3357:12-20-11-Visitation and Solicitation Policy

A.POLICY

This policy is framed to permit all faculty and staff to perform their jobs free from intrusions. In order to ensure that the educational mission of the College proceeds unhampered, the President and Trustees have an obligation to regulate the use of facilities and the conduct of students, employees, and visitors. Such regulation, however, must reflect the character of a college community. The fundamental concepts of academic freedom and a free flow of ideas should be maintained. To those ends, this policy is directed.

 

B.POLICY GUIDELINES

Definitions

• “Working time”-scheduled work hours exclusive of designated lunch and rest breaks. “Scheduled” hours for faculty shall mean classroom, laboratory, and common meeting times.
• “Solicitation” or “Soliciting”-activity conducted for the purpose of promoting any product or service or encouraging support of, or membership in, any group, association, or organization.
• “Distribution of Literature”-the dissemination of flyers, notices, advertisements, membership, authorization, pledge cards, or other written materials or electronic messages.

Disruptions of Employees

• College employees are welcome to solicit or be solicited during non-working time, including lunch or rest breaks. However, no one may solicit a College employee during the solicited employee’s working time. Nor shall any employee engage in solicitation or distribution or literature during their working time.

Campus Visits

• Any visitor who wishes to solicit College employees within any building oncampus for any purpose must request permission in writing prior to the proposed visit. The request should be delivered to the Office of Human Resources at least
• five working days prior to the proposed visit. The request should state:
• The purpose of the proposed visit, and
• The name of any person(s) who desires access to the campus.

If approved, the Office of Human Resources will attempt to locate a room and will then issue a letter designating the place for the visit and the date and time itmay be used. In the event two or more requests for access for the same space or overlapping times have been made, the College will attempt to provide separate rooms. In the event that insufficient space is available to satisfy all demands, the College will grant access to the available space on some equitable basis. If the designated area is unavailable due to a prior reservation, the College will notify the requesting party of such conflict.

All solicitations and distribution of literature by any visitor within any building on campus shall be strictly limited to the designated room(s), time(s), and date(s).

No employee may visit the designated area during his/her working time. No visitor may solicit employees or distribute literature elsewhere in any building. Any other exceptions must be cleared in advance with the Office of Human Resources.

Campus Mail

• The internal campus mail system is for the exclusive use of the College.

Campus E-Mail

• Solicitations by e-mail are prohibited. Please refer to the computer and software usage policy (Section 400.13)

Violations

• Any visitor who violates this policy may be denied use of the College’s facilities for a reasonable period. Any employee who violates this policy may be disciplined.

C.POLICY HISTORY

• For additional information, please to previous versions of the College Handbook
• Policy revisions approved by Board of Trustees May 2017
• Policy reviewed by the Human Resource Advisory Council November 2018; no changes recommended
• Policy reviewed by the Human Resource Advisory Council April 2023; minor and inconsequential modifications were made to the policy

D.INITIATING DIVISION

The Office of Human Resources

E.POLICY REVIEWERS

Office of Human Resources Human Resource Advisory Council

F.POLICY REFERENCES

• No forms referenced
• No codified rules
• No connecting policies