Employee Affinity Groups Policy

This policy exists to set forth policies and procedures for establishing Earlham employee affinity groups.

An “affinity group” is a group of varied employees who actively engage in communicating and participating around a central unifying purpose, background or activity, which is consistent with the mission of Earlham College.

Sometimes called employee resource groups, employee affinity groups are designed to foster a sense of belonging for employees within the organization. Like student affinity groups, employee affinity groups offer a formal way for employees to gather, organize, and communicate with one another.

This policy provides guidance for employees interested in establishing an affinity group, subject to Earlham College approval. Earlham reserves the right to amend these guidelines from time to time at its sole discretion.

1. Convener: The person responsible for convening and managing the activities of a particular affinity group.
2. Employee: Individuals whose primary institutional status is full- or part-time teaching faculty, administrative faculty or staff. This does not include individuals with primary status as undergraduate and graduate student.
3. Protected characteristics: Race, color, national origin, sex, sexual orientation, gender identity, gender expression, age, disability, veteran status, genetic information, religion or any other characteristic protected by Earlham’s Nondiscrimination and Anti-Harassment Policy and applicable state or federal law.
4. Recording Clerk: The person responsible for recording the minutes during affinity group meetings

1. Members must be employees of Earlham College, including the School of Religion.
2. The formation of and participation in an affinity group must be based on voluntary participation and interest from the Earlham employees.
   1. Neither Earlham, its officers, nor any other employee of Earlham may pressure any employee into joining or leaving an affinity group.
   2. No Earlham employee shall be subjected to retaliation or other adverse employment action for participation or non-participation in any affinity group meeting or activity.
   3. Affinity groups may not remove members without due process as defined in group charter and bylaws.
3. The affinity group’s mission and purpose must be consistent with the mission of Earlham. Examples of activities may include the following:
   • Professional development
   • Networking events
   • Community relations programs
   • Promoting social and intellectual enrichment
   • Events which celebrate and showcase the unique contributions of affinity group members or the communities from which they originate
   • Enhance the public image and presence of Earlham
4. Meetings may be held during the workday with advance scheduling and approval of supervisors.¹ Other activities, such as social events, may be conducted outside working hours so long as participation is voluntary.
5. Affinity groups are required to comply with Earlham’s Nondiscrimination and Anti-Harassment Policy.
   1. All affinity group activities must align with Earlham’s mission and non-discrimination policies to ensure inclusivity.
   2. Affinity groups may not limit membership or participation in events on the basis of protected characteristics.
   3. Earlham encourages employees to consider joining groups that are not necessarily reflective of their personal backgrounds or protected characteristic(s).
   4. Affinity groups found to be in violation of Earlham’s Nondiscrimination and Anti-Harassment Policies may be subject to sanctions up and to permanent termination of the group’s recognition.
6. Affinity groups are not authorized to make decisions on behalf of Earlham as to employment issues concerning wages, hours or any other terms or conditions of employment.
7. All who participate in affinity group meetings and activities are expected to adhere to Earlham policies and standards of conduct.
8. Employees should not perform job duties during affinity group meetings or activities without prior, express authorization from their supervisors or Human Resources.
9. Affinity groups should focus on fostering inclusivity, professional development, and community engagement in alignment with Earlham’s mission.
10. Nothing in this policy is intended to interfere with Section 7 of the National Labor Relations Act (NLRA) or any other applicable state or federal laws.
11. The establishment of an affinity group does not establish an expectation of or right to funding or contributions from Earlham College.

_

^{1. Hourly staff personnel should consult Human Resources for details or questions about recording time for specific events.}

The success of a new affinity group often depends on a small nucleus of dedicated and interested employees. It takes commitment from these individuals to ensure the group organizes itself in such a way as to guarantee continuity.

Below are criteria for establishing a new affinity group and in ensuring consistency with affinity group program objectives:

1. Complete an Affinity Group Application, which includes the following information:
   1. A list of at least five employees who have expressed a desire to form the affinity group;
   2. A proposed mission statement for the affinity group, as well as the goals of the group; and
   3. An introductory message that may be used to inform Earlham employees of the affinity group.
2. The first meeting must be coordinated with and acknowledged by the Director of Human Resources. At the first meeting, general discussion should include:
   1. Confirm the general purpose and mission of the group;
   2. Complete a charter and bylaws for the affinity group, using a template provided by the College;
   3. Review the process for selection of a convener, recording clerk, or other such officers as defined in the affinity group bylaws; and
   4. Selection of officers; Consideration should be given not only to an individual’s standing at Earlham, but also to the amount of time and resources it takes to establish and maintain the group’s affairs.
3. Individuals serving as officers may not be under active disciplinary action.

Earlham is not liable for the affinity group’s practices or activities, either onsite or offsite, and reserves the right to deny the affinity group any and all benefits of affiliation at any time. All affinity group members and participants in affinity group activities must fill out a participation agreement form, which holds Earlham harmless from all claims resulting from injury, death, or property damage each year/season prior to participating in or instructing affinity group activities, as determined on a case-by-case basis by Human Resources.

This policy is effective upon approval by the President.

Amendments to this policy must be reviewed and approved by Diversity Progress Advisory Committee and Welfare Advisory Committee.

Policy amendments are shared with Staff Meeting and Faculty Meeting for information and feedback.

• Approved by the President, April 22, 2025
• Reviewed by College Council, April 22, 2025
• Review by Welfare Advisory Committee, April 2025
• Review by Diversity Progress Advisory Committee, February 2025
• Reviewed by legal counsel, February 2024
• Reviewed by Diversity Progress Advisory Committee, December 2024
• Reviewed by Human Resources, December 2024