Protocol for International Delegations

When planning to invite an international delegation to visit KU, it is important to first determine the objectives of the visit. Below are some possible visit types, courtesy of the Global Programs and Strategy Alliance at the University of Minnesota:

• Celebrate: to honor, recognize, or thank (ceremonial)
• Get acquainted/courtesy call: to establish contact for future development
• Exchange information: to listen, learn, describe
• Negotiate a relationship: to influence an outcome, to debate or persuade
• Cement a relationship: to finalize an agreement
• Showcase the university: to promote awareness, publicize accomplishments
• Gain an understanding: of a specific program or unit

• Ceremonial agreement signings (rare). International Affairs will schedule the chancellor, provost, and/or senior internationalization officer, if available; reserve a space for the ceremony; and arrange for photography.
• Guidance on protocol and culture-specific expectations such as gifts
• Data and talking points about KU student and scholarly activity in the visitors’ country or region
• Information on opportunities to collaborate with KU through different types of programs and agreements, including:
  • Study abroad
  • Jayhawk Semester program
  • Visiting scholars
  • Short-term programs
  • Agreements for joint degrees, credit articulation, and other programming
  • International student recruitment
  • Intensive English programming in the Applied English Center

• Goal: What is the purpose of the visit?
• Travel Logistics: Will the guests need lodging? Airport transportation? Transportation to/from campus?
• Costs: Who will pay for each part of the visit, including possible on-campus expenses like parking or meals? The KU hosting unit should discuss this with the delegation early on, to ensure there are no surprises or confusion. Please also consider the cost of items like gifts, especially if the visit includes a formal agreement signing. International Affairs is unable to offer funding to KU units for delegation-related expenses.
• KU participants: Who should meet the guests while they are on campus? Who is designated to escort visitors to planned meetings?
• One point of contact: Who should be designated as the person with whom the visitors should coordinate their visit?
• Media: Should the visit be covered in KU Today? Does it require a news release or photography?
• Entry to the US: Do the visitors need any kind of visa assistance or letters of invitation?
• KU Policy: Have the guests been screened in accordance with the Transactions with Restricted Parties policy and the University-Wide Visitor policy?
• Language: Will the visitors need translation support?

An important first step when planning a visit to KU is deciding on the objectives of your visit. Below are some possible visit types, courtesy of the Global Programs and Strategy Alliance at the University of Minnesota:

• Celebrate: to honor, recognize, or thank (ceremonial)
• Get acquainted/courtesy call: to establish contact for future development
• Exchange information: to listen, learn, describe
• Negotiate a relationship: to influence an outcome, to debate or persuade
• Cement a relationship: to finalize an agreement
• Showcase the university: to promote awareness, publicize accomplishments
• Gain an understanding: of a specific program or unit

Thank you for your interest in visiting the University of Kansas! You may submit a visit request through this form. Some things to keep in mind as you plan:

• The KU academic year runs from late August to mid-May, with breaks in mid-October, late November, mid-December to mid-January, and mid-March. While most administrative offices are open year-round, if you wish to meet with faculty or observe student life, it will be important to visit while classes are in session.
• Depending on your country, you may need a visa to enter the United States. KU International Affairs can assist with letters of invitation, if needed.
• The KU campus is large, and most destinations are accessed on foot or via bus. If you will need accommodations during your visit, please be sure to describe these in the Delegation Visit Request Form.
• KU is a tobacco-free campus. Smoking is not permitted anywhere on campus.

In order to ensure a successful and productive visit, KU International Affairs asks for at least six weeks' notice of a planned delegation. More time may be needed for delegations that require visa assistance or have requested signing ceremonies.

A. It is the responsibility of the hosting unit to create an itinerary for your international guests, including scheduling meetings, reserving spaces, and arranging campus tours. In the rare case of an agreement signing, International Affairs will assist with scheduling of the chancellor, provost, and senior internationalization officer, and will reserve a space for the signing ceremony. The participation of campus leaders in delegation meetings or ceremonies is at their discretion and cannot be guaranteed.

A: Unit leadership or the primary host should plan on making welcoming remarks, including a statement outlining the importance of the relationship with the international partner and why it is meaningful to the KU unit. For seating, it’s important to consider placing KU representatives near or across from delegation members of similar rank or status. It may be helpful to prepare some questions or topics for discussion in advance. Lastly, it is important to be mindful of cultural and religious differences regarding meal etiquette and content. Please contact International Affairs for guidance or any questions you may have.

A: International Affairs requests a minimum of six weeks’ notice for any delegations that require our team’s support or participation. The Chancellor and Provost’s offices may need additional time in order to plan for a signing ceremony and to ensure availability of signatories.

A: International Affairs has travel funding available for campus units to engage in strategic partnership development on the partner’s campus. Please see Funding for International Travel.