July 2008

Solicitation and Distribution of Materials Policy

3-4


Solicitation of employees and non-employees is prohibited during working time and in working areas. The Employee Activities Committee (EAC) may solicit staff volunteers for various UCAR-supported EAC activities. 

The distribution of materials in working areas is prohibited with the following exceptions: (1) materials distributed by UCAR directly relating to employees' job duties, (2) materials approved by UCAR describing opportunities for employees to donate to specific community charitable organizations and to the Friends of UCAR, (3) appeals to employees for contributions to and support of UCAR-approved activities sponsored by the EAC, (4) information from the EAC describing opportunities for employees to purchase goods and services at discounted rates, and (5) information from the EAC describing opportunities for employees to volunteer their time to nonprofit organizations that are not affiliated with political or religious groups.

Solicitation and the distribution of all materials related to political activities is prohibited at all times on UCAR-operated premises with the following exceptions: reminders to vote, information about UCAR policy on time off for voting, and information from the Office of Government Affairs, the President, and Board of Trustees.

Employees may post notices only on designated physical and electronic bulletin boards and through electronic mail as prescribed in the associated procedures.

Non-employees may not post materials on UCAR's physical or electronic bulletin boards or on any UCAR-supported electronic mail system. Nor may they solicit or distribute literature on UCAR operated premises unless specifically invited to do so by an individual authorized to engage in UCAR-related purchasing activities.

See the Solicitation and Distribution of Materials procedures.

Contact the Vice-President for Finance and Administration for interpretation of this policy.

 

July 2008

Solicitation and Distribution of Materials Procedures

(related to Policy 3-4)


Definitions

“Working time” does not include meal, break or rest periods or other specified times during the work day when employees are not officially engaged in performing their work tasks.

“Working areas” are defined as areas of UCAR operated premises where employees perform their work tasks, but (for the purposes of this policy and procedures, only) do not include break rooms, rest rooms, parking lots, or other non-work areas.

Posting of Notices

Employees may post allowable notices on designated physical and electronic bulletin boards and through electronic mail as prescribed below. Notices must include the employee's name, telephone extension, and date of posting. Notices posted without this information are subject to removal. Notices posted by employees may remain on bulletin boards for a reasonable time (normally two to four weeks).

Physical bulletin boards designated for UCAR-wide posting of allowable notices are normally located outside cafeterias and in the elevators of UCAR operated facilities. The office of Safety and Site Services can provide specific location information. Laboratories and programs may also provide physical bulletin boards, electronic bulletin boards, and electronic mail systems that can host allowable postings.

Allowable work-related announcements may be made through the daily Announcements section of Today at UCAR. See the Communications Web site for posting instructions and guidelines

Direct email to all staff is reserved for those authorized to send business information, as determined by the Vice President of Finance and Administration.

Allowable Postings

  1. Symposia, Course, and Event Announcements

    Notices of symposia, courses, and similar events that would benefit employees in their work and are sponsored by educational, professional, or nonprofit organizations may be posted on designated physical and electronic bulletin boards and through the Calendar section of Today at UCAR.

  2. Personal Items for Sale or Rent

    Notices about the purchase, sale, rental, or trade of employees' personal property or real estate may be posted on designated physical and electronic bulletin boards. The electronic bulletin board to be used for these purposes is the Classifieds section of Today at UCAR.

    Except for offers sponsored by the EAC, notices concerning goods or services from commercial ventures, including employee business ventures, may not be posted either on physical bulletin boards or through electronic media.

  3. Political and Election Notices

    UCAR President, Board of Trustees or Office of Government Affairs may bring political issues in which UCAR's organizational interests are directly at stake to the attention of employees. Notices related to election issues, the election of persons to public office, or the activities of political parties are not permitted.

  4. Donations to Nonprofit Organizations

    Only UCAR may post notices relative to approved limited charitable campaigns (typically administered via direct contributions or payroll deduction).

  5. Employee Activities Committee (EAC) Activities

    Appeals to employees for contributions to and support of approved EAC activities, information about opportunities to buy goods and services at discounted rates, and information about opportunities to volunteer time to nonprofit organizations that are not affiliated with political or religious groups may be posted on physical or electronic bulletin boards or through electronic mail.

  6. Community Events and Activities

    Community events in which staff members are involved may be posted on designated physical bulletin boards as long as the events are not in support of political, commercial, or religious organizations or activities. They may also be announced in the Classified section of Today at UCAR and consistent with those guidelines.

Activities by Non-UCAR Employees

Sales representatives visiting a UCAR location to discuss services or products used by UCAR in the conduct of its business may leave related material with staff whose responsibility it is to make purchases for UCAR. No other distribution of materials or solicitation may be carried out by non-UCAR employees on UCAR-operated premises. Nonemployees may not post materials on any of UCAR's physical or electronic bulletin boards or on any UCAR-supported electronic mail system.

Responsibilities

The Director of Safety and Site Services is responsible for appointing individuals to monitor the designated physical bulletin boards used for UCAR-wide postings and to remove materials deemed inconsistent with the provisions of this policy.

The Director of Communications is responsible for monitoring the Announcements, Calendar, and Classifieds sections of Today at UCAR.

Local boards and mail systems should be monitored by a laboratory/program staff member for compliance with UCAR policies and procedures.

Affiliated Policies and Procedures

2-2
Congressional and Agency Interactions and Lobbying
3-1
Official Communications
3-5
Publication and Information Dissemination