UC Santa Barbara Policy 5830
Policies
Issuing Unit: Administrative Services Date: August 1, 1974
EMPLOYEE ORGANIZATIONS
I. REFERENCES:
A. Office of the President Policies on Relations with Employee
Organizations, dated February 27, 1974.
B. Acting President Wellman's memorandum to Chancellors, dated
September 25. 1967.
C. Regulations on the Use of University Facilities by Employee
Organizations, Santa Barbara, dated January 1, 1967; amended
July 20, 1970.
D. University of California Policies applying to Campus
Activities, organizations, and students, dated October 29,
1973.
E. UCSB Policies Manual, Policy 0610, Registration of Student,
Faculty and Staff Organizations.
F. UCSB Policies Manual, Policy 5860, Strikes and Work Stoppages.
G. UCSB Policies Manual, Policy 0614, Approval of Fund-Raising
Events.
H. University of California Accounting Manual, Section P-196-26,
Payroll: Employee Organization Dues Deduction.
I. UCSB Policies Manual, Policy 8605, Use of University Mailing
Lists.
II. POLICY:
A. General Principle:
Except as otherwise provided by this policy, University
employees shall have the right to form, join, and participate
in the activities of employee organizations of their own
choosing for the purpose of representation on matters of
employer-employee relations. University employees also shall
have the right to refuse to join or participate in the
activities of employee organizations and shall have the right
to represent themselves individually in their employment
relations with the University. There shall be no discrimination
against University employees exercising rights pursuant to the
terms of this policy.
B. Application:
This policy applies to all employee organizations and all
officers of employee organizations which have as a primary
purpose the representation of University employees in their
employment relations with the University. It applies to the
activities of all such organizations regardless of the academic
or nonacademic composition of their memberships. There are a
number of professional and other associations which do not have
as a primary purpose the representation of employees in their
employment relations with the University, but which may at
times participate in such activities. This policy applies to
such organizations and to the representatives of such
organizations only in the course of their conduct of
representational activities.
This policy does not apply to the activities performed by an
employee solely as a member of the Academic Senate or to the
activities of the Academic Senate itself.
C. Registration:
Employee organizations shall register in accordance with Policy
0610.
D. Use of University Facilities and Time:
1. Rooms and Space:
Registered employee organizations are permitted use of
campus rooms and spaces for meetings attended principally
by University employees and held outside the approved
working hours of the University employees attending,
subject to the availability of space, approval of usage by
the Personnel Manager or his designated representative,
and payment of extra cost incurred by such usage.
("Approved working hours" include rest periods.)
a. If non-University persons, except for registered
representatives of the organization, are to speak at
a meeting, the Personnel Manager or his designated
representative must be so notified 48 hours in
advance of the meeting.
b. Scheduling and assignment of space must be arranged
with the Campus Activities Office through the
Personnel Office.
2. Posting of Information:
Employee organizations are permitted use of campus
bulletin boards only for the purpose of communicating
information to employees relative to the purposes and the
functions of the organizations, subject to availability of
space, compliance with campus posting regulations, and
approval by the Personnel Manager or his designated
representative concerning the types of material that may
be posted. Continuing approval may be given for routine
announcements. Posting regulations specify that material
may be placed on general-purpose bulletin boards, moveable
stands, and the kiosk in front of the Library with the
following provisions:
a. Bulletin boards and moveable stands in the residence
halls area are regulated by the Residence Halls
Association.
b. All bulletin boards not identified as "general
purpose" are provided for official University
business. Such boards are assigned to specific
departments for their use. Approved material may be
posted on such boards with prior authorization from
the department head when space is available.
c. Kiosks in front of Campbell Hall and the Speech and
Dramatic Art Building are regulated by the Committee
on Arts and Lectures and the Department of Dramatic
Art, respectively.
d. Posted material must be identified by the name of
the registered employee organization and ordinarily
should be removed within ten days of posting. The
written approval for posting by the Personnel Manager
or his designated representative must be noted on the
posted material.
e. Movable stands should not be located inside of
buildings or where the free flow of traffic will be
impaired.
f. Material of any nature may not be posted on campus
buildings or sidewalks or on any tree or fixed poles.
g. Posters or announcements may not be placed on an
automobile without the consent of the owner.
3. Distribution of Materials:
Registered employee organizations are permitted to
distribute noncommercial materials after written approval
by the Personnel Manager or his designated representative
and only if such distribution does not interfere with
University functions or interrupt the free flow of
traffic, except:
a. Literature shall not be distributed or tables set up
in any building or within 25 feet of the entrances to
buildings other than in the room in which the
organization is holding a meeting.
b. Prior authorization from the Residence Halls
Association is required to distribute materials in
that area.
c. Distributed materials shall clearly indicate the name
of the registered employee organization.
4. Mailing lists and Mail Service:
Employee organizations may use University mailing
lists only in accordance with Policy 8605. Employee
organizations shall not be permitted the use of the
University mail service.
5. Telephone Service:
Employee organizations shall not be permitted the
use of the University's intercampus telephone system
(tieline).
6. Membership Solicitation, Dues and Fund Raising:
Employee organizations are permitted to collect
dues on campus only outside of approved working hours and
are permitted to conduct membership solicitation and
fund-raising activities only outside approved working
hours of the department and subject to campus regulations
and to the related requirements as indicated in Policy
0614.
7. Use of University Time:
Employees shall not conduct activities relating to
or attend meetings of employee organizations during
approved working hours except as necessary in the conduct
of formal appeals of employees or with the specific
written approval of the Personnel Manager or his
designated representative.
E. Visits of Employee Organization Representatives:
Representatives of employee organizations shall notify the
Personnel Manager or his designated representative in advance
of any occasion that they will be visiting the campus or other
UCSB property. Such notice shall include a statement of the
reason for the visit. Representatives of employee organizations
may make contact with individual employees on campus as
follows:
1. Such contact shall not interfere with or disrupt the work
of the University or violate safety requirements of the
campus.
2. Contacts with individual employees will be made outside of
approved working hours. Representatives of employee
organizations are permitted to contact individual
employees who have selected them as representatives in an
appeal during on-duty hours after approval by the
Personnel Manager or his designated representative. The
employee organization representative shall notify the
Personnel Manager or his designated representative who
will coordinate the contact with the employee's
department.
3. Representatives of employee organizations who are
University employees may use University time for
consultations with University management on employment
matters. Meetings may be requested either by represen
tatives or University management. Representatives of
employee organizations will contact the Personnel Manager
or his designated representative who is responsible for
scheduling and coordinating such meetings.
4. Representatives of employee organizations will contact the
Personnel Manager or his designated representative to
arrange meetings between representatives of employee
organizations and campus officials and, as appropriate,
University-wide administrative officers, to discuss
matters relating to the employment of represented members.
5. Employee organizations, including those that represent
employees on more than one campus, which seek meetings on
issues which transcend the jurisdiction of the Chancellor
shall first seek discussion of the issues at the campus
level by contacting the Personnel Manager or his
designated representative.
6. When representatives of employee organizations wish to
meet with an administrative representative to discuss
matters which come within the purview of the Academic
Senate, the administrative representative and appropriate
officers of the Senate shall confer to determine the
nature and extent of Senate involvement in consideration
of or participation in the discussions. The Personnel
Manager or his designated representative will coordinate
such discussions.
F. Payroll Deduction for Employee Organization Membership Dues and
Insurance Benefit Plans:
1. The registered employee organization must file with the
Personnel Office a signed Form 1644, Request for
Designation as an Employee Organization Eligible for
Payroll Deduction (see Attachment A). The Personnel Office
will obtain approval for authorization from the Director
of Personnel.
2. Payroll deductions for membership dues and insurance
benefit plans must be individually authorized or the
authorization withdrawn by completion of Form 1642,
Employee Organization Payroll Deduction Authorization
(Attachment B). The payroll deduction forms are submitted
in duplicate to the Personnel Office serving the
employee's department. The amounts which may be authorized
for deduction are those regular periodic dues and
insurance premiums authenticated as duly established by
the organization. They may not include initiation or
similar fees or amounts in excess or less than the
membership standard which could constitute as assessment
or voluntary contribution since such amounts do not
constitute "periodic dues uniformly required as a
condition of membership."
3. An employee organization may be declared ineligible for
payroll deductions by the Personnel Manager at any time
that it fails to meet the eligibility requirements,
including full compliance with applicable State laws and
University policies, rules and regulations. The Personnel
Manager may grant a period of time not to exceed one week
for compliance. Any extension of the time limit must have
the approval of the Director of Personnel and will be
considered only if requested by the Personnel Manager. The
Personnel Manager shall initiate the withdrawal of
approval of eligibility for payroll dues deduction after a
formal hearing is held if the determination to withdraw
eligibility is sustained. The employee organization shall
state its position in full and the proceedings shall be
recorded at the hearing. Upon completion of the hearing
and failure of compliance by an employee organization
beyond an approved time limit, the Personnel Manager shall
notify the employee organization of the action taken or to
be taken.
G. Other Provisions:
1. The Chancellor reserves the right to refuse the use of
University facilities by non-University speakers at
meetings if he deems such use to be incompatible with the
objectives of the University.
2. The Open Discussion areas on campus are intended for
student use as part of the educational objectives of the
campus and are not available to employee organizations.
Meetings may be scheduled as provided in paragraph II.D.1.
above.
3. Employee organizations which are not yet registered with
the Personnel Office may not use University facilities.
4. Employee organizations to which use of University
facilities has been granted shall assure that they are not
used for either commercial or religious purposes.
5. The name of the University may not be used in any manner
which implies that the University supports or agrees with
any of the activities, positions, purposes, ideals or
goals of any individual or organization acting within this
policy.
6. Administration of this policy is the responsibility of the
Personnel Office. Questions regarding policies on
relations with employee organizations should be directed
to the Personnel Manager or the designated representative.
III. ATTACHMENTS:
A. Request for Designation as an Employee Organization Eligible
for Payroll Dues Deduction, Form 1644.
B. Employee Organization Payroll Deduction Authorization, Form
1642.
For questions or comments regarding the format of the above information, please contact webcontact@ucsbuxa.ucsb.edu.
Last Modified By: HMW, 5/21/97
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