Encore OS — Documentation

Regulations: Title VII of the Civil Rights Act, EEOC Uniform Guidelines on Employee Selection Procedures
Date: 2026-03-25
Status: ✅ Implemented

1. Regulatory Context

Title VII and the EEOC Uniform Guidelines require that employee selection procedures (including interviews) be:

Job-related and consistent with business necessity (§1607.3)
Applied uniformly to all candidates for a given position
Free from discriminatory bias in both design and application
Documented with sufficient records for adverse impact analysis (§1607.4)

Structured interviews with standardized scoring criteria are recognized best practice for demonstrating compliance.

2. Controls Implemented

2.1 Standardized Evaluation Criteria

Control	Implementation	Evidence
Pre-defined competencies per position	`hr_interview_scorecard_templates.competencies` JSONB with name, description, weight, category	Migration: `20260325132353_ebf0fec5-db63-41ec-9656-95b6b12e9bb4.sql` creates table with NOT NULL competencies
Consistent rating scale	`hr_interview_scorecard_templates.rating_scale` JSONB with min, max, labels	Zod schema validation: `ratingScaleSchema` in `ats-scorecards.ts`
Template assignment to job postings	`hr_job_postings.default_scorecard_template_id` FK	All candidates for a posting use the same template
Weighted scoring formula	`computeOverallScore()` in `interviewScorecard.ts`	Unit tested (13 tests in `interviewScorecard.test.ts`)

Control	Implementation	Evidence
Interviewers cannot see others’ scores before submitting	RLS policy using `hr_scorecard_interviewer_has_submitted()` SECURITY DEFINER helper	Migration lines 92-101: SELECT policy restricts visibility
Submission lock	`is_submitted` flag; once true, scorecard is immutable	CHECK constraint + application-level enforcement
Independent evaluation	Each interviewer completes their own scorecard independently	No shared editing; individual `interviewer_id` per scorecard

2.3 Audit Trail

Control	Implementation	Evidence
Scorecard creation/update timestamps	`created_at`, `updated_at` columns with defaults	Standard audit columns in migration
Actor tracking	`created_by`, `updated_by` UUID FK to `pf_profiles`	Tracks who created/modified each scorecard
Submission timestamp	`completed_at` timestamp set on submission	Immutable after submission
Tenant isolation	RLS + `organization_id` on all tables	Prevents cross-org data leakage

2.4 Recommendation Constraints

Control	Implementation	Evidence
Standardized recommendation values	CHECK constraint: `strong_hire`, `hire`, `no_hire`, `strong_no_hire`	Migration CHECK constraint on `recommendation`
Aggregate recommendation view	`countRecommendations()` utility + Comparison Grid	Shows distribution across all interviewers

3. Documentation & Recordkeeping

Per EEOC §1607.15, organizations must maintain records of selection procedures and their impact:

Scorecard data is retained indefinitely in hr_interview_scorecards (no TTL/purge)
Template history preserved via is_active soft-disable (templates are not deleted)
PDF export capability allows generation of compliance-ready documentation
Comparison Grid provides aggregate view for adverse impact analysis

4. Gaps and Recommendations

Item	Status	Notes
Adverse impact ratio calculator (4/5ths rule)	🔲 Not implemented	Recommended for Phase 2; can be built from scorecard aggregate data
Competency validation against job analysis	🔲 Manual process	Templates should be reviewed by HR/Legal to ensure job-relatedness
Interviewer calibration training	🔲 Organizational process	Not a system feature; recommended as operational procedure
Retention policy documentation	🔲 Pending	Define retention periods per state/federal requirements

5. Testing Evidence

Unit tests: 13 tests covering computeOverallScore, countRecommendations, averageOverallScores
RLS tests: hr-interview-scorecard-templates.rls.test.ts, hr-interview-scorecards.rls.test.ts — tenant isolation, cross-org blocking
E2E tests: ats-scorecard-workflow.spec.ts — route rendering, skeleton loading, breadcrumbs

Compliance Posture

Module Compliance Trackers

ONC Certification

Evidence Packages

EEOC / Title VII Compliance Evidence

1. Regulatory Context

2. Controls Implemented

2.1 Standardized Evaluation Criteria

2.2 Blind Evaluation (Bias Prevention)

2.3 Audit Trail

2.4 Recommendation Constraints

3. Documentation & Recordkeeping

4. Gaps and Recommendations

5. Testing Evidence

6. References

​1. Regulatory Context

​2. Controls Implemented

​2.1 Standardized Evaluation Criteria

​2.2 Blind Evaluation (Bias Prevention)

​2.3 Audit Trail

​2.4 Recommendation Constraints

​3. Documentation & Recordkeeping

​4. Gaps and Recommendations

​5. Testing Evidence

​6. References

1. Regulatory Context

2. Controls Implemented

2.1 Standardized Evaluation Criteria

2.2 Blind Evaluation (Bias Prevention)

2.3 Audit Trail

2.4 Recommendation Constraints

3. Documentation & Recordkeeping

4. Gaps and Recommendations

5. Testing Evidence

6. References