Body
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 the use of signature blocks in email.
APPLIES TO:
All employees and all affiliates that use ku.edu and kumc.edu email addresses.
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 for use by faculty and staff in 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 those emails.
Accordingly, this policy regarding signature blocks used by University employees, including student employees, is intended to comply 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.
When sending emails in the course and scope of their employment, University employee signature blocks shall not contain gender identifying pronouns or gender ideology.
EXCLUSIONS OR SPECIAL CIRCUMSTANCES:
This policy shall not apply to or limit or restrict the academic freedom of faculty or to 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:
07/22/2025: New policy published in Policy Library.