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Employee Interest Groups (EIGs) Policies & Procedures

Published: October 22, 2024

Section 1 – Description

The Administrative & Professional (A&P) Association enables members to create and participate in Employee Interest Groups (EIGs). EIGs are meant to serve as a means for small groups of A&P staff to come together to participate in a shared interest that may or may not be relevant to the university.  By participating in EIGs, A&P staff shall have the opportunity to create meaningful connections with their peers in smaller settings in a more informal environment.

Section 2 – Creating an EIG

Minimum Requirements to Create an EIG

In order to form a new EIG, all of the following criteria must be met, and approval must be obtained by a simple majority vote of the A&P Steering Committee:

  1. There must be an EIG captain that will serve as the leader of the EIG.
  2. The captain must be a full-time A&P employee at UNF in good standing.
  3. The captain must agree to the responsibilities outlined in this section.
  4. In addition to a group captain, there must be at least four (4) other full-time A&P staff willing to be members of the EIG.
  5. All members of the EIG must be full-time A&P employees in good standing with UNF.
  6. EIG’s must have a clearly stated mission and purpose. This mission and purpose cannot be similar in nature to that of another EIG as determined by the A&P Steering Committee.
  7. The mission and purpose of an EIG cannot serve a single UNF department, area, or group. Membership must be open to all A&P members as outlined in the A&P Association bylaws.

Responsibilities of the EIG Captain

  1. The EIG captain must maintain an active roster of all active EIG members.
  2. The captain is responsible for recruiting new members; and must agree to have their name and email address posted on the A&P website so that potential members can contact them. Captains must be reasonably responsive to inquiries from members and potential members.
  3. The captain is responsible for organizing regular meetings and posting them on the UNF master calendar.
  4. The captain is responsible for settling disputes amongst EIG members.
  5. The captain is responsible for renewing their EIG with the A&P Association annually.
  6. The captain may delegate their responsibilities to other club members, but is ultimately accountable for the EIG meeting its requirements for active status.

Process to Form an EIG

  1. The EIG captain must complete the New EIG approval form and provide the following information:
    1. A mission statement for the EIG.
    2. A description of the group’s purpose with an outline of activities that the EIG will engage in.
    3. A roster of at least four (4) A&P members who will be the EIG members, for a total of five (5) members including the captain.
  2. Submissions are reviewed by the A&P Steering Committee for approval at every regular meeting.
    1. The captain will be notified in writing of the Steering Committee’s decision. The decision of the Steering Committee is final.

Section 3 – Renewing an EIG

  1. All EIG’s must submit the renewal form by August 30 annually. EIGs that submit for renewal will be reviewed in September of every year.
  2. The minimum requirements outlined in Section Two must be met by the EIG at the time of renewal in order to be eligible.
    1. Renewal of an EIG is subject to approval by the A&P President or designee.

Process to Renew

  1. The EIG captain must complete the EIG Renewal Form and provide the following information:
    1. Confirmation that the EIG meets the minimum requirements outlined in Section Two of these policies.
    2. A current roster of active members.
    3. If applicable, any changes to the EIG’s mission and/or purpose.
  2. The form must be completed by the deadline provided in Section Three, but no sooner than twenty (20) business days prior to the deadline.
  3. The A&P President or designee shall review all requests for renewal and inform the EIG captains of their decision in writing no later than October 31  of every year.
    1. EIGs pending renewal are still considered active.
    2. If approved, the EIG shall remain in active status and be required to renew again in the next year.
    3. If denied, the EIG shall lose active status immediately.
    4. The EIG captain may appeal the A&P President or designee’s decision to the A&P Steering committee in writing within fifteen (15) business days.
    5. The decision of the Steering Committee is final and may not be appealed further.

Section 6 – Rules

  1. EIGs must maintain active status in order to meet and be recognized as a sanctioned group by the A&P Association.
  2. EIG activities must comply with all established university policies and regulations.
  3. EIGs must only engage in activities relevant to their stated mission and purpose.
  4. Employees participating in EIG activities should coordinate with their direct supervisor if the activities take place during normal business hours.
  5. EIGs are prohibited from requiring their members to provide payment towards EIG initiatives, events and/or other activities.
  6. All EIG meetings and events must be placed on the UNF master calendar.
  7. The A&P President or designee may cancel any EIG activity, event or meeting if it is deemed in the best interest of the A&P Association and/or the university.
    1. This decision is final and cannot be appealed.