1.18 VISITORS ON CAMPUS

Effective: August 15, 2024

Purpose: To ensure the safety and security of all individuals on the University’s campus while promoting an open and welcoming environment for visitors.

Scope: This policy applies to all visitors of Emporia State University campus locations including, but not limited to, prospective students, parents, alumni, contractors, vendors, and members of the public.

Responsible Office: General University; Campus and Facilities; Police & Safety

Policy Statement: All visitors must comply with state and federal laws and Emporia State University policies and procedures. Visitors are responsible for familiarizing themselves with said laws, policies, and procedures.

Visitors may access public areas of the campus during regular operating hours. Access to restricted or sensitive areas requires prior authorization from the appropriate University authority.

Visitors must conduct themselves in a manner that does not disrupt University activities, endanger the safety of individuals, or damage property.

Individuals who engage in behavior that is disruptive to the University’s operations may be removed from campus and may be issued a No Trespass Order.

In case of an emergency, visitors should follow the instruction of University officials and emergency personnel. Visitors are responsible for familiarizing themselves with campus emergency procedures and evacuation routes.

Visitors with Access to Restricted Material

As a companion to the University’s export control policy, the University’s restricted party screening policy, and pursuant to Kansas Board of Regents’ (KBOR) policy mandates and expectations, this policy and its exclusions are not intended to replace or otherwise supersede existing security/compliance policies.

For purposes of ”Visitors with Access to Restricted Material,” a “Visitor” is specifically defined and described as an individual (international or domestic):

1. Who is not otherwise employed by and/or does not have a current formal affiliate status with the University or another a state university;
2. Who is coming to the University either in person or by way of telecommunication to conduct business; and
3. Who has access to the University’s intellectual property, research data, research facilities, networks, or secure physical spaces (collectively, “Restricted Material”).
4. Visitors may include, but are not limited to, vendors, contractors, external faculty, external researchers, and industry partners.
5. A Visitor does not include prospective students who are visiting campuses or individuals attending events that are open to the public, who will be in public spaces, and who will not have access to Restricted Material.

The following requirements shall be met for “Visitors with Access to Restricted Material”:

• When Visitors are permitted to come to the University either in person or by way of telecommunication to conduct business and prior to providing visitors with Restricted Material, all Visitors shall be validated, verified, or otherwise demonstrated to be cleared, and/or in compliance with, the University’s restricted party screening policy and/or the University’s export control policy;
• All Visitors shall be controlled and/or recorded to reflect and determine where, and to what, said Visitors had access while at the University;
• All Visitors shall adhere to, and be beneficiaries of, all applicable safety policies and procedures contained in, or authorized by, the University’s policy manual; and
• All incidents involving Visitor misconduct, violations of applicable policy or procedure, safety, or other issues that may arise while a Visitor is conducting business, and/or accessing or otherwise having control of Restricted Material, shall be documented and reported to the office of the General Counsel or such other office as may be designated by the President.

The University shall establish and implement appropriate processes and protocols for assessing potential risk posed by Visitors with access to Restricted Materials, as well as processes for reviewing and evaluating visits post mortem for breach or violation assessment.

Definitions: All words and phrases shall be interpreted utilizing their plain meanings unless otherwise defined in another University or Board of Regents policy or by statute or regulation.

Campus – All property owned, leased, or controlled by Emporia State University.

Visitor – Unless otherwise defined herein, a visitor is any person who is not a current student, faculty, or staff member of Emporia State University.

Procedures: All procedures linked and related to the policies above shall have the full force and effect of policy if said procedures have first been properly approved by the University’s administrator in charge of General University procedures.

[General University Procedures - coming soon]

Related Policy Information: 2.03 – Export Controls; 2.04 – Restricted Party Screening