PRINT DISCLAIMER: Official version of this document is accessible in the online policy library at https://policyoffice.ku.edu/. Printed copies may not reflect the most recent updates.
DOCUMENT TYPE:
Guideline
PURPOSE:
Media coverage is essential to the public’s understanding of the University of Kansas and the value the institution delivers to the state and nation as a comprehensive public research university.
APPLIES TO:
Employees
CAMPUS:
Edwards, Lawrence, Leavenworth, Juniper Gardens, Parsons, Pittsburg, Salina (KUL), Topeka, Wichita (KUL), Yoder
GUIDELINE STATEMENT:
Current Institutional Guidelines
Talking to the Media
The visibility of KU faculty experts in regional and national news enhances the image and reputation of the University. Faculty are encouraged to respond to media inquiries on topics on which they are an expert. Administrators, and staff, who are contacted by the media regarding their expertise or areas of administrative oversight, are strongly advised to work with the Director of News & Media Relations before responding to or engaging with media outlets. In all situations, individuals should make clear to a reporter when they are volunteering personal opinions and when they are speaking on behalf of units over which they have administrative authority.
The University community may find the following services to be helpful:
- The Office of Public Affairs’ KU News Service, in cooperation with faculty members, pitches scholars' and researchers' expertise to media seeking informed commentary on issues and events of the day.
- KU News Service may provide guidance on whether participating in engagement with media outlets is beneficial to an individual, unit, or the University as a whole.
- KU News Service offers faculty and staff assistance in preparing for interviews. Helpful tips are available at Media Interview Tips.
- For media monitoring purposes, KU News Service should be advised if a media interview is scheduled. Public Affairs staff also may be able to provide background information on a reporter or news organization or recent news regarding the interview topic.
When Media Inquiries Should be Directed to an Official University Spokesperson
Administrators, faculty and staff are advised not to respond to inquiries that pertain to establishing the University’s official position on any matter. This is especially important during a campus emergency or crisis. To avoid the release of contradictory or out-of-date information during an emergency or crisis, individual offices should not field media calls independently. All such inquiries should be forwarded to KU News Service.
In the following instances, comments representing the University’s official position should be given only by a designated University spokesperson:
- An institution-wide issue, major concern or policy.
- A crisis, emergency, major accident or natural disaster affecting campus.
- Legislative matters or state or city policies affecting the University.
- The institution’s policies and practices concerning campus safety and security.
- Pending or current lawsuits or criminal investigations affecting the campus.
- Personnel matters or personal records of students and employees. The Office of the University Registrar and KU News Service work cooperatively to ensure that information released about any student complies with the Family Educational Rights and Privacy Act.
- A major controversy or accusation involving the University, its faculty, staff or students.
- Whether classes are canceled or the campus closed due to inclement weather. Decisions are made by the Office of the Provost and Executive Vice Chancellor and communicated by the Office of Public Affairs.
Official spokespersons will be determined as follows:
- On institution-wide and legislative issues, the chancellor or provost or their designees will be spokespersons.
- For other instances, the Chief Strategic Communication Officer and Vice Chancellor, Director of Strategic Communications or the Director of News & Media Relations will be the University’s official spokesperson or will establish a spokesperson in consultation with the provost’s office, the appropriate vice provost, dean, chairperson or director.
In all of these cases, the fielding of media calls always should be handled by KU News Service or, as a backup, its parent office, the Office of Public Affairs.
Distribution of University News Releases and Other Official Information to the Media
KU News Service is the office responsible for official interaction with news media and for distributing news releases to external media outlets. This coordination ensures that University news is accurate and delivered timely and efficiently by a KU office that has daily contact with the media.
Exceptions are granted to certain offices in the following instances:
- Concert or exhibition information: the Spencer Museum of Art, the Lied Center of Kansas, School of the Arts, University Theatre, and the Dole Institute of Politics
- Crime and incident response: the KU Police Department
- Sports information: the Media Relations office for Kansas Athletics
- Special KU Memorial Unions events and promotions: KU Memorial Unions
University units not on the above list should contact KU News Service for assistance distributing news. Email kunews@ku.edu.
The following items should be distributed to media only by or through KU News Service, except with the approval of News & Media Relations or the Office of Public Affairs:
- Official data about the University
- Official reports or other similar documents
- Official photographs
- Campus building renderings and other construction schematics
- All formal open records requests are handled by the University’s Custodian of Public Records. Consult the following website for open records procedures at Kansas Open Records Act
- Any news release regarding awarding of money to students, such as fellowships or scholarships, or donor gifts, must be cleared through KU Endowment before KU News Service can distribute to external media outlets.
Media Access to the Campus and to Campus Classrooms
The University of Kansas is a public university and welcomes media on campus. The following guidelines and practices should be followed:
- Reporters and news photographers do not need permission to be on campus or to take outdoor photographs of campus or building exteriors, which generally are considered public spaces.
- News media should also have access to public areas inside buildings such as foyers, hallways, lobbies and receiving areas. However, permission must be obtained to enter KU classrooms, laboratories and training areas as well as restricted areas of university housing, which are considered private. Media are asked to take requests for classroom access to KU News Service, which will work with the appropriate instructor, researcher or department to handle such requests. Additionally, KU News Service will notify the appropriate dean, chair or director of a unit when arrangements are being made to allow a TV camera in a classroom or laboratory.
- Visiting regional, national and international media receive assistance from KU News Service to help them make maximum use of their time.
- KU News Service works with KU Parking to issue annual media parking permits to area news media who regularly cover KU news and sports. Other media may receive parking permits for the duration of their business on campus.
Notification of Campus Visits by Legislators and Other VIPs
Prominent guests from throughout the world are not uncommon on campus. Host units are advised to do the following:
- Notify the Office of Public Affairs well in advance of their visits to discuss whether arrangements for media should be made.
- The Office of Public Affairs should be notified before an invitation is issued to any state or federal legislator or other key governmental official for a campus activity or visit. This helps ensure appropriate assistance and also helps units avoid inviting the same official to conflicting campus events.
Requirements for Film, Video and Photography Permissions on Campus
The university requires prior permission for use of the university’s property or image in commercial or other film, video or photography projects not part of news coverage or university projects.
- KU Marketing facilitates the request with appropriate offices and units, such as the the Office of University Ceremonies and Special Events, Trademark Licensing, General Counsel, KU Parking, and KU Police Department.
- Entities seeking access to the campus or campus buildings for such purposes should submit their requests to KU Marketing well in advance of an anticipated shoot date.
- KU Marketing is the point of contact for communicating general required procedures to the requesting entity.
- KU units and affiliates aware of any commercial filming activity by an external entity on KU property should notify KU Marketing. This helps surface any potential issues, presents the opportunity for collaboration or assistance, and allows KU Marketing to bring other KU units, experts, and authorities into the conversation as warranted.
CONTACT:
Chief Strategic Communication Officer and Vice Chancellor
785-864-7100
publicaffairs@ku.edu
RESPONSIBLE UNIT:
Public Affairs
APPROVED BY:
Chief Strategic Communication Officer and Vice Chancellor
APPROVED ON:
2005-04-01
EFFECTIVE ON:
2005-04-01
REVIEW CYCLE:
3-year
RELATED RESOURCES:
Media Interview Tips
Submit KU News
Kansas Open Records Act
Guidelines for Engaging with Elected Officials
CHANGE HISTORY:
07/06/2026: Substantively reviewed and revised to align with current practice. Updated unit, contact, and approver titles. Updated Approver from Provost and Executive Vice Chancellor to Chief Strategic Communication Officer and Vice Chancellor.
10/23/2025: Technical edit. Updated Public Safety Office to KU Police Department.
10/08/2025: Updated formatting.
03/27/2025: Migration to TeamDynamix from Drupal.
05/10/2024: Updated Vice Chancellor for Public Affairs to Vice chancellor for Strategic Communications and Public Affairs; Updated Marketing Communications to KU Marketing.
08/24/2023: Updated links.
09/13/2019: Updated broken link.
08/15/2018: Updated contact information.
01/2013: Updated by the Office of the Provost and Executive Vice Chancellor and the Office of the University Communications.
10/2011: Updated by the Office of the Provost and Executive Vice Chancellor and the Office of the University Communications.
09/2007: Updated by the Office of the Provost and Executive Vice Chancellor and the Office of the University Communications.
04/2005: Approved by the University of Kansas Lawrence campus Provost Council.
TITLE:
Media Guidelines and Practices