APL Title: University of Maine System (UMS) Administrative Practice Letter on the UMS Nondiscrimination Statement
Organizational Area: Human Resources
Effective Date: Sept 2025
Review Cycle: 3-year cycle
Corresponding BOT Policies: 401, 402

Section 1: Purpose and Scope

The Administrative Practice Letter on the Nondiscrimination Statement contains the current University of Maine System (UMS) long and short form Nondiscrimination Statement (each separately and collectively the “Nondiscrimination Statement”) and guidelines about use of the Nondiscrimination Statement in UMS publications. This APL aims to provide the UMS community with a well-developed and understandable framework for the Nondiscrimination Statement and when it must be used.

Consistent with its commitment to nondiscrimination, and as required by state and federal law, UMS includes a Nondiscrimination Statement in a wide variety of its publications. The purpose of this APL is to help ensure compliance with related federal and state laws and UMS policies and provide clarity about use of the Nondiscrimination Statement. 

Section 2: Nondiscrimination Statement

The Long Form Nondiscrimination Statement

The University of Maine System (the System) is an equal opportunity institution committed to fostering a nondiscriminatory environment and complying with all applicable nondiscrimination laws. Consistent with State and Federal law, the System does not discriminate on the basis of race, color, religion, sex, sexual orientation, transgender status, gender, gender identity or expression, ethnicity, national origin, citizenship status, familial status, ancestry, age, disability (physical or mental), genetic information, pregnancy, or veteran or military status in any aspect of its education, programs and activities, and employment. The System provides reasonable accommodations to qualified individuals with disabilities upon request. If you believe you have experienced discrimination or harassment, you are encouraged to contact the System Office of Equal Opportunity and Title IX Services at 5713 Chadbourne Hall, Room 412, Orono, ME 04469-5713, by calling 207.581.1226, or via TTY at 711 (Maine Relay System). For more information about Title IX or to file a complaint, please contact the UMS Title IX Coordinator at www.maine.edu/title-ix/.

The Short Form Nondiscrimination Statement

The University of Maine System is an equal opportunity institution committed to nondiscrimination.

*Please note that on the long and short form Nondiscrimination Statement, the name of a particular UMS university or unit may be used in lieu of “University of Maine System” (e.g., University of Maine at Presque Isle, etc.).

Section 3: Guidelines for Including the University of Maine System Nondiscrimination Statement on Publications

Any bulletin, announcement, publication, catalog, application form, or other printed material that is made available to current or prospective students or employees or program beneficiaries must include the Nondiscrimination Statement in the publication. Websites affiliated with the University of Maine System should have a link in the footer of the site to the nondiscrimination statement that appears on every page. Broadcast advertisements may use the short form of the nondiscrimination statement.

“Education, education program or activity” includes all of the operations of the UMS, as well as locations, events, or circumstances where UMS exercises substantial control. It also includes any building owned or controlled by a student organization that is officially recognized by the University.

For postcards, rack cards, single-page flyers, tri-fold brochures, and posters intended for display, the short-form Nondiscrimination Statement is acceptable.

The Nondiscrimination Statement must be included regardless of who authors a publication or where a publication is printed — whether at a university print shop, an off-campus printing service, or a desktop printer. Generally the nondiscrimination statement should be in print no smaller than size 8. 

The individual or unit that creates or circulates a publication is responsible for ensuring that the Nondiscrimination Statement is included. Specific agencies such as USDA NIFA may impose additional requirements; please check grants and contracts for required notices. For questions about whether a particular publication requires the Nondiscrimination Statement, or whether the long or short form Nondiscrimination Statement should be used, please reach out to the Office of Equal Opportunity and Title IX Services, as listed in Section 5 of this APL.

Exceptions

The nondiscrimination statement is not required on:

  • stationery — letterhead, envelopes, and business cards 
  • directional signs — e.g., a sign that says “This way to such and such” or an outdoor sign directing traffic to an event
  • internal forms or documents — e.g., time cards, forms for clothing or equipment loans or allowance, etc. (Documents beyond a single department’s internal use should include it.)
  • student projects — if a branded logo is not required, they don’t require the nondiscrimination statement
  • coupons
  • advertisements – brief advertisements, such as retail signs in a bookstore, even if branded, and short newspaper ads, streaming video, and digital advertisements
  • meal tickets — for visiting students in dining
  • branded merchandise

For questions about whether a particular publication may fall into an exception, please reach out to the Office of Equal Opportunity and Title IX Services, as listed in Section 5 of this APL.

Section 4: Revisions and Change Approvals

Future modifications to this APL will be considered by the appropriate governing, academic or administrative area and supported by advice from the UMS General Counsel and the Vice Chancellor of Academic and Student Affairs (VCASA), with input from additional stakeholders, as appropriate. The VCASA will present any substantive modifications for final approval. Any substantive changes to this APL should be distributed widely to UMS employees.

The VCASA will determine if changes to the APL are substantive or non-substantive. Substantive changes are required to follow the APL creation and revision process. Non-substantive changes to this APL do not require any review beyond the VCASA. Non-substantive changes are minor changes that do not affect the overall purpose and instructions outlined by the document. Non-substantive changes may take many forms, including, but not limited to: grammar or spelling corrections, inclusive language, technical revisions, updated names and contacts of pertinent offices or departments, or reorganized APL sections.

Section 5: Contact Information

For questions regarding this APL or the Nondiscrimination Statement please contact the Office of Equal Opportunity and Title IX Services or the VCASA.

Office of Equal Opportunity and Title IX Services
5713 Chadbourne Hall, Room 412
Orono, ME 04469-5713
207.581.1226
Fax: 207.581.1226
Fax: 207.581.1214
equal.opportunity@maine.edu
Equal Opportunity Website
Link to file a non-emergency EO Complaint

Title IX Services
5713 Chadbourne Hall, Room 412
Orono, ME 04469-5713
207.581.1226
Fax: 207.581.1214
titleix@maine.edu
Title IX Website
Link to file a Title XI Complaint

Section 6: Additional Resources