There is a contract requirement for UCSD to distribute the UAW/ASE Membership Election Form. A union membership election form shall be provided to all new ASEs at the same time as the ASE is provided the new employee payroll information (e.g. W-2 and I-9 forms). In the event that an ASE has already completed new employee information (e.g. W-2 and I-9 forms) the University shall present a UAW Local 2865 Membership Election Form at the time the ASE hires into the bargaining unit.

OGS will provide each unit copies of the membership form. This is a union provided form and they are responsible for reproducing the form and providing them to UCSD. OGS will provide additional copies to any department/program that needs them as long as the union provided forms are available. If there are no forms available you will receive an e-mail notifying you. You should not discourage or encourage employees about completing the form or union membership.

The forms received by the department/program are mailed within 10 working days from the date you receive them to the union at:

UAW Local 2865

3211 Holiday Court Suite 202

La Jolla, CA 92037

Phone 858-550-0239

Fax 619-294-2140

Date stamp the membership forms when you receive them. The forms must be sent with a cover letter on department letterhead and a proof of service form (templates provided). Make copies of each item sent to the union. OGS recommends that you create a separate file to hold all copies of membership forms and related information. Copies of the membership forms should not be included in the department employee files.

Instructions for Graduate Coordinators use of Proof of Service (PoS) by Mail:

• Please insert the following information in the areas formatted in bold font. Remove the bold formatting before printing.

• PARAGRAPH 1: Insert your full mailing address.

• PARAGRAPH 2: Insert the appropriate dates-note that the first date to be inserted is the day you mail the letter with the attached PoS; the second date, is the date of the letter itself. It is crucial that these dates are correct. While it is permissible for the declaration dates and the date of the letter to differ by a day, there are often deadlines involved that must be met. A signed letter dated of the day of the deadline dictates that the PoS must be dated, signed and mailed on that same date. It is never permissible to mail the PoS or insert a date on the PoS that is prior to the date of the signed letter being served; if you wish to mail it sooner, you must re-date the letter appropriately and have it signed again. Also, if you do not get the documents in the mail on the day specified in the PoS, you can not mail it "as is". You must start over with a new, properly dated PoS, though the attendant letter need not be re-dated and signed again.

• Indented PARAGRAPH 3: The name and address of the addressee must appear exactly as it does on the letter.

• PARAGRAPH 4: Insert the appropriate date-note that this date must match the first date in paragraph 2.

• SIGNATURE LINE: It is best that the PoS is filled out, signed, attached to the letter and put in the mail by someone who is not a party in the matter, especially the signatory of the letter itself. Whoever signs the Proof of Service, must be the same person, who puts it in the mail.

• Insert the name of the person placing the letter and attached Proof of Service in the mail and have it signed by that same person, in blue ink.

• It may be mailed either via Campus Mail Services, using a UCSD index number, or any designated U.S. Postal Service drop-box or office, with postage added. If the last mail pick-up service is missed at the office, it must be taken to Campus Mail Services before 4:00pm for mailing that day or to a designated U.S. Postal Service drop-box or office.

• The original letter and PoS are sent to: UAW Local 2865, 807 Washington Street, San Diego, CA 92103. All copies of the letter sent to cc's and bcc's must have a copy of the signed PoS attached.

• If you miss sending the documents by a specific deadline, contact the Office of Labor Relations immediately at 534-2810.

Proof of Service Form

Department Cover Letter for Membership Forms

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