UC IRVINE ADMINISTRATIVE POLICIES & PROCEDURES

Personnel Policies for Staff Members
70, Complaint Resolution

Academic Personnel Manual

Section 140, Non-Senate Academic Employees - Grievances

These regulations do not apply to employee organizations or their representatives when they are representing employees in grievances filed under a Memorandum of Understanding or grievances and administrative reviews pursuant to Personnel Policies for Staff Members, 70. Complaint Resolution, and Section 140 of the Academic Personnel Manual. In such cases, the appropriate contract or policy provisions control.

A. Definitions

1. Employee Organization Business

Employee organization business pertains to all legal activities of an employee organization, such as meetings, dues collection, solicitation, or distribution of employee organization literature.

2. Representative

A representative is any person acting in the interest of or on behalf of an employee organization, including both University and non-University personnel.

3. Restricted Areas

Restricted areas are work areas deemed to be inappropriate for employee organization business and thus prohibited from use include, but are not limited to:
1. Clinical laboratories and patient care and clinical areas.

2. Academic areas while instruction, counseling/advising, or research are in progress.

3. Research areas.

4. Private residential areas of students.

5. Confidential and/or secured work areas, such as but not limited to: Student and Patient Record Areas, Cashier's Office, Radiation Areas, Computer Operations, Telecommunications, Central Plant, etc.

Note: Employee organizations and their representatives may be excluded from an otherwise appropriate work area if a facility is provided which is in reasonable proximity to the work area.

B. General Rules

1. Representatives of employee organizations are authorized to make contact with employees only during non-working hours; i.e., immediately before and after work, and during lunch and rest periods. For the purpose of these regulations only, rest periods are not considered work time.

2. All persons on University property are required to identify themselves for reasonable cause, upon request of University officials acting in the performance of their duties.

3. The University reserves the continued right to add to, delete from, or modify these regulations pursuant to the Higher Education Employer-Employee Relations Act (HEERA), Sections 3568 and 3581.7.

C. Bulletin Boards

1. Size

Standard letter size.

2. Identification

Letterhead or signature of responsible party and/or name of employee organization.

3. Date posted

A list of designated bulletin boards is available upon request from Labor/Employee Relations, Human Resources Office. No literature or other materials may be affixed to walls, floors, ceilings, elevators, stairways, etc., at any time.

D. Employee Lounges

E. Handbilling

1. Campus

1. Numbered parking lots. (Materials may not be placed on parked vehicles.)

2. Employee entrances to campus buildings.

2. Medical Center

1. UCI Medical Center parking lots. (Materials may not be placed on parked vehicles.)

2. UCI Medical Center cafeteria and vending area.

3. The lobbies of UCI Medical Center Tower, Medical Center East, and Building 53.

4. The plaza area in front of the UCI Medical Center East and the plaza entrance to the UCI Medical Center Tower.

5. Employee entrance of CCOC.

F. Mail

1. Mail sent to University employees through the U.S. Postal Service, where postage has been prepaid by the employee organization, will be delivered.

2. Reasonable access may be permitted to departmental mailboxes where they exist in nonrestricted areas, on consultation with Labor/Employee Relations Consultants at campus (949-824-5210) or Medical Center (714 456-5744).

3. Use of the Campus/Medical Center mail system is prohibited, except as provided above.

G. Meeting Rooms

1. Employee organizations must complete a Statement of Understanding form (available from campus Scheduling and Conference Services, UCI Medical Center Media Services, or Labor/Employee Relations - Human Resources), and return the completed form to the Human Resources Office, Attention: Labor/Employee Relations.

2. Employee organizations which have a Statement of Understanding on file may reserve a room by returning a completed Room Reservation form to Scheduling and Conference Services or Media Services, as appropriate.

3. When additional costs are incurred, Scheduling and Conference Services/Media Services will initiate the process to bill the employee organizations.
   1. A use fee normally will not be charged to employee organizations, except for use of rooms for which all users, other than student organizations, are charged.

   2. When a room is utilized on the campus or at the Medical Center at a time not on the normal open/close schedule, charges will be levied for environmental conditioning, special cleaning, and opening/closing.

H. Prohibited Activities

1. Employee organizations and their representatives are prohibited from using University facilities and equipment such as, but not limited to: Automobiles, computers, projectors, telephones, fax machines, office supplies, photocopying and reproduction equipment, and typewriters.

2. Interference with entrances to buildings and University functions or activities; disturbance of offices, classes, study facilities, and patient care and research; and harm to property are prohibited. Use of sound amplification equipment is prohibited.