Distinguished Visitors Policy

Introduction
The number of distinguished international visitors to the university has been growing in the past few years given the increased international activity on campus. This upward trend is expected to continue as more senior government officials from the U.S. government, governments of other nations, and high-level officials of multilateral organizations such as the European Union and the United Nations visit the campus.

These distinguished visitors should be accorded appropriate courtesy and recognition during their visits. In order to do so, it is essential that there be knowledge of these visits and certain campus units be involved with the planning of the visits.

Purpose
The purpose of this policy is to:

• Define the type of visitor for which this policy is relevant.
• Provide a clear guide for the appropriate protocol requirements for visits of distinguished officials.
• Ensure effective and appropriate communication by specifying points of contact for visit coordination.

Rank of Visitors Relevant for this Policy
While not all visitors to the Urbana-Champaign campus require the use of this policy framework, for the following types of visitors, the policy should be implemented:

• International Visitors: Heads of State or multilateral organizations, senior governmental officials such as Ministers, Deputy Ministers or those of equivalent rank, Ambassadors, Deputy Chiefs of Mission, and Consuls General.
• Domestic Visitors: Senior federal governmental individuals including the President, Vice President, members of Congress, Cabinet members to the Assistant Secretary level, Justices of the Supreme Court, serving ambassadors, state government officials such as governors, and cabinet members. (See Chancellor's Policy on Communication with Government Officials and Agencies.)

Procedure
Units or individuals planning visits of distinguished international visitors who are of the ranks listed above should contact the Office of the Associate Provost for International Affairs Protocol Office. The Protocol Office will then:

• Inform the Chancellor's office and/or other appropriate campus officials.
• Provide guidance and assistance with the protocol procedures required for the visit. The Protocol office will also assist with resource materials, recognition, and courtesy requirements.
• Be engaged in the development of the schedule, interaction with senior university officials, and plans for appropriate hosting, accompaniment, flag displays, seating arrangements, gifts, etc.
• Advise University of Illinois officials who plan to meet with the distinguished visitors described above regarding the appropriate protocol for hosting these visitors of meeting with such officials while traveling.

Issued by: Office of the Chancellor
Approved by: Council of Deans
Date Issued: Spring 2001