EWC member roles

The key to effective information and consultation processes in European Works Councils is to develop good practice in the organisation of meetings and the flow of information between management and EWC members, and between EWC members and their constituencies at national level. The agenda of the meeting must be set jointly by the management and the select committee.

However, the process must be democratic and include the possibility for EWC members to submit requests/suggestions to the Select Committee for items to be placed on the agenda. A deadline must be set for sending the invitation and agenda to all EWC members. It is essential for the preparation of the EWC members that they receive the working documents well in advance of the meeting. The time limit should be mentioned in the agreement. The agreement must specify who is responsible for drafting the minutes.

Central management and the select committee must have the opportunity to read the minutes, submit amendments/comments and approve the final version. A clear timeframe must be set to ensure that all EWC members receive the minutes within a reasonable time. The minutes must be made available in all the languages needed. Again, a timeframe must be set.

Simultaneous interpretation must be provided for all meetings in all necessary languages. It is not acceptable to limit the number of languages needed for reasons of cost. All EWC members must be able to understand and actively participate in the meetings. Language training should not be used as an excuse for not providing interpretation. However, such training is necessary to enable EWC members to acquire sufficient knowledge of a common language for their communication outside meetings. Interpreters must be qualified professionals. Management shall not appoint persons to act as interpreters. All documents must be translated into the necessary languages by professional translators to ensure the quality of the texts.

Meetings on-site (or face-to-face) remain the normal way of working for EWCs. Preparatory and debriefing meetings with employee representatives on the EWC should also be held in person, with the assistance of professional interpreters. The European trade union federations consider it inadvisable to use hybrid or online meetings for EWC plenary sessions, especially in the early stages of negotiations when members do not know each other very well.

The EWC members might be proposed to take part in online or hybrid meetings. Such forms could be considered for meetings of EWC working groups (if there are any) or for the EWC or select committee, provided that these online / hybrid select committee meetings contribute to more frequent meetings in addition to those already provided for in your EWC agreement. The decision to hold an online or hybrid meeting must be taken with the agreement of the EWC members and on a case by case basis. Should you decide to use online/hybrid meetings on a permanent basis for EWC Working Group meetings and any additional Select Committee meetings, you may wish to consider amending your EWC Agreement accordingly. If this is the case, please contact the trade union expert / coordinator assisting your EWC and your European Trade Union Federation.

The bellow principles should be followed in order to ensure good quality online or hybrid meetings:

1. Formal agreement with management on the rules and specific conditions for the use of online or hybrid meetings. The first objective is to ensure that all delegates benefit equally from the same quality working conditions and that no one is disadvantaged (e.g. either by not having access to appropriate IT equipment or by not being present in the room for a hybrid meeting).
2. Ask for the best quality videoconferencing/hybrid system, i.e. one that allows for

1. Video participation with the ability to see each participant on screen
   1. Simultaneous interpretation in all languages required, provided by professional interpreters
   1. Possibility for all participants to request the floor
   1. A chat room where delegates can interact during the meeting in complete confidentiality
   1. Participation of external experts and trade union coordinators to assist the EWC
   1. A high level of cyber security and privacy protection, ensuring that firewalls and other network security devices do not prevent delegates from convening meetings amongst themselves (without management present), or the participation of external experts and trade union coordinators.

• Secure access to the videoconferencing system and training in its use for all delegates. EWC members must have access to the necessary equipment (computer/tablet, high speed internet connection, headset, webcam) and a dedicated office or (home) room to enable their meaningful participation in the meeting. Before the first online/hybrid meeting takes place, a training session and a test of the chosen videoconferencing system must be carried out. It is, of course, up to the EWC delegates, together with their trade union confederation, to decide what is best for their specific situation, provided that social dialogue is maintained under high quality conditions. The trade union expert / coordinator appointed to assist your EWC, as well as the European trade union federations, remain at your full disposal should you have any questions.

There are at least two types of expert: an external expert who is a trade union coordinator and who assists the EWC as a permanent adviser. The coordinator must have the right to attend all meetings, including EWC plenary and select committee meetings. Other subject matter experts who may be called upon by the EWC from time to time to provide expertise in a specific area.

Travel time and time spent by EWC and Select Committee members in plenary, preparatory and debriefing meetings, as well as training, shall be considered working time and paid accordingly. In addition, EWC members must be given the necessary time off to carry out the duties and responsibilities of the mandate. This time off must also be counted as working time.

Self assessment questions:

1. How to ensure effective information and consultation process in the context of organising the EWC meetings?
2. How interpreters and external experts might be instrumental to effective operation of EWCs?
3. How to ensure high quality of online or hybrid meetings of EWC?