[Fwd: ACTION REQUIRED: Federal Lobby Disclosure Form, Due January 4th].msg
Subject:
[Fwd: ACTION REQUIRED: Federal Lobby Disclosure Form, Due January 4th]
From:
"Julia Hendry" <jhendry@uic.edu>
Date:
Mon, 15 Feb 2010 16:12:16 -0600
To:
diazm@uic.edu

Julia Hendry
University Archivist
University of Illinois at Chicago
312-996-2742
jhendry@uic.edu


---------------------------- Original Message ----------------------------
Subject: ACTION REQUIRED: Federal Lobby Disclosure  Form, Due January 4th
From:    "DDDH Send" <teresas@UIC.EDU>
Date:    Tue, January 5, 2010 10:48 am
To:      DDDH@LISTSERV.UIC.EDU
--------------------------------------------------------------------------


Dear Colleagues,

In compliance with the Federal Lobbying Disclosure Act, I am asking for
your cooperation with compliance of the act and the submission of the
attached disclosure form for the 2009 fourth quarter by Monday, January 4,
2010.  If you recall,  the Federal Lobbying Disclosure Act (2 USC Sections
1603 and 1604) requires the University to register and file quarterly
reports on federal lobbying activities with the Clerk of the House and the
Secretary of the Senate.  In these quarterly reports, the University is
required to provide detailed information regarding the specific issues in
which the University engaged in lobbying activities and a good faith
estimate of the total expenses the University incurred in connection with
its lobbying activities.

The fourth quarter Lobbying Disclosure Report covers October 1, 2009
through December 31, 2009 and must be submitted to Michael Bass, Interim
Executive Director for Governmental Relations, at
<mailto:mbbass@uillinois.edu>mbbass@uillinois.edu, by January 4,
2010.  Also, please disseminate this information to your departments, unit
heads, regional sites for review and completion, if applicable. To ensure
compliance with the LDA, it is essential that each university employee who
engages in lobbying, as defined by the ACT, complete the attached lobbying
disclosure form each time a contact is made with a federal official and
congressional staff.  This form should be submitted to the University’s
Office of Governmental Relations within 5 days of such activity.    Federal
funds may not be used for lobbying activities.

Additionally, I would like to remind you of the University policy with
regard to contact with elected officials.  It is imperative that the
University’s position on University and legislative issues be clearly and
consistently communicated to those elected officials – national, state and
local – who make policy and appropriate the resources critical to the
success of the University’s missions. In addition, the University must
continue to build strong relationships with these same elected officials.

The Office of Government Relations has direct University responsibility for
achieving these objectives. In order for the Office to carry out its
responsibilities, senior University administrative leadership (Chancellor,
Deans, Directors, Department Heads and their staff) shall coordinate
scheduled contacts with elected  officials with the Office of Governmental
Relations and the Office of the Vice Chancellor for External Affairs so
that clarity and consistency of messages are maintained.

It is understood that senior University administrative leadership are
acquainted with various elected officials and may interact with them in
anticipated ways.  It is also recognized that elected officials sometimes
reach out to University administrative leadership with specific requests or
questions.  It is also acknowledged that at social events and in other
public venues, unscheduled contacts with elected officials may occur. This
policy does not seek to constrain these kinds of contacts. It is not
intended to restrict or censure routine discussions with public officials.

However, the substance and outcome of any unscheduled meetings, discussions
or conversations with an elected official concerning resources or policy
issues related to the University must be reported to the Office of
Governmental Relations and the Office of the Vice Chancellor for External
Affairs.

This policy does not apply to political activities or contacts with senior
University administrative leaders may engage in during off-hours as private
citizens.  However, university employees may not conduct lobbying or
political activities on University time or at University expense unless
such activities are assigned or required as part of their jobs with the
University. Employees of the University may not conduct lobbying activities
on University time or at University expense (for example, the use of
University stationary or e-mail.)

Any individual may, of course, communicate on political subjects at their
own time and expense, making it clear that the individual is not acting as
a representative of the institution.

Thank you for your consideration.

Sincerely,

Warren K. Chapman
Vice Chancellor for External Affairs

attachment


untitled-[1.2]

 
Dear Colleagues,

In compliance with the Federal Lobbying Disclosure Act, I am asking for your cooperation with compliance of the act and the submission of the attached disclosure form for the 2009 fourth quarter by Monday, January 4, 2010.  If you recall,  the Federal Lobbying Disclosure Act (2 USC Sections 1603 and 1604) requires the University to register and file quarterly reports on federal lobbying activities with the Clerk of the House and the Secretary of the Senate.  In these quarterly reports, the University is required to provide detailed information regarding the specific issues in which the University engaged in lobbying activities and a good faith estimate of the total expenses the University incurred in connection with its lobbying activities.

The fourth quarter Lobbying Disclosure Report covers October 1, 2009 through December 31, 2009 and must be submitted to Michael Bass, Interim Executive Director for Governmental Relations, at mbbass@uillinois.edu, by January 4, 2010.  Also, please disseminate this information to your departments, unit heads, regional sites for review and completion, if applicable. To ensure compliance with the LDA, it is essential that each university employee who engages in lobbying, as defined by the ACT, complete the attached lobbying disclosure form each time a contact is made with a federal official and congressional staff.  This form should be submitted to the University’s Office of Governmental Relations within 5 days of such activity.    Federal funds may not be used for lobbying activities.

Additionally, I would like to remind you of the University policy with regard to contact with elected officials.  It is imperative that the University’s position on University and legislative issues be clearly and consistently communicated to those elected officials – national, state and local – who make policy and appropriate the resources critical to the success of the University’s missions. In addition, the University must continue to build strong relationships with these same elected officials.

The Office of Government Relations has direct University responsibility for achieving these objectives. In order for the Office to carry out its responsibilities, senior University administrative leadership (Chancellor, Deans, Directors, Department Heads and their staff) shall coordinate scheduled contacts with elected  officials with the Office of Governmental Relations and the Office of the Vice Chancellor for External Affairs so that clarity and consistency of messages are maintained.

It is understood that senior University administrative leadership are acquainted with various elected officials and may interact with them in anticipated ways.  It is also recognized that elected officials sometimes reach out to University administrative leadership with specific requests or questions.  It is also acknowledged that at social events and in other public venues, unscheduled contacts with elected officials may occur. This policy does not seek to constrain these kinds of contacts. It is not intended to restrict or censure routine discussions with public officials.

However, the substance and outcome of any unscheduled meetings, discussions or conversations with an elected official concerning resources or policy issues related to the University must be reported to the Office of Governmental Relations and the Office of the Vice Chancellor for External Affairs.

This policy does not apply to political activities or contacts with senior University administrative leaders may engage in during off-hours as private citizens.  However, university employees may not conduct lobbying or political activities on University time or at University expense unless such activities are assigned or required as part of their jobs with the University. Employees of the University may not conduct lobbying activities on University time or at University expense (for example, the use of University stationary or e-mail.)

Any individual may, of course, communicate on political subjects at their own time and expense, making it clear that the individual is not acting as a representative of the institution.

Thank you for your consideration.

Sincerely,

Warren K. Chapman
Vice Chancellor for External Affairs

attachment

[Fwd: ACTION REQUIRED: Federal Lobby Disclosure Form, Due January 4th].msg
Subject:
[Fwd: Changes to the Illinois Freedom of Information Act (FOIA)]
From:
"Julia Hendry" <jhendry@uic.edu>
Date:
Mon, 4 Jan 2010 12:38:32 -0600
To:
diazm@uic.edu

Julia Hendry
University Archivist
University of Illinois at Chicago
312-996-2742
jhendry@uic.edu


---------------------------- Original Message ----------------------------
Subject: Changes to the Illinois Freedom of Information Act (FOIA)
From:    "DDDH send" <stanikenberry@UILLINOIS.EDU>
Date:    Mon, January 4, 2010 10:19 am
To:      DDDH@LISTSERV.UIC.EDU
--------------------------------------------------------------------------

Effective January 1, 2010, significant changes to the Illinois
Freedom of Information Act (FOIA) took effect. The University of
Illinois is a public institution and subject to FOIA.

Among the changes are a shortened timeline to respond -- from seven
to five days with a five-day extension possible. This 30 percent
response-time reduction makes it even more important that records are
quickly and completely provided for any request you receive from one
of the University's FOIA processing offices.

  Another change is that "appeals" of an initial FOIA response now
may be submitted to a Public Access Counselor (PAC), a special
assistant to the Illinois Attorney General. The PAC essentially
functions as an arbitrator and his/her opinion is binding upon the
parties and only subject to review in a subsequent lawsuit. The other
option that continues to be available is to file a lawsuit against
the University in state court.

The Freedom of Information Act is the primary Illinois law governing
the inspection of public records. The Act is based in the principle
that the public is entitled to full and complete information
regarding the affairs of government. The language of the FOIA
essentially provides that each public body shall make available to
any person for inspection or copying all public records, except for
information specifically exempted by the Act. The University provides
countless documents to the public via UA and campus websites as well
as directly upon request without FOIA requests.

The University has four public records officers - one in University
Administration and one on each campus:

Thomas Hardy, University Relations in UA (records requests for UA and
multiple campuses)
Robin Kaler, Public Affairs, Urbana
Mark Rosati, Public Affairs, Chicago
Derek Schnapp, Public Relations, Springfield

These records officers and their staff are responsible for
coordinating collection of materials in response to a FOIA request,
reviewing the materials, applying the appropriate redactions, and
responding to the requestor. To ensure consistent and timely
responses, these are the only offices that may respond to FOIA requests.

Over the years, many of you and your staff have provided information
to public records officers for FOIA requests. The cooperation offices
give to the records officers has always been appreciated. Starting in
2010, cooperation and prompt attention to FOIA requests will be even
more important. Please share this communication with the members of
your department or unit to increase understanding of the changes in the law.

I am confident that everyone in the University of Illinois will be
responsive to FOIA requests from our processing offices in the
future. Please direct any questions to your FOIA officer and read the
expanded FOIA web pages at this URL:  www.uillinois.edu/foia/

Stanley O. Ikenberry
President

CC:

Thomas R. Bearrows, University Counsel
Robert Easter, Interim Provost/Chancellor, U of I at Urbana-Champaign
Paula Allen-Meares, Chancellor, U of I at Chicago
Richard Ringeisen, Chancellor, U of I at Springfield