1.0 Policy Purpose
The purpose of this policy is to inform employees about the University's prohibition to soliciting or distributing materials on University premises during work time to avoid disruption of business operations.
2.0 To Whom the Policy Applies
This policy applies to staff, faculty, students, volunteers and outside entities such as contractors, vendors and visitors.
3.0 Policy Statement
The workplace may not be used for, but not limited to, commercial or political solicitation by students, faculty, employees or by outside persons, agents, or organizations. No sales or solicitations are permitted on university property, buildings, and facilities or using university resources or systems without the express prior written permission from the Executive Vice President of Finance and Administration.
To prevent disruption to University operations, interference with work, and inconvenience to other employees, employees may not engage in solicitation or distribution of materials (e.g., literature) of any kind during working time. Employees are prohibited from engaging in solicitation or sales during the employee’s work time or the work time of other employee(s). Employees may not distribute or post materials in a work area of the University at any time, including non-work time.
Work time does not include breaks, meal periods, or other periods during which an employee is not required to perform their job duties. Postings on designated employee bulletin boards that comply with other applicable policies may be permitted.
3.1 Charitable Organizations
The University recognizes the value of charitable organizations and encourages employees and students to be active participants in organizations that support or contribute to the mission of the University. Except for University authorized charitable organizations such as the United Way, a charitable organization that requests to solicit funds for a charitable donation must be sponsored by a recognized student organization, faculty member, or employee and with approval from the sponsor’s senior leader. Approval to sponsor a charitable donation will be provided with a written stamp or certification of approval. Sales will normally be conducted at assigned locations. Arrangements should be made through University Human Resources-Employee and Labor Relations. Inquiries for this policy should be directed to the Senior Director of Employee and Labor Relations.
3.2 Third Parties
Non-university organizations, businesses, or individuals are prohibited from engaging in sales or solicitation (including distributing of any kind of written or printed materials) on University property or using University resources or systems at any time.
Non-Brown employees or non-Brown students who have not received approval to enter University property shall be considered trespassers. Trespassers violating this policy who have no affiliation with the University will be removed from University property, given trespass warnings not to return, and may be subject to arrest and prosecution.
For the purpose of this policy, the terms below have the following definitions:
Handbills, flyers, posters, pamphlets, petitions in paper or electronic formats, or similar items.
Marketing or otherwise selling, purchasing or offering goods and services for sale or purchase, distributing advertising materials, circulars or product samples, or engaging in conduct relating to a business interest or for-profit, personal, or professional economic benefit on university property or using university resources.
Refers to canvassing, soliciting or seeking to obtain membership in or support for any organization, requesting contributions, and posting or distributing materials (as defined below) on university property or using university resources (including, but not limited to, bulletin boards, postings, postcards, chalking, leaflets, computers, mail, e-mail and telecommunications systems, photocopiers, fax, telephone lists and network systems, and databases, supplies or other workplace equipment).
All individuals to whom this policy applies are responsible for becoming familiar with and following this policy. University supervisors are responsible for promoting the understanding of this policy and for taking appropriate steps to ensure compliance with it.
Appropriate University Management Staff, University Human Resources, Office of Internal Audit Services, Department of Public Safety and/or Office of General Counsel may have responsibilities in processing and investigation of particular reports and/or complaints.
6.0 Consequences for Violating this Policy
Failure to comply with this and related policies is subject to disciplinary action, up to and including suspension without pay, or termination of employment or association with the University, in accordance with applicable (e.g., staff, faculty, student) disciplinary procedures.
7.0 Related Information
This policy is not a legal document. This policy does not confer a term of employment, nor is the language intended to establish a contract of employment, express or implied, between any employee and Brown University. The University reserves the right to change, amend or terminate any of its human resources policies at any time for any reason.
Brown University is a community in which employees are encouraged to share workplace concerns with University leadership. Additionally, Brown’s Anonymous Reporting Hotline allows anonymous and confidential reporting on matters of concern online or by phone (877-318-9184).
The following information complements and supplements this document. The information is intended to help explain this policy and is not an all-inclusive list of policies, procedures, laws and requirements.
7.1 Related Policies:
7.2 Related Procedures:
7.3 Related Forms:
7.4 Frequently Asked Questions
7.5 Other Related Information: