SSA Organizational Manual: Subchapter TR - Office of Civil Rights and Equal Opportunity

1. Mission
   1. The Office of Civil Rights and Equal Opportunity (OCREO) (TR) provides overall management of the SSA-wide programs of civil rights, equal employment opportunity, diversity, equity, inclusion, and accessibility, harassment prevention, reasonable accommodations, and disability services.
2. Organization
   1. The Deputy Commissioner for Civil Rights and Equal Opportunity (TRA)
   2. The Assistant Deputy Commissioner for Civil Rights and Equal Opportunity (TRA)
   3. The Immediate Office of the Deputy Commissioner for Civil Rights and Equal Opportunity (TRA)
   4. The Center for Cultural Diversity & Inclusion (TRAA)
   5. The Center for Complaints Resolution (TRAB)
   6. The Center for Accommodations and Disability Services (TRAC)
   7. The Center for Information Technology (TRAD)
   8. The Center for Harassment Prevention (TRAE)
   9. The Center for Regional Equal Opportunity Management (TRAG, TRAG-F1 – TRAG-FX)
   10. The Center for Compliance Management (TRAH)
3. Functions
   1. The Deputy Commissioner for Civil Rights and Equal Opportunity (TRA) is directly responsible to the Commissioner of Social Security for carrying out OCREO's mission and for providing general supervision to the major components of OCREO.
   2. The Assistant Deputy Commissioner for Civil Rights and Equal Opportunity (TRA), assists the Deputy Commissioner in carrying out his/her responsibilities, manages the duties associated with a Chief Diversity Officer, and performs other duties as the Deputy Commissioner prescribes.
   3. The Immediate Office of the Deputy Commissioner for Civil Rights and Equal Opportunity (TRA) provides the Deputy Commissioner and Assistant Deputy Commissioner with staff assistance and administrative support on the full range of his/her responsibilities.
   4. The Center for Cultural Diversity and Inclusion (TRAA)
      1. Provides leadership, direction, and guidance to the headquarters and field organizations in the formulating and implementing of SSA policies, regulations and procedures pertaining to the development of sound affirmative employment and equal opportunity programs.
      2. Develops the overall SSA affirmative employment program plan. Develops guidelines and procedures for effective OCREO program planning and monitoring throughout SSA. Develops recommendations on affirmative employment policy and operations.
      3. Conducts and coordinates studies or analyses of SSA's human resources and operating policies and procedures to assess their EEO impact. Develops and tracks SSA's major initiatives that relate to EEO and oversees their implementation. Develops, implements, monitors and evaluates special recruitment plans, programs and projects for targeted under-represented groups.
      4. Administers the following Special Emphasis Programs recognized by the agency: Federal Women’s Program, Asian Pacific American Program, Hispanic Employment Program, American Indian and Alaska Native Program, Black Employment Program, Disability Program, and LBGTQ Observance. Provides central operational responsibility for these functions and programs. Administers the oversight of the EEO Advisory Groups.
      5. Provides leadership, direction, and guidance to the headquarters and field organizations in the formulation and implementation of SSA policies, regulations and procedures pertaining to the development of Diversity and Inclusion, Advisory Council, and Commemorative Programs.
      6. Develops and delivers training and provides technical assistance on diversity and inclusion.
      7. Develops the agency’s Diversity and Inclusion Strategic Plan. Advances and tracks SSA’s major initiatives that relate to diversity and inclusion and oversees implementation.
      8. Provides strategic advice and counsel to senior executive officials on diversity-related issues, to include SSA’s Chief of Staff and Chief Human Capital Officer, and the Diversity and Inclusion Council. Serves as a liaison to the Federal Executive Board and collaborates with the Office of Personnel Management to align diversity and inclusion best practices.
   5. The Center for Complaints Resolution (TRAB)
      1. Directs implementation and evaluation of the SSA Equal Employment Opportunity (EEO) Discrimination Complaints Program and Alternative Dispute Resolution (ADR) Program for both Headquarters and the field. Provides advice, guidance and assistance to SSA officials concerning the discrimination complaints process and related management matters.
      2. Provides leadership, guidance and direction in implementing SSA policies, regulations and procedures pertaining to the timely, accurate, fair and impartial processing of discrimination complaints throughout the Headquarters and field organizations. Formulates SSA policies, regulations and procedures pertaining to the EEO discrimination complaints process and ADR process.
      3. Provides overall direction regarding all aspects of SSA's discrimination complaints and ADR processes in order to ensure uniformity in complaints handling, resolutions, and dispositions. Directs the preparation of guidelines on all complaint matters.
      4. Receives and conducts inquiries and attempts resolution of informal complaints of discrimination. Advises complainants of their rights regarding the discrimination complaints process, ADR process and other related processes.
      5. Receives and acknowledges formal complaints of discrimination and makes a determination whether to accept or dismiss the complaint/issue(s). Conducts investigations and oversees the process.
      6. Prepares Final Agency Decisions on complaints of discrimination against SSA.
      7. Ensures compliance with any corrective or remedial action directed by SSA, Equal Employment Opportunity Commission (EEOC) or any other agency having authority to so direct.
      8. Provides pertinent litigation information and documentation to the Office of the General Counsel and the United States Attorney's Office in employment discrimination court suits filed against SSA, as needed. Reviews and analyzes new and recent court decisions, public laws and Federal regulations for their impact on SSA complaint processing.
      9. Directs special projects and studies of the various aspects of SSA's nationwide discrimination complaint process and ADR process to evaluate the overall effectiveness of the EEO program. Directs the analysis of trends observed during projects and studies, and implements new procedures as required.
      10. Provides the authoritative interpretations on legal, regulatory and technical information regarding discrimination complaints to SSA management nationwide.
      11. Reviews non-SSA EEO issuances, EEOC and court decisions for applicability to SSA policies. Develops instructions and guidelines to transmit or implement EEO policy decisions in SSA.
   6. The Center for Accommodations and Disability Services (TRAC)
      1. Ensures employees with disabilities are provided reasonable accommodations that enables them to perform the essential functions of their job or enjoy the benefits and privileges of employment.
      2. Provides overall program direction and guidance on issues pertaining to reasonable accommodation and equal employment opportunity for SSA employees with disabilities.
      3. Develops and monitors implementation of reasonable accommodation policies and procedures. 4. Develops and implements training and provides technical assistance on reasonable accommodation.
      4. Receives, reviews, and makes determinations on requests for accommodations as designated by federal law.
      5. Makes independent determinations on all accommodation requests that may result in a denial, nationwide.
      6. Develops and implements an SSA-wide program for providing readers, sign language interpreters, personal assistants, specialized equipment and assistive devices.
      7. Ensures members of the public with disabilities have meaningful access to SSA’s benefits, programs, and activities in accordance with the Section 504 Rehabilitation Act of 1973.
   7. The Center for Information Technology (TRAD)
      1. Serves as a liaison with the Office of Systems (OS) and other agency components on all long-range Information Technology (IT) goals and objectives for OCREO.
      2. Develops and maintains all OCREO SharePoint sites, content, security, and access permissions. Completes website development and maintenance for all OCREO managed webpages.
      3. Develops and maintains OCREO applications which includes the Reasonable Accommodation Process Information and Data System (RAPIDS).
      4. Provides oversight of agency systems and applications such as: iComplaints, EEO Entellitrak, RAPIDS, Anti-Harassment Database, and Minority Serving Institutions (MSRIS). Coordinates with the OS on the maintenance of OCREO systems and applications.
      5. Provides network support for OCREO employees including Virtual Private Network (VPN), access to shared/network drives, network login assistance, etc.).
      6. Provides IT equipment/hardware support including Laptops, Printers, Monitors, Scanners, and Mobile Devices to all OCREO employees.
      7. Ensures that new OCREO employees are onboarded properly and completes new account creation.
      8. Maintains Mailboxes, Distribution Lists and Global Address List (GAL) Support which includes creating, managing, adding/removing members, and deleting groups.
      9. Provides software support including Enterprise Software Engineering Tools (ESET) Licenses, Adobe Acrobat, Microsoft 365 Apps, etc.
      10. Provides server and Local Area Network (LAN) support including managing and administering access and group policy controls for all OCREO shared and individual servers.
      11. Oversees the Information Technology Investment Process (ITIP) projects and Activities (e.g., Entellitrak). Participates in and monitors IT funding including the Special Expense Item (SEI) process and unfunded needs for OCREO.
      12. In coordination with OS, oversees Federal Information Security Management (FISMA) /Security Authorization Manager (SAM) Duties. Creates component security officer/PINs/Profiles for all of OCREO.
   8. The Center for Harassment Prevention (TRAE)
      1. Administers the agency’s anti-harassment program and operations to ensure compliance with EEOC requirements.
      2. Addresses all allegations of harassment in the workplace, to include performing intake assessment and subsequent oversight for matters referred to investigation.
      3. Maintains and revises, as appropriate, the official agency standard operating procedures, which govern the anti-harassment protocol.
      4. Coordinates with the Office of General Counsel on all facets of the Anti-Harassment Program.
      5. Ensures that agency personnel (cadre) who review allegations are properly trained and available to conduct anti-harassment proceedings. Maintains cadre proficiency, to include continuous training and replenishment of the cadre as needed. Ensures that cadre members account for each case they work on via the official agency system of record.
      6. Maintains the official case-tracking database that accounts for all allegations of harassment, to include regular reporting for both internal and external stakeholders.
      7. Maintains and updates the anti-harassment Share Point sites that are the official repositories for cadre members and administrators for all records and resources specific to the anti-harassment program.
      8. Plans in the development of future case-tracking systems to enhance the agency’s ability to account and report on harassment allegation activity.
      9. Develops an enhanced harassment prevention program that focuses on mitigating the potential for harassment via a pro-active awareness methodology.
   9. The Center for Regional Equal Opportunity Management (TRAG, TRAG-F1 – TRAG-FX)
      1. Provides overall management and direction of a comprehensive equal employment opportunity (EEO) program for the regions.
      2. Ensures compliance with laws and regulations that govern federal-sector EEO and civil rights.
      3. Serves as the liaison between OCREO and regional executives, supervisors, and managers on the regional EEO program.
      4. Coordinates regional activities for the employment and advancement of minorities, women, and individuals with disabilities.
      5. Provides policies, procedures, standards, and guidelines on EEO matters that impact the regions. Recommends strategies to resolve controversial regional issues.
      6. Conducts reviews of components and field installations to identify and solve systemic problems and barriers to equal employment, including agency management policies and practices.
      7. Manages regional activities and employee groups relating to Special Emphasis Programs.
      8. Provides the authoritative interpretations on legal, regulatory, and technical information regarding EEO matters to applicable stakeholders.
      9. Ensures sound working relationships are established and maintained between the regional EEO manager and regional stakeholders (district offices and DDSs, unions, medical associations and organizations, Federal, State, and local agencies).
      10. Facilitates the administration of programs to obtain the advantages of coordinated, area-wide effort in such fields as public affairs, community relations, recruiting, training, career development, and parallel functions.
   10. The Center for Compliance Management (TRAH)
       1. 1. Provides program management and oversight of the agency’s EEO/EO Compliance Programs.
       2. Ensures compliance with laws, policies, and regulations that govern Title VII of the Civil Rights Act of 1964, as amended, which includes implementing final orders, monitoring settlements, and ensuring compliance with requirements of the Equal Employment Opportunity Commission (EEOC) and other pertinent laws and regulations.
       3. Ensures compliance with laws, policies, and regulations that govern Title VI of the Civil Rights Act of 1964, as amended, which includes providing team and program leadership in the planning and conducting of public civil rights complaint investigations, compliance reviews, proactive enforcement activities, and the provision of technical assistance in the form of information and related services to SSA recipients and other parties, regarding their civil rights responsibilities and rights per Department of Justice (DOJ) guidelines.
       4. Provides leadership, guidance, and direction on EEO/EO compliance matters for the Agency. Creates, updates, and monitors policies and procedures related to EEO and EO compliance.
       5. Recommends courses of action to resolve complex complaints and problems that are individual, group, class action, or systemic in nature.
       6. Collects, organizes, and reviews documentation and data related to Federal compliance requirements.
       7. Ensures EO compliance by serving as a liaison between OCREO and Agency grantmaking and contract functions.
       8. Provides basic education to personnel regarding regulatory and other requirements related to compliance and provides technical assistance to recipients on compliance.
       9. Coordinates with appropriate regulatory agencies and other federal agencies to respond to inquiries or provide information as required.
       10. Reviews and assesses information collected about reports of non-compliance, responds to all parties involved, and provides technical assistance as need to fulfill compliance responsibilities.