UC IRVINE ADMINISTRATIVE POLICIES & PROCEDURES

UC Policy on Relations of University Staff Members with State and Federal Officials

UCI Administrative Policies & Procedures

Section 705-12, Guidelines on Correspondence with State and Federal Officials

The policy is directed only to the problems of official representation of the University. It does not apply to informal discussions with Regents whether ex officio or appointed, and is not intended to discourage the free flow of communication among Regents, administrators, academic personnel, staff, and students of the University.

A. Lobbying

B. Campus Coordinator

1. Formal Contacts with State and Federal Agencies

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 regional, 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 governmental officers or agencies, the President must be informed through the appropriate campus coordinator of the nature of the discussion or action.

2. Reports on Campus Visits and Services Rendered

Reports on campus visits by, or on services rendered to members of the State Legislature, Congress, or principal officers of government shall be made to the Chancellor and the President, through the appropriate campus coordinator.

3. Visits to Sacramento or Washington, D.C.

When visits to Sacramento or Washington, D.C. in connection with University business are planned, the University's Sacramento office or Washington, D.C. office, respectively, should be notified in advance. When appropriate, an informal report of the results of such visits shall be sent to these offices as soon as possible.

4. Correspondence with State and federal Officials

When corresponding with regional, state or federal officials, University letterhead should be used only when the writer is representing the University; letters expressing personal views should be written on personal stationery. A copy of University letterhead correspondence with principal state and federal officials, including members of the Congress and the State Legislature, should be sent to the Sacramento or Washington, D.C. office via the campus coordinator for state and federal matters. The campus coordinator should be informed of any contacts with state and federal offices other than those which are purely routine.