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State Lobbying & Reporting

Advocacy at the UW

As a state public agency, the UW is permitted to lobby state government using public funds but must adhere to state law and strict reporting requirements. Some activities are restricted or prohibited by law or UW administrative code.

What is Lobbying?

The Washington State Public Disclosure Commission (PDC) defines lobbying as “attempting to influence the passage or defeat of any legislation by the Washington State Legislature, or the adoption or rejection of any rule, standard, rate, or other legislative enactment of any state agency under the state Administrative Procedure Act, RCW 34.05.”

Common lobbying activities include:

  • In-person or virtual meetings with elected officials or legislative/gubernatorial staff.
  • Testifying at legislative or agency committee meetings or hearings.

Role of the UW Office of State Relations

The UW President, in consultation with the Board of Regents, the Provost, and key University officials, develops the annual state relations legislative agenda, which guides all official University advocacy efforts.

The UW Administrative Policy Statement 1.3 designates the Office of State Relations as responsible for representing the University to state government.

Key responsibilities include:

  • Advocate on behalf of the UW in state government on policy and appropriations priorities and issues.
  • Manage UW advocacy efforts to ensure communications are aligned with the University’s priorities, unified, and in compliance with state laws.
  • Educate and advise UW employees on advocacy roles and regulations, reporting obligations, and state policy issues.
  • Safeguard compliance with state law by compiling and reporting UW lobbying activities and related expenditures.

Advocacy Guidelines for UW Employees

  • Coordinate with the Office of State Relations: Before interacting with state officials or representing UW to the state government, employees should consult the Office of State Relations to ensure compliance with state laws and alignment with UW’s positions. This includes inviting or hosting elected officials on campus.
  • Notify the Office of State Relations when contacted by state officials: If a state official requests testimony, professional expertise, or a presentation about UW’s work, notify the Office of State Relations for guidance, support, and state law compliance information.
  • Advocate only on official UW matters: Employees may only advocate on behalf of the University regarding official UW business and positions.
  • Report lobbying activities and expenditures: Employees are responsible for reporting UW lobbying activities and related expenses to the Public Disclosure Commission via the Office of State Relations. Failure to report may result in penalties.
  • Prohibited uses of public resources: Public resources cannot be used for campaigns, ballot measures, grassroots lobbying, or unofficial UW business.

Personal Advocacy

  • Personal views: UW employees are free to express personal views on personal time using personal resources.
  • Clarify personal advocacy: Employees must state they do not represent the UW when engaging with state government in a personal or professional society capacity. Do not use UW letterhead or sign communications as a UW representative.
  • Do not use public resources: This includes but is not limited to UW branding, emails, technology, facilities, time on the clock.

Limits on UW Lobbying

By law, UW lobbying activities are generally limited to communicating with state government on official agency matters and advocating only official positions and interests.

The UW and its employees are prohibited from:

  • Grassroots lobbying: A form of indirect lobbying that aims to influence policy by encouraging the public to contact lawmakers or state officials to support or oppose an issue.
    • Example: UW employees cannot email colleagues or students to urge them to contact elected officials about a bill.
  • Campaign contributions: Using public resources directly or indirectly (e.g., facilities) for campaigns.
  • Ballot measures: Using public resources to support or oppose a ballot measure, such as an initiative.
  • Gifts and entertainment: Using public funds for gifts and entertainment (e.g., meals, flowers, leisure travel, tickets to events) for state officials, though non-public funds can be used if certain criteria are met.

UW employees are free to express personal views and participate with campaigns or on ballot measures on personal time using personal resources.

 

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State Lobbying Reporting Requirements

The UW must report all state lobbying activities and related expenses quarterly to the Washington State Public Disclosure Commission.

The Office of State Relations compiles and files these reports, but UW employees are individually responsible for submitting their lobbying activities and expenditures to the office. Failure to report may result in penalties.

What must be reported:

  • Dates of lobbying (in-person or virtual) and time spent.
  • Names and titles of employees involved.
  • Issues lobbied and if relevant, testimony position.
  • Associated costs including but not limited to wages, travel, meals, communication materials. This includes the itemization of non-public fund expenditures.
  • Expenditures on consultants or contractors employed to support lobbying activities.

What does not need to be reported:

  • Budget requests or reports to the Washington State Office of Financial Management (OFM) or requests by OFM to the legislature on behalf of the UW.
  • Recommendations or reports to the legislature in response to legislative requests or funding provisos.
  • Official reports submitted annually or biennially as required by law.
  • Phone calls or attendance at legislative or agency meetings without testifying.
  • Preparation of policy positions or written correspondence.
  • Lobbying the federal or local governments, though federal or local lobby reports may be required.

How to Submit UW Lobbying Activity Reports

UW employees must submit all University-related lobbying activities and related expenditures to the Office of State Relations quarterly.

The 2025 deadlines to report are:

  • Jan. 16, 2024 Q4 (Oct. 1–Dec. 31)
  • April 16, Q1 (Jan. 1–March 31)
  • July 16, Q2 (April 1–June 30)
  • Oct. 16, Q3 (July 1–Sept. 30)
  • Jan. 16, 2026, Q4 (Oct. 1–Dec. 31)

Download the state lobbying disclosure form and view an example here.

To receive an email reminder regarding reporting deadlines, please contact Jordan Caron at jvcaron@uw.edu and ask to join the state lobbying disclosure email list.

Washington State Public Disclosure Commission

The Public Disclosure Commission (PDC) was created in 1972 to regulate Washington State political activity and to inform the public about campaign finances, lobbyist spending, and public official and candidate financial affairs.

The PDC is led by an executive director and five commissioners appointed by the governor and confirmed by the state Senate. The Commission sets PDC policy and interprets and enforces campaign finance and lobbying disclosure laws found in RCW 42.17A and WAC 390.

Learn more about the PDC by visiting their website.

Lobbying the Federal Government

The UW Office of Federal Relations is located in Washington D.C. and serves as the University’s portal to the federal government and national organizations.

For federal lobbying guidance and reporting details, click here.

Questions?

Please contact the UW Office of State Relations at jvcaron@uw.edu.