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September 29, 2000 To: Campus Officers and Administrators From: Ronald P. Suduiko, Vice Chancellor, University Relations Re: University policy on political activities Dear Colleagues: As the November elections* approach , I request that you remind your unit members about University and campus policy on the use of University resources and facilities for political activities. The directive issued by the President of the University, September 18, 1970, "Restrictions on the Use of University Resources and Facilities for Political Activities", continues to be in effect. A copy is attached to this memo. Also attached are the "Statement on Campaign Activities on the UCSC Campus" that provides specific guidelines for such activities, and UCOP's "Support or Opposition to Ballot Measures by University Employees." Thank you in advance for helping to disseminate this important information. * Note: this is in reference to local/state/federal elections, not campus elections. Attachment I: OFFICE OF THE PRESIDENT SEPTEMBER 18, 1970 Restrictions on the Use of University Resources and Facilities for Political Activities: The following basic guidelines, effective immediately, constitute Presidential policies governing the use of resources and facilities for political purposes or activities: 1.The name, insignia, seal, or address of the University or any of its offices or units shall not be used for or in connection with political purposes or activity except as consistent with University regulations. 2.In correspondence, statements, or other material relating to political activities or issues, the University title of a faculty or staff member shall be used only for identification; if such identification might reasonably be construed as implying the support, endorsement, or opposition of the University with regard to any political activity or issue, the identification shall be accompanied by an explicit statement that the individual is speaking for himself and not as a representative of the university or any of its offices or units. 3.University equipment, supplies, and services--duplicating machines, telephones, mail and messenger services, vehicles, computers, stationery, and other equipment, supplies, or services--shall not be used for or in connection with political purposes or activities. (This does not prohibit the incidental use of resources e.g., sound equipment, in connection with permitted use of University facilities.) Attachment II: Statement on Campaign Activities on the UCSC Campus In conformity with university policies and regulations, the following statement is intended to assist those who are involved with campaign activities--candidates, campaign workers, and registered campus organizations. Specific policies and regulations on the use of university properties and resources are included in the Rule Book: Policies and Regulations Applying to Campus Activities, Organizations, and Students. Questions about the use of university properties and resources may be referred to the Student Center, the Office of Student Affairs, and the college offices. Staff in these offices also can provide guidance and assistance with proposed events and activities. The university affirms the spirit of free inquiry and open debate on the campus. Time, place, and manner limitations on such activities are intended to allow the university to carry out its normal functions without undue disruption, to allow all members of the campus community to conduct their private and professional lives in a manner consistent with their rights and responsibilities as citizens and members of the university community, to maintain the neutrality of the university as a state instrumentality on political matters, and to provide reasonable protection to persons against practices that would make them involuntary audiences or invade their privacy. Equitable and fair enforcement of the policies and regulations which serve as the basis for these guidelines are primarily dependent on the good faith and cooperation of individuals and groups involved in campaign activities. Complaints should be referred to the appropriate college administrative officer or the vice chancellor--Student Affairs. 1.The following properties are designated areas for public expression. They are open to the public generally (7:00 a.m.--8:00 p.m.), but may also be reserved by campus groups. a)college "quadrangles," subject to reasonable restrictions imposed by the College Administrative Officer after consultation with the college student government; b)the steps, outside patio, service roadway, and small "green" on the north side of McHenry Library; c)the large area between the "Fiat Lux" sign and the Granary and Stone House buildings near the intersection of High Street and Coolidge Drive. e)the patio and specific areas adjacent to the Student Center in accordance with policies developed by the governing board. These areas of the campus are open to the public generally and may be used for campaign activities, subject to reasonable regulation of time, place and manner. For example, no prior permission is needed to hand out literature or to meet students, faculty, and staff as they pass through such areas; there are limitations on the use of amplified sound and the setting up of tables; and there may be limitations on gatherings at particular times and places where such activities would interfere with normal university functions, including traffic and pedestrian safety. Recreation areas and parking lots are not open to the public. Note: registered student organizations may reserve space for tabling activities at the bookstore parking lot area by contacting the Bay Tree Bookstore (459-4544). 2.Outdoor, public access bulletin boards and kiosks may be used for posting (maximum poster size is 17" x 22" or equivalent area) by members of the campus community and the general public. All posted materials must clearly indicate the name of the person(s), group(s), University unit(s), or campus organization(s) responsible for posting them and the day by which they are to be removed. However, banners and signs may not be left unattended or posted as freestanding. Literature cannot be placed on automobiles in campus parking lots. 3.Residential facilities (including residence halls, apartments, the Camper Park, Koshland Way, Hagar Court, and Cardiff Terrace units, college houses, and University House) are the homes of the residents and access is generally limited to residents, their invited guests, and University personnel to maintain safe living environments. (Residents of residential halls are permitted to distribute campaign literature to other residents of the same building.) 4.During established meal times, dining facilities are reserved for their intended primary purpose. Solicitations, including campaigning, are not permitted within the controlled-access dining rooms in Cowell, Stevenson, Crown, Merrill, College 8/Oakes, and Porter colleges. Certain campaign activity may be conducted in restaurants and coffee shops, subject to rules to be adopted by the management of each facility designed to assure that the time, place, and manner of the permitted activities are compatible with the primary function of the facilities. 5.Campaign literature may be mailed to campus addresses through the U.S. Postal service. Campaign literature may not be sent through the campus mail or stuffed in the mail boxes of students, faculty, or staff, or distributed door-to-door in residential or office facilities (except as noted in 3. above). (Note: the priority in which mail is processed on campus is based on the class that it is sent, e.g. first class mail is processed within 24-hours of receipt; third class (bulk rate mail) addressed to individuals can take up to three days to be processed.) The Campus Resource Directory may not be used for political purposes. Lists, rosters, or data bases with faculty, staff or student names and addresses are not provided as public information, except as they are already available via the on-line campus directory service provided by CATS and the Office of the Registrar. 6.Registered students may form an organization to support (or oppose) a ballot measure or candidate for public office, and register with the SOAR office in the Student Center (459-2934). Registered campus student organizations may use university facilities, sponsor meetings and events, and sponsor presentations by candidates and spokespersons as long as funding restrictions with regard to political activities (i.e. use of mandatory student fees or state funds) are carefully regulated and enforced. Again, further information is available from the SOAR office. Candidates and spokespersons may, upon invitation, participate in meetings and forums sponsored by registered student organizations and university units. Such organizations may be permitted to use a room in a non-residential university building. Otherwise, the interiors of such buildings are reserved exclusively for their university purposes and are not available for campaign activities. Attachment III: SUPPORT OR OPPOSITION TO BALLOT MEASURES BY UNIVERSITY EMPLOYEES 1. May a University employee support or oppose a ballot measure? An employee does not give up his or her constitutional rights upon joining a public agency. With only limited exceptions, no restrictions may be placed on the private political activities of public employees. Public employees should not, of course, use public resources (including time on job) to advocate a particular position on a ballot measure. This restriction applies to all University employees, including high officials. Specifically, for example, no University employee on official business or using University resources should urge anyone to vote one way or another on a measure. University officials may separate their private from their official activities by taking vacation or reimbursed from a non-University account. Under some circumstances an incidental and minimal use of public equipment or office space for campaign activities is permissible. 2. May a University employee endorse a ballot measure in his/her private capacity and identify himself/herself by University title? Yes. A University official may allow use of his/her name and title for identification purposes in the same manner as others who sign an endorsement. An express disclaimer of University endorsement is required only where the context might reasonably cause confusion as to whether the endorsement is made in an official or unofficial capacity. 3. May the Board of Regents pass a resolution supporting or opposing a ballot measure impacting the University? Yes. 4. May a University official discuss the position of the Board of Regents in a public speech? Yes. A University official may use normal working hours to speak about the University's position on a ballot measure. Under these circumstances, it is not necessary to state the facts and arguments on the other side of the ballot measure. However, it is necessary to avoid urging a particular vote. It would be helpful to say something like the following: "I am pleased to provide you with information about the impact of the ballot measure on the University and to tell you why our Boards of Regents supports (opposes) it, but I cannot ask you to vote in a particular way." 5. What are the potential consequences of improperly using University resources to promote or oppose a ballot measure? An individual who improperly uses university resources to campaign on a ballot measure may have to reimburses UC for the value of the resources used. In addition, the individual may face criminal sanctions for theft, misuse of university funds and fraud.
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