Employee Relations Advisory Organization Procedure

Procedure No.: HR0630 Section: 600
Effective: 1/1/09

Objective:

To define the structure of the Employee Relations Advisory Organization (ERAO) for UT Knoxville (UTK); University-Wide Administration (UWA); the Institute for Public Service (IPS); the Graduate School of Medicine (GSM); and the Institute of Agriculture

Procedure:

I. Employee Relations Organizations

A. Employee Relations Committees (ERC)

  1. The University Wide Administration (UWA) Employee Relations Committee consists of elected members who represent non-exempt employees in the University-Wide Administration, the Institute of Public Service, and the Graduate School of Medicine. This committee serves as an advisory body to administrators and is composed of the following:
    1. Chair: Vice President and Treasurer
    2. Secretary: Executive Director of Human Resources, UTK
    3. One or more representatives from each of the following:
      1. Administration and Finance
      2. Administrative Services
      3. Alumni Affairs/Development
      4. Business Services
      5. Graphic Arts and Mail Services
      6. Graduate School of Medicine – Clinical Education
      7. Graduate School of Medicine – Clinical Practice
      8. Graduate School of Medicine – Research
      9. Information Technology
      10. Institute for Public Service – Knoxville Area
      11. Institute for Public Service – Out of Town
      12. Men’s Athletics
      13. Transportation Services
      14. Treasurer’s Office
      15. Women’s Athletics
      16. University-Wide Administration Human Resources
  2. UT, Knoxville (UTK)
    There are three Employee Relations Committees which serve as advisory bodies to the Vice Chancellors. These are composed of the following:

    1. Academic Affairs
      1. Chairs: Provost, and Vice Chancellor for Research
      2. Secretary: Executive Director of Human Resources, UTK
      3. One or more representatives from each of the following:
        1. Academic Programs
        2. Arts and Sciences
        3. Business Administration
        4. Communication and Information Sciences, Nursing
        5. Education, Health and Human Sciences in HPER, Bailey & Claxton
        6. Education, Health and Human Sciences in Jessie Harris & Conference Center Building
        7. Engineering
        8. Enrollment Services
        9. Law
        10. Libraries
        11. Provost
        12. Research
        13. University Outreach
    2. Administration/Student Affairs
      1. Chairs: Vice Chancellor for Student Affairs; Vice Chancellor for Communications and Media
      2. Secretary: Executive Director of Human Resources, UTK
      3. One or more representative from each of the following:
        1. Alumni Affairs/Development
        2. Chancellor’s Office
        3. Communication/Media
        4. Disability Services and University Center
        5. Human Resources, Knoxville Campus
        6. Student Activities
        7. Student Affairs/Services
        8. Student Health Services
        9. University Housing – Administration and Clerical
        10. University Housing – East Apartments
        11. University Housing – West Apartments
        12. University Housing – East Area Residence Halls
        13. University Housing – West Area Residence Halls
    3. Operations
      1. Chair: Vice Chancellor for Finance and Administration
      2. Secretary: Executive Director of Human Resources, UTK
      3. One or more representative from each of the following:
        1. Air Conditioning
        2. Building Services
        3. Campus Vending
        4. Carpentry, Lock & Key
        5. Dining Services
        6. University Center Book and Supply Store
        7. Electric Shop
        8. Facilities Services/Arena
        9. Grounds
        10. Office Services (Facilities Services)
        11. Parking Services
        12. Plumbing Shop
        13. Police Control
        14. Preventive Maintenance
        15. Steam Plant
        16. Vice Chancellor’s Office
  3. Institute of Agriculture
    There is one Employee Relations group which serves as an advisory body to the Vice President of the Institute of Agriculture. It is composed of the following:

    1. Chair: Vice President, Institute of Agriculture
    2. Secretary: Executive Director of Human Resources, UTK
    3. One or more representative from each of the following:

B. Employee Relations Board

  1. Chair: President
  2. Secretary: Vice President and CHRO
    The Employee Relations Board consists of elected representatives of campuses or Employee Relations Committees from each campus unit and serves as an advisory group to the President and other University administrators

II. Elections

A. University-Wide Administration, Graduate School of Medicine, Institute for Public Service, Institute of Agriculture, and University of Tennessee, Knoxville, ERC Committee Elections:

  1. The Executive Director of Human Resources, UTK, in conjunction with the Senior Unit or Department Official, determines the number of elected representatives needed on each committee and the employee group(s) to be represented by each representative.
  2. The Executive Director of Human Resources, UTK, or designee, will meet with each group of employees to inform them of the total program and explain the election process.
  3. The Executive Director of Human Resources, UTK, or designee, will conduct an election in each group in accordance with the following procedures: each group of employees will nominate one or more members to serve as the employee representative. The nominees who meet the eligibility requirement of one year of continuous service with the university, and are employed in a non-supervisory position, will be voted upon by either a secret ballot or voice vote if the election in conducted in person or secret ballot if conducted electronically. The nominee receiving a simple majority of the votes cast shall be designated as the employee representative. Additionally, the group should elect an alternate to attend the meeting in place of the representative as the need arises, and assume the role of the representative should the elected representative abdicate his/her position. The names of the representative and alternate should be appropriately publicized or posted.
  4. Elected representatives will serve a two-year term and are eligible for re-election. Special elections may be held in cases when terms of office of both the representative and the alternate cannot be completed or when two-thirds of the represented employees petition the Executive Director of Human Resources, UTK, for replacement of a representative in office.
  5. Elected representatives are expected to attend all scheduled meetings. Should an employee representative fail to attend the majority of scheduled committee meetings, the Executive Director of Human Resources, UTK, in conjunction with the Senior Administrative Officer of the committee may decide to replace the representative.
  6. The employee relations representatives’ terms run from January 1st of odd-numbered years through December 31st of even-numbered years.

B. Employee Relations Board

The Employee Relations Board members will be selected as follows:

  1. During the February meeting of odd-numbered years, employee relations representatives will announce their interest in serving on the Employee Relations Board. Any elected representative is eligible to serve on the Employee Relations Board.
  2. During the March meeting of odd-numbered years, each of the five Knoxville-Area committees will elect a representative to the Employee Relations Board to serve a two-year term. The biennial term is from April 1st of the odd-numbered year until March 31st of the next odd-numbered year.

III. Meetings

The Knoxville-Area Employee Relations Committees meet on a monthly basis, except for the committee representing the Institute of Agriculture, which meets every other month. The Employee Relations Board meetings are usually held twice a year. Supervisors should arrange for the employee representative to be away from his/her work site to attend these meetings and to render this service. No loss of pay is suffered by the representatives for time spent in this capacity.

IV. Records and Reports

Minutes of the committee and Board meetings will be prepared and distributed by the appropriate secretary.