Gem ATS: EEOC form

Overview

You can add an EEOC (Equal Employment Opportunity Commission) form to your default Gem application, which allows you to comply with employment laws and meet federal reporting requirements. You can also leverage this data to support your DEI goals by tracking applicant demographics and highlighting gaps in your hiring funnel. Adding this form shows candidates that you take fair hiring seriously and value building an inclusive workplace.

How it works

You can set up your workflow to selectively include or exclude the EEOC form globally or only for certain locations. Once included, the form is added to the end of the job application. You can also send a standalone EEOC form to candidates at any point during the application process, including to candidates who entered the hiring pipeline without applying (such as a referral or sourced candidate).

The form includes four questions: race/ethnicity, gender, disability status, and veteran status. For each question, the applicant has the option to decline to self-identify. Details on what options are included in the form are listed in the Gem ATS: EEOC form (📍you are here) and Gem ATS: EEOC form (📍you are here) sections below.

These questions and selection options are fixed and can’t be removed or changed. However, this form is hosted through Gem Pages, and can be customized to have your team’s job board branding. For more information on how to customize pages, see Gem Pages.

Enabling the EEOC form also adds an internal status field where you can see if the form has been sent or submitted for any application. For more information, see the Gem ATS: EEOC form (📍you are here) section below.

Requirements

To add an EEOC form and manage form settings, you must have the following permissions.

• Admin access to your Gem account. If you’re not an admin, contact one of your existing admins to have your permissions upgraded. For more information about permissions, see Gem Access Types & Permissions.
• The Gem ATS feature must be enabled on your account. To request access, contact your Customer Success Manager.

Enable the EEOC form

Only admins can enable the EEOC form to be included in your Default Application. To do so, complete the following steps.

1. Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
2. Select Gem ATS in the top navigation, then select the Applications tab.
3. Select the Default application section header to open this section.
4. Scroll down to the Demographic question settings section
5. Select the Include EEOC questions checkbox to add a checkmark. This box is not checked by default.
6. Select one of the options in this section to set which questions the EEOC form should include.

After the EEOC form is enabled, when candidates apply through your career site, the EEOC form will be provided at the end of the application. You’ll also see internal options to resend the form and check the form status on the application settings page.

You can disable the EEOC form setting anytime by unchecking this box. When a form that was previously enabled is disabled, the following applies:

• All forms that were previously submitted will still be in Gem.
• If a standalone EEOC form email was sent before the form was disabled, the candidate will still be able to complete and submit the EEOC form.

Enable the public burden statement

When enabling the EEOC form, you may optionally include or exclude a public burden statement, depending on your compliance requirements.

To include the public burden statement, check the Include Public Burden Statement box in the demographic question settings. This automatically adds the public burden statement to your default application.

To exclude the public burden statement, uncheck the Include Public Burden Statement box in the demographic question settings.

Send a standalone EEOC form

Candidates who entered the hiring pipeline without applying, such as referrals or sourced candidates, will not have received the EEOC form. You have the option to send a standalone EEOC form to these candidates to have them complete it.

After the EEOC form is added to your default application, a Send EEOC survey button is added to your internal application page for each applicant. Selecting this button opens a draft of a standalone EEOC form.

You can customize this email by updating the following fields:

• Send to: The name and email address on file for this candidate.
• Send from: The email address that this email will be sent from. This can be the recruiter’s email, an alias, or a send-from email.
• Cc: You can optionally Cc other aliases on this email.
• Email template: We provide an email template to allow you to quickly send this outreach. You can optionally rewrite or format the text to add additional information or a personal touch.

Once you’ve updated these settings, select Send. This immediately sends the standalone EEOC form email to this candidate’s email address and updates the internal form status.

This email includes a link with a unique candidate-application token that links their answers to their application. The link is formatted like this: https://gem.com/eeoc/{team xid}/{application xid}/{token}

Check EEOC form status

Each application has an internal EEOC form status. After the EEOC form has been sent, whether as a standalone email or as part of the default flow, the internal status updates to EEOC form sent. After a candidate completes the form, the status updates to EEOC form submitted.

Export EEOC data

We can provide a one-time export of EEOC data to help you meet EEOC compliance reporting requirements. To request this, please contact support@gem.com.

EEOC data format

If you plan to sync or export your EEOC form entry data from Gem ATS, the tables below show the data schema and tables included. All applications have the same settings for each entry.

For a full list of all data available for export from Gem ATS, see Gem ATS Data Export Schema.

EEOC application table

The applications table represents a snapshot of EEOC application data. Each row represents the latest status of a single application.

EEOC answer table

Each row of the EEOC answer table represents a single application’s answers to the EEOC questions.

EEOC form options

The race, gender, veteran_status, and disability_status columns in the Gem ATS: EEOC form (📍you are here) may include any of the following values. These fields will always contain a single value. If a user does not select an option, the column is left blank.

Race and Ethnicity

AFRICAN_AMERICAN_BLACK = ‘african-american-black’

AMERICAN_INDIAN_ALASKA_NATIVE = ‘american-indian-alaska-native’

ASIAN = ‘asian’

HAWAIIAN_PACIFIC_ISLANDER = ‘hawaiian-pacific-islander’

HISPANIC_LATINO = ‘hispanic-latino’

MIDDLE_EASTERN_NORTH_AFRICAN = ‘middle-eastern-north-african’

WHITE = ‘white’

TWO_OR_MORE_RACES = ‘two-or-more-races’

DECLINE_TO_SELF_IDENTIFY = ‘decline-to-self-identify’

Gender

FEMALE = ‘female’

MALE = ‘male’

NON_BINARY = ‘non-binary’

DECLINE_TO_SELF_IDENTIFY = ‘decline-to-self-identify’

Veteran Status

YES = ‘yes’

NO = ‘no’

DECLINE_TO_SELF_IDENTIFY = ‘decline-to-self-identify’

Disability Status

YES = ‘yes’

NO = ‘no’

DECLINE_TO_SELF_IDENTIFY = ‘decline-to-self-identify’

Have any issues or questions on this topic? Please feel free to contact your dedicated Gem Customer Success Manager directly or our Support team at support@gem.com.

• Overview
• How it works
• Requirements
• Enable the EEOC form
• Enable the public burden statement
• Send a standalone EEOC form
• Check EEOC form status
• Export EEOC data
• EEOC data format
• EEOC application table
• EEOC answer table
• EEOC form options
• Race and Ethnicity
• Gender
• Veteran Status
• Disability Status