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​​​​​​​308.56 – Workplace Equity, Engagement, and Excellence Council (WE3)

By Survey Manual

U.S. GEOLOGICAL SURVEY DIRECTIVE

SURVEY MANUAL COMMITTEE CHARTER – ADMINISTRATIVE SERIES

Issuance Number:     308.56

Subject:                         Workplace Equity, Engagement, and Excellence Council (WE3)

Issuance Date:            2/27/2023

Expiration Date:        2/27/2026

Responsible Office:   Office of the Director, Administration and Policy; Executive Sponsor

Instruction: The WE3 serves as the executive body that provides strategic direction and guidance for the programs, policies, procedures, and practices that address issues and concerns impacting the culture of the U.S. Geological Survey (USGS), and the proactive and preventative initiatives designed to improve the culture of the organization.

Approving Official:     /s/ Roseann Gonzales-Schreiner

                                       Deputy Director for Administration and Policy

 

1.    Establishment.  This SM chapter authorizes the establishment of the Workplace Equity, Engagement, and Excellence Council (WE3), formerly the Anti-Harassment Executive Steering Group (AHESG), in the USGS and serves as its charter.

2.    Background and Purpose.  The WE3 serves as the executive body that provides strategic direction and guidance for the programs, policies, procedures, and practices that address issues and concerns impacting the culture of the USGS, and the proactive and preventative initiatives, activities, and efforts designed to improve the culture of the organization.  The WE3 is best positioned to lead workplace culture and equity, diversity, and inclusion initiatives because of the membership composition of the Council and experience with providing direction for the efforts of the Anti-Harassment Program and the USGS Civility and Inclusion Council.

The WE3 is intended to provide an opportunity for USGS employees to contribute their talents in support of our science mission and to ensure our USGS resources are used efficiently and effectively.  The following is a list of the USGS resources that play a role in these endeavors:

  • USGS Offices and Programs:
    • Office of Human Capital (Anti-Harassment Program, Collaborative Action and Dispute Resolution Office, Employee and Labor Relations Office, Office of Employee Development, Office of Organizational Development)
    • Office of Diversity and Equal Opportunity
    • Office of Science Quality and Integrity
  • USGS Groups:
    • Civility and Inclusion Council
    • Diversity and Inclusion Council
    • Mission Area, Regional and Center Diversity & Inclusion groups
    • Youth Outreach Working Group
    • Employee Resource Groups1
    • Unlearning Racism in Geoscience (URGE)

3.    Function.  The functions of the WE3 are to:

A.  Identify priorities and establish goals and objectives relating to the WE3 initiatives, efforts, and activities.

B.  Oversee coordination and collaboration of USGS resources assigned or identified to address workforce culture and equity, diversity, and inclusion initiatives, efforts, and activities.

C.  Review and vet policies and procedures relating to the USGS culture including proactive and preventative initiatives, activities, and efforts designed to improve the culture of the organization.

D.  Provide direction and guidance for existing and new initiatives, efforts, and activities to include ad hoc projects.

E.  Advise the offices, programs, and groups tasked with executing related initiatives, efforts, and activities with identifying and securing financial and other resources to execute these initiatives, efforts, and activities.

F.  Review and provide direction and guidance for new workplace culture and equity, diversity, and inclusion tasks issued by DOI.

G.  Provide a platform for exploring and recommending new ideas and initiatives relating to the WE3.

H.  Provide a conduit for communicating the WE3’s initiatives, efforts, and activities to the bureau workforce. Advise the Director on the WE3’s initiatives, efforts, and activities.

I.  Communicate the WE3’s accomplishments, initiatives, efforts, and activities to the USGS Director, ELT, employees and other USGS groups as appropriate.

J.  Review and approve new [non-ERG] USGS groups intended to address the WE3’s focus.

K.  Review and approve the disbanding of groups previously established to address the WE3’s focus.

L.  Identify financial and other resources needed to address the WE3’s issues and concerns.

M.  Review and approve the workplace culture related action plans.

N.  Review the USGS quarterly report on the Anti-Harassment Program and identify any bureau level action items.

O.  Review the USGS FEVS reports and identify any bureau level action items.

4.    Membership Composition.

A.  Executive Sponsor.  The Deputy Director, Administration and Policy serves as the Executive Sponsor.

B.  Chairperson.  A member of the ELT, with major involvement in program activities impacting the USGS culture from the list in 4.D.1-7, will be appointed by the Executive Sponsor to serve a 2-year term. 

C.  Vice-Chairperson.  A member of the ELT with major involvement in program activities impacting the USGS culture will be appointed by the Executive Sponsor to serve a 2-year term before assuming the Chairperson duties.

D.  The WE3 is comprised of representation from the following and will be considered in the appointment of the Chairperson and Vice-Chairperson:

(1)  Mission Area Associate Director

(2)  Regional Director

(3)  Office of Science Quality and Integrity Director

(4)  Office of Communications and Publishing (OCAP) Director

(5)  Human Capital Officer

(6)  Office of Diversity and Equal Opportunity Chief

(7)  Diversity and Inclusion Council Executive Sponsor

E.  Membership Tenure.  Member terms are indefinite as they are associated with specific positions in USGS.  In those instances where there are multiple options for representation (AD or RD), members may request to rotate off the WE3 but will provide a 30-day notice to the Chairperson along with a proposed replacement.

5.    Type of Organization.  Permanent.

6.    Reporting.  The Council reports to the USGS Director.

7.    Staff Support.  The Executive Sponsor and Chairperson will ensure appropriate resources are available to support the facilitation and coordination of the council meetings to include agenda development and facilitation, recording of council decisions and actions, and tracking action status where appropriate.  The OCAP Director will provide Internal Communications staff support to the WE3.

8.    Establishment of Focus Groups.  Additional subgroups may be established by the steering group to address specific areas of focus on an ad hoc basis.  Executive Champions will be identified to lead focus groups on major portfolios on a case-by-case basis.

9.    Resources.  Salary expenses for the time required for council members to participate in council activities will be funded by their respective cost centers.  Non-salary related expenses, if needed, will be funded as agreed upon by the Chairpersons and the members of the WE3. 

10.    Meetings.  The WE3 will meet a minimum of twice a month to provide guidance for ongoing activities; typically, via MS Teams. Representatives from the offices, programs, and groups will be invited to brief the WE3 at least annually to share current priorities and get a strategic perspective from WE3 on alignment to complementary efforts.  Additionally, offices, programs, and groups will have an option to provide written updates about current priorities and to request feedback from WE3.  These status updates will be provided as read ahead materials to WE3 at the first meeting of each month.  These status updates will help WE3 determine the level of coordination needed. Additional meetings may be called at the discretion of the Chairpersons for the purpose of collaboration on special projects, learning exchanges, and other related activities. 

11.    Decision Making.  Decisions regarding functions listed in section 3 will be made by majority rule when more than half the members vote in favor.

12.    Termination Date.  None.  The WE3 will review the need for this charter every 3 years.

 

1Employee Resource Groups (ERGs) are employee-led groups with members who are drawn together by a common interest and work towards advancing relevancy, diversity, and inclusion throughout the organizations.  ERGs have charters with specific goals and objectives the group aims to achieve.  ERGs are encouraged to identify a Leadership Liaison (LL).  An LL means a DOI manager (generally at the GS-15 level or above) who provides advice and counsel to guide the ERG's development, keeps the group focused on organizational goals, supports the group through communication and visibility, and keeps the ERG connected to DOI leadership.  The LL serves in an advisory capacity and may not lead or be an officer of the group. (from DOI PERSONNEL BULLETIN NO. 17-07 https://www.doi.gov/sites/doi.gov/files/elips/documents/recognition_procedures_and_departmental_support_for_employee_organizations_non-labor.pdf)