Purpose: Southern Adventist University restricts solicitation by employees, vendors, or sales representatives to minimize interference with the efficient operation of the organization and to protect the privacy of faculty, staff, students, and visitors.
The university recognizes that other institutional policies exist regarding solicitation. The Student Handbook, for example, provides guidelines on student solicitation, recruiting, and privacy issues, including the Family Educational Rights to Privacy Act (FERPA). This policy, however, summarizes information relating to the entire university community.
Definition: Solicitation defined as: 1) selling or promoting products, goods, or services; 2) use of staff and faculty listings for the purpose of solicitation; 3) seeking contributions or pledges, including the distribution of printed materials; and 4) conducting membership drives. These activities are prohibited whether in person, or through mailings, phone contact, or the use of other technology such as e-mail or the Internet.
Vendors, External Organizations or Individuals: Sales representatives, vendors, external organizations, and individual suppliers, services, and/or equipment may conduct business by invitation only and in accordance with university purchasing regulations.
University-Sponsored Sales or Events: Fund-raising or sales activities, specifically related to university purposes and sponsored by the university, are considered authorized functions and are not precluded by this policy. Examples include the Capital Campaign for Southern, the Employees’ United Way Campaign, and blood donation drives.
Because the solicitation or application for a gift of money, property, or service from any source implies proper authorization, written permission must be received from Financial Administration prior to soliciting for contributions of any kind from any source. This includes solicitation of gifts or gifts-in-kind which will involve any type of participation or involvement by the university, whether it is a commitment of a staff member’s time, an allocation of space, or the expenditure of university funds. This policy includes the Fleming Plaza area, recreation areas, lawns and campus buildings. Private individuals are not permitted to hold flea markets or other such sales on university property.
Employee Sales: The university does not permit the solicitation, distribution, or selling commercial products or services of any kind at any time on university property by employees.
Access to Data Space Employee Resources: In accordance with the Privacy Protection Act of 1976, the university will not provide employee information (i.e., names, addresses, and telephone numbers) to outside companies, organizations, or individuals for solicitation purposes.
The university does not provide space for companies, organizations, or individuals to solicit nor does it allow information to be placed on university bulletin boards unless prior approval or invitation from appropriate administrative officials has been obtained.
The university does not allow non-university business meetings with product representative on university property during an employee’s normal working hours.
Observed Solicitation: Anyone observed soliciting on university property should be reported to Financial Administration who should then determine whether such activity is authorized. If not authorized, the administrator shall inform the individual(s) of university policy and advise that failure to cease further activity may result in appropriate sanction(s) against the offender(s). Sanctions against an employee may include disciplinary action in accordance with appropriate University policies and procedures.
Authority and Interpretation: Financial Administration officially interprets this policy.