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policy HSG-004 : Solicitations

The University of Virginia Health System does not allow direct solicitation from patients, the public, healthcare practitioners, or employees to occur within Health System facilities or their environs. Specific exceptions which require approval from the EVP for Health Affairs, or an Entity designee, may be made for activities which include promotions, and fund-raising events that will directly benefit the Health System, its patients, students, or individuals providing services within the Health System, only when such events have been approved in advance by the Office of the EVP for Health Affairs, or an Entity designee, in the manner specified within this policy.

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  1. effective date:

    November 1, 2018
  2. content:

    Applies To:  The Medical Center, the School of Medicine, the School of Nursing, Claude Moore Health Sciences Library, Transitional Care Hospital, the Health System Development Office/UVA Health Foundation (“Health System Development Office”), and the University of Virginia Physicians Group (“UPG”)

    Reason for Policy:  To specify when Health System space can be used for promotional events or fund-raising events that will directly benefit the Health System, its patients, students, or individuals providing services within the Health System.

    Definition of Terms:      

    Health System - for purposes of this and all other Health System policies, the term “Health System” shall refer to the following entities: the Medical Center, the School of Medicine, the School of Nursing, Claude Moore Health Sciences Library, Transitional Care Hospital, the Health System Development Office, and UPG (hereinafter referred to collectively as “Entities” or each individually as an “Entity”).

    Health System Facilities – includes all facilities operated by, or otherwise under the control of, the Medical Center, the School of Nursing, the School of Medicine, the Transitional Care Hospital and UPG, including those facilities leased by an Entity from the University of Virginia or UPG. 

    Team Members – All persons providing clinical, educational, research, administrative, or other services within or for the benefit of the Health System, regardless of Employer. 

    Policy Statement:   The University of Virginia Health System does not allow direct solicitation from patients, the public, healthcare practitioners, or employees to occur within Health System Facilities or their environs.  Specific exceptions which require approval from the EVP for Health Affairs, or an Entity designee, may be made for activities which include promotions and fund-raising events that will directly benefit the Health System, its patients, students, or individuals providing services within the Health System, only when such events have been approved in advance by the Office of the EVP for Health Affairs, or an Entity designee, in the manner specified below.

    Procedures:                      

    1. A written proposal must be submitted to the Office of the EVP for Health Affairs or an Entity designee, at least two weeks prior to the event for review and approval.  The written approval must include:
      1.  the name of the sponsoring organization
      2. the nature of the solicitation (e.g., purpose and communication mechanism such as email, meeting forum, table display LCD screen)
      3. the name, address, and phone number of a contact person who can speak for the organization
    2. The EVP for Health Affairs, or an Entity designee, shall review the proposal for appropriateness, and shall respond in written format to the contact person within 5 days regarding approval/disapproval of the proposal.

     Related policies:             

  3. signature(s):

    Richard P. Shannon, MD, Executive Vice President for Health Affairs, UVA Health System