UW SYSTEM ADMINISTRATIVE POLICY DISTRIBUTION

Institutional Review

Two policies and three procedures are included in the August 2019 institutional distribution.

To view and comment on the policies, please click on the links above. Please submit your comments (which may include attachments such as word documents, PDFs, etc.) through the links above. Doing so ensures your feedback is captured and reviewed during the post-comment period. The deadline to review and submit feedback via the comment form is Friday, September 6.

SYS 1, Development, Revision, and Approval of UW System Administrative Policies, Procedures, & Guidelines

Please note that the summary of changes for the SYS 1 policy and related procedures are included in the same document and can be found below.
The effective date of this policy depends on comments from the FGAPC and institutions.

Summary of Policy and Policy Revisions

SYS 1, Development, Revision, and Approval of UW System Administrative Policies, Procedures, & Guidelines, lays out the steps to ensure that policies, procedures, and guidelines are up-to-date, consistent in format and approval, easily accessible and understandable. The purpose of the recommended revisions is to clarify language to align with existing practice. The following revisions were made:

  • Language was revised throughout to include the usage of the standardize guideline template. The policy title was also revised to include UW System Administrative Guidelines.
  • Language was added to describe the review process of UW System Administrative Guidelines.
  • Both SYS 1.A, UW System Administrative Policy Template, and SYS 1.B, UW System Administrative Procedure Template, were revised to reflect updated language and formatting to help with consistency and understanding.
  • SYS 1.C, UW System Administrative Guideline Template, is a new template. The purpose of this template is to provide a template for systemwide guidelines distributed by UW System Administration offices. It should only be used when UW System is providing direction for specific UW System Administrative policies (UWSA) or on policy areas UWSA has intentionally determined do not require a systemwide policy or procedure.

Affected Areas on Campuses

  • All UW System Administrative Policies, Procedures, and Guidelines must follow this policy. This policy does not apply to Regent Policy Documents (RPDs). It also does not apply to institution-specific policies, procedures, or guidelines

Expectation of Campuses on UWSA Policy Reporting

  • This policy does not apply to RPDs or institution-specific policies, procedures, or guidelines.

Additional Communication

  • After the approval notification, no further communication is planned.

SYS 1212, Sick Leave

Effective Date: October 1, 2019

Summary of Policy and Policy Revisions

The purpose of the policy is to establish guidelines for the administration of sick leave for all UW System employees. The policy covers sick leave eligibility, accrual, usage and reporting. The purpose of the policy is not changing with this revision.

  • Minor formatting revisions were made throughout the policy.
  • Section 3: Policy Definitions – Adding “immediate” to “family member” to ensure consistency in terminology across policies.
  • Section 4.C.(1): Sick Leave Absence Reasons – Clarifying current practice by adding more detailed information regarding the usage of sick leave.
  • Section 4.C.(3): Certification of Medical Necessity – Clarifying current practice by adding more detailed information regarding the employer’s authority to request certification of medical necessity.
  • Section 4.G.(3): Reduction of Sick Leave Accrual for Failing to Report Leave Usage – Faculty, Academic Staff, and Limited Appointees Only – Adding more detailed information regarding required report filing.
  • Section 4.A.(5): Rehired Annuitant Eligibility and Administration – Changing the section to clarify when rehired annuitants are eligible to certify sick leave. Change is being made because of recent direction from the Department of Employee Trust Funds (ETF).
  • Section 4.E.: Sick Leave Conversion at Layoff, Retirement or Death – Clarifying when sick leave is eligible for certification under the Sick Leave Credit Conversion Program.

Affected Areas on Campuses

  • UW System Human Resources will communicate the change to HR Directors and HR staff via the standard communication channels in place.

Expectation of Campuses on UWSA Policy Reporting

  • Expectation of the institutions is to understand support the policy changes. Institutions do not have any flexibility to modify the change being made.

Additional Communication

  • For Section 4.A.(5)(e) UW System Human Resources, working with UW-Madison, will communicate directly to potentially affected rehired annuitants. All institutions have affected employees however UW-Madison has more than half of the affected group.
  • For Section 4.G.(3) changes to sick leave reporting were discussed with Joint Governance at the May 10, 2019 Joint Governance meeting. These changes are consistent with that discussion. Per the updated policies, impacted employees will receive individual notification if they fail to file a leave report.