Employee Interest Groups (EIGs) support current faculty and staff in actively and intentionally cultivating a sense of community around shared interests at Wake Forest University. The collective goals of EIGs are to:
- Provide professional development, mentoring, and networking opportunities;
- Offer social and community engagement via programming and volunteerism throughout the university and larger community;
- Collaborate across EIGs and campus stakeholders to act as thought partners, harness knowledge, and share resources;
- Advance the spirit of Pro Humanitate consistent with the strategic vision, values and goals of Wake Forest University.
All Wake Forest University EIGs convene to form an EIG Council. The EIG Council is convened by the Department of Human Resources and comprised of:
- Human Resources Staff
- 2 representatives from each EIG (e.g. Chair and Vice-Chair)
The EIG Council is responsible for:
- Sharing and discussing group and institutional updates and considerations related to employee interests and connections
- Identifying collaborative opportunities across EIGs
- Identifying and discussing meaningful engagement of EIGs in support of the institutional mission
The EIG Council will convene at least once per semester.
Participation in any EIG is voluntary and open to all current WFU employees who support the goals of the Employee Interest Group as set forth in this Charter/Bylaws.
Employee Interest Groups shall have at least ten (10) members, each of whom must be a full or part-time current employee of Wake Forest University who is in good standing.
Employee attendance at any Employee Interest Group meeting or activity is strictly voluntary and does not count as time worked.
University-approved EIGs will participate in the Employee Interest Group Council.
In order to remain a University-approved EIG, EIGs must:
- Submit for yearly renewal, an operational plan that details goals for the year, how these will be achieved, and the benefit these actions will bring to the University
- Participate in annual Fall and Spring Employee Interest Experiences
- Participate in 1-2 EIG Council meetings per semester, represented by the group liaison(s)
- Submit an annual report which includes a detailed description of the EIG’s activities and events from the past year
- Hold 2 meetings or gatherings per semester
| Required Positions: 2 Institutional Liaisons – the top 2 leadership roles within each group. *Each group can choose their leadership structure. Below are options for each group to consider, or groups can create a structure that best serves their function and stage of development. Institutional Liaison Expectations: -Participate in EIG orientation and in periodic cross-EIG meetings and events -Dedicate (additional) time and effort to ensure the success of the EIG -Be in good standing with their manager- cannot be on any type of improvement plan, and cannot have received any disciplinary action within one year of assuming and/or holding a leadership role -Have manager permission to participate in a leadership role in the EIG -Include EIG leadership responsibilities in their annual performance and development goals, university service |
| Optional Positions: Chair – The Chair provides strategic direction of the EIG and shall facilitate EIG meetings and serves as the official liaison between the EIG and the Human Resources Department. The Chair also ensures compliance with the Charter and Bylaws. The Chair shall appoint all leaders of special committees with the approval of the membership. The Chair also represents the EIG at public meetings and events, university programs, and other authorized occasions. The Chairship should rotate between faculty and staff, if the membership includes both faculty and staff, with neither group serving more than three consecutive terms. Vice Chair – The Vice Chair shall support the Chair in presiding over EIG meetings and serves as a representative between the EIG and the Human Resources Department in the absence of the Chair. In the event the Chair is unable to serve the entire one-year term, the Vice Chair will succeed to the position of Chair for the remaining period of the term. The Vice Chair also assumes the duties of the secretary in their absence. Secretary – The Secretary will record, maintain, and distribute minutes for each meeting with the membership. The Secretary is also responsible for handling, receiving, and retaining any administrative documentation between the EIG and the University, including both formal and informal correspondence. The Secretary serves in the absence of the Vice Chair when not present. The Secretary shall also be responsible for sending of notices and maintaining membership records (e.g., member names, office addresses, office phone numbers and email addresses). Committee Chairs – Depending upon interest and group activities, Committee Chairs can lead programming and advocacy initiatives (e.g. Social, Education, etc.) |
Additionally, HR reserves the right to:
- Review and evaluate the mission, purpose and activities of the Employee Interest Group on an ongoing basis to ensure the EIG’s continued alignment with Wake Forest University’s policy and/or guidelines regarding Employee Interest Groups.
- Withdraw recognition and dissolve the Employee Interest Group at any time if the EIG fails to comply with established policies and/or guidelines or is found by WFU to be operating against the best interests of the WFU community.
Operating guidelines of EIGs are approved by HR and are outlined in the Charter and Bylaws.
- Website presence and management from Human Resources
- Limited communications support for recruitment, retention, and ongoing engagement (e.g. institutional level)
- Organizational email address (@wfu.edu)
- Opportunities for engagement with senior institutional leadership
- Limited annual fiscal support
- Coordination and facilitation for up to 2 Council meetings per semester
- Coordination of a Fall and a Spring Employee Interest Experience
Interested in establishing or continuing an EIG? Below are the recommended steps:
| Ongoing | Start gathering with other potential members to discuss vision, goals, objectives, structure, etc. |
| Ongoing | Consult with HR on your plans or ideas (optional but encouraged) |
| January 1 – March 1 | New groups submit an initial application. |
| April | Notifications sent from HR to new groups |
| May 1 | Existing groups submit an EIG Renewal application |
| May 1 | Existing groups submit a Progress Report |
In order for a group to be a formal Employee Interest Group, the group must:
- Have at least 10 members and plan to convene as a group at least twice per semester
- Commit to maintenance guidelines (see below) including active engagement in the EIG Council
- Submit a Charter and Bylaws
- Bylaws should include:
- Official purpose, name and goals
- Membership criteria (e.g. # of meetings members should attend, etc.)
- Meeting information (e.g. frequency, attendance, etc.)
- Propose a distinct leadership structures with roles and responsibilities, and terms of rotation; includes 1-2 roles that serve as institutional liaisons (see responsibilities of institutional liaisons below)
- Agreement to abide by the bylaws and charter, including the following statement in the bylaws: “All current university employees are eligible to participate in EIGs. Individuals will not be excluded from participation in an EIG based on protected status consistent with the University’s Non-Discrimination Statement.”
- Agreement to follow EIG event advertising parameters
- Agreement to abide by Wake Forest social media guidelines
- Bylaws should include:
- Develop an operational plan that details goals for the year, how these will be achieved, and the benefit these actions will bring to the University
- Submit necessary materials (application, bylaws, operational plan) HERE, to be reviewed by Human Resources.
- Convene as a group at least 2x p/semester