Mandatory U.S. Survey

U.S. Employees, 

As a trusted federal contractor, Avaya is required to complete annual Affirmative Action Plans and comply with guidelines issued by the U.S. Department of Labor’s Office of Federal Contract Compliance Programs (the “OFCCP”). Recently, the OFCCP revised its guidelines for federal contractors in order to increase employment opportunities in the U.S.  for “individuals with disabilities” and “protected veterans.” Avaya will adhere to the new OFCCP guidelines and continue to support equal opportunity in employment. A specific requirement of the OFCCP’s guidelines is that we educate our U.S. workforce about these important changes.  Another is to conduct mandatory surveys this year and in the future. 

Soon we will launch a survey to all U.S. employees.  You will also be asked to voluntarily self-identify as an “individual with a disability” and/or a “protected veteran,” if you fall into either category as defined by the U.S. Department of Labor.  It is imperative that you read the survey instructions carefully, as the definitions for these groups have recently changed and you may now qualify for one or both of these designations. 

Rest assured – complying with this self-identification process will not impact on your employment.  Your information will be kept confidential and stored separately from your employment records.  We simply must collect this information so we can comply with U.S. government regulations and ensure we are adhering to relevant policies and laws. 

Key takeaways of this exercise:

 1. As a U.S. contractor with millions of dollars in annual revenue from federal contracts, Avaya is now required to request verification of U.S. employees’ status as a “protected veteran” and/or as an “individual with a disability”. 

2. U.S. employees are strongly encouraged to complete the survey to confidentially provide their status by July 23, 2014. 

3. All information collected will be kept confidentially, separate from Avaya personnel files and performance documentation. 

4. The definition of “disability” has recently changed. For example, “disabilities” include chronic health conditions such as diabetes or cancer (even if in remission). 

5. Avaya currently offers MANY products which include innovative accessibility features that are often deployed at no cost to the customer. You can learn more about these products here: http://avayagov.com/accessibility/.

This initiative will launch on June 23 via email from the HR Services mailbox. I would appreciate your support completing the survey by the deadline.  I have included a short FAQ section below for your reference.  I thank you in advance for your cooperation. 

Roger 

Q: I thought we sold the Avaya Government Solutions business. Why do we have to do this?

A: While a sizable portion of the Avaya Gov business was sold to Camber Corporation, Avaya is still a U.S. federal contractor and continues to project significant revenue through existing government contracts. This mandatory survey is a new requirement for all U.S. federal contractors. 

Q: Where will the information I provide be used/stored?

A: Your confidential information will be encrypted and stored in Avaya’s secure Human Resources database for mandatory reporting purposes.  It will not be a part of your personnel record and will not be distributed to management. 

Q: How long will it take to complete the survey?

A: The survey is quick and easy – it should only take no more than 10 minutes of your time. 

Q: I’m working and don’t need any help or accommodations – why should I tell Avaya that I have a “disability?”

A: Avaya is proud to have an accessible workplace in which employees with disabilities can be productive with or without accommodations.  In fact, Avaya’s products include innovative accessibility features that are often deployed at no cost to the customer. You can learn more about our products here: http://avayagov.com/accessibility/ 

Based on the available U.S. statistics, it is estimated that 20 to 30 percent of Americans in the workforce have a disability as defined by the law. The U.S. government is requiring federal contractors to gather more and better data in order to address national unemployment issues for individuals with disabilities. Providing your status in this confidential process will assist Avaya with its requirements to provide accurate reports on the overall employment trends and to continue to innovate in accessibility for those with disabilities. 

Q: I on-boarded recently and provided this information at that time. Why are you asking me again? A: Thank you for providing this information in the past.  The U.S. federal government is requiring all federal contractors to conduct this mandatory survey with new categories and new definitions. The information you provided in the past cannot be transferred.  This is an opportunity for you to provide updated information under the new definitions. We appreciate your cooperation. 

Q: How will I know if I should self-identify as an individual with a disability?

A: The survey will give you details and examples of what it means to be an individual with a disability. After carefully review the survey data it will be clear to you if you need to self-identify.