Policies & Procedures


Section 1

Physical Environment and Properties

Buildings and Grounds: General Use

Sec. 900-14: Access Regulations for Employee Organizations

Responsible Office: Human Resources
September 2013

References / Resources

Contact: Campus Labor Relations at (949) 824-4064 or sstrafac@uci.edu
UC Irvine Medical Center Labor Relations at (714) 456-6163 or pkronhei@uci.edu

The following regulations provide reasonable access to University employees by employee organizations while ensuring that employee organization activities do not disrupt daily work activities, teaching, and research.

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 Specific to These Regulations

  1. Employee Organization

    Any organization that includes employees of the University and has as one of its primary purposes representing its members in employer-employee relations. It may also be referred to as a union or bargaining unit.

  2. 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.

  3. 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.

  4. Restricted Areas

    Restricted areas are work areas deemed to be inappropriate for employee organization business and thus prohibited from use. They 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. Employee organizations must notify campus Labor & Employee Relations, in advance or immediately upon arrival, when a representative who is not an employee will be on the UCI campus. Any employee acting as a representative of an employee organization must notify campus Labor & Employee Relations prior to or immediately upon entering a department other than their own. Notification to campus Labor & Employee Relations may be made by telephone or, for advance notifications only, by first class mail, email, or fax.
  3. Representatives of employee organizations on University property are required to identify themselves upon request by University officials acting in the performance of their duties.
  4. 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

Written materials may be posted on designated bulletin boards when the following criteria are met:

  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 Relations, Human Resources. No literature or other materials may be affixed to walls, floors, ceilings, elevators, or stairways at any time (see Section 900-12, Policy on Posting and Distribution of Literature and Materials).

D. Employee Lounges

Where employee lounges exist in nonrestricted areas, one-to-one solicitation of consenting employees is permitted.

E. Handbilling

Representatives of employee organizations may distribute leaflets, bulletins, or authorization cards to consenting employees in the following areas on campus:

  1. Numbered parking lots. (Materials may not be placed on parked vehicles.)
  2. Employee entrances to campus buildings.

For UC Irvine Medical Center, see UC Irvine Medical Center Access Regulations, revised July 2012

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).
  3. Use of the campus mail system is prohibited, except as provided above.

G. Meeting Rooms

The following steps are to be followed by employee organizations that wish to use University facilities (meeting rooms):

  1. Employee organizations must submit a completed Statement of Understanding to Student Center & Event Services prior to reserving a room. Student Center & Event Services will forward the completed form to Labor & Employee Relations.
  2. Only employee organizations that have a Statement of Understanding on file may reserve a room through Student Center & Event Services (see Section 900-10, Policy on Use and Scheduling of UC Irvine Properties, and Section 900-11, Guidelines for Scheduling Campus Properties through Student Center & Event Services).
  3. When costs are incurred, Student Center & Event Services will initiate the process to bill the employee organizations.
    1. Space rental fees will be charged to employee organizations for use of facilities for which all users, other than student organizations, are charged. Labor, equipment, and other event related fees will apply.
    2. When a room is utilized on the campus 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, and photocopying and reproduction equipment.
  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.
  3. Use of sound amplification equipment is prohibited.