United States Department of Agriculture
Research, Education, and Economics

ARS * CSREES * ERS * NASS
Policies and Procedures

1. Authorities
2. Employee Groups
3. Professional Associations
4. Employee Welfare and Recreation Associations
5. USDA Clubs
6. Official Facilities and Services
7. Accountability
8. Loss of Privileges
9. Summary of Responsibilities

1.    Authorities

• 5 Code of Federal Regulations (CFR), Part 251
  
  
• 41 CFR, Subpart 101-20.7, Federal Property Management Regulations
  
  
• Agriculture Property Management Regulations (APMR), Subpart 104-19
  
  
• U.S. Department of Agriculture (USDA) Personnel Bulletin No. 252-1

2.    Employee Groups

Employees may form employee groups to promote the social, health, welfare, employment, or recreational interests of USDA employees. Membership is open to all persons who share an interest in the organization's purpose. These groups do not require official recognition or approval.

The following criteria applies to employee groups:

• Must not practice or advocate discrimination based upon race, color, national origin, gender, religion, age, disability, political beliefs, sexual orientation, or marital or family status.
  
  
• Must not have a sectarian or partisan political purpose and must not have as a major purpose the advocacy of legislation.
  
  
• Must be composed predominantly of USDA employees.
  
  
• Must provide in their by-laws or constitution for at least an annual auditing of the group's finances.

Use of Excused Absences. Employees are not entitled to an excused absence to participate in meetings or functions of employee groups. Employees attending meetings or functions held during duty hours must make advance arrangements with their supervisors for approved annual leave or leave without pay.  As an exception to this rule, in keeping with efforts to provide reasonable accommodation for employees with disabilities, supervisors may authorize limited excused absences to employees with disabilities so they can participate in functions. For example, an excused absence may be granted by the supervisor so that a disabled employee can travel to and return from a meeting being held during the lunch period.

3.    Professional Associations

Professional associations represent Federal employees and other organizations other than a labor organization and provide information, views, and services which will contribute to improved agency operations, personnel management, and employee effectiveness. Such organizations maybe an association of Federal management officials and/or supervisors, a group representing minorities, women or persons with disabilities in connection with the agencies' EEO programs and action plans, a professional association, a civic or consumer group, or an organization concerned with special social interests, and the like.

The following criteria applies to Professional Associations:

• must be a lawful, nonprofit organization whose constitution and bylaws indicate that it subscribes to minimum standards of fiscal responsibility and employs democratic principles in the nomination and election of officers;
  
  
• must not discriminate in terms of membership or treatment because of race, color, national origin, gender, religion, age, disability, political beliefs, sexual orientation, or marital or family status;
  
  
• must not assist or participate in a strike, work stoppage, or slowdown against the Government of the United States or any of its agencies or impose a duty or obligation to conduct, assist, or participate in such strike, work stoppage, or slowdown; and
  
  
• must not advocate the overthrow of the constitutional form of government of the United States.

Use of Excused Absence. The following benefits apply:

• Reasonable excused absences may be granted to an association representative to attend an association conference, convention, or meeting if the agency determines, based upon a review of the agenda, that attendance will be of mutual benefit to the employee and the agency, is related to the agency's mission and programs, and the employee can be spared from his/her regular duties. All excused absences for this purpose must be approved in advance by the authorized agency official.
  
  
• Excused absences may not be granted to or used by association representatives or members for activities relating to the internal management of the association, e.g., solicitation of membership, election of officers, collection of membership dues.

4.    Employee Welfare and Recreation Associations

Welfare and Recreation Associations are formed to promote the social interests of employees. These associations are open to all employees within an organization (e.g., location, Area,interagency office facility) and work to promote better acquaintance among the employees. These associations do not require official recognition or approval.

The following criteria applies to Employee Welfare and Recreation Associations:

• Must not practice or advocate discrimination based upon race, color, national origin, gender, religion, age, disability, political beliefs, sexual orientation, or marital or family status.
  
  
• Must have their finances audited and published at least annually. A copy of the audit report will be made available to each member. A copy of the report will also be provided to REE management upon request.

Use of Excused Absences. Excused absences are authorized for employees to attend meetings or functions officially approved by the Department or agency. Such functions could include organization-sponsored awards ceremonies or other Department or agency wide functions. Excused absences may also be authorized for employees who are officers or members of the Board of Directors to attend regular meetings of the organization. All excused absences must be approved by the employee's supervisor in advance.

Use of Official Name. Associations may use the name of USDA or one of the REE agencies in their name if it is made clear that the association is not an official organization of USDA.

5.    USDA Clubs

USDA and REE encourage the formation of USDA Clubs for the purpose of aiding employees to improve their service to the public. This can be accomplished through club meetings, work- related tours, public service, publicity aids, and other related activities. Sponsorship of occasional social activities is also an important part of USDA Club programs. Social functions are held outside official working hours.

Club activities should focus exclusively on USDA, not particular sub-elements, e.g., Agricultural Research Service, National Animal Disease Center). Likewise, club membership must be open to all USDA employees in the geographical area. These clubs do not require official recognition or approval.

The following criteria applies to USDA Clubs:

• Must not practice or advocate discrimination based upon race, color, national origin, gender, religion, age, disability, political beliefs, sexual orientation, or marital or family status.
  
  
• Must not have a sectarian or partisan political purpose and must not have as a major purpose the advocacy of legislation.

Use of Excused Absences. The use of limited excused absences for club meetings is justified since USDA Clubs are recognized as an integral part of management's program to improve the efficiency of Department employees. Excused absences must be approved by the employee's supervisor. Employees are urged to participate in clubs as part of their official work. Occasional social activities, although an important part of club programs, must be held outside official work hours. Excused absence should not be granted for this purpose.

6.    Official Facilities and Services

Employee groups, welfare and recreation associations, and USDA Clubs may use official facilities and services according to the following conditions:

• Buildings. Meeting places under the control of USDA or REE may be used upon request, provided the places are available and that their use will not disrupt normal operations or activities of employees.
  
  
• Internal Messenger Service. Internal messenger service may be used for the distribution of printed material without official review or approval. The unofficial material shall be printed, counted, packaged, and labeled in advance by the employee organization. The following types of circulars, posters, or other printed matter may not be distributed through these or any other U.S. Government communications systems:
  
  
  • Material which directly or indirectly attacks or adversely reflects on the integrity or character of members of Congress, the Judiciary, members of the President's Cabinet, or any official in a similarly responsible position.
        
    
  • Material which contains expressions of a derogatory or abusive nature concerning any Federal employee.
    
    
  • Material which directly or indirectly condemns or criticizes the policies of any U.S. Government department or agency.
    
    NOTE:    Official USDA postage must not be used by employee organizations for the distribution of printed material.  Employees of employee organizations must not use the internal messenger service for private-personal material.   
    
    Questions concerning the use of internal messenger service for the distribution of unofficial material should be referred to the Employee Relations Branch, Human Resources Division (HRD).
    
    
• Electronic Mail. E-mail may be used for notifying members of employee groups, professional organizations, welfare and recreation associations, and USDA Clubs of meetings and scheduled events. The types of material prohibited from distribution via the mail and messenger service (see Internal Messenger Service above) are also prohibited from being distributed by E-mail.
  
  
• Bulletin Boards. Space on designated bulletin boards may be used by employees only for posting unofficial material listed below. The types of material prohibited from distribution via the mail and messenger service (see Internal Messenger Service above) are also prohibited from being posted on bulletin boards:
  
  
  • Information concerning USDA and REE employee organizations, including prices of recreational activities.
    
    
  • Advertisements, including prices, of living accommodations for rent or wanted to rent by employees of USDA.
    
    NOTE:    The statement “This housing is offered to any person without regard to race, color, national origin, gender, religion, age, disability, political beliefs, sexual orientation, or marital or family status.” must appear on ad.
    
    
• Advertisements for rides or riders by USDA employees.
  
  
• Advertisements not to exceed 3 x 5 inches in size for items.

7.    Accountability

Employee groups, welfare and recreation associations, and USDA Clubs must maintain effective control over and accountability for all funds, property, and other assets for which the association is responsible. It is recommended that each organization implement the following internal control measures:

• Persons maintaining accounting records or handling funds or accountable property be bonded.
  
  
• Cash receipts be deposited promptly.
  
  
• Checking accounts be reconciled monthly by someone other than the fund's bookkeeper.
  
  
• Checks be signed by someone other than the fund's bookkeeper.

8.    Loss of Privileges

It is the responsibility of officers and employees of an employee group, professional organization, welfare and recreation association, and USDA Club to carry on their activities according to the provisions contained in this P&P. Failure to do so, as well as other conduct or activities that are inconsistent with the stated aims of an organization, its by-laws, or the interests of the U.S. Government or its employees, may result in sanctions against the organization. This includes the suspension or revocation of any and all rights and privileges granted under this P&P.

9.    Summary of Responsibilities

Supervisors and managers

• Contact the Employee Relations Branch, HRD, before initiating any action against an employee organization.

Employees

• Are encouraged to form or join professional associations and USDA organizations to improve the quality of work life and build coalitions which will contribute to improved agency operations, personnel management, and employee effectiveness.

- /Sd/-

W. G. HORNER
Deputy Administrator
Administrative and Financial Management