December University Distribution Reminder, December Policy Action Summary, Q3 Policy Preview Memo, Upcoming Effective Dates, and Federal Fridays

Friday, January 9, 2026

December University Policy Distribution Reminder

As a reminder, the December university policy distribution contains four (4) revised policies, one (1) new procedure, one (1) new guidance document, and three (3) policies proposed for rescission.

Revised UW System Administrative Policies

New UW System Administrative Procedure

New UW System Administrative Guidance

UW System Administrative Policies Proposed for Recission

Click on the links above to view the drafts and ensure that your feedback is captured for review during the post-comment period. Comments can include attachments, including word documents and PDFs.

Comments on the proposed policy revisions and recissions of SYS 2 and SYS 3 above are due at 5:00 pm on Friday, January 16. Comments on the rescission of SYS 115 are due at 5:00pm on Tuesday, January 20.

DRAFT REVISED POLICIES

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

These policy revisions will be effective upon signature by the President.  

Summary of Policy and Procedure Revisions 

  • Policy SYS 1: Administrative policies, procedures, and guidance must be up-to-date, consistent in format and how they are approved, and easily accessible and understandable to stakeholders. This policy on the development and approval of administrative policies and procedures is issued to promote these objectives.
  • Proposed revisions include to policy SYS 1 include:
    • Throughout the document, changing references to “guidelines” to “guidance” to standardize language.
    • Throughout the document, changing references to SYS 1.A, SYS 1.B, SYS 1.C, and SYS 1.D to “Attachment 1”, “Attachment 2”, “Attachment 3”, and “Attachment 4” to clarify the documents are templates as they do not fall under the definition of procedures.
    • In Section 5: Updating the definition of guidance to clarify such documents do not contain mandatory requirements expect where requirements found in statute, administrative rule, Regent Policy Document, or UW System Administrative policy are referenced.
    • In Section 5 and throughout the document: Updating the definition of Interim Policy/Procedure Action to include the need to address “urgent external situations” in addition to emergencies and updating references to the term throughout the policy.
    • In Section 5: Adding the definition of institution to clarify which entities fall under the term.
    • In Section 6.B: Removing the references to SYS 2 and SYS 3 and adding a reference to the proposed SYS 1.A procedure which contains updated language to clarify the development and review process for all SYS policies.
    • In Section 7: Updating the list of related documents to ensure titles of attachments are correct, and policies proposed for recission are removed.

 

SYS 625, Youth Protection and Compliance

These policy revisions will be effective upon signature by the President.  

Summary of Policy and Revisions 

Background of Policy:

As background, universities have been serving youth for many years through a variety of activities, including but not limited to educational, athletic, social and recreational experiences.  These activities promote individual growth and learning, through the development of skills, talents and social interactions while also exposing youth, parents, and guardians to the university’s facilities and campus life.

SYS 625 establishes minimum standards to protect minors engaged in covered activities and third-party youth activities throughout the Universities of Wisconsin. This policy does not supersede any stricter standards set by the university or state and federal law.

Recommended Revisions:

The recommended revisions to SYS 625 are in response to internal audit findings and observations involving specific language and provisions in the original version, as well as identified areas of improvement from a practitioner’s perspective that will benefit those responsible for complying with the policy.

The revisions and edits to this policy do not minimize or change the following key components of providing a safe and secure environment for covered youth activities:

  • All covered youth activities must be documented, tracked and records maintained.
  • All adults serving in a covered activity and all youth participants must be documented and records retained per state records retention laws.
  • All adults serving in a covered activity must be trained and screened according to the level of access they have with youth during the activity.
  • All activities must have clear emergency plans and procedures including plans that are relevant to the particular activity or event.
  • All third parties conducting youth activities on university property must execute an agreement setting forth specific terms and conditions under which they will conduct the youth activity.
  • All covered youth activities must be properly insured per type, level and nature of the activity in accordance as set with the university’s requirements.
  • All campuses may adopt a youth protection policy that is consistent with SYS 625.

Proposed changes include:

  • Section 3: This section has been revised to clarify the scope of the policy and what types of activities fall outside the scope.
  • Section 5: Definitions. To align with identified areas of improvement, current terms have been revised or removed, and new terms have been added including: Primary Contact, Public Event, Significant Access, University, and Volunteer.
  • Section 6: In this section, subsections 6.B and 6.I were removed and all following subsections were retitled.
  • Section 6.C (formerly 6.D): Screening. This subsection has been revised to clarify that adults with significant access must be screened in accordance with RPD 20-19.  The primary contact is responsible for ensuring that screening is completed prior to the adult participating in the activity.
  • Section 6.D (formerly 6.E): Training.  This subsection has been revised to clarify which adults are required to complete specific trainings. The primary contact is responsible for ensuring that screening is completed prior to the adult participating in the activity.
  • Section 6.E (formerly 6.F): Prohibited Behaviors.  This subsection was revised to require at least two adults to accompany youth participants on all field trips offered by the covered activity.
  • Section 6.E.II (formerly 6.G.II): One-on-One Interactions.  This subsection was revised to clarify the type of interactions that would be considered allowable and under what restrictions.
  • Section 6.I (formerly 6.K): Insurance Coverage. This section was revised to clarify that insurance requirements are set by the university’s risk management.
  • Section 6.L (formerly 6.P): Third Parties. This bulk of this section was removed from the policy and added to an appendix (Appendix A). New language was added to clarify universities must execute a written contract for third-party youth activities with the provisions outlined in Appendix A.
  • Section 7: Related Documents. This section was updated to include additional resources such as state statute, administrative code, and Appendix A.
  • Appendix A: This appendix was created by adding by moving all third-party activities, requirements and contractual obligations to one main appendix for clarity.
  • Frequently Asked Questions (FAQ). The FAQ tab was removed to eliminate confusion and streamline the policy, as the FAQ was only general best practice guidance, rather than policy procedure.

 

SYS 1211, Personal Holiday & Legal Holiday Administration

These policy revisions will be effective upon signature by the President.  

Summary of Policy and Revisions 

  • The purpose of this policy is to establish guidelines for the administration of personal and legal holidays for University of Wisconsin (UW) System employees. The policy covers eligibility, accrual, use, carryover, and treatment upon movement or termination of employment.
  • Proposed revisions include updated language in Sections 6.B.III.4 and 6.B.VI to align the policy with the capabilities of Workday. Workday only allows an employee to use a maximum of 16 hours of floating legal holiday prior to the date on which the holiday occurs. This 16-hour cap is pro-rated in the event the employee holds a less-than-full-time appointment.

 

SYS 1238, Craft Workers

These policy revisions will be effective upon signature by the President.  

Summary of Policy and Revisions 

  • The purpose of this operational policy is to provide compensation structures and benefits information for crafts worker employees working at a University of Wisconsin (UW) System institution.
  • Proposed revisions include:
    • In Section 6.C.1.C: Clarifying language surrounding vacation for crafts workers to eliminate any possible confusion about whether there are any options other than 100 hours, 140 hours or 180 hours. There are not.
    • Adding Section 6.1.D to specify that apprentice crafts worker are only eligible to be granted vacation at the 100-hour level. Apprentice crafts workers do not become eligible to elect one of the other vacation options until the end of their apprenticeship.
NEW PROCEDURE & GUIDANCE

SYS 1.A, UW System Administrative Policy, Procedure, & Guidance Development, Review and Approval Process

This procedure be effective upon signature by the Senior Vice President for Academic and Student Affairs and the Vice President for Finance and Administration.

Summary of Procedure 

  • The purpose of this procedure is to establish a process for the development, revision, review and approval of all UW System Administrative policies, procedures, and guidance. The procedure contains updated language from the SYS 2 and SYS 3 policies, which are proposed for recission, that reflects the changes to the policy process following the merger of the Academic and Student Affairs Policy Committee and the Finance and General Administration Policy Committee.

 

SYS 1 Guidance: Guidance for the Development and Review of UW System Administrative Policies, Procedures, and Guidance

This guidance will be effective upon signature by the Senior Vice President for Academic and Student Affairs and the Vice President for Finance and Administration.

Summary of Guidance 

  • This guidance supports UW System Administrative Policy 1, Development, Revision, and Approval of UW System Administrative Policies, Procedures, and Guidance, and is intended to help guide Responsible UWSA Officers and their teams in their work on UW System Administrative policies, procedures, and guidance.
POLICIES PROPROSED FOR RECISSION

SYS 2, Development, Revision, and Approval of Academic & Student Affairs Policies & SYS 3, Development, Revision and Approval of Finance and General Administration Policies and Procedures

These policy recissions will be effective upon signature by the President.  

Background Summary of Policies

Rationale for Rescission 

  • In early 2025, the Universities of Wisconsin System Administration (UWSA) merged the policy processes of the Academic and Student Affairs Policy Committee and the Finance and General Administration Policy Committee to simply and standardize the policy process.
  • The UWSA Policy Committee has determined SYS 2 and SYS 3 do not reflect the current state and process, and that there is no longer a need for two separate policies as they would describe the same process; therefore, these policies are proposed for rescission.
  • A new procedure SYS 1.A, UW System Administrative Policy, Procedure, & Guidance Development, Review, and Approval Process and additional guidance will be developed and adopted prior to the recission of these policies. This procedure and guidance will clarify portions of the policy process previously addressed in SYS 2 and SYS 3.

 

SYS 115, Associate Degree Standards

This policy recission will be effective upon signature by the President.  

Background Summary of Policy

  • The purpose of this policy is to guide the coordination and adaptation of common standards for associate degrees across the University of Wisconsin (UW) System.
  • The policy does the following:
    • Defines the different types of associate degrees (e.g., Associate of Arts, Associate of Sciences, and Associate of Arts & Sciences) conferred by UW universities;
    • Recommends the minimum requirements for an associate degree granted by a UW university or a Wisconsin Technical College System associate degree that is approved by the Board of Regents’
    • Recommends the incorporation of High Impact Practices (HIPs) into associate degree curriculum; and
    • Sets the distribution of credits to achieve general education breadth in associate degrees through the UW System Shared Learning Goals.

Rational for Recission

  • To comply with Wis. Stat. § 36.11(3)(b), the Universities of Wisconsin was required to create a system policy to determine a Core General Education Requirement model, and the rules and procedures for ensuring the transferability of the Core General Education Requirements between UW universities.
  • On November 19, 2025, the Board of Regents approved Regent Policy Document 4-23, Core General Education Requirements, and on December 18, President Rothman approved Interim Policy 100-13, Universities of Wisconsin Core General Education Requirements which:
    • Establish a Core General Education Requirements framework that comprise undergraduate courses in six broad categories for a minimum of 10 courses and 30-36 credit hours that impart foundational knowledge and skills;
    • Articulate rules related to the movement of credits that apply to Core General Education Requirements as a student transfers between UW universities; and
    • Identify the roles and responsibilities of UW universities in developing their Core General Education Requirements model as well as associated policies regarding completion and application of credit.

December Policy Action Summary

Please see the December 2025 Policy Action Summary pdf . It details work completed between December 6, 2025, and January 9, 2025.

New Policy

Revised Interim Policy Action

Revised Policies

Revised Procedures

Rescinded Policies

FY 2026 Third Quarter SYS Policy Preview Memo

Please also see the FY 2026 Q3 Policy Priorities Update Memo pdf . It details the policy work anticipated between January and March 2026, including policies and procedures to be distributed to the universities, as well as policies and procedures that are anticipated to be approved by the President.

Upcoming Effective Dates

The following revisions were previously approved by President Rothman and have effective dates of February 1, 2026. Please review the revisions in preparation for the upcoming effective date.

Federal Fridays

The Universities of Wisconsin Federal Update Working group has a Federal Updates web page for the public to learn about the federal issues the UW is monitoring. The site provides a dashboard view of the various issues organized by topic, with a summary and links related to the topic.