This document is presented for discussion purposes towards establishing common governance guidelines for [ORGANIZATION]’s Employee Resource Groups (“ERGs”).
The fundamental objective of the Organization’s diversity strategy is to create an inclusive workplace that benefits from, and values the talents and abilities of, all employees. Part of this inclusive strategy is the promotion and support of employee-led Resource Groups.
ERGs are groups of employees formed around shared characteristics, such as race, ethnicity, gender, age, disability, sexual orientation or other identities important to employees. They support the organization’s diversity strategy through several means, such as: providing a forum for discussion and support among their members; acting as an advisory council on workplace issues; organizing events that promote understanding within and beyond their membership; developing programs or supports that benefit their members; hosting social or networking activities for members; assisting in outreach and recruitment in their communities; etc. Members of ERGs may also serve as links with the communities they represent for business purposes.
The Organization supports ERGs for a variety of reasons:
All ERG activities must adhere to the Organization’s Code of Conduct.
ERG membership should be voluntary, open to all employees, and inclusive of all differences.
ERGs may recruit new members and participate in internal events where opportunities exist to attract potential members.
ERGs should hold regular meetings of their membership, including an Annual Meeting and at least one other General Meeting throughout the year. The frequency of meetings is determined by either the Steering Committee for each group or by directives contained in the Group’s governance documents.
Each ERG should articulate a mission statement and a mandate that outlines its principles and aligns with the priorities of the Organization’s objectives. The Steering Committee should set the mission and mandate for the ERG in consultation with the membership.
Activities may be communicated to members through email distribution, web sites, word-of-mouth, and any other communications medium available to employees.
Announcements may be posted on the Organization’s Diversity website. ERGs are encouraged to post information on web pages designated for their groups.
Any broad communications to members should be limited to announcements of upcoming internal events or activities of the ERG, or to items that are intended to enhance the business or professional objectives of the Organization.
ERGs should coordinate communications to executives (other than to their executive sponsors) through Communications in order to present a coordinated approach and prevent duplication.
Each ERG is encouraged to identify an executive sponsor who is supportive of its goals, mandate and objectives.
Executive sponsors should be able to represent the ERG before the Senior Leadership and advocate on the Group’s behalf. Executive sponsors should also be accessible and in a position to provide meaningful mentoring, leadership and (occasionally) budgetary support to the Group. Members of the Senior Executive Team or the Board of Directors should not be approached to act as Executive Sponsors for ERGs.
ERGs should make their public meetings accessible to everyone. This includes being inclusive of all employees, regardless of their membership in any other group.
This also includes ensuring that venues and other premises used to host meetings are accessible to persons with mobility or other impairments. Groups are encouraged to include a notation in their meeting notices asking whether attendees require any accommodation. An example would be as follows:
“The venue for our event is wheelchair accessible but kindly advise us prior to the event if you require any other accommodation.”