TAP No. 41: Government, Corporate and Foundation Relations

 

Scope

This Policy applies to all students, faculty, and staff. 

Purpose

This policy guides the University’s government, corporate and foundation relations activities and sets forth the required procedures relating to such activities. 

I. Policy

It is the policy of Â鶹ֱ²¥ that the Office of Civic Engagement and External Relations is responsible for leading the University's governmental, corporate and foundation relations activities. Such Office is responsible for ensuring adherence to regulated lobbying requirements and for guiding proper communication and coordination of activities involved in all official University interactions with government, corporate and foundation entities. 

A. Overview

The following procedures are designed to ensure individuals act in compliance with the requirements of this policy.

II. Key Concepts

  1. Contact with Federal, State and Local Elected and Appointed Officials
    1. Â鶹ֱ²¥ is registered as a lobbying organization in accordance with federal guidelines and is required to submit a detailed quarterly report, which documents specific lobbying activities and contacts with elected and appointed individuals, including all elected members of Congress, all congressional staff, and all federal Schedule C employees (civil service leadership and support positions). In this regard, the Office of Civic Engagement and External Relations is responsible for the preparation and submission of the required federal reports associated with lobbying activities for Â鶹ֱ²¥.
    2. Due to the legal requirements incumbent upon all federal, state and local lobbying registrants, University employees must contact the Office of Civic Engagement and External Relations prior to any written or verbal communications to elected officials relative to University-based interests. 
    3. Only individuals approved in accordance with the University's policy on contact with elected officials are authorized to lobby or represent the University's interests with these officials.
  2. Other Considerations
    1. Expressing personal viewpoints: When communicating with officials covered by this Policy, Duquesne employees must clearly distinguish personal views from the positions established by the University. Under no circumstances are University employees permitted to offer their personal opinions as a position taken by the University. University letterhead and e-mail sent through University electronic servers should not be used to offer personal positions on issues.
    2. Individual or group meetings with executives and legislated officials and staff: If such meetings are for the purpose of representing the interests of Â鶹ֱ²¥, including specific funding requests or grant proposals, they must be coordinated with and approved by the Office of Civic Engagement and External Relations.
    3. Appearances before executive and legislative bodies including committees, boards and commissions: If such appearances are for the purpose of representing the interests of Â鶹ֱ²¥, the Office of Civic Engagement and External Relations must be notified and must grant approval for such representation.
    4. Written materials and/or electronic transmissions: Distribution of materials to officials should be coordinated with the University's Office of Civic Engagement and External Relations.
    5. Invitations to visit campus: The University welcomes visits by elected officials and staff. Invitations to elected officials to visit the University must be approved in advance by the respective Vice President, who will then inform the Office of Civic Engagement and External Relations.
    6. Relationship with other University policies: Refer to TAP No. 27 for more information on Political Activity at Â鶹ֱ²¥ and/or TAP No. 47 for more information on honorary degrees and speakers for commencements, convocations and other University events.
  3. Engaging in Corporate and Foundation Relations 

    All submissions to corporate and/or foundation entities must go through the Office of Corporate and Foundation Relations (CFR). Independent submissions by students, faculty, and staff are not allowed. The Office of Corporate and Foundation Relations should be promptly notified when considering a proposal submission, providing a notice of intent, funding details, and solicitation information. This notification should occur when the intent is known or at least ten business days before the proposal deadline. At this stage, the Principal Investigator (PI) will receive a Proposal Approval Form (PAF) from CFR, which requires a concise project description, budget, and signatures from the Department Chair and Dean. Research proposals must comply with all Duquesne research policies.

    Complete administrative components, including a detailed budget, budget justification, applicant bios, and signed PAF, should be submitted to CFR at least five business days before the proposal deadline. Final narrative components should be submitted to CFR three business days before the deadline, allowing CFR to review the narrative and provide feedback. Upon receiving the final proposal components, CFR will begin the review; no further PI revisions, including budget changes, are accepted. CFR will work with the PI to set a submission schedule based on submission signatures that may be required to provide enough time for CFR to obtain the funder required signatures for submission.

    PIs are required to spend in accordance with grant guidelines and all University guidelines and policies. PIs must submit all reports to the funder through the CFR office in a timely manner.

    All contact with foundation and corporate entities related to funding submissions will be the responsibility of the Office of Corporate and Foundation Relations. students, faculty, and staff are not permitted to contact the funder without prior coordination with the Division directly.

IV. Related Information 

TAP No. 27: Political Activity 

TAP No. 47

Research Policies

V. Violations

Violations of this Policy will be reviewed on a case-by-case basis and are subject to formal disciplinary action up to and including termination of employment. 

VI. History

Date of most recent revision: August 2023

VII. Ownership of Policy

Senior Vice President of Civic Engagement and External Relations