The version of this rule that includes
live links to associated resources is online at
http://www.ohio.edu/policy/42-550.html
(A)
Overview
This policy places certain restrictions
on solicitation of employees (including student employees) and distribution of
literature within the buildings and facilities of Ohio university campuses to
ensure that university employees have the opportunity to perform their duties
free from intrusions.
This policy does not apply to official,
university-supported solicitations that are intended to address the
university's broader mission to serve the community, such as the Ohio
university foundation, united appeal, or red cross blood drives. This policy
governs all facilities and property on the University's campuses or under the
operating authority of the university.
No solicitation of employees or
distribution of literature (electronic or hard copy) by employees or
non-employees will be permitted within buildings on campus, unless the
solicitation or distribution of literature is in accordance with the content,
requirements, and restrictions of this policy.
(B)
Solicitation or
distribution by employees
(1)
Soliciting by one employee of another employee, using
any media form or means, for any purpose is prohibited during either employee's
work time. Solicitation may occur in work areas during non-work times of the
employees involved.
(2)
An employee may distribute literature only in a
non-work area and only if all employees involved are on non-work
time.
(3)
Use of the university internal campus mail system or
campus electronic mail system by employees for solicitation purposes is
prohibited.
(C)
Leaves of absence to conduct an organization's
business
Any requests by employees for leaves of
absence in order to conduct an organization's business must be made in
accordance with the normal university leave policies and shall be subject to
the operational needs of the university as determined by the appropriate
department head. (See Policy 41.128 and Policy 40.033.)
(D)
Solicitation by
non-employees and non-university organizations
(1)
Any non-employee
or organization who intends to physically solicit employees or distribute
literature for any purpose must request permission, in writing, at least
one
(1)
business day prior to each proposed visit; the request
should be submitted to
"Chief Human Resource
Officer
Human Resources and Training
Center
169 West Union Street
Ohio University
Athens, Ohio 45701"
or to the chief human resource
officer's designee, stating the purpose of the proposed visit and the name of
any person(s) who desire access to any campus of Ohio university.
(2)
The
chief human resource officer or the chief human resource (officer's designee
will attempt to locate an appropriate designated area or meeting space for use
by the non-employee or organization submitting the request, and will then issue
a permit designating the appropriate location and the date and time it may be
used. In the event two or more requests for access to an appropriate designated
area or meeting space for the same or overlapping times have been received, the
university will attempt to provide an alternate appropriate designated area or
meeting space. In the event that no alternate designated area or meeting space
is available, the university will grant access to the available designated area
or meeting space on a rotating basis with equal time for its use. If the
designated areas or meeting spaces are unavailable due to a prior reservation,
then the university will immediately notify the requesting party of such
conflict.
(3)
An organization or non-employee may not physically or
electronically distribute literature or solicit employees in any work area on
either the solicited employees' work time or non-work time.
(4)
Any solicitation
and distribution of literature by any organization or non-employee shall be
limited to the designated area(s) or meeting space(s), date(s), and time(s)
pursuant to
item
paragraph (D)(2), of this police except:
(a)
employees may be
solicited outside of buildings and facilities if they are on non-work
time;
(b)
an organization or non-employee may solicit or
distribute literature in designated parking lots after notifying the chief
human resource officer.
(c)
University property, including university-owned
vehicles, may not be used to post any signage for solicitation
purposes.
(5)
The use of the Ohio university internal campus mail
system for solicitation purposes is prohibited, except for charitable
solicitations that may be approved as defined under
Section
1716
Chapter.,
Et.seq.
, of the
Ohio
Revised Code (see Policy 42.001 ).
(6)
Use of outdoor
space on the Athens campus for "protest and other expression" must follow
Policy 24.016.
(E)
Bulletin Board Posting
(1)
Employees of the
university and non-employees may post notices, literature, or other appropriate
information on employee bulletin boards designated as such by the university.
If a notice contains information about an on-campus solicitation by an
organization, it must conform to the permission granted to the organization (in
terms of designated area, time, and date) for such
solicitation.
(2)
Postings shall be no larger than 8.5 x 14 inches and
shall not be posted in such a manner as to cover any other posted
material.
(3)
Material posted on any bulletin board must be dated
from the first day of posting and may remain on the bulletin boards for a
maximum of fourteen
14
calendar days from the date of posting.
(4)
No posted
material shall contain derogatory remarks or personal attacks against any
university employee. Such material shall constitute grounds for immediate
cancellation of bulletin board posting privileges and shall be cause for
discipline of university employees who post such materials. (See Policy
23.050.)
(5)
Each planning unit head will delegate to his or her
department heads the responsibility to monitor bulletin boards within their
respective buildings.
(F)
Disruptive
conduct
(1)
The
university reserves the right to regulate any solicitation or distribution
activities by any non-employee, organization, or employee that disrupts or
interferes with the normal work activity of Ohio university
employees.
(2)
Any organization (on its own or through its employee
supporters) or any non-employee violating any rule or policy contained herein
shall be asked to leave the campus. Repeated violations shall be cause for
banning an organization or non-employee from the campus. (See Policy
02.002.)
(3)
Any employee who (in his or her personal capacity or
acting as an agent for any organization or non-employee) violates any rule or
policy contained herein shall be subject to corrective action, up to and
including termination of employment.
(G)
Procurement and
cost of facilities, equipment, and miscellaneous services for purposes of
solicitation
An employee, non-employee, or any
organization shall be subject to the policies and procedures of Ohio university
and individual departments within the university with regard to procurement,
and the normal cost thereof, of university facilities, equipment, and
miscellaneous services (e.g. - labor costs: rental fees and charges: food:
utilities: etc.) for purposes of solicitation. Upon procurement, the
responsibility for any damages or misuse of facilities or equipment shall be
the sole responsibility of the employee, non-employee, or organization. (See
Policy 24.005. Policy 24.016. and Policy 01.025.)
(H)
Usual and normal
business
All solicitation must be conducted so
that campus pedestrians and automobile traffic are unobstructed, so that
members of the university community are able to proceed with their normal
activities.
(I)
Definitions
(1)
"Charitable contribution" means a pledge or grant of
anything of value to a charitable organization, when the value of the pledge or
grant exceeds the value of anything received in return.
(2)
"Charitable
Organization" means an entity within the definition of
Code
section
1716.01 of the Revised
Code.
(3)
"Designated area or meeting space" means a building or
facility or room to be determined by the Chief Human Resource Officer or his or
her designee.
(4)
"Designated parking lot" means an area to be determined
by the chief human resource officer or his or her designee where employees or
visitors park motor vehicles.
(5)
"Designee" means
a person designated by the chief human resource officer to administer and
regulate solicitation pursuant to this policy or the person identified to
regulate other relevant policies regarding solicitation (e.g., solicitation at
Baker center, Templeton-Blackburn alumni memorial auditorium, or the West
Portico of Templeton-Blackburn alumni memorial auditorium).
(6)
"Distributing
literature" means the dissemination or posting physically or electronically of
any written or graphic material, including flyers, notices, or any other
written information or forms.
(7)
"Employee
bulletin board" means any non-student bulletin board that is not under glass
and is not specifically designated for a particular use.
(8)
"Non-employee"
means any person not employed at Ohio university or any person not in active
work status.
(9)
"Non-work area" means areas to be determined by the
chief human resource officer or his or her designee and generally includes
lobbies, employee lunch rooms, public areas, or designated parking
lots.
(10)
"Non-work time" means approved vacation, approved
leaves, scheduled lunch breaks, scheduled rest breaks, and before and after
scheduled work hours.
(11)
"Organization" means a body of persons established for
a specific purpose.
(12)
"Soliciting" means any oral, written, or electronic
advocacy of an organization or cause, or request for contribution or support
thereof; any activity conducted for the purpose of advertising, promoting, or
selling any product or service, or encouraging membership in any group,
association or organization.
(13)
"Work area" means
areas to be determined by the chief human resource officer or his or her
designee, where employees perform their official duties, including Ohio
university buildings, work stations, offices, conference rooms, and corridors
leading directly thereto that are used as an integral part of performing work.
In the case of faculty, work area means the assigned offices and other areas in
which the faculty conduct teaching, research, and service responsibilities in
keeping with their assigned duties.
(14)
"Work time"
means the time when employees' duties require that they be engaged in work
tasks as determined by the university. In the case of faculty, work time means
the time reasonably expected to be used conducting the business of the
university as required by their assigned duties.
The version of this rule that includes
live links to associated resources is online at
http://www.ohio.edu/policy/42-550.html