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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 establish guidelines for individuals recruiting on behalf of the University of Kansas (KU).
APPLIES TO:
All individuals involved in the admissions or recruiting process on behalf of all programs at the University of Kansas
CAMPUS:
Edwards, Lawrence, Leavenworth, Juniper Gardens, Parsons, Pittsburg, Salina, Topeka, Wichita, Yoder, Medical Center, Kansas City
POLICY STATEMENT:
The recruitment of students to the University of Kansas is critical for the success of the institution. Individuals responsible for recruitment of students are in a special position of trust regarding ethical recruitment practices and the security of student records and data. Security and confidentiality of University records are matters of concern to all individuals with access to this information.
The purpose of this code is to outline appropriate recruitment practices and everyone’s responsibilities in fulfilling these obligations. Individuals involved in the admissions process or who actively recruit domestic and international undergraduate and graduate students on behalf of the University are expected to:
1. Complete and comply with all institutional, unit, and job specific training and procedures.
2. Only access and share student recruitment information for University business purposes.
3. Share information that is relevant to the admission process that is accurate, up-to-date, and free from misrepresentations of fact or material omissions.
4. Accurately describe, represent, and promote the University, including its professional schools, organizations, and services to students and to colleagues.
5. Provide guidance and information to help students determine their best academic, personal, and financial university match.
6. Inform students and families of their ethical responsibilities in the admission process, including the importance of providing complete, accurate and truthful information, and the consequences of submitting false, plagiarized, or fraudulent statements on applications or other documents.
7. Provide transparency for institutional deadlines (e.g., admission, financial aid, scholarships, housing).
8. Conduct all interactions with students and their families in a professional manner so that they may make informed decisions without undue pressure.
9. Adhere to ethical standards regarding potential conflicts of interest.
10. Not share any system access credentials (e.g., online IDs, usernames, passwords) or any sensitive personally identifiable information (SPII) with anyone not authorized to receive such information. System access credentials are confidential.
11. Strive to create a welcoming and inclusive environment for all students regardless of their race, color, ethnicity, religion, sex, national origin, age, ancestry, disability, status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the University’s programs and activities.
EXCLUSIONS OR SPECIAL CIRCUMSTANCES:
Authorization to access student recruitment information is rescinded immediately upon termination of employment, termination of contractual relationship, or changes in employment such that access is no longer required to fulfill the duties and responsibilities of the employee’s position.
CONSEQUENCES:
Violation of this Code may lead to reprimand, suspension, or dismissal from the job, and/or other penalties consistent with university personnel policies.
CONTACT:
Lawrence Campus and All Reporting Units:
Enrollment Management
1502 Iowa St
Lawrence, KS 66045
Graduate Admissions: graduateadm@ku.edu
Undergraduate Admissions: adm@ku.edu
785-864-4423
KU Medical Center Campus and All Reporting Units:
Registrar Office
3901 Rainbow Blvd.
Kansas City, KS 66160
kumcadmissions@kumc.edu
913-945-7347
APPROVED BY:
Chancellor
APPROVED ON:
2024-02-27
EFFECTIVE ON:
2024-02-27
REVIEW CYCLE:
Annual (As Needed)
CHANGE HISTORY:
04/21/2025: Updated links.
03/27/2025: Migration to TeamDynamix from Drupal.
10/11/2024: Updated contact information.
02/27/2024: Policy published in the Policy Library.