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Administrative (Non-Clinical) Policy
This administrative policy applies to the operations and staff of the University of Wisconsin Hospitals and
Clinics Authority as integrated effective July 1, 2015, including the legacy operations and staff of
University of Wisconsin Hospital and Clinics and University of Wisconsin Medical Foundation.
Policy Title: Non-Solicitation
Policy Number: 1.43
Effective Date: March 1, 2016
This policy is designed to promote the professional image of UW Health to patients, visitors and the
general public, to eliminate unnecessary work interruptions, and to maintain a work environment
conducive to providing high quality patient care. UW Health is committed to supporting its community
and service mission through the use of appropriate and authorized activities.
Employees: This policy applies to all persons performing work for University of Wisconsin Hospitals
and Clinics (UWHC) and the University of Wisconsin Medical Foundation (UWMF), including regular
employees, physicians, temporary or contract employees, students and volunteers. For purposes of this
policy, these persons will be collectively referred to as “employees.”
Solicitation: Solicitation is defined as the following unauthorized acts of approaching others to: a) request
funds (for example, charity drives, sports pools) or other items of value, b) sell an item or service (for
example, boy/girl scout or school fundraisers), and c) strongly urge a cause or belief (for example,
political campaign or organizational membership).
Distribution: Distribution is defined as the unauthorized circulation or handing-out of literature or
information to others.
Work time: Work time is defined as any time during which the solicitor or the person being solicited is
expected to be performing assigned job duties. Work time does not include periods during which the
person is not expected to be working; i.e., approved breaks or meal periods and other times during which
the person has permission not to be actively working.
A. Patient Care Areas: Patient care areas are defined as the areas generally closed to the public,
including but not limited to patient rooms, ancillary service areas or emergency areas.
B. Non-Patient Care Areas: Non-patient care areas are defined as areas generally open to the
public,(reception area, cafeteria) or outside the physical building, including but not limited to
sidewalk areas around the entities’ perimeters.
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A. Employees are prohibited from soliciting and/or distributing materials or information during the
work time of both the solicitor and the person being solicited. See section III.G. of this policy for
B. Employees are prohibited at all times from soliciting or distributing any materials or literature in
work areas. This prohibition applies to both work time and non-work time. Work areas include
any area where work is performed, including but not limited to personal offices, cubicles, and all
patient care areas (e.g. patient rooms, treatment areas, adjacent hallways and corridors, elevators,
stairways and other areas regularly used by patients and visitors in the course of receiving
treatment). Work areas do not include break rooms or other areas designated by department
managers for non-work activities.
C. Employees and other individuals are not permitted to solicit at any time for any purpose via any
UW Health resources (including without limitation; bulletin boards, computers, mail, email and
telecommunication systems, photocopiers and telephone lists and databases) unless specifically
authorized by the Vice President of Public Affairs, Director of Community Relations, or their
designee, or as otherwise specifically authorized by UW Health. This prohibition does not apply
to solicitations made by UW Health itself through official publications such as “In Brief” or
messages sanctioned by Public Affairs or Vice Presidents and above. Generally, email
solicitations may be approved if related to UW Health sponsored events, UW Health teams, or
department-level activities supporting UW Health priorities with manager approval which relate
to the provision of services or participation in UW Health sponsored charitable activities.
Generally, email solicitations will not be approved for individual-to-individual solicitation.
D. No literature may be posted on UW Health premises without the prior approval of the UW Health
Public Affairs department. Please also refer to UWHC Hospital Administrative Policy 5.16,
E. Unless authorized by the Director of Community Relations or his/her designees, UW Health
prohibits non-employees from soliciting or distributing materials for any purpose and at any time
on UW Health's premises, except as otherwise permitted by this policy. Examples of such
prohibited activity include soliciting funds or signatures, posting materials, conducting
membership drives, distributing literature or gifts, or offering to sell merchandise or services.
F. Employees are permitted to solicit funds to celebrate a personal or professional milestone or
significant life event of a colleague (i.e., birth of a child, retirement, birthday, death of a loved
one, etc.). However, participation in such activities must be voluntary and should be done on non-
work time and in non-work areas to the extent possible. Additionally, this policy does not prohibit
donations of time to a colleague pursuant to UWHC's catastrophic leave program. Solicitations
should be limited to social and/or charitable purposes. Solicitations which are commercial in
nature are not allowed.
G. If approved by the Director of Community Relations, UW Health will permit individuals
(employees or non-employees) to solicit and/or distribute literature on behalf of sponsored or
authorized charitable events and/or activities. Events officially sponsored by UW Health, listed
as such on U-Connect, or advertised in “In Brief” are considered permitted. Examples of
previously approved sponsored or authorized activities include the American Heart Association's
Annual Heart Walk and the annual Partners in Giving campaign. Other exceptions to this policy
must be approved in advance by the Director of Community Relations or his/her designee.
Consideration will be given to those events and programs that support the mission of UW Health.
The Director of Community Relations does not have to approve the solicitation and/or
distribution of literature by employees in non-work areas as described in section III(B) or for
activities described in III(F) above.
H. All levels of management are responsible for enforcing this policy. Additionally, any employee
who believes this policy is being violated should notify his/her supervisor or the Employee
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Relations Team within the Human Resources department. Violations of this policy may result in
This Policy creates no rights, contractual or otherwise. Statements of policy obtained herein are not made
for the purpose of inducing any person to become or remain an employee of UW Health, and should not
be considered "promises" or as granting "property" rights. UW Health may add to, subtract from and/or
modify this Policy at any time. Nothing contained in this Policy impairs the right of an employee or UW
Health to terminate the employment relationship at-will.
UWHC Hospital Administrative Policy 5.16, Signs
UWHC Code of Ethics
Senior Management Sponsor: VP, Human Resources
Author: Director, Employee Relations; Director, Community Relations
Approval Committee: UW Health Administrative Policy and Procedure Committee
President, University of Wisconsin Hospitals
Chief of Clinical Operations
Previous revision: 112012
Next revision: 032019