How to Compliantly Recruit for Section 503 and VEVRAA

Recruiting under Section 503 and the Vietnam Era Veteran’s Readjustment Assistance Act (VEVRAA) can feel like a balancing act, combining compliance expectations with the goal of building a workforce that reflects different experiences, skills, and perspectives. 

For federal contractors, Section 503 and VEVRAA requirements are an integral part of recruiting practices. For HR, they also shape how inclusion is incorporated into everyday hiring strategies and decisions.  

Veteran and disability recruitment are smart business moves that strengthen teams, initiate new ideas, and improve overall outcomes across the company. 

Here's What You'll Learn

Why Does Compliant Recruiting Matter? 

Federal contractors are required to follow Section 503 and VEVRAA when recruiting protected veterans and individuals with disabilities. That’s the baseline. The real challenge for HR is syncing compliance with inclusion. 

Diverse teams tend to bring more approaches to solving problems, stronger decision-making, and better business results. Section 503 and VEVRAA requirements “push” contractors to look beyond traditional sourcing channels and many companies discover stronger hires through them. 

Think about the last time your team struggled to fill a role. Was it because the candidate pool was limited? Veteran and disability recruitment often open doors to talent pipelines that many companies haven’t fully explored. 

What are the Recruiting Requirements Under VEVRAA and Section 503? 

Section 503 compliance and VEVRAA compliance require contractors to be intentional, consistent, and maintain effective documentation in their recruiting efforts. All of this ultimately feeds into affirmative action and equal opportunity obligations tied to Section 503 and VEVRAA. 

In practice, here’s a breakdown of what compliance looks like: 

1. Mandatory job listing with ESDS: Under VEVRAA, contractors must list qualifying jobs with the appropriate state Employment Service Delivery System (ESDS). This isn’t optional, and it’s important that HR remember to list all qualifying jobs with the ESDS. This can be a challenge when juggling multiple requisitions. 
2. Outreach and recruitment efforts: Contractors must engage in outreach to protected veterans and individuals with disabilities. Passive posting by itself usually isn’t adequate. 
3. Invitation to self-identify: Applicants and employees must be invited to self-identify using the required VEVRAA self-identification form and disability self-ID form, at certain steps in the application or hiring process. 
4. Data collection and analysis: Applicant and hire data must be tracked and compared against benchmarks, including the Section 503 utilization goal and VEVRAA hiring benchmarks. 
5. Assessment of outreach effectiveness: HR must evaluate what’s working and what isn’t and then adjust accordingly. Those changes and decisions need to be documented.  

Best Practices for Recruiting Protected Veterans 

A recruiter who shows up consistently becomes a known, trusted partner. It also helps with positive employer branding.  Let’s look at some key best practices when recruiting  protected veterans: 

Post Jobs Correctly with ESDS

Every qualifying job should be listed with the state ESDS. HR often asks, “Isn’t posting on our career site enough?”  The answer is no; under VEVRAA it isn’t. 

HR Pro Tip: Keep confirmation records of every ESDS listing. Documentation tends to fall through the cracks, especially when postings move quickly or if you are posting multiple jobs. This will help you stay organized and provide a record of your posting history.  

Build Relationships with Veteran-Focused Organizations

Strong veteran recruiting usually doesn’t come from a single job post. As with most processes in HR, relationships matter. That’s why reaching out and partnering with veteran-related organizations can be a long-term strong recruiting strategy.  

Here are some examples of organizations you can partner with to assist in this outreach: 

• Veterans’ Employment and Training Service (VETS) 
• Disabled Veterans’ Outreach Programs (DVOPs) 
• Local veterans’ service organizations 
• Military transition programs near your facilities 

Optimize Job Ads for Veteran Skills 

Many veterans don’t see themselves reflected in civilian job descriptions. Translating military occupational codes (MOCs) into “plain language” skills makes a real difference. 

Highlight leadership, logistics, technical expertise, and teamwork. Veteran-friendly benefits and skill-based requirements also help applicants connect the dots between their military skills and what the job requires. 

Attend Veteran Job Fairs and Hiring Events 

Attendance alone isn’t enough. Document who you meet, what roles were discussed, and how you follow up with potential candidates. That’s one way HR teams turn single events into ongoing pipelines and candidate pools. 

Track and Evaluate Outreach Efforts 

Which sources are generating applicants? Which leads to hires? Veteran recruiting efforts should grow based on real results, not assumptions. Develop a recruiting plan and revise it as needed.  

Best Practices for Recruiting Individuals with Disabilities (Section 503) 

Just as there are strategies when recruiting veterans, the same holds true when recruiting individuals with disabilities. Let’s look at those: 

1. Partner with Disability-Focused Organizations: Disability recruitment works best through collaboration. Consider partnerships with: 
   • American Job Centers 
   • Vocational rehabilitation agencies 
   • Disability-focused nonprofits 
   • Community colleges with inclusive training programs 
   These organizations often help candidates prepare for specific roles, which improves the quality of candidate matches.  
2. Make Job Ads Accessible: Accessible job postings and career sites help shape who applies. Ensure postings meet WCAG (Web Content Accessibility Guidelines) and avoid unnecessary physical demands in your job listings. 
3. Promote Accommodations and Support: Clearly state that reasonable accommodations will be considered for employees. An accessible application process sends a positive signal before a candidate ever clicks “apply.” 
4. Train Recruiters on Inclusive and Compliant Hiring: Training is an important step in this process. Not only does training help with understanding and consistency, but it also helps reduce risk. Recruiters should know how to: 
   • Avoid inappropriate or triggering questions 
   • Encourage self-identification without pressure 
   • Recognize unconscious bias during screening and interviews 
5. Conduct Targeted Outreach: The OFCCP expects outreach that’s both measurable and meaningful. Posting jobs and waiting isn’t enough. Ongoing relationships with disability partners demonstrate good faith efforts, commitment, and follow-through. 

Recordkeeping and Documentation 

Strong recordkeeping is crucial. When documentation is organized, compliance processes and conversations feel much different, not to mention that strong recordkeeping is necessary when data is requested during an audit or RFI (request for information).  

Your documentation should include: 

• Logs of outreach activities 
• Applicant and hire tracking by source 
• Proof of ESDS job listings 
• Annual evaluations of outreach effectiveness 
• Data comparisons to utilization goals and benchmarks 

How to Assess Whether Outreach Is “Effective” 

Effectiveness isn’t about volume; it’s about outcomes. Adjust outreach based on results and document those adjustments. Continuous improvement is expected under Section 503 and VEVRAA. 

HR should ask questions such as: 

• Which sources produce qualified applicants? 
• Where do applicants drop out of the process? 
• Which partnerships result in hiring? 

Common Obstacles 

Remember that most issues aren’t intentional, but they’re more process gaps. Even seasoned HR teams occasionally experience: 

• Relying only on job boards 
• Missing ESDS postings 
• Skipping the annual outreach review 
• Not training recruiters on Section 503 and VEVRAA 
• Weak or limited documentation that doesn’t tell a clear story 

How OutSolve Supports Section 503 and VEVRAA Efforts 

OutSolve works with HR teams to simplify Section 503 and VEVRAA compliance, including: 

• Outreach tracking tools and documentation support 
• AAP development aligned with recruiting practices 
• Guidance that helps teams stay consistent and confident

What Compliance Recruiting Means for your Organization 

Recruiting under Section 503 and VEVRAA brings responsibility, but also opportunity. HR teams that approach veteran recruiting and disability recruitment with clear intention often find stronger pipelines, better hires, and a more inclusive culture. 

With the right strategies, partnerships, and documentation, compliance becomes both manageable and meaningful. Contact OutSolve today to get started on your compliance partnership! 

Additional Resources 

• What is Section 503 and VEVRAA? 
• Compliance with Section 503 and VEVRAA: Still Required 
• Section 503 and VEVRAA Compliance Checklist