Guidelines for publicizing UCOP events and activities

UCOP supports social interaction, networking and a strong employee community. We provide many opportunities for staff to organize and promote activities to their colleagues. Please review the following guidelines and resources

General guidelines

The following guidelines help to ensure that community-building efforts align with our organizational values of fairness, professionalism, respect and good resource management:

  • Use of UCOP facilities: UCOP Human Resources procedure provides that all UCOP employees and organizations have equal access to resources for communicating with the community.
  • Inclusive content: UCOP is home to a diverse workforce comprising many ethnic backgrounds, ages, sexual orientations and beliefs. We embrace our diversity and maintain an inclusive and respectful work environment. Any employee promotional materials must align with our Principles of Community.
  • Sustainability/resource management: As a public institution and nationally recognized leader in environmental sustainability, we are committed to prudent resource management. Please minimize printing fliers and other display materials to consume resources responsibly.

Communications vehicles

  • Link e-newsletter: Link is the central communication resource for the UCOP community — including systemwide and local news, events and professional development opportunities. All UCOP employees receive Link via email on Tuesday mornings. You can access the newsletter at any time on the Link website. Employees and affinity groups are invited to submit content. For questions, contact
  • Link calendar: The Link calendar is the main resource for UCOP events and professional development opportunities. Learn how to submit an event.
  • Digital lobby slides: The digital slides in Broadway/Franklin campus buildings are managed by the Link team. Events and news submitted to the Link calendar will be considered for lobby slides; no additional request is needed.
  • UCOP-wide emails: Emails to all UCOP employees are reserved for urgent matters (building emergencies, IT outages, important leadership messages, etc.). If you believe you need to send a UCOP-wide email, please consult with Internal Communications.
  • UCnetwork: UCnetwork is our systemwide staff newsletter. It is emailed to all UC employees on the second Wednesday each month. You can also read current and archived issues online. If you are planning an event or have news that is relevant to systemwide staff, contact for submission consideration.
  • Fliers: Per Human Resources policy, no literature or materials may be affixed to walls, floors, ceilings, elevators, stairways, etc. (including restrooms). This applies to all employees and staff groups. In Oakland, fliers may be posted on bulletin boards in the kitchens in the Franklin/Broadway campus. Affinity groups may post fliers on the designated bulletin board in the Franklin Lobby.
  • Staff events: Staff are welcome to plan events, such as socials, brown-bag meetings, guest lectures, etc., to share information about their activities with UCOP colleagues. For help publicizing your event, download the Guide to Internal Promotions (ppt file; Box log-in required). For event support and guidance you can reach out to the To schedule space for your event at a UCOP Facility use the Event Management System.
  • Employee resource and affinity groups: UCOP is home to many staff affinity and employee resource groups, and most communicate with members via Listserves and Slack. Reach out to the listed contact to request to be added to communications.