Employee Resource Group Policy

Purpose:

This Employee Resources Group (ERG) Policy provides guidelines for ERGs in their efforts to create communities and systems of support for one another. These intentional spaces for employees are generally organized around shared interests, identities, or backgrounds. ERGs are valuable as they enhance inclusive community engagement efforts, and assist in the recruitment and retention of a diverse community of employees. ERGs must welcome all employees.

Definitions Related to this Policy:

Employee Resources Groups (ERG(s)) means employee-led voluntary groups that are intended to help foster a more equitable, inclusive, and supportive workplace experience.

Policy: 

1. Requirements of an ERG - A successful ERG requires the identification and commitment of a small core of dedicated and interested employees that will ensure organization and continuity. A list of requirements to form an ERG are listed below:
   1. At least two (2) full-time employees must serve as the organizers of the ERG. 
   2. At least five (5) interested employees, inclusive of the two (2) organizers, who are willing to join the ERG, unless otherwise approved by the Assistant Provost of Institutional Equity and Community Engagement (Assistant Provost).
   3. All members of the ERG must be current employees of the University.  
   4. ERGs should be formed around a shared characteristic or common interest (e.g., LGBTQ+, employees of color, employees caring for elderly parents, early career professionals) that can affect professional development and workplace culture.  
   5. An ERG must have a connection to the mission of Willamette University.  
   6. All employees must be welcome - an ERG’s mission may center around the issues of a particular group of people around a shared identity, still all employees, regardless of identity, who share the same mission and goals as the ERG must be welcome.
2. Establishing an ERG:
   1. ERGs must be approved in writing by the Assistant Provost in consultation with Human Resources.  
   2. Organizers of the ERG shall follow the procedures set forth by the Assistant Provost to establish an ERG.  These procedures shall be clearly set forth on the Office of Institutional Equity website.  
   3. Submission of an application through the ERG website. 
   4. At least one meeting between organizers of the ERG and the Assistant Provost must take place before an ERG is approved, among the topics that will be discussed include:
      • Group goals, activities, and resources.
      • Best practice strategies on building and sustaining momentum.
      • Budget proposals - each ERG may receive funds to support activities as determined by the Assistant Provost. Budgets will be set equitably across ERGs and can consider the number of participants.
3. ERG Operating Principles
   1. ERGs may engage in activities that are supportive of the work environment. Examples of ERG activities may include the following:
      • Professional development
      • Networking events
      • Community building
      • Community relations programs
      • Promoting social and intellectual enrichment
      • Events promoting diversity, equity and inclusion
      • Events which celebrate and showcase the unique contributions of ERG members or the communities from which they originate
      • Guest speakers
   2. ERGs must adhere to all Willamette University policies. 
   3. ERGs may not fundraise.
   4. ERG meetings may be held during the workday with advance scheduling and approval of supervisors. Other activities, such as social events, may be conducted outside working hours so long as participation remains voluntary.  
   5. ERGs are not authorized to make decisions on behalf of the University as to employment issues concerning wages, hours, or any terms or conditions of employment and do not play a representative role in the University.
   6. Nothing in this policy is intended to interfere with employees’ Section 7 rights under the National Labor Relations Act, or any other applicable Oregon laws.
   7. ERGs formed for the purpose of promotion or advancing political or legislative position(s) are prohibited.
   8. Employee Time:
      • Meetings, informal mentoring, and training may occur during regular working hours.
      • Employees preparing meeting agenda and/or training materials may use work time to     prepare.
      • Supervisor approval is not required to join an ERG. Participation in an ERG may not   interfere in the performance of the employee's assigned work.
      • If an employee's performance is affected by participation in an ERG, supervisors may limit     use of work time on ERG activities in order to improve performance.

Effective Date: August 14, 2023
Responsible Person/Primary Contact: AP for Institutional Equity and Community Engagement
Responsible University Office: Office of Equity, Diversity & Inclusion