EAC Guidelines

University of Texas Medical Branch

Employee Advisory Council (EAC)

Guidelines for Operations

Purpose

The Council is sponsored and endorsed by President’s Office and it exists to foster bidirectional communications and dialog for all Classified Staff, Administrative & Professional positions, and Non-Teaching Staff, excluding residents. We will promote a positive and collaborative work environment that is committed to assessing, prioritizing and communicating employee needs. We also serve as a focus group/advisory panel by providing a feedback loop on broad issues and potential new programs that can impact UTMB Classified Staff, A&P, and Non-Teaching Staff, excluding residents.

Role of Members

§ Attend and participate in meetings.

§ To serve as an entity representative for all non-faculty employees (staff);

§ To provide a vehicle for communication of interest, concerns and issues that affect staff at all UTMB locations;

§ To present recommendations to the UTMB President;

§ Ensures active role to get communication of outcomes disseminated to entity represented by member.

§ Must be a Full-time, Benefits Eligible, Classified Staff, Non-Teaching Staff (excluding residents), or Administrative & Professional employee at time of election or appointment.

Role of Advisors

§ Attend and participate in meetings

§ There will be two standing non-voting positions/appointees: President’s Office representative and HR representative.

§ Facilitation of the group success.

§ Provides institutional perspective and linkage to existing processes and protocols.

Role of President

§ Serves as sponsor of the Council.

§ Endorses supports and promotes the purpose and activities of the UTMB-EAC.

§ Solicits feedback from Council members on issues that effect Classified, A&P, and Non-Teaching Staff, excluding residents.

§ Responds to concerns, issues, and recommendations from the UTMB-EAC

§ Determines if decision making needs to be done by designee (s)

§ May designate a senior leadership representative to serve on behalf of the president

UTMB EAC Representative Structure

• Correctional Managed Care (CMC)
  • All facilities contracted by CMC
• Academic Enterprise
  • School of Medicine
  • School of Nursing
  • School of Health Professions
  • Graduate School
  • Some Off-Campus Clinics
• Hospitals and Clinics
  • Campus Clinics
  • Hospitals
  • Some Off-Campus Clinics
• University Support Areas
  • Business Operations & Facilities (BOF)
  • Finance
  • Human Resources
  • Information Services
  • Office of University Advancement (OUA)
  • Public Affairs
  • Audit
  • Office of the President
  • Community Health Services

Boundaries

The Council may make recommendations on general institutional policies/programs but does not act on personal or individual issues. The Council may advise on specific institutional issues and otherwise acts at the request of the President. The Council functions in an advisory capacity. The Council will keep staff members informed and, in turn, keep the President and leadership informed of the needs and interests of staff on issues and activities affecting them.

§ In-scope issues (examples)

o Directives from UTMB Leadership

o System-Wide Institutional Programs & Processes

o Serve as Focus Group representing Classified staff , Administrative & Professional, and Non-Teaching Staff, excluding residents, on potential institutional programs

o System-Wide levers that drive the culture of the institution

§ Out of scope issues (examples)

o Disaster preparedness

o Disciplinary and performance issues

o UT/Regulatory/Legislative Mandates (examples: UT System Benefits, Legislative Across the board pay raises or holiday time allotments)

o Individual employee complaints

o Issues that duplicate existing processes and protocols that work

Elections

The EAC will use electronic ballots with the nominations having a biography and photograph. Terms will be tied to calendar year. The nominees will need departmental approval to be considered for nomination and election. A nomination and election committee will be formed each year to coordinate nominations and elections processes. Members will serve a three year term with 1/3 of the membership being elected each year.

Nominees and their supervisor(s) should be aware of the time commitment of serving on this council.  While the monthly meeting is only scheduled for two hours per month, there are times when members may be asked to participate in special sub-committees, campus events and/or other designated events.  These “extra” events are voluntary and should be communicated with the member’s supervisor prior to committing to the event to gain their support.

For members who vacate their position prior to completion of their term, the EAC may elect to request that another representative from that entity be appointed to serve the remaining portion of the vacated term. A member of senior leadership will appoint the new member. In the event the vacated position occurs near the election period, the EAC may elect to accept the next highest vote getter from the elections to replace the member. In either case, their membership would be contingent upon the approval by senior leadership or the Office of the President. Voting and membership is contingent upon employee’s status as full-time, benefits eligible classified staff, A&P positions, and Non-Teaching Staff, excluding residents.

If a member misses 3 meetings in a rolling 12 month period, their ability to continue as a member of the committee will be put up to a vote. A majority will determine whether this member continues their obligation.  If it is decided that the council member should be removed, the Chair will contact the individual via written correspondence of the council’s decision.

Elections of Council Officers

The Chairperson of the Nominations and Elections Committee shall conduct the nomination and election of officers a the January meetingn of the newly elected Council.  This shall be done if this is the second meeting after New Member Orientation.  The Chairperson, Vice Chairperson, Vice Chair – Operations, and Vice Chair – Communications shall be nominated from the floor, elected, and begin terms at the conclusion of the January meeting.  A simple majority of those present and voting at a meeting of the Council at which a quorum is present is required for election.  The Past Chair will serve on the EAC in an ad-hoc advisory role for one (1) year in the event the out-going Chair is rotating off the council.

Terms of Office

The terms of office for Council officers shall be one year.  A representative shall not hold more than one office at a time, and no representative shall be eligible to serve more than two consecutive terms in the same office.  However, a representative who assumes an unexpired term for less than six months may be elected for two full consecutive terms.

Meetings

After the Council is formed they will meet on a monthly basis with the ability to call special meetings as directed or needed. The meetings will each have a published agenda that will go to members at least one week before the meeting. Meeting minutes will be distributed by the Vice Chair – Operations to members no later than one week prior to the upcoming meeting.

Group Decision Making Process

When faced with decisions, the EAC will strive for consensus. In the event of a tie vote, the Chair’s vote will break the tie.

UT Systems Employee Advisory Council:

The University of Texas System Employee Advisory Council (EAC) is a representative advisory group that works with, and on behalf of, The University of Texas System. Each year the EAC meets with the Board of Regents to present information and make recommendations regarding issues of importance to the employees of UT System. Two delegates and one alternate represent each campus. Before the creation of UTMB’s own Employee Advisory Council (EAC), all Galveston representatives were selected by the Office of the President.

Currently, the Chair of the EAC will be one of the delegates, with the Vice Chair serving as the alternate on the UT Systems EAC. The second regular delegate will continue to be an appointee of the Office of the President, selected from among the ranks of Classified, A&P , or Non-Teaching Staff, excluding residents. If requested, nominees for the appointed position may be offered by the EAC. The length of term will be three years.

updated 1/2013