Guidelines for Political Campaign Related Activities

• The Board of Regents permits classes and events to be scheduled after 6:00 p.m. on the evening of major political party precinct caucuses but encourages citizen participation in the political process and supports efforts by the administration and faculty to make accommodations to promote participation. [1]
• Employees may take time off to attend caucuses provided they give advance notice of their absence. [2]

[1] Minn. Stat. § 202A.19, subd. 3; Board of Regents Resolution Dec. 9, 2005
[2] Minn. Stat. § 202A.19, subd. 2.

• Classes and events may be scheduled as usual during the day on general election and state primary days.
• During the evening between 6:00 and 8:00 p.m. on those days, regularly scheduled classes may be scheduled, but other University events should not be scheduled. [3]
• University policy provides for paid leave of absence upon request for employees to vote. Consult the University’s Administrative Policy on Military, Court Appearance, or Civil Duty Leaves, for information. [4]
• The Office of the Minnesota Secretary of State posts polling locations on their website. [5]

[3] Minn. Stat. § 204C.03, subd. 2.
[4] http://policy.umn.edu/hr/milcourtcivicleave see also Minn. Stat. § 204C.04, subd. 1
[5] http://pollfinder.sos.state.mn.us/

• Employees are permitted to make personal contributions to political candidates and causes.
• Federal and state candidates are required by law to report contributions above a certain amount by donor’s name and work affiliation. The public reporting of this data enables interested parties to search by affiliation. This occasionally results in public statements such as “University of Minnesota employees gave $X to candidate Y,” or “Dean A contributed $X to candidate B.”
• However, these contributions are personal and do not indicate University support of a candidate or ballot initiative.

• University employees may volunteer for political campaigns during non-work hours and vacation time.
• Employees may hold paid political positions subject to the University’s regularly applicable rules for non-University employment.
• Employees who are party officers or delegates may take time off to participate in meetings of state central committees, meetings of executive committees of major political parties, and conventions provided they give advance notice. [6]

• University employees shall not imply University endorsement or use University resources in campaign activities or literature. Employees campaigning for, fundraising for, or holding public office shall follow University policies regarding use of University equipment, services, facilities, property, and paid work time. [7] 

• University employees, when rendering service to or cooperating with an organization outside the University, may identify their employee status, but they shall not speak, act or make representations on behalf of the University, nor may they express institutional endorsement in relation to the outside activity. [8] 

• University employees who communicate with any public body or public official in writing or orally, shall indicate clearly whether they are speaking for themselves, as a representative of the University, or for an outside organization. [9] 
   

[6] Minn. Stat. § 202A.135.

[7] https://regents.umn.edu/sites/regents.umn.edu/files/2024-05/policy_employees_campaigning_for_or_holding_public_office.pdf

[8] https://regents.umn.edu/sites/regents.umn.edu/files/2024-05/policy_outside_consulting_and_other_commitments.pdf

[9] https://regents.umn.edu/sites/regents.umn.edu/files/2024-05/policy_outside_consulting_and_other_commitments.pdf

• Limited activities related to specific federal, state, or local legislation or ballot initiatives are permissible where 1) the subject matter is directly related to core of university interests; 2) the President has determined that the University should take a position; 3) the individuals who speak or write on the University’s behalf are specifically authorized to do so.

• Campaign activities and political solicitation in and around University of Minnesota residence halls and on-campus housing facilities are allowed under specific guidelines. [10]
• All activities should be coordinated with the campus housing/residential life office at least one day in advance. Campus housing/residential life offices have more detailed guidance available.
• Prior appointments allow University staff to provide advance notification to student staff and residents regarding the candidates’ visits.
• All campaign activities and political solicitation must comply with State of Minnesota and University of Minnesota COVID-19 pandemic mitigation policies and guidelines.

[10] Minn. Stat § 211B.20.

• In campus academic buildings, handout distribution is restricted to foyer and lobby areas. Distributing published materials in stairways, classrooms, offices, hallways, doorways, ramps, elevators, or escalators is prohibited.
• In nonacademic buildings, including all University parking facilities, handout distribution is prohibited except with permission from the offices designated in the Distribution of Temporary Information Through Publications, Banners, or Chalking policy and related campus procedures. [11]
• Outside academic and nonacademic buildings, distribution-free zones are established to maintain building ingress and egress.
• Material may not be distributed within 25 feet of building entrances. [12]

[11] https://policy.umn.edu/operations/publicationsbanners
[12] https://policy.umn.edu/operations/publicationsbanners

• In academic buildings, publications may be posted on bulletin boards expressly provided for public use.
• In nonacademic buildings and parking areas, posting is prohibited except with permission from the offices designated in the Distribution of Temporary Information Through Publications, Banners, or Chalking policy and related campus procedures. The distributor of the publications is responsible for the removal of outdated publications.
• Posting outdoors is limited to kiosks or other areas designated for posting. Posters, flyers, and signs for outdoor posting can be no larger than 14 by 22 inches.
• Chalking on campus is limited to recognized student groups, University of Minnesota departments, faculty members, staff members and any registered U of M student. Chalking must bear the name of the sponsoring University department or registered student group. The University reserves the right to clean and remove any chalking that does not comply with this policy. [13]
• At the University of Minnesota Duluth, publications sponsored by campus departments and student groups must be approved by the Kirby Welcome Desk and must be posted in accordance with the UMD Posting Policy. [14] Postings by non-university entities are limited to bulletin boards marked as "non-approved posting" areas. There is no outdoor posting at UMD.

[13] http://policy.umn.edu/operations/publicationsbanners
[14] https://policy.umn.edu/operations/publicationsbanners

• No University resources may be used to raise money for a political candidate or ballot initiative. University resources include your worktime, campus mail, and University supplies.
• What does this mean? If, for example, you want to host a fundraiser or a meet-the-candidate event at your home and you know that several of your colleagues would be interested in attending, you should draft the invitation outside of work hours and send it without using University copiers, supplies, or campus mail.
• With respect to email, the best way to engage in personal political activity is using your personal (non-umn.edu) email account.

• As a public institution, meeting rooms, classrooms, concert and lecture halls, sports arenas, public spaces, and contact tables on campus are available for campaign events. Political campaigns and non-University groups may reserve space, provided they sign a Facility Use Agreement, provide proof of insurance, and pay a guest rate for the use of the facility. [15]
• All activities must comply with State of Minnesota and University of Minnesota COVID-19 pandemic mitigation policies and guidelines.
• Student groups currently registered with the Student Activities Office are eligible to reserve and receive a subsidized rate for their use of space.
• The University must make its facilities available for holding precinct caucuses, legislative district or county conventions, and local, state, or federal elections. The charge for the facility cannot exceed the lowest amount charged to any public or private group. [16]

[15] https://policy.umn.edu/operations/outdoor 
[16] Minn. Stat. § 202A.192 & § 204B.16, subd. 1.

• All official University of Minnesota logos are reserved for official University business and may not be used to promote non-University activities or imply endorsement.
• Official University logos include the wordmark, unit/wordmark combinations, Block M, Driven to Discover, mascots, and Regents seal.

Students, faculty and staff may participate fully in campaign activities, including making personal contributions, provided they are acting on their own behalf and using their personal time (non-work hours and vacation time) and resources. 

Prohibited resources include, but are not limited to, University-provided:

1. Telephone
2. Computer 
3. Email address 
4. Social media account
5. Zoom, or other web conferencing service account
6. Copiers

Yes, but the best way to engage in campaign activity is using your personal (non-umn.edu) email account. Using an official University email list or listserv to campaign for or against a ballot initiative or candidate running for office is not permitted. Additionally, sending out campaign mail using University stationery or postage purchased by the University is not permitted.

Using a University office or other University facility, or using other University resources, such as a University-provided telephone, computer, email address, social media account, Zoom, or other web conferencing service account, etc. to support or oppose a ballot initiative or candidates running for office are not permitted. Additionally, purporting to carry on a political campaign in the name of the University or purporting to speak on behalf of the University when supporting or opposing a candidate or ballot initiative, whether speech, writings, or social media postings, is not permitted. 

There are several ways in which faculty, staff, and students may engage in non-political activities related to political campaigns and ballot initiatives in accordance with law, even if public resources are used:

- When conducting scholarly research on the effects of a ballot initiative or political issue on the University, on the state, on the economy, etc.

- When compiling and assembling data and other factual information on the effects of a ballot proposal or on candidates’ positions.

- When disseminating factual material and/or the results of scholarly research on a ballot proposal or political issue to news organizations and academic journals.

- When posting factual material about ballot proposals or political candidates and/or the results of research on a ballot initiative or political issue to a University website or social media account.

- When planning conferences, forums, symposiums, or panel discussions on campus, or inviting guest speakers (including, in some circumstances, candidates) to campus, to discuss campaign–related issues.

Yes, as long as you do not state or imply you are speaking on behalf of, or representing the official views of, the University. 

You may sign a letter to the editor with your name, however, it is best practice to avoid giving your University affiliation, so as not to imply you are writing on behalf of the University. Another alternative would be to include a disclaimer that your title/position is for identification purposes only, and your views do not represent the University. 

Yes. University resources and email may be used for legislative advocacy under the guidance of Government and Community Relations. We encourage your participation in UMN Advocates.

Campaign activities refer to actions that support or oppose an individual candidate running for office or a ballot initiative. Legislative advocacy involves efforts to influence legislation, including emails with elected officials, meetings with elected officials, and testifying before elected officials. 

Please contact [email protected]