Updated September 25, 2024
The University of Minnesota is committed to free speech and the open exchange of ideas with elected officials and other policymakers, and also recognizes the benefit to the University’s mission when the University itself speaks with a consistent voice. These guidelines, and related University policies and procedures, seek to balance these commitments and priorities by enabling the University of Minnesota to navigate the local, state and federal government landscapes with a singular voice and agenda, while at the same time supporting members of the University of Minnesota community who wish to speak in their individual capacities regarding issues of public concern. These guidelines also help ensure faculty, staff, and students are in the best position to acquire and utilize educational resources.
Board of Regents Policy provides that all employees, including all faculty and staff, are expected to distinguish between when they speak or act in their personal capacity (including when they speak or act on behalf of professional societies and other external organizations), and when they speak or act on behalf of the University of Minnesota. This responsibility is designed to ensure compliance with legal requirements, to enhance the effectiveness of governmental contacts, and to facilitate coordination and communication within the University.
Personal Engagement with Government Officials
Personal contacts (including those on behalf of professional societies and other external organizations) with elected or appointed officials or governmental agencies, whether in person or in writing, must be done in the name of the individual or the professional society or organization. It must be made clear that the contact is not being made on behalf of the University. Therefore, University of Minnesota letterhead or envelopes may not be used, and any reference to affiliation with the University must be made only as an aid to identify the individual making the contact. To avoid confusion, it is strongly recommended that a non-University email account be used for contacts that are not being made on behalf of the University. If a University email account is used in this circumstance, the email must specify the outreach is not being made on behalf of the University. University email may be used for legislative advocacy under the guidance of Government and Community Relations.
Contacts with Local Government, State Legislative and US Congressional Officials
The systemwide Government and Community Relations Office conducts and oversees all University of Minnesota government relations and activities with elected officials. Contacts may take several forms, including individual or group meetings, testimony before executive or legislative bodies, presentation of written materials or electronic communication, invitations to visit campuses, and responses to requests for information. Only individuals approved by the Office of the President are authorized to represent University of Minnesota interests with these local, state and federal officials, which includes members of municipal and county offices, the Minnesota Legislature, the office and administration of Minnesota’s governor, and the United States Congress and their staff. The University complies with all applicable local, state, and federal lobbying disclosure laws and regulations and ethics rules associated with governmental entities and tax-exempt organizations.
Contacts with Local, State, and Federal Agencies
University employees may engage state and federal agencies for various reasons, including individual or group meetings (including conferences), expert consultation, presentation of written materials or electronic communication, invitations to visit campuses, and responses to requests for information. University employees are required to notify the Government and Community Relations Office if a local, state, or agency engagement will include any senior executives (e.g., Secretary, Commissioner, deputies).
Campus Visits by Government Officials
The University welcomes visits by elected or appointed officials and staff, whether they visit as private citizens or in their governmental capacity. Outgoing requests to visit to or incoming solicitations from elected or appointed officials, both foreign and domestic, to visit any campus or other site of the University in their official capacity must be coordinated with the Government and Community Relations Office.
Visits to Offices of Elected Officials or Appearances before Executive and Legislative Bodies, Committees, Study Groups, and Commissions
If a visit or appearance is for the purpose of representing the interests of the University of Minnesota, the Government and Community Relations Office must be notified in advance. This applies to all instances when the request to appear before a governmental body is contingent upon the individual’s affiliation with University of Minnesota.
If the visit or appearance is personal (including on behalf of a professional or other external organization), the University employee must make clear that they are not acting or appearing on behalf of the University of Minnesota. The Government and Community Relations Office should still be notified of the visit or appearance in this circumstance. To be clear, this exception applies only when the visit or appearance before a governmental body is not contingent upon the individual’s affiliation with the University of Minnesota.
Written Materials or Electronic Communication
When requests for information, reports, and data related to the University of Minnesota have been made to the campuses or individual faculty and staff, responses to such requests must be approved by the Government and Community Relations Office before they are submitted. This does not apply when receiving information and responding with non-University data in a personal capacity.
Political/Non-Official or Official Government Activities
The Administrative Procedure: Elected Official Events details the requirements for all proposals to host political events and the minimum requirements for such events. This procedure also details when official government events or activities must also follow the Administrative Policy: Major Events - Twin Cities Campus.