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

Applies to: 

All instructional staff

Medical Center, Kansas City
Policy Statement: 

The Kansas Governmental Ethics Commission states that: “Accepting as personal property free desk copies of textbooks and newspapers valued at $40 or more is a violation of the State of Kansas conflict of interest laws.”

The ruling specifically permits faculty to accept examination copies, “on behalf of the state and have them become state property.”

Free books received from publishers may be retained, with the understanding that the holder is now 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, examination copies should be disposed of by placing them in boxes labeled, “Deliver to Collection Development, Watson Library.” Library staff will retain the books for the collection or dispose of them through an accepted method.


Policy Office
University of Kansas
115 Strong Hall, 1450 Jayhawk Blvd.
Lawrence, KS 66045

Approved by: 
Provost and Executive Vice Chancellor
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: 

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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