Over the past several years, the University, in coordination with the Board of Regents office, has maintained a consistent position that representatives of collective bargaining units are not authorized to present during new employee orientations. This means that COGS representatives are not permitted to present during departmental orientations for graduate assistants. However, departments should accommodate requests from COGS representatives for information about the scheduling and location of departmental orientation sessions.

It is important to clarify what this means in practice. COGS representatives, acting as students, have the same access to university facilities as any other student or non-affiliated organization. Accordingly, they may be present in public or common areas adjacent to orientation sessions, so long as their presence does not unreasonably disrupt university activities. While COGS is not authorized to present within the orientation itself, the University cannot limit their access to attendees in these common areas. For example, COGS members may hand out materials or speak with individuals as they enter or exit the orientation, provided they comply with all relevant facility rules and maintain the orderly conduct of university business.

COGS may also reserve nearby campus spaces, subject to the same policies and procedures applicable to all non-affiliated organizations, for the purpose of making information available to interested individuals. Departments and colleges should not reserve space for this purpose on COGS's behalf, but COGS may make such arrangements directly.

Finally, University officials, including faculty, DEOs, and administrators, may not announce or permit announcement of COGS's activities or presence at departmental orientation meetings. However, as with any non-affiliated organization, COGS may post signage or otherwise announce their activities in public areas outside the meeting room, provided this is done in accordance with university policy and does not interfere with university operations.

This approach preserves the University's longstanding position on the conduct of new employee orientations, while also ensuring equitable access to facilities and information for all parties.

Please direct questions to both Shelly Campo, Associate Dean of Administrative Affairs, Graduate College and Todd Rent, Senior HR Director of Employee and Labor Relations.