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Guidelines for Establishing an Employee Resource Group

Employee Resource Groups (ERGs) are voluntary, employee-led groups formed around shared interests, experiences or identities. These groups offer support, foster connections, and contribute to a more welcoming and engaged campus environment for all faculty and staff. While many ERGs focus on personal or professional experiences, it is important to note that ERGs are not political or religious organizations and are intended to create inclusive spaces that are open to all faculty and staff, regardless of identity or background.

Step 1: Initial Evaluation of Need and Alignment

The decision to establish a new ERG is made with thoughtful consideration to ensure the group supports the broader needs of the campus community and aligns with the values of Carnegie Mellon University. When evaluating the proposal for a new ERG, the following elements will be considered:

  • Organizational Relevance: Does the proposed group address a topic, interest or experience that is not already being supported through existing efforts or resources?
  • Clear Mission and Goals: The ERG should have a well-defined purpose and specific goals that contribute positively to the faculty and staff experience.
  • Sustainable Participation: There should be strong interest from a range of faculty and staff, with the potential for ongoing engagement and involvement from individuals across roles and departments.
  • Openness to All: Every ERG must be open to all faculty and staff, including those who do not personally identify with the group's focus but wish to learn, engage or support others.

Step 2: Consultation and Exploration

Interest from several employees is an encouraging start, but it is important to determine whether creating a new ERG is the most effective and sustainable option.

  • Exploratory Conversation: A conversation with the staff ombudsperson will help clarify the motivations for forming the group, review the goals and assess whether there are existing avenues that may already meet those needs.
  • Assessment of Fit: If it's determined that an ERG is the right structure, the staff ombudsperson will work with the interested parties to begin the next steps in the formation process.

Step 3: Organizing an Interest Meeting

To ensure the ERG can succeed over time, a strong base of interest and committed leadership is essential.

  • Interest Meeting: The staff ombudsperson will organize a meeting with interested faculty and staff to introduce the concept, gather feedback and gauge overall enthusiasm for the group.
  • Leadership Commitment: At least two individuals must be willing to serve in leadership roles to help guide the ERG, organize activities and maintain momentum. This leadership team will be key to the group's long-term success.
  • Commitment to Inclusion and Participation: The group should demonstrate readiness to engage regularly, plan relevant programming and welcome participation from across the university.

Step 4: Formal Recognition and Ongoing Support

Once the group has demonstrated sufficient interest, leadership and a clear mission, the ERG will be formally recognized.

  • Approval Process: Formal approval for all new ERGs will come from the staff ombudsperson, who will review the group's goals, structure and readiness for launch.
  • Support and Resources: Once approved, ERGs will receive support in the form of guidance, visibility and access to appropriate university resources to help carry out their mission.
  • Ongoing Review: The staff ombudsperson will conduct a continual review of each ERG to ensure it remains aligned with its original mission, continues to meet the evolving needs of its members, and remains an engaging and inclusive space for faculty and staff.
    • Dissolution of ERGs: If, during the review process, it is determined that an ERG is no longer meeting the needs of its members or advancing the mission of the university; is inconsistent with these guidelines or any other university policy; or has become inactive, the group may be dissolved. Recognition and dissolution of ERGs is at the sole discretion of the university.