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Examination Copies of Textbooks


To describe the appropriate protocol for receipt, handling, and disposal of free examination copies of textbooks and other materials.

Applies to: 

All instructional staff.

Juniper Gardens
Medical Center, Kansas City
Policy Statement: 

The Kansas Governmental Ethics Commission opined that faculty may accept examination copies of textbooks valued at $40 or more “on behalf of the state and have them become state property.”

Thus, if you receive free books from publishers you may retain and use them as state property.

The ethics opinion makes clear that you become a custodian of state property rather than the owner of the book. Such books may not be sold or given away, as doing so would constitute selling or giving away state property.

Unless the book is valued at more than $500, there is no requirement that it be entered into the inventory of state property.

Upon leaving the employ of the State of Kansas, on the Lawrence and Edwards campuses dispose of examination copies by placing them in boxes labeled, “Deliver to Collection Development, Watson Library.” On the KU Medical Center campus as a part of the office cleanout departure process, dispose of examination copies by placing them in boxes labeled, "Deliver to Collection Development, A.R. Dykes." Respective library staff will retain the books for the collection or dispose of them through an accepted method.


Lawrence campus and all reporting units:
Office of Faculty Affairs
Strong Hall, 145
1450 Jayhawk Blvd.
Lawrence, KS 66045

Medical Center campus and all reporting unit:
Office of Integrity & Compliance
3901 Rainbow Blvd., Mailstop 7004
Kansas City, KS 66160

Approved by: 
Approved on: 
Tuesday, November 9, 2004
Effective on: 
Tuesday, November 9, 2004
Review Cycle: 
Annual (As Needed)
examination copies, textbook examination copies, exam copies, desk copies, publishers' complimentary materials
Change History: 

01/22/2024: Updatec contact section.
05/26/2023: Updated process and contact information for both campuses.
12/03/2018: Updated policy statment to reflect guidance from Kansas Governmental Ethics Commission. Policy Owner updated to Office of the Chancellor and applies to all University campuses. 
12/03/2015: Updated link.
12/09/2014: Policy formatting cleanup (e.g., bolding, spacing).
02/13/2008: Amended to policy format.
11/09/2004: Reiterated by administrative memo.
1998: Information was first disseminated to faculty colleagues in 1998.

Academic Categories: 
Conflict of Interest
Financial Categories: 

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