Reminder about employee political activity

With election season in full swing, we want to remind you that employees may not use institutional time, funds, equipment, email, job titles, or other resources to influence the outcome of any election, to promote the passage or defeat of any legislative measure, or to participate in any political activity or campaign. According to UTSW policy, incidental use of UTSW resources to engage in political activity is not permissible.

Per ADM-302, “When members of the UT Southwestern administration, faculty, staff, or student body are communicating personal opinions, testifying before government bodies, or participating in lobbying or other political activities as private citizens, it is essential that individuals avoid giving the impression that they are speaking for UT Southwestern.” For additional details, please see ETH-101 and ADM-302.

UTSW employees are free to speak as private individuals on their personal social media accounts. However, if social media activity disrupts the organization, impedes the performance of UTSW business or official duties, or negatively impacts the working or learning environment, it may violate UTSW policies. Please refer to Guidelines for Maintaining Personal Social Media Sites (on-campus network or VPN connection required).

Additional considerations:

  • Employees are free to express their opinions as private citizens on political or social issues but should avoid giving the impression they are speaking on behalf of UT Southwestern. Employees cannot engage in political activity that occurs during work hours, that interferes with job responsibilities, or that uses any state resources, equipment, supplies, services, facilities.
  • UTSW employees who are contacted by the media about UTSW-related programs or matters that fall within the scope of their UTSW employment must refer all such contacts to Communications, Marketing, and Public Affairs (CMPA).
  • Per UTSW policy (ADM-301 Communication with the Media), individuals communicating personal opinions as private citizens with the media who wish to disclose an affiliation with UTSW must first obtain approval from CMPA and must clearly indicate they are expressing a personal opinion and not speaking on behalf of UTSW.
  • Politically neutral voter registration events have traditionally been held by registered student groups in consultation with Student Services and in accordance with University policy. State law and University policy generally prohibit the use of state funds, resources (including work time), or facilities for non-University business, including political activity.
  • All individuals are free to express themselves non-disruptively at UT Southwestern in a designated free speech area, during free time, using their own resources in accordance with University policy, a copy of which is attached. See FSS-103 Protected Expression on Campus. Should an individual wish to conduct a voter registration drive at UTSW, it would need to be in the location, time, and manner outlined in this policy and not conducted as part of UTSW business.

Further resources are listed below, including state laws and applicable links from the University of Texas System’s Board of Regents’ Rules and Regulations. If you have questions, please reach out to the Office of Legal Affairs via legalaffairs@utsouthwestern.edu.

Resources

State Law

Regents’ Rules and Regulations