Guidelines Regarding Political Activity by Staff of the University of Iowa

The University of Iowa fully supports the constitutional right of staff members to express their personal opinions regarding political candidates and issues in ways that do not affect their university employment.

As employees of a public institution, however, staff do have a responsibility when exercising their right to be clear that their opinions are their own and that they are not expressed within the scope of their university employment responsibilities. Staff must also take care to adhere to policies regarding use of university resources. Finally, political expression may still have an impact upon employment in the case of individuals who serve “at will” as temporary, probationary employees, or those in administrative, policy-making or leadership positions, unless their speech, action or expression of opinion is otherwise protected.

The purpose of this resource is to ensure that UI staff members know their rights and responsibilities under applicable policies as they engage in discourse about political matters.

Expression of Political Views Outside the Employment Context

University employment in and of itself does not restrict an individual’s right to personally express their political views, including the right to organize and join political or other associations, convene and conduct public meetings, and publicize their opinions on political and social issues. Staff members should feel free, for example: to work in support of political candidates or issues on their own time; erect yard signs at their homes in support of candidates, bills, or referenda; use their personal telephone or email account to campaign for candidates or issues; or comment on social media using their personal computer or other personal device.

Employees are encouraged to exercise freedom of expression on social media and other communication channels while doing so responsibly. Personal accounts on social media and other personal communications may be used to share political opinions, consistent with the First Amendment, provided that posts and other communications do not imply the individual is speaking on behalf of the institution (unless specifically authorized) and university-related content (e.g. news, events, or job postings) is not mixed with controversial or objectionable content in ways that could cause confusion. Content that is threatening, intimidating, harassing, or that incites or advocates imminent violence is unacceptable, violates university policy and work rules, and may result in corrective or disciplinary action, up to and including termination.

Staff are expected to keep their political expression separate from their professional responsibilities and ensure that it does not interfere with the institution's official responsibilities or blur the lines between their personal and professional roles.

Obligation not to Represent University’s Position on Legislative, Political, or Other Matters

When staff members express personal views, they should make clear that their views and/or actions are entirely their own and are not within the scope of their employment responsibilities at the university. While staff members are free to comment privately on legislative issues in their personal capacity, the university’s position on legislative issues is set by the Iowa Board of Regents after consultation with university administration. It is not appropriate for staff speaking outside their university employment responsibilities to represent the university’s position on any issue.

Use of Staff Member’s University Title when Expressing Opinions to Elected Officials, the Press, on Social Media, or with Others

According to the policy on Use of University Name (Policy Manual, § II-33), staff members may use their university title for identification purposes so long as use of the title does not imply the individual is speaking or acting on behalf of the university. For example, a UI staff member may sign a petition and add the job title identifier "Research Assistant, College of Public Health, University of Iowa." However, where use of the university title would imply that the staff member is expressing the university’s viewpoint or position – for instance, where the staff member has an administrative or a role that represents the university to external audiences – use of the title is not appropriate unless the university has adopted such a position and the staff member is charged with representing that position in an official capacity.

Use of University Name or Letterhead when Expressing Opinions

The Use of University Name policy (Policy Manual, § II-33) prohibits the use of university letterhead for non-university correspondence to elected officials or others, explaining, "The use of university letterhead for that purpose is potentially confusing to elected officials because it implies that the writer is speaking on behalf of the university.”

Obligation not to use UI Email or Other UI Resources to Engage in Personal Political Activities or to Lobby Public Officials

University policy prohibits the use of university resources for personal political activities. The Acceptable Use of Information Technology Resources policy (Policy Manual, § II-19.4(g)) prohibits the use of university resources, including email, for “personal political activities such as campaigning for candidates for public office, or for lobbying of public officials.” Use of the university’s email system to lobby public officials is prohibited even if the staff member makes clear that the email expresses solely that individual’s personal views.

Right to Contact Legislators about Bills Involving Topics on which the Staff Member is a Content Expert

As noted above, university guidance clarifies the distinction between prohibited personal "lobbying" and permissible professional communication with public officials. Pursuant to university policy, "lobbying does not include individual faculty or staff sharing or providing information or opinions with public officials on matters of policy within their areas of expertise" when coordinated through the Office of Governmental Relations.

A Note on Staff in Instructional or Mentorship Roles

Staff members in instructional roles should be appointed as adjunct or instructional faculty. As such, they will be subject to faculty guidelines and policies, including the principles and limits of academic freedom, regarding political activity while performing in an instructional context.

Teaching and mentoring occur outside the classroom as well as within it. When interacting with students, staff should take care to clarify when their comments represent their own personal views. Similarly, staff should refrain from displaying or communicating political messages in places or in ways that might imply university support for the message. For instance, displaying political messages may ordinarily be permissible in private workspaces. However, if such political messages would be immediately visible to the public or to public areas – for example, if posted on a staff member’s outward-facing window or on the outside of an office door facing a public space – the staff member should consider whether those materials might suggest university support for the message. In addition, staff members are encouraged to consider whether communicating, displaying, or wearing a particular political message may adversely affect their ability to show respect for and elicit contrary opinions.

A Note on Staff in Leadership and Administrative Roles

Staff serving in at-will leadership or administrative roles may face greater limitations on their personal expression, given the close association of their roles with the university and the heightened likelihood that their speech reasonably could be perceived as representing the institution.

Applicability to University Faculty

If you'd like to learn how these policies apply to faculty, review the following resources or reach out to the Associate Provost for Faculty and Strategic Operations at 319-335-0256 or faculty@uiowa.edu.