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DEIA Templates and Guides

​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​Disclaimer: The resources provided on this website are meant to educate the user on various DEIA-related topics; they are not to be interpreted as a directive from or policy of the California Department of Human Resources (CalHR). Always consult with your department’s leadership, human resource office, and/or in-house counsel before adopting any of the ideas expressed on this website. Many resources link to third-party websites that are not under the control of CalHR. CalHR is not responsible for the contents of any third-party sites, links in third-party sites, or any changes or updates to third-party sites.


Purpose: Use the sample templates and guides to streamline processes, ensure consistency, and improve efficiency within your Department. Remember to implement a version control system to ensure everyone uses the latest version.

​​TEMPLATES

​Asterisks denote recently added resources​


DEIA Pulse Survey Template


A great way to decide where your department wants to go on its DEIA journey is to find out where it currently stands. The DEIA Pulse Survey template is a good tool to assess​ how employees feel about the department's culture related to DEIA. Download the Word document template and make it your own! ​
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Pro tips: 

  • Keep the survey anonymous for more participation.
  • Run the survey by your department's leadership team before launching it.
  • Refrain from open-ended questions as it leaves room for people to make complaints, such as EEO or workplace bullying. If the survey is anonymous, it is nearly impossible to follow up with the complainant.
Image of "DEI Pulse Survey" Template​
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​How to Add Pronouns to an Email Signature Block

  1. In Microsoft Outlook click “File.”

  2. Click “Options.”

  3. When the options box opens, click “Mail.”

  4. On the mail screen click “Signatures.”

  5. On the signatures and stationary box click “New.”

  6. A dialog box should appear where you can type in the name for your signature, then click “Ok.”

  7. In the “Edit Signature” field type your signature in accordance with your department’s style guide.
    1. Example: ID pronouns
  8. On the same line as your name, type your pronouns in parenthesis
    1. Example: Jane Doe (She/Her/Hers)
  9. To bring more awareness to the topic of pronouns, add a website that informs the reader, such as Pronouns.org​*.

  10. To do this, go to the website that you choose, highlight the web address and copy it.

  11. Return to editing your signature, click the “Insert Link” icon in the edit signature box.

  12. The “Insert Hyperlink” dialogue box should open, in the “Text to display” field type: ‘Learn more about pronouns.’

  13. In the “Address” field paste the web address, your link should appear as shown in the example below.
    1. Example: Jane Doe (She/Her/Hers) (Learn more about pronouns.)
  14. Click “Save.”

  15. In the “Choose default signature” section, select the name of the signature you just created for “New messages”, this way every new message you begin will include the pronouns signature.

  16. Repeat the step 16 if you want the apply the signature to “Replies/forwards.”

  17. Click “Ok.”​
*DISCLAIMER: Third party sites are not under the control of CalHR. CalHR is not responsible for the contents of any third party sites, any links contained in third party sites, or any changes or updates to third party sites.
​GUIDES

​​​Asterisks denote recently added resources.​​

​​**Dig​ital Accessibility Gu​i​​​de

The guide below showcases supportive, inclusive policies and practices that benefit employers and employees alike. Additionally, it details:

  • Key principles and concepts for creating accessible digital content.
  • Practical tips and techniques for making your websites, documents, and multimedia more inclusive.
  • A curated list of tools and resources to aid your digital accessibility journey                                                                                                         ​                                                                                                       Digital Accessibility: Be​st Practices and Resources

Overview

According to the Perkins School for​ the Blind, digital accessibility refers to “how usable a website, app or other digital experience is by all possible users, regardless of their ability or disability." To increase digital accessibility, organizations should practice inclusivity by removing barriers that may impede access to digital tools, websites, and other technology. Additionally, careful consideration should be given to the user experience.

The World Wide Web Consortium, or W3C for short, developed the Web Content Accessibility Guidelines (WCAG) to provide standardized technical specifications to improve digital accessibility across all devices for people with a wide range of disabilities. WCAG has outlined four principles for digital accessibility:

  • Perceivable - Web content and user interface components must be presentable to users in ways they can perceive.
  • Operable - Users with disabilities must be able to navigate the user interface components.
  • Understandable - Web content and its operation should be easily readable and understandable by web users.
  • Robust - Web content must be interpretable by various user agents, including assistive technologies.​

​​Based on our research, the CalHR Diversity, Equity, Inclusion, and Accessibility (DEIA) Office has listed five best practices to consider when creating accessible digital tools. For more information, please review the resources provided by leading digital accessibility organizations. As always, all digital products should comply with your departmental Information Technology (IT) policies.

Best Practices

  • Practice Inclusive Design: Ensure equal access to services, products, and environments through thoughtful, inclusive planning.

  • Keep it simple: Prepare documents and websites with simple features for all types of audiences.
  • Seek guidance and use relevant resources: Consult with your departmental Language Access Coordinator while adhering to your current departmental IT policies.
  • Provide tools for greater participation: These tools include screen readers, closed captioning, and sign language interpreters.
  • Maintain products regularly: Build in time for testing and review. Be prepared to remediate items that are inaccessible.

Resources

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​Transgender Resources for the Workplace​

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The documents below may be helpful when an employee has disclosed that they are transgender and plan to transition in the workplace. The information is meant to assist transgender employees, HR professionals, EEO Officers, supervisors, managers, and allies. ​When you click the image of the documents below, the PDF version will open in a new window. 

NOTE: These resources are not to be interpreted as a directive from CalHR. Always refer to your departmental policies and consult with your in-house counsel and/or HR Office if you have questions. 

 Image of "Employees Transitioning at Work Creating an Action Plan" Guide​


Image of "Transgender Employees Practices, Guidance, and Tools" Guide
  Updated: 11/6/2023
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