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Delegate Handbook

 

  • The Employee Forum of the University of North Carolina at Chapel Hill was established in March 1992.
  • The Forum’s office is located at 134 East Franklin St, Room 207.
  • The staff liaison is Matt Banks (962-3779, forum_office@unc.edu).
  • Website: https://www.employeeforum.unc.edu/

 

Mission

 

The University of North Carolina at Chapel Hill Employee Forum is an organization of SHRA and EHRA non-faculty Employees elected by their peers.  The Forum’s mission is to advocate for and constructively address the challenges, needs, and opportunities of UNC-Chapel Hill Employees. It will:

 

  • Seek out the issues, interests, ideas, and participation of Employees
  • Develop proactive, progressive recommendations to advise the Chancellor and their designees on University issues
  • Actively follow up with Administration to ensure recommendations are being implemented
  • Provide effective communication among all levels of Employees, faculty, students, and the administration, while keeping Employees informed about cross-campus initiatives
  • Foster and engage an open and positive environment throughout the University community
  • Support the University’s mission of teaching, research, and public service

 

Vision

 

The Employee Forum seeks to continually improve the quality of life at The University of North Carolina at Chapel Hill for its Staff, Students, and Faculty through mutual understanding, recognition of Employee contributions and respect for the worth of the individual.

 

Core Values

 

Employees:  The Employees of the University of North Carolina at Chapel Hill are the institution’s most valuable assets, and they are empowered to develop creative solutions to University problems.  We respect the contributions of each staff member and prosper when we promote the development of people.  We are proud of who we are, of our individual and collective contributions, and of the University we represent.

 

Partnerships:  The Forum encourages active, respectful interaction between all of its members and supports fruitful collaborations with the wider University community and others outside the University to improve quality of life and work relationships for our staff employees and the communities of which we are a part.

 

Professionalism:  We will be courteous, knowledgeable, honest, fair and understanding to everyone we encounter.  We maintain our image through appearance and demeanor, in a manner that reflects positively on the Employee Forum and the University.

 

Communication:  We encourage and participate in the flow of information within the Employee Forum and the University community.  We expect all of our employees to share information and ideas that promote open communication, enhancing learning, discovery, and performance.

 

Advocacy:  We aggressively identify problems by being active members of the University community.  We utilize sound problem-solving and listening techniques to solve problems, while keeping the University’s best interest in mind.  When presented with complex problems, we seek innovative solutions. We are committed to helping the University of North Carolina be the best public university in the country and will do our part to address situations that are contrary to this ideal.

 

Integrity:  It is incumbent upon all Employees to conduct themselves responsibly, honoring the highest moral and ethical standards.  We are uncompromising in our commitment to truth, honesty, and respect in all relationships.  We hold ourselves accountable for our actions and take pride in rendering a professional level of service to the University community.

 

Delegates’ Charge

 

I share the Employee Forum’s vision to seek to continually improve the quality of life at The University of North Carolina at Chapel Hill for its Students, Faculty and Employees through mutual understanding, recognition of Employee contributions and respect for the worth of the individual.

 

I promise to seek out the issues, interests, ideas and participation of Employees and to bring items needing further consideration to the Forum’s attention.

 

I also will endeavor to develop a greater understanding of the University’s operations and its personnel policies.

 

I will work to develop proactive, progressive recommendations and advocate these to the Administration and to Employees, and to provide an effective two-way communication link between the Administration and its Employees.

 

I will help foster an open, positive environment throughout the University and will support achievement of the University’s mission of teaching, research, and public service.

 

Delegates

 

The Employee Forum is composed of approximately 60 elected delegates. Each delegate serves a two-year term.  Each delegate may run for, and serve, three consecutive two-year terms as a delegate.  Upon completing three terms, the delegate may not serve for one year.

 

The Employee Forum is made up of nine divisions:

 

  • Division 1 – EHRA Non-Faculty
  • Division 2 – SHRA Service/Maintenance
  • Division 3 – SHRA Skilled Craft
  • Division 4 – SHRA Administrative Support (Academic Affairs)
  • Division 5 – SHRA Administrative Support (Health Affairs)
  • Division 6 – SHRA Administrative Support (Other)
  • Division 7 – SHRA Technical
  • Division 8 – SHRA Professional
  • Division 9 – EHRA Executive/Administrative/Managerial

 

Delegates engaged in regularly scheduled Employee 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 activities.

 

Delegates shall attend all monthly Employee Forum meetings, community meetings, committee meetings and the Annual Retreat.  It is the responsibility of each delegate to be aware of the needs and concerns of those whom he or she represents.  Each delegate must present to the Employee Forum those items that are pertinent to his or her electoral division or to the University as a whole.  Delegates should endeavor to develop a thorough understanding of the laws and procedures that are established by the State and by the University to ensure the equitable performance of its functions with regard to its Employees, such as employment opportunities, affirmative action, quality supervision, fringe benefits, grievances, and appeal procedures, and hiring practices.

Officers

 

Chair – The Chair is responsible for conducting Employee Forum meetings and Executive and Committee Chair meetings. The Chair may appoint committee chairs if necessary and serve as an ex-officio, non-voting member of each committee. The Chair shall serve as liaison between the Employee Forum, the Faculty Council and the Student Body. Duties of the Chair shall include meeting periodically with the Chancellor, the Vice Chancellor for Human Resources and Equal Opportunity and Compliance and other appropriate University officials. The Chair shall also serve on a variety of standing University Committees such as a representative to the Audit and Finance Committee of the University Board of Trustees and to the Board of Trustees. The Chair may appoint delegates to replace those who have not participated actively in their committee assignments.  The Chair is also responsible for writing the year-end annual report and highlights page.  The Chair’s department receives a stipend to offset the costs of the Chair’s time spent on Forum business.

 

Vice Chair – The Vice Chair shall chair the Employee 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 Community meetings.

 

Secretary – The Secretary of the Employee Forum is responsible for providing the minutes for all Employee Forum monthly meetings. The Secretary shall maintain a roster of 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.

 

Treasurer – The Treasurer of the Employee Forum is responsible for its financial policies and procedures and controls the Employee Forum’s funds. The Treasurer shall make monthly financial reports to the Executive Committee and quarterly financial reports to the Employee Forum. The Treasurer shall approve all non-personnel-related expenditures of funds from Employee Forum accounts.

 

Parliamentarian – The Parliamentarian of the Employee Forum advises the presiding officer and other officers, committees, and members on matters of parliamentary procedure. The Parliamentarian is elected for one two-year term by the full Forum. The Parliamentarian shall have no voting rights.

 

Election of Officers

 

A call for nominations will be made at the April Employee Forum meeting.  Delegates are encouraged to nominate others or themselves.  The Membership & Assignments Committee shall present a slate of nominees for each office at the May meeting.  Candidates and nominators will each have five minutes to speak.  Further nominations may be made from the floor during the June meeting.

 

Elections are held during the June meeting.  A candidate must win a majority vote to be elected.

Monthly Meeting

 

Monthly Employee Forum meetings are held on the first working Wednesday of each month (with a few exceptions on weeks with university holidays).  They are typically conducted via Zoom at 9:15 am.

 

During the meeting, delegates must be recognized by the Chair to speak.  Delegates should identify themselves by name and division before speaking.

 

The Agenda for each monthly meeting usually follows this format:

I.  Call to Order

II. Welcome Guests & Members of the Press

  • Special Presentations

III. Human Resources Update

IV. Consent Agenda

  • Special Presentations
  • Approval of Previous Month’s Minutes
  • Committee Reports

V.  Old Business

VI. New Business

VII. Announcements/Questions

VIII. Adjournment

Listservs

There are two listservs to which all elected Employee Forum delegates are subscribed from the time of their election to the Forum:

 

eforum@listserv.unc.edu is an unmoderated list open only to current and former Forum delegates and alternates.  Current Forum delegates do not require administrator approval before posting on this list.  New delegates’ names are subscribed according to the e-mail address supplied on their verification form.

 

ef-current@listserv.unc.edu is a listserv for current Forum delegates only.

Listserv etiquette

 

The listservs are for University and Forum business only and should advance the Forum’s mission.  Stated simply, listserv etiquette is consideration for the work time and attention of the other Employees subscribed to that list.  Every e-mail sent out to a listserv is sent to tens or even hundreds of people.  Therefore, posts should be worth interrupting the workday of tens or hundreds of people.  These particular rules should be observed:

 

  • No “me too” or “I agree” posts.
  • No message to the listserv that really addresses just one person.
  • No “spam” messages, chain letters or commercial offers.

 

Finally, remember that no e-mail is completely private.  Nothing should be posted that cannot be shared with the rest of the world.

 

Annual Orientation

 

An Employee Forum orientation will be held for new delegates before being sworn in.

Annual Retreat

 

An Employee Forum Retreat shall be held annually.  Committee officers are required to present annual reports.  Delegates will have the opportunity to join new committees and plan for the yearly agenda.

Community Meetings

             

There will be at least one public forum annually to allow for feedback and input from Employees at large.

 

Committees

 

Each delegate must serve on at least one committee.  Delegates engaged in regularly scheduled Employee 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 activities.  The committees are where the “real work” of the Employee Forum is conducted.  Each committee submits monthly minutes to the Forum Office and an annual report at the end of the academic year.

 

The Employee Forum committees and subcommittees currently available are:

 

Executive Committee: This committee is comprised of the Chair, the Vice Chair, the Secretary, the Treasurer, UNC System Staff Assembly Delegates, the chair of each Employee Forum committee and one Delegate from each electoral Division of the Forum. It makes representative decisions for the Forum in emergency situations, develops monthly agendas for the entire Forum, annually reviews the Forum Guidelines and budgets, and recommends motions to the Forum. This committee will handle planning for the Forum’s community meetings. The officer elections for the Employee Forum are held in June each year, with the wider Executive Committee (division representatives and committee chairs) selected at the Annual Retreat.

 

Chancellors’ Cup Golf Tournament Committee (ad hoc):  This committee works closely with the UNC Chapel Hill Staff Assembly delegates to plan/carry out UNC Chapel Hill’s involvement in the Chancellors’ Cup Golf Tournament.

 

Communications and Public Relations Committee: This committee publishes InTouch, the Employee Forum’s monthly newsletter, and maintains the Employee Forum’s website and social media accounts. The committee also works to increase staff engagement and comradery through the annual Scavenger Hunt and Employee Forum Book Club.

 

  • Book Club Subcommittee: This committee plans and carries out arrangements for the monthly book club meetings held by the Forum.

 

Community Service CommitteeThe Employee Forum’s Community Service Committee works to strengthen and transform our campus through public service by finding, advertising, and creating volunteer opportunities in the hopes of fostering an engaged and active commitment to our university and wider community.

  • Carolina Blood Drive Planning Subcommittee: This committee is meant to plan and host the University’s two staff-directed blood drives which are administered by the Red Cross. The Carolina Blood Drive is held annually in June, while the Holiday Carolina Blood Drive is held in December.
  • Carolina Community Garden Subcommittee: The Carolina Community Garden (CCCG) aims to grow vegetables and fruit so that all employees have access to fresh, sustainably grown produce through the shared efforts of staff, students, faculty, and local residents, while also serving as a learning opportunity for developing gardening skills, healthy living, social responsibility, and interdisciplinary academic pursuits. An Employee Forum delegate serves as a liaison on this wider university committee as a part of the Employee Forum’s sponsorship of the Garden.

 

Diversity, Equity and Inclusion Committee:  The Employee Forum Committee on Diversity, Equity, and Inclusion strives to ensure diversity, equity, and inclusion matters of all employees— particularly those in marginalized communities— are addressed and at the forefront of the work of the Employee Forum. We operate under the principle that equity means leveling the playing field by providing resources and opportunities for underrepresented groups, with the understanding that creating equity allows everyone an opportunity to have a seat at the table, which promotes inclusion.

 

Leadership, Education and Career Development Committee: This committee develops policy for the Educational Assistance Program and recommendations to the Forum about use of the Staff Training and Development Fund. The committee also develops recommendations about programs for Employee training and development and serves as an advisory Committee to the Human Resources Training and Development department. The committee also handles the application and award process for the Carolina Family Scholarship.

 

Membership & Engagement CommitteeThis committee handles solicitation of employees to run for office as Forum delegates, Forum elections, the orientation of newly elected delegates, and the periodic review of representation and electoral divisions to ensure equitable allocation of Delegates.  The committee also solicits employees to serve on various University committees. The committee creates one larger database to serve these different functions in cooperation with the Forum Assistant. The committee’s chair will be the Secretary of the Employee Forum. Subcommittees include the Event Planning Committee.

 

Personnel Issues Committee: This committee conducts research and frames policy alternatives related to compensation and benefits, University and departmental policies and practices as they relate to individual employees and groups of employees, and campus-wide organizational development activities such as Carolina Service.

 

Recognition and Awards Committee: This committee is responsible for overseeing the annual Peer Recognition Awards.

 

Rules Committee (ad hoc):  This committee works closely with the Forum Parliamentarian to carry out implementation of the Forum’s Standing Rules document, among other tasks.

 

The Employee Forum also has delegates who sit on university-wide committees. Those university-wide committees with EF representation currently include:

 

  • Advisory Committee on Transportation & Parking (ACT)
  • Buildings & Grounds
  • Campus and Community Advisory Committee (CCAC)
  • Carolina Center for Public Service Advisory Committee
  • Carolina Next Advisory Committee
  • Carolina Peer Support Collaborative
  • Diversity, Equity, and Inclusion Council
  • Equal Opportunity and Compliance Policy Advisory Group
  • Policy Review Committee
  • Staff Advisory Committee to the Chancellor (STACC)
  • Student Stores Advisory Committee
  • Tuition and Fee Advisory Task Force (TFAT) / Student Fees Advisory Subcommittee (SFAS)

 

 

Forum Bylaws

 

The Employee Forum Bylaws were last revised in August 2020.  They can be found in their entirety on the Forum website, at https://employeeforum.unc.edu/bylaws/.

 

Vice Chancellor Representatives’ Meeting

 

Employee Forum members also meet with the Vice Chancellors and their representatives periodically to discuss business relevant to University Employees.

Staff Advisory Committee to the Chancellor (STACC)

 

Employee Forum division representatives comprise half the delegation on STACC, with the Employee Forum Chair and Vice Chair serving as co-chairs. The other half of the delegation is comprised of chancellor-appointed members. STACC members serve as a sounding board for the Chancellor, share concerns, make suggestions, offer guidance, and advocate for the needs of staff employees with the Chancellor and their leadership team.

 

UNC System Staff Assembly

 

The Employee Forum elects three representatives to the UNC System Staff Assembly in June.  Upon election, Staff Assembly delegates shall be voting members of the Employee Forum Executive Committee.  The Staff Assembly Delegates will represent the majority will of the Employee Forum and will report to the Employee Forum in the same manner as Employee Forum Committees.

 

Conduct Agreement

 

The University of North Carolina at Chapel Hill Employee Forum is a group of SHRA and EHRA Non-faculty Employees elected by their peers.  The Forum seeks to continually improve the quality of life for Students, Faculty and Employees at the University through mutual understanding, recognition of Employee contributions and respect for the worth of the individual. Participation in the organization’s programs is subject to the observance of the organization’s rules and procedures. The activities outlined below pertain to all forms of communications and interactions, including both face-to-face interactions and interactions occurring via email, listserv, or other electronic/digital media. Any delegate who violates this agreement may be removed from the Forum for cause by the Forum Chair or by a simple majority vote by the Employee Forum.

 

Respectful and professional conduct:  Forum delegates represent their divisions and the University. Therefore, in all endeavors they shall conduct themselves in a manner in which their constituencies deserve to be represented.

  • Members will address and converse with everyone using courteous, respectful and non-abusive language at all times.
  • Members will follow the University’s ONYEN Policy, found at https://help.unc.edu/1687, while conducting Forum business. A member must follow the stated rules of conduct in all emails.
  • Forum representatives are encouraged to freely share Forum and committee documentation through emails or other electronic/digital media to facilitate their work process. Appropriate discretion should be used when opening communication channels with outside entities. Any outside sharing of Forum business communication through such channels must be agreed upon beforehand by all contributors.
  • Members will attend all required meetings as outlined in the Forum Bylaws. The Forum secretary will notify a delegate if that person is delinquent. Delegates are required to serve actively on at least one Employee Forum committee. Only Delegates may serve as Chair or Co-Chair of these committees. Appropriate steps will be taken to remove delinquent members, as outlined in the Forum Bylaws.

All provisions are stated with the purpose not of limiting but rather of fostering a safe environment allowing a fair exchange of thoughts and ideas on a variety of subjects. All voices shall be respectfully heard. All members will be held to the same standard.

Failure to adhere to these standards and provisions may result in corrective action, which may include removal.

 

Consequences:  Any Employee Forum member may request a vote for recall or no confidence of a Forum delegate or Staff Assembly delegate who fails to uphold this Agreement. A 2/3 majority vote is required by the Employee Forum. However, the Forum Chair has the executive power to remove a member for cause. The member involved in a disciplinary action will have the option to resign before any action is taken.

 

Certain egregious conduct does not require any previous warnings, and the Forum member will face an immediate vote of recall identical to the voting procedure outlined above, except the member will not have the option to resign if recalled.  The Forum Chair may use their executive power without a vote to remove a member for cause, defined as:  Actual or threatened violence toward any individual or group while conducting Forum business.

  • Conduct endangering the life, safety, health, or well-being of others while conducting Forum business.

Forum delegates must affirm the following:

I have read and I understand the Employee Forum’s Conduct Agreement. I agree to abide by the rules described above and understand that I may be removed as a delegate if I violate any of these provisions. By the action of accepting my elected or appointed post, I agree to uphold this Conduct Agreement and the Bylaws set forth by the UNC Employee Forum.