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Policy and Procedure Statements

UPPS 06.02.10 - Elections, Voting, and Civic Engagement On-Campus

Elections, Voting, and Civic Engagement On-Campus

UPPS No. 06.02.10
Issue No. 2
Effective Date: 10/31/2025
Next Review Date: 3/01/2030 (E5Y)
Sr. Reviewer: Executive Director of Student Involvement and Engagement

POLICY STATEMENT

Texas State University is committed to supporting political engagement as an integral part of the educational experience.

  1. SCOPE

    1. This policy establishes procedures and defines responsibilities relating to elections, voter registration, and civic engagement on the Texas State University San Marcos and Round Rock campuses.

    2. The university, as part of a democratic society, supports political engagement as an educational activity.

    3. The 1998 reauthorization act of the Higher Education Act of 1965 included a mandate that requires institutions of higher education to engage in voter registration activities [HEA 487(a)(23)]. An amendment through the Higher Education Opportunity Act Section 493(a)(1) created section (d) which allows institutions to electronically transmit voter registration information so long as the message is exclusively devoted to voter registration.

    4. Institutions of higher education are expected to make a “good faith” effort to distribute voter registration information and make forms widely available to students.

    5. Efforts under this policy must abide by UPPS No. 07.04.01, Expressive Activities Policy.

  2. DEFINITIONS

    1. Civic Engagement – work that makes a difference in the civic life of communities and develops the combination of knowledge, skills, values, and motivation to make a difference. It promotes the quality of life in a community through both political and non-political processes.

    2. Content-Neutral – refers to laws and policies that apply to all expression without regard to the substance or message of the expression. Such laws and policies generally only regulate time, place, and manner but not the content.

    3. Elected Official – any person who holds an elected office, whether partisan or non-partisan, at the federal, state, county, and municipal levels.

    4. Electioneering – includes the posting, use, or distribution of political signs, literature, or promotion for or against any candidate, measure, or political party.

    5. Elections Division – a division of the county office (Hays or Williamson) that runs and administers the elections at Texas State campuses.

    6. Endorsement – giving public approval or support to a party, measure, or candidate.

    7. Non-Partisan – a group or individual who does not support or oppose any political party, measure, or candidate.

    8. Partisan Political Organization – a political group that shows support or favoritism of a party, measure, or candidate for office.

    9. Student Involvement and Engagement – for the purpose of this policy, the department that oversees electioneering and other related voter registration efforts outside the classroom.

    10. Volunteer Deputy Registrar (VDR) – individuals entrusted with the responsibility of officially registering voters in the State of Texas. They are appointed by county voter registrars and charged with helping increase voter registration in the state. VDRs may be students, staff, and faculty in addition to any member of the public.

  3. GUIDELINES TO DISTRIBUTE VOTER REGISTRATION AND ELECTION INFORMATION

    1. Student Involvement and Engagement will host and update a website where information related to voter registration can be found, including but not limited to, voter registration information (including a link to download a voter registration form), polling locations, and dates and times for early voting and election-day voting in Hays County and Williamson County (including any on-campus polling place), links to county election websites, and information pertaining to the current ballot.

    2. Prior to the last week in September and January, Student Involvement and Engagement will send an email to all enrolled students with voter registration information and a link to the website.

    3. At least one week before early voting begins and at least one day before election day, Student Involvement and Engagement will send an email to students, faculty, and staff about early and election day voting, polling locations, and hours of operation during voting days.

    4. Texas State departments, offices, and student organizations may participate in voter registration efforts hosted on campus.

    5. Departments, offices, and student organizations are encouraged to use National Constitution Day and Citizenship Day (Constitution Day), observed annually on September 17, to increase voter registration among eligible individuals as part of the university’s effort to provide educational programming related to the United States Constitution and citizenship.

    6. Departments, offices, and student organizations are encouraged to use National Voter Registration Day, held every September, to encourage eligible individuals to register at designated places on campus.

  4. GUIDELINES FOR DISTRIBUTING VOTER REGISTRATION VIA PHYSICAL FORMS

    1. Voter registration forms will be located:

      1. San Marcos Campus – LBJ Student Center Information Desk and TXST One Stop; and

      2. Round Rock Campus – Student Success and Academic Services Office

    2. Texas State offices and departments may also provide voter registration forms. Forms may be requested directly from the Texas Secretary of State or Student Involvement and Engagement.

  5. PROCEDURES FOR VOTER REGISTRATION IN THE CLASSROOM

    1. Faculty may use reasonable class time to provide non-partisan information related to voter registration.

    2. Faculty may host external individuals or groups to provide information and voter registration opportunities to their class if the external individuals or groups are VDRs and non-partisan.

    3. Student participation in voter registration is voluntary. During the registration period students should not be asked any questions about their decision to participate in voter registration. No student will be identified, rewarded, or penalized based on their participation in voter registration.

  6. PROCEDURES TO ENCOURAGE CIVIC ENGAGEMENT ON-CAMPUS AND IN THE CLASSROOM

    1. By August 1 of each year, the executive director of Student Involvement and Engagement, or designee, will convene a civic engagement working group comprised of students, faculty, and staff to plan educational and engagement opportunities for the upcoming academic year. Any department, office, student organization, or faculty member may host events, programs, or activities that encourage civic engagement.

    2. The university will sponsor and encourage initiatives on campus to increase civic engagement of students, faculty, and staff. Examples include, but are not limited to, panel discussions, dialogue series, service learning and volunteer opportunities, classroom learning materials and discussions, and internships and job opportunities.

    3. Civic engagement does not include campaigning or partisan activities.

    4. Faculty that encourages civic engagement in the classroom will adhere to policies outlined in UPPS No. 07.04.01, Expressive Activities Policy.

    5. External campus entities wanting to reserve space on campus may contact Student Involvement and Engagement.

  7. GUIDELINES FOR ELECTIONEERING

    1. On occasion, an area on the university’s campus may be designated as a polling place for national, state, and local elections.

    2. The vice president for Student Success, or designee, will convene a meeting with the Hays and Williamson County Election Commissioners and the appropriate Texas State representatives, to discuss electioneering guidelines and campus polling locations for national, state, or local elections. The County Election Commissioners will disseminate election materials and guidelines to all candidates running for election.

    3. The guidelines in this policy apply to signs and electioneering near designated polling places during early voting periods and on election day.

      1. The director of Student Involvement and Engagement will designate one or more areas near these polling places where persons may place signs for or against any candidate, measure, or political party. As provided in state law (Election Code § 62.013), these signs must be at least 100 feet from the outside door through which a voter may enter a building in which a polling place is located (more information can be found on the Student Involvement and Engagement website). Walkways or ramps may not be obstructed.

      2. The persons who place these signs must remove them immediately after the end of voting at the polling place.

      3. The designated area will be large enough to accommodate a reasonable number of signs. In order to accommodate all signs, the director of Student Involvement and Engagement may limit the number of signs that may be placed in the designated areas by a candidate or by the proponents or opponents of a measure being voted on at the polling place. The director of Student Involvement and Engagement, or designee, will inform all interested persons of the locations for signs at polling places and any limit on the number of signs.

      4. During the time a polling place on campus is open for voting, a person may not electioneer for or against any candidate, measure, or political party within 100 feet of an outside door through which a voter may enter the building in which a polling place is located (Election Code § 85.036).

      5. Within 60 days of an election date, all candidates for public office will have equal access to the designated campus grounds for the purpose of electioneering. Candidates may not:

        1. disrupt classes or other university activities;

        2. violate state law or any university policies;

        3. post signs or electioneer inside university buildings; or

        4. post messages on campus electronic message boards.

    4. It is recommended that individuals planning to electioneer on campus submit an Electioneering Request form to Student Involvement and Engagement to guarantee a designated space on campus grounds.

  8. RELATED POLICY AND LAW

    1. Related University Policy and Procedure Statements

      1. UPPS No. 06.02.01, Communication with Governmental Agencies

      2. UPPS No. 07.04.01, Expressive Activities Policy

      3. UPPS No. 07.04.03, Solicitation on University Property

      4. UPPS No. 08.01.01, Scheduling of University Facilities

    2. Related Law

      1. Higher Education Act, 20 U.S. Code § 1094. Program Participation Agreements, Section 23

      2. Constitution and Citizenship Day, 118 STAT.3344, Section 111(b)

  9. REVIEWERS OF THIS UPPS

    1. Reviewers of this UPPS include the following:

      PositionDate
      Executive Director of Student Involvement and EngagementMarch 1 E5Y
      Director, LBJ Student CenterMarch 1 E5Y
      Dean, College of Liberal ArtsMarch 1 E5Y

  10. CERTIFICATION STATEMENT

    This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

    Executive Director of Student Involvement and Engagement; senior reviewer of this UPPS

    Vice President for Student Success

    President