UNIVERSITY OF CALIFORNIA
BERKELEY • DAVIS • IRVINE • LOS ANGELES • MERCED • RIVERSIDE • SAN DIEGO • SAN FRANCISCO
SANTA BARBARA • SANTA CRUZ
OFFICE OF THE EXECUTIVE VICE PRESIDENT—
CHIEF FINANCIAL OFFICER
OFFICE OF THE PRESIDENT
1111 Franklin Street. 10th Floor
Oakland, California 94607-5200
OFFICE OF RISK SERVICES
(NAME OF WORKGROUP-WORKGROUP ACRONYM)
Section 1: Mission Statement
The University of California (NAME OF WORKGROUP) (WORKGROUP ACRONYM) exists to
advise the University of California in general, and the University of California EH&S Directors
Leadership Council (UC EHSLC) in particular, on issues of (WORKGROUP FOCUS
SPECIALTY), (include or exclude as applicable: WORKER EXPOSURE, LABORATORY
SAFETY, AND TRADITIONAL SAFETY). The (WORKGROUP ACRONYM) offers a forum for
the exchange of ideas, solutions to common challenges, and discussion of common experiences.
The (WORKGROUP ACRONYM) acts as subject matter experts including but not limited to
review of new and emerging technologies, and new and emerging regulatory actions and
recommends courses of action, and other special projects as directed by the UC EHSLC.
Section 2: Authority
The authority of the (WORKGROUP ACRONYM) has been granted by the UC EHSLC. The
workgroup has been given the authority to address issues in three main areas:
1. (WORKGROUP FOCUS SPECIALTY) programs and worker exposure issues,
2. Laboratory safety issues,
3. Traditional safety issues.
Section 3: Workgroup Goals and Objectives:
The goals of the (WORKGROUP ACRONYM) include:
1. Produce work products that improve effectiveness and reduce individual campus costs,
2. Provide a forum for exchange of professional ideas,
3. Allow participants to share common experiences and solutions related to (WORKGROUP
FOCUS SPECIALTY) and safety at the UC campuses, UC managed national laboratories
and medical centers,
4. Act as subject matter expert advisory panel to UC EHSLC,
5. Review challenges common to all campuses and recommend a course of action,
6. Review new or updated regulatory requirements and recommend action plans,
7. Review new and emerging technologies related to (WORKGROUP FOCUS SPECIALTY)
and safety.
Section 4: Reporting to EHS Directors
EHSLC Liaison: This position is a designated EHS Director appointed by the UC EHSLC who
coordinates communication between the (WORKGROUP ACRONYM) and the UC EHSLC. All
notifications and reports to the UC EHSLC are issued through the UC EHSLC Liaison. The
(WORKGROUP ACRONYM) Chair is responsible for notifying the UC EHSLC Liaison of the
following items:
1. Advance notice of scheduled meetings including:
2. Copy of agenda,
3. Location and duration,
4. Final written project submissions
5. Workgroup action items and anticipated completion dates,
6. Written or oral report at each UC EHSLC meeting: A short briefing may be presented at
each UC EHSLC meeting. A formal written report must be submitted each October. The
briefing will be delivered by the representative of the (WORKGROUP ACRONYM) either
in-person where the meeting is being held or via conference call.
Section 5: Workgroup Representation
Typically, one representative from each UC campus, national lab or medical center will serve on
the (WORKGROUP ACRONYM). Commonly, the representative is a manager of
(WORKGROUP FOCUS SPECIALTY) programs. In some situations, it may be appropriate to
have more than one representative, where dictated by the organization of the campus, laboratory
or medical center (i.e., one (WORKGROUP FOCUS SPECIALTY) Manager representative and
one Safety Manager representative).
Section 6: Meeting Frequency
Annual Meetings:
 Duration: Maximum of one and one-half days in lieu of a conference call.
 Location: The meeting locations may alternate between southern and northern locations
(campus, national lab, medical center), at University of California, Office of the President in
Oakland, in conjunction with other systemwide meetings (such as Risk Summit) or “virtual”
through the use of video teleconferencing or webconferencing (ReadyTalk).
 Hosting: The host is selected on a volunteer basis.
 Participation: These meetings are open to all EHS staff and everyone is encouraged to
bring colleagues and staff as budget and staffing limitations allow. Other interested
(WORKGROUP FOCUS SPECIALTY) and Safety people may be invited to participate.
 Deviations must be requested through the workgroup EHSLC Director Liaison.
Regularly scheduled conference calls:
 Scheduling: Conference calls are typically held on (STATE RECURRING DAY, TIME
AND DURATION, CONFERENCE CALL PHONE NUMBER, MEETING NUMBER, WEB
ACCESS).
 Participation: (WORKGROUP ACRONYM) members are required to participate. In the
event participation is not possible, a temporary substitute may be assigned; notify
(WORKGROUP ACRONYM) Chair or Vice-Chair, as applicable. Other interested
(WORKGROUP FOCUS SPECIALTY) Safety people may be invited to participate.
Convention meeting:
If applicable, (WORKGROUP FOCUS SPECIALTY) convention meeting: Meeting is typically
held on the first Monday of the conference. The meeting location is a conference hotel meeting
room chosen in advance. These meetings are open to all UC/National Lab EH&S staff and
everyone is encouraged to bring colleagues and staff.
Section 7: Workgroup Roles
Chairperson:
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
Prerequisite requirement for nomination is two years of service as a committee member
and 1 year term as Vice Chair.
 In the event that no candidate is available with prerequisite requirements, then the
workgroup Chairperson is nominated or self-nominated from the workgroup members.
 Term = one year.
 Duties include but not limited to:
o Sets meeting agendas,
o Schedules and conducts meetings and conference calls,
o Coordinates with UC EHSLC Liaison,
Vice Chairperson:
 This role is optional based on the needs of the workgroup.
 Workgroup Vice-Chairperson is nominated or self-nominated from the workgroup
members.
 Prerequisite requirement for nomination is two years of service as a workgroup member.
 Term = one year.
 Duties include but not limited to:
o Assist the chairperson with duties,
o Prepares meeting minutes and action items,
o Assumes the Chairman role at the end of one year,
o May conduct meetings in the absence of the Chairman.
Members:
 Members are appointed by the EHS Director of each campus, national laboratory or
medical center.
 Term= perpetual as appointed.
 Duties include but not limited to:
o Attend meetings and conference calls,
o Disseminate information from (WORKGROUP ACRONYM) to EH&S colleagues
and staff at members respective campus, national laboratory or medical center,
o Serve on project work groups.
Section 8: Project Work Groups
 Purpose: To carry out (WORKGROUP ACRONYM) goals related to a specific topic or
project.
 Duration: Project workgroups may be temporary/short term or perpetual/long term.
o Temporary/short term: Project workgroup developed to address a specific project,
question, or goal that has an objective of completion.
o Perpetual/long term: Project workgroup developed to address several projects,
usually with on-going development of goals.
 Membership Size: Project workgroup membership size will vary depending on the nature
and goals of the workgroup.
 Project Workgroup Requirements:'
o Conduct regularly scheduled meetings, conference calls or contact among
members,
o Have an appointed Chair,
o Have expertise represented and open to members who are not on the
(WORKGROUP ACRONYM),
o Have a (WORKGROUP ACRONYM) member as a Chair or Co-Chair,
o Submit a current Progress Status Report to the (WORKGROUP ACRONYM),
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o Report to (WORKGROUP ACRONYM) on monthly conference calls,
o Develop work scope proposal as part of Progress Status Report.
 Work Scope Proposal: must include:
 Description and justification of project,
 Expected benefits, pros and cons of alternatives,
 Expected duration, clear timelines for each phase,
 Cost estimates – include travel, teleconferencing, material, etc.
 Description of how results and/or progress reports will be communicated to
UC EHSLC.
Section 9: Committee Resources
E-mail listserve:
 All regular communications will be distributed to members through the e-mail listserve
administered at (CAMPUS SUPPORTING LISTSERV). Information posted on listserve
may be forwarded to other EH&S staffmembers as appropriate.
 UCOP will provide and support listservs.
Website: (WEBSITE ADDRESS).
 Website may include copies of agendas and minutes, work projects, links, documents, and
contact information.
 UCOP will provide and support websites.
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