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EA Groups are employee formed and led. Membership and participation in such groups is voluntary.

EA Groups must:

• Be formed around a shared characteristic or common interest that can positively affect professional development, employee retention and/or strengthen YVC鈥檚 commitment to diversity, equity, and inclusion. Examples include (but are not limited to): national origin, race, gender, sexual orientation, gender identity, being a working parent, veteran status, or caring for aging family members.  
• Be open to all college non-student employees and non-student volunteers. As required by state, federal law, and college policy, EA Groups may not discriminate based on race or ethnicity, creed, color, national origin, citizenship, sex, marital status, sexual orientation, gender identity, age, religion, disability, genetic information, or veteran status.
• Adhere to all college employee policies.
• Comply with the鈥�,鈥痓y not using college resources to support or oppose any ballot proposition or candidate running for or elected to a public office. Additionally, EA Groups may not be formed to promote or benefit any private company, organization, or individual business.
• Comply with YVC鈥檚 Non-Discrimination policy.

• Employees identify at least two employees to serve as the organizers of the Employee Affinity Group and complete an .
• The application will be reviewed by the Diversity, Equity, and Inclusion Council (DEIC) for preliminary approval using specific criteria, as described below.
• Once reviewed and approved by the DEIC, the application goes to the College President for final and formal approval.

• Name of affinity group being requested*
• Name of the two employees serving as the organizers of the group*
• Description of the shared characteristic or common interest that can positively affect professional development, employee retention, and/or strengthen YVC鈥檚 commitment to social justice through diversity, equity, and inclusion*
• Description of how this group will support and strengthen YVC鈥檚 commitment to social justice through diversity, equity, and inclusion*
• Description of how the group would support retention of historically/systemically underrepresented communities*
• Description of how this group would align with and/or support YVC鈥檚 values around equity and inclusion*
• Anticipated time commitment of the organizers and members of the EA Group*
• Space to share any additional information about the proposed EA Group

Proposed EAGs must have a 鈥淵es鈥� in boxes 2 and 5, plus at least one other 鈥淵es鈥� in one of the other boxes, to be moved forward to the College President for final approval.

• If approved, the group will be welcomed as an Employee Affinity Group and be bound by YVC policies, procedures, and use of YVC resources as outlined below
• If the EA Group is denied, the employees who submitted the application will be notified by email and provided feedback about how the decision was reached. The employee can accept the decision, revised the application based on the provided feedback and resubmit, or follow the college鈥檚 general grievance and appeal process.

If approved, employees must then:

• Attend an orientation meeting organized by the Office of Diversity, Equity, and Inclusion that will review best practices and facilitation training
• Create a charter document that articulates how the group鈥檚 formation aligns with the purpose of Employee Affinity Groups at YVC

Organizers of each EA Group will attend EA Group meetings with the Office of Diversity, Equity, and Inclusion (DEI) to check in, share updates and information about what each EAG is doing or focusing on, coordinate schedules amongst EA Group activities and meetings, and receive support from one another and the Office of DEI.  

Annually, the EA Groups will use an assessment tool provided by the Office of DEI to measure the effectiveness and satisfaction of the EA Group and its members. Organizers will submit an annual year-end review (based on academic year cycle) with their evaluation and suggestions for improvements. 

• Employee Time: Meetings, informal mentoring, and training may occur during regular working hours.'
• Participation in EA Group activities shall not interfere with employee work performance of regularly assigned duties. Supervisors are encouraged to support EA Group activities in alignment with the strategic plan.
• Generally, there shall be no additional cost to the college for an employee鈥檚 participation in EA Group activities (e.g., overtime, stipends, substitutes).
• Supervisor approval is not required to join an EA Group, employee will work with supervisor to participate in EA Groups to make sure college operations are not negatively impacted. Should an employee鈥檚 work performance suffer due to participation in an EA Group, the supervisor may limit the use of work time for EA Group activities until work requirements are met.
• Physical Space: For scheduled meetings including shared college space, conference rooms and break rooms, so long as space is not needed for college business.
• Computer, Electronic Mail and Telephones: The use of college computer, E-mail and telephones may be used to communicate to members of the EA Group about upcoming meetings, to coordinate speakers, provide mentoring, information, or other communication to other EA Group members.  
• YVC鈥檚 video conferencing and phone calls may be used to host EA Group meetings virtually.  
• Each approved EA Group will be granted a budget of $200 for EA Group activities (e.g., social events to promote awareness and participation in the group, celebration events to recognize and celebrate the affinity of the group). Groups must adhere to all YVC policies and procedures for purchases, requisitions, etc. Purchasing requests will still require the authorization of the Director of Strategic Initiatives for Equity & Organizational Development.
• Receipt of continuous annual funding is dependent upon the submission and successful review of the EA Group鈥檚 annual assessment.
• Annual funding is also dependent on state allocations for Diversity, Equity, and Inclusion.