Invitations and Visits for Public Officials

1. Introduction

• 1.1. Any invitation to public officials for speaking on campus or request by public officials to visit campus require approval from the Office of the Chancellor. The purpose of this regulation is to circumscribe who may authorize visits and who may issue invitations and when sharing of information is required.

2. Definitions

• 2.1. A public official is any person who serves in an elected or appointed office, any employee representing any employee representing a public official, at the local (city or county), state, or federal level.
• 2.2. An “invitation to a public official for speaking at a special event ceremony” in their capacity as a public official includes but is not limited to invitations to speak at campus-wide institutional events, such as convocation, commencement, and/or a special event ceremony (dedications, grand-openings, naming of facilities, or other events for which external audiences are invited).
• 2.3. An “invitation to a public official to speak at a unit event” in their capacity as a public official refers to academic or administrative events of a unit that is primarily for internal participants (i.e., lectures, forums, workshops, etc.).
• 2.4. A “request by a public official to visit campus” refers to a public official seeking either (a) an official-duty visit with primarily internal participants—such as tours or meetings with faculty, staff, and students on matters related to the official’s office—or (b) a campaign-related event with primarily external participants—such as rallies, debates, town halls, or media events.

3. Policy

• 3.1. Invitations to public officials for speaking at a special event ceremony must be authorized by the Chancellor or the Chancellor’s designee. The formal invitation is issued by the Chancellor.
• 3.2. Invitations to public officials by a division, college, school, unit, department, office, individual, or other entity that wishes to have a public official speak at a unit event must first make a written request to the Office of the Chancellor and must receive written authorization to extend the invitation by the Chancellor or the Chancellor’s designee. Such invitations may come from the unit head or the Chancellor’s designee.
• 3.3. A request to visit campus by a public official related to duties of the public office must be authorized by the Chancellor of the Chancellor’s designee.
• 3.4. A request to visit campus by a public official for campaign related events must be authorized by the Chancellor or the Chancellor’s designee. These events must comply with REG07.30.08 Use of University Property policy and limit interruptions to campus operations. The University shall remain neutral on political controversies of the day and event materials must not imply university endorsement.
• 3.5. A request from non-members of the University, as defined in the Use of University Property Regulation (REG 07.30.08), to host a public official at a University facility must adhere to all applicable policies and regulations, including the related provisions in the Use of University Property Regulation. Additionally, the Chancellor or their designee must be informed by the appropriate vice chancellor of the request as soon as possible. As established by applicable University policy, any use of University property does not imply endorsement of any particular individual, organization, or initiative consistent with the institution’s commitment to institutional neutrality.
• 3.6 Registered Student Organizations (RSOs) may invite public officials or host campaign-related events as sponsors, in accordance with REG07.30.08, by reserving space through the Central Reservations Office (CRO). The Division of Student Affairs and CRO will coordinate with the Office of the Chancellor and ECU Police Department.
• 3.7 The ECU Police Department is the lead agency for any event involving a public official in coordination with municipal, county, state, and federal law enforcement agencies for security planning and operations. Sponsors of campaign-related events are responsible for security costs attributable to the event in excess of routine public safety services.
• 3.8 If any member of the University needs clarification on this regulation, they may contact the Director of Strategic Initiatives in the Chancellor’s Office.