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Policy and Procedure ManualChapter 310, Communications and Technology Responsible Department: University
Relations This section outlines policy and procedures regarding official communications with Local, State or Federal government officials concerning policies or legislation relating to the University. This policy is not intended to discourage the free flow of communication, but is directed only to official representation of the University. A. It is the responsibility of the President to "represent the Corporation and the University in all matters requiring action by the Congress or officers of the United States or by the Legislature or officers of the State of California" (Standing Order 100.4(l) of The Regents). B. Individual employees or groups of employees of the University shall not, unless they are specifically authorized by the President, act or give the appearance of acting on behalf of the University when communicating with Local, State or Federal government officials concerning policies or legislation relating to the University. C. Individual employees or groups of employees of the University shall scrupulously avoid lobbying or giving any appearance of lobbying for the purpose of furthering the particular interests of an individual, department, campus, or other unit of the University. III. Procedures Concerning Formal Contacts with Government Agencies A. Invitations from government officials In the event that any individual employee of the University is invited by a member of a committee of the State Legislature or Congress or by any other Local, State or Federal government agency or officer to discuss pending legislation or policy relating to the University or to serve on a governmental commission, board, or committee relating to the University, the invitee must notify the President through appropriate channels. In those cases where subsequent discussions or actions bear upon the University directly or upon University relations with government officers or agencies, the President must be informed of the nature of the discussion or action through appropriate channels as follows: 1. All UC Davis employees shall notify the Assistant Vice Chancellor—Government & Community Relations for any Local, State, or Federal matters. 2. The Assistant Vice Chancellor will forward the information to the Chancellor and to the following officials at the Office of the President: a. The Assistant Vice President of State Government Relations, who will forward information to the Executive Vice President—University Affairs for State matters. b. The Assistant Vice President of Federal Government Relations, who will forward the information to the Executive Vice President—University Affairs for Federal matters. B. Reports on campus visits by or services rendered to government officials Reports on campus visits by, or on services rendered to local elected officials, members of the State Legislature or Congress or principal officers of government shall be made to the President, through appropriate channels as described above. C. Visits to government officials 1. When visits to government officials in Sacramento ,Washington, D.C. or locally, in connection with University business are planned, the campus Assistant Vice Chancellor--Government & Community Relations and the University's Sacramento Office or Washington Office, as appropriate, should be notified in advance. 2. When appropriate, an informal report of the results of such visits shall be sent to these offices, with a copy to the Chancellor via the campus Assistant Vice Chancellor--Government & Community Relations, as soon as possible. D. Correspondence 1. When corresponding with Local, State or Federal officials, University letterhead shall be used only when the writer is representing the University; letters expressing personal views shall be written on personal stationery. 2. Copies of University letterhead correspondence with principal Local, State or Federal officials, including local elected officials, members of the Legislature, the Congress, should be sent to the University's Sacramento or Washington Office, as appropriate, and to the Chancellor via the campus Assistant Vice Chancellor--Government & Community Relations. Further information may be obtained from the campus Assistant Vice Chancellor--Government & Community Relations, 752-2619. V. References and Related Policy A. Office of the President: Policy on Relations of University Staff Members with State and Federal Officials, 5/4/70. B. Standing Order 100.4 of The Regents, Duties of the President of the University, Section (l). C. Policy & Procedure Manual: 1. Section 270-20, Use and Reservation of University Properties and Event Arrangements. 2. Section 310-55, University Stationery and Business Cards. 3. Section 310-65, Use of the University's Name and Seal. Copyright © 2006 The Regents of the
University of California, Davis Campus. All Rights Reserved. |
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