Employee Resource Group Policy

Policy Number: OCP 400-16

Purpose:

Olympic College is committed to fostering a diverse and inclusive work environment by supporting the development of Employee Resource Groups (ERGs). Olympic College recognizes that ERGs play a vital role in encouraging employee development, enhancing networking and cohesiveness, and contributing to the college’s dedication to diversity and inclusion. ERGs also facilitate peer mentoring, which benefits the recruitment and retention of a diverse workforce by providing support and a sense of community. This policy applies to all employees, faculty, and staff of Olympic College.

Definitions:

Employee Resource Group (ERG): An Employee Resource Group (ERG) is a voluntary, employee-led group that is formed to support the professional development, networking, and engagement of its members, who typically share or are allied with a common characteristic or interest. ERGs are designed to foster a diverse and inclusive workplace by promoting a sense of community and belonging among employees. They provide opportunities for mentoring, career development, and advocacy within the organization. In other organizations, ERGs may also be known as Affinity Groups.

ERG Eligibility:

For an ERG to be recognized or continue to be recognized by Olympic College, the ERG must:

  • Be formed voluntarily and continued participation must remain voluntary.

  • Be open to all employees and in compliance with the Olympic College Non-Discrimination Policy.

  • Comply with all state and college policies, rules, and procedures.

  • Not be created to support or engage in either political activities and/or causes, or a particular belief and/or ideology.

  • May not be created to directly oppose or counter an existing ERG

  • Engage and continuously support a peer mentoring program

  • Not be created to support or engage in activities that are legally or traditionally performed by unions. This includes, but is not limited to, addressing employee grievances, advocating for employee complaints or disputes on behalf of employees in a representational capacity, or addressing issues related to wages, hours, or working conditions.

Creating an Employee Resource Group:

Any full-time or part-time employee, staff, or faculty may request to create a new ERG. Student employees may be members of ERGs but may not be the requestor to create a new ERG.

Employees requesting a new ERG must submit the following materials in the provided templates to Human Resources at @email:

  • New ERG Request Form, which must include the group’s purpose or mission and a list of at least three initial members.

  • Proposed Charter using the ERG Charter Template.

  • Mission/Purpose Statement.

  • List of at least three initial members, one of whom must be designated as the initial Chairperson.

Requests will be provided to the Chief Human Resource officer and the Vice President of Diversity, Equity, and Inclusion, or their designee, who will review and either approve or deny the request. If a request is denied, the Chief Human Resource Officer and Vice President of Diversity, Equity, and Inclusion will provide a reason for denial. If denied because the request was not eligible under this policy, the same request may not be resubmitted. If denied due to the request being incomplete, the requestor may remedy the application and resubmit. 

ERG Participation:

Participation or membership in any recognized ERG is voluntary and open to all employees of Olympic College. Employees do not need supervisor approval to join an ERG.

Participation in an ERG or an ERG-sponsored activity during work hours is permitted, with preapproval from the supervisor. Participation during work hours must not conflict with the employee’s work responsibilities or the service delivery needs of the department.

Participation in ERGs and related activities is voluntary, and any expenses incurred due to an employee’s participation will not be reimbursed unless the expense was preapproved by the employee’s department.

Peer Mentoring Obligation: 

All recognized ERGs must incorporate peer mentoring as a core component of their mission. This, at a minimum, must include: 

  • Developing and maintaining a peer mentoring program to support new employees and enhance their integration into the college community.

  • Providing guidance, support, and professional development opportunities to mentees.

  • Ensuring that mentoring activities are inclusive and accessible to all employees, regardless of their role or position within the college.

ERG Use of College Resources:

Recognized ERGs may use college resources, such as meeting spaces, communication channels, and administrative support, subject to availability. ERGs must comply with all college policies, including any necessary approvals, regarding the use of these resources.

ERG activities and events should be scheduled in a manner that does not disrupt regular college operations or employee work duties. 

Use of College Logo and Branding:

Recognized Employee Resource Groups (ERGs) at Olympic College may use the college's logo and branding materials with prior approval from Communications. All usage must adhere to the college's official branding guidelines, ensuring the logo and branding are not altered and are used in a manner that maintains the integrity and reputation of Olympic College.

ERGs are permitted to use the logo and branding for official group communications, event promotions, and activities related to their mission. It is essential that all materials clearly indicate they are produced by the ERG. The logo and branding must not be used for personal purposes, political activities, commercial enterprises, or in any way that could be controversial or misaligned with the college’s values. Misuse of the logo and branding may result in the loss of these privileges and other disciplinary actions. Communications may monitor compliance and provide guidance as needed.

Review and Compliance:

The Chief Human Resource Officer and Vice President of Diversity, Equity, and Inclusion will periodically review ERG activities and compliance with this policy. ERGs found to be non-compliant, or inactive for an academic quarter (excluding summer), may lose their recognition and access to college resources. For the purposes of this periodic review, “inactive” is defined as the ERG having less than three (3) members and failing to meet for a period of three (3) months or more, excluding summer quarter.