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Employee Forum Guidelines Revised October 2008
I. Establishment The Employee Forum of the University of North Carolina at Chapel Hill was established by the Chancellor in March 1992 to assist the University in its policy of encouraging open and effective communication among all levels of employees, students, faculty and the administration. The first meeting of the Forum was September 1992.
II. Purpose The Employee Forum serves at the request of and in an advisory capacity to the Chancellor and his or her designees. It represents SPA and EPA Non-faculty staff, who will be referred to in future references as “Employees” with a capital “E.” The purposes of the Forum are to: 1) Provide a regular, open forum to facilitate communication among all levels of Employees, faculty, students and the University administration concerning general employment interests and concerns, current University operation problems, University plans or prospects and common issues affecting the campus. However, the Forum is not intended as a vehicle to deal with individual issues, grievances, or complaints, nor as a means to circumvent regular administrative channels. 2) Advise the Chancellor or his or her designees on issues about which the Chancellor may from time to time request consideration and advice. 3) Encourage the development of constructive suggestions for more efficient and effective University operations. 4) Represent the needs and working conditions of University and State Employees to the North Carolina General Assembly, the University of North Carolina Office of the President and the general public of the state.
III. Participation A. Employee Forum Delegates Delegates engaged in regularly scheduled Forum activities that take place during their regular work schedule will report such activity as work time. Supervisors and managers shall support participation, including permitting necessary release time for Forum activities, including committee meetings. Delegates are required to serve actively on at least one Forum committee. Only Forum Delegates may serve as Chair or Co-Chair of these committees. B. Other Employees Employees are encouraged to participate in Forum activities with the following provisions: 1. Attendance and participation by Employees in the Forum’s Monthly Meetings is on a volunteer basis, is not reported as work time, and must not conflict with work assignments. 2. Participation in the Forum’s committee meetings by Employees is at the discretion of individual Employees, who must obtain support and approval from their supervisors to have this service treated as work time. C. Community Meetings Attendance at the Forum’s semi-annual Community Meetings is considered work time for all Employees when the Meeting occurs during an Employee’s regular work schedule. However, Employees should receive approval from their supervisors in advance to attend Community Meetings.
IV. Membership A. Eligibility Forum Delegates shall be permanent (full-time or part-time) Employees who have completed probationary requirements. B. Delegates 1. Elected The Forum will be composed of approximately 60 elected Delegates. a. Representation Representation shall be based on proportional distribution across nine electoral divisions that are based on Federal guidelines for broad job classification. Division seats are apportioned among divisions according to the general employee population. Seats are reapportioned each calendar year on or around January 1. In case of a tie, years of service will decide the rank order. b. Term in Office Each elected Delegate shall be elected to serve a twenty-six month term, from the May meeting of the year of their election to the June meeting two years hence inclusive. If the Delegate transfers to another electoral division, he/she is allowed to complete his/her elected term. To ensure continuity, terms will be staggered so that approximately one-half of the Delegates are elected each year. Delegates take office and assume voting rights at the June meeting of the year in which Delegates are elected. c. Re-election Elected Delegates may run for election for one more term as a Forum Delegate and then are not eligible for re-election until the second annual Delegate election after the completion of their second term. In sum, a Delegate may serve two consecutive two-year terms. 2. Appointed The Chancellor, at his or her discretion, may appoint up to five additional Delegates. If the Chancellor chooses to appoint Forum members, the appointments shall be made by May 15 each year. a. Term in Office Each appointed Delegate will serve a one-year term. b. Reappointment Appointed Delegates are not eligible for reappointment for four years after the completion of their terms. However, appointed Delegates may be elected at any regularly scheduled election. c. Forum Officers Each officer, including the immediate past Chair, Vice Chair, Secretary, and Treasurer of the Forum, shall serve as official, non-voting members of the Forum until the term of their successor ends.
C. Special Appointments In the event that any electoral division cannot fill each of its apportioned Delegate positions due to the resignation and/or termination of that division’s elected Delegates, the Forum Chair shall have the authority to appoint Delegates from that electoral division, selected in consultation with the remaining Delegates from that division, the Forum Membership & Assignments Committee, and the prospective Delegates’ supervisor(s). These newly appointed Delegates shall serve until June of that same year, at which point they may be elected subject to general Forum elections. Delegates appointed to the Forum in this way may serve no longer than one year, and such service shall not count against their eventual election term as Forum Delegates. D. Ex-Officio 1. The Associate Vice Chancellor for Human Resources shall serve as an ex-officio, non-voting member of the Forum. He or she shall function as a liaison between the University administration and The Employee Forum. E. Honorary Delegates The Forum may choose to bestow honorary Delegate status upon individuals as it sees fit, limiting itself to two individuals honored per calendar year. Petition for such recognition shall be made by general resolution, with a two-thirds majority required for passage. Terms of the honorary membership are left to the discretion of the Forum; however, honorary Delegates are non-voting members of the Forum.
V. Quorum and Voting One third of the voting Forum Delegates shall constitute a quorum, excluding ex-officio members. A majority of Delegates present is required to rule on measures except amendments to the Guidelines, which require a vote of two-thirds of Delegates present. Other measures requiring a two-thirds vote include the installation of Honorary Delegates, motions to suspend the rules, and other parliamentary motions requiring a two-thirds vote within the most recent edition of Robert’s Rules of Order. The Chair shall abstain from voting except when necessary to break a tie.
VI. Election Procedure A. Membership & Assignments Committee Each year the Delegates shall select a Membership & Assignments Committee from their own membership. The Membership & Assignments Committee is chaired by the Secretary of the Forum and is charged with developing a representative slate of candidates from each district by actively soliciting open nominations. Only Employees who have agreed to serve if selected should be placed on the ballot. B. Election of Delegates 1. Nominations The Membership & Assignments Committee shall solicit nominations for Delegate elections by January 15 and present a slate of nominees to the University community by February 24 of each year. Elections shall be completed by March 18 according to procedures approved by the Forum and the Chancellor, and the names of the new Delegates shall be reported to the Chair of the Forum and the Chancellor by April 1. 2. How Elected a. Delegates The nominees in each electoral division who receive the highest number of votes for the number of division seats available will become the Forum Delegates. In case of a tie, years of service will decide the random order. b. Electoral Divisions Electoral divisions are based on federal employment categories, and Employees are divided into electoral divisions according to a roster generated by Information Technology Services. Current electoral divisions are: Division 1 (EPA non-faculty); Division 2 (Service/Maintenance); Division 3 (Skilled Craft); Division 4 (Secretarial/Clerical, Academic Affairs); Division 5 (Secretarial/Clerical, Health Affairs); Division 6 (Secretarial/Clerical, Other Departments); Division 7 (Technical); Division 8 (Professional); Division 9 (Executive/Administrative/Managerial). c. Representation The percentage of Delegates in each division shall be determined according to the percentage of overall Employees at the University in each division, and shall be reapportioned each year. Each division shall elect at least one Delegate each year. C. UNC System Staff Assembly Delegates The Employee Forum shall elect delegates to the UNC System Staff Assembly in accordance with the Bylaws of the UNC System Staff Assembly (Section II. Membership).
VII. Operating Procedure A. Operating Year The Employee Forum operating year shall be a fiscal year. B. Monthly Meetings The monthly Forum meeting is scheduled for the first working Wednesday of each month. The Chancellor shall be invited to all Forum meetings. At the meetings the Chancellor attends, he or she may make an opening statement. All members of the Chancellor’s Administrative Council shall be invited to attend the Forum meetings regularly. If any monthly forum meetings fall on the week of a University Holiday, the Executive Committee will recommend any necessary schedule changes to the forum Delegates. C. Monthly High-Level Administrative Meetings Forum officers and Delegates as assigned are expected to attend high-level administrative meetings with the Chancellor and relevant designees to discuss administrative and operational concerns affecting University work life. D. Community Meetings Public forums shall be held by The Employee Forum at least twice a year to allow for feedback and input from Employees at large. Attendance at the community meetings by Employees is voluntary and shall be considered work time when it falls within their regularly scheduled work hours. E. Forum Responsibility The Forum may present suggestions, comments, problems, and recommendations to the Chancellor or to the Associate Vice Chancellor for Human Resources so that he or she may refer them to the appropriate department for review and reporting back. The activity of the Forum shall supplement, not replace, ongoing management activities that are established to ensure the equitable application of personnel and other University policies. Forum members should at all times exhibit and uphold the mission, charge and spirit of the Forum. F. Delegate Responsibility 1. General It is the responsibility of each Forum Delegate to be aware of the needs and concerns of those whom he or she represents and to present to the Forum those items that are pertinent to his or her unit of representation or to the University at large. Forum Delegates should endeavor to develop a thorough understanding of personnel policy matters such as employment opportunities, affirmative action, quality supervision, fringe benefits, grievances and appeal procedures, and hiring practices that are established to ensure the equitable application of personnel and other University policies. 2. Attendance Each Delegate is expected to attend all monthly Forum meetings, community meetings, committee meetings and the annual retreat. If a Forum Delegate is absent three regularly scheduled Forum monthly meetings in a row, or absent five regularly scheduled Forum monthly meetings within his or her twenty-six month term as Delegate, he or she will be replaced automatically. The annual forum retreat will be considered a required meeting. Attendance is required and any absence will be counted. Should an absence qualify under Family & Medical Leave Act, the absence would be considered excused. The Delegate is expected to notify the Secretary of the Forum. Meeting minutes will note attendance by listing “Members Present,” “Members Excused,” and “Members Absent.” Should a Delegate’s employment duties require him or her to be absent at the time of a monthly meeting, the absence will be considered excused if the Delegate contacts the Secretary of the Forum about the absence. Other absences may be excused by the Executive Committee upon review of a written, personal or sponsored appeal. Committees will meet, usually at least monthly, at a mutually acceptable time established ideally at the annual retreat. Members who must miss a meeting because of reasonable work expectations or other unavoidable reasons are required to notify the chair of the committee in order to have an excused absence. Committees will note attendance in the meeting minutes by listing "Members Present," "Members Excused," and "Members Absent." Committees shall take minutes and submit them to the Forum Office. 3. Resignation In the event any Delegate feels that he/she cannot fulfill his/her responsibilities, it is his/her obligation to notify the Forum Secretary immediately of this decision. The Secretary will then notify the Chair and Executive Committee concerning changes. 4. Change in Delegate Information Any change in Delegate information (Campus Box #, home phone, job title, department or email address) should be reported immediately to the Forum Assistant. G. Annual Reports A report of the business of The Employee Forum and reports from standing and special committees shall be prepared by the past officers and made public annually at the June retreat.
VIII. Officers A. Chair The Chair is responsible for conducting the Forum meetings and meetings of the Executive and Committee Chair meetings. The Chair may appoint committee chairs if necessary and serve as an ex-officio member of each committee. The Chair shall serve as liaison between the Forum, the Faculty Council, and the Student Body. Duties of the Chair include meeting periodically with the Chancellor, the Associate Vice Chancellor for Human Resources, and other appropriate University officials. The Chair also serves on a variety of standing University Committees and as a representative to the Audit and Finance Committee of the University Board of Trustees and to the Board of Trustees as a whole. The Chair can appoint Delegates to replace or assist with any standing committee and to request reports from appointed Delegates at monthly Forum meetings. The Chair is also responsible for writing the year end annual report and highlights page.
B. Vice Chair The Vice Chair shall chair the Forum in the Chair’s absence. He or she shall serve as chair of the Community Meeting Planning Committee, which is responsible for planning and conducting the two Community meetings. C. Secretary The Secretary of the Forum is responsible for providing the minutes for all Forum monthly meetings. The Secretary shall maintain a roster of Forum Delegates. The Secretary shall serve as chair of the Membership & Assignments Committee and shall issue all warnings and terminations resulting from non-compliance with attendance policies. D. Treasurer The Treasurer of the Forum is responsible for financial policies, procedures, and controls of Forum funds, and shall make financial reports monthly to the Executive Committee and to the Forum on a quarterly basis. The Treasurer will approve all non-personnel related expenditures of funds from Forum accounts. E. Succession In the event that the Chair cannot continue with the duties of office, the Vice Chair shall succeed to serve in that office. The succeeding Chair then shall have the authority to designate a new Vice Chair to serve in his or her place subject to ratification by the entire Forum. Should the Vice Chair be unable to assume this new post, the Forum shall hold a special election for the position of Chair at the next monthly meeting following resignation, in accordance with the established procedures for electing Forum officers. Until a successor is found, the Executive Committee shall work in coordination with the Forum Assistant and outgoing chair to fulfill this position’s duties. In the event that the Vice Chair cannot continue with the duties of office, the Secretary shall succeed to serve in that office. The Chair then shall have the authority to designate a new Secretary to serve in his or her place, subject to ratification of the entire Forum. Should the Secretary be unable to assume this new post, the Forum shall hold a special election for the position of Vice Chair at the next monthly meeting following resignation, in accordance with the established procedures for electing Forum officers. Until a successor is found, the Executive Committee shall work in coordination with the Forum Assistant and outgoing chair to fulfill this position’s duties. In the event that the Secretary cannot continue with the duties of office, the Chair shall have the authority to designate a new Secretary, subject to ratification of the entire Forum. Until a successor is found, the Executive Committee shall work in coordination with the Forum Assistant/outgoing chair to fulfill this position’s duties. In the event that the Treasurer cannot continue with the duties of office, the Chair shall have the authority to designate a new Treasurer, subject to ratification of the entire Forum. Until a successor is found, the Executive Committee shall work in coordination with the Forum Assistant/outgoing chair to fulfill this position’s duties. F. Term of Office Each officer will serve a one-year elected term , followed by a one-year ex-officio term and assume his/her duties immediately after election. An officer may be re-elected during his/her Delegate term. G. Information for Prospective Candidates Outgoing officers shall be asked to make status reports on their office at the annual Orientation session for new Delegates held in October. This is done to provide potential candidates thorough information about the duties of Forum Offices and have sufficient information about past and ongoing projects to continue to further the goals of the office and the Forum. In addition, outgoing officers shall make status reports at the May Forum meeting. The reports should include information about projects (completed and ongoing) and workload (time involved) as well as a brief statement about the personal value or benefit from having taken this office. All newly elected Delegates should plan to attend the May monthly forum meeting.
IX. Committees A. Membership & Assignments A Membership & Assignments Committee of at least five persons will be finalized by the Forum at the January retreat. The committee’s chair will be the Forum’s Secretary. The outgoing secretary will serve as an ex-officio member. The committee is responsible for conducting Forum elections, including the periodic review of representation and electoral divisions to determine equitable allocation of Delegates. The committee will also present a slate of officers to the Delegates at the monthly May meeting. B. Executive Committee An Executive Committee which will be composed of the Forum Chair, the Forum Vice Chair, the Forum Secretary and the Forum Treasurer, one Delegate from each of the electoral divisions and the chair of each Forum committee, shall be established each year to set the agenda for monthly Forum meetings and to handle business between meetings of the Forum. Decisions made for the Forum by the Executive Committee are subject to approval of the full Forum at the next regularly scheduled Forum meeting. The other electoral divisions shall elect their Executive Committee representative at the annual January retreat. In the event that such a representative leaves the Forum before the end of their term, the remaining Delegates from that division shall select from their number a new representative to the Executive Committee. C. Committee of Past Forum Chairs The Forum shall maintain a committee of previously elected Forum chairs to be convened at the request of the current Forum chair. This committee shall offer advice and counsel to the Forum chair on general issues of concern. D. Creation and Continuance of Other Committees Any Employee can present to the Forum in writing a proposal for the establishment of a new Forum committee, or the restructuring of a current one. Proposals will be discussed by the Executive Committee and brought before the entire Forum for a vote. All committees of the Forum will be reviewed by the Executive Committee when warranted, but at least biannually, to determine their continuing relevance. Committees judged no longer to have relevance will be brought before the entire Forum for a vote on possible discontinuance.
X. Amending the Guidelines Recommendations for changes to The Employee Forum Guidelines must be approved by a two-thirds vote of the Delegates present (quorum required) provided that the measure be given to Delegates at one monthly Forum meeting and only voted upon at the subsequent Forum meeting. In keeping with the spirit of cooperation and communication, recommendations for changes to The Employee Forum Guidelines shall be communicated to the Chancellor. As part of its committee charge, the Executive Committee will determine the necessity and timetable for an annual review of the guidelines. Appendix I. Election of Officers 1. When and By Whom Election of officers shall be held at the June monthly meeting and conducted by the outgoing Chair. In the event the Chair is nominated for re-election, the responsibility shall pass to the Vice Chair then the Secretary. In the event that both of these officers also are nominated for re-election or are no longer a Delegate, elections shall be conducted by a Delegate of the Forum appointed by the Executive Committee. 2. Nominations The Membership & Assignments Committee shall present a slate of nominees for each office at the May meeting. The May Forum meeting will be attended by new Delegates, continuing Delegates, and outgoing Delegates. The meeting shall include time for five minute presentations by each candidate and one of his or her supporters (a total of ten minutes of speeches by the candidate and his or her nominator). Further nominations may be made from the floor for each office at the time of the election in June. Nominees must agree to accept their nomination. Any candidate nominated from the floor at the June meeting may speak for five minutes and may have someone else (a nominator or supporter) speak for five minutes in his or her behalf (a total of ten minutes of speeches by the candidate and their nominator.) If anyone nominated from the floor chooses to speak, any previously nominated candidate for the same office may also speak for five minutes. This is in addition to the time at the May meeting so that Delegates are reminded equally of all candidates. The Forum Assistant shall keep time during presentations and will notify the Chair when a speaker has run out of time. Candidates who are nominated in advance and those who are nominated from the floor shall all be encouraged to make the same amount of information available to voters. That is, nominees from the floor may make an information sheet available at the June meeting, but it should conform to the same format as the information sheets used for prior-named nominees. If candidates want to mail additional information about themselves to members of the Forum, they may do so. However, each candidate should make only one mailing. A call for nominations will be made at the April meeting. The Membership & Assignments Committee shall send a letter to continuing and new Delegates soliciting nominations before the April meeting. Delegates are encouraged to nominate others or themselves. Those nominees who have their names submitted to the Membership & Assignments Committee at or before the April meeting should submit a biographical sketch in the appropriate format for distribution to voters. This sketch shall not exceed 250 words and shall deal only with the qualifications, achievements and ideas of the candidate. Characterizations or criticisms of other candidates or factions, by name or implication, shall not be allowed. The Membership & Assignments Committee shall pass judgment as to the fitness of all submitted sketches, insuring that all are in compliance with the required format. Candidates and their supporters are encouraged to follow the spirit of these precepts in their verbal presentations and other campaigning. Each candidate will be encouraged to make a photograph of himself or herself available. The Forum will arrange and pay to have B&W photographs made so they are all similar. Candidates shall not be required to have a photograph available. If photographs are available, photocopies shall be included on the candidate information sheet mailed to Forum Delegates. Nominees from the floor may include a photograph on information they distribute at the June meeting. All sketches shall be forwarded to the Forum Office for inclusion in the agenda packet preceding either the May or June meeting. Sketches shall be presented in alphabetical order by office, with no sketch given favored status. 3. Eligibility Officers must be elected Delegates at the time of their election and during their term in office. 4. Election Elections shall be by written ballot at the June meeting. A candidate must win a majority vote to gain election; in cases when no candidate gains a majority, the two candidates with the most votes in the first round of balloting shall participate in a run-off election, with the candidate winning the majority of votes in the run-off gaining office. If there is but one nominee for each office, then by general consent, the ballot will be dispensed with and a voice vote taken. If there are nominations from the floor for one or more offices, separate elective ballots for each such office shall be taken, called for in sequence. All new, continuing and outgoing Delegates will be asked to participate in the voting process at the monthly June meeting. 5. Absentee Ballots Absentee ballots will be accepted for Forum officer elections if received by 4:00 p.m. the day before the Forum meeting when voting will be conducted. It is the responsibility of the voter to ensure delivery of an absentee ballot by 4:00 p.m. The Forum Assistant will be responsible for accepting absentee ballots and for noting who has received them. On the day of voting, each Delegate will be handed a ballot after they are seated. The Forum Assistant will ensure that anyone who received an absentee ballot and is at the meeting on the day of voting will have his or her absentee ballot returned unopened and will vote on the regular ballot. Absentee ballots by electronic mail or on paper are acceptable. Votes cast by absentee ballot shall count in all subsequent run-off elections.
Appendix II: Election of Delegates of The Employee Forum to The University of North Carolina Staff Assembly 1. Method of selecting Staff Assembly DelegatesEach elected Delegate shall be elected to serve a Three year term, from July 1st of the year of their election to June 30th, three years hence or until their successors are selected, except for the Employee Forum Chair who serves automatically for the duration of his or her tenure. To ensure continuity, terms will be staggered to comply with standards set out in the Staff assembly by-laws.(section B.2)
2. Special Appointments of Staff Assembly Delegates
In the event that the Employee Forum cannot fill one or more of its allotted Staff Assembly Delegate positions due to the resignation and/or termination of elected Delegates, the Forum Chair shall have the authority to appoint Delegates from a list of candidates who have been approved by a quorum of the Employee Forum Executive committee. These newly appointed Delegates shall serve until the next available election cycle, at which point they may be elected subject to election guidelines. Delegates appointed to the Forum in this way may serve no longer than one year, and such service shall not count against their eventual election term as Staff Assembly Delegates.
3. Responsibilities of UNC-Chapel Hill Forum Elected/Appointed Delegates to the UNC System Staff Assembly
All delegates to the UNC Staff Assembly (STAFF ASSEMBLY) elected from the UNC-Chapel Hill Forum (FORUM) will observe the following policies in their actions at the STAFF ASSEMBLY:
MSWord (.doc) version of the Guidelines
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