Election guidelines for HISD employees

Permissible and impermissible election-related activities

Election Day for the upcoming United States Presidential Election is Tuesday, Nov. 8, 2016, and various Houston Independent School District (“HISD” or the “District”) facilities will serve as voting locations for the upcoming election. Therefore, it is imperative that all HISD employees understand which political activities are permissible and which are impermissible prior to and on Election Day. The guidelines below provide examples of permissible and impermissible election activities:

Permissible

1. HISD publication of brochures, flyers, and TV/radio/newspaper ads that provide factual information about the election, e.g.:
   • date/time of election
   • proposition or measures on ballot
   • candidates for election
   • candidate filing periods
   • early voting information
   • voter registration information
   • polling places
   • changes to election procedures
   • HISD Trustee district and term information
2. Communications by HISD employees, at any time, providing factual information about the election (see above).
3. Written communications/statements by HISD employees encouraging people to vote in election.
4. Communications by employees, in their individual capacities (meaning employees who are not representing the District and who are speaking on their own behalf), during non-work time advocating for or against a particular candidate or measure with no use of district resources. Campaigning during a lunch or coffee break or during vacation or other leave is permitted and requires documentation that the employee is not on duty. For campus-based employees, signing in and out with the front office constitutes adequate documentation.
5. Board Policy GKDA(LOCAL) and state law permits off-duty HISD employees to distribute materials for electioneering purposes during the time a school facility is being used as a polling place. Such distribution shall not be within 100 feet of a polling place. Any electioneering materials remaining at the polling place after the polls close shall be removed from District property.

Impermissible

1. Advocacy for or against a political party, candidate or measure while on duty and on HISD campus/facility.
2. Preparation and/or dissemination of campaign materials while on duty.
3. Advocacy for or against a candidate or measure with other HISD employees who are on duty and/or on HISD facilities/campuses.
4. Use of district equipment for campaign or advocacy materials at any time, even during non-work hours (e.g., before or after work hours use of district computers, email, copiers, scanners, software, fax machines, etc.).
5. Use of school buildings for political purposes (e.g. candidate campaign meetings, Political Action Committee (PAC) meetings, PAC or candidate campaign video filming, political events or activities) is prohibited without pre-approval by HISD Legal Services, and the completion of appropriate facility rental forms and payment of appropriate facility rental fees as required by HISD Facilities Services.

REMEMBER: A communication means any form by which information is transmitted or displayed such as oral statements, written statements (pamphlets, ads, posters, flyers, leaflets, bumper stickers, buttons, etc.), electronic statements (e-mail), or an Internet site.

Inform your supervisor if you receive an election-related communication that you believe may be impermissible under this guidance, and do not print, forward or otherwise distribute the communication on District time. Please contact your work-location supervisor if you have any questions regarding laws or HISD board policy concerning political activities.

Thank you for your immediate attention to this matter. Elneita Hutchins-Taylor General Counsel Office of Legal Services