General University Reference Utility
Policy AD50 CONTACT WITH STATE AND FEDERAL OFFICIALS AND OFFICIAL
REQUESTS FROM GOVERNMENT OFFICIALS (Formerly Contacts with State and Federal Officials
and Official Visits by Government Agencies)
Policy Steward: Vice President for Administration
To facilitate and coordinate contacts with governmental officials, including staff, to
ensure compliance with state and federal laws regarding lobbying
disclosure, and to keep the Office of the President of the University better
informed of the University's continuing relationship with state and federal
In formulating a policy for University personnel contacts with
government officials, including their staff, primary concern must be given to the right of citizens to
petition their elected representatives on behalf of their personal beliefs and
needs. Also, in a University community, it is inevitable that professional
employees will want to contact elected officials on behalf of their
professional societies. Nothing in this policy is intended to limit the right
of individuals to these appropriate contacts. Rather, the intent is to ensure
that official University positions/priorities are expressed by designated representatives
of the Office of the President.
Further, with the increasing number of official visits to the campuses
by state and federal officials, and requests for information,
reports, and statistics, it has become necessary to consider ways in which such
visits and requests can better be coordinated. Finally, state and federal lobbying disclosure laws impose
registration and reporting obligations on the University with respect to
lobbying activities undertaken on the University's behalf. This policy is
intended to assist the University in meeting these obligations.
PERSONAL CONTACTS WITH STATE AND FEDERAL
Contacts with government officials and staff of a personal nature, whether in writing or in
person, must be made in the name of the individual making the contact and shall
in no way imply that the contact is being made on behalf of the University.
University letterhead and email may not be used in presenting a personal view in such
PROFESSIONAL CONTACTS WITH STATE AND FEDERAL
Professional contacts with government officials and staff, whether by letter, email,
telephone, social media, or in person, must be done in the name of the individual making the
contact or on behalf of the professional society, and not on behalf of the
University. Reference to affiliation with the University may be made as an aid
OFFICIAL UNIVERSITY CONTACTS WITH STATE AND
Faculty and staff who wish the University to take an official
position with government officials, including staff, on any matter must discuss their interests with
the appropriate member of Government and Community Relations to develop or
ascertain an official University position.
- Government and Community Relations
shall be advised in advance of appearances before federal and state government officials in which an individual is representing an official University position.
- Requests for the support of government officials for grant proposals and
other University interests shall be made through Government and Community Relations, which can facilitate such
- To manage / coordinate the materials proposed for distribution to
government officials, these materials shall be reviewed with Government and Community Relations prior to
- Government and Community Relations is to be informed in advance of invitations to government officials and/or their staff to
visit any campus or facility of the University in their official capacity to ensure coordination with key University offices and awareness of political sensitivities.
- To assist the University in meeting its lobbying disclosure
obligations under state and federal laws, each individual who has contact with
a state or federal official on behalf of the University must promptly complete a
reporting form briefly describing the contact and any related expenses and
submit it to Government and Community Relations. If University funds are used for membership to an association / coalition / society and that organization engages in federal lobbying activity, the dues amount and percentage of dues used for lobbying must be reported to Government and Community Relations. The appropriate reporting
forms are available at Government and Community Relations and its website.
OFFICIAL REQUESTS FROM GOVERNMENT OFFICIALS:
When requests for information, expertise, resources, or visits are received from governmental officials and/or the staff for the purposes of gathering information and/or making assessments
of University activities, University offices are encouraged to notify Government and Community Relations for assistance with the request, including coordination with relevant University offices, as appropriate.
For questions, additional detail, or to request changes to this policy, please contact Government and Community Relations.
Effective Date: November 3, 2015
Date Approved: September 21, 2015
Date Published: November 3, 2015 (Editorial changes, November 18, 2015)
Most Recent Changes:
Revision History (and effective dates)
- November 18, 2015 - Editorial changes made through out the document to reflect the name change of the department from the Office of Governmental Affairs to Government and Community Relations, and the addition of the appropriate links directing users to the appropriate areas of the Government and Community Relations website.
- November 3, 2015 - Revisions to all sections of the policy to address the appropriate handling for contacts with government officials, including their staff. Addition of policy steward information, in the event that there are questions or requests for changes to the policy.
- June 20, 2006 - Revision History expanded.
- April 13, 2006 - Per the approval of the President's Council, revision to "Professional Contacts With Elected State and Federal Officials" section, expanding on the parameters of contacting elected officials.
- October 15, 1999 - Added statements regarding state and federal
lobbying disclosure reporting requirements.
- April 10, 1998 - Relocated and renumbered Policy AD50, without change, from HR72.