not have an additional opportunity to
challenge the facts if the suspending official determines that--
    (1) Your suspension is based upon an indictment, conviction, civil
judgment, or other finding by a Federal, State, or local body for which
an opportunity to contest the facts was provided;
    (2) Your presentation in opposition contains only general denials to
information contained in the Notice of Suspension;
    (3) The issues raised in your presentation in opposition to the
suspension are not factual in nature, or are not material to the
suspending official's initial decision to suspend, or the official's
decision whether to continue the suspension; or
    (4) On the basis of advice from the Department of Justice, an office
of the United States Attorney, a State attorney general's office, or a
State or local prosecutor's office, that substantial interests of the
government in pending or contemplated legal proceedings based on the
same facts as the suspension would be prejudiced by conducting fact-
finding.
    (b) You will have an opportunity to challenge the facts if the
suspending official determines that--
    (1) The conditions in paragraph (a) of this section do not exist;
and
    (2) Your presentation in opposition raises a genuine dispute over
facts material to the suspension.
    (c) If you have an opportunity to challenge disputed material facts

[[Page 134]]

under this section, the suspending official or designee must conduct
additional proceedings to resolve those facts.



Sec. 1471.740  Are suspension proceedings formal?

    (a) Suspension proceedings are conducted in a fair and informal
manner. The suspending official may use flexible procedures to allow you
to present matters in opposition. In so doing, the suspending official
is not required to follow formal rules of evidence or procedure in
creating an official record upon which the official will base a final
suspension decision.
    (b) You as a respondent or your representative must submit any
documentary evidence you want the suspending official to consider.



Sec. 1471.745  How is fact-finding conducted?

    (a) If fact-finding is conducted--
    (1) You may present witnesses and other evidence, and confront any
witness presented; and
    (2) The fact-finder must prepare written findings of fact for the
record.
    (b) A transcribed record of fact-finding proceedings must be made,
unless you as a respondent and the Federal Mediation and Conciliation
Service agree to waive it in advance. If you want a copy of the
transcribed record, you may purchase it.



Sec. 1471.750  What does the suspending official consider in
deciding whether to continue or terminate my suspension?

    (a) The suspending official bases the decision on all information
contained in the official record. The record includes--
    (1) All information in support of the suspending official's initial
decision to suspend you;
    (2) Any further information and argument presented in support of, or
opposition to, the suspension; and
    (3) Any transcribed record of fact-finding proceedings.
    (b) The suspending official may refer disputed material facts to
another official for findings of fact. The suspending official may
reject any resulting findings, in whole or in part, only after
specifically determining them to be arbitrary, capricious, or clearly
erroneous.



Sec. 1471.755  When will I know whether the suspension is continued
or terminated?

    The suspending official must make a written decision whether to
continue, modify, or terminate your suspension within 45 days of closing
the official record. The official record closes upon the suspending
official's receipt of final submissions, information and findings of
fact, if any. The suspending official may extend that period for good
cause.



Sec. 1471.760  How long may my suspension last?

    (a) If legal or debarment proceedings are initiated at the time of,
or during your suspension, the suspension may continue until the
conclusion of those proceedings. However, if proceedings are not
initiated, a suspension may not exceed 12 months.
    (b) The suspending official may extend the 12 month limit under
paragraph (a) of this section for an additional 6 months if an office of
a U.S. Assistant Attorney General, U.S. Attorney, or other responsible
prosecuting official requests an extension in writing. In no event may a
suspension exceed 18 months without initiating proceedings under
paragraph (a) of this section.
    (c) The suspending official must notify the appropriate officials
under paragraph (b) of this section of an impending termination of a
suspension at least 30 days before the 12 month period expires to allow
the officials an opportunity to request an extension.



                           Subpart H_Debarment



Sec. 1471.800  What are the causes for debarment?

    We may debar a person for--
    (a) Conviction of or civil judgment for--
    (1) Commission of fraud or a criminal offense in connection with
obtaining, attempting to obtain, or performing a public or private
agreement or transaction;

[[Page 135]]

    (2) Violation of Federal or State antitrust statutes, including
those proscribing price fixing between competitors, allocation of
customers between competitors, and bid rigging;
    (3) Commission of embezzlement, theft, forgery, bribery,
falsification or destruction of records, making false statements, tax
evasion, receiving stolen property, making false claims, or obstruction
of justice; or
    (4) Commission of any other offense indicating a lack of business
integrity or business honesty that seriously and directly affects your
present responsibility;
    (b) Violation of the terms of a public agreement or transaction so
serious as to affect the integrity of an agency program, such as--
    (1) A willful failure to perform in accordance with the terms of one
or more public agreements or transactions;
    (2) A history of failure to perform or of unsatisfactory performance
of one or more public agreements or transactions; or
    (3) A willful violation of a statutory or regulatory provision or
requirement applicable to a public agreement or transaction;
    (c) Any of the following causes:
    (1) A nonprocurement debarment by any Federal agency taken before
October 1, 1988, or a procurement debarment by any Federal agency taken
pursuant to 48 CFR part 9, subpart 9.4, before August 25, 1995;
    (2) Knowingly doing business with an ineligible person, except as
permitted under Sec. 1471.120;
    (3) Failure to pay a single substantial debt, or a number of
outstanding debts (including disallowed costs and overpayments, but not
including sums owed the Federal Government under the Internal Revenue
Code) owed to any Federal agency or instrumentality, provided the debt
is uncontested by the debtor or, if contested, provided that the
debtor's legal and administrative remedies have been exhausted;
    (4) Violation of a material provision of a voluntary exclusion
agreement entered into under Sec. 1471.640 or of any settlement of a
debarment or suspension action; or
    (5) Violation of the provisions of the Drug-Free Workplace Act of
1988 (41 U.S.C. 701); or
    (d) Any other cause of so serious or compelling a nature that it
affects your present responsibility.



Sec. 1471.805  What notice does the debarring official give me if I
am proposed for debarment?

    After consideration of the causes in Sec. 1471.800 of this subpart,
if the debarring official proposes to debar you, the official sends you
a Notice of Proposed Debarment, pursuant to Sec. 1471.615, advising
you--
    (a) That the debarring official is considering debarring you;
    (b) Of the reasons for proposing to debar you in terms sufficient to
put you on notice of the conduct or transactions upon which the proposed
debarment is based;
    (c) Of the cause(s) under Sec. 1471.800 upon which the debarring
official relied for proposing your debarment;
    (d) Of the applicable provisions of this subpart, subpart F of this
part, and any other FMCS procedures governing debarment; and
    (e) Of the governmentwide effect of a debarment from procurement and
nonprocurement programs and activities.



Sec. 1471.810  When does a debarment take effect?

    A debarment is not effective until the debarring official issues a
decision. The debarring official does not issue a decision until the
respondent has had an opportunity to contest the proposed debarment.



Sec. 1471.815  How may I contest a proposed debarment?

    If you as a respondent wish to contest a proposed debarment, you or
your representative must provide the debarring official with information
in opposition to the proposed debarment. You may do this orally or in
writing, but any information provided orally that you consider important
must also be submitted in writing for the official record.

[[Page 136]]



Sec. 1471.820  How much time do I have to contest a proposed
debarment?

    (a) As a respondent you or your representative must either send, or
make arrangements to appear and present, the information and argument to
the debarring official within 30 days after you receive the Notice of
Proposed Debarment.
    (b) We consider the Notice of Proposed Debarment to be received by
you--
    (1) When delivered, if we mail the notice to the last known street
address, or five days after we send it if the letter is undeliverable;
    (2) When sent, if we send the notice by facsimile or five days after
we send it if the facsimile is undeliverable; or
    (3) When delivered, if we send the notice by e-mail or five days
after we send it if the e-mail is undeliverable.



Sec. 1471.825  What information must I provide to the debarring
official if I contest a proposed debarment?

    (a) In addition to any information and argument in opposition, as a
respondent your submission to the debarring official must identify--
    (1) Specific facts that contradict the statements contained in the
Notice of Proposed Debarment. Include any information about any of the
factors listed in Sec. 1471.860. A general denial is insufficient to
raise a genuine dispute over facts material to the debarment;
    (2) All existing, proposed, or prior exclusions under regulations
implementing E.O. 12549 and all similar actions taken by Federal, State,
or local agencies, including administrative agreements that affect only
those agencies;
    (3) All criminal and civil proceedings not included in the Notice of
Proposed Debarment that grew out of facts relevant to the cause(s)
stated in the notice; and
    (4) All of your affiliates.
    (b) If you fail to disclose this information, or provide false
information, the Federal Mediation and Conciliation Service may seek
further criminal, civil or administrative action against you, as
appropriate.



Sec. 1471.830  Under what conditions do I get an additional
opportunity to challenge the facts on which a proposed debarment

is based?

    (a) You as a respondent will not have an additional opportunity to
challenge the facts if the debarring official determines that--
    (1) Your debarment is based upon a conviction or civil judgment;
    (2) Your presentation in opposition contains only general denials to
information contained in the Notice of Proposed Debarment; or
    (3) The issues raised in your presentation in opposition to the
proposed debarment are not factual in nature, or are not material to the
debarring official's decision whether to debar.
    (b) You will have an additional opportunity to challenge the facts
if the debarring official determines that--
    (1) The conditions in paragraph (a) of this section do not exist;
and
    (2) Your presentation in opposition raises a genuine dispute over
facts material to the proposed debarment.
    (c) If you have an opportunity to challenge disputed material facts
under this section, the debarring official or designee must conduct
additional proceedings to resolve those facts.



Sec. 1471.835  Are debarment proceedings formal?

    (a) Debarment proceedings are conducted in a fair and informal
manner. The debarring official may use flexible procedures to allow you
as a respondent to present matters in opposition. In so doing, the
debarring official is not required to follow formal rules of evidence or
procedure in creating an official record upon which the official will
base the decision whether to debar.
    (b) You or your representative must submit any documentary evidence
you want the debarring official to consider.



Sec. 1471.840  How is fact-finding conducted?

    (a) If fact-finding is conducted--
    (1) You may present witnesses and other evidence, and confront any
witness presented; and
    (2) The fact-finder must prepare written findings of fact for the
record.

[[Page 137]]

    (b) A transcribed record of fact-finding proceedings must be made,
unless you as a respondent and the Federal Mediation and Conciliation
Service agree to waive it in advance. If you want a copy of the
transcribed record, you may purchase it.



Sec. 1471.845  What does the debarring official consider in deciding
whether to debar me?

    (a) The debarring official may debar you for any of the causes in
Sec. 1471.800. However, the official need not debar you even if a cause
for debarment exists. The official may consider the seriousness of your
acts or omissions and the mitigating or aggravating factors set forth at
Sec. 1471.860.
    (b) The debarring official bases the decision on all information
contained in the official record. The record includes--
    (1) All information in support of the debarring official's proposed
debarment;
    (2) Any further information and argument presented in support of, or
in opposition to, the proposed debarment; and
    (3) Any transcribed record of fact-finding proceedings.
    (c) The debarring official may refer disputed material facts to
another official for findings of fact. The debarring official may reject
any resultant findings, in whole or in part, only after specifically
determining them to be arbitrary, capricious, or clearly erroneous.



Sec. 1471.850  What is the standard of proof in a debarment action?

    (a) In any debarment action, we must establish the cause for
debarment by a preponderance of the evidence.
    (b) If the proposed debarment is based upon a conviction or civil
judgment, the standard of proof is met.



Sec. 1471.855  Who has the burden of proof in a debarment action?

    (a) We have the burden to prove that a cause for debarment exists.
    (b) Once a cause for debarment is established, you as a respondent
have the burden of demonstrating to the satisfaction of the debarring
official that you are presently responsible and that debarment is not
necessary.



Sec. 1471.860  What factors may influence the debarring official's
decision?

    This section lists the mitigating and aggravating factors that the
debarring official may consider in determining whether to debar you and
the length of your debarment period. The debarring official may consider
other factors if appropriate in light of the circumstances of a
particular case. The existence or nonexistence of any factor, such as
one of those set forth in this section, is not necessarily determinative
of your present responsibility. In making a debarment decision, the
debarring official may consider the following factors:
    (a) The actual or potential harm or impact that results or may
result from the wrongdoing.
    (b) The frequency of incidents and/or duration of the wrongdoing.
    (c) Whether there is a pattern or prior history of wrongdoing. For
example, if you have been found by another Federal agency or a State
agency to have engaged in wrongdoing similar to that found in the
debarment action, the existence of this fact may be used by the
debarring official in determining that you have a pattern or prior
history of wrongdoing.
    (d) Whether you are or have been excluded or disqualified by an
agency of the Federal Government or have not been allowed to participate
in State or local contracts or assistance agreements on a basis of
conduct similar to one or more of the causes for debarment specified in
this part.
    (e) Whether you have entered into an administrative agreement with a
Federal agency or a State or local government that is not governmentwide
but is based on conduct similar to one or more of the causes for
debarment specified in this part.
    (f) Whether and to what extent you planned, initiated, or carried
out the wrongdoing.
    (g) Whether you have accepted responsibility for the wrongdoing and
recognize the seriousness of the misconduct that led to the cause for
debarment.

[[Page 138]]

    (h) Whether you have paid or agreed to pay all criminal, civil and
administrative liabilities for the improper activity, including any
investigative or administrative costs incurred by the government, and
have made or agreed to make full restitution.
    (i) Whether you have cooperated fully with the government agencies
during the investigation and any court or administrative action. In
determining the extent of cooperation, the debarring official may
consider when the cooperation began and whether you disclosed all
pertinent information known to you.
    (j) Whether the wrongdoing was pervasive within your organization.
    (k) The kind of positions held by the individuals involved in the
wrongdoing.
    (l) Whether your organization took appropriate corrective action or
remedial measures, such as establishing ethics training and implementing
programs to prevent recurrence.
    (m) Whether your principals tolerated the offense.
    (n) Whether you brought the activity cited as a basis for the
debarment to the attention of the appropriate government agency in a
timely manner.
    (o) Whether you have fully investigated the circumstances
surrounding the cause for debarment and, if so, made the result of the
investigation available to the debarring official.
    (p) Whether you had effective standards of conduct and internal
control systems in place at the time the questioned conduct occurred.
    (q) Whether you have taken appropriate disciplinary action against
the individuals responsible for the activity which constitutes the cause
for debarment.
    (r) Whether you have had adequate time to eliminate the
circumstances within your organization that led to the cause for the
debarment.
    (s) Other factors that are appropriate to the circumstances of a
particular case.



Sec. 1471.865  How long may my debarment last?

    (a) If the debarring official decides to debar you, your period of
debarment will be based on the seriousness of the cause(s) upon which
your debarment is based. Generally, debarment should not exceed three
years. However, if circumstances warrant, the debarring official may
impose a longer period of debarment.
    (b) In determining the period of debarment, the debarring official
may consider the factors in Sec. 1471.860. If a suspension has preceded
your debarment, the debarring official must consider the time you were
suspended.
    (c) If the debarment is for a violation of the provisions of the
Drug-Free Workplace Act of 1988, your period of debarment may not exceed
five years.



Sec. 1471.870  When do I know if the debarring official debars me?

    (a) The debarring official must make a written decision whether to
debar within 45 days of closing the official record. The official record
closes upon the debarring official's receipt of final submissions,
information and findings of fact, if any. The debarring official may
extend that period for good cause.
    (b) The debarring official sends you written notice, pursuant to
Sec. 1471.615 that the official decided, either--
    (1) Not to debar you; or
    (2) To debar you. In this event, the notice:
    (i) Refers to the Notice of Proposed Debarment;
    (ii) Specifies the reasons for your debarment;
    (iii) States the period of your debarment, including the effective
dates; and
    (iv) Advises you that your debarment is effective for covered
transactions and contracts that are subject to the Federal Acquisition
Regulation (48 CFR chapter 1), throughout the executive branch of the
Federal Government unless an agency head or an authorized designee
grants an exception.



Sec. 1471.875  May I ask the debarring official to reconsider a
decision to debar me?

    Yes, as a debarred person you may ask the debarring official to
reconsider the debarment decision or to reduce the time period or scope
of the debarment. However, you must put your request in writing and
support it with documentation.

[[Page 139]]



Sec. 1471.880  What factors may influence the debarring official
during reconsideration?

    The debarring official may reduce or terminate your debarment based
on--
    (a) Newly discovered material evidence;
    (b) A reversal of the conviction or civil judgment upon which your
debarment was based;
    (c) A bona fide change in ownership or management;
    (d) Elimination of other causes for which the debarment was imposed;
or
    (e) Other reasons the debarring official finds appropriate.



Sec. 1471.885  May the debarring official extend a debarment?

    (a) Yes, the debarring official may extend a debarment for an
additional period, if that official determines that an extension is
necessary to protect the public interest.
    (b) However, the debarring official may not extend a debarment
solely on the basis of the facts and circumstances upon which the
initial debarment action was based.
    (c) If the debarring official decides that a debarment for an
additional period is necessary, the debarring official must follow the
applicable procedures in this subpart, and subpart F of this part, to
extend the debarment.



                          Subpart I_Definitions



Sec. 1471.900  Adequate evidence.

    Adequate evidence means information sufficient to support the
reasonable belief that a particular act or omission has occurred.



Sec. 1471.905  Affiliate.

    Persons are affiliates of each other if, directly or indirectly,
either one controls or has the power to control the other or a third
person controls or has the power to control both. The ways we use to
determine control include, but are not limited to--
    (a) Interlocking management or ownership;
    (b) Identity of interests among family members;
    (c) Shared facilities and equipment;
    (d) Common use of employees; or
    (e) A business entity which has been organized following the
exclusion of a person which has the same or similar management,
ownership, or principal employees as the excluded person.



Sec. 1471.910  Agency.

    Agency means any United States executive department, military
department, defense agency, or any other agency of the executive branch.
Other agencies of the Federal government are not considered ``agencies''
for the purposes of this part unless they issue regulations adopting the
governmentwide Debarment and Suspension system under Executive orders
12549 and 12689.



Sec. 1471.915  Agent or representative.

    Agent or representative means any person who acts on behalf of, or
who is authorized to commit, a participant in a covered transaction.



Sec. 1471.920  Civil judgment.

    Civil judgment means the disposition of a civil action by any court
of competent jurisdiction, whether by verdict, decision, settlement,
stipulation, other disposition which creates a civil liability for the
complained of wrongful acts, or a final determination of liability under
the Program Fraud Civil Remedies Act of 1988 (31 U.S.C. 3801-3812).



Sec. 1471.925  Conviction.

    Conviction means--
    (a) A judgment or any other determination of guilt of a criminal
offense by any court of competent jurisdiction, whether entered upon a
verdict or plea, including a plea of nolo contendere; or
    (b) Any other resolution that is the functional equivalent of a
judgment, including probation before judgment and deferred prosecution.
A disposition without the participation of the court is the functional
equivalent of a judgment only if it includes an admission of guilt.



Sec. 1471.930  Debarment.

    Debarment means an action taken by a debarring official under
subpart H of this part to exclude a person from participating in covered
transactions and transactions covered under the Federal

[[Page 140]]

Acquisition Regulation (48 CFR chapter 1). A person so excluded is
debarred.



Sec. 1471.935  Debarring official.

    (a) Debarring official means an agency official who is authorized to
impose debarment. A debarring official is either--
    (1) The agency head; or
    (2) An official designated by the agency head.
    (b) [Reserved]



Sec. 1471.940  Disqualified.

    Disqualified means that a person is prohibited from participating in
specified Federal procurement or nonprocurement transactions as required
under a statute, Executive order (other than Executive Orders 12549 and
12689) or other authority. Examples of disqualifications include persons
prohibited under--
    (a) The Davis-Bacon Act (40 U.S.C. 276(a));
    (b) The equal employment opportunity acts and Executive orders; or
    (c) The Clean Air Act (42 U.S.C. 7606), Clean Water Act (33 U.S.C.
1368) and Executive Order 11738 (3 CFR, 1973 Comp., p. 799).



Sec. 1471.945  Excluded or exclusion.

    Excluded or exclusion means--
    (a) That a person or commodity is prohibited from being a
participant in covered transactions, whether the person has been
suspended; debarred; proposed for debarment under 48 CFR part 9, subpart
9.4; voluntarily excluded; or
    (b) The act of excluding a person.



Sec. 1471.950  Excluded Parties List System

    Excluded Parties List System (EPLS) means the list maintained and
disseminated by the General Services Administration (GSA) containing the
names and other information about persons who are ineligible. The EPLS
system includes the printed version entitled, ``List of Parties Excluded
or Disqualified from Federal Procurement and Nonprocurement Programs,''
so long as published.



Sec. 1471.955  Indictment.

    Indictment means an indictment for a criminal offense. A
presentment, information, or other filing by a competent authority
charging a criminal offense shall be given the same effect as an
indictment.



Sec. 1471.960  Ineligible or ineligibility.

    Ineligible or ineligibility means that a person or commodity is
prohibited from covered transactions because of an exclusion or
disqualification.



Sec. 1471.965  Legal proceedings.

    Legal proceedings means any criminal proceeding or any civil
judicial proceeding, including a proceeding under the Program Fraud
Civil Remedies Act (31 U.S.C. 3801-3812), to which the Federal
Government or a State or local government or quasi-governmental
authority is a party. The term also includes appeals from those
proceedings.



Sec. 1471.970  Nonprocurement transaction.

    (a) Nonprocurement transaction means any transaction, regardless of
type (except procurement contracts), including, but not limited to the
following:
    (1) Grants.
    (2) Cooperative agreements.
    (3) Scholarships.
    (4) Fellowships.
    (5) Contracts of assistance.
    (6) Loans.
    (7) Loan guarantees.
    (8) Subsidies.
    (9) Insurances.
    (10) Payments for specified uses.
    (11) Donation agreements.
    (b) A nonprocurement transaction at any tier does not require the
transfer of Federal funds.



Sec. 1471.975  Notice.

    Notice means a written communication served in person, sent by
certified mail or its equivalent, or sent electronically by e-mail or
facsimile. (See Sec. 1471.615.)



Sec. 1471.980  Participant.

    Participant means any person who submits a proposal for or who
enters into a covered transaction, including an agent or representative
of a participant.

[[Page 141]]



Sec. 1471.985  Person.

    Person means any individual, corporation, partnership, association,
unit of government, or legal entity, however organized.



Sec. 1471.990  Preponderance of the evidence.

    Preponderance of the evidence means proof by information that,
compared with information opposing it, leads to the conclusion that the
fact at issue is more probably true than not.



Sec. 1471.995  Principal.

    Principal means--
    (a) An officer, director, owner, partner, principal investigator, or
other person within a participant with management or supervisory
responsibilities related to a covered transaction; or
    (b) A consultant or other person, whether or not employed by the
participant or paid with Federal funds, who--
    (1) Is in a position to handle Federal funds;
    (2) Is in a position to influence or control the use of those funds;
or,
    (3) Occupies a technical or professional position capable of
substantially influencing the development or outcome of an activity
required to perform the covered transaction.



Sec. 1471.1000  Respondent.

    Respondent means a person against whom an agency has initiated a
debarment or suspension action.



Sec. 1471.1005  State.

    (a) State means--
    (1) Any of the states of the United States;
    (2) The District of Columbia;
    (3) The Commonwealth of Puerto Rico;
    (4) Any territory or possession of the United States; or
    (5) Any agency or instrumentality of a state.
    (b) For purposes of this part, State does not include institutions
of higher education, hospitals, or units of local government.



Sec. 1471.1010  Suspending official.

    (a) Suspending official means an agency official who is authorized
to impose suspension. The suspending official is either:
    (1) The agency head; or
    (2) An official designated by the agency head.
    (b) [Reserved]



Sec. 1471.1015  Suspension.

    Suspension is an action taken by a suspending official under subpart
G of this part that immediately prohibits a person from participating in
covered transactions and transactions covered under the Federal
Acquisition Regulation (48 CFR chapter 1) for a temporary period,
pending completion of an agency investigation and any judicial or
administrative proceedings that may ensue. A person so excluded is
suspended.



Sec. 1471.1020  Voluntary exclusion or voluntarily excluded.

    (a) Voluntary exclusion means a person's agreement to be excluded
under the terms of a settlement between the person and one or more
agencies. Voluntary exclusion must have governmentwide effect.
    (b) Voluntarily excluded means the status of a person who has agreed
to a voluntary exclusion.

Subpart J [Reserved]

[[Page 142]]

               Appendix to Part 1471--Covered Transactions
[GRAPHIC] [TIFF OMITTED] TR26NO03.000



PART 1472_GOVERNMENTWIDE REQUIREMENTS FOR DRUG-FREE WORKPLACE
(FINANCIAL ASSISTANCE)--Table of Contents



                     Subpart A_Purpose and Coverage

Sec.
1472.100 What does this part do?
1472.105 Does this part apply to me?
1472.110 Are any of my Federal assistance awards exempt from this part?
1472.115 Does this part affect the Federal contracts that I receive?

      Subpart B_Requirements for Recipients Other Than Individuals

1472.200 What must I do to comply with this part?
1472.205 What must I include in my drug-free workplace statement?
1472.210 To whom must I distribute my drug-free workplace statement?
1472.215 What must I include in my drug-free awareness program?
1472.220 By when must I publish my drug-free workplace statement and
          establish my drug-free awareness program?
1472.225 What actions must I take concerning employees who are convicted
          of drug violations in the workplace?
1472.230 How and when must I identify workplaces?

        Subpart C_Requirements for Recipients Who Are Individuals

1472.300 What must I do to comply with this part if I am an individual
          recipient?
1472.301 [Reserved]

[[Page 143]]

          Subpart D_Responsibilities of FMCS Awarding Officials

1472.400 What are my responsibilities as an FMCS awarding official?

           Subpart E_Violations of This Part and Consequences

1472.500 How are violations of this part determined for recipients other
          than individuals?
1472.505 How are violations of this part determined for recipients who
          are individuals?
1472.510 What actions will the Federal Government take against a
          recipient determined to have violated this part?
1472.515 Are there any exceptions to those actions?

                          Subpart F_Definitions

1472.605 Award.
1472.610 Controlled substance.
1472.615 Conviction.
1472.620 Cooperative agreement.
1472.625 Criminal drug statute.
1472.630 Debarment.
1472.635 Drug-free workplace.
1472.640 Employee.
1472.645 Federal agency or agency.
1472.650 Grant.
1472.655 Individual.
1472.660 Recipient.
1472.665 State.
1472.670 Suspension.

    Authority: 41 U.S.C. 701, et seq.

    Source: 68 FR 66557, 66604, 66605, Nov. 26, 2003, unless otherwise
noted.



                     Subpart A_Purpose and Coverage



Sec. 1472.100  What does this part do?

    This part carries out the portion of the Drug-Free Workplace Act of
1988 (41 U.S.C. 701 et seq., as amended) that applies to grants. It also
applies the provisions of the Act to cooperative agreements and other
financial assistance awards, as a matter of Federal Government policy.



Sec. 1472.105  Does this part apply to me?

    (a) Portions of this part apply to you if you are either--
    (1) A recipient of an assistance award from the Federal Mediation
and Conciliation Service; or
    (2) A(n) FMCS awarding official. (See definitions of award and
recipient in Sec. Sec. 1472.605 and 1472.660, respectively.)
    (b) The following table shows the subparts that apply to you:

------------------------------------------------------------------------
             If you are . . .                    see subparts . . .
------------------------------------------------------------------------
(1) A recipient who is not an individual..  A, B and E.
(2) A recipient who is an individual......  A, C and E.
(3) A(n) FMCS awarding official...........  A, D and E.
------------------------------------------------------------------------



Sec. 1472.110  Are any of my Federal assistance awards exempt from
this part?

    This part does not apply to any award that the Agency Director
determines that the application of this part would be inconsistent with
the international obligations of the United States or the laws or
regulations of a foreign government.



Sec. 1472.115  Does this part affect the Federal contracts that I receive?

    It will affect future contract awards indirectly if you are debarred
or suspended for a violation of the requirements of this part, as
described in Sec. 1472.510(c). However, this part does not apply
directly to procurement contracts. The portion of the Drug-Free
Workplace Act of 1988 that applies to Federal procurement contracts is
carried out through the Federal Acquisition Regulation in chapter 1 of
Title 48 of the Code of Federal Regulations (the drug-free workplace
coverage currently is in 48 CFR part 23, subpart 23.5).



      Subpart B_Requirements for Recipients Other Than Individuals



Sec. 1472.200  What must I do to comply with this part?

    There are two general requirements if you are a recipient other than
an individual.
    (a) First, you must make a good faith effort, on a continuing basis,
to maintain a drug-free workplace. You must agree to do so as a
condition for receiving any award covered by this part. The specific
measures that you must take in this regard are described in more detail
in subsequent sections of this subpart. Briefly, those measures are to--
    (1) Publish a drug-free workplace statement and establish a drug-
free

[[Page 144]]

awareness program for your employees (see Sec. Sec. 1472.205 through
1472.220); and
    (2) Take actions concerning employees who are convicted of violating
drug statutes in the workplace (see Sec. 1472.225).
    (b) Second, you must identify all known workplaces under your
Federal awards (see Sec. 1472.230).



Sec. 1472.205  What must I include in my drug-free workplace statement?

    You must publish a statement that--
    (a) Tells your employees that the unlawful manufacture,
distribution, dispensing, possession, or use of a controlled substance
is prohibited in your workplace;
    (b) Specifies the actions that you will take against employees for
violating that prohibition; and
    (c) Lets each employee know that, as a condition of employment under
any award, he or she:
    (1) Will abide by the terms of the statement; and
    (2) Must notify you in writing if he or she is convicted for a
violation of a criminal drug statute occurring in the workplace and must
do so no more than five calendar days after the conviction.



Sec. 1472.210  To whom must I distribute my drug-free workplace
statement?

    You must require that a copy of the statement described in Sec.
1472.205 be given to each employee who will be engaged in the
performance of any Federal award.



Sec. 1472.215  What must I include in my drug-free awareness program?

    You must establish an ongoing drug-free awareness program to inform
employees about--
    (a) The dangers of drug abuse in the workplace;
    (b) Your policy of maintaining a drug-free workplace;
    (c) Any available drug counseling, rehabilitation, and employee
assistance programs; and
    (d) The penalties that you may impose upon them for drug abuse
violations occurring in the workplace.



Sec. 1472.220  By when must I publish my drug-free workplace statement
and establish my drug-free awareness program?

    If you are a new recipient that does not already have a policy
statement as described in Sec. 1472.205 and an ongoing awareness
program as described in Sec. 1472.215, you must publish the statement
and establish the program by the time given in the following table:

------------------------------------------------------------------------
                If . . .                          then you . . .
------------------------------------------------------------------------
(a) The performance period of the award  must have the policy statement
 is less than 30 days.                    and program in place as soon
                                          as possible, but before the
                                          date on which performance is
                                          expected to be completed.
(b) The performance period of the award  must have the policy statement
 is 30 days or more.                      and program in place within 30
                                          days after award.
(c) You believe there are extraordinary  may ask the FMCS awarding
 circumstances that will require more     official to give you more time
 than 30 days for you to publish the      to do so. The amount of
 policy statement and establish the       additional time, if any, to be
 awareness program.                       given is at the discretion of
                                          the awarding official.
------------------------------------------------------------------------



Sec. 1472.225  What actions must I take concerning employees who are
convicted of drug violations in the workplace?

    There are two actions you must take if an employee is convicted of a
drug violation in the workplace:
    (a) First, you must notify Federal agencies if an employee who is
engaged in the performance of an award informs you about a conviction,
as required by Sec. 1472.205(c)(2), or you otherwise learn of the
conviction. Your notification to the Federal agencies must--
    (1) Be in writing;
    (2) Include the employee's position title;
    (3) Include the identification number(s) of each affected award;
    (4) Be sent within ten calendar days after you learn of the
conviction; and
    (5) Be sent to every Federal agency on whose award the convicted
employee was working. It must be sent to

[[Page 145]]

every awarding official or his or her official designee, unless the
Federal agency has specified a central point for the receipt of the
notices.
    (b) Second, within 30 calendar days of learning about an employee's
conviction, you must either--
    (1) Take appropriate personnel action against the employee, up to
and including termination, consistent with the requirements of the
Rehabilitation Act of 1973 (29 U.S.C. 794), as amended; or
    (2) Require the employee to participate satisfactorily in a drug
abuse assistance or rehabilitation program approved for these purposes
by a Federal, State or local health, law enforcement, or other
appropriate agency.



Sec. 1472.230  How and when must I identify workplaces?

    (a) You must identify all known workplaces under each FMCS award. A
failure to do so is a violation of your drug-free workplace
requirements. You may identify the workplaces--
    (1) To the FMCS official that is making the award, either at the
time of application or upon award; or
    (2) In documents that you keep on file in your offices during the
performance of the award, in which case you must make the information
available for inspection upon request by FMCS officials or their
designated representatives.
    (b) Your workplace identification for an award must include the
actual address of buildings (or parts of buildings) or other sites where
work under the award takes place. Categorical descriptions may be used
(e.g., all vehicles of a mass transit authority or State highway
department while in operation, State employees in each local
unemployment office, performers in concert halls or radio studios).
    (c) If you identified workplaces to the FMCS awarding official at
the time of application or award, as described in paragraph (a)(1) of
this section, and any workplace that you identified changes during the
performance of the award, you must inform the FMCS awarding official.



        Subpart C_Requirements for Recipients Who Are Individuals



Sec. 1472.300  What must I do to comply with this part if I am an
individual recipient?

    As a condition of receiving a(n) FMCS award, if you are an
individual recipient, you must agree that--
    (a) You will not engage in the unlawful manufacture, distribution,
dispensing, possession, or use of a controlled substance in conducting
any activity related to the award; and
    (b) If you are convicted of a criminal drug offense resulting from a
violation occurring during the conduct of any award activity, you will
report the conviction:
    (1) In writing.
    (2) Within 10 calendar days of the conviction.
    (3) To the FMCS awarding official or other designee for each award
that you currently have, unless Sec. 1472.301 or the award document
designates a central point for the receipt of the notices. When notice
is made to a central point, it must include the identification number(s)
of each affected award.



Sec. 1472.301  [Reserved]



          Subpart D_Responsibilities of FMCS Awarding Officials



Sec. 1472.400  What are my responsibilities as a(n) FMCS awarding
official?

    As a(n) FMCS awarding official, you must obtain each recipient's
agreement, as a condition of the award, to comply with the requirements
in--
    (a) Subpart B of this part, if the recipient is not an individual;
or
    (b) Subpart C of this part, if the recipient is an individual.



           Subpart E_Violations of this Part and Consequences



Sec. 1472.500  How are violations of this part determined for
recipients other than individuals?

    A recipient other than an individual is in violation of the
requirements of this part if the Agency Director determines, in writing,
that--
    (a) The recipient has violated the requirements of subpart B of this
part; or

[[Page 146]]

    (b) The number of convictions of the recipient's employees for
violating criminal drug statutes in the workplace is large enough to
indicate that the recipient has failed to make a good faith effort to
provide a drug-free workplace.



Sec. 1472.505  How are violations of this part determined for
recipients who are individuals?

    An individual recipient is in violation of the requirements of this
part if the Agency Director determines, in writing, that--
    (a) The recipient has violated the requirements of subpart C of this
part; or
    (b) The recipient is convicted of a criminal drug offense resulting
from a violation occurring during the conduct of any award activity.



Sec. 1472.510  What actions will the Federal Government take against
a recipient determined to have violated this part?

    If a recipient is determined to have violated this part, as
described in Sec. 1472.500 or Sec. 1472.505, the Federal Mediation and
Conciliation Service may take one or more of the following actions--
    (a) Suspension of payments under the award;
    (b) Suspension or termination of the award; and
    (c) Suspension or debarment of the recipient under 29 CFR part 1471,
for a period not to exceed five years.



Sec. 1472.515  Are there any exceptions to those actions?

    The Agency Director may waive with respect to a particular award, in
writing, a suspension of payments under an award, suspension or
termination of an award, or suspension or debarment of a recipient if
the Agency Director determines that such a waiver would be in the public
interest. This exception authority cannot be delegated to any other
official.



                          Subpart F_Definitions



Sec. 1472.605  Award.

    Award means an award of financial assistance by the Federal
Mediation and Conciliation Service or other Federal agency directly to a
recipient.
    (a) The term award includes:
    (1) A Federal grant or cooperative agreement, in the form of money
or property in lieu of money.
    (2) A block grant or a grant in an entitlement program, whether or
not the grant is exempted from coverage under the Governmentwide rule 29
CFR part 1470 that implements OMB Circular A-102 (for availability, see
5 CFR 1310.3) and specifies uniform administrative requirements.
    (b) The term award does not include:
    (1) Technical assistance that provides services instead of money.
    (2) Loans.
    (3) Loan guarantees.
    (4) Interest subsidies.
    (5) Insurance.
    (6) Direct appropriations.
    (7) Veterans' benefits to individuals (i.e., any benefit to
veterans, their families, or survivors by virtue of the service of a
veteran in the Armed Forces of the United States).



Sec. 1472.610  Controlled substance.

    Controlled substance means a controlled substance in schedules I
through V of the Controlled Substances Act (21 U.S.C. 812), and as
further defined by regulation at 21 CFR 1308.11 through 1308.15.



Sec. 1472.615  Conviction.

    Conviction means a finding of guilt (including a plea of nolo
contendere) or imposition of sentence, or both, by any judicial body
charged with the responsibility to determine violations of the Federal
or State criminal drug statutes.



Sec. 1472.620  Cooperative agreement.

    Cooperative agreement means an award of financial assistance that,
consistent with 31 U.S.C. 6305, is used to enter into the same kind of
relationship as a grant (see definition of grant in Sec. 1472.650),
except that substantial involvement is expected between the Federal
agency and the recipient when carrying out the activity contemplated by
the award. The term does not include cooperative research and
development agreements as defined in 15 U.S.C. 3710a.

[[Page 147]]



Sec. 1472.625  Criminal drug statute.

    Criminal drug statute means a Federal or non-Federal criminal
statute involving the manufacture, distribution, dispensing, use, or
possession of any controlled substance.



Sec. 1472.630  Debarment.

    Debarment means an action taken by a Federal agency to prohibit a
recipient from participating in Federal Government procurement contracts
and covered nonprocurement transactions. A recipient so prohibited is
debarred, in accordance with the Federal Acquisition Regulation for
procurement contracts (48 CFR part 9, subpart 9.4) and the common rule,
Government-wide Debarment and Suspension (Nonprocurement), that
implements Executive Order 12549 and Executive Order 12689.



Sec. 1472.635  Drug-free workplace.

    Drug-free workplace means a site for the performance of work done in
connection with a specific award at which employees of the recipient are
prohibited from engaging in the unlawful manufacture, distribution,
dispensing, possession, or use of a controlled substance.



Sec. 1472.640  Employee.

    (a) Employee means the employee of a recipient directly engaged in
the performance of work under the award, including--
    (1) All direct charge employees;
    (2) All indirect charge employees, unless their impact or
involvement in the performance of work under the award is insignificant
to the performance of the award; and
    (3) Temporary personnel and consultants who are directly engaged in
the performance of work under the award and who are on the recipient's
payroll.
    (b) This definition does not include workers not on the payroll of
the recipient (e.g., volunteers, even if used to meet a matching
requirement; consultants or independent contractors not on the payroll;
or employees of subrecipients or subcontractors in covered workplaces).



Sec. 1472.645  Federal agency or agency.

    Federal agency or agency means any United States executive
department, military department, government corporation, government
controlled corporation, any other establishment in the executive branch
(including the Executive Office of the President), or any independent
regulatory agency.



Sec. 1472.650  Grant.

    Grant means an award of financial assistance that, consistent with
31 U.S.C. 6304, is used to enter into a relationship--
    (a) The principal purpose of which is to transfer a thing of value
to the recipient to carry out a public purpose of support or stimulation
authorized by a law of the United States, rather than to acquire
property or services for the Federal Government's direct benefit or use;
and
    (b) In which substantial involvement is not expected between the
Federal agency and the recipient when carrying out the activity
contemplated by the award.



Sec. 1472.655  Individual.

    Individual means a natural person.



Sec. 1472.660  Recipient.

    Recipient means any individual, corporation, partnership,
association, unit of government (except a Federal agency) or legal
entity, however organized, that receives an award directly from a
Federal agency.



Sec. 1472.665  State.

    State means any of the States of the United States, the District of
Columbia, the Commonwealth of Puerto Rico, or any territory or
possession of the United States.



Sec. 1472.670  Suspension.

    Suspension means an action taken by a Federal agency that
immediately prohibits a recipient from participating in Federal
Government procurement contracts and covered nonprocurement transactions
for a temporary period, pending completion of an investigation and any
judicial or administrative proceedings that may

[[Page 148]]

ensue. A recipient so prohibited is suspended, in accordance with the
Federal Acquisition Regulation for procurement contracts (48 CFR part 9,
subpart 9.4) and the common rule, Government-wide Debarment and
Suspension (Nonprocurement), that implements Executive Order 12549 and
Executive Order 12689. Suspension of a recipient is a distinct and
separate action from suspension of an award or suspension of payments
under an award.

                       PARTS 1473	1499 [RESERVED]

[[Page 149]]



          CHAPTER XIV--EQUAL EMPLOYMENT OPPORTUNITY COMMISSION




  --------------------------------------------------------------------
Part                                                                Page
1600            Employee responsibilities and conduct.......         151
1601            Procedural regulations......................         151
1602            Recordkeeping and reporting requirements
                    under title VII, the ADA and GINA.......         173
1603            Procedures for previously exempt State and
                    local government employee complaints of
                    employment discrimination under section
                    304 of the Government Employee Rights
                    Act of 1991.............................         186
1604            Guidelines on discrimination because of sex.         194
1605            Guidelines on discrimination because of
                    religion................................         204
1606            Guidelines on discrimination because of
                    national origin.........................         208
1607            Uniform guidelines on employee selection
                    procedures (1978).......................         211
1608            Affirmative action appropriate under title
                    VII of the Civil Rights Act of 1964, as
                    amended.................................         236
1610            Availability of records.....................         243
1611            Privacy Act regulations.....................         255
1612            Government in the Sunshine Act regulations..         264
1614            Federal sector equal employment opportunity.         269
1615            Enforcement of nondiscrimination on the
                    basis of disability in programs or
                    activities conducted by the Equal
                    Employment Opportunity Commission and in
                    accessibility of Commission electronic
                    and information technology..............         304
1620            The Equal Pay Act...........................         311
1621            Procedures--the Equal Pay Act...............         326
1625            Age Discrimination in Employment Act........         327
1626            Procedures--Age Discrimination in Employment
                    Act.....................................         349
1627            Records to be made or kept relating to age:
                    Notices to be posted....................         355
1630            Regulations to implement the equal
                    employment provisions of the Americans
                    with Disabilities Act...................         362
1635            Genetic Information Nondiscrimination Act of
                    2008....................................         414

[[Page 150]]

1640            Procedures for coordinating the
                    investigation of complaints or charges
                    of employment discrimination based on
                    disability subject to the Americans with
                    Disabilities Act and section 504 of the
                    Rehabilitation Act of 1973..............         426
1641            Procedures for complaints/charges of
                    employment discrimination based on
                    disability filed against employers
                    holding government contracts or
                    subcontracts............................         433
1650            Debt collection.............................         437
1690            Procedures on interagency coordination of
                    equal employment opportunity issuances..         444
1691            Procedures for complaints of employment
                    discrimination filed against recipients
                    of Federal financial assistance.........         449
1692-1899

 [Reserved]

[[Page 151]]



PART 1600_EMPLOYEE RESPONSIBILITIES AND CONDUCT--Table of Contents



    Authority: 5 U.S.C. 7301.



Sec. 1600.101  Cross-reference to employee ethical conduct standards
and financial disclosure regulations.

    Employees of the Equal Employment Opportunity Commission (EEOC) are
subject to the executive branch-wide Standards of Ethical Conduct at 5
CFR part 2635, the EEOC regulation at 5 CFR part 7201, which supplements
the executive branch-wide standards, and the executive branch-wide
financial disclosure regulations at 5 CFR part 2634.

[61 FR 7067, Feb. 26, 1996]



PART 1601_PROCEDURAL REGULATIONS--Table of Contents



Sec.
1601.1 Purpose.

                          Subpart A_Definitions

1601.2 Terms defined in title VII of the Civil Rights Act, the Americans
          with Disabilities Act, and the Genetic Information
          Nondiscrimination Act.
1601.3 Other definitions.
1601.4 Vice Chairman's functions.
1601.5 District; area; supervisory authority.

 Subpart B_Procedure for the Prevention of Unlawful Employment Practices

1601.6 Submission of information.
1601.7 Charges by or on behalf of persons claiming to be aggrieved.
1601.8 Where to make a charge.
1601.9 Form of charge.
1601.10 Withdrawal of a charge by a person claiming to be aggrieved.
1601.11 Charges by members of the Commission.
1601.12 Contents of charge; amendment of charge.
1601.13 Filing; deferrals to State and local agencies.
1601.14 Service of charge or notice of charge.

                        Investigation of a Charge

1601.15 Investigative authority.
1601.16 Access to and production of evidence; testimony of witnesses;
          procedure and authority.
1601.17 Witnesses for public hearings.

                 Procedure Following Filing of a Charge

1601.18 Dismissal: Procedure and authority.
1601.19 No cause determinations: Procedure and authority.
1601.20 Negotiated settlement.
1601.21 Reasonable cause determination: Procedure and authority.
1601.22 Confidentiality.

           Procedure To Rectify Unlawful Employment Practices

1601.23 Preliminary or temporary relief.
1601.24 Conciliation: Procedure and authority.
1601.25 Failure of conciliation; notice.
1601.26 Confidentiality of endeavors.

          Procedure Concerning the Institution of Civil Actions

1601.27 Civil actions by the Commission.
1601.28 Notice of right to sue: Procedure and authority.
1601.29 Referral to the Attorney General.

  Subpart C_Notices to Employees, Applicants for Employment and Union
                                 Members

1601.30 Notices to be posted.

                     Subpart D_Construction of Rules

1601.34 Rules to be liberally construed.

            Subpart E_Issuance, Amendment, or Repeal of Rules

1601.35 Petitions.
1601.36 Action on petition.

Subpart F [Reserved]

               Subpart G_FEP Agency Designation Procedures

1601.70 FEP agency qualifications.
1601.71 FEP agency notification.
1601.72-1601.73 [Reserved]
1601.74 Designated and notice agencies.
1601.75 Certification of designated FEP agencies.
1601.76 Right of party to request review.
1601.77 Review by the Commission.
1601.78 Evaluation of designated FEP agencies certified by the
          Commission.
1601.79 Revocation of certification.
1601.80 Certified designated FEP agencies.

   Subpart H_Title VII Interpretations and Opinions by the Commission

1601.91 Request for title VII interpretation or opinion.
1601.92 Contents of request; where to file.
1601.93 Opinions--title VII.


[[Page 152]]


    Authority: 42 U.S.C. 2000e to 2000e-17; 42 U.S.C. 12111 to 12117; 42
U.S.C. 2000ff to 2000ff-11.

    Source: 42 FR 55388, Oct. 14, 1977, unless otherwise noted.



Sec. 1601.1  Purpose.

    The regulations set forth in this part contain the procedures
established by the Equal Employment Opportunity Commission for carrying
out its responsibilities in the administration and enforcement of title
VII of the Civil Rights Act of 1964, the Americans with Disabilities Act
of 1990, and the Genetic Information Nondiscrimination Act of 2008.
Section 107 of the Americans with Disabilities Act and section 207 of
the Genetic Information Nondiscrimination Act incorporate the powers,
remedies and procedures set forth in sections 705, 706, 707, 709 and 710
of the Civil Rights Act of 1964. Based on its experience in the
enforcement of title VII, the Americans with Disabilities Act, and the
Genetic Information Nondiscrimination Act, and upon its evaluation of
suggestions and petitions for amendments submitted by interested
persons, the Commission may from time to time amend and revise these
procedures.

[74 FR 63982, Dec. 7, 2009]



                          Subpart A_Definitions



Sec. 1601.2  Terms defined in title VII of the Civil Rights Act, the
Americans with Disabilities Act, and the Genetic Information

Nondiscrimination Act.

    The terms person, employer, employment agency, labor organization,
employee, commerce, industry affecting commerce, State and religion as
used in this part shall have the meanings set forth in section 701 of
title VII of the Civil Rights Act of 1964. The term disability shall
have the meaning set forth in section 3 of the Americans with
Disabilities Act of 1990. The term genetic information shall have the
meaning set forth in section 201 of the Genetic Information
Nondiscrimination Act of 2008.

[74 FR 63982, Dec. 7, 2009]



Sec. 1601.3  Other definitions.

    (a) For the purposes of this part, the term title VII shall mean
title VII of the Civil Rights Act of 1964; the term ADA shall mean the
Americans with Disabilities Act of 1990; the term GINA shall mean the
Genetic Information Nondiscrimination Act of 2008; the term Commission
shall mean the Equal Employment Opportunity Commission or any of its
designated representatives; Washington Field Office shall mean the
Commission's primary non-Headquarters office serving the District of
Columbia and surrounding Maryland and Virginia suburban counties and
jurisdictions; the term FEP agency shall mean a State or local agency
which the Commission has determined satisfies the criteria stated in
section 706(c) of title VII; and the term verified shall mean sworn to
or affirmed before a notary public, designated representative of the
Commission, or other person duly authorized by law to administer oaths
and take acknowledgements, or supported by an unsworn declaration in
writing under penalty of perjury.
    (b) The delegations of authority in subpart B of this part are
applicable to charges filed pursuant to either section 706 or section
707 of title VII.

[42 FR 55388, Oct. 14, 1977, as amended at 56 FR 9624, Mar. 7, 1991; 71
FR 26827, May 9, 2006; 74 FR 63982, Dec. 7, 2009]



Sec. 1601.4  Vice Chairman's functions.

    The member of the Commission designated by the President to serve as
Vice Chairman shall act as Chairman in the absence or disability of the
Chairman or in the event of a vacancy in that office.



Sec. 1601.5  District; area; supervisor authority.

    The term ``district'' as used herein shall mean that part of the
United States or any territory thereof fixed by the Commission as a
particular district. The term ``district director'' shall refer to that
person designated as the Commission's chief officer in each district.
The term ``Washington Field Office Director'' shall refer to that person
designated as the Commission's chief officer in the Washington Field

[[Page 153]]

Office. Any authority of, or delegation of authority to, District
Directors shall be deemed to include the Director of the Washington
Field Office. The term ``field'' shall mean that part of the United
States within a district fixed by the Commission as a particular subunit
of a district, except for the Washington Field Office which is not part
of any district fixed by the Commission. The term ``field director''
shall refer to that person designated as the Commission's chief officer
in each field. The term ``area'' shall mean that part of the United
States within a district fixed by the Commission as a particular subunit
of a district. The term ``area director'' shall refer to that person
designated as the Commission's chief officer in each area. The term
``local office'' shall mean an EEOC office with responsibility over a
part of the United States within a district fixed by the Commission as a
particular subunit of a district. The term ``local director'' shall
refer to that person designated as the Commission's chief officer for
the local office. Each district office and the Washington Field Office
will operate under the supervision of the Director, Office of Field
Programs through the Director of Field Management Programs, and the
General Counsel. Each field, area and local office, except for the
Washington Field Office, will operate under the supervision of the
district director. Any or all delegations, or actions taken, as provided
by this part may be revoked and /or exercised by the supervisor in
keeping with the supervisory structure described in this section.

[71 FR 26827, May 9, 2006]



 Subpart B_Procedure for the Prevention of Unlawful Employment Practices



Sec. 1601.6  Submission of information.

    (a) The Commission shall receive information concerning alleged
violations of title VII, the ADA, or GINA from any person. Where the
information discloses that a person is entitled to file a charge with
the Commission, the appropriate office shall render assistance in the
filing of a charge. Any person or organization may request the issuance
of a Commissioner charge for an inquiry into individual or systematic
discrimination. Such request, with any pertinent information, should be
submitted to the nearest District, Field, Area, or Local office.
    (b) A person who submits data or evidence to the Commission may
retain or, on payment of lawfully prescribed costs, procure a copy of
transcript thereof, except that a witness may for good cause be limited
to inspection of the official transcript of his or her testimony.

[42 FR 55388, Oct. 14, 1977, as amended at 52 FR 26957, July 17, 1987;
54 FR 32061, Aug. 4, 1989; 56 FR 9624, Mar. 7, 1991; 71 FR 26828, May 9,
2006; 74 FR 63982, Dec. 7, 2009]



Sec. 1601.7  Charges by or on behalf of persons claiming to be aggrieved.

    (a) A charge that any person has engaged in or is engaging in an
unlawful employment practice within the meaning of title VII, the ADA,
or GINA may be made by or on behalf of any person claiming to be
aggrieved. A charge on behalf of a person claiming to be aggrieved may
be made by any person, agency, or organization. The written charge need
not identify by name the person on whose behalf it is made. The person
making the charge, however, must provide the Commission with the name,
address and telephone number of the person on whose behalf the charge is
made. During the Commission investigation, Commission personnel shall
verify the authorization of such charge by the person on whose behalf
the charge is made. Any such person may request that the Commission
shall keep his or her identity confidential. However, such request for
confidentiality shall not prevent the Commission from disclosing the
identity to Federal, State or local agencies that have agreed to keep
such information confidential. If this condition is violated by a
recipient agency, the Commission may decline to honor subsequent
requests for such information.
    (b) The person claiming to be aggrieved has the responsibility to
provide the Commission with notice of any change in address and with
notice of any prolonged absence from that current address so that he or
she can be located when necessary during the

[[Page 154]]

Commission's consideration of the charge.

[42 FR 55388, Oct. 14, 1977, as amended at 56 FR 9624, Mar. 7, 1991; 74
FR 63982, Dec. 7, 2009]



Sec. 1601.8  Where to make a charge.

    A charge may be made in person or by mail at any office of the
Commission or with any designated representative of the Commission. The
addresses of the Commission's offices appear in Sec. 1610.4.

[44 FR 4668, Jan. 23, 1979, as amended at 49 FR 13024, Apr. 2, 1984; 54
FR 32061, Aug. 4, 1989; 71 FR 26828, May 9, 2006]



Sec. 1601.9  Form of charge.

    A charge shall be in writing and signed and shall be verified.



Sec. 1601.10  Withdrawal of a charge by a person claiming to be aggrieved.

    A charge filed by or on behalf of a person claiming to be aggrieved
may be withdrawn only by the person claiming to be aggrieved and only
with the consent of the Commission. The Commission hereby delegates
authority to District Directors, Field Directors, Area Directors, Local
Directors, the Director of the Office of Field Programs and the Director
of Field Management Programs, or their designees, to grant consent to a
request to withdraw a charge, other than a Commissioner charge, where
the withdrawal of the charge will not defeat the purposes of title VII,
the ADA, or GINA.

[44 FR 4669, Jan. 23, 1979, as amended at 47 FR 46275, Oct. 18, 1982; 49
FR 13024, Apr. 2, 1984; 54 FR 32061, Aug. 4, 1989; 56 FR 9624, Mar. 7,
1991; 71 FR 26828, May 9, 2006; 74 FR 63982, Dec. 7, 2009]



Sec. 1601.11  Charges by members of the Commission.

    (a) Any member of the Commission may file a charge with the
Commission. Such charge shall be in writing and signed and shall be
verified.
    (b) A Commissioner who files a charge under paragraph (a) of this
section may withdraw the charge with the consent of the Commission. The
Commission may withdraw any charge filed under paragraph (a) of this
section by a Commissioner who is no longer holding office when it
determines that the purposes of title VII, the ADA, or GINA are no
longer served by processing the charge. Commissioner charges may not be
withdrawn pursuant to this section after a determination as to
reasonable cause has been made. This paragraph does not apply to a
charge filed by a Commissioner which is on behalf of a person claiming
to be aggrieved within the meaning of Sec. 1601.7 unless such person
submits a written request for withdrawal to the Commission.

[43 FR 30798, July 18, 1978, as amended at 56 FR 9624, Mar. 7, 1991; 74
FR 63982, Dec. 7, 2009]



Sec. 1601.12  Contents of charge; amendment of charge.

    (a) Each charge should contain the following:
    (1) The full name, address and telephone number of the person making
the charge except as provided in Sec. 1601.7;
    (2) The full name and address of the person against whom the charge
is made, if known (hereinafter referred to as the respondent);
    (3) A clear and concise statement of the facts, including pertinent
dates, constituting the alleged unlawful employment practices: See Sec.
1601.15(b);
    (4) If known, the approximate number of employees of the respondent
employer or the approximate number of members of the respondent labor
organization, as the case may be; and
    (5) A statement disclosing whether proceedings involving the alleged
unlawful employment practice have been commenced before a State or local
agency charged with the enforcement of fair employment practice laws
and, if so, the date of such commencement and the name of the agency.
    (b) Notwithstanding the provisions of paragraph (a) of this section,
a charge is sufficient when the Commission receives from the person
making the charge a written statement sufficiently precise to identify
the parties, and to describe generally the action or practices
complained of. A charge may be amended to cure technical defects or
omissions, including failure to verify the charge, or to clarify and
amplify allegations made therein. Such amendments and amendments
alleging additional acts which constitute unlawful employment practices
related to or

[[Page 155]]

growing out of the subject matter of the original charge will relate
back to the date the charge was first received. A charge that has been
so amended shall not be required to be redeferred.



Sec. 1601.13  Filing; deferrals to State and local agencies.

    (a) Initial presentation of a charge to the Commission. (1) Charges
arising in jurisdictions having no FEP agency are filed with the
Commission upon receipt. Such charges are timely filed if received by
the Commission within 180 days from the date of the alleged violation.
    (2) A jurisdiction having a FEP agency without subject matter
jurisdiction over a charge (e.g., an agency which does not cover sex
discrimination or does not cover nonprofit organizations) is equivalent
to a jurisdiction having no FEP agency. Charges over which a FEP agency
has no subject matter jurisdiction are filed with the Commission upon
receipt and are timely filed if received by the Commission within 180
days from the date of the alleged violation.
    (3) Charges arising in jurisdictions having a FEP agency with
subject matter jurisdiction over the charges are to be processed in
accordance with the Commission's deferral policy set forth below and the
procedures in paragraph (a)(4) of this section.
    (i) In order to give full weight to the policy of section 706(c) of
title VII, which affords State and local fair employment practice
agencies that come within the provisions of that section an opportunity
to remedy alleged discrimination concurrently regulated by title VII,
the ADA, or GINA and State or local law, the Commission adopts the
following procedures with respect to allegations of discrimination filed
with the Commission. It is the intent of the Commission to thereby
encourage the maximum degree of effectiveness in the State and local
agencies. The Commission shall endeavor to maintain close communication
with the State and local agencies with respect to all matters forwarded
to such agencies and shall provide such assistance to State and local
agencies as is permitted by law and as is practicable.
    (ii) Section 706(c) of title VII grants States and their political
subdivisions the exclusive right to process allegations of
discrimination filed by a person other than a Commissioner for a period
of 60 days (or 120 days during the first year after the effective date
of the qualifying State or local law). This right exists where, as set
forth in Sec. 1601.70, a State or local law prohibits the employment
practice alleged to be unlawful and a State or local agency has been
authorized to grant or seek relief. After the expiration of the
exclusive processing period, the Commission may commence processing the
allegation of discrimination.
    (iii) A FEP agency may waive its right to the period of exclusive
processing of charges provided under section 706(c) of title VII with
respect to any charge or category of charges. Copies of all such charges
will be forwarded to the appropriate FEP agency.
    (4) The following procedures shall be followed with respect to
charges which arise in jurisdictions having a FEP agency with subject
matter jurisdiction over the charges:
    (i) Where any document, whether or not verified, is received by the
Commission as provided in Sec. 1601.8 which may constitute a charge
cognizable under title VII, the ADA, or GINA, and where the FEP agency
has not waived its right to the period of exclusive processing with
respect to that document, that document shall be deferred to the
appropriate FEP agency as provided in the procedures set forth below:
    (A) All such documents shall be dated and time stamped upon receipt.
    (B) A copy of the originial document, shall be transmitted by
registered mail, return receipt requested, to the appropriate FEP
agency, or, where the FEP agency has consented thereto, by certified
mail, by regular mail or by hand delivery. State or local proceedings
are deemed to have commenced on the date such document is mailed or hand
delivered.
    (C) The person claiming to be aggrieved and any person filing a
charge on behalf of such person shall be notified, in writing, that the
document which he or she sent to the Commission has been forwarded to
the FEP

[[Page 156]]

agency pursuant to the provisions of section 706(c) of title VII.
    (ii) Such charges are deemed to be filed with the Commission as
follows:
    (A) Where the document on its face constitutes a charge within a
category of charges over which the FEP agency has waived its rights to
the period of exclusive processing referred to in paragraph (a)(3)(iii)
of this section, the charge is deemed to be filed with the Commission
upon receipt of the document. Such filing is timely if the charge is
received within 300 days from the date of the alleged violation.
    (B) Where the document on its face constitutes a charge which is not
within a category of charges over which the FEP agency has waived its
right to the period of exclusive processing referred to in paragraph
(a)(3)(iii) of this section, the Commission shall process the document
in accordance with paragraph (a)(4)(i) of this section. The charge shall
be deemed to be filing with the Commission upon expiration of 60 (or
where appropriate, 120) days after deferral, or upon the termination of
FEP agency proceedings, or upon waiver of the FEP agency's right to
exclusively process the charge, whichever is earliest. Where the FEP
agency earlier terminates its proceedings or waives its right to
exclusive processing of a charge, the charge shall be deemed to be filed
with the Commission on the date the FEP agency terminated its
proceedings or the FEP agency waived its right to exclusive processing
of the charge. Such filing is timely if effected within 300 days from
the date of the alleged violation.
    (b) Initial presentation of a charge to a FEP agency. (1) When a
charge is initially presented to a FEP agency and the charging party
requests that the charge be presented to the Commission, the charge will
be deemed to be filed with the Commission upon expiration of 60 (or
where appropriate, 120) days after a written and signed statement of
facts upon which the charge is based was sent to the FEP agency by
registered mail or was otherwise received by the FEP agency, or upon the
termination of FEP agency proceedings, or upon waiver of the FEP
agency's right to exclusively process the charge, whichever is earliest.
Such filing is timely if effected within 300 days from the date of the
alleged violation.
    (2) When a charge is initially presented to a FEP agency but the
charging party does not request that the charge be presented to the
Commission, the charging party may present the charge to the Commission
as follows:
    (i) If the FEP agency has refused to accept a charge, a subsequent
submission of the charge to the Commission will be processed as if it
were an initial presentation in accordance with paragraph (a) of this
section.
    (ii) If the FEP agency proceedings have terminated, the charge may
be timely filed with the Commission within 30 days of receipt of notice
that the FEP agency proceedings have been terminated or within 300 days
from the date of the alleged violation, whichever is earlier.
    (iii) If the FEP agency proceedings have not been terminated, the
charge may be presented to the Commission within 300 days from the date
of the alleged violation. Once presented, such a charge will be deemed
to be filed with the Commission upon expiration of 60 (or where
appropriate, 120) days after a written and signed statement of facts
upon which the charge is based was sent to the FEP agency by certified
mail or was otherwise received by the FEP agency, or upon the
termination of the FEP agency proceedings, or upon waiver of the FEP
agency's right to exclusively process the charge, whichever is earliest.
To be timely, however, such filing must be effected within 300 days from
the date of the alleged violation.
    (c) Agreements with Fair Employment Practice agencies. Pursuant to
section 705(g)(1) and section 706(b) of title VII, the Commission shall
endeavor to enter into agreements with FEP agencies to establish
effective and integrated resolution procedures. Such agreements may
include, but need not be limited to, cooperative arrangements to provide
for processing of certain charges by the Commission, rather than by the
FEP agency during the period specified in section 706(c) and section
706(d) of title VII.

[[Page 157]]

    (d) Preliminary relief. When a charge is filed with the Commission,
the Commission may make a preliminary investigation and commence
judicial action for immediate, temporary or preliminary relief pursuant
to section 706(f)(2) of title VII.
    (e) Commissioner charges. A charge made by a member of the
Commission shall be deemed filed upon receipt by the Commission office
responsible for investigating the charge. The Commission will notify a
FEP agency when an allegation of discrimination is made by a member of
the Commission concerning an employment practice occurring within the
jurisdiction of the FEP agency. The FEP agency will be entitled to
process the charge exclusively for a period of not less than 60 days if
the FEP agency makes a written request to the Commission within 10 days
of receiving notice that the allegation has been filed. The 60-day
period shall be extended to 120 days during the first year after the
effective date of the qualifying State or local law.

[46 FR 43039, Aug. 26, 1981, as amended at 46 FR 48189, Oct. 1, 1981; 52
FR 10224, Mar. 31, 1987; 52 FR 18354, May 15, 1987; 56 FR 9624, Mar. 7,
1991; 74 FR 63982, Dec. 7, 2009]



Sec. 1601.14  Service of charge or notice of charge.

    (a) Within ten days after the filing of a charge in the appropriate
Commission office, the Commission shall serve respondent a copy of the
charge, by mail or in person, except when it is determined that
providing a copy of the charge would impede the law enforcement
functions of the Commissiion. Where a copy of the charge is not
provided, the respondent will be served with a notice of the charge
within ten days after the filing of the charge. The notice shall include
the date, place and circumstances of the alleged unlawful employment
practice. Where appropriate, the notice may include the identity of the
person or organization filing the charge.
    (b) District Directors, Field Directors, Area Directors, Local
Directors, the Director of the Office of Field Programs, and the
Director of Field Management Programs, or their designees, are hereby
delegated the authority to issue the notice described in paragraph (a)
of this section.

[44 FR 4669, Jan. 23, 1979, as amended at 47 FR 46275, Oct. 18, 1982; 49
FR 13024, Apr. 2, 1984; 49 FR 13874, Apr. 9, 1984; 54 FR 32061, Aug. 4,
1989; 71 FR 26828, May 9, 2006]

                        Investigation of a Charge



Sec. 1601.15  Investigative authority.

    (a) The investigation of a charge shall be made by the Commission,
its investigators, or any other representative designated by the
Commission. During the course of such investigation, the Commission may
utilize the services of State and local agencies which are charged with
the administration of fair employment practice laws or appropriate
Federal agencies, and may utilize the information gathered by such
authorities or agencies. As part of each investigation, the Commission
will accept any statement of position or evidence with respect to the
allegations of the charge which the person claiming to be aggrieved, the
person making the charge on behalf of such person, if any, or the
respondent wishes to submit.
    (b) As part of the Commission's investigation, the Commission may
require the person claiming to be aggrieved to provide a statement which
includes:
    (1) A statement of each specific harm that the person has suffered
and the date on which each harm occurred;
    (2) For each harm, a statement specifying the act, policy or
practice which is alleged to be unlawful;
    (3) For each act, policy, or practice alleged to have harmed the
person claiming to be aggrieved, a statement of the facts which lead the
person claiming to be aggrieved to believe that the act, policy or
practice is discriminatory.
    (c) The Commission may require a fact-finding conference with the
parties prior to a determination on a charge of discrimination. The
conference is primarily an investigative forum intended to define the
issues, to determine which elements are undisputed, to resolve those
issues that can be resolved and to ascertain whether there is a basis
for negotiated settlement of the charge.

[[Page 158]]

    (d) The Commission's authority to investigate a charge is not
limited to the procedures outlined in paragraphs (a), (b), and (c) of
this section.



Sec. 1601.16  Access to and production of evidence; testimony of
witnesses; procedure and authority.

    (a) To effectuate the purposes of title VII, the ADA, and GINA, any
member of the Commission shall have the authority to sign and issue a
subpoena requiring:
    (1) The attendance and testimony of witnesses;
    (2) The production of evidence including, but not limited to, books,
records, correspondence, or documents, in the possession or under the
control of the person subpoenaed; and
    (3) Access to evidence for the purposes of examination and the right
to copy.

Any District Director, and the Director of the Office of Field Programs,
or upon delegation, the Director of Field Management Programs, or any
representatives designated by the Commission, may sign and issue a
subpoena on behalf of the Commission. The subpoena shall state the name
and address of its issuer, identify the person or evidence subpoenaed,
the person to whom and the place, date, and the time at which it is
returnable or the nature of the evidence to be examined or copied, and
the date and time when access is requested. A subpoena shall be
returnable to a duly authorized investigator or other representative of
the Commission. Neither the person claiming to be aggrieved, the person
filing a charge on behalf of such person nor the respondent shall have
the right to demand that a subpoena be issued.
    (b)(1) Any person served with a subpoena who intends not to comply
shall petition the issuing Director or petition the General Counsel, if
the subpoena is issued by a Commissioner, to seek its revocation or
modification. Petitions must be mailed to the Director or General
Counsel, as appropriate, within five days (excluding Saturdays, Sundays
and Federal legal holidays) after service of the subpoena. Petitions to
the General Counsel shall be mailed to 131 M Street, NE., Washington DC
20507. A copy of the petition shall also be served upon the issuing
official.
    (2) The petition shall separately identify each portion of the
subpoena with which the petitioner does not intend to comply and shall
state, with respect to each such portion, the basis for noncompliance
with the subpoena. A copy of the subpoena shall be attached to the
petition and shall be designated ``Attachment A.'' Within eight calendar
days after receipt or as soon as practicable, the General Counsel or
Director, as appropriate, shall either grant the petition to revoke or
modify in its entirety or make a proposed determination on the petition,
stating reasons, and submit the petition and proposed determination to
the Commission for its review and final determination. A Commissioner
who has issued a subpoena shall abstain from reviewing a petition
concerning that subpoena. The Commission shall serve a copy of the final
determination on the petitioner.
    (c) Upon the failure of any person to comply with a subpoena issued
under this section, the Commission may utilize the procedures of section
11(2) of the National Labor Relations Act, as amended, 29 U.S.C. 161(2),
to compel enforcement of the subpoena.
    (d) If a person who is served with a subpoena does not comply with
the subpoena and does not petition for its revocation or modification
pursuant to paragraph (b) of this section, the General Council or his or
her designee may institute proceedings to enforce the subpoena in
accordance with the provisions of paragraph (c) of this section.
Likewise, if a person who is served with a subpoena petitions for
revocation or modification of the subpoena pursuant to paragraph (b),
and the Commission issues a final determination upholding all or part of
the subpoena, and the person does not comply with the subpoena, the
General Council or his or her designee may institute proceedings to
enforce the subpoena in accordance with paragraph (c) of this section.
    (e) Witnesses who are subpoenaed pursuant to Sec. 1601.16(a) shall
be entitled to the same fees and mileage that are

[[Page 159]]

paid witnesses in the courts of the United States.

[43 FR 30798, July 18, 1978, as amended at 47 FR 46275, Oct. 18, 1982;
51 FR 29098, Aug. 14, 1986; 54 FR 32061, Aug. 4, 1989; 55 FR 14245, Apr.
17, 1990; 56 FR 9624, Mar. 7, 1991; 71 FR 26828, May 9, 2006; 74 FR
3430, Jan. 21, 2009; 74 FR 63983, Dec. 7, 2009]



Sec. 1601.17  Witnesses for public hearings.

    (a) To effectuate the purposes of title VII, the ADA, and GINA, any
Commissioner, upon approval of the Commission, may demand in writing
that a person appear at a stated time and place within the State in
which such person resides, transacts business, or is served with the
demand, for the purpose of testifying under oath before the Commission
or its representative. If there be noncompliance with any such demand,
the Commission may utilize the procedures of section 710 of title VII,
the ADA, and GINA to compel such person to testify. A transcript of
testimony may be made a part of the record of each investigation.
    (b) Witnesses who testify as provided in paragraph (a) of this
section shall be entitled to the same fees and mileage that are paid
witnesses in the courts of the United States.

[42 FR 55388, Oct. 14, 1977, as amended at 56 FR 9624, Mar. 7, 1991; 74
FR 63983, Dec. 7, 2009]

                 Procedure Following Filing of a Charge



Sec. 1601.18  Dismissal: Procedure and authority.

    (a) Where a charge on its face, or as amplified by the statements of
the person claiming to be aggrieved discloses, or where after
investigation the Commission determines, that the charge and every
portion thereof is not timely filed, or otherwise fails to state a claim
under title VII, the ADA, or GINA, the Commission shall dismiss the
charge. A charge which raises a claim exclusively under section 717 of
title VII or the Rehabilitation Act shall not be taken and persons
seeking to raise such claims shall be referred to the appropriate
Federal agency.
    (b) Written notice of disposition, pursuant to this section, shall
be issued to the person claiming to be aggrieved and to the person
making the charge on behalf of such person, where applicable; in the
case of a Commissioner charge, to all persons specified in Sec.
1601.28(b)(2); and to the respondent. Appropriate notices of right to
sue shall be issued pursuant to Sec. 1601.28.
    (c) The Commission hereby delegates authority to District Directors;
the Director of the Office of Field Programs, or upon delegation, the
Director of Field Management Programs, as appropriate, to dismiss
charges, as limited by Sec. 1601.21(d). The Commission hereby delegates
authority to Field Directors, Area Directors and Local Directors to
dismiss charges pursuant to paragraphs (a), (b) and (c) of this section,
as limited by Sec. 1601.21(d). The authority of the Commission to
reconsider decisions and determinations as set forth in Sec. 1601.21
(b) and (d) shall be applicable to this section.

[42 FR 55388, Oct. 14, 1977, as amended at 48 FR 19165, Apr. 28, 1983;
49 FR 13024, Apr. 2, 1984. Redesignated and amended at 52 FR 26957, July
17, 1987; 54 FR 32061, Aug. 4, 1989; 55 FR 26684, June 29, 1990; 56 FR
9624, 9625, Mar. 7, 1991; 71 FR 26828, May 9, 2006; 73 FR 3388, Jan. 18,
2008; 74 FR 63982, Dec. 7, 2009]



Sec. 1601.19  No cause determinations: Procedure and authority.

    (a) Where the Commission completes its investigation of a charge and
finds that there is not reasonable cause to believe that an unlawful
employment practice has occurred or is occurring as to all issues
addressed in the determination, the Commission shall issue a letter of
determination to all parties to the charge indicating the finding. The
Commission's letter of determination shall be the final determination of
the Commission. The letter of determination shall inform the person
claiming to be aggrieved or the person on whose behalf a charge was
filed of the right to sue in Federal district court within 90 days of
receipt of the letter of determination. The Commission hereby delegates
authority to the Director of the Office of Field Programs, or upon
delegation to the Director of Field Management Programs, and District
Directors or upon delegation to Field Directors, Area Directors or Local
Directors, except in those cases involving issues

[[Page 160]]

currently designated by the Commission for priority review, to issue no
cause letters of determination.
    (b) The Commission may on its own initiative reconsider a final
determination of no reasonable cause and an issuing director may, on his
or her own initiative reconsider his or her final determination of no
reasonable cause. If the Commission or an issuing director decides to
reconsider a final no cause determination, a notice of intent to
reconsider shall promptly issue to all parties to the charge. If such
notice of intent to reconsider is issued within 90 days of receipt of
the final no cause determination, and the person claiming to be
aggrieved or the person on whose behalf a charge was filed has not filed
suit and did not request and receive a notice of right to sue pursuant
to Sec. 1601.28(a) (1) or (2), the notice of intent to reconsider shall
vacate the letter of determination and shall revoke the charging party's
right to bring suit within 90 days. If the 90 day suit period has
expired, the charging party has filed suit, or the charging party had
requested a notice of right to sue pursuant to Sec. 1601.28(a) (1) or
(2), the notice of intent to reconsider shall vacate the letter of
determination, but shall not revoke the charging party's right to sue in
90 days. After reconsideration, the Commission or issuing director shall
issue a new determination. In those circumstances where the charging
party's right to bring suit in 90 days was revoked, the determination
shall include notice that a new 90 day suit period shall begin upon the
charging party's receipt of the determination. Where a member of the
Commission has filed a Commissioner charge, he or she shall abstain from
making a determination in that case.

[52 FR 26958, July 17, 1987, as amended at 54 FR 32061, Aug. 4, 1989; 56
FR 9625, Mar. 7, 1991; 56 FR 14470, Apr. 10, 1991; 71 FR 26828, May 9,
2006]



Sec. 1601.20  Negotiated settlement.

    (a) Prior to the issuance of a determination as to reasonable cause
the Commission may encourage the parties to settle the charge on terms
that are mutually agreeable. District Directors, Field Directors, Area
Directors, Local Directors, the Director of the Office of Field
Programs, the Director of Field Management Programs, or their designees,
shall have the authority to sign any settlement agreement which is
agreeable to both parties. When the Commission agrees in any negotiated
settlement not to process that charge further, the Commission's
agreement shall be in consideration for the promises made by theother
parties to the agreement. Such an agreement shall not affect the
processing of any other charge, including, but not limited to, a
Commissioner charge or a charge, the allegations of which are like or
related to the individual allegations settled.
    (b) In the alternative, the Commission may facilitate a settlement
between the person claiming to be aggrieved and the respondent by
permitting withdrawal of the charge pursuant to Sec. 1601.10.

[44 FR 4669, Jan. 23, 1979, as amended at 47 FR 46275, Oct. 18, 1982; 49
FR 13024, Apr. 2, 1984; 49 FR 13874, Apr. 9, 1984; 54 FR 32061, Aug. 4,
1989; 71 FR 26828, May 9, 2006]



Sec. 1601.21  Reasonable cause determination: Procedure and authority.

    (a) After completing its investigation, where the Commission has not
settled or dismissed a charge or made a no cause finding as to every
allegation addressed in the determination under Sec. 1601.19, the
Commission shall issue a determination that reasonable cause exists to
believe that an unlawful employment practice has occurred or is
occurring under title VII, the ADA, or GINA. A determination finding
reasonable cause is based on, and limited to, evidence obtained by the
Commission and does not reflect any judgment on the merits of
allegations not addressed in the determination.
    (b) The Commission shall provide prompt notification of its
determination under paragraph (a) of this section to the person claiming
to be aggrieved, the person making the charge on behalf of such person,
if any, and the respondent, or in the case of a Commissioner charge, the
person named in the charge or identified by the Commission in the third
party certificate, if any, and the respondent. The Commission may,
however, on its own initiative reconsider its decision or the
determination of any of its designated officers who

[[Page 161]]

have authority to issue Letters of Determination, Except that the
Commission will not reconsider determinations of reasonable cause
previously issued against a government, governmental entity or political
subdivision after a failure of conciliation as set forth in Sec.
1601.25.
    (1) In cases where the Commission decides to reconsider a dismissal
or a determination finding reasonable cause to believe a charge is true,
a notice of intent to reconsider will promptly issue. If such notice of
intent to reconsider is issued within 90 days from receipt of a notice
of right to sue and the charging party has not filed suit and did not
receive a notice of right to sue pursuant to Sec. 1601.28(a)(1) or (2),
the notice of intent to reconsider will vacate the dismissal or letter
of determination and revoke the notice of right to sue. If the 90 day
period has expired, the charging party has filed suit, or the charging
party had requested a notice of right to sue pursuant to Sec.
1601.28(a)(1) or (2), the notice of intent to reconsider will vacate the
dismissal or letter of determination, but will not revoke the notice of
right to sue. After reconsideration the Commission will issue a
determination anew. In those circumstances where the notice of right to
sue has been revoked, the Commission will, in accordance with Sec.
1601.28, issue a notice of right to sue anew which will provide the
charging party with 90 days within which to bring suit.
    (2) The Commission shall provide prompt notification of its intent
to reconsider, which is effective upon issuance, and its final decision
after reconsideration to the person claiming to be aggrieved, the person
making the charge on behalf of such person, if any, and the respondent,
or in the case of a Commissioner charge, the person named in the charge
or identified by the Commissioner in the third-party certificate, if
any, and the respondent.
    (c) Where a member of the Commission has filed a Commissioner
charge, he or she shall abstain from making a determination in that
case.
    (d) The Commission hereby delegates to District Directors, or upon
delegation, Field Directors, Area Directors or Local Directors; and the
Director of the Office of Field Programs, or upon delegation, the
Director of Field Management Programs, the authority, except in those
cases involving issues currently designated by the Commission for
priority review, upon completion of an investigation, to make a
determination finding reasonable cause, issue a cause letter of
determination and serve a copy of the determination upon the parties.
Each determination issued under this section is final when the letter of
determination is issued. However, the Director of the Office of Field
Programs, or upon delegation, the Director of Field Management Programs;
each District Director; each Field Director; each Area Director and each
Local Director, for the determinations issued by his or her office, may
on his or her own initiative reconsider such determinations, except that
such directors may not reconsider determinations of reasonable cause
previously issued against a government, governmental agency or political
subdivision after a failure of conciliation as set forth in Sec.
1601.25.
    (1) In cases where the issuing Director decides to reconsider a
dismissal or a determination finding reasonable cause to believe a
charge is true, a notice of intent to reconsider will promptly issue. If
such notice of intent to reconsider is issued within 90 days from
receipt of a notice of right to sue and the charging party has not filed
suit and did not request a notice of right to sue pursuant to Sec.
1601.28(a)(1) or (2), the notice of intent to reconsider will vacate the
dismissal or letter of determination and revoke the notice of right to
sue. If the 90 day period has expired, the charging party has filed
suit, or the charging party had received a notice of right to sue
pursuant to Sec. 1601.28(a)(1) or (2), the notice of intent to
reconsider will vacate the dismissal or letter of determination, but
will not revoke the notice of right to sue. After reconsideration the
issuing Director will issue a determination anew. In those circumstances
where the notice of right to sue has been revoked, the issuing Director
will, in accordance with Sec. 1601.28, issue a notice of right to sue
anew which will provide the charging party with 90 days within which to
bring suit.

[[Page 162]]

    (2) When the issuing Director does reconsider, he or she shall
provide prompt notification of his or her intent to reconsider, which is
effective upon issuance, and final decision after reconsideration to the
person claiming to be aggrieved, the person making the charge on behalf
of such person, if any, and the respondent, or in the charge or
identified by the Commissioner in the third party certificate, if any,
and the respondent.
    (e) In making a determination as to whether reasonable cause exists,
substantial weight shall be accorded final findings and orders made by
designated FEP agencies to which the Commission defers charges pursuant
to Sec. 1601.13. For the purposes of this section, the following
definitions shall apply:
    (1) ``Final findings and orders'' shall mean:
    (i) The findings of fact and order incident thereto issued by a FEP
agency on the merits of a charge; or
    (ii) The consent order or consent decree entered into by the FEP
agency on the merits of a charge.

Provided, however, That no findings and order of a FEP agency shall be
considered final for purposes of this section unless the FEP agency
shall have served a copy of such findings and order upon the Commission
and upon the person claiming to be aggrieved and shall have informed
such person of his or her rights of appeal or to request
reconsideration, or rehearing or similar rights; and the time for such
appeal, reconsideration, or rehearing request shall have expired or the
issues of such appeal, reconsideration or rehearing shall have been
determined.
    (2) ``Substantial weight'' shall mean that such full and careful
consideration shall be accorded to final findings and orders, as defined
above, as is appropriate in light of the facts supporting them when they
meet all of the prerequisites set forth below:
    (i) The proceedings were fair and regular; and
    (ii) The practices prohibited by the State or local law are
comparable in scope to the practices prohibited by Federal law; and
    (iii) The final findings and order serve the interest of the
effective enforcement of title VII, the ADA, or GINA: Provided, That
giving substantial weight to final findings and orders of a FEP agency
does not include according weight, for purposes of applying Federal law,
to such Agency's conclusions of law.

[42 FR 55388, Oct. 14, 1977, as amended at 45 FR 73036, Nov. 4, 1980; 48
FR 19165, Apr. 28, 1983; 49 FR 13024, Apr. 2, 1984; 51 FR 18778, May 22,
1986; 52 FR 26959, July 17, 1987; 53 FR 3370, Feb. 7, 1988; 54 FR 32061,
Aug. 4, 1989; 56 FR 9624, 9625, Mar. 7, 1991; 71 FR 26828, May 9, 2006;
74 FR 63982, Dec. 7, 2009]



Sec. 1601.22  Confidentiality.

    Neither a charge, nor information obtained during the investigation
of a charge of employment discrimination under title VII, the ADA, or
GINA, nor information obtained from records required to be kept or
reports required to be filed pursuant to title VII, the ADA, or GINA,
shall be made matters of public information by the Commission prior to
the institution of any proceeding under title VII, the ADA, or GINA
involving such charge or information. This provision does not apply to
such earlier disclosures to charging parties, or their attorneys,
respondents or their attorneys, or witnesses where disclosure is deemed
necessary for securing appropriate relief. This provision also does not
apply to such earlier disclosures to representatives of interested
Federal, State, and local authorities as may be appropriate or necessary
to the carrying out of the Commission's function under title VII, the
ADA, or GINA, nor to the publication of data derived from such
information in a form which does not reveal the identity of charging
parties, respondents, or persons supplying the information.

[42 FR 55388, Oct. 14, 1977, as amended at 56 FR 9624, 9625, Mar. 7,
1991; 74 FR 63982, 63983, Dec. 7, 2009.]

           Procedure To Rectify Unlawful Employment Practices



Sec. 1601.23  Preliminary or temporary relief.

    (a) In the interest of the expeditious procedure required by section
706(f)(2) of title VII, the Commission hereby delegates to the Director
of the Office of Field Programs or upon delegation,

[[Page 163]]

the Director of Field Management Programs and each District Director the
authority, upon the basis of a preliminary investigation, to make the
initial determination on its behalf that prompt judicial action is
necessary to carry out the purposes of the Act and recommend such action
to the General Counsel. The Commission authorizes the General Counsel to
institute an appropriate action on behalf of the Commission in such a
case not involving a government, governmental agency, or political
subdivision.
    (b) In a case involving a government, governmental agency, or
political subdivision, any recommendation for preliminary or temporary
relief shall be transmitted directly to the Attorney General by the
Director of the Office of Field Programs or upon delegation, the
Director of Field Management Programs or the District Director.
    (c) Nothing in this section shall be construed to prohibit private
individuals from exercising their rights to seek temporary or
preliminary relief on their own motion.

[42 FR 55388, Oct. 14, 1977, as amended at 47 FR 46275, Oct. 18, 1982;
54 FR 32061, Aug. 4, 1989; 71 FR 26828, May 9, 2006]



Sec. 1601.24  Conciliation: Procedure and authority.

    (a) Where the Commission determines that there is reasonable cause
to believe that an unlawful employment practice has occurred or is
occurring, the Commission shall endeavor to eliminate such practice by
informal methods of conference, conciliation and persuasion. In
conciliating a case in which a determination of reasonable cause has
been made, the Commission shall attempt to achieve a just resolution of
all violations found and to obtain agreement that the respondent will
eliminate the unlawful employment practice and provide appropriate
affirmative relief. Where such conciliation attempts are successful, the
terms of the conciliation agreement shall be reduced to writing and
shall be signed by the Commission's designated representative and the
parties. A copy of the signed agreement shall be sent to the respondent
and the person claiming to be aggrieved. Where a charge has been filed
on behalf of a person claiming to be aggrieved, the conciliation
agreement may be signed by the person filing the charge or by the person
on whose behalf the charge was filed.
    (b) District Directors; the Director of the Office of Field Programs
or the Director of Field Management Programs; or their designees are
hereby delegated authority to enter into informal conciliation efforts.
District Directors or upon delegation, Field Directors, Area Directors,
or Local Directors; the Director of the Office of Field Programs; or the
Director of Field Management Programs are hereby delegated the authority
to negotiate and sign conciliation agreements. When a suit brought by
the Commission is in litigation, the General Counsel is hereby delegated
the authority to negotiate and sign conciliation agreements where,
pursuant to section 706(f)(1) of title VII, a court has stayed
processings in the case pending further efforts of the Commission to
obtain voluntary compliance.
    (c) Proof of compliance with title VII, the ADA, or GINA in
accordance with the terms of the agreement shall be obtained by the
Commission before the case is closed. In those instances in which a
person claiming to be aggrieved or a member of the class claimed to be
aggrieved by the practices alleged in the charge is not a party to such
an agreement, the agreement shall not extinguish or in any way prejudice
the rights of such person to proceed in court under section 706(f)(1) of
title VII, the ADA, or GINA.

[42 FR 55388, Oct. 14, 1977, as amended at 48 FR 19165, Apr. 28, 1983;
49 FR 13024, Apr. 2, 1984; 49 FR 13874, Apr. 9, 1984; 52 FR 26959, July
17, 1987; 54 FR 32061, Aug. 4, 1989; 56 FR 9624, 9625, Mar. 7, 1991; 71
FR 26828, May 9, 2006; 74 FR 63982, Dec. 7, 2009]



Sec. 1601.25  Failure of conciliation; notice.

    Where the Commission is unable to obtain voluntary compliance as
provided by title VII, the ADA, or GINA and it determines that further
efforts to do so would be futile or nonproductive, it shall, through the
appropriate District Director, the Director of the Office of Field
Programs, or Director of Field Management Programs, or their

[[Page 164]]

designees, so notify the respondent in writing.

[42 FR 55388, Oct. 14, 1977, as amended at 47 FR 46275, Oct. 18, 1982;
54 FR 32061, Aug. 4, 1989; 56 FR 9624, Mar. 7, 1991; 71 FR 26829, May 9,
2006; 74 FR 63982, Dec. 7, 2009]



Sec. 1601.26  Confidentiality of endeavors.

    (a) Nothing that is said or done during and as part of the informal
endeavors of the Commission to eliminate unlawful employment practices
by informal methods of conference, conciliation, and persuasion may be
made a matter of public information by the Commission, its officers or
employees, or used as evidence in a subsequent proceeding without the
written consent of the persons concerned. This provision does not apply
to such disclosures to the representatives of Federal, State or local
agencies as may be appropriate or necessary to the carrying out of the
Commission's functions under title VII, the ADA, or GINA: Provided,
however, That the Commission may refuse to make disclosures to any such
agency which does not maintain the confidentiality of such endeavors in
accord with this section or in any circumstances where the disclosures
will not serve the purposes of the effective enforcement of title VII,
the ADA, or GINA.
    (b) Factual information obtained by the Commission during such
informal endeavors, if such information is otherwise obtainable by the
Commission under section 709 of title VII, for disclosure purposes will
be considered by the Commission as obtained during the investigatory
process.

[42 FR 55388, Oct. 14, 1977, as amended at 56 FR 9625, Mar. 7, 1991; 74
FR 63982, Dec. 7, 2009]

          Procedure Concerning the Institution of Civil Actions



Sec. 1601.27  Civil actions by the Commission.

    The Commission may bring a civil action against any respondent named
in a charge not a government, governmental agency or political
subdivision, after thirty (30) days from the date of the filing of a
charge with the Commission unless a conciliation agreement acceptable to
the Commission has been secured: Provided, however, That the Commission
may seek preliminary or temporary relief pursuant to section 706(f)(2)
of title VII, according to the procedures set forth in Sec. 1601.23 of
this part, at any time.



Sec. 1601.28  Notice of right to sue: Procedure and authority.

    (a) Issuance of notice of right to sue upon request. (1) When a
person claiming to be aggrieved requests, in writing, that a notice of
right to sue be issued and the charge to which the request relates is
filed against a respondent other than a government, governmental agency
or political subdivision, the Commission shall promptly issue such
notice as described in Sec. 1601.28(e) to all parties, at any time
after the expiration of one hundred eighty (180) days from the date of
filing of the charge with the Commission, or in the case of a
Commissioner charge 180 days after the filing of the charge or 180 days
after the expiration of any period of reference under section 706(d) of
title VII as appropriate.
    (2) When a person claiming to be aggrieved requests, in writing,
that a notice of right to sue be issued, and the charge to which the
request relates is filed against a respondent other than a government,
governmental agency or political subdivision, the Commission may issue
such notice as described in Sec. 1601.28(e) with copies to all parties,
at any time prior to the expiration of 180 days from the date of filing
of the charge with the Commission; provided that the District Director,
the Field Director, the Area Director, the Local Director, the Director
of the Office of Field Programs or upon delegation, the Director of
Field Management Programs has determined that it is probable that the
Commission will be unable to complete its administrative processing of
the charge within 180 days from the filing of the charge and has
attached a written certificate to that effect.
    (3) Issuance of a notice of right to sue shall terminate further
proceeding of any charge that is not a Commissioner charge unless the
District Director; Field Director; Area Director; Local Director;
Director of the Office of Field Programs or upon delegation, the
Director of Field Management Programs;

[[Page 165]]

or the General Counsel, determines at that time or at a later time that
it would effectuate the purpose of title VII, the ADA, or GINA to
further process the charge. Issuance of a notice of right to sue shall
not terminate the processing of a Commissioner charge.
    (4) The issuance of a notice of right to sue does not preclude the
Commission from offering such assistance to a person issued such notice
as the Commission deems necessary or appropriate.
    (b) Issuance of notice of right to sue following Commission
disposition of charge. (1) Where the Commission has found reasonable
cause to believe that title VII, the ADA, or GINA has been violated, has
been unable to obtain voluntary compliance with title VII, the ADA, or
GINA, and where the Commission has decided not to bring a civil action
against the respondent, it will issue a notice of right to sue on the
charge as described in Sec. 1601.28(e) to:
    (i) The person claiming to be aggrieved, or,
    (ii) In the case of a Commissioner charge, to any member of the
class who is named in the charge, identified by the Commissioner in a
third-party certificate, or otherwise identified by the Commission as a
member of the class and provide a copy thereof to all parties.
    (2) Where the Commission has entered into a conciliation agreement
to which the person claiming to be aggrieved is not a party, the
Commission shall issue a notice of right to sue on the charge to the
person claiming to be aggrieved.
    (3) Where the Commission has dismissed a charge pursuant to Sec.
1601.18, it shall issue a notice of right to sue as described in Sec.
1601.28(e) to:
    (i) The person claiming to be aggrieved, or,
    (ii) In the case of a Commissioner charge, to any member of the
class who is named in the charge, identified by the Commissioner in a
third-party certificate, or otherwise identified by the Commission as a
member of the class, and provide a copy thereof to all parties.
    (4) The issuance of a notice of right to sue does not preclude the
Commission from offering such assistance to a person issued such notice
as the Commission deems necessary or appropriate.
    (c) The Commission hereby delegates authority to District Directors,
Field Directors, Area Directors, Local Directors, the Director of the
Office of Field Programs, or Director of Field Management Programs or
their designees, to issue notices of right to sue, in accordance with
this section, on behalf of the Commission. Where a charge has been filed
on behalf of a person claiming to be aggrieved, the notice of right to
sue shall be issued in the name of the person or organization who filed
the charge.\1\
---------------------------------------------------------------------------

    \1\ Formal Ratification-Notice is hereby given that the EEOC at a
Commission meeting on March 12, 1974, formally ratified the acts of the
District Directors of EEOC District Offices in issuing notices of right
to sue pursuant to Commission practice instituted on October 15, 1969,
and continued through March 18, 1974. 39 FR 10178 (March 18, 1974).
---------------------------------------------------------------------------

    (d) Notices of right-of-sue for charges against Governmental
respondents. In all cases where the respondent is a government,
governmental agency, or a political subivision, the Commission will
issue the notice of right to sue when there has been a dismissal of a
charge. The notice of right to sue will be issued in accordance with
Sec. 1601.28(e). In all other cases where the respondent is a
government, governmental agency, or political subdivision, the Attorney
General will issue the notice of right to sue, including the following
cases:
    (1) When there has been a finding of reasonable cause by the
Commission, there has been a failure of conciliation, and the Attorney
General has decided not to file a civil action; and
    (2) Where a charging party has requested a notice of right to sue
pursuant to Sec. 1601.28(a)(1) or (2). In cases where a charge of
discrimination results in a finding of cause in part and no cause in
part, the case will be treated as a ``cause'' determination and will be
referred to the Attorney General.
    (e) Content of notice of right to sue. The notice of right to sue
shall include:
    (1) Authorization to the aggrieved person to bring a civil action
under title VII, the ADA, or GINA pursuant to section 706(f)(1) of title
VII, section

[[Page 166]]

107 of the ADA, or section 207 of GINA within 90 days from receipt of
such authorization;
    (2) Advice concerning the institution of such civil action by the
person claiming to be aggrieved, where appropriate;
    (3) A copy of the charge;
    (4) The Commission's decision, determination, or dismissal, as
appropriate.

[42 FR 55388, Oct. 14, 1977, as amended at 44 FR 4669, Jan. 23, 1979; 45
FR 73037, Nov. 4, 1980; 47 FR 46275, Oct. 18, 1982; 48 FR 19165, Apr.
28, 1983; 49 FR 13024, Apr. 2, 1984; 49 FR 13874, Apr. 9, 1984; 52 FR
26959, July 17, 1987; 54 FR 32061, Aug. 4, 1989; 56 FR 9624, 9625, Mar.
7, 1991; 71 FR 26829, May 9, 2006; 74 FR 63982, Dec. 7, 2009]



Sec. 1601.29  Referral to the Attorney General.

    If the Commission is unable to obtain voluntary compliance in a
charge involving a government, governmental agency or political
subdivision, it shall inform the Attorney General of the appropriate
facts in the case with recommendations for the institution of a civil
action by him or her against such respondent or for intervention by him
or her in a civil action previously instituted by the person claiming to
be aggrieved.



  Subpart C_Notices to Employees, Applicants for Employment and Union
                                 Members



Sec. 1601.30  Notices to be posted.

    (a) Every employer, employment agency, labor organization, and joint
labor-management committee controlling an apprenticeship or other
training program that has an obligation under title VII, the ADA, or
GINA shall post and keep posted in conspicuous places upon its premises
notices in an accessible format, to be prepared or approved by the
Commission, describing the applicable provisions of title VII, the ADA,
and GINA. Such notice must be posted in prominent and accessible places
where notices to employees, applicants and members are cusomarily
maintained.
    (b) Section 711(b) of Title VII and the Federal Civil Penalties
Inflation Adjustment Act, as amended, make failure to comply with this
section punishable by a fine of not more than $210 for each separate
offense.

[42 FR 55388, Oct. 14, 1977, as amended at 55 FR 2518, Jan. 25, 1990; 56
FR 9625, Mar. 7, 1991; 62 FR 26934, May 16, 1997; 74 FR 63982, 63983,
Dec. 7, 2009; 79 FR 15221, Mar. 19, 2014]



                     Subpart D_Construction of Rules



Sec. 1601.34  Rules to be liberally construed.

    These rules and regulations shall be liberally construed to
effectuate the purpose and provisions of title VII, the ADA, and GINA.

[44 FR 4670, Jan. 23, 1979. Redesignated and amended at 56 FR 9624,
9625, Mar. 7, 1991; 74 FR 63983, Dec. 7, 2009]



            Subpart E_Issuance, Amendment, or Repeal of Rules



Sec. 1601.35  Petitions.

    Any interested person may petition the Commission, in writing, for
the issuance, amendment, or repeal of a rule or regulation. Such
petition shall be filed with the Equal Employment Opportunity
Commission, 131 M Street, NE., Washington DC 20507, and shall state the
rule or regulation proposed to be issued, amended, or repealed, together
with a statement of grounds in support of such petition.

[42 FR 55388, Oct. 14, 1977, as amended at 54 FR 32061, Aug. 4, 1989.
Redesignated at 56 FR 9625, Mar. 7, 1991; 74 FR 3430, Jan. 21, 2009]



Sec. 1601.36  Action on petition.

    Upon the filing of such petition, the Commission shall consider the
same and may thereupon either grant or deny the petition in whole or in
part, conduct an appropriate proceeding thereon, or make other
disposition of the petition. Should the petition be denied in whole or
in part, prompt notice shall be given of the denial, accompanied by a
simple statement of the grounds unless the denial be self-explanatory.

[42 FR 55388, Oct. 14, 1977. Redesignated at 56 FR 9625, Mar. 7, 1991]

Subpart F [Reserved]

[[Page 167]]



               Subpart G_FEP Agency Designation Procedures



Sec. 1601.70  FEP agency qualifications.

    (a) State and local fair employment practice agencies or authorities
which qualify under section 706(c) of title VII and this section shall
be designated as ``FEP agencies.'' The qualifications for designation
under section 706(c) are as follows:
    (1) That the State or political subdivision has a fair employment
practice law which makes unlawful employment practices based upon race,
color, religion, sex, national origin or disability; and
    (2) That the State or political subdivision has either established a
State or local authority or authorized an existing State or local
authority that is empowered with respect to employment practices found
to be unlawful, to do one of three things: To grant relief from the
practice; to seek relief from the practice; or to institute criminal
proceedings with respect to the practice.
    (b) Any State or local agency or authority seeking FEP agency
designation should submit a written request to the Chairman of the
Commission. However, if the Commission is aware that an agency or
authority meets the above criteria for FEP agency designation, the
Commission shall defer charges to such agency or authority even though
no request for FEP agency designation has been made.
    (c) A request for FEP agency designation should include a copy of
the agency's fair employment practices law and any rules, regulations
and guidelines of general interpretation issued pursuant thereto.
Submission of such data will allow the Commission to ascertain which
employment practices are made unlawful and which bases are covered by
the State or local entity. Agencies or authorities are requested, but
not required, to provide the following helpful information:
    (1) A chart of the organization of the agency or authority
responsible for administering and enforcing said law;
    (2) The amount of funds made available to or allocated by the agency
or authority for fair employment purposes;
    (3) The identity and telephone number of the agency (authority)
representative whom the Commission may contact with reference to any
legal or other questions that may arise regarding designation;
    (4) A detailed statement as to how the agency or authority meets the
qualifications of paragraph (a) (1) and (2) of Sec. 1601.70.
    (d) Where both State and local FEP agencies exist, the Commission
reserves the right to defer to the State FEP agency only. However, where
there exist agencies of concurrent jurisdiction, the Commission may
defer to the FEP agency which would best serve the purposes of title
VII, the ADA, or GINA, or to both.
    (e) The Chairman or his or her designee, will provide to the
Attorney General of the concerned State (and corporation counsel of a
concerned local government, if appropriate) an opportunity to comment
upon aspects of State or local law which might affect the qualifications
of any new agency in that State otherwise cognizable under this section.

[45 FR 33606, May 20, 1980, as amended at 47 FR 53733, Nov. 29, 1982.
Redesignated and amended at 56 FR 9625, Mar. 7, 1991; 60 FR 46220, Sept.
6, 1995; 74 FR 63982, Dec. 7, 2009]



Sec. 1601.71  FEP agency notification.

    (a) When the Commission determines that an agency or authority meets
the criteria outlined in section 706(c) of title VII and Sec. 1601.70,
the Commission shall so notify the agency by letter and shall notify the
public by publication in the Federal Register of an amendment to Sec.
1601.74.
    (b) Where the Commission determines that an agency or authority does
not come within the definition of a FEP agency for purposes of a
particular basis of discrimination or where the agency or authority
applies for designation as a Notice Agency, the Commission shall notify
that agency or authority of the filing of charges for which the agency
or authority is not a FEP agency. For such purposes that State or local
agency will be deemed a Notice Agency.
    (c) Where the Chairman becomes aware of events which lead him or her
to believe that a deferral Agency no

[[Page 168]]

longer meets the requirements of a FEP agency and should no longer be
considered a FEP agency, the Chairman will so notify the affected agency
and give it 15 days in which to respond to the preliminary findings. If
the Chairman deems necessary, he or she may convene a hearing for the
purpose of clarifying the matter. The Commission shall render a final
determination regarding continuation of the agency as a FEP agency.

[45 FR 33606, May 20, 1980, as amended at 47 FR 53733, Nov. 29, 1982.
Redesignated at 56 FR 9625, Mar. 7, 1991; 60 FR 46220, Sept. 6, 1995]



Sec. Sec. 1601.72-1601.73  [Reserved]



Sec. 1601.74  Designated and notice agencies.

    The Commission has made the following designations \2\:
---------------------------------------------------------------------------

    \2\ State and local laws may change and that can affect the
timeliness of a claim. It is advisable for individuals to contact the
FEP agency to confirm coverage, or otherwise determine that the above
designation reflects the current status of the agency under state and
local law.
---------------------------------------------------------------------------

    (a) The designated FEP agencies are:

Alaska Commission for Human Rights
Alexandria (VA) Human Rights Office
Allentown (PA) Human Relations Commission
Anchorage (AK) Equal Rights Commission
Anderson (IN) Human Relations Commission
Arizona Civil Rights Division
Arlington County (VA) Human Rights Commission \3\
---------------------------------------------------------------------------

    \3\ The Arlington Human Rights Commission has been designated as a
FEP agency for all charges except charges alleging a violation of title
VII by a government, government agency, or political subdivision of the
State of Virginia. For these types of charges it shall be deemed a
``Notice agency'' pursuant to 29 CFR 1601.71(b).
---------------------------------------------------------------------------

Austin (TX) Human Relations Commission \4\
---------------------------------------------------------------------------

    \4\ The Austin (TX) Human Relations Commission has been designated
as a FEP agency for all charges except charges alleging a violation of
title VII by a government, government agency, or political subdivision
of the State of Texas. For these types of charges it shall be deemed a
``Notice Agency,'' pursuant to 29 CFR 1601.71(b).
---------------------------------------------------------------------------

Baltimore (MD) Community Relations Commission
Bloomington (IL) Human Relations Commission
Bloomington (IN) Human Rights Commission
Broward County (FL) Human Relations Commission
California Department of Fair Employment and Housing
Charleston (WV) Human Rights Commission
City of Salina (KS) Human Relations Commission and Department
City of Springfield (IL) Department of Community Relations
Clearwater (FL) Office of Community Relations
Colorado Civil Rights Commission
Colorado State Personnel Board \5\
---------------------------------------------------------------------------

    \5\ The Colorado State Personnel Board has been designated as a FEP
agency for only those charges which relate to appointments, promotions,
and other personnel actions that take place in the State personnel
system. In addition, it has been designated as a FEP agency for all of
the above mentioned charges except charges which allege a violation of
section 704(a) of title VII. For this type of charge it shall be deemed
a ``Notice Agency'' pursuant to 29 CFR 1601.71(b).
---------------------------------------------------------------------------

Commonwealth of Puerto Rico Department of Labor \6\
---------------------------------------------------------------------------

    \6\The Commonwealth of Puerto Rico Department of Labor has been
designated as a FEP agency for all charges except charges alleging a
``labor union'' has violated title VII; charges alleging an ``employment
agency'' has violated title VII; and charges alleging violations of
title VII by agencies or instrumentalities of the Government of Puerto
Rico when they are not operating as private businesses or enterprises.
For these types of charges it shall be deemed a ``Notice Agency,''
pursuant to 29 CFR 1601.71(b). With respect to charges alleging
retaliation under section 704(a) of Title VII, the Commonwealth of
Puerto Rico Department of Labor is a FEP agency for charges alleging
retaliation for having opposed unlawful sexual harassment or
participated in a statutory sexual harassment complaint proceeding and a
``Notice Agency'' for all other charges alleging violation of section
704(a) of Title VII.
---------------------------------------------------------------------------

Connecticut Commission on Human Rights and Opportunity
Corpus Christi (TX) Human Relations Commission
Dade County (FL) Fair Housing and Employment Commission
Delaware Department of Labor
District of Columbia Office of Human Rights
Durham (NC) Human Relations Commission
East Chicago (IN) Human Rights Commission
Evansville (IN) Human Relations Commission
Fairfax County (VA) Human Rights Commission
Florida Commission on Human Relations
Fort Dodge-Webster County (IA) Human Rights Commission

[[Page 169]]

Fort Wayne (IN) Metropolitan Human Relations Commission
Fort Worth (TX) Human Relations Commission
Gary (IN) Human Relations Commission
Georgia Office of Fair Employment Practices \7\
---------------------------------------------------------------------------

    \7\ The Georgia Office of Fair Employment Practices has been
designated as a FEP agency for all charges covering the employment
practices of the departments of the State of Georgia only.
---------------------------------------------------------------------------

Hawaii Department of Labor and Industrial Relations \8\
---------------------------------------------------------------------------

    \8\ The Hawaii Department of Labor and Industrial Relations has been
granted FEP agency designation of all charges except those filed against
units of the State and local government, in which case it shall be
deemed a ``Notice Agency.''
---------------------------------------------------------------------------

Hillsborough County (FL) Equal Opportunity and Human Relations
Department
Howard County (MD) Human Rights Commission \9\
---------------------------------------------------------------------------

    \9\ The Howard County (MD) Human Rights Commission has been granted
designation of all charges except those filed against agencies of Howard
County in which case it shall be deemed a ``Notice Agency.''
---------------------------------------------------------------------------

Huntington (WV) Human Relations Commission
Idaho Human Rights Commission
Illinois Department of Human Rights
Indiana Civil Rights Commission
Iowa Civil Rights Commission
Jacksonville (FL) Equal Employment Opportunity Commission
Kansas City (KS) Human Relations Department
Kansas City (MO) Human Relations Department
Kansas Human Rights Commission
Kentucky Commission on Human Rights
Lee County (FL) Department of Equal Opportunity
Lexington-Fayette (KY) Urban County Human Rights Commission
Lincoln (NE) Commission on Human Rights \10\
---------------------------------------------------------------------------

    \10\ The Lincoln (NE) Commission on Human Rights has been designated
as a FEP agency for all charges except (1) a charge by an ``applicant
for membership'' alleging a violation of section 703(c)(2) of title VII
(2) a charge by an individual alleging that a ``joint labor-management
committee'' has violated section 704(a) of title VII; and (3) a charge
by an individual alleging that a ``joint labor-management committee''
has violated section 704(b) of title VII. For those types of charges, it
shall be deemed a ``Notice Agency,'' pursuant to 29 CFR 1601.71(b).
---------------------------------------------------------------------------

Louisiana (LA) Commission on Human Rights
Louisville and Jefferson County (KY) Human Relations Commission
Madison (WI) Equal Opportunities Commission
Maine Human Rights Commission
Maryland Commission on Human Relations
Mason City (IA) Human Rights Commission
Massachusetts Commission Against Discrimination
Michigan City (IN) Human Rights Commission
Michigan Department of Civil Rights
Minneapolis (MN) Department of Civil Rights
Minnesota Department of Human Rights
Missouri Commission on Human Rights
Montana Human Rights Division
Montgomery County (MD) Human Relations Commission
Nebraska Equal Opportunity Commission
Nevada Commission on Equal Rights of Citizens
New Hampshire Commission for Human Rights
New Hanover (NC) Human Relations Commission \11\
---------------------------------------------------------------------------

    \11\ The New Hanover Human Relations Commission is being designated
as a FEP agency for charges covering employment practices under section
706(c) of title VII and CFR 1601.70 et seq. (1980) within New Hanover
County and ``such cities within the county as may by resolution of their
governing boards, permit the Ordinance of the Board of Commissioners of
New Hanover County entitled `Prohibition of Discrimination in
Employment' to be applicable within such cities.'' This covers
Wilmington City and the unincorporated area of New Hanover County. At
this time Wrightsville Beach, Carolina Beach and Kure Beach are not
included in this designation. For charges from these latter locales the
New Hanover Human Relations Commission shall be deemed a ``Notice
Agency,'' pursuant to 29 CFR 1601.71(b).
---------------------------------------------------------------------------

New Haven (CT) Commission on Equal Opportunities
New Jersey Division of Civil Rights, Department of Law and Public Safety
New Mexico Human Rights Commission
New York City (NY) Commission on Human Rights
New York State Division on Human Rights
North Carolina State Office of Administrative Hearings
North Dakota Department of Labor
Ohio Civil Rights Commission
Oklahoma Human Rights Commission
Omaha (NE) Human Relations Department
Orange County (NC) Human Relations Commission
Oregon Bureau of Labor
Orlando (FL) Human Relations Department
Paducah (KY) Human Rights Commission
Palm Beach County (FL) Office of Equal Opportunity
Pennsylvania Human Relations Commission

[[Page 170]]

Philadelphia (PA) Commission on Human Relations
Pinellas County (FL) Affirmative Action Office
Pittsburgh (PA) Commission on Human Rights
Prince George's County (MD) Human Relations Commission
Prince William County (VA) Human Rights Commission
Reading (PA) Human Relations Commission
Rhode Island Commission for Human Rights
Richmond County (GA) Human Rights Commission
Rockville (MD) Human Rights Commission
St. Louis (MO) Civil Rights Enforcement Agency
St. Paul (MN) Department of Human Rights
St. Petersburg (FL) Human Relations Division \12\
---------------------------------------------------------------------------

    \12\ On June 1, 1979, the St. Petersburg Office of Human Relations
was designated a FEP agency for all charges except those charges
alleging retaliation under section 704(a) of title VII. Accordingly,
``for retaliation charges'' it was deemed a ``Notice Agency,'' pursuant
to 29 CFR 1601.71(c). See 44 FR 31638. On May 23, 1979, an ordinance
amended the St. Petersburg, FL Human Relations law to include charges of
retaliation. Therefore, retaliation charges will be deferred to that
agency effective immediately.
---------------------------------------------------------------------------

Seattle (WA) Human Rights Commission
Sioux Falls (SD) Human Relations Commission
South Bend (IN) Human Rights Commission
South Carolina Human Affairs Commission
South Dakota Division of Human Rights
Springfield (OH) Human Relations Department
Tacoma (WA) Human Relations Commission
Tampa (FL) Office of Community Relations
Tennessee Commission for Human Development
Texas Commission on Human Rights
Topeka (KS) Human Relations Commission
Utah Industrial Commission, Anti-Discrimination Division
Vermont Attorney General's Office, Civil Rights Division
Vermont Human Rights Commission
Virgin Islands Department of Labor
Virginia Council on Human Rights
Washington Human Rights Commission
West Virginia Human Rights Commission
Wheeling (WV) Human Rights Commission
Wichita Falls (TX) Human Relations Commission
Wisconsin Equal Rights Division, Department of Industry, Labor and Human
Relations
Wisconsin State Personnel Commission \13\
---------------------------------------------------------------------------

    \13\ The Wisconsin State Personnel Commission is being designated as
a FEP agency for all charges covering the employment practices of the
agencies of the State of Wisconsin except those charges alleging
retaliation under 704(a) of title VII. Accordingly, for retaliation
charges, it shall be deemed a Notice Agency pursuant to 29 CFR
1601.71(b).
---------------------------------------------------------------------------

Wyoming Fair Employment Practices Commission
York (PA) Human Relations Commission
Youngstown (OH) Human Relations Commission

    (b) The designated Notice Agencies are:

Arkansas Governor's Committee on Human Resources
Ohio Director of Industrial Relations
Raleigh (NC) Human Resources Department, Civil Rights Unit

(Sec. 713(a) 78 Stat. 265 (42 U.S.C. 2000e--12(a)))

[46 FR 33030, June 26, 1981. Redesignated at 56 FR 9625, Mar. 7, 1991]

    Editorial Note: For Federal Register citations affecting Sec.
1601.74, see the List of CFR Sections Affected, which appears in the
Finding Aids section of the printed volume and at www.fdsys.gov.



Sec. 1601.75  Certification of designated FEP agencies.

    (a) The Commission may certify designated FEP agencies based upon
the past, satisfactory performance of those agencies. The effect of such
certification is that the Commission shall accept the findings and
resolutions of designated FEP agencies in regard to cases processed
under contracts with those agencies without individual, case-by-case
substantial weight review by the Commission except as provided in
Sec. Sec. 1601.76 and 1601.77 of this part.
    (b) Eligibility criteria for certification of a designated FEP
agency are as follows:
    (1) That the State or local agency has been a designated FEP agency
for 4 years;
    (2) That the State or local designated FEP agency's work product has
been evaluated within the past 12 months by the Systemic Investigations
and Individual Compliance Programs, Office of Program Operations, and
found to be in conformance with the Commission's Substantial Weight
Review Procedures (EEOC Order 916); and
    (3) That the State or local designated FEP agency's findings and
resolutions

[[Page 171]]

pursuant to its contract with the Commission, as provided in section
709(b) of title VII, have been accepted by the Commission in at least
95% of the cases processed by the FEP agency in the past 12 months.
    (c) Upon Commission approval of a designated FEP agency for
certification, it shall notify the agency of its cetification and shall
effect such certification by issuance and publication of an amendment to
Sec. 1601.80 of this part.

[46 FR 50367, Oct. 13, 1981, as amended at 54 FR 32061, Aug. 4, 1989.
Redesignated and amended at 56 FR 9625, Mar. 7, 1991]



Sec. 1601.76  Right of party to request review.

    The Commission shall notify the parties whose cases are to be
processed by the designated, certified FEP agency of their right, if
aggrieved by the agency's final action, to request review by the
Commission within 15 days of that action. The Commission, on receipt of
a request for review, shall conduct such review in accord with the
procedures set forth in the Substantial Weight Review Procedures (EEOC
Order 916).

[46 FR 50367, Oct. 13, 1981. Redesignated at 56 FR 9625, Mar. 7, 1991]



Sec. 1601.77  Review by the Commission.

    After a designated FEP agency has been certified, the Commission
shall accept the findings and resolutions of that agency as final in
regard to all cases processed under contract with the Commission, as
provided in section 709(b) of title VII, except that the Commission
shall review charges closed by the certified FEP agency for lack of
jurisdiction, as a result of unsuccessful conciliation, or where the
charge involves an issue currently designated by the Commission for
priority review.

[46 FR 50367, Oct. 13, 1981, as amended at 51 FR 18778, May 22, 1986.
Redesignated at 56 FR 9625, Mar. 7, 1991]



Sec. 1601.78  Evaluation of designated FEP agencies certified by the
Commission.

    To assure that designated FEP agencies certified by the Commission,
as provided in Sec. 1601.75 of this part, continue to maintain
performance consistent with the Commission's Substantial Weight Review
Procedures (EEOC Order 916), the Commission shall provide for the
evaluation of such agencies as follows:
    (a) Each designated FEP agency certified by the Commission shall be
evaluated at least once every 3 years; and
    (b) Each designated FEP agency certified by the Commission shall be
evaluated when, as a result of a substantial weight review requested as
provided in Sec. 1601.76 of this part or required in regard to cases
closed as a result of unsuccessful conciliation or for lack of
jurisdiction as provided in Sec. 1601.77 of this part, the Commission
rejects more than 5% of a designated FEP agency's findings at the end of
the year or 20% or more of its findings for two consecutive quarters.
When the Commission rejects 20% or more of a designated FEP agency's
findings during any quarter, the Commission shall initiate an inquiry
and may conduct an evaluation.
    (c) The Commission may, on its own motion, require an evaluation at
any time.

[46 FR 50367, Oct. 13, 1981. Redesignated at 56 FR 9625, Mar. 7, 1991]



Sec. 1601.79  Revocation of certification.

    Certification of a designated FEP agency is discretionary with the
Commission and the Commission may, upon its own motion, withdraw such
certification as a result of an evaluation conducted pursuant to Sec.
1601.78 or for any reason which leads the Commission to believe that
such certification no longer serves the interest of effective
enforcement of title VII, the ADA, or GINA. The Commission will accept
comments from any individual or organization concerning the efficacy of
the certification of any designated FEP agency. The revocation shall be
effected by the issuance and publication of an amendment to Sec.
1601.80 of this part.

[46 FR 50367, Oct. 13, 1981. Redesignated and amended at 56 FR 9624,
9625, Mar. 7, 1991; 74 FR 63982, Dec. 7, 2009]

[[Page 172]]



Sec. 1601.80  Certified designated FEP agencies.

    The designated FEP agencies receiving certification by the
Commission are as follows:

Alaska Commission for Human Rights
Alexandria (VA) Human Rights Office
Anchorage (AK) Equal Rights Commission
Arizona Civil Rights Division
Arlington County (VA) Human Rights Commission
Austin Human Relations Commission
Baltimore (MD) Community Relations Commission
Broward County (FL) Human Relations Commission
California Department of Fair Employment and Housing
City of Tampa Office of Human Rights
Clearwater (FL) Office of Community Relations
Colorado Civil Rights Division
Connecticut Commission on Human Rights and Opportunity
Corpus Christi (TX) Human Relations Commission
Dade County (FL) Fair Housing and Employment Commission
Delaware Department of Labor
District of Columbia Office of Human Rights
East Chicago (IN) Human Rights Commission
Fairfax County (VA) Human Rights Commission
Florida Commission on Human Rights
Fort Wayne (IN) Metropolitan Human Relations Commission
Fort Worth (TX) Human Relations Commission
Gary (IN) Human Relations Commission
Georgia Commission on Equal Opportunity
Hawaii Department of Labor and Industrial Relations
Howard County (MD) Office of Human Rights
Idaho Human Rights Commission
Illinois Department of Human Rights
Indiana Civil Rights Commission
Iowa Civil Rights Commission
Jacksonville (FL) Equal Employment Opportunity Commission
Kansas Commission on Civil Rights
Lee County Office of Equal Opportunity
Lexington-Fayette (KY) Urban County Human Rights Commission
Louisville and Jefferson County Human Relations Commission
Madison Equal Opportunity Commission
Maine Human Rights Commission
Maryland Commission on Human Relations
Massachusetts Commission Against Discrimination
Michigan Department of Civil Rights
Minneapolis (MN) Department of Civil Rights
Minnesota Department of Human Rights
Missouri Commission on Civil Rights
Montana Human Rights Division
Nebraska Equal Opportunity Commission
Nevada Commission on Equal Rights of Citizens
New Hampshire Commission for Human Rights
New Hanover Human Relations Commission
New Jersey Division on Civil Rights
New Mexico Human Rights Commission
New York City (NY) Commission on Human Rights
New York State Division on Human Rights
North Carolina Civil Rights Division, Office of Administrative Hearings
North Dakota Department of Labor
Ohio Civil Rights Commission
Oklahoma Human Rights Commission
Omaha (NE) Human Relations Department
Oregon Bureau of Labor
Orlando (FL) Human Relations Department
Palm Beach County Office of Equal Opportunity
Pennsylvania Human Relations Commission
Philadelphia Commission on Human Relations
Pittsburgh Commission on Human Relations
Puerto Rico Department of Labor and Human Resources
Rhode Island Commission for Human Rights
St. Louis (MO) Civil Rights Enforcement Agency
St. Paul Department of Human Rights
St. Petersburg (FL) Human Relations Department
Seattle (WA) Human Rights Commission
South Bend (IN) Human Rights Commission
South Carolina Human Affairs Commission
South Dakota Division of Human Rights
Tacoma (WA) Human Relations Division
Tennessee Human Rights Commission
Texas Commission on Human Rights
Utah Industrial Commission, Anti-Discrimination Division
Vermont Attorney General's Office, Civil Rights Division
Virgin Islands Department of Labor
Washington Human Rights Commission
West Virginia Human Rights Commission
Wisconsin Equal Rights Division, Department of Industry, Labor and Human
Relations
Wyoming Fair Employment Practices Commission

(42 U.S.C. 2000e--12(a))

[46 FR 50367, Oct. 13, 1981. Redesignated at 56 FR 9625, Mar. 7, 1991]

    Editorial Note: For Federal Register citations affecting Sec.
1601.80, see the List of CFR Sections Affected, which appears in the
Finding Aids section of the printed volume and at www.fdsys.gov.

[[Page 173]]



   Subpart H_Title VII Interpretations and Opinions by the Commission



Sec. 1601.91  Request for title VII interpretation or opinion.

    Any interested person desiring a written title VII interpretation or
opinion from the Commission may make such a request. However, issuance
of title VII interpretations or opinions is discretionary.

[56 FR 9625, Mar. 7, 1991]



Sec. 1601.92  Contents of request; where to file.

    A request for an ``opinion letter'' shall be in writing, signed by
the person making the request, addressed to the Chairman, Equal
Employment Opportunity Commission, 131 M Street, NE., Washington, DC
20507 and shall contain:
    (a) The names and addresses of the person making the request and of
other interested persons.
    (b) A statement of all known relevant facts.
    (c) A statement of reasons why the title VII interpretation or
opinion should be issued.

[42 FR 55388, Oct. 14, 1977. Redesignated and amended at 56 FR 9625,
Mar. 7, 1991; 74 FR 3430, Jan. 21, 2009]



Sec. 1601.93  Opinions--title VII.

    Only the following may be relied upon as a ``written interpretation
or opinion of the Commission'' within the meaning of section 713 of
title VII:
    (a) A letter entitled ``opinion letter'' and signed by the Legal
Counsel on behalf of and as approved by the Commission, or, if issued in
the conduct of litigation, by the General Counsel on behalf of and as
approved by the Commission, or
    (b) Matter published and specifically designated as such in the
Federal Register, including the Commission's Guidelines on Affirmative
Action, or
    (c) A Commission determination of no reasonable cause, issued, under
the circumstances described in Sec. 1608.10 (a) or (b) of the
Commission's Guidelines on Affirmative Action, 29 CFR part 1608, when
such determination contains a statement that it is a ``written
interpretation or opinion of the Commission.''

[49 FR 31411, Aug. 7, 1984. Redesignated at 56 FR 9626, Mar. 7, 1991]



PART 1602_RECORDKEEPING AND REPORTING REQUIREMENTS UNDER TITLE VII,
THE ADA AND GINA--Table of Contents



                            Subpart A_General

Sec.
1602.1 Purpose and scope.
1602.2-1602.6 [Reserved]

                  Subpart B_Employer Information Report

1602.7 Requirement for filing of report.
1602.8 Penalty for making of willfully false statements on report.
1602.9 Commission's remedy for employer's failure to file report.
1602.10 Employer's exemption from reporting requirements.
1602.11 Additional reporting requirements.

                  Subpart C_Recordkeeping by Employers

1602.12 Records to be made or kept.
1602.13 Records as to racial or ethnic identity of employees.
1602.14 Preservation of records made or kept.

               Subpart D_Apprenticeship Information Report

1602.15 Requirement for filing and preserving copy of report.
1602.16 Penalty for making of willfully false statements on report.
1602.17 Commission's remedy for failure to file report.
1602.18 Exemption from reporting requirements.
1602.19 Additional reporting requirements.

                 Subpart E_Apprenticeship Recordkeeping

1602.20 Records to be made or kept.
1602.21 Preservation of records made or kept.

        Subpart F_Local Union Equal Employment Opportunity Report

1602.22 Requirements for filing and preserving copy of report.
1602.23 Penalty for making of willfully false statements on reports.
1602.24 Commission's remedy for failure to file report.
1602.25 Exemption from reporting requirements.
1602.26 Additional reporting requirements.

[[Page 174]]

             Subpart G_Recordkeeping by Labor Organizations

1602.27 Records to be made or kept.
1602.28 Preservation of records made or kept.

 Subpart H_Records and Inquiries as to Race, Color, National Origin, or
                                   Sex

1602.29 Applicability of State or local law.

           Subpart I_State and Local Governments Recordkeeping

1602.30 Records to be made or kept.
1602.31 Preservation of records made or kept.

         Subpart J_State and Local Government Information Report

1602.32 Requirement for filing and preserving copy of report.
1602.33 Penalty for making of willfully false statements on report.
1602.34 Commission's remedy for political jurisdiction's failure to file
          report.
1602.35 Political jurisdiction's exemption from reporting requirements.
1602.36 Schools exemption.
1602.37 Additional reporting requirements.

 Subpart K_Records and Inquiries as to Race, Color, National Origin, or
                                   Sex

1602.38 Applicability of State or local law.

   Subpart L_Elementary and Secondary School Systems, Districts, and
                    Individual Schools Recordkeeping

1602.39 Records to be made or kept.
1602.40 Preservation of records made or kept.

         Subpart M_Elementary-Secondary Staff Information Report

1602.41 Requirement for filing and preserving copy of report.
1602.42 Penalty for making of willfully false statements on report.
1602.43 Commission's remedy for school systems' or districts' failure to
          file report.
1602.44 School systems' or districts' exemption from reporting
          requirements.
1602.45 Additional reporting requirements.

 Subpart N_Records and Inquiries as to Race, Color, National Origin, or
                                   Sex

1602.46 Applicability of State or local law.

      Subpart O_Recordkeeping for Institutions of Higher Education

1602.47 Definition.
1602.48 Records to be made or kept.
1602.49 Preservation of records made or kept.

        Subpart P_Higher Education Staff Information Report EEO	6

1602.50 Requirement for filing and preserving copy of report.
1602.51 Penalty for making of willfully false statements on report.
1602.52 Commission's remedy for failure to file.
1602.53 Exemption from reporting requirements.
1602.54 Additional reporting requirements.

 Subpart Q_Records and Inquiries as to Race, Color, National Origin, or
                                   Sex

1602.55 Applicability of State or local law.

    Subpart R_Investigation of Reporting or Recordkeeping Violations

1602.56 Investigation of reporting or recordkeeping violations.

    Authority: 42 U.S.C. 2000e-8, 2000e-12; 44 U.S.C. 3501 et seq.; 42
U.S.C. 12117; 42 U.S.C. 2000ff-6.



                            Subpart A_General



Sec. 1602.1  Purpose and scope.

    Section 709 of title VII (42 U.S.C. 2000e), section 107 of the
Americans with Disabilities Act (ADA) (42 U.S.C. 12117), and section
207(a) of the Genetic Information Nondiscrimination Act (GINA) (42
U.S.C. 2000ff-6) require the Commission to establish regulations
pursuant to which employers, labor organizations, joint labor-management
committees, and employment agencies subject to those Acts shall make and
preserve certain records and shall furnish specified information to aid
in the administration and enforcement of the Acts.

[74 FR 63983, Dec. 7, 2009]



Sec. Sec. 1602.2-1602.6  [Reserved]



                  Subpart B_Employer Information Report



Sec. 1602.7  Requirement for filing of report.

    On or before September 30 of each year, every employer that is
subject to title VII of the Civil Rights Act of 1964, as amended, and
that has 100 or more

[[Page 175]]

employees shall file with the Commission or its delegate executed copies
of Standard Form 100, as revised (otherwise known as ``Employer
Information Report EEO-1'') in conformity with the directions set forth
in the form and accompanying instructions. Notwithstanding the
provisions of Sec. 1602.14, every such employer shall retain at all
times at each reporting unit, or at company or divisional headquarters,
a copy of the most recent report filed for each such unit and shall make
the same available if requested by an officer, agent, or employee of the
Commission under the authority of section 710 of title VII. Appropriate
copies of Standard Form 100 in blank will be supplied to every employer
known to the Commission to be subject to the reporting requirements, but
it is the responsibility of all such employers to obtain necessary
supplies of the form from the Commission or its delegate prior to the
filing date.

[37 FR 9219, May 6, 1972, as amended at 56 FR 35755, July 26, 1991]



Sec. 1602.8  Penalty for making of willfully false statements on report.

    The making of willfully false statements on Report EEO-1 is a
violation of the United States Code, title 18, section 1001, and is
punishable by fine or imprisonment as set forth therein.

[31 FR 2833, Feb. 17, 1966]



Sec. 1602.9  Commission's remedy for employer's failure to file report.

    Any employer failing or refusing to file Report EEO-1 when required
to do so may be compelled to file by order of a U.S. District Court,
upon application of the Commission.

[31 FR 2833, Feb. 17, 1966]



Sec. 1602.10  Employer's exemption from reporting requirements.

    If an employer claims that the preparation or filing of the report
would create undue hardship, the employer may apply to the Commission
for an exemption from the requirements set forth in this part, according
to instruction 5. If an employer is engaged in activities for which the
reporting unit criteria described in section 5 of the instructions are
not readily adaptable, special reporting procedures may be required. If
an employer seeks to change the date for filing its Standard Form 100 or
seeks to change the period for which data are reported, an alternative
reporting date or period may be permitted. In such instances, the
employer should so advise the Commission by submitting to the Commission
or its delegate a specific written proposal for an alternative reporting
system prior to the date on which the report is due.

[56 FR 35755, July 26, 1991]



Sec. 1602.11  Additional reporting requirements.

    The Commission reserves the right to require reports, other than
that designated as the Employer Information Report EEO-1, about the
employment practices of individual employers or groups of employers
whenever, in its judgment, special or supplemental reports are necessary
to accomplish the purposes of title VII, the ADA, or GINA. Any system
for the requirement of such reports will be established in accordance
with the procedures referred to in section 709(c) of title VII, section
107 of the ADA, or section 207(a) of GINA and as otherwise prescribed by
law.

[31 FR 2833, Feb. 17, 1966, as amended at 56 FR 35755, July 26, 1991; 74
FR 63983, Dec. 7, 2009]



                  Subpart C_Recordkeeping by Employers



Sec. 1602.12  Records to be made or kept.

    The Commission has not adopted any requirement, generally applicable
to employers, that records be made or kept. It reserves the right to
impose recordkeeping requirements upon individual employers or groups of
employers subject to its jurisdiction whenever, in its judgment, such
records (a) are necessary for the effective operation of the EEO-1
reporting system or of any special or supplemental reporting system as
described above; or (b) are further required to accomplish the purposes
of title VII, the ADA, or GINA. Such record-keeping requirements will be
adopted in accordance

[[Page 176]]

with the procedures referred to in section 709(c) of title VII, section
107 of the ADA, or section 207(a) of GINA, and otherwise prescribed by
law.

(Approved by the Office of Management and Budget under control number
3046-0040)

[31 FR 2833, Feb. 17, 1966, as amended at 46 FR 63268, Dec. 31, 1981; 56
FR 35755, July 26, 1991; 74 FR 63983, Dec. 7, 2009]



Sec. 1602.13  Records as to racial or ethnic identity of employees.

    Employers may acquire the information necessary for completion of
items 5 and 6 of Report EEO-1 either by visual surveys of the work
force, or at their option, by the maintenance of post-employment records
as to the identity of employees where the same is permitted by State
law. In the latter case, however, the Commission recommends the
maintenance of a permanent record as to the racial or ethnic identity of
an individual for purpose of completing the report form only where the
employer keeps such records separately from the employee's basic
personnel form or other records available to those responsible for
personnel decisions, e.g., as part of an automatic data processing
system in the payroll department.

[31 FR 2833, Feb. 17, 1966]



Sec. 1602.14  Preservation of records made or kept.

    Any personnel or employment record made or kept by an employer
(including but not necessarily limited to requests for reasonable
accommodation, application forms submitted by applicants and other
records having to do with hiring, promotion, demotion, transfer, lay-off
or termination, rates of pay or other terms of compensation, and
selection for training or apprenticeship) shall be preserved by the
employer for a period of one year from the date of the making of the
record or the personnel action involved, whichever occurs later. In the
case of involuntary termination of an employee, the personnel records of
the individual terminated shall be kept for a period of one year from
the date of termination. Where a charge of discrimination has been
filed, or an action brought by the Commission or the Attorney General,
against an employer under title VII, the ADA, or GINA, the respondent
employer shall preserve all personnel records relevant to the charge or
action until final disposition of the charge or the action. The term
``personnel records relevant to the charge,'' for example, would include
personnel or employment records relating to the aggrieved person and to
all other employees holding positions similar to that held or sought by
the aggrieved person and application forms or test papers completed by
an unsuccessful applicant and by all other candidates for the same
position as that for which the aggrieved person applied and was
rejected. The date of final disposition of the charge or the action
means the date of expiration of the statutory period within which the
aggrieved person may bring an action in a U.S. District Court or, where
an action is brought against an employer either by the aggrieved person,
the Commission, or by the Attorney General, the date on which such
litigation is terminated.

(Approved by the Office of Management and Budget under control number
3046-0040)

[37 FR 9219, May 6, 1972, as amended at 46 FR 63268, Dec. 31, 1981; 56
FR 35755, July 26, 1991; 77 FR 5398, Feb. 3, 2012]



               Subpart D_Apprenticeship Information Report



Sec. 1602.15  Requirement for filing and preserving copy of report.

    On or before September 30, 1967, and annually thereafter, certain
joint labor-management committees subject to title VII of the Civil
Rights Act of 1964 which control apprenticeship programs shall file with
the Commission, or its delegate, executed copies of Apprenticeship
Information Report EEO-2 in conformity with the directions set forth in
the form and accompanying instructions. The committees covered by this
regulation are those which (a) have five or more apprentices enrolled in
the program at any time during August and September of the reporting
year, and (b) represent at least one employer sponsor and at least one
labor organization sponsor which are themselves subject to title VII.
Every such committee shall retain at all times

[[Page 177]]

among the records maintained in the ordinary course of its affairs a
copy of the most recent report filed, and shall make the same available
if requested by an officer, agent, or employee of the Commission under
the authority of section 710 of title VII. It is the responsibility of
all such committees to obtain from the Commission or its delegate
necessary supplies of the form.

[37 FR 9220, May 6, 1972]



Sec. 1602.16  Penalty for making of willfully false statements on report.

    The making of willfully false statements on Report EEO-2 is a
violation of the U.S. Code, title 18, section 1001, and is punishable by
fine or imprisonment as set forth therein.

[32 FR 10650, July 20, 1967]



Sec. 1602.17  Commission's remedy for failure to file report.

    Any person failing or refusing to file Report EEO-2 when required to
do so may be compelled to file by order of a U.S. District Court, upon
application of the Commission, under authority of section 709(c) of
title VII.

[37 FR 9220, May 6, 1972]



Sec. 1602.18  Exemption from reporting requirements.

    If it is claimed that the preparation or filing of Report EEO-2
would create undue hardship, the committee may apply to the Commission
for an exemption from the requirements set forth in this part.

[32 FR 10650, July 20, 1967]



Sec. 1602.19  Additional reporting requirements.

    The Commission reserves the right to require reports, other than
that designated as Report EEO-2, about apprenticeship procedures of
joint labor-management committees, employers, and labor organizations
whenever, in its judgment, special or supplemental reports are necessary
to accomplish the purpose of title VII, the ADA, or GINA. Any system for
the requirement of such reports will be established in accordance with
the procedures referred to in section 709(c) of title VII, section 107
of the ADA, or section 207(a) of GINA and as otherwise prescribed by
law.

[32 FR 10650, July 20, 1967, as amended at 56 FR 35755, July 26, 1991;
74 FR 63983, Dec. 7, 2009]



                 Subpart E_Apprenticeship Recordkeeping



Sec. 1602.20  Records to be made or kept.

    (a) Every person required to file Report EEO-2 shall make or keep
such records as are necessary for its completion under the conditions
and circumstances set forth in the instructions accompanying the report,
which are specifically incorporated herein by reference and have the
same force and effect as other sections of this part.
    (b) Every employer, labor organization, and joint labor-management
committee subject to title VII which controls an apprenticeship program
(regardless of any joint or individual obligation to file a report)
shall beginning August 1, 1967, maintain a list in chronological order
containing the names and addresses of all persons who have applied to
participate in the apprenticeship program, including the dates on which
such applications were received. (See section 709(c), title VII, Civil
Rights Act of 1964.) Such list shall, contain a notation of the sex of
the applicant and of the applicant's identification as ``White,''
``Black,'' ``Hispanic,'' ``Asian or Pacific Islander'' or ``American
Indian or Alaskan Native.'' The methods of making such identification
are set forth in the instruction accompanying Report EEO-2. The words
``applied,'' ``applicant'' and ``application'' as used in this section
refer to situations involving actual applications only. An applicant is
considered to be a person who files a formal application, or in some
informal way indicates a specific intention to be considered for
admission to the apprenticeship program. A person who casually appears
to make an informal inquiry about the program, or about apprenticeship
in general, is not considered to be an applicant. The term
``apprenticeship program'' as used herein refers to programs described
in the instructions accompanying Report EEO-2.

[[Page 178]]

    (c) In lieu of maintaining the chronological list referred to in
Sec. 1602.20 (b), persons required to compile the list may maintain on
file written applications for participation in the apprenticeship
program, provided that the application form contains a notation of the
date the form was received, the address of the applicant, and a notation
of the sex, and the race, color, or national origin of the applicant as
described above.

[32 FR 10650, July 20, 1967, as amended at 33 FR 282, Jan. 9, 1968; 42
FR 33557, Aug. 10, 1977]



Sec. 1602.21  Preservation of records made or kept.

    (a) Notwithstanding the provisions of section 1602.14, every person
subject to Sec. 1602.20 (b) or (c) shall preserve the list of
applicants or application forms, as the case may be, for a period of 2
years from the date the application was received, except that in those
instances where an annual report is required by the Commission calling
for statistics as to the sex, and the race, color, or national origin of
apprentices, the person required to file the report shall preserve the
list and forms for a period of 2 years or the period of a successful
applicant's apprenticeship, whichever is longer. Persons required to
file Report EEO-2, or other reports calling for information about the
operation of an apprenticeship program similar to that required on
Report EEO-2, shall preserve any other record made solely for the
purpose of completing such reports for a period of 1 year from the due
date thereof.
    (b) Other records: Except to the extent inconsistent with the law or
regulation of any State or local fair employment practices agency, or of
any other Federal or State agency involved in the enforcement of an
antidiscrimination program in apprenticeship, other records relating to
apprenticeship made or kept by a person required to file Report EEO-2,
including but not necessarily limited to requests for reasonable
accommodation, test papers completed by applicants for apprenticeship
and records of interviews with applicants, shall be kept for a period of
2 years from the date of the making of the record. Where a charge of
discrimination has been filed, or an action brought by the Attorney
General under title VII, the ADA, or GINA the respondent shall preserve
all records relevant to the charge or action until final disposion of
the charge or the action. The term ``records relevant to the charge,''
for example, would include applications, forms or test papers completed
by an unsuccessful applicant and by all other candidates for the same
position as that for which the charging party applied and was rejected.
The date of ``final disposition of the charge or the action'' means the
date of expiration of the statutory period within which a charging party
may bring an action in a U.S. District Court or, where an action is
brought either by a charging party or by the Attorney General, the date
on which such litigation is terminated.

[32 FR 10660, July 20, 1967, as amended at 56 FR 35755, July 26, 1991;
77 FR 5398, Feb. 3, 2012]



        Subpart F_Local Union Equal Employment Opportunity Report



Sec. 1602.22  Requirements for filing and preserving copy of report.

    On or before December 31, 1986, and biennially thereafter, every
labor organization subject to title VII of the Civil Rights Act of 1964,
as amended, shall file with the Commission or its delegate an executed
copy of Local Union Report EEO-3 in conformity with the directions set
forth in the form and accompanying instructions, provided that the labor
organization has 100 or more members at any time during the 12 months
preceding the due date of the report, and is a ``local union'' (as that
term is commonly understood) or an independent or unaffiliated union.
Labor organizations required to report are those which perform, in a
specific jurisdiction, the functions ordinarily performed by a local
union, whether or not they are so designated. Every local union or a
labor organization acting in its behalf, shall retain at all times among
the records maintained in the ordinary course of its affairs a copy of
the most recent report filed, and shall make the same available if
requested by an officer, agent, or employee of the

[[Page 179]]

Commission under the authority of section 709 of title VII. It is the
responsibility of all persons required to file to obtain from the
Commission or its delegate necessary supplies of the form.

(Approved by the Office of Management and Budget under control number
3046-0006)

[51 FR 11018, Apr. 1, 1986]



Sec. 1602.23  Penalty for making of willfully false statements on
reports.

    The making of willfully false statements on Report EEO-3 is a
violation of the United States Code, title 18, section 1001, and is
punishable by fine or imprisonment as set forth herein.

[32 FR 10651, July 20, 1967]



Sec. 1602.24  Commission's remedy for failure to file report.

    Any person failing or refusing to file Report EEO-3 when required to
do so may be compelled to file by order of a U.S. District Court, upon
application of the Commission, under authority of section 709(c) of
title VII.

[37 FR 9220, May 6, 1972]



Sec. 1602.25  Exemption from reporting requirements.

    If it is claimed that the preparation or filing of Report EEO-3
would create undue hardship, the labor organization may apply to the
Commission for an exemption from the requirements set forth in this
part.

[32 FR 10651, July 20, 1967]



Sec. 1602.26  Additional reporting requirements.

    The Commission reserves the right to require reports, other than
that designated as Report EEO-3, about the membership or referral
practices or other procedures of labor organizations, whenever, in its
judgment, special or supplemental reports are necessary to accomplish
the purposes of title VII, the ADA, or GINA. Any system for requirement
of such reports will be established in accordance with the procedures
referred to in section 709(c) of title VII, section 107 of the ADA, or
section 207(a) of GINA, and as otherwise prescribed by law.

[32 FR 10651, July 20, 1967, as amended at 56 FR 35755, July 26, 1991;
74 FR 63983, Dec. 7, 2009]



             Subpart G_Recordkeeping by Labor Organizations



Sec. 1602.27  Records to be made or kept.

    Those portions of Report EEO-3 calling for information about union
policies and practices and for the compilation of statistics on the
race, color, national origin, and sex of members, persons referred, and
apprentices, are deemed to be ``records'' within the meaning of section
709(c), title VII, Civil Rights Act of 1964. Every local, independent,
or unaffiliated union with 100 or more members (or any agent acting in
its behalf, if the agent has responsibility for referral of persons for
employment) shall make these records or such other records as are
necessary for the completion of Report EEO-3 under the circumstances and
conditions set forth in the instructions accompanying it, which are
specifically incorporated herein by reference and have the same force
and effect as other sections of this part.

(Approved by the Office of Management and Budget under control number
3046-0006)

[32 FR 10651, July 20, 1967, as amended at 46 FR 63268, Dec. 31, 1981]



Sec. 1602.28  Preservation of records made or kept.

    (a) All records made by a labor organization or its agent solely for
the purpose of completing Report EEO-3 shall be preserved for a period
of 1 year from the due date of the report for which they were compiled.
Any labor organization identified as a ``referral union'' in the
instructions accompanying Report EEO-3, or agent thereto, shall preserve
other membership or referral records (including applications for same)
made or kept by it for a period of 1 year from the date of the making of
the record. Where a charge of discrimination has been filed, or an
action brought by the Commission or the Attorney General, against a
labor organization under title VII, the ADA, or

[[Page 180]]

GINA, the respondent labor organization shall preserve all records
relevant to the charge or action until final disposition of the charge
or the action. The date of ``final disposition of the charge or the
action'' means the date of expiration of the statutory period within
which the aggrieved person may bring an action in a U.S. District Court
or, where an action is brought against a labor organization either by
the Commission, the aggrieved person, or by the Attorney General, the
date on which such litigation is terminated.
    (b) Nothing herein shall relieve any labor organization covered by
title VII of the obligations set forth in subpart E, Sec. Sec. 1602.20
and 1602.21, relating to the establishment and maintenance of a list of
applicants wishing to participate in an apprenticeship program
controlled by it.

(Approved by the Office of Management and Budget under control number
3046-0040)

[37 FR 9220, May 6, 1972, as amended at 46 FR 63268, Dec. 31, 1981; 56
FR 35755, July 26, 1991; 77 FR 5398, Feb. 3, 2012]



 Subpart H_Records and Inquiries as to Race, Color, National Origin, or
                                   Sex



Sec. 1602.29  Applicability of State or local law.

    The requirements imposed by the Equal Employment Opportunity
Commission in these regulations, subparts D through G, supersede any
provisions of State or local law which may conflict with them. Any State
or local laws prohibiting inquiries and recordkeeping with respect to
race, color, national origin, or sex do not apply to inquiries required
to be made under these regulations and under the instructions
accompanying Reports EEO-2 and EEO-3.

[32 FR 10652, July 20, 1967]



           Subpart I_State and Local Governments Recordkeeping



Sec. 1602.30  Records to be made or kept.

    On or before September 30, 1974, and annually thereafter, every
political jurisdiction with 15 or more employees is required to make or
keep records and the information therefrom which are or would be
necessary for the completion of report EEO-4 under the circumstances set
forth in the instructions thereto, whether or not the political
jurisdiction is required to file such report under Sec. 1602.32 of the
regulations in this part. The instructions are specifically incorporated
herein by reference and have the same force and effect as other sections
of this part. \1\ Such reports and the information therefrom shall be
retained at all times for a period of 3 years at the central office of
the political jurisdiction and shall be made available if requested by
an officer, agent, or employee of the Commission under section 710 of
title VII, as amended. Although agency data are aggregated by functions
for purposes of reporting, separate data for each agency must be
maintained either by the agency itself or by the office of the political
jurisdiction responsible for preparing the EEO-4 form. It is the
responsibility of every political jurisdiction to obtain from the
Commission or its delegate necessary instructions in order to comply
with the requirements of this section.
---------------------------------------------------------------------------

    \1\ Note: Instructions were published as an appendix to the proposed
regulations on Mar. 2, 1973 (38 FR 5662).

(Approved by the Office of Management and Budget under control number
---------------------------------------------------------------------------
3046-0008)

[38 FR 12604, May 14, 1973, as amended at 39 FR 30832, Aug. 26, 1974; 46
FR 63268, Dec. 31, 1981]



Sec. 1602.31  Preservation of records made or kept.

    Any personnel or employment record made or kept by a political
jurisdiction (including but not necessarily limited to requests for
reasonable accommodation application forms submitted by applicants and
other records having to do with hiring, promotion, demotion, transfer,
layoff, or termination, rates of pay or other terms of compensation, and
selection for training or apprenticeship) shall be preserved by the
political jurisdiction for a period of 2 years from the date of the
making of the record or the personnel action involved, whichever occurs
later. In the case of involuntary termination of an employee, the
personnel records of the

[[Page 181]]

individual terminated shall be kept for a period of 2 years from the
date of termination. Where a charge of discrimination has been filed, or
an action brought by the Attorney General against a political
jurisdiction under title VII, the ADA, or GINA, the respondent political
jurisdiction shall preserve all personnel records relevant to the charge
or action until final disposition of the charge or the action. The term
``personnel record relevant to the charge,'' for example, would include
personnel or employment records relating to the person claiming to be
aggrieved and to all other employees holding positions similar to that
held or sought by the person claiming to be aggrieved; and application
forms or test papers completed by an unsuccessful applicant and by all
other candidates for the same position as that for which the person
claiming to be aggrieved applied and was rejected. The date of final
disposition of the charge or the action means the date of expiration of
the statutory period within which a person claiming to be aggrieved may
bring an action in a U.S. district court or, where an action is brought
against a political jurisdiction either by a person claiming to be
aggrieved or by the Attorney General, the date on which such litigation
is terminated.

(Approved by the Office of Management and Budget under control number
3046-0040)

[38 FR 12605, May 14, 1973, as amended at 46 FR 63268, Dec. 31, 1981; 56
FR 35756, July 26, 1991; 77 FR 5398, Feb. 3, 2012]



         Subpart J_State and Local Government Information Report

    Source: 38 FR 12605, May 14, 1973, unless otherwise noted.



Sec. 1602.32  Requirement for filing and preserving copy of report.

    On or before September 30, 1993, and biennially thereafter, certain
political jurisdictions subject to title VII of the Civil Rights Act of
1964, as amended, shall file with the Commission or its delegate
executed copies of ``State and Local Government Information Report EEO-
4'' in conformity with the directions set forth in the form and
accompanying instructions. The political jurisdictions covered by this
section are (a) those which have 100 or more employees, and (b) those
other political jurisdictions which have 15 or more employees from whom
the Commission requests the filing of reports.
    Every such political jurisdiction shall retain at all times a copy
of the most recently filed EEO-4 at the central office of the political
jurisdiction for a period of 3 years and shall make the same available
if requested by an officer, agent, or employee of the Commission under
the authority of section 710 of title VII, as amended.

[58 FR 29536, May 21, 1993]



Sec. 1602.33  Penalty for making of willfully false statements on
report.

    The making of willfully false statements on report EEO-4, is a
violation of the United States Code, title 18, section 1001, and is
punishable by fine or imprisonment as set forth therein.



Sec. 1602.34  Commission's remedy for political jurisdiction's failure
to file report.

    Any political jurisdiction failing or refusing to file report EEO-4
when required to do so may be compelled to file by order of a U.S.
district court, upon application of the Attorney General.



Sec. 1602.35  Political jurisdiction's exemption from reporting
requirements.

    If it is claimed that the preparation or filing of the report would
create undue hardship, the political jurisdiction may apply to the
Commission for an exemption from the requirements set forth in this part
by submitting to the Commission or its delegate a specific proposal for
an alternative reporting system prior to the date on which the report is
due.



Sec. 1602.36  Schools exemption.

    The recordkeeping and report-filing requirements of subparts I and J
of this part shall not apply to State or local educational institutions
or to school districts or school systems or any other educational
functions. The previous sentence of this section shall not

[[Page 182]]

act to bar jurisdiction which otherwise would attach under Sec.
1602.30.



Sec. 1602.37  Additional reporting requirements.

    The Commission reserves the right to require reports, other than
that designated as the ``State and Local Government Information Report
EEO-4,'' about the employment practices of individual political
jurisdictions or group of political jurisdictions whenever, in its
judgment, special or supplemental reports are necessary to accomplish
the purposes of title VII, the ADA, or GINA. Any system for the
requirement of such reports will be established in accordance with the
procedures referred to in section 709(c) of title VII, section 107 of
the ADA, or section 207(a) of GINA and as otherwise prescribed by law.

[38 FR 12605, May 14, 1973, as amended at 56 FR 35756, July 26, 1991; 74
FR 63983, Dec. 7, 2009]



 Subpart K_Records and Inquiries as to Race, Color, National Origin, or
                                   Sex



Sec. 1602.38  Applicability of State or local law.

    The requirements imposed by the Equal Employment Opportunity
Commission in these regulations, subparts I and J, supersede any
provisions of State or local law which may conflict with them.

[38 FR 12605, May 14, 1973]



   Subpart L_Elementary and Secondary School Systems, Districts, and
                    Individual Schools Recordkeeping



Sec. 1602.39  Records to be made or kept.

    On or before November 30, 1974, and annually thereafter, every
public elementary and secondary school system or district, including
every individually or separately administered district within a system,
with 15 or more employees and every individual school within such system
or district, regardless of the size of the school shall make or keep all
records and information therefrom which are or would be necessary for
the completion of report EEO-5 whether or not it is required to file
such a report under Sec. 1602.41. The instructions for completion of
report EEO-5 are specifically incorporated herein by reference and have
the same force and effect as other sections of this part. \1\ Such
records and the information therefrom shall be retained at all times for
a period of 3 years at the central office of the elementary or secondary
school system or district, or at the individual school which is the
subject of the records and the information therefrom, where more
convenient, and shall be made available if requested by an officer,
agent, or employee of the Commission under section 710 of title VII, as
amended. It is the responsibility of every such school system or
district, to obtain from the Commission or its delegate necessary
instructions in order to comply with the requirements of this section.
---------------------------------------------------------------------------

    \1\ Note: Instructions were published as an appendix to the proposed
regulations on June 12, 1973 (38 FR 15463).

(Approved by the Office of Management and Budget under control number
---------------------------------------------------------------------------
3046-0003)

[38 FR 26719, Sept. 25, 1973, as amended at 39 FR 30832, Aug. 26, 1974;
46 FR 63268, Dec. 31, 1981]



Sec. 1602.40  Preservation of records made or kept.

    Any personnel or employment record made or kept by a school system,
district, or individual school (including but not necessarily limited to
requests for reasonable accommodation, application forms submitted by
applicants and other records having to do with hiring, promotion,
demotion, transfer, layoff, or termination, rates of pay or other terms
of compensation, and selection for training or apprenticeship) shall be
preserved by such school system, district, or school, as the case may
be, for a period of 2 years from the date of the making of the record or
the personnel action involved, whichever occurs later. In the case of
involuntary termination of an employee, the personnel records of the
individual terminated shall be kept for a period of 2 years from the
date of termination. Where a charge of discrimination has been filed, or
an action brought against

[[Page 183]]

an elementary or secondary school by the Commission or the Attorney
General, the respondent elementary or secondary school system, district,
or individual school shall preserve similarly at the central office of
the system or district or individual school which is the subject of the
charge or action, where more convenient, all personnel records relevant
to the charge or action until final disposition thereof. The term
``personnel record relevant to the charge,'' for example, would include
personnel or employment records relating to the person claiming to be
aggrieved and to all other employees holding positions similar to that
held or sought by the person claiming to be aggrieved; and application
forms or test papers completed by an unsuccessful applicant and by all
other candidates for the same position as that for which the person
claiming to be aggrieved applied and was rejected. The date of ``final
disposition of the charge or the action'' means the date of expiration
of the statutory period within which a person claiming to be aggrieved
may bring an action in a U.S. district court or, where an action is
brought against a school system, district, or school either by a person
claiming to be aggrieved, the Commission, or the Attorney General, the
date on which such litigation is terminated.

(Approved by the Office of Management and Budget under control number
3046-0040)

[38 FR 26719, Sept. 25, 1973, as amended at 46 FR 63268, Dec. 31, 1981;
56 FR 35756, July 26, 1991]



         Subpart M_Elementary-Secondary Staff Information Report

    Source: 38 FR 26719, Sept. 25, 1973, unless otherwise noted.



Sec. 1602.41  Requirement for filing and preserving copy of report.

    On or before November 30, 1982, and biennially thereafter, certain
public elementary and secondary school systems and districts, including
individually or separately administered districts within such systems,
shall file with the Commission or its delegate executed copies of
Elementary-Secondary Staff Information Report EEO-5 in conformity with
the directions set forth in the form and accompanying instructions. The
elementary and secondary school systems and districts covered are:
    (a) Every one of those which have 100 or more employees, and
    (b) Every one of those others which have 15 or more employees from
whom the Commission requests the filing of reports.

Every such elementary or secondary school system or district shall
retain at all times, for a period of 3 years, a copy of the most
recently filed report EEO-5 at the central office of the school system
or district, and shall make the same available if requested by an
officer, agent, or employee of the Commission under the authority of
section 710 of title VII, as amended. It is the responsibility of the
school systems or districts above described in this section to obtain
from the Commission or its delegate necessary supplies of the form.

[48 FR 8058, Feb. 25, 1983; as amended at 61 FR 33660, June 28, 1996]



Sec. 1602.42  Penalty for making of willfully false statements on
report.

    The making of willfully false statements on report EEO-5 is a
violation of the United States Code, title 18, section 1001, and is
punishable by fine or emprisonment as set forth therein.



Sec. 1602.43  Commission's remedy for school systems' or districts'
failure to file report.

    Any school system or district failing or refusing to file report
EEO-5 when required to do so may be compelled to file by order of a U.S.
district court, upon application of the Commission or the Attorney
General.

[61 FR 33660, June 28, 1996]



Sec. 1602.44  School systems' or districts' exemption from reporting
requirements.

    If it is claimed that the preparation or filing of the report would
create undue hardship, the school system or district may apply to the
Commission for an exemption from the requirements set forth in this part
by submitting to the Commission or its delegate

[[Page 184]]

a specific proposal for an alternative reporting system prior to the
date on which the report is due.

[61 FR 33660, June 28, 1996]



Sec. 1602.45  Additional reporting requirements.

    The Commission reserves the right to require reports, other than
that designated as the Elementary-Secondary Information Report EEO-5,
about the employment practices of private or public individual school
systems, districts, or schools, or groups thereof, whenever, in its
judgment, special or supplemental reports are necessary to accomplish
the purposes of title VII, the ADA, or GINA. Any system for the
requirement of such reports will be established in accordance with the
procedures referred to in section 709(c) of title VII, section 107 of
the ADA, or section 207(a) of GINA and as otherwise prescribed by law.

[38 FR 27619, Sept. 25, 1973, as amended at 56 FR 35756, July 26, 1991;
74 FR 63983, Dec. 7, 2009]



 Subpart N_Records and Inquiries as to Race, Color, National Origin, or
                                   Sex



Sec. 1602.46  Applicability of State or local law.

    The requirements imposed by the Equal Employment Opportunity
Commission in these regulations, subparts L and M of this part,
supersede any provisions of State or local law which may conflict with
them.

[38 FR 26720, Sept. 25, 1973]



      Subpart O_Recordkeeping for Institutions of Higher Education



Sec. 1602.47  Definition.

    Under subparts O and P of this part, the term institution of higher
education means an institutional system, college, university, community
college, junior college, and any other educational institution which
offers an associate degree, baccalaureate degree or higher degree or
which offers a two year program of college level studies without degree.
The term college level studies means a post secondary program which is
wholly or principally creditable toward a baccalaureate degree or
terminates in an associate degree.

[40 FR 25188, June 12, 1975]



Sec. 1602.48  Records to be made or kept.

    Commencing August 1, 1975, every institution of higher education,
whether public or private, with 15 or more employees, shall make or keep
all records, and information therefrom, which are or would be necessary
for the completion of Higher Education Staff Information Report EEO-6
whether or not it is required to file such a report under Sec. 1602.50.
The instructions for completion of Report EEO-6 are specifically
incorporated herein by reference and have the same force and effect as
other sections of this part. \1\ Such records, and the information
therefrom, shall be retained at all times for a period of three years at
the central administrative office of the institution of higher
education, at the central administrative office of a separate campus or
branch, or at an individual school which is the subject of the records
and information, where more convenient. Such records, and the
information therefrom, shall be made available if requested by the
Commission or its representative under section 710 of title VII and 29
U.S.C. 161. It is the responsibility of every institution of higher
education to obtain from the Commission or its delegate the necessary
instructions in order to comply with the requirements of this section.
---------------------------------------------------------------------------

    \1\ Note: Instructions were published as an appendix to the
regulations at 40 FR 25188, June 12, 1975.

(Approved by the Office of Management and Budget under control number
---------------------------------------------------------------------------
3046-0009)

[40 FR 25188, June 12, 1975, as amended at 46 FR 63268, Dec. 31, 1981]



Sec. 1602.49  Preservation of records made or kept.

    (a) Any personnel or employment record (including but not
necessarily limited to requests for reasonable accommodation,
application forms submitted by applicants and other records having to do
with hiring, promotion, tenure, demotion, transfer, layoff, or
termination, rates of pay or other

[[Page 185]]

terms of compensation, and selection for training) made or kept by an
institution of higher education shall be preserved by such institution
of higher education for a period of two years from the date of the
making of the personnel action or record involved, whichever occurs
later. In the case of the involuntary termination of an employee, the
personnel records of the individual terminated shall be kept for a
period of two years from the date of termination. Where a charge of
discrimination has been filed, or a civil action brought against an
institution of higher education by the Commission or the Attorney
General, the respondent shall preserve similarly at the central
administrative office of the institution of higher education, at the
central office of a separate campus or branch, or at the individual
school which is the subject of the charge or action, where more
convenient, all personnel records relevant to the charge or action until
final disposition thereof. The term ``personnel records relevant to the
charge,'' for example, would include personnel or employment records
relating to the person claiming to be aggrieved and to all other
employees holding positions similar to that held or sought by the person
claiming to be aggrieved; it would also include application forms or
test papers completed by an unsuccessful applicant and by all other
candidates for the same position as that for which the person claiming
to be aggrieved applied and was rejected. The date of ``final
disposition of the charge or the action'' means the date of expiration
of the statutory period within which a person claiming to be aggrieved
may bring an action in the United States District Court, or, where an
action is brought against an institution of higher education by a person
claiming to be aggrieved, the Commission, or the Attorney General, the
date on which such litigation is terminated.
    (b) The requirements of paragraph (a) of this section shall not
apply to application forms and other preemployment records of non-
student applicants for positions known to non-student applicants to be
of a temporary or seasonal nature.

(Approved by the Office of Management and Budget under control number
3046-0040)

[40 FR 25188, June 12, 1975, as amended at 46 FR 63268, Dec. 31, 1981;
56 FR 35756, July 26, 1991]



        Subpart P_Higher Education Staff Information Report EEO	6

    Source: 40 FR 25189, June 12, 1975, unless otherwise noted.



Sec. 1602.50  Requirement for filing and preserving copy of report.

    On or before November 30, 1975, and biennially thereafter, every
public and private institution of higher education having fifteen (15)
or more employees shall file with the Commission or its delegate
executed copies of Higher Education Staff Information Report EEO-6 in
conformity with the directions set forth in the form and accompanying
instructions. Every institution of higher education shall retain at all
times, for a period of three years a copy of the most recently filed
Report EEO-6 at its central administrative office, at the central office
of a separate campus or branch, or at an individual school which is the
subject of the report, where more convenient. An institution of higher
education shall make the same available if requested by the Commission
or is representative under the authority of section 710 of the Act and
29 U.S.C. 161. It is the responsibility of the institutions above
described in this section to obtain from the Commission or its delegate
necessary supplies of the form.



Sec. 1602.51  Penalty for making of willfully false statements on report.

    The making of willfully false statements on Report EEO-6 is a
violation of the United States Code, title 18, section 1001, and is
punishable by fine or imprisonment as set forth therein.



Sec. 1602.52  Commission's remedy for failure to file.

    Any institution of higher education failing or refusing to keep
records, in accordance with Sec. 1602.48 or Sec. 1602.49 of

[[Page 186]]

subpart O of this part, or failing or refusing to file Report EEO-6 when
required to do so, in accordance with Sec. 1602.50 of this part, may be
compelled to keep records or to file by order of a United States
District Court upon application of the Commission, or the Attorney
General in a case involving a public institution.



Sec. 1602.53  Exemption from reporting requirements.

    If it is claimed that the preparation or filing of the report would
create undue hardship, the institution of higher education may apply to
the Commission for an exemption from the requirements set forth in
subparts O and P of this part by submitting to the Commission or its
delegate a specific proposal for an alternative reporting system no
later than 45 days prior to the date on which the report must be filed.



Sec. 1602.54  Additional reporting requirements.

    The Commission reserves the right to require reports, other than
that designated as the Higher Education Staff Information Report EEO-6,
about the employment practices of private or public institutions of
higher education whenever, in its judgment, special or supplemental
reports are necessary to accomplish the purposes of title VII, the ADA,
or GINA. Any system for the requirement of such reports will be
established in accordance with the procedures referred to in section
709(c) of title VII, section 107 of the ADA, or section 207(a) of GINA
and as otherwise prescribed by law.

[40 FR 25189, June 12, 1975, as amended at 56 FR 35756, July 26, 1991;
74 FR 63983, Dec. 7, 2009]



 Subpart Q_Records and Inquiries as to Race, Color, National Origin, or
                                   Sex



Sec. 1602.55  Applicability of State or local law.

    The requirements imposed by the Equal Employment Opportunity
Commission in these regulations, subparts O, P, and Q of this part,
supersede any provisions of State or local law which may conflict with
them.

[40 FR 25189, June 12, 1975]



    Subpart R_Investigation of Reporting or Recordkeeping Violations



Sec. 1602.56  Investigation of reporting or recordkeeping violations.

    When it has received an allegation, or has reason to believe, that a
person has not complied with the reporting or recordkeeping requirements
of this part or of part 1607 of this chapter, the Commission may conduct
an investigation of the alleged failure to comply.

[56 FR 35756, July 26, 1991]



   PART 1603_PROCEDURES FOR PREVIOUSLY EXEMPT STATE AND LOCAL GOVERNMENT
   EMPLOYEE COMPLAINTS OF EMPLOYMENT DISCRIMINATION UNDER SECTION 304 OF

   THE GOVERNMENT EMPLOYEE RIGHTS ACT OF 1991--Table of Contents



Sec.
1603.100 Purpose.

                    Subpart A_Administrative Process

1603.101 Coverage.
1603.102 Filing a complaint.
1603.103 Referral of complaints.
1603.104 Service of the complaint.
1603.105 Withdrawal of a complaint.
1603.106 Computation of time.
1603.107 Dismissals of complaints.
1603.108 Settlement and alternative dispute resolution.
1603.109 Investigations.

                           Subpart B_Hearings

1603.201 Referral and scheduling for hearing.
1603.202 Administrative law judge.
1603.203 Unavailability or withdrawal of administrative law judges.
1603.204 Ex parte communications.
1603.205 Separation of functions.
1603.206 Consolidation and severance of hearings.
1603.207 Intervention.
1603.208 Motions.
1603.209 Filing and service.
1603.210 Discovery.
1603.211 Subpoenas.
1603.212 Witness fees.
1603.213 Interlocutory review.
1603.214 Evidence.

[[Page 187]]

1603.215 Record of hearings.
1603.216 Summary decision.
1603.217 Decision of the administrative law judge.

                            Subpart C_Appeals

1603.301 Appeal to the Commission.
1603.302 Filing an appeal.
1603.303 Briefs on appeal.
1603.304 Commission decision.
1603.305 Modification or withdrawal of Commission decision.
1603.306 Judicial review.

    Authority: 42 U.S.C. 2000e-16c; 42 U.S.C. 2000ff-6(b).

    Source: 62 FR 17543, Apr. 10, 1997, unless otherwise noted.



Sec. 1603.100  Purpose.

    This part contains the regulations of the Equal Employment
Opportunity Commission (hereinafter the Commission) for processing
complaints of discrimination filed under section 304 of the Government
Employee Rights Act, 42 U.S.C. 2000e-16c.

[62 FR 17543, Apr. 10, 1997, as amended at 72 FR 5616, Feb. 7, 2007]



                    Subpart A_Administrative Process



Sec. 1603.101  Coverage.

    Section 304 of the Government Employee Rights Act of 1991 applies to
employment, which includes application for employment, of any individual
chosen or appointed by a person elected to public office in any State or
political subdivision of any State by the qualified voters thereof:
    (a) To be a member of the elected official's personal staff;
    (b) To serve the elected official on the policymaking level; or
    (c) To serve the elected official as an immediate advisor with
respect to the exercise of the constitutional or legal powers of the
office.

[62 FR 17543, Apr. 10, 1997, as amended at 72 FR 5616, Feb. 7, 2007]



Sec. 1603.102  Filing a complaint.

    (a) Who may make a complaint. Individuals referred to in Sec.
1603.101 who believe they have been discriminated against on the basis
of race, color, religion, sex, national origin, age, disability, or
genetic information, or retaliated against for opposing any practice
made unlawful by federal laws protecting equal employment opportunity or
for participating in any stage of administrative or judicial proceedings
under federal laws protecting equal employment opportunity may file a
complaint not later than 180 days after the occurrence of the alleged
discrimination.
    (b) Where to file a complaint. A complaint may be filed in person,
by mail or by facsimile machine to any Commission office or with any
designated agent or representative of the Commission. The addresses of
the Commission's District, Field, Area and Local offices appear in 29
CFR 1610.4.
    (c) Contents of a complaint. A complaint shall be in writing, signed
and verified. In addition, each complaint should contain the following:
    (1) The full name, address and telephone number of the person making
the complaint;
    (2) The full name and address of the person, governmental entity or
political subdivision against whom the complaint is made (hereinafter
referred to as the respondent);
    (3) A clear and concise statement of the facts, including pertinent
dates, constituting the alleged unlawful employment practices (See 29
CFR 1601.15(b)); and
    (4) A statement disclosing whether proceedings involving the alleged
unlawful employment practice have been commenced before a State or local
FEP agency charged with the enforcement of fair employment practice laws
and, if so, the date of such commencement and the name of the agency.
    (d) Amendment of a complaint. Notwithstanding paragraph (c) of this
section, a complaint is sufficient when the Commission receives from the
person making the complaint a written statement sufficiently precise to
identify the parties and to describe generally the alleged
discriminatory action or practices. A complaint may be amended to cure
technical defects or omissions, including failure to verify the
complaint, or to clarify and amplify its allegations. Such amendments,
and amendments alleging additional acts that constitute discriminatory
employment practices related to or growing

[[Page 188]]

out of the subject matter of the original complaint, will relate back to
the date the complaint was first received. A complaint that has been
amended after it was referred shall not be again referred to the
appropriate state or local fair employment practices agency.
    (e) Misfiled complaint. A charge filed pursuant to 29 CFR part 1601
or part 1626, that is later deemed to be a matter under this part, shall
be processed as a complaint under this part and shall relate back to the
date of the initial charge or complaint. A complaint filed under this
part that is later deemed to be a matter under 29 CFR part 1601 or part
1626 shall be processed as a charge under the appropriate regulation and
shall relate back to the date of the initial complaint.

[62 FR 17543, Apr. 10, 1997, as amended at 71 FR 26829, May 9, 2006; 74
FR 63983, Dec. 7, 2009]



Sec. 1603.103  Referral of complaints.

    (a) The Commission will notify an FEP agency, as defined in 29 CFR
1601.3(a), when a complaint is filed by a state or local government
employee or applicant under this part concerning an employment practice
within the jurisdiction of the FEP agency. The FEP agency will be
entitled to process the complaint exclusively for a period of not less
than 60 days if the FEP agency makes a written request to the Commission
within 10 days of receiving notice that the complaint has been filed,
unless the complaint names the FEP agency as the respondent.
    (b) The Commission may enter into an agreement with an FEP agency
that authorizes the FEP agency to receive complaints under this part on
behalf of the Commission, or waives the FEP agency's right to exclusive
processing of complaints.



Sec. 1603.104  Service of the complaint.

    Upon receipt of a complaint, the Commission shall promptly serve the
respondent with a copy of the complaint.



Sec. 1603.105  Withdrawal of a complaint.

    The complainant may withdraw a complaint at any time by so advising
the Commission in writing.



Sec. 1603.106  Computation of time.

    (a) All time periods in this part that are stated in terms of days
are calendar days unless otherwise stated.
    (b) A document shall be deemed timely if it is delivered by
facsimile not exceeding 20 pages, in person or postmarked before the
expiration of the applicable filing period, or, in the absence of a
legible postmark, if it is received by mail within five days of the
expiration of the applicable filing period.
    (c) All time limits in this part are subject to waiver, estoppel and
equitable tolling.
    (d) The first day counted shall be the day after the event from
which the time period begins to run and the last day of the period shall
be included unless it falls on a Saturday, Sunday or federal holiday, in
which case the period shall be extended to include the next business
day.



Sec. 1603.107  Dismissals of complaints.

    (a) Where a complaint on its face, or after further inquiry, is
determined to be not timely filed or otherwise fails to state a claim
under this part, the Commission shall dismiss the complaint.
    (b) Where the complainant cannot be located, the Commission may
dismiss the complaint provided that reasonable efforts have been made to
locate the complainant and the complainant has not responded within 30
days to a notice sent by the Commission to the complainant's last known
address.
    (c) Where the complainant fails to provide requested information,
fails or refuses to appear or to be available for interviews or
conferences as necessary, or otherwise refuses to cooperate, the
Commission, after providing the complainant with notice and 30 days in
which to respond, may dismiss the complaint.
    (d) Written notice of dismissal pursuant to paragraphs (a), (b), or
(c) of this section shall be issued to the complainant and the
respondent. The Commission hereby delegates authority to the Program
Director, Office of Field Programs, or to his or her designees, and
District Directors, or to their designees, to dismiss complaints.
    (e) A complainant who is dissatisfied with a dismissal issued
pursuant to paragraphs (a), (b), or (c) of this section

[[Page 189]]

may appeal to the Commission in accordance with the procedures in
subpart C of this part.

[62 FR 17543, Apr. 10, 1997, as amended at 64 FR 28744, May 27, 1999]



Sec. 1603.108  Settlement and alternative dispute resolution.

    (a) The parties are at all times free to settle all or part of a
complaint on terms that are mutually agreeable. Any settlement reached
shall be in writing and signed by both parties and shall identify the
allegations resolved. A copy of any settlement shall be served on the
Commission.
    (b) With the agreement of the parties, the Commission may refer a
complaint to a neutral mediator or to any other alternative dispute
resolution process authorized by the Administrative Dispute Resolution
Act, 5 U.S.C. 571 to 583, or other statute.
    (c) The Commission may use the services of the Federal Mediation and
Conciliation Service, other federal agencies, appropriate professional
organizations, employees of the Commission and other appropriate sources
in selecting neutrals for alternative dispute resolution processes.
    (d) The alternative dispute resolution process shall be strictly
confidential, and no party to a complaint or neutral shall disclose any
dispute resolution communication or any information provided in
confidence to the neutral except as provided in 5 U.S.C. 584.



Sec. 1603.109  Investigations.

    (a) Before referring a complaint to an administrative law judge
under section 201 of this part, the Commission may conduct investigation
using an exchange of letters, interrogatories, fact-finding conferences,
interviews, on-site visits or other fact-finding methods that address
the matters at issue.
    (b) During an investigation of a complaint under this part, the
Commission shall have the authority to sign and issue a subpoena
requiring the attendance and testimony of witnesses, the production of
evidence and access to evidence for the purposes of examination and the
right to copy. The subpoena procedures contained in 29 CFR 1601.16 shall
apply to subpoenas issued pursuant to this section.



                           Subpart B_Hearings



Sec. 1603.201  Referral and scheduling for hearing.

    (a) Upon request by the complainant under paragraph (b) of this
section or if the complaint is not dismissed or resolved under subpart A
of this part, on behalf of the Commission, the Office of Federal
Operations shall transmit the complaint file to an administrative law
judge, appointed under 5 U.S.C. 3105, for a hearing.
    (b) If the complaint has not been referred to an administrative law
judge within 180 days after filing, the complainant may request that the
complaint be immediately transmitted to an administrative law judge for
a hearing.
    (c) The administrative law judge shall fix the time, place, and date
for the hearing with due regard for the convenience of the parties,
their representatives or witnesses and shall notify the parties of the
same.



Sec. 1603.202  Administrative law judge.

    The administrative law judge shall have all the powers necessary to
conduct fair, expeditious, and impartial hearings as provided in 5
U.S.C. 556(c). In addition, the administrative law judge shall have the
power to:
    (a) Change the time, place or date of the hearing;
    (b) Enter a default decision against a party failing to appear at a
hearing unless the party shows good cause by contacting the
administrative law judge and presenting arguments as to why the party or
the party's representative could not appear either prior to the hearing
or within two days after the scheduled hearing; and
    (c) Take any appropriate action authorized by the Federal Rules of
Civil Procedure (28 U.S.C. appendix).



Sec. 1603.203  Unavailability or withdrawal of administrative law judges.

    (a) In the event the administrative law judge designated to conduct
the hearing becomes unavailable or withdraws from the adjudication,
another

[[Page 190]]

administrative law judge may be designated for the purpose of further
hearing or issuing a decision on the record as made, or both.
    (b) The administrative law judge may withdraw from the adjudication
at any time the administrative law judge deems himself or herself
disqualified. Prior to issuance of the decision, any party may move that
the administrative law judge withdraw on the ground of personal bias or
other disqualification, by filing with the administrative law judge
promptly upon discovery of the alleged facts an affidavit setting forth
in detail the matters alleged to constitute grounds for withdrawal.
    (c) The administrative law judge shall rule upon the motion for
withdrawal. If the administrative law judge concludes that the motion is
timely and has merit, the administrative law judge shall immediately
withdraw from the adjudication. If the administrative law judge does not
withdraw, the adjudication shall proceed.



Sec. 1603.204  Ex parte communications.

    (a) Oral or written communications concerning the merits of an
adjudication between the administrative law judge or decision-making
personnel of the Commission and an interested party to the adjudication
without providing the other party a chance to participate are prohibited
from the time the matter is assigned to an administrative law judge
until the Commission has rendered a final decision. Communications
concerning the status of the case, the date of a hearing, the method of
transmitting evidence to the Commission and other purely procedural
questions are permitted.
    (b) Decision-making personnel of the Commission include members of
the Commission and their staffs and personnel in the Office of Federal
Operations, but do not include investigators and intake staff.
    (c) Any communication made in violation of this section shall be
made part of the record and an opportunity for rebuttal by the other
party allowed. If the communication was oral, a memorandum stating the
substance of the discussion shall be placed in the record.
    (d) Where it appears that a party has engaged in prohibited ex parte
communications, that party may be required to show cause why, in the
interest of justice, his or her claim or defense should not be
dismissed, denied or otherwise adversely affected.



Sec. 1603.205  Separation of functions.

    (a) The administrative law judge may not be responsible to or
subject to the supervision or direction of a Commission employee engaged
in investigating complaints under this part.
    (b) No Commission employee engaged in investigating complaints under
this part shall participate or advise in the decision of the
administrative law judge, except as a witness or counsel in the
adjudication, or its appellate review.



Sec. 1603.206  Consolidation and severance of hearings.

    (a) The administrative law judge may, upon motion by a party or upon
his or her own motion, after providing reasonable notice and opportunity
to object to all parties affected, consolidate any or all matters at
issue in two or more adjudications docketed under this part where common
parties, or factual or legal questions exist; where such consolidation
would expedite or simplify consideration of the issues; or where the
interests of justice would be served. For purposes of this section, no
distinction is made between joinder and consolidation of adjudications.
    (b) The administrative law judge may, upon motion of a party or upon
his or her own motion, for good cause shown, order any adjudication
severed with respect to some or all parties, claims or issues.



Sec. 1603.207  Intervention.

    (a) Any person or entity that wishes to intervene in any proceeding
under this subpart shall file a motion to intervene in accordance with
Sec. 1603.208.
    (b) A motion to intervene shall indicate the question of law or fact
common to the movant's claim or defense and the complaint at issue and
state all other facts or reasons the movant should be permitted to
intervene.
    (c) Any party may file a response to a motion to intervene within 15
days

[[Page 191]]

after the filing of the motion to intervene.



Sec. 1603.208  Motions.

    (a) All motions shall state the specific relief requested. All
motions shall be in writing, except that a motion may be made orally
during a conference or during the hearing. After providing an
opportunity for response, the administrative law judge may rule on an
oral motion immediately or may require that it be submitted in writing.
    (b) Unless otherwise directed by the administrative law judge, any
other party may file a response in support of or in opposition to any
written motion within ten (10) business days after service of the
motion. If no response is filed within the response period, the party
failing to respond shall be deemed to have waived any objection to the
granting of the motion. The moving party shall have no right to reply to
a response, unless the administrative law judge, in his or her
discretion, orders that a reply be filed.
    (c) Except for procedural matters, the administrative law judge may
not grant a written motion prior to the expiration of the time for
filing responses. The administrative law judge may deny a written motion
without awaiting a response. The administrative law judge may allow oral
argument (including that made by telephone) on written motions. Any
party adversely affected by the ex parte grant of a motion for a
procedural order may request, within five (5) business days of service
of the order, that the administrative law judge reconsider, vacate or
modify the order.
    (d) The administrative law judge may summarily deny dilatory,
repetitive or frivolous motions. Unless otherwise ordered by the
administrative law judge, the filing of a motion does not stay the
proceeding.
    (e) All motions and responses must comply with the filing and
service requirements of Sec. 1603.209.



Sec. 1603.209  Filing and service.

    (a) Unless otherwise ordered by the administrative law judge, a
signed original of each motion, brief or other document shall be filed
with the administrative law judge, with a certificate of service
indicating that a copy has been sent to all other parties, and the date
and manner of service. All documents shall be on standard size (8\1/2\ x
11) paper. Each document filed shall be clear and legible.
    (b) Filing and service shall be made by first class mail or other
more expeditious means of delivery, including, at the discretion of the
administrative law judge, by facsimile. The administrative law judge,
may in his discretion, limit the number of pages that may be filed or
served by facsimile. Service shall be made on a party's representative,
or, if not represented, on the party.
    (c) Every document shall contain a caption, the complaint number or
docket number assigned to the matter, a designation of the type of
filing (e.g., motion, brief, etc.), and the filing person's signature,
address, telephone number and telecopier number, if any.



Sec. 1603.210  Discovery.

    (a) Unless otherwise ordered by the administrative law judge,
discovery may begin as soon as the complaint has been transmitted to the
administrative law judge pursuant to Sec. 1603.201. Discovery shall be
completed as expeditiously as possible within such time as the
administrative law judge directs.
    (b) Unless otherwise ordered by the administrative law judge,
parties may obtain discovery by written interrogatories (not to exceed
20 interrogatories including subparts), depositions upon oral
examination or written questions, requests for production of documents
or things for inspection or other purposes, requests for admission or
any other method found reasonable and appropriate by the administrative
law judge.
    (c) Except as otherwise specified, the Federal Rules of Civil
Procedure shall govern discovery in proceedings under this part.
    (d) Neutral mediators who have participated in the alternative
dispute resolution process in accordance with Sec. 1603.108 shall not
be called as witnesses or be subject to discovery in any adjudication
under this part.

[[Page 192]]



Sec. 1603.211  Subpoenas.

    (a) Upon written application of any party, the administrative law
judge may on behalf of the Commission issue a subpoena requiring the
attendance and testimony of witnesses and the production of any
evidence, including, but not limited to, books, records, correspondence,
or documents, in their possession or under their control. The subpoena
shall state the name and address of the party at whose request the
subpoena was issued, identify the person and evidence subpoenaed, and
the date and time the subpoena is returnable.
    (b) Any person served with a subpoena who intends not to comply
shall, within 5 days after service of the subpoena, petition the
administrative law judge in writing to revoke or modify the subpoena.
All petitions to revoke or modify shall be served upon the party at
whose request the subpoena was issued. The requestor may file with the
administrative law judge a response to the petition to revoke or modify
within 5 days after service of the petition.
    (c) Upon the failure of any person to comply with a subpoena issued
under this section, the administrative law judge may refer the matter to
the Commission for enforcement in accordance with 29 CFR 1601.16(c).



Sec. 1603.212  Witness fees.

    Witnesses summoned under this part shall receive the same fees and
mileage as witnesses in the courts of the United States. Those fees must
be paid or offered to the witness by the party requesting the subpoena
at the time the subpoena is served, or, if the witness appears
voluntarily, at the time of appearance. A federal agency or corporation
is not required to pay or offer witness fees and mileage allowances in
advance.



Sec. 1603.213  Interlocutory review.

    (a) Interlocutory review may not be sought except when the
administrative law judge determines upon motion of a party or upon his
or her own motion that:
    (1) The ruling involves a controlling question of law or policy
about which there is substantial ground for difference of opinion;
    (2) An immediate ruling will materially advance the completion of
the proceeding; or
    (3) The denial of an immediate ruling will cause irreparable harm to
the party or the public.
    (b) Application for interlocutory review shall be filed within ten
(10) days after notice of the administrative law judge's ruling. Any
application for review shall:
    (1) Designate the ruling or part thereof from which appeal is being
taken; and
    (2) Contain arguments or evidence that tend to establish one or more
of the grounds for interlocutory review contained in paragraph (a) of
this section.
    (c) Any party opposing the application for interlocutory review
shall file a response to the application within 10 days after service of
the application. The applicant shall have no right to reply to a
response unless the administrative law judge, within his or her
discretion, orders that a reply be filed.
    (d) The administrative law judge shall promptly certify in writing
any ruling that qualifies for interlocutory review under paragraph (a)
of this section.
    (e) The filing of an application for interlocutory review and the
grant of an application shall not stay proceedings before the
administrative law judge unless the administrative law judge or the
Commission so orders. The Commission shall not consider a motion for a
stay unless the motion was first made to the administrative law judge.



Sec. 1603.214  Evidence.

    The administrative law judge shall accept relevant non-privileged
evidence in accordance with the Federal Rules of Evidence (28 U.S.C.
appendix), except the rules on hearsay will not be strictly applied.



Sec. 1603.215  Record of hearings.

    (a) All hearings shall be mechanically or stenographically reported.
All evidence relied upon by the administrative law judge for decision
shall be contained in the transcript of testimony, either directly or by
appropriate

[[Page 193]]

reference. All exhibits introduced as evidence shall be marked for
identification, with a copy provided for all parties, if not previously
provided, and incorporated into the record. Transcripts may be obtained
by the parties and the public from the official reporter at rates fixed
by the contract with the reporter.
    (b) Corrections to the official transcript will be permitted upon
motion, only when errors of substance are involved and upon approval of
the administrative law judge. Motions for correction must be submitted
within ten (10) days of the receipt of the transcript unless additional
time is permitted by the administrative law judge.



Sec. 1603.216  Summary decision.

    Upon motion of a party or after notice to the parties, the
administrative law judge may issue a summary decision without a hearing
if the administrative law judge finds that there is no genuine issue of
material fact or that the complaint may be dismissed pursuant to Sec.
1603.107 or any other grounds authorized by this part. A summary
decision shall otherwise conform to the requirements of Sec. 1603.217.



Sec. 1603.217  Decision of the administrative law judge.

    (a) The administrative law judge shall issue a decision on the
merits of the complaint within 270 days after referral of a complaint
for hearing, unless the administrative law judge makes a written
determination that good cause exists for extending the time for issuing
a decision. The decision shall contain findings of fact and conclusions
of law, shall order appropriate relief where discrimination is found,
and shall provide notice of appeal rights consistent with subpart C of
this part.
    (b) The administrative law judge shall serve the decision promptly
on all parties to the proceeding and their counsel. Thereafter, the
administrative law judge shall transmit the case file to the Office of
Federal Operations including the decision and the record. The record
shall include the complaint; the investigative file, if any; referral
notice; motions; briefs; rulings; orders; official transcript of the
hearing; all discovery and any other documents submitted by the parties.



                            Subpart C_Appeals



Sec. 1603.301  Appeal to the Commission.

    Any party may appeal to the Commission the dismissal of a complaint
under Sec. 1603.107, any matter certified for interlocutory review
under Sec. 1613.213, or the administrative law judge's decision under
Sec. 1603.216 or Sec. 1603.217.



Sec. 1603.302  Filing an appeal.

    (a) An appeal shall be filed within 30 days after the date of the
appealable decision or certification for interlocutory review, unless
the Commission, upon a showing of good cause, extends the time for
filing an appeal for a period not to exceed an additional 30 days.
    (b) An appeal shall be filed with the Director, Office of Federal
Operations, Equal Employment Opportunity Commission, P.O. Box 77960,
Washington, DC 20013, by mail or personal delivery or facsimile.

[62 FR 17543, Apr. 10, 1997, as amended at 74 FR 3430, Jan. 21, 2009]



Sec. 1603.303  Briefs on appeal.

    (a) The appellant shall file a brief or other written statement
within 30 days after the appeal is filed, unless the Commission
otherwise directs.
    (b) All other parties may file briefs or other written statements
within 30 days of service of the appellant's brief or statement.
    (c) Every brief or statement shall contain a statement of facts and
a section setting forth the party's legal arguments. Any brief or
statement in support of the appeal shall contain arguments or evidence
that tend to establish that the dismissal, order or decision:
    (1) Is not supported by substantial evidence;
    (2) Contains an erroneous interpretation of law, regulation or
material fact, or misapplication of established policy;
    (3) Contains a prejudicial error of procedure; or
    (4) Involves a substantial question of law or policy.

[[Page 194]]

    (d) Appellate briefs shall not exceed 50 pages in length.
    (e) Filing and service of the appeal and appellate briefs shall be
made in accordance with Sec. 1603.209.



Sec. 1603.304  Commission decision.

    (a) On behalf of the Commission, the Office of Federal Operations
shall review the record and the appellate briefs submitted by all the
parties. The Office of Federal Operations shall prepare a recommended
decision for consideration by the Commission.
    (b) When an administrative law judge certifies a matter for
interlocutory review under Sec. 1603.213, the Commission may, in its
discretion, issue a decision on the matter or send the matter back to
the administrative law judge without decision.
    (c) The Commission will not accept or consider new evidence on
appeal unless the Commission, in its discretion, reopens the record on
appeal.
    (d) The decision of the Commission on appeal shall be its final
order and shall be served on all parties.
    (e) In the absence of a timely appeal under Sec. 1603.302, the
decision of the administrative law judge under Sec. 1603.217 or a
dismissal under Sec. 1603.107 shall become the final order of the
Commission. A final order under this paragraph shall not have
precedential significance.



Sec. 1603.305  Modification or withdrawal of Commission decision.

    At any time, the Commission may modify or withdraw a decision for
any reason provided that no petition for review in a United States Court
of Appeals has been filed.



Sec. 1603.306  Judicial review.

    Any party to a complaint who is aggrieved by a final decision under
Sec. 1603.304 may obtain a review of such final decision under chapter
158 of title 28 of the United States Code by filing a petition for
review with a United States Court of Appeals within 60 days after
issuance of the final decision. Such petition for review should be filed
in the judicial circuit in which the petitioner resides, or has its
principal office, or in the United States Court of Appeals for the
District of Columbia Circuit.



PART 1604_GUIDELINES ON DISCRIMINATION BECAUSE OF SEX--Table of Contents



Sec.
1604.1 General principles.
1604.2 Sex as a bona fide occupational qualification.
1604.3 Separate lines of progression and seniority systems.
1604.4 Discrimination against married women.
1604.5 Job opportunities advertising.
1604.6 Employment agencies.
1604.7 Pre-employment inquiries as to sex.
1604.8 Relationship of title VII to the Equal Pay Act.
1604.9 Fringe benefits.
1604.10 Employment policies relating to pregnancy and childbirth.
1604.11 Sexual harassment.

Appendix to Part 1604--Questions and Answers on the Pregnancy
          Discrimination Act, Public Law 95-555, 92 Stat. 2076 (1978)

    Authority: Sec. 713(b), 78 Stat. 265, 42 U.S.C. 2000e-12.

    Source: 37 FR 6836, April 5, 1972, unless otherwise noted.



Sec. 1604.1  General principles.

    (a) References to ``employer'' or ``employers'' in this part 1604
state principles that are applicable not only to employers but also to
labor organizations and to employment agencies insofar as their action
or inaction may adversely affect employment opportunities.
    (b) To the extent that the views expressed in prior Commission
pronouncements are inconsistent with the views expressed herein, such
prior views are hereby overruled.
    (c) The Commission will continue to consider particular problems
relating to sex discrimination on a case-by-case basis.



Sec. 1604.2  Sex as a bona fide occupational qualification.

    (a) The commission believes that the bona fide occupational
qualification exception as to sex should be interpreted narrowly.
Label--``Men's jobs'' and ``Women's jobs''--tend to deny employment
opportunities unnecessarily to one sex or the other.

[[Page 195]]

    (1) The Commission will find that the following situations do not
warrant the application of the bona fide occupational qualification
exception:
    (i) The refusal to hire a woman because of her sex based on
assumptions of the comparative employment characteristics of women in
general. For example, the assumption that the turnover rate among women
is higher than among men.
    (ii) The refusal to hire an individual based on stereotyped
characterizations of the sexes. Such stereotypes include, for example,
that men are less capable of assembling intricate equipment: that women
are less capable of aggressive salesmanship. The principle of
nondiscrimination requires that individuals be considered on the basis
of individual capacities and not on the basis of any characteristics
generally attributed to the group.
    (iii) The refusal to hire an individual because of the preferences
of coworkers, the employer, clients or customers except as covered
specifically in paragraph (a)(2) of this section.
    (2) Where it is necessary for the purpose of authenticity or
genuineness, the Commission will consider sex to be a bona fide
occupational qualification, e.g., an actor or actress.
    (b) Effect of sex-oriented State employment legislation.
    (1) Many States have enacted laws or promulgated administrative
regulations with respect to the employment of females. Among these laws
are those which prohibit or limit the employment of females, e.g., the
employment of females in certain occupations, in jobs requiring the
lifting or carrying of weights exceeding certain prescribed limits,
during certain hours of the night, for more than a specified number of
hours per day or per week, and for certain periods of time before and
after childbirth. The Commission has found that such laws and
regulations do not take into account the capacities, preferences, and
abilities of individual females and, therefore, discriminate on the
basis of sex. The Commission has concluded that such laws and
regulations conflict with and are superseded by title VII of the Civil
Rights Act of 1964. Accordingly, such laws will not be considered a
defense to an otherwise established unlawful employment practice or as a
basis for the application of the bona fide occupational qualification
exception.
    (2) The Commission has concluded that State laws and regulations
which discriminate on the basis of sex with regard to the employment of
minors are in conflict with and are superseded by title VII to the
extent that such laws are more restrictive for one sex. Accordingly,
restrictions on the employment of minors of one sex over and above those
imposed on minors of the other sex will not be considered a defense to
an otherwise established unlawful employment practice or as a basis for
the application of the bona fide occupational qualification exception.
    (3) A number of States require that minimum wage and premium pay for
overtime be provided for female employees. An employer will be deemed to
have engaged in an unlawful employment practice if:
    (i) It refuses to hire or otherwise adversely affects the employment
opportunities of female applicants or employees in order to avoid the
payment of minimum wages or overtime pay required by State law; or
    (ii) It does not provide the same benefits for male employees.
    (4) As to other kinds of sex-oriented State employment laws, such as
those requiring special rest and meal periods or physical facilities for
women, provision of these benefits to one sex only will be a violation
of title VII. An employer will be deemed to have engaged in an unlawful
employment practice if:
    (i) It refuses to hire or otherwise adversely affects the employment
opportunities of female applicants or employees in order to avoid the
provision of such benefits; or
    (ii) It does not provide the same benefits for male employees. If
the employer can prove that business necessity precludes providing these
benefits to both men and women, then the State law is in conflict with
and superseded by title VII as to this employer. In this situation, the
employer shall not provide such benefits to members of either sex.
    (5) Some States require that separate restrooms be provided for
employees of

[[Page 196]]

each sex. An employer will be deemed to have engaged in an unlawful
employment practice if it refuses to hire or otherwise adversely affects
the employment opportunities of applicants or employees in order to
avoid the provision of such restrooms for persons of that sex.



Sec. 1604.3  Separate lines of progression and seniority systems.

    (a) It is an unlawful employment practice to classify a job as
``male'' or ``female'' or to maintain separate lines of progression or
separate seniority lists based on sex where this would adversely affect
any employee unless sex is a bona fide occupational qualification for
that job. Accordingly, employment practices are unlawful which
arbitrarily classify jobs so that:
    (1) A female is prohibited from applying for a job labeled ``male,''
or for a job in a ``male'' line of progression; and vice versa.
    (2) A male scheduled for layoff is prohibited from displacing a less
senior female on a ``female'' seniority list; and vice versa.
    (b) A Seniority system or line of progression which distinguishes
between ``light'' and ``heavy'' jobs constitutes an unlawful employment
practice if it operates as a disguised form of classification by sex, or
creates unreasonable obstacles to the advancement by members of either
sex into jobs which members of that sex would reasonably be expected to
perform.



Sec. 1604.4  Discrimination against married women.

    (a) The Commission has determined that an employer's rule which
forbids or restricts the employment of married women and which is not
applicable to married men is a discrimination based on sex prohibited by
title VII of the Civil Rights Act. It does not seem to us relevant that
the rule is not directed against all females, but only against married
females, for so long as sex is a factor in the application of the rule,
such application involves a discrimination based on sex.
    (b) It may be that under certain circumstances, such a rule could be
justified within the meaning of section 703(e)(1) of title VII. We
express no opinion on this question at this time except to point out
that sex as a bona fide occupational qualification must be justified in
terms of the peculiar requirements of the particular job and not on the
basis of a general principle such as the desirability of spreading work.



Sec. 1604.5  Job opportunities advertising.

    It is a violation of title VII for a help-wanted advertisement to
indicate a preference, limitation, specification, or discrimination
based on sex unless sex is a bona fide occupational qualification for
the particular job involved. The placement of an advertisement in
columns classified by publishers on the basis of sex, such as columns
headed ``Male'' or ``Female,'' will be considered an expression of a
preference, limitation, specification, or discrimination based on sex.



Sec. 1604.6  Employment agencies.

    (a) Section 703(b) of the Civil Rights Act specifically states that
it shall be unlawful for an employment agency to discriminate against
any individual because of sex. The Commission has determined that
private employment agencies which deal exclusively with one sex are
engaged in an unlawful employment practice, except to the extent that
such agencies limit their services to furnishing employees for
particular jobs for which sex is a bona fide occupational qualification.
    (b) An employment agency that receives a job order containing an
unlawful sex specification will share responsibility with the employer
placing the job order if the agency fills the order knowing that the sex
specification is not based upon a bona fide occupational qualification.
However, an employment agency will not be deemed to be in violation of
the law, regardless of the determination as to the employer, if the
agency does not have reason to believe that the employer's claim of bona
fide occupations qualification is without substance and the agency makes
and maintains a written record available to the Commission of each such
job order. Such record shall include the name of the employer, the
description of the job and the basis for

[[Page 197]]

the employer's claim of bona fide occupational qualification.
    (c) It is the responsibility of employment agencies to keep informed
of opinions and decisions of the Commission on sex discrimination.



Sec. 1604.7  Pre-employment inquiries as to sex.

    A pre-employment inquiry may ask ``Male........., Female.........'';
or ``Mr. Mrs. Miss,'' provided that the inquiry is made in good faith
for a nondiscriminatory purpose. Any pre-employment inquiry in
connection with prospective employment which expresses directly or
indirectly any limitation, specification, or discrimination as to sex
shall be unlawful unless based upon a bona fide occupational
qualification.



Sec. 1604.8  Relationship of title VII to the Equal Pay Act.

    (a) The employee coverage of the prohibitions against discrimination
based on sex contained in title VII is coextensive with that of the
other prohibitions contained in title VII and is not limited by section
703(h) to those employees covered by the Fair Labor Standards Act.
    (b) By virtue of section 703(h), a defense based on the Equal Pay
Act may be raised in a proceeding under title VII.
    (c) Where such a defense is raised the Commission will give
appropriate consideration to the interpretations of the Administrator,
Wage and Hour Division, Department of Labor, but will not be bound
thereby.



Sec. 1604.9  Fringe benefits.

    (a) ``Fringe benefits,'' as used herein, includes medical, hospital,
accident, life insurance and retirement benefits; profit-sharing and
bonus plans; leave; and other terms, conditions, and privileges of
employment.
    (b) It shall be an unlawful employment practice for an employer to
discriminate between men and women with regard to fringe benefits.
    (c) Where an employer conditions benefits available to employees and
their spouses and families on whether the employee is the ``head of the
household'' or ``principal wage earner'' in the family unit, the
benefits tend to be available only to male employees and their families.
Due to the fact that such conditioning discriminatorily affects the
rights of women employees, and that ``head of household'' or ``principal
wage earner'' status bears no relationship to job performance, benefits
which are so conditioned will be found a prima facie violation of the
prohibitions against sex discrimination contained in the act.
    (d) It shall be an unlawful employment practice for an employer to
make available benefits for the wives and families of male employees
where the same benefits are not made available for the husbands and
families of female employees; or to make available benefits for the
wives of male employees which are not made available for female
employees; or to make available benefits to the husbands of female
employees which are not made available for male employees. An example of
such an unlawful employment practice is a situation in which wives of
male employees receive maternity benefits while female employees receive
no such benefits.
    (e) It shall not be a defense under title VIII to a charge of sex
discrimination in benefits that the cost of such benefits is greater
with respect to one sex than the other.
    (f) It shall be an unlawful employment practice for an employer to
have a pension or retirement plan which establishes different optional
or compulsory retirement ages based on sex, or which differentiates in
benefits on the basis of sex. A statement of the General Counsel of
September 13, 1968, providing for a phasing out of differentials with
regard to optional retirement age for certain incumbent employees is
hereby withdrawn.



Sec. 1604.10  Employment policies relating to pregnancy and childbirth.

    (a) A written or unwritten employment policy or practice which
excludes from employment applicants or employees because of pregnancy,
childbirth or related medical conditions is in prima facie violation of
title VII.
    (b) Disabilities caused or contributed to by pregnancy, childbirth,
or related medical conditions, for all job-related purposes, shall be
treated the same as

[[Page 198]]

disabilities caused or contributed to by other medical conditions, under
any health or disability insurance or sick leave plan available in
connection with employment. Written or unwritten employment policies and
practices involving matters such as the commencement and duration of
leave, the availability of extensions, the accrual of seniority and
other benefits and privileges, reinstatement, and payment under any
health or disability insurance or sick leave plan, formal or informal,
shall be applied to disability due to pregnancy, childbirth or related
medical conditions on the same terms and conditions as they are applied
to other disabilities. Health insurance benefits for abortion, except
where the life of the mother would be endangered if the fetus were
carried to term or where medical complications have arisen from an
abortion, are not required to be paid by an employer; nothing herein,
however, precludes an employer from providing abortion benefits or
otherwise affects bargaining agreements in regard to abortion.
    (c) Where the termination of an employee who is temporarily disabled
is caused by an employment policy under which insufficient or no leave
is available, such a termination violates the Act if it has a disparate
impact on employees of one sex and is not justified by business
necessity.
    (d)(1) Any fringe benefit program, or fund, or insurance program
which is in effect on October 31, 1978, which does not treat women
affected by pregnancy, childbirth, or related medical conditions the
same as other persons not so affected but similar in their ability or
inability to work, must be in compliance with the provisions of Sec.
1604.10(b) by April 29, 1979. In order to come into compliance with the
provisions of 1604.10(b), there can be no reduction of benefits or
compensation which were in effect on October 31, 1978, before October
31, 1979 or the expiration of a collective bargaining agreement in
effect on October 31, 1978, whichever is later.
    (2) Any fringe benefit program implemented after October 31, 1978,
must comply with the provisions of Sec. 1604.10(b) upon implementation.

[44 FR 23805, Apr. 20, 1979]



Sec. 1604.11  Sexual harassment.

    (a) Harassment on the basis of sex is a violation of section 703 of
title VII. \1\ Unwelcome sexual advances, requests for sexual favors,
and other verbal or physical conduct of a sexual nature constitute
sexual harassment when (1) submission to such conduct is made either
explicitly or implicitly a term or condition of an individual's
employment, (2) submission to or rejection of such conduct by an
individual is used as the basis for employment decisions affecting such
individual, or (3) such conduct has the purpose or effect of
unreasonably interfering with an individual's work performance or
creating an intimidating, hostile, or offensive working environment.
---------------------------------------------------------------------------

    \1\ The principles involved here continue to apply to race, color,
religion or national origin.
---------------------------------------------------------------------------

    (b) In determining whether alleged conduct constitutes sexual
harassment, the Commission will look at the record as a whole and at the
totality of the circumstances, such as the nature of the sexual advances
and the context in which the alleged incidents occurred. The
determination of the legality of a particular action will be made from
the facts, on a case by case basis.
    (c) [Reserved]
    (d) With respect to conduct between fellow employees, an employer is
responsible for acts of sexual harassment in the workplace where the
employer (or its agents or supervisory employees) knows or should have
known of the conduct, unless it can show that it took immediate and
appropriate corrective action.
    (e) An employer may also be responsible for the acts of non-
employees, with respect to sexual harassment of employees in the
workplace, where the employer (or its agents or supervisory employees)
knows or should have known of the conduct and fails to take immediate
and appropriate corrective action. In reviewing these cases the
Commission will consider the extent of the employer's control and any
other legal responsibility which the employer may have with respect to
the conduct of such non-employees.
    (f) Prevention is the best tool for the elimination of sexual
harassment. An

[[Page 199]]

employer should take all steps necessary to prevent sexual harassment
from occurring, such as affirmatively raising the subject, expressing
strong disapproval, developing appropriate sanctions, informing
employees of their right to raise and how to raise the issue of
harassment under title VII, and developing methods to sensitize all
concerned.
    (g) Other related practices: Where employment opportunities or
benefits are granted because of an individual's submission to the
employer's sexual advances or requests for sexual favors, the employer
may be held liable for unlawful sex discrimination against other persons
who were qualified for but denied that employment opportunity or
benefit.

           Appendix A to Sec. 1604.11--Background Information

    The Commission has rescinded Sec. 1604.11(c) of the Guidelines on
Sexual Harassment, which set forth the standard of employer liability
for harassment by supervisors. That section is no longer valid, in light
of the Supreme Court decisions in Burlington Industries, Inc. v.
Ellerth, 524 U.S. 742 (1998), and Faragher v. City of Boca Raton, 524
U.S. 775 (1998). The Commission has issued a policy document that
examines the Faragher and Ellerth decisions and provides detailed
guidance on the issue of vicarious liability for harassment by
supervisors. EEOC Enforcement Guidance: Vicarious Employer Liability for
Unlawful Harassment by Supervisors (6/18/99), EEOC Compliance Manual
(BNA), N:4075 [Binder 3]; also available through EEOC's web site, at
www.eeoc.gov., or by calling the EEOC Publications Distribution Center,
at 1-800-669-3362 (voice), 1-800-800-3302 (TTY).

(Title VII, Pub. L. 88-352, 78 Stat. 253 (42 U.S.C. 2000e et seq.))

[45 FR 74677, Nov. 10, 1980, as amended at 64 FR 58334, Oct. 29, 1999]



   Sec. Appendix to Part 1604--Questions and Answers on the Pregnancy
       Discrimination Act, Public Law 95-555, 92 Stat. 2076 (1978)

                              Introduction

    On October 31, 1978, President Carter signed into law the Pregnancy
Discrimination Act (Pub. L. 95-955). The Act is an amendment to title
VII of the Civil Rights Act of 1964 which prohibits, among other things,
discrimination in employment on the basis of sex. The Pregnancy
Discrimination Act makes it clear that ``because of sex'' or ``on the
basis of sex'', as used in title VII, includes ``because of or on the
basis of pregnancy, childbirth or related medical conditions.''
Therefore, title VII prohibits discrimination in employment against
women affected by pregnancy or related conditions.
    The basic principle of the Act is that women affected by pregnancy
and related conditions must be treated the same as other applicants and
employees on the basis of their ability or inability to work. A woman is
therefore protected against such practices as being fired, or refused a
job or promotion, merely because she is pregnant or has had an abortion.
She usually cannot be forced to go on leave as long as she can still
work. If other employees who take disability leave are entitled to get
their jobs back when they are able to work again, so are women who have
been unable to work because of pregnancy.
    In the area of fringe benefits, such as disability benefits, sick
leave and health insurance, the same principle applies. A woman unable
to work for pregnancy-related reasons is entitled to disability benefits
or sick leave on the same basis as employees unable to work for other
medical reasons. Also, any health insurance provided must cover expenses
for pregnancy-related conditions on the same basis as expenses for other
medical conditions. However, health insurance for expenses arising from
abortion is not required except where the life of the mother would be
endangered if the fetus were carried to term, or where medical
complications have arisen from an abortion.
    Some questions and answers about the Pregnancy Discrimination Act
follow. Although the questions and answers often use only the term
``employer,'' the Act--and these questions and answers--apply also to
unions and other entities covered by title VII.
    1. Q. What is the effective date of the Pregnancy Discrimination
Act?
    A. The Act became effective on October 31, 1978, except that with
respect to fringe benefit programs in effect on that date, the Act will
take effect 180 days thereafter, that is, April 29, 1979.
    To the extent that title VII already required employers to treat
persons affected by pregnancy-related conditions the same as persons
affected by other medical conditions, the Act does not change employee
rights arising prior to October 31, 1978, or April 29, 1979. Most
employment practices relating to pregnancy, childbirth and related
conditions--whether concerning fringe benefits or other practices--were
already controlled by title VII prior to this Act. For example, title
VII has always prohibited an employer from firing, or refusing to hire
or promote, a woman because of pregnancy or related conditions, and from
failing to accord a woman

[[Page 200]]

on pregnancy-related leave the same seniority retention and accrual
accorded those on other disability leaves.
    2. Q. If an employer had a sick leave policy in effect on October
31, 1978, by what date must the employer bring its policy into
compliance with the Act?
    A. With respect to payment of benefits, an employer has until April
29, 1979, to bring into compliance any fringe benefit or insurance
program, including a sick leave policy, which was in effect on October
31, 1978. However, any such policy or program created after October 31,
1978, must be in compliance when created.
    With respect to all aspects of sick leave policy other than payment
of benefits, such as the terms governing retention and accrual of
seniority, credit for vacation, and resumption of former job on return
from sick leave, equality of treatment was required by title VII without
the Amendment.
    3. Q. Must an employer provide benefits for pregnancy-related
conditions to an employee whose pregnancy begins prior to April 29,
1979, and continues beyond that date?
    A. As of April 29, 1979, the effective date of the Act's
requirements, an employer must provide the same benefits for pregnancy-
related conditions as it provides for other conditions, regardless of
when the pregnancy began. Thus, disability benefits must be paid for all
absences on or after April 29, 1979, resulting from pregnancy-related
temporary disabilities to the same extent as they are paid for absences
resulting from other temporary disabilities. For example, if an employee
gives birth before April 29, 1979, but is still unable to work on or
after that date, she is entitled to the same disability benefits
available to other employees. Similarily, medical insurance benefits
must be paid for pregnancy-related expenses incurred on or after April
29, 1979.
    If an employer requires an employee to be employed for a
predetermined period prior to being eligible for insurance coverage, the
period prior to April 29, 1979, during which a pregnant employee has
been employed must be credited toward the eligibility waiting period on
the same basis as for any other employee.
    As to any programs instituted for the first time after October 31,
1978, coverage for pregnancy-related conditions must be provided in the
same manner as for other medical conditions.
    4. Q. Would the answer to the preceding question be the same if the
employee became pregnant prior to October 31, 1978?
    A. Yes.
    5. Q. If, for pregnancy-related reasons, an employee is unable to
perform the functions of her job, does the employer have to provide her
an alternative job?
    A. An employer is required to treat an employee temporarily unable
to perform the functions of her job because of her pregnancy-related
condition in the same manner as it treats other temporarily disabled
employees, whether by providing modified tasks, alternative assignments,
disability leaves, leaves without pay, etc. For example, a woman's
primary job function may be the operation of a machine, and, incidental
to that function, she may carry materials to and from the machine. If
other employees temporarily unable to lift are relieved of these
functions, pregnant employees also unable to lift must be temporarily
relieved of the function.
    6. Q. What procedures may an employer use to determine whether to
place on leave as unable to work a pregnant employee who claims she is
able to work or deny leave to a pregnant employee who claims that she is
disabled from work?
    A. An employer may not single out pregnancy-related conditions for
special procedures for determining an employee's ability to work.
However, an employer may use any procedure used to determine the ability
of all employees to work. For example, if an employer requires its
employees to submit a doctor's statement concerning their inability to
work before granting leave or paying sick benefits, the employer may
require employees affected by pregnancy-related conditions to submit
such statement. Similarly, if an employer allows its employees to obtain
doctor's statements from their personal physicians for absences due to
other disabilities or return dates from other disabilities, it must
accept doctor's statements from personal physicians for absences and
return dates connected with pregnancy-related disabilities.
    7. Q. Can an employer have a rule which prohibits an employee from
returning to work for a predetermined length of time after childbirth?
    A. No.
    8. Q. If an employee has been absent from work as a result of a
pregnancy-related condition and recovers, may her employer require her
to remain on leave until after her baby is born?
    A. No. An employee must be permitted to work at all times during
pregnancy when she is able to perform her job.
    9. Q. Must an employer hold open the job of an employee who is
absent on leave because she is temporarily disabled by pregnancy-related
conditions?
    A. Unless the employee on leave has informed the employer that she
does not intend to return to work, her job must be held open for her
return on the same basis as jobs are held open for employees on sick or
disability leave for other reasons.
    10. Q. May an employer's policy concerning the accrual and crediting
of seniority during absences for medical conditions be different

[[Page 201]]

for employees affected by pregnancy-related conditions than for other
employees?
    A. No. An employer's seniority policy must be the same for employees
absent for pregnancy-related reasons as for those absent for other
medical reasons.
    11. Q. For purposes of calculating such matters as vacations and pay
increases, may an employer credit time spent on leave for pregnancy-
related reasons differently than time spent on leave for other reasons?
    A. No. An employer's policy with respect to crediting time for the
purpose of calculating such matters as vacations and pay increases
cannot treat employees on leave for pregnancy-related reasons less
favorably than employees on leave for other reasons. For example, if
employees on leave for medical reasons are credited with the time spent
on leave when computing entitlement to vacation or pay raises, an
employee on leave for pregnancy-related disability is entitled to the
same kind of time credit.
    12. Q. Must an employer hire a woman who is medically unable,
because of a pregnancy-related condition, to perform a necessary
function of a job?
    A. An employer cannot refuse to hire a women because of her
pregnancy-related condition so long as she is able to perform the major
functions necessary to the job. Nor can an employer refuse to hire her
because of its preferences against pregnant workers or the preferences
of co-workers, clients, or customers.
    13. Q. May an employer limit disability benefits for pregnancy-
related conditions to married employees?
    A. No.
    14. Q. If an employer has an all female workforce or job
classification, must benefits be provided for pregnancy-related
conditions?
    A. Yes. If benefits are provided for other conditions, they must
also be provided for pregnancy-related conditions.
    15. Q. For what length of time must an employer who provides income
maintenance benefits for temporary disabilities provide such benefits
for pregnancy-related disabilities?
    A. Benefits should be provided for as long as the employee is unable
to work for medical reasons unless some other limitation is set for all
other temporary disabilities, in which case pregnancy-related
disabilities should be treated the same as other temporary disabilities.
    16. Q. Must an employer who provides benefits for long-term or
permanent disabilities provide such benefits for pregnancy-related
conditions?
    A. Yes. Benefits for long-term or permanent disabilities resulting
from pregnancy-related conditions must be provided to the same extent
that such benefits are provided for other conditions which result in
long-term or permanent disability.
    17. Q. If an employer provides benefits to employees on leave, such
as installment purchase disability insurance, payment of premiums for
health, life or other insurance, continued payments into pension, saving
or profit sharing plans, must the same benefits be provided for those on
leave for pregnancy-related conditions?
    A. Yes, the employer must provide the same benefits for those on
leave for pregnancy-related conditions as for those on leave for other
reasons.
    18. Q. Can an employee who is absent due to a pregnancy-related
disability be required to exhaust vacation benefits before receiving
sick leave pay or disability benefits?
    A. No. If employees who are absent because of other disabling causes
receive sick leave pay or disability benefits without any requirement
that they first exhaust vacation benefits, the employer cannot impose
this requirement on an employee absent for a pregnancy-related cause.
    18 (A). Q. Must an employer grant leave to a female employee for
chidcare purposes after she is medically able to return to work
following leave necessitated by pregnancy, childbirth or related medical
conditions?
    A. While leave for childcare purposes is not covered by the
Pregnancy Discrimination Act, ordinary title VII principles would
require that leave for childcare purposes be granted on the same basis
as leave which is granted to employees for other non-medical reasons.
For example, if an employer allows its employees to take leave without
pay or accrued annual leave for travel or education which is not job
related, the same type of leave must be granted to those who wish to
remain on leave for infant care, even though they are medically able to
return to work.
    19. Q. If State law requires an employer to provide disability
insurance for a specified period before and after childbirth, does
compliance with the State law fulfill the employer's obligation under
the Pregnancy Discrimination Act?
    A. Not necessarily. It is an employer's obligation to treat
employees temporarily disabled by pregnancy in the same manner as
employees affected by other temporary disabilities. Therefore, any
restrictions imposed by State law on benefits for pregnancy-related
disabilities, but not for other disabilities, do not excuse the employer
from treating the individuals in both groups of employees the same. If,
for example, a State law requires an employer to pay a maximum of 26
weeks benefits for disabilities other than pregnancy-related ones but
only six weeks for pregnancy-related disabilities, the employer must
provide benefits for the additional weeks to an employee disabled by
pregnancy-related conditions, up to the maximum provided other disabled
employees.

[[Page 202]]

    20. Q. If a State or local government provides its own employees
income maintenance benefits for disabilities, may it provide different
benefits for disabilities arising from pregnancy-related conditions than
for disabilities arising from other conditions?
    A. No. State and local governments, as employers, are subject to the
Pregnancy Discrimination Act in the same way as private employers and
must bring their employment practices and programs into compliance with
the Act, including disability and health insurance programs.
    21. Q. Must an employer provide health insurance coverage for the
medical expenses of pregnancy-related conditions of the spouses of male
employees? Of the dependents of all employees?
    A. Where an employer provides no coverage for dependents, the
employer is not required to institute such coverage. However, if an
employer's insurance program covers the medical expenses of spouses of
female employees, then it must equally cover the medical expenses of
spouses of male employees, including those arising from pregnancy-
related conditions.
    But the insurance does not have to cover the pregnancy-related
conditions of other dependents as long as it excludes the pregnancy-
related conditions of the dependents of male and female employees
equally.
    22. Q. Must an employer provide the same level of health insurance
coverage for the pregnancy-related medical conditions of the spouses of
male employees as it provides for its female employees?
    A. No. It is not necessary to provide the same level of coverage for
the pregnancy-related medical conditions of spouses of male employees as
for female employees. However, where the employer provides coverage for
the medical conditions of the spouses of its employees, then the level
of coverage for pregnancy-related medical conditions of the spouses of
male employees must be the same as the level of coverage for all other
medical conditions of the spouses of female employees. For example, if
the employer covers employees for 100 percent of reasonable and
customary expenses sustained for a medical condition, but only covers
dependent spouses for 50 percent of reasonable and customary expenses
for their medical conditions, the pregnancy-related expenses of the male
employee's spouse must be covered at the 50 percent level.
    23. Q. May an employer offer optional dependent coverage which
excludes pregnancy-related medical conditions or offers less coverage
for pregnancy-related medical conditions where the total premium for the
optional coverage is paid by the employee?
    A. No. Pregnancy-related medical conditions must be treated the same
as other medical conditions under any health or disability insurance or
sick leave plan available in connection with employment, regardless of
who pays the premiums.
    24. Q. Where an employer provides its employees a choice among
several health insurance plans, must coverage for pregnancy-related
conditions be offered in all of the plans?
    A. Yes. Each of the plans must cover pregnancy-related conditions.
For example, an employee with a single coverage policy cannot be forced
to purchase a more expensive family coverage policy in order to receive
coverage for her own pregnancy-related condition.
    25. Q. On what basis should an employee be reimbursed for medical
expenses arising from pregnancy, childbirth or related conditions?
    A. Pregnancy-related expenses should be reimbursed in the same
manner as are expenses incurred for other medical conditions. Therefore,
whether a plan reimburses the employees on a fixed basis, or a
percentage of reasonable and customary charge basis, the same basis
should be used for reimbursement of expenses incurred for pregnancy-
related conditions. Furthermore, if medical costs for pregnancy-related
conditions increase, reevaluation of the reimbursement level should be
conducted in the same manner as are cost reevaluations of increases for
other medical conditions.
    Coverage provided by a health insurance program for other conditions
must be provided for pregnancy-related conditions. For example, if a
plan provides major medical coverage, pregnancy-related conditions must
be so covered. Similarily, if a plan covers the cost of a private room
for other conditions, the plan must cover the cost of a private room for
pregnancy-related conditions. Finally, where a health insurance plan
covers office visits to physicians, pre-natal and post-natal visits must
be included in such coverage.
    26. Q. May an employer limit payment of costs for pregnancy-related
medical conditions to a specified dollar amount set forth in an
insurance policy, collective bargaining agreement or other statement of
benefits to which an employee is entitled?
    A. The amounts payable for the costs incurred for pregnancy-related
conditions can be limited only to the same extent as are costs for other
conditions. Maximum recoverable dollar amounts may be specified for
pregnancy-related conditions if such amounts are similarly specified for
other conditions, and so long as the specified amounts in all instances
cover the same proportion of actual costs. If, in addition to the
scheduled amount for other procedures, additional costs are paid for,
either directly or indirectly, by the employer, such additional payments
must also be paid for pregnancy-related procedures.

[[Page 203]]

    27. Q. May an employer impose a different deductible for payment of
costs for pregnancy-related medical conditions than for costs of other
medical conditions?
    A. No. Neither an additional deductible, an increase in the usual
deductible, nor a larger deductible can be imposed for coverage for
pregnancy-related medical costs, whether as a condition for inclusion of
pregnancy-related costs in the policy or for payment of the costs when
incurred. Thus, if pregnancy-related costs are the first incurred under
the policy, the employee is required to pay only the same deductible as
would otherwise be required had other medical costs been the first
incurred. Once this deductible has been paid, no additional deductible
can be required for other medical procedures. If the usual deductible
has already been paid for other medical procedures, no additional
deductible can be required when pregnancy-related costs are later
incurred.
    28. Q. If a health insurance plan excludes the payment of benefits
for any conditions existing at the time the insured's coverage becomes
effective (pre-existing condition clause), can benefits be denied for
medical costs arising from a pregnancy existing at the time the coverage
became effective?
    A. Yes. However, such benefits cannot be denied unless the pre-
existing condition clause also excludes benefits for other pre-existing
conditions in the same way.
    29. Q. If an employer's insurance plan provides benefits after the
insured's employment has ended (i.e. extended benefits) for costs
connected with pregnancy and delivery where conception occurred while
the insured was working for the employer, but not for the costs of any
other medical condition which began prior to termination of employment,
may an employer (a) continue to pay these extended benefits for
pregnancy-related medical conditions but not for other medical
conditions, or (b) terminate these benefits for pregnancy-related
conditions?
    A. Where a health insurance plan currently provides extended
benefits for other medical conditions on a less favorable basis than for
pregnancy-related medical conditions, extended benefits must be provided
for other medical conditions on the same basis as for pregnancy-related
medical conditions. Therefore, an employer can neither continue to
provide less benefits for other medical conditions nor reduce benefits
currently paid for pregnancy-related medical conditions.
    30. Q. Where an employer's health insurance plan currently requires
total disability as a prerequisite for payment of extended benefits for
other medical conditions but not for pregnancy-related costs, may the
employer now require total disability for payment of benefits for
pregnancy-related medical conditions as well?
    A. Since extended benefits cannot be reduced in order to come into
compliance with the Act, a more stringent prerequisite for payment of
extended benefits for pregnancy-related medical conditions, such as a
requirement for total disability, cannot be imposed. Thus, in this
instance, in order to comply with the Act, the employer must treat other
medical conditions as pregnancy-related conditions are treated.
    31. Q. Can the added cost of bringing benefit plans into compliance
with the Act be apportioned between the employer and employee?
    A. The added cost, if any, can be apportioned between the employer
and employee in the same proportion that the cost of the fringe benefit
plan was apportioned on October 31, 1978, if that apportionment was
nondiscriminatory. If the costs were not apportioned on October 31,
1978, they may not be apportioned in order to come into compliance with
the Act. However, in no circumstance may male or female employees be
required to pay unequal apportionments on the basis of sex or pregnancy.
    32. Q. In order to come into compliance with the Act, may an
employer reduce benefits or compensation?
    A. In order to come into compliance with the Act, benefits or
compensation which an employer was paying on October 31, 1978 cannot be
reduced before October 31, 1979 or before the expiration of a collective
bargaining agreement in effect on October 31, 1978, whichever is later.
    Where an employer has not been in compliance with the Act by the
times specified in the Act, and attempts to reduce benefits, or
compensation, the employer may be required to remedy its practices in
accord with ordinary title VII remedial principles.
    33. Q. Can an employer self-insure benefits for pregnancy-related
conditions if it does not self-insure benefits for other medical
conditions?
    A. Yes, so long as the benefits are the same. In measuring whether
benefits are the same, factors other than the dollar coverage paid
should be considered. Such factors include the range of choice of
physicians and hospitals, and the processing and promptness of payment
of claims.
    34. Q. Can an employer discharge, refuse to hire or otherwise
discriminate against a woman because she has had an abortion?
    A. No. An employer cannot discriminate in its employment practices
against a woman who has had an abortion.
    35. Q. Is an employer required to provide fringe benefits for
abortions if fringe benefits are provided for other medical conditions?
    A. All fringe benefits other than health insurance, such as sick
leave, which are provided for other medical conditions, must be provided
for abortions. Health insurance, however, need be provided for abortions
only where the life of the woman would be endangered if the fetus were
carried to term or

[[Page 204]]

where medical complications arise from an abortion.
    36. Q. If complications arise during the course of an abortion, as
for instance excessive hemorrhaging, must an employer's health insurance
plan cover the additional cost due to the complications of the abortion?
    A. Yes. The plan is required to pay those additional costs
attributable to the complications of the abortion. However, the employer
is not required to pay for the abortion itself, except where the life of
the mother would be endangered if the fetus were carried to term.
    37. Q. May an employer elect to provide insurance coverage for
abortions?
    A. Yes. The Act specifically provides that an employer is not
precluded from providing benefits for abortions whether directly or
through a collective bargaining agreement, but if an employer decides to
cover the costs of abortion, the employer must do so in the same manner
and to the same degree as it covers other medical conditions.

[44 FR 23805, Apr. 20, 1979]



PART 1605_GUIDELINES ON DISCRIMINATION BECAUSE OF RELIGION--Table of
Contents



Sec.
1605.1 ``Religious'' nature of a practice or belief.
1605.2 Reasonable accommodation without undue hardship as required by
          section 701(j) of title VII of the Civil Rights Act of 1964.
1605.3 Selection practices.

Appendix A to Sec. Sec. 1605.2 and 1605.3--Background Information

    Authority: Title VII of the Civil Rights Act of 1964, as amended, 42
U.S.C. 2000e et seq.

    Source: 45 FR 72612, Oct. 31, 1980, unless otherwise noted.



Sec. 1605.1  ``Religious'' nature of a practice or belief.

    In most cases whether or not a practice or belief is religious is
not at issue. However, in those cases in which the issue does exist, the
Commission will define religious practices to include moral or ethical
beliefs as to what is right and wrong which are sincerely held with the
strength of traditional religious views. This standard was developed in
United States v. Seeger, 380 U.S. 163 (1965) and Welsh v. United States,
398 U.S. 333 (1970). The Commission has consistently applied this
standard in its decisions. \1\ The fact that no religious group espouses
such beliefs or the fact that the religious group to which the
individual professes to belong may not accept such belief will not
determine whether the belief is a religious belief of the employee or
prospective employee. The phrase ``religious practice'' as used in these
Guidelines includes both religious observances and practices, as stated
in section 701(j), 42 U.S.C. 2000e(j).
---------------------------------------------------------------------------

    \1\ See CD 76-104 (1976), CCH ] 6500; CD 71-2620 (1971), CCH ] 6283;
CD 71-779 (1970), CCH ] 6180.
---------------------------------------------------------------------------



Sec. 1605.2  Reasonable accommodation without undue hardship as
required by section 701(j) of title VII of the Civil Rights Act

of 1964.

    (a) Purpose of this section. This section clarifies the obligation
imposed by title VII of the Civil Rights Act of 1964, as amended,
(sections 701(j), 703 and 717) to accommodate the religious practices of
employees and prospective employees. This section does not address other
obligations under title VII not to discriminate on grounds of religion,
nor other provisions of title VII. This section is not intended to limit
any additional obligations to accommodate religious practices which may
exist pursuant to constitutional, or other statutory provisions; neither
is it intended to provide guidance for statutes which require
accommodation on bases other than religion such as section 503 of the
Rehabilitation Act of 1973. The legal principles which have been
developed with respect to discrimination prohibited by title VII on the
bases of race, color, sex, and national origin also apply to religious
discrimination in all circumstances other than where an accommodation is
required.
    (b) Duty to accommodate. (1) Section 701(j) makes it an unlawful
employment practice under section 703(a)(1) for an employer to fail to
reasonably accommodate the religious practices of an employee or
prospective employee, unless the employer demonstrates that
accommodation would result in undue hardship on the conduct of its
business. \2\
---------------------------------------------------------------------------

    \2\ See Trans World Airlines, Inc. v. Hardison, 432 U.S. 63, 74
(1977).

---------------------------------------------------------------------------

[[Page 205]]

    (2) Section 701(j) in conjunction with section 703(c), imposes an
obligation on a labor organization to reasonably accommodate the
religious practices of an employee or prospective employee, unless the
labor organization demonstrates that accommodation would result in undue
hardship.
    (3) Section 1605.2 is primarily directed to obligations of employers
or labor organizations, which are the entities covered by title VII that
will most often be required to make an accommodation. However, the
principles of Sec. 1605.2 also apply when an accommodation can be
required of other entities covered by title VII, such as employment
agencies (section 703(b)) or joint labor-management committees
controlling apprecticeship or other training or retraining (section
703(d)). (See, for example, Sec. 1605.3(a) ``Scheduling of Tests or
Other Selection Procedures.'')
    (c) Reasonable accommodation. (1) After an employee or prospective
employee notifies the employer or labor organization of his or her need
for a religious accommodation, the employer or labor organization has an
obligation to reasonably accommodate the individual's religious
practices. A refusal to accommodate is justified only when an employer
or labor organization can demonstrate that an undue hardship would in
fact result from each available alternative method of accommodation. A
mere assumption that many more people, with the same religious practices
as the person being accommodated, may also need accommodation is not
evidence of undue hardship.
    (2) When there is more than one method of accommodation available
which would not cause undue hardship, the Commission will determine
whether the accommodation offered is reasonable by examining:
    (i) The alternatives for accommodation considered by the employer or
labor organization; and
    (ii) The alternatives for accommodation, if any, actually offered to
the individual requiring accommodation. Some alternatives for
accommodating religious practices might disadvantage the individual with
respect to his or her employment opportunites, such as compensation,
terms, conditions, or privileges of employment. Therefore, when there is
more than one means of accommodation which would not cause undue
hardship, the employer or labor organization must offer the alternative
which least disadvantages the individual with respect to his or her
employment opportunities.
    (d) Alternatives for accommodating religious practices. (1)
Employees and prospective employees most frequently request an
accommodation because their religious practices conflict with their work
schedules. The following subsections are some means of accommodating the
conflict between work schedules and religious practices which the
Commission believes that employers and labor organizations should
consider as part of the obligation to accommodate and which the
Commission will consider in investigating a charge. These are not
intended to be all-inclusive. There are often other alternatives which
would reasonably accommodate an individual's religious practices when
they conflict with a work schedule. There are also employment practices
besides work scheduling which may conflict with religious practices and
cause an individual to request an accommodation. See, for example, the
Commission's finding number (3) from its Hearings on Religious
Discrimination, in appendix A to Sec. Sec. 1605.2 and 1605.3. The
principles expressed in these Guidelines apply as well to such requests
for accommodation.
    (i) Voluntary Substitutes and ``Swaps''.
    Reasonable accommodation without undue hardship is generally
possible where a voluntary substitute with substantially similar
qualifications is available. One means of substitution is the voluntary
swap. In a number of cases, the securing of a substitute has been left
entirely up to the individual seeking the accommodation. The Commission
believes that the obligation to accommodate requires that employers and
labor organizations facilitate the securing of a voluntary substitute
with substantially similar qualifications. Some means of doing this
which employers and labor organizations should consider are: to
publicize policies regarding accommodation and voluntary substitution;
to promote an atmosphere in which such substitutions are

[[Page 206]]

favorably regarded; to provide a central file, bulletin board or other
means for matching voluntary substitutes with positions for which
substitutes are needed.
    (ii) Flexible Scheduling.
    One means of providing reasonable accommodation for the religious
practices of employees or prospective employees which employers and
labor organizations should consider is the creation of a flexible work
schedule for individuals requesting accommodation.
    The following list is an example of areas in which flexibility might
be introduced: flexible arrival and departure times; floating or
optional holidays; flexible work breaks; use of lunch time in exchange
for early departure; staggered work hours; and permitting an employee to
make up time lost due to the observance of religious practices. \3\
---------------------------------------------------------------------------

    \3\ On September 29, 1978, Congress enacted such a provision for the
accommodation of Federal employees' religious practices. See Pub. L. 95-
390, 5 U.S.C. 5550a ``Compensatory Time Off for Religious Observances.''
---------------------------------------------------------------------------

    (iii) Lateral Transfer and Change of Job Assignments.
    When an employee cannot be accommodated either as to his or her
entire job or an assignment within the job, employers and labor
organizations should consider whether or not it is possible to change
the job assignment or give the employee a lateral transfer.
    (2) Payment of Dues to a Labor Organization.
    Some collective bargaining agreements include a provision that each
employee must join the labor organization or pay the labor organization
a sum equivalent to dues. When an employee's religious practices to not
permit compliance with such a provision, the labor organization should
accommodate the employee by not requiring the employee to join the
organization and by permitting him or her to donate a sum equivalent to
dues to a charitable organization.
    (e) Undue hardship. (1) Cost. An employer may assert undue hardship
to justify a refusal to accommodate an employee's need to be absent from
his or her scheduled duty hours if the employer can demonstrate that the
accommodation would require ``more than a de minimis cost''. \4\ The
Commission will determine what constitutes ``more than a de minimis
cost'' with due regard given to the identifiable cost in relation to the
size and operating cost of the employer, and the number of individuals
who will in fact need a particular accommodation. In general, the
Commission interprets this phrase as it was used in the Hardison
decision to mean that costs similar to the regular payment of premium
wages of substitutes, which was at issue in Hardison, would constitute
undue hardship. However, the Commission will presume that the infrequent
payment of premium wages for a substitute or the payment of premium
wages while a more permanent accommodation is being sought are costs
which an employer can be required to bear as a means of providing a
reasonable accommodation. Further, the Commission will presume that
generally, the payment of administrative costs necessary for providing
the accommodation will not constitute more than a de minimis cost.
Administrative costs, for example, include those costs involved in
rearranging schedules and recording substitutions for payroll purposes.
---------------------------------------------------------------------------

    \4\ Hardison, supra, 432 U.S. at 84.
---------------------------------------------------------------------------

    (2) Seniority Rights. Undue hardship would also be shown where a
variance from a bona fide seniority system is necessary in order to
accommodate an employee's religious practices when doing so would deny
another employee his or her job or shift preference guaranteed by that
system. Hardison, supra, 432 U.S. at 80. Arrangements for voluntary
substitutes and swaps (see paragraph (d)(1)(i) of this section) do not
constitute an undue hardship to the extent the arrangements do not
violate a bona fide seniority system. Nothing in the Statute or these
Guidelines precludes an employer and a union from including arrangements
for voluntary substitutes and swaps as part of a collective bargaining
agreement.



Sec. 1605.3  Selection practices.

    (a) Scheduling of tests or other selection procedures. When a test
or other selection procedure is scheduled at a time when an employee or
prospective employee cannot attend because of his or

[[Page 207]]

her religious practices, the user of the test should be aware that the
principles enunciated in these guidelines apply and that it has an
obligation to accommodate such employee or prospective employee unless
undue hardship would result.
    (b) Inquiries which determine an applicant's availability to work
during an employer's scheduled working hours. (1) The duty to
accommodate pertains to prospective employees as well as current
employees. Consequently, an employer may not permit an applicant's need
for a religious accommodation to affect in any way its decision whether
to hire the applicant unless it can demonstrate that it cannot
reasonably accommodate the applicant's religious practices without undue
hardship.
    (2) As a result of the oral and written testimony submitted at the
Commission's Hearings on Religious Discrimination, discussions with
representatives of organizations interested in the issue of religious
discrimination, and the comments received from the public on these
Guidelines as proposed, the Commission has concluded that the use of
pre-selection inquiries which determine an applicant's availability has
an exclusionary effect on the employment opportunities of persons with
certain religious practices. The use of such inquiries will, therefore,
be considered to violate title VII unless the employer can show that it:
    (i) Did not have an exclusionary effect on its employees or
prospective employees needing an accommodation for the same religious
practices; or
    (ii) Was otherwise justified by business necessity.

Employers who believe they have a legitimate interest in knowing the
availability of their applicants prior to selection must consider
procedures which would serve this interest and which would have a lesser
exclusionary effect on persons whose religious practices need
accommodation. An example of such a procedure is for the employer to
state the normal work hours for the job and, after making it clear to
the applicant that he or she is not required to indicate the need for
any absences for religious practices during the scheduled work hours,
ask the applicant whether he or she is otherwise available to work those
hours. Then, after a position is offered, but before the applicant is
hired, the employer can inquire into the need for a religious
accommodation and determine, according to the principles of these
Guidelines, whether an accommodation is possible. This type of inquiry
would provide an employer with information concerning the availability
of most of its applicants, while deferring until after a position is
offered the identification of the usually small number of applicants who
require an accommodation.
    (3) The Commission will infer that the need for an accommodation
discriminatorily influenced a decision to reject an applicant when: (i)
prior to an offer of employment the employer makes an inquiry into an
applicant's availability without having a business necessity
justification; and (ii) after the employer has determined the
applicant's need for an accommodation, the employer rejects a qualified
applicant. The burden is then on the employer to demonstrate that
factors other than the need for an accommodation were the reason for
rejecting the qualified applicant, or that a reasonable accommodation
without undue hardship was not possible.



 Sec. Appendix A to Sec. Sec. 1605.2 and 1605.3--Background Information

    In 1966, the Commission adopted guidelines on religious
discrimination which stated that an employer had an obligation to
accommodate the religious practices of its employees or prospective
employees unless to do so would create a ``serious inconvenience to the
conduct of the business''. 29 CFR 1605.1(a)(2), 31 FR 3870 (1966).
    In 1967, the Commission revised these guidelines to state that an
employer had an obligation to reasonably accommodate the religious
practices of its employees or prospective employees, unless the employer
could prove that to do so would create an ``undue hardship''. 29 CFR
1605.1(b)(c), 32 FR 10298.
    In 1972, Congress amended title VII to incorporate the obligation to
accommodate expressed in the Commission's 1967 Guidelines by adding
section 701(j).
    In 1977, the United States Supreme Court issued its decision in the
case of Trans World Airlines, Inc. v. Hardison, 432 U.S. 63 (1977).
Hardison was brought under section 703(a)(1) because it involved facts
occurring before the enactment of section 701(j). The Court

[[Page 208]]

applied the Commission's 1967 Guidelines, but indicated that the result
would be the same under section 701(j). It stated that Trans World
Airlines had made reasonable efforts to accommodate the religious needs
of its employee, Hardison. The Court held that to require Trans World
Airlines to make further attempts at accommodations--by unilaterally
violating a seniority provision of the collective bargaining agreement,
paying premium wages on a regular basis to another employee to replace
Hardison, or creating a serious shortage of necessary employees in
another department in order to replace Hardison--would create an undue
hardship on the conduct of Trans World Airlines' business, and would
therefore, exceed the duty to accommodate Hardison.
    In 1978, the Commission conducted public hearings on religious
discrimination in New York City, Milwaukee, and Los Angeles in order to
respond to the concerns raised by Hardison. Approximately 150 witnesses
testified or submitted written statements. \5\ The witnesses included
employers, employees, representatives of religious and labor
organizations and representatives of Federal, State and local
governments.
---------------------------------------------------------------------------

    \5\ The transcript of the Commission's Hearings on Religious
Discrimination can be examined by the public at: The Equal Employment
Opportunity Commission, 131 M Street, NE., Washington, DC 20507.
---------------------------------------------------------------------------

    The Commission found from the hearings that:
    (1) There is widespread confusion concerning the extent of
accommodation under the Hardison decision.
    (2) The religious practices of some individuals and some groups of
individuals are not being accommodated.
    (3) Some of those practices which are not being accommodated are:
    --Observance of a Sabbath or religious holidays;
    --Need for prayer break during working hours;
    --Practice of following certain dietary requirements;
    --Practice of not working during a mourning period for a deceased
relative;
    --Prohibition against medical examinations;
    --Prohibition against membership in labor and other organizations;
and
    --Practices concerning dress and other personal grooming habits.
    (4) Many of the employers who testified had developed alternative
employment practices which accommodate the religious practices of
employees and prospective employees and which meet the employer's
business needs.
    (5) Little evidence was submitted by employers which showed actual
attempts to accommodate religious practices with resultant unfavorable
consequences to the employer's business. Employers appeared to have
substantial anticipatory concerns but no, or very little, actual
experience with the problems they theorized would emerge by providing
reasonable accommodation for religious practices.
    Based on these findings, the Commission is revising its Guidelines
to clarify the obligation imposed by section 701(j) to accommodate the
religious practices of employees and prospective employees.

[45 FR 72612, Oct. 31, 1980, as amended at 74 FR 3430, Jan. 21, 2009]



PART 1606_GUIDELINES ON DISCRIMINATION BECAUSE OF NATIONAL
ORIGIN--Table of Contents



Sec.
1606.1 Definition of national origin discrimination.
1606.2 Scope of title VII protection.
1606.3 The national security exception.
1606.4 The bona fide occupational qualification exception.
1606.5 Citizenship requirements.
1606.6 Selection procedures.
1606.7 Speak-English-only rules.
1606.8 Harassment.

    Authority: Title VII of the Civil Rights Act of 1964, as amended, 42
U.S.C. 2000e et seq.

    Source: 45 FR 85635, Dec. 29, 1980, unless otherwise noted.



Sec. 1606.1  Definition of national origin discrimination.

    The Commission defines national origin discrimination broadly as
including, but not limited to, the denial of equal employment
opportunity because of an individual's, or his or her ancestor's, place
of origin; or because an individual has the physical, cultural or
linguistic characteristics of a national origin group. The Commission
will examine with particular concern charges alleging that individuals
within the jurisdiction of the Commission have been denied equal
employment opportunity for reasons which are grounded in national origin
considerations, such as (a) marriage to or association with persons of a
national origin group; (b) membership in, or association with an
organization identified with or seeking to promote the interests of
national origin groups; (c) attendance or participation in schools,
churches, temples or mosques, generally used by persons of a

[[Page 209]]

national origin group; and (d) because an individual's name or spouse's
name is associated with a national origin group. In examining these
charges for unlawful national origin discrimination, the Commission will
apply general title VII principles, such as disparate treatment and
adverse impact.



Sec. 1606.2  Scope of title VII protection.

    Title VII of the Civil Rights Act of 1964, as amended, protects
individuals against employment discrimination on the basis of race,
color, religion, sex or national origin. The title VII principles of
disparate treatment and adverse impact equally apply to national origin
discrimination. These Guidelines apply to all entities covered by title
VII (collectively referred to as ``employer'').



Sec. 1606.3  The national security exception.

    It is not an unlawful employment practice to deny employment
opportunities to any individual who does not fulfill the national
security requirements stated in section 703(g) of title VII. \1\
---------------------------------------------------------------------------

    \1\ See also, 5 U.S.C. 7532, for the authority of the head of a
Federal agency or department to suspend or remove an employee on grounds
of national security.
---------------------------------------------------------------------------



Sec. 1606.4  The bona fide occupational qualification exception.

    The exception stated in section 703(e) of title VII, that national
origin may be a bona fide occupational qualification, shall be strictly
construed.



Sec. 1606.5  Citizenship requirements.

    (a) In those circumstances, where citizenship requirements have the
purpose or effect of discriminating against an individual on the basis
of national origin, they are prohibited by title VII. \2\
---------------------------------------------------------------------------

    \2\ See Espinoza v. Farah Mfg. Co., Inc., 414 U.S. 86, 92 (1973).
See also, E.O. 11935, 5 CFR 7.4; and 31 U.S.C. 699(b), for citizenship
requirements in certain Federal employment.
---------------------------------------------------------------------------

    (b) Some State laws prohibit the employment of non-citizens. Where
these laws are in conflict with title VII, they are superseded under
section 708 of the title.



Sec. 1606.6  Selection procedures.

    (a)(1) In investigating an employer's selection procedures
(including those identified below) for adverse impact on the basis of
national origin, the Commission will apply the Uniform Guidelines on
Employee Selection Procedures (UGESP), 29 CFR part 1607. Employers and
other users of selection procedures should refer to the UGESP for
guidance on matters, such as adverse impact, validation and
recordkeeping requirements for national origin groups.
    (2) Because height or weight requirements tend to exclude
individuals on the basis of national origin, \3\ the user is expected to
evaluate these selection procedures for adverse impact, regardless of
whether the total selection process has an adverse impact based on
national origin. Therefore, height or weight requirements are identified
here, as they are in the UGESP, \4\ as exceptions to the ``bottom line''
concept.
---------------------------------------------------------------------------

    \3\ See CD 71-1529 (1971), CCH EEOC Decisions ] 6231, 3 FEP Cases
952; CD 71-1418 (1971), CCH EEOC Decisions ] 6223, 3 FEP Cases 580; CD
74-25 (1973), CCH EEOC Decisions ] 6400, 10 FEP Cases 260. Davis v.
County of Los Angeles, 566 F. 2d 1334, 1341-42 (9th Cir., 1977) vacated
and remanded as moot on other grounds, 440 U.S. 625 (1979). See also,
Dothard v. Rawlinson, 433 U.S. 321 (1977).
    \4\ See section 4C(2) of the Uniform Guidelines on Employee
Selection Procedures, 29 CFR 1607.4C(2).
---------------------------------------------------------------------------

    (b) The Commission has found that the use of the following selection
procedures may be discriminatory on the basis of national origin.
Therefore, it will carefully investigate charges involving these
selection procedures for both disparate treatment and adverse impact on
the basis of national origin. However, the Commission does not consider
these to be exceptions to the ``bottom line'' concept:
    (1) Fluency-in-English requirements, such as denying employment
opportunities because of an individual's foreign accent, \5\ or
inability to communicate well in English. \6\
---------------------------------------------------------------------------

    \5\ See CD AL68-1-155E (1969), CCH EEOC Decisions ] 6008, 1 FEP
Cases 921.
    \6\ See CD YAU9-048 (1969), CCH EEOC Decisions ] 6054, 2 FEP Cases
78.
---------------------------------------------------------------------------

    (2) Training or education requirements which deny employment
opportunities to an individual because of his

[[Page 210]]

or her foreign training or education, or which require an individual to
be foreign trained or educated.



Sec. 1606.7  Speak-English-only rules.

    (a) When applied at all times. A rule requiring employees to speak
only English at all times in the workplace is a burdensome term and
condition of employment. The primary language of an individual is often
an essential national origin characteristic. Prohibiting employees at
all times, in the workplace, from speaking their primary language or the
language they speak most comfortably, disadvantages an individual's
employment opportunities on the basis of national origin. It may also
create an atmosphere of inferiority, isolation and intimidation based on
national origin which could result in a discriminatory working
environment. \7\ Therefore, the Commission will presume that such a rule
violates title VII and will closely scrutinize it.
---------------------------------------------------------------------------

    \7\ See CD 71-446 (1970), CCH EEOC Decisions ] 6173, 2 FEP Cases,
1127; CD 72-0281 (1971), CCH EEOC Decisions ] 6293.
---------------------------------------------------------------------------

    (b) When applied only at certain times. An employer may have a rule
requiring that employees speak only in English at certain times where
the employer can show that the rule is justified by business necessity.
    (c) Notice of the rule. It is common for individuals whose primary
language is not English to inadvertently change from speaking English to
speaking their primary language. Therefore, if an employer believes it
has a business necessity for a speak-English-only rule at certain times,
the employer should inform its employees of the general circumstances
when speaking only in English is required and of the consequences of
violating the rule. If an employer fails to effectively notify its
employees of the rule and makes an adverse employment decision against
an individual based on a violation of the rule, the Commission will
consider the employer's application of the rule as evidence of
discrimination on the basis of national origin.



Sec. 1606.8  Harassment.

    (a) The Commission has consistently held that harassment on the
basis of national origin is a violation of title VII. An employer has an
affirmative duty to maintain a working environment free of harassment on
the basis of national origin. \8\
---------------------------------------------------------------------------

    \8\ See CD CL68-12-431 EU (1969), CCH EEOC Decisions ] 6085, 2 FEP
Cases 295; CD 72-0621 (1971), CCH EEOC Decisions ] 6311, 4 FEP Cases
312; CD 72-1561 (1972), CCH EEOC Decisions ] 6354, 4 FEP Cases 852; CD
74-05 (1973), CCH EEOC Decisions ] 6387, 6 FEP Cases 834; CD 76-41
(1975), CCH EEOC Decisions ] 6632. See also, Amendment to Guidelines on
Discrimination Because of Sex, Sec. 1604.11(a) n. 1, 45 FR 7476 sy
74677 (November 10, 1980).
---------------------------------------------------------------------------

    (b) Ethnic slurs and other verbal or physical conduct relating to an
individual's national origin constitute harassment when this conduct:
    (1) Has the purpose or effect of creating an intimidating, hostile
or offensive working environment;
    (2) Has the purpose or effect of unreasonably interfering with an
individual's work performance; or
    (3) Otherwise adversely affects an individual's employment
opportunities.
    (c) [Reserved]
    (d) With respect to conduct between fellow employees, an employer is
responsible for acts of harassment in the workplace on the basis of
national origin, where the employer, its agents or supervisory
employees, knows or should have known of the conduct, unless the
employer can show that it took immediate and appropriate corrective
action.
    (e) An employer may also be responsible for the acts of non-
employees with respect to harassment of employees in the workplace on
the basis of national origin, where the employer, its agents or
supervisory employees, knows or should have known of the conduct and
fails to take immediate and appropriate corrective action. In reviewing
these cases, the Commission will consider the extent of the employer's
control and any other legal responsibility which the employer may have
with respect to the conduct of such non-employees.

[[Page 211]]

           Appendix A to Sec. 1606.8--Background Information

    The Commission has rescinded Sec. 1606.8(c) of the Guidelines on
National Origin Harassment, which set forth the standard of employer
liability for harassment by supervisors. That section is no longer
valid, in light of the Supreme Court decisions in Burlington Industries,
Inc. v. Ellerth, 524 U.S. 742 (1998), and Faragher v. City of Boca
Raton, 524 U.S. 775 (1998). The Commission has issued a policy document
that examines the Faragher and Ellerth decisions and provides detailed
guidance on the issue of vicarious liability for harassment by
supervisors. EEOC Enforcement Guidance: Vicarious Employer Liability for
Unlawful Harassment by Supervisors (6/18/99), EEOC Compliance Manual
(BNA), N:4075 [Binder 3]; also available through EEOC's web site, at
www.eeoc.gov., or by calling the EEOC Publications Distribution Center,
at 1-800-669-3362 (voice), 1-800-800-3302 (TTY).

[45 FR 85635, Dec. 29, 1980, as amended at 64 FR 58334, Oct. 29, 1999]



PART 1607_UNIFORM GUIDELINES ON EMPLOYEE SELECTION PROCEDURES
(1978)--Table of Contents



                           General Principles

Sec.
1607.1 Statement of purpose.
1607.2 Scope.
1607.3 Discrimination defined: Relationship between use of selection
          procedures and discrimination.
1607.4 Information on impact.
1607.5 General standards for validity studies.
1607.6 Use of selection procedures which have not been validated.
1607.7 Use of other validity studies.
1607.8 Cooperative studies.
1607.9 No assumption of validity.
1607.10 Employment agencies and employment services.
1607.11 Disparate treatment.
1607.12 Retesting of applicants.
1607.13 Affirmative action.

                           Technical Standards

1607.14 Technical standards for validity studies.

              Documentation of Impact and Validity Evidence

1607.15 Documentation of impact and validity evidence.

                               Definitions

1607.16 Definitions.

                                Appendix

1607.17 Policy statement on affirmative action (see section 13B).
1607.18 Citations.

    Authority: Secs. 709 and 713, Civil Rights Act of 1964 (78 Stat.
265) as amended by the Equal Employment Opportunity Act of 1972 (Pub. L.
92-261); 42 U.S.C. 2000e-8, 2000e-12.

    Source: 43 FR 38295, 38312, Aug. 25, 1978, unless otherwise noted.

                           General Principles



Sec. 1607.1  Statement of purpose.

    A. Need for uniformity--Issuing agencies. The Federal government's
need for a uniform set of principles on the question of the use of tests
and other selection procedures has long been recognized. The Equal
Employment Opportunity Commission, the Civil Service Commission, the
Department of Labor, and the Department of Justice jointly have adopted
these uniform guidelines to meet that need, and to apply the same
principles to the Federal Government as are applied to other employers.
    B. Purpose of guidelines. These guidelines incorporate a single set
of principles which are designed to assist employers, labor
organizations, employment agencies, and licensing and certification
boards to comply with requirements of Federal law prohibiting employment
practices which discriminate on grounds of race, color, religion, sex,
and national origin. They are designed to provide a framework for
determining the proper use of tests and other selection procedures.
These guidelines do not require a user to conduct validity studies of
selection procedures where no adverse impact results. However, all users
are encouraged to use selection procedures which are valid, especially
users operating under merit principles.
    C. Relation to prior guidelines. These guidelines are based upon and
supersede previously issued guidelines on employee selection procedures.
These guidelines have been built upon court decisions, the previously
issued guidelines of the agencies, and the practical experience of the
agencies, as well as the standards of the psychological profession.
These guidelines are intended to be consistent with existing law.

[[Page 212]]



Sec. 1607.2  Scope.

    A. Application of guidelines. These guidelines will be applied by
the Equal Employment Opportunity Commission in the enforcement of title
VII of the Civil Rights Act of 1964, as amended by the Equal Employment
Opportunity Act of 1972 (hereinafter ``title VII''); by the Department
of Labor, and the contract compliance agencies until the transfer of
authority contemplated by the President's Reorganization Plan No. 1 of
1978, in the administration and enforcement of Executive Order 11246, as
amended by Executive Order 11375 (hereinafter ``Executive Order
11246''); by the Civil Service Commission and other Federal agencies
subject to section 717 of title VII; by the Civil Service Commission in
exercising its responsibilities toward State and local governments under
section 208(b)(1) of the Intergovernmental-Personnel Act; by the
Department of Justice in exercising its responsibilities under Federal
law; by the Office of Revenue Sharing of the Department of the Treasury
under the State and Local Fiscal Assistance Act of 1972, as amended; and
by any other Federal agency which adopts them.
    B. Employment decisions. These guidelines apply to tests and other
selection procedures which are used as a basis for any employment
decision. Employment decisions include but are not limited to hiring,
promotion, demotion, membership (for example, in a labor organization),
referral, retention, and licensing and certification, to the extent that
licensing and certification may be covered by Federal equal employment
opportunity law. Other selection decisions, such as selection for
training or transfer, may also be considered employment decisions if
they lead to any of the decisions listed above.
    C. Selection procedures. These guidelines apply only to selection
procedures which are used as a basis for making employment decisions.
For example, the use of recruiting procedures designed to attract
members of a particular race, sex, or ethnic group, which were
previously denied employment opportunities or which are currently
underutilized, may be necessary to bring an employer into compliance
with Federal law, and is frequently an essential element of any
effective affirmative action program; but recruitment practices are not
considered by these guidelines to be selection procedures. Similarly,
these guidelines do not pertain to the question of the lawfulness of a
seniority system within the meaning of section 703(h), Executive Order
11246 or other provisions of Federal law or regulation, except to the
extent that such systems utilize selection procedures to determine
qualifications or abilities to perform the job. Nothing in these
guidelines is intended or should be interpreted as discouraging the use
of a selection procedure for the purpose of determining qualifications
or for the purpose of selection on the basis of relative qualifications,
if the selection procedure had been validated in accord with these
guidelines for each such purpose for which it is to be used.
    D. Limitations. These guidelines apply only to persons subject to
title VII, Executive Order 11246, or other equal employment opportunity
requirements of Federal law. These guidelines do not apply to
responsibilities under the Age Discrimination in Employment Act of 1967,
as amended, not to discriminate on the basis of age, or under sections
501, 503, and 504 of the Rehabilitation Act of 1973, not to discriminate
on the basis of disability.
    E. Indian preference not affected. These guidelines do not restrict
any obligation imposed or right granted by Federal law to users to
extend a preference in employment to Indians living on or near an Indian
reservation in connection with employment opportunities on or near an
Indian reservation.

[43 FR 38295, 38312, Aug. 25, 1978, as amended at 74 FR 63983, Dec. 7,
2009]



Sec. 1607.3  Discrimination defined: Relationship between use of
selection procedures and discrimination.

    A. Procedure having adverse impact constitutes discrimination unless
justified. The use of any selection procedure which has an adverse
impact on the hiring, promotion, or other employment or membership
opportunities of members of any race, sex, or ethnic group will be
considered to be discriminatory and inconsistent with these guidelines,
unless the procedure has

[[Page 213]]

been validated in accordance with these guidelines, or the provisions of
section 6 below are satisfied.
    B. Consideration of suitable alternative selection procedures. Where
two or more selection procedures are available which serve the user's
legitimate interest in efficient and trustworthy workmanship, and which
are substantially equally valid for a given purpose, the user should use
the procedure which has been demonstrated to have the lesser adverse
impact. Accordingly, whenever a validity study is called for by these
guidelines, the user should include, as a part of the validity study, an
investigation of suitable alternative selection procedures and suitable
alternative methods of using the selection procedure which have as
little adverse impact as possible, to determine the appropriateness of
using or validating them in accord with these guidelines. If a user has
made a reasonable effort to become aware of such alternative procedures
and validity has been demonstrated in accord with these guidelines, the
use of the test or other selection procedure may continue until such
time as it should reasonably be reviewed for currency. Whenever the user
is shown an alternative selection procedure with evidence of less
adverse impact and substantial evidence of validity for the same job in
similar circumstances, the user should investigate it to determine the
appropriateness of using or validating it in accord with these
guidelines. This subsection is not intended to preclude the combination
of procedures into a significantly more valid procedure, if the use of
such a combination has been shown to be in compliance with the
guidelines.



Sec. 1607.4  Information on impact.

    A. Records concerning impact. Each user should maintain and have
available for inspection records or other information which will
disclose the impact which its tests and other selection procedures have
upon employment opportunities of persons by identifiable race, sex, or
ethnic group as set forth in paragraph B of this section, in order to
determine compliance with these guidelines. Where there are large
numbers of applicants and procedures are administered frequently, such
information may be retained on a sample basis, provided that the sample
is appropriate in terms of the applicant population and adequate in
size.
    B. Applicable race, sex, and ethnic groups for recordkeeping. The
records called for by this section are to be maintained by sex, and the
following races and ethnic groups: Blacks (Negroes), American Indians
(including Alaskan Natives), Asians (including Pacific Islanders),
Hispanic (including persons of Mexican, Puerto Rican, Cuban, Central or
South American, or other Spanish origin or culture regardless of race),
whites (Caucasians) other than Hispanic, and totals. The race, sex, and
ethnic classifications called for by this section are consistent with
the Equal Employment Opportunity Standard Form 100, Employer Information
Report EEO-1 series of reports. The user should adopt safeguards to
insure that the records required by this paragraph are used for
appropriate purposes such as determining adverse impact, or (where
required) for developing and monitoring affirmative action programs, and
that such records are not used improperly. See sections 4E and 17(4),
below.
    C. Evaluation of selection rates. The ``bottom line.'' If the
information called for by sections 4A and B above shows that the total
selection process for a job has an adverse impact, the individual
components of the selection process should be evaluated for adverse
impact. If this information shows that the total selection process does
not have an adverse impact, the Federal enforcement agencies, in the
exercise of their administrative and prosecutorial discretion, in usual
circumstances, will not expect a user to evaluate the individual
components for adverse impact, or to validate such individual
components, and will not take enforcement action based upon adverse
impact of any component of that process, including the separate parts of
a multipart selection procedure or any separate procedure that is used
as an alternative method of selection. However, in the following
circumstances the Federal enforcement agencies will expect a user to
evaluate the individual components for adverse impact and

[[Page 214]]

may, where appropriate, take enforcement action with respect to the
individual components:
    (1) Where the selection procedure is a significant factor in the
continuation of patterns of assignments of incumbent employees caused by
prior discriminatory employment practices, (2) where the weight of court
decisions or administrative interpretations hold that a specific
procedure (such as height or weight requirements or no-arrest records)
is not job related in the same or similar circumstances. In unusual
circumstances, other than those listed in (1) and (2) of this paragraph,
the Federal enforcement agencies may request a user to evaluate the
individual components for adverse impact and may, where appropriate,
take enforcement action with respect to the individual component.
    D. Adverse impact and the ``four-fifths rule.'' A selection rate for
any race, sex, or ethnic group which is less than four-fifths (\4/5\)
(or eighty percent) of the rate for the group with the highest rate will
generally be regarded by the Federal enforcement agencies as evidence of
adverse impact, while a greater than four-fifths rate will generally not
be regarded by Federal enforcement agencies as evidence of adverse
impact. Smaller differences in selection rate may nevertheless
constitute adverse impact, where they are significant in both
statistical and practical terms or where a user's actions have
discouraged applicants disproportionately on grounds of race, sex, or
ethnic group. Greater differences in selection rate may not constitute
adverse impact where the differences are based on small numbers and are
not statistically significant, or where special recruiting or other
programs cause the pool of minority or female candidates to be atypical
of the normal pool of applicants from that group. Where the user's
evidence concerning the impact of a selection procedure indicates
adverse impact but is based upon numbers which are too small to be
reliable, evidence concerning the impact of the procedure over a longer
period of time and/or evidence concerning the impact which the selection
procedure had when used in the same manner in similar circumstances
elsewhere may be considered in determining adverse impact. Where the
user has not maintained data on adverse impact as required by the
documentation section of applicable guidelines, the Federal enforcement
agencies may draw an inference of adverse impact of the selection
process from the failure of the user to maintain such data, if the user
has an underutilization of a group in the job category, as compared to
the group's representation in the relevant labor market or, in the case
of jobs filled from within, the applicable work force.
    E. Consideration of user's equal employment opportunity posture. In
carrying out their obligations, the Federal enforcement agencies will
consider the general posture of the user with respect to equal
employment opportunity for the job or group of jobs in question. Where a
user has adopted an affirmative action program, the Federal enforcement
agencies will consider the provisions of that program, including the
goals and timetables which the user has adopted and the progress which
the user has made in carrying out that program and in meeting the goals
and timetables. While such affirmative action programs may in design and
execution be race, color, sex, or ethnic conscious, selection procedures
under such programs should be based upon the ability or relative ability
to do the work.

(Approved by the Office of Management and Budget under control number
3046-0017)

(Pub. L. 96-511, 94 Stat. 2812 (44 U.S.C. 3501 et seq.))

[43 FR 38295, 38312, Aug. 25, 1978, as amended at 46 FR 63268, Dec. 31,
1981]



Sec. 1607.5  General standards for validity studies.

    A. Acceptable types of validity studies. For the purposes of
satisfying these guidelines, users may rely upon criterion-related
validity studies, content validity studies or construct validity
studies, in accordance with the standards set forth in the technical
standards of these guidelines, section 14 below. New strategies for
showing the validity of selection procedures will be evaluated as they
become accepted by the psychological profession.

[[Page 215]]

    B. Criterion-related, content, and construct validity. Evidence of
the validity of a test or other selection procedure by a criterion-
related validity study should consist of empirical data demonstrating
that the selection procedure is predictive of or significantly
correlated with important elements of job performance. See section 14B
below. Evidence of the validity of a test or other selection procedure
by a content validity study should consist of data showing that the
content of the selection procedure is representative of important
aspects of performance on the job for which the candidates are to be
evaluated. See 14C below. Evidence of the validity of a test or other
selection procedure through a construct validity study should consist of
data showing that the procedure measures the degree to which candidates
have identifiable characteristics which have been determined to be
important in successful performance in the job for which the candidates
are to be evaluated. See section 14D below.
    C. Guidelines are consistent with professional standards. The
provisions of these guidelines relating to validation of selection
procedures are intended to be consistent with generally accepted
professional standards for evaluating standardized tests and other
selection procedures, such as those described in the Standards for
Educational and Psychological Tests prepared by a joint committee of the
American Psychological Association, the American Educational Research
Association, and the National Council on Measurement in Education
(American Psychological Association, Washington, DC, 1974) (hereinafter
``A.P.A. Standards'') and standard textbooks and journals in the field
of personnel selection.
    D. Need for documentation of validity. For any selection procedure
which is part of a selection process which has an adverse impact and
which selection procedure has an adverse impact, each user should
maintain and have available such documentation as is described in
section 15 below.
    E. Accuracy and standardization. Validity studies should be carried
out under conditions which assure insofar as possible the adequacy and
accuracy of the research and the report. Selection procedures should be
administered and scored under standardized conditions.
    F. Caution against selection on basis of knowledges, skills, or
ability learned in brief orientation period. In general, users should
avoid making employment decisions on the basis of measures of
knowledges, skills, or abilities which are normally learned in a brief
orientation period, and which have an adverse impact.
    G. Method of use of selection procedures. The evidence of both the
validity and utility of a selection procedure should support the method
the user chooses for operational use of the procedure, if that method of
use has a greater adverse impact than another method of use. Evidence
which may be sufficient to support the use of a selection procedure on a
pass/fail (screening) basis may be insufficient to support the use of
the same procedure on a ranking basis under these guidelines. Thus, if a
user decides to use a selection procedure on a ranking basis, and that
method of use has a greater adverse impact than use on an appropriate
pass/fail basis (see section 5H below), the user should have sufficient
evidence of validity and utility to support the use on a ranking basis.
See sections 3B, 14B (5) and (6), and 14C (8) and (9).
    H. Cutoff scores. Where cutoff scores are used, they should normally
be set so as to be reasonable and consistent with normal expectations of
acceptable proficiency within the work force. Where applicants are
ranked on the basis of properly validated selection procedures and those
applicants scoring below a higher cutoff score than appropriate in light
of such expectations have little or no chance of being selected for
employment, the higher cutoff score may be appropriate, but the degree
of adverse impact should be considered.
    I. Use of selection procedures for higher level jobs. If job
progression structures are so established that employees will probably,
within a reasonable period of time and in a majority of cases, progress
to a higher level, it may be considered that the applicants are being
evaluated for a job or jobs at the

[[Page 216]]

higher level. However, where job progression is not so nearly automatic,
or the time span is such that higher level jobs or employees' potential
may be expected to change in significant ways, it should be considered
that applicants are being evaluated for a job at or near the entry
level. A ``reasonable period of time'' will vary for different jobs and
employment situations but will seldom be more than 5 years. Use of
selection procedures to evaluate applicants for a higher level job would
not be appropriate:
    (1) If the majority of those remaining employed do not progress to
the higher level job;
    (2) If there is a reason to doubt that the higher level job will
continue to require essentially similar skills during the progression
period; or
    (3) If the selection procedures measure knowledges, skills, or
abilities required for advancement which would be expected to develop
principally from the training or experience on the job.
    J. Interim use of selection procedures. Users may continue the use
of a selection procedure which is not at the moment fully supported by
the required evidence of validity, provided: (1) The user has available
substantial evidence of validity, and (2) the user has in progress, when
technically feasible, a study which is designed to produce the
additional evidence required by these guidelines within a reasonable
time. If such a study is not technically feasible, see section 6B. If
the study does not demonstrate validity, this provision of these
guidelines for interim use shall not constitute a defense in any action,
nor shall it relieve the user of any obligations arising under Federal
law.
    K. Review of validity studies for currency. Whenever validity has
been shown in accord with these guidelines for the use of a particular
selection procedure for a job or group of jobs, additional studies need
not be performed until such time as the validity study is subject to
review as provided in section 3B above. There are no absolutes in the
area of determining the currency of a validity study. All circumstances
concerning the study, including the validation strategy used, and
changes in the relevant labor market and the job should be considered in
the determination of when a validity study is outdated.



Sec. 1607.6  Use of selection procedures which have not been validated.

    A. Use of alternate selection procedures to eliminate adverse
impact. A user may choose to utilize alternative selection procedures in
order to eliminate adverse impact or as part of an affirmative action
program. See section 13 below. Such alternative procedures should
eliminate the adverse impact in the total selection process, should be
lawful and should be as job related as possible.
    B. Where validity studies cannot or need not be performed. There are
circumstances in which a user cannot or need not utilize the validation
techniques contemplated by these guidelines. In such circumstances, the
user should utilize selection procedures which are as job related as
possible and which will minimize or eliminate adverse impact, as set
forth below.
    (1) Where informal or unscored procedures are used. When an informal
or unscored selection procedure which has an adverse impact is utilized,
the user should eliminate the adverse impact, or modify the procedure to
one which is a formal, scored or quantified measure or combination of
measures and then validate the procedure in accord with these
guidelines, or otherwise justify continued use of the procedure in
accord with Federal law.
    (2) Where formal and scored procedures are used. When a formal and
scored selection procedure is used which has an adverse impact, the
validation techniques contemplated by these guidelines usually should be
followed if technically feasible. Where the user cannot or need not
follow the validation techniques anticipated by these guidelines, the
user should either modify the procedure to eliminate adverse impact or
otherwise justify continued use of the procedure in accord with Federal
law.



Sec. 1607.7  Use of other validity studies.

    A. Validity studies not conducted by the user. Users may, under
certain circumstances, support the use of selection procedures by
validity studies conducted by other users or conducted by

[[Page 217]]

test publishers or distributors and described in test manuals. While
publishers of selection procedures have a professional obligation to
provide evidence of validity which meets generally accepted professional
standards (see section 5C above), users are cautioned that they are
responsible for compliance with these guidelines. Accordingly, users
seeking to obtain selection procedures from publishers and distributors
should be careful to determine that, in the event the user becomes
subject to the validity requirements of these guidelines, the necessary
information to support validity has been determined and will be made
available to the user.
    B. Use of criterion-related validity evidence from other sources.
Criterion-related validity studies conducted by one test user, or
described in test manuals and the professional literature, will be
considered acceptable for use by another user when the following
requirements are met:
    (1) Validity evidence. Evidence from the available studies meeting
the standards of section 14B below clearly demonstrates that the
selection procedure is valid;
    (2) Job similarity. The incumbents in the user's job and the
incumbents in the job or group of jobs on which the validity study was
conducted perform substantially the same major work behaviors, as shown
by appropriate job analyses both on the job or group of jobs on which
the validity study was performed and on the job for which the selection
procedure is to be used; and
    (3) Fairness evidence. The studies include a study of test fairness
for each race, sex, and ethnic group which constitutes a significant
factor in the borrowing user's relevant labor market for the job or jobs
in question. If the studies under consideration satisfy paragraphs (1)
and (2) of this paragraph B.,\1/4\ above but do not contain an
investigation of test fairness, and it is not technically feasible for
the borrowing user to conduct an internal study of test fairness, the
borrowing user may utilize the study until studies conducted elsewhere
meeting the requirements of these guidelines show test unfairness, or
until such time as it becomes technically feasible to conduct an
internal study of test fairness and the results of that study can be
acted upon. Users obtaining selection procedures from publishers should
consider, as one factor in the decision to purchase a particular
selection procedure, the availability of evidence concerning test
fairness.
    C. Validity evidence from multiunit study. if validity evidence from
a study covering more than one unit within an organization statisfies
the requirements of section 14B below, evidence of validity specific to
each unit will not be required unless there are variables which are
likely to affect validity significantly.
    D. Other significant variables. If there are variables in the other
studies which are likely to affect validity significantly, the user may
not rely upon such studies, but will be expected either to conduct an
internal validity study or to comply with section 6 above.



Sec. 1607.8  Cooperative studies.

    A. Encouragement of cooperative studies. The agencies issuing these
guidelines encourage employers, labor organizations, and employment
agencies to cooperate in research, development, search for lawful
alternatives, and validity studies in order to achieve procedures which
are consistent with these guidelines.
    B. Standards for use of cooperative studies. If validity evidence
from a cooperative study satisfies the requirements of section 14 below,
evidence of validity specific to each user will not be required unless
there are variables in the user's situation which are likely to affect
validity significantly.



Sec. 1607.9  No assumption of validity.

    A. Unacceptable substitutes for evidence of validity. Under no
circumstances will the general reputation of a test or other selection
procedures, its author or its publisher, or casual reports of its
validity be accepted in lieu of evidence of validity. Specifically ruled
out are: assumptions of validity based on a procedure's name or
descriptive labels; all forms of promotional literature; data bearing on
the frequency of a procedure's usage; testimonial statements

[[Page 218]]

and credentials of sellers, users, or consultants; and other
nonempirical or anecdotal accounts of selection practices or selection
outcomes.
    B. Encouragement of professional supervision. Professional
supervision of selection activities is encouraged but is not a
substitute for documented evidence of validity. The enforcement agencies
will take into account the fact that a thorough job analysis was
conducted and that careful development and use of a selection procedure
in accordance with professional standards enhance the probability that
the selection procedure is valid for the job.



Sec. 1607.10  Employment agencies and employment services.

    A. Where selection procedures are devised by agency. An employment
agency, including private employment agencies and State employment
agencies, which agrees to a request by an employer or labor organization
to device and utilize a selection procedure should follow the standards
in these guidelines for determining adverse impact. If adverse impact
exists the agency should comply with these guidelines. An employment
agency is not relieved of its obligation herein because the user did not
request such validation or has requested the use of some lesser standard
of validation than is provided in these guidelines. The use of an
employment agency does not relieve an employer or labor organization or
other user of its responsibilities under Federal law to provide equal
employment opportunity or its obligations as a user under these
guidelines.
    B. Where selection procedures are devised elsewhere. Where an
employment agency or service is requested to administer a selection
procedure which has been devised elsewhere and to make referrals
pursuant to the results, the employment agency or service should
maintain and have available evidence of the impact of the selection and
referral procedures which it administers. If adverse impact results the
agency or service should comply with these guidelines. If the agency or
service seeks to comply with these guidelines by reliance upon validity
studies or other data in the possession of the employer, it should
obtain and have available such information.



Sec. 1607.11  Disparate treatment.

    The principles of disparate or unequal treatment must be
distinguished from the concepts of validation. A selection procedure--
even though validated against job performance in accordance with these
guidelines--cannot be imposed upon members of a race, sex, or ethnic
group where other employees, applicants, or members have not been
subjected to that standard. Disparate treatment occurs where members of
a race, sex, or ethnic group have been denied the same employment,
promotion, membership, or other employment opportunities as have been
available to other employees or applicants. Those employees or
applicants who have been denied equal treatment, because of prior
discriminatory practices or policies, must at least be afforded the same
opportunities as had existed for other employees or applicants during
the period of discrimination. Thus, the persons who were in the class of
persons discriminated against during the period the user followed the
discriminatory practices should be allowed the opportunity to qualify
under less stringent selection procedures previously followed, unless
the user demonstrates that the increased standards are required by
business necessity. This section does not prohibit a user who has not
previously followed merit standards from adopting merit standards which
are in compliance with these guidelines; nor does it preclude a user who
has previously used invalid or unvalidated selection procedures from
developing and using procedures which are in accord with these
guidelines.



Sec. 1607.12  Retesting of applicants.

    Users should provide a reasonable opportunity for retesting and
reconsideration. Where examinations are administered periodically with
public notice, such reasonable opportunity exists, unless persons who
have previously been tested are precluded from retesting. The user may
however take reasonable steps to preserve the security of its
procedures.

[[Page 219]]



Sec. 1607.13  Affirmative action.

    A. Affirmative action obligations. The use of selection procedures
which have been validated pursuant to these guidelines does not relieve
users of any obligations they may have to undertake affirmative action
to assure equal employment opportunity. Nothing in these guidelines is
intended to preclude the use of lawful selection procedures which assist
in remedying the effects of prior discriminatory practices, or the
achievement of affirmative action objectives.
    B. Encouragement of voluntary affirmative action programs. These
guidelines are also intended to encourage the adoption and
implementation of voluntary affirmative action programs by users who
have no obligation under Federal law to adopt them; but are not intended
to impose any new obligations in that regard. The agencies issuing and
endorsing these guidelines endorse for all private employers and
reaffirm for all governmental employers the Equal Employment Opportunity
Coordinating Council's ``Policy Statement on Affirmative Action Programs
for State and Local Government Agencies'' (41 FR 38814, September 13,
1976). That policy statement is attached hereto as appendix, section 17.

                           Technical Standards



Sec. 1607.14  Technical standards for validity studies.

    The following minimum standards, as applicable, should be met in
conducting a validity study. Nothing in these guidelines is intended to
preclude the development and use of other professionally acceptable
techniques with respect to validation of selection procedures. Where it
is not technically feasible for a user to conduct a validity study, the
user has the obligation otherwise to comply with these guidelines. See
sections 6 and 7 above.
    A. Validity studies should be based on review of information about
the job. Any validity study should be based upon a review of information
about the job for which the selection procedure is to be used. The
review should include a job analysis except as provided in section
14B(3) below with respect to criterion-related validity. Any method of
job analysis may be used if it provides the information required for the
specific validation strategy used.
    B. Technical standards for criterion-related validity studies--(1)
Technical feasibility. Users choosing to validate a selection procedure
by a criterion-related validity strategy should determine whether it is
technically feasible (as defined in section 16) to conduct such a study
in the particular employment context. The determination of the number of
persons necessary to permit the conduct of a meaningful criterion-
related study should be made by the user on the basis of all relevant
information concerning the selection procedure, the potential sample and
the employment situation. Where appropriate, jobs with substantially the
same major work behaviors may be grouped together for validity studies,
in order to obtain an adequate sample. These guidelines do not require a
user to hire or promote persons for the purpose of making it possible to
conduct a criterion-related study.
    (2) Analysis of the job. There should be a review of job information
to determine measures of work behavior(s) or performance that are
relevant to the job or group of jobs in question. These measures or
criteria are relevant to the extent that they represent critical or
important job duties, work behaviors or work outcomes as developed from
the review of job information. The possibility of bias should be
considered both in selection of the criterion measures and their
application. In view of the possibility of bias in subjective
evaluations, supervisory rating techniques and instructions to raters
should be carefully developed. All criterion measures and the methods
for gathering data need to be examined for freedom from factors which
would unfairly alter scores of members of any group. The relevance of
criteria and their freedom from bias are of particular concern when
there are significant differences in measures of job performance for
different groups.
    (3) Criterion measures. Proper safeguards should be taken to insure
that scores on selection procedures do not enter into any judgments of
employee adequacy that are to be used as criterion measures. Whatever
criteria are

[[Page 220]]

used should represent important or critical work behavior(s) or work
outcomes. Certain criteria may be used without a full job analysis if
the user can show the importance of the criteria to the particular
employment context. These criteria include but are not limited to
production rate, error rate, tardiness, absenteeism, and length of
service. A standardized rating of overall work performance may be used
where a study of the job shows that it is an appropriate criterion.
Where performance in training is used as a criterion, success in
training should be properly measured and the relevance of the training
should be shown either through a comparsion of the content of the
training program with the critical or important work behavior(s) of the
job(s), or through a demonstration of the relationship between measures
of performance in training and measures of job performance. Measures of
relative success in training include but are not limited to instructor
evaluations, performance samples, or tests. Criterion measures
consisting of paper and pencil tests will be closely reviewed for job
relevance.
    (4) Representativeness of the sample. Whether the study is
predictive or concurrent, the sample subjects should insofar as feasible
be representative of the candidates normally available in the relevant
labor market for the job or group of jobs in question, and should
insofar as feasible include the races, sexes, and ethnic groups normally
available in the relevant job market. In determining the
representativeness of the sample in a concurrent validity study, the
user should take into account the extent to which the specific
knowledges or skills which are the primary focus of the test are those
which employees learn on the job.

Where samples are combined or compared, attention should be given to see
that such samples are comparable in terms of the actual job they
perform, the length of time on the job where time on the job is likely
to affect performance, and other relevant factors likely to affect
validity differences; or that these factors are included in the design
of the study and their effects identified.
    (5) Statistical relationships. The degree of relationship between
selection procedure scores and criterion measures should be examined and
computed, using professionally acceptable statistical procedures.
Generally, a selection procedure is considered related to the criterion,
for the purposes of these guidelines, when the relationship between
performance on the procedure and performance on the criterion measure is
statistically significant at the 0.05 level of significance, which means
that it is sufficiently high as to have a probability of no more than
one (1) in twenty (20) to have occurred by chance. Absence of a
statistically significant relationship between a selection procedure and
job performance should not necessarily discourage other investigations
of the validity of that selection procedure.
    (6) Operational use of selection procedures. Users should evaluate
each selection procedure to assure that it is appropriate for
operational use, including establishment of cutoff scores or rank
ordering. Generally, if other factors reman the same, the greater the
magnitude of the relationship (e.g., correlation coefficent) between
performance on a selection procedure and one or more criteria of
performance on the job, and the greater the importance and number of
aspects of job performance covered by the criteria, the more likely it
is that the procedure will be appropriate for use. Reliance upon a
selection procedure which is significantly related to a criterion
measure, but which is based upon a study involving a large number of
subjects and has a low correlation coefficient will be subject to close
review if it has a large adverse impact. Sole reliance upon a single
selection instrument which is related to only one of many job duties or
aspects of job performance will also be subject to close review. The
appropriateness of a selection procedure is best evaluated in each
particular situation and there are no minimum correlation coefficients
applicable to all employment situations. In determining whether a
selection procedure is appropriate for operational use the following
considerations should also be taken into account: The degree of adverse
impact of the procedure, the availability

[[Page 221]]

of other selection procedures of greater or substantially equal
validity.
    (7) Overstatement of validity findings. Users should avoid reliance
upon techniques which tend to overestimate validity findings as a result
of capitalization on chance unless an appropriate safeguard is taken.
Reliance upon a few selection procedures or criteria of successful job
performance when many selection procedures or criteria of performance
have been studied, or the use of optimal statistical weights for
selection procedures computed in one sample, are techniques which tend
to inflate validity estimates as a result of chance. Use of a large
sample is one safeguard: cross-validation is another.
    (8) Fairness. This section generally calls for studies of unfairness
where technically feasible. The concept of fairness or unfairness of
selection procedures is a developing concept. In addition, fairness
studies generally require substantial numbers of employees in the job or
group of jobs being studied. For these reasons, the Federal enforcement
agencies recognize that the obligation to conduct studies of fairness
imposed by the guidelines generally will be upon users or groups of
users with a large number of persons in a job class, or test developers;
and that small users utilizing their own selection procedures will
generally not be obligated to conduct such studies because it will be
technically infeasible for them to do so.
    (a) Unfairness defined. When members of one race, sex, or ethnic
group characteristically obtain lower scores on a selection procedure
than members of another group, and the differences in scores are not
reflected in differences in a measure of job performance, use of the
selection procedure may unfairly deny opportunities to members of the
group that obtains the lower scores.
    (b) Investigation of fairness. Where a selection procedure results
in an adverse impact on a race, sex, or ethnic group identified in
accordance with the classifications set forth in section 4 above and
that group is a significant factor in the relevant labor market, the
user generally should investigate the possible existence of unfairness
for that group if it is technically feasible to do so. The greater the
severity of the adverse impact on a group, the greater the need to
investigate the possible existence of unfairness. Where the weight of
evidence from other studies shows that the selection procedure predicts
fairly for the group in question and for the same or similar jobs, such
evidence may be relied on in connection with the selection procedure at
issue.
    (c) General considerations in fairness investigations. Users
conducting a study of fairness should review the A.P.A. Standards
regarding investigation of possible bias in testing. An investigation of
fairness of a selection procedure depends on both evidence of validity
and the manner in which the selection procedure is to be used in a
particular employment context. Fairness of a selection procedure cannot
necessarily be specified in advance without investigating these factors.
Investigation of fairness of a selection procedure in samples where the
range of scores on selection procedures or criterion measures is
severely restricted for any subgroup sample (as compared to other
subgroup samples) may produce misleading evidence of unfairness. That
factor should accordingly be taken into account in conducting such
studies and before reliance is placed on the results.
    (d) When unfairness is shown. If unfairness is demonstrated through
a showing that members of a particular group perform better or poorer on
the job than their scores on the selection procedure would indicate
through comparison with how members of other groups perform, the user
may either revise or replace the selection instrument in accordance with
these guidelines, or may continue to use the selection instrument
operationally with appropriate revisions in its use to assure
compatibility between the probability of successful job performance and
the probability of being selected.
    (e) Technical feasibility of fairness studies. In addition to the
general conditions needed for technical feasibility for the conduct of a
criterion-related study (see section 16, below) an investigation of
fairness requires the following:
    (i) An adequate sample of persons in each group available for the
study to

[[Page 222]]

achieve findings of statistical significance. Guidelines do not require
a user to hire or promote persons on the basis of group classifications
for the purpose of making it possible to conduct a study of fairness;
but the user has the obligation otherwise to comply with these
guidelines.
    (ii) The samples for each group should be comparable in terms of the
actual job they perform, length of time on the job where time on the job
is likely to affect performance, and other relevant factors likely to
affect validity differences; or such factors should be included in the
design of the study and their effects identified.
    (f) Continued use of selection procedures when fairness studies not
feasible. If a study of fairness should otherwise be performed, but is
not technically feasible, a selection procedure may be used which has
otherwise met the validity standards of these guidelines, unless the
technical infeasibility resulted from discriminatory employment
practices which are demonstrated by facts other than past failure to
conform with requirements for validation of selection procedures.
However, when it becomes technically feasible for the user to perform a
study of fairness and such a study is otherwise called for, the user
should conduct the study of fairness.
    C. Technical standards for content validity studies--(1)
Appropriateness of content validity studies. Users choosing to validate
a selection procedure by a content validity strategy should determine
whether it is appropriate to conduct such a study in the particular
employment context. A selection procedure can be supported by a content
validity strategy to the extent that it is a representative sample of
the content of the job. Selection procedures which purport to measure
knowledges, skills, or abilities may in certain circumstances be
justified by content validity, although they may not be representative
samples, if the knowledge, skill, or ability measured by the selection
procedure can be operationally defined as provided in section 14C(4)
below, and if that knowledge, skill, or ability is a necessary
prerequisite to successful job performance.
    A selection procedure based upon inferences about mental processes
cannot be supported solely or primarily on the basis of content
validity. Thus, a content strategy is not appropriate for demonstrating
the validity of selection procedures which purport to measure traits or
constructs, such as intelligence, aptitude, personality, commonsense,
judgment, leadership, and spatial ability. Content validity is also not
an appropriate strategy when the selection procedure involves
knowledges, skills, or abilities which an employee will be expected to
learn on the job.
    (2) Job analysis for content validity. There should be a job
analysis which includes an analysis of the important work behavior(s)
required for successful performance and their relative importance and,
if the behavior results in work product(s), an analysis of the work
product(s). Any job analysis should focus on the work behavior(s) and
the tasks associated with them. If work behavior(s) are not observable,
the job analysis should identify and analyze those aspects of the
behavior(s) that can be observed and the observed work products. The
work behavior(s) selected for measurement should be critical work
behavior(s) and/or important work behavior(s) constituting most of the
job.
    (3) Development of selection procedures. A selection procedure
designed to measure the work behavior may be developed specifically from
the job and job analysis in question, or may have been previously
developed by the user, or by other users or by a test publisher.
    (4) Standards for demonstrating content validity. To demonstrate the
content validity of a selection procedure, a user should show that the
behavior(s) demonstrated in the selection procedure are a representative
sample of the behavior(s) of the job in question or that the selection
procedure provides a representative sample of the work product of the
job. In the case of a selection procedure measuring a knowledge, skill,
or ability, the knowledge, skill, or ability being measured should be
operationally defined. In the case of a selection procedure measuring a
knowledge, the knowledge being measured should be operationally defined
as that body of learned information which

[[Page 223]]

is used in and is a necessary prerequisite for observable aspects of
work behavior of the job. In the case of skills or abilities, the skill
or ability being measured should be operationally defined in terms of
observable aspects of work behavior of the job. For any selection
procedure measuring a knowledge, skill, or ability the user should show
that (a) the selection procedure measures and is a representative sample
of that knowledge, skill, or ability; and (b) that knowledge, skill, or
ability is used in and is a necessary prerequisite to performance of
critical or important work behavior(s). In addition, to be content
valid, a selection procedure measuring a skill or ability should either
closely approximate an observable work behavior, or its product should
closely approximate an observable work product. If a test purports to
sample a work behavior or to provide a sample of a work product, the
manner and setting of the selection procedure and its level and
complexity should closely approximate the work situation. The closer the
content and the context of the selection procedure are to work samples
or work behaviors, the stronger is the basis for showing content
validity. As the content of the selection procedure less resembles a
work behavior, or the setting and manner of the administration of the
selection procedure less resemble the work situation, or the result less
resembles a work product, the less likely the selection procedure is to
be content valid, and the greater the need for other evidence of
validity.
    (5) Reliability. The reliability of selection procedures justified
on the basis of content validity should be a matter of concern to the
user. Whenever it is feasible, appropriate statistical estimates should
be made of the reliability of the selection procedure.
    (6) Prior training or experience. A requirement for or evaluation of
specific prior training or experience based on content validity,
including a specification of level or amount of training or experience,
should be justified on the basis of the relationship between the content
of the training or experience and the content of the job for which the
training or experience is to be required or evaluated. The critical
consideration is the resemblance between the specific behaviors,
products, knowledges, skills, or abilities in the experience or training
and the specific behaviors, products, knowledges, skills, or abilities
required on the job, whether or not there is close resemblance between
the experience or training as a whole and the job as a whole.
    (7) Content validity of training success. Where a measure of success
in a training program is used as a selection procedure and the content
of a training program is justified on the basis of content validity, the
use should be justified on the relationship between the content of the
training program and the content of the job.
    (8) Operational use. A selection procedure which is supported on the
basis of content validity may be used for a job if it represents a
critical work behavior (i.e., a behavior which is necessary for
performance of the job) or work behaviors which constitute most of the
important parts of the job.
    (9) Ranking based on content validity studies. If a user can show,
by a job analysis or otherwise, that a higher score on a content valid
selection procedure is likely to result in better job performance, the
results may be used to rank persons who score above minimum levels.
Where a selection procedure supported solely or primarily by content
validity is used to rank job candidates, the selection procedure should
measure those aspects of performance which differentiate among levels of
job performance.
    D. Technical standards for construct validity studies--(1)
Appropriateness of construct validity studies. Construct validity is a
more complex strategy than either criterion-related or content validity.
Construct validation is a relatively new and developing procedure in the
employment field, and there is at present a lack of substantial
literature extending the concept to employment practices. The user
should be aware that the effort to obtain sufficient empirical support
for construct validity is both an extensive and arduous effort involving
a series of research studies, which include criterion related validity
studies and which may include

[[Page 224]]

content validity studies. Users choosing to justify use of a selection
procedure by this strategy should therefore take particular care to
assure that the validity study meets the standards set forth below.
    (2) Job analysis for construct validity studies. There should be a
job analysis. This job analysis should show the work behavior(s)
required for successful performance of the job, or the groups of jobs
being studied, the critical or important work behavior(s) in the job or
group of jobs being studied, and an identification of the construct(s)
believed to underlie successful performance of these critical or
important work behaviors in the job or jobs in question. Each construct
should be named and defined, so as to distinguish it from other
constructs. If a group of jobs is being studied the jobs should have in
common one or more critical or important work behav- iors at a
comparable level of complexity.
    (3) Relationship to the job. A selection procedure should then be
identified or developed which measures the construct identified in
accord with subparagraph (2) above. The user should show by empirical
evidence that the selection procedure is validly related to the
construct and that the construct is validly related to the performance
of critical or important work behavior(s). The relationship between the
construct as measured by the selection procedure and the related work
behavior(s) should be supported by empirical evidence from one or more
criterion-related studies involving the job or jobs in question which
satisfy the provisions of section 14B above.
    (4) Use of construct validity study without new criterion-related
evidence--(a) Standards for use. Until such time as professional
literature provides more guidance on the use of construct validity in
employment situations, the Federal agencies will accept a claim of
construct validity without a criterion-related study which satisfies
section 14B above only when the selection procedure has been used
elsewhere in a situation in which a criterion-related study has been
conducted and the use of a criterion-related validity study in this
context meets the standards for transportability of criterion-related
validity studies as set forth above in section 7. However, if a study
pertains to a number of jobs having common critical or important work
behaviors at a comparable level of complexity, and the evidence
satisfies subparagraphs 14B (2) and (3) above for those jobs with
criterion-related validity evidence for those jobs, the selection
procedure may be used for all the jobs to which the study pertains. If
construct validity is to be generalized to other jobs or groups of jobs
not in the group studied, the Federal enforcement agencies will expect
at a minimum additional empirical research evidence meeting the
standards of subparagraphs section 14B (2) and (3) above for the
additional jobs or groups of jobs.
    (b) Determination of common work behaviors. In determining whether
two or more jobs have one or more work behavior(s) in common, the user
should compare the observed work behavior(s) in each of the jobs and
should compare the observed work product(s) in each of the jobs. If
neither the observed work behavior(s) in each of the jobs nor the
observed work product(s) in each of the jobs are the same, the Federal
enforcement agencies will presume that the work behavior(s) in each job
are different. If the work behaviors are not observable, then evidence
of similarity of work products and any other relevant research evidence
will be considered in determining whether the work behavior(s) in the
two jobs are the same.

              Documentation of Impact and Validity Evidence



Sec. 1607.15  Documentation of impact and validity evidence.

    A. Required information. Users of selection procedures other than
those users complying with section 15A(1) below should maintain and have
available for each job information on adverse impact of the selection
process for that job and, where it is determined a selection process has
an adverse impact, evidence of validity as set forth below.
    (1) Simplified recordkeeping for users with less than 100 employees.
In order to minimize recordkeeping burdens on employers who employ one
hundred

[[Page 225]]

(100) or fewer employees, and other users not required to file EEO-1, et
seq., reports, such users may satisfy the requirements of this section
15 if they maintain and have available records showing, for each year:
    (a) The number of persons hired, promoted, and terminated for each
job, by sex, and where appropriate by race and national origin;
    (b) The number of applicants for hire and promotion by sex and where
appropriate by race and national origin; and
    (c) The selection procedures utilized (either standardized or not
standardized).

These records should be maintained for each race or national origin
group (see section 4 above) constituting more than two percent (2%) of
the labor force in the relevant labor area. However, it is not necessary
to maintain records by race and/or national origin (see Sec. 4 above)
if one race or national origin group in the relevant labor area
constitutes more than ninety-eight percent (98%) of the labor force in
the area. If the user has reason to believe that a selection procedure
has an adverse impact, the user should maintain any available evidence
of validity for that procedure (see sections 7A and 8).
    (2) Information on impact--(a) Collection of information on impact.
Users of selection procedures other than those complying with section
15A(1) above should maintain and have available for each job records or
other information showing whether the total selection process for that
job has an adverse impact on any of the groups for which records are
called for by sections 4B above. Adverse impact determinations should be
made at least annually for each such group which constitutes at least 2
percent of the labor force in the relevant labor area or 2 percent of
the applicable workforce. Where a total selection process for a job has
an adverse impact, the user should maintain and have available records
or other information showing which components have an adverse impact.
Where the total selection process for a job does not have an adverse
impact, information need not be maintained for individual components
except in circumstances set forth in subsection 15A(2)(b) below. If the
determination of adverse impact is made using a procedure other than the
``four-fifths rule,'' as defined in the first sentence of section 4D
above, a justification, consistent with section 4D above, for the
procedure used to determine adverse impact should be available.
    (b) When adverse impact has been eliminated in the total selection
process. Whenever the total selection process for a particular job has
had an adverse impact, as defined in section 4 above, in any year, but
no longer has an adverse impact, the user should maintain and have
available the information on individual components of the selection
process required in the preceding paragraph for the period in which
there was adverse impact. In addition, the user should continue to
collect such information for at least two (2) years after the adverse
impact has been eliminated.
    (c) When data insufficient to determine impact. Where there has been
an insufficient number of selections to determine whether there is an
adverse impact of the total selection process for a particular job, the
user should continue to collect, maintain and have available the
information on individual components of the selection process required
in section 15(A)(2)(a) above until the information is sufficient to
determine that the overall selection process does not have an adverse
impact as defined in section 4 above, or until the job has changed
substantially.
    (3) Documentation of validity evidence--(a) Types of evidence. Where
a total selection process has an adverse impact (see section 4 above)
the user should maintain and have available for each component of that
process which has an adverse impact, one or more of the following types
of documentation evidence:
    (i) Documentation evidence showing criterion-related validity of the
selection procedure (see section 15B, below).
    (ii) Documentation evidence showing content validity of the
selection procedure (see section 15C, below).
    (iii) Documentation evidence showing construct validity of the
selection procedure (see section 15D, below).
    (iv) Documentation evidence from other studies showing validity of
the

[[Page 226]]

selection procedure in the user's facility (see section 15E, below).
    (v) Documentation evidence showing why a validity study cannot or
need not be performed and why continued use of the procedure is
consistent with Federal law.
    (b) Form of report. This evidence should be compiled in a reasonably
complete and organized manner to permit direct evaluation of the
validity of the selection procedure. Previously written employer or
consultant reports of validity, or reports describing validity studies
completed before the issuance of these guidelines are acceptable if they
are complete in regard to the documentation requirements contained in
this section, or if they satisfied requirements of guidelines which were
in effect when the validity study was completed. If they are not
complete, the required additional documentation should be appended. If
necessary information is not available the report of the validity study
may still be used as documentation, but its adequacy will be evaluated
in terms of compliance with the requirements of these guidelines.
    (c) Completeness. In the event that evidence of validity is reviewed
by an enforcement agency, the validation reports completed after the
effective date of these guidelines are expected to contain the
information set forth below. Evidence denoted by use of the word
``(Essential)'' is considered critical. If information denoted essential
is not included, the report will be considered incomplete unless the
user affirmatively demonstrates either its unavailability due to
circumstances beyond the user's control or special circumstances of the
user's study which make the information irrelevant. Evidence not so
denoted is desirable but its absence will not be a basis for considering
a report incomplete. The user should maintain and have available the
information called for under the heading ``Source Data'' in sections
15B(11) and 15D(11). While it is a necessary part of the study, it need
not be submitted with the report. All statistical results should be
organized and presented in tabular or graphic form to the extent
feasible.
    B. Criterion-related validity studies. Reports of criterion-related
validity for a selection procedure should include the following
information:
    (1) User(s), location(s), and date(s) of study. Dates and
location(s) of the job analysis or review of job information, the
date(s) and location(s) of the administration of the selection
procedures and collection of criterion data, and the time between
collection of data on selection procedures and criterion measures should
be provided (Essential). If the study was conducted at several
locations, the address of each location, including city and State,
should be shown.
    (2) Problem and setting. An explicit definition of the purpose(s) of
the study and the circumstances in which the study was conducted should
be provided. A description of existing selection procedures and cutoff
scores, if any, should be provided.
    (3) Job anlysis or review of job information. A description of the
procedure used to analyze the job or group of jobs, or to review the job
information should be provided (Essential). Where a review of job
information results in criteria which may be used without a full job
analysis (see section 14B(3)), the basis for the selection of these
criteria should be reported (Essential). Where a job analysis is
required a complete description of the work behavior(s) or work
outcome(s), and measures of their criticality or importance should be
provided (Essential). The report should describe the basis on which the
behavior(s) or outcome(s) were determined to be critical or important,
such as the proportion of time spent on the respective behaviors, their
level of difficulty, their frequency of performance, the consequences of
error, or other appropriate factors (Essential). Where two or more jobs
are grouped for a validity study, the information called for in this
subsection should be provided for each of the jobs, and the
justification for the grouping (see section 14B(1)) should be provided
(Essential).
    (4) Job titles and codes. It is desirable to provide the user's job
title(s) for the job(s) in question and the corresponding job title(s)
and code(s) from U.S. Employment Service's Dictionary of Occupational
Titles.

[[Page 227]]

    (5) Criterion measures. The bases for the selection of the criterion
measures should be provided, together with references to the evidence
considered in making the selection of criterion measures (essential). A
full description of all criteria on which data were collected and means
by which they were observed, recorded, evaluated, and quantified, should
be provided (essential). If rating techniques are used as criterion
measures, the appraisal form(s) and instructions to the rater(s) should
be included as part of the validation evidence, or should be explicitly
described and available (essential). All steps taken to insure that
criterion measures are free from factors which would unfairly alter the
scores of members of any group should be described (essential).
    (6) Sample description. A description of how the research sample was
identified and selected should be included (essential). The race, sex,
and ethnic composition of the sample, including those groups set forth
in section 4A above, should be described (essential). This description
should include the size of each subgroup (essential). A description of
how the research sample compares with the relevant labor market or work
force, the method by which the relevant labor market or work force was
defined, and a discussion of the likely effects on validity of
differences between the sample and the relevant labor market or work
force, are also desirable. Descriptions of educational levels, length of
service, and age are also desirable.
    (7) Description of selection procedures. Any measure, combination of
measures, or procedure studied should be completely and explicitly
described or attached (essential). If commercially available selection
procedures are studied, they should be described by title, form, and
publisher (essential). Reports of reliability estimates and how they
were established are desirable.
    (8) Techniques and results. Methods used in analyzing data should be
described (essential). Measures of central tendency (e.g., means) and
measures of dispersion (e.g., standard deviations and ranges) for all
selection procedures and all criteria should be reported for each race,
sex, and ethnic group which constitutes a significant factor in the
relevant labor market (essential). The magnitude and direction of all
relationships between selection procedures and criterion measures
investigated should be reported for each relevant race, sex, and ethnic
group and for the total group (essential). Where groups are too small to
obtain reliable evidence of the magnitude of the relationship, need not
be reported separately. Statements regarding the statistical
significance of results should be made (essential). Any statistical
adjustments, such as for less then perfect reliability or for
restriction of score range in the selection procedure or criterion
should be described and explained; and uncorrected correlation
coefficients should also be shown (essential). Where the statistical
technique categorizes continuous data, such as biserial correlation and
the phi coefficient, the categories and the bases on which they were
determined should be described and explained (essential). Studies of
test fairness should be included where called for by the requirements of
section 14B(8) (essential). These studies should include the rationale
by which a selection procedure was determined to be fair to the group(s)
in question. Where test fairness or unfairness has been demonstrated on
the basis of other studies, a bibliography of the relevant studies
should be included (essential). If the bibliography includes unpublished
studies, copies of these studies, or adequate abstracts or summaries,
should be attached (essential). Where revisions have been made in a
selection procedure to assure compatability between successful job
performance and the probability of being selected, the studies
underlying such revisions should be included (essential). All
statistical results should be organized and presented by relevant race,
sex, and ethnic group (essential).
    (9) Alternative procedures investigated. The selection procedures
investigated and available evidence of their impact should be identified
(essential). The scope, method, and findings of the investigation, and
the conclusions reached in light of the findings, should be fully
described (essential).

[[Page 228]]

    (10) Uses and applications. The methods considered for use of the
selection procedure (e.g., as a screening device with a cutoff score,
for grouping or ranking, or combined with other procedures in a battery)
and available evidence of their impact should be described (essential).
This description should include the rationale for choosing the method
for operational use, and the evidence of the validity and utility of the
procedure as it is to be used (essential). The purpose for which the
procedure is to be used (e.g., hiring, transfer, promotion) should be
described (essential). If weights are assigned to different parts of the
selection procedure, these weights and the validity of the weighted
composite should be reported (essential). If the selection procedure is
used with a cutoff score, the user should describe the way in which
normal expectations of proficiency within the work force were determined
and the way in which the cutoff score was determined (essential).
    (11) Source data. Each user should maintain records showing all
pertinent information about individual sample members and raters where
they are used, in studies involving the validation of selection
procedures. These records should be made available upon request of a
compliance agency. In the case of individual sample members these data
should include scores on the selection procedure(s), scores on criterion
measures, age, sex, race, or ethnic group status, and experience on the
specific job on which the validation study was conducted, and may also
include such things as education, training, and prior job experience,
but should not include names and social security numbers. Records should
be maintained which show the ratings given to each sample member by each
rater.
    (12) Contact person. The name, mailing address, and telephone number
of the person who may be contacted for further information about the
validity study should be provided (essential).
    (13) Accuracy and completeness. The report should describe the steps
taken to assure the accuracy and completeness of the collection,
analysis, and report of data and results.
    C. Content validity studies. Reports of content validity for a
selection procedure should include the following information:
    (1) User(s), location(s) and date(s) of study. Dates and location(s)
of the job analysis should be shown (essential).
    (2) Problem and setting. An explicit definition of the purpose(s) of
the study and the circumstances in which the study was conducted should
be provided. A description of existing selection procedures and cutoff
scores, if any, should be provided.
    (3) Job analysis--Content of the job. A description of the method
used to analyze the job should be provided (essential). The work
behavior(s), the associated tasks, and, if the behavior results in a
work product, the work products should be completely described
(essential). Measures of criticality and/or importance of the work
behavior(s) and the method of determining these measures should be
provided (essential). Where the job analysis also identified the
knowledges, skills, and abilities used in work behavior(s), an
operational definition for each knowledge in terms of a body of learned
information and for each skill and ability in terms of observable
behaviors and outcomes, and the relationship between each knowledge,
skill, or ability and each work behavior, as well as the method used to
determine this relationship, should be provided (essential). The work
situation should be described, including the setting in which work
behavior(s) are performed, and where appropriate, the manner in which
knowledges, skills, or abilities are used, and the complexity and
difficulty of the knowledge, skill, or ability as used in the work
behavior(s).
    (4) Selection procedure and its content. Selection procedures,
including those constructed by or for the user, specific training
requirements, composites of selection procedures, and any other
procedure supported by content validity, should be completely and
explicitly described or attached (essential). If commercially available
selection procedures are used, they should be described by title, form,
and publisher (essential). The behaviors measured or sampled by the
selection procedure

[[Page 229]]

should be explicitly described (essential). Where the selection
procedure purports to measure a knowledge, skill, or ability, evidence
that the selection procedure measures and is a representative sample of
the knowledge, skill, or ability should be provided (essential).
    (5) Relationship between the selection procedure and the job. The
evidence demonstrating that the selection procedure is a representative
work sample, a representative sample of the work behavior(s), or a
representative sample of a knowledge, skill, or ability as used as a
part of a work behavior and necessary for that behavior should be
provided (essential). The user should identify the work behavior(s)
which each item or part of the selection procedure is intended to sample
or measure (essential). Where the selection procedure purports to sample
a work behavior or to provide a sample of a work product, a comparison
should be provided of the manner, setting, and the level of complexity
of the selection procedure with those of the work situation (essential).
If any steps were taken to reduce adverse impact on a race, sex, or
ethnic group in the content of the procedure or in its administration,
these steps should be described. Establishment of time limits, if any,
and how these limits are related to the speed with which duties must be
performed on the job, should be explained. Measures of central tend-
ency (e.g., means) and measures of dispersion (e.g., standard
deviations) and estimates of realibility should be reported for all
selection procedures if available. Such reports should be made for
relevant race, sex, and ethnic subgroups, at least on a statistically
reliable sample basis.
    (6) Alternative procedures investigated. The alternative selection
procedures investigated and available evidence of their impact should be
identified (essential). The scope, method, and findings of the
investigation, and the conclusions reached in light of the findings,
should be fully described (essential).
    (7) Uses and applications. The methods considered for use of the
selection procedure (e.g., as a screening device with a cutoff score,
for grouping or ranking, or combined with other procedures in a battery)
and available evidence of their impact should be described (essential).
This description should include the rationale for choosing the method
for operational use, and the evidence of the validity and utility of the
procedure as it is to be used (essential). The purpose for which the
procedure is to be used (e.g., hiring, transfer, promotion) should be
described (essential). If the selection procedure is used with a cutoff
score, the user should describe the way in which normal expectations of
proficiency within the work force were determined and the way in which
the cutoff score was determined (essential). In addition, if the
selection procedure is to be used for ranking, the user should specify
the evidence showing that a higher score on the selection procedure is
likely to result in better job performance.
    (8) Contact person. The name, mailing address, and telephone number
of the person who may be contacted for further information about the
validity study should be provided (essential).
    (9) Accuracy and completeness. The report should describe the steps
taken to assure the accuracy and completeness of the collection,
analysis, and report of data and results.
    D. Construct validity studies. Reports of construct validity for a
selection procedure should include the following information:
    (1) User(s), location(s), and date(s) of study. Date(s) and
location(s) of the job analysis and the gathering of other evidence
called for by these guidelines should be provided (essential).
    (2) Problem and setting. An explicit definition of the purpose(s) of
the study and the circumstances in which the study was conducted should
be provided. A description of existing selection procedures and cutoff
scores, if any, should be provided.
    (3) Construct definition. A clear definition of the construct(s)
which are believed to underlie successful performance of the critical or
important work behavior(s) should be provided (essential). This
definition should include the levels of construct performance relevant
to the job(s) for which the selection procedure is to be used
(essential). There should be a summary of the position of the construct
in the psychological literature, or in the absence of

[[Page 230]]

such a position, a description of the way in which the definition and
measurement of the construct was developed and the psychological theory
underlying it (essential). Any quantitative data which identify or
define the job constructs, such as factor analyses, should be provided
(essential).
    (4) Job analysis. A description of the method used to analyze the
job should be provided (essential). A complete description of the work
behavior(s) and, to the extent appropriate, work outcomes and measures
of their criticality and/or importance should be provided (essential).
The report should also describe the basis on which the behavior(s) or
outcomes were determined to be important, such as their level of
difficulty, their frequency of performance, the consequences of error or
other appropriate factors (essential). Where jobs are grouped or
compared for the purposes of generalizing validity evidence, the work
behavior(s) and work product(s) for each of the jobs should be
described, and conclusions concerning the similarity of the jobs in
terms of observable work behaviors or work products should be made
(essential).
    (5) Job titles and codes. It is desirable to provide the selection
procedure user's job title(s) for the job(s) in question and the
corresponding job title(s) and code(s) from the United States Employment
Service's dictionary of occupational titles.
    (6) Selection procedure. The selection procedure used as a measure
of the construct should be completely and explicitly described or
attached (essential). If commercially available selection procedures are
used, they should be identified by title, form and publisher
(essential). The research evidence of the relationship between the
selection procedure and the construct, such as factor structure, should
be included (essential). Measures of central tendency, variability and
reliability of the selection procedure should be provided (essential).
Whenever feasible, these measures should be provided separately for each
relevant race, sex and ethnic group.
    (7) Relationship to job performance. The criterion-related
study(ies) and other empirical evidence of the relationship between the
construct measured by the selection procedure and the related work
behavior(s) for the job or jobs in question should be provided
(essential). Documentation of the criterion-related study(ies) should
satisfy the provisions of section 15B above or section 15E(1) below,
except for studies conducted prior to the effective date of these
guidelines (essential). Where a study pertains to a group of jobs, and,
on the basis of the study, validity is asserted for a job in the group,
the observed work behaviors and the observed work products for each of
the jobs should be described (essential). Any other evidence used in
determining whether the work behavior(s) in each of the jobs is the same
should be fully described (essential).
    (8) Alternative procedures investigated. The alternative selection
procedures investigated and available evidence of their impact should be
identified (essential). The scope, method, and findings of the
investigation, and the conclusions reached in light of the findings
should be fully described (essential).
    (9) Uses and applications. The methods considered for use of the
selection procedure (e.g., as a screening device with a cutoff score,
for grouping or ranking, or combined with other procedures in a battery)
and available evidence of their impact should be described (essential).
This description should include the rationale for choosing the method
for operational use, and the evidence of the validity and utility of the
procedure as it is to be used (essential). The purpose for which the
procedure is to be used (e.g., hiring, transfer, promotion) should be
described (essential). If weights are assigned to different parts of the
selection procedure, these weights and the validity of the weighted
composite should be reported (essential). If the selection procedure is
used with a cutoff score, the user should describe the way in which
normal expectations of proficiency within the work force were determined
and the way in which the cutoff score was determined (essential).
    (10) Accuracy and completeness. The report should describe the steps
taken to assure the accuracy and completeness of the collection,
analysis, and report of data and results.

[[Page 231]]

    (11) Source data. Each user should maintain records showing all
pertinent information relating to its study of construct validity.
    (12) Contact person. The name, mailing address, and telephone number
of the individual who may be contacted for further information about the
validity study should be provided (essential).
    E. Evidence of validity from other studies. When validity of a
selection procedure is supported by studies not done by the user, the
evidence from the original study or studies should be compiled in a
manner similar to that required in the appropriate section of this
section 15 above. In addition, the following evidence should be
supplied:
    (1) Evidence from criterion-related validity studies--a. Job
information. A description of the important job behavior(s) of the
user's job and the basis on which the behaviors were determined to be
important should be provided (essential). A full description of the
basis for determining that these important work behaviors are the same
as those of the job in the original study (or studies) should be
provided (essential).
    b. Relevance of criteria. A full description of the basis on which
the criteria used in the original studies are determined to be relevant
for the user should be provided (essential).
    c. Other variables. The similarity of important applicant pool or
sample characteristics reported in the original studies to those of the
user should be described (essential). A description of the comparison
between the race, sex and ethnic composition of the user's relevant
labor market and the sample in the original validity studies should be
provided (essential).
    d. Use of the selection procedure. A full description should be
provided showing that the use to be made of the selection procedure is
consistent with the findings of the original validity studies
(essential).
    e. Bibliography. A bibliography of reports of validity of the
selection procedure for the job or jobs in question should be provided
(essential). Where any of the studies included an investigation of test
fairness, the results of this investigation should be provided
(essential). Copies of reports published in journals that are not
commonly available should be described in detail or attached
(essential). Where a user is relying upon unpublished studies, a
reasonable effort should be made to obtain these studies. If these
unpublished studies are the sole source of validity evidence they should
be described in detail or attached (essential). If these studies are not
available, the name and address of the source, an adequate abstract or
summary of the validity study and data, and a contact person in the
source organization should be provided (essential).
    (2) Evidence from content validity studies. See section 14C(3) and
section 15C above.
    (3) Evidence from construct validity studies. See sections 14D(2)
and 15D above.
    F. Evidence of validity from cooperative studies. Where a selection
procedure has been validated through a cooperative study, evidence that
the study satisfies the requirements of sections 7, 8 and 15E should be
provided (essential).
    G. Selection for higher level job. If a selection procedure is used
to evaluate candidates for jobs at a higher level than those for which
they will initially be employed, the validity evidence should satisfy
the documentation provisions of this section 15 for the higher level job
or jobs, and in addition, the user should provide: (1) a description of
the job progression structure, formal or informal; (2) the data showing
how many employees progress to the higher level job and the length of
time needed to make this progression; and (3) an identification of any
anticipated changes in the higher level job. In addition, if the test
measures a knowledge, skill or ability, the user should provide evidence
that the knowledge, skill or ability is required for the higher level
job and the basis for the conclusion that the knowledge, skill or
ability is not expected to develop from the training or experience on
the job.
    H. Interim use of selection procedures. If a selection procedure is
being used on an interim basis because the procedure is not fully
supported by the required evidence of validity, the user should maintain
and have available (1) substantial evidence of validity for the
procedure, and (2) a report showing the

[[Page 232]]

date on which the study to gather the additional evidence commenced, the
estimated completion date of the study, and a description of the data to
be collected (essential).

(Approved by the Office of Management and Budget under control number
3046-0017)

(Pub. L. 96-511, 94 Stat. 2812 (44 U.S.C. 3501 et seq.))

[43 FR 38295, 38312, Aug. 25, 1978, as amended at 46 FR 63268, Dec. 31,
1981]

                               Definitions



Sec. 1607.16  Definitions.

    The following definitions shall apply throughout these guidelines:
    A. Ability. A present competence to perform an observable behavior
or a behavior which results in an observable product.
    B. Adverse impact. A substantially different rate of selection in
hiring, promotion, or other employment decision which works to the
disadvantage of members of a race, sex, or ethnic group. See section 4
of these guidelines.
    C. Compliance with these guidelines. Use of a selection procedure is
in compliance with these guidelines if such use has been validated in
accord with these guidelines (as defined below), or if such use does not
result in adverse impact on any race, sex, or ethnic group (see section
4, above), or, in unusual circumstances, if use of the procedure is
otherwise justified in accord with Federal law. See section 6B, above.
    D. Content validity. Demonstrated by data showing that the content
of a selection procedure is representative of important aspects of
performance on the job. See section 5B and section 14C.
    E. Construct validity. Demonstrated by data showing that the
selection procedure measures the degree to which candidates have
identifiable characteristics which have been determined to be important
for successful job performance. See section 5B and section 14D.
    F. Criterion-related validity. Demonstrated by empirical data
showing that the selection procedure is predictive of or significantly
correlated with important elements of work behavior. See sections 5B and
14B.
    G. Employer. Any employer subject to the provisions of the Civil
Rights Act of 1964, as amended, including State or local governments and
any Federal agency subject to the provisions of section 717 of the Civil
Rights Act of 1964, as amended, and any Federal contractor or
subcontractor or federally assisted construction contractor or
subcontactor covered by Executive Order 11246, as amended.
    H. Employment agency. Any employment agency subject to the
provisions of the Civil Rights Act of 1964, as amended.
    I. Enforcement action. For the purposes of section 4 a proceeding by
a Federal enforcement agency such as a lawsuit or an administrative
proceeding leading to debarment from or withholding, suspension, or
termination of Federal Government contracts or the suspension or
withholding of Federal Government funds; but not a finding of reasonable
cause or a concil- ation process or the issuance of right to sue letters
under title VII or under Executive Order 11246 where such finding,
conciliation, or issuance of notice of right to sue is based upon an
individual complaint.
    J. Enforcement agency. Any agency of the executive branch of the
Federal Government which adopts these guidelines for purposes of the
enforcement of the equal employment opportunity laws or which has
responsibility for securing compliance with them.
    K. Job analysis. A detailed statement of work behaviors and other
information relevant to the job.
    L. Job description. A general statement of job duties and
responsibilities.
    M. Knowledge. A body of information applied directly to the
performance of a function.
    N. Labor organization. Any labor organization subject to the
provisions of the Civil Rights Act of 1964, as amended, and any
committee subject thereto controlling apprenticeship or other training.
    O. Observable. Able to be seen, heard, or otherwise perceived by a
person other than the person performing the action.
    P. Race, sex, or ethnic group. Any group of persons identifiable on
the

[[Page 233]]

grounds of race, color, religion, sex, or national origin.
    Q. Selection procedure. Any measure, combination of measures, or
procedure used as a basis for any employment decision. Selection
procedures include the full range of assessment techniques from
traditional paper and pencil tests, performance tests, training
programs, or probationary periods and physical, educational, and work
experience requirements through informal or casual interviews and
unscored application forms.
    R. Selection rate. The proportion of applicants or candidates who
are hired, promoted, or otherwise selected.
    S. Should. The term ``should'' as used in these guidelines is
intended to connote action which is necessary to achieve compliance with
the guidelines, while recognizing that there are circumstances where
alternative courses of action are open to users.
    T. Skill. A present, observable competence to perform a learned
psychomoter act.
    U. Technical feasibility. The exist- ence of conditions permitting
the conduct of meaningful criterion-related validity studies. These
conditions include: (1) An adequate sample of persons available for the
study to achieve findings of statistical significance; (2) having or
being able to obtain a sufficient range of scores on the selection
procedure and job performance measures to produce validity results which
can be expected to be representative of the results if the ranges
normally expected were utilized; and (3) having or being able to devise
unbiased, reliable and relevant measures of job performance or other
criteria of employee adequacy. See section 14B(2). With respect to
investigation of possible unfairness, the same considerations are
applicable to each group for which the study is made. See section
14B(8).
    V. Unfairness of selection procedure. A condition in which members
of one race, sex, or ethnic group characteristically obtain lower scores
on a selection procedure than members of another group, and the
differences are not reflected in differences in measures of job
performance. See section 14B(7).
    W. User. Any employer, labor organization, employment agency, or
licensing or certification board, to the extent it may be covered by
Federal equal employment opportunity law, which uses a selection
procedure as a basis for any employment decision. Whenever an employer,
labor organization, or employment agency is required by law to restrict
recruitment for any occupation to those applicants who have met
licensing or certification requirements, the licensing or certifying
authority to the extent it may be covered by Federal equal employment
opportunity law will be considered the user with respect to those
licensing or certification requirements. Whenever a State employment
agency or service does no more than administer or monitor a procedure as
permitted by Department of Labor regulations, and does so without making
referrals or taking any other action on the basis of the results, the
State employment agency will not be deemed to be a user.
    X. Validated in accord with these guidelines or properly validated.
A demonstration that one or more validity study or studies meeting the
standards of these guidelines has been conducted, including
investigation and, where appropriate, use of suitable alternative
selection procedures as contemplated by section 3B, and has produced
evidence of validity sufficient to warrant use of the procedure for the
intended purpose under the standards of these guidelines.
    Y. Work behavior. An activity performed to achieve the objectives of
the job. Work behaviors involve observable (physical) components and
unobservable (mental) components. A work behavior consists of the
performance of one or more tasks. Knowledges, skills, and abilities are
not behaviors, although they may be applied in work behaviors.

                                Appendix



Sec. 1607.17  Policy statement on affirmative action (see section 13B).

    The Equal Employment Opportunity Coordinating Council was
established by act of Congress in 1972, and charged with responsibility
for developing and implementing agreements and policies designed, among
other things, to eliminate conflict and inconsistency among

[[Page 234]]

the agencies of the Federal Government responsible for administering
Federal law prohibiting discrimination on grounds of race, color, sex,
religion, and national origin. This statement is issued as an initial
response to the requests of a number of State and local officials for
clarification of the Government's policies concerning the role of
affirmative action in the overall equal employment opportunity program.
While the Coordinating Council's adoption of this statement expresses
only the views of the signatory agencies concerning this important
subject, the principles set forth below should serve as policy guidance
for other Federal agencies as well.
    (1) Equal employment opportunity is the law of the land. In the
public sector of our society this means that all persons, regardless of
race, color, religion, sex, or national origin shall have equal access
to positions in the public service limited only by their ability to do
the job. There is ample evidence in all sectors of our society that such
equal access frequently has been denied to members of certain groups
because of their sex, racial, or ethnic characteristics. The remedy for
such past and present discrimination is twofold.
    On the one hand, vigorous enforcement of the laws against
discrimination is essential. But equally, and perhaps even more
important are affirmative, voluntary efforts on the part of public
employers to assure that positions in the public service are genuinely
and equally accessible to qualified persons, without regard to their
sex, racial, or ethnic characteristics. Without such efforts equal
employment opportunity is no more than a wish. The importance of
voluntary affirmative action on the part of employers is underscored by
title VII of the Civil Rights Act of 1964, Executive Order 11246, and
related laws and regulations--all of which emphasize voluntary action to
achieve equal employment opportunity.
    As with most management objectives, a systematic plan based on sound
organizational analysis and problem identification is crucial to the
accomplishment of affirmative action objectives. For this reason, the
Council urges all State and local governments to develop and implement
results oriented affirmative action plans which deal with the problems
so identified.
    The following paragraphs are intended to assist State and local
governments by illustrating the kinds of analyses and activities which
may be appropriate for a public employer's voluntary affirmative action
plan. This statement does not address remedies imposed after a finding
of unlawful discrimination.
    (2) Voluntary affirmative action to assure equal employment
opportunity is appropriate at any stage of the employment process. The
first step in the construction of any affirmative action plan should be
an analysis of the employer's work force to determine whether
precentages of sex, race, or ethnic groups in individual job
classifications are substantially similar to the precentages of those
groups available in the relevant job market who possess the basic job-
related qualifications.
    When substantial disparities are found through such analyses, each
element of the overall selection process should be examined to determine
which elements operate to exclude persons on the basis of sex, race, or
ethnic group. Such elements include, but are not limited to,
recruitment, testing, ranking certification, interview, recommendations
for selection, hiring, promotion, etc. The examination of each element
of the selection process should at a minimum include a determination of
its validity in predicting job performance.
    (3) When an employer has reason to believe that its selection
procedures have the exclusionary effect described in paragraph 2 above,
it should initiate affirmative steps to remedy the situation. Such
steps, which in design and execution may be race, color, sex, or ethnic
``conscious,'' include, but are not limited to, the following:
    (a) The establishment of a long-term goal, and short-range, interim
goals and timetables for the specific job classifications, all of which
should take into account the availability of basically qualified persons
in the relevant job market;

[[Page 235]]

    (b) A recruitment program designed to attract qualified members of
the group in question;
    (c) A systematic effort to organize work and redesign jobs in ways
that provide opportunities for persons lacking ``journeyman'' level
knowledge or skills to enter and, with appropriate training, to progress
in a career field;
    (d) Revamping selection instruments or procedures which have not yet
been validated in order to reduce or eliminate exclusionary effects on
particular groups in particular job classifications;
    (e) The initiation of measures designed to assure that members of
the affected group who are qualified to perform the job are included
within the pool of persons from which the selecting official makes the
selection;
    (f) A systematic effort to provide career advancement training, both
classroom and on-the-job, to employees locked into dead end jobs; and
    (g) The establishment of a system for regularly monitoring the
effectiveness of the particular affirmative action program, and
procedures for making timely adjustments in this program where
effectiveness is not demonstrated.
    (4) The goal of any affirmative action plan should be achievement of
genuine equal employment opportunity for all qualified persons.
Selection under such plans should be based upon the ability of the
applicant(s) to do the work. Such plans should not require the selection
of the unqualified, or the unneeded, nor should they require the
selection of persons on the basis of race, color, sex, religion, or
national origin. Moreover, while the Council believes that this
statement should serve to assist State and local employers, as well as
Federal agencies, it recognizes that affirmative action cannot be viewed
as a standardized program which must be accomplished in the same way at
all times in all places.

Accordingly, the Council has not attempted to set forth here either the
minimum or maximum voluntary steps that employers may take to deal with
their respective situations. Rather, the Council recognizes that under
applicable authorities, State and local employers have flexibility to
formulate affirmative action plans that are best suited to their
particular situations. In this manner, the Council believes that
affirmative action programs will best serve the goal of equal employment
opportunity.

    Respectfully submitted,

                                                   Harold R. Tyler, Jr.,
Deputy Attorney General and Chairman of the Equal Employment
Coordinating Council.
                                                      Michael H. Moskow,
Under Secretary of Labor.
                                                       Ethel Bent Walsh,
Acting Chairman, Equal Employment Opportunity Commission.
                                                      Robert E. Hampton,
Chairman, Civil Service Commission.
                                                     Arthur E. Flemming,
Chairman, Commission on Civil Rights.

    Because of its equal employment opportunity responsibilities under
the State and Local Government Fiscal Assistance Act of 1972 (the
revenue sharing act), the Department of Treasury was invited to
participate in the formulation of this policy statement; and it concurs
and joins in the adoption of this policy statement.

    Done this 26th day of August 1976.

                                                       Richard Albrecht,
                                                        General Counsel,
                                             Department of the Treasury.



Sec. 1607.18  Citations.

    The official title of these guidelines is ``Uniform Guidelines on
Employee Selection Procedures (1978)''. The Uniform Guidelines on
Employee Selection Procedures (1978) are intended to establish a uniform
Federal position in the area of prohibiting discrimination in employment
practices on grounds of race, color, religion, sex, or national origin.
These guidelines have been adopted by the Equal Employment Opportunity
Commission, the Department of Labor, the Department of Justice, and the
Civil Service Commission.
    The official citation is:

    Section ----, Uniform Guidelines on Employee Selection Procedure
(1978); 43 FR ---- (August 25, 1978).

    The short form citation is:

    Section ----, U.G.E.S.P. (1978); 43 FR ---- (August 25, 1978).

    When the guidelines are cited in connection with the activities of
one of

[[Page 236]]

the issuing agencies, a specific citation to the regulations of that
agency can be added at the end of the above citation. The specific
additional citations are as follows:

Equal Employment Opportunity Commission
29 CFR part 1607
Department of Labor
Office of Federal Contract Compliance Programs
41 CFR part 60-3
Department of Justice
28 CFR 50.14
Civil Service Commission
5 CFR 300.103(c)


Normally when citing these guidelines, the section number immediately
preceding the title of the guidelines will be from these guidelines
series 1-18. If a section number from the codification for an individual
agency is needed it can also be added at the end of the agency citation.
For example, section 6A of these guidelines could be cited for EEOC as
follows:

    Section 6A, Uniform Guidelines on Employee Selection Procedures
(1978); 43 FR ----, (August 25, 1978); 29 CFR part 1607, section 6A.



PART 1608_AFFIRMATIVE ACTION APPROPRIATE UNDER TITLE VII OF THE CIVIL
RIGHTS ACT OF 1964, AS AMENDED--Table of Contents



Sec.
1608.1 Statement of purpose.
1608.2 Written interpretation and opinion.
1608.3 Circumstances under which voluntary affirmative action is
          appropriate.
1608.4 Establishing affirmative action plans.
1608.5 Affirmative action compliance programs under Executive Order No.
          11246, as amended.
1608.6 Affirmative action plans which are part of Commission
          conciliation or settlement agreements.
1608.7 Affirmative action plans or programs under State or local law.
1608.8 Adherence to court order.
1608.9 Reliance on directions of other government agencies.
1608.10 Standard of review.
1608.11 Limitations on the application of these guidelines.
1608.12 Equal employment opportunity plans adopted pursuant to section
          717 of title VII.

    Authority: Sec. 713 the Civil Rights Act of 1964, as amended, 42
U.S.C. 2000e-12, 78 Stat. 265.

    Source: 44 FR 4422, Jan. 19, 1979, unless otherwise noted.



Sec. 1608.1  Statement of purpose.

    (a) Need for Guidelines. Since the passage of title VII in 1964,
many employers, labor organizations, and other persons subject to title
VII have changed their employment practices and systems to improve
employment opportunities for minorities and women, and this must
continue. These changes have been undertaken either on the initiative of
the employer, labor organization, or other person subject to title VII,
or as a result of conciliation efforts under title VII, action under
Executive Order 11246, as amended, or under other Federal, State, or
local laws, or litigation. Many decisions taken pursuant to affirmative
action plans or programs have been race, sex, or national origin
conscious in order to achieve the Congressional purpose of providing
equal employment opportunity. Occasionally, these actions have been
challenged as inconsistent with title VII, because they took into
account race, sex, or national origin. This is the so-called ``reverse
discrimination'' claim. In such a situation, both the affirmative action
undertaken to improve the conditions of minorities and women, and the
objection to that action, are based upon the principles of title VII.
Any uncertainty as to the meaning and application of title VII in such
situations threatens the accomplishment of the clear Congressional
intent to encourage voluntary affirmative action. The Commission
believes that by the enactment of title VII Congress did not intend to
expose those who comply with the Act to charges that they are violating
the very statute they are seeking to implement. Such a result would
immobilize or reduce the efforts of many who would otherwise take action
to improve the opportunities of minorities and women without litigation,
thus frustrating the Congressional intent to encourage voluntary action
and increasing the prospect of title VII litigation. The Commission
believes that it is now necessary to clarify and harmonize the
principles of title VII in order to achieve these Congressional
objectives

[[Page 237]]

and protect those employers, labor organizations, and other persons who
comply with the principles of title VII.
    (b) Purposes of title VII. Congress enacted title VII in order to
improve the economic and social conditions of minorities and women by
providing equality of opportunity in the work place. These conditions
were part of a larger pattern of restriction, exclusion, discrimination,
segregation, and inferior treatment of minorities and women in many
areas of life. \2\ The Legislative Histories of title VII, the Equal Pay
Act, and the Equal Employment Opportunity Act of 1972 contain extensive
analyses of the higher unemployment rate, the lesser occupational
status, and the consequent lower income levels of minorities and women.
\3\ The purpose of Executive Order No. 11246, as amended, is similar to
the purpose of title VII. In response to these economic and social
conditions, Congress, by passage of title VII, established a national
policy against discrimination in employment on grounds of race, color,
religion, sex, and national origin. In addition, Congress strongly
encouraged employers, labor organizations, and other persons subject to
title VII (hereinafter referred to as ``persons,'' see section 701(a) of
the Act) to act on a voluntary basis to modify employment practices and
systems which constituted barriers to equal employment opportunity,
without awaiting litigation or formal government action. Conference,
conciliation, and persuasion were the primary processes adopted by
Congress in 1964, and reaffirmed in 1972, to achieve these objectives,
with enforcement action through the courts or agencies as a supporting
procedure where voluntary action did not take place and conciliation
failed. See section 706 of title VII.
---------------------------------------------------------------------------

    \2\ Congress has also addressed these conditions in other laws,
including the Equal Pay Act of 1963, Pub. L. 88-38, 77 Stat. 56 (1963),
as amended; the other titles of the Civil Rights Act of 1964, Pub. L.
88-352, 78 Stat. 241 (1964), as amended; the Voting Rights Act of 1965,
Pub. L. 89-110, 79 Stat. 437 (1965), as amended; the Fair Housing Act of
1968, Pub. L. 90-284, title VII, 82 Stat. 73, 81 (1968), as amended; the
Educational Opportunity Act (title IX), Pub. L. 92-318, 86 Stat. 373
(1972), as amended; and the Equal Employment Opportunity Act of 1972,
Pub. L. 92-261, 86 Stat. 103 (1972), as amended.
    \3\ Equal Pay Act of 1963: S. Rep. No. 176, 88th Cong., 1st Sess.,
1-2 (1963). Civil Rights Act of 1964: H.R. Rep. No. 914, pt. 2, 88th
Cong., 1st Sess. (1971). Equal Employment Opportunity Act of 1972: H.R.
Rep. No. 92-238, 92d Cong., 1st Sess. (1971); S. Rep. No. 92-415, 92d
Cong., 1st Sess. (1971). See also, Equal Employment Opportunity
Commission, Equal Employment Opportunity Report--1975, Job Patterns for
Women in Private Industry (1977); Equal Employment Opportunity
Commission, Minorities and Women in State and Local Government--1975
(1977); United States Commission on Civil Rights, Social Indicators of
Equality for Minorities and Women (1978).
---------------------------------------------------------------------------

    (c) Interpretation in furtherance of legislative purpose. The
principle of nondiscrimination in employment because of race, color,
religion, sex, or national origin, and the principle that each person
subject to title VII should take voluntary action to correct the effects
of past discrimination and to prevent present and future discrimination
without awaiting litigation, are mutually consistent and interdependent
methods of addressing social and economic conditions which precipitated
the enactment of title VII. Voluntary affirmative action to improve
opportunities for minorities and women must be encouraged and protected
in order to carry out the Congressional intent embodied in title VII.
\4\ Affirmative action under these principles means those actions
appropriate to overcome the effects of past or present practices,
policies, or other barriers to equal employment opportunity. Such
voluntary affirmative action cannot be measured by the standard of
whether it would have been required had there been litigation, for this
standard would undermine the legislative purpose of first encouraging
voluntary action without litigation. Rather, persons subject to title
VII must be allowed flexibility in modifying employment systems and
practices to comport with the purposes

[[Page 238]]

of title VII. Correspondingly, title VII must be construed to permit
such voluntary action, and those taking such action should be afforded
the protection against title VII liability which the Commission is
authorized to provide under section 713(b)(1).
---------------------------------------------------------------------------

    \4\ Affirmative action often improves opportunities for all members
of the workforce, as where affirmative action includes the posting of
notices of job vacancies. Similarly, the integration of previously
segregated jobs means that all workers will be provided opportunities to
enter jobs previously restricted. See, e.g., EEOC v. AT&T, 419 F. Supp.
1022 (E.D.Pa. 1976), aff'd, 556 F. 2d 167 (3rd Cir. 1977), cert. denied,
98 S.Ct. 3145 (1978).
---------------------------------------------------------------------------

    (d) Guidelines interpret title VII and authorize use of section
713(b)(1). These Guidelines describe the circumstances in which persons
subject to title VII may take or agree upon action to improve employment
opportunities of minorities and women, and describe the kinds of actions
they may take which are consistent with title VII. These Guidelines
constitute the Commission's interpretation of title VII and will be
applied in the processing of claims of discrimination which involve
voluntary affirmative action plans and programs. In addition, these
Guidelines state the circumstances under which the Commission will
recognize that a person subject to title VII is entitled to assert that
actions were taken ``in good faith, in conformity with, and in reliance
upon a written interpretation or opinion of the Commission,'' including
reliance upon the interpretation and opinion contained in these
Guidelines, and thereby invoke the protection of section 713(b)(1) of
title VII.
    (e) Review of existing plans recommended. Only affirmative action
plans or programs adopted in good faith, in conformity with, and in
reliance upon these Guidelines can receive the full protection of these
Guidelines, including the section 713(b)(1) defense. See Sec. 1608.10.
Therefore, persons subject to title VII who have existing affirmative
action plans, programs, or agreements are encouraged to review them in
light of these Guidelines, to modify them to the extent necessary to
comply with these Guidelines, and to readopt or reaffirm them.



Sec. 1608.2  Written interpretation and opinion.

    These Guidelines constitute ``a written interpretation and opinion''
of the Equal Employment Opportunity Commission as that term is used in
section 713(b)(1) of title VII of the Civil Rights Act of 1964, as
amended, 42 U.S.C. 2000e-12(b)(1), and Sec. 1601.33 of the Procedural
Regulations of the Equal Employment Opportunity Commission (29 CFR
1601.30; 42 FR 55,394 (October 14, 1977)). Section 713(b)(1) provides:

    In any action or proceeding based on any alleged unlawful employment
practice, no person shall be subject to any liability or punishment for
or on account of (1) the commission by such person of an unlawful
employment practice if he pleads and proves that the act or omission
complained of was in good faith, in conformity with, and in reliance on
any written interpretation or opinion of the Commission * * *. Such a
defense, if established, shall be a bar to the action or proceeding,
notwithstanding that * * * after such act or omission, such
interpretation or opinion is modified or rescinded or is determined by
judicial authority to be invalid or of no legal effect * * *.


The applicability of these Guidelines is subject to the limitations on
use set forth in Sec. 1608.11.



Sec. 1608.3  Circumstances under which voluntary affirmative action is
appropriate.

    (a) Adverse effect. Title VII prohibits practices, procedures, or
policies which have an adverse impact unless they are justified by
business necessity. In addition, title VII proscribes practices which
``tend to deprive'' persons of equal employment opportunities.
Employers, labor organizations and other persons subject to title VII
may take affirmative action based on an analysis which reveals facts
constituting actual or potential adverse impact, if such adverse impact
is likely to result from existing or contemplated practices.
    (b) Effects of prior discriminatory practices. Employers, labor
organizations, or other persons subject to title VII may also take
affirmative action to correct the effects of prior discriminatory
practices. The effects of prior discriminatory practices can be
initially identified by a comparison between the employer's work force,
or a part thereof, and an appropriate segment of the labor force.
    (c) Limited labor pool. Because of historic restrictions by
employers, labor organizations, and others, there are circumstances in
which the available pool, particularly of qualified minorities and
women, for employment or promotional opportunities is artificially
limited. Employers, labor organizations, and other persons subject to

[[Page 239]]

title VII may, and are encouraged to take affirmative action in such
circumstances, including, but not limited to, the following:
    (1) Training plans and programs, including on-the-job training,
which emphasize providing minorities and women with the opportunity,
skill, and expericence necessary to perform the functions of skilled
trades, crafts, or professions;
    (2) Extensive and focused recruiting activity;
    (3) Elimination of the adverse impact caused by unvalidated
selection criteria (see sections 3 and 6, Uniform Guidelines on Employee
Selection Procedures (1978), 43 FR 30290; 38297; 38299 (August 25,
1978));
    (4) Modification through collective bargaining where a labor
organization represents employees, or unilaterally where one does not,
of promotion and layoff procedures.



Sec. 1608.4  Establishing affirmative action plans.

    An affirmative action plan or program under this section shall
contain three elements: a reasonable self analysis; a reasonable basis
for concluding action is appropriate; and reasonable action.
    (a) Reasonable self analysis. The objective of a self analysis is to
determine whether employment practices do, or tend to, exclude,
disadvantage, restrict, or result in adverse impact or disparate
treatment of previously excluded or restricted groups or leave
uncorrected the effects of prior discrimination, and if so, to attempt
to determine why. There is no mandatory method of conducting a self
analysis. The employer may utilize techniques used in order to comply
with Executive Order 11246, as amended, and its implementing
regulations, including 41 CFR part 60-2 (known as Revised Order 4), or
related orders issued by the Office of Federal Contract Compliance
Programs or its authorized agencies, or may use an analysis similar to
that required under other Federal, State, or local laws or regulations
prohibiting employment discrimination. In conducting a self analysis,
the employer, labor organization, or other person subject to title VII
should be concerned with the effect on its employment practices of
circumstances which may be the result of discrimination by other persons
or institutions. See Griggs v. Duke Power Co., 401 U.S. 424 (1971).
    (b) Reasonable basis. If the self analysis shows that one or more
employment practices:
    (1) Have or tend to have an adverse effect on employment
opportunities of members of previously excluded groups, or groups whose
employment or promotional opportunities have been artificially limited,
    (2) Leave uncorrected the effects of prior discrimination, or
    (3) Result in disparate treatment, the person making the self
analysis has a reasonable basis for concluding that action is
appropriate.

It is not necessary that the self analysis establish a violation of
title VII. This reasonable basis exists without any admission or formal
finding that the person has violated title VII, and without regard to
whether there exists arguable defenses to a title VII action.
    (c) Reasonable action. The action taken pursuant to an affirmative
action plan or program must be reasonable in relation to the problems
disclosed by the self analysis. Such reasonable action may include goals
and timetables or other appropriate employment tools which recognize the
race, sex, or national origin of applicants or employees. It may include
the adoption of practices which will eliminate the actual or potential
adverse impact, disparate treatment, or effect or past discrimination by
providing opportunities for members of groups which have been excluded,
regardless of whether the persons benefited were themselves the victims
of prior policies or procedures which produced the adverse impact or
disparate treatment or which perpetuated past discrimination.
    (1) Illustrations of appropriate affirmative action. Affirmative
action plans or programs may include, but are not limited to, those
described in the Equal Employment Opportunity Coordinating Council
``Policy Statement on Affirmative Action Programs for State and Local
Government Agencies,'' 41 FR 38814 (September 13, 1976), reaffirmed and
extended to all persons subject to Federal equal employment opportunity

[[Page 240]]

laws and orders, in the Uniform Guidelines on Employee Selection
Procedures (1978) 43 FR 38290; 38300 (Aug. 25, 1978). That statement
reads, in relevant part:

    When an employer has reason to believe that its selection procedures
have * * * exclusionary effect * * *, it should initiate affirmative
steps to remedy the situation. Such steps, which in design and execution
may be race, color, sex or ethnic `conscious,' include, but are not
limited to, the following:
    The establishment of a long term goal and short range, interim goals
and timetables for the specific job classifications, all of which should
take into account the availability of basically qualified persons in the
relevant job market;
    A recruitment program designed to attract qualified members of the
group in question;
    A systematic effort to organize work and re-design jobs in ways that
provide opportunities for persons lacking `journeyman' level knowledge
or skills to enter and, with appropriate training, to progress in a
career field;
    Revamping selection instruments or procedures which have not yet
been validated in order to reduce or eliminate exclusionary effects on
particular groups in particular job classifications;
    The initiation of measures designed to assure that members of the
affected group who are qualified to perform the job are included within
the pool of persons from which the selecting official makes the
selection;
    A systematic effort to provide career advancement training, both
classroom and on-the-job, to employees locked into dead end jobs; and
    The establishment of a system for regularly monitoring the
effectiveness of the particular affirmative action program, and
procedures for making timely adjustments in this program where
effectiveness is not demonstrated.

    (2) Standards of reasonable action. In considering the
reasonableness of a particular affirmative action plan or program, the
Commission will generally apply the following standards:
    (i) The plan should be tailored to solve the problems which were
identified in the self analysis, see Sec. 1608.4(a), supra, and to
ensure that employment systems operate fairly in the future, while
avoiding unnecessary restrictions on opportunities for the workforce as
a whole. The race, sex, and national origin conscious provisions of the
plan or program should be maintained only so long as is necessary to
achieve these objectives.
    (ii) Goals and timetables should be reasonably related to such
considerations as the effects of past discrimination, the need for
prompt elimination of adverse impact or disparate treatment, the
availability of basically qualified or qualifiable applicants, and the
number of employment opportunities expected to be available.
    (d) Written or unwritten plans or programs--(1) Written plans
required for 713(b)(1) protection. The protection of section 713(b) of
title VII will be accorded by the Commission to a person subject to
title VII only if the self analysis and the affirmative action plan are
dated and in writing, and the plan otherwise meets the requirements of
section 713(b)(1). The Commission will not require that there be any
written statement concluding that a title VII violation exists.
    (2) Reasonable cause determinations. Where an affirmative action
plan or program is alleged to violate title VII, or is asserted as a
defense to a charge of discrimination, the Commission will investigate
the charge in accordance with its usual procedures and pursuant to the
standards set forth in these Guidelines, whether or not the analysis and
plan are in writing. However, the absence of a written self analysis and
a written affirmative action plan or program may make it more difficult
to provide credible evidence that the analysis was conducted, and that
action was taken pursuant to a plan or program based on the analysis.
Therefore, the Commission recommends that such analyses and plans be in
writing.



Sec. 1608.5  Affirmative action compliance programs under Executive
Order No. 11246, as amended.

    Under title VII, affirmative action compliance programs adopted
pursuant to Executive Order 11246, as amended, and its implementing
regulations, including 41 CFR part 60-2 (Revised Order 4), will be
considered by the Commission in light of the similar purposes of title
VII and the Executive Order, and the Commission's responsibility under
Executive Order 12067 to avoid potential conflict among Federal equal
employment opportunity programs. Accordingly, the Commission will
process

[[Page 241]]

title VII complaints involving such affirmative action compliance
programs under this section.
    (a) Procedures for review of Affirmative Action Compliance Programs.
If adherence to an affirmative action compliance program adopted
pursuant to Executive Order 11246, as amended, and its implementing
regulations, is the basis of a complaint filed under title VII, or is
alleged to be the justification for an action which is challenged under
title VII, the Commission will investigate to determine whether the
affirmative action compliance program was adopted by a person subject to
the Order and pursuant to the Order, and whether adherence to the
program was the basis of the complaint or the justification.
    (1) Programs previously approved. If the Commission makes the
determination described in paragraph (a) of this section and also finds
that the affirmative action program has been approved by an appropriate
official of the Department of Labor or its authorized agencies, or is
part of a conciliation or settlement agreement or an order of an
administrative agency, whether entered by consent or after contested
proceedings brought to enforce Executive Order 11246, as amended, the
Commission will issue a determination of no reasonable cause.
    (2) Program not previously approved. If the Commission makes the
determination described in paragraph (a), of this section but the
program has not been approved by an appropriate official of the
Department of Labor or its authorized agencies, the Commission will: (i)
Follow the procedure in Sec. 1608.10(a) and review the program, or (ii)
refer the plan to the Department of Labor for a determination of whether
it is to be approved under Executive Order 11246, as amended, and its
implementing regulations. If, the Commission finds that the program does
conform to these Guidelines, or the Department of Labor approves the
affirmative action compliance program, the Commission will issue a
determination of no reasonable cause under Sec. 1608.10(a).
    (b) Reliance on these guidelines. In addition, if the affirmative
action compliance program has been adopted in good faith reliance on
these Guidelines, the provisions of section 713(b)(1) of title VII and
of Sec. 1608.10(b), of this part, may be asserted by the contractor.



Sec. 1608.6  Affirmative action plans which are part of Commission
conciliation or settlement agreements.

    (a) Procedures for review of plans. If adherence to a conciliation
or settlement agreement executed under title VII and approved by a
responsible official of the EEOC is the basis of a complaint filed under
title VII, or is alleged to be the justification for an action
challenged under title VII, the Commission will investigate to
determine:
    (1) Whether the conciliation agreement or settlement agreement was
approved by a responsible official of the EEOC, and
    (2) Whether adherence to the agreement was the basis for the
complaint or justification.

If the Commission so finds, it will make a determination of no
reasonable cause under Sec. 1608.10(a) and will advise the respondent
of its right under section 713(b)(1) of title VII to rely on the
conciliation agreement.
    (b) Reliance on these guidelines. In addition, if the affirmative
action plan or program has been adopted in good faith reliance on these
Guidelines, the provisions of section 713(b)(1) of title VII and of
Sec. 1608.10(b), of this part, may be asserted by the respondent.



Sec. 1608.7  Affirmative action plans or programs under State or local law.

    Affirmative action plans or programs executed by agreement with
State or local government agencies, or by order of State or local
government agencies, whether entered by consent or after contested
proceedings, under statutes or ordinances described in title VII, will
be reviewed by the Commission in light of the similar purposes of title
VII and such statutes and ordinances. Accordingly, the Commission will
process title VII complaints involving such affirmative action plans or
programs under this section.
    (a) Procedures for review of plans or programs. If adherence to an
affirmative action plan or program executed pursuant to a State statute
or local ordinance described in title VII is the

[[Page 242]]

basis of a complaint filed under title VII or is alleged to be the
justification for an action which is challenged under Title VII, the
Commission will investigate to determine:
    (1) Whether the affirmative action plan or program was executed by
an employer, labor organization, or person subject to the statute or
ordinance,
    (2) Whether the agreement was approved by an appropriate official of
the State or local government, and
    (3) Whether adherence to the plan or program was the basis of the
complaint or justification.
    (1) Previously approved plans or programs. If the Commission finds
the facts described in paragraph (a) of this section, the Commission
will, in accordance with the ``substantial weight'' provisions of
section 706 of the Act, find no reasonable cause where appropriate.
    (2) Plans or programs not previously approved. If the plan or
program has not been approved by an appropriate official of the State or
local government, the Commission will follow the procedure of Sec.
1608.10 of these Guidelines. If the Commission finds that the plan or
program does conform to these Guidelines, the Commission will make a
determination of no reasonable cause as set forth in Sec. 1608.10(a).
    (b) Reliance on these guidelines. In addition, if the affirmative
action plan or program has been adopted in good faith reliance on these
Guidelines, the provisions of section 713(b)(1) and Sec. 1608.10(b), of
this part, may be asserted by the respondent.



Sec. 1608.8  Adherence to court order.

    Parties are entitled to rely on orders of courts of competent
jurisdiction. If adherence to an Order of a United States District Court
or other court of competent jurisdiction, whether entered by consent or
after contested litigation, in a case brought to enforce a Federal,
State, or local equal employment opportunity law or regulation, is the
basis of a complaint filed under title VII or is alleged to be the
justification for an action which is challenged under title VII, the
Commission will investigate to determine:
    (a) Whether such an Order exists and
    (b) Whether adherence to the affirmative action plan which is part
of the Order was the basis of the complaint or justification.

If the Commission so finds, it will issue a determination of no
reasonable cause. The Commission interprets title VII to mean that
actions taken pursuant to the direction of a Court Order cannot give
rise to liability under title VII.



Sec. 1608.9  Reliance on directions of other government agencies.

    When a charge challenges an affirmative action plan or program, or
when such a plan or program is raised as justification for an employment
decision, and when the plan or program was developed pursuant to the
requirements of a Federal or State law or regulation which in part seeks
to ensure equal employment opportunity, the Commission will process the
charge in accordance with Sec. 1608.10(a). Other agencies with equal
employment opportunity responsibilities may apply the principles of
these Guidelines in the exercise of their authority.



Sec. 1608.10  Standard of review.

    (a) Affirmative action plans or programs not specifically relying on
these guidelines. If, during the investigation of a charge of
discrimination filed with the Commission, a respondent asserts that the
action complained of was taken pursuant to an in accordance with a plan
or program of the type described in these Guidelines, the Commission
will determine whether the assertion is true, and if so, whether such a
plan or program conforms to the requirements of these guidelines. If the
Commission so finds, it will issue a determination of no reasonable
cause and, where appropriate, will state that the determination
constitutes a written interpretation or opinion of the Commission under
section 713(b)(1). This interpretation may be relied upon by the
respondent and asserted as a defense in the event that new charges
involving similar facts and circumstances are thereafter filed against
the respondent, which are based on actions taken pursuant to the
affirmative action plan or program. If the Commission does not so

[[Page 243]]

find, it will proceed with the investigation in the usual manner.
    (b) Reliance on these guidelines. If a respondent asserts that the
action taken was pursuant to and in accordance with a plan or program
which was adopted or implemented in good faith, in conformity with, and
in reliance upon these Guidelines, and the self analysis and plan are in
writing, the Commission will determine whether such assertion is true.
If the Commission so finds, it will so state in the determination of no
reasonable cause and will advise the respondent that:
    (1) The Commission has found that the respondent is entitled to the
protection of section 713(b)(1) of title VII; and
    (2) That the determination is itself an additional written
interpretation or opinion of the Commission pursuant to section
713(b)(1).



Sec. 1608.11  Limitations on the application of these guidelines.

    (a) No determination of adequacy of plan or program. These
Guidelines are applicable only with respect to the circumstances
described in Sec. 1608.1(d), of this part. They do not apply to, and
the section 713(b)(1) defense is not available for the purpose of,
determining the adequacy of an affirmative action plan or program to
eliminate discrimination. Whether an employer who takes such affirmative
action has done enough to remedy such discrimination will remain a
question of fact in each case.
    (b) Guidelines inapplicable in absence of affirmative action. Where
an affirmative action plan or program does not exist, or where the plan
or program is not the basis of the action complained of, these
Guidelines are inapplicable.
    (c) Currency of plan or program. Under section 713(b)(1), persons
may rely on the plan or program only during the time when it is current.
Currency is related to such factors as progress in correcting the
conditions disclosed by the self analysis. The currency of the plan or
program is a question of fact to be determined on a case by case basis.
Programs developed under Executive Order 11246, as amended, will be
deemed current in accordance with Department of Labor regulations at 41
CFR chapter 60, or successor orders or regulations.



Sec. 1608.12  Equal employment opportunity plans adopted pursuant to
section 717 of title VII.

    If adherence to an Equal Employment Opportunity Plan, adopted
pursuant to section 717 of title VII, and approved by an appropriate
official of the U.S. Civil Service Commission, is the basis of a
complaint filed under title VII, or is alleged to be the justification
for an action under title VII, these Guidelines will apply in a manner
similar to that set forth in Sec. 1608.5. The Commission will issue
regulations setting forth the procedure for processing such complaints.



PART 1610_AVAILABILITY OF RECORDS--Table of Contents



          Subpart A_Production or Disclosure Under 5 U.S.C. 552

Sec.
1610.1 Definitions.
1610.2 Statutory requirements.
1610.3 Purpose and scope.
1610.4 Public reference facilities and current index.
1610.5 Request for records.
1610.6 Records of other agencies.
1610.7 Where to make request; form.
1610.8 Authority to determine.
1610.9 Responses: timing.
1610.10 Responses: form and content.
1610.11 Appeals to the Legal Counsel from initial denials.
1610.13 Maintenance of files.
1610.14 Waiver of user charges.
1610.15 Schedule of fees and method of payment for services rendered.
1610.16 Payment of fees.
1610.17 Exemptions.
1610.18 Information to be disclosed.
1610.19 Predisclosure notification procedures for confidential
          commercial information.
1610.20 [Reserved]
1610.21 Annual report.

  Subpart B_Production in Response to Subpenas or Demands of Courts or
                            Other Authorities

1610.30 Purpose and scope.
1610.32 Production prohibited unless approved by the Legal Counsel.
1610.34 Procedure in the event of a demand for production or disclosure.
1610.36 Procedure in the event of an adverse ruling.


[[Page 244]]


    Authority: 42 U.S.C. 2000e-12(a), 5 U.S.C. 552 as amended by Pub. L.
93-502, Pub. L. 99-570, and Pub. L. 105-231; for Sec. 1610.15,
nonsearch or copy portions are issued under 31 U.S.C. 9701.



          Subpart A_Production or Disclosure Under 5 U.S.C. 552



Sec. 1610.1  Definitions.

    (a) Title VII refers to title VII of the Civil Rights Act of 1964,
as amended by Public Law 92-261, 42 U.S.C. (Supp. II) 2000e et seq.
    (b) Commission refers to the Equal Employment Opportunity
Commission.
    (c) Freedom of Information Act refers to 5 U.S.C. 552 (Pub. L. 90-23
as amended by Pub. L. 93-502).
    (d) Commercial use refers to a use or purpose by the requester of
information for the information that furthers the requester's
commercial, trade or profit interests. Requests for charge files by
profit-making entities, other than educational and noncommercial
scientific institutions and representatives of the new media, shall be
considered for commercial use unless the request demonstrates a
noncommercial use.
    (e) Direct costs refers to those expenses that EEOC actually incurs
in searching for and duplicating (and, in the case of commercial
requesters, reviewing) records to respond to a request. Direct costs
include, for example, the salary of the employee performing the work
(the basic rate of pay for the employee plus 16 percent of that rate to
cover benefits) and the cost of operating duplicating machinery. Not
included in direct costs are overhead expenses such as costs of space
and heating or lighting of the facility in which the records are stored.
    (f) Search refers to the time spent looking for and retrieving
material that is responsive to a request. It includes page-by-page or
line-by-line identification of information within documents and also
includes reasonable efforts to locate and retrieve information from
records maintained in electronic formats. EEOC employees should ensure
that searching for materials is done in the most efficient and least
expensive manner reasonably possible. For example, employees shall not
search line-by-line when merely duplicating a document would be quicker
and less expensive.
    (g) Duplication refers to the process of making a copy of a record
or document necessary to respond to a FOIA request. Such copies can take
the form of paper copy, microform, audio-visual materials, electronic
formats (for example magnetic tape or disk), among others. Employees
shall honor a requester's specified preference of format of disclosure
if the record is readily reproducible with reasonable efforts in the
requested format by the office responding to the request.
    (h) Attestation refers to the authentication of copies of Commission
documents by an affidavit or unsworn declaration from the records
custodian without the Commission Seal.
    (i) Certification refers to the authentication of copies of
Commission documents by an affidavit or unsworn declaration from the
records custodian under the Commission Seal.
    (j) Agency record includes any information maintained for an agency
by an entity under Government contract, for the purposes of records
management.
    (k) Fee category means one of the three categories that agencies
place requesters in for the purpose of determining whether a requester
will be charged fees for search, review and duplication, including
commercial requesters, non-commercial scientific or educational
institutions or news media requesters, and all other requesters.
    (l) Fee waiver means the waiver or reduction of processing fees if a
requester can demonstrate that certain statutory standards are satisfied
including that the information is in the public interest and is not
requested for a commercial interest.
    (m) FOIA Public Liaison means an agency official who is responsible
for assisting in reducing delays, increasing transparency and
understanding of the status of requests, and assisting in the resolution
of disputes.
    (n) News refers to information about current events that would be of
current interest to the public.
    (o) Representative of the news media refers to any person or entity
that gathers information of potential interest to

[[Page 245]]

a segment of the public, uses its editorial skills to turn the raw
materials into a distinct work, and distributes that work to an
audience. Examples of news media entities are television or radio
stations broadcasting to the public at large and publishers of
periodicals (but only if such entities qualify as disseminators of
``news'') who make their products available for purchase by,
subscription by, or free distribution to, the general public. As methods
of news delivery evolve (for example, the implementation of electronic
dissemination of newspapers through telecommunication services), such
alternative media shall be considered to be news-media services. A
freelance journalist shall be regarded as working for a news-media
entity if the journalist can demonstrate a solid basis for expecting
publication through that entity, whether or not the journalist is
actually employed by the entity. A publication contract would present a
solid basis for such an expectation; the Commission may also consider
the past publication record of the requester in making such a
determination.

[40 FR 8171, Feb. 26, 1975, as amended at 52 FR 13830, Apr. 27, 1987; 70
FR 57511, Oct. 3, 2005; 78 FR 36650, June 19, 2013]



Sec. 1610.2  Statutory requirements.

    5 U.S.C. 552(a)(3) requires each Agency, upon request for reasonably
described records made in accordance with published rules stating the
time, place, fees, if any, and procedure to be followed, to make such
records promptly available to any person. 5 U.S.C. 552(b) exempts
specified classes of records from the public access requirements of 5
U.S.C. 552(a) and permits them to be withheld.

[40 FR 8171, Feb. 26, 1975]



Sec. 1610.3  Purpose and scope.

    This subpart contains the regulations of the Equal Employment
Opportunity Commission implementing 5 U.S.C. 552. The regulations of
this subpart provide information concerning the procedures by which
records may be obtained from all organizational units within the
Commission. Official records of the Commission made available pursuant
to the requirements of 5 U.S.C. 552 shall be furnished to members of the
public only as prescribed by this subpart. Officers and employees of the
Commission may continue to furnish to the public, informally and without
compliance with the procedures prescribed herein, information and
records which prior to the enactment of 5 U.S.C. 552 were furnished
customarily in the regular performance of their duties. To the extent
that it is not prohibited by other laws, the Commission also will make
available records which it is authorized to withhold under 5 U.S.C. 552
whenever it determines that such disclosure is in the public interest.



Sec. 1610.4  Public reference facilities and current index.

    (a) The Commission will maintain in a public reading area located in
the Commission's library at 131 M Street, NE., Washington, DC 20507, the
materials which are required by 5 U.S.C. 552(a)(2) and 552(a)(5) to be
made available for public inspection and copying. Any such materials
created on or after November 1, 1996 may also be accessed through the
Internet at http://www.eeoc.gov. The Commission will maintain and make
available for public inspection and copying in this public reading area
a current index providing identifying information for the public as to
any matter which is issued, adopted, or promulgated after July 4, 1967,
and which is required to be indexed by 5 U.S.C. 552(a)(2). The
Commission in its discretion may, however, include precedential
materials issued, adopted, or promulgated prior to July 4, 1967. The
Commission will also maintain on file in this public reading area all
material published by the Commission in the Federal Register and
currently in effect.
    (b) The Commission offices designated in Sec. 1610.4(c) shall
maintain and make available for public inspection and copying a copy of:
    (1) The Commission's notices and regulatory amendments which are not
yet published in the Code of Federal Regulations;
    (2) The Commission's annual reports;
    (3) The Commission's Compliance Manual;

[[Page 246]]

    (4) Blank forms relating to the Commission's procedures as they
affect the public;
    (5) The Commission's Orders (agency directives);
    (6) ``CCH Equal Employment Opportunity Commission Decisions'' (1973
and 1983); and
    (7) Commission awarded contracts.
    (c) The Commission's District Offices with public reading areas are:

Atlanta District Office, Sam Nunn Atlanta Federal Center, 100 Alabama
Street, SW., Suite 4R30, Atlanta, GA 30303 (includes the Savannah Local
Office).
Birmingham District Office, Ridge Park Place, 1130 22nd Street South,
Suite 2000, Birmingham, AL 35205-2397 (includes the Jackson Area Office
and the Mobile Local Office).
Charlotte District Office, 129 West Trade Street, Suite 400, Charlotte,
NC 28202 (includes the Raleigh Area Office, the Greensboro Local Office,
the Greenville Local Office, the Norfolk Local Office, and the Richmond
Local Office).
Chicago District Office, 500 West Madison Street, Suite 2000, Chicago,
IL 60661 (includes the Milwaukee Area Office and the Minneapolis Area
Office).
Dallas District Office, 207 S. Houston Street, 3rd Floor, Dallas, TX
75202-4726 (includes the San Antonio Field Office and the El Paso Area
Office).
Houston District Office, Total Plaza, 1201 Louisiana Street, 6th Floor,
Houston, TX 77002 (includes the New Orleans Field Office).
Indianapolis District Office, 101 West Ohio Street, Suite 1900,
Indianapolis, IN 46204-4203 (includes the Detroit Field Office, the
Cincinnati Area Office, and the Louisville Area Office).
Los Angeles District Office, Roybal Federal Building, 255 East Temple
Street, 4th Floor, Los Angeles, CA 90012 (includes the Fresno Local
Office, the Honolulu Local Office, the Las Vegas Local Office, and the
San Diego Local Office).
Memphis District Office, 1407 Union Avenue, 9th Floor, Memphis, TN 38104
(includes the Little Rock Area Office, and the Nashville Area Office).
Miami District Office, Miami Tower, 100 SE 2nd Street, Suite 1500,
Miami, FL 33131 (includes the Tampa Field Office and the San Juan Local
Office).
New York District Office, 33 Whitehall Street, 5th Floor, New York, NY
10004 (includes the Boston Area Office, the Newark Area Office, and the
Buffalo Local Office).
Philadelphia District Office, 801 Market Street, Suite 1300,
Philadelphia, PA 19107-3127 (includes the Baltimore Field Office, the
Cleveland Field Office, and the Pittsburgh Area Office).
Phoenix District Office, 3300 N. Central Avenue, Suite 690, Phoenix, AZ
85012-2504 (includes the Denver Field Office, and the Albuquerque Area
Office).
San Francisco District Office, 350 The Embarcadero, Suite 500, San
Francisco, CA 94105-1260 (includes the Seattle Field Office, the Oakland
Local Office, and the San Jose Local Office).
St. Louis District Office, Robert A. Young Federal Building, 1222 Spruce
Street, Room 8100, St. Louis, MO 63103 (includes the Kansas City Area
Office, and the Oklahoma City Area Office).

[78 FR 36650, June 19, 2013]



Sec. 1610.5  Request for records.

    (a) A written request for inspection or copying of a record of the
Commission may be presented in person, or by mail, or by fax, or by
email, or through https://egov.eeoc.gov/foia/ to the Commission employee
designated in Sec. 1610.7. Every request, regardless of format, must
contain the requester's name and may identify a non-electronic mailing
address. In-person requests must be presented during business hours on
any business day.
    (b) A request must be clearly and prominently identified as a
request for information under the ``Freedom of Information Act.'' If
submitted by mail, or otherwise submitted under any cover, the envelope
or other cover must be similarly identified.
    (c) A respondent must always provide a copy of the ``Filed'' stamped
court complaint when requesting a copy of a charge file. The charging
party must provide a copy of the ``Filed'' stamped court complaint when
requesting a copy of the charge file if the Notice of Right to Sue has
expired.
    (d) Each request must contain information which reasonably describes
the records sought and, when known, should contain a name, date, subject
matter and location for the record requested in order to permit the
record to be promptly located.
    (e) Where a request is not considered reasonably descriptive or
requires the production of voluminous records, or necessitates the
utilization of a considerable number of work hours to the detriment of
the business of the Commission, the Commission may require the person
making the request or such

[[Page 247]]

person's agent to confer with a Commission representative in order to
attempt to verify the scope of the request and, if possible, narrow such
request.

[40 FR 8171, Feb. 26, 1975, as amended at 56 FR 29578, June 28, 1991; 63
FR 1341, Jan. 9, 1998; 78 FR 36651, June 19, 2013]



Sec. 1610.6  Records of other agencies.

    Requests for records that originated in another Agency and are in
the custody of the Commission will be referred to that Agency and the
person submitting the request shall be so notified. The decision made by
that Agency with respect to such records will be honored by the
Commission.

[78 FR 36651, June 19, 2013]



Sec. 1610.7  Where to make request; form.

    (a) Requests for the following types of records shall be submitted
to the District Director for the pertinent district, field, area, or
local office, at the district office address listed in Sec. 1610.4(c)
or, in the case of the Washington Field Office, shall be submitted to
the Field Office Director at 131 M Street, NE., Fourth Floor,
Washington, DC 20507.
    (1) Information about current or former employees of an office;
    (2) Existing non-confidential statistical data related to the case
processing of an office;
    (3) Agreements between the Commission and State or local fair
employment agencies operating within the jurisdiction of an office; or
    (4) Materials in office investigative files related to charges
under: Title VII of the Civil Rights Act of 1964 (42 U.S.C. 2000e et
seq.); the Equal Pay Act (29 U.S.C. 206(d)); the Age Discrimination in
Employment Act of 1967 (29 U.S.C. 621 et seq.); the Americans with
Disabilities Act of 1990 (42 U.S.C. 12101 et seq.); or the Genetic
Information Nondiscrimination Act of 2008 (42 U.S.C. 2000ff et seq.).
    (b) A request for any record which does not fall within the ambit of
paragraph (a) of this section, or a request for any record the location
of which is unknown to the person making the request, shall be submitted
in writing to the Assistant Legal Counsel, FOIA Programs, U.S. Equal
Employment Opportunity Commission, by mail to 131 M Street, NE., Suite
5NW02E, Washington, DC 20507, or by fax to (202) 663-4679, or by email
to [email protected], or by Internet to https://egov.eeoc.gov/foia/.
    (c) Any Commission officer or employee who receives a written
Freedom of Information Act request shall promptly forward it to the
appropriate official specified in paragraph (a) or (b) of this section.
Any Commission officer or employee who receives an oral request under
the Freedom of Information Act shall inform the person making the
request that it must be in writing and also inform such person of the
provisions of this subpart.

[45 FR 40604, June 16, 1980, as amended at 47 FR 46275, Oct. 18, 1982;
52 FR 4902, Feb. 18, 1987; 54 FR 32062, Aug. 4, 1989; 56 FR 29578, June
28, 1991; 71 FR 26830, May 9, 2006; 74 FR 3430, Jan. 21, 2009; 74 FR
63983, Dec. 7, 2009; 78 FR 36651, June 19, 2013]



Sec. 1610.8  Authority to determine.

    The Assistant Legal Counsel, FOIA Programs, the District Director,
or the District Director's designee, when receiving a request pursuant
to these regulations, shall grant or deny such request. That decision
shall be final, subject only to administrative review as provided in
Sec. 1610.11 of this subpart.

[78 FR 36651, June 19, 2013]



Sec. 1610.9  Responses: timing.

    (a) The EEOC utilizes a multitrack system for responding to FOIA
requests. After review, a FOIA request is placed on one of three tracks:
the simple track, the complex track, or the expedited track. EEOC
distinguishes between simple and complex track requests based on the
amount of work and time needed to process the request.
    (b) The Assistant Legal Counsel, FOIA Programs, the District
Director, or the District Director's designee shall, within 10 days from
receipt of a request, notify the requester in writing of the date EEOC
received the request, the expected date of issuance of the
determination, the individualized FOIA tracking number assigned to the
request, and the telephone number or Internet site where requesters may
inquire about the status of their request.
    (c) If a FOIA request is submitted to the incorrect EEOC-FOIA
office, that

[[Page 248]]

office shall forward the misdirected request to the appropriate EEOC-
FOIA office within 10 business days. If a misdirected request is
forwarded to the correct EEOC-FOIA office more than 10 business days
after its receipt by the EEOC, then, pursuant to 5 U.S.C. 552(a)(6)(A),
the statutory 20 business days to respond to the request is reduced by
the number of days in excess of 10 that it took the EEOC to forward the
request to the correct EEOC-FOIA office.
    (d) Within 20 business days after receipt of the request, the
Assistant Legal Counsel, FOIA Programs, the District Director, or the
District Director's designee shall either grant or deny the request for
agency records, unless additional time is required for one of the
following reasons:
    (1) It is necessary to search for and collect the requested records
from field facilities or other establishments that are separate from the
office processing the request;
    (2) It is necessary to search for, collect, and appropriately
examine a voluminous number of separate and distinct records which are
demanded in a single request; or
    (3) It is necessary to consult with another agency having a
substantial interest in the determination of the request or among two or
more components of the agency having substantial interest therein.
    (e) When additional time is required for one of the reasons stated
in paragraph (d) of this Section, the Assistant Legal Counsel, FOIA
Programs, District Director, or the District Director's designee shall,
within the statutory 20 business day period, issue to the requester a
brief written statement of the reason for the delay and an indication of
the date on which it is expected that a determination as to disclosure
will be forthcoming. If more than 10 additional business days are
needed, the requester shall be notified and provided an opportunity to
limit the scope of the request or to arrange for an alternate time frame
for processing the request.
    (f)(1) A request for records may be eligible for expedited
processing if the requester demonstrates a compelling need. For the
purposes of this section, compelling need means:
    (i) That the failure to obtain the records on an expedited basis
could reasonably be expected to pose an imminent threat to the life or
physical safety of an individual; or
    (ii) That the requester is a representative of the news media as
described in Sec. 1610.1(o) and there is an urgency to inform the
public concerning actual or alleged Federal government activity.
    (2) A requester who seeks expedited processing must submit a
statement, certified to be true and correct to the best of that person's
knowledge and belief, explaining in detail the basis for requesting
expedited processing. A determination on the request for expedited
processing will be made and the requester notified within 10 calendar
days. The Legal Counsel or designee, or the Assistant Legal Counsel,
FOIA Programs, as appropriate, shall promptly respond to any appeal of
the denial of a request for expedited processing.
    (g) The Commission may toll the statutory time period to issue its
determination on a FOIA request one time during the processing of the
request to obtain clarification from the requester. The statutory time
period to issue the determination on disclosure is tolled until EEOC
receives the information reasonably requested from the requester. The
agency may also toll the statutory time period to issue the
determination to clarify with the requester issues regarding fees. There
is no limit on the number of times the agency may request clarifying fee
information from the requester.

[78 FR 36651, June 19, 2013]



Sec. 1610.10  Responses: form and content.

    (a) Once a requested record is identified and available, the
requester will be notified of when and where the record will be made
available and the cost assessed for processing the request. Records
shall be made available in the form or format indicated by the
requester, if the record is readily reproducible in that form or format.
Fees for processing requests will be determined in accordance with the
schedule set forth in Sec. 1610.15. Checks shall be made payable to the
Treasurer of the United States.

[[Page 249]]

    (b) A reply either granting or denying a written request for a
record shall be in writing, signed by the Assistant Legal Counsel, FOIA
Programs, the District Director, or the District Director's designee,
and shall include:
    (1) His or her name and title, telephone number, and email address;
    (2) A reference to the specific exemption under the Freedom of
Information Act authorizing the withholding of the record and a brief
explanation of how the exemption applies to the record withheld, or a
statement that, after diligent effort, the requested records have not
been found or have not been adequately examined during the time allowed
under Sec. 1610.9 (d), and that the denial will be reconsidered as soon
as the search or examination is complete; and
    (3) A written statement that the denial may be appealed to the Legal
Counsel, or Assistant Legal Counsel, FOIA Programs, as appropriate,
within 30 calendar days of receipt of the denial or partial denial.
    (c) When a request for records is denied, the Commission shall
provide to the requester a written statement identifying the estimated
volume of denied material unless providing such estimate would harm an
interest protected by the exemptions in 5 U.S.C. 522(b). When a
reasonably segregable portion of a record is provided, the amount of
information deleted from the released portion and, to the extent
technically feasible, the place in the record where such deletion was
made, and the exemption upon which the deletion was based, shall be
indicated on the record provided to the requester.
    (d) If a requested record cannot be located from the information
supplied, or is known to have been destroyed or otherwise disposed of,
the person making the request shall be so notified.

[40 FR 8171, Feb. 26, 1975, as amended at 52 FR 4902, Feb. 18, 1987; 56
FR 29579, June 28, 1991; 63 FR 1342, Jan. 9, 1998; 78 FR 36652, June 19,
2013]



Sec. 1610.11  Appeals to the legal counsel from initial denials.

    (a) When the Assistant Legal Counsel, FOIA Programs, the District
Director, or the District Director's designee has denied a request for
records in whole or in part, the requester may appeal within 30 calendar
days of receipt of the determination letter. The appeal must be in
writing, addressed to the Legal Counsel, or the Assistant Legal Counsel,
FOIA Programs, as appropriate, and submitted by mail to the Equal
Employment Opportunity Commission, 131 M Street, NE., Suite 5NW02E,
Washington, DC 20507, by fax to (202) 663-4679, by email to
[email protected], or by Internet to https://egov.eeoc.gov/foia/. Every
appeal filed under this section must be clearly labeled as a ``Freedom
of Information Act Appeal.'' Any appeal of a determination issued by a
District Director or the District Director's designee must include a
copy of the District Director's or the District Director's designee's
determination. If a FOIA appeal is misdirected to a District Office, the
District Office shall forward the appeal to the Legal Counsel, or the
Assistant Legal Counsel, FOIA Programs, as appropriate, within 10
business days.
    (b) The Legal Counsel or designee, or the Assistant Legal Counsel,
FOIA Programs, as appropriate, shall act upon the appeal within 20
business days of its receipt, and more rapidly if practicable. If the
decision is in favor of the person making the request, the decision
shall order that records be promptly made available to the person making
the request. The Legal Counsel or designee, or the Assistant Legal
Counsel, FOIA Programs, as appropriate, may extend the 20 business day
period in which to render a decision on an appeal for that period of
time which could have been claimed and used by the Assistant Legal
Counsel, FOIA Programs, the District Director, or the District
Director's designee under Sec. 1610.9, but which was not in fact used
in making the original determination.
    (c) The decision on appeal shall be in writing and signed by the
Legal Counsel or designee, or the Assistant Legal Counsel, FOIA
Programs, as appropriate. A denial in whole or in part of a request on
appeal shall set forth the exemption relied on, a brief explanation of
how the exemption applies to the records withheld, and the reasons for
asserting it, if different from those

[[Page 250]]

described by the Assistant Legal Counsel, FOIA Programs, the District
Director, or the District Director's designee under Sec. 1610.9. The
decision on appeal shall indicate that the person making the request
may, if dissatisfied with the decision, file a civil action in the
United States District Court for the district in which the person
resides or has his principal place of business, for the district where
the records reside, or for the District of Columbia.
    (d) No personal appearance, oral argument or hearing will ordinarily
be permitted in connection with an appeal to the Legal Counsel or the
Assistant Legal Counsel, FOIA Programs.
    (e) On appeal, the Legal Counsel or designee, or the Assistant Legal
Counsel, FOIA Programs, as appropriate, may reduce any fees previously
assessed.
    (f) In the event that the Commission terminates its proceedings on a
charge after the District Director or the District Director's designee
denies a request, in whole or in part, for the charge file but during
consideration of the requester's appeal from that denial, the request
may be remanded for redetermination. The requester retains a right to
appeal to the Assistant Legal Counsel, FOIA Programs, from the decision
on remand.
    (g) A response to an appeal will advise the requester that the 2007
amendments to FOIA created the Office of Government Information Services
(OGIS) to offer mediation services to resolve disputes between FOIA
requesters and Federal agencies as a non-exclusive alternative to
litigation. A requester may contact OGIS in any of the following ways:
Office of Government Information Services, National Archives and Records
Administration, 8601 Adelphi Road--OGIS, College Park, MD 20740; https:/
/ogis.archives.gov; [email protected]; telephone--202-741-5770;
facsimile--202-741-5769; toll-free--1-877-684-6448.

[78 FR 36652, June 19, 2013]



Sec. 1610.13  Maintenance of files.

    The Legal Counsel or designee, the Assistant Legal Counsel, FOIA
Programs, and the District Directors or designees shall maintain files
containing all material required to be retained by or furnished to them
under this subpart. The material shall be filed by individual request.

[78 FR 36653, June 19, 2013]



Sec. 1610.14  Waiver of user charges.

    (a) Except as provided in paragraph (b) of this section, the Legal
Counsel or designee, the Assistant Legal Counsel, FOIA Programs, and the
District Directors or designees shall assess fees where applicable in
accordance with Sec. 1610.15 for search, review, and duplication of
records requested. They shall also have authority to furnish documents
without any charge or at a reduced charge if disclosure of the
information is in the public interest because it is likely to contribute
significantly to public understanding of the operations or activities of
the government and is not primarily in the commercial interest of the
requester.
    (b) District directors, field directors, area directors, local
directors and the librarian are hereby authorized to collect fees where
applicable in accordance with Sec. 1610.15 for duplication of records
which are to be made available for public inspection and copying in the
district, field, area or local office, or in the headquarters library in
accordance with Sec. 1610.4(b). District directors, field directors,
area directors, local directors and the librarian are hereby authorized
to duplicate such records without charge, or at a reduced charge in
accordance with the criteria of paragraph (a) of this section.

[52 FR 13830, Apr. 27, 1987, as amended at 54 FR 32062, Aug. 4, 1989; 56
FR 29578, June 28, 1991; 63 FR 1342, Jan. 9, 1998; 71 FR 26830, May 9,
2006; 78 FR 36653, June 19, 2013]



Sec. 1610.15  Schedule of fees and method of payment for services rendered.

    (a) Fees shall be assessed in accordance with the fee schedule set
forth in paragraph (c) of this section as follows:
    (1) When records are requested for commercial use, the Commission
shall charge the full amount of its direct costs for document search,
review and duplication. The Commission shall not charge for review at
the administrative appeal level of an exemption already applied.
    (2) When records are not sought for commercial use and the request
is

[[Page 251]]

made by an educational or noncommercial scientific institution, or a
representative of the news media, the Commission shall charge the direct
costs of document duplication after the first 100 pages. The first 100
pages of duplication under paragraph (a)(2) shall be provided without
charge.
    (3) For all other record requests not falling under paragraph (a)
(1) or (2) of this section, the Commission shall charge the direct costs
for document search time after the first two hours and the direct costs
for document duplication after the first 100 pages. The first two hours
of search time and the first 100 pages of duplication under paragraph
(a)(3) shall be provided without charge.
    (b) When the Commission reasonably believes that a requester or
group of requesters is attempting to break a request down into a series
of requests for the purpose of evading the assessment of fees, the
Commission shall aggregate any such requests and charge accordingly.
    (c) Except as otherwise provided, the following specific fees for
direct costs shall be applicable with respect to services rendered to
members of the public under this subpart:
    (1) For manual search and review time:
    (i) By clerical personnel--at the rate of $5.00 per quarter hour.
    (ii) By paralegals--at the rate of $9.00 per quarter hour.
    (iii) By professional personnel--at the rate of $10.00 per quarter
hour.
    (iv) By managers--at the rate of $17.50 per quarter hour.
    (v) By SES employees--at the rate of $20.00 per quarter hour.
    (2) For computer searches of records, requesters will be charged at
the actual direct cost of providing the service. This includes the
operator/programmer salary apportionable to the search based on the
rates listed in paragraph (c)(1) of this section.
    (3) For copies made by photocopy--$0.15 per page (maximum of 10
copies). For copies prepared by computer, such as tapes or printouts,
EEOC will charge the direct cost incurred by the agency, including
operator time. For other forms of duplication, EEOC will charge the
actual costs of that duplication.
    (4) For attestation of documents--$25.00 per authenticating
affidavit or declaration. Additionally, there may be search and review
charges assessed in accordance with the rates listed in paragraph (c)(1)
of this section.
    (5) For certification of document--$50.00 per authenticating
affidavit or declaration. Additionally, there may be search and review
charges assessed in accordance with the rates listed in paragraph (c)(1)
of this section.
    (6) For each signed statement of negative result of search for
record--$10.00. Additionally, there may be search charges assessed in
accordance with the rates listed in paragraph (c)(1) of this section.
    (7) For retrieval of records from a Federal Records Center--the
amount charged to EEOC for retrieval of such records.
    (8) All other direct costs of search, review, duplication or
delivery (other than normal mail), shall be charged to the requester as
appropriate in the same amount as incurred by the agency.
    (d) The Commission shall not charge a fee if the costs of routine
collection and processing of the fee are likely to equal or exceed the
amount of the fee.
    (e) The Commission shall charge interest at the rate prescribed in
31 U.S.C. 3717, accruing from the date of billing, to those requesters
who fail to pay fees charged beginning on the 31st day following the day
on which the billing was sent.
    (f) While the fees charged for search and copying will in no event
exceed those specified in paragraph (c) of this section, the Commission
reserves the right to limit the number of copies that will be provided
of any document or to require that special arrangements for copying be
made in the case of records or requests presenting unusual problems of
reproduction or handling.
    (g) A search fee will not be charged to requesters specified in
paragraphs (a)(1) and (a)(3) of this section, and a duplication fee will
not be charged to requesters specified in paragraph (a)(2) of this
section, if the Commission issues an untimely determination and

[[Page 252]]

the untimeliness is not due to unusual or exceptional circumstances.

[52 FR 13830, Apr. 27, 1987, as amended at 63 FR 1342, Jan. 9, 1998; 70
FR 57511, Oct. 3, 2005; 78 FR 36653, June 19, 2013]



Sec. 1610.16  Payment of fees.

    (a) Unless a person making a request under the Freedom of
Information Act states that he or she will bear all assessed fees levied
by the Commission in searching for and, where applicable, reproducing
requested data, said person will be held liable for assessed fees not to
exceed $25.00. A request which the Commission expects to exceed $25.00
and which does not state acceptance of responsibility for all assessed
fees will not be deemed to have been received until the person making
the request is promptly advised of the anticipated fees and agrees to
bear them.
    (b) A search fee will be assessable notwithstanding that no records
responsive to the request or that no records not exempt from disclosure
are found.
    (c) The Commission shall require payment in full prior to the
commencement or continuation of work on a request if:
    (1) It estimates or determines that the allowable charges will
exceed $250, unless the requester has a history of prompt payment of
FOIA fees, in which case the Commission may obtain satisfactory
assurance of prompt payment; or
    (2) The requester has previously failed to pay fees within 30 days
of the date of billing.

[40 FR 8171, Feb. 26, 1975, as amended at 52 FR 13830, Apr. 27, 1987]



Sec. 1610.17  Exemptions.

    (a) 5 U.S.C. 552 exempts from all of its publication and disclosure
requirements nine categories of records which are described in 552(b).
These categories include such matters as national defense and foreign
policy information, investigatory files, internal procedures and
communications, materials exempted from disclosure by other statutes,
information given in confidence, and matters involving personal privacy.
    (b) Section 706(b) of title VII provides that the Commission shall
not make public charges which have been filed. It also provides that
(subsequent to the filing of a charge, an investigation, and a finding
that there is reasonable cause to believe that the charge is true)
nothing said or done during and as a part of the Commission's endeavors
to eliminate any alleged unlawful employment practice by informal
methods of conference, conciliation, and persuasion may be made public
by the Commission without the written consent of the parties concerned;
nor may it be used as evidence in a subsequent proceeding. Any officer
or employee of the Commission who shall make public in any manner
whatever any information in violation of section 706(b) shall be deemed
guilty of a misdemeanor and upon conviction thereof shall be fined not
more than $1,000 or imprisoned not more than 1 year.
    (c) Section 709 of title VII authorizes the Commission to conduct
investigations of charges filed under section 706, engage in cooperative
efforts with State and local agencies charged with the administration of
State or local fair employment practices laws, and issue regulations
concerning reports and record-keeping. Section (e) of section 709
provides that it shall be unlawful for any officer or employee of the
Commission to make public in any manner whatever any information
obtained by the Commission pursuant to its authority under section 709
prior to the institution of any proceeding under the act involving such
information. Any officer or employee of the Commission who shall make
public in any manner whatever any information in violation of section
709(e) shall be guilty of a misdemeanor and upon conviction thereof
shall be fined not more than $1,000 or imprisoned not more than 1 year.
    (d) Special disclosure rules apply to the case files for charging
parties, aggrieved persons on whose behalf a charge has been filed, and
entities against whom charges have been filed. The special disclosure
rules are available in the public reading areas of the Commission. Under
sections 706 and

[[Page 253]]

709, case files involved in the administrative process of the Commission
are not available to the public.
    (e) Each executed statistical reporting form required under part
1602 of this chapter, such as Employer Information Report EEO-1, etc.,
relating to a particular employer is exempt from disclosure to the
public prior to the institution of a proceeding under title VII
involving information from such form.
    (f) Section 107 of the Americans with Disabilities Act of 1990 (42
U.S.C. 12117) and section 207(a) of the Genetic Information
Nondiscrimination Act of 2008 (42 U.S.C. 2000ff-6) explicitly adopt the
powers, remedies, and procedures set forth in sections 706 and 709 of
title VII. Accordingly, the prohibitions on disclosure contained in
sections 706 and 709 of title VII as outlined in paragraphs (b), (c),
(d), and (e) of this section, apply with equal force to requests for
information related to charges and executed statistical reporting forms
filed with the Commission under the Americans with Disabilities Act or
the Genetic Information Nondiscrimination Act.
    (g) Requests for information relating to open case files covering
alleged violations of the Equal Pay Act (29 U.S.C. 206(b)) or the Age
Discrimination in Employment Act of 1967 (29 U.S.C. 621 et seq.) will
ordinarily be denied under the seventh exemption of the Freedom of
Information Act as investigatory records compiled for law enforcement
purposes.
    (h) The medical, financial, and personnel files of employees of the
Commission are exempt from disclosure to the public.

[40 FR 8171, Feb. 26, 1975, as amended at 45 FR 40605, June 16, 1980; 56
FR 29579, June 28, 1991; 74 FR 63983, Dec. 7, 2009]



Sec. 1610.18  Information to be disclosed.

    The Commission will provide the following information to the public.
This information will also be made available electronically:
    (a) The Commission will make available for inspection and copying
certain tabulations of aggregate industry, area, and other statistics
derived from the Commission's reporting programs authorized by section
709(c) of title VII, provide that such tabulations: Were previously
compiled by the Commission and are available in documentary form;
comprise an aggregation of data from not less than three responding
entities; and, do not reveal the identity of an individual or dominant
entity in a particular industry or area;
    (b) All blank forms used by the Commission;
    (c) Subject to the restrictions and procedures set forth in Sec.
1610.19, all signed contracts, final bids on all signed contracts, and
agreements between the Commission and State or local agencies charged
with the administration of State or local fair employment practices
laws;
    (d) All final reports that do not contain statutorily confidential
material in a recognizable form;
    (e) All agency correspondence to members of the public, Members of
Congress, or other persons not government employees or special
government employees, except those containing information that would
produce an invasion of privacy if made public;
    (f) All administrative staff manuals and instructions to staff that
affect members of the public unless the materials are promptly published
and copies offered for sale; and
    (g) All final votes of each Commissioner, for every Commission
meeting, except for votes pertaining to filing suit against respondents
until such litigation is commenced.
    (h) Underlying annual FOIA report data.

[56 FR 29579, June 28, 1991, as amended at 63 FR 1342, Jan. 9, 1998; 78
FR 36653, June 19, 2013]



Sec. 1610.19  Predisclosure notification procedures for confidential
commercial information.

    (a) In general. Commercial information provided to the Commission
shall not be disclosed except in accordance with this section. For the
purposes of this section, the following definitions apply:
    (1) Confidential commercial information refers to records provided
by a submitter containing information that is arguably exempt from
disclosure under 5 U.S.C. 552(b)(4), because disclosure

[[Page 254]]

could reasonably be expected to cause substantial competitive harm.
    (2) Submitter refers to any person or entity who provides
confidential commercial information to the government. The term
includes, but is not limited to, corporations, State governments, and
foreign governments.
    (b) Notice to submitter. Except as provided in paragraph (g) of this
section, the Commission shall provide a submitter with explicit notice
of a FOIA request for confidential commercial records whenever:
    (1) The Commission reasonably believes that disclosure could cause
substantial competitive harm to the submitter;
    (2) The information was submitted after January 1, 1988, and the
submitter previously, in good faith, designated the records as
confidential commercial information. Such designations shall:
    (i) Whenever possible, include a statement or certification from an
officer or authorized representative of the company that the information
is in fact confidential commercial information and has not been
disclosed to the public; and
    (ii) Expire ten years from the date of submission unless otherwise
justified.
    (c) Notice to requester. When notice is given to a submitter under
this section, the requester shall be notified that notice and
opportunity to comment are being provided to the submitter.
    (d) Opportunity of submitter to object. When notification is made
pursuant to paragraph (b) of this section, the Commission shall afford
the submitter a minimum of five business days to provide it with a
detailed statement of objections to disclosure. Such statement shall
provide precise identification of the exempted information, and the
basis for claiming it as a trade secret or as confidential information
pursuant to 5 U.S.C. 552(b)(4), the disclosure of which is likely to
cause substantial harm to the submitter's competitive position.
    (e) Notice of intent to disclose. (1) The Commission shall consider
carefully the objections of a submitter provided pursuant to paragraph
(d) of this section. When the Commission decides to disclose information
despite such objections, it shall provide the submitter with a written
statement briefly explaining why the objections were not sustained. Such
statement shall be provided a minimum of three business days prior to
the specified disclosure date, in order that the submitter may seek a
court injunction to prevent release of the records if it so chooses.
    (2) When a submitter is notified pursuant to paragraph (e)(1) of
this section, notice of the Commission's final disclosure determination
and proposed release date shall also be provided to the requester.
    (f) Notice of lawsuit. Whenever a requester brings suit seeking to
compel disclosure of confidential commercial information, the Commission
shall promptly notify the submitter of the legal action.
    (g) Exceptions to the notice requirement. The notice requirements of
this section shall not apply if:
    (1) The Commission determines that the information shall not be
disclosed;
    (2) The information is published or otherwise officially available
to the public;
    (3) Disclosure of the information is required by law (other than 5
U.S.C. 552).

[56 FR 29579, June 28, 1991, as amended at 78 FR 36653, June 19, 2013]



Sec. 1610.20  [Reserved]



Sec. 1610.21  Annual report.

    (a) The Legal Counsel shall, on or before February 1, submit
individual Freedom of Information Act reports for each principal agency
FOIA component and one for the entire agency covering the preceding
fiscal year to the Attorney General of the United States. The reports
shall include those matters required by 5 U.S.C. 552(e), and shall be
made available electronically on the agency Web site.
    (b) When and as directed by the Attorney General, the Chief FOIA
Officer, through the Office of the Chair, shall review and report to the
Attorney General on the agency's performance in implementing its
responsibilities under FOIA.

[78 FR 36653, June 19, 2013]

[[Page 255]]



  Subpart B_Production in Response to Subpenas or Demands of Courts or
                            Other Authorities



Sec. 1610.30  Purpose and scope.

    This subpart contains the regulations of the Commission concerning
procedures to be followed when a subpena, order, or other demand
(hereinafter in this subpart referred to as a ``demand'') of a court or
other authority is issued for the production or disclosure of (a) any
material contained in the files of the Commission; (b) any information
relating to material contained in the files of the Commission; or (c)
any information or material acquired by any person while such person was
an employee of the Commission as a part of the performance of his
official duties or because of his official status.

[32 FR 16261, Nov. 29, 1967]



Sec. 1610.32  Production prohibited unless approved by the Legal
Counsel.

    No employee or former employee of the Commission shall, in response
to a demand of a court or other authority, produce any material
contained in the files of the Commission or disclose any information or
produce any material acquired as part of the performance of his official
duties or because of his official status without the prior approval of
the Legal Counsel.

[32 FR 16261, Nov. 29, 1967, as amended at 47 FR 46275, Oct. 18, 1982]



Sec. 1610.34  Procedure in the event of a demand for production or
disclosure.

    (a) Whenever a demand is made upon an employee or former employee of
the Commission for the production of material or the disclosure of
information described in Sec. 1610.30, he shall immediately notify the
Legal Counsel. If possible, the Legal Counsel shall be notified before
the employee or former employee concerned replies to or appears before
the court or other authority.
    (b) If response to the demand is required before instructions from
the Legal Counsel are received, an attorney designated for that purpose
by the Commission shall appear with the employee or former employee upon
whom the demand has been made, and shall furnish the court or other
authority with a copy of the regulations contained in this part and
inform the court or other authority that the demand has been or is
being, as the case may be, referred for prompt consideration by the
Legal Counsel. The court or other authority shall be requested
respectfully to stay the demand pending receipt of the requested
instructions from the Legal Counsel.

[32 FR 16261, Nov. 29, 1967, as amended at 47 FR 46275, Oct. 18, 1982;
63 FR 1342, Jan. 9, 1998]



Sec. 1610.36  Procedure in the event of an adverse ruling.

    If the court or other authority declines to stay the effect of the
demand in response to a request made in accordance with Sec. 1610.34(b)
pending receipt of instructions from the Legal Counsel, or if the court
or other authority rules that the demand must be complied with
irrespective of the instructions from the Legal Counsel not to produce
the material or disclose the information sought, the employee or former
employee upon whom the demand has been made shall respectfully decline
to comply with the demand (United States ex rel. Touhy v. Ragen, 340
U.S. 462 (1951)).

[32 FR 16261, Nov. 29, 1967, as amended at 47 FR 46275, Oct. 18, 1982]



PART 1611_PRIVACY ACT REGULATIONS--Table of Contents



Sec.
1611.1 Purpose and scope.
1611.2 Definitions.
1611.3 Procedures for requests pertaining to individual records in a
          record system.
1611.4 Times, places, and requirements for identification of individuals
          making requests.
1611.5 Disclosure of requested information to individuals.
1611.6 Special procedures: Medical records.
1611.7 Request for correction or amendment to record.
1611.8 Agency review of request for correction or amendment to record.
1611.9 Appeal of initial adverse agency determination on correction or
          amendment.
1611.10 Disclosure of record to person other than the individual to whom
          it pertains.

[[Page 256]]

1611.11 Fees.
1611.12 Penalties.
1611.13 Specific Exemptions--Charge and complaint files.
1611.14 Exemptions--Office of Inspector General Files.
1611.15 Exemption--EEOC Personnel Security Files.

    Authority: 5 U.S.C. 552a.

    Source: 42 FR 7949, Feb. 8, 1977, unless otherwise noted.



Sec. 1611.1  Purpose and scope.

    This part contains the regulations of the Equal Employment
Opportunity Commission (the Commission) implementing the Privacy Act of
1974, 5 U.S.C. 552a. It sets forth the basic responsibilities of the
Commission under the Privacy Act (the Act) and offers guidance to
members of the public who wish to exercise any of the rights established
by the Act with regard to records maintained by the Commission. All
records contained in system EEOC/GOVT-1, including those maintained by
other agencies, are subject to the Commission's Privacy Act regulations.
Requests for access to, an accounting of disclosures for, or amendment
of records in EEOC/GOVT-1 must be processed by agency personnel in
accordance with this part. Commission records that are contained in a
government-wide system of records established by the U.S. Office of
Personnel Management (OPM), the General Services Administration (GSA),
the Merit Systems Protection Board (MSPB), the Office of Government
Ethics (OGE) or the Department of Labor (DOL) for which those agencies
have published systems notices are subject to the publishing agency's
Privacy Act regulations. Where the government-wide systems notices
permit access to these records through the employing agency, an
individual should submit requests for access to, for amendment of or for
an accounting of disclosures to the Commission offices as indicated in
Sec. 1611.3(b).

[56 FR 29580, June 28, 1991]



Sec. 1611.2  Definitions.

    For purposes of this part, the terms individual, maintain, record,
and system of records shall have the meanings set forth in 5 U.S.C.
552a.



Sec. 1611.3  Procedures for requests pertaining to individual records
in a record system.

    (a) Any person who wishes to be notified if a system of records
maintained by the Commission contains any record pertaining to him or
her, or to request access to such record or to request an accounting of
disclosures made of such record, shall submit a written request, either
in person or by mail, in accordance with the instructions set forth in
the system notice published in the Federal Register. The request shall
include:
    (1) The name of the individual making the request;
    (2) The name of the system of records (as set forth in the system
notice to which the request relates);
    (3) Any other information specified in the system notice; and
    (4) When the request is for access to records, a statement
indicating whether the requester desires to make a personal inspection
of the records or be supplied with copies by mail.
    (b) Requests pertaining to records contained in a system of records
established by the Commission and for which the Commission has published
a system notice should be submitted to the person or office indicated in
the system notice. Requests pertaining to Commission records contained
in the government-wide systems of records listed below should be
submitted as follows:
    (1) For systems OPM/GOVT-1 (General Personnel Records), OPM/GOVT-2
(Employee Performance File System Records), OPM/GOVT-3 (Records of
Adverse Actions and Actions Based on Unacceptable Performance), OPM/
GOVT-5 (Recruiting, Examining and Placement Records), OPM/GOVT-6
(Personnel Research and Test Validation Records), OPM/GOVT-9 (Files on
Position Classification Appeals, Job Grading Appeals and Retained Grade
or Pay Appeals), OPM/GOVT-10 (Employee Medical File System Records) and
DOL/ESA-13 (Office of Workers' Compensation Programs, Federal Employees'
Compensation File), to the Director of Personnel Management Services,
EEOC, 131 M Street, NE., Washington, DC 20507;

[[Page 257]]

    (2) For systems OGE/GOVT-1 (Executive Branch Public Financial
Disclosure Reports and Other Ethics Program Records), OGE/GOVT-2
(Confidential Statements of Employment and Financial Interests) and
MSPB/GOVT-1 (Appeal and Case Records), to the Legal Counsel, EEOC, 131 M
Street, NE., Washington, DC 20507;
    (3) For system OPM/GOVT-7 (Applicant Race, Sex, National Origin, and
Disability Status Records), to the Director of the Office of Equal
Employment Opportunity, EEOC, 1801 L Street, NW., Washington, DC 20507;
    (4) For systems GSA/GOVT-3 (Travel Charge Card Program) and GSA/
GOVT-4 (Contracted Travel Services Program) to the Director of Financial
and Resource Management Services, EEOC, 131 M Street, NE., Washington,
DC 20507.
    (c) Any person whose request for access under paragraph (a) of this
section is denied, may appeal that denial in accordance with Sec.
1611.5(c).

[42 FR 7949, Feb. 8, 1977, as amended at 56 FR 29581, June 28, 1991; 74
FR 3430, Jan. 21, 2009]



Sec. 1611.4  Times, places, and requirements for identification of
individuals making requests.

    (a) If a person submitting a request for access under Sec. 1611.3
has asked that the Commission authorize a personal inspection of records
pertaining to that person, and the appropriate Commission official has
granted that request the requester shall present himself or herself at
the time and place specified in the Commission's response or arrange
another, mutually convenient time with the appropriate Commission
official.
    (b) Prior to inspection of the records, the requester shall present
sufficient personal identification (e.g., driver's license, employee
identification card, social security card, credit cards). If the
requester is unable to provide such identification, the requester shall
complete and sign in the presence of a Commission official a signed
statement asserting his or her identity and stipulating that he or she
understands that knowingly or willfully seeking or obtaining access to
records about another individual under false pretenses is a misdemeanor
punishable by fine up to $5,000.
    (c) Any person who has requested access under Sec. 1611.3 to
records through personal inspection, and who wishes to be accompanied by
another person or persons during this inspection, shall submit a written
statement authorizing disclosure of the record in such person's or
person's presence.
    (d) If an individual submitting a request by mail under Sec. 1611.3
wishes to have copies furnished by mail, he or she must include with the
request a signed and notarized statement asserting his or her identity
and stipulating that he or she understands that knowlingly or willfully
seeking or obtaining access to records about another individual under
false pretenses is a misdemeanor punishable by fine up to $5,000.
    (e) A request filed by the parent of any minor or the legal guardian
of any incompetent person shall: state the relationship of the requester
to the individual to whom the record pertains; present sufficient
identification; and, if not evident from information already available
to the Commission, present appropriate proof of the relationship or
guardianship.
    (f) A person making a request pursuant to a power of attorney must
possess a specific power of attorney to make that request.
    (g) No verification of identity will be required where the records
sought are publicly available under the Freedom of Information Act.



Sec. 1611.5  Disclosure of requested information to individuals.

    (a) Upon receipt of request for notification as to whether the
Commission maintains a record about an individual and/or request for
access to such record:
    (1) The appropriate Commission official shall acknowledge such
request in writing within 10 working days of receipt of the request.
Wherever practicable, the acknowledgement should contain the
notification and/or determination required in paragraph (a) (2) of this
section.
    (2) The appropriate Commission official shall provide, within 30
working days of receipt of the request, written

[[Page 258]]

notification to the requester as to the existence of the records and/or
a determination as to whether or not access will be granted. In some
cases, such as where records have to be recalled from the Federal
Records Center, notification and/or a determination of access may be
delayed. In the event of such a delay, the Commission official shall
inform the requester of this fact, the reasons for the delay, and an
estimate of the date on which notification and/or a determination will
be forthcoming.
    (3) If access to a record is granted, the determination shall
indicate when and where the record will be available for personal
inspection. If a copy of the record has been requested, the Commission
official shall mail that copy or retain it at the Commission to present
to the individual, upon receipt of a check or money order in an amount
computed pursuant to Sec. 1611.11.
    (4) When access to a record is to be granted, the appropriate
Commission official will normally provide access within 30 working days
of receipt of the request unless, for good cause shown, he or she is
unable to do so, in which case the requester shall be informed within 30
working days of receipt of the request as to those reasons and when it
is anticipated that access will be granted.
    (5) The Commission shall not deny any request under Sec. 1611.3
concerning the existence of records about the requester in any system of
records it maintains, or any request for access to such records, unless
that system is exempted from the requirements of 5 U.S.C. 552a in
Sec. Sec. 1611.13, 1611.14, or 1611.15.
    (6) If the Commission receives a request pursuant to Sec. 1611.3
for access to records in a system of records it maintains which is so
exempt, the appropriate Commission official shall deny the request.
    (b) Upon request, the appropriate Commission official shall make
available an accounting of disclosures pursuant to 5 U.S.C. 552a(c)(3),
unless that system is exempted from the requirements of 5 U.S.C. 552a in
Sec. Sec. 1611.13, 1611.14, or 1611.15.
    (c) If a request for access to records is denied pursuant to
paragraph (a) or (b) of this section, the determination shall specify
the reasons for the denial and advise the individual how to appeal the
denial. If the request pertains to a system of records for which the
Commission has published a system notice, any appeal must be submitted
in writing to the Legal Counsel, EEOC, 131 M Street, NE., Washington, DC
20507. If the request pertains to a government-wide system of records
any appeal should be in writing, identified as a Privacy Act appeal and
submitted as follows:
    (1) For systems established by OPM and for which OPM has published a
system notice, to the Assistant Director for Workforce Information,
Personnel Systems and Oversight Group, OPM, 1900 E Street, NW.,
Washington, DC 20415. The OPM Privacy Act regulations, 5 CFR 297.207,
shall govern such appeals.
    (2) For systems established by OGE and for which OGE has published a
system notice, to the Privacy Act Officer, Office of Government Ethics,
1201 New York Avenue, NW., Suite 500, Washington, DC 20005-3917. The OGE
Privacy Act regulations, 5 CFR part 2606, shall govern such appeals.
    (3) For the system established by MSPB and for which MSPB has
published a system notice, to the Deputy Executive Director for
Management, U.S. Merit Systems Protection Board, 1120 Vermont Avenue,
NW., Washington, DC 20419. The MSPB Privacy Act regulations, 5 CFR part
1205, shall govern such appeals.
    (4) For systems established by GSA and for which GSA has published a
system notice, to GSA Privacy Act Officer, General Services
Administration (ATRAI), Washington, DC 20405. The GSA Privacy Act
regulations, 41 CFR 105-64.301-5, shall govern such appeals.
    (5) For the system established by DOL and for which DOL has
published a system notice, to the Solicitor of Labor, Department of
Labor, 200 Constitution Avenue, NW., Washington, DC 20210. The DOL
Privacy Act regulations, 29 CFR 70a.9, shall govern such appeals.
    (d) In the event that access to a record is denied on appeal by the
Legal Counsel or the Legal Counsel's designee, the requestor shall be
advised of his or her right to bring a civil action

[[Page 259]]

in Federal district court for review of the denial in accordance with 5
U.S.C. 552a(g).
    (e) Nothing in 5 U.S.C. 552a or this part allows an individual
access to any information compiled in reasonable anticipation of a civil
action or proceeding.

[42 FR 7949, Feb. 8, 1977, as amended at 56 FR 29581, June 28, 1991; ;
74 FR 3430, Jan. 21, 2009; 74 FR 6831, Feb. 11, 2009]



Sec. 1611.6  Special procedures: Medical records.

    In the event the Commission receives a request pursuant to Sec.
1611.3 for access to medical records (including psychological records)
whose disclosure of which the appropriate Commission official determines
could be harmful to the individual to whom they relate, he or she may
refuse to disclose the records directly to the requester but shall
transmit them to a physician designated by that individual.



Sec. 1611.7  Request for correction or amendment to record.

    (a) Any person who wishes to request correction or amendment of any
record pertaining to him or her which is contained in a system of
records maintained by the Commission, shall submit that request in
writing in accordance with the instructions set forth in the system
notice for that system of records. If the request is submitted by mail,
the envelope should be clearly labeled ``Personal Information
Amendment.'' The request shall include:
    (1) The name of the individual making the request;
    (2) The name of the system of records as set forth in the system
notice to which the request relates;
    (3) A description of the nature (e.g., modification, addition or
deletion) and substance of the correction or amendment requested; and
    (4) Any other information specified in the system notice.
    (b) Any person submitting a request pursuant to paragraph (a) of
this section shall include sufficient information in support of that
request to allow the Commission to apply the standards set forth in 5
U.S.C. 552a (e).
    (c) All requests to amend pertaining to personnel records described
in Sec. 1611.3(b) shall conform to the requirements of paragraphs (a)
and (b) of this section and may be directed to the appropriate officials
as indicated in Sec. 1611.3(b). Such requests may also be directed to
the system manager specified in the OPM's systems notices.
    (d) Any person whose request under paragraph (a) of this section is
denied may appeal that denial in accordance with Sec. 1611.9(a).

[42 FR 7949, Feb. 8, 1977, as amended at 56 FR 29581, June 28, 1991]



Sec. 1611.8  Agency review of request for correction or amendment to
record.

    (a) When the Commission receives a request for amendment or
correction under Sec. 1611.7(a), the appropriate Commission official
shall acknowledge that request in writing within 10 working days of
receipt. He or she shall promptly either:
    (1) Determine to grant all or any portion of a request for
correction or amendment; and:
    (i) Advise the individual of that determination;
    (ii) Make the requested correction or amendment; and
    (iii) Inform any person or agency outside the Commission to whom the
record has been disclosed, and where an accounting of that disclosure is
maintained in accordance with 5 U.S.C. 552a(c), of the occurrence and
substance of the correction or amendments, or;
    (2) Inform the requester of the refusal to amend the record in
accordance with the request; the reason for the refusal; and the
procedures whereby the requester can appeal the refusal to the Legal
Counsel of the Commission.
    (b) If the Commission official informs the requester of the
determination within the 10-day deadline, a separate acknowledgement is
not required.
    (c) In conducting the review of a request for correction or
amendment, the Commission official shall be guided by the requirements
of 5 U.S.C. 552a(e).
    (d) In the event that the Commission receives a notice of correction
or amendment from another agency that pertains to records maintained by
the Commission, the Commission shall make the appropriate correction or
amendment to its records and comply

[[Page 260]]

with paragraph (a)(1)(iii) of this section.
    (e) Requests for amendment or correction of records maintained in
the government-wide systems of records listed in Sec. 1611.5(c) shall
be governed by the appropriate agency's regulations cited in that
paragraph. Requests for amendment or correction of records maintained by
other agencies in system EEOC/GOVT-1 shall be governed by the
Commission's regulations in this part.

[42 FR 7949, Feb. 8, 1977, as amended at 56 FR 29581, June 28, 1991]



Sec. 1611.9  Appeal of initial adverse agency determination on
correction or amendment.

    (a) If a request for correction or amendment of a record in a system
of records established by EEOC is denied, the requester may appeal the
determination in writing to the Legal Counsel, EEOC, 131 M Street, NE.,
Washington, DC 20507. If the request pertains to a record that is
contained in the government-wide systems of records listed in Sec.
1611.5(c), an appeal must be made in accordance with the appropriate
agency's regulations cited in that paragraph.
    (b) The Legal Counsel or the Legal Counsel's designee shall make a
final determination with regard to an appeal submitted under paragraph
(a) of this section not later than 30 working days from the date on
which the individual requests a review, unless for good cause shown,
this 30-day period is extended and the requester is notified of the
reasons for the extension and of the estimated date on which a final
determination will be made. Such extensions will be used only in
exceptional circumstances and will not normally exceed 30 working days.
    (c) In conducting the review of an appeal submitted under paragraph
(a) of this section, the Legal Counsel or the Legal Counsel's designee
shall be guided by the requirements of 5 U.S.C. 552a(e).
    (d) If the Legal Counsel or the Legal Counsel's designee determines
to grant all or any portion of a request on an appeal submitted under
paragraph (a) of this section, he or she shall so inform the requester,
and the appropriate Commission official shall comply with the procedures
set forth in Sec. 1611.8(a)(1)(ii) and (iii).
    (e) If the Legal Counsel or the Legal Counsel's designee determines
in accordance with paragraphs (b) and (c) of this section not to grant
all or any portion of a request on an appeal submitted under paragraph
(a) of this section, he or she shall inform the requester:
    (1) Of this determination and the reasons for it;
    (2) Of the requester's right to file a concise statement of reasons
for disagreement with the determination of the Legal Counsel or the
Legal Counsel's designee;
    (3) That such statements of disagreement will be made available to
anyone to whom the record is subsequently disclosed, together with (if
the Legal Counsel or Legal Counsel's designee deems it appropriate) a
brief statement summarizing the Legal Counsel or Legal Counsel's
designee's reasons for refusing to amend the record;
    (4) That prior recipients of the disputed record will be provided
with a copy of the statement of disagreement together with (if the Legal
Counsel or Legal Counsel's designee deems it appropriate) a brief
statement of the Legal Counsel or Legal Counsel's designee's reasons for
refusing to amend the record, to the extent that an accounting of
disclosure is maintained under 5 U.S.C. 552a(c); and
    (5) Of the requester's right to file a civil action in Federal
district court to seek a review of the determination of the Legal
Counsel or the Legal Counsel's designee in accordance with 5 U.S.C.
552a(g).
    (f) The Legal Counsel or the Legal Counsel's designee shall ensure
that any statements of disagreement submitted by a requestor are made
available or distributed in accordance with paragraphs (e) (3) and (4)
of this section.

[56 FR 29582, June 28, 1991, as amended by; 74 FR 3430, Jan. 21, 2009]

[[Page 261]]



Sec. 1611.10  Disclosure of record to person other than the individual
to whom it pertains.

    The Commission shall not disclose any record which is contained in a
system of records it maintains, by any means of communication to any
person or to another agency, except pursuant to a written request by, or
with the prior written consent of the individual to whom the record
pertains, unless the disclosure is authorized by one or more provisions
of 5 U.S.C. 552a(b).



Sec. 1611.11  Fees.

    (a) No fee shall be charged for searches necessary to locate
records. No charge shall be made if the total fees authorized are less
than $1.00. Fees shall be charged for services rendered under this part
as follows:
    (1) For copies made by photocopy--$0.15 per page (maximum of 10
copies). For copies prepared by computer, such as tapes or printouts,
EEOC will charge the direct cost incurred by the agency, including
operator time. For other forms of duplication, EEOC will charge the
actual costs of that duplication.
    (2) For attestation of documents--$25.00 per authenticating
affidavit or declaration.
    (3) For certification of documents--$50.00 per authenticating
affidavit or declaration.
    (b) All required fees shall be paid in full prior to issuance of
requested copies of records. Fees are payable to ``Treasurer of the
United States.''

[71 FR 11309, Mar. 7, 2006]



Sec. 1611.12  Penalties.

    The criminal penalties which have been established for violations of
the Privacy Act of 1974 are set forth in 5 U.S.C. 552a(i). Penalties are
applicable to any officer or employee of the Commission; to contractors
and employees of such contractors who enter into contracts with the
Commission on or after September 27, 1975, and who are considered to be
employees of the Commission within the meaning of 5 U.S.C. 552a(m); and
to any person who knowingly and willfully requests or obtains any record
concerning an individual from the Commission under false pretenses.



Sec. 1611.13  Specific Exemptions--Charge and complaint files

    Pursuant to subsection (k)(2) of the Act, 5 U.S.C. 552a(k)(2),
systems EEOC-1 (Age and Equal Pay Act Discrimination Case Files), EEOC-3
(Title VII, Americans with Disabilities Act, and GINA Discrimination
Case Files), EEOC-15 (Internal Harassment Inquiries) and EEOC/GOVT-1
(Equal Employment Opportunity Complaint Records and Appeal Records) are
exempt from subsections (c)(3), (d), (e)(1), (e)(4)(G), (e)(4)(H),
(e)(4)(I), and (f) of the Privacy Act. The Commission has determined to
exempt these systems from the above named provisions of the Privacy Act
for the following reasons:
    (a) The files in these systems contain information obtained by the
Commission and other Federal agencies in the course of harassment
inquiries, and investigations of charges and complaints that violations
of Title VII of the Civil Rights Act, the Age Discrimination in
Employment Act, the Equal Pay Act, the Americans with Disabilities Act,
the Rehabilitation Act, and the Genetic Information Nondiscrimination
Act have occurred. It would impede the law enforcement activities of the
Commission and other agencies if these provisions of the Act applied to
such records.
    (b) The subject individuals of the files in these systems know that
the Commission or their employing agencies are maintaining a file on
their charge, complaint, or inquiry, and the general nature of the
information contained in it.
    (c) Subject individuals of the files in EEOC-1 (Age and Equal Pay
Act Discrimination Case Files), EEOC-3 (Title VII, Americans with
Disabilities Act, and GINA Discrimination Case Files), and EEOC/GOVT-1
(Equal Employment Opportunity Complaint Records and Appeal Records) have
been provided a means of access to their records by the Freedom of
Information Act. Subject individuals of the charge files in system EEOC-
3 have also been provided a means of access to their records by section
83 of the Commission's Compliance Manual. Subject individuals of the
case files in system EEOC/GOVT-1

[[Page 262]]

have also been provided a means of access to their records by the
Commission's Equal Employment Opportunity in the Federal Government
regulation, 29 CFR 1614.108(f).
    (d) Many of the records contained in system EEOC/GOVT-1 are obtained
from other systems of records. If such records are incorrect, it would
be more appropriate for an individual to seek to amend or correct those
records in their primary filing location so that notice of the
correction can be given to all recipients of that information.
    (e) Subject individuals of the files in each of these systems have
access to relevant information provided by the allegedly discriminating
employer, accuser or harasser as part of the investigatory process and
are given the opportunity to explain or contradict such information and
to submit any responsive evidence of their own. To allow such
individuals the additional right to amend or correct the records
submitted by the allegedly discriminatory employer, accuser or harasser
would undermine the investigative process and destroy the integrity of
the administrative record.
    (f) The Commission has determined that the exemption of these four
systems of records from subsections (c)(3), (d), (e)(1), (e)(4)(G),
(e)(4)(H), (e)(4)(I) and (f) of the Privacy Act is necessary for the
agency's law enforcement efforts.

[67 FR 72373, Dec. 5, 2002, as amended at 74 FR 63983, Dec. 7, 2009]



Sec. 1611.14  Exemptions--Office of Inspector General Files.

    (a) General. The system of records entitled Office of Inspector
General Investigative Files consists, in part, of information compiled
by the OIG for the purpose of criminal law enforcement investigations.
Therefore, to the extent that information in this system falls within
the scope of Exemption (j)(2) of the Privacy Act, 5 U.S.C. 552a(j)(2),
this system of records is exempt from the requirements of the following
subsections of the Privacy Act, for the reasons stated below.
    (1) From subsection (c)(3), because release of an accounting of
disclosures to an individual who is the subject of an investigation
could reveal the nature and scope of the investigation and could result
in the altering or destruction of evidence, improper influencing of
witnesses, and other evasive actions that could impede or compromise the
investigation.
    (2) From subsection (d)(1), because release of investigative records
to an individual who is the subject of an investigation could interfere
with pending or prospective law enforcement proceedings, constitute an
unwarranted invasion of the personal privacy of third parties, reveal
the identity of confidential sources, or reveal sensitive investigative
techniques and procedures.
    (3) From subsection (d)(2), because amendment or correction of
investigative records could interfere with pending or prospective law
enforcement proceedings, or could impose an impossible administrative
and investigative burden by requiring the OIG to continuously retrograde
its investigations attempting to resolve questions of accuracy,
relevance, timeliness and completeness.
    (4) From subsection (e)(1), because it is often impossible to
determine relevance or necessity of information in the early stages of
an investigation. The value of such information is a question of
judgment and timing; what appears relevant and necessary when collected
may ultimately be evaluated and viewed as irrelevant and unnecessary to
an investigation. In addition, the OIG may obtain information concerning
the violation of laws other than those within the scope of its
jurisdiction. In the interest of effective law enforcement, the OIG
should retain this information because it may aid in establishing
patterns of unlawful activity and provide leads for other law
enforcement agencies. Further, in obtaining evidence during an
investigation, information may be provided to the OIG which relates to
matters incidental to the main purpose of the investigation but which
may be pertinent to the investigative jurisdiction of another agency.
Such information cannot readily be identified.
    (5) From subsection (e)(2), because in a law enforcement
investigation it is usually counterproductive to collect information to
the greatest extent

[[Page 263]]

practicable from the subject thereof. It is not always feasible to rely
upon the subject of an investigation as a source for information which
may implicate him or her in illegal activities. In addition, collecting
information directly from the subject could seriously compromise an
investigation by prematurely revealing its nature and scope, or could
provide the subject with an opportunity to conceal criminal activities,
or intimidate potential sources, in order to avoid apprehension.
    (6) From subsection (e)(3), because providing such notice to the
subject of an investigation, or to other individual sources, could
seriously compromise the investigation by prematurely revealing its
nature and scope, or could inhibit cooperation, permit the subject to
evade apprehension, or cause interference with undercover activities.
    (b) Specific. The system of records entitled Office of Inspector
General Investigative Files consists, in part, of investigatory material
compiled by the OIG for law enforcement purposes. Therefore, to the
extent that information in this system falls within the coverage of
exemption (k)(2) of the Privacy Act, 5 U.S.C. 552a(k)(2), this system of
records is exempt from the requirements of the following subsections of
the Privacy Act, for the reasons stated below.
    (1) From subsection (c)(3), because release of an accounting of
disclosures to an individual who is the subject of an investigation
could reveal the nature and scope of the investigation and could result
in the altering or destruction of evidence, improper influencing of
witnesses, and other evasive actions that could impede or compromise the
investigation.
    (2) From subsection (d)(1), because release of investigative records
to an individual who is the subject of an investigation could interfere
with pending or prospective law enforcement proceedings, constitute an
unwarranted invasion of the personal privacy of third parties, reveal
the identity of confidential sources, or reveal sensitive investigative
techniques and procedures.
    (3) From subsection (d)(2), because amendment or correction of
investigative records could interfere with pending or prospective law
enforcement proceedings, or could impose an impossible administrative
and investigative burden by requiring the OIG to continuously retrograde
its investigations attempting to resolve questions of accuracy,
relevance, timeliness and completeness.
    (4) From subsection (e)(1), because it is often impossible to
determine relevance or necessity of information in the early stages of
an investigation. The value of such information is a question of
judgment and timing; what appears relevant and necessary when collected
may ultimately be evaluated and viewed as irrelevant and unnecessary to
investigation. In addition, the OIG may obtain information concerning
the violation of laws other than those within the scope of its
jurisdiction. In the interest of effective law enforcement, the OIG
could retain this information because it may aid in establishing
patterns of unlawful activity and provide leads for other law
enforcement agencies. Further, in obtaining evidence during an
investigation, information may be provided to the OIG which relates to
matters incidental to the main purpose of the investigation but which
may be pertinent to the investigative jurisdiction of another agency.
Such information cannot readily be identified.

[67 FR 72374, Dec. 5, 2002]



Sec. 1611.15  Exemption--EEOC Personnel Security Files.

    EEOC's system of records entitled EEOC Personnel Security Files
contains records that document and support decisions regarding
suitability, eligibility and fitness for service of applicants for EEOC
employment and contract positions. The records include background
investigation records. Pursuant to section (k)(5) of the Privacy Act, 5
U.S.C. 552a(k)(5), this system of records is exempt from the provisions
of sections (c)(3) and (d)(1) of the Privacy Act, 5 U.S.C. 552a(c)(3)
and (d)(1), but only to the extent that the accounting of disclosures or
the disclosure of such material would reveal the identity of a source
who furnished information to the government under an

[[Page 264]]

express promise that the identity of the source would be held in
confidence.

[74 FR 6832, Feb. 11, 2009]



PART 1612_GOVERNMENT IN THE SUNSHINE ACT REGULATIONS--Table of
Contents



Sec.
1612.1 Purpose and scope.
1612.2 Definitions.
1612.3 Open meeting policy.
1612.4 Exemptions to open meeting policy.
1612.5 Closed meeting procedures: agency initiated requests.
1612.6 Closed meeting procedures: request initiated by an interested
          person.
1612.7 Public announcement of agency meetings.
1612.8 Public announcement of changes in meetings.
1612.9 Legal Counsel's certification in closing a meeting.
1612.10 Recordkeeping requirements.
1612.11 Public access to records.
1612.12 Fees.
1612.13 Meetings closed by regulation.
1612.14 Judicial review.

    Authority: 5 U.S.C. 552b, sec. 713, 78 Stat. 265; 42 U.S.C. 2000e-
12.

    Source: 42 FR 13830, Mar. 14, 1977, unless otherwise noted.



Sec. 1612.1  Purpose and scope.

    This part contains the regulations of the Equal Employment
Opportunity Commission (hereinafter, the Commission) implementing the
Government in the Sunshine Act of 1976, 5 U.S.C. 552b, which entitles
the public to the fullest practicable information regarding the
decision-making processes of the Commission. The provisions of this part
set forth the basic responsibilities of the Commission with regard to
the Commission's compliance with the requirements of the Sunshine Act
and offers guidance to members of the public who wish to exercise any of
the rights established by the Act.



Sec. 1612.2  Definitions.

    The following definitions apply for purposes of this part:
    (a) The term agency means the Equal Employment Opportunity
Commission and any subdivision thereof authorized to act on its behalf.
    (b) The term meeting means the deliberations of at least three of
the members of the agency, which is a quorum of Commissioners, where
such deliberations determine or result in the joint conduct or
disposition of official agency business (including conference calls),
but does not include:
    (1) Individual members' consideration of official agency business
circulated to the members in writing for disposition by notation or
other separate, sequential consideration of Commission business by
Commissioners,
    (2) Deliberations to decide whether a meeting or portion(s) of a
meeting or series of meetings should be open or closed.
    (3) Deliberations to decide whether to withhold from disclosure
information pertaining to a meeting or portions of a meeting or a series
of meetings, or
    (4) Deliberations pertaining to any change in any meeting or to
changes in the public announcement of such meeting.
    (c) The term member means each Commissioner of the agency.
    (d) The term entire membership means the number of members holding
office at the time of the meeting in question.
    (e) The term person means any individual, partnership, corporation,
association, or public or private organization.
    (f) The term public observation means attendance at any meeting open
to the public but does not include participation, or attempted
participation, in such meeting in any manner.



Sec. 1612.3  Open meeting policy.

    (a) All meetings of the Commission shall be conducted in accordance
with the provisions of this part.
    (b) Except as otherwise provided in Sec. 1612.4, every portion of
every meeting shall be open to public observation. Public observation
does not include participation or disruptive conduct by observers. Any
attempted participation or disruptive conduct by observers shall be
cause for removal of persons so engaged at the discretion of the
presiding member of the agency.
    (c) When holding open meetings, the Commission shall provide ample
space, sufficient visibility, and adequate acoustics for persons in
attendance at the meeting.

[[Page 265]]

    (d) Observers may take still photographs and use portable sound
recorders which do not require electrical outlets. Persons may take
pictures only at the beginning of a meeting and may not use flash
equipment. Permission to use non-battery operated sound recorders and
visual recorders must be sought reasonably in advance of a meeting. Such
request must be made in writing to the Commission through the Office of
the Executive Secretariat. The Commission may permit such activities to
be conducted under specified limitations which insure proper decorum and
minimum interference with the meeting. In all cases, audio or visual
recording shall not disrupt or otherwise impede the meeting.



Sec. 1612.4  Exemptions to open meeting policy.

    Except in a case where the agency finds that the public interest
requires otherwise, the provisions of Sec. 1612.3 shall not apply to
any meeting or portion of a meeting or portion of a meeting where the
agency determines that an open meeting or the disclosure of information
from such meeting or portions of a meeting is likely to:
    (a) Disclose matters that are (1) specifically authorized under
criteria established by an Executive Order to be kept secret in the
interests of national defense or foreign policy and (2) in fact properly
classified pursuant to such Executive Order;
    (b) Relate solely to the internal personnel rules and practices of
the agency;
    (c) Disclose matters specifically exempted from disclosure by
statute (other than the Freedom of Information Act, 5 U.S.C. 552),
provided that such statute (1) requires that the matters be withheld
from the public in such a manner as to leave no discretion on the issue,
or (2) establishes particular criteria for withholding or refers to
particular types of matters to be withheld;
    (d) Disclose trade secrets and commercial or financial information
obtained from a person and privileged or confidential;
    (e) Involve accusing any person of a crime or formally censuring any
person;
    (f) Disclose information of a personal nature where disclosure would
constitute a clearly unwarranted invasion of personal privacy;
    (g) Disclose investigatory records compiled for law enforcement
purposes, or information which if written would be contained in such
records, but only to the extent that the production of such records or
information would (1) interfere with enforcement proceedings, (2)
deprive a persons of a right to a fair trial or an impartial
adjudication, (3) constitute an unwarranted invasion of personal
privacy, (4) disclose the identity of a confidential source, and, in the
case of a record compiled by a criminal law enforcement authority in the
course of a criminal investigation, or by an agency conducting a lawful
national security intelligence investigation, confidential information
furnished only by the confidential source, (5) disclose investigative
techniques and procedures, or (6) endanger the life of physical safety
of law enforcement personnel;
    (h) Disclose information contained in or related to examination,
operating, or condition reports prepared by, on behalf of, or for the
use of an agency responsible for the regulation or supervision of
financial institutions;
    (i) Disclose information the premature disclosure of which would be
likely to significantly frustrate implementation of a proposed agency
action, except where the agency has already disclosed to the public the
content or nature of the disclosed action, or where the agency is
required by law to make such disclosure on its own initiative prior to
taking final agency action on such proposal; or
    (j) Specifically concern the agency's issuance of a subpoena, or the
agency's participation in a civil action or proceeding, an action in a
foreign court or international tribunal, or an arbitration, or the
initiation, conduct, or disposition by the agency of a particular case
of formal agency adjudication pursuant to the procedures specified in 5
U.S.C. 554 or otherwise involving a determination on the record after
opportunity for a hearing.

[[Page 266]]



Sec. 1612.5  Closed meeting procedures: agency initiated requests.

    (a) Any member of the agency, the Legal Counsel, or any other
Commission official submitting an agenda item for the subject meeting
may request that any meeting or portion thereof be closed to public
observation for any of the reasons provided in Sec. 1612.4 of this part
by submitting a request in writing to the Commission through the Office
of the Executive Secretariat no later than fourteen (14) calendar days
prior to the meeting.
    (b) Upon receipt of any request made under paragraph (a) of this
section, the Executive Secretary shall submit the request to the Legal
Counsel for certification in accordance with Sec. 1612.9 of this part.
    (c) No later than seven (7) calendar days prior to the scheduled
meeting the members of the agency shall, upon consideration of the
request submitted and consideration of the certified opinion of the
Legal Counsel, determine by recorded vote whether to close the meeting
or portion of the meeting to public observation. The members may vote
less than seven days prior to the scheduled meeting where:
    (1) A majority of the members of the Commission determines by
recorded vote that agency business requires that any such meeting or
series of meetings be held at an earlier date.
    (2) A meeting is closed under the Commission's regulation as set
forth in Sec. 1612.13(a) of this part.
    (3) A meeting is closed pursuant to a request made under Sec.
1612.6 of this part and submitted less than seven days prior to the
meeting.
    (4) There is a need to change the subject matter or the
determination to open or close a meeting previously announced.
    (d) The Commissioner shall, at the same time, vote on whether to
withhold any information pertaining to the meeting and otherwise
required to be announced (Sec. 1612.7(a)(3)) or made publicly available
(paragraphs (f) (2) and (3) of this section).
    (e) A meeting, portion of a meeting, or series of meetings may be
closed to public observation only when a majority of the entire agency
membership votes to take such action. Information pertaining to a
meeting, portion of a meeting or series of meetings otherwise required
to be announced (Sec. 1612.7(a)(3)) or made publicly available
(paragraphs (f) (2) and (3) of this section) shall be withheld only when
a majority of the entire agency membership votes to take such action.
    (f) With respect to each vote taken on whether a meeting should be
open or closed, the agency shall, within one day of such vote, make
publicly available the following information:
    (1) A written copy of the vote of each participating Commission
member on the question.
    (2) A written explanation of Commission action closing a meeting or
portions thereof, and
    (3) The name and affiliation of any persons who are expected to
attend a closed meeting.
    (g) The agency shall, within one day, make publicly available the
vote of each Commission member on whether or not to withhold any of the
information described in paragraphs (f) (2) or (3) of this section.
    (h) A separate vote shall be taken for each meeting proposed to be
closed to the public and with respect to any information proposed to be
withheld from the public. However, a single vote may be taken with
respect to a series of meetings proposed to be closed to the public, and
with respect to information concerning such series of meetings, if each
meeting involves the same particular matters and is scheduled to be held
no later than thirty (30) calendar days after the first meeting in the
series.

[42 FR 13830, Mar. 14, 1977, as amended at 47 FR 46276, Oct. 18, 1982]



Sec. 1612.6  Closed meeting procedures: request initiated by an
interested person.

    (a) Any person as defined in Sec. 1612.2 of this part whose
interest may be directly affected by a portion of a meeting may request
that the agency close that portion of the meeting to the public for any
of the reasons listed in Sec. 1612.4(e), (f) or (g).
    (b) Any person described in paragraph (a) of this section who
submits a request that a portion of a meeting be closed, shall submit
such request to the

[[Page 267]]

Chairman of the agency at the following address: the Equal Employment
Opportunity Commission, 131 M Street NE., Washington, DC 20507. Such
person shall state with particularity that portion of a meeting sought
to be closed and the reasons for such request.
    (c) The Chairman, upon receipt of any request made under paragraph
(a) of this section, shall furnish a copy of the request to:
    (1) Each member of the agency.
    (2) The Legal Counsel for certification in accordance with Sec.
1612.9 of this part.
    (d) Any member of the agency may request agency action upon such
request.
    (e) The Commission shall, upon the request of any one of its members
and consideration of the certified opinion of the Legal Counsel,
determine by recorded vote whether to close such meeting or portion
thereof.
    (f) The Chairman of the Commission shall promptly communicate to any
person making a request to close a meeting or portion of a meeting under
this section the agency's final disposition of such request.

[42 FR 13830, Mar. 14, 1977, as amended at 47 FR 46276, Oct. 18, 1982;
74 FR 3430, Jan. 21, 2009]



Sec. 1612.7  Public announcement of agency meetings.

    (a) Public announcement of each meeting by the agency shall be
accomplished by recorded telephone message at telephone number 202-663-
7100, and by posting such announcements on the Commission's public Web
site located at http://www.eeoc.gov not later than one week prior to
commencement of a meeting or the commencement of the first meeting in a
series of meetings, except as otherwise provided in this section, and
shall disclose:
    (1) The time of the meeting.
    (2) The place of the meeting.
    (3) The subject matter of each portion of the meeting or series of
meetings.
    (4) Whether any portion(s) of a meeting will be open or closed to
public observation.
    (5) The name and telephone number of an official designated to
respond to requests for information about the meeting.
    (b) Where a meeting is closed to the public, the agency may withhold
and not announce the information specified in paragraph (a)(3) of this
section, if and to the extent that it finds that such action is
justified under Sec. 1612.4. Information shall be withheld only by a
recorded vote of a majority of the entire membership of the agency.
    (c) The announcement described in paragraph (a) of this section may
be accomplished less than one week prior to the commencement of any
meeting or series of meetings where:
    (1) A majority of the members of the Commission determines by
recorded vote that agency business requires that any such meeting or
series of meetings be held at an earlier date.
    (2) A meeting is closed under the Commission's regulation as set
forth in Sec. 1612.13(a) of this part.
    (3) A meeting is closed pursuant to a request made under Sec.
1612.6 of this part and submitted less than seven days prior to the
meeting.
    (4) There has been a change in the subject matter or determination
to open or close a meeting previously announced.

In these instances, the agency shall make public announcement at the
earliest practicable time.
    (d) Immediately following any public announcement accomplished under
the provisions of this section, the agency shall submit a notice for
publication in the Federal Register disclosing:
    (1) The time of the meeting.
    (2) The place of the meeting.
    (3) The subject matter of each portion of each meeting or series of
meetings.
    (4) Whether any portion(s) of a meeting will be open or closed to
public observation.
    (5) The name and telephone number of an official designated to
respond to requests for information about the meeting.

[42 FR 13830, Mar. 14, 1977, as amended at 55 FR 8140, Mar. 7, 1990; 74
FR 3430, Jan. 21, 2009; 74 FR 42025, Aug. 20, 2009]

[[Page 268]]



Sec. 1612.8  Public announcement of changes in meetings.

    (a) The agency is required to make a public announcement of any
changes in its meeting or portion(s) thereof. If, after the announcement
provided for in Sec. 1612.7, the time or place of a meeting is changed
or the meeting is cancelled, the agency will announce the change at the
earliest practicable time. The subject matter or the determination to
open or close the meeting may be changed only if (1) a majority of the
entire membership of the agency determines by recorded vote that agency
business so requires and that no earlier announcement of the change was
possible and (2) the agency publicly announces the change and the vote
of each member upon such change at the earliest practicable time.
    (b) Immediately following any public announcement of any change
accomplished under the provisions of this section, the agency shall
submit a notice for publication in the Federal Register disclosing:
    (1) The time of the meeting.
    (2) The place of the meeting.
    (3) The subject matter of each portion of each meeting or series of
meetings.
    (4) Whether any portion(s) of a meeting is open or closed to public
observation.
    (5) Any change in paragraphs (b) (1), (2), (3), or (4) of this
section.
    (6) The name and telephone number of the official designated to
respond to requests for information about any meeting.



Sec. 1612.9  Legal Counsel's certification in closing a meeting.

    (a) Upon any proper request made pursuant to this part, that the
agency close a meeting or portion(s) thereof, the Legal Counsel shall
certify in writing to the agency, whether in his or her opinion the
closing of a meeting or portion(s) thereof is proper under the
provisions of this part and the terms of the Government in the Sunshine
Act (5 U.S.C. 552b). If, in the opinion of the Legal Counsel, a meeting
or portion(s) thereof is proper for closing under this part and the
terms of the Government in the Sunshine Act, his or her certification of
that opinion shall cite each applicable particular exemption of that Act
and provision of this part.
    (b) A copy of the certification of the Legal Counsel as described in
paragraph (a) of this section together with a statement of the presiding
officer of the meeting setting forth the time and place of the relevant
meeting or meetings, and the persons present, shall be maintained by the
agency in a public file.

[42 FR 13830, Mar. 14, 1977, as amended at 47 FR 46276, Oct. 18, 1982]



Sec. 1612.10  Recordkeeping requirements.

    (a) In the case of any meeting or portion(s) thereof to be closed to
public observation under the provisions of this part, the following
records shall be maintained by the Executive Secretary of the agency:
    (1) The certification of the Legal Counsel pursuant to Sec. 1612.9
of this part;
    (2) A statement from the presiding officer of the meeting or
portion(s) thereof setting forth the time and place of the meeting, and
the persons present;
    (3) A complete electronic recording adequate to record fully the
proceedings of each meeting closed to the public observation, except
that in a meeting closed pursuant to paragraph (h) or (j) of Sec.
1612.4, the agency may maintain minutes in lieu of a recording. Such
minutes shall fully, and clearly describe all matters discussed and
shall provide a full and accurate summary of any actions taken, and the
reasons therefor, including a description of each of the views expressed
on any item and the record of any roll call vote. All documents
considered in connection with any item shall be identified in the
minutes.
    (b) If the agency has determined that the meeting or portion(s)
thereof may properly be closed to the public, the electronic recording
or minutes shall not be made available to the public until such future
time, if any, as it is determined by the Commission upon request, that
the reasons for closing the meeting no longer pertain; Provided,
however, that any separable portion of a recording or minutes will be
made promptly available to the public

[[Page 269]]

if that portion does not contain information properly withheld under
Sec. 1612.4.
    (c) The agency shall maintain a copy of the electronic recording or
minutes for a period of two years after the meeting, or until one year
after the conclusion of the proceeding to which the meeting relates,
whichever occurs later.

[42 FR 13830, Mar. 14, 1977, as amended at 47 FR 46276, Oct. 18, 1982]



Sec. 1612.11  Public access to records.

    All requests for information shall be submitted in writing to the
Chairman of the agency. Requests to inspect or copy the electronic
recordings or minutes of agency meetings or portions thereof will be
considered under the provisions of Sec. 1612.4 of this part.



Sec. 1612.12  Fees.

    (a) Records provided to the public under this part shall be
furnished at the expense of the party requesting copies of the recording
or minutes, upon payment of the actual cost of duplication.
    (b) All required fees shall be paid in full prior to issuance of
requested copies of records. Fees are payable to the ``Treasurer of the
United States.''



Sec. 1612.13  Meetings closed by regulation.

    (a) This paragraph constitutes the Commission's regulation
promulgated pursuant to paragraph (d)(4) of the Government in the
Sunshine Act and may be invoked by the agency to close meetings or
portions thereof where the subject matter of such meeting or portion of
a meeting is likely to involve:
    (1) Matters pertaining to the issuance of subpoenas;
    (2) Subpoena modification and revocation requests, and
    (3) The Agency's participation in civil actions or proceedings
pertaining thereto.
    (b) When closing a meeting or portion thereof under the Commission's
regulation set forth in paragraph (a) of this section, a majority of the
Commission membership shall vote at or before the beginning of such
meeting or portion thereof to do so. The vote to close a meeting by
regulation shall be recorded and made publicly available.
    (c) The Commission's determination to promulgate the regulation in
paragraph (a) of this section is based upon a review of the agenda of
Commission meetings for the two years prior to the promulgation of these
regulations.
    (1) Since the Commission's practice of conducting weekly meetings
began in 1975, proposed litigation against title VII respondents has
been a regular agenda item. The tenth exemption of the Government in the
Sunshine Act, 5 U.S.C. 552b(c)(10), exempts the discussion of these
matters from the open meeting requirements of the Act.
    (2) Thus, the Commission has determined that a majority of its
meetings or portions thereof may properly be closed to the public under
the tenth exemption of the Sunshine Act, and that paragraph (d)(4) of
the Sunshine Act is properly relied upon in promulgating the
Commission's regulation in paragraph (a) of this section.



Sec. 1612.14  Judicial review.

    Any person may bring an action in a United States District Court to
challenge or enforce the provisions of this part. Such action may be
brought prior to or within sixty (60) calendar days after the meeting in
question, except that if proper public announcement of the meeting is
not made, the action may be instituted at any time within sixty (60)
days after such announcement is made. An action may be brought where the
agency meeting was held or in the District of Columbia.



PART 1614_FEDERAL SECTOR EQUAL EMPLOYMENT OPPORTUNITY--Table of
Contents



    Subpart A_Agency Program To Promote Equal Employment Opportunity

Sec.
1614.101 General policy.
1614.102 Agency program.
1614.103 Complaints of discrimination covered by this part.
1614.104 Agency processing.
1614.105 Pre-complaint processing.
1614.106 Individual complaints.
1614.107 Dismissals of complaints.
1614.108 Investigation of complaints.
1614.109 Hearings.
1614.110 Final action by agencies.

[[Page 270]]

        Subpart B_Provisions Applicable to Particular Complaints

1614.201 Age Discrimination in Employment Act.
1614.202 Equal Pay Act.
1614.203 Rehabilitation Act.
1614.204 Class complaints.

                       Subpart C_Related Processes

1614.301 Relationship to negotiated grievance procedure.
1614.302 Mixed case complaints.
1614.303 Petitions to the EEOC from MSPB decisions on mixed case appeals
          and complaints.
1614.304 Contents of petition.
1614.305 Consideration procedures.
1614.306 Referral of case to Special Panel.
1614.307 Organization of Special Panel.
1614.308 Practices and procedures of the Special Panel.
1614.309 Enforcement of Special Panel decision.
1614.310 Right to file a civil action.

                   Subpart D_Appeals and Civil Actions

1614.401 Appeals to the Commission.
1614.402 Time for appeals to the Commission.
1614.403 How to appeal.
1614.404 Appellate procedure.
1614.405 Decisions on appeals.
1614.406 Time limits. [Reserved]
1614.407 Civil action: Title VII, Age Discrimination in Employment Act
          and Rehabilitation Act.
1614.408 Civil action: Equal Pay Act.
1614.409 Effect of filing a civil action.

                   Subpart E_Remedies and Enforcement

1614.501 Remedies and relief.
1614.502 Compliance with final Commission decisions.
1614.503 Enforcement of final Commission decisions.
1614.504 Compliance with settlement agreements and final action.
1614.505 Interim relief.

               Subpart F_Matters of General Applicability

1614.601 EEO group statistics.
1614.602 Reports to the Commission.
1614.603 Voluntary settlement attempts.
1614.604 Filing and computation of time.
1614.605 Representation and official time.
1614.606 Joint processing and consolidation of complaints.
1614.607 Delegation of authority.

    Subpart G_Procedures Under the Notification and Federal Employee
      Antidiscrimination and Retaliation Act of 2002 (No FEAR Act)

1614.701 Purpose and scope.
1614.702 Definitions.
1614.703 Manner and format of data.
1614.704 Information to be posted--all Federal agencies.
1614.705 Comparative data--all Federal agencies.
1614.706 Other data.
1614.707 Data to be posted by EEOC.

    Authority: 29 U.S.C. 206(d), 633a, 791 and 794a; 42 U.S.C. 2000e-16
and 2000ff-6(e); E.O. 10577, 3 CFR, 1954-1958 Comp., p. 218; E.O. 11222,
3 CFR, 1964-1965 Comp., p. 306; E.O. 11478, 3 CFR, 1969 Comp., p. 133;
E.O. 12106, 3 CFR, 1978 Comp., p. 263; Reorg. Plan No. 1 of 1978, 3 CFR,
1978 Comp., p. 321.

    Source: 57 FR 12646, Apr. 10, 1992, unless otherwise noted.



    Subpart A_Agency Program To Promote Equal Employment Opportunity



Sec. 1614.101  General policy.

    (a) It is the policy of the Government of the United States to
provide equal opportunity in employment for all persons, to prohibit
discrimination in employment because of race, color, religion, sex,
national origin, age, disability, or genetic information and to promote
the full realization of equal employment opportunity through a
continuing affirmative program in each agency.
    (b) No person shall be subject to retaliation for opposing any
practice made unlawful by title VII of the Civil Rights Act (title VII)
(42 U.S.C. 2000e et seq.), the Age Discrimination in Employment Act
(ADEA) (29 U.S.C. 621 et seq.), the Equal Pay Act (29 U.S.C. 206(d)),
the Rehabilitation Act (29 U.S.C. 791 et seq.), or the Genetic
Information Nondiscrimination Act (GINA) (42 U.S.C. 2000ff et seq.) or
for participating in any stage of administrative or judicial proceedings
under those statutes.

[74 FR 63984, Dec. 7, 2009]

[[Page 271]]



Sec. 1614.102  Agency program.

    (a) Each agency shall maintain a continuing affirmative program to
promote equal opportunity and to identify and eliminate discriminatory
practices and policies. In support of this program, the agency shall:
    (1) Provide sufficient resources to its equal employment opportunity
program to ensure efficient and successful operation;
    (2) Provide for the prompt, fair and impartial processing of
complaints in accordance with this part and the instructions contained
in the Commission's Management Directives;
    (3) Conduct a continuing campaign to eradicate every form of
prejudice or discrimination from the agency's personnel policies,
practices and working conditions;
    (4) Communicate the agency's equal employment opportunity policy and
program and its employment needs to all sources of job candidates
without regard to race, color, religion, sex, national origin, age,
disability, or genetic information, and solicit their recruitment
assistance on a continuing basis;
    (5) Review, evaluate and control managerial and supervisory
performance in such a manner as to insure a continuing affirmative
application and vigorous enforcement of the policy of equal opportunity,
and provide orientation, training and advice to managers and supervisors
to assure their understanding and implementation of the equal employment
opportunity policy and program;
    (6) Take appropriate disciplinary action against employees who
engage in discriminatory practices;
    (7) Make reasonable accommodation to the religious needs of
applicants and employees when those accommodations can be made without
undue hardship on the business of the agency;
    (8) Make reasonable accommodation to the known physical or mental
limitations of qualified applicants and employees with handicaps unless
the accommodation would impose an undue hardship on the operation of the
agency's program;
    (9) Provide recognition to employees, supervisors, managers and
units demonstrating superior accomplishment in equal employment
opportunity;
    (10) Establish a system for periodically evaluating the
effectiveness of the agency's overall equal employment opportunity
effort;
    (11) Provide the maximum feasible opportunity to employees to
enhance their skills through on-the-job training, work-study programs
and other training measures so that they may perform at their highest
potential and advance in accordance with their abilities;
    (12) Inform its employees and recognized labor organizations of the
affirmative equal employment opportunity policy and program and enlist
their cooperation; and
    (13) Participate at the community level with other employers, with
schools and universities and with other public and private groups in
cooperative action to improve employment opportunities and community
conditions that affect employability.
    (b) In order to implement its program, each agency shall:
    (1) Develop the plans, procedures and regulations necessary to carry
out its program;
    (2) Establish or make available an alternative dispute resolution
program. Such program must be available for both the pre-complaint
process and the formal complaint process.
    (3) Appraise its personnel operations at regular intervals to assure
their conformity with its program, this part 1614 and the instructions
contained in the Commission's management directives;
    (4) Designate a Director of Equal Employment Opportunity (EEO
Director), EEO Officer(s), and such Special Emphasis Program Managers
(e.g., People With Disabilities Program, Federal Women's Program and
Hispanic Employment Program), clerical and administrative support as may
be necessary to carry out the functions described in this part in all
organizational units of the agency and at all agency installations. The
EEO Director shall be under the immediate supervision of the agency
head;
    (5) Make written materials available to all employees and applicants
informing them of the variety of equal employment opportunity programs
and administrative and judicial remedial

[[Page 272]]

procedures available to them and prominently post such written materials
in all personnel and EEO offices and throughout the workplace;
    (6) Ensure that full cooperation is provided by all agency employees
to EEO Counselors and agency EEO personnel in the processing and
resolution of pre-complaint matters and complaints within an agency and
that full cooperation is provided to the Commission in the course of
appeals, including granting the Commission routine access to personnel
records of the agency when required in connection with an investigation;
and
    (7) Publicize to all employees and post at all times the names,
business telephone numbers and business addresses of the EEO Counselors
(unless the counseling function is centralized, in which case only the
telephone number and address need be publicized and posted), a notice of
the time limits and necessity of contacting a Counselor before filing a
complaint and the telephone numbers and addresses of the EEO Director,
EEO Officer(s) and Special Emphasis Program Managers.
    (c) Under each agency program, the EEO Director shall be responsible
for:
    (1) Advising the head of the agency with respect to the preparation
of national and regional equal employment opportunity plans, procedures,
regulations, reports and other matters pertaining to the policy in Sec.
1614.101 and the agency program;
    (2) Evaluating from time to time the sufficiency of the total agency
program for equal employment opportunity and reporting to the head of
the agency with recommendations as to any improvement or correction
needed, including remedial or disciplinary action with respect to
managerial, supervisory or other employees who have failed in their
responsibilities;
    (3) When authorized by the head of the agency, making changes in
programs and procedures designed to eliminate discriminatory practices
and to improve the agency's program for equal employment opportunity;
    (4) Providing for counseling of aggrieved individuals and for the
receipt and processing of individual and class complaints of
discrimination; and
    (5) Assuring that individual complaints are fairly and thoroughly
investigated and that final action is taken in a timely manner in
accordance with this part.
    (d) Directives, instructions, forms and other Commission materials
referenced in this part may be obtained in accordance with the
provisions of 29 CFR 1610.7 of this chapter.
    (e) Agency programs shall comply with this part and the Management
Directives and Bulletins that the Commission issues. The Commission will
review agency programs from time to time to ascertain whether they are
in compliance. If an agency program is found not to be in compliance,
efforts shall be undertaken to obtain compliance. If those efforts are
not successful, the Chair may issue a notice to the head of any federal
agency whose programs are not in compliance and publicly identify each
non-compliant agency.
    (f) Unless prohibited by law or executive order, the Commission, in
its discretion and for good cause shown, may grant agencies prospective
variances from the complaint processing procedures prescribed in this
Part. Variances will permit agencies to conduct pilot projects of
proposed changes to the complaint processing requirements of this Part
that may later be made permanent through regulatory change. Agencies
requesting variances must identify the specific section(s) of this Part
from which they wish to deviate and exactly what they propose to do
instead, explain the expected benefit and expected effect on the process
of the proposed pilot project, indicate the proposed duration of the
pilot project, and discuss the method by which they intend to evaluate
the success of the pilot project. Variances will not be granted for
individual cases and will usually not be granted for more than 24
months. The Director of the Office of Federal Operations for good cause
shown may grant requests for extensions of variances for up to an
additional 12 months. Pilot projects must require that participants
knowingly and voluntarily opt-in to the pilot project. Requests for
variances should

[[Page 273]]

be addressed to the Director, Office of Federal Operations.

[57 FR 12646, Apr. 10, 1992, as amended at 64 FR 37655, July 12, 1999;
67 FR 35735, May 21, 2002; 74 FR 63984, Dec. 7, 2009; 77 FR 43504, July
25, 2012]



Sec. 1614.103  Complaints of discrimination covered by this part.

    (a) Individual and class complaints of employment discrimination and
retaliation prohibited by title VII (discrimination on the basis of
race, color, religion, sex and national origin), the ADEA
(discrimination on the basis of age when the aggrieved individual is at
least 40 years of age), the Rehabilitation Act (discrimination on the
basis of disability), the Equal Pay Act (sex-based wage discrimination),
or GINA (discrimination on the basis of genetic information) shall be
processed in accordance with this part. Complaints alleging retaliation
prohibited by these statutes are considered to be complaints of
discrimination for purposes of this part.
    (b) This part applies to:
    (1) Military departments as defined in 5 U.S.C. 102;
    (2) Executive agencies as defined in 5 U.S.C. 105;
    (3) The United States Postal Service, Postal Rate Commission and
Tennessee Valley Authority;
    (4) All units of the judicial branch of the Federal government
having positions in the competitive service, except for complaints under
the Rehabilitation Act;
    (5) The National Oceanic and Atmospheric Administration Commissioned
Corps;
    (6) The Government Printing Office except for complaints under the
Rehabilitation Act; and
    (7) The Smithsonian Institution.
    (c) Within the covered departments, agencies and units, this part
applies to all employees and applicants for employment, and to all
employment policies or practices affecting employees or applicants for
employment including employees and applicants who are paid from
nonappropriated funds, unless otherwise excluded.
    (d) This part does not apply to:
    (1) Uniformed members of the military departments referred to in
paragraph (b)(1) of this section:
    (2) Employees of the General Accounting Office;
    (3) Employees of the Library of Congress;
    (4) Aliens employed in positions, or who apply for positions,
located outside the limits of the United States; or
    (5) Equal Pay Act complaints of employees whose services are
performed within a foreign country or certain United States territories
as provided in 29 U.S.C. 213(f).

[57 FR 12646, Apr. 10, 1992, as amended at 64 FR 37655, July 12, 1999;
74 FR 63984, Dec. 7, 2009; 77 FR 43504, July 25, 2012]



Sec. 1614.104  Agency processing.

    (a) Each agency subject to this part shall adopt procedures for
processing individual and class complaints of discrimination that
include the provisions contained in Sec. Sec. 1614.105 through 1614.110
and in Sec. 1614.204, and that are consistent with all other applicable
provisions of this part and the instructions for complaint processing
contained in the Commission's Management Directives.
    (b) The Commission shall periodically review agency resources and
procedures to ensure that an agency makes reasonable efforts to resolve
complaints informally, to process complaints in a timely manner, to
develop adequate factual records, to issue decisions that are consistent
with acceptable legal standards, to explain the reasons for its
decisions, and to give complainants adequate and timely notice of their
rights.



Sec. 1614.105  Pre-complaint processing.

    (a) Aggrieved persons who believe they have been discriminated
against on the basis of race, color, religion, sex, national origin,
age, disability, or genetic information must consult a Counselor prior
to filing a complaint in order to try to informally resolve the matter.
    (1) An aggrieved person must initiate contact with a Counselor
within 45 days of the date of the matter alleged to be discriminatory
or, in the case of personnel action, within 45 days of the effective
date of the action.

[[Page 274]]

    (2) The agency or the Commission shall extend the 45-day time limit
in paragraph (a)(1) of this section when the individual shows that he or
she was not notified of the time limits and was not otherwise aware of
them, that he or she did not know and reasonably should not have been
known that the discriminatory matter or personnel action occurred, that
despite due diligence he or she was prevented by circumstances beyond
his or her control from contacting the counselor within the time limits,
or for other reasons considered sufficient by the agency or the
Commission.
    (b)(1) At the initial counseling session, Counselors must advise
individuals in writing of their rights and responsibilities, including
the right to request a hearing or an immediate final decision after an
investigation by the agency in accordance with Sec. 1614.108(f),
election rights pursuant to Sec. Sec. 1614.301 and 1614.302, the right
to file a notice of intent to sue pursuant to Sec. 1614.201(a) and a
lawsuit under the ADEA instead of an administrative complaint of age
discrimination under this part, the duty to mitigate damages,
administrative and court time frames, and that only the claims raised in
precomplaint counseling (or issues or claims like or related to issues
or claims raised in pre-complaint counseling) may be alleged in a
subsequent complaint filed with the agency. Counselors must advise
individuals of their duty to keep the agency and Commission informed of
their current address and to serve copies of appeal papers on the
agency. The notice required by paragraphs (d) or (e) of this section
shall include a notice of the right to file a class complaint. If the
aggrieved person informs the Counselor that he or she wishes to file a
class complaint, the Counselor shall explain the class complaint
procedures and the responsibilities of a class agent.
    (2) Counselors shall advise aggrieved persons that, where the agency
agrees to offer ADR in the particular case, they may choose between
participation in the alternative dispute resolution program and the
counseling activities provided for in paragraph (c) of this section.
    (c) Counselors shall conduct counseling activities in accordance
with instructions contained in Commission Management Directives. When
advised that a complaint has been filed by an aggrieved person, the
Counselor shall submit a written report within 15 days to the agency
office that has been designated to accept complaints and the aggrieved
person concerning the issues discussed and actions taken during
counseling.
    (d) Unless the aggrieved person agrees to a longer counseling period
under paragraph (e) of this section, or the aggrieved person chooses an
alternative dispute resolution procedure in accordance with paragraph
(b)(2) of this section, the Counselor shall conduct the final interview
with the aggrieved person within 30 days of the date the aggrieved
person contacted the agency's EEO office to request counseling. If the
matter has not been resolved, the aggrieved person shall be informed in
writing by the Counselor, not later than the thirtieth day after
contacting the Counselor, of the right to file a discrimination
complaint. The notice shall inform the complainant of the right to file
a discrimination complaint within 15 days of receipt of the notice, of
the appropriate official with whom to file a complaint and of the
complainant's duty to assure that the agency is informed immediately if
the complainant retains counsel or a representative.
    (e) Prior to the end of the 30-day period, the aggrieved person may
agree in writing with the agency to postpone the final interview and
extend the counseling period for an additional period of no more than 60
days. If the matter has not been resolved before the conclusion of the
agreed extension, the notice described in paragraph (d) of this section
shall be issued.
    (f) Where the aggrieved person chooses to participate in an
alternative dispute resolution procedure in accordance with paragraph
(b)(2) of this section, the pre-complaint processing period shall be 90
days. If the claim has not been resolved before the 90th day, the notice
described in paragraph (d) of this section shall be issued.
    (g) The Counselor shall not attempt in any way to restrain the
aggrieved

[[Page 275]]

person from filing a complaint. The Counselor shall not reveal the
identity of an aggrieved person who consulted the Counselor, except when
authorized to do so by the aggrieved person, or until the agency has
received a discrimination complaint under this part from that person
involving that same matter.

[57 FR 12646, Apr. 10, 1992, as amended at 64 FR 37656, July 12, 1999;
74 FR 63984, Dec. 7, 2009]



Sec. 1614.106  Individual complaints.

    (a) A complaint must be filed with the agency that allegedly
discriminated against the complainant.
    (b) A complaint must be filed within 15 days of receipt of the
notice required by Sec. 1614.105 (d), (e) or (f).
    (c) A complaint must contain a signed statement from the person
claiming to be aggrieved or that person's attorney. This statement must
be sufficiently precise to identify the aggrieved individual and the
agency and to describe generally the action(s) or practice(s) that form
the basis of the complaint. The complaint must also contain a telephone
number and address where the complainant or the representative can be
contacted.
    (d) A complainant may amend a complaint at any time prior to the
conclusion of the investigation to include issues or claims like or
related to those raised in the complaint. After requesting a hearing, a
complainant may file a motion with the administrative judge to amend a
complaint to include issues or claims like or related to those raised in
the complaint.
    (e) The agency shall acknowledge receipt of a complaint or an
amendment to a complaint in writing and inform the complainant of the
date on which the complaint or amendment was filed. The agency shall
advise the complainant in the acknowledgment of the EEOC office and its
address where a request for a hearing shall be sent. Such acknowledgment
shall also advise the complainant that:
    (1) The complainant has the right to appeal the final action on or
dismissal of a complaint; and
    (2) The agency is required to conduct an impartial and appropriate
investigation of the complaint within 180 days of the filing of the
complaint unless the parties agree in writing to extend the time period.
When a complaint has been amended, the agency shall complete its
investigation within the earlier of 180 days after the last amendment to
the complaint or 360 days after the filing of the original complaint,
except that the complainant may request a hearing from an administrative
judge on the consolidated complaints any time after 180 days from the
date of the first filed complaint.

[57 FR 12646, Apr. 10, 1992, as amended at 64 FR 37656, July 12, 1999]



Sec. 1614.107  Dismissals of complaints.

    (a) Prior to a request for a hearing in a case, the agency shall
dismiss an entire complaint:
    (1) That fails to state a claim under Sec. 1614.103 or Sec.
1614.106(a) or states the same claim that is pending before or has been
decided by the agency or Commission;
    (2) That fails to comply with the applicable time limits contained
in Sec. Sec. 1614.105, 1614.106 and 1614.204(c), unless the agency
extends the time limits in accordance with Sec. 1614.604(c), or that
raises a matter that has not been brought to the attention of a
Counselor and is not like or related to a matter that has been brought
to the attention of a Counselor;
    (3) That is the basis of a pending civil action in a United States
District Court in which the complainant is a party provided that at
least 180 days have passed since the filing of the administrative
complaint, or that was the basis of a civil action decided by a United
States District Court in which the complainant was a party;
    (4) Where the complainant has raised the matter in a negotiated
grievance procedure that permits allegations of discrimination or in an
appeal to the Merit Systems Protection Board and Sec. 1614.301 or Sec.
1614.302 indicates that the complainant has elected to pursue the non-
EEO process;
    (5) That is moot or alleges that a proposal to take a personnel
action, or other preliminary step to taking a personnel action, is
discriminatory, unless the complaint alleges that the proposal or
preliminary step is retaliatory;

[[Page 276]]

    (6) Where the complainant cannot be located, provided that
reasonable efforts have been made to locate the complainant and the
complainant has not responded within 15 days to a notice of proposed
dismissal sent to his or her last known address;
    (7) Where the agency has provided the complainant with a written
request to provide relevant information or otherwise proceed with the
complaint, and the complainant has failed to respond to the request
within 15 days of its receipt or the complainant's response does not
address the agency's request, provided that the request included a
notice of the proposed dismissal. Instead of dismissing for failure to
cooperate, the complaint may be adjudicated if sufficient information
for that purpose is available;
    (8) That alleges dissatisfaction with the processing of a previously
filed complaint; or
    (9) Where the agency, strictly applying the criteria set forth in
Commission decisions, finds that the complaint is part of a clear
pattern of misuse of the EEO process for a purpose other than the
prevention and elimination of employment discrimination. A clear pattern
of misuse of the EEO process requires:
    (i) Evidence of multiple complaint filings; and
    (ii) Allegations that are similar or identical, lack specificity or
involve matters previously resolved; or
    (iii) Evidence of circumventing other administrative processes,
retaliating against the agency's in-house administrative processes or
overburdening the EEO complaint system.
    (b) Where the agency believes that some but not all of the claims in
a complaint should be dismissed for the reasons contained in paragraphs
(a)(1) through (9) of this section, the agency shall notify the
complainant in writing of its determination, the rationale for that
determination and that those claims will not be investigated, and shall
place a copy of the notice in the investigative file. A determination
under this paragraph is reviewable by an administrative judge if a
hearing is requested on the remainder of the complaint, but is not
appealable until final action is taken on the remainder of the
complaint.

[57 FR 12646, Apr. 10, 1992, as amended at 64 FR 37656, July 12, 1999;
77 FR 43504, July 25, 2012]



Sec. 1614.108  Investigation of complaints.

    (a) The investigation of complaints shall be conducted by the agency
against which the complaint has been filed.
    (b) In accordance with instructions contained in Commission
Management Directives, the agency shall develop an impartial and
appropriate factual record upon which to make findings on the claims
raised by the written complaint. An appropriate factual record is one
that allows a reasonable fact finder to draw conclusions as to whether
discrimination occurred. Agencies may use an exchange of letters or
memoranda, interrogatories, investigations, fact-finding conferences or
any other fact-finding methods that efficiently and thoroughly address
the matters at issue. Agencies are encouraged to incorporate alternative
dispute resolution techniques into their investigative efforts in order
to promote early resolution of complaints.
    (c) The procedures in paragraphs (c) (1) through (3) of this section
apply to the investigation of complaints:
    (1) The complainant, the agency, and any employee of a Federal
agency shall produce such documentary and testimonial evidence as the
investigator deems necessary.
    (2) Investigators are authorized to administer oaths. Statements of
witnesses shall be made under oath or affirmation or, alternatively, by
written statement under penalty of perjury.
    (3) When the complainant, or the agency against which a complaint is
filed, or its employees fail without good cause shown to respond fully
and in timely fashion to requests for documents, records, comparative
data, statistics, affidavits, or the attendance of witness(es), the
investigator may note in the investigative record that the decisionmaker
should, or the Commission on appeal may, in appropriate circumstances:
    (i) Draw an adverse inference that the requested information, or the
testimony of the requested witness, would

[[Page 277]]

have reflected unfavorably on the party refusing to provide the
requested information;
    (ii) Consider the matters to which the requested information or
testimony pertains to be established in favor of the opposing party;
    (iii) Exclude other evidence offered by the party failing to produce
the requested information or witness;
    (iv) Issue a decision fully or partially in favor of the opposing
party; or
    (v) Take such other actions as it deems appropriate.
    (d) Any investigation will be conducted by investigators with
appropriate security clearances. The Commission will, upon request,
supply the agency with the name of an investigator with appropriate
security clearances.
    (e) The agency shall complete its investigation within 180 days of
the date of filing of an individual complaint or within the time period
contained in an order from the Office of Federal Operations on an appeal
from a dismissal pursuant to Sec. 1614.107. By written agreement within
those time periods, the complainant and the respondent agency may
voluntarily extend the time period for not more than an additional 90
days. The agency may unilaterally extend the time period or any period
of extension for not more than 30 days where it must sanitize a
complaint file that may contain information classified pursuant to Exec.
Order No. 12356, or successor orders, as secret in the interest of
national defense or foreign policy, provided the investigating agency
notifies the parties of the extension.
    (f) Within 180 days from the filing of the complaint, or where a
complaint was amended, within the earlier of 180 days after the last
amendment to the complaint or 360 days after the filing of the original
complaint, within the time period contained in an order from the Office
of Federal Operations on an appeal from a dismissal, or within any
period of extension provided for in paragraph (e) of this section, the
agency shall provide the complainant with a copy of the investigative
file, and shall notify the complainant that, within 30 days of receipt
of the investigative file, the complainant has the right to request a
hearing and decision from an administrative judge or may request an
immediate final decision pursuant to Sec. 1614.110 from the agency with
which the complaint was filed.
    (g) If the agency does not send the notice required in paragraph (f)
of this section within the applicable time limits, it shall, within
those same time limits, issue a written notice to the complainant
informing the complainant that it has been unable to complete its
investigation within the time limits required by Sec. 1614.108(f) and
estimating a date by which the investigation will be completed. Further,
the notice must explain that if the complainant does not want to wait
until the agency completes the investigation, he or she may request a
hearing in accordance with paragraph (h) of this section, or file a
civil action in an appropriate United States District Court in
accordance with Sec. 1614.407(b). Such notice shall contain information
about the hearing procedures.
    (h) Where the complainant has received the notice required in
paragraph (f) of this section or at any time after 180 days have elapsed
from the filing of the complaint, the complainant may request a hearing
by submitting a written request for a hearing directly to the EEOC
office indicated in the agency's acknowledgment letter. The complainant
shall send a copy of the request for a hearing to the agency EEO office.
Within 15 days of receipt of the request for a hearing, the agency shall
provide a copy of the complaint file to EEOC and, if not previously
provided, to the complainant.

[57 FR 12646, Apr. 10, 1992, as amended at 64 FR 37656, July 12, 1999;
77 FR 43505, July 25, 2012]



Sec. 1614.109  Hearings.

    (a) When a complainant requests a hearing, the Commission shall
appoint an administrative judge to conduct a hearing in accordance with
this section. Upon appointment, the administrative judge shall assume
full responsibility for the adjudication of the complaint, including
overseeing the development of the record. Any hearing will be conducted
by an administrative judge or hearing examiner with appropriate security
clearances.

[[Page 278]]

    (b) Dismissals. Administrative judges may dismiss complaints
pursuant to Sec. 1614.107, on their own initiative, after notice to the
parties, or upon an agency's motion to dismiss a complaint.
    (c) Offer of resolution. (1) Any time after the filing of the
written complaint but not later than the date an administrative judge is
appointed to conduct a hearing, the agency may make an offer of
resolution to a complainant who is represented by an attorney.
    (2) Any time after the parties have received notice that an
administrative judge has been appointed to conduct a hearing, but not
later than 30 days prior to the hearing, the agency may make an offer of
resolution to the complainant, whether represented by an attorney or
not.
    (3) The offer of resolution shall be in writing and shall include a
notice explaining the possible consequences of failing to accept the
offer. The agency's offer, to be effective, must include attorney's fees
and costs and must specify any non-monetary relief. With regard to
monetary relief, an agency may make a lump sum offer covering all forms
of monetary liability, or it may itemize the amounts and types of
monetary relief being offered. The complainant shall have 30 days from
receipt of the offer of resolution to accept it. If the complainant
fails to accept an offer of resolution and the relief awarded in the
administrative judge's decision, the agency's final decision, or the
Commission decision on appeal is not more favorable than the offer,
then, except where the interest of justice would not be served, the
complainant shall not receive payment from the agency of attorney's fees
or costs incurred after the expiration of the 30-day acceptance period.
An acceptance of an offer must be in writing and will be timely if
postmarked or received within the 30-day period. Where a complainant
fails to accept an offer of resolution, an agency may make other offers
of resolution and either party may seek to negotiate a settlement of the
complaint at any time.
    (d) Discovery. The administrative judge shall notify the parties of
the right to seek discovery prior to the hearing and may issue such
discovery orders as are appropriate. Unless the parties agree in writing
concerning the methods and scope of discovery, the party seeking
discovery shall request authorization from the administrative judge
prior to commencing discovery. Both parties are entitled to reasonable
development of evidence on matters relevant to the issues raised in the
complaint, but the administrative judge may limit the quantity and
timing of discovery. Evidence may be developed through interrogatories,
depositions, and requests for admissions, stipulations or production of
documents. It shall be grounds for objection to producing evidence that
the information sought by either party is irrelevant, overburdensome,
repetitious, or privileged.
    (e) Conduct of hearing. Agencies shall provide for the attendance at
a hearing of all employees approved as witnesses by an administrative
judge. Attendance at hearings will be limited to persons determined by
the administrative judge to have direct knowledge relating to the
complaint. Hearings are part of the investigative process and are thus
closed to the public. The administrative judge shall have the power to
regulate the conduct of a hearing, limit the number of witnesses where
testimony would be repetitious, and exclude any person from the hearing
for contumacious conduct or misbehavior that obstructs the hearing. The
administrative judge shall receive into evidence information or
documents relevant to the complaint. Rules of evidence shall not be
applied strictly, but the administrative judge shall exclude irrelevant
or repetitious evidence. The administrative judge or the Commission may
refer to the Disciplinary Committee of the appropriate Bar Association
any attorney or, upon reasonable notice and an opportunity to be heard,
suspend or disqualify from representing complainants or agencies in EEOC
hearings any representative who refuses to follow the orders of an
administrative judge, or who otherwise engages in improper conduct.
    (f) Procedures. (1) The complainant, an agency, and any employee of
a Federal agency shall produce such documentary and testimonial evidence
as

[[Page 279]]

the administrative judge deems necessary. The administrative judge shall
serve all orders to produce evidence on both parties.
    (2) Administrative judges are authorized to administer oaths.
Statements of witnesses shall be made under oath or affirmation or,
alternatively, by written statement under penalty of perjury.
    (3) When the complainant, or the agency against which a complaint is
filed, or its employees fail without good cause shown to respond fully
and in timely fashion to an order of an administrative judge, or
requests for the investigative file, for documents, records, comparative
data, statistics, affidavits, or the attendance of witness(es), the
administrative judge shall, in appropriate circumstances:
    (i) Draw an adverse inference that the requested information, or the
testimony of the requested witness, would have reflected unfavorably on
the party refusing to provide the requested information;
    (ii) Consider the matters to which the requested information or
testimony pertains to be established in favor of the opposing party;
    (iii) Exclude other evidence offered by the party failing to produce
the requested information or witness;
    (iv) Issue a decision fully or partially in favor of the opposing
party; or
    (v) Take such other actions as appropriate.
    (g) Summary judgment. (1) If a party believes that some or all
material facts are not in genuine dispute and there is no genuine issue
as to credibility, the party may, at least 15 days prior to the date of
the hearing or at such earlier time as required by the administrative
judge, file a statement with the administrative judge prior to the
hearing setting forth the fact or facts and referring to the parts of
the record relied on to support the statement. The statement must
demonstrate that there is no genuine issue as to any such material fact.
The party shall serve the statement on the opposing party.
    (2) The opposing party may file an opposition within 15 days of
receipt of the statement in paragraph (d)(1) of this section. The
opposition may refer to the record in the case to rebut the statement
that a fact is not in dispute or may file an affidavit stating that the
party cannot, for reasons stated, present facts to oppose the request.
After considering the submissions, the administrative judge may order
that discovery be permitted on the fact or facts involved, limit the
hearing to the issues remaining in dispute, issue a decision without a
hearing or make such other ruling as is appropriate.
    (3) If the administrative judge determines upon his or her own
initiative that some or all facts are not in genuine dispute, he or she
may, after giving notice to the parties and providing them an
opportunity to respond in writing within 15 calendar days, issue an
order limiting the scope of the hearing or issue a decision without
holding a hearing.
    (h) Record of hearing. The hearing shall be recorded and the agency
shall arrange and pay for verbatim transcripts. All documents submitted
to, and accepted by, the administrative judge at the hearing shall be
made part of the record of the hearing. If the agency submits a document
that is accepted, it shall furnish a copy of the document to the
complainant. If the complainant submits a document that is accepted, the
administrative judge shall make the document available to the agency
representative for reproduction.
    (i) Decisions by administrative judges. Unless the administrative
judge makes a written determination that good cause exists for extending
the time for issuing a decision, an administrative judge shall issue a
decision on the complaint, and shall order appropriate remedies and
relief where discrimination is found, within 180 days of receipt by the
administrative judge of the complaint file from the agency. The
administrative judge shall send copies of the hearing record, including
the transcript, and the decision to the parties. If an agency does not
issue a final order within 40 days of receipt of the administrative
judge's decision in accordance with 1614.110, then the decision of the
administrative judge shall become the final action of the agency.

[57 FR 12646, Apr. 10, 1992, as amended at 64 FR 37657, July 12, 1999;
77 FR 43505, July 25, 2012]

[[Page 280]]



Sec. 1614.110  Final action by agencies.

    (a) Final action by an agency following a decision by an
administrative judge. When an administrative judge has issued a decision
under Sec. 1614.109(b), (g) or (i), the agency shall take final action
on the complaint by issuing a final order within 40 days of receipt of
the hearing file and the administrative judge's decision. The final
order shall notify the complainant whether or not the agency will fully
implement the decision of the administrative judge and shall contain
notice of the complainant's right to appeal to the Equal Employment
Opportunity Commission, the right to file a civil action in federal
district court, the name of the proper defendant in any such lawsuit and
the applicable time limits for appeals and lawsuits. If the final order
does not fully implement the decision of the administrative judge, then
the agency shall simultaneously file an appeal in accordance with Sec.
1614.403 and append a copy of the appeal to the final order. A copy of
EEOC Form 573 shall be attached to the final order.
    (b) Final action by an agency in all other circumstances. When an
agency dismisses an entire complaint under Sec. 1614.107, receives a
request for an immediate final decision or does not receive a reply to
the notice issued under Sec. 1614.108(f), the agency shall take final
action by issuing a final decision. The final decision shall consist of
findings by the agency on the merits of each issue in the complaint, or,
as appropriate, the rationale for dismissing any claims in the complaint
and, when discrimination is found, appropriate remedies and relief in
accordance with subpart E of this part. The agency shall issue the final
decision within 60 days of receiving notification that a complainant has
requested an immediate decision from the agency, or within 60 days of
the end of the 30-day period for the complainant to request a hearing or
an immediate final decision where the complainant has not requested
either a hearing or a decision. The final action shall contain notice of
the right to appeal the final action to the Equal Employment Opportunity
Commission, the right to file a civil action in federal district court,
the name of the proper defendant in any such lawsuit and the applicable
time limits for appeals and lawsuits. A copy of EEOC Form 573 shall be
attached to the final action.

[64 FR 37657, July 12, 1999]



        Subpart B_Provisions Applicable to Particular Complaints



Sec. 1614.201  Age Discrimination in Employment Act.

    (a) As an alternative to filing a complaint under this part, an
aggrieved individual may file a civil action in a United States district
court under the ADEA against the head of an alleged discriminating
agency after giving the Commission not less than 30 days' notice of the
intent to file such an action. Such notice must be filed in writing with
EEOC, at P.O. Box 77960, Washington, DC 20013, or by personal delivery
or facsimile within 180 days of the occurrence of the alleged unlawful
practice.
    (b) The Commission may exempt a position from the provisions of the
ADEA if the Commission establishes a maximum age requirement for the
position on the basis of a determination that age is a bona fide
occupational qualification necessary to the performance of the duties of
the position.
    (c) When an individual has filed an administrative complaint
alleging age discrimination that is not a mixed case, administrative
remedies will be considered to be exhausted for purposes of filing a
civil action:
    (1) 180 days after the filing of an individual complaint if the
agency has not taken final action and the individual has not filed an
appeal or 180 days after the filing of a class complaint if the agency
has not issued a final decision;
    (2) After final action on an individual or class complaint if the
individual has not filed an appeal; or
    (3) After the issuance of a final decision by the Commission on an
appeal or 180 days after the filing of an appeal if the Commission has
not issued a final decision.

[57 FR 12646, Apr. 10, 1992, as amended at 64 FR 37658, July 12, 1999;
74 FR 3430, Jan. 21, 2009]

[[Page 281]]



Sec. 1614.202  Equal Pay Act.

    (a) In its enforcement of the Equal Pay Act, the Commission has the
authority to investigate an agency's employment practices on its own
initiative at any time in order to determine compliance with the
provisions of the Act. The Commission will provide notice to the agency
that it will be initiating an investigation.
    (b) Complaints alleging violations of the Equal Pay Act shall be
processed under this part.



Sec. 1614.203  Rehabilitation Act.

    (a) Model employer. The Federal Government shall be a model employer
of individuals with disabilities. Agencies shall give full consideration
to the hiring, placement, and advancement of qualified individuals with
disabilities.
    (b) ADA standards. The standards used to determine whether section
501 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 791), has
been violated in a complaint alleging nonaffirmative action employment
discrimination under this part shall be the standards applied under
Titles I and V (sections 501 through 504 and 510) of the Americans with
Disabilities Act of 1990, as amended (42 U.S.C. 12101, 12111, 12201), as
such sections relate to employment. These standards are set forth in the
Commission's ADA regulations at 29 CFR part 1630.

[67 FR 35735, May 21, 2002]



Sec. 1614.204  Class complaints.

    (a) Definitions. (1) A class is a group of employees, former
employees or applicants for employment who, it is alleged, have been or
are being adversely affected by an agency personnel management policy or
practice that discriminates against the group on the basis of their
race, color, religion, sex, national origin, age, disability, or genetic
information.
    (2) A class complaint is a written complaint of discrimination filed
on behalf of a class by the agent of the class alleging that:
    (i) The class is so numerous that a consolidated complaint of the
members of the class is impractical;
    (ii) There are questions of fact common to the class;
    (iii) The claims of the agent of the class are typical of the claims
of the class;
    (iv) The agent of the class, or, if represented, the representative,
will fairly and adequately protect the interests of the class.
    (3) An agent of the class is a class member who acts for the class
during the processing of the class complaint.
    (b) Pre-complaint processing. An employee or applicant who wishes to
file a class complaint must seek counseling and be counseled in
accordance with Sec. 1614.105. A complainant may move for class
certification at any reasonable point in the process when it becomes
apparent that there are class implications to the claim raised in an
individual complaint. If a complainant moves for class certification
after completing the counseling process contained in Sec. 1614.105, no
additional counseling is required. The administrative judge shall deny
class certification when the complainant has unduly delayed in moving
for certification.
    (c) Filing and presentation of a class complaint. (1) A class
complaint must be signed by the agent or representative and must
identify the policy or practice adversely affecting the class as well as
the specific action or matter affecting the class agent.
    (2) The complaint must be filed with the agency that allegedly
discriminated not later than 15 days after the agent's receipt of the
notice of right to file a class complaint.
    (3) The complaint shall be processed promptly; the parties shall
cooperate and shall proceed at all times without undue delay.
    (d) Acceptance or dismissal. (1) Within 30 days of an agency's
receipt of a complaint, the agency shall: Designate an agency
representative who shall not be any of the individuals referenced in
Sec. 1614.102(b)(3), and forward the complaint, along with a copy of
the Counselor's report and any other information pertaining to
timeliness or other relevant circumstances related to the complaint, to
the Commission. The Commission shall assign the complaint to an
administrative judge or complaints examiner with a proper security
clearance when necessary. The administrative judge may require the

[[Page 282]]

complainant or agency to submit additional information relevant to the
complaint.
    (2) The administrative judge may dismiss the complaint, or any
portion, for any of the reasons listed in Sec. 1614.107 or because it
does not meet the prerequisites of a class complaint under Sec.
1614.204(a)(2).
    (3) If the allegation is not included in the Counselor's report, the
administrative judge shall afford the agent 15 days to state whether the
matter was discussed with the Counselor and, if not, explain why it was
not discussed. If the explanation is not satisfactory, the
administrative judge shall dismiss the allegation. If the explanation is
satisfactory, the administrative judge shall refer the allegation to the
agency for further counseling of the agent. After counseling, the
allegation shall be consolidated with the class complaint.
    (4) If an allegation lacks specificity and detail, the
administrative judge shall afford the agent 15 days to provide specific
and detailed information. The administrative judge shall dismiss the
complaint if the agent fails to provide such information within the
specified time period. If the information provided contains new
allegations outside the scope of the complaint, the administrative judge
shall advise the agent how to proceed on an individual or class basis
concerning these allegations.
    (5) The administrative judge shall extend the time limits for filing
a complaint and for consulting with a Counselor in accordance with the
time limit extension provisions contained in Sec. Sec. 1614.105(a)(2)
and 1614.604.
    (6) When appropriate, the administrative judge may decide that a
class be divided into subclasses and that each subclass be treated as a
class, and the provisions of this section then shall be construed and
applied accordingly.
    (7) The administrative judge shall transmit his or her decision to
accept or dismiss a complaint to the agency and the agent. The agency
shall take final action by issuing a final order within 40 days of
receipt of the hearing record and administrative judge's decision. The
final order shall notify the agent whether or not the agency will
implement the decision of the administrative judge. If the final order
does not implement the decision of the administrative judge, the agency
shall simultaneously appeal the administrative judge's decision in
accordance with Sec. 1614.403 and append a copy of the appeal to the
final order. A dismissal of a class complaint shall inform the agent
either that the complaint is being filed on that date as an individual
complaint of discrimination and will be processed under subpart A or
that the complaint is also dismissed as an individual complaint in
accordance with Sec. 1614.107. In addition, it shall inform the agent
of the right to appeal the dismissal of the class complaint to the Equal
Employment Opportunity Commission or to file a civil action and shall
include EEOC Form 573, Notice of Appeal/Petition.
    (e) Notification. (1) Within 15 days of receiving notice that the
administrative judge has accepted a class complaint or a reasonable time
frame specified by the administrative judge, the agency shall use
reasonable means, such as delivery, mailing to last known address or
distribution, to notify all class members of the acceptance of the class
complaint.
    (2) Such notice shall contain:
    (i) The name of the agency or organizational segment, its location,
and the date of acceptance of the complaint;
    (ii) A description of the issues accepted as part of the class
complaint;
    (iii) An explanation of the binding nature of the final decision or
resolution of the complaint on class members; and
    (iv) The name, address and telephone number of the class
representative.
    (f) Obtaining evidence concerning the complaint. (1) The
administrative judge shall notify the agent and the agency
representative of the time period that will be allowed both parties to
prepare their cases. This time period will include at least 60 days and
may be extended by the administrative judge upon the request of either
party. Both parties are entitled to reasonable development of evidence
on matters relevant to the issues raised in the complaint. Evidence may
be developed through interrogatories, depositions,

[[Page 283]]

and requests for admissions, stipulations or production of documents. It
shall be grounds for objection to producing evidence that the
information sought by either party is irrelevant, overburdensome,
repetitious, or privileged.
    (2) If mutual cooperation fails, either party may request the
administrative judge to rule on a request to develop evidence. If a
party fails without good cause shown to respond fully and in timely
fashion to a request made or approved by the administrative judge for
documents, records, comparative data, statistics or affidavits, and the
information is solely in the control of one party, such failure may, in
appropriate circumstances, caused the administrative judge:
    (i) To draw an adverse inference that the requested information
would have reflected unfavorably on the party refusing to provide the
requested information;
    (ii) To consider the matters to which the requested information
pertains to be established in favor of the opposing party;
    (iii) To exclude other evidence offered by the party failing to
produce the requested information;
    (iv) To recommend that a decision be entered in favor of the
opposing party; or
    (v) To take such other actions as the administrative judge deems
appropriate.
    (3) During the period for development of evidence, the
administrative judge may, in his or her discretion, direct that an
investigation of facts relevant to the complaint or any portion be
conducted by an agency certified by the Commission.
    (4) Both parties shall furnish to the administrative judge copies of
all materials that they wish to be examined and such other material as
may be requested.
    (g) Opportunity for resolution of the complaint. (1) The
administrative judge shall furnish the agent and the representative of
the agency a copy of all materials obtained concerning the complaint and
provide opportunity for the agent to discuss materials with the agency
representative and attempt resolution of the complaint.
    (2) The complaint may be resolved by agreement of the agency and the
agent at any time pursuant to the notice and approval procedure
contained in paragraph (g)(4) of this section.
    (3) If the complaint is resolved, the terms of the resolution shall
be reduced to writing and signed by the agent and the agency.
    (4) Notice of the resolution shall be given to all class members in
the same manner as notification of the acceptance of the class complaint
and to the administrative judge. It shall state the relief, if any, to
be granted by the agency and the name and address of the EEOC
administrative judge assigned to the case. It shall state that within 30
days of the date of the notice of resolution, any member of the class
may petition the administrative judge to vacate the resolution because
it benefits only the class agent, or is otherwise not fair, adequate and
reasonable to the class as a whole. The administrative judge shall
review the notice of resolution and consider any petitions to vacate
filed. If the administrative judge finds that the proposed resolution is
not fair, adequate and reasonable to the class as a whole, the
administrative judge shall issue a decision vacating the agreement and
may replace the original class agent with a petitioner or some other
class member who is eligible to be the class agent during further
processing of the class complaint. The decision shall inform the former
class agent or the petitioner of the right to appeal the decision to the
Equal Employment Opportunity Commission and include EEOC Form 573,
Notice of Appeal/Petition. If the administrative judge finds that the
resolution is fair, adequate and reasonable to the class as a whole, the
resolution shall bind all members of the class.
    (h) Hearing. On expiration of the period allowed for preparation of
the case, the administrative judge shall set a date for hearing. The
hearing shall be conducted in accordance with 29 CFR 1614.109 (a)
through (f).
    (i) Decisions: The administrative judge shall transmit to the agency
and class agent a decision on the complaint, including findings,
systemic relief for the class and any individual relief, where
appropriate, with regard to

[[Page 284]]

the personnel action or matter that gave rise to the complaint. If the
administrative judge finds no class relief appropriate, he or she shall
determine if a finding of individual discrimination is warranted and, if
so, shall order appropriate relief.
    (j) Agency final action. (1) Within 60 days of receipt of the
administrative judge's decision on the complaint, the agency shall take
final action by issuing a final order. The final order shall notify the
class agent whether or not the agency will fully implement the decision
of the administrative judge and shall contain notice of the class
agent's right to appeal to the Equal Employment Opportunity Commission,
the right to file a civil action in federal district court, the name of
the proper defendant in any such lawsuit, and the applicable time limits
for appeals and lawsuits. If the final order does not fully implement
the decision of the administrative judge, then the agency shall
simultaneously file an appeal in accordance with Sec. 1614.403 and
append a copy of the appeal to the final order. A copy of EEOC Form 573
shall be attached to the final order.
    (2) If an agency does not issue a final order within 60 days of
receipt of the administrative judge's decision, then the decision of the
administrative judge shall become the final action of the agency.
    (3) A final order on a class complaint shall, subject to subpart D
of this part, be binding on all members of the class and the agency.
    (k) Notification of final action: The agency shall notify class
members of the final action and relief awarded, if any, through the same
media employed to give notice of the existence of the class complaint.
The notice, where appropriate, shall include information concerning the
rights of class members to seek individual relief, and of the procedures
to be followed. Notice shall be given by the agency within 10 days of
the transmittal of the final action to the agent.
    (l) Relief for individual class members. (1) When discrimination is
found, an agency must eliminate or modify the employment policy or
practice out of which the complaint arose and provide individual relief,
including an award of attorney's fees and costs, to the agent in
accordance with Sec. 1614.501.
    (2) When class-wide discrimination is not found, but it is found
that the class agent is a victim of discrimination, Sec. 1614.501 shall
apply. The agency shall also, within 60 days of the issuance of the
final order finding no class-wide discrimination, issue the
acknowledgement of receipt of an individual complaint as required by
Sec. 1614.106(d) and process in accordance with the provisions of
subpart A of this part, each individual complaint that was subsumed into
the class complaint.
    (3) When discrimination is found in the final order and a class
member believes that he or she is entitled to individual relief, the
class member may file a written claim with the head of the agency or its
EEO Director within 30 days of receipt of notification by the agency of
its final order. Administrative judges shall retain jurisdiction over
the complaint in order to resolve any disputed claims by class members.
Where a finding of discrimination against a class has been made, there
shall be a presumption of discrimination as to each member of the class.
The claim must include a specific detailed showing that the claimant is
a class member who was affected by the discriminatory policy or
practice, and that this discriminatory action took place within the
period of time for which class-wide discrimination was found in the
final order. The agency must show by clear and convincing evidence that
any class member is not entitled to relief. The administrative judge may
hold a hearing or otherwise supplement the record on a claim filed by a
class member. The agency or the Commission may find class-wide
discrimination and order remedial action for any policy or practice in
existence within 45 days of the agent's initial contact with the
Counselor. Relief otherwise consistent with this part may be ordered for
the time the policy or practice was in effect. The agency shall issue a
final order on each such claim within 90 days of filing. Such decision
must include a notice of the right to

[[Page 285]]

file an appeal or a civil action in accordance with subpart D of this
part and the applicable time limits.

[57 FR 12646, Apr. 10, 1992, as amended at 64 FR 37658, July 12, 1999;
74 FR 63984, Dec. 7, 2009; 77 FR 43505, July 25, 2012]



                       Subpart C_Related Processes



Sec. 1614.301  Relationship to negotiated grievance procedure.

    (a) When a person is employed by an agency subject to 5 U.S.C.
7121(d) and is covered by a collective bargaining agreement that permits
allegations of discrimination to be raised in a negotiated grievance
procedure, a person wishing to file a complaint or a grievance on a
matter of alleged employment discrimination must elect to raise the
matter under either part 1614 or the negotiated grievance procedure, but
not both. An election to proceed under this part is indicated only by
the filing of a written complaint; use of the pre-complaint process as
described in Sec. 1614.105 does not constitute an election for purposes
of this section. An aggrieved employee who files a complaint under this
part may not thereafter file a grievance on the same matter. An election
to proceed under a negotiated grievance procedure is indicated by the
filing of a timely written grievance. An aggrieved employee who files a
grievance with an agency whose negotiated agreement permits the
acceptance of grievances which allege discrimination may not thereafter
file a complaint on the same matter under this part 1614 irrespective of
whether the agency has informed the individual of the need to elect or
of whether the grievance has raised an issue of discrimination. Any such
complaint filed after a grievance has been filed on the same matter
shall be dismissed without prejudice to the complainant's right to
proceed through the negotiated grievance procedure including the right
to appeal to the Commission from a final decision as provided in subpart
D of this part. The dismissal of such a complaint shall advise the
complainant of the obligation to raise discrimination in the grievance
process and of the right to appeal the final grievance decision to the
Commission.
    (b) When a person is not covered by a collective bargaining
agreement that permits allegations of discrimination to be raised in a
negotiated grievance procedure, allegations of discrimination shall be
processed as complaints under this part.
    (c) When a person is employed by an agency not subject to 5 U.S.C
7121(d) and is covered by a negotiated grievance procedure, allegations
of discrimination shall be processed as complaints under this part,
except that the time limits for processing the complaint contained in
Sec. 1614.106 and for appeal to the Commission contained in Sec.
1614.402 may be held in abeyance during processing of a grievance
covering the same matter as the complaint if the agency notifies the
complainant in writing that the complaint will be held in abeyance
pursuant to this section.



Sec. 1614.302  Mixed case complaints.

    (a) Definitions--(1) Mixed case complaint. A mixed case complaint is
a complaint of employment discrimination filed with a federal agency
based on race, color, religion, sex, national origin, age, disability,
or genetic information related to or stemming from an action that can be
appealed to the Merit Systems Protection Board (MSPB). The complaint may
contain only an allegation of employment discrimination or it may
contain additional allegations that the MSPB has jurisdiction to
address.
    (2) Mixed case appeals. A mixed case appeal is an appeal filed with
the MSPB that alleges that an appealable agency action was effected, in
whole or in part, because of discrimination on the basis of race, color,
religion, sex, national origin, disability, age, or genetic information.
    (b) Election. An aggrieved person may initially file a mixed case
complaint with an agency pursuant to this part or an appeal on the same
matter with the MSPB pursuant to 5 CFR 1201.151, but not both. An agency
shall inform every employee who is the subject of an action that is
appealable to the MSPB and who has either orally or in writing raised
the issue of discrimination during the processing of the action of the
right to file either a mixed case complaint with the agency or to file a

[[Page 286]]

mixed case appeal with the MSPB. The person shall be advised that he or
she may not initially file both a mixed case complaint and an appeal on
the same matter and that whichever is filed first shall be considered an
election to proceed in that forum. If a person files a mixed case appeal
with the MSPB instead of a mixed case complaint and the MSPB dismisses
the appeal for jurisdictional reasons, the agency shall promptly notify
the individual in writing of the right to contact an EEO counselor
within 45 days of receipt of this notice and to file an EEO complaint,
subject to Sec. 1614.107. The date on which the person filed his or her
appeal with MSPB shall be deemed to be the date of initial contact with
the counselor. If a person files a timely appeal with MSPB from the
agency's processing of a mixed case complaint and the MSPB dismisses it
for jurisdictional reasons, the agency shall reissue a notice under
Sec. 1614.108(f) giving the individual the right to elect between a
hearing before an administrative judge and an immediate final decision.
    (c) Dismissal. (1) An agency may dismiss a mixed case complaint for
the reasons contained in, and under the conditions prescribed in, Sec.
1614.107.
    (2) An agency decision to dismiss a mixed case complaint on the
basis of the complainant's prior election of the MSPB procedures shall
be made as follows:
    (i) Where neither the agency nor the MSPB administrative judge
questions the MSPB's jurisdiction over the appeal on the same matter, it
shall dismiss the mixed case complaint pursuant to Sec. 1614.107(a)(4)
and shall advise the complainant that he or she must bring the
allegations of discrimination contained in the rejected complaint to the
attention of the MSPB, pursuant to 5 CFR 1201.155. The dismissal of such
a complaint shall advise the complainant of the right to petition the
EEOC to review the MSPB's final decision on the discrimination issue. A
dismissal of a mixed case complaint is not appealable to the Commission
except where it is alleged that Sec. 1614.107(a)(4) has been applied to
a non-mixed case matter.
    (ii) Where the agency or the MSPB administrative judge questions the
MSPB's jurisdiction over the appeal on the same matter, the agency shall
hold the mixed case complaint in abeyance until the MSPB's
administrative judge rules on the jurisdictional issue, notify the
complainant that it is doing so, and instruct him or her to bring the
allegation of discrimination to the attention of the MSPB. During this
period of time, all time limitations for processing or filing under this
part will be tolled. An agency decision to hold a mixed case complaint
in abeyance is not appealable to EEOC. If the MSPB's administrative
judge finds that MSPB has jurisdiction over the matter, the agency shall
dismiss the mixed case complaint pursuant to Sec. 1614.107(a)(4), and
advise the complainant of the right to petition the EEOC to review the
MSPB's final decision on the discrimination issue. If the MSPB's
administrative judge finds that MSPB does not have jurisdiction over the
matter, the agency shall recommence processing of the mixed case
complaint as a non-mixed case EEO complaint.
    (d) Procedures for agency processing of mixed case complaints. When
a complainant elects to proceed initially under this part rather than
with the MSPB, the procedures set forth in subpart A shall govern the
processing of the mixed case complaint with the following exceptions:
    (1) At the time the agency advises a complainant of the acceptance
of a mixed case complaint, it shall also advise the complainant that:
    (i) If a final decision is not issued within 120 days of the date of
filing of the mixed case complaint, the complainant may appeal the
matter to the MSPB at any time thereafter as specified at 5 CFR
1201.154(b)(2) or may file a civil action as specified at Sec.
1614.310(g), but not both; and
    (ii) If the complainant is dissatisfied with the agency's final
decision on the mixed case complaint, the complainant may appeal the
matter to the MSPB (not EEOC) within 30 days of receipt of the agency's
final decision;
    (2) Upon completion of the investigation, the notice provided the
complainant in accordance with Sec. 1614.108(f) will advise the
complainant that a final decision will be issued within 45 days without
a hearing; and

[[Page 287]]

    (3) At the time that the agency issues its final decision on a mixed
case complaint, the agency shall advise the complainant of the right to
appeal the matter to the MSPB (not EEOC) within 30 days of receipt and
of the right to file a civil action as provided at Sec. 1614.310(a).

[57 FR 12646, Apr. 10, 1992, as amended at 61 FR 17576, Apr. 22, 1996;
64 FR 37659, July 12, 1999; 74 FR 63984, Dec. 7, 2009; 77 FR 43505, July
25, 2012]



Sec. 1614.303  Petitions to the EEOC from MSPB decisions on mixed
case appeals and complaints.

    (a) Who may file. Individuals who have received a final decision
from the MSPB on a mixed case appeal or on the appeal of a final
decision on a mixed case complaint under 5 CFR part 1201, subpart E and
5 U.S.C. 7702 may petition EEOC to consider that decision. The EEOC will
not accept appeals from MSPB dismissals without prejudice.
    (b) Method of filing. Filing shall be made by certified mail, return
receipt requested, to the Office of Federal Operations, Equal Employment
Opportunity Commission, P.O. Box 77960, Washington, DC 20013.
    (c) Time to file. A petition must be filed with the Commission
either within 30 days of receipt of the final decision of the MSPB or
within 30 days of when the decision of a MSPB field office becomes
final.
    (d) Service. The petition for review must be served upon all
individuals and parties on the MSPB's service list by certified mail on
or before the filing with the Commission, and the Clerk of the Board,
MSPB, 1615 M Street, NW., Washington, DC 20419, and the petitioner must
certify as to the date and method of service.

[74 FR 3430, Jan. 21, 2009, as amended at 77 FR 51470, Aug. 24, 2012]



Sec. 1614.304  Contents of petition.

    (a) Form. Petitions must be written or typed, but may use any format
including a simple letter format. Petitioners are encouraged to use EEOC
Form 573, Notice Of Appeal/Petition.
    (b) Contents. Petitions must contain the following:
    (1) The name and address of the petitioner;
    (2) The name and address of the petitioner's representative, if any;
    (3) A statement of the reasons why the decision of the MSPB is
alleged to be incorrect, in whole or in part, only with regard to issues
of discrimination based on race, color, religion, sex, national origin,
age, disability, or genetic information;
    (5) The signature of the petitioner or representative, if any.

[57 FR 12646, Apr. 10, 1992, as amended at 74 FR 63984, Dec. 7, 2009]



Sec. 1614.305  Consideration procedures.

    (a) Once a petition is filed, the Commission will examine it and
determine whether the Commission will consider the decision of the MSPB.
An agency may oppose the petition, either on the basis that the
Commission should not consider the MSPB's decision or that the
Commission should concur in the MSPB's decision, by filing any such
argument with the Office of Federal Operations and serving a copy on the
petitioner within 15 days of receipt by the Commission.
    (b) The Commission shall determine whether to consider the decision
of the MSPB within 30 days of receipt of the petition by the
Commission's Office of Federal Operations. A determination of the
Commission not to consider the decision shall not be used as evidence
with respect to any issue of discrimination in any judicial proceeding
concerning that issue.
    (c) If the Commission makes a determination to consider the
decision, the Commission shall within 60 days of the date of its
determination, consider the entire record of the proceedings of the MSPB
and on the basis of the evidentiary record before the Board as
supplemented in accordance with paragraph (d) of this section, either:
    (1) Concur in the decision of the MSPB; or
    (2) Issue in writing a decision that differs from the decision of
the MSPB to the extent that the Commission finds that, as a matter of
law:
    (i) The decision of the MSPB constitutes an incorrect interpretation
of any provision of any law, rule, regulation, or policy directive
referred to in 5 U.S.C. 7702(a)(1)(B); or

[[Page 288]]

    (ii) The decision involving such provision is not supported by the
evidence in the record as a whole.
    (d) In considering any decision of the MSPB, the Commission,
pursuant to 5 U.S.C. 7702(b)(4), may refer the case to the MSPB for the
taking of additional evidence within such period as permits the
Commission to make a decision within the 60-day period prescribed or
provide on its own for the taking of additional evidence to the extent
the Commission considers it necessary to supplement the record.
    (e) Where the EEOC has differed with the decision of the MSPB under
Sec. 1614.305(c)(2), the Commission shall refer the matter to the MSPB.



Sec. 1614.306  Referral of case to Special Panel.

    If the MSPB reaffirms its decision under 5 CFR 1201.162(a)(2) with
or without modification, the matter shall be immediately certified to
the Special Panel established pursuant to 5 U.S.C. 7702(d). Upon
certification, the Board shall, within five days (excluding Saturdays,
Sundays, and Federal holidays), transmit to the Chairman of the Special
Panel and to the Chairman of the EEOC the administrative record in the
proceeding including--
    (a) The factual record compiled under this section, which shall
include a transcript of any hearing(s);
    (b) The decisions issued by the Board and the Commission under 5
U.S.C. 7702; and
    (c) A transcript of oral arguments made, or legal brief(s) filed,
before the Board and the Commission.



Sec. 1614.307  Organization of Special Panel.

    (a) The Special Panel is composed of:
    (1) A Chairman appointed by the President with the advice and
consent of the Senate, and whose term is 6 years;
    (2) One member of the MSPB designated by the Chairman of the Board
each time a panel is convened; and
    (3) One member of the EEOC designated by the Chairman of the
Commission each time a panel is convened.
    (b) Designation of Special Panel member--(1) Time of designation.
Within five days of certification of the case to the Special Panel, the
Chairman of the MSPB and the Chairman of the EEOC shall each designate
one member from their respective agencies to serve on the Special Panel.
    (2) Manner of designation. Letters of designation shall be served on
the Chairman of the Special Panel and the parties to the appeal.



Sec. 1614.308  Practices and procedures of the Special Panel.

    (a) Scope. The rules in this subpart apply to proceedings before the
Special Panel.
    (b) Suspension of rules in this subpart. In the interest of
expediting a decision, or for good cause shown, the Chairman of the
Special Panel may, except where the rule in this subpart is required by
statute, suspend the rules in this subpart on application of a party, or
on his or her own motion, and may order proceedings in accordance with
his or her direction.
    (c) Time limit for proceedings. Pursuant to 5 U.S.C. 7702(d)(2)(A),
the Special Panel shall issue a decision within 45 days of the matter
being certified to it.
    (d) Administrative assistance to Special Panel. (1) The MSPB and the
EEOC shall provide the Panel with such reasonable and necessary
administrative resources as determined by the Chairman of the Special
Panel.
    (2) Assistance shall include, but is not limited to, processing
vouchers for pay and travel expenses.
    (3) The Board and the EEOC shall be responsible for all
administrative costs incurred by the Special Panel and, to the extent
practicable, shall equally divide the costs of providing such
administrative assistance. The Chairman of the Special Panel shall
resolve the manner in which costs are divided in the event of a
disagreement between the Board and the EEOC.
    (e) Maintenance of the official record. The Board shall maintain the
official record. The Board shall transmit two copies of each submission
filed to each member of the Special Panel in an expeditious manner.
    (f) Filing and service of pleadings. (1) The parties shall file the
original and six copies of all submissions with the Clerk, Merit Systems
Protection Board, 1120 Vermont Avenue, NW.,

[[Page 289]]

Washington, DC 20419. One copy of each submission shall be served on the
other parties.
    (2) A certificate of service specifying how and when service was
made must accompany all submissions of the parties.
    (3) Service may be by mail or by personal delivery during normal
business hours (8:15 a.m.-4:45 p.m.). Due to the short statutory time
limit, parties are required to file their submissions by overnight
delivery service should they file by mail.
    (4) The date of filing shall be determined by the date of mailing as
indicated by the order date for the overnight delivery service. If the
filing is by personal delivery, it shall be considered filed on that
date it is received in the office of the Clerk, MSPB.
    (g) Briefs and responsive pleadings. If the parties wish to submit
written argument, briefs shall be filed with the Special Panel within 15
days of the date of the Board's certification order. Due to the short
statutory time limit responsive pleadings will not ordinarily be
permitted.
    (h) Oral argument. The parties have the right to oral argument if
desired. Parties wishing to exercise this right shall so indicate at the
time of filing their brief, or if no brief is filed, within 15 days of
the date of the Board's certification order. Upon receipt of a request
for argument, the Chairman of the Special Panel shall determine the time
and place for argument and the time to be allowed each side, and shall
so notify the parties.
    (i) Post-argument submissions. Due to the short statutory time
limit, no post-argument submissions will be permitted except by order of
the Chairman of the Special Panel.
    (j) Procedural matters. Any procedural matters not addressed in this
subpart shall be resolved by written order of the Chairman of the
Special Panel.



Sec. 1614.309  Enforcement of Special Panel decision.

    The Board shall, upon receipt of the decision of the Special Panel,
order the agency concerned to take any action appropriate to carry out
the decision of the Panel. The Board's regulations regarding enforcement
of a final order of the Board shall apply. These regulations are set out
at 5 CFR part 1201, subpart E.



Sec. 1614.310  Right to file a civil action.

    An individual who has a complaint processed pursuant to 5 CFR part
1201, subpart E or this subpart is authorized by 5 U.S.C. 7702 to file a
civil action in an appropriate United States District Court:
    (a) Within 30 days of receipt of a final decision issued by an
agency on a complaint unless an appeal is filed with the MSPB; or
    (b) Within 30 days of receipt of notice of the final decision or
action taken by the MSPB if the individual does not file a petition for
consideration with the EEOC; or
    (c) Within 30 days of receipt of notice that the Commission has
determined not to consider the decision of the MSPB; or
    (d) Within 30 days of receipt of notice that the Commission concurs
with the decision of the MSPB; or
    (e) If the Commission issues a decision different from the decision
of the MSPB, within 30 days of receipt of notice that the MSPB concurs
in and adopts in whole the decision of the Commission; or
    (f) If the MSPB does not concur with the decision of the Commission
and reaffirms its initial decision or reaffirms its initial decision
with a revision, within 30 days of the receipt of notice of the decision
of the Special Panel; or
    (g) After 120 days from the date of filing a formal complaint if
there is no final action or appeal to the MSPB; or
    (h) After 120 days from the date of filing an appeal with the MSPB
if the MSPB has not yet made a decision; or
    (i) After 180 days from the date of filing a petition for
consideration with Commission if there is no decision by the Commission,
reconsideration decision by the MSPB or decision by the Special Panel.



                   Subpart D_Appeals and Civil Actions



Sec. 1614.401  Appeals to the Commission.

    (a) A complainant may appeal an agency's final action or dismissal
of a complaint.

[[Page 290]]

    (b) An agency may appeal as provided in Sec. 1614.110(a).
    (c) A class agent or an agency may appeal an administrative judge's
decision accepting or dismissing all or part of a class complaint; a
class agent may appeal an agency's final action or an agency may appeal
an administrative judge's decision on a class complaint; a class member
may appeal a final decision on a claim for individual relief under a
class complaint; and a class member, a class agent or an agency may
appeal a final decision on a petition pursuant to Sec. 1614.204(g)(4).
    (d) A grievant may appeal the final decision of the agency, the
arbitrator or the Federal Labor Relations Authority (FLRA) on the
grievance when an issue of employment discrimination was raised in a
negotiated grievance procedure that permits such issues to be raised. A
grievant may not appeal under this part, however, when the matter
initially raised in the negotiated grievance procedure is still ongoing
in that process, is in arbitration, is before the FLRA, is appealable to
the MSPB or if 5 U.S.C. 7121(d) is inapplicable to the involved agency.
    (e) A complainant, agent or individual class claimant may appeal to
the Commission an agency's alleged noncompliance with a settlement
agreement or final decision in accordance with Sec. 1614.504.

[57 FR 12646, Apr. 10, 1992, as amended at 64 FR 37659, July 12, 1999;
77 FR 43505, July 25, 2012]



Sec. 1614.402  Time for appeals to the Commission.

    (a) Appeals described in Sec. 1614.401(a) and (c) must be filed
within 30 days of receipt of the dismissal, final action or decision.
Appeals described in Sec. 1614.401(b) must be filed within 40 days of
receipt of the hearing file and decision. Appeals described in Sec.
1614.401(d) must be filed within 30 days of receipt of the final
decision of the agency, the arbitrator or the Federal Labor Relations
Authority. Where a complainant has notified the EEO Director of alleged
noncompliance with a settlement agreement in accordance with Sec.
1614.504, the complainant may file an appeal 35 days after service of
the allegations of noncompliance, but no later than 30 days after
receipt of an agency's determination.
    (b) If the complainant is represented by an attorney of record, then
the 30-day time period provided in paragraph (a) of this section within
which to appeal shall be calculated from the receipt of the required
document by the attorney. In all other instances, the time within which
to appeal shall be calculated from the receipt of the required document
by the complainant.

[57 FR 12646, Apr. 10, 1992, as amended at 64 FR 37659, July 12, 1999;
77 FR 43505, July 25, 2012]



Sec. 1614.403  How to appeal.

    (a) The complainant, agency, agent, grievant or individual class
claimant (hereinafter appellant) must file an appeal with the Director,
Office of Federal Operations, Equal Employment Opportunity Commission,
at P.O. Box 77960, Washington, DC 20013, or electronically, or by
personal delivery or facsimile. The appellant should use EEOC Form 573,
Notice of Appeal/Petition, and should indicate what is being appealed.
    (b) The appellant shall furnish a copy of the appeal to the opposing
party at the same time it is filed with the Commission. In or attached
to the appeal to the Commission, the appellant must certify the date and
method by which service was made on the opposing party.
    (c) If an appellant does not file an appeal within the time limits
of this subpart, the appeal shall be dismissed by the Commission as
untimely.
    (d) Any statement or brief on behalf of a complainant in support of
the appeal must be submitted to the Office of Federal Operations within
30 days of filing the notice of appeal. Any statement or brief on behalf
of the agency in support of its appeal must be submitted to the Office
of Federal Operations within 20 days of filing the notice of appeal. The
Office of Federal Operations will accept statements or briefs in support
of an appeal by facsimile transmittal, provided they are no more than 10
pages long.
    (e) The agency must submit the complaint file to the Office of
Federal Operations within 30 days of initial notification that the
complainant has filed

[[Page 291]]

an appeal or within 30 days of submission of an appeal by the agency.
    (f) Any statement or brief in opposition to an appeal must be
submitted to the Commission and served on the opposing party within 30
days of receipt of the statement or brief supporting the appeal, or, if
no statement or brief supporting the appeal is filed, within 60 days of
receipt of the appeal. The Office of Federal Operations will accept
statements or briefs in opposition to an appeal by facsimile provided
they are no more than 10 pages long.
    (g) Agencies are required to submit appeals, complaint files, and
other filings to the Office of Federal Operations in a digital format
acceptable to the Commission, absent a showing of good cause why an
agency cannot submit digital records. Appellants are encouraged, but not
required, to submit digital appeals and supporting documentation to the
Office of Federal Operations in a format acceptable to the Commission.

[64 FR 37659, July 12, 1999, as amended at 74 FR 3430, Jan. 21, 2009; 77
FR 43505, July 25, 2012]



Sec. 1614.404  Appellate procedure.

    (a) On behalf of the Commission, the Office of Federal Operations
shall review the complaint file and all written statements and briefs
from either party. The Commission may supplement the record by an
exchange of letters or memoranda, investigation, remand to the agency or
other procedures.
    (b) If the Office of Federal Operations requests information from
one or both of the parties to supplement the record, each party
providing information shall send a copy of the information to the other
party.
    (c) When either party to an appeal fails without good cause shown to
comply with the requirements of this section or to respond fully and in
timely fashion to requests for information, the Office of Federal
Operations shall, in appropriate circumstances:
    (1) Draw an adverse inference that the requested information would
have reflected unfavorably on the party refusing to provide the
requested information;
    (2) Consider the matters to which the requested information or
testimony pertains to be established in favor of the opposing party;
    (3) Issue a decision fully or partially in favor of the opposing
party; or
    (4) Take such other actions as appropriate.

[57 FR 12646, Apr. 10, 1992, as amended at 64 FR 37659, July 12, 1999]



Sec. 1614.405  Decisions on appeals.

    (a) The Office of Federal Operations, on behalf of the Commission,
shall issue a written decision setting forth its reasons for the
decision. The Commission shall dismiss appeals in accordance with
Sec. Sec. 1614.107, 1614.403(c) and 1614.409. The decision shall be
based on the preponderance of the evidence. The decision on an appeal
from an agency's final action shall be based on a de novo review, except
that the review of the factual findings in a decision by an
administrative judge issued pursuant to Sec. 1614.109(i) shall be based
on a substantial evidence standard of review. If the decision contains a
finding of discrimination, appropriate remedy(ies) shall be included
and, where appropriate, the entitlement to interest, attorney's fees or
costs shall be indicated. The decision shall reflect the date of its
issuance, inform the complainant of his or her or her civil action
rights, and be transmitted to the complainant and the agency by first
class mail.
    (b) The Office of Federal Operations, on behalf of the Commission,
shall issue decisions on appeals of decisions to accept or dismiss a
class complaint issued pursuant to Sec. 1614.204(d)(7) within 90 days
of receipt of the appeal.
    (c) A decision issued under paragraph (a) of this section is final
within the meaning of Sec. 1614.407 unless a timely request for
reconsideration is filed by a party to the case. A party may request
reconsideration within 30 days of receipt of a decision of the
Commission, which the Commission in its discretion may grant, if the
party demonstrates that:
    (1) The appellate decision involved a clearly erroneous
interpretation of material fact or law; or

[[Page 292]]

    (2) The decision will have a substantial impact on the policies,
practices or operations of the agency.

[57 FR 12646, Apr. 10, 1992, as amended at 64 FR 37659, July 12, 1999;
77 FR 43505, July 25, 2012]



Sec. 1614.406  Time limits. [Reserved]



Sec. 1614.407  Civil action: Title VII, Age Discrimination in
Employment Act and Rehabilitation Act.

    A complainant who has filed an individual complaint, an agent who
has filed a class complaint or a claimant who has filed a claim for
individual relief pursuant to a class complaint is authorized under
title VII, the ADEA and the Rehabilitation Act to file a civil action in
an appropriate United States District Court:
    (a) Within 90 days of receipt of the final action on an individual
or class complaint if no appeal has been filed;
    (b) After 180 days from the date of filing an individual or class
complaint if an appeal has not been filed and final action has not been
taken;
    (c) Within 90 days of receipt of the Commission's final decision on
an appeal; or
    (d) After 180 days from the date of filing an appeal with the
Commission if there has been no final decision by the Commission.

[57 FR 12646, Apr. 10, 1992. Redesignated and amended at 64 FR 37659,
July 12, 1999]



Sec. 1614.408  Civil action: Equal Pay Act.

    A complainant is authorized under section 16(b) of the Fair Labor
Standards Act (29 U.S.C. 216(b)) to file a civil action in a court of
competent jurisdiction within two years or, if the violation is willful,
three years of the date of the alleged violation of the Equal Pay Act
regardless of whether he or she pursued any administrative complaint
processing. Recovery of back wages is limited to two years prior to the
date of filing suit, or to three years if the violation is deemed
willful; liquidated damages in an equal amount may also be awarded. The
filing of a complaint or appeal under this part shall not toll the time
for filing a civil action.

[57 FR 12646, Apr. 10, 1992. Redesignated at 64 FR 37659, July 12, 1999]



Sec. 1614.409  Effect of filing a civil action.

    Filing a civil action under Sec. 1614.407 or Sec. 1614.408 shall
terminate Commission processing of the appeal. If private suit is filed
subsequent to the filing of an appeal, the parties are requested to
notify the Commission in writing.

[57 FR 12646, Apr. 10, 1992. Redesignated at 64 FR 37659, July 12, 1999.
77 FR 43505, July 25, 2012]



                   Subpart E_Remedies and Enforcement



Sec. 1614.501  Remedies and relief.

    (a) When an agency, or the Commission, in an individual case of
discrimination, finds that an applicant or an employee has been
discriminated against, the agency shall provide full relief which shall
include the following elements in appropriate circumstances:
    (1) Notification to all employees of the agency in the affected
facility of their right to be free of unlawful discrimination and
assurance that the particular types of discrimination found will not
recur;
    (2) Commitment that corrective, curative or preventive action will
be taken, or measures adopted, to ensure that violations of the law
similar to those found will not recur;
    (3) An unconditional offer to each identified victim of
discrimination of placement in the position the person would have
occupied but for the discrimination suffered by that person, or a
substantially equivalent position;
    (4) Payment to each identified victim of discrimination on a make
whole basis for any loss of earnings the person may have suffered as a
result of the discrimination; and
    (5) Commitment that the agency shall cease from engaging in the
specific unlawful employment practice found in the case.
    (b) Relief for an applicant. (1)(i) When an agency, or the
Commission, finds that an applicant for employment has been
discriminated against, the agency shall offer the applicant the position
that the applicant would have occupied absent discrimination or, if
justified by the circumstances, a substantially equivalent position
unless clear and convincing evidence indicates that the

[[Page 293]]

applicant would not have been selected even absent the discrimination.
The offer shall be made in writing. The individual shall have 15 days
from receipt of the offer within which to accept or decline the offer.
Failure to accept the offer within the 15-day period will be considered
a declination of the offer, unless the individual can show that
circumstances beyond his or her control prevented a response within the
time limit.
    (ii) If the offer is accepted, appointment shall be retroactive to
the date the applicant would have been hired. Back pay, computed in the
manner prescribed by 5 CFR 550.805, shall be awarded from the date the
individual would have entered on duty until the date the individual
actually enters on duty unless clear and convincing evidence indicates
that the applicant would not have been selected even absent
discrimination. Interest on back pay shall be included in the back pay
computation where sovereign immunity has been waived. The individual
shall be deemed to have performed service for the agency during this
period for all purposes except for meeting service requirements for
completion of a required probationary or trial period.
    (iii) If the offer of employment is declined, the agency shall award
the individual a sum equal to the back pay he or she would have
received, computed in the manner prescribed by 5 CFR 550.805, from the
date he or she would have been appointed until the date the offer was
declined, subject to the limitation of paragraph (b)(3) of this section.
Interest on back pay shall be included in the back pay computation. The
agency shall inform the applicant, in its offer of employment, of the
right to this award in the event the offer is declined.
    (2) When an agency, or the Commission, finds that discrimination
existed at the time the applicant was considered for employment but also
finds by clear and convincing evidence that the applicant would not have
been hired even absent discrimination, the agency shall nevertheless
take all steps necessary to eliminate the discriminatory practice and
ensure it does not recur.
    (3) Back pay under this paragraph (b) for complaints under title VII
or the Rehabilitation Act may not extend from a date earlier than two
years prior to the date on which the complaint was initially filed by
the applicant.
    (c) Relief for an employee. When an agency, or the Commission, finds
that an employee of the agency was discriminated against, the agency
shall provide relief, which shall include, but need not be limited to,
one or more of the following actions:
    (1) Nondiscriminatory placement, with back pay computed in the
manner prescribed by 5 CFR 550.805, unless clear and convincing evidence
contained in the record demonstrates that the personnel action would
have been taken even absent the discrimination. Interest on back pay
shall be included in the back pay computation where sovereign immunity
has been waived. The back pay liability under title VII or the
Rehabilitation Act is limited to two years prior to the date the
discrimination complaint was filed.
    (2) If clear and convincing evidence indicates that, although
discrimination existed at the time the personnel action was taken, the
personnel action would have been taken even absent discrimination, the
agency shall nevertheless eliminate any discriminatory practice and
ensure it does not recur.
    (3) Cancellation of an unwarranted personnel action and restoration
of the employee.
    (4) Expunction from the agency's records of any adverse materials
relating to the discriminatory employment practice.
    (5) Full opportunity to participate in the employee benefit denied
(e.g., training, preferential work assignments, overtime scheduling).
    (d) The agency has the burden of proving by a preponderance of the
evidence that the complainant has failed to mitigate his or her damages.
    (e) Attorney's fees or costs--(1) Awards of attorney's fees or
costs. The provisions of this paragraph relating to the award of
attorney's fees or costs shall apply to allegations of discrimination
prohibited by title VII and the Rehabilitation Act. In a decision or
final action, the agency, administrative judge, or Commission may award
the applicant or employee reasonable attorney's fees

[[Page 294]]

(including expert witness fees) and other costs incurred in the
processing of the complaint.
    (i) A finding of discrimination raises a presumption of entitlement
to an award of attorney's fees.
    (ii) Any award of attorney's fees or costs shall be paid by the
agency.
    (iii) Attorney's fees are allowable only for the services of members
of the Bar and law clerks, paralegals or law students under the
supervision of members of the Bar, except that no award is allowable for
the services of any employee of the Federal Government.
    (iv) Attorney's fees shall be paid for services performed by an
attorney after the filing of a written complaint, provided that the
attorney provides reasonable notice of representation to the agency,
administrative judge or Commission, except that fees are allowable for a
reasonable period of time prior to the notification of representation
for any services performed in reaching a determination to represent the
complainant. Agencies are not required to pay attorney's fees for
services performed during the pre-complaint process, except that fees
are allowable when the Commission affirms on appeal an administrative
judge's decision finding discrimination after an agency takes final
action by not implementing an administrative judge's decision. Written
submissions to the agency that are signed by the representative shall be
deemed to constitute notice of representation.
    (2) Amount of awards. (i) When the agency, administrative judge or
the Commission determines an entitlement to attorney's fees or costs,
the complainant's attorney shall submit a verified statement of
attorney's fees (including expert witness fees) and other costs, as
appropriate, to the agency or administrative judge within 30 days of
receipt of the decision and shall submit a copy of the statement to the
agency. A statement of attorney's fees and costs shall be accompanied by
an affidavit executed by the attorney of record itemizing the attorney's
charges for legal services. The agency may respond to a statement of
attorney's fees and costs within 30 days of its receipt. The verified
statement, accompanying affidavit and any agency response shall be made
a part of the complaint file.
    (ii)(A) The agency or administrative judge shall issue a decision
determining the amount of attorney's fees or costs due within 60 days of
receipt of the statement and affidavit. The decision shall include a
notice of right to appeal to the EEOC along with EEOC Form 573, Notice
of Appeal/Petition and shall include the specific reasons for
determining the amount of the award.
    (B) The amount of attorney's fees shall be calculated using the
following standards: The starting point shall be the number of hours
reasonably expended multiplied by a reasonable hourly rate. There is a
strong presumption that this amount represents the reasonable fee. In
limited circumstances, this amount may be reduced or increased in
consideration of the degree of success, quality of representation, and
long delay caused by the agency.
    (C) The costs that may be awarded are those authorized by 28 U.S.C.
1920 to include: Fees of the reporter for all or any of the stenographic
transcript necessarily obtained for use in the case; fees and
disbursements for printing and witnesses; and fees for exemplification
and copies necessarily obtained for use in the case.
    (iii) Witness fees shall be awarded in accordance with the
provisions of 28 U.S.C. 1821, except that no award shall be made for a
Federal employee who is in a duty status when made available as a
witness.

[57 FR 12646, Apr. 10, 1992, as amended at 60 FR 43372, Aug. 21, 1995;
64 FR 37659, July 12, 1999]



Sec. 1614.502  Compliance with final Commission decisions.

    (a) Relief ordered in a final Commission decision is mandatory and
binding on the agency except as provided in this section. Failure to
implement ordered relief shall be subject to judicial enforcement as
specified in Sec. 1614.503(g).
    (b) Notwithstanding paragraph (a) of this section, when the agency
requests reconsideration and the case involves removal, separation, or
suspension continuing beyond the date of the request

[[Page 295]]

for reconsideration, and when the decision orders retroactive
restoration, the agency shall comply with the decision to the extent of
the temporary or conditional restoration of the employee to duty status
in the position specified by the Commission, pending the outcome of the
agency request for reconsideration.
    (1) Service under the temporary or conditional restoration
provisions of this paragraph (b) shall be credited toward the completion
of a probationary or trial period, eligibility for a within-grade
increase, or the completion of the service requirement for career
tenure, if the Commission upholds its decision after reconsideration.
    (2) When the agency requests reconsideration, it may delay the
payment of any amounts ordered to be paid to the complainant until after
the request for reconsideration is resolved. If the agency delays
payment of any amount pending the outcome of the request to reconsider
and the resolution of the request requires the agency to make the
payment, then the agency shall pay interest from the date of the
original appellate decision until payment is made.
    (3) The agency shall notify the Commission and the employee in
writing at the same time it requests reconsideration that the relief it
provides is temporary or conditional and, if applicable, that it will
delay the payment of any amounts owed but will pay interest as specified
in paragraph (b)(2) of this section. Failure of the agency to provide
notification will result in the dismissal of the agency's request.
    (c) When no request for reconsideration is filed or when a request
for reconsideration is denied, the agency shall provide the relief
ordered and there is no further right to delay implementation of the
ordered relief. The relief shall be provided in full not later than 120
days after receipt of the final decision unless otherwise ordered in the
decision.

[57 FR 12646, Apr. 10, 1992, as amended at 64 FR 37660, July 12, 1999;
77 FR 43506, July 25, 2012]



Sec. 1614.503  Enforcement of final Commission decisions.

    (a) Petition for enforcement. A complainant may petition the
Commission for enforcement of a decision issued under the Commission's
appellate jurisdiction. The petition shall be submitted to the Office of
Federal Operations. The petition shall specifically set forth the
reasons that lead the complainant to believe that the agency is not
complying with the decision.
    (b) Compliance. On behalf of the Commission, the Office of Federal
Operations shall take all necessary action to ascertain whether the
agency is implementing the decision of the Commission. If the agency is
found not to be in compliance with the decision, efforts shall be
undertaken to obtain compliance.
    (c) Clarification. On behalf of the Commission, the Office of
Federal Operations may, on its own motion or in response to a petition
for enforcement or in connection with a timely request for
reconsideration, issue a clarification of a prior decision. A
clarification cannot change the result of a prior decision or enlarge or
diminish the relief ordered but may further explain the meaning or
intent of the prior decision.
    (d) Referral to the Commission. Where the Director, Office of
Federal Operations, is unable to obtain satisfactory compliance with the
final decision, the Director shall submit appropriate findings and
recommendations for enforcement to the Commission, or, as directed by
the Commission, refer the matter to another appropriate agency.
    (e) Commission notice to show cause. The Commission may issue a
notice to the head of any Federal agency that has failed to comply with
a decision to show cause why there is noncompliance. Such notice may
request the head of the agency or a representative to appear before the
Commission or to respond to the notice in writing with adequate evidence
of compliance or with compelling reasons for non-compliance.
    (f) Certification to the Office of Special Counsel. Where
appropriate and pursuant to the terms of a memorandum of understanding,
the Commission may refer the matter to the Office of Special Counsel for
enforcement action.
    (g) Notification to complainant of completion of administrative
efforts. Where the Commission has determined that an agency is not
complying with a

[[Page 296]]

prior decision, or where an agency has failed or refused to submit any
required report of compliance, the Commission shall notify the
complainant of the right to file a civil action for enforcement of the
decision pursuant to Title VII, the ADEA, the Equal Pay Act or the
Rehabilitation Act and to seek judicial review of the agency's refusal
to implement the ordered relief pursuant to the Administrative Procedure
Act, 5 U.S.C. 701 et seq., and the mandamus statute, 28 U.S.C. 1361, or
to commence de novo proceedings pursuant to the appropriate statutes.



Sec. 1614.504  Compliance with settlement agreements and final action.

    (a) Any settlement agreement knowingly and voluntarily agreed to by
the parties, reached at any stage of the complaint process, shall be
binding on both parties. Final action that has not been the subject of
an appeal or civil action shall be binding on the agency. If the
complainant believes that the agency has failed to comply with the terms
of a settlement agreement or decision, the complainant shall notify the
EEO Director, in writing, of the alleged noncompliance within 30 days of
when the complainant knew or should have known of the alleged
noncompliance. The complainant may request that the terms of settlement
agreement be specifically implemented or, alternatively, that the
complaint be reinstated for further processing from the point processing
ceased.
    (b) The agency shall resolve the matter and respond to the
complainant, in writing. If the agency has not responded to the
complainant, in writing, or if the complainant is not satisfied with the
agency's attempt to resolve the matter, the complainant may appeal to
the Commission for a determination as to whether the agency has complied
with the terms of the settlement agreement or decision. The complainant
may file such an appeal 35 days after he or she has served the agency
with the allegations of noncompliance, but must file an appeal within 30
days of his or her receipt of an agency's determination. The complainant
must serve a copy of the appeal on the agency and the agency may submit
a response to the Commission within 30 days of receiving notice of the
appeal.
    (c) Prior to rendering its determination, the Commission may request
that parties submit whatever additional information or documentation it
deems necessary or may direct that an investigation or hearing on the
matter be conducted. If the Commission determines that the agency is not
in compliance with a decision or settlement agreement, and the
noncompliance is not attributable to acts or conduct of the complainant,
it may order such compliance with the decision or settlement agreement,
or, alternatively, for a settlement agreement, it may order that the
complaint be reinstated for further processing from the point processing
ceased. Allegations that subsequent acts of discrimination violate a
settlement agreement shall be processed as separate complaints under
Sec. 1614.106 or Sec. 1614.204, as appropriate, rather than under this
section.

[57 FR 12646, Apr. 10, 1992, as amended at 64 FR 37660, July 12, 1999;
77 FR 43506, July 25, 2012]



Sec. 1614.505  Interim relief.

    (a)(1) When the agency appeals and the case involves removal,
separation, or suspension continuing beyond the date of the appeal, and
when the administrative judge's decision orders retroactive restoration,
the agency shall comply with the decision to the extent of the temporary
or conditional restoration of the employee to duty status in the
position specified in the decision, pending the outcome of the agency
appeal. The employee may decline the offer of interim relief.
    (2) Service under the temporary or conditional restoration
provisions of paragraph (a)(1) of this section shall be credited toward
the completion of a probationary or trial period, eligibility for a
within-grade increase, or the completion of the service requirement for
career tenure, if the Commission upholds the decision on appeal. Such
service shall not be credited toward the completion of any applicable
probationary or trial period or the completion of the service
requirement for career tenure if the Commission reverses the decision on
appeal.

[[Page 297]]

    (3) When the agency appeals, it may delay the payment of any amount,
other than prospective pay and benefits, ordered to be paid to the
complainant until after the appeal is resolved. If the agency delays
payment of any amount pending the outcome of the appeal and the
resolution of the appeal requires the agency to make the payment, then
the agency shall pay interest from the date of the original decision
until payment is made.
    (4) The agency shall notify the Commission and the employee in
writing at the same time it appeals that the relief it provides is
temporary or conditional and, if applicable, that it will delay the
payment of any amounts owed but will pay interest as specified in
paragraph (b)(2) of this section. Failure of the agency to provide
notification will result in the dismissal of the agency's appeal.
    (5) The agency may, by notice to the complainant, decline to return
the complainant to his or her place of employment if it determines that
the return or presence of the complainant will be unduly disruptive to
the work environment. However, prospective pay and benefits must be
provided. The determination not to return the complainant to his or her
place of employment is not reviewable. A grant of interim relief does
not insulate a complainant from subsequent disciplinary or adverse
action.
    (b) If the agency files an appeal and has not provided required
interim relief, the complainant may request dismissal of the agency's
appeal. Any such request must be filed with the Office of Federal
Operations within 25 days of the date of service of the agency's appeal.
A copy of the request must be served on the agency at the same time it
is filed with EEOC. The agency may respond with evidence and argument to
the complainant's request to dismiss within 15 days of the date of
service of the request.

[64 FR 37660, July 12, 1999]



               Subpart F_Matters of General Applicability



Sec. 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
disability 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

[[Page 298]]

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 disabilities 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 disabilities still refuses to
provide the requested information, the agency must identify the
employee's disability 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 disability status as unknown.
    (g) An agency shall report to the Commission on employment by race,
national origin, sex and disability in the form and at such times as the
Commission may require.

[57 FR 12646, Apr. 10, 1992, as amended at 74 FR 63984, Dec. 7, 2009]



Sec. 1614.602  Reports to the Commission.

    (a) Each agency shall report to the Commission information
concerning pre-complaint counseling and the status, processing and
disposition of complaints under this part at such times and in such
manner as the Commission prescribes.
    (b) Each agency shall advise the Commission whenever it is served
with a Federal court complaint based upon a complaint that is pending on
appeal at the Commission.
    (c) Each agency shall submit annually for the review and approval of
the Commission written national and regional equal employment
opportunity plans of action. Plans shall be submitted in a format
prescribed by the Commission and shall include, but not be limited to:
    (1) Provision for the establishment of training and education
programs designed to provide maximum opportunity for employees to
advance so as to perform at their highest potential;
    (2) Description of the qualifications, in terms of training and
experience relating to equal employment opportunity, of the principal
and operating officials concerned with administration of the agency's
equal employment opportunity program; and
    (3) Description of the allocation of personnel and resources
proposed by the agency to carry out its equal employment opportunity
program.



Sec. 1614.603  Voluntary settlement attempts.

    Each agency shall make reasonable efforts to voluntarily settle
complaints of discrimination as early as possible in, and throughout,
the administrative processing of complaints, including the pre-complaint
counseling stage. Any settlement reached shall be in writing and signed
by both parties and shall identify the claims resolved.

[57 FR 12646, Apr. 10, 1992, as amended at 64 FR 37661, July 12, 1999]



Sec. 1614.604  Filing and computation of time.

    (a) All time periods in this part that are stated in terms of days
are calendar days unless otherwise stated.
    (b) A document shall be deemed timely if it is received or
postmarked before the expiration of the applicable filing period, or, in
the absence of a legible postmark, if it is received by mail within five
days of the expiration of the applicable filing period.
    (c) The time limits in this part are subject to waiver, estoppel and
equitable tolling.
    (d) The first day counted shall be the day after the event from
which the time period begins to run and the last day of the period shall
be included, unless it falls on a Saturday, Sunday or Federal holiday,
in which case the period shall be extended to include the next business
day.

[57 FR 12646, Apr. 10, 1992, as amended at 64 FR 37661, July 12, 1999]

[[Page 299]]



Sec. 1614.605  Representation and official time.

    (a) At any stage in the processing of a complaint, including the
counseling stage Sec. 1614.105, the complainant shall have the right to
be accompanied, represented, and advised by a representative of
complainant's choice.
    (b) If the complainant is an employee of the agency, he or she shall
have a reasonable amount of official time, if otherwise on duty, to
prepare the complaint and to respond to agency and EEOC requests for
information. If the complainant is an employee of the agency and he
designates another employee of the agency as his or her representative,
the representative shall have a reasonable amount of official time, if
otherwise on duty, to prepare the complaint and respond to agency and
EEOC requests for information. The agency is not obligated to change
work schedules, incur overtime wages, or pay travel expenses to
facilitate the choice of a specific representative or to allow the
complainant and representative to confer. The complainant and
representative, if employed by the agency and otherwise in a pay status,
shall be on official time, regardless of their tour of duty, when their
presence is authorized or required by the agency or the Commission
during the investigation, informal adjustment, or hearing on the
complaint.
    (c) In cases where the representation of a complainant or agency
would conflict with the official or collateral duties of the
representative, the Commission or the agency may, after giving the
representative an opportunity to respond, disqualify the representative.
    (d) Unless the complainant states otherwise in writing, after the
agency has received written notice of the name, address and telephone
number of a representative for the complainant, all official
correspondence shall be with the representative with copies to the
complainant. When the complainant designates an attorney as
representative, service of all official correspondence shall be made on
the attorney and the complainant, but time frames for receipt of
materials shall be computed from the time of receipt by the attorney.
The complainant must serve all official correspondence on the designated
representative of the agency.
    (e) The Complainant shall at all times be responsible for proceeding
with the complaint whether or not he or she has designated a
representative.
    (f) Witnesses who are Federal employees, regardless of their tour of
duty and regardless of whether they are employed by the respondent
agency or some other Federal agency, shall be in a duty status when
their presence is authorized or required by Commission or agency
officials in connection with a complaint.

[57 FR 12646, Apr. 10, 1992, as amended at 64 FR 37661, July 12, 1999]



Sec. 1614.606  Joint processing and consolidation of complaints.

    Complaints of discrimination filed by two or more complainants
consisting of substantially similar allegations of discrimination or
relating to the same matter may be consolidated by the agency or the
Commission for joint processing after appropriate notification to the
parties. Two or more complaints of discrimination filed by the same
complainant shall be consolidated by the agency for joint processing
after appropriate notification to the complainant. When a complaint has
been consolidated with one or more earlier filed complaints, the agency
shall complete its investigation within the earlier of 180 days after
the filing of the last complaint or 360 days after the filing of the
original complaint, except that the complainant may request a hearing
from an administrative judge on the consolidated complaints any time
after 180 days from the date of the first filed complaint.
Administrative judges or the Commission may, in their discretion,
consolidate two or more complaints of discrimination filed by the same
complainant.

[64 FR 37661, July 12, 1999]



Sec. 1614.607  Delegation of authority.

    An agency head may delegate authority under this part, to one or
more designees.

[[Page 300]]



    Subpart G_Procedures Under the Notification and Federal Employee
      Antidiscrimination and Retaliation Act of 2002 (No FEAR Act)

    Authority: Sec. 303, Pub. L. 107-174, 116 Stat. 574.

    Source: 71 FR 43650, Aug. 2, 2006, unless otherwise noted.



Sec. 1614.701  Purpose and scope.

    This subpart implements Title III of the Notification and Federal
Employee Antidiscrimination and Retaliation Act of 2002 (No FEAR Act),
Pub. L. 107-174. It sets forth the basic responsibilities of Federal
agencies and the Commission to post certain information on their public
Web sites.



Sec. 1614.702  Definitions.

    The following definitions apply for purposes of this subpart.
    (a) The term Federal agency or agency means an Executive agency (as
defined in 5 U.S.C. 105), the United States Postal Service, and the
Postal Rate Commission.
    (b) The term Commission means the Equal Employment Opportunity
Commission and any subdivision thereof authorized to act on its behalf.
    (c) The term investigation refers to the step of the federal sector
EEO process described in 29 CFR 1614.108 and 1614.106(e)(2) and, for
purposes of this subpart, it commences when the complaint is filed and
ceases when the complainant is given notice under Sec. 1614.108(f) of
the right to request a hearing or to receive an immediate final decision
without a hearing.
    (d) The term hearing refers to the step of the federal sector EEO
process described in 29 CFR 1614.109 and, for purposes of Sec.
1614.704(l)(2)(ii), it commences on the date the agency is informed by
the complainant or EEOC, whichever occurs first, that the complainant
has requested a hearing and ends on the date the agency receives from
the EEOC notice that the EEOC Administrative Judge (AJ) is returning the
case to the agency to take final action. For all other purposes under
this subpart, a hearing commences when the AJ receives the complaint
file from the agency and ceases when the AJ returns the case to the
agency to take final action.
    (e) For purposes of Sec. 1614.704(i), (j), and (k) the phrase
without a hearing refers to a final action by an agency that is
rendered:
    (1) When an agency does not receive a reply to a notice issued under
Sec. 1614.108(f);
    (2) After a complainant requests an immediate final decision;
    (3) After a complainant withdraws a request for a hearing; and
    (4) After an administrative judge cancels a hearing and remands the
matter to the agency.
    (f) For purposes of Sec. 1614.704(i), (j), and (k), the term after
a hearing refers to a final action by an agency that is rendered
following a decision by an administrative judge under Sec.
1614.109(f)(3)(iv), (g) or (i).
    (g) The phrase final action by an agency refers to the step of the
federal sector EEO process described in 29 CFR 1614.110 and, for
purposes of this subpart, it commences when the agency receives a
decision by an Administrative Judge (AJ), receives a request from the
complainant for an immediate final decision without a hearing or fails
to receive a response to a notice issued under Sec. 1614.108(f) and
ceases when the agency issues a final order or final decision on the
complaint.
    (h) The phrase final action by an agency involving a finding of
discrimination means:
    (1) A final order issued by an agency pursuant to Sec. 1614.110(a)
following a finding of discrimination by an administrative judge; and
    (2) A final decision issued by an agency pursuant to Sec.
1614.110(b) in which the agency finds discrimination.
    (i) The term appeal refers to the step of the federal sector EEO
process described in 29 CFR 1614.401 and, for purposes of this subpart,
it commences when the appeal is received by the Commission and ceases
when the appellate decision is issued.
    (j) The term basis of alleged discrimination refers to the
individual's protected status (i.e., race, color, religion, reprisal,
sex, national origin, Equal Pay Act, age, disability, or genetic
information). Only those bases protected

[[Page 301]]

by Title VII of the Civil Rights Act of 1964, as amended, 42 U.S.C.
2000e et seq., the Equal Pay Act of 1963, 29 U.S.C. 206(d), the Age
Discrimination in Employment Act of 1967, as amended, 29 U.S.C. 621 et
seq., the Rehabilitation Act of 1973, as amended, 29 U.S.C. 791 et seq.,
and the Genetic Information Nondiscrimination Act, 42 U.S.C. 2000ff et
seq., are covered by the federal EEO process.
    (k) The term issue of alleged discrimination means one of the
following challenged agency actions affecting a term or condition of
employment as listed on EEOC Standard Form 462 (``Annual Federal Equal
Employment Opportunity Statistical Report of Discrimination
Complaints''): Appointment/hire; assignment of duties; awards;
conversion to full time; disciplinary action/demotion; disciplinary
action/reprimand; disciplinary action/suspension; disciplinary action/
removal; duty hours; evaluation/appraisal; examination/test; harassment/
non-sexual; harassment/sexual; medical examination; pay/overtime;
promotion/non-selection; reassignment/denied; reassignment/directed;
reasonable accommodation; reinstatement; retirement; termination; terms/
conditions of employment; time and attendance; training; and, other.
    (l) The term subordinate component refers to any organizational sub-
unit directly below the agency or department level which has 1,000 or
more employees and is required to submit EEOC Form 715-01 to EEOC
pursuant to EEOC Equal Employment Opportunity Management Directive 715.

[57 FR 12646, Apr. 10, 1992, as amended at 74 FR 63984, Dec. 7, 2009]



Sec. 1614.703  Manner and format of data.

    (a) Agencies shall post their statistical data in the following two
formats: Portable Document Format (PDF); and an accessible text format
that complies with section 508 of the Rehabilitation Act.
    (b) Agencies shall prominently post the date they last updated the
statistical information on the Web site location containing the
statistical data.
    (c) In addition to providing aggregate agency-wide data, an agency
shall include separate data for each subordinate component. Such data
shall be identified as pertaining to the particular subordinate
component.
    (d) Data posted under this subpart will be titled ``Equal Employment
Opportunity Data Posted Pursuant to Title III of the Notification and
Federal Employee Antidiscrimination and Retaliation Act of 2002 (No FEAR
Act), Pub. L. 107-174,'' and a hyperlink to the data, entitled ``No FEAR
Act Data'' will be posted on the homepage of an agency's public Web
site. In the case of agencies with subordinate components, the data
shall be made available by hyperlinks from the homepages of the Web
sites (if any exist) of the subordinate components as well as the
homepage of the Web site of the parent agency.
    (e) Agencies shall post cumulative data pursuant to Sec. 1614.704
for the current fiscal year. Agencies may not post separate quarterly
statistics for the current fiscal year.
    (f) Data posted pursuant to Sec. 1614.704 by agencies having 100 or
more employees, and all subordinate component data posted pursuant to
subsection 1614.703(c), shall be presented in the manner and order set
forth in the template EEOC has placed for this purpose on its public Web
site.
    (1) Cumulative quarterly and fiscal year data shall appear in
vertical columns. The oldest fiscal year data shall be listed first,
reading left to right, with the other fiscal years appearing in the
adjacent columns in chronological order. The current cumulative
quarterly or year-end data shall appear in the last, or far-right,
column.
    (2) The categories of data as set forth in Sec. 1614.704(a) through
(m) of this subpart shall appear in horizontal rows. When reading from
top to bottom, the order of the categories shall be in the same order as
those categories appear in Sec. 1614.704(a) through (m).
    (3) When posting data pursuant to Sec. 1614.704(d) and (j), bases
of discrimination shall be arranged in the order in which they appear in
Sec. 1614.702(j). The category ``non-EEO basis'' shall be posted last,
after the basis of ``disability.''
    (4) When posting data pursuant to Sec. 1614.704(e) and (k), issues
of discrimination shall be arranged in the order in which they appear in
Sec. 1614.702(k). Only

[[Page 302]]

those issues set forth in Sec. 1614.702(k) shall be listed.
    (g) Agencies shall ensure that the data they post under this subpart
can be readily accessed through one or more commercial search engines.
    (h) Within 60 days of the effective date of this rule, an agency
shall provide the Commission the Uniform Resource Locator (URL) for the
data it posts under this subpart. Thereafter, new or changed URLs shall
be provided within 30 days.
    (i) Processing times required to be posted under this subpart shall
be recorded using number of days.



Sec. 1614.704  Information to be posted--all Federal agencies.

    Commencing on January 31, 2004 and thereafter no later than 30 days
after the end of each fiscal quarter beginning on or after January 1,
2004, each Federal agency shall post the following current fiscal year
statistics on its public Internet Web site regarding EEO complaints
filed under 29 CFR part 1614.
    (a) The number of complaints filed in such fiscal year.
    (b) The number of individuals filing those complaints (including as
the agent of a class).
    (c) The number of individuals who filed two or more of those
complaints.
    (d) The number of those complaints, whether initially or through
amendment, raising each of the various bases of alleged discrimination
and the number of complaints in which a non-EEO basis is alleged.
    (e) The number of those complaints, whether initially or through
amendment, raising each of the various issues of alleged discrimination.
    (f) The average length of time it has taken an agency to complete,
respectively, investigation and final action by an agency for:
    (1) All complaints pending for any length of time during such fiscal
year;
    (2) All complaints pending for any length of time during such fiscal
year in which a hearing was not requested; and
    (3) All complaints pending for any length of time during such fiscal
year in which a hearing was requested.
    (g) The number of complaints dismissed by an agency pursuant to 29
CFR 1614.107(a), and the average length of time such complaints had been
pending prior to dismissal.
    (h) The number of complaints withdrawn by complainants.
    (i)(1) The total number of final actions by an agency rendered in
such fiscal year involving a finding of discrimination and, of that
number,
    (2) The number and percentage that were rendered without a hearing,
and
    (3) The number and percentage that were rendered after a hearing.
    (j) Of the total number of final actions by an agency rendered in
such fiscal year involving a finding of discrimination,
    (1) The number and percentage of those based on each respective
basis,
    (2) The number and percentage for each respective basis that were
rendered without a hearing, and
    (3) The number and percentage for each respective basis that were
rendered after a hearing.
    (k) Of the total number of final actions by an agency rendered in
such fiscal year involving a finding of discrimination,
    (1) The number and percentage for each respective issue,
    (2) The number and percentage for each respective issue that were
rendered without a hearing, and
    (3) The number and percentage for each respective issue that were
rendered after a hearing.
    (l) Of the total number of complaints pending for any length of time
in such fiscal year,
    (1) The number that were first filed before the start of the then
current fiscal year,
    (2) Of those complaints falling within subsection (l)(1),
    (i) The number of individuals who filed those complaints, and
    (ii) The number that are pending, respectively, at the
investigation, hearing, final action by an agency, and appeal step of
the process.
    (m) Of the total number of complaints pending for any length of time
in such fiscal year, the total number of complaints in which the agency
has not completed its investigation within the time required by 29 CFR

[[Page 303]]

1614.106(e)(2) plus any extensions authorized by that section or Sec.
1614.108(e).



Sec. 1614.705  Comparative data--all Federal agencies.

    Commencing on January 31, 2004 and no later than January 31 of each
year thereafter, each Federal agency shall post year-end data
corresponding to that required to be posted by Sec. 1614.704 for each
of the five immediately preceding fiscal years (or, if not available for
all five fiscal years, for however many of those five fiscal years for
which data are available). For each category of data, the agency shall
post a separate figure for each fiscal year.



Sec. 1614.706  Other data.

    Agencies shall not include or otherwise post with the data required
to be posted under Sec. 1614.704 and 1614.705 of this subpart any other
data, whether or not EEO related, but may post such other data on
another, separate, Web page.



Sec. 1614.707  Data to be posted by EEOC.

    (a) Commencing on January 31, 2004 and thereafter no later than 30
days after the end of each fiscal quarter beginning on or after January
1, 2004, the Commission shall post the following current fiscal year
statistics on its public Internet Web site regarding hearings requested
under this part 1614.
    (1) The number of hearings requested in such fiscal year.
    (2) The number of individuals filing those requests.
    (3) The number of individuals who filed two or more of those
requests.
    (4) The number of those hearing requests involving each of the
various bases of alleged discrimination.
    (5) The number of those hearing requests involving each of the
various issues of alleged discrimination.
    (6) The average length of time it has taken EEOC to complete the
hearing step for all cases pending at the hearing step for any length of
time during such fiscal year.
    (7)(i) The total number of administrative judge (AJ) decisions
rendered in such fiscal year involving a finding of discrimination and,
of that number,
    (ii) The number and percentage that were rendered without a hearing,
and
    (iii) The number and percentage that were rendered after a hearing.
    (8) Of the total number of AJ decisions rendered in such fiscal year
involving a finding of discrimination,
    (i) The number and percentage of those based on each respective
basis,
    (ii) The number and percentage for each respective basis that were
rendered without a hearing, and
    (iii) The number and percentage for each respective basis that were
rendered after a hearing.
    (9) Of the total number of AJ decisions rendered in such fiscal year
involving a finding of discrimination,
    (i) The number and percentage for each respective issue,
    (ii) The number and percentage for each respective issue that were
rendered without a hearing, and
    (iii) The number and percentage for each respective issue that were
rendered after a hearing.
    (10) Of the total number of hearing requests pending for any length
of time in such fiscal year,
    (i) The number that were first filed before the start of the then
current fiscal year, and
    (ii) The number of individuals who filed those hearing requests in
earlier fiscal years.
    (11) Of the total number of hearing requests pending for any length
of time in such fiscal year, the total number in which the Commission
failed to complete the hearing step within the time required by Sec.
1614.109(i).
    (b) Commencing on January 31, 2004 and thereafter no later than 30
days after the end of each fiscal quarter beginning on or after January
1, 2004, the Commission shall post the following current fiscal year
statistics on its public Internet Web site regarding EEO appeals filed
under part 1614.
    (1) The number of appeals filed in such fiscal year.
    (2) The number of individuals filing those appeals (including as the
agent of a class).
    (3) The number of individuals who filed two or more of those
appeals.
    (4) The number of those appeals raising each of the various bases of
alleged discrimination.

[[Page 304]]

    (5) The number of those appeals raising each of the various issues
of alleged discrimination.
    (6) The average length of time it has taken EEOC to issue appellate
decisions for:
    (i) All appeals pending for any length of time during such fiscal
year;
    (ii) All appeals pending for any length of time during such fiscal
year in which a hearing was not requested; and
    (iii) All appeals pending for any length of time during such fiscal
year in which a hearing was requested.
    (7)(i) The total number of appellate decisions rendered in such
fiscal year involving a finding of discrimination and, of that number,
    (ii) The number and percentage that involved a final action by an
agency rendered without a hearing, and
    (iii) The number and percentage that involved a final action by an
agency after a hearing.
    (8) Of the total number of appellate decisions rendered in such
fiscal year involving a finding of discrimination,
    (i) The number and percentage of those based on each respective
basis of discrimination,
    (ii) The number and percentage for each respective basis that
involved a final action by an agency rendered without a hearing, and
    (iii) The number and percentage for each respective basis that
involved a final action by an agency rendered after a hearing.
    (9) Of the total number of appellate decisions rendered in such
fiscal year involving a finding of discrimination,
    (i) The number and percentage for each respective issue of
discrimination,
    (ii) The number and percentage for each respective issue that
involved a final action by an agency rendered without a hearing, and
    (iii) The number and percentage for each respective issue that
involved a final action by an agency rendered after a hearing.
    (10) Of the total number of appeals pending for any length of time
in such fiscal year,
    (i) The number that were first filed before the start of the then
current fiscal year, and
    (ii) The number of individuals who filed those appeals in earlier
fiscal years.



PART 1615_ENFORCEMENT OF NONDISCRIMINATION ON THE BASIS OF DISABILITY
IN PROGRAMS OR ACTIVITIES CONDUCTED BY THE EQUAL EMPLOYMENT OPPORTUNITY

COMMISSION AND IN ACCESSIBILITY OF COMMISSION ELECTRONIC AND
INFORMATION TECHNOLOGY--Table of Contents



Sec.
1615.101 Purpose.
1615.102 Application.
1615.103 Definitions.
1615.104-1615.110 [Reserved]
1615.111 Notice.
1615.112-1615.129 [Reserved]
1615.130 General prohibitions against discrimination.
1615.131-1615.134 [Reserved]
1615.135 Electronic and information technology requirements.
1615.136-1615.139 [Reserved]
1615.140 Employment.
1615.141-1615.148 [Reserved]
1615.149 Program accessibility: Discrimination prohibited.
1615.150 Program accessibility: Existing facilities.
1615.151 Program accessibility: New construction and alterations.
1615.152-1615.159 [Reserved]
1615.160 Communications.
1615.161-1615.169 [Reserved]
1615.170 Compliance procedures.
1615.171-1615.999 [Reserved]

    Authority: 29 U.S.C. 794 and 29 U.S.C. 794d(f)(2).

    Source: 54 FR 22749, May 26, 1989, unless otherwise noted.

    Editorial Note: Nomenclature changes to part 1615 appear at 73 FR
39866, July 11, 2008.



Sec. 1615.101  Purpose.

    (a) The purpose of this part is to effectuate section 119 of the
Rehabilitation, Comprehensive Services, and Developmental Disabilities
Amendments of 1978, which amended section 504 of the Rehabilitation Act
of 1973 to prohibit discrimination on the basis of disability in
programs or activities conducted by Executive agencies or the United
States Postal Service.

[[Page 305]]

    (b) The purpose of this part is also to effectuate section 508 of
the Rehabilitation Act, which requires that when Federal departments and
agencies develop, procure, maintain, or use electronic and information
technology, they shall ensure accessibility by individuals with
disabilities who are Federal employees or applicants, or members of the
public.

[54 FR 22749, May 26, 1989, as amended at 73 FR 39866, July 11, 2008]



Sec. 1615.102  Application.

    This part applies to all programs or activities conducted by the
Commission and to its development, procurement, maintenance, and use of
electronic and information technology.

[73 FR 39866, July 11, 2008]



Sec. 1615.103  Definitions.

    For purposes of this part, the term--
    Assistant Attorney General means the Assistant Attorney General,
Civil Rights Division, United States Department of Justice.
    Auxiliary aids means services or devices that enable persons with
impaired sensory, manual, or speaking skills to have an equal
opportunity to participate in, and enjoy the benefits of, programs or
activities conducted by the Commission. For example, auxiliary aids
useful for persons with impaired vision include readers, Brailled
materials, audio recordings, and other similar services and devices.
Auxiliary aids useful for persons with impaired hearing include
telephone handset amplifiers, telephones compatible with hearing aids,
telecommunication devices for deaf persons (TDD's), interpreters,
notetakers, written materials, and other similar services and devices.
Auxiliary aids useful for persons with impaired ability to reach or
grasp include goose neck telephone headsets, mechanical page turners,
and raised or lowered furniture. These examples are not intended to be
exclusive either as to the persons who are entitled to such aids or as
to the type of aids that may be required. Although auxiliary aids are
required explicitly only by Sec. 1615.160(a)(1), they may also be
necessary to meet other requirements of this part.
    Commission means the Equal Employment Opportunity Commission.
    Complete complaint means a written statement that contains the
complainant's name and address and describes the Commission's actions in
sufficient detail to inform the Commission of the nature and date of the
alleged violation of section 504 or section 508. It shall be signed by
the complainant or by someone authorized to do so on his or her behalf.
Complaints filed on behalf of classes or third parties shall describe or
identify (by name, if possible) the alleged victims of discrimination.
    Electronic and Information technology. Includes information
technology and any equipment or interconnected system or subsystem of
equipment that is used in the creation, conversion, or duplication of
data or information. The term electronic and information technology
includes, but is not limited to, telecommunications products (such as
telephones), information kiosks and transaction machines, World Wide Web
sites, multimedia, and office equipment such as copiers and fax
machines. The term does not include any equipment that contains embedded
information technology that is used as an integral part of the product,
but the principal function of which is not the acquisition, storage,
manipulation, management, movement, control, display, switching,
interchange, transmission, or reception of data or information. For
example, HVAC (heating, ventilation, and air conditioning) equipment
such as thermostats or temperature control devices, and medical
equipment where information technology is integral to its operation, are
not information technology.
    Facility means all or any portion of buildings, structures,
equipment, roads, walks, parking lots, rolling stock or other
conveyances, or other real or personal property.
    Individual with disabilities means any person who has a physical or
mental impairment that substantially limits one or more major life
activities, has a record of such an impairment, or is regarded as having
such an impairment. As used in this definition, the phrase:
    (1) Physical or mental impairment includes--(i) Any physiological
disorder or condition, cosmetic disfigurement,

[[Page 306]]

or anatomical loss affecting one or more of the following body systems:
Neurological; musculoskeletal; special sense organs; respiratory,
including speech organs; cardiovascular; reproductive; digestive;
genitourinary; hemic and lymphatic; skin; and endocrine; or
    (ii) Any mental or psychological disorder, such as mental
retardation, organic brain syndrome, emotional or mental illness, and
specific learning disabilities. The term ``physical or mental
impairment'' includes, but is not limited to, such diseases and
conditions as orthopedic. visual, speech, and hearing impairments,
cerebral palsy, epilepsy, muscular dystrophy, multiple sclerosis,
cancer, heart disease, diabetes, mental retardation, emotional illness,
and drug addiction and alcoholism.
    (2) Major life activities includes functions such as caring for
one's self, performing manual tasks, walking, seeing, hearing, speaking,
breathing, learning, and working.
    (3) Has a record of such an impairment means has a history of, or
has been misclassified as having, a mental or physical impairment that
substantially limits one or more major life activities.
    (4) Is regarded as having such an impairment means--(i) Has a
physical or mental impairment that does not substantially limit major
life activities but is treated by the agency as constituting such a
limitation;
    (ii) Has a physical or mental impairment that substantially limits
major life activities only as a result of the attitudes of others toward
such impairment; or
    (iii) Has none of the impairments defined in paragraph (1) of this
definition but is treated by the agency as having an impairment.
    Qualified individual with a disability means:
    (1) With respect to any Commission program or activity (except
employment), an individual with a disability who, with or without
modifications or aids required by this part, meets the essential
eligibility requirements for participation in, or receipt of benefits
from, that program or activity.
    (2) With respect to employment, a qualified individual with a
disability as defined in 29 CFR 1630.2(m), which is made applicable to
this part by Sec. 1615.140.
    Section 504 means section 504 of the Rehabilitation Act of 1973
(Pub. L. 93-112, 87 Stat. 394 (29 U.S.C. 794)), as amended by the
Rehabilitation Act Amendments of 1974 (Pub. L. 93-516, 88 Stat. 1617),
the Rehabilitation, Comprehensive Services, and Developmental
Disabilities Amendments of 1978 (Pub. L. 95-602, 92 Stat. 2955) and the
Rehabilitation Act Amendments of 1986 (Pub. L. 99-506, 100 Stat. 1810).
As used in this part, section 504 applies only to programs or activities
conducted by Executive agencies and not to federally assisted programs.
    Section 508 means section 508 of the Rehabilitation Act of 1973,
Pub. L. 93-112, Title V, Sec. 508, as added Pub. L. 99-506, Title VI,
Sec. 603(a), Oct. 21, 1986, 100 Stat. 1830, and amended Pub. L. 100-
630, Title II, Sec. 206(f), Nov. 7, 1988, 102 Stat. 3312; Pub. L. 102-
569, Title V, Sec. 509(a), Oct. 29, 1992, 106 Stat. 4430; Pub. L. 105-
220, Title IV, Sec. 408(b), Aug. 7, 1998, 112 Stat. 1203.

[54 FR 22749, May 26, 1989, as amended at 73 FR 39866, July 11, 2008]



Sec. Sec. 1615.104-1615.110  [Reserved]



Sec. 1615.111  Notice.

    The Commission shall make available to employees, applicants,
participants, beneficiaries, and other interested persons such
information regarding the provisions of this part and its applicability
to the programs or activities conducted by the Commission, and make such
information available to them in such manner as the Chair of the
Commission finds necessary to apprise such persons of the protections
against discrimination assured them by section 504 and this regulation.

[54 FR 22749, May 26, 1989, as amended at 73 FR 39866, July 11, 2008]



Sec. Sec. 1615.112-1615.129  [Reserved]



Sec. 1615.130  General prohibitions against discrimination.

    (a) No qualified individual with disabilities shall, on the basis of
disability, be excluded from participation

[[Page 307]]

in, be denied the benefits of, or otherwise be subjected to
discrimination under any program or activity conducted by the
Commission.
    (b)(1) The Commission, in providing any aid, benefit, or service,
may not, directly or through contractual, certifying, or other
arrangements, on the basis of disability --
    (i) Deny a qualified individual with disabilities the opportunity to
participate in or benefit from the aid, benefit, or service;
    (ii) Afford a qualified individual with disabilities an opportunity
to participate in or benefit from the aid, benefit, or service that is
not equal to that afforded others;
    (iii) Provide a qualified individual with disabilities with an aid,
benefit, or service that is not as effective in affording equal
opportunity to obtain the same result, to gain the same benefit, or to
reach the same level of achievement as that provided to others;
    (iv) Provide different or separate aid, benefits, or services to
individuals with disabilities or to any class of individuals with
disabilities than is provided to others unless such action is necessary
to provide qualified individuals with disabilities with aid, benefits,
or services that are as effective as those provided to others;
    (v) Deny a qualified individual with disabilities the opportunity to
participate as a member of planning or advisory boards; or
    (vi) Otherwise limit a qualified individual with disabilities in the
enjoyment of any right, privilege, advantage, or opportunity enjoyed by
others receiving the aid, benefit, or service.
    (2) The Commission may not deny a qualified individual with
disabilities the opportunity to participate in programs or activities
that are not separate or different, despite the existence of permissibly
separate or different programs or activities.
    (3) The Commission may not, directly or through contractual or other
arrangements, utilize criteria or methods of administration the purpose
or effect of which would--(i) Subject qualified individuals with
disabilities to discrimination on the basis of disability; or
    (ii) Defeat or substantially impair accomplishment of the objectives
of a program or activity with respect to individuals with disabilities.
    (4) The Commission may not, in determining the site or location of a
facility, make selections the purpose or effect of which would--(i)
Exclude individuals with disabilities from, deny them the benefits of,
or otherwise subject them to discrimination under any program or
activity conducted by the Commission; or
    (ii) Defeat or substantially impair the accomplishment of the
objectives of a program or activity with respect to individuals with
disabilities.
    (5) The Commission, in the selection of procurement contractors, may
not use criteria that subject qualified individuals with disabilities to
discrimination on the basis of disability.
    (c) The exclusion of individuals without disabilities from the
benefits of a program limited by Federal statute or Executive order to
individuals with disabilities or the exclusion of a specific class of
individuals with disabilities from a program limited by Federal statute
or Executive order to a different class of individuals with disabilities
is not prohibited by this part.
    (d) The Commission shall administer programs and activities in the
most integrated setting appropriate to the needs of qualified
individuals with disabilities.

[54 FR 22749, May 26, 1989, as amended at 73 FR 39866, July 11, 2008]



Sec. Sec. 1615.131-1615.134  [Reserved]



Sec. 1615.135  Electronic and information technology requirements.

    (a) Development, procurement, maintenance, or use of electronic and
information technology.--When developing, procuring, maintaining, or
using electronic and information technology, the Commission shall
ensure, unless an undue burden would be imposed on it, that the
electronic and information technology allows, regardless of the type of
medium of the technology--
    (1) Individuals with disabilities who are Commission employees to
have access to and use of information and data that is comparable to the
access to and use of the information and data by

[[Page 308]]

Commission employees who are not individuals with disabilities; and
    (2) Individuals with disabilities who are members of the public
seeking information or services from the Commission to have access to
and use of information and data that is comparable to the access to and
use of the information and data by such members of the public who are
not individuals with disabilities.
    (b) Alternative means of access when undue burden is imposed.--When
development, procurement, maintenance, or use of electronic and
information technology that meets the standards published by the
Architectural and Transportation Barriers Compliance Board at 36 CFR
part 1194 would impose an undue burden, the Commission shall provide
individuals with disabilities covered by this section with the
information and data involved by an alternative means of access that
allows the individual to use the information and data.

[73 FR 39866, July 11, 2008]



Sec. Sec. 1615.136-1615.139  [Reserved]



Sec. 1615.140  Employment.

    No qualified individual with a disability shall, on the basis of
disability, be subjected to discrimination in employment under any
program or activity conducted by the Commission. The definitions,
requirements, and procedures of section 501 of the Rehabilitation Act of
1973 (29 U.S.C. 791), as established by this Commission in 29 CFR part
1614, shall apply to employment in federally conducted programs or
activities. As noted in 29 CFR 1614.203(b), the standards used to
determine whether section 501 of the Rehabilitation Act has been
violated in a complaint alleging non-affirmative action employment
discrimination under part 1614 shall be the standards applied under
Title I and Title V (sections 501 through 504 and 510) of the Americans
with Disabilities Act of 1990, as amended (42 U.S.C. 12101, 12111,
12201) as such sections relate to employment. These standards are set
forth in the Commission's ADA regulations at 29 CFR part 1630. If a
section 501 complaint is filed against the Commission in the part 1614
process and it is found to include a separate section 508 claim, the
part 1614 process will be used to process the section 501 claim. The
section 508 claim will be processed separately in accordance with the
procedures set forth at Sec. 1615.170.

[73 FR 39866, July 11, 2008]



Sec. Sec. 1615.141-1615.148  [Reserved]



Sec. 1615.149  Program accessibility: Discrimination prohibited.

    Except as otherwise provided in Sec. 1615.150, no qualified
individual with disabilities shall, because the Commission's facilities
are inaccessible to or unusable by individuals with disabilities, be
denied the benefits of, be excluded from participation in, or otherwise
be subjected to discrimination under any program or activity conducted
by the Commission.



Sec. 1615.150  Program accessibility: Existing facilities.

    (a) General. The Commission shall operate each program or activity
so that the program or activity, when viewed in its entirety, is readily
accessible to and usable by individuals with disabilities. This
paragraph does not--
    (1) Necessarily require the Commission to make each of its existing
facilities accessible to and usable by individuals with disabilities;
    (2) Require the Commission to take any action that it can
demonstrate would result in a fundamental alteration in the nature of a
program or activity or in undue financial and administrative burdens. In
those circumstances where Commission personnel believe that the proposed
action would fundamentally alter the program or activity or would result
in undue financial and administrative burdens, the Commission has the
burden of proving that compliance with Sec. 1615.150(a) would result in
such alteration or burdens. The decision that compliance would result in
such alteration or burdens must be made by the Chair of the Commission
after considering all Commission resources available for use in the
funding and operation of the conducted program or activity, and must be
accompanied by a written statement of the reasons for reaching that
conclusion. If an action would result in such an alteration or

[[Page 309]]

such burdens, the Commission shall take any other action that would not
result in such an alteration or such burdens but would nevertheless
ensure that individuals with disabilities receive the benefits and
services of the program or activity.
    (b) Methods. The Commission may comply with the requirements of this
section through such means as redesign of equipment, reassignment of
services to accessible buildings, assignment of aides to beneficiaries,
home visits, delivery of services at alternate accessible sites,
alteration of existing facilities and construction of new facilities,
use of accessible rolling stock, or any other methods that result in
making its programs or activities readily accessible to and usable by
individuals with disabilities. The Commission is not required to make
structural changes in existing facilities where other methods are
effective in achieving compliance with this section. The Commission, in
making alterations to existing buildings, shall meet accessibility
requirements to the extent compelled by the Architectural Barriers Act
of 1968, as amended (42 U.S.C. 4151-4157), and any regulations
implementing it. In choosing among available methods for meeting the
requirements of this section, the Commission shall give priority to
those methods that offer programs and activities to qualified
individuals with disabilities in the most integrated setting
appropriate.

[54 FR 22749, May 26, 1989, as amended at 73 FR 39868, July 11, 2008]



Sec. 1615.151  Program accessibility: New construction and alterations.

    Each building or part of a building that is constructed or altered
by, on behalf of, or for the use of the Commission shall be designed,
constructed, or altered so as to be readily accessible to and usable by
individuals with disabilities. The definitions, requirements, and
standards of the Architectural Barriers Act (42 U.S.C. 4151-4157), as
established in 41 CFR subpart 101-19.6, apply to buildings covered by
this section.



Sec. Sec. 1615.152-1615.159  [Reserved]



Sec. 1615.160  Communications.

    (a) The Commission shall take appropriate steps to ensure effective
communication with applicants, participants, personnel of other Federal
entities, and members of the public.
    (1) The Commission shall furnish appropriate auxiliary aids where
necessary to afford an individual with disabilities an equal opportunity
to participate in, and enjoy the benefits of, a program or activity
conducted by the Commission.
    (i) In determining what type of auxiliary aid is necessary, the
Commission shall give primary consideration to the requests of the
individual with disabilities.
    (ii) The Commission need not provide individually prescribed
devices, readers for personal use or study, or other devices of a
personal nature.
    (2) Where the Commission communicates with applicants and
beneficiaries by telephone, telecommunication devices for deaf persons
(TDD's) or equally effective telecommunication systems shall be used.
    (b) The Commission shall ensure that interested persons, including
persons with impaired vision or hearing, can obtain information as to
the existence and location of accessible services, activities, and
facilities.
    (c) The Commission shall provide signs at a primary entrance to each
of its inaccessible facilities, directing users to a location at which
they can obtain information about accessible facilities. The
international symbol for accessibility shall be used at each primary
entrance of an accessible facility.
    (d) This section does not require the Commission to take any action
that it can demonstrate would result in a fundamental alteration in the
nature of a program or activity or in undue financial and administrative
burdens. In those circumstances where Commission personnel believe that
the proposed action would fundamentally alter the program or activity or
would result in undue financial and administrative burdens, the
Commission has the burden of proving that compliance with Sec. 1615.160
would result in such alteration or burdens. The decision that

[[Page 310]]

compliance would result in such alteration or burdens must be made by
the Chair of the Commission after considering all Commission resources
available for use in the funding and operation of the conducted program
or activity, and must be accompanied by a written statement of the
reasons for reaching that conclusion. If an action required to comply
with this section would result in such an alteration or such burdens,
the Commission shall take any other action that would not result in such
an alteration or such burdens but would nevertheless ensure that, to the
maximum extent possible, individuals with disabilities receive the
benefits and services of the program or activity.

[54 FR 22749, May 26, 1989, as amended at 73 FR 39866, July 11, 2008]



Sec. Sec. 1615.161-1615.169  [Reserved]



Sec. 1615.170  Compliance procedures.

    (a) Except as provided in paragraph (b) of this section, this
section applies to all allegations of discrimination on the basis of
disability in programs or activities conducted by the Commission in
violation of section 504. This section also applies to all complaints
alleging a violation of the agency's responsibility to procure
electronic and information technology under section 508 whether filed by
members of the public or EEOC employees or applicants.
    (b) The Commission shall process complaints alleging violations of
section 504 with respect to employment according to the procedures
established by EEOC in 29 CFR part 1614 pursuant to section 501 of the
Rehabilitation Act of 1973 (29 U.S.C. 791). With regard to employee
claims concerning agency procurements made in violation of section 508,
the procedures set out in paragraphs (d) through (m) of this section
shall be used.
    (c) Responsibility for implementation and operation of this section
shall be vested in the Director, Office of Equal Opportunity (Director
of OEO).
    (d) Filing a complaint. (1) Any person who believes that he or she
has been subjected to discrimination prohibited by this part or that the
agency's procurement of electronic and information technology has
violated section 508, or authorized representative of such person, may
file a complaint with the Director of OEO. Any person who believes that
any specific class of persons has been subjected to discrimination
prohibited by this part and who is a member of that class or the
authorized representative of a member of that class may file a complaint
with the Director. A charge on behalf of a person or member of a class
of persons claiming to be aggrieved may be made by any person, agency or
organization.
    (2) Where and when to file. Complaints shall be filed with the
Director of OEO within one hundred and eighty calendar days of the
alleged acts of discrimination. A complaint shall be deemed filed on the
date it is postmarked, or, in the absence of a postmark, on the date it
is received in the Office of the Director. The Commission shall extend
the time period for filing a complaint upon a showing of good cause. For
example, the Commission shall extend this time limit if a complainant
shows that he or she was not notified of the time limits and was not
otherwise aware of them, or that he or she was prevented by
circumstances beyond his or her control from submitting the matter
within the time limits. A technically incomplete complaint shall be
deemed timely if the complainant cures any defect upon request.
    (e) Acceptance of complaint. (1) The Commission shall accept a
complete complaint that is filed in accordance with paragraph (d) of
this section and over which it has jurisdiction. The Director, Office of
Equal Opportunity shall notify the complainant and the respondent of
receipt and acceptance of the complaint.
    (2) If the Director, Office of Equal Opportunity receives a
complaint that is not complete, he or she shall notify the complainant,
within 30 days of receipt of the incomplete complaint, that additional
information is needed. If the complainant fails to complete the
complaint within 30 days of receipt of this notice, the Director shall
dismiss the complaint without prejudice and shall so inform the
complainant.
    (f) If the Commission receives a complaint over which it does not
have jurisdiction, it shall promptly notify the

[[Page 311]]

complainant and shall make reasonable efforts to refer the complaint to
the appropriate government entity.
    (g) The Commission shall notify the Architectural and Transportation
Barriers Compliance Board upon receipt of any complaint alleging that a
building or facility that is subject to the Architectural Barriers Act
of 1968, as amended (42 U.S.C. 4151-4157), is not readily accessible to
and usable by individuals with disabilities.
    (h) Within 180 days of the receipt of a complete complaint for which
it has jurisdiction, the Commission shall notify the complainant of the
results of the investigation in a letter containing--
    (1) Findings of fact and conclusions of law;
    (2) A description of a remedy for each violation found; and
    (3) A notice of the right to appeal.
    (i) Appeals of the findings of fact and conclusions of law or
remedies must be filed with the Chair of the Commission by the
complainant within ninety calendar days of receipt from the Commission
of the letter required by Sec. 1615.170(h). The Commission shall extend
this time for good cause when a complainant shows that he or she was not
notified of the prescribed time limit and was not otherwise aware of it
or that circumstances beyond his or her control prevented the filing of
an appeal within the prescribed time limit. An appeal shall be deemed
filed on the date it is postmarked, or, in the absence of a postmark, on
the date it is received by the Chair at EEOC headquarters. It should be
clearly marked ``Appeal of section 504 decision'' or ``Appeal of section
508 decision'' and should contain specific objections explaining why the
person believes the initial decision was factually or legally wrong.
Attached to the appeal letter should be a copy of the initial decision
being appealed.
    (j) Timely appeals shall be decided by the Chair of the Commission
unless the Commission determines that an appeal raises a policy issue
which should be addressed by the full Commission.
    (1) The Chair will draft a decision within 30 days of receipt of an
appeal and circulate it to the Commission.
    (2) If a Commissioner believes an appeal raises a policy issue that
should be addressed by the full Commission, he or she shall so inform
the Chair by notice in writing within ten calendar days of the
circulation of the draft decision on appeal.
    (3) If the Chair does not receive such written notice, the decision
on appeal shall be issued.
    (4) If the Chair receives written notice as described in
subparagraph (2), the Commission shall resolve the appeal through a
vote.
    (k) The Commission shall notify the complainant of the results of
the appeal within ninety calendar days of the receipt of the appeal from
the complainant. If the Commission determines that it needs additional
information from the complainant, it shall have sixty days from the date
it receives the additional information to make its determination on the
appeal.
    (l) The time limits cited in paragraphs (h) and (k) of this section
may be extended with the permission of the Assistant Attorney General.
    (m) The Commission may delegate its authority for conducting
complaint investigations to other Federal agencies, or may contract with
non-Federal entities to conduct such investigations except that the
authority for making the final determination may not be delegated.
    (n) Civil actions. The remedies, procedures, and rights set forth in
sections 505(a)(2) and 505(b) of the Rehabilitation Act, 29 U.S.C.
794a(a)(2) and 794a(b) shall be the remedies, procedures, and rights
available to any individual with a disability filing a complaint under
this section.

[54 FR 22749, May 26, 1989, as amended at 71 FR 26830, May 9, 2006; 73
FR 39868, July 11, 2008]

    Editorial Note: At 74 FR 3430, Jan. 21, 2009, Sec. 1615.170 was
amended by removing the text ``1801 'L' Street NW.'' and adding, in its
place, the text ``131 M Street, NE.'' in paragraphs (d)(2) and (i);
however, the amendment could not be incorporated because the text does
not exist .



Sec. Sec. 1615.171-1615.999  [Reserved]



PART 1620_THE EQUAL PAY ACT--Table of Contents



Sec.
1620.1 Basic applicability of the Equal Pay Act.

[[Page 312]]

1620.2 General coverage of employees ``engaged in commerce.''
1620.3 General coverage of employees ``engaged in * * * the production
          of goods for commerce.''
1620.4 ``Closely related'' and ``directly essential'' activities.
1620.5 What goods are considered as ``produced for commerce.''
1620.6 Coverage is not based on amount of covered activity.
1620.7 ``Enterprise'' coverage.
1620.8 ``Employer,'' ``employee,'' and ``employ'' defined.
1620.9 Meaning of ``establishment.''
1620.10 Meaning of ``wages.''
1620.11 Fringe benefits.
1620.12 Wage ``rate.''
1620.13 ``Equal Work''--What it means.
1620.14 Testing equality of jobs.
1620.15 Jobs requiring equal skill in performance.
1620.16 Jobs requiring equal effort in performance.
1620.17 Jobs requiring equal responsibility in performance.
1620.18 Jobs performed under similar working conditions.
1620.19 Equality of wages--application of the principle.
1620.20 Pay differentials claimed to be based on extra duties.
1620.21 Head of household.
1620.22 Employment cost not a ``factor other than sex.''
1620.23 Collective bargaining agreements not a defense.
1620.24 Time unit for determining violations.
1620.25 Equalization of rates.
1620.26 Red circle rates.
1620.27 Relationship to the Equal Pay Act to title VII of the Civil
          Rights Act.
1620.28 Relationship to other equal pay laws.
1620.29 Relationship to other labor laws.
1620.30 Investigations and compliance assistance.
1620.31 Issuance of subpoenas.
1620.32 Recordkeeping requirements.
1620.33 Recovery of wages due; injunctions; penalties for willful
          violations.
1620.34 Rules to be liberally construed.

    Authority: Sec. 1-19, 52 Stat. 1060, as amended; sec. 10, 61 Stat.
84; Pub. L. 88-38, 77 Stat. 56 (29 U.S.C. 201 et seq.); sec. 1, Reorg.
Plan No. 1 of 1978, 43 FR 19807; E.O. 12144, 44 FR 37193.

    Source: 51 FR 29819, Aug. 20, 1986, unless otherwise noted.



Sec. 1620.1  Basic applicability of the Equal Pay Act.

    (a) Since the Equal Pay Act, 29 U.S.C. 206(d) (hereinafter referred
to as the EPA), is a part of the Fair Labor Standards Act, 29 U.S.C.
201, et seq. (hereinafter referred to as the FLSA), it has the same
basic coverage as the FLSA with two principal exceptions:
    (1) The EPA applies to executive, administrative, and professional
employees who are normally exempted from the FLSA for most purposes by
section 13(a)(1) of that statute, and
    (2) The EPA covers all State and local government employees unless
they are specifically exempted under section 3(e)(2)(C) of the FLSA.
    (b) The EPA does not apply where the employer has no employees who
are engaged in commerce or in the handling of goods that have moved in
commerce and the employer is not an enterprise engaged in commerce or in
the production of goods for commerce.
    (c) Men are protected under the Act equally with women. While the
EPA was motivated by concern for the weaker bargaining position of
women, the Act by its express terms applies to both sexes.
    (d) Most employees of the United States Government, as described in
section 3(e)(2) (A) and (B) of the FLSA, are covered by the EPA.
Accordingly, these interpretations and principles may generally be
applied to Federal sector employment.



Sec. 1620.2  General coverage of employees ``engaged in commerce.''

    (a) Like the FLSA, the EPA applies to employees ``engaged in
commerce.'' ``Commerce'' is broadly defined in section 3(b) of the FLSA.
It includes both interstate and foreign commerce and is not limited to
transportation across State lines, or to activity of a commercial
character. All parts of the movement among the several States, or
between any State and any place outside thereof, of persons or things,
tangibles or intangibles, including communication of information and
intelligence, constitute movement in ``commerce'' within the statutory
definition. This includes those parts of any such activity which take
place wholly within a single State. In addition, the instrumentalities
for carrying on such commerce are so inseparable from the commerce
itself that employees working on such instrumentalities within the

[[Page 313]]

borders of a single State, by virtue of the contribution made by their
work to the movement of the commerce, are ``engaged in commerce'' within
the meaning of the FLSA.
    (b) Consistent with the purpose of the FLSA to apply Federal
standards ``throughout the farthest reaches of the channels of
interstate commerce,'' the courts have made it clear that the employees
``engaged in commerce'' include every employee employed in the channels
of such commerce or in activities so closely related to such commerce as
to be considered a part of it as a practical matter. Engaging ``in
commerce'' includes activities connected therewith such as management
and control of the various physical processes, together with the
accompanying accounting and clerical activities. Thus, employees engaged
in interstate or foreign commerce will typically include, among others,
employees in distributing industries such as wholesaling or retailing
who sell, transport, handle, or otherwise work on goods moving in
interstate or foreign commerce as well as workers who order, receive,
guard, pack, ship or keep records of such goods; employees who handle
payroll or personnel functions for workers engaged in such activities;
clerical and other workers who regularly use the mails, telephone, or
telegraph for communication across State lines; and employees who
regularly travel across State lines while working. For other examples,
see 29 CFR part 776.



Sec. 1620.3  General coverage of employees ``engaged in * * * the
production of goods for commerce.''

    (a) Like the FLSA, the EPA applies to employees ``engaged in * * *
the production of goods for commerce.'' The broad meaning of
``commerce'' as defined in section 3(b) of the FLSA has been outlind in
Sec. 1620.2. ``Goods'' is also comprehensively defined in section 3(i)
of the FLSA and includes ``articles or subjects of commerce of any
character, or any part or ingredient thereof'' not expressly excepted by
the statute. The activities constituting ``production'' of the goods for
commerce are defined in section 3(j) of the FLSA. These are not limited
to such work as manufacturing but include handling or otherwise working
on goods intended for shipment out of the State either directly or
indirectly or for use within the State to serve the needs of the
instrumentalities or facilities by which interstate or foreign commerce
is carried on. Employees engaged in any closely related process or
occupation directly essential to such production of any goods, whether
employed by the producer or by an independent employer, are also
engaged, by definition, in ``production.'' Thus, employees engaged in
the administration, planning, management, and control of the various
physical processes together with the accompanying clerical and
accounting activities are, from a productive standpoint and for purposes
of the FLSA, ``engaged in the production of goods for commerce.''
    (b) Employees engaged in the production of goods for interstate or
foreign commerce include those who work in manufacturing, processing,
and distributing establishments, including wholesale and retail
establishments that ``produce'' (including handling or working on) goods
for such commerce. This includes everyone employed in such
establishments, or elsewhere in the enterprises by which they are
operated, whose activities constitute ``production'' of such goods under
the principles outlined in paragraph (a) of this section. Thus,
employees who sell, process, load, pack, or otherwise handle or work on
goods which are to be shipped or delivered outside the State either by
their employer or by another firm, and either in the same form or as a
part or ingredient of other goods, are engaged in the production of
goods for commerce within the coverage of the FLSA. So also are the
office, management, sales, and shipping personnel, and maintenance,
custodial, and protective employees who perform as a part of the
integrated effort for the production of the goods for commerce, services
related to such production or to such goods or to the plant, equipment,
or personnel by which the production is accomplished.

[[Page 314]]



Sec. 1620.4  ``Closely related'' and ``directly essential'' activities.

    An employee is engaged in the production of goods for interstate or
foreign commerce within the meaning of the FLSA even if the employees's
work is not an actual and direct part of such production, so long as the
employee is engaged in a process or occupation which is ``closely
related'' and ``directly essential'' to it. This is true whether the
employee is employed by the producer of the goods or by someone else who
provides goods or services to the producer. Typical of employees covered
under these principles are computer operators, bookkeepers,
stenographers, clerks, accountants, and auditors and other office and
whitecollar workers, and employees doing payroll, timekeeping, and time
study work for the producer of goods; employees in the personnel, labor
relations, employee benefits, safety and health, advertising, promotion,
and public relations activities of the producing enterprise; work
instructors for the producers; employees maintaining, servicing,
repairing or improving the buildings, machinery, equipment, vehicles or
other facilities used in the production of goods for commerce, and such
custodial and productive employees as watchmen, guards, firemen,
patrolmen, caretakers, stockroom workers and warehousemen; and
transportation workers bringing supplies, materials, or equipment to the
producer's premises, removing waste materials therefrom, or transporting
materials or other goods, or performing such other transportation
activities, as the needs of production may require. These examples are
illustrative, rather than exhaustive, of the employees who are ``engaged
in the production of goods for commerce'' by reason of performing
activities closely related and directly essential to such production.



Sec. 1620.5  What goods are considered as ``produced for commerce.''

    Goods (as defined in section 3(i) of the FLSA) are ``produced for
commerce'' if they are ``produced, manufactured, mined, handled or in
any other manner worked on'' in any State for sale, trade,
transportation, transmission, shipment, or delivery, to any place
outside thereof. Goods are produced for commerce where the producer
intends, hopes, expects, or has reason to believe that the goods or any
unsegregated part of them will move (in the same or in an altered form
or as a part of ingredient of other goods) in interstate or foreign
commerce. If such movement of the goods in commerce can reasonably be
anticipated by the producer when the goods are produced, it makes no
difference whether the producer or the person to whom the goods are
transferred puts the goods in interstate or foreign commerce. The fact
that goods do move in interstate or foreign commerce is strong evidence
that the producer intended, hoped, expected, or had reason to believe
that they would so move. Goods may also be produced ``for commerce''
where they are to be used within the State and not transported in any
form across State lines. This is true where the goods are used to serve
the needs of the instrumentalities or facilities by which interstate or
foreign commerce is carried on within the State. For examples, see 29
CFR 776.20.



Sec. 1620.6  Coverage is not based on amount of covered activity.

    The FLSA makes no distinction as to the percentage, volume, or
amount of activities of either the employee or the employer which
constitute engaged in commerce or in the production of goods for
commerce. Every employee whose activities in commerce or in the
production of goods for commerce, even though small in amount, are
regular and recurring, is considered ``engaged in commerce or in the
production of goods for commerce''.



Sec. 1620.7  ``Enterprise'' coverage.

    (a) The terms ``enterprise'' and ``enterprise engaged in commerce or
in the production of goods for commerce'' are defined in subsections
3(r) and 3(s) of the FLSA. Under the enterprise concept, if a business
is an ``enterprise engaged in commerce or in the production of goods for
commerce,'' every employee employed in such enterprise or by such
enterprise is within the coverage of the EPA unless specifically
exempted in the FLSA, regardless of

[[Page 315]]

whether the individual employee is actually engaged in commerce or in
the production of goods for commerce. The term ``enterprise'' is not
synonymous with the terms ``employer'' or ``establishment'' although on
occasion the three terms may apply to the same business entity. An
enterprise may consist of a single establishment operated by one or more
employers. (See definitions of ``employer'' and ``establishment'' in
Sec. Sec. 1620.8 and 1620.9.)
    (b) In order to constitute an enterprise, the activities sought to
be aggregated must be related to each other, they must be performed
under a unified operation or common control, and they must be performed
for a common business purpose. Activities are related when they are the
same or similar, or when they are auxiliary services necessary to the
operation and maintenance of the particular business. Activities
constitute a unified operation when the activities are operated as a
single business unit or economic entity. Activities are performed under
common control when the power to direct, restrict, regulate, govern or
administer the performance of the activities resides in a single person
or entity or when it is shared by a group of persons or entities.
Activities are performed for a common business purpose when they are
directed to the same or similar business objectives. A determination
whether the statutory characteristics of an enterprise are present in
any particular case must be made on a case-by-case basis. See generally,
subpart C of 29 CFR part 779 for a detailed discussion of the term
``enterprise'' under the FLSA.



Sec. 1620.8  ``Employer,'' ``employee,'' and ``employ'' defined.

    The words ``employer,'' ``employee,'' and ``employ'' as used in the
EPA are defined in the FLSA. Economic reality rather than technical
concepts determines whether there is employment within the meaning of
the EPA. The common law test based upon the power to control the manner
of performance is not applicable to the determination of whether an
employment relationship subject to the EPA exists. An ``employer,'' as
defined in section 3(d) of the FLSA, means ``any person acting directly
or indirectly in the interest of an employer in relation to an
employee'' and includes a ``public agency,'' as defined in section 3(x).
An ``employee,'' as defined in section 3(e) of the FLSA, ``means any
individual employed by an employer.'' ``Employ,'' as used in the EPA, is
defined in section 3(g) of the FLSA to include ``to suffer or permit to
work.'' Two or more employers may be both jointly or severally
responsible for compliance with the statutory requirements applicable to
employment of a particular employee.



Sec. 1620.9  Meaning of ``establishment.''

    (a) Although not expressly defined in the FLSA, the term
``establishment'' had acquired a well settled meaning by the time of
enactment of the Equal Pay Act. It refers to a distinct physical place
of business rather than to an entire business or ``enterprise'' which
may include several separate places of business. Accordingly, each
physically separate place of business is ordinarily considered a
separate establishment.
    (b) In unusual circumstances, two or more portions of a business
enterprise, even though located in a single physical place of business,
may constitute more than one establishment. For example, the facts might
reveal that these portions of the enterprise are physically segregated,
engaged in functionally separate operations, and have separate employees
and maintain separate records. Conversely, unusual circumstances may
call for two or more distinct physical portions of a business enterprise
being treated as a single establishment. For example, a central
administrative unit may hire all employees, set wages, and assign the
location of employment; employees may frequently interchange work
locations; and daily duties may be virtually identical and performed
under similar working conditions. Barring unusual circumstances,
however, the term ``establishment'' will be applied as described in
paragraph (a) of this section.



Sec. 1620.10  Meaning of ``wages.''

    Under the EPA, the term ``wages'' generally includes all payments
made to [or on behalf of] an employee as remuneration for employment.
The term

[[Page 316]]

includes all forms of compensation irrespective of the time of payment,
whether paid periodically or deferred until a later date, and whether
called wages, salary, profit sharing, expense account, monthly minimum,
bonus, uniform cleaning allowance, hotel accommodations, use of company
car, gasoline allowance, or some other name. Fringe benefits are deemed
to be remuneration for employment. ``Wages'' as used in the EPA (the
purpose of which is to assure men and women equal remuneration for equal
work) will therefore include payments which may not be counted under
section 3(m) of the FLSA toward the minimum wage (the purpose of which
is to assure employees a minimum amount of remuneration unconditionally
available in cash or in board, lodging or other facilities). Similarly,
the provisions of section 7(e) of the FLSA under which some payments may
be excluded in computing an employee's ``regular rate'' of pay for
purposes of section 7 do not authorize the exclusion of any such
remuneration from the ``wages'' of an employee in applying the EPA.
Thus, vacation and holiday pay, and premium payments for work on
Saturdays, Sundays, holidays, regular days of rest or other days or
hours in excess or outside of the employee's regular days or hours of
work are deemed remuneration for employment and therefore wage payments
that must be considered in applying the EPA, even though not a part of
the employee's ``regular rate.''



Sec. 1620.11  Fringe benefits.

    (a) ``Fringe benefits'' includes, e.g., such terms as medical,
hospital, accident, life insurance and retirement benefits; profit
sharing and bonus plans; leave; and other such concepts.
    (b) It is unlawful for an employer to discriminate between men and
women performing equal work with regard to fringe benefits. Differences
in the application of fringe benefit plans which are based upon sex-
based actuarial studies cannot be justified as based on ``any other
factor other than sex.''
    (c) Where an employer conditions benefits available to employees and
their spouses and families on whether the employee is the ``head of the
household'' or ``principal wage earner'' in the family unit, the overall
implementation of the plan will be closely scrutinized.
    (d) It is unlawful for an employer to make available benefits for
the spouses or families of employees of one gender where the same
benefits are not made available for the spouses or families of opposite
gender employees.
    (e) It shall not be a defense under the EPA to a charge of sex
discrimination in benefits that the cost of such benefits is greater
with respect to one sex than the other.
    (f) It is unlawful for an employer to have a pension or retirement
plan which, with respect to benefits, establishes different optional or
compulsory retirement ages based on sex or which otherwise
differentiates in benefits on the basis of sex.

[51 FR 29816, Aug. 20, 1986; 51 FR 32636, Sept. 15, 1986]



Sec. 1620.12  Wage ``rate.''

    (a) The term wage ``rate,'' as used in the EPA, refers to the
standard or measure by which an employee's wage is determined and is
considered to encompass all rates of wages whether calculated on a time,
commission, piece, job incentive, profit sharing, bonus, or other basis.
The term includes the rate at which overtime compensation or other
special remuneration is paid as well as the rate at which straight time
compensation for ordinary work is paid. It further includes the rate at
which a draw, advance, or guarantee is paid against a commission
settlement.
    (b) Where a higher wage rate is paid to one gender than the other
for the performance of equal work, the higher rate serves as a wage
standard. When a violation of the Act is established, the higher rate
paid for equal work is the standard to which the lower rate must be
raised to remedy a violation of the Act.



Sec. 1620.13  ``Equal Work''--What it means.

    (a) In general. The EPA prohibits discrimination by employers on the
basis of sex in the wages paid for ``equal work on jobs the performance
of which requires equal skill, effort and responsibility and which are
performed under

[[Page 317]]

similar working conditions * * *.'' The word ``requires'' does not
connote that an employer must formally assign the equal work to the
employee; the EPA applies if the employer knowingly allows the employee
to perform the equal work. The equal work standard does not require that
compared jobs be identical, only that they be substantially equal.
    (b) ``Male jobs'' and ``female jobs.'' (1) Wage classification
systems which designate certain jobs as ``male jobs'' and other jobs as
``female jobs'' frequently specify markedly lower rates for the
``females jobs.'' Such practices indicate a pay practice of
discrimination based on sex. It should also be noted that it is an
unlawful employment practice under title VII of the Civil Rights Act of
1964 to classify a job as ``male'' or ``female'' unless sex is a bona
fide occupational qualification for the job.
    (2) The EPA prohibits discrimination on the basis of sex in the
payment of wages to employees for work on jobs which are equal under the
standards which the Act provides. For example, where an employee of one
sex is hired or assigned to a particular job to replace an employee of
the opposite sex but receives a lower rate of pay than the person
replaced, a prima facie violation of the EPA exists. When a prima facie
violation of the EPA exists, it is incumbent on the employer to show
that the wage differential is justified under one or more of the Act's
four affirmative defenses.
    (3) The EPA applies when all employees of one sex are removed from a
particular job (by transfer or discharge) so as to retain employees of
only one sex in a job previously performed interchangeably or
concurrently by employees of both sexes. If a prohibited sex-based wage
differential had been established or maintained in violation of the EPA
when the job was being performed by employees of both sexes, the
employer's obligation to pay the higher rate for the job cannot be
avoided or evaded by the device of later confining the job to members of
the lower paid sex.
    (4) If a person of one sex succeeds a person of the opposite sex on
a job at a higher rate of pay than the predecessor, and there is no
reason for the higher rate other than difference in gender, a violation
as to the predecessor is established and that person is entitled to
recover the difference between his or her pay and the higher rate paid
the successor employee.
    (5) It is immaterial that a member of the higher paid sex ceased to
be employed prior to the period covered by the applicable statute of
limitations period for filing a timely suit under the EPA. The
employer's continued failure to pay the member of the lower paid sex the
wage rate paid to the higher paid predecessor constitutes a prima facie
continuing violation. Also, it is no defense that the unequal payments
began prior to the statutory period.
    (c) Standards for determining rate of pay. The rate of pay must be
equal for persons performing equal work on jobs requiring equal skill,
effort, and responsibility, and performed under similar working
conditions. When factors such as seniority, education, or experience are
used to determine the rate of pay, then those standards must be applied
on a sex neutral basis.
    (d) Inequalities in pay that raise questions under the Act. It is
necessary to scrutinize those inequalities in pay between employees of
opposite sexes which may indicate a pattern of discrimination in wage
payment that is based on sex. Thus, a serious question would be raised
where such an inequality, allegedly based on a difference in job
content, is in fact one in which the employee occupying the job
purportedly requiring the higher degree of skill, effort, or
responsibility receives the lower wage rate. Likewise, because the EPA
was designed to eliminate wage rate differentials which are based on
sex, situations will be carefully scrutinized where employees of only
one sex are concentrated in the lower levels of the wage scale, and
where there does not appear to be any material relationship other than
sex between the lower wage rates paid to such employees and the higher
rates paid to employees of the opposite sex.
    (e) Job content controlling. Application of the equal pay standard
is not dependent on job classifications or titles but depends rather on
actual job requirements and performance. For example, the fact that jobs
performed by

[[Page 318]]

male and female employees may have the same total point value under an
evaluation system in use by the employer does not in itself mean that
the jobs concerned are equal according to the terms of the statute.
Conversely, although the point values allocated to jobs may add up to
unequal totals, it does not necessarily follow that the work being
performed in such jobs is unequal when the statutory tests of the equal
pay standard are applied. Job titles are frequently of such a general
nature as to provide very little guidance in determining the application
of the equal pay standard. For example, the job title ``clerk'' may be
applied to employees who perform a variety of duties so dissimilar as to
place many of them beyond the scope of comparison under the Act.
Similarly, jobs included under the title ``stock clerk'' may include an
employee of one sex who spends all or most of his or her working hours
in shifting and moving goods in the establishment whereas another
employee, of the opposite sex, may also be described as a ``stock
clerk'' but be engaged entirely in checking inventory. In the case of
jobs identified by the general title ``retail clerk'', the facts may
show that equal skill, effort, and responsibility are required in the
jobs of male and female employees notwithstanding that they are engaged
in selling different kinds of merchandise. In all such situations, the
application of the equal pay standard will have to be determined by
applying the terms of the Act to the specific facts involved.



Sec. 1620.14  Testing equality of jobs.

    (a) In general. What constitutes equal skill, equal effort, or equal
responsibility cannot be precisely defined. In interpreting these key
terms of the statute, the broad remedial purpose of the law must be
taken into consideration. The terms constitute separate tests, each of
which must be met in order for the equal pay standard to apply. It
should be kept in mind that ``equal'' does not mean ``identical.''
Insubstantial or minor differences in the degree or amount of skill, or
effort, or responsibility required for the performance of jobs will not
render the equal pay standard inapplicable. On the other hand,
substantial differences, such as those customarily associated with
differences in wage levels when the jobs are performed by persons of one
sex only, will ordinarily demonstrate an inequality as between the jobs
justifying differences in pay. However, differences in skill, effort or
responsibility which might be sufficient to justify a finding that two
jobs are not equal within the meaning of the EPA if the greater skill,
effort, or responsibility has been required of the higher paid sex, do
not justify such a finding where the greater skill, effort, or
responsibility is required of the lower paid sex. In determining whether
job differences are so substantial as to make jobs unequal, it is
pertinent to inquire whether and to what extent significance has been
given to such differences in setting the wage levels for such jobs. Such
an inquiry may, for example, disclose that apparent differences between
jobs have not been recognized as relevant for wage purposes and that the
facts as a whole support the conclusion that the differences are too
insubstantial to prevent the jobs from being equal in all significant
respects under the law.
    (b) Illustrations of the concept. Where employees of opposite sexes
are employed in jobs in which the duties they are required to perform
and the working conditions are substantially the same, except that an
employee of one sex is required to perform some duty or duties involving
a higher skill which an employee of the other sex is not required to
perform, the fact that the duties are different in this respect is
insufficient to remove the jobs from the application of the equal pay
standard if it also appears that the employer is paying a lower wage
rate to the employee performing the additional duties notwithstanding
the additional skill which they involve. In other situations, where
employees of the opposite sex are employed in jobs which are equal in
the levels of skill, effort, and responsibility required for their
performance, it may be alleged that the assignment to employees of one
sex but not the other of certain duties requiring less skill makes the
jobs too different for comparison under the equal

[[Page 319]]

pay provisions. But so long as the higher level of skill is required for
the performance of the jobs occupied by employees of both sexes, the
fact that some of the duties assigned to employees of one sex require
less skill than the employee must have for the job as a whole does not
warrant any conclusion that the jobs are outside the purview of the
equal pay standard.
    (c) Determining equality of job content in general. In determining
whether employees are performing equal work within the meaning of the
EPA, the amounts of time which employees spend in the performance of
different duties are not the sole criteria. It is also necessary to
consider the degree of difference in terms of skill, effort, and
responsibility. These factors are related in such a manner that a
general standard to determine equality of jobs cannot be set up solely
on the basis of a percentage of time. Consequently, a finding that one
job requires employees to expend greater effort for a certain percentage
of their working time than employees performing another job, would not
in itself establish that the two jobs do not constitute equal work.
Similarly, the performance of jobs on different machines or equipment
would not necessarily result in a determination that the work so
performed is unequal within the meaning of the statute if the equal pay
provisions otherwise apply. If the difference in skill or effort
required for the operation of such equipment is inconsequential, payment
of a higher wage rate to employees of one sex because of a difference in
machines or equipment would constitute a prohibited wage rate
differential. Where greater skill or effort is required from the lower
paid sex, the fact that the machines or equipment used to perform
substantially equal work are different does not defeat a finding that
the EPA has been violated. Likewise, the fact that jobs are performed in
different departments or locations within the establishment would not
necessarily be sufficient to demonstrate that unequal work is involved
where the equal pay standard otherwise applies. This is particularly
true in the case of retail establishments, and unless a showing can be
made by the employer that the sale of one article requires such higher
degree of skill or effort than the sale of another article as to render
the equal pay standard inapplicable, it will be assumed that the
salesmen and saleswomen concerned are performing equal work. Although
the equal pay provisions apply on an establishment basis and the jobs to
be compared are those in the particular establishment, all relevant
evidence that may demonstrate whether the skill, effort, and
responsibility required in the jobs in the particular establishment are
equal should be considered, whether this relates to the performance of
like jobs in other establishments or not.



Sec. 1620.15  Jobs requiring equal skill in performance.

    (a) In general. The jobs to which the equal pay standard is
applicable are jobs requiring equal skill in their performance. Where
the amount or degree of skill required to perform one job is
substantially greater than that required to perform another job, the
equal pay standard cannot apply even though the jobs may be equal in all
other respects. Skill includes consideration of such factors as
experience, training, education, and ability. It must be measured in
terms of the performance requirements of the job. If an employee must
have essentially the same skill in order to perform either of two jobs,
the jobs will qualify under the EPA as jobs the performance of which
requires equal skill, even though the employee in one of the jobs may
not exercise the required skill as frequently or during as much of his
or her working time as the employee in the other job. Possession of a
skill not needed to meet the requirements of the job cannot be
considered in making a determination regarding equality of skill. The
efficiency of the employee's performance in the job is not in itself an
appropriate factor to consider in evaluating skill.
    (b) Comparing skill requirements of jobs. As a simple illustration
of the principle of equal skill, suppose that a man and a woman have
jobs classified as administrative assistants. Both jobs require them to
spend two-thirds of their working time facilitating and supervising
support-staff duties, and the

[[Page 320]]

remaining one-third of their time in diversified tasks, not necessarily
the same. Since there is no difference in the skills required for the
vast majority of their work, whether or not these jobs require equal
skill in performance will depend upon the nature of the work performed
during the latter period to meet the requirements of the jobs.



Sec. 1620.16  Jobs requiring equal effort in performance.

    (a) In general. The jobs to which the equal pay standard is
applicable are jobs that require equal effort to perform. Where
substantial differences exist in the amount or degree of effort required
to be expended in the performance of jobs, the equal pay standard cannot
apply even though the jobs may be equal in all other respects. Effort is
concerned with the measurement of the physical or mental exertion needed
for the performance of a job. Job factors which cause mental fatigue and
stress, as well as those which alleviate fatigue, are to be considered
in determining the effort required by the job. ``Effort'' encompasses
the total requirements of a job. Where jobs are otherwise equal under
the EPA, and there is no substantial difference in the amount or degree
of effort which must be expended in performing the jobs under
comparison, the jobs may require equal effort in their performance even
though the effort may be exerted in different ways on the two jobs.
Differences only in the kind of effort required to be expended in such a
situation will not justify wage differentials.
    (b) Comparing effort requirements of jobs. To illustrate the
principle of equal effort exerted in different ways, suppose that a male
checker employed by a supermarket is required to spend part of his time
carrying out heavy packages or replacing stock involving the lifting of
heavy items whereas a female checker is required to devote an equal
degree of effort during a similar portion of her time to performing
fill-in work requiring greater dexterity--such as rearranging displays
of spices or other small items. The difference in kind of effort
required of the employees does not appear to make their efforts unequal
in any respect which would justify a wage differential, where such
differences in kind of effort expended to perform the job are not
ordinarily considered a factor in setting wage levels. Further, the
occasional or sporadic performance of an activity which may require
extra physical or mental exertion is not alone sufficient to justify a
finding of unequal effort. Suppose, however, that men and women are
working side by side on a line assembling parts. Suppose further that
one of the men who performs the operations at the end of the line must
also lift the assembly, as he completes his part of it, and places it on
a waiting pallet. In such a situation, a wage rate differential might be
justified for the person (but only for the person) who is required to
expend the extra effort in the performance of his job, provided that the
extra effort so expended is substantial and is performed over a
considerable portion of the work cycle. In general, a wage rate
differential based on differences in the degree or amount of effort
required for performance of jobs must be applied uniformly to men and
women. For example, if all women and some men performing a particular
type of job never perform heavy lifting, but some men do, payment of a
higher wage rate to all of the men would constitute a prohibited wage
rate differential if the equal pay provisions otherwise apply.



Sec. 1620.17  Jobs requiring equal responsibility in performance.

    (a) In general. The equal pay standard applies to jobs the
performance of which requires equal responsibility. Responsibility is
concerned with the degree of accountability required in the performance
of the job, with emphasis on the importance of the job obligation.
Differences in the degree of responsibility required in the performance
of otherwise equal jobs cover a wide variety of situations. The
following illustrations in subsection (b), while by no means exhaustive,
may suggest the nature or degree of differences in responsibility which
will constitute unequal work.
    (b) Comparing responsibility requirements of jobs. (1) There are
many situations where one employee of a group performing jobs which are
equal in

[[Page 321]]

other respects is required from time to time to assume supervisory
duties for reasons such as the absence of the regular supervisor.
Suppose, for instance, that it is the employer's practice to pay a
higher wage rate to such a ``relief'' supervisor with the understanding
that during the intervals in which the employee performs supervisory
duties the employee is in training for a supervisory position. In such a
situation, payment of the higher rate to the employee might well be
based solely on the additional responsibility required to perform the
job and the equal pay provisions would not require the same rates to be
paid to an employee of the opposite sex in the group who does not have
an equal responsibility. There would clearly be no question concerning
such a wage rate differential if the employer pays the higher rate to
both men and women who are called upon from time to time to assume such
supervisory responsibilities.
    (2) Other differences in responsibilities of employees in generally
similar jobs may require similar conclusions. Sales clerks, for example,
who are engaged primarily in selling identical or similar merchandise
may be given different responsibilities. Suppose that one employee of
such a group (who may be either a man or a woman) is authorized and
required to determine whether to accept payment for purchases by
personal checks of customers. The person having this authority to accept
personal checks may have a considerable, additional degree of
responsibility which may materially affect the business operations of
the employer. In this situation, payment of a higher wage rate to this
employee would be permissible.
    (3) On the other hand, there are situations where one employee of
the group may be given some minor responsibility which the others do not
have (e.g., turning out the lights in his or her department at the end
of the business day) but which is not of sufficient consequence or
importance to justify a finding of unequal responsibility. As another
example of a minor difference in responsibility, suppose that office
employees of both sexes work in jobs essentially alike but at certain
intervals a male and female employee performing otherwise equal work
within the meaning of the statute are responsible for the office
payroll. One of these employees may be assigned the job of checking time
cards and compiling the payroll list. The other, of the opposite sex,
may be required to make out paychecks, or divide up cash and put the
proper amounts into pay envelopes after drawing a payroll check. In such
circumstances, although some of the employees' duties are occasionally
dissimilar, the difference in responsibility involved would not appear
to be of a kind that is recognized in wage administration as a
significant factor in determining wage rates. Under such circumstances,
this difference would seem insufficient to justify a wage rate
differential between the man's and woman's job if the equal pay
provisions otherwise apply.



Sec. 1620.18  Jobs performed under similar working conditions.

    (a) In general. In order for the equal pay standard to apply, the
jobs are required to be performed under similar working conditions. It
should be noted that the EPA adopts the flexible standard of similarity
as a basis for testing this requirement. In determining whether the
requirement is met, a practical judgment is required in light of whether
the differences in working conditions are the kind customarily taken
into consideration in setting wage levels. The mere fact that jobs are
in different departments of an establishment will not necessarily mean
that the jobs are performed under dissimilar working conditions. This
may or may not be the case. The term ``similar working conditions''
encompasses two subfactors: ``surroundings'' and ``hazards.''
``Surroundings'' measure the elements, such as toxic chemicals or fumes,
regularly encountered by a worker, their intensity and their frequency.
``Hazards'' take into account the physical hazards regularly
encountered, their frequency and the severity of injury they can cause.
The phrase ``working conditions'' does not encompass shift
differentials.
    (b) Determining similarity of working conditions. Generally,
employees performing jobs requiring equal skill, effort, and
responsibility are likely to be

[[Page 322]]

performing them under similar working conditions. However, in situations
where some employees performing work meeting these standards have
working conditions substantially different from those required for the
performance of other jobs, the equal pay principle would not apply. On
the other hand, slight or inconsequential differences in working
conditions which are not usually taken into consideration by employers
or in collective bargaining in setting wage rates would not justify a
differential in pay.



Sec. 1620.19  Equality of wages--application of the principle.

    Equal wages must be paid in the same medium of exchange. In
addition, an employer would be prohibited from paying higher hourly
rates to all employees of one sex and then attempting to equalize the
differential by periodically paying employees of the opposite sex a
bonus. Comparison can be made for equal pay purposes between employees
employed in equal jobs in the same establishment although they work in
different departments.



Sec. 1620.20  Pay differentials claimed to be based on extra duties.

    Additional duties may not be a defense to the payment of higher
wages to one sex where the higher pay is not related to the extra
duties. The Commission will scrutinize such a defense to determine
whether it is bona fide. For example, an employer cannot successfully
assert an extra duties defense where:
    (a) Employees of the higher paid sex receive the higher pay without
doing the extra work;
    (b) Members of the lower paid sex also perform extra duties
requiring equal skill, effort, and responsibility;
    (c) The proffered extra duties do not in fact exist;
    (d) The extra task consumes a minimal amount of time and is of
peripheral importance; or
    (e) Third persons (i.e., individuals who are not in the two groups
of employees being compared) who do the extra task as their primary job
are paid less than the members of the higher paid sex for whom there is
an attempt to justify the pay differential.



Sec. 1620.21  Head of household.

    Since a ``head of household'' or ``head of family'' status bears no
relationship to the requirements of the job or to the individual's
performance on the job, such a claimed defense to an alleged EPA
violation will be closely scrutinized as stated in Sec. 1620.11(c).



Sec. 1620.22  Employment cost not a ``factor other than sex.''

    A wage differential based on claimed differences between the average
cost of employing workers of one sex as a group and the average cost of
employing workers of the opposite sex as a group is discriminatory and
does not qualify as a differential based on any ``factor other than
sex,'' and will result in a violation of the equal pay provisions, if
the equal pay standard otherwise applies.



Sec. 1620.23  Collective bargaining agreements not a defense.

    The establishment by collective bargaining or inclusion in a
collective bargaining agreement of unequal rates of pay does not
constitute a defense available to either an employer or to a labor
organization. Any and all provisions in a collective bargaining
agreement which provide unequal rates of pay in conflict with the
requirements of the EPA are null and void and of no effect.



Sec. 1620.24  Time unit for determining violations.

    In applying the various tests of equality to the requirements for
the performance of particular jobs, it is necessary to scrutinize each
job as a whole and to look at the characteristics of the jobs being
compared over a full work cycle. For the purpose of such a comparison,
the appropriate work cycle to be determined would be that performed by
members of the lower paid sex and a comparison then made with job duties
performed by members of the higher paid sex during a similar work cycle.
The appropriate work cycle will be determined by an examination of the
facts of each situation. For example, where men and women custodial
workers in a school system perform equal work during the academic year,
but the men perform additional duties in the summer

[[Page 323]]

months, the appropriate work cycle for EPA purposes would be the
academic year. In that instance, the additional summer duties would not
preclude the application of the equal pay standard or justify the higher
wage rate for men for the period when the work was equal.



Sec. 1620.25  Equalization of rates.

    Under the express terms of the EPA, when a prohibited sex-based wage
differential has been proved, an employer can come into compliance only
by raising the wage rate of the lower paid sex. The rate-reduction
provision of the EPA prohibits an employer from attempting to cure a
violation by hiring or transferring employees to perform the previously
lower-paid job at the lower rate. Similarly, the departure of the higher
paid sex from positions where a violation occurred, leaving only members
of the lower paid sex being paid equally among themselves, does not cure
the EPA violations.



Sec. 1620.26  Red circle rates.

    (a) The term ``red circle'' rate is used to describe certain
unusual, higher than normal, wage rates which are maintained for reasons
unrelated to sex. An example of bona fide use of a ``red circle'' rate
might arise in a situation where a company wishes to transfer a long-
service employee, who can no longer perform his or her regular job
because of ill health, to different work which is now being performed by
opposite gender-employees. Under the ``red circle'' principle the
employer may continue to pay the employee his or her present salary,
which is greater than that paid to the opposite gender employees, for
the work both will be doing. Under such circumstances, maintaining an
employee's established wage rate, despite a reassignment to a less
demanding job, is a valid reason for the differential even though other
employees performing the less demanding work would be paid at a lower
rate, since the differential is based on a factor other than sex.
However, where wage rate differentials have been or are being paid on
the basis of sex to employees performing equal work, rates of the higher
paid employees may not be ``red circled'' in order to comply with the
EPA. To allow this would only continue the inequities which the EPA was
intended to cure.
    (b) For a variety of reasons an employer may require an employee,
for a short period, to perform the work of a job classification other
than the employee's regular classification. If the employee's rate for
his or her regular job is higher than the rate usually paid for the work
to which the employee is temporarily reassigned, the employer may
continue to pay the higher rate under the ``red circle'' principle. For
instance, an employer who must reduce help in a skilled job may transfer
employees to less demanding work without reducing their pay, in order to
have them available when they are again needed for their former jobs.
Although employees traditionally engaged in performing the less
demanding work would be paid at a lower rate than those employees
transferred from the more skilled jobs, the resultant wage differential
would not constitute a violation of the equal pay provisions since the
differential is based on factors other than sex. This would be true
during the period of time for which the ``red circle'' rate is bona
fide. Temporary reassignments may also involve the opposite relationship
of wage rates. Thus, an employee may be required, during the period of
temporary reassignment, to perform work for which employees of the
opposite sex are paid a higher wage rate than that paid for the duties
of the employee's regular job classification. In such a situation, the
employer may continue to pay the reassigned employee at the lower rate,
if the rate is not based on quality or quantity of production , and if
the reassignment is in fact a temporary one. If, however, a piece rate
is paid employees of the opposite sex who perform the work to which the
employee in question is reassigned, failure to pay the reassigned
employee the same piece rate paid such other employees would raise
questions of discrimination based on sex. Also, failure to pay the
higher rate to a reassigned employee after it becomes known that the
reassignment will not be of a temporary nature would raise a question
whether sex rather than the temporary nature of the assignment is the
real basis for

[[Page 324]]

the wage differential. Generally, failure to pay the higher rate to an
employee reassigned for a period longer than one month will raise
questions as to whether the reassignment was in fact intended to be
temporary.



Sec. 1620.27  Relationship to the Equal Pay Act of title VII of the
Civil Rights Act.

    (a) In situations where the jurisdictional prerequisites of both the
EPA and title VII of the Civil Rights Act of 1964, as amended, 42 U.S.C.
200e et seq., are satisfied, any violation of the Equal Pay Act is also
a violation of title VII. However, title VII covers types of wage
discrimination not actionable under the EPA. Therefore, an act or
practice of an employer or labor organization that is not a violation of
the EPA may nevertheless be a violation of title VII.
    (b) Recovery for the same period of time may be had under both the
EPA and title VII so long as the same individual does not receive
duplicative relief for the same wrong. Relief is computed to give each
individual the highest benefit which entitlement under either statute
would provide. (e.g., liquidated damages may be available under the EPA
but not under title VII.) Relief for the same individual may be computed
under one statute for one or more periods of the violation and under the
other statute for other periods of the violation.
    (c) The right to equal pay under the Equal Pay Act has no
relationship to whether the employee is in the lower paying job as a
result of discrimination in violation of title VII. Under the EPA a
prima facie violation is established upon a showing that an employer
pays different wages to employees of opposite sexes for equal work on
jobs requiring equal skill, effort and responsibility, and which are
performed under similar working conditions. Thus, the availability of a
remedy under title VII which would entitle the lower paid employee to be
hired into, or to transfer to, the higher paid job does not defeat the
right of each person employed on the lower paid job to the same wages as
are paid to a member of the opposite sex who receives higher pay for
equal work.



Sec. 1620.28  Relationship to other equal pay laws.

    The provisions of various State or local laws may differ from the
equal pay provisions set forth in the FLSA. No provisions of the EPA
will excuse noncompliance with any State or other law establishing fewer
defenses or more liberal work criteria than those of the EPA. On the
other hand, compliance with other applicable legislation will not excuse
violations of the EPA.



Sec. 1620.29  Relationship to other labor laws.

    If a higher minimum wage than that required under the FLSA is
applicable to a particular sex pursuant to State law, and the employer
pays the higher State minimum wage to male or female employees, it must
also pay the higher rate to employees of the opposite sex for equal work
in order to comply with the EPA. Similarly, if overtime premiums are
paid to members of one sex because of a legal requirement, such premiums
must also be paid to employees of the other sex.



Sec. 1620.30  Investigations and compliance assistance.

    (a) As provided in sections 9, 11, 16, and 17 of the FLSA, the
Commission and its authorized representatives under the Act may (1)
investigate and gather data; (2) enter and inspect establishments and
records, and make transcriptions thereof, and interview individuals; (3)
advise employers regarding any changes necessary or desirable to comply
with the Act; (4) subpoena witnesses and order production of documents
and other evidence; (5) supervise the payment of amounts owing pursuant
to section 16(c) of the FLSA; (6) initiate and conduct litigation.
    (b) The General Counsel, District Directors, Washington Field Office
Director, and the Program Director, Office of Program Operations, or the
designees of any of them are hereby delegated authority to exercise the
powers enumerated in paragraphs (a) (1), (2), (3), and (5) of this
section and to serve subpoenas. The General Counsel is delegated
authority to seek preliminary relief under the Act. The General Counsel
is hereby delegated authority to

[[Page 325]]

initiate other litigation at the direction of the Commission and to
conduct such litigation.
    (c) The identity or identifying details of persons giving
information in confidence as to violations of the Act shall not be
disclosed unless necessary in a court proceeding.

[46 FR 4888, Jan. 19, 1981, as amended at 47 FR 46276, Oct. 18, 1982; 50
FR 30700, July 29, 1985. Redesignated at 51 FR 29819, Aug. 20, 1986, and
amended at 54 FR 32063, Aug. 4, 1989]



Sec. 1620.31  Issuance of subpoenas.

    (a) With respect to the enforcement of the Equal Pay Act, any member
of the Commission shall have the authority to sign a subpoena requiring:
    (1) The attendance and testimony of witnesses;
    (2) The production of evidence including, but not limited to, books,
records, correspondence, or documents, in the possession or under the
control of the person subpoenaed; and
    (3) Access to evidence for the purposes of examination and the right
to copy.
    (b) There is no right of appeal to the Commission from the issuance
of such a subpoena.
    (c) Upon the failure of any person to comply with a subpoena issued
under this section, the Commission may utilize the provisions of
sections 49 and 50 of title 15 of the United States Code to compel
enforcement of the subpoena.

[46 FR 4888, Jan. 19, 1981. Redesignated at 51 FR 29819, Aug. 20, 1986]



Sec. 1620.32  Recordkeeping requirements.

    (a) Employers having employees subject to the Act are required to
keep records in accordance with U.S. Department of Labor regulations
found at 29 CFR part 516 (Records To Be Kept by Employers Under the
FLSA). The regulations of that part are adopted herein by reference.
    (b) Every employer subject to the equal pay provisions of the Act
shall maintain and preserve all records required by the applicable
sections of 29 CFR part 516 and in addition, shall preserve any records
which he makes in the regular course of his business operation which
relate to the payment of wages, wage rates, job evaluations, job
descriptions, merit systems, seniority systems, collective bargaining
agreements, description of practices or other matters which describe or
explain the basis for payment of any wage differential to employees of
the opposite sex in the same establishment, and which may be pertinent
to a determination whether such differential is based on a factor other
than sex.
    (c) Each employer shall preserve for at least two years the records
he makes of the kind described in Sec. 1620.32(b) which explain the
basis for payment of any wage differential to employees of the opposite
sex in the same establishment.

(Approved by the Office of Management and Budget under control number
3046-0019)

(Pub. L. 96-511, 94 Stat. 2812 (44 U.S.C. 3501 et seq.))

[46 FR 4888, Jan. 19, 1981, as amended at 46 FR 63268, Dec. 31, 1981.
Redesignated at 51 FR 29819, Aug. 20, 1986]



Sec. 1620.33  Recovery of wages due; injunctions; penalties for willful
violations.

    (a) Wages withheld in violation of the Act have the status of unpaid
minimum wages or unpaid overtime compensation under the FLSA. This is
true both of the additional wages required by the Act to be paid to an
employee to meet the equal pay standard, and of any wages that the
employer should have paid an employee whose wages he reduced in
violation of the Act in an attempt to equalize his or her pay with that
of an employee of the opposite sex performing equal work, on jobs
subject to the Act.
    (b) The following methods are provided under sections 16 and 17 of
the FLSA for recovery of unpaid wages: The Commission may supervise
payment of the back wages and may bring suit for back pay and an equal
amount as liquidated damages. The employee may sue for back pay and an
additional sum, up to the amount of back pay, as liquidated damages,
plus attorney's fees and court costs. The employee may not bring suit if
he or she has been paid back wages in full under supervision of the
Commission, or if the Commission has filed suit under the

[[Page 326]]

Act to collect the wages due the employee. The Commission may also
obtain a court injunction to restrain any person from violating the law,
including the unlawful withholding by an employer of proper
compensation. A 2-year statute of limitations applies to the recovery of
unpaid wages, except that an action on a cause of action arising out of
a willful violation may be commenced within 3 years after the cause of
action accrued.
    (c) Willful violations of the Act may be prosecuted criminally and
the violator fined up to $10,000. A second conviction for such a
violation may result in imprisonment.
    (d) Violation of any provision of the Act by any person, including
any labor organization or agent thereof, is unlawful, as provided in
section 15(a) of the FLSA. Accordingly, any labor organization, or agent
thereof, who violates any provision of the Act is subject to injunction
proceedings in accordance with the applicable provisions of section 17
of the FLSA. Any such labor organization, or agent thereof, who
willfully violates the provisions of section 15 is liable to the
penalties set forth in section 16(a) of the FLSA.

[46 FR 4888, Jan. 19, 1981. Redesignated at 51 FR 29819, Aug. 20, 1986]



Sec. 1620.34  Rules to be liberally construed.

    (a) These rules and regulations shall be liberally construed to
effectuate the purpose and provisions of this Act and any other Act
administered by the Commission.
    (b) Any person claiming to be aggrieved or the agent for such person
may advise the Commission of the statute or statutes under which he or
she wishes the Commission to commence its inquiry.
    (c) Whenever the Commission is investigating a charge or allegation
relating to a possible violation of one of the statutes which it
administers and finds a violation of one or more of the other statutes
which it administers, the Commission may seek to remedy such violation
in accordance with the procedures of all relevant statutes.

[46 FR 4888, Jan. 19, 1981. Redesignated at 51 FR 29819, Aug. 20, 1986]



PART 1621_PROCEDURES_THE EQUAL PAY ACT--Table of Contents



Sec.
1621.1 Purpose.
1621.2 Definitions.
1621.3 Procedure for requesting an opinion letter.
1621.4 Effect of opinions and interpretations of the Commission.

    Authority: Secs. 1-19, 52 Stat. 1060, as amended, secs. 10-16, 61
Stat. 84, Pub. L. 88-38, 77 Stat. 56 (29 U.S.C. 201 et seq.); sec. 1,
Reorgan. Plan No. 1 of 1978, 43 FR 19807; E. O. 12144, 44 FR 37193.

    Source: 49 FR 31411, Aug. 7, 1984, unless otherwise noted.



Sec. 1621.1  Purpose.

    The regulations set forth in this part contain the procedures
established by the Equal Employment Opportunity Commission for issuing
opinion letters under the Equal Pay Act.



Sec. 1621.2  Definitions.

    For purposes of this part, the term the Act shall mean the Equal Pay
Act the Commission shall mean the Equal Employment Opportunity
Commission or any of its designated representatives.



Sec. 1621.3  Procedure for requesting an opinion letter.

    (a) A request for an opinion letter should be submitted in writing
to the Chairman, Equal Employment Opportunity Commission, 131 M Street,
NE., Washington, DC 20507, and shall contain:
    (1) A concise statement of the issues for which an opinion is
requested;
    (2) A full statement of the relevant facts and law; and
    (3) The names and addresses of the person(s) making the request and
other interested persons.
    (b) Issuance of an opinion letter by the Commission is
discretionary.
    (c) Informal advice: When the Commission, at its discretion,
determines that it will not issue an opinion letter as defined in Sec.
1621.4, the Commission may provide informal advice or guidance to the
requestor. An informal letter of advice does not represent the formal
position of the Commission and does not commit the Commission to

[[Page 327]]

the views expressed therein. Any letter other than those defined in
Sec. 1621.4 will be considered a letter of advice and may not be relied
upon by any employer within the meaning of section 10 of the Portal to
Portal Act of 1947, 29 U.S.C. 255.

[49 FR 31411, Aug. 7, 1984, as amended at 71 FR 26831, May 9, 2006; 74
FR 3430, Jan. 21, 2009]



Sec. 1621.4  Effect of opinions and interpretations of the Commission.

    (a) Section 10 of the Portal to Portal Act of 1947, 29 U.S.C. 255,
which applies to the Equal Pay Act of 1963, 29 U.S.C. 206(d), provides
that:

    In any action or proceeding based on any act or omission on or after
the date of the enactment of this Act, no employer shall be subject to
any liability or punishment * * * if he pleads and proves that the act
or omission complained of was in good faith in conformity with and in
reliance on any written administrative regulation, order, ruling,
approval or interpretation * * * or any administrative practice or
enforcement policy of [the Commission].


The Commission has determined that only the following documents may be
relied upon by any employer as a ``ruling, approval or interpretation''
or as ``evidence of any administrative practice or enforcement policy''
of the Commission within the meaning of the statutory provisions quoted
above.
    (1) A written document, entitled ``opinion letter,'' signed by the
Legal Counsel on behalf of and as approved by the Commission;
    (2) A written document issued in the conduct of litigation, entitled
``opinion letter,'' signed by the General Counsel on behalf of and as
approved by the Commission;
    (3) A matter published and specifically designated as such in the
Federal Register.
    (b) An opinion letter issued pursuant to paragraph (a)(1) or (a)(2)
of this section, when issued to a specific addressee, has no effect upon
circumstances beyond the situation of the specific addressee.



PART 1625_AGE DISCRIMINATION IN EMPLOYMENT ACT--Table of Contents



                        Subpart A_Interpretations

Sec.
1625.1 Definitions.
1625.2 Discrimination prohibited by the Act.
1625.3 Employment agency.
1625.4 Help wanted notices or advertisements.
1625.5 Employment applications.
1625.6 Bona fide occupational qualifications.
1625.7 Differentiations based on reasonable factors other than age.
1625.8 Bona fide seniority systems.
1625.9 Prohibition of involuntary retirement.
1625.10 Costs and benefits under employee benefit plans.
1625.11 Exemption for employees serving under a contract of unlimited
          tenure.
1625.12 Exemption for bona fide executive or high policymaking
          employees.

                    Subpart B_Substantive Regulations

1625.21 Apprenticeship programs.
1625.22 Waivers of rights and claims under the ADEA.
1625.23 Waivers of rights and claims: Tender back of consideration.

                   Subpart C_Administrative Exemptions

1625.30 Administrative exemptions; procedures.
1625.31 Special employment programs.
1625.32 Coordination of retiree health benefits with Medicare and State
          health benefits.

    Authority: 29 U.S.C. 621-634; 5 U.S.C. 301; Pub. L. 99-502, 100
Stat. 3342; Secretary's Order No. 10-68; Secretary's Order No. 11-68;
sec. 2, Reorg. Plan No. 1 of 1978, 43 FR 19807; Executive Order 12067,
43 FR 28967.

    Source: 46 FR 47726, Sept. 29, 1981, unless otherwise noted.



                        Subpart A_Interpretations



Sec. 1625.1  Definitions.

    The Equal Employment Opportunity Commission is hereinafter referred
to as the Commission. The terms person, employer, employment agency,
labor organization, and employee shall have the meanings set forth in
section 11 of the Age Discrimination in Employment Act of 1967, as
amended, 29 U.S.C. 621 et seq., hereinafter referred to as the Act.
References to employers in this part state principles that are
applicable not

[[Page 328]]

only to employers but also to labor organizations and to employment
agencies.



Sec. 1625.2  Discrimination prohibited by the Act.

    It is unlawful for an employer to discriminate against an individual
in any aspect of employment because that individual is 40 years old or
older, unless one of the statutory exceptions applies. Favoring an older
individual over a younger individual because of age is not unlawful
discrimination under the ADEA, even if the younger individual is at
least 40 years old. However, the ADEA does not require employers to
prefer older individuals and does not affect applicable state,
municipal, or local laws that prohibit such preferences.

[72 FR 36875, July 6, 2007]



Sec. 1625.3  Employment agency.

    (a) As long as an employment agency regularly procures employees for
at least one covered employer, it qualifies under section 11(c) of the
Act as an employment agency with respect to all of its activities
whether or not such activities are for employers covered by the act.
    (b) The prohibitions of section 4(b) of the Act apply not only to
the referral activities of a covered employment agency but also to the
agency's own employment practices, regardless of the number of employees
the agency may have.



Sec. 1625.4  Help wanted notices or advertisements.

    (a) Help wanted notices or advertisements may not contain terms and
phrases that limit or deter the employment of older individuals. Notices
or advertisements that contain terms such as age 25 to 35, young,
college student, recent college graduate, boy, girl, or others of a
similar nature violate the Act unless one of the statutory exceptions
applies. Employers may post help wanted notices or advertisements
expressing a preference for older individuals with terms such as over
age 60, retirees, or supplement your pension.
    (b) Help wanted notices or advertisements that ask applicants to
disclose or state their age do not, in themselves, violate the Act. But
because asking applicants to state their age may tend to deter older
individuals from applying, or otherwise indicate discrimination against
older individuals, employment notices or advertisements that include
such requests will be closely scrutinized to assure that the requests
were made for a lawful purpose.

[72 FR 36875, July 6, 2007]



Sec. 1625.5  Employment applications.

    A request on the part of an employer for information such as Date of
Birth or age on an employment application form is not, in itself, a
violation of the Act. But because the request that an applicant state
his age may tend to deter older applicants or otherwise indicate
discrimination against older individuals, employment application forms
that request such information will be closely scrutinized to assure that
the request is for a permissible purpose and not for purposes proscribed
by the Act. That the purpose is not one proscribed by the statute should
be made known to the applicant by a reference on the application form to
the statutory prohibition in language to the following effect:

    The Age Discrimination in Employment Act of 1967 prohibits
discrimination on the basis of age with respect to individuals who are
at least 40 years of age,'' or by other means. The term ``employment
applications,'' refers to all written inquiries about employment or
applications for employment or promotion including, but not limited to,
r[eacute]sum[eacute]s or other summaries of the applicant's background.
It relates not only to written preemployment inquiries, but to inquiries
by employees concerning terms, conditions, or privileges of employment
as specified in section 4 of the Act.

[46 FR 47726, Sept. 29, 1981, as amended at 53 FR 5972, Feb. 29, 1988;
72 FR 36875, July 6, 2007]



Sec. 1625.6  Bona fide occupational qualifications.

    (a) Whether occupational qualifications will be deemed to be ``bona
fide'' to a specific job and ``reasonably necessary to the normal
operation of the particular business,'' will be determined on the basis
of all the pertinent

[[Page 329]]

facts surrounding each particular situation. It is anticipated that this
concept of a bona fide occupational qualification will have limited
scope and application. Further, as this is an exception to the Act it
must be narrowly construed.
    (b) An employer asserting a BFOQ defense has the burden of proving
that (1) the age limit is reasonably necessary to the essence of the
business, and either (2) that all or substantially all individuals
excluded from the job involved are in fact disqualified, or (3) that
some of the individuals so excluded possess a disqualifying trait that
cannot be ascertained except by reference to age. If the employer's
objective in asserting a BFOQ is the goal of public safety, the employer
must prove that the challenged practice does indeed effectuate that goal
and that there is no acceptable alternative which would better advance
it or equally advance it with less discriminatory impact.
    (c) Many State and local governments have enacted laws or
administrative regulations which limit employment opportunities based on
age. Unless these laws meet the standards for the establishment of a
valid bona fide occupational qualification under section 4(f)(1) of the
Act, they will be considered in conflict with and effectively superseded
by the ADEA.



Sec. 1625.7  Differentiations based on reasonable factors other than
age.

    (a) Section 4(f)(1) of the Act provides that

    * * * it shall not be unlawful for an employer, employment agency,
or labor organization * * * to take any action otherwise prohibited
under paragraphs (a), (b), (c), or (e) of this section * * * where the
differentiation is based on reasonable factors other than age * * *.

    (b) When an employment practice uses age as a limiting criterion,
the defense that the practice is justified by a reasonable factor other
than age is unavailable.
    (c) Any employment practice that adversely affects individuals
within the protected age group on the basis of older age is
discriminatory unless the practice is justified by a ``reasonable factor
other than age.'' An individual challenging the allegedly unlawful
practice is responsible for isolating and identifying the specific
employment practice that allegedly causes any observed statistical
disparities.
    (d) Whenever the ``reasonable factors other than age'' defense is
raised, the employer bears the burdens of production and persuasion to
demonstrate the defense. The ``reasonable factors other than age''
provision is not available as a defense to a claim of disparate
treatment.
    (e)(1) A reasonable factor other than age is a non-age factor that
is objectively reasonable when viewed from the position of a prudent
employer mindful of its responsibilities under the ADEA under like
circumstances. Whether a differentiation is based on reasonable factors
other than age must be decided on the basis of all the particular facts
and circumstances surrounding each individual situation. To establish
the RFOA defense, an employer must show that the employment practice was
both reasonably designed to further or achieve a legitimate business
purpose and administered in a way that reasonably achieves that purpose
in light of the particular facts and circumstances that were known, or
should have been known, to the employer.
    (2) Considerations that are relevant to whether a practice is based
on a reasonable factor other than age include, but are not limited to:
    (i) The extent to which the factor is related to the employer's
stated business purpose;
    (ii) The extent to which the employer defined the factor accurately
and applied the factor fairly and accurately, including the extent to
which managers and supervisors were given guidance or training about how
to apply the factor and avoid discrimination;
    (iii) The extent to which the employer limited supervisors'
discretion to assess employees subjectively, particularly where the
criteria that the supervisors were asked to evaluate are known to be
subject to negative age-based stereotypes;
    (iv) The extent to which the employer assessed the adverse impact of
its employment practice on older workers; and

[[Page 330]]

    (v) The degree of the harm to individuals within the protected age
group, in terms of both the extent of injury and the numbers of persons
adversely affected, and the extent to which the employer took steps to
reduce the harm, in light of the burden of undertaking such steps.
    (3) No specific consideration or combination of considerations need
be present for a differentiation to be based on reasonable factors other
than age. Nor does the presence of one of these considerations
automatically establish the defense.
    (f) A differentiation based on the average cost of employing older
employees as a group is unlawful except with respect to employee benefit
plans which qualify for the section 4(f)(2) exception to the Act.

[46 FR 47726, Sept. 29, 1981, as amended at 77 FR 19095, Mar. 30, 2012]



Sec. 1625.8  Bona fide seniority systems.

    Section 4(f)(2) of the Act provides that

    * * * It shall not be unlawful for an employer, employment agency,
or labor organization * * * to observe the terms of a bona fide
seniority system * * * which is not a subterfuge to evade the purposes
of this Act except that no such seniority system * * * shall require or
permit the involuntary retirement of any individual specified by section
12(a) of this Act because of the age of such individual. * * *

    (a) Though a seniority system may be qualified by such factors as
merit, capacity, or ability, any bona fide seniority system must be
based on length of service as the primary criterion for the equitable
allocation of available employment opportunities and prerogatives among
younger and older workers.
    (b) Adoption of a purported seniority system which gives those with
longer service lesser rights, and results in discharge or less favored
treatment to those within the protection of the Act, may, depending upon
the circumstances, be a ``subterfuge to evade the purposes'' of the Act.
    (c) Unless the essential terms and conditions of an alleged
seniority system have been communicated to the affected employees and
can be shown to be applied uniformly to all of those affected,
regardless of age, it will not be considered a bona fide seniority
system within the meaning of the Act.
    (d) It should be noted that seniority systems which segregate,
classify, or otherwise discriminate against individuals on the basis of
race, color, religion, sex, or national origin, are prohibited under
title VII of the Civil Rights Act of 1964, where that Act otherwise
applies. The ``bona fides'' of such a system will be closely scrutinized
to ensure that such a system is, in fact, bona fide under the ADEA.

[53 FR 15673, May 3, 1988]



Sec. 1625.9  Prohibition of involuntary retirement.

    (a)(1) As originally enacted in 1967, section 4(f)(2) of the Act
provided:

    It shall not be unlawful * * * to observe the terms of a bona fide
seniority system or any bona fide employee benefit plan such as a
retirement, pension, or insurance plan, which is not a subterfuge to
evade the purposes of this Act, except that no such employee benefit
plan shall excuse the failure to hire any individual * * *.


The Department of Labor interpreted the provision as ``Authoriz[ing]
involuntary retirement irrespective of age: Provided, That such
retirement is pursuant to the terms of a retirement or pension plan
meeting the requirements of section 4(f)(2).'' See 34 FR 9709 (June 21,
1969). The Department took the position that in order to meet the
requirements of section 4(f)(2), the involuntary retirement provision
had to be (i) contained in a bona fide pension or retirement plan, (ii)
required by the terms of the plan and not optional, and (iii) essential
to the plan's economic survival or to some other legitimate business
purpose--i.e., the provision was not in the plan as the result of
arbitrary discrimination on the basis of age.
    (2) As revised by the 1978 amendments, section 4(f)(2) was amended
by adding the following clause at the end:

    and no such seniority system or employee benefit plan shall require
or permit the involuntary retirement of any individual specified by
section 12(a) of this Act because of the age of such individual * * *.


The Conference Committee Report expressly states that this amendment is

[[Page 331]]

intended ``to make absolutely clear one of the original purposes of this
provision, namely, that the exception does not authorize an employer to
require or permit involuntary retirement of an employee within the
protected age group on account of age'' (H.R. Rept. No. 95-950, p. 8).
    (b)(1) The amendment applies to all new and existing seniority
systems and employee benefit plans. Accordingly, any system or plan
provision requiring or permitting involuntary retirement is unlawful,
regardless of whether the provision antedates the 1967 Act or the 1978
amendments.
    (2) Where lawsuits pending on the date of enactment (April 6, 1978)
or filed thereafter challenge involuntary retirements which occurred
either before or after that date, the amendment applies.
    (c)(1) The amendment protects all individuals covered by section
12(a) of the Act. Section 12(a) was amended in October of 1986 by the
Age Discrimination in Employment Amendments of 1986, Pub. L. 99-592, 100
Stat. 3342 (1986), which removed the age 70 limit. Section 12(a)
provides that the Act's prohibitions shall be limited to individuals who
are at least forty years of age. Accordingly, unless a specific
exemption applies, an employer can no longer force retirement or
otherwise discriminate on the basis of age against an individual because
(s)he is 70 or older.
    (2) The amendment to section 12(a) of the Act became effective on
January 1, 1987, except with respect to any employee subject to a
collective bargaining agreement containing a provision that would be
superseded by such amendment that was in effect on June 30, 1986, and
which terminates after January 1, 1987. In that case, the amendment is
effective on the termination of the agreement or January 1, 1990,
whichever comes first.
    (d) Neither section 4(f)(2) nor any other provision of the Act makes
it unlawful for a plan to permit individuals to elect early retirement
at a specified age at their own option. Nor is it unlawful for a plan to
require early retirement for reasons other than age.

[46 FR 47726, Sept. 29, 1981, as amended at 52 FR 23811, June 25, 1987;
53 FR 5973, Feb. 29, 1988]



Sec. 1625.10  Costs and benefits under employee benefit plans.

    (a)(1) General. Section 4(f)(2) of the Act provides that it is not
unlawful for an employer, employment agency, or labor organization

    to observe the terms of * * * any bona fide employee benefit plan
such as a retirement, pension, or insurance plan, which is not a
subterfuge to evade the purposes of this Act, except that no such
employee benefit plan shall excuse the failure to hire any individual,
and no such * * * employee benefit plan shall require or permit the
involuntary retirement of any individual specified by section 12(a) of
this Act because of the age of such individuals.


The legislative history of this provision indicates that its purpose is
to permit age-based reductions in employee benefit plans where such
reductions are justified by significant cost considerations.
Accordingly, section 4(f)(2) does not apply, for example, to paid
vacations and uninsured paid sick leave, since reductions in these
benefits would not be justified by significant cost considerations.
Where employee benefit plans do meet the criteria in section 4(f)(2),
benefit levels for older workers may be reduced to the extent necessary
to achieve approximate equivalency in cost for older and younger
workers. A benefit plan will be considered in compliance with the
statute where the actual amount of payment made, or cost incurred, in
behalf of an older worker is equal to that made or incurred in behalf of
a younger worker, even though the older worker may thereby receive a
lesser amount of benefits or insurance coverage. Since section 4(f)(2)
is an exception from the general non-discrimination provisions of the
Act, the burden is on the one seeking to invoke the exception to show
that every element has been clearly and unmistakably met. The exception
must be narrowly construed. The following sections explain three key
elements of the exception:
    (i) What a ``bona fide employee benefit plan'' is;
    (ii) What it means to ``observe the terms'' of such a plan; and
    (iii) What kind of plan, or plan provision, would be considered ``a
subterfuge to evade the purposes of [the] Act.''

[[Page 332]]


There is also a discussion of the application of the general rules
governing all plans with respect to specific kinds of employee benefit
plans.
    (2) Relation of section 4(f)(2) to sections 4(a), 4(b) and 4(c).
Sections 4(a), 4(b) and 4(c) prohibit specified acts of discrimination
on the basis of age. Section 4(a) in particular makes it unlawful for an
employer to ``discriminate against any individual with respect to his
compensation, terms, conditions, or privileges of employment, because of
such individual's age * * *.'' Section 4(f)(2) is an exception to this
general prohibition. Where an employer under an employee benefit plan
provides the same level of benefits to older workers as to younger
workers, there is no violation of section 4(a), and accordingly the
practice does not have to be justified under section 4(f)(2).
    (b) Bona fide employee benefit plan. Section 4(f)(2) applies only to
bona fide employee benefit plans. A plan is considered ``bona fide'' if
its terms (including cessation of contributions or accruals in the case
of retirement income plans) have been accurately described in writing to
all employees and if it actually provides the benefits in accordance
with the terms of the plan. Notifying employees promptly of the
provisions and changes in an employee benefit plan is essential if they
are to know how the plan affects them. For these purposes, it would be
sufficient under the ADEA for employers to follow the disclosure
requirements of ERISA and the regulations thereunder. The plan must
actually provide the benefits its provisions describe, since otherwise
the notification of the provisions to employees is misleading and
inaccurate. An ``employee benefit plan'' is a plan, such as a
retirement, pension, or insurance plan, which provides employees with
what are frequently referred to as ``fringe benefits.'' The term does
not refer to wages or salary in cash; neither section 4(f)(2) nor any
other section of the Act excuses the payment of lower wages or salary to
older employees on account of age. Whether or not any particular
employee benefit plan may lawfully provide lower benefits to older
employees on account of age depends on whether all of the elements of
the exception have been met. An ``employee-pay-all'' employee benefit
plan is one of the ``terms, conditions, or privileges of employment''
with respect to which discrimination on the basis of age is forbidden
under section 4(a)(1). In such a plan, benefits for older workers may be
reduced only to the extent and according to the same principles as apply
to other plans under section 4(f)(2).
    (c) ``To observe the terms'' of a plan. In order for a bona fide
employee benefit plan which provides lower benefits to older employees
on account of age to be within the section 4(f)(2) exception, the lower
benefits must be provided in ``observ[ance of] the terms of'' the plan.
As this statutory text makes clear, the section 4(f)(2) exception is
limited to otherwise discriminatory actions which are actually
prescribed by the terms of a bona fide employee benefit plan. Where the
employer, employment agency, or labor organization is not required by
the express provisions of the plan to provide lesser benefits to older
workers, section 4(f)(2) does not apply. Important purposes are served
by this requirement. Where a discriminatory policy is an express term of
a benefit plan, employees presumably have some opportunity to know of
the policy and to plan (or protest) accordingly. Moreover, the
requirement that the discrimination actually be prescribed by a plan
assures that the particular plan provision will be equally applied to
all employees of the same age. Where a discriminatory provision is an
optional term of the plan, it permits individual, discretionary acts of
discrimination, which do not fall within the section 4(f)(2) exception.
    (d) Subterfuge. In order for a bona fide employee benefit plan which
prescribes lower benefits for older employees on account of age to be
within the section 4(f)(2) exception, it must not be ``a subterfuge to
evade the purposes of [the] Act.'' In general, a plan or plan provision
which prescribes lower benefits for older employees on account of age is
not a ``subterfuge'' within the meaning of section 4(f)(2), provided
that the lower level of benefits is justified by age-related cost
considerations. (The only exception to this general rule is with respect
to certain retirement

[[Page 333]]

plans. See paragraph (f)(4) of this section.) There are certain other
requirements that must be met in order for a plan not to be a
subterfuge. These requirements are set forth below.
    (1) Cost data--general. Cost data used in justification of a benefit
plan which provides lower benefits to older employees on account of age
must be valid and reasonable. This standard is met where an employer has
cost data which show the actual cost to it of providing the particular
benefit (or benefits) in question over a representative period of years.
An employer may rely in cost data for its own employees over such a
period, or on cost data for a larger group of similarly situated
employees. Sometimes, as a result of experience rating or other causes,
an employer incurs costs that differ significantly from costs for a
group of similarly situated employees. Such an employer may not rely on
cost data for the similarly situated employees where such reliance would
result in significantly lower benefits for its own older employees.
Where reliable cost information is not available, reasonable projections
made from existing cost data meeting the standards set forth above will
be considered acceptable.
    (2) Cost data--Individual benefit basis and ``benefit package''
basis. Cost comparisons and adjustments under section 4(f)(2) must be
made on a benefit-by-benefit basis or on a ``benefit package'' basis, as
described below.
    (i) Benefit-by-benefit basis. Adjustments made on a benefit-by-
benefit basis must be made in the amount or level of a specific form of
benefit for a specific event or contingency. For example, higher group
term life insurance costs for older workers would justify a
corresponding reduction in the amount of group term life insurance
coverage for older workers, on the basis of age. However, a benefit-by-
benefit approach would not justify the substitution of one form of
benefit for another, even though both forms of benefit are designed for
the same contingency, such as death. See paragraph (f)(1) of this
section.
    (ii) ``Benefit package'' basis. As an alternative to the benefit-by-
benefit basis, cost comparisons and adjustments under section 4(f)(2)
may be made on a limited ``benefit package'' basis. Under this approach,
subject to the limitations described below, cost comparisons and
adjustments can be made with respect to section 4(f)(2) plans in the
aggregate. This alternative basis provides greater flexibility than a
benefit-by-benefit basis in order to carry out the declared statutory
purpose ``to help employers and workers find ways of meeting problems
arising from the impact of age on employment.'' A ``benefit package''
approach is an alternative approach consistent with this purpose and
with the general purpose of section 4(f)(2) only if it is not used to
reduce the cost to the employer or the favorability to the employees of
overall employee benefits for older employees. A ``benefit package''
approach used for either of these purposes would be a subterfuge to
evade the purposes of the Act. In order to assure that such a ``benefit
package'' approach is not abused and is consistent with the legislative
intent, it is subject to the limitations described in paragraph (f),
which also includes a general example.
    (3) Cost data--five year maximum basis. Cost comparisons and
adjustments under section 4(f)(2) may be made on the basis of age
brackets of up to 5 years. Thus a particular benefit may be reduced for
employees of any age within the protected age group by an amount no
greater than that which could be justified by the additional cost to
provide them with the same level of the benefit as younger employees
within a specified five-year age group immediately preceding theirs. For
example, where an employer chooses to provide unreduced group term life
insurance benefits until age 60, benefits for employees who are between
60 and 65 years of age may be reduced only to the extent necessary to
achieve approximate equivalency in costs with employees who are 55 to 60
years old. Similarly, any reductions in benefit levels for 65 to 70 year
old employees cannot exceed an amount which is proportional to the
additional costs for their coverage over 60 to 65 year old employees.
    (4) Employee contributions in support of employee benefit plans--(i)
As a condition

[[Page 334]]

of employment. An older employee within the protected age group may not
be required as a condition of employment to make greater contributions
than a younger employee in support of an employee benefit plan. Such a
requirement would be in effect a mandatory reduction in take-home pay,
which is never authorized by section 4(f)(2), and would impose an
impediment to employment in violation of the specific restrictions in
section 4(f)(2).
    (ii) As a condition of participation in a voluntary employee benefit
plan. An older employee within the protected age group may be required
as a condition of participation in a voluntary employee benefit plan to
make a greater contribution than a younger employee only if the older
employee is not thereby required to bear a greater proportion of the
total premium cost (employer-paid and employee-paid) than the younger
employee. Otherwise the requirement would discriminate against the older
employee by making compensation in the form of an employer contribution
available on less favorable terms than for the younger employee and
denying that compensation altogether to an older employee unwilling or
unable to meet the less favorable terms. Such discrimination is not
authorized by section 4(f)(2). This principle applies to three different
contribution arrangements as follows:
    (A) Employee-pay-all plans. Older employees, like younger employees,
may be required to contribute as a condition of participation up to the
full premium cost for their age.
    (B) Non-contributory (``employer-pay-all'') plans. Where younger
employees are not required to contribute any portion of the total
premium cost, older employees may not be required to contribute any
portion.
    (C) Contributory plans. In these plans employers and participating
employees share the premium cost. The required contributions of
participants may increase with age so long as the proportion of the
total premium required to be paid by the participants does not increase
with age.
    (iii) As an option in order to receive an unreduced benefit. An
older employee may be given the option, as an individual, to make the
additional contribution necessary to receive the same level of benefits
as a younger employee (provided that the contemplated reduction in
benefits is otherwise justified by section 4(f)(2)).
    (5) Forfeiture clauses. Clauses in employee benefit plans which
state that litigation or participation in any manner in a formal
proceeding by an employee will result in the forfeiture of his rights
are unlawful insofar as they may be applied to those who seek redress
under the Act. This is by reason of section 4(d) which provides that it
is unlawful for an employer, employment agency, or labor organization to
discriminate against any individual because such individual ``has made a
charge, testified, assisted, or participated in any manner in an
investigation, proceeding, or litigation under this Act.''
    (6) Refusal to hire clauses. Any provision of an employee benefit
plan which requires or permits the refusal to hire an individual
specified in section 12(a) of the Act on the basis of age is a
subterfuge to evade the purposes of the Act and cannot be excused under
section 4(f)(2).
    (7) Involuntary retirement clauses. Any provision of an employee
benefit plan which requires or permits the involuntary retirement of any
individual specified in section 12(a) of the Act on the basis of age is
a subterfuge to evade the purpose of the Act and cannot be excused under
section 4(f)(2).
    (e) Benefits provided by the Government. An employer does not
violate the Act by permitting certain benefits to be provided by the
Government, even though the availability of such benefits may be based
on age. For example, it is not necessary for an employer to provide
health benefits which are otherwise provided to certain employees by
Medicare. However, the availability of benefits from the Government will
not justify a reduction in employer-provided benefits if the result is
that, taking the employer-provided and Government-provided benefits
together, an older employee is entitled to a lesser benefit of any type
(including coverage for family and/or dependents) than a similarly
situated younger employee. For example, the availability of certain
benefits to an older employee

[[Page 335]]

under Medicare will not justify denying an older employee a benefit
which is provided to younger employees and is not provided to the older
employee by Medicare.
    (f) Application of section 4(f)(2) to various employee benefit
plans--(1) Benefit-by-benefit approach. This portion of the
interpretation discusses how a benefit-by-benefit approach would apply
to four of the most common types of employee benefit plans.
    (i) Life insurance. It is not uncommon for life insurance coverage
to remain constant until a specified age, frequently 65, and then be
reduced. This practice will not violate the Act (even if reductions
start before age 65), provided that the reduction for an employee of a
particular age is no greater than is justified by the increased cost of
coverage for that employee's specific age bracket encompassing no more
than five years. It should be noted that a total denial of life
insurance, on the basis of age, would not be justified under a benefit-
by-benefit analysis. However, it is not unlawful for life insurance
coverage to cease upon separation from service.
    (ii) Long-term disability. Under a benefit-by-benefit approach,
where employees who are disabled at younger ages are entitled to long-
term disability benefits, there is no cost--based justification for
denying such benefits altogether, on the basis of age, to employees who
are disabled at older ages. It is not unlawful to cut off long-term
disability benefits and coverage on the basis of some non-age factor,
such as recovery from disability. Reductions on the basis of age in the
level or duration of benefits available for disability are justifiable
only on the basis of age-related cost considerations as set forth
elsewhere in this section. An employer which provides long-term
disability coverage to all employees may avoid any increases in the cost
to it that such coverage for older employees would entail by reducing
the level of benefits available to older employees. An employer may also
avoid such cost increases by reducing the duration of benefits available
to employees who become disabled at older ages, without reducing the
level of benefits. In this connection, the Department would not assert a
violation where the level of benefits is not reduced and the duration of
benefits is reduced in the following manner:
    (A) With respect to disabilities which occur at age 60 or less,
benefits cease at age 65.
    (B) With respect to disabilities which occur after age 60, benefits
cease 5 years after disablement. Cost data may be produced to support
other patterns of reduction as well.
    (iii) Retirement plans--(A) Participation. No employee hired prior
to normal retirement age may be excluded from a defined contribution
plan. With respect to defined benefit plans not subject to the Employee
Retirement Income Security Act (ERISA), Pub. L. 93-406, 29 U.S.C. 1001,
1003 (a) and (b), an employee hired at an age more than 5 years prior to
normal retirement age may not be excluded from such a plan unless the
exclusion is justifiable on the basis of cost considerations as set
forth elsewhere in this section. With respect to defined benefit plans
subject to ERISA, such an exclusion would be unlawful in any case. An
employee hired less than 5 years prior to normal retirement age may be
excluded from a defined benefit plan, regardless of whether or not the
plan is covered by ERISA. Similarly, any employee hired after normal
retirement age may be excluded from a defined benefit plan.
    (2) ``Benefit package'' approach. A ``benefit package'' approach to
compliance under section 4(f)(2) offers greater flexibility than a
benefit-by-benefit approach by permitting deviations from a benefit-by-
benefit approach so long as the overall result is no lesser cost to the
employer and no less favorable benefits for employees. As previously
noted, in order to assure that such an approach is used for the benefit
of older workers and not to their detriment, and is otherwise consistent
with the legislative intent, it is subject to limitations as set forth
below:
    (i) A benefit package approach shall apply only to employee benefit
plans which fall within section 4(f)(2).
    (ii) A benefit package approach shall not apply to a retirement or
pension plan. The 1978 legislative history sets forth specific and
comprehensive rules governing such plans, which have been

[[Page 336]]

adopted above. These rules are not tied to actuarially significant cost
considerations but are intended to deal with the special funding
arrangements of retirement or pension plans. Variations from these
special rules are therefore not justified by variations from the cost-
based benefit-by-benefit approach in other benefit plans, nor may
variations from the special rules governing pension and retirement plans
justify variations from the benefit-by-benefit approach in other benefit
plans.
    (iii) A benefit package approach shall not be used to justify
reductions in health benefits greater than would be justified under a
benefit-by-benefit approach. Such benefits appear to be of particular
importance to older workers in meeting ``problems arising from the
impact of age'' and were of particular concern to Congress. Therefore,
the ``benefit package'' approach may not be used to reduce health
insurance benefits by more than is warranted by the increase in the cost
to the employer of those benefits alone. Any greater reduction would be
a subterfuge to evade the purpose of the Act.
    (iv) A benefit reduction greater than would be justified under a
benefit-by-benefit approach must be offset by another benefit available
to the same employees. No employees may be deprived because of age of
one benefit without an offsetting benefit being made available to them.
    (v) Employers who wish to justify benefit reductions under a benefit
package approach must be prepared to produce data to show that those
reductions are fully justified. Thus employers must be able to show that
deviations from a benefit-by-benefit approach do not result in lesser
cost to them or less favorable benefits to their employees. A general
example consistent with these limitations may be given. Assume two
employee benefit plans, providing Benefit ``A'' and Benefit ``B.'' Both
plans fall within section 4(f)(2), and neither is a retirement or
pension plan subject to special rules. Both benefits are available to
all employees. Age-based cost increases would justify a 10% decrease in
both benefits on a benefit-by-benefit basis. The affected employees
would, however, find it more favorable--that is, more consistent with
meeting their needs--for no reduction to be made in Benefit ``A'' and a
greater reduction to be made in Benefit ``B.'' This ``trade-off'' would
not result in a reduction in health benefits. The ``trade-off'' may
therefore be made. The details of the ``trade-off'' depend on data on
the relative cost to the employer of the two benefits. If the data show
that Benefit ``A'' and Benefit ``B'' cost the same, Benefit ``B'' may be
reduced up to 20% if Benefit ``A'' is unreduced. If the data show that
Benefit ``A'' costs only half as much as Benefit ``B'', however, Benefit
``B'' may be reduced up to only 15% if Benefit ``A'' is unreduced, since
a greater reduction in Benefit ``B'' would result in an impermissible
reduction in total benefit costs.
    (g) Relation of ADEA to State laws. The ADEA does not preempt State
age discrimination in employment laws. However, the failure of the ADEA
to preempt such laws does not affect the issue of whether section 514 of
the Employee Retirement Income Security Act (ERISA) preempts State laws
which related to employee benefit plans.

[44 FR 30658, May 25, 1979, as amended at 52 FR 8448, Mar. 18, 1987.
Redesignated and amended at 52 FR 23812, June 25, 1987; 53 FR 5973, Feb.
29, 1988]



Sec. 1625.11  Exemption for employees serving under a contract of
unlimited tenure.

    (a)(1) Section 12(d) of the Act, added by the 1986 amendments,
provides:

    Nothing in this Act shall be construed to prohibit compulsory
retirement of any employee who has attained 70 years of age, and who is
serving under a contract of unlimited tenure (or similar arrangement
providing for unlimited tenure) at an institution of higher education
(as defined by section 1201(a) of the Higher Education Act of 1965).

    (2) This exemption from the Act's protection of covered individuals
took effect on January 1, 1987, and is repealed on December 31, 1993
(see section 6 of the Age Discrimination in Employment Act Amendments of
1986, Pub. L. 99-592, 100 Stat. 3342). The Equal Employment Opportunity
Commission is required to enter into an agreement with the National
Academy of Sciences, for the conduct of a study to

[[Page 337]]

analyze the potential consequences of the elimination of mandatory
retirement on institutions of higher education.
    (b) Since section 12(d) is an exemption from the nondiscrimination
requirements of the Act, the burden is on the one seeking to invoke the
exemption to show that every element has been clearly and unmistakably
met. Moreover, as with other exemptions from the ADEA, this exemption
must be narrowly construed.
    (c) Section 1201(a) of the Higher Education Act of 1965, as amended,
and set forth in 20 U.S.C. 1141(a), provides in pertinent part:

    The term institution of higher education means an educational
institution in any State which (1) admits as regular students only
persons having a certificate of graduation from a school providing
secondary education, or the recognized equivalent of such a certificate,
(2) is legally authorized within such State to provide a program of
education beyond secondary education, (3) provides an educational
program for which it awards a bachelor's degree or provides not less
than a two-year program which is acceptable for full credit toward such
a degree, (4) is a public or other nonprofit institution, and (5) is
accredited by a nationally recognized accrediting agency or association
or, if not so accredited, (A) is an institution with respect to which
the Commissioner has determined that there is satisfactory assurance,
considering the resources available to the institution, the period of
time, if any, during which it has operated, the effort it is making to
meet accreditation standards, and the purpose for which this
determination is being made, that the institution will meet the
accreditation standards of such an agency or association within a
reasonable time, or (B) is an institution whose credits are accepted, on
transfer, by not less than three institutions which are so accredited,
for credit on the same basis as if transferred from an institution so
accredited.


The definition encompasses almost all public and private universities
and two and four year colleges. The omitted portion of the text of
section 1201(a) refers largely on one-year technical schools which
generally do not grant tenure to employees but which, if they do, are
also eligible to claim the exemption.
    (d)(1) Use of the term any employee indicates that application of
the exemption is not limited to teachers, who are traditional recipients
of tenure. The exemption may also be available with respect to other
groups, such as academic deans, scientific researchers, professional
librarians and counseling staff, who frequently have tenured status.
    (2) The Conference Committee Report on the 1978 amendments expressly
states that the exemption does not apply to Federal employees covered by
section 15 of the Act (H.R. Rept. No. 95-950, p. 10).
    (e)(1) The phrase unlimited tenure is not defined in the Act.
However, the almost universally accepted definition of academic
``tenure'' is an arrangement under which certain appointments in an
institution of higher education are continued until retirement for age
of physical disability, subject to dismissal for adequate cause or under
extraordinary circumstances on account of financial exigency or change
of institutional program. Adopting that definition, it is evident that
the word unlimited refers to the duration of tenure. Therefore, a
contract (or other similar arrangement) which is limited to a specific
term (for example, one year or 10 years) will not meet the requirements
of the exemption.
    (2) The legislative history shows that Congress intented the
exemption to apply only where the minimum rights and privileges
traditionally associated with tenure are guaranteed to an employee by
contract or similar arrangement. While tenure policies and practices
vary greatly from one institution to another, the minimum standards set
forth in the 1940 Statement of Principles on Academic Freedom and
Tenure, jointly developed by the Association of American Colleges and
the American Association of University Professors, have enjoyed
widespread adoption or endorsement. The 1940 Statement of Principles on
academic tenure provides as follows:

    (a) After the expiration of a probationary period, teachers or
investigators should have permanent or continuous tenure, and their
service should be terminated only for adequate cause, except in the case
of retirement for age, or under extraordinary circumstances because of
financial exigencies.
    In the interpretation of this principle it is understood that the
following represents acceptable academic practice:

[[Page 338]]

    (1) The precise terms and conditions of every appointment should be
stated in writing and be in the possession of both institution and
teacher before the appointment is consumated.
    (2) Beginning with appointment to the rank of full-time instructor
or a higher rank, the probationary period should not exceed seven years,
including within this period full-time service in all institutions of
higher education; but subject to the proviso that when, after a term of
probationary service of more than three years in one or more
institutions, a teacher is called to another institution it may be
agreed in writing that his new appointment is for a probationary period
of not more than four years, even though thereby the person's total
probationary period in the academic profession is extended beyond the
normal maximum of seven years. Notice should be given at least one year
prior to the expiration of the probationary period if the teacher is not
to be continued in service after the expiration of that period.
    (3) During the probationary period a teacher should have the
academic freedom that all other members of the faculty have.
    (4) Termination for cause of a continuous appointment, or the
dismissal for cause of a teacher previous to the expiration of a term
appointment, should, if possible, be considered by both a faculty
committee and the governing board of the institution. In all cases where
the facts are in dispute, the accused teacher should be informed before
the hearing in writing of the charges against him and should have the
opportunity to be heard in his own defense by all bodies that pass
judgment upon his case. He should be permitted to have with him an
advisor of his own choosing who may act as counsel. There should be a
full stenographic record of the hearing available to the parties
concerned. In the hearing of charges of incompetence the testimony
should include that of teachers and other scholars, either from his own
or from other institutions. Teachers on continuous appointment who are
dismissed for reasons not involving moral turpitude should receive their
salaries for at least a year from the date of notification of dismissal
whether or not they are continued in their duties at the institution.
    (5) Termination of a continuous appointment because of financial
exigency should be demonstrably bona fide.

    (3) A contract or similar arrangement which meets the standards in
the 1940 Statement of Principles will satisfy the tenure requirements of
the exemption. However, a tenure arrangement will not be deemed
inadequate solely because it fails to meet these standards in every
respect. For example, a tenure plan will not be deemed inadequate solely
because it includes a probationary period somewhat longer than seven
years. Of course, the greater the deviation from the standards in the
1940 Statement of Principles, the less likely it is that the employee in
question will be deemed subject to ``unlimited tenure'' within the
meaning of the exemption. Whether or not a tenure arrangement is
adequate to satisfy the requirements of the exemption must be determined
on the basis of the facts of each case.
    (f) Employees who are not assured of a continuing appointment either
by contract of unlimited tenure or other similar arrangement (such as a
State statute) would not, of course, be exempted from the prohibitions
against compulsory retirement, even if they perform functions identical
to those performed by employees with appropriate tenure.
    (g) An employee within the exemption can lawfully be forced to
retire on account of age at age 70 (see paragraph (a)(1) of this
section). In addition, the employer is free to retain such employees,
either in the same position or status or in a different position or
status: Provided, That the employee voluntarily accepts this new
position or status. For example, an employee who falls within the
exemption may be offered a nontenured position or part-time employment.
An employee who accepts a nontenured position or part-time employment,
however, may not be treated any less favorably, on account of age, than
any similarly situated younger employee (unless such less favorable
treatment is excused by an exception to the Act).

[44 FR 66799, Nov. 21, 1979; 45 FR 43704, June 30, 1980, as amended at
53 FR 5973, Feb. 29, 1988]



Sec. 1625.12  Exemption for bona fide executive or high policymaking
employees.

    (a) Section 12(c)(1) of the Act, added by the 1978 amendments and as
amended in 1984 and 1986, provides:

    Nothing in this Act shall be construed to prohibit compulsory
retirement of any employee who has attained 65 years of age, and who,
for the 2-year period immediately before retirement, is employed in a
bona fide

[[Page 339]]

executive or higher policymaking position, if such employee is entitled
to an immediate nonforfeitable annual retirement benefit from a pension,
profit-sharing, savings, or deferred compensation plan, or any
combination of such plans, of the employer of such employee which
equals, in the aggregate, at least $44,000.

    (b) Since this provision is an exemption from the non-discrimination
requirements of the Act, the burden is on the one seeking to invoke the
exemption to show that every element has been clearly and unmistakably
met. Moreover, as with other exemptions from the Act, this exemption
must be narrowly construed.
    (c) An employee within the exemption can lawfully be forced to
retire on account of age at age 65 or above. In addition, the employer
is free to retain such employees, either in the same position or status
or in a different position or status. For example, an employee who falls
within the exemption may be offered a position of lesser status or a
part-time position. An employee who accepts such a new status or
position, however, may not be treated any less favorably, on account of
age, than any similarly situated younger employee.
    (d)(1) In order for an employee to qualify as a ``bona fide
executive,'' the employer must initially show that the employee
satisfies the definition of a bona fide executive set forth in Sec.
541.1 of this chapter. Each of the requirements in paragraphs (a)
through (e) of Sec. 541.1 must be satisfied, regardless of the level of
the employee's salary or compensation.
    (2) Even if an employee qualifies as an executive under the
definition in Sec. 541.1 of this chapter, the exemption from the ADEA
may not be claimed unless the employee also meets the further criteria
specified in the Conference Committee Report in the form of examples
(see H.R. Rept. No. 95-950, p. 9). The examples are intended to make
clear that the exemption does not apply to middle-management employees,
no matter how great their retirement income, but only to a very few top
level employees who exercise substantial executive authority over a
significant number of employees and a large volume of business. As
stated in the Conference Report (H.R. Rept. No. 95-950, p. 9):
    Typically the head of a significant and substantial local or
regional operation of a corporation [or other business organization],
such as a major production facility or retail establishment, but not the
head of a minor branch, warehouse or retail store, would be covered by
the term ``bona fide executive.'' Individuals at higher levels in the
corporate organizational structure who possess comparable or greater
levels of responsibility and authority as measured by established and
recognized criteria would also be covered.
    The heads of major departments or divisions of corporations [or
other business organizations] are usually located at corporate or
regional headquarters. With respect to employees whose duties are
associated with corporate headquarters operations, such as finance,
marketing, legal, production and manufacturing (or in a corporation
organized on a product line basis, the management of product lines), the
definition would cover employees who head those divisions.
    In a large organization the immediate subordinates of the heads of
these divisions sometimes also exercise executive authority, within the
meaning of this exemption. The conferees intend the definition to cover
such employees if they possess responsibility which is comparable to or
greater than that possessed by the head of a significant and substantial
local operation who meets the definition.

    (e) The phrase ``high policymaking position,'' according to the
Conference Report (H.R. Rept. No. 95-950, p. 10), is limited to ``* * *
certain top level employees who are not `bona fide executives' * * *.''
Specifically, these are:

    * * * individuals who have little or no line authority but whose
position and responsibility are such that they play a significant role
in the development of corporate policy and effectively recommend the
implementation thereof.
    For example, the chief economist or the chief research scientist of
a corporation typically has little line authority. His duties would be
primarily intellectual as opposed to executive or managerial. His
responsibility would be to evaluate significant economic or scientific
trends and issues, to develop and recommend policy direction to the top
executive officers of the corporation, and he would have a significant
impact on the ultimate decision on such policies by virtue of his
expertise and direct access to the decisionmakers. Such an employee
would meet the definition of a ``high policymaking'' employee.


[[Page 340]]



On the other hand, as this description makes clear, the support
personnel of a ``high policymaking'' employee would not be subject to
the exemption even if they supervise the development, and draft the
recommendation, of various policies submitted by their supervisors.
    (f) In order for the exemption to apply to a particular employee,
the employee must have been in a ``bona fide executive or high
policymaking position,'' as those terms are defined in this section, for
the two-year period immediately before retirement. Thus, an employee who
holds two or more different positions during the two-year period is
subject to the exemption only if each such job is an executive or high
policymaking position.
    (g) The Conference Committee Report expressly states that the
exemption is not applicable to Federal employees covered by section 15
of the Act (H.R. Rept. No. 95-950, p. 10).
    (h) The ``annual retirement benefit,'' to which covered employees
must be entitled, is the sum of amounts payable during each one-year
period from the date on which such benefits first become receivable by
the retiree. Once established, the annual period upon which calculations
are based may not be changed from year to year.
    (i) The annual retirement benefit must be immediately available to
the employee to be retired pursuant to the exemption. For purposes of
determining compliance, ``immediate'' means that the payment of plan
benefits (in a lump sum or the first of a series of periodic payments)
must occur not later than 60 days after the effective date of the
retirement in question. The fact that an employee will receive benefits
only after expiration of the 60-day period will not preclude his
retirement pursuant to the exemption, if the employee could have elected
to receive benefits within that period.
    (j)(1) The annual retirement benefit must equal, in the aggregate,
at least $44,000. The manner of determining whether this requirement has
been satisfied is set forth in Sec. 1627.17(c).
    (2) In determining whether the aggregate annual retirement benefit
equals at least $44,000, the only benefits which may be counted are
those authorized by and provided under the terms of a pension, profit-
sharing, savings, or deferred compensation plan. (Regulations issued
pursuant to section 12(c)(2) of the Act, regarding the manner of
calculating the amount of qualified retirement benefits for purposes of
the exemption, are set forth in Sec. 1627.17 of this chapter.)
    (k)(1) The annual retirement benefit must be ``nonforfeitable.''
Accordingly, the exemption may not be applied to any employee subject to
plan provisions which could cause the cessation of payments to a retiree
or result in the reduction of benefits to less than $44,000 in any one
year. For example, where a plan contains a provision under which
benefits would be suspended if a retiree engages in litigation against
the former employer, or obtains employment with a competitor of the
former employer, the retirement benefit will be deemed to be
forfeitable. However, retirement benefits will not be deemed forfeitable
solely because the benefits are discontinued or suspended for reasons
permitted under section 411(a)(3) of the Internal Revenue Code.
    (2) An annual retirement benefit will not be deemed forfeitable
merely because the minimum statutory benefit level is not guaranteed
against the possibility of plan bankruptcy or is subject to benefit
restrictions in the event of early termination of the plan in accordance
with Treasury Regulation 1.401-4(c). However, as of the effective date
of the retirement in question, there must be at least a reasonable
expectation that the plan will meet its obligations.

(Sec. 12(c)(1) of the Age Discrimination In Employment Act of 1967, as
amended by sec. 802(c)(1) of the Older Americans Act Amendments of 1984,
Pub. L. 98-459, 98 Stat. 1792))

[44 FR 66800, Nov. 21, 1979; 45 FR 43704, June 30, 1980, as amended at
50 FR 2544, Jan. 17, 1985; 53 FR 5973, Feb. 29, 1988]



                    Subpart B_Substantive Regulations



Sec. 1625.21  Apprenticeship programs.

    All apprenticeship programs, including those apprenticeship programs
created or maintained by joint labor-management organizations, are
subject to the prohibitions of sec. 4 of the Age

[[Page 341]]

Discrimination in Employment Act of 1967, as amended, 29 U.S.C. 623. Age
limitations in apprenticeship programs are valid only if excepted under
sec. 4(f)(1) of the Act, 29 U.S.C. 623(f)(1), or exempted by the
Commission under sec. 9 of the Act, 29 U.S.C. 628, in accordance with
the procedures set forth in 29 CFR 1627.15.

[61 FR 15378, Apr. 8, 1996]



Sec. 1625.22  Waivers of rights and claims under the ADEA.

    (a) Introduction. (1) Congress amended the ADEA in 1990 to clarify
the prohibitions against discrimination on the basis of age. In Title II
of OWBPA, Congress addressed waivers of rights and claims under the
ADEA, amending section 7 of the ADEA by adding a new subsection (f).
    (2) Section 7(f)(1) of the ADEA expressly provides that waivers may
be valid and enforceable under the ADEA only if the waiver is ``knowing
and voluntary''. Sections 7(f)(1) and 7(f)(2) of the ADEA set out the
minimum requirements for determining whether a waiver is knowing and
voluntary.
    (3) Other facts and circumstances may bear on the question of
whether the waiver is knowing and voluntary, as, for example, if there
is a material mistake, omission, or misstatement in the information
furnished by the employer to an employee in connection with the waiver.
    (4) The rules in this section apply to all waivers of ADEA rights
and claims, regardless of whether the employee is employed in the
private or public sector, including employment by the United States
Government.
    (b) Wording of Waiver Agreements. (1) Section 7(f)(1)(A) of the ADEA
provides, as part of the minimum requirements for a knowing and
voluntary waiver, that:

    The waiver is part of an agreement between the individual and the
employer that is written in a manner calculated to be understood by such
individual, or by the average individual eligible to participate.

    (2) The entire waiver agreement must be in writing.
    (3) Waiver agreements must be drafted in plain language geared to
the level of understanding of the individual party to the agreement or
individuals eligible to participate. Employers should take into account
such factors as the level of comprehension and education of typical
participants. Consideration of these factors usually will require the
limitation or elimination of technical jargon and of long, complex
sentences.
    (4) The waiver agreement must not have the effect of misleading,
misinforming, or failing to inform participants and affected
individuals. Any advantages or disadvantages described shall be
presented without either exaggerating the benefits or minimizing the
limitations.
    (5) Section 7(f)(1)(H) of the ADEA, relating to exit incentive or
other employment termination programs offered to a group or class of
employees, also contains a requirement that information be conveyed ``in
writing in a manner calculated to be understood by the average
participant.'' The same standards applicable to the similar language in
section 7(f)(1)(A) of the ADEA apply here as well.
    (6) Section 7(f)(1)(B) of the ADEA provides, as part of the minimum
requirements for a knowing and voluntary waiver, that ``the waiver
specifically refers to rights or claims under this Act.'' Pursuant to
this subsection, the waiver agreement must refer to the Age
Discrimination in Employment Act (ADEA) by name in connection with the
waiver.
    (7) Section 7(f)(1)(E) of the ADEA requires that an individual must
be ``advised in writing to consult with an attorney prior to executing
the agreement.''
    (c) Waiver of future rights. (1) Section 7(f)(1)(C) of the ADEA
provides that:

    A waiver may not be considered knowing and voluntary unless at a
minimum . . . the individual does not waive rights or claims that may
arise after the date the waiver is executed.

    (2) The waiver of rights or claims that arise following the
execution of a waiver is prohibited. However, section 7(f)(1)(C) of the
ADEA does not bar, in a waiver that otherwise is consistent with
statutory requirements, the enforcement of agreements to perform future
employment-related actions such as the employee's agreement to retire

[[Page 342]]

or otherwise terminate employment at a future date.
    (d) Consideration. (1) Section 7(f)(1)(D) of the ADEA states that:

    A waiver may not be considered knowing and voluntary unless at a
minimum * * * the individual waives rights or claims only in exchange
for consideration in addition to anything of value to which the
individual already is entitled.

    (2) ``Consideration in addition'' means anything of value in
addition to that to which the individual is already entitled in the
absence of a waiver.
    (3) If a benefit or other thing of value was eliminated in
contravention of law or contract, express or implied, the subsequent
offer of such benefit or thing of value in connection with a waiver will
not constitute ``consideration'' for purposes of section 7(f)(1) of the
ADEA. Whether such elimination as to one employee or group of employees
is in contravention of law or contract as to other employees, or to that
individual employee at some later time, may vary depending on the facts
and circumstances of each case.
    (4) An employer is not required to give a person age 40 or older a
greater amount of consideration than is given to a person under the age
of 40, solely because of that person's membership in the protected class
under the ADEA.
    (e) Time periods. (1) Section 7(f)(1)(F) of the ADEA states that:

    A waiver may not be considered knowing and voluntary unless at a
minimum * * *
    (i) The individual is given a period of at least 21 days within
which to consider the agreement; or
    (ii) If a waiver is requested in connection with an exit incentive
or other employment termination program offered to a group or class of
employees, the individual is given a period of at least 45 days within
which to consider the agreement.

    (2) Section 7(f)(1)(G) of the ADEA states:

    A waiver may not be considered knowing and voluntary unless at a
minimum . . . the agreement provides that for a period of at least 7
days following the execution of such agreement, the individual may
revoke the agreement, and the agreement shall not become effective or
enforceable until the revocation period has expired.

    (3) The term ``exit incentive or other employment termination
program'' includes both voluntary and involuntary programs.
    (4) The 21 or 45 day period runs from the date of the employer's
final offer. Material changes to the final offer restart the running of
the 21 or 45 day period; changes made to the final offer that are not
material do not restart the running of the 21 or 45 day period. The
parties may agree that changes, whether material or immaterial, do not
restart the running of the 21 or 45 day period.
    (5) The 7 day revocation period cannot be shortened by the parties,
by agreement or otherwise.
    (6) An employee may sign a release prior to the end of the 21 or 45
day time period, thereby commencing the mandatory 7 day revocation
period. This is permissible as long as the employee's decision to accept
such shortening of time is knowing and voluntary and is not induced by
the employer through fraud, misrepresentation, a threat to withdraw or
alter the offer prior to the expiration of the 21 or 45 day time period,
or by providing different terms to employees who sign the release prior
to the expiration of such time period. However, if an employee signs a
release before the expiration of the 21 or 45 day time period, the
employer may expedite the processing of the consideration provided in
exchange for the waiver.
    (f) Informational requirements. (1) Introduction. (i) Section
7(f)(1)(H) of the ADEA provides that:

    A waiver may not be considered knowing and voluntary unless at a
minimum . . . if a waiver is requested in connection with an exit
incentive or other employment termination program offered to a group or
class of employees, the employer (at the commencement of the period
specified in subparagraph (F)) [which provides time periods for
employees to consider the waiver] informs the individual in writing in a
manner calculated to be understood by the average individual eligible to
participate, as to--
    (i) Any class, unit, or group of individuals covered by such
program, any eligibility factors for such program, and any time limits
applicable to such program; and
    (ii) The job titles and ages of all individuals eligible or selected
for the program, and the ages of all individuals in the same job
classification or organizational unit who are not eligible or selected
for the program.

    (ii) Section 7(f)(1)(H) of the ADEA addresses two principal issues:
to whom

[[Page 343]]

information must be provided, and what information must be disclosed to
such individuals.
    (iii)(A) Section 7(f)(1)(H) of the ADEA references two types of
``programs'' under which employers seeking waivers must make written
disclosures: ``exit incentive programs'' and ``other employment
termination programs.'' Usually an ``exit incentive program'' is a
voluntary program offered to a group or class of employees where such
employees are offered consideration in addition to anything of value to
which the individuals are already entitled (hereinafter in this section,
``additional consideration'') in exchange for their decision to resign
voluntarily and sign a waiver. Usually ``other employment termination
program'' refers to a group or class of employees who were involuntarily
terminated and who are offered additional consideration in return for
their decision to sign a waiver.
    (B) The question of the existence of a ``program'' will be decided
based upon the facts and circumstances of each case. A ``program''
exists when an employer offers additional consideration for the signing
of a waiver pursuant to an exit incentive or other employment
termination (e.g., a reduction in force) to two or more employees.
Typically, an involuntary termination program is a standardized formula
or package of benefits that is available to two or more employees, while
an exit incentive program typically is a standardized formula or package
of benefits designed to induce employees to sever their employment
voluntarily. In both cases, the terms of the programs generally are not
subject to negotiation between the parties.
    (C) Regardless of the type of program, the scope of the terms
``class,'' ``unit,'' ``group,'' ``job classification,'' and
``organizational unit'' is determined by examining the ``decisional
unit'' at issue. (See paragraph (f)(3) of this section, ``The Decisional
Unit.'')
    (D) A ``program'' for purposes of the ADEA need not constitute an
``employee benefit plan'' for purposes of the Employee Retirement Income
Security Act of 1974 (ERISA). An employer may or may not have an ERISA
severance plan in connection with its OWBPA program.
    (iv) The purpose of the informational requirements is to provide an
employee with enough information regarding the program to allow the
employee to make an informed choice whether or not to sign a waiver
agreement.
    (2) To whom must the information be given. The required information
must be given to each person in the decisional unit who is asked to sign
a waiver agreement.
    (3) The decisional unit. (i)(A) The terms ``class,'' ``unit,'' or
``group'' in section 7(f)(1)(H)(i) of the ADEA and ``job classification
or organizational unit'' in section 7(f)(1)(H)(ii) of the ADEA refer to
examples of categories or groupings of employees affected by a program
within an employer's particular organizational structure. The terms are
not meant to be an exclusive list of characterizations of an employer's
organization.
    (B) When identifying the scope of the ``class, unit, or group,'' and
``job classification or organizational unit,'' an employer should
consider its organizational structure and decision-making process. A
``decisional unit'' is that portion of the employer's organizational
structure from which the employer chose the persons who would be offered
consideration for the signing of a waiver and those who would not be
offered consideration for the signing of a waiver. The term ``decisional
unit'' has been developed to reflect the process by which an employer
chose certain employees for a program and ruled out others from that
program.
    (ii)(A) The variety of terms used in section 7(f)(1)(H) of the ADEA
demonstrates that employers often use differing terminology to describe
their organizational structures. When identifying the population of the
decisional unit, the employer acts on a case-by-case basis, and thus the
determination of the appropriate class, unit, or group, and job
classification or organizational unit for purposes of section 7(f)(1)(H)
of the ADEA also must be made on a case-by-case basis.
    (B) The examples in paragraph (f)(3)(iii), of this section
demonstrate that in appropriate cases some subgroup of a facility's work
force may be the decisional unit. In other situations, it may be
appropriate for the

[[Page 344]]

decisional unit to comprise several facilities. However, as the
decisional unit is typically no broader than the facility, in general
the disclosure need be no broader than the facility. ``Facility'' as it
is used throughout this section generally refers to place or location.
However, in some circumstances terms such as ``school,'' ``plant,'' or
``complex'' may be more appropriate.
    (C) Often, when utilizing a program an employer is attempting to
reduce its workforce at a particular facility in an effort to eliminate
what it deems to be excessive overhead, expenses, or costs from its
organization at that facility. If the employer's goal is the reduction
of its workforce at a particular facility and that employer undertakes a
decision-making process by which certain employees of the facility are
selected for a program, and others are not selected for a program, then
that facility generally will be the decisional unit for purposes of
section 7(f)(1)(H) of the ADEA.
    (D) However, if an employer seeks to terminate employees by
exclusively considering a particular portion or subgroup of its
operations at a specific facility, then that subgroup or portion of the
workforce at that facility will be considered the decisional unit.
    (E) Likewise, if the employer analyzes its operations at several
facilities, specifically considers and compares ages, seniority rosters,
or similar factors at differing facilities, and determines to focus its
workforce reduction at a particular facility, then by the nature of that
employer's decision-making process the decisional unit would include all
considered facilities and not just the facility selected for the
reductions.
    (iii) The following examples are not all-inclusive and are meant
only to assist employers and employees in determining the appropriate
decisional unit. Involuntary reductions in force typically are
structured along one or more of the following lines:
    (A) Facility-wide: Ten percent of the employees in the Springfield
facility will be terminated within the next ten days;
    (B) Division-wide: Fifteen of the employees in the Computer Division
will be terminated in December;
    (C) Department-wide: One-half of the workers in the Keyboard
Department of the Computer Division will be terminated in December;
    (D) Reporting: Ten percent of the employees who report to the Vice
President for Sales, wherever the employees are located, will be
terminated immediately;
    (E) Job Category: Ten percent of all accountants, wherever the
employees are located, will be terminated next week.
    (iv) In the examples in paragraph (f)(3)(iii) of this section, the
decisional units are, respectively:
    (A) The Springfield facility;
    (B) The Computer Division;
    (C) The Keyboard Department;
    (D) All employees reporting to the Vice President for Sales; and
    (E) All accountants.
    (v) While the particular circumstances of each termination program
will determine the decisional unit, the following examples also may
assist in determining when the decisional unit is other than the entire
facility:
    (A) A number of small facilities with interrelated functions and
employees in a specific geographic area may comprise a single decisional
unit;
    (B) If a company utilizes personnel for a common function at more
than one facility, the decisional unit for that function (i.e.,
accounting) may be broader than the one facility;
    (C) A large facility with several distinct functions may comprise a
number of decisional units; for example, if a single facility has
distinct internal functions with no employee overlap (i.e.,
manufacturing, accounting, human resources), and the program is confined
to a distinct function, a smaller decisional unit may be appropriate.
    (vi)(A) For purposes of this section, higher level review of
termination decisions generally will not change the size of the
decisional unit unless the reviewing process alters its scope. For
example, review by the Human Resources Department to monitor compliance
with discrimination laws does not affect the decisional unit. Similarly,
when a regional manager in charge of

[[Page 345]]

more than one facility reviews the termination decisions regarding one
of those facilities, the review does not alter the decisional unit,
which remains the one facility under consideration.
    (B) However, if the regional manager in the course of review
determines that persons in other facilities should also be considered
for termination, the decisional unit becomes the population of all
facilities considered. Further, if, for example, the regional manager
and his three immediate subordinates jointly review the termination
decisions, taking into account more than one facility, the decisional
unit becomes the populations of all facilities considered.
    (vii) This regulatory section is limited to the requirements of
section 7(f)(1)(H) and is not intended to affect the scope of discovery
or of substantive proceedings in the processing of charges of violation
of the ADEA or in litigation involving such charges.
    (4) Presentation of information. (i) The information provided must
be in writing and must be written in a manner calculated to be
understood by the average individual eligible to participate.
    (ii) Information regarding ages should be broken down according to
the age of each person eligible or selected for the program and each
person not eligible or selected for the program. The use of age bands
broader than one year (such as ``age 20-30'') does not satisfy this
requirement.
    (iii) In a termination of persons in several established grade
levels and/or other established subcategories within a job category or
job title, the information shall be broken down by grade level or other
subcategory.
    (iv) If an employer in its disclosure combines information
concerning both voluntary and involuntary terminations, the employer
shall present the information in a manner that distinguishes between
voluntary and involuntary terminations.
    (v) If the terminees are selected from a subset of a decisional
unit, the employer must still disclose information for the entire
population of the decisional unit. For example, if the employer decides
that a 10% RIF in the Accounting Department will come from the
accountants whose performance is in the bottom one-third of the
Division, the employer still must disclose information for all employees
in the Accounting Department, even those who are the highest rated.
    (vi) An involuntary termination program in a decisional unit may
take place in successive increments over a period of time. Special rules
apply to this situation. Specifically, information supplied with regard
to the involuntary termination program should be cumulative, so that
later terminees are provided ages and job titles or job categories, as
appropriate, for all persons in the decisional unit at the beginning of
the program and all persons terminated to date. There is no duty to
supplement the information given to earlier terminees so long as the
disclosure, at the time it is given, conforms to the requirements of
this section.
    (vii) The following example demonstrates one way in which the
required information could be presented to the employees. (This example
is not presented as a prototype notification agreement that
automatically will comply with the ADEA. Each information disclosure
must be structured based upon the individual case, taking into account
the corporate structure, the population of the decisional unit, and the
requirements of section 7(f)(1)(H) of the ADEA): Example: Y Corporation
lost a major construction contract and determined that it must terminate
10% of the employees in the Construction Division. Y decided to offer
all terminees $20,000 in severance pay in exchange for a waiver of all
rights. The waiver provides the section 7(f)(1)(H) of the ADEA
information as follows:
    (A) The decisional unit is the Construction Division.
    (B) All persons in the Construction Division are eligible for the
program. All persons who are being terminated in our November RIF are
selected for the program.
    (C) All persons who are being offered consideration under a waiver
agreement must sign the agreement and return it to the Personnel Office
within 45 days after receiving the waiver. Once the signed waiver is
returned to the

[[Page 346]]

Personnel Office, the employee has 7 days to revoke the waiver
agreement.
    (D) The following is a listing of the ages and job titles of persons
in the Construction Division who were and were not selected for
termination and the offer of consideration for signing a waiver:

----------------------------------------------------------------------------------------------------------------
                                                                                            No.        No. not
                 Job Title                                      Age                       Selected     selected
----------------------------------------------------------------------------------------------------------------
(1) Mechanical Engineers, I................  25.......................................           21           48
                                             26.......................................           11           73
                                             63.......................................            4           18
                                             64.......................................            3           11
(2) Mechanical Engineers, II...............  28.......................................            3           10
                                             29.......................................           11           17
                                             Etc., for all ages
(3) Structural Engineers, I................  21.......................................            5            8
                                             Etc., for all ages
(4) Structural Engineers, II...............  23.......................................            2            4
                                             Etc., for all ages
(5) Purchasing Agents......................  26.......................................           10           11
                                             Etc., for all ages
----------------------------------------------------------------------------------------------------------------

    (g) Waivers settling charges and lawsuits. (1) Section 7(f)(2) of
the ADEA provides that:

    A waiver in settlement of a charge filed with the Equal Employment
Opportunity Commission, or an action filed in court by the individual or
the individual's representative, alleging age discrimination of a kind
prohibited under section 4 or 15 may not be considered knowing and
voluntary unless at a minimum--
    (A) Subparagraphs (A) through (E) of paragraph (1) have been met;
and
    (B) The individual is given a reasonable period of time within which
to consider the settlement agreement.

    (2) The language in section 7(f)(2) of the ADEA, ``discrimination of
a kind prohibited under section 4 or 15'' refers to allegations of age
discrimination of the type prohibited by the ADEA.
    (3) The standards set out in paragraphs (b), (c), and (d) of this
section for complying with the provisions of section 7(f)(1)(A)-(E) of
the ADEA also will apply for purposes of complying with the provisions
of section 7(f)(2)(A) of the ADEA.
    (4) The term ``reasonable time within which to consider the
settlement agreement'' means reasonable under all the circumstances,
including whether the individual is represented by counsel or has the
assistance of counsel.
    (5) However, while the time periods under section 7(f)(1) of the
ADEA do not apply to subsection 7(f)(2) of the ADEA, a waiver agreement
under this subsection that provides an employee the time periods
specified in section 7(f)(1) of the ADEA will be considered
``reasonable'' for purposes of section 7(f)(2)(B) of the ADEA.
    (6) A waiver agreement in compliance with this section that is in
settlement of an EEOC charge does not require the participation or
supervision of EEOC.
    (h) Burden of proof. In any dispute that may arise over whether any
of the requirements, conditions, and circumstances set forth in section
7(f) of the ADEA, subparagraph (A), (B), (C), (D), (E), (F), (G), or (H)
of paragraph (1), or subparagraph (A) or (B) of paragraph (2), have been
met, the party asserting the validity of a waiver shall have the burden
of proving in a court of competent jurisdiction that a waiver was
knowing and voluntary pursuant to paragraph (1) or (2) of section 7(f)
of the ADEA.
    (i) EEOC's enforcement powers. (1) Section 7(f)(4) of the ADEA
states:

    No waiver agreement may affect the Commission's rights and
responsibilities to enforce [the ADEA]. No waiver may be used to justify
interfering with the protected right of an employee to file a charge or
participate in an investigation or proceeding conducted by the
Commission.

    (2) No waiver agreement may include any provision prohibiting any
individual from:
    (i) Filing a charge or complaint, including a challenge to the
validity of the waiver agreement, with EEOC, or
    (ii) Participating in any investigation or proceeding conducted by
EEOC.

[[Page 347]]

    (3) No waiver agreement may include any provision imposing any
condition precedent, any penalty, or any other limitation adversely
affecting any individual's right to:
    (i) File a charge or complaint, including a challenge to the
validity of the waiver agreement, with EEOC, or
    (ii) Participate in any investigation or proceeding conducted by
EEOC.
    (j) Effective date of this section. (1) This section is effective
July 6, 1998.
    (2) This section applies to waivers offered by employers on or after
the effective date specified in paragraph (j)(1) of this section.
    (3) No inference is to be drawn from this section regarding the
validity of waivers offered prior to the effective date.
    (k) Statutory authority. The regulations in this section are
legislative regulations issued pursuant to section 9 of the ADEA and
Title II of OWBPA.

[63 FR 30628, June 5, 1998, as amended at 79 FR 13547, Mar. 11, 2014]



Sec. 1625.23  Waivers of rights and claims: Tender back of consideration.

    (a) An individual alleging that a waiver agreement, covenant not to
sue, or other equivalent arrangement was not knowing and voluntary under
the ADEA is not required to tender back the consideration given for that
agreement before filing either a lawsuit or a charge of discrimination
with EEOC or any state or local fair employment practices agency acting
as an EEOC referral agency for purposes of filing the charge with EEOC.
Retention of consideration does not foreclose a challenge to any waiver
agreement, covenant not to sue, or other equivalent arrangement; nor
does the retention constitute the ratification of any waiver agreement,
covenant not to sue, or other equivalent arrangement.
    (b) No ADEA waiver agreement, covenant not to sue, or other
equivalent arrangement may impose any condition precedent, any penalty,
or any other limitation adversely affecting any individual's right to
challenge the agreement. This prohibition includes, but is not limited
to, provisions requiring employees to tender back consideration
received, and provisions allowing employers to recover attorneys' fees
and/or damages because of the filing of an ADEA suit. This rule is not
intended to preclude employers from recovering attorneys' fees or costs
specifically authorized under federal law.
    (c) Restitution, recoupment, or setoff. (1) Where an employee
successfully challenges a waiver agreement, covenant not to sue, or
other equivalent arrangement, and prevails on the merits of an ADEA
claim, courts have the discretion to determine whether an employer is
entitled to restitution, recoupment or setoff (hereinafter,
``reduction'') against the employee's monetary award. A reduction never
can exceed the amount recovered by the employee, or the consideration
the employee received for signing the waiver agreement, covenant not to
sue, or other equivalent arrangement, whichever is less.
    (2) In a case involving more than one plaintiff, any reduction must
be applied on a plaintiff-by-plaintiff basis. No individual's award can
be reduced based on the consideration received by any other person.
    (d) No employer may abrogate its duties to any signatory under a
waiver agreement, covenant not to sue, or other equivalent arrangement,
even if one or more of the signatories or the EEOC successfully
challenges the validity of that agreement under the ADEA.

[65 FR 77446, Dec. 11, 2000]



                   Subpart C_Administrative Exemptions

    Source: 44 FR 38459, July 2, 1979, unless otherwise noted.
Redesignated at 72 FR 72944, Dec. 26, 2007.



Sec. 1625.30  Administrative exemptions; procedures.

    (a) Section 9 of the Act provides that,

    In accordance with the provisions of subchapter II of chapter 5, of
title 5, United States Code, the Secretary of Labor * * * may establish
such reasonable exemptions to and from any or all provisions of this Act
as he may find necessary and proper in the public interest.

    (b) The authority conferred on the Commission by section 9 of the
Act to establish reasonable exemptions will be

[[Page 348]]

exercised with caution and due regard for the remedial purpose of the
statute to promote employment of older persons based on their ability
rather than age and to prohibit arbitrary age discrimination in
employment. Administrative action consistent with this statutory purpose
may be taken under this section, with or without a request therefor,
when found necessary and proper in the public interest in accordance
with the statutory standards. No formal procedures have been prescribed
for requesting such action. However, a reasonable exemption from the
Act's provisions will be granted only if it is decided, after notice
published in the Federal Register giving all interested persons an
opportunity to present data, views, or arguments, that a strong and
affirmative showing has been made that such exemption is in fact
necessary and proper in the public interest. Request for such exemption
shall be submitted in writing to the Commission.



Sec. 1625.31  Special employment programs.

    (a) Pursuant to the authority contained in section 9 of the Act and
in accordance with the procedure provided therein and in Sec.
1625.30(b) of this part, it has been found necessary and proper in the
public interest to exempt from all prohibitions of the Act all
activities and programs under Federal contracts or grants, or carried
out by the public employment services of the several States, designed
exclusively to provide employment for, or to encourage the employment
of, persons with special employment problems, including employment
activities and programs under the Manpower Development and Training Act
of 1962, Pub. L. No. 87-415, 76 Stat. 23 (1962), as amended, and the
Economic Opportunity Act of 1964, Pub. L. No. 88-452, 78 Stat. 508
(1964), as amended, for persons among the long-term unemployed,
individuals with disabilities, members of minority groups, older
workers, or youth. Questions concerning the application of this
exemption shall be referred to the Commission for decision.
    (b) Any employer, employment agency, or labor organization the
activities of which are exempt from the prohibitions of the Act under
paragraph (a) of this section shall maintain and preserve records
containing the same information and data that is required of employers,
employment agencies, and labor organizations under Sec. Sec. 1627.3,
1627.4, and 1627.5, respectively.

[44 FR 38459, July 2, 1979, as amended at 52 FR 32296, Aug. 27, 1987; 55
FR 24078, June 14, 1990; 57 FR 4158, Feb. 4, 1992; 72 FR 72944, Dec. 26,
2007; 74 FR 63984, Dec. 7, 2009]



Sec. 1625.32  Coordination of retiree health benefits with Medicare and
State health benefits.

    (a) Definitions.
    (1) Employee benefit plan means an employee benefit plan as defined
in 29 U.S.C. 1002(3).
    (2) Medicare means the health insurance program available pursuant
to Title XVIII of the Social Security Act, 42 U.S.C. 1395 et seq.
    (3) Comparable State health benefit plan means a State-sponsored
health benefit plan that, like Medicare, provides retired participants
who have attained a minimum age with health benefits, whether or not the
type, amount or value of those benefits is equivalent to the type,
amount or value of the health benefits provided under Medicare.
    (b) Exemption. Some employee benefit plans provide health benefits
for retired participants that are altered, reduced or eliminated when
the participant is eligible for Medicare health benefits or for health
benefits under a comparable State health benefit plan, whether or not
the participant actually enrolls in the other benefit program. Pursuant
to the authority contained in section 9 of the Act, and in accordance
with the procedures provided therein and in Sec. 1625.30(b) of this
part, it is hereby found necessary and proper in the public interest to
exempt from all prohibitions of the Act such coordination of retiree
health benefits with Medicare or a comparable State health benefit plan.
    (c) Scope of exemption. This exemption shall be narrowly construed.
No other aspects of ADEA coverage or employment benefits other than
those specified in paragraph (b) of this section are affected by the
exemption. Thus, for example, the exemption does not apply

[[Page 349]]

to the use of eligibility for Medicare or a comparable State health
benefit plan in connection with any act, practice or benefit of
employment not specified in paragraph (b) of this section. Nor does it
apply to the use of the age of eligibility for Medicare or a comparable
State health benefit plan in connection with any act, practice or
benefit of employment not specified in paragraph (b) of this section.

Appendix to Sec. 1625.32--Questions and Answers Regarding Coordination
   of Retiree Health Benefits With Medicare and State Health Benefits

    Q1. Why is the Commission issuing an exemption from the Act?
    A1. The Commission recognizes that while employers are under no
legal obligation to offer retiree health benefits, some employers choose
to do so in order to maintain a competitive advantage in the
marketplace--using these and other benefits to attract and retain the
best talent available to work for their organizations. Further, retiree
health benefits clearly benefit workers, allowing such individuals to
acquire affordable health insurance coverage at a time when private
health insurance coverage might otherwise be cost prohibitive. The
Commission believes that it is in the best interest of both employers
and employees for the Commission to pursue a policy that permits
employers to offer these benefits to the greatest extent possible.
    Q2. Does the exemption mean that the Act no longer applies to
retirees?
    A2. No. Only the practice of coordinating retiree health benefits
with Medicare (or a comparable State health benefit plan) as specified
in paragraph (b) of this section is exempt from the Act. In all other
contexts, the Act continues to apply to retirees to the same extent that
it did prior to the issuance of this section.
    Q3. May an employer offer a ``carve-out plan'' for retirees who are
eligible for Medicare or a comparable State health plan?
    A3. Yes. A ``carve-out plan'' reduces the benefits available under
an employee benefit plan by the amount payable by Medicare or a
comparable State health plan. Employers may continue to offer such
``carve-out plans''and make Medicare or a comparable State health plan
the primary payer of health benefits for those retirees eligible for
Medicare or the comparable State health plan.
    Q4. Does the exemption also apply to dependent and/or spousal health
benefits that are included as part of the health benefits provided for
retired participants?
    A4. Yes. Because dependent and/or spousal health benefits are
benefits provided to the retired participant, the exemption applies to
these benefits, just as it does to the health benefits for the retired
participant. However, dependent and/or spousal benefits need not be
identical to the health benefits provided for retired participants.
Consequently, dependent and/or spousal benefits may be altered, reduced
or eliminated pursuant to the exemption whether or not the health
benefits provided for retired participants are similarly altered,
reduced or eliminated.
    Q5. Does the exemption address how the ADEA may apply to other acts,
practices or employment benefits not specified in the rule?
    A5. No. The exemption only applies to the practice of coordinating
employer-sponsored retiree health benefits with eligibility for Medicare
or a comparable State health benefit program. No other aspects of ADEA
coverage or employment benefits other than retiree health benefits are
affected by the exemption.
    Q6. Does the exemption apply to existing, as well as to newly
created, employee benefit plans?
    A6. Yes. The exemption applies to all retiree health benefits that
coordinate with Medicare (or a comparable State health benefit plan) as
specified in paragraph (b) of this section, whether those benefits are
provided for in an existing or newly created employee benefit plan.
    Q7. Does the exemption apply to health benefits that are provided to
current employees who are at or over the age of Medicare eligibility (or
the age of eligibility for a comparable State health benefit plan)?
    A7. No. The exemption applies only to retiree health benefits, not
to health benefits that are provided to current employees. Thus, health
benefits for current employees must be provided in a manner that
comports with the requirements of the Act. Moreover, under the laws
governing the Medicare program, an employer must offer to current
employees who are at or over the age of Medicare eligibility the same
health benefits, under the same conditions, that it offers to any
current employee under the age of Medicare eligibility.

[72 FR 72945, Dec. 26, 2007]



PART 1626_PROCEDURES_AGE DISCRIMINATION IN EMPLOYMENT ACT--Table of
Contents



Sec.
1626.1 Purpose.
1626.2 Terms defined in the Age Discrimination in Employment Act of
          1967, as amended.
1626.3 Other definitions.
1626.4 Information concerning alleged violations of the Act.

[[Page 350]]

1626.5 Where to submit complaints and charges.
1626.6 Form of charge.
1626.7 Timeliness of charge.
1626.8 Contents of charge; amendment of charge.
1626.9 Referral to and from State agencies; referral States.
1626.10 Agreements with State or local fair employment practices
          agencies.
1626.11 Notice of charge.
1626.12 Conciliation efforts pursuant to section 7(d) of the Act.
1626.13 Withdrawal of charge.
1626.14 Right to inspect or copy data.
1626.15 Commission enforcement.
1626.16 Subpoenas.
1626.17 Notice of dismissal or termination.
1626.18 Filing of private lawsuit.
1626.19 Filing of Commission lawsuit.
1626.20 Procedure for requesting an opinion letter.
1626.21 Effect of opinions and interpretations of the Commission.
1626.22 Rules to be liberally construed.

    Authority: Sec. 9, 81 Stat. 605, 29 U.S.C. 628; sec. 2, Reorg. Plan
No. 1 of 1978, 3 CFR, 1978 Comp., p. 321.

    Source: 48 FR 140, Jan. 3, 1983, unless otherwise noted.



Sec. 1626.1  Purpose.

    The regulations set forth in this part contain the procedures
established by the Equal Employment Opportunity Commission for carrying
out its responsibilities in the administration and enforcement of the
Age Discrimination in Employment Act of 1967, as amended.



Sec. 1626.2  Terms defined in the Age Discrimination in Employment Act
of 1967, as amended.

    The terms person, employer, employment agency, labor organization,
employee, commerce, industry affecting commerce, and State as used
herein shall have the meanings set forth in section 11 of the Age
Discrimination in Employment Act, as amended.



Sec. 1626.3  Other definitions.

    For purpose of this part, the term the Act shall mean the Age
Discrimination in Employment Act of 1967, as amended; the Commission
shall mean the Equal Employment Opportunity Commission or any of its
designated representatives; charge shall mean a statement filed with the
Commission by or on behalf of an aggrieved person which alleges that the
named prospective defendant has engaged in or is about to engage in
actions in violation of the Act; complaint shall mean information
received from any source, that is not a charge, which alleges that a
named prospective defendant has engaged in or is about to engage in
actions in violation of the Act; charging party means the person filing
a charge; complainant means the person filing a complaint; and
respondent means the person named as a prospective defendant in a charge
or complaint, or as a result of a Commission-initiated investigation.



Sec. 1626.4  Information concerning alleged violations of the Act.

    The Commission may, on its own initiative, conduct investigations of
employers, employment agencies and labor organizations, in accordance
with the powers vested in it pursuant to sections 6 and 7 of the Act.
The Commission shall also receive information concerning alleged
violations of the Act, including charges and complaints, from any
source. Where the information discloses a possible violation, the
appropriate Commission office may render assistance in the filing of a
charge. The identity of a complainant, confidential witness, or
aggrieved person on whose behalf a charge was filed will ordinarily not
be disclosed without prior written consent, unless necessary in a court
proceeding.



Sec. 1626.5  Where to submit complaints and charges.

    Complaints and charges may be submitted in person, by telephone, or
by mail to any office of the Commission or to any designated
representative of the Commission. The addresses of the Commission's
offices appear at Sec. 1610.4.

[71 FR 26831, May 9, 2006]



Sec. 1626.6  Form of charge.

    A charge shall be in writing and shall name the prospective
respondent and shall generally allege the discriminatory act(s). Charges
received in person or by telephone shall be reduced to writing.



Sec. 1626.7  Timeliness of charge.

    (a) Potential charging parties will be advised that, pursuant to
section 7(d)

[[Page 351]]

(1) and (2) of the Act, no civil suit may be commenced by an individual
until 60 days after a charge has been filed on the subject matter of the
suit, and such charge shall be filed with the Commission or its
designated agent within 180 days of the alleged discriminatory action,
or, in a case where the alleged discriminatory action occurs in a State
which has its own age discrimination law and authority administering
that law, within 300 days of the alleged discriminatory action, or 30
days after receipt of notice of termination of State proceedings,
whichever is earlier.
    (b) For purposes of determining the date of filing with the
Commission, the following applies:
    (1) Charges filed by mail:
    (i) Date of postmark, if legible,
    (ii) Date of letter, if postmark is illegible,
    (iii) Date of receipt by Commission, or its designated agent, if
postmark and letter date are illegible and/or cannot be accurately
affixed;
    (2) Written charges filed in person: Date of receipt;
    (3) Oral charges filed in person or by telephone, as reduced to
writing: Date of oral communication received by Commission.

[48 FR 140, Jan. 3, 1983, as amended at 68 FR 70152, Dec. 17, 2003]



Sec. 1626.8  Contents of charge; amendment of charge.

    (a) In addition to the requirements of Sec. 1626.6, each charge
should contain the following:
    (1) The full name, address and telephone number of the person making
the charge;
    (2) The full name and address of the person against whom the charge
is made;
    (3) A clear and concise statement of the facts, including pertinent
dates, constituting the alleged unlawful employment practices;
    (4) If known, the approximate number of employees of the prospective
defendant employer or members of the prospective defendant labor
organization.
    (5) A statement disclosing whether proceedings involving the alleged
unlawful employment practice have been commenced before a State agency
charged with the enforcement of fair employment practice laws and, if
so, the date of such commencement and the name of the agency.
    (b) Notwithstanding the provisions of paragraph (a) of this section,
a charge is sufficient when the Commission receives from the person
making the charge either a written statement or information reduced to
writing by the Commission that conforms to the requirements of Sec.
1626.6.
    (c) A charge may be amended to clarify or amplify allegations made
therein. Such amendments and amendments alleging additional acts which
constitute unlawful employment practices related to or growing out of
the subject matter of the original charge will relate back to the date
the charge was first received. A charge that has been so amended shall
not again be referred to the appropriate State agency.



Sec. 1626.9  Referral to and from State agencies; referral States.

    The Commission may refer all charges to any appropriate State agency
and will encourage State agencies to refer charges to the Commission in
order to assure that the prerequisites for private law suits, as set out
in section 14(b) of the Act, are met. Charges so referred shall be
deemed to have been filed with the Commission in accordance with the
specifications contained in Sec. 1626.7(b). The Commission may process
any charge at any time, notwithstanding provisions for referral to and
from appropriate State agencies.

[48 FR 140, Jan. 3, 1983, as amended at 68 FR 70152, Dec. 17, 2003]



Sec. 1626.10  Agreements with State or local fair employment practices
agencies.

    (a) Pursuant to sections 6 and 7 of the ADEA and section 11(b) of
the FLSA, the Commission may enter into agreements with State or local
fair employment practices agencies to cooperate in enforcement,
technical assistance, research, or public informational activities, and
may engage the services of such agencies in processing charges assuring
the safeguard of the Federal rights of aggrieved persons.

[[Page 352]]

    (b) The Commission may enter into agreements with State or local
agencies which authorize such agencies to receive charges and complaints
pursuant to Sec. 1626.5 and in accordance with the specifications
contained in Sec. Sec. 1626.7 and 1626.8.
    (c) When a worksharing agreement with a State agency is in effect,
the State agency will act on certain charges and the Commission will
promptly process charges which the State agency does not pursue. Charges
received by one agency under the agreement shall be deemed received by
the other agency for purposes of Sec. 1626.7



Sec. 1626.11  Notice of charge.

    Upon receipt of a charge, the Commission shall promptly notify the
respondent that a charge has been filed.



Sec. 1626.12  Conciliation efforts pursuant to section 7(d) of the Act.

    Upon receipt of a charge, the Commission shall promptly attempt to
eliminate any alleged unlawful practice by informal methods of
conciliation, conference and persuasion. Upon failure of such
conciliation the Commission will notify the charging party. Such
notification enables the charging party or any person aggrieved by the
subject matter of the charge to commence action to enforce their rights
without waiting for the lapse of 60 days. Notification under this
section is not a Notice of Dismissal or Termination under Sec. 1626.17.

[48 FR 140, Jan. 3, 1983, as amended at 68 FR 70152, Dec. 17, 2003]



Sec. 1626.13  Withdrawal of charge.

    Charging parties may request withdrawal of a charge. Because the
Commission has independent investigative authority, see Sec. 1626.4, it
may continue any investigation and may secure relief for all affected
persons notwithstanding a request by a charging party to withdraw a
charge.



Sec. 1626.14  Right to inspect or copy data.

    A person who submits data or evidence to the Commission may retain
or, on payment of lawfully prescribed costs, procure a copy or
transcript thereof, except that a witness may for good cause be limited
to inspection of the official transcript of his or her testimony.



Sec. 1626.15  Commission enforcement.

    (a) As provided in sections 9, 11, 16 and 17 of the Fair Labor
Standards Act of 1938, as amended (29 U.S.C. 209, 211, 216 and 217)
(FLSA) and sections 6 and 7 of this Act, the Commission and its
authorized representatives may (1) investigate and gather data; (2)
enter and inspect establishments and records and make transcripts
thereof; (3) interview employees; (4) impose on persons subject to the
Act appropriate recordkeeping and reporting requirements; (5) advise
employers, employment agencies and labor organizations with regard to
their obligations under the Act and any changes necessary in their
policies, practices and procedures to assure compliance with the Act;
(6) subpoena witnesses and require the production of documents and other
evidence; (7) supervise the payment of amounts owing pursuant to section
16(c) of the FLSA, and (8) institute action under section 16(c) or
section 17 of the FLSA or both to obtain appropriate relief.
    (b) Whenever the Commission has a reasonable basis to conclude that
a violation of the Act has occurred or will occur, it may commence
conciliation under section 7(b) of the Act. Notice of commencement of
will ordinarily be issued in the form of a letter of violation;
provided, however, that failure to issue a written violation letter
shall in no instance be construed as a finding of no violation. The
Commission will ordinarily notify the respondent and aggrieved persons
of its determination. In the process of conducting any investigation or
conciliation under this Act, the identity of persons who have provided
information in confidence shall not be disclosed except in accordance
with Sec. 1626.4.
    (c) Any agreement reached as a result of efforts undertaken pursuant
to this section shall, as far as practicable, require the respondent to
eliminate the unlawful practice(s) and provide appropriate affirmative
relief. Such agreement shall be reduced to writing and will ordinarily
be signed by the Commission's delegated representative, the respondent,
and the charging party, if

[[Page 353]]

any. A copy of the signed agreement shall be sent to all the signatories
thereto.
    (d) Upon the failure of informal conciliation, conference and
persuasion under section 7(b) of the Act, the Commission may initiate
and conduct litigation.
    (e) The District Directors, the Field Directors, the Director of the
Office of Field Programs or their designees, are hereby delegated
authority to exercise the powers enumerated in Sec. 1626.15(a) (1)
through (7) and (b) and (c). The General Counsel or his/her designee is
hereby delegated the authority to exercise the powers in paragraph (a)
of this section and at the direction of the Commission to initiate and
conduct litigation.

[48 FR 140, Jan. 3, 1983, as amended at 54 FR 32063, Aug. 4, 1989; 54 FR
33503, Aug. 15, 1989; 68 FR 70152, Dec. 17, 2003; 71 FR 26831, May 9,
2006]



Sec. 1626.16  Subpoenas.

    (a) To effectuate the purposes of the Act the Commission shall have
the authority to issue a subpoena requiring:
    (1) The attendance and testimony of witnesses;
    (2) The production of evidence including, but not limited to, books,
records, correspondence, or documents, in the possession or under the
control of the person subpoenaed; and
    (3) Access to evidence for the purpose of examination and the right
to copy.
    (b) The power to issue subpoenas has been delegated by the
Commission, pursuant to section 6(a) of the Act, to the General Counsel,
the District Directors, the Field Directors, the Director of the Office
of Field Programs, or their designees. The subpoena shall state the
name, address and title of the issuer, identify the person or evidence
subpoenaed, the name of the person to whom the subpoena is returnable,
the date, time and place that testimony is to be given or that documents
are to be provided or access provided.
    (c) A subpoena issued by the Commission or its designee pursuant to
the Act is not subject to review or appeal.
    (d) Upon the failure of any person to comply with a subpoena issued
under this section, the Commission may utilize the provisions of
sections 9 and 10 of the Federal Trade Commission Act, 15 U.S.C. 49 and
50, to compel compliance with the subpoena.
    (e) Persons subpoenaed shall be entitled to the same fees and
mileage that are paid witnesses in the courts of the United States.

[48 FR 140, Jan. 3, 1983, as amended at 54 FR 32063, Aug. 4, 1989; 71 FR
26831, May 9, 2006]



Sec. 1626.17  Notice of dismissal or termination.

    (a) Issuance of Notice of Dismissal or Termination. (1) Where a
charge filed with the Commission under the ADEA is dismissed or the
Commission's proceedings are otherwise terminated, the Commission will
issue a Notice of Dismissal or Termination on the charge as described in
paragraph (c) of this section to the person(s) claiming to be aggrieved.
In the case of a charge concerning more than one aggrieved person, the
Commission will only issue a Notice of Dismissal or Termination when the
charge is dismissed or proceedings are otherwise terminated as to all
aggrieved persons.
    (2) Where the charge has been filed under the ADEA and Title VII or
the Americans with Disabilities Act (ADA), the Commission will issue a
Notice of Dismissal or Termination under the ADEA at the same time it
issues the Notice of Right to Sue under Title VII or the ADA.
    (3) The issuance of a Notice of Dismissal or Termination does not
preclude the Commission from offering such assistance to a person
receiving the notice as the Commission deems necessary or appropriate.
The issuance does not preclude or interfere with the Commission's
continuing right to investigate and litigate the same matter or any ADEA
matter under its enforcement authority.
    (b) Delegation of Authority To Issue Notices of Dismissal or
Termination. The Commission hereby delegates authority to issue Notices
of Dismissal or Termination, in accordance with this section, to:
Directors of District, Field, Area and Local offices; the Director of
the Office of Field Programs; the Director of Field Management Programs,
Office of Field Programs; the General Counsel; or their designees.

[[Page 354]]

    (c) Contents of the Notice of Dismissal or Termination. The Notice
of Dismissal or Termination shall include:
    (1) A copy of the charge;
    (2) Notification that the charge has been dismissed or the
Commission's proceedings have otherwise been terminated; and
    (3) Notification that the aggrieved person's right to file a civil
action against the respondent on the subject charge under the ADEA will
expire 90 days after receipt of such notice.

[68 FR 70152, Dec. 17, 2003, as amended at 71 FR 26831, May 9, 2006]



Sec. 1626.18  Filing of private lawsuit.

    (a) An aggrieved person may file a civil action against the
respondent named in the charge in either Federal or State court under
section 7 of the ADEA.
    (b) An aggrieved person whose claims are the subject of a timely
pending charge may file a civil action at any time after 60 days have
elapsed from the filing of the charge with the Commission (or as
provided in Sec. 1626.12) without waiting for a Notice of Dismissal or
Termination to be issued.
    (c) The right of an aggrieved person to file suit expires 90 days
after receipt of the Notice of Dismissal or Termination or upon
commencement of an action by the Commission to enforce the right of such
person.
    (d) If the Commission becomes aware that the aggrieved person whose
claim is the subject of a pending ADEA charge has filed an ADEA lawsuit
against the respondent named in the charge, it shall terminate further
processing of the charge or portion of the charge affecting that person
unless the District Director; Field Director; Area Director; Local
Director; Director of the Office of Field Programs; the General Counsel;
the Director of Field Management Programs; or their designees determine
at that time or at a later time that it would effectuate the purpose of
the ADEA to further process the charge.

[68 FR 70152, Dec. 17, 2003, as amended at 71 FR 26831, May 9, 2006]



Sec. 1626.19  Filing of Commission lawsuit.

    The right of the Commission to file a civil action under the ADEA is
not dependent on the filing of a charge and is not affected by the
issuance of a Notice of Dismissal or Termination to any aggrieved
person.

[68 FR 70152, Dec. 17, 2003]



Sec. 1626.20  Procedure for requesting an opinion letter.

    (a) A request for an opinion letter should be submitted in writing
to the Chairman, Equal Employment Opportunity Commission, 131 M Street,
NE., Washington DC 20507, and shall contain:
    (1) A concise statement of the issues on which an opinion is
requested;
    (2) As full a statement as possible of relevant facts and law; and
    (3) The names and addresses of the person making the request and
other interested persons.
    (b) Issuance of an opinion letter by the Commission is
discretionary.
    (c) Informal advice. When the Commission, at its discretion,
determines that it will not issue an opinion letter as defined in Sec.
1626.18, the Commission may provide informal advice or guidance to the
requestor. An informal letter of advice does not represent the formal
position of the Commission and does not commit the Commission to the
views expressed therein. Any letter other than those defined in Sec.
1626.18(a)(1) will be considered a letter of advice and may not be
relied upon by any employer within the meaning of section 10 of the
Portal to Portal Act of 1947, incorporated into the Age Discrimination
in Employment Act of 1967 through section 7(e)(1) of the Act.

[48 FR 140, Jan. 3, 1983, as amended at 54 FR 32063, Aug. 4, 1989.
Redesignated at 68 FR 70152, Dec. 17, 2003; 74 FR 3430, Jan. 21, 2009]



Sec. 1626.21  Effect of opinions and interpretations of the Commission.

    (a) Section 10 of the Portal to Portal Act of 1947, incorporated
into the Age Discrimination in Employment Act of 1967 through section
7(e)(1) of the Act, provides that:

    In any action or proceeding based on any act or omission on or after
the date of the enactment of this Act, no employer shall be

[[Page 355]]

subject to any liability or punishment * * * if he pleads and proves
that the act or omission complained of was in good faith in conformity
with and in reliance on any written administrative regulations, order,
ruling, approval or interpretation * * * or any administrative practice
or enforcement policy of [the Commission].


The Commission has determined that only (1) a written document, entitled
``opinion letter,'' signed by the Legal Counsel on behalf of and as
approved by the Commission, or (2) a written document issued in the
conduct of litigation, entitled ``opinion letter,'' signed by the
General Counsel on behalf of and as approved by the Commission, or (3)
matter published and specifically designated as such in the Federal
Register, may be relied upon by any employer as a ``written regulation,
order, ruling, approval or interpretation'' or ``evidence of any
administrative practice or enforcement policy'' of the Commission ``with
respect to the class of employers to which he belongs,'' within the
meaning of the statutory provisions quoted above.
    (b) An opinion letter issued pursuant to paragraph (a)(1) of this
section, when issued to the specific addressee, has no effect upon
situations other than that of the specific addressee.
    (c) When an opinion letter, as defined in paragraph (a)(1) of this
section, is requested, the procedure stated in Sec. 1626.17 shall be
followed.

[48 FR 140, Jan. 3, 1983. Redesignated at 68 FR 70152, Dec. 17, 2003]



Sec. 1626.22  Rules to be liberally construed.

    (a) These rules and regulations shall be liberally construed to
effectuate the purposes and provisions of this Act and any other acts
administered by the Commission.
    (b) Whenever the Commission receives a charge or obtains information
relating to possible violations of one of the statutes which it
administers and the charge or information reveals possible violations of
one or more of the other statutes which it administers, the Commission
will treat such charges or information in accordance with all such
relevant statutes.
    (c) Whenever a charge is filed under one statute and it is
subsequently believed that the alleged discrimination constitutes an
unlawful employment practice under another statute administered and
enforced by the Commission, the charge may be so amended and timeliness
determined from the date of filing of the original charge.

[48 FR 140, Jan. 3, 1983. Redesignated at 68 FR 70152, Dec. 17, 2003]



PART 1627_RECORDS TO BE MADE OR KEPT RELATING TO AGE: NOTICES TO BE
POSTED--Table of Contents



                            Subpart A_General

Sec.
1627.1 Purpose and scope.

  Subpart B_Records To Be Made or Kept Relating to Age; Notices To Be
                                 Posted

1627.2 Forms of records.
1627.3 Records to be kept by employers.
1627.4 Records to be kept by employment agencies.
1627.5 Records to be kept by labor organizations.
1627.6 Availability of records for inspection.
1627.7 Transcriptions and reports.
1627.8-1627.9 [Reserved]
1627.10 Notices to be posted.
1627.11 Petitions for recordkeeping exceptions.

                      Subpart D_Statutory Exemption

1627.17 Calculating the amount of qualified retirement benefits for
          purposes of the exemption for bona fide executives or high
          policymaking employees.

    Authority: Sec. 7, 81 Stat. 604; 29 U.S.C. 626; sec. 11, 52 Stat.
1066, 29 U.S.C. 211; sec. 12, 29 U.S.C. 631, Pub. L. 99-592, 100 Stat.
3342; sec. 2, Reorg. Plan No. 1 of 1978, 43 FR 19807.

    Source: 44 FR 38459, July 2, 1979, unless otherwise noted.



                            Subpart A_General



Sec. 1627.1  Purpose and scope.

    (a) Section 7 of the Age Discrimination in Employment Act of 1967
(hereinafter referred to in this part as the Act) empowers the
Commission to require the keeping of records which are necessary or
appropriate for the administration of the Act in accordance with the
powers contained in section 11 of the Fair Labor Standards Act of 1938.
Subpart B of this part sets forth the

[[Page 356]]

recordkeeping and posting requirements which are prescribed by the
Commission for employers, employment agencies, and labor organizations
which are subject to the Act. Reference should be made to section 11 of
the Act for definitions of the terms ``employer'', ``employment
agency'', and ``labor organization''. General interpretations of the Act
and of this part are published in part 1625 of this chapter. This part
also reflects pertinent delegations of the Commission's duties.
    (b) Subpart D of this part sets forth the Commission's regulations
issued pursuant to section 12(c)(2) of the Act, providing that the
Secretary of Labor, after consultation with the Secretary of the
Treasury, shall prescribe the manner of calculating the amount of
qualified retirement benefits for purposes of the exemption in section
12(c)(1) of the Act.

[44 FR 38459, July 2, 1979, as amended at 44 FR 66797, Nov. 21, 1979; 72
FR 72944, Dec. 26, 2007]



  Subpart B_Records To Be Made or Kept Relating to Age; Notices To Be
                                 Posted



Sec. 1627.2  Forms of records.

    No particular order or form of records is required by the
regulations in this part 1627. It is required only that the records
contain in some form the information specified. If the information
required is available in records kept for other purposes, or can be
obtained readily by recomputing or extending data recorded in some other
form, no further records are required to be made or kept on a routine
basis by this part 1627.



Sec. 1627.3  Records to be kept by employers.

    (a) Every employer shall make and keep for 3 years payroll or other
records for each of his employees which contain:
    (1) Name;
    (2) Address;
    (3) Date of birth;
    (4) Occupation;
    (5) Rate of pay, and
    (6) Compensation earned each week.
    (b)(1) Every employer who, in the regular course of his business,
makes, obtains, or uses, any personnel or employment records related to
the following, shall, except as provided in paragraphs (b) (3) and (4)
of this section, keep them for a period of 1 year from the date of the
personnel action to which any records relate:
    (i) Job applications, resumes, or any other form of employment
inquiry whenever submitted to the employer in response to his
advertisement or other notice of existing or anticipated job openings,
including records pertaining to the failure or refusal to hire any
individual,
    (ii) Promotion, demotion, transfer, selection for training, layoff,
recall, or discharge of any employee,
    (iii) Job orders submitted by the employer to an employment agency
or labor organization for recruitment of personnel for job openings,
    (iv) Test papers completed by applicants or candidates for any
position which disclose the results of any employer-administered
aptitude or other employment test considered by the employer in
connection with any personnel action,
    (v) The results of any physical examination where such examination
is considered by the employer in connection with any personnel action,
    (vi) Any advertisements or notices to the public or to employees
relating to job openings, promotions, training programs, or
opportunities for overtime work.
    (2) Every employer shall keep on file any employee benefit plans
such as pension and insurance plans, as well as copies of any seniority
systems and merit systems which are in writing, for the full period the
plan or system is in effect, and for at least 1 year after its
termination. If the plan or system is not in writing, a memorandum fully
outlining the terms of such plan or system and the manner in which it
has been communicated to the affected employees, together with notations
relating to any changes or revisions thereto, shall be kept on file for
a like period.
    (3) When an enforcement action is commenced under section 7 of the
Act

[[Page 357]]

regarding a particular applicant or employee, the Commission or its
authorized representative shall require the employer to retain any
record required to be kept under paragraph (b) (1) or (2) of this
section which is relative to such action until the final disposition
thereof.

(Approved by the Office of Management and Budget under control number
3046-0018)

(Pub. L. 96-511, 94 Stat. 2812 (44 U.S.C. 3501 et seq.))

[44 FR 38459, July 2, 1979, as amended at 46 FR 63268, Dec. 31, 1981; 56
FR 35756, July 26, 1991]



Sec. 1627.4  Records to be kept by employment agencies.

    (a)(1) Every employment agency which, in the regular course of its
business, makes, obtains, or uses, any records related to the following,
shall, except as provided in paragraphs (a) (2) and (3) of this section,
keep them for a period of 1 year from the date of the action to which
the records relate:
    (i) Placements;
    (ii) Referrals, where an individual is referred to an employer for a
known or reasonably anticipated job opening;
    (iii) Job orders from employers seeking individuals for job
openings;
    (iv) Job applications, resumes, or any other form of employment
inquiry or record of any individual which identifies his qualifications
for employment, whether for a known job opening at the time of
submission or for future referral to an employer;
    (v) Test papers completed by applicants or candidates for any
position which disclose the results of any agency-administered aptitude
or other employment test considered by the agency in connection with any
referrals;
    (vi) Advertisements or notices relative to job openings.
    (2) When an enforcement action is commenced under section 7 of the
Act regarding a particular applicant, the Commission or its authorized
representative shall require the employment agency to retain any record
required to be kept under paragraph (a)(1) of this section which is
relative to such action until the final disposition thereof.
    (b) Whenever an employment agency has an obligation as an
``employer'' or a ``labor organization'' under the Act, the employment
agency must also comply with the recordkeeping requirements set forth in
Sec. 1627.3 or Sec. 1627.5, as appropriate.

(Approved by the Office of Management and Budget under control number
3046-0018)

(Pub. L. 96-511, 94 Stat. 2812 (44 U.S.C. 3501 et seq.))

[44 FR 38459, July 2, 1979, as amended at 46 FR 63268, Dec. 31, 1981; 56
FR 35756, July 26, 1991]



Sec. 1627.5  Records to be kept by labor organizations.

    (a) Every labor organization shall keep current records identifying
its members by name, address, and date of birth.
    (b) Every labor organization shall, except as provided in paragraph
(c) of this section, keep for a period of 1 year from the making
thereof, a record of the name, address, and age of any individual
seeking membership in the organization. An individual seeking membership
is considered to be a person who files an application for membership or
who, in some other manner, indicates a specific intention to be
considered for membership, but does not include any individual who is
serving for a stated limited probationary period prior to permanent
employment and formal union membership. A person who merely makes an
inquiry about the labor organization or, for example, about its general
program, is not considered to be an individual seeking membership in a
labor organization.
    (c) When an enforcement action is commenced under section 7 of the
Act regarding a labor organization, the Commission or its authorized
representative shall require the labor organization to retain any record
required to be kept under paragraph (b) of this section which is
relative to such action until the final disposition thereof.
    (d) Whenever a labor organization has an obligation as an
``employer'' or as an ``employment agency'' under the Act, the labor
organization must also

[[Page 358]]

comply with the recordkeeping requirements set forth in Sec. 1627.3 or
Sec. 1627.4, as appropriate.

(Approved by the Office of Management and Budget under control number
3046-0018)

(Pub. L. 96-511, 94 Stat. 2812 (44 U.S.C. 3501 et seq.))

[44 FR 38459, July 2, 1979, as amended at 46 FR 63268, Dec. 31, 1981; 56
FR 35756, July 26, 1991]



Sec. 1627.6  Availability of records for inspection.

    (a) Place records are to be kept. The records required to be kept by
this part shall be kept safe and accessible at the place of employment
or business at which the individual to whom they relate is employed or
has applied for employment or membership, or at one or more established
central recordkeeping offices.
    (b) Inspection of records. All records required by this part to be
kept shall be made available for inspection and transcription by
authorized representatives of the Commission during business hours
generally observed by the office at which they are kept or in the
community generally. Where records are maintained at a central
recordkeeping office pursuant to paragraph (a) of this section, such
records shall be made available at the office at which they would
otherwise be required to be kept within 72 hours following request from
the Commission or its authorized representative.

(Approved by the Office of Management and Budget under control number
3046-0018)

(Pub. L. 96-511, 94 Stat. 2812 (44 U.S.C. 3501 et seq.))

[44 FR 38459, July 2, 1979, as amended at 46 FR 63268, Dec. 31, 1981]



Sec. 1627.7  Transcriptions and reports.

    Every person required to maintain records under the Act shall make
such extension, recomputation or transcriptions of his records and shall
submit such reports concerning actions taken and limitations and
classifications of individuals set forth in records as the Commission or
its authorized representative may request in writing.

(Approved by the Office of Management and Budget under control number
3046-0018)

(Pub. L. 96-511, 94 Stat. 2812 (44 U.S.C. 3501 et seq.))

[44 FR 38459, July 2, 1979, as amended at 46 FR 63268, Dec. 31, 1981]



Sec. Sec. 1627.8-1627.9  [Reserved]



Sec. 1627.10  Notices to be posted.

    Every employer, employment agency, and labor organization which has
an obligation under the Age Discrimination in Employment Act of 1967
shall post and keep posted in conspicuous places upon its premises the
notice pertaining to the applicability of the Act prescribed by the
Commission or its authorized representative. Such a notice must be
posted in prominent and accessible places where it can readily be
observed by employees, applicants for employment and union members.



Sec. 1627.11  Petitions for recordkeeping exceptions.

    (a) Submission of petitions for relief. Each employer, employment
agency, or labor organization who for good cause wishes to maintain
records in a manner other than required in this part, or to be relieved
of preserving certain records for the period or periods prescribed in
this part, may submit in writing a petition to the Commission requesting
such relief setting forth the reasons therefor and proposing alternative
recordkeeping or record-retention procedures.
    (b) Action on petitions. If, no review of the petition and after
completion of any necessary or appropriate investigation supplementary
thereto, the Commission shall find that the alternative procedure
proposed, if granted, will not hamper or interfere with the enforcement
of the Act, and will be of equivalent usefulness in its enforcement, the
Commission may grant the petition subject to such conditions as it may
determine appropriate and subject to revocation. Whenever any relief
granted to any person is sought to be revoked for failure to comply with
the conditions of the Commission, that person shall be notified in
writing of the facts constituting such failure and

[[Page 359]]

afforded an opportunity to achieve or demonstrate compliance.
    (c) Compliance after submission of petitions. The submission of a
petition or any delay of the Commission in acting upon such petition
shall not relieve any employer, employment agency, or labor organization
from any obligations to comply with this part. However, the Commission
shall give notice of the denial of any petition with due promptness.



                      Subpart D_Statutory Exemption



Sec. 1627.17  Calculating the amount of qualified retirement benefits
for purposes of the exemption for bona fide executives or high

policymaking employees.

    (a) Section 12(c)(1) of the Act, added by the 1978 amendments and
amended in 1984 and 1986, provides:

    Nothing in this Act shall be construed to prohibit compulsory
retirement of any employee who has attained 65 years of age, and who,
for the 2-year period immediately before retirement, is employed in a
bona fide executive or high policymaking position, if such employee is
entitled to an immediate nonforfeitable annual retirement benefit from a
pension, profit-sharing, savings, or deferred compensation plan, or any
combination of such plans, of the employer of such employee, which
equals, in the aggregate, at least $44,000.


The Commission's interpretative statements regarding this exemption are
set forth in section 1625 of this chapter.
    (b) Section 12(c)(2) of the Act provides:

    In applying the retirement benefit test of paragraph (a) of this
subsection, if any such retirement benefit is in a form other than a
straight life annuity (with no ancillary benefits), or if employees
contribute to any such plan or make rollover contributions, such benefit
shall be adjusted in accordance with regulations prescribed by the
Commission, after consultation with the Secretary of the Treasury, so
that the benefit is the equivalent of a straight life annuity (with no
ancillary benefits) under a plan to which employees do not contribute
and under which no rollover contributions are made.

    (c)(1) The requirement that an employee be entitled to the
equivalent of a $44,000 straight life annuity (with no ancillary
benefits) is statisfied in any case where the employee has the option of
receiving, during each year of his or her lifetime following retirement,
an annual payment of at least $44,000, or periodic payments on a more
frequent basis which, in the aggregate, equal at least $44,000 per year:
Provided, however, that the portion of the retirement income figure
attributable to Social Security, employee contributions, rollover
contributions and contributions of prior employers is excluded in the
manner described in paragraph (e) of this section. (A retirement benefit
which excludes these amounts is sometimes referred to herein as a
``qualified'' retirement benefit.)
    (2) The requirment is also met where the employee has the option of
receiving, upon retirement, a lump sum payment with which it is possible
to purchase a single life annuity (with no ancillary benefits) yielding
at least $44,000 per year as adjusted.
    (3) The requirement is also satisfied where the employee is entitled
to receive, upon retirement, benefits whose aggregate value, as of the
date of the employee's retirement, with respect to those payments which
are scheduled to be made within the period of life expectancy of the
employee, is $44,000 per year as adjusted.
    (4) Where an employee has one or more of the options described in
paragraphs (c)(1) through (3) of this section, but instead selects
another option (or options), the test is also met. On the other hand,
where an employee has no choice but to have certain benefits provided
after his or her death, the value of these benefits may not be included
in this determination.
    (5) The determination of the value of those benefits which may be
counted towards the $44,000 requirement must be made on the basis of
reasonable actuarial assumptions with respect to mortality and interest.
For purposes of excluding from this determination any benefits which are
available only after death, it is not necessary to determine the life
expectancy of each person on an individual basis. A reasonable actuarial
assumption with respect to mortality will suffice.
    (6) The benefits computed under paragraphs (c)(1), (2) and (3) of
this section shall be aggregated for purposes of

[[Page 360]]

determining whether the $44,000 requirement has been met.
    (d) The only retirement benefits which may be counted towards the
$44,000 annual benefit are those from a pension, profit-sharing,
savings, or deferred compensation plan, or any combination of such
plans. Such plans include, but are not limited to, stock bonus, thrift
and simplified employee pensions. The value of benefits from any other
employee benefit plans, such as health or life insurance, may not be
counted.
    (e) In calculating the value of a pension, profit-sharing, savings,
or deferred compensation plan (or any combination of such plans),
amounts attributable to Social Security, employee contributions,
contributions of prior employers, and rollover contributions must be
excluded. Specific rules are set forth below.
    (1) Social Security. Amounts attributable to Social Security must be
excluded. Since these amounts are readily determinable, no specific
rules are deemed necessary.
    (2) Employee contributions. Amounts attributable to employee
contributions must be excluded. The regulations governing this
requirement are based on section 411(c) of the Internal Revenue Code and
Treasury Regulations thereunder (Sec. 1.411(c)-(1)), relating to the
allocation of accrued benefits between employer and employee
contributions. Different calculations are needed to determine the amount
of employee contributions, depending upon whether the retirement income
plan is a defined contribution plan or a defined benefit plan. Defined
contribution plans (also referred to as individual account plans)
generally provide that each participant has an individual account and
the participant's benefits are based solely on the account balance. No
set benefit is promised in defined contribution plans, and the final
amount is a result not only of the actual contributions, but also of
other factors, such as investment gains and losses. Any retirement
income plan which is not an individual account plan is a defined benefit
plan. Defined benefit plans generally provide a definitely determinable
benefit, by specifying either a flat monthly payment or a schedule of
payments based on a formula (frequently involving salary and years of
service), and they are funded according to actuarial principles over the
employee's period of participation.
    (i) Defined contribution plans--(A) Separate accounts maintained. If
a separate account is maintained with respect to an employee's
contributions and all income, expenses, gains and losses attributable
thereto, the balance in such an account represents the amount
attributable to employee contributions.
    (B) Separate accounts not maintained. If a separate account is not
maintained with respect to an employee's contributions and the income,
expenses, gains and losses attributable thereto, the proportion of the
total benefit attributable to employee contributions is determined by
multiplying that benefit by a fraction:
    (1) The numerator of which is the total amount of the employee's
contributions under the plan (less withdrawals), and
    (2) The denominator of which is the sum of the numerator and the
total contributions made under the plan by the employer on behalf of the
employee (less withdrawals).

    Example: A defined contribution plan does not maintain separate
accounts for employee contributions. An employee's annual retirement
benefit under the plan is $40,000. The employee has contributed $96,000
and the employer has contributed $144,000 to the employee's individual
account; no withdrawals have been made. The amount of the $40,000 annual
benefit attributable to employee contributions is $40,000x$96,000/
$96,000+$144,000=$16,000. Hence the employer's share of the $40,000
annual retirement benefit is $40,000 minus $16,000 or $24,000--too low
to fall within the exemption.

    (ii) Defined benefit plans--(A) Separate accounts maintained. If a
separate account is maintained with respect to an employee's
contributions and all income, expenses, gains and losses attributable
thereto, the balance in such an account represents the amount
attributable to employee contributions.
    (B) Separate accounts not maintained. If a separate account is not
maintained with respect to an employee's contributions and the income,
expenses, gains and losses attributable thereto, all of the
contributions made by an employee

[[Page 361]]

must be converted actuarially to a single life annuity (without
ancillary benefits) commencing at the age of forced retirement. An
employee's accumulated contributions are the sum of all contributions
(mandatory and, if not separately accounted for, voluntary) made by the
employee, together with interest on the sum of all such contributions
compounded annually at the rate of 5 percent per annum from the time
each such contribution was made until the date of retirement. Provided,
however, That prior to the date any plan became subject to section
411(c) of the Internal Revenue Code, interest will be credited at the
rate (if any) specified in the plan. The amount of the employee's
accumulated contribution described in the previous sentence must be
multiplied by an ``appropriate conversion factor'' in order to convert
it to a single life annuity (without ancillary benefits) commencing at
the age of actual retirement. The appropriate conversion factor depends
upon the age of retirement. In accordance with Rev. Rul. 76-47, 1976-2
C.B. 109, the following conversion factors shall be used with respect to
the specified retirement ages:

------------------------------------------------------------------------
                                                              Conversion
                       Retirement age                           factor
                                                                percent
------------------------------------------------------------------------
65 through 66...............................................          10
67 through 68...............................................          11
69..........................................................          12
------------------------------------------------------------------------

    Example: An employee is scheduled to receive a pension from a
defined benefit plan of $50,000 per year. Over the years he has
contributed $150,000 to the plan, and at age 65 this amount, when
contributions have been compounded at appropriate annual interest rates,
is equal to $240,000. In accordance with Rev. Rul. 76-47, 10 percent is
an appropriate conversion factor. When the $240,000 is multiplied by
this conversion factor, the product is $24,000, which represents that
part of the $50,000 annual pension payment which is attributable to
employee contributions. The difference--$26,000--represents the
employer's contribution, which is too low to meet the test in the
exemption.

    (3) Contributions of prior employers. Amounts attributable to
contributions of prior employers must be excluded.
    (i) Current employer distinguished from prior employers. Under the
section 12(c) exemption, for purposes of excluding contributions of
prior employers, a prior employer is every previous employer of the
employee except those previous employers which are members of a
``controlled group of corporations'' with, or ``under common control''
with, the employer which forces the employee to retire, as those terms
are used in sections 414 (b) and 414(c) of the Internal Revenue Code, as
modified by section 414(h) (26 U.S.C. 414(b), (c) and (h)).
    (ii) Benefits attributable to current employer and to prior
employers. Where the current employer maintains or contributes to a plan
which is separate from plans maintained or contributed to by prior
employers, the amount of the employee's benefit attributable to those
prior employers can be readily determined. However, where the current
employer maintains or contributes to the same plan as prior employers,
the following rule shall apply. The benefit attributable to the current
employer shall be the total benefit received by the employee, reduced by
the benefit that the employee would have received from the plan if he or
she had never worked for the current employer. For purposes of this
calculation, it shall be assumed that all benefits have always been
vested, even if benefits accrued as a result of service with a prior
employer had not in fact been vested.
    (4) Rollover contributions. Amounts attributable to rollover
contributions must be excluded. For purposes of Sec. 1627.17(e), a
rollover contribution (as defined in sections 402(a)(5), 403(a)(4),
408(d)(3) and 409(b)(3)(C) of the Internal Revenue Code) shall be
treated as an employee contribution. These amounts have already been
excluded as a result of the computations set forth in Sec.
1627.17(e)(2). Accordingly, no separate calculation is necessary to
comply with this requirement.

(Sec. 12(c)(1) of the Age Discrimination In Employment Act of 1967, as
amended by sec. 802(c)(1) of the Older Americans Act Amendments of 1984,
Pub. L. 98-459, 98 Stat. 1792))

[44 FR 66797, Nov. 21, 1979, as amended at 50 FR 2544, Jan. 17, 1985; 53
FR 5973, Feb. 29, 1988]

[[Page 362]]



PART 1630_REGULATIONS TO IMPLEMENT THE EQUAL EMPLOYMENT PROVISIONS OF
THE AMERICANS WITH DISABILITIES ACT--Table of Contents



Sec.
1630.1 Purpose, applicability, and construction.
1630.2 Definitions.
1630.3 Exceptions to the definitions of ``Disability'' and ``Qualified
          Individual with a Disability.''
1630.4 Discrimination prohibited.
1630.5 Limiting, segregating, and classifying.
1630.6 Contractual or other arrangements.
1630.7 Standards, criteria, or methods of administration.
1630.8 Relationship or association with an individual with a disability.
1630.9 Not making reasonable accommodation.
1630.10 Qualification standards, tests, and other selection criteria.
1630.11 Administration of tests.
1630.12 Retaliation and coercion.
1630.13 Prohibited medical examinations and inquiries.
1630.14 Medical examinations and inquiries specifically permitted.
1630.15 Defenses.
1630.16 Specific activities permitted.

Appendix to Part 1630--Interpretive Guidance on Title I of the Americans
          with Disabilities Act

    Authority: 42 U.S.C. 12116 and 12205a of the Americans with
Disabilities Act, as amended.

    Source: 56 FR 35734, July 26, 1991, unless otherwise noted.



Sec. 1630.1  Purpose, applicability, and construction.

    (a) Purpose. The purpose of this part is to implement title I of the
Americans with Disabilities Act (ADA), as amended by the ADA Amendments
Act of 2008 (ADAAA or Amendments Act), 42 U.S.C. 12101, et seq.,
requiring equal employment opportunities for individuals with
disabilities. The ADA as amended, and these regulations, are intended to
provide a clear and comprehensive national mandate for the elimination
of discrimination against individuals with disabilities, and to provide
clear, strong, consistent, enforceable standards addressing
discrimination.
    (b) Applicability. This part applies to ``covered entities'' as
defined at Sec. 1630.2(b).
    (c) Construction--(1) In general. Except as otherwise provided in
this part, this part does not apply a lesser standard than the standards
applied under title V of the Rehabilitation Act of 1973 (29 U.S.C. 790-
794a, as amended), or the regulations issued by Federal agencies
pursuant to that title.
    (2) Relationship to other laws. This part does not invalidate or
limit the remedies, rights, and procedures of any Federal law or law of
any State or political subdivision of any State or jurisdiction that
provides greater or equal protection for the rights of individuals with
disabilities than is afforded by this part.
    (3) State workers' compensation laws and disability benefit
programs. Nothing in this part alters the standards for determining
eligibility for benefits under State workers' compensation laws or under
State and Federal disability benefit programs.
    (4) Broad coverage. The primary purpose of the ADAAA is to make it
easier for people with disabilities to obtain protection under the ADA.
Consistent with the Amendments Act's purpose of reinstating a broad
scope of protection under the ADA, the definition of ``disability'' in
this part shall be construed broadly in favor of expansive coverage to
the maximum extent permitted by the terms of the ADA. The primary object
of attention in cases brought under the ADA should be whether covered
entities have complied with their obligations and whether discrimination
has occurred, not whether the individual meets the definition of
disability. The question of whether an individual meets the definition
of disability under this part should not demand extensive analysis.

[76 FR 16999, Mar. 25, 2011]



Sec. 1630.2  Definitions.

    (a) Commission means the Equal Employment Opportunity Commission
established by section 705 of the Civil Rights Act of 1964 (42 U.S.C.
2000e-4).
    (b) Covered Entity means an employer, employment agency, labor
organization, or joint labor management committee.

[[Page 363]]

    (c) Person, labor organization, employment agency, commerce and
industry affecting commerce shall have the same meaning given those
terms in section 701 of the Civil Rights Act of 1964 (42 U.S.C. 2000e).
    (d) State means each of the several States, the District of
Columbia, the Commonwealth of Puerto Rico, Guam, American Samoa, the
Virgin Islands, the Trust Territory of the Pacific Islands, and the
Commonwealth of the Northern Mariana Islands.
    (e) Employer--(1) In general. The term employer means a person
engaged in an industry affecting commerce who has 15 or more employees
for each working day in each of 20 or more calendar weeks in the current
or preceding calendar year, and any agent of such person, except that,
from July 26, 1992 through July 25, 1994, an employer means a person
engaged in an industry affecting commerce who has 25 or more employees
for each working day in each of 20 or more calendar weeks in the current
or preceding year and any agent of such person.
    (2) Exceptions. The term employer does not include--
    (i) The United States, a corporation wholly owned by the government
of the United States, or an Indian tribe; or
    (ii) A bona fide private membership club (other than a labor
organization) that is exempt from taxation under section 501(c) of the
Internal Revenue Code of 1986.
    (f) Employee means an individual employed by an employer.
    (g) Definition of ``disability.''
    (1) In general. Disability means, with respect to an individual--
    (i) A physical or mental impairment that substantially limits one or
more of the major life activities of such individual;
    (ii) A record of such an impairment; or
    (iii) Being regarded as having such an impairment as described in
paragraph (l) of this section. This means that the individual has been
subjected to an action prohibited by the ADA as amended because of an
actual or perceived impairment that is not both ``transitory and
minor.''
    (2) An individual may establish coverage under any one or more of
these three prongs of the definition of disability, i.e., paragraphs
(g)(1)(i) (the ``actual disability'' prong), (g)(1)(ii) (the ``record
of'' prong), and/or (g)(1)(iii) (the ``regarded as'' prong) of this
section.
    (3) Where an individual is not challenging a covered entity's
failure to make reasonable accommodations and does not require a
reasonable accommodation, it is generally unnecessary to proceed under
the ``actual disability'' or ``record of'' prongs, which require a
showing of an impairment that substantially limits a major life activity
or a record of such an impairment. In these cases, the evaluation of
coverage can be made solely under the ``regarded as'' prong of the
definition of disability, which does not require a showing of an
impairment that substantially limits a major life activity or a record
of such an impairment. An individual may choose, however, to proceed
under the ``actual disability'' and/or ``record of'' prong regardless of
whether the individual is challenging a covered entity's failure to make
reasonable accommodations or requires a reasonable accommodation.
    Note to paragraph (g):
    See Sec. 1630.3 for exceptions to this definition.
    (h) Physical or mental impairment means--
    (1) Any physiological disorder or condition, cosmetic disfigurement,
or anatomical loss affecting one or more body systems, such as
neurological, musculoskeletal, special sense organs, respiratory
(including speech organs), cardiovascular, reproductive, digestive,
genitourinary, immune, circulatory, hemic, lymphatic, skin, and
endocrine; or
    (2) Any mental or psychological disorder, such as an intellectual
disability (formerly termed ``mental retardation''), organic brain
syndrome, emotional or mental illness, and specific learning
disabilities.
    (i) Major life activities--(1) In general. Major life activities
include, but are not limited to:
    (i) Caring for oneself, performing manual tasks, seeing, hearing,
eating, sleeping, walking, standing, sitting, reaching, lifting,
bending, speaking, breathing, learning, reading, concentrating,
thinking, communicating,

[[Page 364]]

interacting with others, and working; and
    (ii) The operation of a major bodily function, including functions
of the immune system, special sense organs and skin; normal cell growth;
and digestive, genitourinary, bowel, bladder, neurological, brain,
respiratory, circulatory, cardiovascular, endocrine, hemic, lymphatic,
musculoskeletal, and reproductive functions. The operation of a major
bodily function includes the operation of an individual organ within a
body system.
    (2) In determining other examples of major life activities, the term
``major'' shall not be interpreted strictly to create a demanding
standard for disability. ADAAA section 2(b)(4) (Findings and Purposes).
Whether an activity is a ``major life activity'' is not determined by
reference to whether it is of ``central importance to daily life.''
    (j) Substantially limits--
    (1) Rules of construction. The following rules of construction apply
when determining whether an impairment substantially limits an
individual in a major life activity:
    (i) The term ``substantially limits'' shall be construed broadly in
favor of expansive coverage, to the maximum extent permitted by the
terms of the ADA. ``Substantially limits'' is not meant to be a
demanding standard.
    (ii) An impairment is a disability within the meaning of this
section if it substantially limits the ability of an individual to
perform a major life activity as compared to most people in the general
population. An impairment need not prevent, or significantly or severely
restrict, the individual from performing a major life activity in order
to be considered substantially limiting. Nonetheless, not every
impairment will constitute a disability within the meaning of this
section.
    (iii) The primary object of attention in cases brought under the ADA
should be whether covered entities have complied with their obligations
and whether discrimination has occurred, not whether an individual's
impairment substantially limits a major life activity. Accordingly, the
threshold issue of whether an impairment ``substantially limits'' a
major life activity should not demand extensive analysis.
    (iv) The determination of whether an impairment substantially limits
a major life activity requires an individualized assessment. However, in
making this assessment, the term ``substantially limits'' shall be
interpreted and applied to require a degree of functional limitation
that is lower than the standard for ``substantially limits'' applied
prior to the ADAAA.
    (v) The comparison of an individual's performance of a major life
activity to the performance of the same major life activity by most
people in the general population usually will not require scientific,
medical, or statistical analysis. Nothing in this paragraph is intended,
however, to prohibit the presentation of scientific, medical, or
statistical evidence to make such a comparison where appropriate.
    (vi) The determination of whether an impairment substantially limits
a major life activity shall be made without regard to the ameliorative
effects of mitigating measures. However, the ameliorative effects of
ordinary eyeglasses or contact lenses shall be considered in determining
whether an impairment substantially limits a major life activity.
    (vii) An impairment that is episodic or in remission is a disability
if it would substantially limit a major life activity when active.
    (viii) An impairment that substantially limits one major life
activity need not substantially limit other major life activities in
order to be considered a substantially limiting impairment.
    (ix) The six-month ``transitory'' part of the ``transitory and
minor'' exception to ``regarded as'' coverage in Sec. 1630.15(f) does
not apply to the definition of ``disability'' under paragraphs (g)(1)(i)
(the ``actual disability'' prong) or (g)(1)(ii) (the ``record of''
prong) of this section. The effects of an impairment lasting or expected
to last fewer than six months can be substantially limiting within the
meaning of this section.
    (2) Non-applicability to the ``regarded as'' prong. Whether an
individual's impairment ``substantially limits'' a major life activity
is not relevant to coverage under paragraph (g)(1)(iii)

[[Page 365]]

(the ``regarded as'' prong) of this section.
    (3) Predictable assessments--(i) The principles set forth in
paragraphs (j)(1)(i) through (ix) of this section are intended to
provide for more generous coverage and application of the ADA's
prohibition on discrimination through a framework that is predictable,
consistent, and workable for all individuals and entities with rights
and responsibilities under the ADA as amended.
    (ii) Applying the principles set forth in paragraphs (j)(1)(i)
through (ix) of this section, the individualized assessment of some
types of impairments will, in virtually all cases, result in a
determination of coverage under paragraphs (g)(1)(i) (the ``actual
disability'' prong) or (g)(1)(ii) (the ``record of'' prong) of this
section. Given their inherent nature, these types of impairments will,
as a factual matter, virtually always be found to impose a substantial
limitation on a major life activity. Therefore, with respect to these
types of impairments, the necessary individualized assessment should be
particularly simple and straightforward.
    (iii) For example, applying the principles set forth in paragraphs
(j)(1)(i) through (ix) of this section, it should easily be concluded
that the following types of impairments will, at a minimum,
substantially limit the major life activities indicated: Deafness
substantially limits hearing; blindness substantially limits seeing; an
intellectual disability (formerly termed mental retardation)
substantially limits brain function; partially or completely missing
limbs or mobility impairments requiring the use of a wheelchair
substantially limit musculoskeletal function; autism substantially
limits brain function; cancer substantially limits normal cell growth;
cerebral palsy substantially limits brain function; diabetes
substantially limits endocrine function; epilepsy substantially limits
neurological function; Human Immunodeficiency Virus (HIV) infection
substantially limits immune function; multiple sclerosis substantially
limits neurological function; muscular dystrophy substantially limits
neurological function; and major depressive disorder, bipolar disorder,
post-traumatic stress disorder, obsessive compulsive disorder, and
schizophrenia substantially limit brain function. The types of
impairments described in this section may substantially limit additional
major life activities not explicitly listed above.
    (4) Condition, manner, or duration--
    (i) At all times taking into account the principles in paragraphs
(j)(1)(i) through (ix) of this section, in determining whether an
individual is substantially limited in a major life activity, it may be
useful in appropriate cases to consider, as compared to most people in
the general population, the condition under which the individual
performs the major life activity; the manner in which the individual
performs the major life activity; and/or the duration of time it takes
the individual to perform the major life activity, or for which the
individual can perform the major life activity.
    (ii) Consideration of facts such as condition, manner, or duration
may include, among other things, consideration of the difficulty,
effort, or time required to perform a major life activity; pain
experienced when performing a major life activity; the length of time a
major life activity can be performed; and/or the way an impairment
affects the operation of a major bodily function. In addition, the non-
ameliorative effects of mitigating measures, such as negative side
effects of medication or burdens associated with following a particular
treatment regimen, may be considered when determining whether an
individual's impairment substantially limits a major life activity.
    (iii) In determining whether an individual has a disability under
the ``actual disability'' or ``record of'' prongs of the definition of
disability, the focus is on how a major life activity is substantially
limited, and not on what outcomes an individual can achieve. For
example, someone with a learning disability may achieve a high level of
academic success, but may nevertheless be substantially limited in the
major life activity of learning because of the additional time or effort
he or she must spend to read, write, or learn compared to most people in
the general population.

[[Page 366]]

    (iv) Given the rules of construction set forth in paragraphs
(j)(1)(i) through (ix) of this section, it may often be unnecessary to
conduct an analysis involving most or all of these types of facts. This
is particularly true with respect to impairments such as those described
in paragraph (j)(3)(iii) of this section, which by their inherent nature
should be easily found to impose a substantial limitation on a major
life activity, and for which the individualized assessment should be
particularly simple and straightforward.
    (5) Examples of mitigating measures--Mitigating measures include,
but are not limited to:
    (i) Medication, medical supplies, equipment, or appliances, low-
vision devices (defined as devices that magnify, enhance, or otherwise
augment a visual image, but not including ordinary eyeglasses or contact
lenses), prosthetics including limbs and devices, hearing aid(s) and
cochlear implant(s) or other implantable hearing devices, mobility
devices, and oxygen therapy equipment and supplies;
    (ii) Use of assistive technology;
    (iii) Reasonable accommodations or ``auxiliary aids or services''
(as defined by 42 U.S.C. 12103(1));
    (iv) Learned behavioral or adaptive neurological modifications; or
    (v) Psychotherapy, behavioral therapy, or physical therapy.
    (6) Ordinary eyeglasses or contact lenses--defined. Ordinary
eyeglasses or contact lenses are lenses that are intended to fully
correct visual acuity or to eliminate refractive error.
    (k) Has a record of such an impairment--
    (1) In general. An individual has a record of a disability if the
individual has a history of, or has been misclassified as having, a
mental or physical impairment that substantially limits one or more
major life activities.
    (2) Broad construction. Whether an individual has a record of an
impairment that substantially limited a major life activity shall be
construed broadly to the maximum extent permitted by the ADA and should
not demand extensive analysis. An individual will be considered to have
a record of a disability if the individual has a history of an
impairment that substantially limited one or more major life activities
when compared to most people in the general population, or was
misclassified as having had such an impairment. In determining whether
an impairment substantially limited a major life activity, the
principles articulated in paragraph (j) of this section apply.
    (3) Reasonable accommodation. An individual with a record of a
substantially limiting impairment may be entitled, absent undue
hardship, to a reasonable accommodation if needed and related to the
past disability. For example, an employee with an impairment that
previously limited, but no longer substantially limits, a major life
activity may need leave or a schedule change to permit him or her to
attend follow-up or ``monitoring'' appointments with a health care
provider.
    (l) ``Is regarded as having such an impairment.'' The following
principles apply under the ``regarded as'' prong of the definition of
disability (paragraph (g)(1)(iii) of this section) above:
    (1) Except as provided in Sec. 1630.15(f), an individual is
``regarded as having such an impairment'' if the individual is subjected
to a prohibited action because of an actual or perceived physical or
mental impairment, whether or not that impairment substantially limits,
or is perceived to substantially limit, a major life activity.
Prohibited actions include but are not limited to refusal to hire,
demotion, placement on involuntary leave, termination, exclusion for
failure to meet a qualification standard, harassment, or denial of any
other term, condition, or privilege of employment
    (2) Except as provided in Sec. 1630.15(f), an individual is
``regarded as having such an impairment'' any time a covered entity
takes a prohibited action against the individual because of an actual or
perceived impairment, even if the entity asserts, or may or does
ultimately establish, a defense to such action.
    (3) Establishing that an individual is ``regarded as having such an
impairment'' does not, by itself, establish liability. Liability is
established under

[[Page 367]]

title I of the ADA only when an individual proves that a covered entity
discriminated on the basis of disability within the meaning of section
102 of the ADA, 42 U.S.C. 12112.
    (m) The term ``qualified,'' with respect to an individual with a
disability, means that the individual satisfies the requisite skill,
experience, education and other job-related requirements of the
employment position such individual holds or desires and, with or
without reasonable accommodation, can perform the essential functions of
such position. See Sec. 1630.3 for exceptions to this definition.
    (n) Essential functions--(1) In general. The term essential
functions means the fundamental job duties of the employment position
the individual with a disability holds or desires. The term ``essential
functions'' does not include the marginal functions of the position.
    (2) A job function may be considered essential for any of several
reasons, including but not limited to the following:
    (i) The function may be essential because the reason the position
exists is to perform that function;
    (ii) The function may be essential because of the limited number of
employees available among whom the performance of that job function can
be distributed; and/or
    (iii) The function may be highly specialized so that the incumbent
in the position is hired for his or her expertise or ability to perform
the particular function.
    (3) Evidence of whether a particular function is essential includes,
but is not limited to:
    (i) The employer's judgment as to which functions are essential;
    (ii) Written job descriptions prepared before advertising or
interviewing applicants for the job;
    (iii) The amount of time spent on the job performing the function;
    (iv) The consequences of not requiring the incumbent to perform the
function;
    (v) The terms of a collective bargaining agreement;
    (vi) The work experience of past incumbents in the job; and/or
    (vii) The current work experience of incumbents in similar jobs.
    (o) Reasonable accommodation. (1) The term reasonable accommodation
means:
    (i) Modifications or adjustments to a job application process that
enable a qualified applicant with a disability to be considered for the
position such qualified applicant desires; or
    (ii) Modifications or adjustments to the work environment, or to the
manner or circumstances under which the position held or desired is
customarily performed, that enable an individual with a disability who
is qualified to perform the essential functions of that position; or
    (iii) Modifications or adjustments that enable a covered entity's
employee with a disability to enjoy equal benefits and privileges of
employment as are enjoyed by its other similarly situated employees
without disabilities.
    (2) Reasonable accommodation may include but is not limited to:
    (i) Making existing facilities used by employees readily accessible
to and usable by individuals with disabilities; and
    (ii) Job restructuring; part-time or modified work schedules;
reassignment to a vacant position; acquisition or modifications of
equipment or devices; appropriate adjustment or modifications of
examinations, training materials, or policies; the provision of
qualified readers or interpreters; and other similar accommodations for
individuals with disabilities.
    (3) To determine the appropriate reasonable accommodation it may be
necessary for the covered entity to initiate an informal, interactive
process with the individual with a disability in need of the
accommodation. This process should identify the precise limitations
resulting from the disability and potential reasonable accommodations
that could overcome those limitations.
    (4) A covered entity is required, absent undue hardship, to provide
a reasonable accommodation to an otherwise qualified individual who
meets the definition of disability under the ``actual disability'' prong
(paragraph (g)(1)(i) of this section), or ``record of'' prong (paragraph
(g)(1)(ii) of this section), but is not required to provide a

[[Page 368]]

reasonable accommodation to an individual who meets the definition of
disability solely under the ``regarded as'' prong (paragraph (g)(1)(iii)
of this section).
    (p) Undue hardship--(1) In general. Undue hardship means, with
respect to the provision of an accommodation, significant difficulty or
expense incurred by a covered entity, when considered in light of the
factors set forth in paragraph (p)(2) of this section.
    (2) Factors to be considered. In determining whether an
accommodation would impose an undue hardship on a covered entity,
factors to be considered include:
    (i) The nature and net cost of the accommodation needed under this
part, taking into consideration the availability of tax credits and
deductions, and/or outside funding;
    (ii) The overall financial resources of the facility or facilities
involved in the provision of the reasonable accommodation, the number of
persons employed at such facility, and the effect on expenses and
resources;
    (iii) The overall financial resources of the covered entity, the
overall size of the business of the covered entity with respect to the
number of its employees, and the number, type and location of its
facilities;
    (iv) The type of operation or operations of the covered entity,
including the composition, structure and functions of the workforce of
such entity, and the geographic separateness and administrative or
fiscal relationship of the facility or facilities in question to the
covered entity; and
    (v) The impact of the accommodation upon the operation of the
facility, including the impact on the ability of other employees to
perform their duties and the impact on the facility's ability to conduct
business.
    (q) Qualification standards means the personal and professional
attributes including the skill, experience, education, physical,
medical, safety and other requirements established by a covered entity
as requirements which an individual must meet in order to be eligible
for the position held or desired.
    (r) Direct Threat means a significant risk of substantial harm to
the health or safety of the individual or others that cannot be
eliminated or reduced by reasonable accommodation. The determination
that an individual poses a ``direct threat'' shall be based on an
individualized assessment of the individual's present ability to safely
perform the essential functions of the job. This assessment shall be
based on a reasonable medical judgment that relies on the most current
medical knowledge and/or on the best available objective evidence. In
determining whether an individual would pose a direct threat, the
factors to be considered include:
    (1) The duration of the risk;
    (2) The nature and severity of the potential harm;
    (3) The likelihood that the potential harm will occur; and
    (4) The imminence of the potential harm.

[56 FR 35734, July 26, 1991, as amended at 76 FR 16999, Mar. 25, 2011]



Sec. 1630.3  Exceptions to the definitions of ``Disability'' and
``Qualified Individual with a Disability.''

    (a) The terms disability and qualified individual with a disability
do not include individuals currently engaging in the illegal use of
drugs, when the covered entity acts on the basis of such use.
    (1) Drug means a controlled substance, as defined in schedules I
through V of section 202 of the Controlled Substances Act (21 U.S.C 812)
    (2) Illegal use of drugs means the use of drugs the possession or
distribution of which is unlawful under the Controlled Substances Act,
as periodically updated by the Food and Drug Administration. This term
does not include the use of a drug taken under the supervision of a
licensed health care professional, or other uses authorized by the
Controlled Substances Act or other provisions of Federal law.
    (b) However, the terms disability and qualified individual with a
disability may not exclude an individual who:
    (1) Has successfully completed a supervised drug rehabilitation
program and is no longer engaging in the illegal use of drugs, or has
otherwise been rehabilitated successfully and is no longer engaging in
the illegal use of drugs; or

[[Page 369]]

    (2) Is participating in a supervised rehabilitation program and is
no longer engaging in such use; or
    (3) Is erroneously regarded as engaging in such use, but is not
engaging in such use.
    (c) It shall not be a violation of this part for a covered entity to
adopt or administer reasonable policies or procedures, including but not
limited to drug testing, designed to ensure that an individual described
in paragraph (b) (1) or (2) of this section is no longer engaging in the
illegal use of drugs. (See Sec. 1630.16(c) Drug testing).
    (d) Disability does not include:
    (1) Transvestism, transsexualism, pedophilia, exhibitionism,
voyeurism, gender identity disorders not resulting from physical
impairments, or other sexual behavior disorders;
    (2) Compulsive gambling, kleptomania, or pyromania; or
    (3) Psychoactive substance use disorders resulting from current
illegal use of drugs.
    (e) Homosexuality and bisexuality are not impairments and so are not
disabilities as defined in this part.



Sec. 1630.4  Discrimination prohibited.

    (a) In general--(1) It is unlawful for a covered entity to
discriminate on the basis of disability against a qualified individual
in regard to:
    (i) Recruitment, advertising, and job application procedures;
    (ii) Hiring, upgrading, promotion, award of tenure, demotion,
transfer, layoff, termination, right of return from layoff, and
rehiring;
    (iii) Rates of pay or any other form of compensation and changes in
compensation;
    (iv) Job assignments, job classifications, organizational
structures, position descriptions, lines of progression, and seniority
lists;
    (v) Leaves of absence, sick leave, or any other leave;
    (vi) Fringe benefits available by virtue of employment, whether or
not administered by the covered entity;
    (vii) Selection and financial support for training, including:
apprenticeships, professional meetings, conferences and other related
activities, and selection for leaves of absence to pursue training;
    (viii) Activities sponsored by a covered entity, including social
and recreational programs; and
    (ix) Any other term, condition, or privilege of employment.
    (2) The term discrimination includes, but is not limited to, the
acts described in Sec. Sec. 1630.4 through 1630.13 of this part.
    (b) Claims of no disability. Nothing in this part shall provide the
basis for a claim that an individual without a disability was subject to
discrimination because of his lack of disability, including a claim that
an individual with a disability was granted an accommodation that was
denied to an individual without a disability.

[76 FR 17002, Mar. 25, 2011]



Sec. 1630.5  Limiting, segregating, and classifying.

    It is unlawful for a covered entity to limit, segregate, or classify
a job applicant or employee in a way that adversely affects his or her
employment opportunities or status on the basis of disability.



Sec. 1630.6  Contractual or other arrangements.

    (a) In general. It is unlawful for a covered entity to participate
in a contractual or other arrangement or relationship that has the
effect of subjecting the covered entity's own qualified applicant or
employee with a disability to the discrimination prohibited by this
part.
    (b) Contractual or other arrangement defined. The phrase contractual
or other arrangement or relationship includes, but is not limited to, a
relationship with an employment or referral agency; labor union,
including collective bargaining agreements; an organization providing
fringe benefits to an employee of the covered entity; or an organization
providing training and apprenticeship programs.
    (c) Application. This section applies to a covered entity, with
respect to its own applicants or employees, whether the entity offered
the contract or initiated the relationship, or whether the entity
accepted the contract or acceded to the relationship. A covered entity
is not liable for the actions of the other party or parties to the
contract which

[[Page 370]]

only affect that other party's employees or applicants.



Sec. 1630.7  Standards, criteria, or methods of administration.

    It is unlawful for a covered entity to use standards, criteria, or
methods of administration, which are not job-related and consistent with
business necessity, and:
    (a) That have the effect of discriminating on the basis of
disability; or
    (b) That perpetuate the discrimination of others who are subject to
common administrative control.



Sec. 1630.8  Relationship or association with an individual with a
disability.

    It is unlawful for a covered entity to exclude or deny equal jobs or
benefits to, or otherwise discriminate against, a qualified individual
because of the known disability of an individual with whom the qualified
individual is known to have a family, business, social or other
relationship or association.



Sec. 1630.9  Not making reasonable accommodation.

    (a) It is unlawful for a covered entity not to make reasonable
accommodation to the known physical or mental limitations of an
otherwise qualified applicant or employee with a disability, unless such
covered entity can demonstrate that the accommodation would impose an
undue hardship on the operation of its business.
    (b) It is unlawful for a covered entity to deny employment
opportunities to an otherwise qualified job applicant or employee with a
disability based on the need of such covered entity to make reasonable
accommodation to such individual's physical or mental impairments.
    (c) A covered entity shall not be excused from the requirements of
this part because of any failure to receive technical assistance
authorized by section 507 of the ADA, including any failure in the
development or dissemination of any technical assistance manual
authorized by that Act.
    (d) An individual with a disability is not required to accept an
accommodation, aid, service, opportunity or benefit which such qualified
individual chooses not to accept. However, if such individual rejects a
reasonable accommodation, aid, service, opportunity or benefit that is
necessary to enable the individual to perform the essential functions of
the position held or desired, and cannot, as a result of that rejection,
perform the essential functions of the position, the individual will not
be considered qualified.
    (e) A covered entity is required, absent undue hardship, to provide
a reasonable accommodation to an otherwise qualified individual who
meets the definition of disability under the ``actual disability'' prong
(Sec. 1630.2(g)(1)(i)), or ``record of'' prong (Sec.
1630.2(g)(1)(ii)), but is not required to provide a reasonable
accommodation to an individual who meets the definition of disability
solely under the ``regarded as'' prong (Sec. 1630.2(g)(1)(iii)).

[56 FR 35734, July 26, 1991, as amended at 76 FR 17002, Mar. 25, 2011]



Sec. 1630.10  Qualification standards, tests, and other selection
criteria.

    (a) In general. It is unlawful for a covered entity to use
qualification standards, employment tests or other selection criteria
that screen out or tend to screen out an individual with a disability or
a class of individuals with disabilities, on the basis of disability,
unless the standard, test, or other selection criteria, as used by the
covered entity, is shown to be job related for the position in question
and is consistent with business necessity.
    (b) Qualification standards and tests related to uncorrected vision.
Notwithstanding Sec. 1630.2(j)(1)(vi) of this part, a covered entity
shall not use qualification standards, employment tests, or other
selection criteria based on an individual's uncorrected vision unless
the standard, test, or other selection criterion, as used by the covered
entity, is shown to be job related for the position in question and is
consistent with business necessity. An individual challenging a covered
entity's application of a qualification standard, test, or other
criterion based on uncorrected vision need not be a person with a
disability, but must be adversely affected by the application of the
standard, test, or other criterion.

[76 FR 17002, Mar. 25, 2011]

[[Page 371]]



Sec. 1630.11  Administration of tests.

    It is unlawful for a covered entity to fail to select and administer
tests concerning employment in the most effective manner to ensure that,
when a test is administered to a job applicant or employee who has a
disability that impairs sensory, manual or speaking skills, the test
results accurately reflect the skills, aptitude, or whatever other
factor of the applicant or employee that the test purports to measure,
rather than reflecting the impaired sensory, manual, or speaking skills
of such employee or applicant (except where such skills are the factors
that the test purports to measure).



Sec. 1630.12  Retaliation and coercion.

    (a) Retaliation. It is unlawful to discriminate against any
individual because that individual has opposed any act or practice made
unlawful by this part or because that individual made a charge,
testified, assisted, or participated in any manner in an investigation,
proceeding, or hearing to enforce any provision contained in this part.
    (b) Coercion, interference or intimidation. It is unlawful to
coerce, intimidate, threaten, harass or interfere with any individual in
the exercise or enjoyment of, or because that individual aided or
encouraged any other individual in the exercise of, any right granted or
protected by this part.



Sec. 1630.13  Prohibited medical examinations and inquiries.

    (a) Pre-employment examination or inquiry. Except as permitted by
Sec. 1630.14, it is unlawful for a covered entity to conduct a medical
examination of an applicant or to make inquiries as to whether an
applicant is an individual with a disability or as to the nature or
severity of such disability.
    (b) Examination or inquiry of employees. Except as permitted by
Sec. 1630.14, it is unlawful for a covered entity to require a medical
examination of an employee or to make inquiries as to whether an
employee is an individual with a disability or as to the nature or
severity of such disability.



Sec. 1630.14  Medical examinations and inquiries specifically
permitted.

    (a) Acceptable pre-employment inquiry. A covered entity may make
pre-employment inquiries into the ability of an applicant to perform
job-related functions, and/or may ask an applicant to describe or to
demonstrate how, with or without reasonable accommodation, the applicant
will be able to perform job-related functions.
    (b) Employment entrance examination. A covered entity may require a
medical examination (and/or inquiry) after making an offer of employment
to a job applicant and before the applicant begins his or her employment
duties, and may condition an offer of employment on the results of such
examination (and/or inquiry), if all entering employees in the same job
category are subjected to such an examination (and/or inquiry)
regardless of disability.
    (1) Information obtained under paragraph (b) of this section
regarding the medical condition or history of the applicant shall be
collected and maintained on separate forms and in separate medical files
and be treated as a confidential medical record, except that:
    (i) Supervisors and managers may be informed regarding necessary
restrictions on the work or duties of the employee and necessary
accommodations;
    (ii) First aid and safety personnel may be informed, when
appropriate, if the disability might require emergency treatment; and
    (iii) Government officials investigating compliance with this part
shall be provided relevant information on request.
    (2) The results of such examination shall not be used for any
purpose inconsistent with this part.
    (3) Medical examinations conducted in accordance with this section
do not have to be job-related and consistent with business necessity.
However, if certain criteria are used to screen out an employee or
employees with disabilities as a result of such an examination or
inquiry, the exclusionary criteria must be job-related and consistent
with business necessity, and performance of the essential job functions
cannot be accomplished with reasonable accommodation as required in this

[[Page 372]]

part. (See Sec. 1630.15(b) Defenses to charges of discriminatory
application of selection criteria.)
    (c) Examination of employees. A covered entity may require a medical
examination (and/or inquiry) of an employee that is job-related and
consistent with business necessity. A covered entity may make inquiries
into the ability of an employee to perform job-related functions.
    (1) Information obtained under paragraph (c) of this section
regarding the medical condition or history of any employee shall be
collected and maintained on separate forms and in separate medical files
and be treated as a confidential medical record, except that:
    (i) Supervisors and managers may be informed regarding necessary
restrictions on the work or duties of the employee and necessary
accommodations;
    (ii) First aid and safety personnel may be informed, when
appropriate, if the disability might require emergency treatment; and
    (iii) Government officials investigating compliance with this part
shall be provided relevant information on request.
    (2) Information obtained under paragraph (c) of this section
regarding the medical condition or history of any employee shall not be
used for any purpose inconsistent with this part.
    (d) Other acceptable examinations and inquiries. A covered entity
may conduct voluntary medical examinations and activities, including
voluntary medical histories, which are part of an employee health
program available to employees at the work site.
    (1) Information obtained under paragraph (d) of this section
regarding the medical condition or history of any employee shall be
collected and maintained on separate forms and in separate medical files
and be treated as a confidential medical record, except that:
    (i) Supervisors and managers may be informed regarding necessary
restrictions on the work or duties of the employee and necessary
accommodations;
    (ii) First aid and safety personnel may be informed, when
appropriate, if the disability might require emergency treatment; and
    (iii) Government officials investigating compliance with this part
shall be provided relevant information on request.
    (2) Information obtained under paragraph (d) of this section
regarding the medical condition or history of any employee shall not be
used for any purpose inconsistent with this part.



Sec. 1630.15  Defenses.

    Defenses to an allegation of discrimination under this part may
include, but are not limited to, the following:
    (a) Disparate treatment charges. It may be a defense to a charge of
disparate treatment brought under Sec. Sec. 1630.4 through 1630.8 and
1630.11 through 1630.12 that the challenged action is justified by a
legitimate, nondiscriminatory reason.
    (b) Charges of discriminatory application of selection criteria--(1)
In general. It may be a defense to a charge of discrimination, as
described in Sec. 1630.10, that an alleged application of qualification
standards, tests, or selection criteria that screens out or tends to
screen out or otherwise denies a job or benefit to an individual with a
disability has been shown to be job-related and consistent with business
necessity, and such performance cannot be accomplished with reasonable
accommodation, as required in this part.
    (2) Direct threat as a qualification standard. The term
``qualification standard'' may include a requirement that an individual
shall not pose a direct threat to the health or safety of the individual
or others in the workplace. (See Sec. 1630.2(r) defining direct
threat.)
    (c) Other disparate impact charges. It may be a defense to a charge
of discrimination brought under this part that a uniformly applied
standard, criterion, or policy has a disparate impact on an individual
with a disability or a class of individuals with disabilities that the
challenged standard, criterion or policy has been shown to be job-
related and consistent with business necessity, and such performance
cannot be accomplished with reasonable accommodation, as required in
this part.
    (d) Charges of not making reasonable accommodation. It may be a
defense to a charge of discrimination, as described

[[Page 373]]

in Sec. 1630.9, that a requested or necessary accommodation would
impose an undue hardship on the operation of the covered entity's
business.
    (e) Conflict with other Federal laws. It may be a defense to a
charge of discrimination under this part that a challenged action is
required or necessitated by another Federal law or regulation, or that
another Federal law or regulation prohibits an action (including the
provision of a particular reasonable accommodation) that would otherwise
be required by this part.
    (f) Claims based on transitory and minor impairments under the
``regarded as'' prong. It may be a defense to a charge of discrimination
by an individual claiming coverage under the ``regarded as'' prong of
the definition of disability that the impairment is (in the case of an
actual impairment) or would be (in the case of a perceived impairment)
``transitory and minor.'' To establish this defense, a covered entity
must demonstrate that the impairment is both ``transitory'' and
``minor.'' Whether the impairment at issue is or would be ``transitory
and minor'' is to be determined objectively. A covered entity may not
defeat ``regarded as'' coverage of an individual simply by demonstrating
that it subjectively believed the impairment was transitory and minor;
rather, the covered entity must demonstrate that the impairment is (in
the case of an actual impairment) or would be (in the case of a
perceived impairment) both transitory and minor. For purposes of this
section, ``transitory'' is defined as lasting or expected to last six
months or less.
    (g) Additional defenses. It may be a defense to a charge of
discrimination under this part that the alleged discriminatory action is
specifically permitted by Sec. 1630.14 or Sec. 1630.16.

[56 FR 35734, July 26, 1991, as amended at 76 FR 17003, Mar. 25, 2011]



Sec. 1630.16  Specific activities permitted.

    (a) Religious entities. A religious corporation, association,
educational institution, or society is permitted to give preference in
employment to individuals of a particular religion to perform work
connected with the carrying on by that corporation, association,
educational institution, or society of its activities. A religious
entity may require that all applicants and employees conform to the
religious tenets of such organization. However, a religious entity may
not discriminate against a qualified individual, who satisfies the
permitted religious criteria, on the basis of his or her disability.
    (b) Regulation of alcohol and drugs. A covered entity:
    (1) May prohibit the illegal use of drugs and the use of alcohol at
the workplace by all employees;
    (2) May require that employees not be under the influence of alcohol
or be engaging in the illegal use of drugs at the workplace;
    (3) May require that all employees behave in conformance with the
requirements established under the Drug-Free Workplace Act of 1988 (41
U.S.C. 701 et seq.);
    (4) May hold an employee who engages in the illegal use of drugs or
who is an alcoholic to the same qualification standards for employment
or job performance and behavior to which the entity holds its other
employees, even if any unsatisfactory performance or behavior is related
to the employee's drug use or alcoholism;
    (5) May require that its employees employed in an industry subject
to such regulations comply with the standards established in the
regulations (if any) of the Departments of Defense and Transportation,
and of the Nuclear Regulatory Commission, regarding alcohol and the
illegal use of drugs; and
    (6) May require that employees employed in sensitive positions
comply with the regulations (if any) of the Departments of Defense and
Transportation and of the Nuclear Regulatory Commission that apply to
employment in sensitive positions subject to such regulations.
    (c) Drug testing--(1) General policy. For purposes of this part, a
test to determine the illegal use of drugs is not considered a medical
examination. Thus, the administration of such drug tests by a covered
entity to its job applicants or employees is not a violation of Sec.
1630.13 of this part. However, this part does not encourage, prohibit,
or authorize a covered entity to conduct

[[Page 374]]

drug tests of job applicants or employees to determine the illegal use
of drugs or to make employment decisions based on such test results.
    (2) Transportation employees. This part does not encourage,
prohibit, or authorize the otherwise lawful exercise by entities subject
to the jurisdiction of the Department of Transportation of authority to:
    (i) Test employees of entities in, and applicants for, positions
involving safety sensitive duties for the illegal use of drugs or for
on-duty impairment by alcohol; and
    (ii) Remove from safety-sensitive positions persons who test
positive for illegal use of drugs or on-duty impairment by alcohol
pursuant to paragraph (c)(2)(i) of this section.
    (3) Confidentiality. Any information regarding the medical condition
or history of any employee or applicant obtained from a test to
determine the illegal use of drugs, except information regarding the
illegal use of drugs, is subject to the requirements of Sec. 1630.14(b)
(2) and (3) of this part.
    (d) Regulation of smoking. A covered entity may prohibit or impose
restrictions on smoking in places of employment. Such restrictions do
not violate any provision of this part.
    (e) Infectious and communicable diseases; food handling jobs--(1) In
general. Under title I of the ADA, section 103(d)(1), the Secretary of
Health and Human Services is to prepare a list, to be updated annually,
of infectious and communicable diseases which are transmitted through
the handling of food. (Copies may be obtained from Center for Infectious
Diseases, Centers for Disease Control, 1600 Clifton Road, NE., Mailstop
C09, Atlanta, GA 30333.) If an individual with a disability is disabled
by one of the infectious or communicable diseases included on this list,
and if the risk of transmitting the disease associated with the handling
of food cannot be eliminated by reasonable accommodation, a covered
entity may refuse to assign or continue to assign such individual to a
job involving food handling. However, if the individual with a
disability is a current employee, the employer must consider whether he
or she can be accommodated by reassignment to a vacant position not
involving food handling.
    (2) Effect on State or other laws. This part does not preempt,
modify, or amend any State, county, or local law, ordinance or
regulation applicable to food handling which:
    (i) Is in accordance with the list, referred to in paragraph (e)(1)
of this section, of infectious or communicable diseases and the modes of
transmissibility published by the Secretary of Health and Human
Services; and
    (ii) Is designed to protect the public health from individuals who
pose a significant risk to the health or safety of others, where that
risk cannot be eliminated by reasonable accommodation.
    (f) Health insurance, life insurance, and other benefit plans--(1)
An insurer, hospital, or medical service company, health maintenance
organization, or any agent or entity that administers benefit plans, or
similar organizations may underwrite risks, classify risks, or
administer such risks that are based on or not inconsistent with State
law.
    (2) A covered entity may establish, sponsor, observe or administer
the terms of a bona fide benefit plan that are based on underwriting
risks, classifying risks, or administering such risks that are based on
or not inconsistent with State law.
    (3) A covered entity may establish, sponsor, observe, or administer
the terms of a bona fide benefit plan that is not subject to State laws
that regulate insurance.
    (4) The activities described in paragraphs (f) (1), (2), and (3) of
this section are permitted unless these activities are being used as a
subterfuge to evade the purposes of this part.

[56 FR 35734, July 26, 1991, 76 FR 17003, Mar. 25, 2011]



  Sec. Appendix to Part 1630--Interpretive Guidance on Title I of the
                     Americans With Disabilities Act

                              Introduction

    The Americans with Disabilities Act (ADA) is a landmark piece of
civil rights legislation signed into law on July 26, 1990, and amended
effective January 1, 2009. See 42 U.S.C. 12101 et seq., as amended. In
passing the ADA, Congress recognized that ``discrimination

[[Page 375]]

against individuals with disabilities continues to be a serious and
pervasive social problem'' and that the ``continuing existence of unfair
and unnecessary discrimination and prejudice denies people with
disabilities the opportunity to compete on an equal basis and to pursue
those opportunities for which our free society is justifiably famous,
and costs the United States billions of dollars in unnecessary expenses
resulting from dependency and nonproductivity.'' 42 U.S.C. 12101(a)(2),
(8). Discrimination on the basis of disability persists in critical
areas such as housing, public accommodations, education, transportation,
communication, recreation, institutionalization, health services,
voting, access to public services, and employment. 42 U.S.C.
12101(a)(3). Accordingly, the ADA prohibits discrimination in a wide
range of areas, including employment, public services, and public
accommodations.
    Title I of the ADA prohibits disability-based discrimination in
employment. The Equal Employment Opportunity Commission (the Commission
or the EEOC) is responsible for enforcement of title I (and parts of
title V) of the ADA. Pursuant to the ADA as amended, the EEOC is
expressly granted the authority and is expected to amend these
regulations. 42 U.S.C. 12205a. Under title I of the ADA, covered
entities may not discriminate against qualified individuals on the basis
of disability in regard to job application procedures, the hiring,
advancement or discharge of employees, employee compensation, job
training, or other terms, conditions, and privileges of employment. 42
U.S.C. 12112(a). For these purposes, ``discriminate'' includes (1)
limiting, segregating, or classifying a job applicant or employee in a
way that adversely affects the opportunities or status of the applicant
or employee; (2) participating in a contractual or other arrangement or
relationship that has the effect of subjecting a covered entity's
qualified applicants or employees to discrimination; (3) utilizing
standards, criteria, or other methods of administration that have the
effect of discrimination on the basis of disability; (4) not making
reasonable accommodation to the known physical or mental limitations of
an otherwise qualified individual with a disability, unless the covered
entity can demonstrate that the accommodation would impose an undue
hardship on the operation of the business of the covered entity; (5)
denying employment opportunities to a job applicant or employee who is
otherwise qualified, if such denial is based on the need to make
reasonable accommodation; (6) using qualification standards, employment
tests or other selection criteria that screen out or tend to screen out
an individual with a disability or a class of individuals with
disabilities unless the standard, test or other selection criterion is
shown to be job related for the position in question and is consistent
with business necessity; and (7) subjecting applicants or employees to
prohibited medical inquiries or examinations. See 42 U.S.C. 12112(b),
(d).
    As with other civil rights laws, individuals seeking protection
under these anti-discrimination provisions of the ADA generally must
allege and prove that they are members of the ``protected class.'' \1\
Under the ADA, this typically means they have to show that they meet the
statutory definition of ``disability.'' 2008 House Judiciary Committee
Report at 5. However, ``Congress did not intend for the threshold
question of disability to be used as a means of excluding individuals
from coverage.'' Id.
---------------------------------------------------------------------------

    \1\ Claims of improper disability-related inquiries or medical
examinations, improper disclosure of confidential medical information,
or retaliation may be brought by any applicant or employee, not just
individuals with disabilities. See, e.g., Cossette v. Minnesota Power &
Light, 188 F.3d 964, 969-70 (8th Cir. 1999); Fredenburg v. Contra Costa
County Dep't of Health Servs., 172 F.3d 1176, 1182 (9th Cir. 1999);
Griffin v. Steeltek, Inc., 160 F.3d 591, 594 (10th Cir. 1998). Likewise,
a nondisabled applicant or employee may challenge an employment action
that is based on the disability of an individual with whom the applicant
or employee is known to have a relationship or association. See 42
U.S.C. 12112(b)(4).
---------------------------------------------------------------------------

    In the original ADA, Congress defined ``disability'' as (1) a
physical or mental impairment that substantially limits one or more
major life activities of an individual; (2) a record of such an
impairment; or (3) being regarded as having such an impairment. 42
U.S.C. 12202(2). Congress patterned these three parts of the definition
of disability--the ``actual,'' ``record of,'' and ``regarded as''
prongs--after the definition of ``handicap'' found in the Rehabilitation
Act of 1973. 2008 House Judiciary Committee Report at 6. By doing so,
Congress intended that the relevant case law developed under the
Rehabilitation Act would be generally applicable to the term
``disability'' as used in the ADA. H.R. Rep. No. 485 part 3, 101st
Cong., 2d Sess. 27 (1990) (1990 House Judiciary Report or House
Judiciary Report); See also S. Rep. No. 116, 101st Cong., 1st Sess. 21
(1989) (1989 Senate Report or Senate Report); H.R. Rep. No. 485 part 2,
101st Cong., 2d Sess. 50 (1990) (1990 House Labor Report or House Labor
Report). Congress expected that the definition of disability and related
terms, such as ``substantially limits'' and ``major life activity,''
would be interpreted under the ADA ``consistently with how courts had
applied the definition of a handicapped individual under the
Rehabilitation Act''--i.e., expansively and in favor of broad coverage.
ADA Amendments Act of 2008 (ADAAA or

[[Page 376]]

Amendments Act) at section 2(a)(1)-(8) and (b)(1)-(6) (Findings and
Purposes); See also Senate Statement of the Managers to Accompany S.
3406 (2008 Senate Statement of Managers) at 3 (``When Congress passed
the ADA in 1990, it adopted the functional definition of disability from
section 504 of the Rehabilitation Act of 1973, in part, because after 17
years of development through case law the requirements of the definition
were well understood. Within this framework, with its generous and
inclusive definition of disability, courts treated the determination of
disability as a threshold issue but focused primarily on whether
unlawful discrimination had occurred.''); 2008 House Judiciary Committee
Report at 6 & n.6 (noting that courts had interpreted this
Rehabilitation Act definition ``broadly to include persons with a wide
range of physical and mental impairments'').
    That expectation was not fulfilled. ADAAA section 2(a)(3). The
holdings of several Supreme Court cases sharply narrowed the broad scope
of protection Congress originally intended under the ADA, thus
eliminating protection for many individuals whom Congress intended to
protect. Id. For example, in Sutton v. United Air Lines, Inc., 527 U.S.
471 (1999), the Court ruled that whether an impairment substantially
limits a major life activity is to be determined with reference to the
ameliorative effects of mitigating measures. In Sutton, the Court also
adopted a restrictive reading of the meaning of being ``regarded as''
disabled under the ADA's definition of disability. Subsequently, in
Toyota Motor Mfg., Ky., Inc. v. Williams, 534 U.S. 184 (2002), the Court
held that the terms ``substantially'' and ``major'' in the definition of
disability ``need to be interpreted strictly to create a demanding
standard for qualifying as disabled'' under the ADA, and that to be
substantially limited in performing a major life activity under the ADA,
``an individual must have an impairment that prevents or severely
restricts the individual from doing activities that are of central
importance to most people's daily lives.''
    As a result of these Supreme Court decisions, lower courts ruled in
numerous cases that individuals with a range of substantially limiting
impairments were not individuals with disabilities, and thus not
protected by the ADA. See 2008 Senate Statement of Managers at 3
(``After the Court's decisions in Sutton that impairments must be
considered in their mitigated state and in Toyota that there must be a
demanding standard for qualifying as disabled, lower courts more often
found that an individual's impairment did not constitute a disability.
As a result, in too many cases, courts would never reach the question
whether discrimination had occurred.''). Congress concluded that these
rulings imposed a greater degree of limitation and expressed a higher
standard than it had originally intended, and coupled with the EEOC's
1991 ADA regulations which had defined the term ``substantially limits''
as ``significantly restricted,'' unduly precluded many individuals from
being covered under the ADA. Id. (``[t]hus, some 18 years later we are
faced with a situation in which physical or mental impairments that
would previously have been found to constitute disabilities are not
considered disabilities under the Supreme Court's narrower standard''
and ``[t]he resulting court decisions contribute to a legal environment
in which individuals must demonstrate an inappropriately high degree of
functional limitation in order to be protected from discrimination under
the ADA'').
    Consequently, Congress amended the ADA with the Americans with
Disabilities Act Amendments Act of 2008. The ADAAA was signed into law
on September 25, 2008, and became effective on January 1, 2009. This
legislation is the product of extensive bipartisan efforts, and the
culmination of collaboration and coordination between legislators and
stakeholders, including representatives of the disability, business, and
education communities. See Statement of Representatives Hoyer and
Sensenbrenner, 154 Cong. Rec. H8294-96 (daily ed. Sept. 17, 2008)
(Hoyer-Sensenbrenner Congressional Record Statement); Senate Statement
of Managers at 1. The express purposes of the ADAAA are, among other
things:
    (1) To carry out the ADA's objectives of providing ``a clear and
comprehensive national mandate for the elimination of discrimination''
and ``clear, strong, consistent, enforceable standards addressing
discrimination'' by reinstating a broad scope of protection under the
ADA;
    (2) To reject the requirement enunciated in Sutton and its companion
cases that whether an impairment substantially limits a major life
activity is to be determined with reference to the ameliorative effects
of mitigating measures;
    (3) To reject the Supreme Court's reasoning in Sutton with regard to
coverage under the third prong of the definition of disability and to
reinstate the reasoning of the Supreme Court in School Board of Nassau
County v. Arline, 480 U.S. 273 (1987), which set forth a broad view of
the third prong of the definition of handicap under the Rehabilitation
Act of 1973;
    (4) To reject the standards enunciated by the Supreme Court in
Toyota that the terms ``substantially'' and ``major'' in the definition
of disability under the ADA ``need to be interpreted strictly to create
a demanding standard for qualifying as disabled,'' and that to be
substantially limited in performing a major life activity under the ADA
``an individual must have an impairment

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that prevents or severely restricts the individual from doing activities
that are of central importance to most people's daily lives'';
    (5) To convey congressional intent that the standard created by the
Supreme Court in Toyota for ``substantially limits,'' and applied by
lower courts in numerous decisions, has created an inappropriately high
level of limitation necessary to obtain coverage under the ADA;
    (6) To convey that it is the intent of Congress that the primary
object of attention in cases brought under the ADA should be whether
entities covered under the ADA have complied with their obligations, and
to convey that the question of whether an individual's impairment is a
disability under the ADA should not demand extensive analysis; and
    (7) To express Congress' expectation that the EEOC will revise that
portion of its current regulations that defines the term ``substantially
limits'' as ``significantly restricted'' to be consistent with the ADA
as amended.
    ADAAA section 2(b). The findings and purposes of the ADAAA ``give[]
clear guidance to the courts and * * * [are] intend[ed] to be applied
appropriately and consistently.'' 2008 Senate Statement of Managers at
5.
    The EEOC has amended its regulations to reflect the ADAAA's findings
and purposes. The Commission believes that it is essential also to amend
its appendix to the original regulations at the same time, and to
reissue this interpretive guidance as amended concurrently with the
issuance of the amended regulations. This will help to ensure that
individuals with disabilities understand their rights, and to facilitate
and encourage compliance by covered entities under this part.
    Accordingly, this amended appendix addresses the major provisions of
this part and explains the major concepts related to disability-based
employment discrimination. This appendix represents the Commission's
interpretation of the issues addressed within it, and the Commission
will be guided by this appendix when resolving charges of employment
discrimination.

                    Note on Certain Terminology Used

    The ADA, the EEOC's ADA regulations, and this appendix use the term
``disabilities'' rather than the term ``handicaps'' which was originally
used in the Rehabilitation Act of 1973, 29 U.S.C. 701-796.
Substantively, these terms are equivalent. As originally noted by the
House Committee on the Judiciary, ``[t]he use of the term `disabilities'
instead of the term `handicaps' reflects the desire of the Committee to
use the most current terminology. It reflects the preference of persons
with disabilities to use that term rather than `handicapped' as used in
previous laws, such as the Rehabilitation Act of 1973 * * *.'' 1990
House Judiciary Report at 26-27; See also 1989 Senate Report at 21; 1990
House Labor Report at 50-51.
    In addition, consistent with the Amendments Act, revisions have been
made to the regulations and this appendix to refer to ``individual with
a disability'' and ``qualified individual'' as separate terms, and to
change the prohibition on discrimination to ``on the basis of
disability'' instead of prohibiting discrimination against a qualified
individual ``with a disability because of the disability of such
individual.'' ``This ensures that the emphasis in questions of
disability discrimination is properly on the critical inquiry of whether
a qualified person has been discriminated against on the basis of
disability, and not unduly focused on the preliminary question of
whether a particular person is a `person with a disability.' '' 2008
Senate Statement of Managers at 11.
    The use of the term ``Americans'' in the title of the ADA, in the
EEOC's regulations, or in this appendix as amended is not intended to
imply that the ADA only applies to United States citizens. Rather, the
ADA protects all qualified individuals with disabilities, regardless of
their citizenship status or nationality, from discrimination by a
covered entity.
    Finally, the terms ``employer'' and ``employer or other covered
entity'' are used interchangeably throughout this appendix to refer to
all covered entities subject to the employment provisions of the ADA.

         Section 1630.1 Purpose, Applicability and Construction

                        Section 1630.1(a) Purpose

    The express purposes of the ADA as amended are to provide a clear
and comprehensive national mandate for the elimination of discrimination
against individuals with disabilities; to provide clear, strong,
consistent, enforceable standards addressing discrimination against
individuals with disabilities; to ensure that the Federal Government
plays a central role in enforcing the standards articulated in the ADA
on behalf of individuals with disabilities; and to invoke the sweep of
congressional authority to address the major areas of discrimination
faced day-to-day by people with disabilities. 42 U.S.C. 12101(b). The
EEOC's ADA regulations are intended to implement these Congressional
purposes in simple and straightforward terms.

                     Section 1630.1(b) Applicability

    The EEOC's ADA regulations as amended apply to all ``covered
entities'' as defined at Sec. 1630.2(b). The ADA defines ``covered
entities'' to mean an employer, employment agency, labor organization,
or joint labor-management committee. 42 U.S.C. 12111(2). All covered
entities are subject to the ADA's

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rules prohibiting discrimination. 42 U.S.C. 12112.

                     Section 1630.1(c) Construction

    The ADA must be construed as amended. The primary purpose of the
Amendments Act was to make it easier for people with disabilities to
obtain protection under the ADA. See Joint Hoyer-Sensenbrenner Statement
on the Origins of the ADA Restoration Act of 2008, H.R. 3195 (reviewing
provisions of H.R. 3195 as revised following negotiations between
representatives of the disability and business communities) (Joint
Hoyer-Sensenbrenner Statement) at 2. Accordingly, under the ADA as
amended and the EEOC's regulations, the definition of ``disability''
``shall be construed in favor of broad coverage of individuals under
[the ADA], to the maximum extent permitted by the terms of [the ADA].''
42 U.S.C. 12102(4)(A); See also 2008 Senate Statement of Managers at 3
(``The ADA Amendments Act * * * reiterates that Congress intends that
the scope of the [ADA] be broad and inclusive.''). This construction is
also intended to reinforce the general rule that civil rights statutes
must be broadly construed to achieve their remedial purpose. Id. at 2;
See also 2008 House Judiciary Committee Report at 19 (this rule of
construction ``directs courts to construe the definition of `disability'
broadly to advance the ADA's remedial purposes'' and thus ``brings
treatment of the ADA's definition of disability in line with treatment
of other civil rights laws, which should be construed broadly to
effectuate their remedial purposes'').
    The ADAAA and the EEOC's regulations also make clear that the
primary object of attention in cases brought under the ADA should be
whether entities covered under the ADA have complied with their
obligations, not whether the individual meets the definition of
disability. ADAAA section 2(b)(5). This means, for example, examining
whether an employer has discriminated against an employee, including
whether an employer has fulfilled its obligations with respect to
providing a ``reasonable accommodation'' to an individual with a
disability; or whether an employee has met his or her responsibilities
under the ADA with respect to engaging in the reasonable accommodation
``interactive process.'' See also 2008 Senate Statement of Managers at 4
(``[L]ower court cases have too often turned solely on the question of
whether the plaintiff is an individual with a disability rather than the
merits of discrimination claims, such as whether adverse decisions were
impermissibly made by the employer on the basis of disability,
reasonable accommodations were denied, or qualification standards were
unlawfully discriminatory.''); 2008 House Judiciary Committee Report at
6 (``An individual who does not qualify as disabled * * * does not meet
th[e] threshold question of coverage in the protected class and is
therefore not permitted to attempt to prove his or her claim of
discriminatory treatment.'').
    Further, the question of whether an individual has a disability
under this part ``should not demand extensive analysis.'' ADAAA section
2(b)(5). See also House Education and Labor Committee Report at 9 (``The
Committee intends that the establishment of coverage under the ADA
should not be overly complex nor difficult. * * *'').
    In addition, unless expressly stated otherwise, the standards
applied in the ADA are intended to provide at least as much protection
as the standards applied under the Rehabilitation Act of 1973.
    The ADA does not preempt any Federal law, or any State or local law,
that grants to individuals with disabilities protection greater than or
equivalent to that provided by the ADA. This means that the existence of
a lesser standard of protection to individuals with disabilities under
the ADA will not provide a defense to failing to meet a higher standard
under another law. Thus, for example, title I of the ADA would not be a
defense to failing to prepare and maintain an affirmative action program
under section 503 of the Rehabilitation Act. On the other hand, the
existence of a lesser standard under another law will not provide a
defense to failing to meet a higher standard under the ADA. See 1990
House Labor Report at 135; 1990 House Judiciary Report at 69-70.
    This also means that an individual with a disability could choose to
pursue claims under a State discrimination or tort law that does not
confer greater substantive rights, or even confers fewer substantive
rights, if the potential available remedies would be greater than those
available under the ADA and this part. The ADA does not restrict an
individual with a disability from pursuing such claims in addition to
charges brought under this part. 1990 House Judiciary Report at 69-70.
    The ADA does not automatically preempt medical standards or safety
requirements established by Federal law or regulations. It does not
preempt State, county, or local laws, ordinances or regulations that are
consistent with this part and designed to protect the public health from
individuals who pose a direct threat to the health or safety of others
that cannot be eliminated or reduced by reasonable accommodation.
However, the ADA does preempt inconsistent requirements established by
State or local law for safety or security sensitive positions. See 1989
Senate Report at 27; 1990 House Labor Report at 57.
    An employer allegedly in violation of this part cannot successfully
defend its actions by relying on the obligation to comply with the
requirements of any State or local law that imposes prohibitions or
limitations on

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the eligibility of individuals with disabilities who are qualified to
practice any occupation or profession. For example, suppose a
municipality has an ordinance that prohibits individuals with
tuberculosis from teaching school children. If an individual with
dormant tuberculosis challenges a private school's refusal to hire him
or her on the basis of the tuberculosis, the private school would not be
able to rely on the city ordinance as a defense under the ADA.
    Paragraph (c)(3) is consistent with language added to section 501 of
the ADA by the ADA Amendments Act. It makes clear that nothing in this
part is intended to alter the determination of eligibility for benefits
under state workers' compensation laws or Federal and State disability
benefit programs. State workers' compensation laws and Federal
disability benefit programs, such as programs that provide payments to
veterans with service-connected disabilities and the Social Security
Disability Insurance program, have fundamentally different purposes than
title I of the ADA.

                       Section 1630.2 Definitions

         Sections 1630.2(a)-(f) Commission, Covered Entity, etc.

    The definitions section of part 1630 includes several terms that are
identical, or almost identical, to the terms found in title VII of the
Civil Rights Act of 1964. Among these terms are ``Commission,''
``Person,'' ``State,'' and ``Employer.'' These terms are to be given the
same meaning under the ADA that they are given under title VII. In
general, the term ``employee'' has the same meaning that it is given
under title VII. However, the ADA's definition of ``employee'' does not
contain an exception, as does title VII, for elected officials and their
personal staffs. It should further be noted that all State and local
governments are covered by title II of the ADA whether or not they are
also covered by this part. Title II, which is enforced by the Department
of Justice, became effective on January 26, 1992. See 28 CFR part 35.
    The term ``covered entity'' is not found in title VII. However, the
title VII definitions of the entities included in the term ``covered
entity'' (e.g., employer, employment agency, labor organization, etc.)
are applicable to the ADA.

                      Section 1630.2(g) Disability

    In addition to the term ``covered entity,'' there are several other
terms that are unique to the ADA as amended. The first of these is the
term ``disability.'' ``This definition is of critical importance because
as a threshold issue it determines whether an individual is covered by
the ADA.'' 2008 Senate Statement of Managers at 6.
    In the original ADA, ``Congress sought to protect anyone who
experiences discrimination because of a current, past, or perceived
disability.'' 2008 Senate Statement of Managers at 6. Accordingly, the
definition of the term ``disability'' is divided into three prongs: An
individual is considered to have a ``disability'' if that individual (1)
has a physical or mental impairment that substantially limits one or
more of that person's major life activities (the ``actual disability''
prong); (2) has a record of such an impairment (the ``record of''
prong); or (3) is regarded by the covered entity as an individual with a
disability as defined in Sec. 1630.2(l) (the ``regarded as'' prong).
The ADAAA retained the basic structure and terms of the original
definition of disability. However, the Amendments Act altered the
interpretation and application of this critical statutory term in
fundamental ways. See 2008 Senate Statement of Managers at 1 (``The bill
maintains the ADA's inherently functional definition of disability'' but
``clarifies and expands the definition's meaning and application.'').
    As noted above, the primary purpose of the ADAAA is to make it
easier for people with disabilities to obtain protection under the ADA.
See Joint Hoyer-Sensenbrenner Statement at 2. Accordingly, the ADAAA
provides rules of construction regarding the definition of disability.
Consistent with the congressional intent to reinstate a broad scope of
protection under the ADA, the ADAAA's rules of construction require that
the definition of ``disability'' ``shall be construed in favor of broad
coverage of individuals under [the ADA], to the maximum extent permitted
by the terms of [the ADA].'' 42 U.S.C. 12102(4)(A). The legislative
history of the ADAAA is replete with references emphasizing this
principle. See Joint Hoyer-Sensenbrenner Statement at 2 (``[The bill]
establishes that the definition of disability must be interpreted
broadly to achieve the remedial purposes of the ADA''); 2008 Senate
Statement of Managers at 1 (the ADAAA's purpose is to ``enhance the
protections of the [ADA]'' by ``expanding the definition, and by
rejecting several opinions of the United States Supreme Court that have
had the effect of restricting the meaning and application of the
definition of disability''); id. (stressing the importance of removing
barriers ``to construing and applying the definition of disability more
generously''); id. at 4 (``The managers have introduced the [ADAAA] to
restore the proper balance and application of the ADA by clarifying and
broadening the definition of disability, and to increase eligibility for
the protections of the ADA.''); id. (``It is our expectation that
because the bill makes the definition of disability more generous, some
people who were not covered before will now be covered.''); id. (warning
that ``the definition of disability

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should not be unduly used as a tool for excluding individuals from the
ADA's protections''); id. (this principle ``sends a clear signal of our
intent that the courts must interpret the definition of disability
broadly rather than stringently''); 2008 House Judiciary Committee
Report at 5 (``The purpose of the bill is to restore protection for the
broad range of individuals with disabilities as originally envisioned by
Congress by responding to the Supreme Court's narrow interpretation of
the definition of disability.'').
    Further, as the purposes section of the ADAAA explicitly cautions,
the ``primary object of attention'' in cases brought under the ADA
should be whether entities covered under the ADA have complied with
their obligations. As noted above, this means, for example, examining
whether an employer has discriminated against an employee, including
whether an employer has fulfilled its obligations with respect to
providing a ``reasonable accommodation'' to an individual with a
disability; or whether an employee has met his or her responsibilities
under the ADA with respect to engaging in the reasonable accommodation
``interactive process.'' ADAAA section 2(b)(5); See also 2008 Senate
Statement of Managers at 4 (``[L]ower court cases have too often turned
solely on the question of whether the plaintiff is an individual with a
disability rather than the merits of discrimination claims, such as
whether adverse decisions were impermissibly made by the employer on the
basis of disability, reasonable accommodations were denied, or
qualification standards were unlawfully discriminatory.''); 2008 House
Judiciary Committee Report (criticizing pre-ADAAA court decisions which
``prevented individuals that Congress unquestionably intended to cover
from ever getting a chance to prove their case''). Accordingly, the
threshold coverage question of whether an individual's impairment is a
disability under the ADA ``should not demand extensive analysis.'' ADAAA
section 2(b)(5).
    Section 1630.2(g)(2) provides that an individual may establish
coverage under any one or more (or all three) of the prongs in the
definition of disability. However, to be an individual with a
disability, an individual is only required to satisfy one prong.
    As Sec. 1630.2(g)(3) indicates, in many cases it may be unnecessary
for an individual to resort to coverage under the ``actual disability''
or ``record of'' prongs. Where the need for a reasonable accommodation
is not at issue--for example, where there is no question that the
individual is ``qualified'' without a reasonable accommodation and is
not seeking or has not sought a reasonable accommodation--it would not
be necessary to determine whether the individual is substantially
limited in a major life activity (under the actual disability prong) or
has a record of a substantially limiting impairment (under the record of
prong). Such claims could be evaluated solely under the ``regarded as''
prong of the definition. In fact, Congress expected the first and second
prongs of the definition of disability ``to be used only by people who
are affirmatively seeking reasonable accommodations * * *'' and that
``[a]ny individual who has been discriminated against because of an
impairment--short of being granted a reasonable accommodation * * *--
should be bringing a claim under the third prong of the definition which
will require no showing with regard to the severity of his or her
impairment.'' Joint Hoyer-Sensenbrenner Statement at 4. An individual
may choose, however, to proceed under the ``actual disability'' and/or
``record of'' prong regardless of whether the individual is challenging
a covered entity's failure to make reasonable accommodation or requires
a reasonable accommodation.
    To fully understand the meaning of the term ``disability,'' it is
also necessary to understand what is meant by the terms ``physical or
mental impairment,'' ``major life activity,'' ``substantially limits,''
``record of,'' and ``regarded as.'' Each of these terms is discussed
below.

             Section 1630.2(h) Physical or Mental Impairment

    Neither the original ADA nor the ADAAA provides a definition for the
terms ``physical or mental impairment.'' However, the legislative
history of the Amendments Act notes that Congress ``expect[s] that the
current regulatory definition of these terms, as promulgated by agencies
such as the U.S. Equal Employment Opportunity Commission (EEOC), the
Department of Justice (DOJ) and the Department of Education Office of
Civil Rights (DOE OCR) will not change.'' 2008 Senate Statement of
Managers at 6. The definition of ``physical or mental impairment'' in
the EEOC's regulations remains based on the definition of the term
``physical or mental impairment'' found in the regulations implementing
section 504 of the Rehabilitation Act at 34 CFR part 104. However, the
definition in EEOC's regulations adds additional body systems to those
provided in the section 504 regulations and makes clear that the list is
non-exhaustive.
    It is important to distinguish between conditions that are
impairments and physical, psychological, environmental, cultural, and
economic characteristics that are not impairments. The definition of the
term ``impairment'' does not include physical characteristics such as
eye color, hair color, left-handedness, or height, weight, or muscle
tone that are within ``normal'' range and are not the result of a
physiological disorder. The definition, likewise, does not include
characteristic predisposition to illness or disease. Other conditions,
such as pregnancy,

[[Page 381]]

that are not the result of a physiological disorder are also not
impairments. However, a pregnancy-related impairment that substantially
limits a major life activity is a disability under the first prong of
the definition. Alternatively, a pregnancy-related impairment may
constitute a ``record of'' a substantially limiting impairment,'' or may
be covered under the ``regarded as'' prong if it is the basis for a
prohibited employment action and is not ``transitory and minor.''
    The definition of an impairment also does not include common
personality traits such as poor judgment or a quick temper where these
are not symptoms of a mental or psychological disorder. Environmental,
cultural, or economic disadvantages such as poverty, lack of education,
or a prison record are not impairments. Advanced age, in and of itself,
is also not an impairment. However, various medical conditions commonly
associated with age, such as hearing loss, osteoporosis, or arthritis
would constitute impairments within the meaning of this part. See 1989
Senate Report at 22-23; 1990 House Labor Report at 51-52; 1990 House
Judiciary Report at 28-29.

                 Section 1630.2(i) Major Life Activities

    The ADAAA provided significant new guidance and clarification on the
subject of ``major life activities.'' As the legislative history of the
Amendments Act explains, Congress anticipated that protection under the
ADA would now extend to a wider range of cases, in part as a result of
the expansion of the category of major life activities. See 2008 Senate
Statement of Managers at 8 n.17.
    For purposes of clarity, the Amendments Act provides an illustrative
list of major life activities, including caring for oneself, performing
manual tasks, seeing, hearing, eating, sleeping, walking, standing,
lifting, bending, speaking, breathing, learning, reading, concentrating,
thinking, communicating, and working. The ADA Amendments expressly made
this statutory list of examples of major life activities non-exhaustive,
and the regulations include sitting, reaching, and interacting with
others as additional examples. Many of these major life activities
listed in the ADA Amendments Act and the regulations already had been
included in the EEOC's 1991 now-superseded regulations implementing
title I of the ADA and in sub-regulatory documents, and already were
recognized by the courts.
    The ADA as amended also explicitly defines ``major life activities''
to include the operation of ``major bodily functions.'' This was an
important addition to the statute. This clarification was needed to
ensure that the impact of an impairment on the operation of a major
bodily function would not be overlooked or wrongly dismissed as falling
outside the definition of ``major life activities'' under the ADA. 2008
House Judiciary Committee Report at 16; See also 2008 Senate Statement
of Managers at 8 (``for the first time [in the ADAAA], the category of
`major life activities' is defined to include the operation of major
bodily functions, thus better addressing chronic impairments that can be
substantially limiting'').
    The regulations include all of those major bodily functions
identified in the ADA Amendments Act's non-exhaustive list of examples
and add a number of others that are consistent with the body systems
listed in the regulations' definition of ``impairment'' (at Sec.
1630.2(h)) and with the U.S. Department of Labor's nondiscrimination and
equal employment opportunity regulations implementing section 188 of the
Workforce Investment Act of 1998, 29 U.S.C. 2801, et seq. Thus, special
sense organs, skin, genitourinary, cardiovascular, hemic, lymphatic, and
musculoskeletal functions are major bodily functions not included in the
statutory list of examples but included in Sec. 1630.2(i)(1)(ii). The
Commission has added these examples to further illustrate the non-
exhaustive list of major life activities, including major bodily
functions, and to emphasize that the concept of major life activities is
to be interpreted broadly consistent with the Amendments Act. The
regulations also provide that the operation of a major bodily function
may include the operation of an individual organ within a body system.
This would include, for example, the operation of the kidney, liver,
pancreas, or other organs.
    The link between particular impairments and various major bodily
functions should not be difficult to identify. Because impairments, by
definition, affect the functioning of body systems, they will generally
affect major bodily functions. For example, cancer affects an
individual's normal cell growth; diabetes affects the operation of the
pancreas and also the function of the endocrine system; and Human
Immunodeficiency Virus (HIV) infection affects the immune system.
Likewise, sickle cell disease affects the functions of the hemic system,
lymphedema affects lymphatic functions, and rheumatoid arthritis affects
musculoskeletal functions.
    In the legislative history of the ADAAA, Congress expressed its
expectation that the statutory expansion of ``major life activities'' to
include major bodily functions (along with other statutory changes)
would lead to more expansive coverage. See 2008 Senate Statement of
Managers at 8 n.17 (indicating that these changes will make it easier
for individuals to show that they are eligible for the ADA's protections
under the first prong of the definition of disability). The House
Education and Labor Committee explained that the inclusion of major
bodily functions would ``affect cases such as U.S. v. Happy Time Day
Care Ctr. in which the courts struggled to analyze whether the impact of
HIV infection substantially limits various

[[Page 382]]

major life activities of a five-year-old child, and recognizing, among
other things, that `there is something inherently illogical about
inquiring whether' a five-year-old's ability to procreate is
substantially limited by his HIV infection; Furnish v. SVI Sys., Inc, in
which the court found that an individual with cirrhosis of the liver
caused by Hepatitis B is not disabled because liver function--unlike
eating, working, or reproducing--`is not integral to one's daily
existence;' and Pimental v. Dartmouth-Hitchcock Clinic, in which the
court concluded that the plaintiff's stage three breast cancer did not
substantially limit her ability to care for herself, sleep, or
concentrate. The Committee expects that the plaintiffs in each of these
cases could establish a [substantial limitation] on major bodily
functions that would qualify them for protection under the ADA.'' 2008
House Education and Labor Committee Report at 12.
    The examples of major life activities (including major bodily
functions) in the ADAAA and the EEOC's regulations are illustrative and
non-exhaustive, and the absence of a particular life activity or bodily
function from the examples does not create a negative implication as to
whether an omitted activity or function constitutes a major life
activity under the statute. See 2008 Senate Statement of Managers at 8;
See also 2008 House Committee on Educ. and Labor Report at 11; 2008
House Judiciary Committee Report at 17.
    The Commission anticipates that courts will recognize other major
life activities, consistent with the ADA Amendments Act's mandate to
construe the definition of disability broadly. As a result of the ADA
Amendments Act's rejection of the holding in Toyota Motor Mfg., Ky.,
Inc. v. Williams, 534 U.S. 184 (2002), whether an activity is a ``major
life activity'' is not determined by reference to whether it is of
``central importance to daily life.'' See Toyota, 534 U.S. at 197
(defining ``major life activities'' as activities that are of ``central
importance to most people's daily lives''). Indeed, this holding was at
odds with the earlier Supreme Court decision of Bragdon v. Abbott, 524
U.S. 624 (1998), which held that a major life activity (in that case,
reproduction) does not have to have a ``public, economic or daily
aspect.'' Id. at 639.
    Accordingly, the regulations provide that in determining other
examples of major life activities, the term ``major'' shall not be
interpreted strictly to create a demanding standard for disability. Cf.
2008 Senate Statement of Managers at 7 (indicating that a person is
considered an individual with a disability for purposes of the first
prong when one or more of the individual's ``important life activities''
are restricted) (citing 1989 Senate Report at 23). The regulations also
reject the notion that to be substantially limited in performing a major
life activity, an individual must have an impairment that prevents or
severely restricts the individual from doing ``activities that are of
central importance to most people's daily lives.'' Id.; see also 2008
Senate Statement of Managers at 5 n.12.
    Thus, for example, lifting is a major life activity regardless of
whether an individual who claims to be substantially limited in lifting
actually performs activities of central importance to daily life that
require lifting. Similarly, the Commission anticipates that the major
life activity of performing manual tasks (which was at issue in Toyota)
could have many different manifestations, such as performing tasks
involving fine motor coordination, or performing tasks involving
grasping, hand strength, or pressure. Such tasks need not constitute
activities of central importance to most people's daily lives, nor must
an individual show that he or she is substantially limited in performing
all manual tasks.

                 Section 1630.2(j) Substantially Limits

    In any case involving coverage solely under the ``regarded as''
prong of the definition of ``disability'' (e.g., cases where reasonable
accommodation is not at issue), it is not necessary to determine whether
an individual is ``substantially limited'' in any major life activity.
See 2008 Senate Statement of Managers at 10; id. at 13 (``The functional
limitation imposed by an impairment is irrelevant to the third `regarded
as' prong.''). Indeed, Congress anticipated that the first and second
prongs of the definition of disability would ``be used only by people
who are affirmatively seeking reasonable accommodations * * * '' and
that ``[a]ny individual who has been discriminated against because of an
impairment--short of being granted a reasonable accommodation * * *--
should be bringing a claim under the third prong of the definition which
will require no showing with regard to the severity of his or her
impairment.'' Joint Hoyer-Sensenbrenner Statement at 4. Of course, an
individual may choose, however, to proceed under the ``actual
disability'' and/or ``record of'' prong regardless of whether the
individual is challenging a covered entity's failure to make reasonable
accommodations or requires a reasonable accommodation. The concept of
``substantially limits'' is only relevant in cases involving coverage
under the ``actual disability'' or ``record of'' prong of the definition
of disability. Thus, the information below pertains to these cases only.

               Section 1630.2(j)(1) Rules of Construction

    It is clear in the text and legislative history of the ADAAA that
Congress concluded the courts had incorrectly construed ``substantially
limits,'' and disapproved of the

[[Page 383]]

EEOC's now-superseded 1991 regulation defining the term to mean
``significantly restricts.'' See 2008 Senate Statement of Managers at 6
(``We do not believe that the courts have correctly instituted the level
of coverage we intended to establish with the term `substantially
limits' in the ADA'' and ``we believe that the level of limitation, and
the intensity of focus, applied by the Supreme Court in Toyota goes
beyond what we believe is the appropriate standard to create coverage
under this law.''). Congress extensively deliberated over whether a new
term other than ``substantially limits'' should be adopted to denote the
appropriate functional limitation necessary under the first and second
prongs of the definition of disability. See 2008 Senate Statement of
Managers at 6-7. Ultimately, Congress affirmatively opted to retain this
term in the Amendments Act, rather than replace it. It concluded that
``adopting a new, undefined term that is subject to widely disparate
meanings is not the best way to achieve the goal of ensuring consistent
and appropriately broad coverage under this Act.'' Id. Instead, Congress
determined ``a better way * * * to express [its] disapproval of Sutton
and Toyota (along with the current EEOC regulation) is to retain the
words `substantially limits,' but clarify that it is not meant to be a
demanding standard.'' Id. at 7. To achieve that goal, Congress set forth
detailed findings and purposes and ``rules of construction'' to govern
the interpretation and application of this concept going forward. See
ADAAA Sections 2-4; 42 U.S.C. 12102(4).
    The Commission similarly considered whether to provide a new
definition of ``substantially limits'' in the regulation. Following
Congress's lead, however, the Commission ultimately concluded that a new
definition would inexorably lead to greater focus and intensity of
attention on the threshold issue of coverage than intended by Congress.
Therefore, the regulations simply provide rules of construction that
must be applied in determining whether an impairment substantially
limits (or substantially limited) a major life activity. These are each
discussed in greater detail below.

  Section 1630.2(j)(1)(i) Broad Construction; not a Demanding Standard

    Section 1630.2(j)(1)(i) states: ``The term `substantially limits'
shall be construed broadly in favor of expansive coverage, to the
maximum extent permitted by the terms of the ADA. `Substantially limits'
is not meant to be a demanding standard.''
    Congress stated in the ADA Amendments Act that the definition of
disability ``shall be construed in favor of broad coverage,'' and that
``the term `substantially limits' shall be interpreted consistently with
the findings and purposes of the ADA Amendments Act of 2008.'' 42 U.S.C.
12101(4)(A)-(B), as amended. ``This is a textual provision that will
legally guide the agencies and courts in properly interpreting the term
`substantially limits.' '' Hoyer-Sensenbrenner Congressional Record
Statement at H8295. As Congress noted in the legislative history of the
ADAAA, ``[t]o be clear, the purposes section conveys our intent to
clarify not only that `substantially limits' should be measured by a
lower standard than that used in Toyota, but also that the definition of
disability should not be unduly used as a tool for excluding individuals
from the ADA's protections.'' 2008 Senate Statement of Managers at 5
(also stating that ``[t]his rule of construction, together with the rule
of construction providing that the definition of disability shall be
construed in favor of broad coverage of individuals sends a clear signal
of our intent that the courts must interpret the definition of
disability broadly rather than stringently''). Put most succinctly,
``substantially limits'' ``is not meant to be a demanding standard.''
2008 Senate Statement of Managers at 7.

Section 1630.2(j)(1)(ii) Significant or Severe Restriction Not Required;
       Nonetheless, Not Every Impairment Is Substantially Limiting

    Section 1630.2(j)(1)(ii) states: ``An impairment is a disability
within the meaning of this section if it substantially limits the
ability of an individual to perform a major life activity as compared to
most people in the general population. An impairment need not prevent,
or significantly or severely restrict, the individual from performing a
major life activity in order to be considered substantially limiting.
Nonetheless, not every impairment will constitute a `disability' within
the meaning of this section.''
    In keeping with the instruction that the term ``substantially
limits'' is not meant to be a demanding standard, the regulations
provide that an impairment is a disability if it substantially limits
the ability of an individual to perform a major life activity as
compared to most people in the general population. However, to be
substantially limited in performing a major life activity an individual
need not have an impairment that prevents or significantly or severely
restricts the individual from performing a major life activity. See 2008
Senate Statement of Managers at 2, 6-8 & n.14; 2008 House Committee on
Educ. and Labor Report at 9-10 (``While the limitation imposed by an
impairment must be important, it need not rise to the level of severely
restricting or significantly restricting the ability to perform a major
life activity to qualify as a disability.''); 2008 House Judiciary
Committee Report at 16 (similarly requiring an ``important''
limitation). The level of limitation required is ``substantial'' as
compared to most

[[Page 384]]

people in the general population, which does not require a significant
or severe restriction. Multiple impairments that combine to
substantially limit one or more of an individual's major life activities
also constitute a disability. Nonetheless, not every impairment will
constitute a ``disability'' within the meaning of this section. See 2008
Senate Statement of Managers at 4 (``We reaffirm that not every
individual with a physical or mental impairment is covered by the first
prong of the definition of disability in the ADA.'')

 Section 1630.2(j)(1)(iii) Substantial Limitation Should Not Be Primary
           Object of Attention; Extensive Analysis Not Needed

    Section 1630.2(j)(1)(iii) states: ``The primary object of attention
in cases brought under the ADA should be whether covered entities have
complied with their obligations, not whether an individual's impairment
substantially limits a major life activity. Accordingly, the threshold
issue of whether an impairment `substantially limits' a major life
activity should not demand extensive analysis.''
    Congress retained the term ``substantially limits'' in part because
it was concerned that adoption of a new phrase--and the resulting need
for further judicial scrutiny and construction--would not ``help move
the focus from the threshold issue of disability to the primary issue of
discrimination.'' 2008 Senate Statement of Managers at 7.
    This was the primary problem Congress sought to solve in enacting
the ADAAA. It recognized that ``clearing the initial [disability]
threshold is critical, as individuals who are excluded from the
definition `never have the opportunity to have their condition evaluated
in light of medical evidence and a determination made as to whether they
[are] `otherwise qualified.' '' 2008 House Judiciary Committee Report at
7; See also id. (expressing concern that ``[a]n individual who does not
qualify as disabled does not meet th[e] threshold question of coverage
in the protected class and is therefore not permitted to attempt to
prove his or her claim of discriminatory treatment''); 2008 Senate
Statement of Managers at 4 (criticizing pre-ADAAA lower court cases that
``too often turned solely on the question of whether the plaintiff is an
individual with a disability rather than the merits of discrimination
claims, such as whether adverse decisions were impermissibly made by the
employer on the basis of disability, reasonable accommodations were
denied, or qualification standards were unlawfully discriminatory'').
    Accordingly, the Amendments Act and the amended regulations make
plain that the emphasis in ADA cases now should be squarely on the
merits and not on the initial coverage question. The revised regulations
therefore provide that an impairment is a disability if it substantially
limits the ability of an individual to perform a major life activity as
compared to most people in the general population and deletes the
language to which Congress objected. The Commission believes that this
provides a useful framework in which to analyze whether an impairment
satisfies the definition of disability. Further, this framework better
reflects Congress's expressed intent in the ADA Amendments Act that the
definition of the term ``disability'' shall be construed broadly, and is
consistent with statements in the Amendments Act's legislative history.
See 2008 Senate Statement of Managers at 7 (stating that ``adopting a
new, undefined term'' and the ``resulting need for further judicial
scrutiny and construction will not help move the focus from the
threshold issue of disability to the primary issue of discrimination,''
and finding that `` `substantially limits' as construed consistently
with the findings and purposes of this legislation establishes an
appropriate functionality test of determining whether an individual has
a disability'' and that ``using the correct standard--one that is lower
than the strict or demanding standard created by the Supreme Court in
Toyota--will make the disability determination an appropriate threshold
issue but not an onerous burden for those seeking accommodations or
modifications'').
    Consequently, this rule of construction makes clear that the
question of whether an impairment substantially limits a major life
activity should not demand extensive analysis. As the legislative
history explains, ``[w]e expect that courts interpreting [the ADA] will
not demand such an extensive analysis over whether a person's physical
or mental impairment constitutes a disability.'' Hoyer-Sensenbrenner
Congressional Record Statement at H8295; see id. (``Our goal throughout
this process has been to simplify that analysis.'')

 Section 1630.2(j)(1)(iv) Individualized Assessment Required, But With
                 Lower Standard Than Previously Applied

    Section 1630.2(j)(1)(iv) states: ``The determination of whether an
impairment substantially limits a major life activity requires an
individualized assessment. However, in making this assessment, the term
`substantially limits' shall be interpreted and applied to require a
degree of functional limitation that is lower than the standard for
`substantially limits' applied prior to the ADAAA.''
    By retaining the essential elements of the definition of disability
including the key term ``substantially limits,'' Congress reaffirmed
that not every individual with a physical or mental impairment is
covered by the first prong of the definition of disability in the ADA.
See 2008 Senate Statement of Managers at 4. To be covered under the
first

[[Page 385]]

prong of the definition, an individual must establish that an impairment
substantially limits a major life activity. That has not changed--nor
will the necessity of making this determination on an individual basis.
Id. However, what the ADAAA changed is the standard required for making
this determination. Id. at 4-5.
    The Amendments Act and the EEOC's regulations explicitly reject the
standard enunciated by the Supreme Court in Toyota Motor Mfg., Ky., Inc.
v. Williams, 534 U.S. 184 (2002), and applied in the lower courts in
numerous cases. See ADAAA section 2(b)(4). That previous standard
created ``an inappropriately high level of limitation necessary to
obtain coverage under the ADA.'' Id. at section 2(b)(5). The Amendments
Act and the EEOC's regulations reject the notion that ``substantially
limits'' should be interpreted strictly to create a demanding standard
for qualifying as disabled. Id. at section 2(b)(4). Instead, the ADAAA
and these regulations establish a degree of functional limitation
required for an impairment to constitute a disability that is consistent
with what Congress originally intended. 2008 Senate Statement of
Managers at 7. This will make the disability determination an
appropriate threshold issue but not an onerous burden for those seeking
to prove discrimination under the ADA. Id.

Section 1630.2(j)(1)(v) Scientific, Medical, or Statistical Analysis Not
               Required, But Permissible When Appropriate

    Section 1630.2(j)(1)(v) states: ``The comparison of an individual's
performance of a major life activity to the performance of the same
major life activity by most people in the general population usually
will not require scientific, medical, or statistical analysis. Nothing
in this paragraph is intended, however, to prohibit the presentation of
scientific, medical, or statistical evidence to make such a comparison
where appropriate.''
    The term ``average person in the general population,'' as the basis
of comparison for determining whether an individual's impairment
substantially limits a major life activity, has been changed to ``most
people in the general population.'' This revision is not a substantive
change in the concept, but rather is intended to conform the language to
the simpler and more straightforward terminology used in the legislative
history to the Amendments Act. The comparison between the individual and
``most people'' need not be exacting, and usually will not require
scientific, medical, or statistical analysis. Nothing in this
subparagraph is intended, however, to prohibit the presentation of
scientific, medical, or statistical evidence to make such a comparison
where appropriate.
    The comparison to most people in the general population continues to
mean a comparison to other people in the general population, not a
comparison to those similarly situated. For example, the ability of an
individual with an amputated limb to perform a major life activity is
compared to other people in the general population, not to other
amputees. This does not mean that disability cannot be shown where an
impairment, such as a learning disability, is clinically diagnosed based
in part on a disparity between an individual's aptitude and that
individual's actual versus expected achievement, taking into account the
person's chronological age, measured intelligence, and age-appropriate
education. Individuals diagnosed with dyslexia or other learning
disabilities will typically be substantially limited in performing
activities such as learning, reading, and thinking when compared to most
people in the general population, particularly when the ameliorative
effects of mitigating measures, including therapies, learned behavioral
or adaptive neurological modifications, assistive devices (e.g., audio
recordings, screen reading devices, voice activated software), studying
longer, or receiving more time to take a test, are disregarded as
required under the ADA Amendments Act.

              Section 1630.2(j)(1)(vi) Mitigating Measures

    Section 1630.2(j)(1)(vi) states: ``The determination of whether an
impairment substantially limits a major life activity shall be made
without regard to the ameliorative effects of mitigating measures.
However, the ameliorative effects of ordinary eyeglasses or contact
lenses shall be considered in determining whether an impairment
substantially limits a major life activity.''
    The ameliorative effects of mitigating measures shall not be
considered in determining whether an impairment substantially limits a
major life activity. Thus, ``[w]ith the exception of ordinary eyeglasses
and contact lenses, impairments must be examined in their unmitigated
state.'' See 2008 Senate Statement of Managers at 5.
    This provision in the ADAAA and the EEOC's regulations ``is intended
to eliminate the catch-22 that exist[ed] * * * where individuals who are
subjected to discrimination on the basis of their disabilities [we]re
frequently unable to invoke the ADA's protections because they [we]re
not considered people with disabilities when the effects of their
medication, medical supplies, behavioral adaptations, or other
interventions [we]re considered.'' Joint Hoyer-Sensenbrenner Statement
at 2; See also 2008 Senate Statement of Managers at 9 (``This provision
is intended to eliminate the situation created under [prior] law in
which impairments that are mitigated [did] not constitute disabilities
but [were the basis for discrimination].''). To the extent cases pre-
dating the 2008 Amendments Act reasoned otherwise, they are contrary to
the law as amended. See 2008 House Judiciary

[[Page 386]]

Committee Report at 9 & nn.25, 20-21 (citing, e.g., McClure v. General
Motors Corp., 75 F. App'x 983 (5th Cir. 2003) (court held that
individual with muscular dystrophy who, with the mitigating measure of
``adapting'' how he performed manual tasks, had successfully learned to
live and work with his disability was therefore not an individual with a
disability); Orr v. Wal-Mart Stores, Inc., 297 F.3d 720 (8th Cir. 2002)
(court held that Sutton v. United Air Lines, Inc., 527 U.S. 471 (1999),
required consideration of the ameliorative effects of plaintiff's
careful regimen of medicine, exercise and diet, and declined to consider
impact of uncontrolled diabetes on plaintiff's ability to see, speak,
read, and walk); Gonzales v. National Bd. of Med. Examiners, 225 F.3d
620 (6th Cir. 2000) (where the court found that an individual with a
diagnosed learning disability was not substantially limited after
considering the impact of self-accommodations that allowed him to read
and achieve academic success); McMullin v. Ashcroft, 337 F. Supp. 2d
1281 (D. Wyo. 2004) (individual fired because of clinical depression not
protected because of the successful management of the condition with
medication for fifteen years); Eckhaus v. Consol. Rail Corp., 2003 WL
23205042 (D.N.J. Dec. 24, 2003) (individual fired because of a hearing
impairment was not protected because a hearing aid helped correct that
impairment); Todd v. Academy Corp., 57 F. Supp. 2d 448, 452 (S.D. Tex.
1999) (court held that because medication reduced the frequency and
intensity of plaintiff's seizures, he was not disabled)).
    An individual who, because of the use of a mitigating measure, has
experienced no limitations, or only minor limitations, related to the
impairment may still be an individual with a disability, where there is
evidence that in the absence of an effective mitigating measure the
individual's impairment would be substantially limiting. For example,
someone who began taking medication for hypertension before experiencing
substantial limitations related to the impairment would still be an
individual with a disability if, without the medication, he or she would
now be substantially limited in functions of the cardiovascular or
circulatory system.
    Evidence showing that an impairment would be substantially limiting
in the absence of the ameliorative effects of mitigating measures could
include evidence of limitations that a person experienced prior to using
a mitigating measure, evidence concerning the expected course of a
particular disorder absent mitigating measures, or readily available and
reliable information of other types. However, we expect that consistent
with the Amendments Act's command (and the related rules of construction
in the regulations) that the definition of disability ``should not
demand extensive analysis,'' covered entities and courts will in many
instances be able to conclude that a substantial limitation has been
shown without resort to such evidence.
    The Amendments Act provides an ``illustrative but non-comprehensive
list of the types of mitigating measures that are not to be
considered.'' See 2008 Senate Statement of Managers at 9. Section
1630.2(j)(5) of the regulations includes all of those mitigating
measures listed in the ADA Amendments Act's illustrative list of
mitigating measures, including reasonable accommodations (as applied
under title I) or ``auxiliary aids or services'' (as defined by 42
U.S.C. 12103(1) and applied under titles II and III).
    Since it would be impossible to guarantee comprehensiveness in a
finite list, the list of examples of mitigating measures provided in the
ADA and the regulations is non-exhaustive. See 2008 House Judiciary
Committee Report at 20. The absence of any particular mitigating measure
from the list in the regulations should not convey a negative
implication as to whether the measure is a mitigating measure under the
ADA. See 2008 Senate Statement of Managers at 9.
    For example, the fact that mitigating measures include ``reasonable
accommodations'' generally makes it unnecessary to mention specific
kinds of accommodations. Nevertheless, the use of a service animal, job
coach, or personal assistant on the job would certainly be considered
types of mitigating measures, as would the use of any device that could
be considered assistive technology, and whether individuals who use
these measures have disabilities would be determined without reference
to their ameliorative effects. See 2008 House Judiciary Committee Report
at 20; 2008 House Educ. & Labor Rep. at 15. Similarly, adaptive
strategies that might mitigate, or even allow an individual to otherwise
avoid performing particular major life activities, are mitigating
measures and also would not be considered in determining whether an
impairment is substantially limiting. Id.
    The determination of whether or not an individual's impairment
substantially limits a major life activity is unaffected by whether the
individual chooses to forgo mitigating measures. For individuals who do
not use a mitigating measure (including for example medication or
reasonable accommodation that could alleviate the effects of an
impairment), the availability of such measures has no bearing on whether
the impairment substantially limits a major life activity. The
limitations posed by the impairment on the individual and any negative
(non-ameliorative) effects of mitigating measures used determine whether
an impairment is substantially limiting. The origin of the impairment,
whether its effects can be mitigated, and any ameliorative effects of
mitigating measures in fact used may not be considered

[[Page 387]]

in determining if the impairment is substantially limiting. However, the
use or non-use of mitigating measures, and any consequences thereof,
including any ameliorative and non-ameliorative effects, may be relevant
in determining whether the individual is qualified or poses a direct
threat to safety.
    The ADA Amendments Act and the regulations state that ``ordinary
eyeglasses or contact lenses'' shall be considered in determining
whether someone has a disability. This is an exception to the rule that
the ameliorative effects of mitigating measures are not to be taken into
account. ``The rationale behind this exclusion is that the use of
ordinary eyeglasses or contact lenses, without more, is not significant
enough to warrant protection under the ADA.'' Joint Hoyer-Sensenbrenner
Statement at 2. Nevertheless, as discussed in greater detail below at
Sec. 1630.10(b), if an applicant or employee is faced with a
qualification standard that requires uncorrected vision (as the
plaintiffs in the Sutton case were), and the applicant or employee who
is adversely affected by the standard brings a challenge under the ADA,
an employer will be required to demonstrate that the qualification
standard is job related and consistent with business necessity. 2008
Senate Statement of Managers at 9.
    The ADAAA and the EEOC's regulations both define the term ``ordinary
eyeglasses or contact lenses'' as lenses that are ``intended to fully
correct visual acuity or eliminate refractive error.'' So, if an
individual with severe myopia uses eyeglasses or contact lenses that are
intended to fully correct visual acuity or eliminate refractive error,
they are ordinary eyeglasses or contact lenses, and therefore any
inquiry into whether such individual is substantially limited in seeing
or reading would be based on how the individual sees or reads with the
benefit of the eyeglasses or contact lenses. Likewise, if the only
visual loss an individual experiences affects the ability to see well
enough to read, and the individual's ordinary reading glasses are
intended to completely correct for this visual loss, the ameliorative
effects of using the reading glasses must be considered in determining
whether the individual is substantially limited in seeing. Additionally,
eyeglasses or contact lenses that are the wrong prescription or an
outdated prescription may nevertheless be ``ordinary'' eyeglasses or
contact lenses, if a proper prescription would fully correct visual
acuity or eliminate refractive error.
    Both the statute and the regulations distinguish ``ordinary
eyeglasses or contact lenses'' from ``low vision devices,'' which
function by magnifying, enhancing, or otherwise augmenting a visual
image, and which are not considered when determining whether someone has
a disability. The regulations do not establish a specific level of
visual acuity (e.g., 20/20) as the basis for determining whether
eyeglasses or contact lenses should be considered ``ordinary''
eyeglasses or contact lenses. Whether lenses fully correct visual acuity
or eliminate refractive error is best determined on a case-by-case
basis, in light of current and objective medical evidence. Moreover,
someone who uses ordinary eyeglasses or contact lenses is not
automatically considered to be outside the ADA's protection. Such an
individual may demonstrate that, even with the use of ordinary
eyeglasses or contact lenses, his vision is still substantially limited
when compared to most people.

 Section 1630.2(j)(1)(vii) Impairments That Are Episodic or in Remission

    Section 1630.2(j)(1)(vii) states: ``An impairment that is episodic
or in remission is a disability if it would substantially limit a major
life activity when active.''
    An impairment that is episodic or in remission is a disability if it
would substantially limit a major life activity in its active state.
``This provision is intended to reject the reasoning of court decisions
concluding that certain individuals with certain conditions--such as
epilepsy or post traumatic stress disorder--were not protected by the
ADA because their conditions were episodic or intermittent.'' Joint
Hoyer-Sensenbrenner Statement at 2-3. The legislative history provides:
``This * * * rule of construction thus rejects the reasoning of the
courts in cases like Todd v. Academy Corp. [57 F. Supp. 2d 448, 453
(S.D. Tex. 1999)] where the court found that the plaintiff's epilepsy,
which resulted in short seizures during which the plaintiff was unable
to speak and experienced tremors, was not sufficiently limiting, at
least in part because those seizures occurred episodically. It similarly
rejects the results reached in cases [such as Pimental v. Dartmouth-
Hitchock Clinic, 236 F. Supp. 2d 177, 182-83 (D.N.H. 2002)] where the
courts have discounted the impact of an impairment [such as cancer] that
may be in remission as too short-lived to be substantially limiting. It
is thus expected that individuals with impairments that are episodic or
in remission (e.g., epilepsy, multiple sclerosis, cancer) will be able
to establish coverage if, when active, the impairment or the manner in
which it manifests (e.g., seizures) substantially limits a major life
activity.'' 2008 House Judiciary Committee Report at 19-20.
    Other examples of impairments that may be episodic include, but are
not limited to, hypertension, diabetes, asthma, major depressive
disorder, bipolar disorder, and schizophrenia. See 2008 House Judiciary
Committee Report at 19-20. The fact that the periods during which an
episodic impairment is active and substantially limits a major life
activity may be brief or occur infrequently is

[[Page 388]]

no longer relevant to determining whether the impairment substantially
limits a major life activity. For example, a person with post-traumatic
stress disorder who experiences intermittent flashbacks to traumatic
events is substantially limited in brain function and thinking.

Section 1630.2(j)(1)(viii) Substantial Limitation in Only One Major Life
                            Activity Required

    Section 1630.2(j)(1)(viii) states: ``An impairment that
substantially limits one major life activity need not substantially
limit other major life activities in order to be considered a
substantially limiting impairment.''
    The ADAAA explicitly states that an impairment need only
substantially limit one major life activity to be considered a
disability under the ADA. See ADAAA Section 4(a); 42 U.S.C. 12102(4)(C).
``This responds to and corrects those courts that have required
individuals to show that an impairment substantially limits more than
one life activity.'' 2008 Senate Statement of Managers at 8. In
addition, this rule of construction is ``intended to clarify that the
ability to perform one or more particular tasks within a broad category
of activities does not preclude coverage under the ADA.'' Id. To the
extent cases pre-dating the applicability of the 2008 Amendments Act
reasoned otherwise, they are contrary to the law as amended. Id. (citing
Holt v. Grand Lake Mental Health Ctr., Inc., 443 F. 3d 762 (10th Cir.
2006) (holding an individual with cerebral palsy who could not
independently perform certain specified manual tasks was not
substantially limited in her ability to perform a ``broad range'' of
manual tasks)); See also 2008 House Judiciary Committee Report at 19 &
n.52 (this legislatively corrects court decisions that, with regard to
the major life activity of performing manual tasks, ``have offset
substantial limitation in the performance of some tasks with the ability
to perform others'' (citing Holt)).
    For example, an individual with diabetes is substantially limited in
endocrine function and thus an individual with a disability under the
first prong of the definition. He need not also show that he is
substantially limited in eating to qualify for coverage under the first
prong. An individual whose normal cell growth is substantially limited
due to lung cancer need not also show that she is substantially limited
in breathing or respiratory function. And an individual with HIV
infection is substantially limited in the function of the immune system,
and therefore is an individual with a disability without regard to
whether his or her HIV infection substantially limits him or her in
reproduction.
    In addition, an individual whose impairment substantially limits a
major life activity need not additionally demonstrate a resulting
limitation in the ability to perform activities of central importance to
daily life in order to be considered an individual with a disability
under Sec. 1630.2(g)(1)(i) or Sec. 1630.2(g)(1)(ii), as cases relying
on the Supreme Court's decision in Toyota Motor Mfg., Ky., Inc. v.
Williams, 534 U.S. 184 (2002), had held prior to the ADA Amendments Act.
    Thus, for example, someone with an impairment resulting in a 20-
pound lifting restriction that lasts or is expected to last for several
months is substantially limited in the major life activity of lifting,
and need not also show that he is unable to perform activities of daily
living that require lifting in order to be considered substantially
limited in lifting. Similarly, someone with monocular vision whose depth
perception or field of vision would be substantially limited, with or
without any compensatory strategies the individual may have developed,
need not also show that he is unable to perform activities of central
importance to daily life that require seeing in order to be
substantially limited in seeing.

Section 1630.2(j)(1)(ix) Effects of an Impairment Lasting Fewer Than Six
                  Months Can Be Substantially Limiting

    Section 1630.2(j)(1)(ix) states: ``The six-month `transitory' part
of the `transitory and minor' exception to `regarded as' coverage in
Sec. 1630.2(l) does not apply to the definition of `disability' under
Sec. 1630.2(g)(1)(i) or Sec. 1630.2(g)(1)(ii). The effects of an
impairment lasting or expected to last fewer than six months can be
substantially limiting within the meaning of this section.''
    The regulations include a clear statement that the definition of an
impairment as transitory, that is, ``lasting or expected to last for six
months or less,'' only applies to the ``regarded as'' (third) prong of
the definition of ``disability'' as part of the ``transitory and minor''
defense to ``regarded as'' coverage. It does not apply to the first or
second prong of the definition of disability. See Joint Hoyer-
Sensenbrenner Statement at 3 (``[T]here is no need for the transitory
and minor exception under the first two prongs because it is clear from
the statute and the legislative history that a person can only bring a
claim if the impairment substantially limits one or more major life
activities or the individual has a record of an impairment that
substantially limits one or more major life activities.'').
    Therefore, an impairment does not have to last for more than six
months in order to be considered substantially limiting under the first
or the second prong of the definition of disability. For example, as
noted above, if an individual has a back impairment that results in a
20-pound lifting restriction that lasts for several months, he is
substantially limited in the major life activity of lifting, and
therefore covered under the first prong

[[Page 389]]

of the definition of disability. At the same time, ``[t]he duration of
an impairment is one factor that is relevant in determining whether the
impairment substantially limits a major life activity. Impairments that
last only for a short period of time are typically not covered, although
they may be covered if sufficiently severe.'' Joint Hoyer-Sensenbrenner
Statement at 5.

              Section 1630.2(j)(3) Predictable Assessments

    As the regulations point out, disability is determined based on an
individualized assessment. There is no ``per se'' disability. However,
as recognized in the regulations, the individualized assessment of some
kinds of impairments will virtually always result in a determination of
disability. The inherent nature of these types of medical conditions
will in virtually all cases give rise to a substantial limitation of a
major life activity. Cf. Heiko v. Columbo Savings Bank, F.S.B., 434 F.3d
249, 256 (4th Cir. 2006) (stating, even pre-ADAAA, that ``certain
impairments are by their very nature substantially limiting: the major
life activity of seeing, for example, is always substantially limited by
blindness''). Therefore, with respect to these types of impairments, the
necessary individualized assessment should be particularly simple and
straightforward.
    This result is the consequence of the combined effect of the
statutory changes to the definition of disability contained in the
Amendments Act and flows from application of the rules of construction
set forth in Sec. Sec. 1630.2(j)(1)(i)-(ix) (including the lower
standard for ``substantially limits''; the rule that major life
activities include major bodily functions; the principle that
impairments that are episodic or in remission are disabilities if they
would be substantially limiting when active; and the requirement that
the ameliorative effects of mitigating measures (other than ordinary
eyeglasses or contact lenses) must be disregarded in assessing whether
an individual has a disability).
    The regulations at Sec. 1630.2(j)(3)(iii) provide examples of the
types of impairments that should easily be found to substantially limit
a major life activity. The legislative history states that Congress
modeled the ADA definition of disability on the definition contained in
the Rehabilitation Act, and said it wished to return courts to the way
they had construed that definition. See 2008 House Judiciary Committee
Report at 6. Describing this goal, the legislative history states that
courts had interpreted the Rehabilitation Act definition ``broadly to
include persons with a wide range of physical and mental impairments
such as epilepsy, diabetes, multiple sclerosis, and intellectual and
developmental disabilities * * * even where a mitigating measure--like
medication or a hearing aid--might lessen their impact on the
individual.'' Id.; See also id. at 9 (referring to individuals with
disabilities that had been covered under the Rehabilitation Act and that
Congress intended to include under the ADA--``people with serious health
conditions like epilepsy, diabetes, cancer, cerebral palsy, multiple
sclerosis, intellectual and developmental disabilities''); id. at n.6
(citing cases also finding that cerebral palsy, hearing impairments,
mental retardation, heart disease, and vision in only one eye were
disabilities under the Rehabilitation Act); id. at 10 (citing testimony
from Rep. Steny H. Hoyer, one of the original lead sponsors of the ADA
in 1990, stating that ``we could not have fathomed that people with
diabetes, epilepsy, heart conditions, cancer, mental illnesses and other
disabilities would have their ADA claims denied because they would be
considered too functional to meet the definition of disability''); 2008
Senate Statement of Managers at 3 (explaining that ``we [we]re faced
with a situation in which physical or mental impairments that would
previously [under the Rehabilitation Act] have been found to constitute
disabilities [we]re not considered disabilities'' and citing individuals
with impairments such as amputation, intellectual disabilities,
epilepsy, multiple sclerosis, diabetes, muscular dystrophy, and cancer
as examples).
    Of course, the impairments listed in subparagraph 1630.2(j)(3)(iii)
may substantially limit a variety of other major life activities in
addition to those listed in the regulation. For example, mobility
impairments requiring the use of a wheelchair substantially limit the
major life activity of walking. Diabetes may substantially limit major
life activities such as eating, sleeping, and thinking. Major depressive
disorder may substantially limit major life activities such as thinking,
concentrating, sleeping, and interacting with others. Multiple sclerosis
may substantially limit major life activities such as walking, bending,
and lifting.
    By using the term ``brain function'' to describe the system affected
by various mental impairments, the Commission is expressing no view on
the debate concerning whether mental illnesses are caused by
environmental or biological factors, but rather intends the term to
capture functions such as the ability of the brain to regulate thought
processes and emotions.

           Section 1630.2(j)(4) Condition, Manner, or Duration

    The regulations provide that facts such as the ``condition, manner,
or duration'' of an individual's performance of a major life activity
may be useful in determining whether an impairment results in a
substantial limitation. In the legislative history of the ADAAA,
Congress reiterated what it had said at the time of the original ADA:
``A person is

[[Page 390]]

considered an individual with a disability for purposes of the first
prong of the definition when [one or more of] the individual's important
life activities are restricted as to the conditions, manner, or duration
under which they can be performed in comparison to most people.'' 2008
Senate Statement of Managers at 7 (citing 1989 Senate Report at 23).
According to Congress: ``We particularly believe that this test, which
articulated an analysis that considered whether a person's activities
are limited in condition, duration and manner, is a useful one. We
reiterate that using the correct standard--one that is lower than the
strict or demanding standard created by the Supreme Court in Toyota--
will make the disability determination an appropriate threshold issue
but not an onerous burden for those seeking accommodations * * *. At the
same time, plaintiffs should not be constrained from offering evidence
needed to establish that their impairment is substantially limiting.''
2008 Senate Statement of Managers at 7.
    Consistent with the legislative history, an impairment may
substantially limit the ``condition'' or ``manner'' under which a major
life activity can be performed in a number of ways. For example, the
condition or manner under which a major life activity can be performed
may refer to the way an individual performs a major life activity. Thus,
the condition or manner under which a person with an amputated hand
performs manual tasks will likely be more cumbersome than the way that
someone with two hands would perform the same tasks.
    Condition or manner may also describe how performance of a major
life activity affects the individual with an impairment. For example, an
individual whose impairment causes pain or fatigue that most people
would not experience when performing that major life activity may be
substantially limited. Thus, the condition or manner under which someone
with coronary artery disease performs the major life activity of walking
would be substantially limiting if the individual experiences shortness
of breath and fatigue when walking distances that most people could walk
without experiencing such effects. Similarly, condition or manner may
refer to the extent to which a major life activity, including a major
bodily function, can be performed. For example, the condition or manner
under which a major bodily function can be performed may be
substantially limited when the impairment ``causes the operation [of the
bodily function] to over-produce or under-produce in some harmful
fashion.'' See 2008 House Judiciary Committee Report at 17.
    ``Duration'' refers to the length of time an individual can perform
a major life activity or the length of time it takes an individual to
perform a major life activity, as compared to most people in the general
population. For example, a person whose back or leg impairment precludes
him or her from standing for more than two hours without significant
pain would be substantially limited in standing, since most people can
stand for more than two hours without significant pain. However, a
person who can walk for ten miles continuously is not substantially
limited in walking merely because on the eleventh mile, he or she begins
to experience pain because most people would not be able to walk eleven
miles without experiencing some discomfort. See 2008 Senate Statement of
Managers at 7 (citing 1989 Senate Report at 23).
    The regulations provide that in assessing substantial limitation and
considering facts such as condition, manner, or duration, the non-
ameliorative effects of mitigating measures may be considered. Such
``non-ameliorative effects'' could include negative side effects of
medicine, burdens associated with following a particular treatment
regimen, and complications that arise from surgery, among others. Of
course, in many instances, it will not be necessary to assess the
negative impact of a mitigating measure in determining that a particular
impairment substantially limits a major life activity. For example,
someone with end-stage renal disease is substantially limited in kidney
function, and it thus is not necessary to consider the burdens that
dialysis treatment imposes.
    Condition, manner, or duration may also suggest the amount of time
or effort an individual has to expend when performing a major life
activity because of the effects of an impairment, even if the individual
is able to achieve the same or similar result as someone without the
impairment. For this reason, the regulations include language which says
that the outcome an individual with a disability is able to achieve is
not determinative of whether he or she is substantially limited in a
major life activity.
    Thus, someone with a learning disability may achieve a high level of
academic success, but may nevertheless be substantially limited in the
major life activity of learning because of the additional time or effort
he or she must spend to read, write, or learn compared to most people in
the general population. As Congress emphasized in passing the Amendments
Act, ``[w]hen considering the condition, manner, or duration in which an
individual with a specific learning disability performs a major life
activity, it is critical to reject the assumption that an individual who
has performed well academically cannot be substantially limited in
activities such as learning, reading, writing, thinking, or speaking.''
2008 Senate Statement of Managers at 8. Congress noted that: ``In
particular, some courts have found that students who have reached a high
level of academic achievement are not to be considered individuals with
disabilities under the

[[Page 391]]

ADA, as such individuals may have difficulty demonstrating substantial
limitation in the major life activities of learning or reading relative
to `most people.' When considering the condition, manner or duration in
which an individual with a specific learning disability performs a major
life activity, it is critical to reject the assumption that an
individual who performs well academically or otherwise cannot be
substantially limited in activities such as learning, reading, writing,
thinking, or speaking. As such, the Committee rejects the findings in
Price v. National Board of Medical Examiners, Gonzales v. National Board
of Medical Examiners, and Wong v. Regents of University of California.
The Committee believes that the comparison of individuals with specific
learning disabilities to `most people' is not problematic unto itself,
but requires a careful analysis of the method and manner in which an
individual's impairment limits a major life activity. For the majority
of the population, the basic mechanics of reading and writing do not
pose extraordinary lifelong challenges; rather, recognizing and forming
letters and words are effortless, unconscious, automatic processes.
Because specific learning disabilities are neurologically-based
impairments, the process of reading for an individual with a reading
disability (e.g. dyslexia) is word-by-word, and otherwise cumbersome,
painful, deliberate and slow--throughout life. The Committee expects
that individuals with specific learning disabilities that substantially
limit a major life activity will be better protected under the amended
Act.'' 2008 House Educ. & Labor Rep. at 10-11.
    It bears emphasizing that while it may be useful in appropriate
cases to consider facts such as condition, manner, or duration, it is
always necessary to consider and apply the rules of construction in
Sec. 1630.2(j)(1)(i)-(ix) that set forth the elements of broad coverage
enacted by Congress. 2008 Senate Statement of Managers at 6.
Accordingly, while the Commission's regulations retain the concept of
``condition, manner, or duration,'' they no longer include the
additional list of ``substantial limitation'' factors contained in the
previous version of the regulations (i.e., the nature and severity of
the impairment, duration or expected duration of the impairment, and
actual or expected permanent or long-term impact of or resulting from
the impairment).
    Finally, ``condition, manner, or duration'' are not intended to be
used as a rigid three-part standard that must be met to establish a
substantial limitation. ``Condition, manner, or duration'' are not
required ``factors'' that must be considered as a talismanic test.
Rather, in referring to ``condition, manner, or duration,'' the
regulations make clear that these are merely the types of facts that may
be considered in appropriate cases. To the extent such aspects of
limitation may be useful or relevant to show a substantial limitation in
a particular fact pattern, some or all of them (and related facts) may
be considered, but evidence relating to each of these facts may not be
necessary to establish coverage.
    At the same time, individuals seeking coverage under the first or
second prong of the definition of disability should not be constrained
from offering evidence needed to establish that their impairment is
substantially limiting. See 2008 Senate Statement of Managers at 7. Of
course, covered entities may defeat a showing of ``substantial
limitation'' by refuting whatever evidence the individual seeking
coverage has offered, or by offering evidence that shows an impairment
does not impose a substantial limitation on a major life activity.
However, a showing of substantial limitation is not defeated by facts
related to ``condition, manner, or duration'' that are not pertinent to
the substantial limitation the individual has proffered.

Sections 1630.2(j)(5) and (6) Examples of Mitigating Measures; Ordinary
                      Eyeglasses or Contact Lenses

    These provisions of the regulations provide numerous examples of
mitigating measures and the definition of ``ordinary eyeglasses or
contact lenses.'' These definitions have been more fully discussed in
the portions of this interpretive guidance concerning the rules of
construction in Sec. 1630.2(j)(1).

                    Substantially Limited in Working

    The Commission has removed from the text of the regulations a
discussion of the major life activity of working. This is consistent
with the fact that no other major life activity receives special
attention in the regulation, and with the fact that, in light of the
expanded definition of disability established by the Amendments Act,
this major life activity will be used in only very targeted situations.
    In most instances, an individual with a disability will be able to
establish coverage by showing substantial limitation of a major life
activity other than working; impairments that substantially limit a
person's ability to work usually substantially limit one or more other
major life activities. This will be particularly true in light of the
changes made by the ADA Amendments Act. See, e.g., Corley v. Dep't of
Veterans Affairs ex rel Principi, 218 F. App'x. 727, 738 (10th Cir.
2007) (employee with seizure disorder was not substantially limited in
working because he was not foreclosed from jobs involving driving,
operating machinery, childcare, military service, and other jobs;
employee would now be substantially limited in neurological function);
Olds v. United Parcel Serv., Inc., 127 F. App'x. 779, 782 (6th Cir.
2005) (employee

[[Page 392]]

with bone marrow cancer was not substantially limited in working due to
lifting restrictions caused by his cancer; employee would now be
substantially limited in normal cell growth); Williams v. Philadelphia
Hous. Auth. Police Dep't, 380 F.3d 751, 763-64 (3d Cir. 2004) (issue of
material fact concerning whether police officer's major depression
substantially limited him in performing a class of jobs due to
restrictions on his ability to carry a firearm; officer would now be
substantially limited in brain function).\2\
---------------------------------------------------------------------------

    \2\ In addition, many cases previously analyzed in terms of whether
the plaintiff was ``substantially limited in working'' will now be
analyzed under the ``regarded as'' prong of the definition of disability
as revised by the Amendments Act. See, e.g., Cannon v. Levi Strauss &
Co., 29 F. App'x. 331 (6th Cir. 2002) (factory worker laid off due to
her carpal tunnel syndrome not regarded as substantially limited in
working because her job of sewing machine operator was not a ``broad
class of jobs''; she would now be protected under the third prong
because she was fired because of her impairment, carpal tunnel
syndrome); Bridges v. City of Bossier, 92 F.3d 329 (5th Cir. 1996)
(applicant not hired for firefighting job because of his mild hemophilia
not regarded as substantially limited in working; applicant would now be
protected under the third prong because he was not hired because of his
impairment, hemophilia).
---------------------------------------------------------------------------

    In the rare cases where an individual has a need to demonstrate that
an impairment substantially limits him or her in working, the individual
can do so by showing that the impairment substantially limits his or her
ability to perform a class of jobs or broad range of jobs in various
classes as compared to most people having comparable training, skills,
and abilities. In keeping with the findings and purposes of the
Amendments Act, the determination of coverage under the law should not
require extensive and elaborate assessment, and the EEOC and the courts
are to apply a lower standard in determining when an impairment
substantially limits a major life activity, including the major life
activity of working, than they applied prior to the Amendments Act. The
Commission believes that the courts, in applying an overly strict
standard with regard to ``substantially limits'' generally, have reached
conclusions with regard to what is necessary to demonstrate a
substantial limitation in the major life activity of working that would
be inconsistent with the changes now made by the Amendments Act.
Accordingly, as used in this section the terms ``class of jobs'' and
``broad range of jobs in various classes'' will be applied in a more
straightforward and simple manner than they were applied by the courts
prior to the Amendments Act.\3\
---------------------------------------------------------------------------

    \3\ In analyzing working as a major life activity in the past, some
courts have imposed a complex and onerous standard that would be
inappropriate under the Amendments Act. See, e.g., Duncan v. WMATA, 240
F.3d 1110, 1115 (DC Cir. 2001) (manual laborer whose back injury
prevented him from lifting more than 20 pounds was not substantially
limited in working because he did not present evidence of the number and
types of jobs available to him in the Washington area; testimony
concerning his inquiries and applications for truck driving jobs that
all required heavy lifting was insufficient); Taylor v. Federal Express
Corp., 429 F.3d 461, 463-64 (4th Cir. 2005) (employee's impairment did
not substantially limit him in working because, even though evidence
showed that employee's injury disqualified him from working in numerous
jobs in his geographic region, it also showed that he remained qualified
for many other jobs). Under the Amendments Act, the determination of
whether a person is substantially limited in working is more
straightforward and simple than it was prior to the Act.
---------------------------------------------------------------------------

    Demonstrating a substantial limitation in performing the unique
aspects of a single specific job is not sufficient to establish that a
person is substantially limited in the major life activity of working.
    A class of jobs may be determined by reference to the nature of the
work that an individual is limited in performing (such as commercial
truck driving, assembly line jobs, food service jobs, clerical jobs, or
law enforcement jobs) or by reference to job-related requirements that
an individual is limited in meeting (for example, jobs requiring
repetitive bending, reaching, or manual tasks, jobs requiring repetitive
or heavy lifting, prolonged sitting or standing, extensive walking,
driving, or working under conditions such as high temperatures or noise
levels).
    For example, if a person whose job requires heavy lifting develops a
disability that prevents him or her from lifting more than fifty pounds
and, consequently, from performing not only his or her existing job but
also other jobs that would similarly require heavy lifting, that person
would be substantially limited in working because he or she is
substantially limited in performing the class of jobs that require heavy
lifting.

     Section 1630.2(k) Record of a Substantially Limiting Impairment

    The second prong of the definition of ``disability'' provides that
an individual with a record of an impairment that substantially limits
or limited a major life activity is an individual with a disability. The
intent of

[[Page 393]]

this provision, in part, is to ensure that people are not discriminated
against because of a history of disability. For example, the ``record
of'' provision would protect an individual who was treated for cancer
ten years ago but who is now deemed by a doctor to be free of cancer,
from discrimination based on that prior medical history. This provision
also ensures that individuals are not discriminated against because they
have been misclassified as disabled. For example, individuals
misclassified as having learning disabilities or intellectual
disabilities (formerly termed ``mental retardation'') are protected from
discrimination on the basis of that erroneous classification. Senate
Report at 23; House Labor Report at 52-53; House Judiciary Report at 29;
2008 House Judiciary Report at 7-8 & n.14. Similarly, an employee who in
the past was misdiagnosed with bipolar disorder and hospitalized as the
result of a temporary reaction to medication she was taking has a record
of a substantially limiting impairment, even though she did not actually
have bipolar disorder.
    This part of the definition is satisfied where evidence establishes
that an individual has had a substantially limiting impairment. The
impairment indicated in the record must be an impairment that would
substantially limit one or more of the individual's major life
activities. There are many types of records that could potentially
contain this information, including but not limited to, education,
medical, or employment records.
    Such evidence that an individual has a past history of an impairment
that substantially limited a major life activity is all that is
necessary to establish coverage under the second prong. An individual
may have a ``record of'' a substantially limiting impairment--and thus
be protected under the ``record of'' prong of the statute--even if a
covered entity does not specifically know about the relevant record. Of
course, for the covered entity to be liable for discrimination under
title I of the ADA, the individual with a ``record of'' a substantially
limiting impairment must prove that the covered entity discriminated on
the basis of the record of the disability.
    The terms ``substantially limits'' and ``major life activity'' under
the second prong of the definition of ``disability'' are to be construed
in accordance with the same principles applicable under the ``actual
disability'' prong, as set forth in Sec. 1630.2(j).
    Individuals who are covered under the ``record of'' prong will often
be covered under the first prong of the definition of disability as
well. This is a consequence of the rule of construction in the ADAAA and
the regulations providing that an individual with an impairment that is
episodic or in remission can be protected under the first prong if the
impairment would be substantially limiting when active. See 42 U.S.C.
12102(4)(D); Sec. 1630.2(j)(1)(vii). Thus, an individual who has cancer
that is currently in remission is an individual with a disability under
the ``actual disability'' prong because he has an impairment that would
substantially limit normal cell growth when active. He is also covered
by the ``record of'' prong based on his history of having had an
impairment that substantially limited normal cell growth.
    Finally, this section of the EEOC's regulations makes it clear that
an individual with a record of a disability is entitled to a reasonable
accommodation currently needed for limitations resulting from or
relating to the past substantially limiting impairment. This conclusion,
which has been the Commission's long-standing position, is confirmed by
language in the ADA Amendments Act stating that individuals covered only
under the ``regarded as'' prong of the definition of disability are not
entitled to reasonable accommodation. See 42 U.S.C. 12201(h). By
implication, this means that individuals covered under the first or
second prongs are otherwise eligible for reasonable accommodations. See
2008 House Judiciary Committee Report at 22 (``This makes clear that the
duty to accommodate . . . arises only when an individual establishes
coverage under the first or second prong of the definition.''). Thus, as
the regulations explain, an employee with an impairment that previously
substantially limited but no longer substantially limits, a major life
activity may need leave or a schedule change to permit him or her to
attend follow-up or ``monitoring'' appointments from a health care
provider.

  Section 1630.2(l) Regarded as Substantially Limited in a Major Life
                                Activity

    Coverage under the ``regarded as'' prong of the definition of
disability should not be difficult to establish. See 2008 House
Judiciary Committee Report at 17 (explaining that Congress never
expected or intended it would be a difficult standard to meet). Under
the third prong of the definition of disability, an individual is
``regarded as having such an impairment'' if the individual is subjected
to an action prohibited by the ADA because of an actual or perceived
impairment that is not ``transitory and minor.''
    This third prong of the definition of disability was originally
intended to express Congress's understanding that ``unfounded concerns,
mistaken beliefs, fears, myths, or prejudice about disabilities are
often just as disabling as actual impairments, and [its] corresponding
desire to prohibit discrimination founded on such perceptions.'' 2008
Senate Statement of Managers at 9; 2008 House Judiciary Committee Report
at 17 (same). In passing the original ADA, Congress relied extensively
on the reasoning of School Board of

[[Page 394]]

Nassau County v. Arline \4\ ``that the negative reactions of others are
just as disabling as the actual impact of an impairment.'' 2008 Senate
Statement of Managers at 9. The ADAAA reiterates Congress's reliance on
the broad views enunciated in that decision, and Congress ``believe[s]
that courts should continue to rely on this standard.'' Id.
---------------------------------------------------------------------------

    \4\ 480 U.S. at 282-83.
---------------------------------------------------------------------------

    Accordingly, the ADA Amendments Act broadened the application of the
``regarded as'' prong of the definition of disability. 2008 Senate
Statement of Managers at 9-10. In doing so, Congress rejected court
decisions that had required an individual to establish that a covered
entity perceived him or her to have an impairment that substantially
limited a major life activity. This provision is designed to restore
Congress's intent to allow individuals to establish coverage under the
``regarded as'' prong by showing that they were treated adversely
because of an impairment, without having to establish the covered
entity's beliefs concerning the severity of the impairment. Joint Hoyer-
Sensenbrenner Statement at 3.
    Thus it is not necessary, as it was prior to the ADA Amendments Act,
for an individual to demonstrate that a covered entity perceived him as
substantially limited in the ability to perform a major life activity in
order for the individual to establish that he or she is covered under
the ``regarded as'' prong. Nor is it necessary to demonstrate that the
impairment relied on by a covered entity is (in the case of an actual
impairment) or would be (in the case of a perceived impairment)
substantially limiting for an individual to be ``regarded as having such
an impairment.'' In short, to qualify for coverage under the ``regarded
as'' prong, an individual is not subject to any functional test. See
2008 Senate Statement of Managers at 13 (``The functional limitation
imposed by an impairment is irrelevant to the third `regarded as'
prong.''); 2008 House Judiciary Committee Report at 17 (that is, ``the
individual is not required to show that the perceived impairment limits
performance of a major life activity''). The concepts of ``major life
activities'' and ``substantial limitation'' simply are not relevant in
evaluating whether an individual is ``regarded as having such an
impairment.''
    To illustrate how straightforward application of the ``regarded as''
prong is, if an employer refused to hire an applicant because of skin
graft scars, the employer has regarded the applicant as an individual
with a disability. Similarly, if an employer terminates an employee
because he has cancer, the employer has regarded the employee as an
individual with a disability.
    A ``prohibited action'' under the ``regarded as'' prong refers to an
action of the type that would be unlawful under the ADA (but for any
defenses to liability). Such prohibited actions include, but are not
limited to, refusal to hire, demotion, placement on involuntary leave,
termination, exclusion for failure to meet a qualification standard,
harassment, or denial of any other term, condition, or privilege of
employment.
    Where an employer bases a prohibited employment action on an actual
or perceived impairment that is not ``transitory and minor,'' the
employer regards the individual as disabled, whether or not myths,
fears, or stereotypes about disability motivated the employer's
decision. Establishing that an individual is ``regarded as having such
an impairment'' does not, by itself, establish liability. Liability is
established only if an individual meets the burden of proving that the
covered entity discriminated unlawfully within the meaning of section
102 of the ADA, 42 U.S.C. 12112.
    Whether a covered entity can ultimately establish a defense to
liability is an inquiry separate from, and follows after, a
determination that an individual was regarded as having a disability.
Thus, for example, an employer who terminates an employee with angina
from a manufacturing job that requires the employee to work around
machinery, believing that the employee will pose a safety risk to
himself or others if he were suddenly to lose consciousness, has
regarded the individual as disabled. Whether the employer has a defense
(e.g., that the employee posed a direct threat to himself or coworkers)
is a separate inquiry.
    The fact that the ``regarded as'' prong requires proof of causation
in order to show that a person is covered does not mean that proving a
``regarded as'' claim is complex. While a person must show, for both
coverage under the ``regarded as'' prong and for ultimate liability,
that he or she was subjected to a prohibited action because of an actual
or perceived impairment, this showing need only be made once. Thus,
evidence that a covered entity took a prohibited action because of an
impairment will establish coverage and will be relevant in establishing
liability, although liability may ultimately turn on whether the covered
entity can establish a defense.
    As prescribed in the ADA Amendments Act, the regulations provide an
exception to coverage under the ``regarded as'' prong where the
impairment on which a prohibited action is based is both transitory
(having an actual or expected duration of six months or less) and minor.
The regulations make clear (at Sec. 1630.2(l)(2) and Sec. 1630.15(f))
that this exception is a defense to a claim of discrimination.
``Providing this exception responds to concerns raised by employer
organizations and is reasonable under the `regarded as' prong of the
definition because individuals seeking coverage under this prong need
not

[[Page 395]]

meet the functional limitation requirement contained in the first two
prongs of the definition.'' 2008 Senate Statement of Managers at 10; See
also 2008 House Judiciary Committee Report at 18 (explaining that
``absent this exception, the third prong of the definition would have
covered individuals who are regarded as having common ailments like the
cold or flu, and this exception responds to concerns raised by members
of the business community regarding potential abuse of this provision
and misapplication of resources on individuals with minor ailments that
last only a short period of time''). However, as an exception to the
general rule for broad coverage under the ``regarded as'' prong, this
limitation on coverage should be construed narrowly. 2008 House
Judiciary Committee Report at 18.
    The relevant inquiry is whether the actual or perceived impairment
on which the employer's action was based is objectively ``transitory and
minor,'' not whether the employer claims it subjectively believed the
impairment was transitory and minor. For example, an employer who
terminates an employee whom it believes has bipolar disorder cannot take
advantage of this exception by asserting that it believed the employee's
impairment was transitory and minor, since bipolar disorder is not
objectively transitory and minor. At the same time, an employer that
terminated an employee with an objectively ``transitory and minor'' hand
wound, mistakenly believing it to be symptomatic of HIV infection, will
nevertheless have ``regarded'' the employee as an individual with a
disability, since the covered entity took a prohibited employment action
based on a perceived impairment (HIV infection) that is not ``transitory
and minor.''
    An individual covered only under the ``regarded as'' prong is not
entitled to reasonable accommodation. 42 U.S.C. 12201(h). Thus, in cases
where reasonable accommodation is not at issue, the third prong provides
a more straightforward framework for analyzing whether discrimination
occurred. As Congress observed in enacting the ADAAA: ``[W]e expect [the
first] prong of the definition to be used only by people who are
affirmatively seeking reasonable accommodations or modifications. Any
individual who has been discriminated against because of an impairment--
short of being granted a reasonable accommodation or modification--
should be bringing a claim under the third prong of the definition which
will require no showing with regard to the severity of his or her
impairment.'' Joint Hoyer-Sensenbrenner Statement at 6.

                 Section 1630.2(m) Qualified Individual

    The ADA prohibits discrimination on the basis of disability against
a qualified individual. The determination of whether an individual with
a disability is ``qualified'' should be made in two steps. The first
step is to determine if the individual satisfies the prerequisites for
the position, such as possessing the appropriate educational background,
employment experience, skills, licenses, etc. For example, the first
step in determining whether an accountant who is paraplegic is qualified
for a certified public accountant (CPA) position is to examine the
individual's credentials to determine whether the individual is a
licensed CPA. This is sometimes referred to in the Rehabilitation Act
caselaw as determining whether the individual is ``otherwise qualified''
for the position. See Senate Report at 33; House Labor Report at 64-65.
(See Sec. 1630.9 Not Making Reasonable Accommodation).
    The second step is to determine whether or not the individual can
perform the essential functions of the position held or desired, with or
without reasonable accommodation. The purpose of this second step is to
ensure that individuals with disabilities who can perform the essential
functions of the position held or desired are not denied employment
opportunities because they are not able to perforn marginal functions of
the position. House Labor Report at 55.
    The determination of whether an individual with a disability is
qualified is to be made at the time of the employment decision. This
determination should be based on the capabilities of the individual with
a disability at the time of the employment decision, and should not be
based on speculation that the employee may become unable in the future
or may cause increased health insurance premiums or workers compensation
costs.

                  Section 1630.2(n) Essential Functions

    The determination of which functions are essential may be critical
to the determination of whether or not the individual with a disability
is qualified. The essential functions are those functions that the
individual who holds the position must be able to perform unaided or
with the assistance of a reasonable accommodation.
    The inquiry into whether a particular function is essential
initially focuses on whether the employer actually requires employees in
the position to perform the functions that the employer asserts are
essential. For example, an employer may state that typing is an
essential function of a position. If, in fact, the employer has never
required any employee in that particular position to type, this will be
evidence that typing is not actually an essential function of the
position.
    If the individual who holds the position is actually required to
perform the function the employer asserts is an essential function, the
inquiry will then center around whether removing the function would
fundamentally

[[Page 396]]

alter that position. This determination of whether or not a particular
function is essential will generally include one or more of the
following factors listed in part 1630.
    The first factor is whether the position exists to perform a
particular function. For example, an individual may be hired to
proofread documents. The ability to proofread the documents would then
be an essential function, since this is the only reason the position
exists.
    The second factor in determining whether a function is essential is
the number of other employees available to perform that job function or
among whom the performance of that job function can be distributed. This
may be a factor either because the total number of available employees
is low, or because of the fluctuating demands of the business operation.
For example, if an employer has a relatively small number of available
employees for the volume of work to be performed, it may be necessary
that each employee perform a multitude of different functions.
Therefore, the performance of those functions by each employee becomes
more critical and the options for reorganizing the work become more
limited. In such a situation, functions that might not be essential if
there were a larger staff may become essential because the staff size is
small compared to the volume of work that has to be done. See Treadwell
v. Alexander, 707 F.2d 473 (11th Cir. 1983).
    A similar situation might occur in a larger work force if the
workflow follows a cycle of heavy demand for labor intensive work
followed by low demand periods. This type of workflow might also make
the performance of each function during the peak periods more critical
and might limit the employer's flexibility in reorganizing operating
procedures. See Dexler v. Tisch, 660 F. Supp. 1418 (D. Conn. 1987).
    The third factor is the degree of expertise or skill required to
perform the function. In certain professions and highly skilled
positions the employee is hired for his or her expertise or ability to
perform the particular function. In such a situation, the performance of
that specialized task would be an essential function.
    Whether a particular function is essential is a factual
determination that must be made on a case by case basis. In determining
whether or not a particular function is essential, all relevant evidence
should be considered. Part 1630 lists various types of evidence, such as
an established job description, that should be considered in determining
whether a particular function is essential. Since the list is not
exhaustive, other relevant evidence may also be presented. Greater
weight will not be granted to the types of evidence included on the list
than to the types of evidence not listed.
    Although part 1630 does not require employers to develop or maintain
job descriptions, written job descriptions prepared before advertising
or interviewing applicants for the job, as well as the employer's
judgment as to what functions are essential are among the relevant
evidence to be considered in determining whether a particular function
is essential. The terms of a collective bargaining agreement are also
relevant to the determination of whether a particular function is
essential. The work experience of past employees in the job or of
current employees in similar jobs is likewise relevant to the
determination of whether a particular function is essential. See H.R.
Conf. Rep. No. 101-596, 101st Cong., 2d Sess. 58 (1990) [hereinafter
Conference Report]; House Judiciary Report at 33-34. See also Hall v.
U.S. Postal Service, 857 F.2d 1073 (6th Cir. 1988).
    The time spent performing the particular function may also be an
indicator of whether that function is essential. For example, if an
employee spends the vast majority of his or her time working at a cash
register, this would be evidence that operating the cash register is an
essential function. The consequences of failing to require the employee
to perform the function may be another indicator of whether a particular
function is essential. For example, although a firefighter may not
regularly have to carry an unconscious adult out of a burning building,
the consequence of failing to require the firefighter to be able to
perform this function would be serious.
    It is important to note that the inquiry into essential functions is
not intended to second guess an employer's business judgment with regard
to production standards, whether qualitative or quantitative, nor to
require employers to lower such standards. (See Sec. 1630.10
Qualification Standards, Tests and Other Selection Criteria). If an
employer requires its typists to be able to accurately type 75 words per
minute, it will not be called upon to explain why an inaccurate work
product, or a typing speed of 65 words per minute, would not be
adequate. Similarly, if a hotel requires its service workers to
thoroughly clean 16 rooms per day, it will not have to explain why it
requires thorough cleaning, or why it chose a 16 room rather than a 10
room requirement. However, if an employer does require accurate 75 word
per minute typing or the thorough cleaning of 16 rooms, it will have to
show that it actually imposes such requirements on its employees in
fact, and not simply on paper. It should also be noted that, if it is
alleged that the employer intentionally selected the particular level of
production to exclude individuals with disabilities, the employer may
have to offer a legitimate, nondiscriminatory reason for its selection.

[[Page 397]]

               Section 1630.2(o) Reasonable Accommodation

    An individual with a disability is considered ``qualified'' if the
individual can perform the essential functions of the position held or
desired with or without reasonable accommodation. A covered entity is
required, absent undue hardship, to provide reasonable accommodation to
an otherwise qualified individual with a substantially limiting
impairment or a ``record of'' such an impairment. However, a covered
entity is not required to provide an accommodation to an individual who
meets the definition of disability solely under the ``regarded as''
prong.
    The legislative history of the ADAAA makes clear that Congress
included this provision in response to various court decisions that had
held (pre-Amendments Act) that individuals who were covered solely under
the ``regarded as'' prong were eligible for reasonable accommodations.
In those cases, the plaintiffs had been found not to be covered under
the first prong of the definition of disability ``because of the overly
stringent manner in which the courts had been interpreting that prong.''
2008 Senate Statement of Managers at 11. The legislative history goes on
to explain that ``[b]ecause of [Congress's] strong belief that
accommodating individuals with disabilities is a key goal of the ADA,
some members [of Congress] continue to have reservations about this
provision.'' Id. However, Congress ultimately concluded that clarifying
that individuals covered solely under the ``regarded as'' prong are not
entitled to reasonable accommodations ``is an acceptable compromise
given our strong expectation that such individuals would now be covered
under the first prong of the definition [of disability], properly
applied''). Further, individuals covered only under the third prong
still may bring discrimination claims (other than failure-to-accommodate
claims) under title I of the ADA. 2008 Senate Statement of Managers at
9-10.
    In general, an accommodation is any change in the work environment
or in the way things are customarily done that enables an individual
with a disability to enjoy equal employment opportunities. There are
three categories of reasonable accommodation. These are (1)
accommodations that are required to ensure equal opportunity in the
application process; (2) accommodations that enable the employer's
employees with disabilities to perform the essential functions of the
position held or desired; and (3) accommodations that enable the
employer's employees with disabilities to enjoy equal benefits and
privileges of employment as are enjoyed by employees without
disabilities. It should be noted that nothing in this part prohibits
employers or other covered entities from providing accommodations beyond
those required by this part.
    Part 1630 lists the examples, specified in title I of the ADA, of
the most common types of accommodation that an employer or other covered
entity may be required to provide. There are any number of other
specific accommodations that may be appropriate for particular
situations but are not specifically mentioned in this listing. This
listing is not intended to be exhaustive of accommodation possibilities.
For example, other accommodations could include permitting the use of
accrued paid leave or providing additional unpaid leave for necessary
treatment, making employer provided transportation accessible, and
providing reserved parking spaces. Providing personal assistants, such
as a page turner for an employee with no hands or a travel attendant to
act as a sighted guide to assist a blind employee on occasional business
trips, may also be a reasonable accommodation. Senate Report at 31;
House Labor Report at 62; House Judiciary Report at 39.
    It may also be a reasonable accommodation to permit an individual
with a disability the opportunity to provide and utilize equipment, aids
or services that an employer is not required to provide as a reasonable
accommodation. For example, it would be a reasonable accommodation for
an employer to permit an individual who is blind to use a guide dog at
work, even though the employer would not be required to provide a guide
dog for the employee.
    The accommodations included on the list of reasonable accommodations
are generally self explanatory. However, there are a few that require
further explanation. One of these is the accommodation of making
existing facilities used by employees readily accessible to, and usable
by, individuals with disabilities. This accommodation includes both
those areas that must be accessible for the employee to perform
essential job functions, as well as non-work areas used by the
employer's employees for other purposes. For example, accessible break
rooms, lunch rooms, training rooms, restrooms etc., may be required as
reasonable accommodations.
    Another of the potential accommodations listed is ``job
restructuring.'' An employer or other covered entity may restructure a
job by reallocating or redistributing nonessential, marginal job
functions. For example, an employer may have two jobs, each of which
entails the performance of a number of marginal functions. The employer
hires an individual with a disability who is able to perform some of the
marginal functions of each job but not all of the marginal functions of
either job. As an accommodation, the employer may redistribute the
marginal functions so that all of the marginal functions that the
individual with a disability can perform are made a part of the position

[[Page 398]]

to be filled by the individual with a disability. The remaining marginal
functions that the individual with a disability cannot perform would
then be transferred to the other position. See Senate Report at 31;
House Labor Report at 62.
    An employer or other covered entity is not required to reallocate
essential functions. The essential functions are by definition those
that the individual who holds the job would have to perform, with or
without reasonable accommodation, in order to be considered qualified
for the position. For example, suppose a security guard position
requires the individual who holds the job to inspect identification
cards. An employer would not have to provide an individual who is
legally blind with an assistant to look at the identification cards for
the legally blind employee. In this situation the assistant would be
performing the job for the individual with a disability rather than
assisting the individual to perform the job. See Coleman v. Darden, 595
F.2d 533 (10th Cir. 1979).
    An employer or other covered entity may also restructure a job by
altering when and/or how an essential function is performed. For
example, an essential function customarily performed in the early
morning hours may be rescheduled until later in the day as a reasonable
accommodation to a disability that precludes performance of the function
at the customary hour. Likewise, as a reasonable accommodation, an
employee with a disability that inhibits the ability to write, may be
permitted to computerize records that were customarily maintained
manually.
    Reassignment to a vacant position is also listed as a potential
reasonable accommodation. In general, reassignment should be considered
only when accommodation within the individual's current position would
pose an undue hardship. Reassignment is not available to applicants. An
applicant for a position must be qualified for, and be able to perform
the essential functions of, the position sought with or without
reasonable accommodation.
    Reassignment may not be used to limit, segregate, or otherwise
discriminate against employees with disabilities by forcing
reassignments to undesirable positions or to designated offices or
facilities. Employers should reassign the individual to an equivalent
position, in terms of pay, status, etc., if the individual is qualified,
and if the position is vacant within a reasonable amount of time. A
``reasonable amount of time'' should be determined in light of the
totality of the circumstances. As an example, suppose there is no vacant
position available at the time that an individual with a disability
requests reassignment as a reasonable accommodation. The employer,
however, knows that an equivalent position for which the individual is
qualified, will become vacant next week. Under these circumstances, the
employer should reassign the individual to the position when it becomes
available.
    An employer may reassign an individual to a lower graded position if
there are no accommodations that would enable the employee to remain in
the current position and there are no vacant equivalent positions for
which the individual is qualified with or without reasonable
accommodation. An employer, however, is not required to maintain the
reassigned individual with a disability at the salary of the higher
graded position if it does not so maintain reassigned employees who are
not disabled. It should also be noted that an employer is not required
to promote an individual with a disability as an accommodation. See
Senate Report at 31-32; House Labor Report at 63.
    The determination of which accommodation is appropriate in a
particular situation involves a process in which the employer and
employee identify the precise limitations imposed by the disability and
explore potential accommodations that would overcome those limitations.
This process is discussed more fully in Sec. 1630.9 Not Making
Reasonable Accommodation.

                    Section 1630.2(p) Undue Hardship

    An employer or other covered entity is not required to provide an
accommodation that will impose an undue hardship on the operation of the
employer's or other covered entity's business. The term ``undue
hardship'' means significant difficulty or expense in, or resulting
from, the provision of the accommodation. The ``undue hardship''
provision takes into account the financial realities of the particular
employer or other covered entity. However, the concept of undue hardship
is not limited to financial difficulty. ``Undue hardship'' refers to any
accommodation that would be unduly costly, extensive, substantial, or
disruptive, or that would fundamentally alter the nature or operation of
the business. See Senate Report at 35; House Labor Report at 67.
    For example, suppose an individual with a disabling visual
impairment that makes it extremely difficult to see in dim lighting
applies for a position as a waiter in a nightclub and requests that the
club be brightly lit as a reasonable accommodation. Although the
individual may be able to perform the job in bright lighting, the
nightclub will probably be able to demonstrate that that particular
accommodation, though inexpensive, would impose an undue hardship if the
bright lighting would destroy the ambience of the nightclub and/or make
it difficult for the customers to see the stage show. The fact that that
particular accommodation poses an undue hardship, however, only means
that the employer is not required to provide that

[[Page 399]]

accommodation. If there is another accommodation that will not create an
undue hardship, the employer would be required to provide the
alternative accommodation.
    An employer's claim that the cost of a particular accommodation will
impose an undue hardship will be analyzed in light of the factors
outlined in part 1630. In part, this analysis requires a determination
of whose financial resources should be considered in deciding whether
the accommodation is unduly costly. In some cases the financial
resources of the employer or other covered entity in its entirety should
be considered in determining whether the cost of an accommodation poses
an undue hardship. In other cases, consideration of the financial
resources of the employer or other covered entity as a whole may be
inappropriate because it may not give an accurate picture of the
financial resources available to the particular facility that will
actually be required to provide the accommodation. See House Labor
Report at 68-69; House Judiciary Report at 40-41; see also Conference
Report at 56-57.
    If the employer or other covered entity asserts that only the
financial resources of the facility where the individual will be
employed should be considered, part 1630 requires a factual
determination of the relationship between the employer or other covered
entity and the facility that will provide the accommodation. As an
example, suppose that an independently owned fast food franchise that
receives no money from the franchisor refuses to hire an individual with
a hearing impairment because it asserts that it would be an undue
hardship to provide an interpreter to enable the individual to
participate in monthly staff meetings. Since the financial relationship
between the franchisor and the franchise is limited to payment of an
annual franchise fee, only the financial resources of the franchise
would be considered in determining whether or not providing the
accommodation would be an undue hardship. See House Labor Report at 68;
House Judiciary Report at 40.
    If the employer or other covered entity can show that the cost of
the accommodation would impose an undue hardship, it would still be
required to provide the accommodation if the funding is available from
another source, e.g., a State vocational rehabilitation agency, or if
Federal, State or local tax deductions or tax credits are available to
offset the cost of the accommodation. If the employer or other covered
entity receives, or is eligible to receive, monies from an external
source that would pay the entire cost of the accommodation, it cannot
claim cost as an undue hardship. In the absence of such funding, the
individual with a disability requesting the accommodation should be
given the option of providing the accommodation or of paying that
portion of the cost which constitutes the undue hardship on the
operation of the business. To the extent that such monies pay or would
pay for only part of the cost of the accommodation, only that portion of
the cost of the accommodation that could not be recovered--the final net
cost to the entity--may be considered in determining undue hardship.
(See Sec. 1630.9 Not Making Reasonable Accommodation). See Senate
Report at 36; House Labor Report at 69.

                     Section 1630.2(r) Direct Threat

    An employer may require, as a qualification standard, that an
individual not pose a direct threat to the health or safety of himself/
herself or others. Like any other qualification standard, such a
standard must apply to all applicants or employees and not just to
individuals with disabilities. If, however, an individual poses a direct
threat as a result of a disability, the employer must determine whether
a reasonable accommodation would either eliminate the risk or reduce it
to an acceptable level. If no accommodation exists that would either
eliminate or reduce the risk, the employer may refuse to hire an
applicant or may discharge an employee who poses a direct threat.
    An employer, however, is not permitted to deny an employment
opportunity to an individual with a disability merely because of a
slightly increased risk. The risk can only be considered when it poses a
significant risk, i.e., high probability, of substantial harm; a
speculative or remote risk is insufficient. See Senate Report at 27;
House Report Labor Report at 56-57; House Judiciary Report at 45.
    Determining whether an individual poses a significant risk of
substantial harm to others must be made on a case by case basis. The
employer should identify the specific risk posed by the individual. For
individuals with mental or emotional disabilities, the employer must
identify the specific behavior on the part of the individual that would
pose the direct threat. For individuals with physical disabilities, the
employer must identify the aspect of the disability that would pose the
direct threat. The employer should then consider the four factors listed
in part 1630:
    (1) The duration of the risk;
    (2) The nature and severity of the potential harm;
    (3) The likelihood that the potential harm will occur; and
    (4) The imminence of the potential harm.
    Such consideration must rely on objective, factual evidence--not on
subjective perceptions, irrational fears, patronizing attitudes, or
stereotypes--about the nature or effect of a particular disability, or
of disability generally. See Senate Report at 27; House Labor Report at
56-57; House Judiciary Report at 45-46. See also Strathie v. Department
of Transportation, 716 F.2d 227 (3d Cir. 1983). Relevant evidence may
include input from the individual with a disability, the experience

[[Page 400]]

of the individual with a disability in previous similar positions, and
opinions of medical doctors, rehabilitation counselors, or physical
therapists who have expertise in the disability involved and/or direct
knowledge of the individual with the disability.
    An employer is also permitted to require that an individual not pose
a direct threat of harm to his or her own safety or health. If
performing the particular functions of a job would result in a high
probability of substantial harm to the individual, the employer could
reject or discharge the individual unless a reasonable accommodation
that would not cause an undue hardship would avert the harm. For
example, an employer would not be required to hire an individual,
disabled by narcolepsy, who frequently and unexpectedly loses
consciousness for a carpentry job the essential functions of which
require the use of power saws and other dangerous equipment, where no
accommodation exists that will reduce or eliminate the risk.
    The assessment that there exists a high probability of substantial
harm to the individual, like the assessment that there exists a high
probability of substantial harm to others, must be strictly based on
valid medical analyses and/or on other objective evidence. This
determination must be based on individualized factual data, using the
factors discussed above, rather than on stereotypic or patronizing
assumptions and must consider potential reasonable accommodations.
Generalized fears about risks from the employment environment, such as
exacerbation of the disability caused by stress, cannot be used by an
employer to disqualify an individual with a disability. For example, a
law firm could not reject an applicant with a history of disabling
mental illness based on a generalized fear that the stress of trying to
make partner might trigger a relapse of the individual's mental illness.
Nor can generalized fears about risks to individuals with disabilities
in the event of an evacuation or other emergency be used by an employer
to disqualify an individual with a disability. See Senate Report at 56;
House Labor Report at 73-74; House Judiciary Report at 45. See also
Mantolete v. Bolger, 767 F.2d 1416 (9th Cir. 1985); Bentivegna v. U.S.
Department of Labor, 694 F.2d 619 (9th Cir.1982).

   Section 1630.3 Exceptions to the Definitions of ``Disability'' and
               ``Qualified Individual with a Disability''

           Section 1630.3 (a) through (c) Illegal Use of Drugs

    Part 1630 provides that an individual currently engaging in the
illegal use of drugs is not an individual with a disability for purposes
of this part when the employer or other covered entity acts on the basis
of such use. Illegal use of drugs refers both to the use of unlawful
drugs, such as cocaine, and to the unlawful use of prescription drugs.
    Employers, for example, may discharge or deny employment to persons
who illegally use drugs, on the basis of such use, without fear of being
held liable for discrimination. The term ``currently engaging'' is not
intended to be limited to the use of drugs on the day of, or within a
matter of days or weeks before, the employment action in question.
Rather, the provision is intended to apply to the illegal use of drugs
that has occurred recently enough to indicate that the individual is
actively engaged in such conduct. See Conference Report at 64.
    Individuals who are erroneously perceived as engaging in the illegal
use of drugs, but are not in fact illegally using drugs are not excluded
from the definitions of the terms ``disability'' and ``qualified
individual with a disability.'' Individuals who are no longer illegally
using drugs and who have either been rehabilitated successfully or are
in the process of completing a rehabilitation program are, likewise, not
excluded from the definitions of those terms. The term ``rehabilitation
program'' refers to both in-patient and out-patient programs, as well as
to appropriate employee assistance programs, professionally recognized
self-help programs, such as Narcotics Anonymous, or other programs that
provide professional (not necessarily medical) assistance and counseling
for individuals who illegally use drugs. See Conference Report at 64;
see also House Labor Report at 77; House Judiciary Report at 47.
    It should be noted that this provision simply provides that certain
individuals are not excluded from the definitions of ``disability'' and
``qualified individual with a disability.'' Consequently, such
individuals are still required to establish that they satisfy the
requirements of these definitions in order to be protected by the ADA
and this part. An individual erroneously regarded as illegally using
drugs, for example, would have to show that he or she was regarded as a
drug addict in order to demonstrate that he or she meets the definition
of ``disability'' as defined in this part.
    Employers are entitled to seek reasonable assurances that no illegal
use of drugs is occurring or has occurred recently enough so that
continuing use is a real and ongoing problem. The reasonable assurances
that employers may ask applicants or employees to provide include
evidence that the individual is participating in a drug treatment
program and/or evidence, such as drug test results, to show that the
individual is not currently engaging in the illegal use of drugs. An
employer, such as a law enforcement agency, may also be able to impose a
qualification standard that excludes individuals with a history of
illegal use of drugs if it can show that the standard is job-related and
consistent with business necessity. (See Sec. 1630.10

[[Page 401]]

Qualification Standards, Tests and Other Selection Criteria) See
Conference Report at 64.

                Section 1630.4 Discrimination Prohibited

    Paragraph (a) of this provision prohibits discrimination on the
basis of disability against a qualified individual in all aspects of the
employment relationship. The range of employment decisions covered by
this nondiscrimination mandate is to be construed in a manner consistent
with the regulations implementing section 504 of the Rehabilitation Act
of 1973.
    Paragraph (b) makes it clear that the language ``on the basis of
disability'' is not intended to create a cause of action for an
individual without a disability who claims that someone with a
disability was treated more favorably (disparate treatment), or was
provided a reasonable accommodation that an individual without a
disability was not provided. See 2008 House Judiciary Committee Report
at 21 (this provision ``prohibits reverse discrimination claims by
disallowing claims based on the lack of disability''). Additionally, the
ADA and this part do not affect laws that may require the affirmative
recruitment or hiring of individuals with disabilities, or any voluntary
affirmative action employers may undertake on behalf of individuals with
disabilities. However, part 1630 is not intended to limit the ability of
covered entities to choose and maintain a qualified workforce. Employers
can continue to use criteria that are job related and consistent with
business necessity to select qualified employees, and can continue to
hire employees who can perform the essential functions of the job.
    The Amendments Act modified title I's nondiscrimination provision to
replace the prohibition on discrimination ``against a qualified
individual with a disability because of the disability of such
individual'' with a prohibition on discrimination ``against a qualified
individual on the basis of disability.'' As the legislative history of
the ADAAA explains: ``[T]he bill modifies the ADA to conform to the
structure of Title VII and other civil rights laws by requiring an
individual to demonstrate discrimination `on the basis of disability'
rather than discrimination `against an individual with a disability'
because of the individual's disability. We hope this will be an
important signal to both lawyers and courts to spend less time and
energy on the minutia of an individual's impairment, and more time and
energy on the merits of the case--including whether discrimination
occurred because of the disability, whether an individual was qualified
for a job or eligible for a service, and whether a reasonable
accommodation or modification was called for under the law.'' Joint
Hoyer-Sensenbrenner Statement at 4; See also 2008 House Judiciary Report
at 21 (``This change harmonizes the ADA with other civil rights laws by
focusing on whether a person who has been discriminated against has
proven that the discrimination was based on a personal characteristic
(disability), not on whether he or she has proven that the
characteristic exists.'').

          Section 1630.5 Limiting, Segregating and Classifying

    This provision and the several provisions that follow describe
various specific forms of discrimination that are included within the
general prohibition of Sec. 1630.4. The capabilities of qualified
individuals must be determined on an individualized, case by case basis.
Covered entities are also prohibited from segregating qualified
employees into separate work areas or into separate lines of advancement
on the basis of their disabilities.
    Thus, for example, it would be a violation of this part for an
employer to limit the duties of an employee with a disability based on a
presumption of what is best for an individual with such a disability, or
on a presumption about the abilities of an individual with such a
disability. It would be a violation of this part for an employer to
adopt a separate track of job promotion or progression for employees
with disabilities based on a presumption that employees with
disabilities are uninterested in, or incapable of, performing particular
jobs. Similarly, it would be a violation for an employer to assign or
reassign (as a reasonable accommodation) employees with disabilities to
one particular office or installation, or to require that employees with
disabilities only use particular employer provided non-work facilities
such as segregated break-rooms, lunch rooms, or lounges. It would also
be a violation of this part to deny employment to an applicant or
employee with a disability based on generalized fears about the safety
of an individual with such a disability, or based on generalized
assumptions about the absenteeism rate of an individual with such a
disability.
    In addition, it should also be noted that this part is intended to
require that employees with disabilities be accorded equal access to
whatever health insurance coverage the employer provides to other
employees. This part does not, however, affect pre-existing condition
clauses included in health insurance policies offered by employers.
Consequently, employers may continue to offer policies that contain such
clauses, even if they adversely affect individuals with disabilities, so
long as the clauses are not used as a subterfuge to evade the purposes
of this part.
    So, for example, it would be permissible for an employer to offer an
insurance policy that limits coverage for certain procedures or
treatments to a specified number per

[[Page 402]]

year. Thus, if a health insurance plan provided coverage for five blood
transfusions a year to all covered employees, it would not be
discriminatory to offer this plan simply because a hemophiliac employee
may require more than five blood transfusions annually. However, it
would not be permissible to limit or deny the hemophiliac employee
coverage for other procedures, such as heart surgery or the setting of a
broken leg, even though the plan would not have to provide coverage for
the additional blood transfusions that may be involved in these
procedures. Likewise, limits may be placed on reimbursements for certain
procedures or on the types of drugs or procedures covered (e.g. limits
on the number of permitted X-rays or non-coverage of experimental drugs
or procedures), but that limitation must be applied equally to
individuals with and without disabilities. See Senate Report at 28-29;
House Labor Report at 58-59; House Judiciary Report at 36.
    Leave policies or benefit plans that are uniformly applied do not
violate this part simply because they do not address the special needs
of every individual with a disability. Thus, for example, an employer
that reduces the number of paid sick leave days that it will provide to
all employees, or reduces the amount of medical insurance coverage that
it will provide to all employees, is not in violation of this part, even
if the benefits reduction has an impact on employees with disabilities
in need of greater sick leave and medical coverage. Benefits reductions
adopted for discriminatory reasons are in violation of this part. See
Alexander v. Choate, 469 U.S. 287 (1985). See Senate Report at 85; House
Labor Report at 137. (See also, the discussion at Sec. 1630.16(f)
Health Insurance, Life Insurance, and Other Benefit Plans).

            Section 1630.6 Contractual or Other Arrangements

    An employer or other covered entity may not do through a contractual
or other relationship what it is prohibited from doing directly. This
provision does not affect the determination of whether or not one is a
``covered entity'' or ``employer'' as defined in Sec. 1630.2.
    This provision only applies to situations where an employer or other
covered entity has entered into a contractual relationship that has the
effect of discriminating against its own employees or applicants with
disabilities. Accordingly, it would be a violation for an employer to
participate in a contractual relationship that results in discrimination
against the employer's employees with disabilities in hiring, training,
promotion, or in any other aspect of the employment relationship. This
provision applies whether or not the employer or other covered entity
intended for the contractual relationship to have the discriminatory
effect.
    Part 1630 notes that this provision applies to parties on either
side of the contractual or other relationship. This is intended to
highlight that an employer whose employees provide services to others,
like an employer whose employees receive services, must ensure that
those employees are not discriminated against on the basis of
disability. For example, a copier company whose service representative
is a dwarf could be required to provide a stepstool, as a reasonable
accommodation, to enable him to perform the necessary repairs. However,
the employer would not be required, as a reasonable accommodation, to
make structural changes to its customer's inaccessible premises.
    The existence of the contractual relationship adds no new
obligations under part 1630. The employer, therefore, is not liable
through the contractual arrangement for any discrimination by the
contractor against the contractors own employees or applicants, although
the contractor, as an employer, may be liable for such discrimination.
    An employer or other covered entity, on the other hand, cannot evade
the obligations imposed by this part by engaging in a contractual or
other relationship. For example, an employer cannot avoid its
responsibility to make reasonable accommodation subject to the undue
hardship limitation through a contractual arrangement. See Conference
Report at 59; House Labor Report at 59-61; House Judiciary Report at 36-
37.
    To illustrate, assume that an employer is seeking to contract with a
company to provide training for its employees. Any responsibilities of
reasonable accommodation applicable to the employer in providing the
training remain with that employer even if it contracts with another
company for this service. Thus, if the training company were planning to
conduct the training at an inaccessible location, thereby making it
impossible for an employee who uses a wheelchair to attend, the employer
would have a duty to make reasonable accommodation unless to do so would
impose an undue hardship. Under these circumstances, appropriate
accommodations might include (1) having the training company identify
accessible training sites and relocate the training program; (2) having
the training company make the training site accessible; (3) directly
making the training site accessible or providing the training company
with the means by which to make the site accessible; (4) identifying and
contracting with another training company that uses accessible sites; or
(5) any other accommodation that would result in making the training
available to the employee.

[[Page 403]]

    As another illustration, assume that instead of contracting with a
training company, the employer contracts with a hotel to host a
conference for its employees. The employer will have a duty to ascertain
and ensure the accessibility of the hotel and its conference facilities.
To fulfill this obligation the employer could, for example, inspect the
hotel first-hand or ask a local disability group to inspect the hotel.
Alternatively, the employer could ensure that the contract with the
hotel specifies it will provide accessible guest rooms for those who
need them and that all rooms to be used for the conference, including
exhibit and meeting rooms, are accessible. If the hotel breaches this
accessibility provision, the hotel may be liable to the employer, under
a non-ADA breach of contract theory, for the cost of any accommodation
needed to provide access to the hotel and conference, and for any other
costs accrued by the employer. (In addition, the hotel may also be
independently liable under title III of the ADA). However, this would
not relieve the employer of its responsibility under this part nor
shield it from charges of discrimination by its own employees. See House
Labor Report at 40; House Judiciary Report at 37.

  Section 1630.8 Relationship or Association With an Individual With a
                               Disability

    This provision is intended to protect any qualified individual,
whether or not that individual has a disability, from discrimination
because that person is known to have an association or relationship with
an individual who has a known disability. This protection is not limited
to those who have a familial relationship with an individual with a
disability.
    To illustrate the scope of this provision, assume that a qualified
applicant without a disability applies for a job and discloses to the
employer that his or her spouse has a disability. The employer thereupon
declines to hire the applicant because the employer believes that the
applicant would have to miss work or frequently leave work early in
order to care for the spouse. Such a refusal to hire would be prohibited
by this provision. Similarly, this provision would prohibit an employer
from discharging an employee because the employee does volunteer work
with people who have AIDS, and the employer fears that the employee may
contract the disease.
    This provision also applies to other benefits and privileges of
employment. For example, an employer that provides health insurance
benefits to its employees for their dependents may not reduce the level
of those benefits to an employee simply because that employee has a
dependent with a disability. This is true even if the provision of such
benefits would result in increased health insurance costs for the
employer.
    It should be noted, however, that an employer need not provide the
applicant or employee without a disability with a reasonable
accommodation because that duty only applies to qualified applicants or
employees with disabilities. Thus, for example, an employee would not be
entitled to a modified work schedule as an accommodation to enable the
employee to care for a spouse with a disability. See Senate Report at
30; House Labor Report at 61-62; House Judiciary Report at 38-39.

           Section 1630.9 Not Making Reasonable Accommodation

    The obligation to make reasonable accommodation is a form of non-
discrimination. It applies to all employment decisions and to the job
application process. This obligation does not extend to the provision of
adjustments or modifications that are primarily for the personal benefit
of the individual with a disability. Thus, if an adjustment or
modification is job-related, e.g., specifically assists the individual
in performing the duties of a particular job, it will be considered a
type of reasonable accommodation. On the other hand, if an adjustment or
modification assists the individual throughout his or her daily
activities, on and off the job, it will be considered a personal item
that the employer is not required to provide. Accordingly, an employer
would generally not be required to provide an employee with a disability
with a prosthetic limb, wheelchair, or eyeglasses. Nor would an employer
have to provide as an accommodation any amenity or convenience that is
not job-related, such as a private hot plate, hot pot or refrigerator
that is not provided to employees without disabilities. See Senate
Report at 31; House Labor Report at 62.
    It should be noted, however, that the provision of such items may be
required as a reasonable accommodation where such items are specifically
designed or required to meet job-related rather than personal needs. An
employer, for example, may have to provide an individual with a
disabling visual impairment with eyeglasses specifically designed to
enable the individual to use the office computer monitors, but that are
not otherwise needed by the individual outside of the office.
    The term ``supported employment,'' which has been applied to a wide
variety of programs to assist individuals with severe disabilities in
both competitive and non-competitive employment, is not synonymous with
reasonable accommodation. Examples of supported employment include
modified training materials, restructuring essential functions to enable
an individual to perform a job, or hiring an outside professional (``job
coach'') to assist in job training. Whether a

[[Page 404]]

particular form of assistance would be required as a reasonable
accommodation must be determined on an individualized, case by case
basis without regard to whether that assistance is referred to as
``supported employment.'' For example, an employer, under certain
circumstances, may be required to provide modified training materials or
a temporary ``job coach'' to assist in the training of an individual
with a disability as a reasonable accommodation. However, an employer
would not be required to restructure the essential functions of a
position to fit the skills of an individual with a disability who is not
otherwise qualified to perform the position, as is done in certain
supported employment programs. See 34 CFR part 363. It should be noted
that it would not be a violation of this part for an employer to provide
any of these personal modifications or adjustments, or to engage in
supported employment or similar rehabilitative programs.
    The obligation to make reasonable accommodation applies to all
services and programs provided in connection with employment, and to all
non-work facilities provided or maintained by an employer for use by its
employees. Accordingly, the obligation to accommodate is applicable to
employer sponsored placement or counseling services, and to employer
provided cafeterias, lounges, gymnasiums, auditoriums, transportation
and the like.
    The reasonable accommodation requirement is best understood as a
means by which barriers to the equal employment opportunity of an
individual with a disability are removed or alleviated. These barriers
may, for example, be physical or structural obstacles that inhibit or
prevent the access of an individual with a disability to job sites,
facilities or equipment. Or they may be rigid work schedules that permit
no flexibility as to when work is performed or when breaks may be taken,
or inflexible job procedures that unduly limit the modes of
communication that are used on the job, or the way in which particular
tasks are accomplished.
    The term ``otherwise qualified'' is intended to make clear that the
obligation to make reasonable accommodation is owed only to an
individual with a disability who is qualified within the meaning of
Sec. 1630.2(m) in that he or she satisfies all the skill, experience,
education and other job-related selection criteria. An individual with a
disability is ``otherwise qualified,'' in other words, if he or she is
qualified for a job, except that, because of the disability, he or she
needs a reasonable accommodation to be able to perform the job's
essential functions.
    For example, if a law firm requires that all incoming lawyers have
graduated from an accredited law school and have passed the bar
examination, the law firm need not provide an accommodation to an
individual with a visual impairment who has not met these selection
criteria. That individual is not entitled to a reasonable accommodation
because the individual is not ``otherwise qualified'' for the position.
    On the other hand, if the individual has graduated from an
accredited law school and passed the bar examination, the individual
would be ``otherwise qualified.'' The law firm would thus be required to
provide a reasonable accommodation, such as a machine that magnifies
print, to enable the individual to perform the essential functions of
the attorney position, unless the necessary accommodation would impose
an undue hardship on the law firm. See Senate Report at 33-34; House
Labor Report at 64-65.
    The reasonable accommodation that is required by this part should
provide the individual with a disability with an equal employment
opportunity. Equal employment opportunity means an opportunity to attain
the same level of performance, or to enjoy the same level of benefits
and privileges of employment as are available to the average similarly
situated employee without a disability. Thus, for example, an
accommodation made to assist an employee with a disability in the
performance of his or her job must be adequate to enable the individual
to perform the essential functions of the relevant position. The
accommodation, however, does not have to be the ``best'' accommodation
possible, so long as it is sufficient to meet the job-related needs of
the individual being accommodated. Accordingly, an employer would not
have to provide an employee disabled by a back impairment with a state-
of-the art mechanical lifting device if it provided the employee with a
less expensive or more readily available device that enabled the
employee to perform the essential functions of the job. See Senate
Report at 35; House Labor Report at 66; see also Carter v. Bennett, 840
F.2d 63 (DC Cir. 1988).
    Employers are obligated to make reasonable accommodation only to the
physical or mental limitations resulting from the disability of an
individual with a disability that is known to the employer. Thus, an
employer would not be expected to accommodate disabilities of which it
is unaware. If an employee with a known disability is having difficulty
performing his or her job, an employer may inquire whether the employee
is in need of a reasonable accommodation. In general, however, it is the
responsibility of the individual with a disability to inform the
employer that an accommodation is needed. When the need for an
accommodation is not obvious, an employer, before providing a reasonable
accommodation, may require that the individual with a disability provide
documentation of the need for accommodation.
    See Senate Report at 34; House Labor Report at 65.

[[Page 405]]

     Process of Determining the Appropriate Reasonable Accommodation

    Once an individual with a disability has requested provision of a
reasonable accommodation, the employer must make a reasonable effort to
determine the appropriate accommodation. The appropriate reasonable
accommodation is best determined through a flexible, interactive process
that involves both the employer and the individual with a disability.
Although this process is described below in terms of accommodations that
enable the individual with a disability to perform the essential
functions of the position held or desired, it is equally applicable to
accommodations involving the job application process, and to
accommodations that enable the individual with a disability to enjoy
equal benefits and privileges of employment. See Senate Report at 34-35;
House Labor Report at 65-67.
    When an individual with a disability has requested a reasonable
accommodation to assist in the performance of a job, the employer, using
a problem solving approach, should:
    (1) Analyze the particular job involved and determine its purpose
and essential functions;
    (2) Consult with the individual with a disability to ascertain the
precise job-related limitations imposed by the individual's disability
and how those limitations could be overcome with a reasonable
accommodation;
    (3) In consultation with the individual to be accommodated, identify
potential accommodations and assess the effectiveness each would have in
enabling the individual to perform the essential functions of the
position; and
    (4) Consider the preference of the individual to be accommodated and
select and implement the accommodation that is most appropriate for both
the employee and the employer.
    In many instances, the appropriate reasonable accommodation may be
so obvious to either or both the employer and the individual with a
disability that it may not be necessary to proceed in this step-by-step
fashion. For example, if an employee who uses a wheelchair requests that
his or her desk be placed on blocks to elevate the desktop above the
arms of the wheelchair and the employer complies, an appropriate
accommodation has been requested, identified, and provided without
either the employee or employer being aware of having engaged in any
sort of ``reasonable accommodation process.''
    However, in some instances neither the individual requesting the
accommodation nor the employer can readily identify the appropriate
accommodation. For example, the individual needing the accommodation may
not know enough about the equipment used by the employer or the exact
nature of the work site to suggest an appropriate accommodation.
Likewise, the employer may not know enough about the individual's
disability or the limitations that disability would impose on the
performance of the job to suggest an appropriate accommodation. Under
such circumstances, it may be necessary for the employer to initiate a
more defined problem solving process, such as the step-by-step process
described above, as part of its reasonable effort to identify the
appropriate reasonable accommodation.
    This process requires the individual assessment of both the
particular job at issue, and the specific physical or mental limitations
of the particular individual in need of reasonable accommodation. With
regard to assessment of the job, ``individual assessment'' means
analyzing the actual job duties and determining the true purpose or
object of the job. Such an assessment is necessary to ascertain which
job functions are the essential functions that an accommodation must
enable an individual with a disability to perform.
    After assessing the relevant job, the employer, in consultation with
the individual requesting the accommodation, should make an assessment
of the specific limitations imposed by the disability on the
individual's performance of the job's essential functions. This
assessment will make it possible to ascertain the precise barrier to the
employment opportunity which, in turn, will make it possible to
determine the accommodation(s) that could alleviate or remove that
barrier.
    If consultation with the individual in need of the accommodation
still does not reveal potential appropriate accommodations, then the
employer, as part of this process, may find that technical assistance is
helpful in determining how to accommodate the particular individual in
the specific situation. Such assistance could be sought from the
Commission, from State or local rehabilitation agencies, or from
disability constituent organizations. It should be noted, however, that,
as provided in Sec. 1630.9(c) of this part, the failure to obtain or
receive technical assistance from the Federal agencies that administer
the ADA will not excuse the employer from its reasonable accommodation
obligation.
    Once potential accommodations have been identified, the employer
should assess the effectiveness of each potential accommodation in
assisting the individual in need of the accommodation in the performance
of the essential functions of the position. If more than one of these
accommodations will enable the individual to perform the essential
functions or if the individual would prefer to provide his or her own
accommodation, the preference of the individual with a disability

[[Page 406]]

should be given primary consideration. However, the employer providing
the accommodation has the ultimate discretion to choose between
effective accommodations, and may choose the less expensive
accommodation or the accommodation that is easier for it to provide. It
should also be noted that the individual's willingness to provide his or
her own accommodation does not relieve the employer of the duty to
provide the accommodation should the individual for any reason be unable
or unwilling to continue to provide the accommodation.

              Reasonable Accommodation Process Illustrated

    The following example illustrates the informal reasonable
accommodation process. Suppose a Sack Handler position requires that the
employee pick up fifty pound sacks and carry them from the company
loading dock to the storage room, and that a sack handler who is
disabled by a back impairment requests a reasonable accommodation. Upon
receiving the request, the employer analyzes the Sack Handler job and
determines that the essential function and purpose of the job is not the
requirement that the job holder physically lift and carry the sacks, but
the requirement that the job holder cause the sack to move from the
loading dock to the storage room.
    The employer then meets with the sack handler to ascertain precisely
the barrier posed by the individual's specific disability to the
performance of the job's essential function of relocating the sacks. At
this meeting the employer learns that the individual can, in fact, lift
the sacks to waist level, but is prevented by his or her disability from
carrying the sacks from the loading dock to the storage room. The
employer and the individual agree that any of a number of potential
accommodations, such as the provision of a dolly, hand truck, or cart,
could enable the individual to transport the sacks that he or she has
lifted.
    Upon further consideration, however, it is determined that the
provision of a cart is not a feasible effective option. No carts are
currently available at the company, and those that can be purchased by
the company are the wrong shape to hold many of the bulky and
irregularly shaped sacks that must be moved. Both the dolly and the hand
truck, on the other hand, appear to be effective options. Both are
readily available to the company, and either will enable the individual
to relocate the sacks that he or she has lifted. The sack handler
indicates his or her preference for the dolly. In consideration of this
expressed preference, and because the employer feels that the dolly will
allow the individual to move more sacks at a time and so be more
efficient than would a hand truck, the employer ultimately provides the
sack handler with a dolly in fulfillment of the obligation to make
reasonable accommodation.

                            Section 1630.9(b)

    This provision states that an employer or other covered entity
cannot prefer or select a qualified individual without a disability over
an equally qualified individual with a disability merely because the
individual with a disability will require a reasonable accommodation. In
other words, an individual's need for an accommodation cannot enter into
the employer's or other covered entity's decision regarding hiring,
discharge, promotion, or other similar employment decisions, unless the
accommodation would impose an undue hardship on the employer. See House
Labor Report at 70.

                            Section 1630.9(d)

    The purpose of this provision is to clarify that an employer or
other covered entity may not compel an individual with a disability to
accept an accommodation, where that accommodation is neither requested
nor needed by the individual. However, if a necessary reasonable
accommodation is refused, the individual may not be considered
qualified. For example, an individual with a visual impairment that
restricts his or her field of vision but who is able to read unaided
would not be required to accept a reader as an accommodation. However,
if the individual were not able to read unaided and reading was an
essential function of the job, the individual would not be qualified for
the job if he or she refused a reasonable accommodation that would
enable him or her to read. See Senate Report at 34; House Labor Report
at 65; House Judiciary Report at 71-72.

                            Section 1630.9(e)

    The purpose of this provision is to incorporate the clarification
made in the ADA Amendments Act of 2008 that an individual is not
entitled to reasonable accommodation under the ADA if the individual is
only covered under the ``regarded as'' prong of the definition of
``individual with a disability.'' However, if the individual is covered
under both the ``regarded as'' prong and one or both of the other two
prongs of the definition of disability, the ordinary rules concerning
the provision of reasonable accommodation apply.

  Section 1630.10 Qualification Standards, Tests, and Other Selection
                                Criteria

                     Section 1630.10(a)--In General

    The purpose of this provision is to ensure that individuals with
disabilities are not excluded from job opportunities unless they

[[Page 407]]

are actually unable to do the job. It is to ensure that there is a fit
between job criteria and an applicant's (or employee's) actual ability
to do the job. Accordingly, job criteria that even unintentionally
screen out, or tend to screen out, an individual with a disability or a
class of individuals with disabilities because of their disability may
not be used unless the employer demonstrates that those criteria, as
used by the employer, are job related for the position to which they are
being applied and are consistent with business necessity. The concept of
``business necessity'' has the same meaning as the concept of ``business
necessity'' under section 504 of the Rehabilitation Act of 1973.
    Selection criteria that exclude, or tend to exclude, an individual
with a disability or a class of individuals with disabilities because of
their disability but do not concern an essential function of the job
would not be consistent with business necessity.
    The use of selection criteria that are related to an essential
function of the job may be consistent with business necessity. However,
selection criteria that are related to an essential function of the job
may not be used to exclude an individual with a disability if that
individual could satisfy the criteria with the provision of a reasonable
accommodation. Experience under a similar provision of the regulations
implementing section 504 of the Rehabilitation Act indicates that
challenges to selection criteria are, in fact, often resolved by
reasonable accommodation.
    This provision is applicable to all types of selection criteria,
including safety requirements, vision or hearing requirements, walking
requirements, lifting requirements, and employment tests. See 1989
Senate Report at 37-39; House Labor Report at 70-72; House Judiciary
Report at 42. As previously noted, however, it is not the intent of this
part to second guess an employer's business judgment with regard to
production standards. See Sec. 1630.2(n) (Essential Functions).
Consequently, production standards will generally not be subject to a
challenge under this provision.
    The Uniform Guidelines on Employee Selection Procedures (UGESP) 29
CFR part 1607 do not apply to the Rehabilitation Act and are similarly
inapplicable to this part.

    Section 1630.10(b)--Qualification Standards and Tests Related to
                           Uncorrected Vision

    This provision allows challenges to qualification standards based on
uncorrected vision, even where the person excluded by a standard has
fully corrected vision with ordinary eyeglasses or contact lenses. An
individual challenging a covered entity's application of a qualification
standard, test, or other criterion based on uncorrected vision need not
be a person with a disability. In order to have standing to challenge
such a standard, test, or criterion, however, a person must be adversely
affected by such standard, test or criterion. The Commission also
believes that such individuals will usually be covered under the
``regarded as'' prong of the definition of disability. Someone who wears
eyeglasses or contact lenses to correct vision will still have an
impairment, and a qualification standard that screens the individual out
because of the impairment by requiring a certain level of uncorrected
vision to perform a job will amount to an action prohibited by the ADA
based on an impairment. (See Sec. 1630.2(l); appendix to Sec.
1630.2(l).)
    In either case, a covered entity may still defend a qualification
standard requiring a certain level of uncorrected vision by showing that
it is job related and consistent with business necessity. For example,
an applicant or employee with uncorrected vision of 20/100 who wears
glasses that fully correct his vision may challenge a police
department's qualification standard that requires all officers to have
uncorrected vision of no less than 20/40 in one eye and 20/100 in the
other, and visual acuity of 20/20 in both eyes with correction. The
department would then have to establish that the standard is job related
and consistent with business necessity.

                 Section 1630.11 Administration of Tests

    The intent of this provision is to further emphasize that
individuals with disabilities are not to be excluded from jobs that they
can actually perform merely because a disability prevents them from
taking a test, or negatively influences the results of a test, that is a
prerequisite to the job. Read together with the reasonable accommodation
requirement of section 1630.9, this provision requires that employment
tests be administered to eligible applicants or employees with
disabilities that impair sensory, manual, or speaking skills in formats
that do not require the use of the impaired skill.
    The employer or other covered entity is, generally, only required to
provide such reasonable accommodation if it knows, prior to the
administration of the test, that the individual is disabled and that the
disability impairs sensory, manual or speaking skills. Thus, for
example, it would be unlawful to administer a written employment test to
an individual who has informed the employer, prior to the administration
of the test, that he is disabled with dyslexia and unable to read. In
such a case, as a reasonable accommodation and in accordance with this
provision, an alternative oral test should be administered to that
individual. By the same token, a written test may need to be substituted
for an oral test if the applicant taking the test is an individual with
a disability that impairs speaking skills or impairs the processing of
auditory information.

[[Page 408]]

    Occasionally, an individual with a disability may not realize, prior
to the administration of a test, that he or she will need an
accommodation to take that particular test. In such a situation, the
individual with a disability, upon becoming aware of the need for an
accommodation, must so inform the employer or other covered entity. For
example, suppose an individual with a disabling visual impairment does
not request an accommodation for a written examination because he or she
is usually able to take written tests with the aid of his or her own
specially designed lens. When the test is distributed, the individual
with a disability discovers that the lens is insufficient to distinguish
the words of the test because of the unusually low color contrast
between the paper and the ink, the individual would be entitled, at that
point, to request an accommodation. The employer or other covered entity
would, thereupon, have to provide a test with higher contrast, schedule
a retest, or provide any other effective accommodation unless to do so
would impose an undue hardship.
    Other alternative or accessible test modes or formats include the
administration of tests in large print or braille, or via a reader or
sign interpreter. Where it is not possible to test in an alternative
format, the employer may be required, as a reasonable accommodation, to
evaluate the skill to be tested in another manner (e.g., through an
interview, or through education license, or work experience
requirements). An employer may also be required, as a reasonable
accommodation, to allow more time to complete the test. In addition, the
employer's obligation to make reasonable accommodation extends to
ensuring that the test site is accessible. (See Sec. 1630.9 Not Making
Reasonable Accommodation) See Senate Report at 37-38; House Labor Report
at 70-72; House Judiciary Report at 42; see also Stutts v. Freeman, 694
F.2d 666 (11th Cir. 1983); Crane v. Dole, 617 F. Supp. 156 (D.D.C.
1985).
    This provision does not require that an employer offer every
applicant his or her choice of test format. Rather, this provision only
requires that an employer provide, upon advance request, alternative,
accessible tests to individuals with disabilities that impair sensory,
manual, or speaking skills needed to take the test.
    This provision does not apply to employment tests that require the
use of sensory, manual, or speaking skills where the tests are intended
to measure those skills. Thus, an employer could require that an
applicant with dyslexia take a written test for a particular position if
the ability to read is the skill the test is designed to measure.
Similarly, an employer could require that an applicant complete a test
within established time frames if speed were one of the skills for which
the applicant was being tested. However, the results of such a test
could not be used to exclude an individual with a disability unless the
skill was necessary to perform an essential function of the position and
no reasonable accommodation was available to enable the individual to
perform that function, or the necessary accommodation would impose an
undue hardship.

      Section 1630.13 Prohibited Medical Examinations and Inquiries

        Section 1630.13(a) Pre-employment Examination or Inquiry

    This provision makes clear that an employer cannot inquire as to
whether an individual has a disability at the pre-offer stage of the
selection process. Nor can an employer inquire at the pre-offer stage
about an applicant's workers' compensation history.
    Employers may ask questions that relate to the applicant's ability
to perform job-related functions. However, these questions should not be
phrased in terms of disability. An employer, for example, may ask
whether the applicant has a driver's license, if driving is a job
function, but may not ask whether the applicant has a visual disability.
Employers may ask about an applicant's ability to perform both essential
and marginal job functions. Employers, though, may not refuse to hire an
applicant with a disability because the applicant's disability prevents
him or her from performing marginal functions. See Senate Report at 39;
House Labor Report at 72-73; House Judiciary Report at 42-43.

         Section 1630.13(b) Examination or Inquiry of Employees

    The purpose of this provision is to prevent the administration to
employees of medical tests or inquiries that do not serve a legitimate
business purpose. For example, if an employee suddenly starts to use
increased amounts of sick leave or starts to appear sickly, an employer
could not require that employee to be tested for AIDS, HIV infection, or
cancer unless the employer can demonstrate that such testing is job-
related and consistent with business necessity. See Senate Report at 39;
House Labor Report at 75; House Judiciary Report at 44.

    Section 1630.14 Medical Examinations and Inquiries Specifically
                                Permitted

                Section 1630.14(a) Pre-employment Inquiry

    Employers are permitted to make pre-employment inquiries into the
ability of an applicant to perform job-related functions. This inquiry
must be narrowly tailored. The employer may describe or demonstrate the
job function and inquire whether or not the applicant can perform that
function with or without reasonable accommodation. For example, an
employer may explain that the job requires assembling small parts and
ask if

[[Page 409]]

the individual will be able to perform that function, with or without
reasonable accommodation. See Senate Report at 39; House Labor Report at
73; House Judiciary Report at 43.
    An employer may also ask an applicant to describe or to demonstrate
how, with or without reasonable accommodation, the applicant will be
able to perform job-related functions. Such a request may be made of all
applicants in the same job category regardless of disability. Such a
request may also be made of an applicant whose known disability may
interfere with or prevent the performance of a job-related function,
whether or not the employer routinely makes such a request of all
applicants in the job category. For example, an employer may ask an
individual with one leg who applies for a position as a home washing
machine repairman to demonstrate or to explain how, with or without
reasonable accommodation, he would be able to transport himself and his
tools down basement stairs. However, the employer may not inquire as to
the nature or severity of the disability. Therefore, for example, the
employer cannot ask how the individual lost the leg or whether the loss
of the leg is indicative of an underlying impairment.
    On the other hand, if the known disability of an applicant will not
interfere with or prevent the performance of a job-related function, the
employer may only request a description or demonstration by the
applicant if it routinely makes such a request of all applicants in the
same job category. So, for example, it would not be permitted for an
employer to request that an applicant with one leg demonstrate his
ability to assemble small parts while seated at a table, if the employer
does not routinely request that all applicants provide such a
demonstration.
    An employer that requires an applicant with a disability to
demonstrate how he or she will perform a job-related function must
either provide the reasonable accommodation the applicant needs to
perform the function or permit the applicant to explain how, with the
accommodation, he or she will perform the function. If the job-related
function is not an essential function, the employer may not exclude the
applicant with a disability because of the applicant's inability to
perform that function. Rather, the employer must, as a reasonable
accommodation, either provide an accommodation that will enable the
individual to perform the function, transfer the function to another
position, or exchange the function for one the applicant is able to
perform.
    An employer may not use an application form that lists a number of
potentially disabling impairments and ask the applicant to check any of
the impairments he or she may have. In addition, as noted above, an
employer may not ask how a particular individual became disabled or the
prognosis of the individual's disability. The employer is also
prohibited from asking how often the individual will require leave for
treatment or use leave as a result of incapacitation because of the
disability. However, the employer may state the attendance requirements
of the job and inquire whether the applicant can meet them.
    An employer is permitted to ask, on a test announcement or
application form, that individuals with disabilities who will require a
reasonable accommodation in order to take the test so inform the
employer within a reasonable established time period prior to the
administration of the test. The employer may also request that
documentation of the need for the accommodation accompany the request.
Requested accommodations may include accessible testing sites, modified
testing conditions and accessible test formats. (See Sec. 1630.11
Administration of Tests).
    Physical agility tests are not medical examinations and so may be
given at any point in the application or employment process. Such tests
must be given to all similarly situated applicants or employees
regardless of disability. If such tests screen out or tend to screen out
an individual with a disability or a class of individuals with
disabilities, the employer would have to demonstrate that the test is
job-related and consistent with business necessity and that performance
cannot be achieved with reasonable accommodation. (See Sec. 1630.9 Not
Making Reasonable Accommodation: Process of Determining the Appropriate
Reasonable Accommodation).
    As previously noted, collecting information and inviting individuals
to identify themselves as individuals with disabilities as required to
satisfy the affirmative action requirements of section 503 of the
Rehabilitation Act is not restricted by this part. (See Sec. 1630.1 (b)
and (c) Applicability and Construction).

           Section 1630.14(b) Employment Entrance Examination

    An employer is permitted to require post-offer medical examinations
before the employee actually starts working. The employer may condition
the offer of employment on the results of the examination, provided that
all entering employees in the same job category are subjected to such an
examination, regardless of disability, and that the confidentiality
requirements specified in this part are met.
    This provision recognizes that in many industries, such as air
transportation or construction, applicants for certain positions are
chosen on the basis of many factors including physical and psychological
criteria, some of which may be identified as a result of post-offer
medical examinations given prior to entry on duty. Only those employees

[[Page 410]]

who meet the employer's physical and psychological criteria for the job,
with or without reasonable accommodation, will be qualified to receive
confirmed offers of employment and begin working.
    Medical examinations permitted by this section are not required to
be job-related and consistent with business necessity. However, if an
employer withdraws an offer of employment because the medical
examination reveals that the employee does not satisfy certain
employment criteria, either the exclusionary criteria must not screen
out or tend to screen out an individual with a disability or a class of
individuals with disabilities, or they must be job-related and
consistent with business necessity. As part of the showing that an
exclusionary criteria is job-related and consistent with business
necessity, the employer must also demonstrate that there is no
reasonable accommodation that will enable the individual with a
disability to perform the essential functions of the job. See Conference
Report at 59-60; Senate Report at 39; House Labor Report at 73-74; House
Judiciary Report at 43.
    As an example, suppose an employer makes a conditional offer of
employment to an applicant, and it is an essential function of the job
that the incumbent be available to work every day for the next three
months. An employment entrance examination then reveals that the
applicant has a disabling impairment that, according to reasonable
medical judgment that relies on the most current medical knowledge, will
require treatment that will render the applicant unable to work for a
portion of the three month period. Under these circumstances, the
employer would be able to withdraw the employment offer without
violating this part.
    The information obtained in the course of a permitted entrance
examination or inquiry is to be treated as a confidential medical record
and may only be used in a manner not inconsistent with this part. State
workers' compensation laws are not preempted by the ADA or this part.
These laws require the collection of information from individuals for
State administrative purposes that do not conflict with the ADA or this
part. Consequently, employers or other covered entities may submit
information to State workers' compensation offices or second injury
funds in accordance with State workers' compensation laws without
violating this part.
    Consistent with this section and with Sec. 1630.16(f) of this part,
information obtained in the course of a permitted entrance examination
or inquiry may be used for insurance purposes described in Sec.
1630.16(f).

               Section 1630.14(c) Examination of Employees

    This provision permits employers to make inquiries or require
medical examinations (fitness for duty exams) when there is a need to
determine whether an employee is still able to perform the essential
functions of his or her job. The provision permits employers or other
covered entities to make inquiries or require medical examinations
necessary to the reasonable accommodation process described in this
part. This provision also permits periodic physicals to determine
fitness for duty or other medical monitoring if such physicals or
monitoring are required by medical standards or requirements established
by Federal, State, or local law that are consistent with the ADA and
this part (or in the case of a Federal standard, with section 504 of the
Rehabilitation Act) in that they are job-related and consistent with
business necessity.
    Such standards may include Federal safety regulations that regulate
bus and truck driver qualifications, as well as laws establishing
medical requirements for pilots or other air transportation personnel.
These standards also include health standards promulgated pursuant to
the Occupational Safety and Health Act of 1970, the Federal Coal Mine
Health and Safety Act of 1969, or other similar statutes that require
that employees exposed to certain toxic and hazardous substances be
medically monitored at specific intervals. See House Labor Report at 74-
75.
    The information obtained in the course of such examination or
inquiries is to be treated as a confidential medical record and may only
be used in a manner not inconsistent with this part.

     Section 1630.14(d) Other Acceptable Examinations and Inquiries

    Part 1630 permits voluntary medical examinations, including
voluntary medical histories, as part of employee health programs. These
programs often include, for example, medical screening for high blood
pressure, weight control counseling, and cancer detection. Voluntary
activities, such as blood pressure monitoring and the administering of
prescription drugs, such as insulin, are also permitted. It should be
noted, however, that the medical records developed in the course of such
activities must be maintained in the confidential manner required by
this part and must not be used for any purpose in violation of this
part, such as limiting health insurance eligibility. House Labor Report
at 75; House Judiciary Report at 43-44.

                        Section 1630.15 Defenses

    The section on defenses in part 1630 is not intended to be
exhaustive. However, it is intended to inform employers of some of the
potential defenses available to a charge of discrimination under the ADA
and this part.

[[Page 411]]

             Section 1630.15(a) Disparate Treatment Defenses

    The ``traditional'' defense to a charge of disparate treatment under
title VII, as expressed in McDonnell Douglas Corp. v. Green, 411 U.S.
792 (1973), Texas Department of Community Affairs v. Burdine, 450 U.S.
248 (1981), and their progeny, may be applicable to charges of disparate
treatment brought under the ADA. See Prewitt v. U.S. Postal Service, 662
F.2d 292 (5th Cir. 1981). Disparate treatment means, with respect to
title I of the ADA, that an individual was treated differently on the
basis of his or her disability. For example, disparate treatment has
occurred where an employer excludes an employee with a severe facial
disfigurement from staff meetings because the employer does not like to
look at the employee. The individual is being treated differently
because of the employer's attitude towards his or her perceived
disability. Disparate treatment has also occurred where an employer has
a policy of not hiring individuals with AIDS regardless of the
individuals' qualifications.
    The crux of the defense to this type of charge is that the
individual was treated differently not because of his or her disability
but for a legitimate nondiscriminatory reason such as poor performance
unrelated to the individual's disability. The fact that the individual's
disability is not covered by the employer's current insurance plan or
would cause the employer's insurance premiums or workers' compensation
costs to increase, would not be a legitimate nondiscriminatory reason
justifying disparate treatment of an individual with a disability.
Senate Report at 85; House Labor Report at 136 and House Judiciary
Report at 70. The defense of a legitimate nondiscriminatory reason is
rebutted if the alleged nondiscriminatory reason is shown to be
pretextual.

          Section 1630.15 (b) and (c) Disparate Impact Defenses

    Disparate impact means, with respect to title I of the ADA and this
part, that uniformly applied criteria have an adverse impact on an
individual with a disability or a disproportionately negative impact on
a class of individuals with disabilities. Section 1630.15(b) clarifies
that an employer may use selection criteria that have such a disparate
impact, i.e., that screen out or tend to screen out an individual with a
disability or a class of individuals with disabilities only when they
are job-related and consistent with business necessity.
    For example, an employer interviews two candidates for a position,
one of whom is blind. Both are equally qualified. The employer decides
that while it is not essential to the job it would be convenient to have
an employee who has a driver's license and so could occasionally be
asked to run errands by car. The employer hires the individual who is
sighted because this individual has a driver's license. This is an
example of a uniformly applied criterion, having a driver's permit, that
screens out an individual who has a disability that makes it impossible
to obtain a driver's permit. The employer would, thus, have to show that
this criterion is job-related and consistent with business necessity.
See House Labor Report at 55.
    However, even if the criterion is job-related and consistent with
business necessity, an employer could not exclude an individual with a
disability if the criterion could be met or job performance accomplished
with a reasonable accommodation. For example, suppose an employer
requires, as part of its application process, an interview that is job-
related and consistent with business necessity. The employer would not
be able to refuse to hire a hearing impaired applicant because he or she
could not be interviewed. This is so because an interpreter could be
provided as a reasonable accommodation that would allow the individual
to be interviewed, and thus satisfy the selection criterion.
    With regard to safety requirements that screen out or tend to screen
out an individual with a disability or a class of individuals with
disabilities, an employer must demonstrate that the requirement, as
applied to the individual, satisfies the ``direct threat'' standard in
Sec. 1630.2(r) in order to show that the requirement is job-related and
consistent with business necessity.
    Section 1630.15(c) clarifies that there may be uniformly applied
standards, criteria and policies not relating to selection that may also
screen out or tend to screen out an individual with a disability or a
class of individuals with disabilities. Like selection criteria that
have a disparate impact, non-selection criteria having such an impact
may also have to be job-related and consistent with business necessity,
subject to consideration of reasonable accommodation.
    It should be noted, however, that some uniformly applied employment
policies or practices, such as leave policies, are not subject to
challenge under the adverse impact theory. ``No-leave'' policies (e.g.,
no leave during the first six months of employment) are likewise not
subject to challenge under the adverse impact theory. However, an
employer, in spite of its ``no-leave'' policy, may, in appropriate
circumstances, have to consider the provision of leave to an employee
with a disability as a reasonable accommodation, unless the provision of
leave would impose an undue hardship. See discussion at Sec. 1630.5
Limiting, Segregating and Classifying, and Sec. 1630.10 Qualification
Standards, Tests, and Other Selection Criteria.

[[Page 412]]

    Section 1630.15(d) Defense To Not Making Reasonable Accommodation

    An employer or other covered entity alleged to have discriminated
because it did not make a reasonable accommodation, as required by this
part, may offer as a defense that it would have been an undue hardship
to make the accommodation.
    It should be noted, however, that an employer cannot simply assert
that a needed accommodation will cause it undue hardship, as defined in
Sec. 1630.2(p), and thereupon be relieved of the duty to provide
accommodation. Rather, an employer will have to present evidence and
demonstrate that the accommodation will, in fact, cause it undue
hardship. Whether a particular accommodation will impose an undue
hardship for a particular employer is determined on a case by case
basis. Consequently, an accommodation that poses an undue hardship for
one employer at a particular time may not pose an undue hardship for
another employer, or even for the same employer at another time.
Likewise, an accommodation that poses an undue hardship for one employer
in a particular job setting, such as a temporary construction worksite,
may not pose an undue hardship for another employer, or even for the
same employer at a permanent worksite. See House Judiciary Report at 42.
    The concept of undue hardship that has evolved under section 504 of
the Rehabilitation Act and is embodied in this part is unlike the
``undue hardship'' defense associated with the provision of religious
accommodation under title VII of the Civil Rights Act of 1964. To
demonstrate undue hardship pursuant to the ADA and this part, an
employer must show substantially more difficulty or expense than would
be needed to satisfy the ``de minimis'' title VII standard of undue
hardship. For example, to demonstrate that the cost of an accommodation
poses an undue hardship, an employer would have to show that the cost is
undue as compared to the employer's budget. Simply comparing the cost of
the accommodation to the salary of the individual with a disability in
need of the accommodation will not suffice. Moreover, even if it is
determined that the cost of an accommodation would unduly burden an
employer, the employer cannot avoid making the accommodation if the
individual with a disability can arrange to cover that portion of the
cost that rises to the undue hardship level, or can otherwise arrange to
provide the accommodation. Under such circumstances, the necessary
accommodation would no longer pose an undue hardship. See Senate Report
at 36; House Labor Report at 68-69; House Judiciary Report at 40-41.
    Excessive cost is only one of several possible bases upon which an
employer might be able to demonstrate undue hardship. Alternatively, for
example, an employer could demonstrate that the provision of a
particular accommodation would be unduly disruptive to its other
employees or to the functioning of its business. The terms of a
collective bargaining agreement may be relevant to this determination.
By way of illustration, an employer would likely be able to show undue
hardship if the employer could show that the requested accommodation of
the upward adjustment of the business' thermostat would result in it
becoming unduly hot for its other employees, or for its patrons or
customers. The employer would thus not have to provide this
accommodation. However, if there were an alternate accommodation that
would not result in undue hardship, the employer would have to provide
that accommodation.
    It should be noted, moreover, that the employer would not be able to
show undue hardship if the disruption to its employees were the result
of those employees fears or prejudices toward the individual's
disability and not the result of the provision of the accommodation. Nor
would the employer be able to demonstrate undue hardship by showing that
the provision of the accommodation has a negative impact on the morale
of its other employees but not on the ability of these employees to
perform their jobs.

  Section 1630.15(e) Defense--Conflicting Federal Laws and Regulations

    There are several Federal laws and regulations that address medical
standards and safety requirements. If the alleged discriminatory action
was taken in compliance with another Federal law or regulation, the
employer may offer its obligation to comply with the conflicting
standard as a defense. The employer's defense of a conflicting Federal
requirement or regulation may be rebutted by a showing of pretext, or by
showing that the Federal standard did not require the discriminatory
action, or that there was a nonexclusionary means to comply with the
standard that would not conflict with this part. See House Labor Report
at 74.

  Section 1630.15(f) Claims Based on Transitory and Minor Impairments
                     Under the ``Regarded As'' Prong

    It may be a defense to a charge of discrimination where coverage
would be shown solely under the ``regarded as'' prong of the definition
of disability that the impairment is (in the case of an actual
impairment) or would be (in the case of a perceived impairment) both
transitory and minor. Section 1630.15(f)(1) explains that an individual
cannot be ``regarded as having such an impairment'' if the impairment is
both transitory (defined by the ADAAA as lasting or expected to last
less than six months) and minor. Section 1630.15(f)(2) explains that the
determination of ``transitory and minor'' is

[[Page 413]]

made objectively. For example, an individual who is denied a promotion
because he has a minor back injury would be ``regarded as'' an
individual with a disability if the back impairment lasted or was
expected to last more than six months. Although minor, the impairment is
not transitory. Similarly, if an employer discriminates against an
employee based on the employee's bipolar disorder (an impairment that is
not transitory and minor), the employee is ``regarded as'' having a
disability even if the employer subjectively believes that the
employee's disorder is transitory and minor.

              Section 1630.16 Specific Activities Permitted

                  Section 1630.16(a) Religious Entities

    Religious organizations are not exempt from title I of the ADA or
this part. A religious corporation, association, educational
institution, or society may give a preference in employment to
individuals of the particular religion, and may require that applicants
and employees conform to the religious tenets of the organization.
However, a religious organization may not discriminate against an
individual who satisfies the permitted religious criteria because that
individual is disabled. The religious entity, in other words, is
required to consider individuals with disabilities who are qualified and
who satisfy the permitted religious criteria on an equal basis with
qualified individuals without disabilities who similarly satisfy the
religious criteria. See Senate Report at 42; House Labor Report at 76-
77; House Judiciary Report at 46.

           Section 1630.16(b) Regulation of Alcohol and Drugs

    This provision permits employers to establish or comply with certain
standards regulating the use of drugs and alcohol in the workplace. It
also allows employers to hold alcoholics and persons who engage in the
illegal use of drugs to the same performance and conduct standards to
which it holds all of its other employees. Individuals disabled by
alcoholism are entitled to the same protections accorded other
individuals with disabilities under this part. As noted above,
individuals currently engaging in the illegal use of drugs are not
individuals with disabilities for purposes of part 1630 when the
employer acts on the basis of such use.

                     Section 1630.16(c) Drug Testing

    This provision reflects title I's neutrality toward testing for the
illegal use of drugs. Such drug tests are neither encouraged, authorized
nor prohibited. The results of such drug tests may be used as a basis
for disciplinary action. Tests for the illegal use of drugs are not
considered medical examinations for purposes of this part. If the
results reveal information about an individual's medical condition
beyond whether the individual is currently engaging in the illegal use
of drugs, this additional information is to be treated as a confidential
medical record. For example, if a test for the illegal use of drugs
reveals the presence of a controlled substance that has been lawfully
prescribed for a particular medical condition, this information is to be
treated as a confidential medical record. See House Labor Report at 79;
House Judiciary Report at 47.

 Section 1630.16(e) Infectious and Communicable Diseases; Food Handling
                                  Jobs

    This provision addressing food handling jobs applies the ``direct
threat'' analysis to the particular situation of accommodating
individuals with infectious or communicable diseases that are
transmitted through the handling of food. The Department of Health and
Human Services is to prepare a list of infectious and communicable
diseases that are transmitted through the handling of food. If an
individual with a disability has one of the listed diseases and works in
or applies for a position in food handling, the employer must determine
whether there is a reasonable accommodation that will eliminate the risk
of transmitting the disease through the handling of food. If there is an
accommodation that will not pose an undue hardship, and that will
prevent the transmission of the disease through the handling of food,
the employer must provide the accommodation to the individual. The
employer, under these circumstances, would not be permitted to
discriminate against the individual because of the need to provide the
reasonable accommodation and would be required to maintain the
individual in the food handling job.
    If no such reasonable accommodation is possible, the employer may
refuse to assign, or to continue to assign the individual to a position
involving food handling. This means that if such an individual is an
applicant for a food handling position the employer is not required to
hire the individual. However, if the individual is a current employee,
the employer would be required to consider the accommodation of
reassignment to a vacant position not involving food handling for which
the individual is qualified. Conference Report at 61-63. (See Sec.
1630.2(r) Direct Threat).

 Section 1630.16(f) Health Insurance, Life Insurance, and Other Benefit
                                  Plans

    This provision is a limited exemption that is only applicable to
those who establish, sponsor, observe or administer benefit plans, such
as health and life insurance plans. It does not apply to those who
establish, sponsor, observe or administer plans not involving benefits,
such as liability insurance plans.

[[Page 414]]

    The purpose of this provision is to permit the development and
administration of benefit plans in accordance with accepted principles
of risk assessment. This provision is not intended to disrupt the
current regulatory structure for self-insured employers. These employers
may establish, sponsor, observe, or administer the terms of a bona fide
benefit plan not subject to State laws that regulate insurance. This
provision is also not intended to disrupt the current nature of
insurance underwriting, or current insurance industry practices in
sales, underwriting, pricing, administrative and other services, claims
and similar insurance related activities based on classification of
risks as regulated by the States.
    The activities permitted by this provision do not violate part 1630
even if they result in limitations on individuals with disabilities,
provided that these activities are not used as a subterfuge to evade the
purposes of this part. Whether or not these activities are being used as
a subterfuge is to be determined without regard to the date the
insurance plan or employee benefit plan was adopted.
    However, an employer or other covered entity cannot deny an
individual with a disability who is qualified equal access to insurance
or subject an individual with a disability who is qualified to different
terms or conditions of insurance based on disability alone, if the
disability does not pose increased risks. Part 1630 requires that
decisions not based on risk classification be made in conformity with
non-discrimination requirements. See Senate Report at 84-86; House Labor
Report at 136-138; House Judiciary Report at 70-71. See the discussion
of Sec. 1630.5 Limiting, Segregating and Classifying.

[56 FR 35734, July 26, 1991, as amended at 65 FR 36327, June 8, 2000; 76
FR 17003, Mar. 25, 2011]



PART 1635_GENETIC INFORMATION NONDISCRIMINATION ACT OF 2008--Table of
Contents



Sec.
1635.1 Purpose.
1635.2 Definitions--general.
1635.3 Definitions specific to GINA.
1635.4 Prohibited practices--in general.
1635.5 Limiting, segregating, and classifying.
1635.6 Causing a covered entity to discriminate.
1635.7 Retaliation.
1635.8 Acquisition of genetic information.
1635.9 Confidentiality.
1635.10 Enforcement and remedies.
1635.11 Construction.
1635.12 Medical information that is not genetic information.

    Authority: 110 Stat. 233; 42 U.S.C. 2000ff.

    Source: 75 FR 68932, Nov. 9, 2010, unless otherwise noted.



Sec. 1635.1  Purpose.

    (a) The purpose of this part is to implement Title II of the Genetic
Information Nondiscrimination Act of 2008, 42 U.S.C. 2000ff, et seq.
Title II of GINA:
    (1) Prohibits use of genetic information in employment decision-
making;
    (2) Restricts employers and other entities subject to Title II of
GINA from requesting, requiring, or purchasing genetic information;
    (3) Requires that genetic information be maintained as a
confidential medical record, and places strict limits on disclosure of
genetic information; and
    (4) Provides remedies for individuals whose genetic information is
acquired, used, or disclosed in violation of its protections.
    (b) This part does not apply to actions of covered entities that do
not pertain to an individual's status as an employee, member of a labor
organization, or participant in an apprenticeship program. For example,
this part would not apply to:
    (1) A medical examination of an individual for the purpose of
diagnosis and treatment unrelated to employment, which is conducted by a
health care professional at the hospital or other health care facility
where the individual is an employee; or
    (2) Activities of a covered entity carried on in its capacity as a
law enforcement agency investigating criminal conduct, even where the
subject of the investigation is an employee of the covered entity.



Sec. 1635.2  Definitions--general.

    (a) Commission means the Equal Employment Opportunity Commission, as
established by section 705 of the Civil Rights Act of 1964, 42 U.S.C.
2000e-4.
    (b) Covered Entity means an employer, employing office, employment
agency, labor organization, or joint labor-management committee.
    (c) Employee means an individual employed by a covered entity, as
well as an applicant for employment and a

[[Page 415]]

former employee. An employee, including an applicant for employment and
a former employee, is:
    (1) As defined by section 701 of the Civil Rights Act of 1964, 42
U.S.C. 2000e, an individual employed by a person engaged in an industry
affecting commerce who has fifteen or more employees for each working
day in each of twenty or more calendar weeks in the current or preceding
calendar year and any agent of such a person;
    (2) As defined by section 304(a) of the Government Employee Rights
Act, 42 U.S.C. 2000e-16c(a), a person chosen or appointed by an
individual elected to public office by a State or political subdivision
of a State to serve as part of the personal staff of the elected
official, to serve the elected official on a policy-making level, or to
serve the elected official as the immediate advisor on the exercise of
the elected official's constitutional or legal powers.
    (3) As defined by section 101 of the Congressional Accountability
Act, 2 U.S.C. 1301, any employee of the House of Representatives, the
Senate, the Capitol Guide Service, the Capitol Police, the Congressional
Budget Office, the Office of the Architect of the Capitol, the Office of
the Attending Physician, the Office of Compliance, or the Office of
Technology Assessment;
    (4) As defined by, and subject to the limitations in, section 2(a)
of the Presidential and Executive Office Accountability Act, 3 U.S.C.
411(c), any employee of the executive branch not otherwise covered by
section 717 of the Civil Rights Act of 1964, 42 U.S.C. 2000e-16, section
15 of the Age Discrimination in Employment Act of 1967, 29 U.S.C. 633a,
or section 501 of the Rehabilitation Act of 1973, 29 U.S.C. 791, whether
appointed by the President or any other appointing authority in the
executive branch, including an employee of the Executive Office of the
President;
    (5) As defined by, and subject to the limitations in, section 717 of
the Civil Rights Act of 1964, 42 U.S.C. 2000e-16, and regulations of the
Equal Employment Opportunity Commission at 29 CFR 1614.103, an employee
of a federal executive agency, the United States Postal Service and the
Postal Rate Commission, the Tennessee Valley Authority, the National
Oceanic and Atmospheric Administration Commissioned Corps, the
Government Printing Office, and the Smithsonian Institution; an employee
of the federal judicial branch having a position in the competitive
service; and an employee of the Library of Congress.
    (d) Employer means any person that employs an employee defined in
Sec. 1635.2(c) of this part, and any agent of such person, except that,
as limited by section 701(b)(1) and (2) of the Civil Rights Act of 1964,
42 U.S.C. 2000e(b)(1) and (2), an employer does not include an Indian
tribe, or a bona fide private club (other than a labor organization)
that is exempt from taxation under section 501(c) of the Internal
Revenue Code of 1986.
    (e) Employing office is defined in the Congressional Accountability
Act, 2 U.S.C. 1301(9), to mean the personal office of a Member of the
House of Representatives or of a Senator; a committee of the House of
Representatives or the Senate or a joint committee; any other office
headed by a person with the final authority to appoint, hire, discharge,
and set the terms, conditions, or privileges of the employment of an
employee of the House of Representatives or the Senate; or the Capitol
Guide Board, the Capitol Police Board, the Congressional Budget Office,
the Office of the Architect of the Capitol, the Office of the Attending
Physician, the Office of Compliance, and the Office of Technology
Assessment.
    (f) Employment agency is defined in 42 U.S.C. 2000e(c) to mean any
person regularly undertaking with or without compensation to procure
employees for an employer or to procure for employees opportunities to
work for an employer and includes an agent of such a person.
    (g) Joint labor-management committee is defined as an entity that
controls apprenticeship or other training or retraining programs,
including on-the-job training programs.
    (h) Labor organization is defined at 42 U.S.C. 2000e(d) to mean an
organization with fifteen or more members engaged in an industry
affecting commerce, and any agent of such an organization in which
employees participate and which exists for the purpose, in whole or in

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part, of dealing with employers concerning grievances, labor disputes,
wages, rates of pay, hours, or other terms or conditions of employment.
    (i) Member includes, with respect to a labor organization, an
applicant for membership.
    (j) Person is defined at 42 U.S.C. 2000e(a) to mean one or more
individuals, governments, governmental agencies, political subdivisions,
labor unions, partnerships, associations, corporations, legal
representatives, mutual companies, joint-stock companies, trusts,
unincorporated organizations, trustees, trustees in cases under title
11, or receivers.
    (k) State is defined at 42 U.S.C. 2000e(i) and includes a State of
the United States, the District of Columbia, Puerto Rico, the Virgin
Islands, American Samoa, Guam, Wake Island, the Canal Zone, and Outer
Continental Shelf lands defined in the Outer Continental Shelf Lands Act
(43 U.S.C. 1331 et seq.).



Sec. 1635.3  Definitions specific to GINA.

    (a) Family member means with respect to any individual:
    (1) A person who is a dependent of that individual as the result of
marriage, birth, adoption, or placement for adoption; or
    (2) A first-degree, second-degree, third-degree, or fourth-degree
relative of the individual, or of a dependent of the individual as
defined in Sec. 1635.3(a)(1).
    (i) First-degree relatives include an individual's parents,
siblings, and children.
    (ii) Second-degree relatives include an individual's grandparents,
grandchildren, uncles, aunts, nephews, nieces, and half-siblings.
    (iii) Third-degree relatives include an individual's great-
grandparents, great grandchildren, great uncles/aunts, and first
cousins.
    (iv) Fourth-degree relatives include an individual's great-great-
grandparents, great-great-grandchildren, and first cousins once-removed
(i.e., the children of the individual's first cousins).
    (b) Family medical history. Family medical history means information
about the manifestation of disease or disorder in family members of the
individual.
    (c) Genetic information. (1) Genetic information means information
about:
    (i) An individual's genetic tests;
    (ii) The genetic tests of that individual's family members;
    (iii) The manifestation of disease or disorder in family members of
the individual (family medical history);
    (iv) An individual's request for, or receipt of, genetic services,
or the participation in clinical research that includes genetic services
by the individual or a family member of the individual; or
    (v) The genetic information of a fetus carried by an individual or
by a pregnant woman who is a family member of the individual and the
genetic information of any embryo legally held by the individual or
family member using an assisted reproductive technology.
    (2) Genetic information does not include information about the sex
or age of the individual, the sex or age of family members, or
information about the race or ethnicity of the individual or family
members that is not derived from a genetic test.
    (d) Genetic monitoring means the periodic examination of employees
to evaluate acquired modifications to their genetic material, such as
chromosomal damage or evidence of increased occurrence of mutations,
caused by the toxic substances they use or are exposed to in performing
their jobs, in order to identify, evaluate, and respond to the effects
of, or to control adverse environmental exposures in the workplace.
    (e) Genetic services. Genetic services means a genetic test, genetic
counseling (including obtaining, interpreting, or assessing genetic
information), or genetic education.
    (f) Genetic test--(1) In general. ``Genetic test'' means an analysis
of human DNA, RNA, chromosomes, proteins, or metabolites that detects
genotypes, mutations, or chromosomal changes.
    (2) Genetic tests include, but are not limited to:
    (i) A test to determine whether someone has the BRCA1 or BRCA2
variant evidencing a predisposition to breast cancer, a test to
determine whether

[[Page 417]]

someone has a genetic variant associated with hereditary nonpolyposis
colon cancer, and a test for a genetic variant for Huntington's Disease;
    (ii) Carrier screening for adults using genetic analysis to
determine the risk of conditions such as cystic fibrosis, sickle cell
anemia, spinal muscular atrophy, or fragile X syndrome in future
offspring;
    (iii) Amniocentesis and other evaluations used to determine the
presence of genetic abnormalities in a fetus during pregnancy;
    (iv) Newborn screening analysis that uses DNA, RNA, protein, or
metabolite analysis to detect or indicate genotypes, mutations, or
chromosomal changes, such as a test for PKU performed so that treatment
can begin before a disease manifests;
    (v) Preimplantation genetic diagnosis performed on embryos created
using invitro fertilization;
    (vi) Pharmacogenetic tests that detect genotypes, mutations, or
chromosomal changes that indicate how an individual will react to a drug
or a particular dosage of a drug;
    (vii) DNA testing to detect genetic markers that are associated with
information about ancestry; and
    (viii) DNA testing that reveals family relationships, such as
paternity.
    (3) The following are examples of tests or procedures that are not
genetic tests:
    (i) An analysis of proteins or metabolites that does not detect
genotypes, mutations, or chromosomal changes;
    (ii) A medical examination that tests for the presence of a virus
that is not composed of human DNA, RNA, chromosomes, proteins, or
metabolites;
    (iii) A test for infectious and communicable diseases that may be
transmitted through food handling;
    (iv) Complete blood counts, cholesterol tests, and liver-function
tests.
    (4) Alcohol and Drug Testing--
    (i) A test for the presence of alcohol or illegal drugs is not a
genetic test.
    (ii) A test to determine whether an individual has a genetic
predisposition for alcoholism or drug use is a genetic test.
    (g) Manifestation or manifested means, with respect to a disease,
disorder, or pathological condition, that an individual has been or
could reasonably be diagnosed with the disease, disorder, or
pathological condition by a health care professional with appropriate
training and expertise in the field of medicine involved. For purposes
of this part, a disease, disorder, or pathological condition is not
manifested if the diagnosis is based principally on genetic information.



Sec. 1635.4  Prohibited practices--in general.

    (a) It is unlawful for an employer to discriminate against an
individual on the basis of the genetic information of the individual in
regard to hiring, discharge, compensation, terms, conditions, or
privileges of employment.
    (b) It is unlawful for an employment agency to fail or refuse to
refer any individual for employment or otherwise discriminate against
any individual because of genetic information of the individual.
    (c) It is unlawful for a labor organization to exclude or to expel
from the membership of the organization, or otherwise to discriminate
against, any member because of genetic information with respect to the
member.
    (d) It is an unlawful employment practice for any employer, labor
organization, or joint labor-management committee controlling
apprenticeship or other training or retraining programs, including on-
the-job training programs to discriminate against any individual because
of the individual's genetic information in admission to, or employment
in, any program established to provide apprenticeship or other training
or retraining.



Sec. 1635.5  Limiting, segregating, and classifying.

    (a) A covered entity may not limit, segregate, or classify an
individual, or fail or refuse to refer for employment any individual, in
any way that would deprive or tend to deprive the individual of
employment opportunities or otherwise affect the status of the
individual as an employee, because of genetic information with respect
to the individual. A covered entity will not be deemed to have violated
this section if it limits or restricts an employee's job

[[Page 418]]

duties based on genetic information because it was required to do so by
a law or regulation mandating genetic monitoring, such as regulations
administered by the Occupational and Safety Health Administration
(OSHA). See 1635.8(b)(5) and 1635.11(a).
    (b) Notwithstanding any language in this part, a cause of action for
disparate impact within the meaning of section 703(k) of the Civil
Rights Act of 1964, 42 U.S.C. 2000e-2(k), is not available under this
part.



Sec. 1635.6  Causing a covered entity to discriminate.

    A covered entity may not cause or attempt to cause another covered
entity, or its agent, to discriminate against an individual in violation
of this part, including with respect to the individual's participation
in an apprenticeship or other training or retraining program, or with
respect to a member's participation in a labor organization.



Sec. 1635.7  Retaliation.

    A covered entity may not discriminate against any individual because
such individual has opposed any act or practice made unlawful by this
title or because such individual made a charge, testified, assisted, or
participated in any manner in an investigation, proceeding, or hearing
under this title.



Sec. 1635.8  Acquisition of genetic information.

    (a) General prohibition. A covered entity may not request, require,
or purchase genetic information of an individual or family member of the
individual, except as specifically provided in paragraph (b) of this
section. ``Request'' includes conducting an Internet search on an
individual in a way that is likely to result in a covered entity
obtaining genetic information; actively listening to third-party
conversations or searching an individual's personal effects for the
purpose of obtaining genetic information; and making requests for
information about an individual's current health status in a way that is
likely to result in a covered entity obtaining genetic information.
    (b) Exceptions. The general prohibition against requesting,
requiring, or purchasing genetic information does not apply:
    (1) Where a covered entity inadvertently requests or requires
genetic information of the individual or family member of the
individual.
    (i) Requests for Medical Information:
    (A) If a covered entity acquires genetic information in response to
a lawful request for medical information, the acquisition of genetic
information will not generally be considered inadvertent unless the
covered entity directs the individual and/or health care provider from
whom it requested medical information (in writing, or verbally, where
the covered entity does not typically make requests for medical
information in writing) not to provide genetic information.
    (B) If a covered entity uses language such as the following, any
receipt of genetic information in response to the request for medical
information will be deemed inadvertent: ``The Genetic Information
Nondiscrimination Act of 2008 (GINA) prohibits employers and other
entities covered by GINA Title II from requesting or requiring genetic
information of an individual or family member of the individual, except
as specifically allowed by this law. To comply with this law, we are
asking that you not provide any genetic information when responding to
this request for medical information. `Genetic information' as defined
by GINA, includes an individual's family medical history, the results of
an individual's or family member's genetic tests, the fact that an
individual or an individual's family member sought or received genetic
services, and genetic information of a fetus carried by an individual or
an individual's family member or an embryo lawfully held by an
individual or family member receiving assistive reproductive services.''
    (C) A covered entity's failure to give such a notice or to use this
or similar language will not prevent it from establishing that a
particular receipt of genetic information was inadvertent if its request
for medical information was not ``likely to result in a covered entity
obtaining genetic information'' (for example, where an overly broad
response is received in response to a tailored request for medical
information).

[[Page 419]]

    (D) Situations to which the requirements of subsection (b)(1)(i)
apply include, but are not limited to the following:
    (1) Where a covered entity requests documentation to support a
request for reasonable accommodation under Federal, State, or local law,
as long as the covered entity's request for such documentation is
lawful. A request for documentation supporting a request for reasonable
accommodation is lawful only when the disability and/or the need for
accommodation is not obvious; the documentation is no more than is
sufficient to establish that an individual has a disability and needs a
reasonable accommodation; and the documentation relates only to the
impairment that the individual claims to be a disability that requires
reasonable accommodation;
    (2) Where an employer requests medical information from an
individual as required, authorized, or permitted by Federal, State, or
local law, such as where an employee requests leave under the Family and
Medical Leave Act (FMLA) to attend to the employee's own serious health
condition or where an employee complies with the FMLA's employee return
to work certification requirements; or
    (3) Where a covered entity requests documentation to support a
request for leave that is not governed by Federal, State, or local laws
requiring leave, as long as the documentation required to support the
request otherwise complies with the requirements of the Americans with
Disabilities Act and other laws limiting a covered entity's access to
medical information.
    (ii) The exception for inadvertent acquisition of genetic
information also applies in, but is not necessarily limited to,
situations where--
    (A) A manager, supervisor, union representative, or employment
agency representative learns genetic information about an individual by
overhearing a conversation between the individual and others;
    (B) A manager, supervisor, union representative, or employment
agency representative learns genetic information about an individual by
receiving it from the individual or third-parties during a casual
conversation, including in response to an ordinary expression of concern
that is the subject of the conversation. For example, the exception
applies when the covered entity, acting through a supervisor or other
official, receives family medical history directly from an individual
following a general health inquiry (e.g., ``How are you?'' or ``Did they
catch it early?'' asked of an employee who was just diagnosed with
cancer) or a question as to whether the individual has a manifested
condition. Similarly, a casual question between colleagues, or between a
supervisor and subordinate, concerning the general well-being of a
parent or child would not violate GINA (e.g., ``How's your son feeling
today?'', ``Did they catch it early?'' asked of an employee whose family
member was just diagnosed with cancer, or ``Will your daughter be
OK?''). However, this exception does not apply where an employer follows
up a question concerning a family member's general health with questions
that are probing in nature, such as whether other family members have
the condition, or whether the individual has been tested for the
condition, because the covered entity should know that these questions
are likely to result in the acquisition of genetic information;
    (C) A manager, supervisor, union representative, or employment
agency representative learns genetic information from the individual or
a third-party without having solicited or sought the information (e.g.,
where a manager or supervisor receives an unsolicited email about the
health of an employee's family member from a co-worker); or
    (D) A manager, supervisor, union representative, or employment
agency representative inadvertently learns genetic information from a
social media platform which he or she was given permission to access by
the creator of the profile at issue (e.g., a supervisor and employee are
connected on a social networking site and the employee provides family
medical history on his page).
    (2) Where a covered entity offers health or genetic services,
including such services offered as part of a voluntary wellness program.

[[Page 420]]

    (i) This exception applies only where--
    (A) The provision of genetic information by the individual is
voluntary, meaning the covered entity neither requires the individual to
provide genetic information nor penalizes those who choose not to
provide it;
    (B) The individual provides prior knowing, voluntary, and written
authorization, which may include authorization in electronic format.
This requirement is only met if the covered entity uses an authorization
form that:
    (1) Is written so that the individual from whom the genetic
information is being obtained is reasonably likely to understand it;
    (2) Describes the type of genetic information that will be obtained
and the general purposes for which it will be used; and
    (3) Describes the restrictions on disclosure of genetic information;
    (C) Individually identifiable genetic information is provided only
to the individual (or family member if the family member is receiving
genetic services) and the licensed health care professionals or board
certified genetic counselors involved in providing such services, and is
not accessible to managers, supervisors, or others who make employment
decisions, or to anyone else in the workplace; and
    (D) Any individually identifiable genetic information provided under
paragraph (b)(2) of this section is only available for purposes of such
services and is not disclosed to the covered entity except in aggregate
terms that do not disclose the identity of specific individuals (a
covered entity will not violate the requirement that it receive
information only in aggregate terms if it receives information that, for
reasons outside the control of the provider or the covered entity (such
as the small number of participants), makes the genetic information of a
particular individual readily identifiable with no effort on the covered
entity's part).
    (ii) Consistent with the requirements of paragraph (b)(2)(i) of this
section, a covered entity may not offer a financial inducement for
individuals to provide genetic information, but may offer financial
inducements for completion of health risk assessments that include
questions about family medical history or other genetic information,
provided the covered entity makes clear, in language reasonably likely
to be understood by those completing the health risk assessment, that
the inducement will be made available whether or not the participant
answers questions regarding genetic information. For example:
    (A) A covered entity offers $150 to employees who complete a health
risk assessment with 100 questions, the last 20 of them concerning
family medical history and other genetic information. The instructions
for completing the health risk assessment make clear that the inducement
will be provided to all employees who respond to the first 80 questions,
whether or not the remaining 20 questions concerning family medical
history and other genetic information are answered. This health risk
assessment does not violate Title II of GINA.
    (B) Same facts as the previous example, except that the instructions
do not indicate which questions request genetic information; nor does
the assessment otherwise make clear which questions must be answered in
order to obtain the inducement. This health risk assessment violates
Title II of GINA.
    (iii) A covered entity may offer financial inducements to encourage
individuals who have voluntarily provided genetic information (e.g.,
family medical history) that indicates that they are at increased risk
of acquiring a health condition in the future to participate in disease
management programs or other programs that promote healthy lifestyles,
and/or to meet particular health goals as part of a health or genetic
service. However, to comply with Title II of GINA, these programs must
also be offered to individuals with current health conditions and/or to
individuals whose lifestyle choices put them at increased risk of
developing a condition. For example:
    (A) Employees who voluntarily disclose a family medical history of
diabetes, heart disease, or high blood pressure on a health risk
assessment that meets the requirements of (b)(2)(ii) of this section and
employees who have a current diagnosis of one or more of

[[Page 421]]

these conditions are offered $150 to participate in a wellness program
designed to encourage weight loss and a healthy lifestyle. This does not
violate Title II of GINA.
    (B) The program in the previous example offers an additional
inducement to individuals who achieve certain health outcomes.
Participants may earn points toward ``prizes'' totaling $150 in a single
year for lowering their blood pressure, glucose, and cholesterol levels,
or for losing weight. This inducement would not violate Title II of
GINA.
    (iv) Nothing contained in Sec. 1635.8(b)(2)(iii) limits the rights
or protections of an individual under the Americans with Disabilities
Act (ADA), as amended, or other applicable civil rights laws, or under
the Health Insurance Portability and Accountability Act (HIPAA), as
amended by GINA. For example, if an employer offers a financial
inducement for participation in disease management programs or other
programs that promote healthy lifestyles and/or require individuals to
meet particular health goals, the employer must make reasonable
accommodations to the extent required by the ADA, that is, the employer
must make ``modifications or adjustments that enable a covered entity's
employee with a disability to enjoy equal benefits and privileges of
employment as are enjoyed by its other similarly situated employees
without disabilities'' unless ``such covered entity can demonstrate that
the accommodation would impose an undue hardship on the operation of its
business.'' 29 CFR 1630.2(o)(1)(iii); 29 CFR 1630.9(a). In addition, if
the employer's wellness program provides (directly, through
reimbursement, or otherwise) medical care (including genetic
counseling), the program may constitute a group health plan and must
comply with the special requirements for wellness programs that
condition rewards on an individual satisfying a standard related to a
health factor, including the requirement to provide an individual with a
``reasonable alternative (or waiver of the otherwise applicable
standard)'' under HIPAA, when ``it is unreasonably difficult due to a
medical condition to satisfy'' or ``medically inadvisable to attempt to
satisfy'' the otherwise applicable standard. See section 9802 of the
Internal Revenue Code (26 U.S.C. 9802, 26 CFR 54.9802-1 and 54.9802-3T),
section 702 of the Employee Retirement Income Security Act of 1974
(ERISA) (29 U.S.C. 1182, 29 CFR 2590.702 and 2590.702-1), and section
2705 of the Public Health Service Act (45 CFR 146.121 and 146.122).
    (3) Where the covered entity requests family medical history to
comply with the certification provisions of the Family and Medical Leave
Act of 1993 (29 U.S.C. 2601 et seq.) or State or local family and
medical leave laws, or pursuant to a policy (even in the absence of
requirements of Federal, State, or local leave laws) that permits the
use of leave to care for a sick family member and that requires all
employees to provide information about the health condition of the
family member to substantiate the need for leave.
    (4) Where the covered entity acquires genetic information from
documents that are commercially and publicly available for review or
purchase, including newspapers, magazines, periodicals, or books, or
through electronic media, such as information communicated through
television, movies, or the Internet, except that this exception does not
apply--
    (i) To medical databases, court records, or research databases
available to scientists on a restricted basis;
    (ii) To genetic information acquired through sources with limited
access, such as social networking sites and other media sources which
require permission to access from a specific individual or where access
is conditioned on membership in a particular group, unless the covered
entity can show that access is routinely granted to all who request it;
    (iii) To genetic information obtained through commercially and
publicly available sources if the covered entity sought access to those
sources with the intent of obtaining genetic information; or
    (iv) To genetic information obtained through media sources, whether
or not commercially and publicly available, if the covered entity is
likely to acquire genetic information by accessing those sources, such
as Web sites and on-line

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discussion groups that focus on issues such as genetic testing of
individuals and genetic discrimination.
    (5) Where the covered entity acquires genetic information for use in
the genetic monitoring of the biological effects of toxic substances in
the workplace. In order for this exception to apply, the covered entity
must provide written notice of the monitoring to the individual and the
individual must be informed of the individual monitoring results. The
covered entity may not retaliate or otherwise discriminate against an
individual due to his or her refusal to participate in genetic
monitoring that is not required by federal or state law. This exception
further provides that such monitoring:
    (i) Is either required by federal or state law or regulation, or is
conducted only where the individual gives prior knowing, voluntary and
written authorization. The requirement for individual authorization is
only met if the covered entity uses an authorization form that:
    (A) Is written so that the individual from whom the genetic
information is being obtained is reasonably likely to understand the
form;
    (B) Describes the genetic information that will be obtained; and
    (C) Describes the restrictions on disclosure of genetic information;
    (ii) Is conducted in compliance with any Federal genetic monitoring
regulations, including any regulations that may be promulgated by the
Secretary of Labor pursuant to the Occupational Safety and Health Act of
1970 (29 U.S.C. 651 et seq.), the Federal Mine Safety and Health Act of
1977 (30 U.S.C. 801 et seq.), or the Atomic Energy Act of 1954 (42
U.S.C. 2011 et seq.); or State genetic monitoring regulations, in the
case of a State that is implementing genetic monitoring regulations
under the authority of the Occupational Safety and Health Act of 1970
(29 U.S.C. 651 et seq.); and
    (iii) Provides for reporting of the results of the monitoring to the
covered entity, excluding any licensed health care professional or board
certified genetic counselor involved in the genetic monitoring program,
only in aggregate terms that do not disclose the identity of specific
individuals.
    (6) Where an employer conducts DNA analysis for law enforcement
purposes as a forensic laboratory or for purposes of human remains
identification and requests or requires genetic information of its
employees, apprentices, or trainees, but only to the extent that the
genetic information is used for analysis of DNA identification markers
for quality control to detect sample contamination and is maintained and
disclosed in a manner consistent with such use.
    (c) Inquiries Made of Family Members Concerning a Manifested
Disease, Disorder, or Pathological Condition. (1) A covered entity does
not violate this section when it requests, requires, or purchases
information about a manifested disease, disorder, or pathological
condition of an employee, member, or apprenticeship program participant
whose family member is an employee for the same employer, a member of
the same labor organization, or a participant in the same apprenticeship
program. For example, an employer will not violate this section by
asking someone whose sister also works for the employer to take a post-
offer medical examination that does not include requests for genetic
information.
    (2) A covered entity does not violate this section when it requests,
requires, or purchases genetic information or information about the
manifestation of a disease, disorder, or pathological condition of an
individual's family member who is receiving health or genetic services
on a voluntary basis. For example, an employer does not unlawfully
acquire genetic information about an employee when it asks the
employee's family member who is receiving health services from the
employer if her diabetes is under control.
    (d) Medical examinations related to employment. The prohibition on
acquisition of genetic information, including family medical history,
applies to medical examinations related to employment. A covered entity
must tell health care providers not to collect genetic information,
including family medical history, as part of a medical examination
intended to determine the ability to perform a job, and must take
additional reasonable measures within

[[Page 423]]

its control if it learns that genetic information is being requested or
required. Such reasonable measures may depend on the facts and
circumstances under which a request for genetic information was made,
and may include no longer using the services of a health care
professional who continues to request or require genetic information
during medical examinations after being informed not to do so.
    (e) A covered entity may not use genetic information obtained
pursuant to subparagraphs (b) or (c) of this section to discriminate, as
defined by Sec. Sec. 1635.4, 1635.5, or 1635.6, and must keep such
information confidential as required by Sec. 1635.9.



Sec. 1635.9  Confidentiality.

    (a) Treatment of genetic information. (1) A covered entity that
possesses genetic information in writing about an employee or member
must maintain such information on forms and in medical files (including
where the information exists in electronic forms and files) that are
separate from personnel files and treat such information as a
confidential medical record.
    (2) A covered entity may maintain genetic information about an
employee or member in the same file in which it maintains confidential
medical information subject to section 102(d)(3)(B) of the Americans
with Disabilities Act, 42 U.S.C. 12112(d)(3)(B).
    (3) Genetic information that a covered entity receives orally need
not be reduced to writing, but may not be disclosed, except as permitted
by this part.
    (4) Genetic information that a covered entity acquires through
sources that are commercially and publicly available, as provided by,
and subject to the limitations in, 1635.8(b)(4) of this part, is not
considered confidential genetic information, but may not be used to
discriminate against an individual as described in Sec. Sec. 1635.4,
1635.5, or 1635.6 of this part.
    (5) Genetic information placed in personnel files prior to November
21, 2009 need not be removed and a covered entity will not be liable
under this part for the mere existence of the information in the file.
However, the prohibitions on use and disclosure of genetic information
apply to all genetic information that meets the statutory definition,
including genetic information requested, required, or purchased prior to
November 21, 2009.
    (b) Exceptions to limitations on disclosure. A covered entity that
possesses any genetic information, regardless of how the entity obtained
the information (except for genetic information acquired through
commercially and publicly available sources), may not disclose it
except:
    (1) To the employee or member (or family member if the family member
is receiving the genetic services) about whom the information pertains
upon receipt of the employee's or member's written request;
    (2) To an occupational or other health researcher if the research is
conducted in compliance with the regulations and protections provided
for under 45 CFR part 46;
    (3) In response to an order of a court, except that the covered
entity may disclose only the genetic information expressly authorized by
such order; and if the court order was secured without the knowledge of
the employee or member to whom the information refers, the covered
entity shall inform the employee or member of the court order and any
genetic information that was disclosed pursuant to such order;
    (4) To government officials investigating compliance with this title
if the information is relevant to the investigation;
    (5) To the extent that such disclosure is made in support of an
employee's compliance with the certification provisions of section 103
of the Family and Medical Leave Act of 1993 (29 U.S.C. 2613) or such
requirements under State family and medical leave laws; or
    (6) To a Federal, State, or local public health agency only with
regard to information about the manifestation of a disease or disorder
that concerns a contagious disease that presents an imminent hazard of
death or life-threatening illness, provided that the individual whose
family member is the subject of the disclosure is notified of such
disclosure.
    (c) Relationship to HIPAA Privacy Regulations. Pursuant to Sec.
1635.11(d) of this part, nothing in this section shall be

[[Page 424]]

construed as applying to the use or disclosure of genetic information
that is protected health information subject to the regulations issued
pursuant to section 264(c) of the Health Insurance Portability and
Accountability Act of 1996.



Sec. 1635.10  Enforcement and remedies.

    (a) Powers and procedures: The following powers and procedures shall
apply to allegations that Title II of GINA has been violated:
    (1) The powers and procedures provided to the Commission, the
Attorney General, or any person by sections 705 through 707 and 709
through 711 of the Civil Rights Act of 1964, 42 U.S.C. 2000e-4 through
2000e-6 and 2000e-8 through 2000e-10, where the alleged discrimination
is against an employee defined in 1635.2(c)(1) of this part or against a
member of a labor organization;
    (2) The powers and procedures provided to the Commission and any
person by sections 302 and 304 of the Government Employees Rights Act,
42 U.S.C. 2000e-16b and 2000e-16c, and in regulations at 29 CFR part
1603, where the alleged discrimination is against an employee as defined
in Sec. 1635.2(c)(2) of this part;
    (3) The powers and procedures provided to the Board of Directors of
the Office of Compliance and to any person under the Congressional
Accountability Act, 2 U.S.C. 1301 et seq. (including the provisions of
Title 3 of that act, 2 U.S.C. 1381 et seq.), where the alleged
discrimination is against an employee defined in Sec. 1635.2(c)(3) of
this part;
    (4) The powers and procedures provided in 3 U.S.C. 451 et seq., to
the President, the Commission, or any person in connection with an
alleged violation of section 3 U.S.C. 411(a)(1), where the alleged
discrimination is against an employee defined in Sec. 1635.2(c)(4) of
this part;
    (5) The powers and procedures provided to the Commission, the
Librarian of Congress, and any person by section 717 of the Civil Rights
Act, 42 U.S.C. 2000e-16, where the alleged discrimination is against an
employee defined in Sec. 1635.2(c)(5) of this part.
    (b) Remedies. The following remedies are available for violations of
GINA sections 202, 203, 204, 205, 206, and 207(f):
    (1) Compensatory and punitive damages as provided for, and limited
by, 42 U.S.C. 1981a(a)(1) and (b);
    (2) Reasonable attorney's fees, including expert fees, as provided
for, and limited by, 42 U.S.C. 1988(b) and (c); and
    (3) Injunctive relief, including reinstatement and hiring, back pay,
and other equitable remedies as provided for, and limited by, 42 U.S.C.
2000e-5(g).
    (c) Posting of Notices. (1) Every covered entity shall post and keep
posted in conspicuous places upon its premises where notices to
employees, applicants for employment, and members are customarily posted
a notice to be prepared or approved by the Commission setting forth
excerpts from or, summaries of, the pertinent provisions of this
regulation and information pertinent to the filing of a complaint.
    (2) A willful violation of this requirement shall be punishable by a
fine of not more than $100 for each separate offense.



Sec. 1635.11  Construction.

    (a) Relationship to other laws, generally. This part does not--
    (1) Limit the rights or protections of an individual under any other
Federal, State, or local law that provides equal or greater protection
to an individual than the rights or protections provided for under this
part, including the Americans with Disabilities Act of 1990 (42 U.S.C.
12101 et seq.), the Rehabilitation Act of 1973 (29 U.S.C. 701 et seq.),
and State and local laws prohibiting genetic discrimination or
discrimination on the basis of disability;
    (2) Apply to the Armed Forces Repository of Specimen Samples for the
Identification of Remains;
    (3) Limit or expand the protections, rights, or obligations of
employees or employers under applicable workers' compensation laws;
    (4) Limit the authority of a Federal department or agency to conduct
or sponsor occupational or other health research in compliance with the
regulations and protections provided for under 45 CFR part 46;
    (5) Limit the statutory or regulatory authority of the Occupational
Safety and Health Administration or the Mine Safety and Health
Administration to

[[Page 425]]

promulgate or enforce workplace safety and health laws and regulations;
or
    (6) Require any specific benefit for an employee or member or a
family member of an employee or member (such as additional coverage for
a particular health condition that may have a genetic basis) under any
group health plan or health insurance issuer offering group health
insurance coverage in connection with a group health plan.
    (b) Relation to certain Federal laws governing health coverage--(1)
General: Nothing in GINA Title II provides for enforcement of, or
penalties for, violation of any requirement or prohibition of a covered
entity subject to enforcement under:
    (i) Amendments made by Title I of GINA.
    (ii) Section 701(a) of the Employee Retirement Income Security Act
(29 U.S.C. 1181) (ERISA), section 2704(a) of the Public Health Service
Act, and section 9801(a) of the Internal Revenue Code (26 U.S.C.
9801(a)), as such sections apply with respect to genetic information
pursuant to section 701(b)(1)(B) of ERISA, section 2704(b)(1)(B) of the
Public Health Service Act, and section 9801(b)(1)(B) of the Internal
Revenue Code, respectively, of such sections, which prohibit a group
health plan or a health insurance issuer in the group market from
imposing a preexisting condition exclusion based solely on genetic
information, in the absence of a diagnosis of a condition;
    (iii) Section 702(a)(1)(F) of ERISA (29 U.S.C. 1182(a)(1)(F)),
section 2705(a)(6) of the Public Health Service Act, and section
9802(a)(1)(F) of the Internal Revenue Code (26 U.S.C. 9802(a)(1)(F)),
which prohibit a group health plan or a health insurance issuer in the
group market from discriminating against individuals in eligibility and
continued eligibility for benefits based on genetic information; or
    (iv) Section 702(b)(1) of ERISA (29 U.S.C. 1182(b)(1)), section
2705(b)(1) of the Public Health Service Act, and section 9802(b)(1) of
the Internal Revenue Code (26 U.S.C. 9802(b)(1)), as such sections apply
with respect to genetic information as a health status-related factor,
which prohibit a group health plan or a health insurance issuer in the
group market from discriminating against individuals in premium or
contribution rates under the plan or coverage based on genetic
information.
    (2) Application. The application of paragraph (b)(1) of this section
is intended to prevent Title II causes of action from being asserted
regarding matters subject to enforcement under Title I or the other
genetics provisions for group coverage in ERISA, the Public Health
Service Act, and the Internal Revenue Code. The firewall seeks to ensure
that health plan or issuer provisions or actions are addressed and
remedied through ERISA, the Public Health Service Act, or the Internal
Revenue Code, while actions taken by employers and other GINA Title II
covered entities are remedied through GINA Title II. Employers and other
GINA Title II covered entities would remain liable for any of their
actions that violate Title II, even where those actions involve access
to health benefits, because such benefits are within the definition of
compensation, terms, conditions, or privileges of employment. For
example, an employer that fires an employee because of anticipated high
health claims based on genetic information remains subject to liability
under Title II. On the other hand, health plan or issuer provisions or
actions related to the imposition of a preexisting condition exclusion;
a health plan's or issuer's discrimination in health plan eligibility,
benefits, or premiums based on genetic information; a health plan's or
issuer's request that an individual undergo a genetic test; and/or a
health plan's or issuer's collection of genetic information remain
subject to enforcement under Title I exclusively. For example:
    (i) If an employer contracts with a health insurance issuer to
request genetic information, the employer has committed a Title II
violation. In addition, the issuer may have violated Title I of GINA.
    (ii) If an employer directs his employees to undergo mandatory
genetic testing in order to be eligible for health benefits, the
employer has committed a Title II violation.
    (iii) If an employer or union amends a health plan to require an
individual

[[Page 426]]

to undergo a genetic test, then the employer or union is liable for a
violation of Title II. In addition, the health plan's implementation of
the requirement may subject the health plan to liability under Title I.
    (c) Relationship to authorities under GINA Title I. GINA Title II
does not prohibit any group health plan or health insurance issuer
offering group health insurance coverage in connection with a group
health plan from engaging in any action that is authorized under any
provision of law noted in Sec. 1635.11(b) of this part, including any
implementing regulations noted in Sec. 1635.11(b).
    (d) Relationship to HIPAA Privacy Regulations. This part does not
apply to genetic information that is protected health information
subject to the regulations issued by the Secretary of Health and Human
Services pursuant to section 264(c) of the Health Insurance Portability
and Accountability Act of 1996.



Sec. 1635.12  Medical information that is not genetic information.

    (a) Medical information about a manifested disease, disorder, or
pathological condition. (1) A covered entity shall not be considered to
be in violation of this part based on the use, acquisition, or
disclosure of medical information that is not genetic information about
a manifested disease, disorder, or pathological condition of an employee
or member, even if the disease, disorder, or pathological condition has
or may have a genetic basis or component.
    (2) Notwithstanding paragraph (a)(1) of this section, the
acquisition, use, and disclosure of medical information that is not
genetic information about a manifested disease, disorder, or
pathological condition is subject to applicable limitations under
sections 103(d)(1)-(4) of the Americans with Disabilities Act (42 U.S.C.
12112(d)(1)-(4)), and regulations at 29 CFR 1630.13, 1630.14, and
1630.16.
    (b) Genetic information related to a manifested disease, disorder,
or pathological condition. Notwithstanding paragraph (a) of this
section, genetic information about a manifested disease, disorder, or
pathological condition is subject to the requirements and prohibitions
in sections 202 through 206 of GINA and Sec. Sec. 1635.4 through 1635.9
of this part.



PART 1640_PROCEDURES FOR COORDINATING THE INVESTIGATION OF COMPLAINTS
OR CHARGES OF EMPLOYMENT DISCRIMINATION BASED ON DISABILITY SUBJECT TO

THE AMERICANS WITH DISABILITIES ACT AND SECTION 504 OF THE
REHABILITATION ACT OF 1973--Table of Contents



Sec.
1640.1 Purpose and application.
1640.2 Definitions.
1640.3 Exchange of information.
1640.4 Confidentiality.
1640.5 Date of receipt.
1640.6 Processing of complaints of employment discrimination filed with
          an agency other than the EEOC.
1640.7 Processing of charges of employment discrimination filed with the
          EEOC.
1640.8 Processing of complaints or charges of employment discrimination
          filed with both the EEOC and a section 504 agency.
1640.9 Processing of complaints or charges of employment discrimination
          filed with a designated agency and either a section 504
          agency, the EEOC, or both.
1640.10 Section 504 agency review of deferred complaints.
1640.11 EEOC review of deferred charges.
1640.12 Standards.
1640.13 Agency specific memoranda of understanding.

    Authority: 5 U.S.C. 301; 29 U.S.C. 794(d); 42 U.S.C. 12117(b).

    Source: 59 FR 39904, 39908, Aug. 4, 1994, unless otherwise noted.



Sec. 1640.1  Purpose and application.

    (a) This part establishes the procedures to be followed by the
Federal agencies responsible for processing and resolving complaints or
charges of employment discrimination filed against recipients of Federal
financial assistance when jurisdiction exists under both section 504 and
title I.
    (b) This part also repeats the provisions established by 28 CFR
35.171 for determining which Federal agency shall process and resolve
complaints or charges of employment discrimination:
    (1) That fall within the overlapping jurisdiction of titles I and II
(but are not covered by section 504); and

[[Page 427]]

    (2) That are covered by title II, but not title I (whether or not
they are also covered by section 504).
    (c) This part also describes the procedures to be followed when a
complaint or charge arising solely under section 504 or title I is filed
with a section 504 agency or the EEOC.
    (d) This part does not apply to complaints or charges against
Federal contractors under section 503 of the Rehabilitation Act.
    (e) This part does not create rights in any person or confer agency
jurisdiction not created or conferred by the ADA or section 504 over any
complaint or charge.



Sec. 1640.2  Definitions.

    As used in this part, the term:
    Americans with Disabilities Act of 1990 or ADA means the Americans
with Disabilities Act of 1990 (Pub. L. 101-336, 104 Stat. 327, 42 U.S.C.
12101-12213 and 47 U.S.C. 225 and 611).
    Assistant Attorney General refers to the Assistant Attorney General,
Civil Rights Division, United States Department of Justice, or his or
her designee.
    Chairman of the Equal Employment Opportunity Commission refers to
the Chairman of the United States Equal Employment Opportunity
Commission, or his or her designee.
    Civil Rights Division means the Civil Rights Division of the United
States Department of Justice.
    Designated agency means any one of the eight agencies designated
under Sec. 35.190 of 28 CFR part 35 (the Department's title II
regulation) to implement and enforce title II of the ADA with respect to
the functional areas within their jurisdiction.
    Dual-filed complaint or charge means a complaint or charge of
employment discrimination that:
    (1) Arises under both section 504 and title I;
    (2) Has been filed with both a section 504 agency that has
jurisdiction under section 504 and with the EEOC, which has jurisdiction
under title I; and
    (3) Alleges the same facts and raises the same issues in both
filings.
    Due weight shall mean, with respect to the weight a section 504
agency or the EEOC shall give to the other agency's findings and
conclusions, such full and careful consideration as is appropriate,
taking into account such factors as:
    (1) The extent to which the underlying investigation is complete and
the evidence is supportive of the findings and conclusions;
    (2) The nature and results of any subsequent proceedings;
    (3) The extent to which the findings, conclusions and any actions
taken:
    (i) Under title I are consistent with the effective enforcement of
section 504; or
    (ii) Under section 504 are consistent with the effective enforcement
of title I; and
    (4) The section 504 agency's responsibilities under section 504 or
the EEOC's responsibilities under title I.
    Equal Employment Opportunity Commission or EEOC refers to the United
States Equal Employment Opportunity Commission, and, when appropriate,
to any of its headquarters, district, area, local, or field offices.
    Federal financial assistance shall have the meaning, with respect to
each section 504 agency, as defined in such agency's regulations
implementing section 504 for Federally- assisted programs.
    Program or activity shall have the meaning defined in the
Rehabilitation Act of 1973 (Pub. L. 93-112, 87 Stat. 394, 29 U.S.C.
794), as amended.
    Public entity means:
    (1) Any State or local government;
    (2) Any department, agency, special purpose district, or other
instrumentality of a State or States or local government; and
    (3) The National Railroad Passenger Corporation, and any commuter
authority (as defined in section 103(8) of the Rail Passenger Service
Act, 45 U.S.C. 502(8)).
    Recipient means any State, political subdivision of any State, or
instrumentality of any State or political subdivision, any public or
private agency, institution, organization, or other entity, or any
individual, in any State, to whom Federal financial assistance is
extended, directly or through another recipient, for any program,
including any successor, assignee, or transferee thereof, but such term
does not include

[[Page 428]]

any ultimate beneficiary under such program.
    Section 504 means section 504 of the Rehabilitation Act of 1973
(Pub. L. 93-112, 87 Stat. 394, 29 U.S.C. 794), as amended.
    Section 504 agency means any Federal department or agency that
extends Federal financial assistance to programs or activities of
recipients.
    Title I means title I of the ADA.
    Title II means subtitle A of title II of the ADA.



Sec. 1640.3  Exchange of information.

    The EEOC, section 504 agencies, and designated agencies shall share
any information relating to the employment policies and practices of a
respondent that may assist each agency in carrying out its
responsibilities, to the extent permissible by law. Such information
shall include, but is not limited to, complaints, charges, investigative
files, compliance review reports and files, affirmative action programs,
and annual employment reports.



Sec. 1640.4  Confidentiality.

    (a) When a section 504 agency or a designated agency receives
information obtained by the EEOC, such agency shall observe the
confidentiality requirements of section 706(b) and section 709(e) of the
Civil Rights Act of 1964, as amended (42 U.S.C. 2000e-5(b) and 2000e-
8(e)), as incorporated by section 107(a) of the ADA, to the same extent
as these provisions would bind the EEOC, except when the agency receives
the same information from a source independent of the EEOC. Agency
questions concerning the confidentiality requirements of title I shall
be directed to the Associate Legal Counsel for Legal Services, Office of
Legal Counsel, the EEOC.
    (b) When the EEOC receives information from a section 504 or a
designated agency, the EEOC shall observe any confidentiality
requirements applicable to that information.



Sec. 1640.5  Date of receipt.

    A complaint or charge of employment discrimination is deemed to be
filed, for purposes of determining timeliness, on the date the complaint
or charge is first received by a Federal agency with section 504 or ADA
jurisdiction, regardless of whether it is subsequently transferred to
another agency for processing.



Sec. 1640.6  Processing of complaints of employment discrimination filed
with an agency other than the EEOC.

    (a) Agency determination of jurisdiction. Upon receipt of a
complaint of employment discrimination, an agency other than the EEOC
shall:
    (1) Determine whether it has jurisdiction over the complaint under
section 504 or under title II of the ADA; and
    (2) Determine whether the EEOC may have jurisdiction over the
complaint under title I of the ADA.
    (b) Referral to the Civil Rights Division. If the agency determines
that it does not have jurisdiction under section 504 or title II, and
determines that the EEOC does not have jurisdiction under title I, the
agency shall promptly refer the complaint to the Civil Rights Division.
The Civil Rights Division shall determine if another Federal agency may
have jurisdiction over the complaint under section 504 or title II, and,
if so, shall promptly refer the complaint to a section 504 or a
designated agency with jurisdiction over the complaint.
    (c) Referral to the EEOC--(1) Referral by an agency without
jurisdiction. If an agency determines that it does not have jurisdiction
over a complaint of employment discrimination under either section 504
or title II and determines that the EEOC may have jurisdiction under
title I, the agency shall promptly refer the complaint to the EEOC for
investigation and processing under title I of the ADA.
    (2) Referral by a section 504 agency. (i) A section 504 agency that
otherwise has jurisdiction over a complaint of employment discrimination
under section 504 shall promptly refer to the EEOC, for investigation
and processing under title I of the ADA, any complaint of employment
discrimination that solely alleges discrimination against an individual
(and that does not allege discrimination in both employment and in other
practices or services of the respondent or a pattern or practice of
employment discrimination), unless:

[[Page 429]]

    (A) The section 504 agency determines that the EEOC does not have
jurisdiction over the complaint under title I; or
    (B) The EEOC has jurisdiction over the complaint under title I, but
the complainant, either independently, or following receipt of the
notification letter required to be sent to the complainant pursuant to
paragraph (c)(2)(ii) of this section, specifically requests that the
complaint be investigated by the section 504 agency.
    (ii) Prior to referring an individual complaint of employment
discrimination to the EEOC pursuant to paragraph (c)(2)(i) of this
section (but not prior to making such a referral pursuant to paragraph
(c)(1) of this section), a section 504 agency that otherwise has
jurisdiction over the complaint shall promptly notify the complainant,
in writing, of its intention to make such a referral. The notice letter
shall:
    (A) Inform the complainant that, unless the agency receives a
written request from the complainant within twenty days of the date of
the notice letter requesting that the agency retain the complaint for
investigation, the agency will forward the complaint to the EEOC for
investigation and processing; and
    (B) Describe the basic procedural differences between an
investigation under section 504 and an investigation under title I, and
inform the complainant of the potential for differing remedies under
each statute.
    (3) Referral by a designated agency. A designated agency that does
not have section 504 jurisdiction over a complaint of employment
discrimination and that has determined that the EEOC may have
jurisdiction over the complaint under title I shall promptly refer the
complaint to the EEOC.
    (4) Processing of complaints referred to the EEOC. (i) A complaint
referred to the EEOC in accordance with this section by an agency with
jurisdiction over the complaint under section 504 shall be deemed to be
a dual-filed complaint under section 504 and title I. When a section 504
agency with jurisdiction over a complaint refers the complaint to the
EEOC, the section 504 agency shall defer its processing of the complaint
pursuant to Sec. 1640.10, pending resolution by the EEOC.
    (ii) A complaint referred to the EEOC by an agency that has
jurisdiction over the complaint solely under title II (and not under
section 504) will be treated as a complaint filed under title I only.
    (iii) Any complaint referred to the EEOC pursuant to this section
shall be processed by the EEOC under its title I procedures.
    (d) Retention by the agency for investigation--(1) Retention by a
section 504 agency. A section 504 agency shall retain a complaint for
investigation when the agency determines that it has jurisdiction over
the complaint under section 504, and one or more of the following
conditions are met:
    (i) The EEOC does not have jurisdiction over the complaint under
title I; or
    (ii) The EEOC has jurisdiction over the complaint, but the
complainant elects to have the section 504 agency process the complaint
and the section 504 agency receives a written request from the
complainant for section 504 agency processing within twenty days of the
date of the notice letter required to be sent pursuant to paragraph
(c)(2)(ii) of this section; or
    (iii) The complaint alleges discrimination in both employment and in
other practices or services of the respondent that are covered by
section 504; or
    (iv) The complaint alleges a pattern or practice of employment
discrimination.
    (2) Retention by a designated agency. A designated agency that does
not have jurisdiction over the complaint under section 504 shall retain
a complaint for investigation when the agency determines that it has
jurisdiction over the complaint under title II of the ADA and that the
EEOC does not have jurisdiction over the complaint under title I.
    (3) Processing of complaints retained by an agency. Any complaint
retained for investigation and processing by an agency pursuant to
paragraphs (d)(1) and (d)(2) of this section will be investigated and
processed under section 504, title II, or both, as applicable, and will
not be considered to be dual filed under title I.

[[Page 430]]



Sec. 1640.7  Processing of charges of employment discrimination filed
with the EEOC.

    (a) EEOC determination of jurisdiction. Upon receipt of a charge of
employment discrimination, the EEOC shall:
    (1) Determine whether it has jurisdiction over the charge under
title I of the ADA. If it has jurisdiction, except as provided in
paragraph (b)(2) of this section, the EEOC shall process the charge
pursuant to title I procedures.
    (2) If the EEOC determines that it does not have jurisdiction under
title I, the EEOC shall promptly refer the charge to the Civil Rights
Division. The Civil Rights Division shall determine if a Federal agency
may have jurisdiction over the charge under section 504 or title II,
and, if so, shall refer the charge to a section 504 agency or to a
designated agency with jurisdiction over the complaint.
    (b) Retention by the EEOC for investigation. (1) The EEOC shall
retain a charge for investigation when it determines that it has
jurisdiction over the charge under title I.
    (2) Referral to an agency. Any charge retained by the EEOC for
investigation and processing will be investigated and processed under
title I only, and will not be deemed dual filed under section 504,
except that ADA cause charges (as defined in 29 CFR 1601.21) that also
fall within the jurisdiction of a section 504 agency and that the EEOC
(or the Civil Rights Division, if such a charge is against a government,
governmental agency, or political subdivision) has declined to litigate
shall be referred to the appropriate section 504 agency for review of
the file and any administrative or other action deemed appropriate under
section 504. Such charges shall be deemed complaints, dual filed under
section 504, solely for the purposes of the agency review and action
described in this paragraph. The date of such dual filing shall be
deemed to be the date the complaint was received by the EEOC.



Sec. 1640.8  Processing of complaints or charges of employment
discrimination filed with both the EEOC and a section 504 agency.

    (a) Procedures for handling dual-filed complaints or charges. As
between the EEOC and a section 504 agency, except as provided in
paragraph (e) of this section, a complaint or charge of employment
discrimination that is dual filed with both the EEOC and a section 504
agency shall be processed as follows:
    (1) EEOC processing. The EEOC shall investigate and process the
charge when the EEOC determines that it has jurisdiction over the charge
under title I and the charge solely alleges employment discrimination
against an individual, unless the charging party elects to have the
section 504 agency process the charge and the section 504 agency
receives a written request from the complainant for section 504 agency
processing within twenty days of the date of the notice letter required
to be sent pursuant to Sec. 1640.6(c)(2)(ii).
    (2) Section 504 agency processing. A section 504 agency shall
investigate and process the complaint when the agency determines that it
has jurisdiction over the complaint under section 504, and:
    (i) The complaint alleges discrimination in both employment and in
other practices or services of the respondent; or
    (ii) The complaint alleges a pattern or practice of discrimination
in employment; or
    (iii) In the case of a complaint solely alleging employment
discrimination against an individual, the complainant elects to have a
section 504 agency process the complaint and the section 504 agency
receives a written request from the complainant for section 504 agency
processing within twenty days of the date of the notice letter required
to be sent pursuant to Sec. 1640.6(c)(2)(ii).
    (b) Referral to the Civil Rights Division. If the EEOC determines
that it does not have jurisdiction under title I, and the section 504
agency determines that it does not have jurisdiction under section 504
or title II, the complaint or charge shall be promptly referred to the
Civil Rights Division. The Civil Rights Division shall determine if
another Federal agency may have jurisdiction over the complaint under
section 504 or title II, and, if so, shall promptly refer the complaint
to a section 504 or a designated agency with jurisdiction over the
complaint.

[[Page 431]]

    (c) Procedures for determining whether a complaint or charge has
been dual filed. The EEOC and each agency with jurisdiction to
investigate and process complaints of employment discrimination under
section 504 shall jointly develop procedures for determining whether
complaints or charges of discrimination have been dual filed with the
EEOC and with one or more other agencies.
    (d) Notification of deferral. The agency required to process a dual-
filed complaint or charge under this section shall notify the
complainant or charging party and the respondent that the complaint or
charge was dual filed with one or more other agencies and that such
other agencies have agreed to defer processing and will take no further
action except as provided in Sec. 1640.10 or Sec. 1640.11, as
applicable.
    (e) Exceptions. When special circumstances make deferral as provided
in this section inappropriate, the EEOC, and an agency with
investigative authority under section 504, may jointly determine to
reallocate investigative responsibilities. Special circumstances
include, but are not limited to, cases in which the EEOC has already
commenced its investigation at the time that the agency discovers that
the complaint or charge is a dual-filed complaint or charge in which the
complainant has elected section 504 processing, alleged discrimination
in both employment and in other practices or services of the respondent,
or alleged a pattern or practice of employment discrimination.



Sec. 1640.9  Processing of complaints or charges of employment
discrimination filed with a designated agency and either a section 504

agency, the EEOC, or both.

    (a) Designated agency processing. A designated agency shall
investigate and process a complaint that has been filed with it and with
the EEOC, a section 504 agency, or both, when either of the following
conditions is met:
    (1) The designated agency determines that it has jurisdiction over
the complaint under title II and that neither the EEOC nor a section 504
agency (other than the designated agency, if the designated agency is
also a section 504 agency) has jurisdiction over the complaint; or
    (2) The designated agency determines that it has jurisdiction over
the complaint under section 504 and the complaint meets the requirements
for processing by a section 504 agency set forth in Sec. 1640.8(a)(2).
    (b) Referral by a designated agency. A designated agency that has
jurisdiction over a complaint solely under title II (and not under
section 504) shall forward a complaint that has been filed with it and
with the EEOC, a section 504 agency, or both, to either the EEOC or to a
section 504 agency, as follows:
    (1) If the designated agency determines that the EEOC is the sole
agency, other than the designated agency, with jurisdiction over the
complaint, the designated agency shall forward the complaint to the EEOC
for processing under title I; or
    (2) If the designated agency determines that the section 504 agency
is the sole agency, other than the designated agency, with jurisdiction
over the complaint, the designated agency shall forward the complaint to
the section 504 agency for processing under section 504; or
    (3) If the designated agency determines that both the EEOC and a
section 504 agency have jurisdiction over the complaint, the designated
agency shall forward the complaint to the EEOC if it determines that the
complaint solely alleges employment discrimination against an
individual, or it shall forward the complaint to the section 504 agency
if it determines that the complaint meets the requirements for
processing by a section 504 agency set out in Sec. 1640.8(a)(2)(i) or
(a)(2)(ii).



Sec. 1640.10  Section 504 agency review of deferred complaints.

    (a) Deferral by the section 504 agency. When a section 504 agency
refers a complaint to the EEOC pursuant to Sec. 1640.6(c)(2) or when it
is determined that, as between the EEOC and a section 504 agency, the
EEOC is the agency that shall process a dual-filed complaint or charge
under Sec. 1640.8(a)(1) or Sec. 1640.8(e), the section 504 agency
shall defer further action until:

[[Page 432]]

    (1) The EEOC issues a no cause finding and a notice of right-to-sue
pursuant to 29 CFR 1601.19; or
    (2) The EEOC enters into a conciliation agreement; or
    (3) The EEOC issues a cause finding and a notice of failure of
conciliation pursuant to 29 CFR 1601.21, and:
    (i) If the recipient is not a government, governmental agency, or
political subdivision, the EEOC completes enforcement proceedings or
issues a notice of right-to-sue in accordance with 29 CFR 1601.28; or
    (ii) If the recipient is a government, governmental agency, or
political subdivision, the EEOC refers the charge to the Civil Rights
Division in accordance with 29 CFR 1601.29, and the Civil Rights
Division completes enforcement proceedings or issues a notice of right-
to-sue in accordance with 29 CFR 1601.28(d); or
    (4) The EEOC or, when a case has been referred pursuant to 29 CFR
1601.29, the Civil Rights Division, otherwise resolves the charge.
    (b) Notification of the deferring agency. The EEOC or the Civil
Rights Division, as appropriate, shall notify the agency that has
deferred processing of the charge upon resolution of any dual-filed
complaint or charge.
    (c) Agency review. After receipt of notification that the EEOC or
the Civil Rights Division, as appropriate, has resolved the complaint or
charge, the agency shall promptly determine what further action by the
agency is warranted. In reaching that determination, the agency shall
give due weight to the findings and conclusions of the EEOC and to those
of the Civil Rights Division, as applicable. If the agency proposes to
take an action inconsistent with the EEOC's or the Civil Rights
Division's findings and conclusions as to whether a violation has
occurred, the agency shall notify in writing the Assistant Attorney
General, the Chairman of the EEOC, and the head of the EEOC office that
processed the complaint. In the written notification, the agency shall
state the action that it proposes to take and the basis of its decision
to take such action.
    (d) Provision of information. Upon written request, the EEOC or the
Civil Rights Division shall provide the section 504 agency with any
materials relating to its resolution of the charge, including its
findings and conclusions, investigative reports and files, and any
conciliation agreement.



Sec. 1640.11  EEOC review of deferred charges.

    (a) Deferral by the EEOC. When it is determined that a section 504
agency is the agency that shall process a dual-filed complaint or charge
under Sec. 1640.8(a)(2) or Sec. 1640.8(e), the EEOC shall defer
further action until the section 504 agency takes one of the following
actions:
    (1) Makes a finding that a violation has not occurred;
    (2) Enters into a voluntary compliance agreement;
    (3) Following a finding that a violation has occurred, refers the
complaint to the Civil Rights Division for judicial enforcement and the
Civil Rights Division resolves the complaint;
    (4) Following a finding that a violation has occurred, resolves the
complaint through final administrative enforcement action; or
    (5) Otherwise resolves the charge.
    (b) Notification of the EEOC. The section 504 agency shall notify
the EEOC upon resolution of any dual-filed complaint or charge.
    (c) Agency review. After receipt of notification that the section
504 agency has resolved the complaint, the EEOC shall promptly determine
what further action by the EEOC is warranted. In reaching that
determination, the EEOC shall give due weight to the section 504
agency's findings and conclusions. If the EEOC proposes to take an
action inconsistent with the section 504 agency's findings and
conclusions as to whether a violation has occurred, the EEOC shall
notify in writing the Assistant Attorney General, the Chairman of the
EEOC, and the head of the section 504 agency that processed the
complaint. In the written notification, the EEOC shall state the action
that it proposes to take and the basis of its decision to take such
action.
    (d) Provision of information. Upon written request, the section 504
agency shall provide the EEOC with any materials relating to its
resolution of the complaint, including its conclusions,

[[Page 433]]

investigative reports and files, and any voluntary compliance agreement.



Sec. 1640.12  Standards.

    In any investigation, compliance review, hearing or other
proceeding, the standards used to determine whether section 504 has been
violated in a complaint alleging employment discrimination shall be the
standards applied under title I of the ADA and the provisions of
sections 501 through 504, and 510, of the ADA, as such sections relate
to employment. Section 504 agencies shall consider the regulations and
appendix implementing title I of the ADA, set forth at 29 CFR part 1630,
and case law arising under such regulations, in determining whether a
recipient of Federal financial assistance has engaged in an unlawful
employment practice.



Sec. 1640.13  Agency specific memoranda of understanding.

    When a section 504 agency amends its regulations to make them
consistent with title I of the ADA, the EEOC and the individual section
504 agency may elect to enter into a memorandum of understanding
providing for the investigation and processing of complaints dual filed
under both section 504 and title I of the ADA by the section 504 agency.



      PART 1641_PROCEDURES FOR COMPLAINTS/CHARGES OF EMPLOYMENT
      DISCRIMINATION BASED ON DISABILITY FILED AGAINST EMPLOYERS

      HOLDING GOVERNMENT CONTRACTS OR SUBCONTRACTS--Table of Contents



Sec.
1641.1 Purpose and application.
1641.2 Exchange of information.
1641.3 Confidentiality.
1641.4 Standards for investigations, hearings, determinations and other
          proceedings.
1641.5 Processing of complaints filed with OFCCP.
1641.6 Processing of charges filed with EEOC.
1641.7 Review of this part.
1641.8 Definitions.

    Authority: 42 U.S.C. 12117(b).

    Source: 57 FR 2962, 2964, Jan. 24, 1992, unless otherwise noted.



Sec. 1641.1  Purpose and application.

    The purpose of this part is to implement procedures for processing
and resolving complaints/charges of employment discrimination filed
against employers holding government contracts or subcontracts, where
the complaints/charges fall within the jurisdiction of both section 503
of the Rehabilitation Act of 1973 (hereinafter ``Section 503'') and the
Americans with Disabilities Act of 1990 (hereinafter ``ADA''). The
promulgation of this part is required pursuant to section 107(b) of the
ADA. Nothing in this part should be deemed to affect the Department of
Labor's (hereinafter ``DOL'') Office of Federal Contract Compliance
Programs' (hereinafter ``OFCCP'') conduct of compliance reviews of
government contractors and subcontractors under section 503. Nothing in
this part is intended to create rights in any person.



Sec. 1641.2  Exchange of information.

    (a) EEOC and OFCCP shall share any information relating to the
employment policies and practices of employers holding government
contracts or subcontracts that may assist each office in carrying out
its responsibilities. Such information shall include, but not
necessarily be limited to, affirmative action programs, annual
employment reports, complaints, charges, investigative files, and
compliance review reports and files.
    (b) All requests by third parties for disclosure of the information
described in paragraph (a) of this section shall be coordinated with the
agency which initially compiled or collected the information.
    (c) Paragraph (b) of this section is not applicable to requests for
data in EEOC files made by any State or local agency designated as a
``FEP agency'' with which EEOC has a charge resolution contract and a
work-sharing agreement containing the confidentiality requirements of
sections 706(b) and 709(e) of title VII of the Civil Rights Act of 1964
(42 U.S.C. 2000e et seq.). However, such an agency shall not disclose
any of the information, initially compiled by OFCCP, to the

[[Page 434]]

public without express written approval by the Director of OFCCP.



Sec. 1641.3  Confidentiality.

    When the Department of Labor receives information obtained by EEOC,
the Department of Labor shall observe the confidentiality requirements
of sections 706(b) and 709(e) of title VII of the Civil Rights Act of
1964, as incorporated by section 107(a) of the ADA, as would EEOC,
except in cases where DOL receives the same information from a source
independent of EEOC. Questions concerning confidentiality shall be
directed to the Associate Legal Counsel for Legal Services, Office of
Legal Counsel of EEOC.



Sec. 1641.4  Standards for investigations, hearings, determinations and
other proceedings.

    In any OFCCP investigation, hearing, determination or other
proceeding involving a complaint/charge that is dual filed under both
section 503 and the ADA, OFCCP will utilize legal standards consistent
with those applied under the ADA in determining whether an employer has
engaged in an unlawful employment practice. EEOC and OFCCP will
coordinate the arrangement of any necessary training regarding the
substantive or procedural provisions of the ADA, and of EEOC's
implementing regulations (29 CFR part 1630 and 29 CFR part 1601).



Sec. 1641.5  Processing of complaints filed with OFCCP.

    (a) Complaints of employment discrimination filed with OFCCP will be
considered charges, simultaneously dual filed, under the ADA whenever
the complaints also fall within the jurisdiction of the ADA. OFCCP will
act as EEOC's agent for the sole purposes of receiving, investigating
and processing the ADA charge component of a section 503 complaint dual
filed under the ADA, except as otherwise set forth in paragraph (e) of
this section.
    (b) Within ten days of receipt of a complaint of employment
discrimination under section 503 (charge under the ADA), OFCCP shall
notify the contractor/respondent that it has received a complaint of
employment discrimination under section 503 (charge under the ADA). This
notification shall state the date, place and circumstances of the
alleged unlawful employment practice.
    (c) Pursuant to work-sharing agreements between EEOC and State and
local agencies designated as FEP agencies, the deferral period for
section 503 complaints/ADA charges dual filed with OFCCP will be waived.
    (d) OFCCP shall transfer promptly to EEOC a complaint of employment
discrimination over which it does not have jurisdiction but over which
EEOC may have jurisdiction. At the same time, OFCCP shall notify the
complainant and the contractor/respondent of the transfer, the reason
for the transfer, the location of the EEOC office to which the complaint
was transferred and that the date OFCCP received the complaint will be
deemed the date it was received by EEOC.
    (e) OFCCP shall investigate and process as set forth in this section
all section 503 complaints/ADA charges dual filed with OFCCP, except as
specifically provided in this paragraph. Section 503 complaints/ADA
charges raising Priority List issues, those which also include
allegations of discrimination of an individual nature on the basis of
race, color, religion, sex, or national origin, and those which also
include an allegation of discrimination on the basis of age will be
referred in their entirety by OFCCP to EEOC for investigation,
processing and final resolution, provided that such complaints/charges
do not include allegations of violation of affirmative action
requirements under section 503. In such a situation, OFCCP will
bifurcate the complaints/charges and refer to EEOC the Priority List
issues or allegations of discrimination on the basis of race, color,
religion, sex, national origin, or age. OFCCP shall normally retain,
investigate, process and resolve all allegations of discrimination, over
which it has jurisdiction, of a systemic or class nature on the basis of
race, color, religion, sex, or national origin that it receives.
However, in appropriate cases the EEOC may request that it be referred
such allegations so as to avoid duplication of effort and assure
effective law enforcement.

[[Page 435]]

    (1) No cause section 503 complaints/ADA charges. If the OFCCP
investigation of the section 503 complaint/ADA charge results in a
finding of no violation under section 503 (no cause under the ADA),
OFCCP will issue a determination of no violation/no cause under both
section 503 and the ADA, and issue a right-to-sue letter under the ADA,
closing the complaint/charge.
    (2) Cause section 503 complaints/ADA charges--(i) Successful
conciliation. If the OFCCP investigation of the section 503 complaint/
ADA charge results in a finding of violation under section 503 (cause
under the ADA), OFCCP will issue a finding of violation/cause under both
section 503 and ADA. OFCCP shall attempt conciliation to obtain
appropriate full relief for the complainant (charging party), consistent
with EEOC's standards for remedies. If conciliation is successful and
the contractor/respondent agrees to provide full relief, the section 503
complaint/ADA charge will be closed and the conciliation agreement will
state that the complainant (charging party) agrees to waive the right to
pursue the subject issues further under section 503 and/or the ADA.
    (ii) Unsuccessful conciliation. All section 503 complaints/ADA
charges not successfully conciliated will be considered for OFCCP
administrative litigation under section 503, consistent with OFCCP's
usual procedures. (See 41 CFR part 60-741, subpart B.) If OFCCP pursues
administrative litigation under section 503, OFCCP will close the
complaint/charge at the conclusion of the litigation process (including
the imposition of appropriate sanctions), unless the complaint/charge is
dismissed on procedural grounds or because of a lack of jurisdiction, or
the contractor/respondent fails to comply with an order to provide make
whole relief. In these three cases, OFCCP will refer the matter to EEOC
for any action it deems appropriate. If EEOC declines to pursue further
action, it will issue a notice of right-to-sue. If OFCCP does not pursue
administrative enforcement, it will close the section 503 component of
the complaint/charge and refer the ADA charge component to EEOC for
litigation review under the ADA. If EEOC declines to litigate, EEOC will
close the ADA charge and issue a notice of right-to-sue.
    (f) Consistent with the ADA procedures set forth at 29 CFR 1601.28,
OFCCP shall promptly issue upon request a notice of right-to-sue after
180 days from the date the complaint/charge was filed. Issuance of a
notice of right-to-sue shall terminate further OFCCP processing of any
complaint/charge unless it is determined at that time or at a later time
that it would effectuate the purposes of section 503 and/or the ADA to
further process the complaint/charge.
    (g) If an individual who has already filed a section 503 complaint
with OFCCP subsequently attempts to file or files an ADA charge with
EEOC covering the same facts and issues, EEOC will decline to accept the
charge (or, alternatively, dismiss a charge that has been filed) on the
grounds that such charge has already been filed under the ADA,
simultaneous with the filing of the earlier section 503 complaint, and
will be processed by OFCCP in accordance with the provisions of this
section.



Sec. 1641.6  Processing of charges filed with EEOC.

    (a) ADA cause charges falling within the jurisdiction of section 503
that the Commission has declined to litigate. ADA cause charges that
also fall within the jurisdiction of section 503 and that the Commission
has declined to litigate will be referred to OFCCP for review of the
file and any administrative action deemed appropriate under section 503.
Such charges will be considered to be complaints, simultaneously dual
filed under section 503, solely for the purposes of OFCCP review and
administrative action described in this paragraph.
    (b) ADA charges which also include allegations of failure to comply
with section 503 affirmative action requirements. ADA charges filed with
EEOC, in which both allegations of discrimination under the ADA and
violation of affirmative action requirements under section 503 are made,
will be referred in their entirety to OFCCP for processing and
resolution under section 503 and the ADA, unless the charges also
include allegations of discrimination on the basis of race, color,
religion, sex, national origin or

[[Page 436]]

age, or include allegations involving Priority List issues, or the
charges are otherwise deemed of particular importance to EEOC's
enforcement of the ADA. In such situations, EEOC will bifurcate the
charges and retain the ADA component of the charges (and when
applicable, the allegations pertaining to discrimination on the basis of
race, color, religion, sex, national origin or age), referring the
section 503 affirmative action component of the charges to OFCCP for
processing and resolution under section 503. ADA charges which raise
both discrimination issues under the ADA and section 503 affirmative
action issues will be considered complaints, simultaneously dual filed
under section 503, solely for the purposes of referral to OFCCP for
processing, as described in this paragraph.
    (c) EEOC shall transfer promptly to OFCCP a charge of disability-
related employment discrimination over which it does not have
jurisdiction, but over which OFCCP may have jurisdiction. At the same
time, EEOC shall notify the charging party and the contractor/respondent
of the transfer, the reason for the transfer, the location of the OFCCP
office to which the charge was transferred and that the date EEOC
received the charge will be deemed the date it was received by OFCCP.
    (d) Except as otherwise stated in paragraphs (a) and (b) of this
section, individuals alleging violations of laws enforced by DOL and
over which EEOC has no jurisdiction will be referred to DOL to file a
complaint.
    (e) If an individual who has already filed an ADA charge with EEOC
subsequently attempts to file or files a section 503 complaint with
OFCCP covering the same facts and issues, OFCCP will accept the
complaint, but will adopt as a disposition of the complaint EEOC's
resolution of the ADA charge (including EEOC's termination of
proceedings upon its issuance of a notice of right-to-sue).



Sec. 1641.7  Review of this part.

    This part shall be reviewed by the Chairman of the EEOC and the
Director of OFCCP periodically, and as appropriate, to determine whether
changes to the part are necessary or desirable, and whether the part
should remain in effect.



Sec. 1641.8  Definitions.

    As used in this part, the term:
    ADA refers to title I of the Americans with Disabilities Act of 1990
(42 U.S.C. 12101 et seq.).
    Affirmative action requirements refers to affirmative action
requirements required by DOL pursuant to section 503 of the
Rehabilitation Act of 1973, that go beyond the nondiscrimination
requirements imposed by the ADA.
    Chairman of the EEOC refers to the Chairman of the U.S. Equal
Employment Opportunity Commission, or his or her designee.
    Complaint/Charge means a section 503 complaint/ADA charge. The terms
are used interchangeably.
    Director of the Office of Federal Contract Compliance Programs
refers to that individual or his or her designee.
    DOL means the U.S. Department of Labor, and where appropriate, any
of its headquarters or regional offices.
    EEOC means the U.S. Equal Employment Opportunity Commission, and
where appropriate, any of its headquarters, district, area, local, or
field offices.
    Government means the government of the United States of America.
    Priority List refers to a document listing a limited number of
controversial topics under the ADA on which there is not yet definitive
guidance setting forth EEOC's position. The Priority List will be
jointly developed and periodically reviewed by EEOC and DOL. Any policy
documents involving Priority List issues will be coordinated between DOL
and EEOC pursuant to Executive Order 12067 (3 CFR, 1978 Comp., p. 206)
prior to final approval by EEOC.
    OFCCP means the Office of Federal Contract Compliance Programs, and
where appropriate, any of its regional or district offices.
    Section 503 refers to section 503 of the Rehabilitation Act of 1973
(29 U.S.C. 793).
    Section 503 complaint/ADA charge refers to a complaint that has been
filed with OFCCP under section 503 of the Rehabilitation Act, and has
been deemed to be simultaneously dual filed with EEOC under the ADA.

[[Page 437]]



PART 1650_DEBT COLLECTION--Table of Contents



    Subpart A_Procedures for the Collection of Debts by Salary Offset

Sec.
1650.101 Purpose.
1650.102 Delegation of authority.
1650.103 Scope.
1650.104 Definitions.
1650.105 Notice of Debt.
1650.106 Right to inspect and copy records related to the debt.
1650.107 Voluntary repayment agreements.
1650.108 Waiver.
1650.109 Hearing.
1650.110 Procedures for salary offset.
1650.111 Recovery from other payments due a separated employee.
1650.112 Interest, penalties, and administrative costs.
1650.113 Non-waiver of rights by payments.
1650.114 Refunds.

 Subpart B_Procedures for the Collection of Debts by Federal Tax Refund
                                 Offset

1650.201 Purpose.
1650.202 Past-due legally enforceable debt.
1650.203 Notification of intent to collect.
1650.204 Reasonable attempt to notify.
1650.205 Consideration of evidence submitted as a result of notification
          of intent.
1650.206 Notification to Treasury.
1650.207 Administrative charges.

  Subpart C_Procedures for Collection of Debts by Administrative Offset

1650.301 Purpose and regulatory procedures for the collection of debts
          by administrative offset.

Subpart D_Procedures for the Collection of Debts by Administrative Wage
                               Garnishment

1650.401 Purpose and regulatory procedures for the collection of debts
          by administrative wage garnishment.

    Authority: 31 U.S.C. 3701 et seq.
    Subpart A also issued under 5 U.S.C. 5514; 5 CFR 550.1101.
    Subpart B also issued under 31 U.S.C. 3720A; 31 CFR 285.5(d)(4).
    Subpart C also issued under 31 U.S.C. 3716.
    Subpart D also issued under 31 U.S.C. 3720D.

    Source: 73 FR 49093, Aug. 20, 2008, unless otherwise noted.



    Subpart A_Procedures for the Collection of Debts by Salary Offset



Sec. 1650.101  Purpose.

    This subpart sets forth the procedures to be followed in the
collection by salary offset of debts owed to the United States under 5
U.S.C. 5514. The general standards and procedures governing the
collection, compromise, termination, and referral to the Department of
Justice of claims for money and property that are prescribed in the
regulations issued jointly by the Secretary of the Treasury and the
Attorney General of the United States, the Federal Claims Collection
Standards (31 CFR Parts 900-904), apply to the administrative collection
activities of the EEOC. Debts owed by current federal employees to
Government travel charge card contractors will be collected in
accordance with the regulations issued by the General Services
Administration at 41 CFR part 301-54.



Sec. 1650.102  Delegation of authority.

    The Chair delegated to the Chief Human Capital Officer the authority
to collect debts owed by current EEOC employees, and to the Chief
Financial Officer the authority to collect debts owed by former EEOC
employees and non-EEOC employees.



Sec. 1650.103  Scope.

    (a) This subpart applies to the collection of certain debts by
salary offset against an employee's disposable pay.
    (1) This subpart applies to collections by the EEOC from:
    (i) Federal employees who are indebted to the EEOC; and
    (ii) EEOC employees who are indebted to other agencies.
    (2) This subpart does not apply:
    (i) To debts or claims arising under the Internal Revenue Code of
1986 (26 U.S.C. 1 et seq.), the Social Security Act 42 U.S.C. 301 et
seq., or the tariff laws of the United States;
    (ii) In any case where collection of a debt is explicitly provided
for or prohibited by another statute (e.g., travel advances in 5 U.S.C.
5705 and employee training expenses in 5 U.S.C. 4108).

[[Page 438]]

    (b) Nothing in this subpart precludes the compromise, suspension, or
termination of collection actions where appropriate under the standards
implementing the Federal Claims Collection Act, 31 U.S.C. 3711, namely,
31 CFR Parts 900-904; or the waiver of a debt where appropriate under 5
U.S.C. 5584 or 5 U.S.C. 5524a.



Sec. 1650.104  Definitions.

    For the purpose of this subpart, terms are defined as follows:
    (a) Agency means:
    (1) An Executive agency as defined in section 105 of title 5, United
States Code, including the U.S. Postal Service and the U.S. Postal Rate
Commission;
    (2) A military department as defined in section 102 of title 5,
United States Code;
    (3) An agency or court in the judicial branch, including a court as
defined in section 610 of title 28, United States Code, the District
Court for the Northern Mariana Islands, and the Judicial Panel on
Multidistrict Litigation;
    (4) An agency of the legislative branch, including the U.S. Senate
and the U.S. House of Representatives; and
    (5) Other independent establishments that are entities of the
Federal Government.
    (b) Commission means those officers, employees, and agents of the
Equal Employment Opportunity Commission who are responsible for debt
collection activities.
    (c) Debt means money owed by an employee of the Federal Government
to an agency of the Federal Government, including direct loans, loans
insured or guaranteed by the United States and all other amounts due the
Government from fees, leases, rents, royalties, services, sales of real
or personal property, overpayments, penalties, damages, interest, fines
and forfeitures (except those arising under the Uniform Code of Military
Justice), erroneous salary payments, and all other similar amounts owing
to the Federal Government.
    (d) Disposable pay means that part of current basic pay, special
pay, incentive pay, retired pay, retainer pay, or, in the case of an
employee not entitled to basic pay, other authorized pay remaining after
the deduction of any amount required by law to be withheld. Deductions
described in 5 CFR 581.105(b) through (f) will be used to determine
disposable pay subject to salary offset.
    (e) Employee means a current employee of an agency, including a
current member of the Armed Forces or a Reserve of the Armed Forces
(Reserves).
    (f) Salary Offset means the collection of a debt under 5 U.S.C. 5514
by deduction(s) at one or more officially established pay intervals from
the current pay account of an employee without his or her consent.



Sec. 1650.105  Notice of Debt.

    (a) Timing and contents of notice. Notice of the Commission's intent
to collect a debt by salary offset shall be given at least 30 days
before salary offset deductions are to begin. The written notice shall
include the following:
    (1) The Commission's determination that a debt is owed, including
the origin, nature, and amount of the debt;
    (2) The Commission's intention to collect the debt by means of
deduction from the employee's current disposable pay account until the
debt and all accumulated interest, penalties, and administrative costs
are paid in full;
    (3) The estimated amount, frequency, beginning date, and duration of
the intended deductions;
    (4) An explanation of the Commission's policy concerning interest,
penalties, and administrative costs;
    (5) The employee's right to inspect and copy the Commission's
records pertaining to the debt or to receive copies of such records if
the employee is unable personally to inspect the records, due to
geographical or other constraints;
    (6) The opportunity to propose a voluntary repayment schedule and
agreement that is acceptable to the Commission in lieu of the proposed
offset;
    (7) The employee's right to a hearing conducted by an impartial
hearing official (an Administrative Law Judge or an individual not under
the supervision or control of the Chair) with respect to the existence
and amount of the debt claimed or the repayment schedule (i.e., the
percentage of disposable pay to be deducted each pay period); the

[[Page 439]]

method and time period for requesting a hearing; that the timely request
for a hearing will stay the commencement of collection proceedings; and
that a final decision will be issued at the earliest practical date, but
not later than 60 days after receipt of the hearing request;
    (8) The employee's right to request a waiver under 5 U.S.C. 5584 or
5 U.S.C. 5524a, or compromise under 31 U.S.C. 3711;
    (9) The making of any knowingly false or frivolous statements,
representations, or evidence may subject the employee to:
    (i) Disciplinary procedures appropriate under 5 U.S.C. chapter 75, 5
CFR part 752, or any other applicable statutes or regulations;
    (ii) Penalties under the False Claims Act, 31 U.S.C. 3729 et seq.,
or under any other applicable statutory authority; or
    (iii) Criminal penalties under 18 U.S.C. 286, 287, 1001, and 1002 or
under any other applicable statutory authority; and
    (10) Unless there are applicable contractual or statutory provisions
to the contrary, amounts paid on or deducted from debts that are later
waived or found not to be owed to the United States will be promptly
refunded to the employee.
    (b) Exception to the advance notice requirement. Advance notice
under paragraph (a) of this section is not required:
    (1) Where an adjustment to pay arises out of an employee's election
of coverage, or change in coverage, under a Federal benefits program
requiring periodic deductions from the employee's pay and the amount to
be recovered was accumulated over four pay periods or less;
    (2) Where a routine intra-agency adjustment of pay is made to
correct an overpayment of pay attributable to clerical or administrative
errors or delays in processing pay documents, if the overpayment
occurred within the four pay periods preceding the adjustment and, at
the time of such adjustment, or as soon thereafter as practical, the
individual is provided written notice of the nature and the amount of
the adjustment and a point of contact for contesting such adjustment;
    (3) Where any adjustment of pay to collect a debt amounting to $50
or less is made, if, at the time of such adjustment, or as soon
thereafter as practical, the individual is provided written notice of
the nature and the amount of the adjustment and a point of contact for
contesting such adjustment; or
    (4) Where an employee consents to withholdings from his or her
current pay account.
    (c) Receipt of notice of debt. The Notice of Debt will be sent by
certified mail, return-receipt requested. The date on which the return-
receipt is signed is the date on which the employee is deemed to have
received the Notice of Debt.



Sec. 1650.106  Right to inspect and copy records related to the debt.

    An employee who desires to inspect or copy Commission records
related to the debt must send a request to the official designated in
the Notice of Debt. In response, the Commission will notify the employee
of the location and time when the employee may inspect and copy the
records or send copies of such records to the employee.



Sec. 1650.107  Voluntary repayment agreements.

    (a) In response to a Notice of Debt, an employee may propose a
written repayment schedule in lieu of the proposed salary offset. Any
proposal under this subsection must be received by the office of the
official designated in the notice within 15 calendar days after receipt
of the Notice of Debt.
    (b) It is within the Commission's discretion to accept or reject a
voluntary repayment proposal. The Commission shall send the employee a
written decision.
    (c) If the Commission decides that the proposed repayment schedule
is unacceptable, and that the written proposed repayment schedule was
timely received, the employee shall have a further 15 days from the date
he or she received the decision on the proposed repayment schedule in
which to file a request for a hearing.

[[Page 440]]

    (d) If the Commission decides that the proposed repayment schedule
is acceptable, the agreement shall be put in writing and signed by both
the employee and the Commission.



Sec. 1650.108  Waiver.

    The Commission may waive debts, to the extent authorized by 5 U.S.C.
5584, arising out of erroneous payments of pay, when collection would be
against equity and good conscience and not in the best interests of the
United States, and so long as there is no indication of fraud, fault, or
lack of good faith on the part of the employee. Interest, penalties, and
administrative costs may also be waived under 31 U.S.C. 3717(h) and 31
CFR 901.9(g), on a case-by-case basis, if collection would be against
equity and good conscience and not in the best interests of the United
States.



Sec. 1650.109  Hearing.

    (a) Request for a hearing. An employee who wants a hearing on the
existence of the debt, its amount, or on the proposed offset schedule
must send a written request to the official designated in the Notice of
Debt. The request for a hearing must be received by the designated
office on or before the 15th calendar day following receipt by the
employee of the Notice of Debt. The request must be signed by the
employee and must contain a brief summary of the facts, evidence, and
witnesses, if any, that the employee believes support his or her
position. If the employee wants an oral hearing, the request must also
explain why the matter cannot be resolved by review of documentary
evidence alone (e.g., how an issue of credibility or veracity is
involved). Because proof of the existence or amount of a debt rarely
requires an evaluation of the credibility of witnesses, oral hearings
will only rarely be granted. The timely filing of a request for hearing
shall automatically stay the commencement of collection proceedings.
    (b) Failure to timely submit. If the request for hearing is late,
the Commission may still grant the request if the employee can show that
the delay was the result of circumstances beyond his or her control or
that he or she failed to receive actual notice of the filing deadline.
    (c) Procedure--(1) Hearing official. The hearing official will be an
Administrative Law Judge or an individual who is not under the
supervision or control of the Chair.
    (2) Notice. The hearing official shall notify the employee whether
the hearing will be oral or documentary. If the hearing will be oral,
the notice shall set forth the date, time, and location of the hearing,
which must occur no more than 30 days after the request is received. If
the hearing will be conducted by examination of documents, the employee
shall be notified that he or she should submit evidence and arguments in
writing to the hearing official by a specified date after which the
record shall be closed. This date shall give the employee reasonable
time to submit documentation.
    (3) Oral hearing. The hearing official may grant a request for an
oral hearing if he or she determines that the issues raised by the
employee cannot be resolved by review of documentary evidence alone
(e.g., when credibility or veracity are at issue). An oral hearing is
not required to be an adversarial adjudication, and the hearing official
is not required to apply rules of evidence. Oral hearings may take the
form of, but are not limited to:
    (i) Informal conferences with the hearing official in which the
employee and agency representative are given a full opportunity to
present evidence, witnesses, and argument;
    (ii) Informal meetings in which the hearing examiner interviews the
employee and, as necessary, others with relevant evidence; or
    (iii) Formal written submissions followed by an opportunity for oral
presentation. Witnesses who testify in oral hearings shall do so under
oath or affirmation.
    (4) Documentary hearing. If an oral hearing is not necessary, the
hearing official shall make the determination based upon a review of the
written record.
    (d) Record. The hearing official shall maintain a summary record of
any hearing conducted under this section.
    (e) Date of decision. The hearing official shall issue a written
decision as

[[Page 441]]

soon as practicable after the hearing, but not later than 60 days after
the date on which the request for hearing was received by the
Commission, unless the hearing was delayed at the request of the
employee, in which case the 60 day decision period shall be extended by
the number of days by which the hearing was postponed.
    (f) Content of decision. The written decision shall include:
    (1) A summary of the facts concerning the origin, nature, and amount
of the debt;
    (2) The hearing official's findings, analysis, and conclusions; and
    (3) The revised terms of any repayment schedule, if applicable.
    (g) Failure to appear. In the absence of good cause, if the employee
or the representative of the agency fails to appear, the hearing
official shall proceed with the hearing as scheduled, and make his or
her determination based upon the oral testimony presented and the
documentation submitted by both parties.



Sec. 1650.110  Implementation of salary offset.

    (a) Method of collection. A debt will be collected in a lump sum or
by installment deductions at officially established pay intervals from
an employee's current pay account, unless the employee and the
Commission agree in writing to alternate arrangements for repayment.
    (b) Source of deductions. Deductions will be made only from basic
pay, special pay, incentive pay, retired pay, retainer pay or in the
case of an employee not entitled to basic pay, other authorized pay.
    (c) Duration of deductions. Debts will be collected in one lump sum
when possible to minimize interest costs and administrative processing
fees for the employee. If the employee is financially unable to pay in
one lump sum and the amount of debt exceeds 15 percent of the employee's
disposable pay for an officially established pay interval, collection by
offset will be made in installments. Such installment deductions will be
made over a period not greater than the anticipated period of active
duty or employment of the employee and, except in rare circumstances,
not to exceed 3 years.
    (d) Limitation on amount of deductions. The size and frequency of
installment deductions will bear a reasonable relationship to the size
of the debt and the employee's ability to pay. The amount deducted for
any period, however, will not exceed 15 percent of the disposable pay
from which the deduction is made, unless the employee has agreed in
writing to the deduction of a greater amount. Installment payments of
less than $25 will be accepted only in the most unusual circumstances.
    (e) When deductions may begin. (1) If the employee files a timely
request for hearing, or a proposed voluntary repayment agreement,
deductions will begin in the next bi-weekly salary payment after a final
decision is issued on the request or repayment proposal.
    (2) If the employee fails to submit a timely request for hearing or
proposal for a voluntary repayment agreement, deductions will commence
in the next bi-weekly salary payment after the expiration of 30 days
following the employee's receipt of the Notice of Debt under
1650.105(c).
    (f) Lump-sum deduction from final check. When the employee retires,
resigns, or ends his or her period of active duty before the debt is
collected in full, the employee's debt will be automatically deducted
from the final payments (e.g., final salary payment, lump-sum leave,
etc.) due the employee to the extent necessary to liquidate the debt. If
the employee's final pay is not sufficient to permit all deductions to
be made, the order of precedence for the deductions will be: Retirement
and FICA; Medicare; Federal income taxes; health benefits; group life
insurance; indebtedness due to the United States; State income taxes;
and voluntary deductions and allotments.



Sec. 1650.111  Recovery from other payments due a separated employee.

    When a debt owed to EEOC has not been completely liquidated through
salary offset and the employee has separated from EEOC, the Commission
shall, pursuant to 31 U.S.C. 3716 and the Federal Claims Collection
Standards, 31 CFR parts 900-904, seek to offset the

[[Page 442]]

balance of the debt against any financial payment due the employee from
the U.S. Government.



Sec. 1650.112  Interest, penalties, and administrative costs.

    Unless a debt is paid in full within 30 days of receipt of the
Notice of Debt, the Commission will charge interest at the rate
established in accordance with 31 U.S.C. 3717 effective on the date of
delinquency, and a processing charge pursuant to 31 U.S.C. 3717. The
Commission will charge a penalty, pursuant to 31 U.S.C. 3717(e)(2) not
to exceed 6 percent a year, on the amount due on a debt that is
delinquent more than 90 days. This charge shall accrue from the date of
delinquency. If an employee files a timely proposal for a repayment
agreement, request for waiver, or a request for a hearing, interest,
penalties, and administrative costs will be suspended during the time
the Commission is considering such request(s).



Sec. 1650.113  Non-waiver of rights by payments.

    An employee's payment of all or any portion of a debt collected by
salary offset will not be construed as a waiver of any right the
employee may have under 5 U.S.C. 5514 or any other provision of contract
or law, unless there are statutory or contractual provisions to the
contrary.



Sec. 1650.114  Refunds.

    Amounts paid, or deducted by salary offset, by an employee for a
debt that is waived or otherwise not found owing to the United States
will be refunded promptly to the employee. Refunds do not bear interest
unless required by law or contract.



 Subpart B_Procedures for the Collection of Debts by Federal Tax Refund
                                 Offset



Sec. 1650.201  Purpose.

    This subpart establishes procedures for EEOC to refer past-due
legally enforceable debts to the Department of the Treasury (Treasury)
for offset against the income tax refunds of persons owing debts to EEOC
pursuant to 31 U.S.C. 3720A and 31 CFR 285.2. The general standards and
procedures governing the collection, compromise, termination, and
referral to the Department of Justice of claims for money and property
that are prescribed in the regulations issued jointly by the Secretary
of the Treasury and the Attorney General of the United States, the
Federal Claims Collection Standards (31 CFR parts 900-904), apply to the
administrative collection activities of the EEOC.



Sec. 1650.202  Past-due legally enforceable debt.

    A past due, legally enforceable debt is a debt:
    (a) That accrued within ten years of referral to Treasury;
    (b) That is at least $25.00; and
    (c) That the agency has made reasonable efforts to collect by:
    (1) Submitting the debt to Treasury, Financial Management Service,
for collection by Administrative Offset and complying with 31 U.S.C.
3716(a) and related regulations, to the extent that collection by
administrative offset is not prohibited by statute;
    (2) Notifying, or making a reasonable attempt to notify, the debtor
that the debt is past-due, and unless repaid within 60 days after the
date of the notice, will be referred to Treasury for tax refund offset;
    (3) Giving the debtor at least 60 days from the date of notification
to present evidence that all or part of the debt is not past-due or
legally enforceable, considering any evidence presented by such debtor,
and determining that an amount of such debt is past-due and legally
enforceable; and
    (4) Providing the debtor with an opportunity to make a written
agreement to repay the amount of the debt.



Sec. 1650.203  Notification of intent to collect.

    EEOC's notification of intent to collect by tax refund offset shall
provide:
    (a) The amount of the debt;
    (b) That unless the debt is repaid within 60 days from the date of
EEOC's notification of intent, EEOC intends to collect the debt by
requesting Treasury to offset an amount equal to the amount of the debt
and all accumulating interest and other charges against any overpayment
of tax after

[[Page 443]]

liabilities subject to 26 U.S.C. 6402(a) and (c) have been satisfied;
    (c) A mailing address for forwarding any written correspondence and
a contact and a telephone number for any questions;
    (d) That the debtor may make a written agreement with EEOC to repay
the amount of the debt; and
    (e) That the debtor may present evidence within 60 days to EEOC that
all or part of the debt is not past due or legally enforceable by:
    (1) Sending a written request for a review of the evidence to the
address provided in the notification;
    (2) Stating in the request for review the amount disputed and the
reasons why the debtor believes that the debt is not past-due or is not
legally enforceable; and
    (3) Including in the request for review any documents that the
debtor wishes to be considered, or stating that the additional
information will be submitted within the remainder of the 60 day period.



Sec. 1650.204  Reasonable attempt to notify.

    In order to constitute a reasonable attempt to notify the debtor,
EEOC may use the last known address on record with the EEOC. In
addition, the EEOC may attempt to obtain a more current address from
notices returned by the United States Postal Service, or by using the
Treasury's Internal Revenue Service (IRS) address inquiry. If the debtor
cannot be notified by EEOC through these procedures, the debt will be
sent to Treasury for collection.



Sec. 1650.205  Consideration of evidence submitted as a result of
notification of intent.

    (a) Consideration of evidence. If, as a result of the notification
of intent, EEOC receives notice that the debtor will submit additional
evidence or receives additional evidence from the debtor within the
prescribed time period, collection will be stayed until EEOC:
    (1) Considers the evidence presented by the debtor;
    (2) Determines whether all or a portion of the debt is still past-
due and legally enforceable; and
    (3) Notifies the debtor of its determination.


Failure to submit the evidence within 60 days from the date of
notification of intent will result in a referral of the debt to
Treasury.
    (b) Notification to the debtor. Following its review of the
evidence, EEOC will issue a written decision notifying the debtor
whether EEOC has sustained, amended, or canceled its determination that
the debt is past-due and legally enforceable. The notice will advise the
debtor of any further action to be taken, such as any modification of
the debt amount and/or referral of the debt to Treasury, and explain the
supporting rationale for the decision.



Sec. 1650.206  Notification to Treasury.

    (a) When referring a debt to Treasury, EEOC will certify that the
debt meets all of the requirements in Sec. 1650.202 and will provide
the name, taxpayer identifying number (as defined in 26 U.S.C. 6109) of
the debtor, the amount of the debt, the date on which the debt became
past-due, and the designation of EEOC as the agency referring the debt.
    (b) After EEOC's initial notification and referral of a debt to
Treasury for offset against a debtor's Federal income tax refund, EEOC
will promptly notify Treasury of any changes in the notification, if
EEOC:
    (1) Determines that an error has been made with respect to the
information contained in the notification;
    (2) Receives a payment or credits a payment to the account of the
debtor named in the notification that reduces the amount of the debt
referred to Treasury for offset; or
    (3) Refunds all or part of the offset amount to the debtor.
    (c) When EEOC requests Treasury to increase the amount of a debt
owed by a debtor named in EEOC's original notification to Treasury, EEOC
will certify that the additional amount meets all of the requirements in
Sec. 1650.202.
    (d) If the amount of a debt is reduced after referral by EEOC and
offset by the Treasury, EEOC will refund to the debtor any excess amount
and will promptly notify the Treasury of any refund made by EEOC.

[[Page 444]]



Sec. 1650.207  Administrative charges.

    All administrative charges incurred in connection with the referral
of a debt to the Treasury and all costs of collection of the debt will
be assessed on the debt and thus increase the amount of the offset.



  Subpart C_Procedures for Collection of Debts by Administrative Offset



Sec. 1650.301  Purpose and regulatory procedures for the collection of
debts by administrative offset.

    The Commission hereby adopts by cross-reference the administrative
offset regulation issued by the Department of the Treasury at 31 CFR
285.5. The general standards and procedures governing the collection,
compromise, termination, and referral to the Department of Justice of
claims for money and property that are prescribed in the regulations
issued jointly by the Secretary of the Treasury and the Attorney General
of the United States, the Federal Claims Collection Standards (31 CFR
Parts 900-904), apply to the administrative collection activities of the
EEOC. The authority to collect debts by administrative offset is
delegated to the CFO.



Subpart D_Procedures for the Collection of Debts by Administrative Wage
                               Garnishment



Sec. 1650.401  Purpose and regulatory procedures for the collection
of debts by administrative wage garnishment.

    The Commission hereby adopts by cross-reference the administrative
wage garnishment regulation issued by the Department of the Treasury at
31 CFR 285.11. The general standards and procedures governing the
collection, compromise, termination, and referral to the Department of
Justice of claims for money and property that are prescribed in the
regulations issued jointly by the Secretary of the Treasury and the
Attorney General of the United States, the Federal Claims Collection
Standards (31 CFR Parts 900-904), apply to the administrative collection
activities of the EEOC. The authority to collect debts by administrative
wage garnishment is delegated to the CFO.



PART 1690_PROCEDURES ON INTERAGENCY COORDINATION OF EQUAL EMPLOYMENT
OPPORTUNITY ISSUANCES--Table of Contents



                            Subpart A_General

Sec.
1690.101 Subject.
1690.102 Purpose.
1690.103 Supersession.
1690.104 Authority.
1690.105 Policy intent.
1690.106 Scope.
1690.107 Definitions.

                       Subpart B_Responsibilities

1690.201 Responsibilities.

                    Subpart C_Policies and Procedures

1690.301 Notification to EEOC during development of issuances.
1690.302 Issuances proposed by EEOC.
1690.303 Consultation with affected agencies.
1690.304 Coordination of proposed issuance.
1690.305 Nondisclosure of proposed issuances.
1690.306 Formal submission in absence of consultation.
1690.307 Temporary waivers.
1690.308 Notice of unresolved disputes.
1690.309 Interpretation of the Order.

                    Subpart D_Reporting Requirements

1690.401 Reporting requirements.

    Authority: Sec. 715 of title VII of the Civil Rights Act of 1964, as
amended, (42 U.S.C. 2000e-14); Reorganization Plan No. 1 of 1978, 43 FR
19807; E.O. 12067, 43 FR 28967.

    Source: 45 FR 68361, Oct. 14, 1980, unless otherwise noted.



                            Subpart A_General



Sec. 1690.101  Subject.

    Procedures on Interagency Coordination of Equal Employment
Opportunity Issuances.



Sec. 1690.102  Purpose.

    These regulations prescribe the means by which review and
consultation shall occur between the Equal Employment Opportunity
Commission and other Federal agencies having responsibility for
enforcement of Federal

[[Page 445]]

statutes, Executive Orders, regulations and policies which require equal
employment opportunity without regard to race, color, religion, sex,
national origin, age or disability. Subsequent regulations will expand
on standards for the coordination of specific matters referenced or
alluded to herein.

[45 FR 68361, Oct. 14, 1980, as amended at 74 FR 63984, Dec. 7, 2009]



Sec. 1690.103  Supersession.

    None. These regulations are the first in a series of instructions
issued by EEOC pursuant to its authority under Executive Order 12067.



Sec. 1690.104  Authority.

    These regulations are prepared pursuant to the Equal Employment
Opportunity Commission's obligation and authority under sections 1-303
and 1-304 of Executive Order 12067 (Providing for Coordination of
Federal Equal Employment Opportunity Programs) 43 FR 28967, July 5,
1978. (These regulations will also appear as EEOC Management Directive
No. 1000).



Sec. 1690.105  Policy intent.

    These procedures will govern the conduct of such agencies in the
development of uniform standards, guidelines and policies for defining
discrimination, uniform procedures for investigations and compliance
reviews and uniform recordkeeping and reporting requirements and
training programs. These procedures will also facilitate information
sharing and programs to develop appropriate publications and other
cooperative programs. The goals of uniformity and consistency are to be
achieved with the maximum participation and review on both an informal
and formal basis by the relevant Federal agencies and, finally, by the
public.



Sec. 1690.106  Scope.

    These regulations apply to Federal agencies having equal employment
opportunity program responsibilities or authority other than equal
employment responsibilities for their own Federal employees or
applicants for employment. Its provisions do not apply to issuances
related to internal management or administration of the agency.



Sec. 1690.107  Definitions.

    (a) Affected agency means any agency whose programs, policies,
procedures, authority or other statutory mandates (including coverage of
groups of employers, unions, State and local governments or other
organizations mandated by statute or Executive Order) indicate that the
agency may have an interest in the proposed issuance.
    (b) Agencies means those Executive and independent agencies, agency
components, regulatory commissions, and advisory bodies having equal
employment opportunity program responsibilities or authority other than
equal employment opportunity responsibilities for their own Federal
employees.
    (c) Consultation means the exchange of advice and opinions on a
subject occurring among the EEOC and affected agencies before formal
submission of the issuance.
    (d) Formal submission means the transmittal of a written,
publication-ready document by the issuing agency to the EEOC and other
affected agencies for at least 15 working days from date of receipt. The
formal submission shall take place before the publication of any
issuance as a final document.
    (e) Internal or administrative documents, pursuant to 1-304 of the
Order, may include, but are not limited to, forms for internal audit and
recordkeeping; forms for performance and program evaluation; internal
directives dealing with program accountability; routine intra-agency
budget forms; intra-agency agreements; correspondence which does not
transmit significant new policy interpretations or program standards
having an impact upon other Federal agencies; tables of organization;
and other documents setting forth administrative procedures for the
conduct of programs. Internal or administrative documents do not include
compliance manuals, training materials, publications or any other
internal documents setting forth procedures for the resolution of
complaints, standards of review or proof, or any other policies,
standards or directives having implications for non-Federal employees.

[[Page 446]]

    (f) Issuance refers to any rule, regulation, guideline, order,
policy directive, procedural directive, legislative proposal,
publication, or data collection or recordkeeping instrument. It also
includes agency documents as described above, or revisions of such
documents, developed pursuant to court order. Issuance does not include
orders issued to specific parties as a result of adjudicatory-type
processes.
    (g) Order means Executive Order 12067 (Providing for Coordination of
Federal Equal Employment Opportunity Programs).
    (h) Public announcement means the publication of a document in final
form in the Federal Register or any other promulgation for general
agency or public reference.
    (i) Significant issuance means any issuance which the public must be
afforded an opportunity to comment upon. In determining whether an
issuance is significant, the EEOC shall apply the following criteria:
    (1) The type and number of individuals, businesses, organizations,
employers, labor unions, or State and local governments affected;
    (2) The compliance and reporting requirements likely to be involved;
    (3) The impact on the identification and elimination of
discrimination in employment;
    (4) The relationship of the proposed issuance to those of other
programs and agencies.

[45 FR 68361, Oct. 14, 1980, as amended at 45 FR 71799, Oct. 30, 1980]



                       Subpart B_Responsibilities



Sec. 1690.201  Responsibilities.

    (a) The Associate Legal Counsel, Coordination and Guidance Services
is responsible for coordinating the consultation and review process with
other agencies on any issuances covered by the Order.
    (b) All Federal agencies shall advise and offer to consult with the
EEOC during the development of any proposed issuances, concerning equal
employment opportunity which affect the obligations of employers, labor
organizations, employment agencies or other Federal agencies.
    (c) The Equal Employment Opportunity Commission shall advise and
offer to consult with the affected Federal agencies during the
development of any proposed issuances concerning equal employment
opportunity which affect the obligations of employers, labor
organizations, employment agencies or other Federal agencies.

[45 FR 68361, Oct. 14, 1980, as amended at 47 FR 46276, Oct. 18, 1982]



                    Subpart C_Policies and Procedures



Sec. 1690.301  Notification to EEOC during development of issuances.

    (a) Agencies shall notify the Commission whenever they intend to
develop a significant issuance or an issuance affecting other agencies
so that potential duplication, overlap, or inconsistency with the
proposed issuances of other agencies can be identified before
substantial agency time and resources have been expended. The
requirement for consultation applies whether or not the agency plans to
publish the issuance in the Federal Register for public comment.
    (b) Whenever an agency of the Federal government (initiating agency)
develops a proposed issuance which will require consultation among the
affected agencies, a responsible official of that agency or agency
component shall initiate consultation by submitting an early draft of
the appropriate documents, preferably after review at the first or
second supervisory level, to the chair of the EEOC (ATTN: Associate
Legal Counsel, Coordination and Guidance Services). The submission shall
be made prior to the point that the issuance is deemed final and ready
for publication and shall indicate the appropriate office or person
responsible for development of the issuance.
    (c) EEOC recognizes that subsequent intra-agency clearance
activities may change the policies outlined in the issuance and may add
or delete items included in prior drafts. Therefore, during this period
of policy development, an initiating agency shall not be bound by the
contents of drafts which precede the final draft.

[[Page 447]]

    (d) Except as provided in Sec. 1690.307, in no instance shall there
be formal submission to the EEOC or the affected agencies without prior
consultation pursuant to section 1-304 of the Order.
    (e) Where an agency issuance is related to the internal management
or administration of the agency, the issuance is exempt from the
consultation process under the Order. The initiating agencies will make
the determination of what must be submitted. When the agencies are in
doubt, EEOC will determine the extent to which a particular issuance is
covered by this exemption.

[45 FR 68361, Oct. 14, 1980, as amended at 47 FR 46276, Oct. 18, 1982]



Sec. 1690.302  Issuances proposed by EEOC.

    Whenever the EEOC proposes to develop a significant issuance or any
issuance requiring consultation, the procedure outlined in these
regulations, shall also apply, as set forth in section 1-303 of the
Order. The EEOC shall advise and consult with other affected agencies
whenever it develops an issuance, in the same manner and to the same
extent as other agencies are required to do in Sec. 1690.301 of this
part, and in other sections below.



Sec. 1690.303  Consultation with affected agencies.

    At the start of consultation, the EEOC shall determine which other
agencies would be affected by the proposed issuance, and the initiating
agency shall consult with such agencies. Initiating agencies shall also
consult with other agencies which claim that their internal equal
employment opportunity or personnel programs are affected by proposed
issuances otherwise directed at external equal employment opportunity
efforts. Agencies may consult with any other agencies that they believe
would be affected by the issuance. The consultation period shall be
determined by the parties. During the consultation period, the EEOC
shall seek to resolve any disputes with the initiating agency before
publication.



Sec. 1690.304  Coordination of proposed issuance.

    (a) Procedure for publication of proposed issuance. (1) If the
initiating agency, after consultation with EEOC, proposes to publish the
issuance for purposes of receiving comments from the public, it shall
confer with EEOC and agree on a mutually agreeable length of time, no
less than 15 working days, during which the proposal shall be submitted
to all affected Federal agencies pursuant to section 1-304 of the Order.
The period of review shall be sufficient to allow all affected agencies
reasonable time in which to properly review the proposal.
    (2) When an affected agency wishes an extension of the review
period, it shall make such request of the initiating agency. If the
initiating agency does not grant the request, the affected agency may
then make that request of EEOC. EEOC may, at its discretion, grant the
additional time requested, whereupon EEOC will inform the initiating
agency which shall extend the review period. EEOC shall also inform the
initiating agency of the reasons for the extension.
    (3) After 15 working days, if the EEOC has not requested an
extension of time or otherwise communicated the need for more time to
review the proposal, the initiating agency may proceed to publication of
the proposed significant issuance for public comment for at least 60
days.
    (4) During this public comment period, certain issues may be
submitted to employer and employee representatives for comment pursuant
to section 2(c) of Executive Order 12044 (Improving Government
Regulations) which requires that agencies give the public an early and
meaningful opportunity to participate in the development of significant
regulations.
    (b) Procedure for publication of final issuance. After the period
for public comment has closed, the initiating agency shall then
incorporate the changes it deems appropriate and forward to EEOC for
review, a copy of the document as published, a copy of the document as
amended, with changes highlighted, any staff analysis, and a list of
commentors. EEOC or affected

[[Page 448]]

agencies may review and copy the comments received. The time needed to
review these materials shall be agreed on by the EEOC and the initiating
agency. After completion of this review, the initiating agency shall
formally submit the proposed final issuance to all affected agencies for
at least 15 working days prior to publication.



Sec. 1690.305  Nondisclosure of proposed issuances.

    (a) In the interest of encouraging full interagency discussion of
these matters and expediting the coordination process, the EEOC will not
discuss the proposed issuances of other agencies at an open Commission
meeting where disclosure of information would be likely to significantly
frustrate implementation of a proposed agency action. The Commission
will make this determination on a case by case basis.
    (b) Requests by the public for drafts of proposed issuances of
another agency will be coordinated, in appropriate circumstances, with
that agency and the person submitting the request shall be so notified.
The decision made by that agency with respect to such proposed issuances
will be honored by the Commission.

[45 FR 68361, Oct. 14, 1980, as amended at 45 FR 71799, Oct. 30, 1980]



Sec. 1690.306  Formal submission in absence of consultation.

    If an initiating agency has an issuance which was already under
development on or before July 1, 1978, when Executive Order 12067 became
effective, and on which there has been no consultation, the agency shall
immediately notify the EEOC of the existence of such proposals and the
following procedure shall apply:
    (a) EEOC shall confer with the initiating agency and shall determine
whether the proposal should be the subject of informal consultation and/
or formal submission to other affected Federal agencies pursuant to
section 1-304 of the Order. This does not preclude the right of the
agency to consult with any other agency it wishes.
    (b) If the EEOC decides that informal consultation and/or formal
submission is necessary, it shall confer with the proposing agency and
agree on a mutually acceptable length of time for one or both (the
informal consultation and/or formal submission).
    (c) The period of formal submission shall be sufficient to allow all
affected agencies time in which to properly review the proposal. While
such period may be longer, in no instance may it be shorter than 15
working days.



Sec. 1690.307  Temporary waivers.

    (a) In the event that the proposed issuance is of great length or
complexity, the EEOC may, at its discretion, grant a temporary waiver of
the requirements contained in Sec. 1690.303 or Sec. 1690.304. Such
waivers may be granted if:
    (1) The period of consultation and thorough review required for
these documents would be so long as to disrupt normal agency operations;
or
    (2) The initiating agency is issuing a document to meet an immediate
statutory deadline; or
    (3) The initiating agency presents other compelling reasons why
interim issuance is essential.
    (b) In the event of a waiver, the initiating agency shall clearly
indicate that the issuance is interim, has been published pursuant to a
wavier, and is subject to review. EEOC reserves the right, after
publication, to review the document in light of the objectives of the
Order. The initiating agency may make substantive conforming changes in
light of comments by EEOC and other affected agencies.

[45 FR 68361, Oct. 14, 1980, as amended at 45 FR 71799, Oct. 30, 1980]



Sec. 1690.308  Notice of unresolved disputes.

    (a) The disputes resolution mechanism in section 1-307 of the
Executive Order should be used only in extraordinary circumstances, and
only when further good faith efforts on the part of the EEOC and the
agency involved would be ineffective in achieving a resolution of the
dispute. Before using the disputes resolution mechanism, the EEOC or the
initiating agency must have fully participated in the coordination
process, including giving notification to the EEOC and the affected
agencies of its intention to publish in final within 15 working days.

[[Page 449]]

    (b) EEOC or the affected agency shall then send written notification
of the dispute and the reasons for it to the EEOC and to the other
affected agencies. Thereafter, but within the 15 day notice period, the
EEOC or the affected agency may refer the dispute to the Executive
Office of the President. Such reference may be made by the Chair of the
EEOC or the head of the Federal agency. If no reference is made within
15 working days, the decision of the agency which initiated the proposed
issuance will become effective.



Sec. 1690.309  Interpretation of the Order.

    Subject to the dispute resolution procedures set forth above and in
accordance with the objectives set forth in 1-201 and the procedures in
1-303 of the Order, the EEOC shall interpret the meaning and intent of
the Order. EEOC also will issue procedural changes under the Order, as
appropriate, after advice and consultation with affected agencies as
provided for in these procedures.



                    Subpart D_Reporting Requirements



Sec. 1690.401  Reporting requirements.

    The regulations do not establish reporting requirements other than
the required notices of proposed rulemaking and formal and informal
review.



PART 1691_PROCEDURES FOR COMPLAINTS OF EMPLOYMENT DISCRIMINATION FILED
AGAINST RECIPIENTS OF FEDERAL FINANCIAL ASSISTANCE--Table of Contents



Sec.
1691.1 Purpose and application.
1691.2 Exchange of information.
1691.3 Confidentiality.
1691.4 Standards for investigation, reviews and hearings.
1691.5 Agency processing of complaints of employment discrimination.
1691.6 General rules concerning EEOC action on complaints.
1691.7 EEOC dismissals of complaints.
1691.8 Agency action on complaints dismissed by EEOC.
1691.9 EEOC reasonable cause determinations and conciliation efforts.
1691.10 Agency enforcement of unresolved complaints.
1691.11 EEOC negotiated settlements and conciliation agreements.
1691.12 Interagency consultation.
1691.13 Definitions.

    Authority: E.O. 12250, 45 FR 72995 (November 4, 1980) and E.O.
12067, 43 FR 28967 (June 30, 1978).

    Source: 48 FR 3574, Jan. 25, 1983, unless otherwise noted.



Sec. 1691.1  Purpose and application.

    The purpose of this regulation is to implement procedures for
processing and resolving complaints of employment discrimination filed
against recipients of Federal financial assistance subject to title VI
of the Civil Rights Act of 1964, title IX of the Education Amendments of
1972, the State and Local Fiscal Assistance Act of 1972, as amended, and
provisions similar to title VI and title IX in Federal grant statutes.
Enforcement of such provisions in Federal grant statutes is covered by
this regulation to the extent they relate to prohibiting employment
discrimination on the ground of race, color, national origin, religion
or sex in programs receiving Federal financial assistance of the type
subject to title VI or title IX. This regulation does not, however,
apply to the Omnibus Crime Control and Safe Streets Act of 1968, as
amended, the Juvenile Justice and Delinquency Prevention Act, as
amended, the Comprehensive Employment Training Act of 1973, as amended,
or Executive Order 11246.



Sec. 1691.2  Exchange of information.

    EEOC and agencies shall share any information relating to the
employment policies and practices of recipients of Federal financial
assistance that may assist each office in carrying out its
responsibilities. Such information shall include, but not necessarily be
limited to, affirmative action programs, annual employment reports,
complaints, investigative files, conciliation or compliance agreements,
and compliance review reports and files.



Sec. 1691.3  Confidentiality.

    When an agency receives information obtained by EEOC, the agency
shall observe the confidentiality requirements

[[Page 450]]

of sections 706(b) and 709(e) of title VII as would EEOC, except in
cases where the agency receives the same information from a source
independent of EEOC or has referred a joint complaint to EEOC under this
regulation. In such cases, the agency may use independent source
information or information obtained by EEOC under the agency's
investigative authority in a subsequent title VI, title IX or revenue
sharing act enforcement proceeding. Agency questions concerning
confidentiality shall be directed to the Deputy Legal Counsel, EEOC.

[48 FR 3574, Jan. 25, 1983, as amended at 52 FR 4902, Feb. 18, 1987]



Sec. 1691.4  Standards for investigation, reviews and hearings.

    In any investigation, compliance review, hearing or other
proceeding, agencies shall consider title VII case law and EEOC
Guidelines, 29 CFR parts 1604-1607, unless inapplicable, in determining
whether a recipient of Federal financial assistance has engaged in an
unlawful employment practice.



Sec. 1691.5  Agency processing of complaints of employment
discrimination.

    (a) Within ten days of receipt of a complaint of employment
discrimination, an agency shall notify the respondent that it has
received a complaint of employment discrimination, including the date,
place and circumstances of the alleged unlawful employment practice.
    (b) Within thirty days of receipt of a complaint of employment
discrimination an agency shall:
    (1) Determine whether it has jurisdiction over the complaint under
title VI, title IX, or the revenue sharing act; and
    (2) Determine whether EEOC may have jurisdiction over the complaint
under title VII or the Equal Pay Act.
    (c) An agency shall transfer to EEOC a complaint of employment
discrimination over which it does not have jurisdiction but over which
EEOC may have jurisdiction within thirty days of receipt of a complaint.
At the same time, the agency shall notify the complainant and the
respondent of the transfer, the reason for the transfer, the location of
the EEOC office to which the complaint was transferred and that the date
the agency received the complaint will be deemed the date it was
received by EEOC.
    (d) If an agency determines that a complaint of employment
discrimination is a joint complaint, then the agency may refer the
complaint to EEOC. The agency need not consult with EEOC prior to such a
referral. An agency referral of a joint complaint should occur within
thirty days of receipt of the complaint.
    (e) An agency shall refer to EEOC all joint complaints solely
alleging employment discrimination against an individual. If an agency
determines that special circumstances warrant its investigation of such
a joint complaint, then the agency shall determine whether the
complainant has filed a similar charge of employment discrimination with
EEOC.
    (1) If an agency determines that the complainant has filed a similar
charge of employment discrimination with EEOC, then the agency may
investigate the complaint if EEOC agrees to defer its investigation
pending the agency investigation.
    (2) If an agency determines that the complainant has not filed a
similar charge of employment discrimination with EEOC, then the agency
may investigate the complaint if special circumstances warrant such
action. In such cases, EEOC shall defer its investigation of the
referred joint complaint pending the agency investigation.
    (f) An agency shall not refer to EEOC a joint complaint alleging a
pattern or practice of employment discrimination unless special
circumstances warrant agency referral of the complaint to EEOC.
    (g) If a joint complaint alleges discrimination in employment and in
other practices of a recipient, an agency should, absent special
circumstances, handle the entire complaint under the agency's own
investigation procedures. In such cases, the agency shall determine
whether the complainant has filed a similar charge of employment
discrimination with EEOC. If such a charge has been filed, the agency
and EEOC shall coordinate their activities. Upon agency request,

[[Page 451]]

EEOC should ordinarily defer its investigation pending the agency
investigation.
    (h) When a joint complaint is referred to EEOC for investigation,
the agency shall advise EEOC of the relevant civil rights provision(s)
applicable to the employment practices of the recipient, whether the
agency wants to receive advance notice of any conciliation negotiations,
whether the agency wants EEOC to seek information concerning the
relationship between the alleged discrimination and the recipient's
Federally assisted programs or activities and, where appropriate,
whether a primary objective of the Federal financial assistance is to
provide employment. The agency shall also notify the complainant and the
recipient of the referral, the location of the EEOC office to which the
complaint was referred, the identity of the civil rights provision(s)
involved, the authority of EEOC under this regulation and that the date
the agency received the complaint will be deemed the date it was
received by EEOC. Specifically, the notice shall inform the recipient
that the agency has delegated to EEOC its investigative authority under
title VI, title IX, or the revenue sharing act, and the relevant act's
implementing regulations. The agency, therefore, may use information
obtained by EEOC under the agency's investigative authority in a
subsequent title VI, title IX or revenue sharing act enforcement
proceeding.



Sec. 1691.6  General rules concerning EEOC action on complaints.

    (a) A complaint of employment discrimination filed with an agency,
which is transferred or referred to EEOC under this regulation, shall be
deemed a charge received by EEOC. For all purposes under title VII and
the Equal Pay Act, the date such a complaint was received by an agency
shall be deemed the date it was received by EEOC.
    (b) When EEOC investigates a joint complaint it shall, where
appropriate, seek sufficient information to allow the referring agency
to determine whether the alleged employment discrimination is in a
program or activity that receives Federal financial assistance and/or
whether the alleged employment discrimination causes discrimination with
respect to beneficiaries or potential beneficiaries of the assisted
program.
    (c) Upon referral of a joint complaint alleging a pattern or
practice of employment discrimination, EEOC generally will limit its
investigation to the allegation(s) which directly affect the
complainant.
    (d) If EEOC, in the course of an investigation of a joint complaint,
is unable to obtain information from a recipient through voluntary
means, EEOC shall consult with the referring agency to determine an
appropriate course of action.
    (e) If EEOC agrees to defer its investigation of a complaint of
employment discrimination pending an agency investigation of the
complaint, then EEOC shall give due weight to the agency's determination
concerning the complaint.



Sec. 1691.7  EEOC dismissals of complaints.

    If EEOC determines that the title VII allegations of a joint
complaint should be dismissed, EEOC shall notify the complainant and the
recipient of the reason for the dismissal and the effect the dismissal
has on the complainant's rights under the relevant civil rights
provision(s) of the referring agency, and issue a notice of right to sue
under title VII. At the same time, EEOC shall transmit to the referring
agency a copy of EEOC's file.



Sec. 1691.8  Agency action on complaints dismissed by EEOC.

    Upon EEOC's transmittal of a dismissal under Sec. 1691.7 of this
part, the referring agency shall determine within thirty days, what, if
any, action the agency intends to take with respect to the complaint and
then notify the complainant and the recipient. In reaching that
determination, the referring agency shall give due weight to EEOC's
determination that the title VII allegations of the joint complaint
should be dismissed. If the referring agency decides to take action with
respect to a complaint that EEOC has dismissed for lack of reasonable
cause to believe that title VII has been violated, the agency shall
notify the Assistant Attorney

[[Page 452]]

General and the Chairman of the EEOC in writing of the action it plans
to take and the basis of its decision to take such action.



Sec. 1691.9  EEOC reasonable cause determinations and conciliation
efforts.

    (a) If EEOC, after investigation of a joint complaint, determines
that reasonable cause exists to believe that title VII has been
violated, EEOC shall advise the referring agency, the complainant and
the recipient of that determination and attempt to resolve the complaint
by informal methods of conference, conciliation and persuasion. If EEOC
would like the referring agency to participate in conciliation
negotiations, EEOC shall so notify the agency and the agency shall
participate. EEOC shall provide advance notice of any conciliation
negotiations to referring agencies that request such notice, whether or
not EEOC requests their participation in the negotiations.
    (b) If EEOC's efforts to resolve the complaint by informal methods
of conference, conciliation and persuasion fail, EEOC shall:
    (1) Issue a notice of failure of conciliation to the recipient in
accordance with 29 CFR 1601.25;
    (2) Transmit to the referring agency a copy of EEOC's investigative
file, including its Letter of Determination and notice of failure of
conciliation;
    (3) If the recipient is not a government, governmental entity or
political subdivision, determine whether EEOC will bring suit under
title VII and, in accordance with 29 CFR 1601.28, issue a notice of
right to sue under title VII;
    (4) If the recipient is a government, governmental entity or
political subdivision, refer the matter to the Attorney General in
accordance with 29 CFR 1601.29. The Attorney General, or his or her
delegate, will determine whether the Department of Justice will bring
suit under title VII and, in accordance with 29 CFR 1601.28, issue a
notice of right to sue under title VII.



Sec. 1691.10  Agency enforcement of unresolved complaints.

    (a) Upon EEOC's transmittal of a reasonable cause determination and
notice of failure of conciliation under Sec. 1691.9(b)(2) of this
regulation, the referring agency shall determine, within thirty days,
whether the recipient has violated any applicable civil rights
provision(s) which the agency has a responsibility to enforce. The
referring agency shall give due weight to EEOC's determination that
reasonable cause exists to believe that title VII has been violated.
    (b) If the referring agency determines that the recipient has
violated any applicable civil rights provision(s) which the agency has a
responsibility to enforce, the agency shall so notify the complainant
and the recipient and determine whether further efforts to obtain
voluntary compliance are warranted. In reaching that determination, the
agency shall give due weight to the failure of EEOC's efforts to resolve
the complaint by informal methods. If the referring agency determines
that further efforts to obtain voluntary compliance are not warranted or
if such further efforts fail, the agency shall initiate appropriate
enforcement proceedings under its own regulations.
    (c) If the referring agency determines that the recipient has not
violated any applicable civil rights provision(s) which the agency has a
responsibility to enforce, the agency shall notify the complainant, the
recipient, the Assistant Attorney General and the Chairman of the EEOC
in writing of the basis of that determination.



Sec. 1691.11  EEOC negotiated settlements and conciliation agreements.

    If the parties enter into a negotiated settlement (as described in
29 CFR 1601.20) prior to a determination or a conciliation agreement (as
described in 29 CFR 1601.24) after a determination, EEOC shall notify
the referring agency that the complaint has been settled. The agency
shall take no further action on the complaint of employment
discrimination thereafter except that the agency may take the existence
of the complaint into account in scheduling the recipient for a review
under the agency's regulations.



Sec. 1691.12  Interagency consultation.

    (a) Before investigating whether the employment practices of a
recipient of Federal financial assistance constitute

[[Page 453]]

a pattern or practice of unlawful discrimination or initiating formal
administrative enforcement procedures on that basis, an agency shall, to
the extent practical, consult with the Chairman of the EEOC and the
Assistant Attorney General to assure that duplication of effort will be
minimized.
    (b) Prior to the initiation of any legal action against a recipient
of Federal financial assistance alleging unlawful employment practices,
the Department of Justice and/or EEOC shall, to the extent practical,
notify the appropriate agency or agencies of the proposed action and the
substance of the allegations.



Sec. 1691.13  Definitions.

    As used in this regulation, the term:
    (a) Agency means any Federal department or agency which extends
Federal financial assistance subject to any civil rights provision(s) to
which this regulation applies.
    (b) Assistant Attorney General refers to the Assistant Attorney
General, Civil Rights Division, United States Department of Justice, or
his or her delegate.
    (c) Chairman of the EEOC refers to the Chairman of the Equal
Employment Opportunity Commission, or his or her delegate.
    (d) EEOC means the Equal Employment Opportunity Commission and,
where appropriate, any of its District Offices and its Washington Field
Office.
    (e) Federal financial assistance includes:
    (1) Grants and loans of Federal funds,
    (2) The grant or donation of Federal property and interests in
property,
    (3) The detail of Federal personnel,
    (4) The sale and lease of, and the permission to use (on other than
a casual or transient basis), Federal property or any interest in such
property without consideration or at a nominal consideration, or at a
consideration which is reduced for the purpose of assisting the
recipient, or in recognition of the public interest to be served by such
sale or lease to the recipient, and
    (5) Any Federal agreement, arrangement, or other contract which has
as one of its purposes the provision of assistance.

For purposes of this regulation, the term Federal financial assistance
also includes funds disbursed under the revenue sharing act.
    (f) Joint complaint means a complaint of employment discrimination
covered by title VII or the Equal Pay Act and by title VI, title IX, or
the revenue sharing act.
    (g) Recipient means any State, political subdivision of any State,
or instrumentality of any State or political subdivision, any public or
private agency, institution, organization, or other entity, or any
individual, in any State, to whom Federal financial assistance is
extended, directly or through another recipient, for any program,
including any successor, assign, or transferee thereof, but such term
does not include any ultimate beneficiary under such program.
    (h) Revenue sharing act refers to the State and Local Fiscal
Assistance Act of 1972, as amended, 31 U.S.C. 1221 et seq.
    (i) Title VI refers to title VI of the Civil Rights Act of 1964, 42
U.S.C. 2000d to 2000d-4. Where appropriate, title VI also refers to the
civil rights provisions of other Federal statutes or regulations to the
extent that they prohibit employment discrimination on the grounds of
race, color, religion, sex or national origin in programs receiving
Federal financial assistance of the type subject to title VI itself.
    (j) Title VII refers to title VII of the Civil Rights Act of 1964,
as amended, 42 U.S.C. 2000e, et seq.
    (k) Title IX refers to title IX of the Education Amendments of 1972,
20 U.S.C. 1681 to 1683.

[48 FR 3574, Jan. 25, 1983, as amended at 54 FR 32063, Aug. 4, 1989]

                       PARTS 1692	1699 [RESERVED]

[[Page 455]]



                              FINDING AIDS




  --------------------------------------------------------------------

  A list of CFR titles, subtitles, chapters, subchapters and parts and 
an alphabetical list of agencies publishing in the CFR are included in 
the CFR Index and Finding Aids volume to the Code of Federal Regulations 
which is published separately and revised annually.

  Table of CFR Titles and Chapters
  Alphabetical List of Agencies Appearing in the CFR
  List of CFR Sections Affected

[[Page 457]]



                    Table of CFR Titles and Chapters




                      (Revised as of July 1, 2014)

                      Title 1--General Provisions

         I  Administrative Committee of the Federal Register 
                (Parts 1--49)
        II  Office of the Federal Register (Parts 50--299)
       III  Administrative Conference of the United States (Parts 
                300--399)
        IV  Miscellaneous Agencies (Parts 400--500)

                    Title 2--Grants and Agreements

            Subtitle A--Office of Management and Budget Guidance 
                for Grants and Agreements
         I  Office of Management and Budget Governmentwide 
                Guidance for Grants and Agreements (Parts 2--199)
        II  Office of Management and Budget Guidance (Parts 200--
                299)
            Subtitle B--Federal Agency Regulations for Grants and 
                Agreements
       III  Department of Health and Human Services (Parts 300--
                399)
        IV  Department of Agriculture (Parts 400--499)
        VI  Department of State (Parts 600--699)
       VII  Agency for International Development (Parts 700--799)
      VIII  Department of Veterans Affairs (Parts 800--899)
        IX  Department of Energy (Parts 900--999)
        XI  Department of Defense (Parts 1100--1199)
       XII  Department of Transportation (Parts 1200--1299)
      XIII  Department of Commerce (Parts 1300--1399)
       XIV  Department of the Interior (Parts 1400--1499)
        XV  Environmental Protection Agency (Parts 1500--1599)
     XVIII  National Aeronautics and Space Administration (Parts 
                1800--1899)
        XX  United States Nuclear Regulatory Commission (Parts 
                2000--2099)
      XXII  Corporation for National and Community Service (Parts 
                2200--2299)
     XXIII  Social Security Administration (Parts 2300--2399)
      XXIV  Housing and Urban Development (Parts 2400--2499)
       XXV  National Science Foundation (Parts 2500--2599)
      XXVI  National Archives and Records Administration (Parts 
                2600--2699)
     XXVII  Small Business Administration (Parts 2700--2799)
    XXVIII  Department of Justice (Parts 2800--2899)

[[Page 458]]

       XXX  Department of Homeland Security (Parts 3000--3099)
      XXXI  Institute of Museum and Library Services (Parts 3100--
                3199)
     XXXII  National Endowment for the Arts (Parts 3200--3299)
    XXXIII  National Endowment for the Humanities (Parts 3300--
                3399)
     XXXIV  Department of Education (Parts 3400--3499)
      XXXV  Export-Import Bank of the United States (Parts 3500--
                3599)
    XXXVII  Peace Corps (Parts 3700--3799)
     LVIII  Election Assistance Commission (Parts 5800--5899)

                        Title 3--The President

         I  Executive Office of the President (Parts 100--199)

                           Title 4--Accounts

         I  Government Accountability Office (Parts 1--199)
        II  Recovery Accountability and Transparency Board (Parts 
                200--299)

                   Title 5--Administrative Personnel

         I  Office of Personnel Management (Parts 1--1199)
        II  Merit Systems Protection Board (Parts 1200--1299)
       III  Office of Management and Budget (Parts 1300--1399)
         V  The International Organizations Employees Loyalty 
                Board (Parts 1500--1599)
        VI  Federal Retirement Thrift Investment Board (Parts 
                1600--1699)
      VIII  Office of Special Counsel (Parts 1800--1899)
        IX  Appalachian Regional Commission (Parts 1900--1999)
        XI  Armed Forces Retirement Home (Parts 2100--2199)
       XIV  Federal Labor Relations Authority, General Counsel of 
                the Federal Labor Relations Authority and Federal 
                Service Impasses Panel (Parts 2400--2499)
        XV  Office of Administration, Executive Office of the 
                President (Parts 2500--2599)
       XVI  Office of Government Ethics (Parts 2600--2699)
       XXI  Department of the Treasury (Parts 3100--3199)
      XXII  Federal Deposit Insurance Corporation (Parts 3200--
                3299)
     XXIII  Department of Energy (Parts 3300--3399)
      XXIV  Federal Energy Regulatory Commission (Parts 3400--
                3499)
       XXV  Department of the Interior (Parts 3500--3599)
      XXVI  Department of Defense (Parts 3600--3699)
    XXVIII  Department of Justice (Parts 3800--3899)
      XXIX  Federal Communications Commission (Parts 3900--3999)
       XXX  Farm Credit System Insurance Corporation (Parts 4000--
                4099)
      XXXI  Farm Credit Administration (Parts 4100--4199)

[[Page 459]]

    XXXIII  Overseas Private Investment Corporation (Parts 4300--
                4399)
     XXXIV  Securities and Exchange Commission (Parts 4400--4499)
      XXXV  Office of Personnel Management (Parts 4500--4599)
    XXXVII  Federal Election Commission (Parts 4700--4799)
        XL  Interstate Commerce Commission (Parts 5000--5099)
       XLI  Commodity Futures Trading Commission (Parts 5100--
                5199)
      XLII  Department of Labor (Parts 5200--5299)
     XLIII  National Science Foundation (Parts 5300--5399)
       XLV  Department of Health and Human Services (Parts 5500--
                5599)
      XLVI  Postal Rate Commission (Parts 5600--5699)
     XLVII  Federal Trade Commission (Parts 5700--5799)
    XLVIII  Nuclear Regulatory Commission (Parts 5800--5899)
      XLIX  Federal Labor Relations Authority (Parts 5900--5999)
         L  Department of Transportation (Parts 6000--6099)
       LII  Export-Import Bank of the United States (Parts 6200--
                6299)
      LIII  Department of Education (Parts 6300--6399)
       LIV  Environmental Protection Agency (Parts 6400--6499)
        LV  National Endowment for the Arts (Parts 6500--6599)
       LVI  National Endowment for the Humanities (Parts 6600--
                6699)
      LVII  General Services Administration (Parts 6700--6799)
     LVIII  Board of Governors of the Federal Reserve System 
                (Parts 6800--6899)
       LIX  National Aeronautics and Space Administration (Parts 
                6900--6999)
        LX  United States Postal Service (Parts 7000--7099)
       LXI  National Labor Relations Board (Parts 7100--7199)
      LXII  Equal Employment Opportunity Commission (Parts 7200--
                7299)
     LXIII  Inter-American Foundation (Parts 7300--7399)
      LXIV  Merit Systems Protection Board (Parts 7400--7499)
       LXV  Department of Housing and Urban Development (Parts 
                7500--7599)
      LXVI  National Archives and Records Administration (Parts 
                7600--7699)
     LXVII  Institute of Museum and Library Services (Parts 7700--
                7799)
    LXVIII  Commission on Civil Rights (Parts 7800--7899)
      LXIX  Tennessee Valley Authority (Parts 7900--7999)
       LXX  Court Services and Offender Supervision Agency for the 
                District of Columbia (Parts 8000--8099)
      LXXI  Consumer Product Safety Commission (Parts 8100--8199)
    LXXIII  Department of Agriculture (Parts 8300--8399)
     LXXIV  Federal Mine Safety and Health Review Commission 
                (Parts 8400--8499)
     LXXVI  Federal Retirement Thrift Investment Board (Parts 
                8600--8699)
    LXXVII  Office of Management and Budget (Parts 8700--8799)
      LXXX  Federal Housing Finance Agency (Parts 9000--9099)
   LXXXIII  Special Inspector General for Afghanistan 
                Reconstruction (Parts 9300--9399)

[[Page 460]]

    LXXXIV  Bureau of Consumer Financial Protection (Parts 9400--
                9499)
    LXXXVI  National Credit Union Administration (Parts 9600--
                9699)
     XCVII  Department of Homeland Security Human Resources 
                Management System (Department of Homeland 
                Security--Office of Personnel Management) (Parts 
                9700--9799)
     XCVII  Council of the Inspectors General on Integrity and 
                Efficiency (Parts 9800--9899)

                      Title 6--Domestic Security

         I  Department of Homeland Security, Office of the 
                Secretary (Parts 1--99)
         X  Privacy and Civil Liberties Oversight Board (Parts 
                1000--1099)

                         Title 7--Agriculture

            Subtitle A--Office of the Secretary of Agriculture 
                (Parts 0--26)
            Subtitle B--Regulations of the Department of 
                Agriculture
         I  Agricultural Marketing Service (Standards, 
                Inspections, Marketing Practices), Department of 
                Agriculture (Parts 27--209)
        II  Food and Nutrition Service, Department of Agriculture 
                (Parts 210--299)
       III  Animal and Plant Health Inspection Service, Department 
                of Agriculture (Parts 300--399)
        IV  Federal Crop Insurance Corporation, Department of 
                Agriculture (Parts 400--499)
         V  Agricultural Research Service, Department of 
                Agriculture (Parts 500--599)
        VI  Natural Resources Conservation Service, Department of 
                Agriculture (Parts 600--699)
       VII  Farm Service Agency, Department of Agriculture (Parts 
                700--799)
      VIII  Grain Inspection, Packers and Stockyards 
                Administration (Federal Grain Inspection Service), 
                Department of Agriculture (Parts 800--899)
        IX  Agricultural Marketing Service (Marketing Agreements 
                and Orders; Fruits, Vegetables, Nuts), Department 
                of Agriculture (Parts 900--999)
         X  Agricultural Marketing Service (Marketing Agreements 
                and Orders; Milk), Department of Agriculture 
                (Parts 1000--1199)
        XI  Agricultural Marketing Service (Marketing Agreements 
                and Orders; Miscellaneous Commodities), Department 
                of Agriculture (Parts 1200--1299)
       XIV  Commodity Credit Corporation, Department of 
                Agriculture (Parts 1400--1499)
        XV  Foreign Agricultural Service, Department of 
                Agriculture (Parts 1500--1599)
       XVI  Rural Telephone Bank, Department of Agriculture (Parts 
                1600--1699)

[[Page 461]]

      XVII  Rural Utilities Service, Department of Agriculture 
                (Parts 1700--1799)
     XVIII  Rural Housing Service, Rural Business-Cooperative 
                Service, Rural Utilities Service, and Farm Service 
                Agency, Department of Agriculture (Parts 1800--
                2099)
        XX  Local Television Loan Guarantee Board (Parts 2200--
                2299)
       XXV  Office of Advocacy and Outreach, Department of 
                Agriculture (Parts 2500--2599)
      XXVI  Office of Inspector General, Department of Agriculture 
                (Parts 2600--2699)
     XXVII  Office of Information Resources Management, Department 
                of Agriculture (Parts 2700--2799)
    XXVIII  Office of Operations, Department of Agriculture (Parts 
                2800--2899)
      XXIX  Office of Energy Policy and New Uses, Department of 
                Agriculture (Parts 2900--2999)
       XXX  Office of the Chief Financial Officer, Department of 
                Agriculture (Parts 3000--3099)
      XXXI  Office of Environmental Quality, Department of 
                Agriculture (Parts 3100--3199)
     XXXII  Office of Procurement and Property Management, 
                Department of Agriculture (Parts 3200--3299)
    XXXIII  Office of Transportation, Department of Agriculture 
                (Parts 3300--3399)
     XXXIV  National Institute of Food and Agriculture (Parts 
                3400--3499)
      XXXV  Rural Housing Service, Department of Agriculture 
                (Parts 3500--3599)
     XXXVI  National Agricultural Statistics Service, Department 
                of Agriculture (Parts 3600--3699)
    XXXVII  Economic Research Service, Department of Agriculture 
                (Parts 3700--3799)
   XXXVIII  World Agricultural Outlook Board, Department of 
                Agriculture (Parts 3800--3899)
       XLI  [Reserved]
      XLII  Rural Business-Cooperative Service and Rural Utilities 
                Service, Department of Agriculture (Parts 4200--
                4299)

                    Title 8--Aliens and Nationality

         I  Department of Homeland Security (Immigration and 
                Naturalization) (Parts 1--499)
         V  Executive Office for Immigration Review, Department of 
                Justice (Parts 1000--1399)

                 Title 9--Animals and Animal Products

         I  Animal and Plant Health Inspection Service, Department 
                of Agriculture (Parts 1--199)

[[Page 462]]

        II  Grain Inspection, Packers and Stockyards 
                Administration (Packers and Stockyards Programs), 
                Department of Agriculture (Parts 200--299)
       III  Food Safety and Inspection Service, Department of 
                Agriculture (Parts 300--599)

                           Title 10--Energy

         I  Nuclear Regulatory Commission (Parts 0--199)
        II  Department of Energy (Parts 200--699)
       III  Department of Energy (Parts 700--999)
         X  Department of Energy (General Provisions) (Parts 
                1000--1099)
      XIII  Nuclear Waste Technical Review Board (Parts 1300--
                1399)
      XVII  Defense Nuclear Facilities Safety Board (Parts 1700--
                1799)
     XVIII  Northeast Interstate Low-Level Radioactive Waste 
                Commission (Parts 1800--1899)

                      Title 11--Federal Elections

         I  Federal Election Commission (Parts 1--9099)
        II  Election Assistance Commission (Parts 9400--9499)

                      Title 12--Banks and Banking

         I  Comptroller of the Currency, Department of the 
                Treasury (Parts 1--199)
        II  Federal Reserve System (Parts 200--299)
       III  Federal Deposit Insurance Corporation (Parts 300--399)
        IV  Export-Import Bank of the United States (Parts 400--
                499)
         V  Office of Thrift Supervision, Department of the 
                Treasury (Parts 500--599)
        VI  Farm Credit Administration (Parts 600--699)
       VII  National Credit Union Administration (Parts 700--799)
      VIII  Federal Financing Bank (Parts 800--899)
        IX  Federal Housing Finance Board (Parts 900--999)
         X  Bureau of Consumer Financial Protection (Parts 1000--
                1099)
        XI  Federal Financial Institutions Examination Council 
                (Parts 1100--1199)
       XII  Federal Housing Finance Agency (Parts 1200--1299)
      XIII  Financial Stability Oversight Council (Parts 1300--
                1399)
       XIV  Farm Credit System Insurance Corporation (Parts 1400--
                1499)
        XV  Department of the Treasury (Parts 1500--1599)
       XVI  Office of Financial Research (Parts 1600--1699)
      XVII  Office of Federal Housing Enterprise Oversight, 
                Department of Housing and Urban Development (Parts 
                1700--1799)
     XVIII  Community Development Financial Institutions Fund, 
                Department of the Treasury (Parts 1800--1899)

[[Page 463]]

               Title 13--Business Credit and Assistance

         I  Small Business Administration (Parts 1--199)
       III  Economic Development Administration, Department of 
                Commerce (Parts 300--399)
        IV  Emergency Steel Guarantee Loan Board (Parts 400--499)
         V  Emergency Oil and Gas Guaranteed Loan Board (Parts 
                500--599)

                    Title 14--Aeronautics and Space

         I  Federal Aviation Administration, Department of 
                Transportation (Parts 1--199)
        II  Office of the Secretary, Department of Transportation 
                (Aviation Proceedings) (Parts 200--399)
       III  Commercial Space Transportation, Federal Aviation 
                Administration, Department of Transportation 
                (Parts 400--1199)
         V  National Aeronautics and Space Administration (Parts 
                1200--1299)
        VI  Air Transportation System Stabilization (Parts 1300--
                1399)

                 Title 15--Commerce and Foreign Trade

            Subtitle A--Office of the Secretary of Commerce (Parts 
                0--29)
            Subtitle B--Regulations Relating to Commerce and 
                Foreign Trade
         I  Bureau of the Census, Department of Commerce (Parts 
                30--199)
        II  National Institute of Standards and Technology, 
                Department of Commerce (Parts 200--299)
       III  International Trade Administration, Department of 
                Commerce (Parts 300--399)
        IV  Foreign-Trade Zones Board, Department of Commerce 
                (Parts 400--499)
       VII  Bureau of Industry and Security, Department of 
                Commerce (Parts 700--799)
      VIII  Bureau of Economic Analysis, Department of Commerce 
                (Parts 800--899)
        IX  National Oceanic and Atmospheric Administration, 
                Department of Commerce (Parts 900--999)
        XI  Technology Administration, Department of Commerce 
                (Parts 1100--1199)
      XIII  East-West Foreign Trade Board (Parts 1300--1399)
       XIV  Minority Business Development Agency (Parts 1400--
                1499)
            Subtitle C--Regulations Relating to Foreign Trade 
                Agreements
        XX  Office of the United States Trade Representative 
                (Parts 2000--2099)
            Subtitle D--Regulations Relating to Telecommunications 
                and Information
     XXIII  National Telecommunications and Information 
                Administration, Department of Commerce (Parts 
                2300--2399)

[[Page 464]]

                    Title 16--Commercial Practices

         I  Federal Trade Commission (Parts 0--999)
        II  Consumer Product Safety Commission (Parts 1000--1799)

             Title 17--Commodity and Securities Exchanges

         I  Commodity Futures Trading Commission (Parts 1--199)
        II  Securities and Exchange Commission (Parts 200--399)
        IV  Department of the Treasury (Parts 400--499)

          Title 18--Conservation of Power and Water Resources

         I  Federal Energy Regulatory Commission, Department of 
                Energy (Parts 1--399)
       III  Delaware River Basin Commission (Parts 400--499)
        VI  Water Resources Council (Parts 700--799)
      VIII  Susquehanna River Basin Commission (Parts 800--899)
      XIII  Tennessee Valley Authority (Parts 1300--1399)

                       Title 19--Customs Duties

         I  U.S. Customs and Border Protection, Department of 
                Homeland Security; Department of the Treasury 
                (Parts 0--199)
        II  United States International Trade Commission (Parts 
                200--299)
       III  International Trade Administration, Department of 
                Commerce (Parts 300--399)
        IV  U.S. Immigration and Customs Enforcement, Department 
                of Homeland Security (Parts 400--599)

                     Title 20--Employees' Benefits

         I  Office of Workers' Compensation Programs, Department 
                of Labor (Parts 1--199)
        II  Railroad Retirement Board (Parts 200--399)
       III  Social Security Administration (Parts 400--499)
        IV  Employees' Compensation Appeals Board, Department of 
                Labor (Parts 500--599)
         V  Employment and Training Administration, Department of 
                Labor (Parts 600--699)
        VI  Office of Workers' Compensation Programs, Department 
                of Labor (Parts 700--799)
       VII  Benefits Review Board, Department of Labor (Parts 
                800--899)
      VIII  Joint Board for the Enrollment of Actuaries (Parts 
                900--999)
        IX  Office of the Assistant Secretary for Veterans' 
                Employment and Training Service, Department of 
                Labor (Parts 1000--1099)

[[Page 465]]

                       Title 21--Food and Drugs

         I  Food and Drug Administration, Department of Health and 
                Human Services (Parts 1--1299)
        II  Drug Enforcement Administration, Department of Justice 
                (Parts 1300--1399)
       III  Office of National Drug Control Policy (Parts 1400--
                1499)

                      Title 22--Foreign Relations

         I  Department of State (Parts 1--199)
        II  Agency for International Development (Parts 200--299)
       III  Peace Corps (Parts 300--399)
        IV  International Joint Commission, United States and 
                Canada (Parts 400--499)
         V  Broadcasting Board of Governors (Parts 500--599)
       VII  Overseas Private Investment Corporation (Parts 700--
                799)
        IX  Foreign Service Grievance Board (Parts 900--999)
         X  Inter-American Foundation (Parts 1000--1099)
        XI  International Boundary and Water Commission, United 
                States and Mexico, United States Section (Parts 
                1100--1199)
       XII  United States International Development Cooperation 
                Agency (Parts 1200--1299)
      XIII  Millennium Challenge Corporation (Parts 1300--1399)
       XIV  Foreign Service Labor Relations Board; Federal Labor 
                Relations Authority; General Counsel of the 
                Federal Labor Relations Authority; and the Foreign 
                Service Impasse Disputes Panel (Parts 1400--1499)
        XV  African Development Foundation (Parts 1500--1599)
       XVI  Japan-United States Friendship Commission (Parts 
                1600--1699)
      XVII  United States Institute of Peace (Parts 1700--1799)

                          Title 23--Highways

         I  Federal Highway Administration, Department of 
                Transportation (Parts 1--999)
        II  National Highway Traffic Safety Administration and 
                Federal Highway Administration, Department of 
                Transportation (Parts 1200--1299)
       III  National Highway Traffic Safety Administration, 
                Department of Transportation (Parts 1300--1399)

                Title 24--Housing and Urban Development

            Subtitle A--Office of the Secretary, Department of 
                Housing and Urban Development (Parts 0--99)
            Subtitle B--Regulations Relating to Housing and Urban 
                Development
         I  Office of Assistant Secretary for Equal Opportunity, 
                Department of Housing and Urban Development (Parts 
                100--199)

[[Page 466]]

        II  Office of Assistant Secretary for Housing-Federal 
                Housing Commissioner, Department of Housing and 
                Urban Development (Parts 200--299)
       III  Government National Mortgage Association, Department 
                of Housing and Urban Development (Parts 300--399)
        IV  Office of Housing and Office of Multifamily Housing 
                Assistance Restructuring, Department of Housing 
                and Urban Development (Parts 400--499)
         V  Office of Assistant Secretary for Community Planning 
                and Development, Department of Housing and Urban 
                Development (Parts 500--599)
        VI  Office of Assistant Secretary for Community Planning 
                and Development, Department of Housing and Urban 
                Development (Parts 600--699) [Reserved]
       VII  Office of the Secretary, Department of Housing and 
                Urban Development (Housing Assistance Programs and 
                Public and Indian Housing Programs) (Parts 700--
                799)
      VIII  Office of the Assistant Secretary for Housing--Federal 
                Housing Commissioner, Department of Housing and 
                Urban Development (Section 8 Housing Assistance 
                Programs, Section 202 Direct Loan Program, Section 
                202 Supportive Housing for the Elderly Program and 
                Section 811 Supportive Housing for Persons With 
                Disabilities Program) (Parts 800--899)
        IX  Office of Assistant Secretary for Public and Indian 
                Housing, Department of Housing and Urban 
                Development (Parts 900--1699)
         X  Office of Assistant Secretary for Housing--Federal 
                Housing Commissioner, Department of Housing and 
                Urban Development (Interstate Land Sales 
                Registration Program) (Parts 1700--1799)
       XII  Office of Inspector General, Department of Housing and 
                Urban Development (Parts 2000--2099)
        XV  Emergency Mortgage Insurance and Loan Programs, 
                Department of Housing and Urban Development (Parts 
                2700--2799)
        XX  Office of Assistant Secretary for Housing--Federal 
                Housing Commissioner, Department of Housing and 
                Urban Development (Parts 3200--3899)
      XXIV  Board of Directors of the HOPE for Homeowners Program 
                (Parts 4000--4099)
       XXV  Neighborhood Reinvestment Corporation (Parts 4100--
                4199)

                           Title 25--Indians

         I  Bureau of Indian Affairs, Department of the Interior 
                (Parts 1--299)
        II  Indian Arts and Crafts Board, Department of the 
                Interior (Parts 300--399)
       III  National Indian Gaming Commission, Department of the 
                Interior (Parts 500--599)
        IV  Office of Navajo and Hopi Indian Relocation (Parts 
                700--799)
         V  Bureau of Indian Affairs, Department of the Interior, 
                and Indian Health Service, Department of Health 
                and Human Services (Part 900)

[[Page 467]]

        VI  Office of the Assistant Secretary-Indian Affairs, 
                Department of the Interior (Parts 1000--1199)
       VII  Office of the Special Trustee for American Indians, 
                Department of the Interior (Parts 1200--1299)

                      Title 26--Internal Revenue

         I  Internal Revenue Service, Department of the Treasury 
                (Parts 1--End)

           Title 27--Alcohol, Tobacco Products and Firearms

         I  Alcohol and Tobacco Tax and Trade Bureau, Department 
                of the Treasury (Parts 1--399)
        II  Bureau of Alcohol, Tobacco, Firearms, and Explosives, 
                Department of Justice (Parts 400--699)

                   Title 28--Judicial Administration

         I  Department of Justice (Parts 0--299)
       III  Federal Prison Industries, Inc., Department of Justice 
                (Parts 300--399)
         V  Bureau of Prisons, Department of Justice (Parts 500--
                599)
        VI  Offices of Independent Counsel, Department of Justice 
                (Parts 600--699)
       VII  Office of Independent Counsel (Parts 700--799)
      VIII  Court Services and Offender Supervision Agency for the 
                District of Columbia (Parts 800--899)
        IX  National Crime Prevention and Privacy Compact Council 
                (Parts 900--999)
        XI  Department of Justice and Department of State (Parts 
                1100--1199)

                            Title 29--Labor

            Subtitle A--Office of the Secretary of Labor (Parts 
                0--99)
            Subtitle B--Regulations Relating to Labor
         I  National Labor Relations Board (Parts 100--199)
        II  Office of Labor-Management Standards, Department of 
                Labor (Parts 200--299)
       III  National Railroad Adjustment Board (Parts 300--399)
        IV  Office of Labor-Management Standards, Department of 
                Labor (Parts 400--499)
         V  Wage and Hour Division, Department of Labor (Parts 
                500--899)
        IX  Construction Industry Collective Bargaining Commission 
                (Parts 900--999)
         X  National Mediation Board (Parts 1200--1299)
       XII  Federal Mediation and Conciliation Service (Parts 
                1400--1499)
       XIV  Equal Employment Opportunity Commission (Parts 1600--
                1699)

[[Page 468]]

      XVII  Occupational Safety and Health Administration, 
                Department of Labor (Parts 1900--1999)
        XX  Occupational Safety and Health Review Commission 
                (Parts 2200--2499)
       XXV  Employee Benefits Security Administration, Department 
                of Labor (Parts 2500--2599)
     XXVII  Federal Mine Safety and Health Review Commission 
                (Parts 2700--2799)
        XL  Pension Benefit Guaranty Corporation (Parts 4000--
                4999)

                      Title 30--Mineral Resources

         I  Mine Safety and Health Administration, Department of 
                Labor (Parts 1--199)
        II  Bureau of Safety and Environmental Enforcement, 
                Department of the Interior (Parts 200--299)
        IV  Geological Survey, Department of the Interior (Parts 
                400--499)
         V  Bureau of Ocean Energy Management, Department of the 
                Interior (Parts 500--599)
       VII  Office of Surface Mining Reclamation and Enforcement, 
                Department of the Interior (Parts 700--999)
       XII  Office of Natural Resources Revenue, Department of the 
                Interior (Parts 1200--1299)

                 Title 31--Money and Finance: Treasury

            Subtitle A--Office of the Secretary of the Treasury 
                (Parts 0--50)
            Subtitle B--Regulations Relating to Money and Finance
         I  Monetary Offices, Department of the Treasury (Parts 
                51--199)
        II  Fiscal Service, Department of the Treasury (Parts 
                200--399)
        IV  Secret Service, Department of the Treasury (Parts 
                400--499)
         V  Office of Foreign Assets Control, Department of the 
                Treasury (Parts 500--599)
        VI  Bureau of Engraving and Printing, Department of the 
                Treasury (Parts 600--699)
       VII  Federal Law Enforcement Training Center, Department of 
                the Treasury (Parts 700--799)
      VIII  Office of International Investment, Department of the 
                Treasury (Parts 800--899)
        IX  Federal Claims Collection Standards (Department of the 
                Treasury--Department of Justice) (Parts 900--999)
         X  Financial Crimes Enforcement Network, Department of 
                the Treasury (Parts 1000--1099)

                      Title 32--National Defense

            Subtitle A--Department of Defense
         I  Office of the Secretary of Defense (Parts 1--399)

[[Page 469]]

         V  Department of the Army (Parts 400--699)
        VI  Department of the Navy (Parts 700--799)
       VII  Department of the Air Force (Parts 800--1099)
            Subtitle B--Other Regulations Relating to National 
                Defense
       XII  Defense Logistics Agency (Parts 1200--1299)
       XVI  Selective Service System (Parts 1600--1699)
      XVII  Office of the Director of National Intelligence (Parts 
                1700--1799)
     XVIII  National Counterintelligence Center (Parts 1800--1899)
       XIX  Central Intelligence Agency (Parts 1900--1999)
        XX  Information Security Oversight Office, National 
                Archives and Records Administration (Parts 2000--
                2099)
       XXI  National Security Council (Parts 2100--2199)
      XXIV  Office of Science and Technology Policy (Parts 2400--
                2499)
     XXVII  Office for Micronesian Status Negotiations (Parts 
                2700--2799)
    XXVIII  Office of the Vice President of the United States 
                (Parts 2800--2899)

               Title 33--Navigation and Navigable Waters

         I  Coast Guard, Department of Homeland Security (Parts 
                1--199)
        II  Corps of Engineers, Department of the Army (Parts 
                200--399)
        IV  Saint Lawrence Seaway Development Corporation, 
                Department of Transportation (Parts 400--499)

                          Title 34--Education

            Subtitle A--Office of the Secretary, Department of 
                Education (Parts 1--99)
            Subtitle B--Regulations of the Offices of the 
                Department of Education
         I  Office for Civil Rights, Department of Education 
                (Parts 100--199)
        II  Office of Elementary and Secondary Education, 
                Department of Education (Parts 200--299)
       III  Office of Special Education and Rehabilitative 
                Services, Department of Education (Parts 300--399)
        IV  Office of Vocational and Adult Education, Department 
                of Education (Parts 400--499)
         V  Office of Bilingual Education and Minority Languages 
                Affairs, Department of Education (Parts 500--599)
        VI  Office of Postsecondary Education, Department of 
                Education (Parts 600--699)
       VII  Office of Educational Research and Improvement, 
                Department of Education (Parts 700--799)[Reserved]
            Subtitle C--Regulations Relating to Education
        XI  National Institute for Literacy (Parts 1100--1199)
       XII  National Council on Disability (Parts 1200--1299)

[[Page 470]]

                          Title 35 [Reserved]

             Title 36--Parks, Forests, and Public Property

         I  National Park Service, Department of the Interior 
                (Parts 1--199)
        II  Forest Service, Department of Agriculture (Parts 200--
                299)
       III  Corps of Engineers, Department of the Army (Parts 
                300--399)
        IV  American Battle Monuments Commission (Parts 400--499)
         V  Smithsonian Institution (Parts 500--599)
        VI  [Reserved]
       VII  Library of Congress (Parts 700--799)
      VIII  Advisory Council on Historic Preservation (Parts 800--
                899)
        IX  Pennsylvania Avenue Development Corporation (Parts 
                900--999)
         X  Presidio Trust (Parts 1000--1099)
        XI  Architectural and Transportation Barriers Compliance 
                Board (Parts 1100--1199)
       XII  National Archives and Records Administration (Parts 
                1200--1299)
        XV  Oklahoma City National Memorial Trust (Parts 1500--
                1599)
       XVI  Morris K. Udall Scholarship and Excellence in National 
                Environmental Policy Foundation (Parts 1600--1699)

             Title 37--Patents, Trademarks, and Copyrights

         I  United States Patent and Trademark Office, Department 
                of Commerce (Parts 1--199)
        II  U.S. Copyright Office, Library of Congress (Parts 
                200--299)
       III  Copyright Royalty Board, Library of Congress (Parts 
                300--399)
        IV  Assistant Secretary for Technology Policy, Department 
                of Commerce (Parts 400--599)

           Title 38--Pensions, Bonuses, and Veterans' Relief

         I  Department of Veterans Affairs (Parts 0--199)
        II  Armed Forces Retirement Home (Parts 200--299)

                       Title 39--Postal Service

         I  United States Postal Service (Parts 1--999)
       III  Postal Regulatory Commission (Parts 3000--3099)

                  Title 40--Protection of Environment

         I  Environmental Protection Agency (Parts 1--1099)
        IV  Environmental Protection Agency and Department of 
                Justice (Parts 1400--1499)
         V  Council on Environmental Quality (Parts 1500--1599)
        VI  Chemical Safety and Hazard Investigation Board (Parts 
                1600--1699)

[[Page 471]]

       VII  Environmental Protection Agency and Department of 
                Defense; Uniform National Discharge Standards for 
                Vessels of the Armed Forces (Parts 1700--1799)

          Title 41--Public Contracts and Property Management

            Subtitle A--Federal Procurement Regulations System 
                [Note]
            Subtitle B--Other Provisions Relating to Public 
                Contracts
        50  Public Contracts, Department of Labor (Parts 50-1--50-
                999)
        51  Committee for Purchase From People Who Are Blind or 
                Severely Disabled (Parts 51-1--51-99)
        60  Office of Federal Contract Compliance Programs, Equal 
                Employment Opportunity, Department of Labor (Parts 
                60-1--60-999)
        61  Office of the Assistant Secretary for Veterans' 
                Employment and Training Service, Department of 
                Labor (Parts 61-1--61-999)
   62--100  [Reserved]
            Subtitle C--Federal Property Management Regulations 
                System
       101  Federal Property Management Regulations (Parts 101-1--
                101-99)
       102  Federal Management Regulation (Parts 102-1--102-299)
  103--104  [Reserved]
       105  General Services Administration (Parts 105-1--105-999)
       109  Department of Energy Property Management Regulations 
                (Parts 109-1--109-99)
       114  Department of the Interior (Parts 114-1--114-99)
       115  Environmental Protection Agency (Parts 115-1--115-99)
       128  Department of Justice (Parts 128-1--128-99)
  129--200  [Reserved]
            Subtitle D--Other Provisions Relating to Property 
                Management [Reserved]
            Subtitle E--Federal Information Resources Management 
                Regulations System [Reserved]
            Subtitle F--Federal Travel Regulation System
       300  General (Parts 300-1--300-99)
       301  Temporary Duty (TDY) Travel Allowances (Parts 301-1--
                301-99)
       302  Relocation Allowances (Parts 302-1--302-99)
       303  Payment of Expenses Connected with the Death of 
                Certain Employees (Part 303-1--303-99)
       304  Payment of Travel Expenses from a Non-Federal Source 
                (Parts 304-1--304-99)

                        Title 42--Public Health

         I  Public Health Service, Department of Health and Human 
                Services (Parts 1--199)
        IV  Centers for Medicare & Medicaid Services, Department 
                of Health and Human Services (Parts 400--599)

[[Page 472]]

         V  Office of Inspector General-Health Care, Department of 
                Health and Human Services (Parts 1000--1999)

                   Title 43--Public Lands: Interior

            Subtitle A--Office of the Secretary of the Interior 
                (Parts 1--199)
            Subtitle B--Regulations Relating to Public Lands
         I  Bureau of Reclamation, Department of the Interior 
                (Parts 400--999)
        II  Bureau of Land Management, Department of the Interior 
                (Parts 1000--9999)
       III  Utah Reclamation Mitigation and Conservation 
                Commission (Parts 10000--10099)

             Title 44--Emergency Management and Assistance

         I  Federal Emergency Management Agency, Department of 
                Homeland Security (Parts 0--399)
        IV  Department of Commerce and Department of 
                Transportation (Parts 400--499)

                       Title 45--Public Welfare

            Subtitle A--Department of Health and Human Services 
                (Parts 1--199)
            Subtitle B--Regulations Relating to Public Welfare
        II  Office of Family Assistance (Assistance Programs), 
                Administration for Children and Families, 
                Department of Health and Human Services (Parts 
                200--299)
       III  Office of Child Support Enforcement (Child Support 
                Enforcement Program), Administration for Children 
                and Families, Department of Health and Human 
                Services (Parts 300--399)
        IV  Office of Refugee Resettlement, Administration for 
                Children and Families, Department of Health and 
                Human Services (Parts 400--499)
         V  Foreign Claims Settlement Commission of the United 
                States, Department of Justice (Parts 500--599)
        VI  National Science Foundation (Parts 600--699)
       VII  Commission on Civil Rights (Parts 700--799)
      VIII  Office of Personnel Management (Parts 800--899)
         X  Office of Community Services, Administration for 
                Children and Families, Department of Health and 
                Human Services (Parts 1000--1099)
        XI  National Foundation on the Arts and the Humanities 
                (Parts 1100--1199)
       XII  Corporation for National and Community Service (Parts 
                1200--1299)
      XIII  Office of Human Development Services, Department of 
                Health and Human Services (Parts 1300--1399)

[[Page 473]]

       XVI  Legal Services Corporation (Parts 1600--1699)
      XVII  National Commission on Libraries and Information 
                Science (Parts 1700--1799)
     XVIII  Harry S. Truman Scholarship Foundation (Parts 1800--
                1899)
       XXI  Commission on Fine Arts (Parts 2100--2199)
     XXIII  Arctic Research Commission (Part 2301)
      XXIV  James Madison Memorial Fellowship Foundation (Parts 
                2400--2499)
       XXV  Corporation for National and Community Service (Parts 
                2500--2599)

                          Title 46--Shipping

         I  Coast Guard, Department of Homeland Security (Parts 
                1--199)
        II  Maritime Administration, Department of Transportation 
                (Parts 200--399)
       III  Coast Guard (Great Lakes Pilotage), Department of 
                Homeland Security (Parts 400--499)
        IV  Federal Maritime Commission (Parts 500--599)

                      Title 47--Telecommunication

         I  Federal Communications Commission (Parts 0--199)
        II  Office of Science and Technology Policy and National 
                Security Council (Parts 200--299)
       III  National Telecommunications and Information 
                Administration, Department of Commerce (Parts 
                300--399)
        IV  National Telecommunications and Information 
                Administration, Department of Commerce, and 
                National Highway Traffic Safety Administration, 
                Department of Transportation (Parts 400--499)

           Title 48--Federal Acquisition Regulations System

         1  Federal Acquisition Regulation (Parts 1--99)
         2  Defense Acquisition Regulations System, Department of 
                Defense (Parts 200--299)
         3  Health and Human Services (Parts 300--399)
         4  Department of Agriculture (Parts 400--499)
         5  General Services Administration (Parts 500--599)
         6  Department of State (Parts 600--699)
         7  Agency for International Development (Parts 700--799)
         8  Department of Veterans Affairs (Parts 800--899)
         9  Department of Energy (Parts 900--999)
        10  Department of the Treasury (Parts 1000--1099)
        12  Department of Transportation (Parts 1200--1299)
        13  Department of Commerce (Parts 1300--1399)
        14  Department of the Interior (Parts 1400--1499)

[[Page 474]]

        15  Environmental Protection Agency (Parts 1500--1599)
        16  Office of Personnel Management, Federal Employees 
                Health Benefits Acquisition Regulation (Parts 
                1600--1699)
        17  Office of Personnel Management (Parts 1700--1799)
        18  National Aeronautics and Space Administration (Parts 
                1800--1899)
        19  Broadcasting Board of Governors (Parts 1900--1999)
        20  Nuclear Regulatory Commission (Parts 2000--2099)
        21  Office of Personnel Management, Federal Employees 
                Group Life Insurance Federal Acquisition 
                Regulation (Parts 2100--2199)
        23  Social Security Administration (Parts 2300--2399)
        24  Department of Housing and Urban Development (Parts 
                2400--2499)
        25  National Science Foundation (Parts 2500--2599)
        28  Department of Justice (Parts 2800--2899)
        29  Department of Labor (Parts 2900--2999)
        30  Department of Homeland Security, Homeland Security 
                Acquisition Regulation (HSAR) (Parts 3000--3099)
        34  Department of Education Acquisition Regulation (Parts 
                3400--3499)
        51  Department of the Army Acquisition Regulations (Parts 
                5100--5199)
        52  Department of the Navy Acquisition Regulations (Parts 
                5200--5299)
        53  Department of the Air Force Federal Acquisition 
                Regulation Supplement (Parts 5300--5399) 
                [Reserved]
        54  Defense Logistics Agency, Department of Defense (Parts 
                5400--5499)
        57  African Development Foundation (Parts 5700--5799)
        61  Civilian Board of Contract Appeals, General Services 
                Administration (Parts 6100--6199)
        63  Department of Transportation Board of Contract Appeals 
                (Parts 6300--6399)
        99  Cost Accounting Standards Board, Office of Federal 
                Procurement Policy, Office of Management and 
                Budget (Parts 9900--9999)

                       Title 49--Transportation

            Subtitle A--Office of the Secretary of Transportation 
                (Parts 1--99)
            Subtitle B--Other Regulations Relating to 
                Transportation
         I  Pipeline and Hazardous Materials Safety 
                Administration, Department of Transportation 
                (Parts 100--199)
        II  Federal Railroad Administration, Department of 
                Transportation (Parts 200--299)
       III  Federal Motor Carrier Safety Administration, 
                Department of Transportation (Parts 300--399)
        IV  Coast Guard, Department of Homeland Security (Parts 
                400--499)

[[Page 475]]

         V  National Highway Traffic Safety Administration, 
                Department of Transportation (Parts 500--599)
        VI  Federal Transit Administration, Department of 
                Transportation (Parts 600--699)
       VII  National Railroad Passenger Corporation (AMTRAK) 
                (Parts 700--799)
      VIII  National Transportation Safety Board (Parts 800--999)
         X  Surface Transportation Board, Department of 
                Transportation (Parts 1000--1399)
        XI  Research and Innovative Technology Administration, 
                Department of Transportation (Parts 1400--1499) 
                [Reserved]
       XII  Transportation Security Administration, Department of 
                Homeland Security (Parts 1500--1699)

                   Title 50--Wildlife and Fisheries

         I  United States Fish and Wildlife Service, Department of 
                the Interior (Parts 1--199)
        II  National Marine Fisheries Service, National Oceanic 
                and Atmospheric Administration, Department of 
                Commerce (Parts 200--299)
       III  International Fishing and Related Activities (Parts 
                300--399)
        IV  Joint Regulations (United States Fish and Wildlife 
                Service, Department of the Interior and National 
                Marine Fisheries Service, National Oceanic and 
                Atmospheric Administration, Department of 
                Commerce); Endangered Species Committee 
                Regulations (Parts 400--499)
         V  Marine Mammal Commission (Parts 500--599)
        VI  Fishery Conservation and Management, National Oceanic 
                and Atmospheric Administration, Department of 
                Commerce (Parts 600--699)

[[Page 477]]





           Alphabetical List of Agencies Appearing in the CFR




                      (Revised as of July 1, 2014)

                                                  CFR Title, Subtitle or 
                     Agency                               Chapter

Administrative Committee of the Federal Register  1, I
Administrative Conference of the United States    1, III
Advisory Council on Historic Preservation         36, VIII
Advocacy and Outreach, Office of                  7, XXV
Afghanistan Reconstruction, Special Inspector     22, LXXXIII
     General for
African Development Foundation                    22, XV
  Federal Acquisition Regulation                  48, 57
Agency for International Development              2, VII; 22, II
  Federal Acquisition Regulation                  48, 7
Agricultural Marketing Service                    7, I, IX, X, XI
Agricultural Research Service                     7, V
Agriculture Department                            2, IV; 5, LXXIII
  Advocacy and Outreach, Office of                7, XXV
  Agricultural Marketing Service                  7, I, IX, X, XI
  Agricultural Research Service                   7, V
  Animal and Plant Health Inspection Service      7, III; 9, I
  Chief Financial Officer, Office of              7, XXX
  Commodity Credit Corporation                    7, XIV
  Economic Research Service                       7, XXXVII
  Energy Policy and New Uses, Office of           2, IX; 7, XXIX
  Environmental Quality, Office of                7, XXXI
  Farm Service Agency                             7, VII, XVIII
  Federal Acquisition Regulation                  48, 4
  Federal Crop Insurance Corporation              7, IV
  Food and Nutrition Service                      7, II
  Food Safety and Inspection Service              9, III
  Foreign Agricultural Service                    7, XV
  Forest Service                                  36, II
  Grain Inspection, Packers and Stockyards        7, VIII; 9, II
       Administration
  Information Resources Management, Office of     7, XXVII
  Inspector General, Office of                    7, XXVI
  National Agricultural Library                   7, XLI
  National Agricultural Statistics Service        7, XXXVI
  National Institute of Food and Agriculture      7, XXXIV
  Natural Resources Conservation Service          7, VI
  Operations, Office of                           7, XXVIII
  Procurement and Property Management, Office of  7, XXXII
  Rural Business-Cooperative Service              7, XVIII, XLII, L
  Rural Development Administration                7, XLII
  Rural Housing Service                           7, XVIII, XXXV, L
  Rural Telephone Bank                            7, XVI
  Rural Utilities Service                         7, XVII, XVIII, XLII, L
  Secretary of Agriculture, Office of             7, Subtitle A
  Transportation, Office of                       7, XXXIII
  World Agricultural Outlook Board                7, XXXVIII
Air Force Department                              32, VII
  Federal Acquisition Regulation Supplement       48, 53
Air Transportation Stabilization Board            14, VI
Alcohol and Tobacco Tax and Trade Bureau          27, I
Alcohol, Tobacco, Firearms, and Explosives,       27, II
     Bureau of
AMTRAK                                            49, VII
American Battle Monuments Commission              36, IV
American Indians, Office of the Special Trustee   25, VII

[[Page 478]]

Animal and Plant Health Inspection Service        7, III; 9, I
Appalachian Regional Commission                   5, IX
Architectural and Transportation Barriers         36, XI
     Compliance Board
Arctic Research Commission                        45, XXIII
Armed Forces Retirement Home                      5, XI
Army Department                                   32, V
  Engineers, Corps of                             33, II; 36, III
  Federal Acquisition Regulation                  48, 51
Bilingual Education and Minority Languages        34, V
     Affairs, Office of
Blind or Severely Disabled, Committee for         41, 51
     Purchase from People Who Are
Broadcasting Board of Governors                   22, V
  Federal Acquisition Regulation                  48, 19
Bureau of Ocean Energy Management, Regulation,    30, II
     and Enforcement
Census Bureau                                     15, I
Centers for Medicare & Medicaid Services          42, IV
Central Intelligence Agency                       32, XIX
Chemical Safety and Hazardous Investigation       40, VI
     Board
Chief Financial Officer, Office of                7, XXX
Child Support Enforcement, Office of              45, III
Children and Families, Administration for         45, II, III, IV, X
Civil Rights, Commission on                       5, LXVIII; 45, VII
Civil Rights, Office for                          34, I
Council of the Inspectors General on Integrity    5, XCVIII
     and Efficiency
Court Services and Offender Supervision Agency    5, LXX
     for the District of Columbia
Coast Guard                                       33, I; 46, I; 49, IV
Coast Guard (Great Lakes Pilotage)                46, III
Commerce Department                               2, XIII; 44, IV; 50, VI
  Census Bureau                                   15, I
  Economic Analysis, Bureau of                    15, VIII
  Economic Development Administration             13, III
  Emergency Management and Assistance             44, IV
  Federal Acquisition Regulation                  48, 13
  Foreign-Trade Zones Board                       15, IV
  Industry and Security, Bureau of                15, VII
  International Trade Administration              15, III; 19, III
  National Institute of Standards and Technology  15, II
  National Marine Fisheries Service               50, II, IV
  National Oceanic and Atmospheric                15, IX; 50, II, III, IV, 
       Administration                             VI
  National Telecommunications and Information     15, XXIII; 47, III, IV
       Administration
  National Weather Service                        15, IX
  Patent and Trademark Office, United States      37, I
  Productivity, Technology and Innovation,        37, IV
       Assistant Secretary for
  Secretary of Commerce, Office of                15, Subtitle A
  Technology Administration                       15, XI
  Technology Policy, Assistant Secretary for      37, IV
Commercial Space Transportation                   14, III
Commodity Credit Corporation                      7, XIV
Commodity Futures Trading Commission              5, XLI; 17, I
Community Planning and Development, Office of     24, V, VI
     Assistant Secretary for
Community Services, Office of                     45, X
Comptroller of the Currency                       12, I
Construction Industry Collective Bargaining       29, IX
     Commission
Consumer Financial Protection Bureau              5, LXXXIV; 12, X
Consumer Product Safety Commission                5, LXXI; 16, II
Copyright Royalty Board                           37, III
Corporation for National and Community Service    2, XXII; 45, XII, XXV
Cost Accounting Standards Board                   48, 99
Council on Environmental Quality                  40, V
Court Services and Offender Supervision Agency    5, LXX; 28, VIII
     for the District of Columbia
Customs and Border Protection                     19, I

[[Page 479]]

Defense Contract Audit Agency                     32, I
Defense Department                                2, XI; 5, XXVI; 32, 
                                                  Subtitle A; 40, VII
  Advanced Research Projects Agency               32, I
  Air Force Department                            32, VII
  Army Department                                 32, V; 33, II; 36, III, 
                                                  48, 51
  Defense Acquisition Regulations System          48, 2
  Defense Intelligence Agency                     32, I
  Defense Logistics Agency                        32, I, XII; 48, 54
  Engineers, Corps of                             33, II; 36, III
  National Imagery and Mapping Agency             32, I
  Navy Department                                 32, VI; 48, 52
  Secretary of Defense, Office of                 2, XI; 32, I
Defense Contract Audit Agency                     32, I
Defense Intelligence Agency                       32, I
Defense Logistics Agency                          32, XII; 48, 54
Defense Nuclear Facilities Safety Board           10, XVII
Delaware River Basin Commission                   18, III
District of Columbia, Court Services and          5, LXX; 28, VIII
     Offender Supervision Agency for the
Drug Enforcement Administration                   21, II
East-West Foreign Trade Board                     15, XIII
Economic Analysis, Bureau of                      15, VIII
Economic Development Administration               13, III
Economic Research Service                         7, XXXVII
Education, Department of                          2, XXXIV; 5, LIII
  Bilingual Education and Minority Languages      34, V
       Affairs, Office of
  Civil Rights, Office for                        34, I
  Educational Research and Improvement, Office    34, VII
       of
  Elementary and Secondary Education, Office of   34, II
  Federal Acquisition Regulation                  48, 34
  Postsecondary Education, Office of              34, VI
  Secretary of Education, Office of               34, Subtitle A
  Special Education and Rehabilitative Services,  34, III
       Office of
  Vocational and Adult Education, Office of       34, IV
Educational Research and Improvement, Office of   34, VII
Election Assistance Commission                    2, LVIII; 11, II
Elementary and Secondary Education, Office of     34, II
Emergency Oil and Gas Guaranteed Loan Board       13, V
Emergency Steel Guarantee Loan Board              13, IV
Employee Benefits Security Administration         29, XXV
Employees' Compensation Appeals Board             20, IV
Employees Loyalty Board                           5, V
Employment and Training Administration            20, V
Employment Standards Administration               20, VI
Endangered Species Committee                      50, IV
Energy, Department of                             2, IX; 5, XXIII; 10, II, 
                                                  III, X
  Federal Acquisition Regulation                  48, 9
  Federal Energy Regulatory Commission            5, XXIV; 18, I
  Property Management Regulations                 41, 109
Energy, Office of                                 7, XXIX
Engineers, Corps of                               33, II; 36, III
Engraving and Printing, Bureau of                 31, VI
Environmental Protection Agency                   2, XV; 5, LIV; 40, I, IV, 
                                                  VII
  Federal Acquisition Regulation                  48, 15
  Property Management Regulations                 41, 115
Environmental Quality, Office of                  7, XXXI
Equal Employment Opportunity Commission           5, LXII; 29, XIV
Equal Opportunity, Office of Assistant Secretary  24, I
     for
Executive Office of the President                 3, I
  Administration, Office of                       5, XV
  Environmental Quality, Council on               40, V
  Management and Budget, Office of                2, Subtitle A; 5, III, 
                                                  LXXVII; 14, VI; 48, 99

[[Page 480]]

  National Drug Control Policy, Office of         21, III
  National Security Council                       32, XXI; 47, 2
  Presidential Documents                          3
  Science and Technology Policy, Office of        32, XXIV; 47, II
  Trade Representative, Office of the United      15, XX
       States
Export-Import Bank of the United States           2, XXXV; 5, LII; 12, IV
Family Assistance, Office of                      45, II
Farm Credit Administration                        5, XXXI; 12, VI
Farm Credit System Insurance Corporation          5, XXX; 12, XIV
Farm Service Agency                               7, VII, XVIII
Federal Acquisition Regulation                    48, 1
Federal Aviation Administration                   14, I
  Commercial Space Transportation                 14, III
Federal Claims Collection Standards               31, IX
Federal Communications Commission                 5, XXIX; 47, I
Federal Contract Compliance Programs, Office of   41, 60
Federal Crop Insurance Corporation                7, IV
Federal Deposit Insurance Corporation             5, XXII; 12, III
Federal Election Commission                       5, XXXVII; 11, I
Federal Emergency Management Agency               44, I
Federal Employees Group Life Insurance Federal    48, 21
     Acquisition Regulation
Federal Employees Health Benefits Acquisition     48, 16
     Regulation
Federal Energy Regulatory Commission              5, XXIV; 18, I
Federal Financial Institutions Examination        12, XI
     Council
Federal Financing Bank                            12, VIII
Federal Highway Administration                    23, I, II
Federal Home Loan Mortgage Corporation            1, IV
Federal Housing Enterprise Oversight Office       12, XVII
Federal Housing Finance Agency                    5, LXXX; 12, XII
Federal Housing Finance Board                     12, IX
Federal Labor Relations Authority                 5, XIV, XLIX; 22, XIV
Federal Law Enforcement Training Center           31, VII
Federal Management Regulation                     41, 102
Federal Maritime Commission                       46, IV
Federal Mediation and Conciliation Service        29, XII
Federal Mine Safety and Health Review Commission  5, LXXIV; 29, XXVII
Federal Motor Carrier Safety Administration       49, III
Federal Prison Industries, Inc.                   28, III
Federal Procurement Policy Office                 48, 99
Federal Property Management Regulations           41, 101
Federal Railroad Administration                   49, II
Federal Register, Administrative Committee of     1, I
Federal Register, Office of                       1, II
Federal Reserve System                            12, II
  Board of Governors                              5, LVIII
Federal Retirement Thrift Investment Board        5, VI, LXXVI
Federal Service Impasses Panel                    5, XIV
Federal Trade Commission                          5, XLVII; 16, I
Federal Transit Administration                    49, VI
Federal Travel Regulation System                  41, Subtitle F
Financial Crimes Enforcement Network              31, X
Financial Research Office                         12, XVI
Financial Stability Oversight Council             12, XIII
Fine Arts, Commission on                          45, XXI
Fiscal Service                                    31, II
Fish and Wildlife Service, United States          50, I, IV
Food and Drug Administration                      21, I
Food and Nutrition Service                        7, II
Food Safety and Inspection Service                9, III
Foreign Agricultural Service                      7, XV
Foreign Assets Control, Office of                 31, V
Foreign Claims Settlement Commission of the       45, V
     United States
Foreign Service Grievance Board                   22, IX
Foreign Service Impasse Disputes Panel            22, XIV
Foreign Service Labor Relations Board             22, XIV
Foreign-Trade Zones Board                         15, IV

[[Page 481]]

Forest Service                                    36, II
General Services Administration                   5, LVII; 41, 105
  Contract Appeals, Board of                      48, 61
  Federal Acquisition Regulation                  48, 5
  Federal Management Regulation                   41, 102
  Federal Property Management Regulations         41, 101
  Federal Travel Regulation System                41, Subtitle F
  General                                         41, 300
  Payment From a Non-Federal Source for Travel    41, 304
       Expenses
  Payment of Expenses Connected With the Death    41, 303
       of Certain Employees
  Relocation Allowances                           41, 302
  Temporary Duty (TDY) Travel Allowances          41, 301
Geological Survey                                 30, IV
Government Accountability Office                  4, I
Government Ethics, Office of                      5, XVI
Government National Mortgage Association          24, III
Grain Inspection, Packers and Stockyards          7, VIII; 9, II
     Administration
Harry S. Truman Scholarship Foundation            45, XVIII
Health and Human Services, Department of          2, III; 5, XLV; 45, 
                                                  Subtitle A,
  Centers for Medicare & Medicaid Services        42, IV
  Child Support Enforcement, Office of            45, III
  Children and Families, Administration for       45, II, III, IV, X
  Community Services, Office of                   45, X
  Family Assistance, Office of                    45, II
  Federal Acquisition Regulation                  48, 3
  Food and Drug Administration                    21, I
  Human Development Services, Office of           45, XIII
  Indian Health Service                           25, V
  Inspector General (Health Care), Office of      42, V
  Public Health Service                           42, I
  Refugee Resettlement, Office of                 45, IV
Homeland Security, Department of                  2, XXX; 6, I; 8, I
  Coast Guard                                     33, I; 46, I; 49, IV
  Coast Guard (Great Lakes Pilotage)              46, III
  Customs and Border Protection                   19, I
  Federal Emergency Management Agency             44, I
  Human Resources Management and Labor Relations  5, XCVII
       Systems
  Immigration and Customs Enforcement Bureau      19, IV
  Transportation Security Administration          49, XII
HOPE for Homeowners Program, Board of Directors   24, XXIV
     of
Housing and Urban Development, Department of      2, XXIV; 5, LXV; 24, 
                                                  Subtitle B
  Community Planning and Development, Office of   24, V, VI
       Assistant Secretary for
  Equal Opportunity, Office of Assistant          24, I
       Secretary for
  Federal Acquisition Regulation                  48, 24
  Federal Housing Enterprise Oversight, Office    12, XVII
       of
  Government National Mortgage Association        24, III
  Housing--Federal Housing Commissioner, Office   24, II, VIII, X, XX
       of Assistant Secretary for
  Housing, Office of, and Multifamily Housing     24, IV
       Assistance Restructuring, Office of
  Inspector General, Office of                    24, XII
  Public and Indian Housing, Office of Assistant  24, IX
       Secretary for
  Secretary, Office of                            24, Subtitle A, VII
Housing--Federal Housing Commissioner, Office of  24, II, VIII, X, XX
     Assistant Secretary for
Housing, Office of, and Multifamily Housing       24, IV
     Assistance Restructuring, Office of
Human Development Services, Office of             45, XIII
Immigration and Customs Enforcement Bureau        19, IV
Immigration Review, Executive Office for          8, V
Independent Counsel, Office of                    28, VII
Indian Affairs, Bureau of                         25, I, V

[[Page 482]]

Indian Affairs, Office of the Assistant           25, VI
     Secretary
Indian Arts and Crafts Board                      25, II
Indian Health Service                             25, V
Industry and Security, Bureau of                  15, VII
Information Resources Management, Office of       7, XXVII
Information Security Oversight Office, National   32, XX
     Archives and Records Administration
Inspector General
  Agriculture Department                          7, XXVI
  Health and Human Services Department            42, V
  Housing and Urban Development Department        24, XII, XV
Institute of Peace, United States                 22, XVII
Inter-American Foundation                         5, LXIII; 22, X
Interior Department                               2, XIV
  American Indians, Office of the Special         25, VII
       Trustee
  Bureau of Ocean Energy Management, Regulation,  30, II
       and Enforcement
  Endangered Species Committee                    50, IV
  Federal Acquisition Regulation                  48, 14
  Federal Property Management Regulations System  41, 114
  Fish and Wildlife Service, United States        50, I, IV
  Geological Survey                               30, IV
  Indian Affairs, Bureau of                       25, I, V
  Indian Affairs, Office of the Assistant         25, VI
       Secretary
  Indian Arts and Crafts Board                    25, II
  Land Management, Bureau of                      43, II
  National Indian Gaming Commission               25, III
  National Park Service                           36, I
  Natural Resource Revenue, Office of             30, XII
  Ocean Energy Management, Bureau of              30, V
  Reclamation, Bureau of                          43, I
  Secretary of the Interior, Office of            2, XIV; 43, Subtitle A
  Surface Mining Reclamation and Enforcement,     30, VII
       Office of
Internal Revenue Service                          26, I
International Boundary and Water Commission,      22, XI
     United States and Mexico, United States 
     Section
International Development, United States Agency   22, II
     for
  Federal Acquisition Regulation                  48, 7
International Development Cooperation Agency,     22, XII
     United States
International Joint Commission, United States     22, IV
     and Canada
International Organizations Employees Loyalty     5, V
     Board
International Trade Administration                15, III; 19, III
International Trade Commission, United States     19, II
Interstate Commerce Commission                    5, XL
Investment Security, Office of                    31, VIII
James Madison Memorial Fellowship Foundation      45, XXIV
Japan-United States Friendship Commission         22, XVI
Joint Board for the Enrollment of Actuaries       20, VIII
Justice Department                                2, XXVIII; 5, XXVIII; 28, 
                                                  I, XI; 40, IV
  Alcohol, Tobacco, Firearms, and Explosives,     27, II
       Bureau of
  Drug Enforcement Administration                 21, II
  Federal Acquisition Regulation                  48, 28
  Federal Claims Collection Standards             31, IX
  Federal Prison Industries, Inc.                 28, III
  Foreign Claims Settlement Commission of the     45, V
       United States
  Immigration Review, Executive Office for        8, V
  Offices of Independent Counsel                  28, VI
  Prisons, Bureau of                              28, V
  Property Management Regulations                 41, 128
Labor Department                                  5, XLII
  Employee Benefits Security Administration       29, XXV
  Employees' Compensation Appeals Board           20, IV
  Employment and Training Administration          20, V
  Employment Standards Administration             20, VI

[[Page 483]]

  Federal Acquisition Regulation                  48, 29
  Federal Contract Compliance Programs, Office    41, 60
       of
  Federal Procurement Regulations System          41, 50
  Labor-Management Standards, Office of           29, II, IV
  Mine Safety and Health Administration           30, I
  Occupational Safety and Health Administration   29, XVII
  Office of Workers' Compensation Programs        20, VII
  Public Contracts                                41, 50
  Secretary of Labor, Office of                   29, Subtitle A
  Veterans' Employment and Training Service,      41, 61; 20, IX
       Office of the Assistant Secretary for
  Wage and Hour Division                          29, V
  Workers' Compensation Programs, Office of       20, I
Labor-Management Standards, Office of             29, II, IV
Land Management, Bureau of                        43, II
Legal Services Corporation                        45, XVI
Library of Congress                               36, VII
  Copyright Royalty Board                         37, III
  U.S. Copyright Office                           37, II
Local Television Loan Guarantee Board             7, XX
Management and Budget, Office of                  5, III, LXXVII; 14, VI; 
                                                  48, 99
Marine Mammal Commission                          50, V
Maritime Administration                           46, II
Merit Systems Protection Board                    5, II, LXIV
Micronesian Status Negotiations, Office for       32, XXVII
Millennium Challenge Corporation                  22, XIII
Mine Safety and Health Administration             30, I
Minority Business Development Agency              15, XIV
Miscellaneous Agencies                            1, IV
Monetary Offices                                  31, I
Morris K. Udall Scholarship and Excellence in     36, XVI
     National Environmental Policy Foundation
Museum and Library Services, Institute of         2, XXXI
National Aeronautics and Space Administration     2, XVIII; 5, LIX; 14, V
  Federal Acquisition Regulation                  48, 18
National Agricultural Library                     7, XLI
National Agricultural Statistics Service          7, XXXVI
National and Community Service, Corporation for   2, XXII; 45, XII, XXV
National Archives and Records Administration      2, XXVI; 5, LXVI; 36, XII
  Information Security Oversight Office           32, XX
National Capital Planning Commission              1, IV
National Commission for Employment Policy         1, IV
National Commission on Libraries and Information  45, XVII
     Science
National Council on Disability                    34, XII
National Counterintelligence Center               32, XVIII
National Credit Union Administration              5, LXXXVI; 12, VII
National Crime Prevention and Privacy Compact     28, IX
     Council
National Drug Control Policy, Office of           21, III
National Endowment for the Arts                   2, XXXII
National Endowment for the Humanities             2, XXXIII
National Foundation on the Arts and the           45, XI
     Humanities
National Highway Traffic Safety Administration    23, II, III; 47, VI; 49, V
National Imagery and Mapping Agency               32, I
National Indian Gaming Commission                 25, III
National Institute for Literacy                   34, XI
National Institute of Food and Agriculture        7, XXXIV
National Institute of Standards and Technology    15, II
National Intelligence, Office of Director of      32, XVII
National Labor Relations Board                    5, LXI; 29, I
National Marine Fisheries Service                 50, II, IV
National Mediation Board                          29, X
National Oceanic and Atmospheric Administration   15, IX; 50, II, III, IV, 
                                                  VI
National Park Service                             36, I
National Railroad Adjustment Board                29, III
National Railroad Passenger Corporation (AMTRAK)  49, VII

[[Page 484]]

National Science Foundation                       2, XXV; 5, XLIII; 45, VI
  Federal Acquisition Regulation                  48, 25
National Security Council                         32, XXI
National Security Council and Office of Science   47, II
     and Technology Policy
National Telecommunications and Information       15, XXIII; 47, III, IV
     Administration
National Transportation Safety Board              49, VIII
Natural Resources Conservation Service            7, VI
Natural Resource Revenue, Office of               30, XII
Navajo and Hopi Indian Relocation, Office of      25, IV
Navy Department                                   32, VI
  Federal Acquisition Regulation                  48, 52
Neighborhood Reinvestment Corporation             24, XXV
Northeast Interstate Low-Level Radioactive Waste  10, XVIII
     Commission
Nuclear Regulatory Commission                     2, XX; 5, XLVIII; 10, I
  Federal Acquisition Regulation                  48, 20
Occupational Safety and Health Administration     29, XVII
Occupational Safety and Health Review Commission  29, XX
Ocean Energy Management, Bureau of                30, V
Offices of Independent Counsel                    28, VI
Office of Workers' Compensation Programs          20, VII
Oklahoma City National Memorial Trust             36, XV
Operations Office                                 7, XXVIII
Overseas Private Investment Corporation           5, XXXIII; 22, VII
Patent and Trademark Office, United States        37, I
Payment From a Non-Federal Source for Travel      41, 304
     Expenses
Payment of Expenses Connected With the Death of   41, 303
     Certain Employees
Peace Corps                                       2, XXXVII; 22, III
Pennsylvania Avenue Development Corporation       36, IX
Pension Benefit Guaranty Corporation              29, XL
Personnel Management, Office of                   5, I, XXXV; 45, VIII
  Human Resources Management and Labor Relations  5, XCVII
       Systems, Department of Homeland Security
  Federal Acquisition Regulation                  48, 17
  Federal Employees Group Life Insurance Federal  48, 21
       Acquisition Regulation
  Federal Employees Health Benefits Acquisition   48, 16
       Regulation
Pipeline and Hazardous Materials Safety           49, I
     Administration
Postal Regulatory Commission                      5, XLVI; 39, III
Postal Service, United States                     5, LX; 39, I
Postsecondary Education, Office of                34, VI
President's Commission on White House             1, IV
     Fellowships
Presidential Documents                            3
Presidio Trust                                    36, X
Prisons, Bureau of                                28, V
Privacy and Civil Liberties Oversight Board       6, X
Procurement and Property Management, Office of    7, XXXII
Productivity, Technology and Innovation,          37, IV
     Assistant Secretary
Public Contracts, Department of Labor             41, 50
Public and Indian Housing, Office of Assistant    24, IX
     Secretary for
Public Health Service                             42, I
Railroad Retirement Board                         20, II
Reclamation, Bureau of                            43, I
Recovery Accountability and Transparency Board    4, II
Refugee Resettlement, Office of                   45, IV
Relocation Allowances                             41, 302
Research and Innovative Technology                49, XI
     Administration
Rural Business-Cooperative Service                7, XVIII, XLII, L
Rural Development Administration                  7, XLII
Rural Housing Service                             7, XVIII, XXXV, L
Rural Telephone Bank                              7, XVI
Rural Utilities Service                           7, XVII, XVIII, XLII, L
Saint Lawrence Seaway Development Corporation     33, IV

[[Page 485]]

Science and Technology Policy, Office of          32, XXIV
Science and Technology Policy, Office of, and     47, II
     National Security Council
Secret Service                                    31, IV
Securities and Exchange Commission                5, XXXIV; 17, II
Selective Service System                          32, XVI
Small Business Administration                     2, XXVII; 13, I
Smithsonian Institution                           36, V
Social Security Administration                    2, XXIII; 20, III; 48, 23
Soldiers' and Airmen's Home, United States        5, XI
Special Counsel, Office of                        5, VIII
Special Education and Rehabilitative Services,    34, III
     Office of
State Department                                  2, VI; 22, I; 28, XI
  Federal Acquisition Regulation                  48, 6
Surface Mining Reclamation and Enforcement,       30, VII
     Office of
Surface Transportation Board                      49, X
Susquehanna River Basin Commission                18, VIII
Technology Administration                         15, XI
Technology Policy, Assistant Secretary for        37, IV
Tennessee Valley Authority                        5, LXIX; 18, XIII
Thrift Supervision Office, Department of the      12, V
     Treasury
Trade Representative, United States, Office of    15, XX
Transportation, Department of                     2, XII; 5, L
  Commercial Space Transportation                 14, III
  Contract Appeals, Board of                      48, 63
  Emergency Management and Assistance             44, IV
  Federal Acquisition Regulation                  48, 12
  Federal Aviation Administration                 14, I
  Federal Highway Administration                  23, I, II
  Federal Motor Carrier Safety Administration     49, III
  Federal Railroad Administration                 49, II
  Federal Transit Administration                  49, VI
  Maritime Administration                         46, II
  National Highway Traffic Safety Administration  23, II, III; 47, IV; 49, V
  Pipeline and Hazardous Materials Safety         49, I
       Administration
  Saint Lawrence Seaway Development Corporation   33, IV
  Secretary of Transportation, Office of          14, II; 49, Subtitle A
  Surface Transportation Board                    49, X
  Transportation Statistics Bureau                49, XI
Transportation, Office of                         7, XXXIII
Transportation Security Administration            49, XII
Transportation Statistics Bureau                  49, XI
Travel Allowances, Temporary Duty (TDY)           41, 301
Treasury Department                               5, XXI; 12, XV; 17, IV; 
                                                  31, IX
  Alcohol and Tobacco Tax and Trade Bureau        27, I
  Community Development Financial Institutions    12, XVIII
       Fund
  Comptroller of the Currency                     12, I
  Customs and Border Protection                   19, I
  Engraving and Printing, Bureau of               31, VI
  Federal Acquisition Regulation                  48, 10
  Federal Claims Collection Standards             31, IX
  Federal Law Enforcement Training Center         31, VII
  Financial Crimes Enforcement Network            31, X
  Fiscal Service                                  31, II
  Foreign Assets Control, Office of               31, V
  Internal Revenue Service                        26, I
  Investment Security, Office of                  31, VIII
  Monetary Offices                                31, I
  Secret Service                                  31, IV
  Secretary of the Treasury, Office of            31, Subtitle A
  Thrift Supervision, Office of                   12, V
Truman, Harry S. Scholarship Foundation           45, XVIII
United States and Canada, International Joint     22, IV
     Commission
United States and Mexico, International Boundary  22, XI
     and Water Commission, United States Section
U.S. Copyright Office                             37, II

[[Page 486]]

Utah Reclamation Mitigation and Conservation      43, III
     Commission
Veterans Affairs Department                       2, VIII; 38, I
  Federal Acquisition Regulation                  48, 8
Veterans' Employment and Training Service,        41, 61; 20, IX
     Office of the Assistant Secretary for
Vice President of the United States, Office of    32, XXVIII
Vocational and Adult Education, Office of         34, IV
Wage and Hour Division                            29, V
Water Resources Council                           18, VI
Workers' Compensation Programs, Office of         20, I
World Agricultural Outlook Board                  7, XXXVIII

[[Page 487]]



List of CFR Sections Affected



All changes in this volume of the Code of Federal Regulations (CFR) that 
were made by documents published in the Federal Register since January 
1, 2009 are enumerated in the following list. Entries indicate the 
nature of the changes effected. Page numbers refer to Federal Register 
pages. The user should consult the entries for chapters, parts and 
subparts as well as sections for revisions.
For changes to this volume of the CFR prior to this listing, consult the 
annual edition of the monthly List of CFR Sections Affected (LSA). The 
LSA is available at www.fdsys.gov. For changes to this volume of the CFR 
prior to 2001, see the ``List of CFR Sections Affected, 1949-1963, 1964-
1972, 1973-1985, and 1986-2000'' published in 11 separate volumes. The 
``List of CFR Sections Affected 1986-2000'' is available at 
www.fdsys.gov.

                                  2009

29 CFR
                                                                   74 FR
                                                                    Page
Chapter XIV
1601 Authority citation revised....................................63982
1601.1 Revised.....................................................63982
1601.2 Revised.....................................................63982
1601.3 (a) revised.................................................63982
1601.6 (a) amended.................................................63982
1601.7 (a) amended.................................................63982
1601.10 Amended....................................................63982
1601.11 (b) amended................................................63982
1601.13 (a)(3)(i) and (4)(i) amended...............................63982
1601.16 (b)(1) amended..............................................3430
    (a) amended....................................................63983
1601.17 (a) amended................................................63983
1601.18 (a) amended................................................63982
1601.21 (a) and (e)(2)(iii) amended................................63982
1601.22 Amended.............................................63982, 63983
1601.24 (c) amended................................................63982
1601.25 Amended....................................................63982
1601.26 (a) amended................................................63982
1601.28 (a)(3) and (b)(1) amended; (e)(1) revised..................63982
1601.30 (a) amended.........................................63982, 63983
1601.34 Amended....................................................63983
1601.35 Amended.....................................................3430
1601.70 (d) amended................................................63982
1601.79 Amended....................................................63982
1601.92 Amended.....................................................3430
1602 Authority citation and heading revised........................63983
1602.1 Revised.....................................................63983
1602.11 Amended....................................................63983
1602.12 Amended....................................................63983
1602.19 Amended....................................................63983
1602.26 Amended....................................................63983
1602.37 Amended....................................................63983
1602.45 Amended....................................................63983
1602.54 Amended....................................................63983
1603 Authority citation revised....................................63983
1603.102 (a) revised...............................................63983
1603.302 Amended....................................................3430
1605.2 Appendix A amended...........................................3430
1605.3 Appendix A amended...........................................3430
1607.2 Amended.....................................................63983
1610.4 (a) and (c) amended..........................................3430
1610.7 (b) amended..................................................3430
    (a)(4) revised.................................................63983
1610.11 (a) amended.................................................3430
1610.17 (f) revised................................................63983
1611.3 (b)(1) through (4) amended...................................3430
1611.5 (c) amended..................................................3430
    (a)(5) and (b) revised..........................................6831
1611.9 (a) amended..................................................3430
1611.13 Introductory text revised; (a) and (c) amended.............63983
1611.15 Added.......................................................6832
1612.6 (b) amended..................................................3430
1612.7 (a) amended..................................................3430
    (a) revised....................................................42025
1614 Authority citation revised....................................63984
1614.101 Revised...................................................63984
1614.102 (a)(4) revised............................................63984

[[Page 488]]

1614.103 (a) revised...............................................63984
1614.105 (a) introductory text revised.............................63984
1614.201 (a) amended................................................3430
1614.303 (b) amended................................................3430
1614.204 (a)(1) revised............................................63984
1614.302 (a) revised...............................................63984
1614.304 (b)(3) revised............................................63984
1614.403 (a) amended................................................3430
1614.601 (a), (f) and (g) amended..................................63984
1614.702 (j) revised...............................................63984
1615.170 (d)(2) and (i) amended.....................................3430
1621.3 (a) amended..................................................3430
1625.31 (a) amended................................................63985
1626.20 (a) amended.................................................3430
1690.102 Amended...................................................63985

                                  2010

29 CFR
                                                                   75 FR
                                                                    Page
Chapter X
1202.4 Revised.....................................................26088
    Regulation at 75 FR 26088 eff. date delayed....................32273
1206.4 (b)(1) amended..............................................26088
    Regulation at 75 FR 26088 eff. date delayed....................32273
Chapter XII
1404.5 (d) introductory text revised; eff. 7-2-10..................30705
1404.6 Revised; eff. 7-2-10........................................30705
1404.9 (d) revised; eff. 7-2-10....................................30705
1404.12 Revised; eff. 7-2-10.......................................30705
1404 Appendix amended; eff. 7-2-10.................................30706
Chapter XIV
1635 Added.........................................................68932

                                  2011

29 CFR
                                                                   76 FR
                                                                    Page
Chapter XIV
1602.11 Correctly amended; CFR correction..........................79065
1602.12 Correctly amended; CFR correction..........................79065
1602.19 Correctly amended; CFR correction..........................79065
1602.26 Correctly amended; CFR correction..........................79065
1602.37 Correctly amended; CFR correction..........................79065
1630 Authority citation revised....................................16999
1630.1 Revised.....................................................16999
1630.2 (g) through (m) revised; (o)(1)(ii) and (3) amended; (o)(4) 
        added......................................................17000
1630.4 Revised.....................................................17002
1630.9 (c) revised; (d) amended; (e) added.........................17002
1630.10 Revised....................................................17002
1630.15 (f) redesignated as (g); new (f) added.....................17003
1630.16 (a) amended................................................17003
1630 Appendix amended..............................................17003

                                  2012

29 CFR
                                                                   77 FR
                                                                    Page
Chapter X
1206.1 Revised.....................................................75549
1206.2 Revised.....................................................75549
1206.5 Removed; new 1206.5 redesignated from 1206.6................75549
1206.6 Redesignated as 1206.5; new 1206.6 redesignated from 1206.7
                                                                   75549
1206.7 Redesignated as 12 1206.6; new 1206.7 added.................75549
1206.8 Removed.....................................................75549
Chapter XII
1401.20 Revised....................................................66539
1401.21 (c), (d) and (e) revised...................................66539
1401.22 Revised....................................................66540
1401.24 Removed....................................................66540
1401.31 Revised....................................................66540
1401.32 (b) amended................................................66540
1401.34 Second (b) correctly designated as (d); (a) introductory 
        text, (b) introductory text, (c) and new (d) revised; 
        (b)(3) and (4) removed; (e) and (f) added..................66540
1401.36 (a)(2), (3), (4), (b)(1)(i), (ii), (iv), (2)(ii), (3)(v) 
        and (4) revised; (b)(2)(i) amended.........................66540
1401.37 Removed....................................................66541
Chapter X
1206.1 Revised.....................................................75549
1206.2 Revised.....................................................75549
1206.5 Removed; new 1206.5 redesignated from 1206.6................75549
1206.6 Redesignated as 1206.5; new 1206.6 redesignated from 1206.7
                                                                   75549

[[Page 489]]

1206.7 Redesignated as 12 1206.6; new 1206.7 added.................75549
1206.8 Removed.....................................................75549
Chapter XII
1401.20 Revised....................................................66539
1401.21 (c), (d) and (e) revised...................................66539
1401.22 Revised....................................................66540
1401.24 Removed....................................................66540
1401.31 Revised....................................................66540
1401.32 (b) amended................................................66540
1401.34 Second (b) correctly designated as (d); (a) introductory 
        text, (b) introductory text, (c) and new (d) revised; 
        (b)(3) and (4) removed; (e) and (f) added..................66540
1401.36 (a)(2), (3), (4), (b)(1)(i), (ii), (iv), (2)(ii), (3)(v) 
        and (4) revised; (b)(2)(i) amended.........................66540
1401.37 Removed....................................................66541
Chapter XIV
1602.14 Amended.....................................................5398
1602.21 (b) amended.................................................5398
1602.28 (a) amended.................................................5398
1602.31 Amended.....................................................5398
1612.6 (b) corrected; CFR correction...............................75362
1614.102 (e) and (f) added.........................................43504
1614.103 (b)(6) revised............................................43504
1614.107 (a)(5) revised............................................43504
1614.108 (g) redesignated as (h); new (g) added....................43505
1614.109 (g) heading revised.......................................43505
1614.204 (f)(1), (l)(2) and (3) amended; (i), (j) and (k) revised 
                                                                   43505
1614.302 (c)(2) amended............................................43505
1614.303 (d) amended...............................................51470
1614.401 (c) amended...............................................43505
1614.402 (a) amended...............................................43505
1614.403 (a) amended; (g) added....................................43505
1614.405 (b) redesignated as (c); new (b) added; (a) and new (c) 
        introductory text amended..................................43505
1614.409 Amended...................................................43505
1614.502 (c) amended...............................................43506
1614.504 (c) amended...............................................43506
1625.7 (b) through (e) revised.....................................19095
1630.2 (o)(1)(ii) corrected; CFR correction........................20295

                                  2013

29 CFR
                                                                   78 FR
                                                                    Page
Chapter XIV
1601.74 Footnotes 2 through 12 redesignated as footnotes 3 through 
        13; new footnote 6 revised; introductory text added........54763
1610.1 (j) through (o) added.......................................36650
1610.4 Revised.....................................................36650
1610.5 (a) revised; (b) and (c) redesignated as (d) and (e); new 
        (b) and new (c) added......................................36651
1610.6 Revised.....................................................36651
1610.7 (a) introductory text, (b) and (c) revised; (d) and (e) 
        removed....................................................36651
1610.8 Revised.....................................................36651
1610.9 Revised.....................................................36651
1610.10 (b) and (c) revised........................................36652
1610.11 Revised....................................................36652
1610.13 Revised....................................................36653
1610.14 (a) revised................................................36653
1610.15 (g) added..................................................36653
1610.18 Introductory text revised; (h) added.......................36653
1610.19 (b)(2) removed; (b)(3) redesignated as (b)(2); (d) and 
        (e)(1) amended.............................................36653
1610.20 Removed....................................................36653
1610.21 Revised....................................................36653

                                  2014

   (Regulations published from January 1, 2014, through July 1, 2014)

29 CFR
                                                                   79 FR
                                                                    Page
Chapter XIV
1601.30 (b) revised................................................15221
1625 Authority citation revised....................................13547
1625.22 (g)(3) correctly revised...................................13547
1630.2 (o) correctly amended; CFR correction........................4623


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