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Appendix I: Related Policies & Procedures

Facilities Use Fees

Approved: July 11, 2001

KUMC Facility Fee Schedule

Within the current state funding, the University is not funded to support all the users of our facilities gratis. This funding situation demands that we review all the fees currently charged under the Facilities Use Policy to insure we are complying with all State Regulations and that we are using our limited resources in support of our direct educational, research, clinical and service responsibilities.

Effective July 1, 2013, user clients will be grouped into two distinct categories:
  • Internal Users
    Internal users of service centers and recharge centers are those users whose sources of funds are within KUMC or flow through KUMC (i.e., KUMC federal awards, other sponsored projects or KU endowment or Research Institute). These include academic, research, administrative, and auxiliary departments/units that purchase services in support of KUMC’s mission.
  • External Users
    External users are organizations or individuals whose originating source of funds is outside of KUMC. External users include students and any members of faculty or staff acting in a personal capacity. Other universities are also considered external users unless KUMC has subcontracted with them as part of a grant or contract, in which case they will be considered an internal user.

Most events held Monday through Friday are covered under our current housekeeping contract. However, there may be instances where additional housekeeping will be required during an event, and this service will be provided at an extra charge.

Any group holding an event on Saturday or Sunday will have a special housekeeping charge to ensure the rooms are clean for Monday morning events.

Facilities Use Fees

  • Room Fees
  • A/V Tech Fees
  • Furniture Setup Fees
  • Housekeeping Fees
  • Security Fees
  • Parking Fees

Room Use Fees
All room use fees are per day and are available on ½ day rates.

Type of Facility Internal Users External Users
Classrooms (10-50) $0 $275
Classsrooms (51-150) $0 $550
Auditoriums/Lounge $0 $700
Battenfeld $0 $750
University Room and
Varnes Board Room
$0 $460
Beller per room $0 $400
ITV Rooms    
2004 or 2008 Orr-Major $0 $640

Teaching & Learning Technologies (TLT) Fees
All TLT fees are per hour.

See TLT Fees webpage.

Other Support Service Fees

  • Furniture Contact Facilities - 588.7928
  • Housekeeping Contact University Housekeeping - 588.3535
  • Security Contact University Police - 588.5030
  • Parking and Shuttle Contact Parking - 588.5175

Vendor Relations Policy

Approve: May 6, 2008

In accordance with our new vendor relations policy, food, drinks, or other personal gifts, regardless of value, are prohibited.

Conference Policy

A conference is an educational event or program of relatively short duration. Typically, the event involves more than 25 persons, takes place outside the classroom, is not offered for credit or CEUs, and will not be replicated. Participants are drawn mainly from outside the University community.

All groups scheduling a conference open to the public and charging fees to offset conference expenses are encouraged to schedule the event through and utilize the services of the Office of Continuing Education, Room 2001, Student Center.

Admission fee policies

Admission pricing differences shall not discriminate on the basis of race, national origin, sex, or religious faith. This shall not, however, limit the right of a registered organization to charge less to members than to non-members.

Organizations with non profit or not-for-profit IRS status may charge fees to recoup event expenses.

Guidelines for soliciting and selling

No selling is permitted on campus unless the activity or events of the selling agent is for the benefit of the Medical Center community under the sponsorship of a registered organization or University Office with a reasonable portion of any financial profits resulting from the activity to be recycled into non-profit, philanthropic or student services projects sponsored by the registered student organization or University office, (Approved by Chancellor, November 1983)

No selling or solicitation event or activity will be approved for the private gain of individuals.

Selling T-shirts, sweatshirts, bumper stickers and other items that may be purchased at the KU Medical Center Bookstore is permitted provided the seller receives permission from the Manager of the Bookstore.

Solicitation shall be done in a manner which does not interfere with the normal University process and in areas designated by the EVC's Office.

Registered student/campus organizations may solicit donations on campus with the EVC's approval. Funds collected on campus must benefit the University community by means of programs, activities, or services provided by the organization using these funds. All fiscal records related to soliciting on campus must be available for auditing by the Business Office within one calendar year of the event.

Sales tax requirements

State sales tax must be paid on items (including tickets) sold on campus. Information and sales tax forms are available from the Office of the Controller, Room 1011 Murphy. At any event where merchandise is sold or admission charged, the current applicable sales tax must be paid to the State Department of Revenue. It is not necessary to list this tax as a separate item in pricing. The retail price or admission fee may include the tax or it may be collected in addition to the listed price.

Events for private or corporate gain

No activity or event will be approved for the private financial gain of individual petitioners or commercial enterprises.

No activity is permitted which involves the regular use of University facilities and results in financial gain or profit to an individual. (Approved by Chancellor, November 1983)

Non-registered organizations may not solicit or collect funds or donations on campus, however, non-registered organizations may provide information regarding donations when specifically approved by the Office of the Executive Vice Chancellor.

Political Activity: Use of Campus Facilities

No state facilities are available for fund-raising events for political candidates or parties.

Board of Regents facilities may be made available for political meetings provided there is no interference with regularly scheduled functions; space is not available in the community; students are permitted to attend meetings free-of-charge; and, sponsors pay all facility use charges in advance.

Political office holders and candidates shall not be introduced or recognized on campus unless they are participating in the campus event which they are attending. The distribution of handbills shall be prohibited in those areas devoted primarily to instruction or study or at the immediate sites and times of enclosed public events.

Regents institutions shall have the authority to develop additional policies and guidelines shall be reviewed by the Policy and Procedures Committee and filed with the Executive Director for the Board.

From Board of Regents Rules, revised, see minutes of the Board of Regents meeting, October 17, 1980.

Note: Student Governing Council elections do not fall under these guidelines.


Bulletin boards are provided throughout KU Medical Center for posting notices about special events. The taping of signs and posters to walls, doors, or glass is prohibited. Those posting signs for special events are responsible for removal of the signs after the event.

Signs to be posted within the KU Hospital are to be taken to G450 Hospital or call Marketing and Public Relations at 588-1067.  No signs are to be posted on walls.

Animals Visiting Campus

Only service and therapy animals that meet the requirements in the EOO policy are permitted in any KUMC campus building (this policy does not apply to research animals). These policies are consistent with the Kansas City, Kansas licensing requirements. Requests should be directed to the Equal Opportunity Office at 588-1206.

Copyright Issues

The University of Kansas Medical Center (KUMC) requires its faculty, staff, and students to comply with the United States Copyright Act. Faculty, students and staff shall download, possess, or store only lawfully acquired copyrighted materials and use, adapt, distribute, or perform them only in ways consistent with the Copyright act, associated case law, the Fair Use principle, and the intellectual property rights of others.

The purpose of this policy is to assure that the intellectual property rights of the creators of original works are protected and to protect the University, its employees, and its students from sanctions and penalties occasioned by copyright violations.

All created content covered by the Copyright Act irrespective of format (print, electronic, other), including (but not limited to) books, articles, drama, verse, movies, videos, audio, games, and all other covered content.

This policy applies to everyone at all campuses and sites of the University of Kansas Medical Center. There are no exemptions.

Violations of the Copyright Act may lead to (depending on the circumstances and severity):

  • Loss of computing privileges.
  • Accountability for conduct under any applicable University or campus policies, procedures, or collective bargaining agreements, including disciplinary action.
  • Prosecution under applicable statutes.

The Dykes Library provides assistance to KUMC faculty and staff in understanding, interpreting, and complying with the copyright law. More information can be found at: KUMC Copyright Policy and Guidelines. In addition, see Library Subject Guide on Copyright and Author Rights in the Publication Process.

Policy on smoking

The University of Kansas Medical Center is committed to the promotion of good health and the prevention of disease. As such, the Medical Center has an obligation to establish and maintain a healthy, safe and clean environment for patients, visitors, employees and students as stipulated by K.S.A. #21-4017 and this policy. To this end, smoking is not permitted by anyone on the premises of the University of Kansas Medical Center.


University of Kansas Medical Center premises include all buildings owned or leased by the Medical Center as well as all adjacent exterior areas, including parking lots and parking garage buildings.  These areas include, but are not limited to:  

  • Corridors
  • Private Offices
  • Conference Rooms
  • Locker Rooms
  • Restrooms
  • Building Entrances
  • Cafeterias
  • Food Vending Areas
  • Elevators
  • Stairwells
  • Parking Garages
  • Courtyards and Patios
  • Parking Lots
  • State Vehicles
These smoking regulations governing all off-site facilities in the Kansas City area and throughout the state. 


The Executive Vice Chancellor shall have the ultimate responsibility for enforcing this policy. Supervisors will be directly responsible for enforcement in their areas. The names of violators shall be submitted to the appropriate dean or department head for disciplinary action.


Violation of this policy will result in an official reprimand for the first infraction, a suspension without pay for the second infraction and termination of employment for a third infraction. Students found in violation will be referred to the office of the Dean of their respective school. When the proposed discipline of an employee involves the potential for loss of pay, due process will be provided consistent with the procedures applicable to the employee’s classification. A student proposed for discipline due to this policy will be subject to the applicable School’s procedures.

Visitors and patients who violate this policy will be asked to comply. In the event of non-compliance after being informed of the policy, the visitor will be escorted from the premises by the University Police. Non-compliance by patients shall be dealt with jointly by the attending physician and staff.


All patients, students and applicants for employment shall be informed in writing of the smoking policy. Signs will be placed in prominent locations indicating that smoking is forbidden on Medical Center property.

Alcoholic Beverage Service Regulations

See policy at Regulations Governing the Use of Alcoholic Liquor* at University Events

The EVC or his designee may grant exemption from any of the above policies whenever it appears in the best interests of the University to do so.

State Law and KUMC Policy on Alcohol and Drug Use

The University of Kansas prohibits the unlawful possession, use manufacture, or distribution of alcohol or drugs by students and employees on its property or as part of any of its activities.

The University is committed to a program to prevent the abuse of alcohol and the illegal use of drugs by students and employees. Any student or employee of the University found to be abusing alcohol or using, possessing, manufacturing, or distributing controlled substances in violation of the law on University property or at University events shall be subject to disciplinary action in accordance with applicable policies on the State of Kansas, the Board of Regents, and the University of Kansas. Students who violate this policy will be subject to sanctions, which include suspension and expulsion from the University.

Students and employees are reminded that illegal possession or use of drugs or alcohol may also subject individuals to criminal prosecution. The University will refer violations of prescribed conduct to appropriate authorities for prosecution. Kansas law provides for sale, distributing or manufacturing opiates and narcotics, such as cocaine and heroin, shall be guilty of a Class C felony. For a conviction of a Class C felony, the court may sentence a person to a term of imprisonment of a minimum of 3 to 5 years, a maximum of 10 to 20 years, and a fine of up to $15,000. Unlawful possession of a depressant, stimulant, or hallucinogenic drug is punishable as a Class A misdemeanor, with a penalty of up to one year in jail and a fine of $2,500.

Depressants include barbiturates, Valium, and barbital. Hallucinogens include LSD, marijuana, and psilocybin. State law classifies amphetamines and methamphetamine as stimulants.

The Federal Controlled Substances Act provides penalties of up to 15 years’ imprisonment and fines of up to $25,000 for unlawful distribution of possession with the intent to distribute narcotics. For unlawful possession of a controlled substance, a person is subject to up to one year of imprisonment and fines up to $5,000. Any person who unlawfully distributes a controlled substance to a person under twenty-one years of age may be punished by up to twice the term of imprisonment and fine otherwise authorized by law.

Equal Opportunity Statement of KUMC

KUMC is an affirmative action, equal opportunity institution and welcomes applications from all qualified persons regardless of sex, race, color, religion, sexual orientation, disability, national origin, veteran status, ancestry or age. For additional information about the EEO/AA policies and procedures, see the EEO/AA section of the KUMC Faculty Handbook.

Direct requests for disability accommodations to Carol Wagner, ADA/504 Coordinator: 913-588-1206 (Voice) or 913-588-7963 (TDD). Persons with speech or hearing impairments who wish to contact the hiring department may access the Kansas State Relay at 800-766-3777.