University of Kansas, Lawrence
Office of the Provost
This statement sets forth existing University policies on access to and solicitation of students and employees in Lawrence campus facilities of the University of Kansas. For purposes of these policies, solicitation is defined as selling or trying to obtain a desired result by request or plea, persuasion, or formal application.
Membership Solicitations, Students
Membership solicitations of students must comply with the Board of Regents and University policies on equal opportunity and with the Regents Policy on Organizational Membership. Discrimination on the basis of race, religion, color, national origin, ancestry, age, disability, veteran status, sexual orientation, marital status, or parental status is prohibited. All campus-related organizations are required to adhere to the equal opportunity policies in the selection of their members, except that, in accordance with Title IX of the Federal Educational Amendments of 1972, the prohibition against membership discrimination on the basis of gender does not apply to social fraternities or sororities. Regents policy recognizes the right of organizations to establish standards for membership, provided that all students are afforded an equal opportunity to meet those standards.
Membership or other solicitations of students in the Kansas and Burge Unions (Union), in the facilities of the Student Housing Department, and in the facilities of the Kansas University Athletic Corporation (KUAC) fall under the policies established respectively by these entities. Membership solicitations of all University employees, whether in these facilities or elsewhere on campus, fall under the provisions of the University policy set forth in the following section.
Membership Solicitations, Employees
Representatives of external organizations who are sponsoring informational meetings or are engaged in recruiting efforts may occasionally contact faculty, staff, or student employees. Such external organizations should not be confused with University governance organizations such as the Faculty Senate, the Student Senate, the Unclassified Professional Staff Association, or the Classified Senate.
Faculty, staff, and student employees may meet with external organization representatives on their own time (e.g., lunch or break periods, before or after work) in public areas (e.g., cafeterias, lobbies, break rooms) without interference of any kind unless the actions unnecessarily and unreasonably obstruct or interfere with the teaching, research or learning functions, or other normal and necessary activities of the institution. (See Board of Regents policy on Interference with Conduct of Institutions.)
Employees also may distribute external organization information on their own time and in public areas but must comply with the cited Regents policy and with the University Policy on Bulletin Boards and Posting of Materials, summarized in the “Related Policies” section below. No external organization materials may be posted on departmental or other restricted-use bulletin boards without the authorization of Human Resources after consultation with the department. The University does not authorize meetings with external organization representatives or distribution of external organization materials in non-public areas (e.g., departmental offices, departmental conference rooms, classrooms, auditoria, laboratories, meeting rooms reserved for University business, etc.) or on work time.
In accordance with University policy, the use of departmental mailboxes is within the control of the campus department. However, before permitting the distribution of any external organization material in departmental mailboxes, the department should consult with and receive authorization from Human Resources.
All membership solicitations of employees must comply with the Board of Regents and University policies described in the “Membership Solicitations, Students” section above.
Any campus solicitation of faculty, staff, or student employees by representatives of external organizations should be reported immediately to Ola Faucher (864-7411) or Linda Fund (864-7426), Human Resources, to assure that those activities comply with University policy.
Other Solicitations and Sales
Sales/solicitations on campus are governed by the Guidelines for University Events and Registered Organizations, published by the University Events Committee and the Student Organizations and Leadership Development Center, by the Kansas Board of Regents Policy on Sales of Products and Services, and as applicable, by the policies of the Union, the Student Housing Department, and KUAC. Briefly stated, all sales or solicitations must be approved by the University Events Committee. No selling is permitted on campus unless the activity or event is for the benefit of the University community, is under the sponsorship of a registered organization or University office, and a reasonable share of the profit will be recycled into non-profit, philanthropic or student services projects of the sponsoring organization or office. No activity or event will be approved for the financial gain of individuals, and no activity that involves the regular use of University facilities and results in financial gain or profit to an individual is permitted. See Section II of the Guidelines for University Events and Registered Organizations for further information.
Related Policies
Use of Bulletin Boards and Posting of Materials: In accordance with University policy, the use of bulletin boards within campus classrooms is restricted to instructional information, as defined by the instructors who use each room. Other bulletin boards are designated for use by University units and may not be used for non-unit related information. In no case may external organization materials be posted in classrooms. Public bulletin boards on campus are intended primarily for use by students, faculty, and staff. General information may be posted only on public bulletin boards. No materials may be posted on walls, exterior doors, chairs, utility poles, bus stops, newspaper distribution boxes, or other surfaces not designated for such purposes. Improperly posted materials are subject to immediate removal without notice to the sponsor, and the sponsor may be billed for costs related to removal, clean up, or repair. (The complete text of this policy is available on the web site listed below.)
United Way: The annual United Way campus campaign is a special case insofar as solicitations are concerned, as Kansas statutes (K.S.A. 75-5531 et seq.) specifically permit state employees to make United Way contributions through payroll deductions.
Retirement Plan Providers: The Board of Regents has approved four retirement plan providers, TIAA-CREF, the Aetna Life Insurance and Annuity Company, Lincoln National Pension Company, and the Security Benefit Life Insurance Company, and a number of providers of voluntary tax sheltered annuities (VTSA). The University has approved the Teachers and Employee Association (TEA) as a provider of optional group life insurance and disability insurance to faculty and staff. In accordance with Regents and University policies, designated representatives of the retirement plan providers, approved VTSA providers, and TEA are permitted to meet with faculty and staff on campus in order to confer about retirement planning and/or life and disability insurance needs. Representatives of other companies offering life insurance are not authorized to meet with faculty and staff on campus.
Representatives of companies that produce educational materials: Faculty and staff members who wish to do so may meet in their offices on campus with representatives of textbook publishing companies and companies that provide other educational materials such as software. Solicitation by such vendors of faculty, staff, and students in classrooms or in public areas of academic buildings is never permitted.
For further information about the policies cited above:
Board of Regents Policy and Procedure Manual: http://www.kansasregents.org
University Policy on Bulletin Boards and Posting: http://www.provost.ku.edu/
Kansas and Burge Unions policies: http://www.jayhawks.com/union/reservations/solicite.html
Kansas University Athletic Corporation facilities: Darren Cook, 864-4210
Department of Student Housing policies: http://www.housing.ku.edu/handbook/
Guidelines for University Events and Registered Organizations: Student Organizations and Leadership Development Center, 400 Kansas Union, 864-4861
Kansas Statutes: http://www.ink.org/public/legislative/statutes/statutes.cgi
8/31/00
