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:
Policy
PURPOSE:
To identify requirements regarding use of signature blocks in employee email, videoconferencing platforms, University websites, and course syllabi.
APPLIES TO:
All employees
CAMPUS:
Lawrence, Edwards, Leavenworth, Juniper Gardens, Parsons, Pittsburg, Salina, Topeka, Wichita, Yoder, Kansas City (KUMC), Salina (KUMC), Wichita (KUMC)
POLICY STATEMENT:
The University of Kansas provides electronic mail (email), videoconferencing platforms and other forms of communication for faculty and staff to use for the purpose of conducting University business, including matters related to teaching, research, and service. The Kansas Legislature and the Kansas Board of Regents have passed law and guidance, respectively, on how University employees should sign emails and list their names in other forms of communication conducted pursuant to the employees’ official duties.
In accordance with the June 18, 2025, Kansas Board of Regents Diversity Equity and Inclusion Guidance for State Universities in Kansas, issued in response to Kansas 2025 Senate Bill 125, Section 161, and in conformity with the Kansas Department of Administration’s July 1, 2025, Standardizing Email Signatures Memorandum, all employees shall use an email signature block in University email messages in substantially the same format as shown below. Employee email signature blocks shall contain only the information listed below:
Name (academic credentials may be included after the name if desired)
Title
Office, Department, or Unit
University of Kansas and/or specific campus, which can include Lawrence, Edwards, KU Medical Center (Kansas City, Salina or Wichita), and the Kansas Law Enforcement Training Center
University Office Address (optional)
Telephone Number (optional)
Employee email address (optional)
Office, Department, or Unit email address (optional)
Office, Department, or Unit homepage URL (optional)
University of Kansas homepage URL or KU Medical Center homepage URL (optional)
Employees who maintain more than one office shall list their office locations and in-office dates (if applicable) in substantially the same format as described above.
Helvetica, Calibri, Aptos, Times New Roman, or Arial 10, 11, or 12-point font shall be used. Fonts shall be in a single color – either black, dark gray, or dark blue.
When conducting University business via videoconference or other communication platforms (e.g., Zoom and Microsoft Teams), an employee signature shall only include the employee’s name and, if desired, the employee’s title, academic credentials, unit, department, office, “University of Kansas,” “KU,” and/or specific campus.
Instructor contact information in course syllabi may only contain the information permitted in email signature blocks.
Employee contact information on University websites may only contain the information permitted in email signature blocks.
EXCLUSIONS OR SPECIAL CIRCUMSTANCES:
This policy shall not apply to or limit or restrict the academic freedom of faculty or prevent faculty members from teaching, researching or writing publications about diversity, equity, inclusion or other topics, including topics on gender ideology. This policy shall not apply to the incidental personal use of University email accounts.
CONTACT:
Office of the General Counsel
University of Kansas
1450 Jayhawk Boulevard
Lawrence, Kansas 66045
gencoun@ku.edu
785-864-3276
APPROVED BY:
Chancellor
APPROVAL DATE:
2025-07-21
EFFECTIVE DATE:
2025-07-31
REVIEW CYCLE:
Annual (As Needed)
CHANGE HISTORY:
09/09/2025: Updated to include recommended email signature block template and clarification on other forms of university communications.
07/22/2025: New policy published in Policy Library.