ERG Operational Procedures

On This Page

• Our Mission
• Our Business Purpose
• What are ERGs
• What are the Benefits of ERGs
• Guiding Principles for ERGs
• Membership Objectives
• Membership Elections
• Establishing & Maintaining an ERG
• ERG Oversight Roles & Responsibilities
• ERG Roles & Responsibilities
• Suggested Timeline for New ERGs
• Request Timelines
• Additional Expectations

Our Mission

To create value by attracting, developing and retaining faculty, staff and students from all demographic groups while providing educational awareness, professional development and enrichment to the UT Dallas culture.

Our Business Purpose

ERGs are a valued resource and collaboration with UTD’s commitment to creating an inclusive culture and fostering a sense of belonging in our campus community.

ERGs allow UTD to capitalize on the extraordinary talents of our staff and faculty, and support efforts to attract and retain a diverse and talented workforce. ERGs help employees become more engaged and support UTD’s commitment to professional development and promoting a positive workplace environment.

ERGs function as self-sufficient groups with a designated executive sponsor to provide guidance and direction. The HR Liaison will be available for questions.

If you would like more information on UT Dallas Employee Resource Groups, please email ergmail@utdallas.edu. 

What are Employee Resource Groups

ERGs are a group of employees linked by shared identities or a common interest or role within an organization. All UT Dallas employees may participate in any ERG.

The fundamental expectations of an ERG include but are not limited to the following:

1. Share a common interest.
2. Have a strategic plan and goals in place that are consistent with the mission of UTD.
3. Serve as a resource to all employees.
4. Are welcoming and open to all employees.
5. Promote and encourage civility and respect for all members of the UTD community.
6. Have a core group of employees who are actively involved and engaged.

ERGs Help to Create a More Welcoming Workplace By:

• Creating an open forum for faculty and staff with common interests or concerns to meet and support one another.
• Providing networking and mentoring opportunities for their members.
• Providing feedback to UT Dallas leadership regarding faculty/staff/community issues and concerns.
• Helping to recruit and retain high-quality faculty and staff members in new and growth areas to establish programs rapidly.
• Providing professional growth opportunities for faculty and staff.
• Networking across fields/professions and cultures.
• Increasing employee engagement and building community.
• Developing leadership skills of employees.
• Supporting the University’s community outreach efforts. 
• Fostering a welcoming climate for all UTD faculty and staff.

Criteria to be Considered an ERG

• Must be reviewed and approved by the Chief Human Resources Officer. The group may be dissolved by a vote of the members, or by the Executive Sponsor for the cause.
• Work as an employee support system providing education, personal growth, information, and idea-sharing.
• Help with recruitment and retention by providing employee support and development opportunities.
• Support managerial effectiveness, leadership development and communication with employees.
• Bring current ideas to management.
• Work to enhance civic engagement and strengthen UT Dallas’ links to the image of the community.

Membership Objectives

The UT Dallas ERGs’ objectives are to:

• Work as an employee support system providing education, personal growth, information and idea-sharing.
• Help with recruitment and retention by providing support and development opportunities.
• Support managerial effectiveness, leadership development and communication with employees.
• Bring new ideas to management.
• Work to enhance civic engagement and strengthen UT Dallas’ links to the image of the community.
• Support global belonging and serve as a resource when needed. 
• Share knowledge, raise awareness and act as a bridge across cultures.
• Share best practices and learnings with other ERGs.

Membership Elections

• ERGs must hold officer elections in August to be effective Sept.1 for the new fiscal year.
• ERG leaders must notify the Executive Sponsor of the elected officials by Aug. 31.

Establishing & Maintaining an ERG

ERGs are started and recognized at the request of at least two employees willing to serve as ERG organizers for a minimum of one year. 

1. The ERG organizers should review the submission process and email the required documents to ergmail@utdallas.edu.
2. Identify an Executive Sponsor to provide guidance and support to the requested ERG as the executive sponsor.
3. ERG organizers should work with the identified Executive Sponsor to:
   1. Create a mission statement and charter.
   1. Set goals for the first 12 months of the ERG.
   1. Define expectations/roles for ERG organizers and (if applicable) the leadership team.
   1. Define membership criteria in the ERG (e.g., attend X meetings, participate in Y manner).
4. Define the decision-making process (if voting, who has a vote)
5. Create a communications plan and materials for publicizing the new ERG and its events.
6. Determine active membership requirements (e.g., formal sign-up process, attending a minimum number of meetings/years, actively participating in maintenance/development activities to grow the ERG); all UTD employees are eligible for membership in ERGs.
7. Identify group goals and measures of success (e.g., X group activities/year, increasing the number of employees at meetings over a Y period).
8. Develop an annual budget for each fiscal year to request funding for ERG’s activities.
9. Before the first meeting, the ERG organizers should:
   • Connect with existing ERGs (at UTD or other similar groups from around the System) to learn from their experiences and create the possibility for ongoing partnerships.
   • Implement the communications plan to create widespread awareness of the new ERG. This plan might include Comet Calendar postings, email blasts, flyers, notices on the Office of Human Resources website, networking among faculty and staff, inclusion in HR’s New Employee Orientation sessions, etc.
   • Create basic materials (paper and web) to introduce the ERG to UTD employees.
10. For the first meeting with other employees, the ERG organizers should:
    • Draft preliminary ideas for programs/events for the first six months for discussion at the meeting.
    • Solicit names for the group and communicate the process for name selection.Solicit ideas for the group’s mission and solicit feedback on the previously drafted mission statement.
    • Solicit ideas for the ERG’s initial goals and solicit feedback on the previously outlined plans.
11. After the first meeting, the ERG organizers should communicate the ERG’s name and use it to create print and web publicity materials.
12. Within the first few meetings with other employees, the ERG organizers should:
    • Get input on meeting days, times, frequency, and location.Identify communications practices for the ERG.
    • Set roles for members (publicizing meetings, developing program ideas, consulting with other ERG groups, etc.).
    • Finalize the ERG’s mission and goals, including identifying short, medium, and –long-term priorities, and submit them to the Executive Sponsor for final approval.
    • Finalize upcoming program ideas for the ERG.

ERG Oversight Roles & Responsibilities

ERGs are coordinated by volunteer co-leaders. The following positions are required for all ERGs, and other elected and appointed positions may be established as needed and as outlined in their bylaws.

ERG Roles & Responsibilities

Suggested Timeline for New ERGs

The action items listed below correspond with the days leading up to your ERG’s first general meeting and its subsequent meetings:

90 – 120 days before the first general meeting 

• At least two employees agreed to start a new ERG.

60 – 90 days before the first general meeting

• ERG organizers inform Executive Sponsors of their interest in forming a new ERG.

30 – 60 days before the first general meeting

• Complete ERG application.
• Create a mission statement and charter.
• Submit application and charter for approval.
• Identify an executive sponsor.
• Define membership criteria.

15 – 30 days before the first general meeting

• Set goals for the first 12 months.
• Determine the leadership team.
• Identify measures of success.
• Consider the budget.

Your first general meeting

• Draft ideas for programs/events.
• Decide on when to have meetings.
• Solicit names for the group.
• Get feedback on the mission statement and charter.

Within your next few meetings

• Finalize the frequency of meetings.
• Identify communications practices.
• Set roles for members.
• Finalize ERG goals.
• Finalize upcoming programming.

Events

For assistance with event, visit the Event Planning Guide website.

Additional Expectations

Additionally, we expect that your ERG will:

• Comply with all policies, guidelines and rules related to political, religious and related issues.

Process Guideline Reviews

The Executive Sponsor will conduct periodic reviews through reporting, including adherence to procedures and training provided to ERGs with an action plan with results.