Access Guidelines
Regulations Governing Use of UCSF Facilities and Access to UCSF Employees by Employee Organizations
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In these regulations, the term representative is used to define any person acting in the interest of or on behalf of an employee organization, including both University and Non-University personnel unless otherwise specifically excepted.
The term employee organization business is used to define all legal activities of an employee organization, including, but not limited to meetings, dues collection, soliciting, distributing and campaigning.
These regulations do not apply to employee organizations or their representatives when they are acting as representatives in individual grievances or administrative appeals pursuant to applicable provisions of personnel policy or labor agreement.
1. FACILITIES
A. General classroom and meeting rooms, when not in use for University purposes such as teaching, learning, research, patient care, or meetings, may be scheduled by an employee organization to the same time, place, and manner regulations as registered campus organizations using such facilities.
B. Employee organizations and their representatives may reasonably use general purpose bulletin boards. The use of bulletin boards, which are not general purpose bulletin boards, by employee organizations and their representatives is prohibited at all times. In addition, no literature or other material may be affixed at any time to facilities such as, but not limited to, walls, ceilings, floors, light fixtures, doors, elevators, and stairways.
C. U.S. mail which is received by the University bearing an employee’s name and an accurate address will be distributed to the employee in the normal manner. Employee organizations and their representatives are strictly prohibited from the use of the campus and/or medical center mail systems. In locations where employee mail boxes exist, employee organizations and their representatives may reasonably use such boxes provided the boxes are not located in a confidential and/or restricted work area.
D. Employee organizations and their representatives are prohibited from using University facilities and equipment such as, but not limited to automobiles, computers, projectors, telephones, office supplies, photocopying and reproduction equipment and typewriters. Any exception to this regulation requires the expressed written consent of the Manager for Labor and Employee Relations or his/her designee.
E. Employee organizations and their representatives, when conducting employee organization business on the campus and/or medical center, must be able reasonably to identify themselves, when requested to do so by supervisors or other campus administrative staff.
2. ACCESS TO EMPLOYEES
A. Employee organizations and their representatives are permitted to reasonably conduct employee organization business in non-work areas during the employees’ non-work time. For the purpose of these regulations only, rest periods are not considered work time.
B. Employee organizations and their representatives are strictly prohibited from conducting employee organization business during an employee’s work time.
C. Employee organizations and their representatives are permitted in employee work areas only when:
1. Employees are not on their work time;
2. The conducting of employee organization business is not disruptive to other employees who are on their work time and
3. The work area is appropriate for such business. Work areas deemed not appropriate and thus prohibited from use for such business, include but are not limited to the following areas:
a. Patient care, clinical laboratories, and clinical areas;
b. Academic areas while instruction, learning, counseling or research is in progress;
c. Research areas when the health, safety, or security of individuals or the research could be adversely affected;
d. Private residential areas of students.
NOTE: Employee organizations and their representatives may be excluded from an otherwise appropriate work area if the supervisor makes available a facility which is in reasonable proximity to the work area.
D. Access to confidential and/or secured work areas such as, but not limited to, student and patient record areas, cashier’s office, radiation areas, computer operations, etc. is limited solely to employees who are assigned to such areas or others who have specific authorization to be in such areas.
E. Employees are prohibited from participating in and conducting employee organization business during their work time.
Under no circumstances, may these regulations be interpreted or applied so as to impede, disrupt, or interfere with the normal operations of the Campus or Medical Center
The University reserves the continued right to add to, delete from or modify the above regulations pursuant to HEERA Sections 3568 and 3581.7.