UC Davis Health Guidelines - Unexpected Visitors

This document is intended to give managers guidance on an appropriate and effective first response to the unexpected appearance of visitors (including union representatives) in the workplace.


  1. Union representatives may have access to employees in appropriate areas on university property, so long as the union representatives comply with the access provisions as noted in each labor agreement's Access Article (see Union Contracts) and in the UC Davis access regulations (P&PM 380-21).
    1. Union representatives may not be present in restricted areas without permission
    2. They cannot interrupt or disrupt work.
    3. Most labor agreements state, in part: ... internal union business such as membership recruitment, . . . handbilling or other distribution of literature, and all other union activities shall take place during non-work time. . .
    4. Both the labor agreements and policy state that employee rest and meal periods are non-work time for the purposes of union access to employees.
    5. Unions may use general purpose meeting rooms after contacting Campus Events & Visitor Services.
  2. You must treat unexpected union representatives in the same way as you treat other unexpected visitors.


  1. It is important that you maintain a calm, professional and firm demeanor at all times in dealing with an unexpected visitors.
  2. Address unexpected visitors by taking the following actions:
    • Determine if the visitors are in an appropriate visitor area of your department.
    • Ask the visitors to give their names and organizational affiliations.
    • Ask the visitors to state their business at your department.
    • Why are they there?
    • Is their business department business?
    • With whom do they wish to visit?
    • Determine if the visit violates university access provisions of policy, or labor agreements.
    • If so, explain to the visitor why their presence is in violation of UC policy or the applicable bargaining unit labor agreement.
    • If you can offer a reasonable alternative for the time and place of the visit, do so and schedule it.
    • If you cannot, tell the visitor you will inform the employee of the union reps’ visit. Ask the visitors to leave. Escort them (without physical contact) to an appropriate location. Call Employee & Labor Relations at 916-734-3362.
    • Provide the following information when you contact  Employee & Labor Relations:
    • The names, organization, and purpose of the visitors.
    • Description and locations of their actions.
    • The name of the manager who contacted or spoke with the visitors.
    • What was said to the visitors and what were the visitors’ responses?
    • Document the access violation on the Access Violation Report form.
  3. If a union visitor refuses to leave, call Employee & Labor Relations at 916-734-3362.
  4. If a non-union visitor refuses to leave, call the UC Davis Police Department at 916-752-1230.
  5. If the union or non-union visitor is disruptive or threatening, call the UC Davis Police Department at 916-752-1230.

If you have questions or need additional information, please contact your Employee & Labor Relations consultant (PDF).