ARTICLE 4
ASSOCIATION REPRESENTATION 

4.00 The primary function of an employee is to perform the duties assigned to his/her position. Association activities during regular hours of work are subject to operational requirements. Requests for time to participate in Association activities shall not be unreasonably withheld.

4.01 The intent of the NASA Workplace Rep system is to allow for the representation of employees to encourage resolution of concerns, complaints or grievances at the earliest opportunity. An employee acting as a Workplace Rep shall be a good problem-solver in an effort to resolve workplace concerns. A Workplace Rep is deemed to be an authorized representative of NASA and, as such, decisions or resolutions reached in the workplace will resolve the issue(s) at hand without further action and/or grievance being carried forward.

4.02 The Board and NASA agree that it is desirable to have the broadest representation of Workplace Reps across the University, with persons who have a good operational knowledge of their work area, the University workplace, and the Agreement. NASA agrees that it shall not appoint Workplace Reps in a manner which is incompatible with operational needs. In the event that over-representation exists in any particular work area, or should any Workplace Rep be over-utilized, the parties will meet to review and conclude the matter. The number or distribution of Workplace Reps may be increased or changed by mutual agreement.

4.03 If it is necessary to request time off during regular hours of work under this article, the employee shall:

(a) not be required to disclose the details of the Association Business;

(b) make arrangements for time off with his/her supervisor to minimize the impact of his/her absence on operations;

(c) report to the supervisor upon his/her return to work.

4.04 Time off with pay will be granted to:

(a) employees to exercise specified rights under the Agreement;

(b) Workplace Reps to perform their duties as described by the Agreement (e.g. Articles 36, 38).

(c) the Chief Workplace Rep to act as a Workplace Rep, or to act in the absence of NASA staff under clause 38.05;

(d) NASA Executive members to attend regular executive meetings (no more than once per week);

(e) Negotiation Committee members to attend negotiations and reasonable time for preparation;

(f) employees acting on behalf of NASA on mutually recognized committees;

(g) employees participating on recognized University committees;

(h) employees for other mutually agreed activities

4.05 Time off without pay will be granted to:

(a) Workplace Reps to investigate and prepare for matters described by the Agreement, (e.g., Articles 36, 38);

(b) the Chief Workplace Rep to attend a hearing under clause 38.05 other than provided under 4.04(c);

(c) NASA Executive members to attend executive meetings over the limits specified under clause 4.04(d) and clause 4.06(b);

(d) Negotiation Committee members over the limits specified in clause 4.06(c) to attend negotiations and for reasonable preparation time;

(e) Members of NASA Representatives Council to a maximum of one (1) hour per month each to attend meetings of the Council. Requests for time off for such members shall be submitted by NASA to the AVP(HRS), at least one (1) week before the date of the Council meeting. NASA shall keep the AVP(HRS), advised as to the names of the members of the Council;

(f) employees for NASA business not covered above, subject to operational requirements. It is the responsibility of the employee to make the necessary arrangements with his/her Department Head and for NASA to provide notice of such arrangements to the AVP(HRS), at least one (1) week before the date of the time off. It is the responsibility of the employee, with the assistance of Human Resource Services to make the necessary arrangements with his/her Department head;

To administer the time off without pay provisions noted above, the University will pay the affected employees and invoice NASA for the pay and applicable additional premiums.

4.06 The parties agree there shall be :

(a) Under clause 4.04(b), no more than three (3) percent of the total number of full time regular employees (calculated as of March 31 each year) shall be appointed as Workplace Reps;

(b) Under clause 4.04(d), no more than eight (8) Executive members;

(c) Under clause 4.04(e), no more than four (4) Negotiation Committee members;

(d) Under clause 4.05(e), no more than seventy-five (75) members of the NASA Representative Council.

4.07 The parties agree there shall be no discrimination or coercion exercised or practiced with respect to any employee for reason of membership or legitimate activity in NASA.

4.08 Nothing herein this agreement shall preclude an employee from discussing problems, personal or job related, with supervisors or members of Human Resource Services or other representatives of the Board. Nothing herein this agreement shall preclude a Supervisor, Department Head, Director or Dean from meeting with a Workplace Rep, provided no agreements are reached which are inconsistent with the provisions of the Agreement.

4.09 NASA agrees to provide written notification to Human Resource Services of the names and departments of Workplace Reps, Executive Committee members, Grievance Committee members and employees acting on behalf of NASA on mutually recognized committees, and shall continue to update the list if any changes occur during the year. The University shall provide, annually, the list of Department Heads and designations required under the Agreement, and shall endeavor to provide regular notice of such changes as may occur.

4.10 NASA will provide the name of the person (or designee) acting as the "designated official of NASA" (as per clause 38.08) who will have the authority to act and resolve differences. It is further understood that the person or designee shall be the authorizing signature for written grievances or other matters under Article 38.

4.11 The Board agrees to provide bulletin board space in each department for the purpose of posting information related to NASA business. Such postings are restricted to the activities of NASA. Where the AVP(HRS), is of the opinion that a particular posting disparages or encroaches upon management rights, or is contrary to Board policy, or damaging to the image of the University, then such a matter shall be raised under clause 38.04(a) (problem-solving).