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4,550: Policy Regarding Contact with Governmental Officials and Visits by Governmental Agencies

Last Revised: October 2004

While University of Nevada, Reno employees are free to represent their own views to any group, all of us are prohibited from representing ourselves as university spokespersons. Employees cannot be presenters of university requests, projects, or policies unless specifically authorized by the Governmental Relations Office or the Office of the President.

Faculty, staff, students, and administrators who wish the University to take an official position with elected officials on any matter must discuss their interests with the Director of Governmental Relations in the Office of the President.

Procedures regarding contact with governmental officials and visits by governmental agencies:

  1. The Governmental Relations Office shall be advised in advance of appearances before federal and state legislative and administrative bodies in which an individual is representing an official university position. An official university position is any response to a request for an appropriation, a regulation, legislation, a resolution, or supporting information for the foregoing that affects the authority, operation, budget, or structure of the university. Copies of materials are to be provided in advance to the Governmental Relations Office.
  2. Faculty appearing before federal and state legislative bodies to provide expert testimony as a university faculty member should notify the Governmental Relations Office in advance of their appearance and provide copies of their testimony.
  3. Faculty, staff, students and administrators contacted by the staff of elected officials or interest groups external to the University seeking professional or institutional support for initiatives or those interests shall advise the Governmental Relations Office.
  4. Requests for the support of federal elected officials for any university interests, including grant proposals, shall be made through, and approved by the Governmental Relations Office. In the case of grant proposals, such requests shall be approved by the vice president for research prior to being submitted to the Governmental Relations Office.
  5. The director of Governmental Relations is to be informed in advance, except as noted hereafter, of invitations to elected officials to visit the campus or any unit of the University in their official capacity. Invitations to elected officials to appear in class as part of a course's curriculum are excluded.
  6. The director of Governmental Relations will be expected to assist with an official visit.
  7. Notice of such contacts or requests should be provided to the Governmental Relations Office through the appropriate Department Chairs, Deans, the executive vice president & provost and vice presidents.

Procedures regarding personal contacts with elected state and federal officials:

  1. Personal contacts with elected officials, whether in writing or in person, must be made in the name of the individual making the contact.
  2. It is inappropriate to imply that the contact is being made on behalf of the University.
  3. University letterhead is not to be used in presenting a personal view in such cases.
  4. Contact by email should follow these guidelines as well as those in the NSHE Acceptable Use Policy.

Procedures regarding professional contacts with elected state and federal officials:

  1. Professional contacts on behalf of professional societies with elected officials, whether in writing 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.
  2. Reference to affiliation with the University may be made as an aid to identification.
  3. Contact by email should follow these guidelines as well as those in the NSHE Acceptable Use Policy.

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University of Nevada, Reno
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