Office of the President
May 4, 1970
This policy 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, faculty, staff, and students of the University.
The policy is directed only to the problems of official representation of the University.
Individual members or groups of members of the staff of the University shall not unless they are specifically authorized by the President act or give the appearance of acting on behalf of the University when communicating with State or Federal governmental officials concerning policies or legislation relating to the University.
Procedures Concerning Formal Contacts with State and Federal Agencies
In the event that any individual member of the staff of the University is invited by a member of a committee of the State Legislature or Congress or by any other 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 appropriate channels of the nature of the discussion or action.
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 President, through appropriate channels, in order that he may be better able to discharge his responsibility under Section 100.4(k) of the Standing Orders of The Regents, to "represent the Corporation and the University in all matters requiring action by the Congress or officers of the United States or by the Legislature or officers of the State of California".
Other sections of the By-Laws and Standing Orders of The Regents deal with the President's responsibility to be the channel of communication between University students, faculty, and staff and The Regents (Section 16.9 of the By-Laws and Section 103.1(b) of the Standing Orders).
"Appropriate channels" to be followed by faculty and staff members on the campuses for informing the President in compliance with this policy are understood to mean through the Chancellors to the Special Assistant to the President (Sacramento Office) in regard to State matters and through the Chancellors to the Vice President--Budget and University Relations in regard to Federal matters. In the case of staff members in the Office of the President, "appropriate channels" are understood to mean through the appropriate Vice President to the Special Assistant to the President (Sacramento Office) in regard to State matters, and through the Vice President--Business and Finance in regard to Federal matters.
When visits to Sacramento or Washington in connection with University business are planned, the University's Sacramento Office or Washington 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.
When corresponding with State and 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 carbon copy of University letterhead correspondence with principal State and Federal officials, including members of the Congress and the Legislature, should be sent directly to the Sacramento or Washington Office, as appropriate.