With city, county and state election season under way, the UC Davis Government and Community Relations unit is advising employees of university policies on staff participation in campaigns for individuals or ballot measures.

The rules prohibit engaging in political activity on university time and using university resources.

Also, employees are restricted in identifying themselves as university officials when endorsing candidates.

"This has been a problem in the past," said Gary Sandy, director of local government relations. "We are trying to be proactive by letting people know the rules."

California's next election date is June 6, with primaries set for federal, state and county offices, and direct elections — that is, they are not primaries — for city offices. The first candidate filing deadline is today.

Candidates for Davis City Council and Yolo County offices "may be contacting you seeking endorsements or assistance with fundraising," states a memo from Government and Community Relations. The memo includes policy references and a set of guidelines.

"UC Davis employees are encouraged to be politically active … to the extent their personal interests suggest. However, there a few ground rules to keep in mind," the memo states.

Equal access

"UC Davis is committed to building strong relationships with all elected office-holders and office seekers," the memo states. It adds that all candidates will be treated the same and offered the same access to information and campus officials.

"The campus cannot take a position on candidates, nor can any university officials endorse candidates in their official capacity," the memo states.

Also: "No listing of a UC Davis employee's name or quote should convey or imply support from the campus."

If a university employee allows his or her name to be used in connection with a campaign, and uses his or her official title, the memo states, then the name and title "must be accompanied by a disclaimer indicating that the title is used for identification purposes only."

Get it in writing

The memo includes a suggestion that a commitment for an endorsement should be put in writing, "including how you want to be represented in any campaign materials (Web, mail, fliers, TV-radio spots, etc.) and the appropriate disclaimer language ('title used for identification purposes only')."

Otherwise, employees can agree to endorse or participate "as an individual without use of any identifier." Or the employee can use another identifier that is not linked to the university.

And, the memo states, "If you receive a call from a candidate regarding campaign activities during work hours, suggest that the candidate call at home or after work hours."

If approached by a candidate asking about "accessing the university for information, advice, use of facilities or meetings with campus officials, refer them to Government and Community Relations (757-8447) for a response."

The memo also includes a reminder about city and county rules on fundraising:

The city of Davis imposes a $100 cap on contributions to City Council candidates, and any donation over $25 becomes public record. Yolo County does not limit contributions to candidates for county office.

"However, bear in mind that any donation over $99 is reported to the [state] Fair Political Practices Commission and your name and the amount you donated becomes a matter of public record," the memo states.

For information on campaign contribution policies in other cities and counties, or for state and federal campaign information, contact Government and Community Relations, 757-8447.