Guidelines for Employee Resource Groups at Georgetown University

I. Introduction

The Office of the Vice President for Diversity, Equity and Inclusion, the Department of Human Resources (HR) and the Office of Equal Opportunity Compliance have established the following guidelines for forming and maintaining Employee Resource Groups (ERGs) at Georgetown University.

II. Definition and Purpose

ERGs are voluntary, employee-led groups that bring together employees who share common interests, backgrounds, and concerns. ERGs must be consistent with the university’s core values as a Catholic and Jesuit university, contribute to the professional and personal growth of its group members, and advance the university’s mission. ERGs cultivate an inclusive and supportive environment at Georgetown and provide employees with opportunities for networking and community-building.

III. Criteria and Procedures

The Office of the Vice President for Diversity, Equity and Inclusion, the Department of Human Resources (HR) and the Office of Equal Opportunity Compliance have established these criteria and procedures for forming, maintaining and dissolving ERGs at the university:

• Criteria: Groups seeking to form an ERG must have:
  • A designated senior leader who will sponsor the ERG. The senior leader is expected to provide the ERG with strategic guidance, serve as a liaison to other leaders and university departments and offer mentorship and guidance to ERG members in their efforts to create an inclusive workplace.
  • At least five current Georgetown University employees who indicated they will join the ERG as members;
  • A mission that aligns with the university’s mission and core values as a Catholic and Jesuit university.
• Procedure:
  • Forming an ERG: Groups seeking to form an ERG must submit a proposal for review by The Office of the Vice President for Diversity, Equity and Inclusion, the Department of Human Resources (HR) and the Office of Equal Opportunity Compliance. The proposal must include:
    • the completion of this application, and;
    • the submission of an ERG Charter.
  • Maintaining an ERG: To be eligible for continuing access to resources, groups must submit a brief annual report to the Office of the Vice President for Diversity, Equity and Inclusion, the Department of Human Resources (HR) and the Office of Equal Opportunity Compliance by May 31 of each year detailing the events, programs and related itemized expenditure from the previous year. The report should be sent to vpdei@georgetown.edu and must include a description of proposed programs and events for the coming year and an itemized proposed budget required to support them. Proposed programs and events should align with and contribute to the university’s mission and core values as a Catholic and Jesuit university.
  • Dissolving an ERG: Georgetown University reserves the right to dissolve an ERG if the leadership of the group requests that the group be dissolved, or if the group is found to be out of compliance with Georgetown University’s guidelines, policies, or rules. Dissolution of the group will be documented in writing by The Office of the Vice President for Diversity, Equity and Inclusion, the Department of Human Resources (HR) and the Office of Equal Opportunity Compliance and communicated to the group’s leadership and the appropriate EVP.

IV. University-Provided Resources

ERGs approved by The Office of the Vice President for Diversity, Equity and Inclusion, the Department of Human Resources (HR) and the Office of Equal Opportunity Compliance will be eligible to access certain university resources, such as financial support, meeting space and training.

• Funding: To receive financial support, ERGs must submit budgetary requests on an as needed basis to The Office of the Vice President for Diversity, Equity and Inclusion, the Department of Human Resources (HR) and the Office of Equal Opportunity Compliance, providing sufficient time for review of the request. The request should include a proposed budget, a brief rationale explaining the necessity of the proposed budget and a summary of how the funds will be spent. The Office of the Vice President for Diversity, Equity and Inclusion, the Department of Human Resources (HR) and the Office of Equal Opportunity Compliance are responsible for coordinating the review and approval of budgetary requests.

V. Membership

ERG membership is open to all employees (staff/AAPs, faculty, and fellows) and may not be limited based on protected class, such as an employee’s sex or race. Membership and participation in an ERG’s activities is voluntary and can be discontinued at any time.

VI. Expectations and Responsibilities

ERGs and their members are expected to conduct themselves in a manner consistent with the university’s mission and values as a Catholic and Jesuit university, to adhere to all university policies, and to promote the group’s objectives.

• Adherence to University Policy: ERGs are expected to comply with all university policies, including policies prohibiting discrimination and harassment based on age, color, disability, family responsibilities, gender identity or expression, genetic information, marital status, matriculation, national origin, personal appearance, political affiliation, race, religion, sex, sexual orientation, veteran’s status or any other factor prohibited by law.
• Prohibited Activities: ERGs are not part of the formal governance structure at Georgetown University. The activities, programs and services of an ERG shall not be represented, directly or indirectly, as official functions or activities of Georgetown University or of any Georgetown University official. ERGs at Georgetown shall not engage in the following activities:
  • Engage in any activity that is inconsistent with Georgetown University’s mission or values as a Catholic and Jesuit university;
  • Exclude employees from participating in meetings or activities based on a protected category;
  • Engage in discriminatory conduct on any basis;
  • Engage in political activities, make political or legislative endorsements, or promote candidates for public office;
  • Engage in fundraising activities, either internally or externally, without advance approval;
  • Make direct charitable donations.
• Addressing Member Concerns: The purpose of an ERG is not to raise individual concerns, but to promote the group’s objective. In order to raise an individual concern, an employee should contact Human Resources, the Office of the Vice President for Diversity, Equity and Inclusion, the Office of Equal Opportunity Compliance or other appropriate office.