The Ohio State University has been the site of numerous visits by candidates for a variety of federal, state and local public offices over the years. As a public institution, Ohio State welcomes visits by political candidates and surrogates affiliated with their campaigns. These events generate coverage by the local and national news media as well as interest and attendance by the public. They also provide a unique opportunity for students and other members of our Ohio State community to experience the political process first-hand.
Political activity may occur on our campus in multiple ways including visits to our campus for various types of events. Sometimes, political candidates, their surrogates, or other political entities work with registered student organizations to hold campaign related events on campus. Additionally, candidates, their campaigns, or other political entities may rent space on campus without partnering with a registered student organization to hold events. Political candidates also visit campus in other capacities unrelated to their running for office. Examples include speaking to classes, participating in panel discussions or appearing as a guest at an event.
The Office of Legal Affairs, the Office of Government Affairs, the Office of Student Life, University Communications and Department of Public Safety work collaboratively to implement the existing protocols that address these situations and ensure that university policies are followed. This is important to avoid a perceived endorsement by the university and to comply with applicable law and regulations for non-profit and state institutions. The Campus Activism and Event Engagement Team also proactively advises internal and external organizers to inform them about their rights and responsibilities and to address policy violations or concerns.
The following protocols should be followed:
NO UNIVERSITY ENDORSEMENT
The university does not endorse candidates for public office, and all candidates and surrogates shall be treated equally pursuant to these protocols.
UNIVERSITY LEAD
Visits by political candidates, their surrogates, or other political organizations that are sponsored by registered student organizations, should be reported to the Senior Vice President of Student Life or designee(s), who will work with the Sr. Associate Vice President for Communications or designee and Vice President for Government Affairs to ensure protocols are followed.
Coordination of all other events and visits that involve political activity must be reported to the Office of Legal Affairs, the Office of Government Affairs and the Department of Public Safety to ensure compliance with these protocols and proper payment of necessary costs in accordance with the appropriate university policies.
STUDENT ACCESS
Visits sponsored by registered student organizations must allow for attendance by Ohio State students, without regard to political affiliation or other requirements. For example, if tickets are made available to the public, they must be generally available to Ohio State students.
COSTS
The costs of visits subject to these protocols and all related events must be covered by the visiting campaign or political organization. No university funds shall be used to cover the costs of these visits or events. Any university costs incurred shall be billed to the campaign or political organization and in alignment with the University’s Space Standards. Administrative time for university staff involved in planning the event shall not be billed to the campaign unless authorized by the university lead.
EVENT SPACE
Event sponsor(s) and visiting campaigns shall be subject to all applicable policies and procedures regarding the reservation of event space.
SECURITY AND SAFETY
Event security must be coordinated with the university’s Department of Public Safety. Public Safety will coordinate with the Secret Service or other law enforcement entity, if applicable. Event coordinators shall also consult with Transportation and Traffic Management and CampusParc as soon as possible in the planning process with regard to traffic, parking and transportation issues at the event site. University administrators assigned to the event site will have final authority on set-up and access issues, particularly as they pertain to fire safety and crowd control.
NEWS MEDIA
University Communications should also be among the first units notified and will coordinate media relations issues with the candidate’s staff.
USE OF UNIVERSITY LOGO AND SEAL
The university logos and/or seal may be used in backdrops or other appropriate locations as approved by the university lead in collaboration, where appropriate, with other university offices. Any approved use is not an endorsement of any particular candidate, but as identification of the university as the location of the event in news coverage.
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