University Staff Shared Governance Participation

Functional Owner	Assistant Vice Chancellor for Human Resources
Executive Sponsor	Vice Chancellor for Finance and Administration
Policy Contact	Employment Relations Program Coordinator

Policy Summary

The purpose of this policy is to clarify the roles and responsibilities of university managers/supervisors and University staff members who may participate in university staff shared governance activities. Participation in shared governance activities by university staff employees is encouraged by the university administration; however, participation in activities which remove the employee from the workplace must be balanced, in frequency, duration, timing and movement of responsibilities through prior planning and discussion by both the supervisor and the employee in order to ensure that the university’s operational needs are achieved. It is anticipated that these participation activities may be a few hours each month for congress members, or a few hours each week for central committee members to participate in shared governance meetings and related duties.

Who This Policy Applies To

This policy applies to University Staff employees.

Policy Detail

1. University Staff Shared Governance Central Committee Members

   This section of the policy applies to the eight elected members of the University Staff Central Committee (USCC), excluding the chair.

   1. It is encouraged that the supervisor and USCC member work closely together to collaboratively manage workplace duties in light of the additional responsibilities related to central committee membership. Employees and supervisors are encouraged to consider alternate work patterns, such as flex time, to accommodate work obligations. However, it is ultimately the responsibility of the supervisor to manage the employee’s workplace absences because of these governance responsibilities.
   2. USCC members shall provide their supervisor with reasonable notice as identified by the procedures in place in the employee’s division or department prior to a meeting or event and shall attend without loss of pay, including reasonable travel time. Requests to attend these activities may be denied only in exceptional circumstances after consultation with the divisional HR representative. USCC members will not go into overtime pay as a result of USCC related activities without prior authorization from their supervisor.
   3. Participation under this provision includes, but is not limited to, attendance at USCC meetings, university staff congress meetings, university staff district/caucus meetings, university staff forums, search and screen committees, USCC and university staff congress committees/subcommittees, Faculty Policies and Procedures (FPP) Chapter 6 committees, university staff receptions and election activities.
   4. USCC members shall be provided with a reasonable amount of time to prepare for meetings, including time to view web pages and documents, as well as read and send emails in accordance with their USCC duties while in pay status.

2. University Staff Shared Governance Chair

   1. The university staff shared governance chair is elected for a one-year term and will have additional duties and responsibilities exceeding those of other central committee members. Management within the division employing the chair should explore reducing and/or reassigning job responsibilities in order to accommodate the chair’s additional time commitments and responsibilities.
   2. The USCC chair shall provide their supervisor with reasonable notice as identified by the procedures in place in the employee’s division or department prior to a meeting or event and shall not be out of pay status when participating in these shared governance duties. Denial of requests to perform these governance activities will only occur based on exceptional circumstances and will require consultation with the divisional HR representative. The USCC chair will not go into overtime pay because of USCC related activities without prior authorization.
   3. Governance activities under this provision includes the central committee membership activities (see above, section A, 2), as well as other activities unique to the chair’s responsibilities as a member of the university’s shared governance body.
   4. Additionally, the chair’s duties may also require them to view web pages and documents, as well as read and send emails in accordance with their USCC and university shared governance duties while in pay status, unless directed not to do so by their supervisor. Supervisors continually not allowing the chair to perform the mentioned activities should be referred to OHR for review.

3. University Staff Shared Governance Congress Members

   This section of the policy applies to those university staff members and alternates elected to the university staff shared governance congress.

   1. It is encouraged that the supervisor and Congress member work closely together to collaboratively manage workplace duties in light of the additional responsibilities related to Congress membership. Employees and supervisors are encouraged to consider alternate work patterns, such as flex time, to accommodate work obligations. However, it is ultimately the responsibility of the supervisor to manage the employee’s workplace absences because of these governance responsibilities.
   2. Congress members shall provide their supervisor with reasonable notice as identified by the procedures in place in the employee’s division or department prior to a meeting or event and shall attend without loss of pay, including reasonable travel time. Requests to attend these activities may be denied only in exceptional circumstances after consultation with the divisional HR representative. Congress members will not go into overtime pay as a result of Congress related activities without prior authorization from their supervisor.
   3. Participation under this provision includes, but is not limited to, attendance at Congress meetings, university staff district/caucus meetings, university staff forums, search and screen committees, university staff congress committees/subcommittees, FPP Chapter 6 committees, university staff receptions and election activities.
   4. Congress members shall be provided with a reasonable amount of time prepare for meetings, including time to view web pages and documents, as well as read and send emails in accordance with their Congressional duties while in pay status.

4. University Staff Employees

   This section of the policy applies to all university staff members not covered by the previous two sections.

   1. University staff members shall be granted annually a reasonable amount of time to participate in shared governance activities without loss of pay, including reasonable travel time, as determined by the division. Employees who indicate to their supervisor an interest in attending events scheduled outside of their normally scheduled work hours (e.g. 3^rd shift employee who wishes to attend a central committee meeting scheduled for 3 p.m.) should work with their supervisor to modify their work schedule to accommodate participation. Except in exceptional circumstances, University Staff members requesting to attend USCC meetings or functions must submit the request to their supervisor in accordance with the procedures in place in the employee’s division or department, but no less than 72 hours prior to the event for approval. Divisions or departments may require more notice based on the operational needs and/or scheduling requirements of the unit or position. Requests should be granted when possible, but may be denied based on the operational needs of the department. University staff employees will not go into overtime pay as a result of shared governance related activities without prior authorization from their supervisor.
   2. Participation under this provision includes, but is not limited to, attendance at USCC meetings, university staff congress meetings, university staff district/caucus meetings, university staff forums, USCC and university staff congress committees/subcommittees, FPP Chapter 6 committees, university staff receptions and election activities.
   3. University staff members shall be provided with a reasonable amount of time prepare for meetings, including time to view web pages and documents, as well as read and send emails in accordance with their shared governance duties while in pay status.

Link to Current Policy

https://kb.wisc.edu/ohr/policies/page.php?id=68851