EEOC MEDIATION POSITION STATEMENT

Confidential Settlement Conference Document

MEDIATION CONFIDENTIALITY NOTICE

THIS DOCUMENT IS CONFIDENTIAL

All written and oral communications, negotiations, and statements made in connection with EEOC mediation are strictly confidential and privileged. This position statement and all discussions during mediation:

• Cannot be disclosed to anyone, including other EEOC personnel
• Cannot be used in any subsequent investigation
• Cannot be admitted as evidence in any legal proceeding
• Will be destroyed after mediation (except for any settlement agreement reached)

Both parties sign a confidentiality agreement before mediation begins.

SECTION 1: MEDIATION CASE INFORMATION

EEOC Charge Number: _________________________________________________

Mediation Session Date: ________________________________________________

Mediation Session Time: ________________________________________________

Mediation Location/Format:
☐ In-person at EEOC Office: _______________________________________________
☐ Virtual/Telephonic

EEOC Mediator Name: __________________________________________________

Mediator Contact Information: ____________________________________________

SECTION 2: PARTY IDENTIFICATION

Charging Party Information

Name: ________________________________________________________________

Address: ______________________________________________________________

Phone: _______________________________________________________________

Email: ________________________________________________________________

Represented by Counsel? ☐ Yes ☐ No

Attorney Name (if applicable): ____________________________________________

Attorney Contact: ______________________________________________________

Respondent/Employer Information

Company Name: ________________________________________________________

Representative Name: ___________________________________________________

Representative Title: ____________________________________________________

Address: ______________________________________________________________

Phone: _______________________________________________________________

Email: ________________________________________________________________

Represented by Counsel? ☐ Yes ☐ No

Attorney Name (if applicable): ____________________________________________

Attorney Contact: ______________________________________________________

SECTION 3: MEDIATION REPRESENTATIVE AUTHORITY

For Employer/Respondent

Name of Authorized Representative: ________________________________________

Title: ________________________________________________________________

☐ I confirm that I have FULL AUTHORITY to negotiate and settle this matter on behalf of the company up to the following amount: $ ______________________

☐ I confirm that I can obtain settlement authority by phone during the mediation session

Note: EEOC mediation requires that the employer representative have authority to settle. If authority must be obtained by phone, the decision-maker must be available throughout the mediation.

For Charging Party

Name: ________________________________________________________________

☐ I confirm that I have full authority to settle my own claim

☐ I will be accompanied by my attorney who has authority to advise on settlement

SECTION 4: OVERVIEW OF MEDIATION PROCESS

What to Expect

1. Opening Session: The mediator will explain the process and ground rules
2. Opening Statements: Each party presents their perspective
3. Joint Discussion: Parties discuss issues with mediator facilitation
4. Private Caucuses: Mediator meets separately with each party
5. Negotiation: Parties work toward resolution through mediator
6. Resolution or Impasse: Mediation concludes with agreement or impasse

Key Points

• Mediation is voluntary; either party may withdraw at any time
• The mediator is neutral and does not decide who is right or wrong
• The mediator cannot impose a settlement
• There is no cost for EEOC mediation
• Average mediation session lasts 3-4 hours
• Legal representation is optional

SECTION 5: SUMMARY OF THE DISPUTE

Charging Party's Claims

Briefly summarize the discrimination allegations:

Protected Class(es) at Issue:
☐ Race ☐ Color ☐ Religion ☐ Sex ☐ National Origin
☐ Age ☐ Disability ☐ Genetic Information ☐ Retaliation

Type of Adverse Action:
☐ Termination ☐ Failure to Hire ☐ Failure to Promote ☐ Demotion
☐ Harassment ☐ Denial of Accommodation ☐ Unequal Pay
☐ Other: ________________________________________________________________

Date(s) of Alleged Discrimination: _________________________________________

Brief Description of Charging Party's Position:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

Respondent's Position

Brief Description of Respondent's Position:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

SECTION 6: CHARGING PARTY POSITION STATEMENT

This section to be completed by the Charging Party or their attorney

A. Background

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

B. Facts Supporting the Claim

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

C. Impact on Charging Party

Economic Damages:
- Lost wages (past): $ ____________________________________________________
- Lost benefits: $ ________________________________________________________
- Lost future earnings: $ __________________________________________________
- Job search expenses: $ _________________________________________________
- Other economic losses: $ ________________________________________________

Non-Economic Damages:
- Emotional distress (describe): _____________________________________________
- Medical/counseling expenses: $ ___________________________________________
- Other impacts: _________________________________________________________

D. Strengths of the Case

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

E. Settlement Goals

What does the Charging Party hope to achieve through settlement?

☐ Monetary compensation
☐ Reinstatement
☐ Promotion
☐ Neutral reference
☐ Removal of information from personnel file
☐ Policy changes
☐ Training for management
☐ Apology
☐ Other: ________________________________________________________________

F. Initial Settlement Demand

Total Monetary Demand: $ _______________________________________________

Breakdown:
- Back pay: $ ___________________________________________________________
- Front pay: $ ___________________________________________________________
- Compensatory damages: $ _______________________________________________
- Punitive damages: $ ____________________________________________________
- Attorney's fees: $ ______________________________________________________
- Other: $ ______________________________________________________________

Non-Monetary Terms Requested:

___________________________________________________________________________

___________________________________________________________________________

SECTION 7: RESPONDENT POSITION STATEMENT

This section to be completed by the Employer/Respondent or their attorney

A. Company Background

___________________________________________________________________________

___________________________________________________________________________

B. Response to Allegations

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

C. Legitimate Business Reasons

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

D. Strengths of Defense

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

E. Settlement Considerations

Why is the Respondent willing to consider settlement?

☐ Avoid litigation costs
☐ Preserve business relationships
☐ Maintain confidentiality
☐ Achieve closure
☐ Other: ________________________________________________________________

F. Initial Settlement Position

Maximum Settlement Authority: $ __________________________________________
(This figure is confidential and for internal use - not to be disclosed initially)

Initial Offer: $ ________________________________________________________

Non-Monetary Terms Offered:

☐ Neutral reference letter
☐ Removal of specified information from personnel file
☐ Confidentiality agreement
☐ Non-disparagement agreement
☐ Resignation in lieu of termination notation
☐ Other: ________________________________________________________________

SECTION 8: KEY ISSUES FOR MEDIATION

Disputed Issues

Areas of Potential Agreement

___________________________________________________________________________

___________________________________________________________________________

Obstacles to Settlement

___________________________________________________________________________

___________________________________________________________________________

SECTION 9: LITIGATION RISK ANALYSIS

Charging Party's Assessment

Likelihood of Prevailing:
☐ Very Strong (>75%) ☐ Strong (50-75%) ☐ Moderate (25-50%) ☐ Uncertain (<25%)

Estimated Litigation Costs: $ _____________________________________________

Time to Resolution if Litigated: ___________________________________________

Respondent's Assessment

Litigation Exposure Assessment:
☐ Very High ☐ High ☐ Moderate ☐ Low

Estimated Defense Costs: $ ______________________________________________

Business Disruption Concerns:

___________________________________________________________________________

SECTION 10: SETTLEMENT AGREEMENT TERMS

If settlement is reached, the agreement will typically include:

Standard Terms

☐ Monetary Payment
Amount: $ ___________________________________________________________
Payment Method: ☐ Lump Sum ☐ Structured Payments
Tax Treatment: ☐ Wages (W-2) ☐ Non-Wages (1099) ☐ Split
Payment Deadline: ____________________________________________________

☐ General Release of Claims
Scope: ______________________________________________________________

☐ Confidentiality Provision
Permitted Disclosures: _________________________________________________

☐ Non-Disparagement Clause
☐ Mutual ☐ One-way (Employee only)

☐ Reference Provision
Type: ☐ Neutral ☐ Positive ☐ No Comment Policy

☐ Non-Admission of Liability

☐ Return of Company Property

☐ Withdrawal of EEOC Charge

Additional Terms (if applicable)

☐ Reinstatement
Position: ____________________________________________________________
Start Date: __________________________________________________________

☐ Personnel File Modification
Changes: ____________________________________________________________

☐ Policy/Training Commitments
Description: _________________________________________________________

☐ Severance Benefits Continuation
Benefits: ____________________________________________________________
Duration: ____________________________________________________________

☐ COBRA Assistance
Duration: ____________________________________________________________
Amount: $ ___________________________________________________________

☐ Outplacement Services
Provider: ____________________________________________________________
Duration: ____________________________________________________________

SECTION 11: STATE-SPECIFIC CONSIDERATIONS

California

• California law may provide additional remedies under FEHA
• California Civil Code § 1542 waiver should be included in any release
• Consider attorney's fees provisions under California law
• Unpaid wage claims cannot be released through general release

Texas

• Texas Labor Code Chapter 21 provides state-law remedies
• Consider whether state claims should be included in release
• Texas law may affect enforceability of certain provisions

Florida

• Florida Civil Rights Act claims should be addressed
• Consider state-specific statute of limitations for ongoing claims

New York

• New York Human Rights Law provides additional protections
• NYC Human Rights Law may apply if discrimination occurred in NYC
• Consider enhanced damages available under state/local law
• General release language requirements under NY law

SECTION 12: MEDIATION PREPARATION CHECKLIST

For Charging Party

☐ Calculate all economic damages with documentation
☐ Prepare summary of emotional distress and impact
☐ Bring copies of key documents
☐ Prepare opening statement (5-10 minutes)
☐ Identify minimum acceptable settlement terms
☐ Consider BATNA (Best Alternative to Negotiated Agreement)
☐ If represented, coordinate with attorney on strategy

For Respondent

☐ Obtain proper settlement authority BEFORE mediation
☐ Calculate litigation costs and risks
☐ Prepare response to allegations
☐ Bring relevant documentation
☐ Prepare opening statement (5-10 minutes)
☐ Identify maximum settlement range
☐ Prepare draft settlement agreement terms
☐ If represented, coordinate with attorney on strategy

SECTION 13: DOCUMENTATION TO BRING

Charging Party Should Bring

☐ Copy of EEOC Charge
☐ Employment documents (offer letter, handbook acknowledgment)
☐ Performance evaluations
☐ Pay stubs/W-2s for damages calculation
☐ Medical records (if relevant to damages)
☐ Evidence of job search efforts
☐ Documentation of expenses incurred
☐ Notes or timeline of events

Respondent Should Bring

☐ Copy of EEOC Charge
☐ Personnel file materials
☐ Relevant policies and procedures
☐ Investigation records (if applicable)
☐ Documentation supporting position
☐ Draft settlement agreement
☐ Settlement authority documentation (internal)

SECTION 14: POST-MEDIATION PROCEDURES

If Settlement is Reached

1. Settlement agreement drafted and signed
2. Payment processed within agreed timeframe
3. EEOC Charge withdrawn
4. Both parties comply with non-monetary terms
5. Confidentiality maintained

If No Settlement

1. Mediation records destroyed (except confidential mediator notes)
2. Case returns to EEOC investigation track
3. No statements from mediation can be used
4. Parties may request mediation again later
5. Investigation proceeds to determination

SECTION 15: AGREEMENT TO MEDIATE

Charging Party

I understand and agree to the following:

☐ Mediation is voluntary and I may withdraw at any time
☐ All discussions are confidential and cannot be used in later proceedings
☐ The mediator is neutral and cannot force a settlement
☐ I will participate in good faith

Signature: ____________________________________________________________

Date: ________________________________________________________________

Respondent Representative

I understand and agree to the following:

☐ Mediation is voluntary and we may withdraw at any time
☐ All discussions are confidential and cannot be used in later proceedings
☐ The mediator is neutral and cannot force a settlement
☐ We will participate in good faith
☐ I have authority to settle this matter

Signature: ____________________________________________________________

Title: ________________________________________________________________

Date: ________________________________________________________________

CONTACT INFORMATION

EEOC Mediation Program:
- Website: www.eeoc.gov/mediation
- Phone: 1-800-669-4000
- TTY: 1-800-669-6820

Local EEOC Office:
Address: ________________________________________________________________
Phone: _________________________________________________________________

Agreements reached during EEOC mediation are enforceable in court just like any other settlement agreement. However, settlement agreements are not admissions by the employer of any violation of laws enforced by the EEOC.