Each year, thousands of visitors from all over the state, country and world come to the University of Kansas Medical Center to conduct business. If you host visitors for business purposes who could have access to KU Medical Center intellectual property, research data, research facilities, networks or secured physical spaces, the following information will help you comply with laws and university policies while maintaining an open and free collaborative environment. We also strongly encourage the registration of all visitors (e.g., visiting lecturers, visitors for meetings and tours) for the purposes of sharing up-to-date campus compliance requirements (like masking) and emergency notifications from the RAVE Alert system.
The Visitor Registration Policy (login required) applies to all KU personnel who coordinate, invite or host individuals from other universities, institutions and businesses to visit any KU campus. The focus is on protecting intellectual property, research integrity and personal information.
To register a visitor, please complete this simple form.
Frequently Asked Questions
What is the purpose of the policy?
The purpose of the Visitor Registration Policy (login required) is to:
- enhance the safety of visitors and the entire campus community;
- protect and promote the university’s mission, vision and values;
- enhance the development of intellectual property and compliance with applicable U.S. regulations and laws that prohibit transactions with restricted entities; and
- support IT security and services and other mission-critical infrastructure.
Additionally, this policy is intended to assist you with understanding intake processes and appreciating compliance and safety concerns as they relate to visitors to KU Medical Center.
What is the definition of a visitor?
A visitor is defined as individual(s) (international or domestic) who are not otherwise employed by or have a current formal affiliate status, who are conducting business (as defined above) with the university either in person or virtually who could have access to KU Medical Center intellectual property, research data, research facilities, networks or secured physical spaces.
What are some examples of visitors?
The following visitors should be registered:
- A potential research collaborator who comes for a day visit and to tour labs and observe research at KU Medical Center
- A guest lecturer at KU Medical Center
- A potential international collaborator who originally had plans to come to the U.S which were subsequently cancelled is now conducting business through Zoom
The following visitors do not need to be registered:
- Prospective students visiting campuses
- Individuals attending events open to the public
- Visitors who will be in public spaces and will not be accessing otherwise restricted spaces or information
- Escorted vendors or contractors
- Virtual contacts who will not be accessing or shown intellectual property, research data, personal information or other protected data
What are the steps to register a visitor?
- To register a visitor, fill out the University of Kansas Medical Center Visitor Registration form (login required).
- For those who regularly visit campus, coordinate with Global Operations & Security (GOS) to establish an ongoing/automatic screening option.
- Upon submission, the form will be reviewed by GOS and may be reviewed by other administrative units depending on the activity of the visitor or type of visitor indicated on the registration form by the host.
When do I have to complete the registration?
We encourage registration as soon as you are aware of the visit, but not more than a year in advance. Keep in mind if collaboration requires an export license this could add additional time to the visit approval process. While we expect pre-registration in advance of the visit, we understand that there may be some surprises. Registration can occur the day of a visit.
Missed the pre-registration step? While the policy requires registration prior to a visitor coming to campus, if this comes to your attention after the fact, it is still expected to register the visitor retroactively.
Does this policy replace other existing practices?
This policy does not replace existing practices. It is intended to ensure all procedures relating to visitor coordination comply with the standards across all campuses.
This policy outlines the practices that should already be in place per existing policy for visitors to campus. The key to our visitor registration policy is knowing our visitors. Without achieving this initial goal, it is difficult to determine risks and identify potential compliance and regulatory issues.
What other policies might apply when I host a visitor?
For certain types of visitors, requirements and processes are specifically addressed in other documents. See the Related Policies and Procedures section of the policy for guidance regarding these individuals, including, but not limited to vendors, contractors, active learners, etc.
If your visitor does not fit within a defined category or process, please evaluate whether issues enumerated in the policy apply to your visitor. Should you have any questions, please contact the respective departments responsible for administration (e.g., GOS for due diligence and export control concerns, Information Technology for Network and Data Access, Environment, Health and Safety for lab safety, Compliance for training or policy compliance, Title IX Office for discrimination).
Are other steps required?
Any requirements in addition to the review done by GOS depend on existing procedures for the type of visitor, activity and the location of the visit. For instance, some units or buildings do require identification or badging for all visitors, while some labs require training in advance of entering.
Some programs have checklists available to meet their specific requirements. You should receive a follow up email from these programs upon submission of the initial registration form.
For general visitors who do not have specific procedures, please review the list of issues and contacts for further guidance.
Who should I contact with questions?
If your question wasn’t answered above, please email email@example.com with your question.