1.2 Employees, volunteers, contractors, subcontractors, visitors or any person entering the work areas shall not:

1.2.1 Conduct solicitations without the express, advance written approval of agency management, the Director, or the Director of the Department of Administration (DOA).

1.2.2 Sell, exchange or give personal items, cosmetics, toiletries, confectioneries, kitchenware or other items.

1.2.3 Conduct advertising of any kind except in designated areas or on designated bulletin boards.

1.3 Employees, volunteers, contractors, subcontractors, visitors or any person entering the work areas shall not:

1.3.1 Use any state materials, supplies, services or equipment for solicitation purposes.

1.3.2 Post or distribute obscene, sexually harassing or libelous materials.

1.3.3 Conduct lotteries, sports pools or similar activities.

1.4 Solicitation shall be conducted in a manner which does not interfere with the work of any public employee, with the passage in or out of a public building or with another approved solicitation activity that is scheduled to be conducted at the same time and location as the proposed activity.

1.5 For solicitation requests concerning matters other than those listed in sections 111.02 and 111.03, the appropriate agency management staff member shall forward the request and an attached recommendation for approval or disapproval to the DOA Director within three work days of receipt.

1.6 Extensions of solicitation activity may be requested by submitting a new application for the extended time period.

1.7 Solicitations shall not take place during work hours, except as set forth in this Department Order.

1.1.1 Social solicitations including, but not limited to, donations for farewell acknowledgments, birthday gifts and bereavement memorials.

1.1.2 Activities directed toward organizing employee participation in sports or recreational activities sanctioned, sponsored or otherwise representative of the institution, facility or bureau.

1.1.3 Employee recognition events such as secretary's week luncheons and employee awards ceremonies.

1.1.4 Announcement and recognition of personal or family tragedies of employees.

1.1.5 Bulletin board solicitation, including employee announcements of personal items, such as cars, used uniforms, equipment or animals, offered for sale, exchange or free of charge.

1.2 Agency management, at the lowest appropriate level, shall:

1.2.1 Designate the location(s) for an official bulletin board in work areas. Each institution, unit, facility and bureau shall have a minimum of one official bulletin board, and shall have a sufficient number to ensure access by all employees.

1.2.2 By memo, approve or disapprove the requests for solicitation activities listed in sections 1.1.1 through 1.1.5 in a timely manner.

1.1.1 Complete a Solicitation Request and Approval, Form 111-1P, and attach a copy of all materials to be used in the solicitation activity.

1.1.2 Submit completed forms and attachments to the appropriate agency management member at least 15 days prior to the requested solicitation date. Incomplete or late forms shall be disapproved.

1.2 Agency management, at the lowest appropriate level, shall forward solicitation requests with an attached recommendation for approval or disapproval, to the Director within three work days of receipt.

1.3 Approval by the Director is required for the following intra-departmental solicitation activity requests:

1.3.1 Social solicitations including, but not limited to, donations for farewell acknowledgments, birthday gifts and bereavement memorials.

1.3.2 Activities directed toward organizing employee participation in sports or recreational activities sanctioned, sponsored or otherwise representative of the Department.

1.3.3 Employee recognition events conducted by the Department or a component thereof, such as, but not limited to, secretary's week luncheons and employee awards ceremonies.

1.3.4 Employee recognition of personal or family tragedies of employees.

1.3.5 Literature from organizations previously approved by the DOA Director that would be included in informational packets for new employee orientation.

1.4 A copy of all approved and disapproved solicitation requests shall be forwarded to the appropriate agency management staff member and to the requester within five workdays of receipt.

1.1 Equal access shall be provided by the Department to all developers, builders and/or real estate agents offering affordable employee housing in close proximity to institutions where a shortage of affordable housing currently exists.

1.2 Any such developer, builder or real estate agent may submit a solicitation request to the Director to market the available affordable housing. The Director's approval is required prior to the commencement of such marketing efforts.

1.3 The Director retains the right to approve or disapprove marketing efforts, which may include but are not limited to; paycheck stuffers, posters and flyers, and notices in Department publications such as the "Directions" newsletter.

1.4 Any company or individual who is approved to solicit in accordance with this section shall bear the direct, out-of-pocket expenses associated with their marketing efforts.

1.1.1 Post all approved material on the bulletin board, subject to availability of space.

1.1.2 Date all posted material to reflect the date of posting and the date of expiration.

1.1.3 Remove any obscene, libelous and outdated material from the bulletin board.

1.1.4 Provide Solicitation Request and Approval forms to requesting employees. Approved advertising or solicitation materials in work areas shall be posted only on official bulletin boards.

1.1.1 A completed Solicitation Request and Approval form.

1.1.2 A copy of all materials to be used in the solicitation activity.

FORMS LIST

111-1P, Solicitation Request and Approval

BULLETIN BOARD COORDINATOR - An employee responsible for the posting and timely removal of materials on the official bulletin board. The respective agency management member selects the bulletin board coordinator.

INTRA-DEPARTMENTAL SOLICITATION - Any solicitation that occurs outside of a specific work area or among multiple Department work areas.

OFFICIAL BULLETIN BOARD - A board or panel designated for posting approved solicitation announcements and materials.

SOLICITATION - An activity that may be considered or interpreted as promoting, selling or transferring products, services or memberships or for the participation in a venture of any kind, including organizational, public affairs or protest activities. The posting of handbills, leaflets, circulars, advertising or other printed materials for these purposes constitutes solicitation.

WORK AREAS - All areas maintained by or for the use of a state agency, department, division or unit where employees or officers conduct official state business.

A.A.C. R2-6-208, Prohibited acts; general.