BUSINESS PRACTICE 14

Special Interest Organizations

WHAT

As part of its continuing emphasis to be employee sensitive, TVA seeks to support the creation of a work environment where people of diverse backgrounds can fully contribute their talents to achieve TVA's vision and business objectives. TVA acknowledges the diverse interests of its work force and supports quality relationships with "Special Interest Organizations (SIO)."

Definition--SIO are organizations:

• That are comprised of TVA employees who are committed to promoting employee development and awareness of specific (diverse) populations within TVA; and
• Whose charters indicate they share TVA's diversity objective of creating an environment within TVA where people of diverse backgrounds can fully contribute their talents to enable TVA to achieve its vision and business objectives.

WHO

• This practice applies to employees who participate in organizations that are designated as SIO.

To be covered by this practice, an organization must be recognized by TVA. A current list of these organizations is included below. Other organizations that want recognition status within the scope of this practice should submit a written request to the Executive Vice President, Human Resources.

NOTE: Labor organizations and the Advisory Committee for Persons with Disabilities are covered by other negotiated arrangements with TVA and are not within the scope of this practice.

WHY

A special task team was established to define TVA's practice for support of "Special Emphasis Organizations" renamed "Special Interest Organizations." This practice will ensure consistent application of TVA's funds and support for these organizations.

HOW

TYPE OF ACTIVITIES

TVA's support of employee participation in SIO activities will depend on the type of activity being conducted as described below.

Work-Related Training

Includes courses and other training that are directly related to the duties of the employee's current position. An example would be an engineering course offered by the Society of Women Engineers. Generally, the sponsoring SIO is responsible for all costs associated with planning and presenting the course/training. However, TVA organizations may partner with the SIO to sponsor the training. Decisions regarding such partnering are at the discretion of TVA organization senior managers or TVA site managers.

Criteria -- Employees' requests for attendance at such activities will be reviewed and approved using the same basis, criteria and level of support as other work-related training. Employees should follow the procedures outlined in Principles & Practices, Business Practice 19, External Training - Employee Development. The organization approving the request is responsible for paying the approved expenses.

General Development Training

Includes conferences that promote the general professional development of an employee and enhance his or her overall performance in a current position or potential for future positions (e.g., the National Blacks In Government Conference, the Federally Employed Women Conference, or the National Management Association's National Conference).

Criteria -- Employees should request approval to attend such activities as outlined in Principles & Practices, Business Practice 19, External Training - Employee Development. The requests should be reviewed and acted upon (i.e., approved or denied) before the training begins. In reviewing the request, supervisors should consider whether work operations can be carried out efficiently in the employee's absence. Factors such as potential disruption of production and the manner in which lost time can be recovered are considered before approving attendance at the activities. Supervisors and/or managers should give additional consideration to employees requesting attendance who: (a) are members of the SIO and/or (b) have indicated the training in an approved Individual Development Plan.

The organization manager who approves the request is responsible for paying the approved expenses associated with the training, including travel, lodging, and meals, and registration fees from his/her organizational budget. The cost of financial assistance for the employee must be within the budget provisions in the employee's organization.

The TVA organization may consider alternative means of financial assistance to the employee including: (a) sharing the costs with the employee's SIO (e.g., if the employee is an officer of the organization and the SIO can pay part of the cost); or (b) sharing the cost with the employee or another TVA organization.

Awareness Training

Includes activities that increase an employee's overall knowledge of or sensitivity to issues of importance in the workplace. This would include activities such as attendance at disability awareness or Black History Month programs.

Criteria -- If the activity occurs during TVA work time, employees should receive approval from their supervisors to attend.

Organizational Activities

Includes membership meetings, board meetings, and other activities related to the promotion or internal functions of the SIO.

Criteria -- Such activities generally should take place on the employee's own time, either at lunchtime or outside of regular work hours.

GENERAL TVA SUPPORT

SIO covered by this policy may be granted use of some TVA resources in connection with their activities as described below.

Employee Time

Organizational meetings should take place during employees' own time, either at lunchtime or outside of regular work hours. Members of recognized SIO should use their personal time or take annual leave for specific organizational activities, except when they are (a) participating in official TVA projects or meetings with TVA officials; or (b) attending at management's discretion.

TVA Facilities

SIO may use available TVA facilities for organizational meetings. Meeting space should be arranged through Facilities and Realty Management at 632-2700 for space in Knoxville, Muscle Shoals or Nashville and 751-2700 for space in Chattanooga. For other locations, contact the local site facility coordinator.

When approved by TVA, a TVA organization senior manager, site manager, or their designee, recognized SIO may use TVA facilities when sponsoring work-related, general developmental or awareness training activities.

TVA Communications and Publications

Recognized SIO may use TVA electronic communication devices (e.g., E-mail, facsimile machines) to announce meetings, training, and other activities, excluding membership solicitation, campaign drives, and fund solicitation. TVA's employee news media (e.g., Inside TVA and TVA Today) will announce meetings, conferences and other activities as space is available. In keeping with its goal to establish environmental leadership, TVA encourages the use of paperless communication. SIO should not use TVA interoffice mail services or TVA's interagency mail for organization business if e-mail is available. All outside mailings (USPS, UPS, etc.) will be the responsibility of the designated SIO.

Copiers and Printing Services

Recognized SIO may use TVA copiers and printing services to the extent approved by an employee member's senior manger, site manager, or their designee. However, organizations should not use the copiers and printing services for membership solicitation, campaign drives, and fund solicitation.

Telephones

Members of recognized SIO may use TVA telephones for internal and local calls.

Membership Dues

TVA employees who are members of SIO are responsible for paying their own membership dues.

ROLES

Employees

• Comply with this practice.
• Identify SIO conferences and other training activities that will enhance professional development.

Supervisors

• Ensure that employees comply with this practice.
• Answer questions from employees related to TVA's support of SIO.
• Approve/disapprove employees' requests to participate in SIO conferences and training activities.
• Approve/disapprove reimbursement of related SIO expenses.
• Budget for reimbursement of SIO training and conference activities.
• Support participation in awareness activities.

Department Managers

• Accept/reject supervisors' approval of:
  • Employees' requests to participate in SIO conferences and training activities.
  • Reimbursement of related SIO expenses.
• Budget for reimbursement of SIO training and conference activities.

Human Resource Representatives

• Answer questions from supervisors and employees on TVA's support of SIO activities.

Site Managers, Senior Managers, or Their Designees

• Approve/disapprove SIO use of TVA facilities, copiers and printing services for SIO activities.

Senior Vice President, Education, Training and Diversity

• Approves/disapproves written requests from organizations wanting recognition status within the scope of this practice.

Employee Service Center

• Responds to employee questions.

RESOURCES

• Employee Service Center - 888-275-8094
• Human Resource Representatives

Recognized Special Interest Organizations

• Association of Black Data Processors
• African American Equality Congress (AAEC) -- All TVA Chapters
• TVA's Black Management Association (BMA)
• Blacks In Government (BIG) -- TVA Chapters
• Federally Employed Women (FEW) -- TVA Chapters
• Greater Chattanooga Hispanic Association
• TVA's National Management Association (NMA)
• National Organization of Black Chemists and Chemical Engineers (NOBCChE) -- TVA Chapter
• National Society of Black Engineers -- TVA Chapter
• Organization of Native Americans (ONA)
• Society of Minority Employees (SOME)
• Society of Women Engineers
• TVA Veterans Association
• The Association of Asian/Pacific Islander Americans of TVA

 

Last Revised 9/04