Policies and Protocols

CSULB hosts many national and international dignitaries at a variety of major University events. The President has delegated administrative responsibility for dignitary visits to the Office of Government Relations who serves as the office of record and campus resource for protocol and assistance for dignitary visits. All dignitary visits must include notification for the Office of Government Relations, University Police, and the Special Events office.

This policy establishes the responsibilities and procedure for arranging dignitary visits to CSULB to ensure that these visits are well coordinated, and that event goals and objectives are met. This policy applies to all dignitary visits to campus, whether they are university-initiated or requested by an outside entity.

Before obligating the university to a dignitary visit, please contact the Office of Government Relations with a formal request for review and approval. The Office of Government Relations will consult with the President to determine the President’s involvement including, but not limited to, extending the invitation personally and/or participating in the visit, if approved. The President reserves the right to extend the invitation to any dignitary in the categories listed below:

  • Current or former chiefs of state/heads of government, or their spouses
  • High-ranking members of royalty
  • United Nations secretary general and Ambassadors
  • High-ranking current and former representatives of foreign governments including Consul General and Consulate representatives
  • Religious or spiritual leaders, such as the Pope
  • United States Cabinet members or their staff
  • United States members of Congress (senators and representatives)
  • Supreme Court justices
  • California governor and/or first spouse
  • California State Cabinet members or their staff
  • California Statewide elected officials
  • California State Senate or Assembly members or their staff
  • Regional County and City elected officials or their staff
  • CSU Chancellor
  • CSU Board of Trustees

The Visiting Dignitary request must be submitted to the Office of Government Relations before committing to a dignitary visit, even if the visiting dignitary does not fall into one of the categories listed above. The President’s Office must be advised and provided with protocol guidance, and campus departments impacted by the visit must be notified (e.g., Special Events Office, Campus Police, Facilities, etc.).

The Visiting Dignitary Request should address the following:

  1. Were they personally extended an invitation letter? By whom? Why?
  2. Will they be traveling with security or advance personnel?
  3. Has UPD been contacted for a security review? Will dignitary protection be required by the dignitary or UPD?
  4. Do they require dignitary parking in a discreet location?
  5. Are they included as host/co-host on any invitations sent to guests?
  6. Are they a part of a planned event on campus? Who was notified of the event? Who is the audience? Public or private?
  7. Who will be greeting dignitaries and their delegations upon their arrival?
  8. Who will be providing welcome remarks and introducing the dignitary at any program?
  9. Will there be a presentation of any honors bestowed upon the dignitary?
  10. Will there be a presentation of an official university gift? By whom?

For International Dignitaries, the Office of International Education and Global Engagement will be asked for counsel on the impact and protocol of the dignitary visit prior to approval. Costs associated with a dignitary visit to CSULB shall be borne by the department/unit sponsoring the visit, including those events that have the President’s name on an invitation as host or co-host. Such costs, such as security expenses, can be significant and should be carefully considered beforehand. The department’s fund which will incur the costs of the event must be provided.

President’s Role

The President reserves the right to fulfill any or all of the following:

  • Personally extending invitation letters to dignitaries
  • Including the President’s name as host/co-host on any invitations sent to guests
  • Greeting dignitaries and their delegations upon arrival
  • Providing welcome remarks and introducing the dignitary at any program
  • Presenting any honors bestowed upon the dignitary
  • Presenting an official university gift

Another university official designated by the President may conduct the President’s role. The Office of Government Relations will advise on the appropriate protocol.

Freedom of Expression

The California State University (CSU) is committed to free expression as an essential component of its educational mission. To support and achieve that mission, the CSU must maintain an environment where its work can be conducted without disruption, in accordance with the highest standards of institutional integrity, and with recognition of the rights, privileges and responsibilities of university community members and members of the public.

To see frequently asked questions about the CSU’s systemwide policy, please visit the Time, Place and Manner FAQ page​.

Elections and Campaign Activity

The CSU Elections Handbook was created by the Office of General Counsel for the California State University as a comprehensive guide for all 23 campuses around elections and campaign activity.

Legislative and Lobby Activities On-Campus

Legislative activity is defined as communications and actions between elected officials at the local (e.g. City, County), state (Assembly, Senate) and federal (U.S. House, Senate) level and the campus community. Lobbying activity is defined as contacts and efforts in support of such contacts, specially made to formulate, modify, or adopt legislation, agency rules or regulations, executive orders, or negotiation, awarding, or administering a federal contract. Legislative and lobbying activity is promoted, coordinated, and reported through the Office of Government Relations by delegation from the University President. This policy includes both incumbents and campaigns. 

Communications with Elected Officials

The CSU Board of Trustees delegates advocacy and lobbying for state and federal legislative priorities to the Chancellor in consultation with the Chair and Vice-Chair of the Committee on Governmental Relations and Chair of the Board. The Chancellor Office of Federal Relations and Office of Advocacy and State Relations provide guidance to campus president’s and designated legislative liaisons relative to directed advocacy and lobbying activities on behalf of the CSU System and capacity for campus-based advocacy.

While an employee may have personal relationships (and do not lose their personal right of individual or collective free speech because of university employment) and certain bodies within the university may express their common views on matters of public importance, due to federal and state lobbying registration and disclosure acts and necessity to ensure compliance with Board of Trustees approved federal and state legislative priorities, officers and representatives of the University and it’s auxiliaries should limit interactions (up to an including advocacy and lobbying activities) with regional, state, and federal legislative offices to those activities that have been reviewed and approved by the President’s designated legislative liaisons through the Office of Government Relations.

On Campus Meetings and Events

All on campus meetings, events and other activities involving government politicians, staff, and bureaucrats must be reported to University Relations and the Office of the President. The Office of the President and/or Office of Government Relations can in turn assist as appropriate in the organization and coordination of the event, the form and content of associated correspondence, the identification of relevant diplomatic protocols, and other details that will contribute to a successful outcome. If it is a tour or visit, please copy Office of Government Relations on the itinerary.

Hosting of community or elected officials programming on campus should be coordinated via the Director of Government Relations. These events generally fall into one of four types:

1) Sponsored Activity: The campus will cover the costs of hosting the event on campus, including parking, catering, and room rentals.
2) Co-Sponsored Activity: The campus will cover a portion of the costs of hosting the event on campus, possibly including catering and room rentals.
3) Hosted Activity: The campus will cover the cost of room rentals.
4) Non-Campus Activity: The entity is responsible for covering full costs of hosting the event on campus.

The Office of Government Relations and the Office of Special Events will coordinate with procurement, risk management, parking, and University Police.

On and Off Campus Political Events

Events that are political in nature – hosted by a political party or candidate for office – that do not have a legislative purpose, may not be hosted, co-sponsored, or sponsored by the campus, and must cover the full costs of the event activity on campus. No Public Funds may be expended to support a political event on campus as that would be considered a gift of public funds.

Off Campus Community Meetings and Events

Formal representation of CSULB at off-campus community meeting and events is determined by the Office of the President. CSULB participation and sponsorship of community events requires a formal request from and approval by the Office of the President. Representation will be determined as either: Presidential Attendance & Table; Executive Team Attendance & Table; Division Table or Tickets; or Individual Tickets.

Elected and appointed officials, their staff, and designated CSU employees, must comply with the rules and regulations guiding ticket acceptance and reporting via Form 700. The California Fair Political Practices Commission provides guidelines for total dollar value allowed to be gifted for tickets and individual reportable ticket values. Thus, any offer to provide an elected and appointed official or their staff or agreement to accept a ticket by CSULB staff should be vetted by the Office of Government and Community Relations to ensure we do not surpass legal gift limits.