ARTICLE 9 OFFICIAL TIME AND TRAVEL OF UNION OFFICERS AND STEWARDS SECTION 1 - GENERAL We agree that Union officials and stewards should be authorized reasonable time to represent employees and work with supervisors and managers to resolve issues and concerns. Such time will be adequate to represent bargaining unit employees and administer this Agreement with the Agency in a cooperative manner. SECTION 2 - REPRESENTATIONAL FUNCTIONS A. Official time is used to perform representational functions on behalf of bargaining unit employees. Such functions include but are not limited to the following: 1. Negotiations over the impact and/or implementation of changes in conditions of employment of bargaining unit employees. 2. Presentation and processing of grievances. 3. Attendance at management-initiated meetings. 12 4. Participation on committees or panels as authorized by this Agreement. 5. Participation in proceedings before the Federal Labor Relations Authority (FLRA), in accordance with the FLRA's rules and regulations, and/or other third party hearings. 6. To negotiate "face-to-face" or to prepare, transmit, consider, and communicate on articles and issues through use of mail and telephone. 7. To consult with supervisors and management officials on matters of mutual concern. 8. To prepare requests or recommendations in connection with consultations or meetings with managers and supervisors on issues not involving grievances. 9. To conduct new employee orientations. 10. To review regulations. 11. To attend Agency meetings that advise the Union of changes in working conditions. 12. To review changes to working conditions. 13. To complete surveys. 14. To prepare the documentation that supports the Labor Management report. 15. To attend periodic meetings for the purpose of management presentations on matters of mutual concern. B. Reasonable official time as requested by the president will be granted for officers and stewards to visit, phone, and write to elected representatives. SECTION 3 - RELEASE PROCEDURE A. A Union representative will secure the approval of his or her immediate supervisor before performing labor management duties. The supervisor should approve the request, unless there is a mission requirement that would temporarily delay the departure. When such temporary delays occur, the parties will arrive at a mutually agreeable time for departure. The Union official will be given time to inform any bargaining unit employees involved in the delay. B. When the Union representative leaves the work site on Union business, he or she will notify the supervisor of the purpose of the absence, departure time, and anticipated return time. The Union representative will notify their supervisor upon their return. Upon entering a work area other than his or her own to meet with an employee, the representative will advise the immediate supervisor of his or her presence, the employee to be contacted, and the estimated duration of the meeting. If there is a mission requirement that would temporarily delay the meeting, the parties will arrive at a mutually agreeable time for the meeting requested. C. Employees will be given reasonable time to meet with their Union representative to discuss matters covered by this Agreement. The employee will obtain approval of his or her supervisor before meeting with a Union representative. D. Discussions between the Union representative and employee may take longer than originally anticipated. In these cases, both may contact their supervisors telephonically to notify them of the need to extend the anticipated return time. E. The supervisor will record official time and report official time used as required. SECTION 4 - EQUAL REPRESENTATION We mutually agree that the number of Agency and Union officials at meetings will be equal, unless otherwise agreed upon. SECTION 5 - OFFICIAL TIME FOR COMMITTEES When committees are established that address mutual concerns, the Union will be given the opportunity to participate. When participating on such committees, official time will be used. SECTION 6 - LISTS OF UNION OFFICIALS AND REPRESENTATIVES The Union will provide a list of elected or appointed officers, stewards and their organizational work areas. This information will be provided to the Human Resources Directorate which will notify affected supervisors. Changes to this list will be provided as necessary. Stewards will represent bargaining unit employees in their work area if practical and as determined by the Union. The Union may maintain a current roster of stewards in the space allocated for Union use on appropriate bulletin boards. SECTION 7 - LISTS OF EMPLOYEES IN THE BARGAINING UNIT The Human Resources Directorate will furnish the Union with current lists containing names, position titles, grades, and organizations of employees in the bargaining unit, upon request. SECTION 8 - TRAVEL TIME Official time will be used when it is necessary for Union representatives to travel to other local DFAS work sites to accomplish their representational duties. SECTION 9 - EXCLUSIONS FROM OFFICIAL TIME A. Official time is not used for the following types of activities: 1. Matters pertaining to internal management of the Union. 2. Membership meetings. 3. Soliciting memberships. 4. Collecting of dues or assessments. 5. Campaigning for Union office. 6. Distributing or posting of Union literature, notices, and authorization cards. SECTION 10 - BINDING AGREEMENTS Only the Union President or designee can sign binding agreements with the Agency on behalf of the Union. SECTION 11 - REASSIGNMENT OF UNION REPRESENTATIVES The Agency will notify the Union when placing Union representatives on special assignments and/or details away from their normal work areas.