June Institution Policy Distribution

The five policies in the June institution policy distribution are listed below:

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. Please submit your feedback by Monday, July 12.

Below find summaries of the policies.


SYS 1037, Information Security: IT Disaster Recovery

This policy will be effective one year after issuance.

  • The purpose of SYS 1037, Information Security: IT Disaster Recovery is to establish the minimum requirements for UW institutions’ IT Disaster recovery (DR) plan(s).
    • IT DR plan(s) must exist at each UW institution which outline measures needed to restore the institution’s operations and/or business infrastructure.
    • IT DR plan(s) must include linkages to the institutional continuity of operations plan (COOP) and leverage the COOP’s internal and external communications plan.
    • Minimum elements are identified and must be included in the IT DR plan(s).
    • Each UW institution must conduct annual training and/or exercises consistent with assigned roles and responsibilities outlined in the IT DR plan(s).

SYS 1217, Non-Medical Leaves of Absence

The policy revisions will be effective upon approval.

  • This policy outlines the process for granting non-medical leaves of absence.
    • Previously, non-medical leaves of absence were not available for Student Assistants and Graduate Assistants. This update allows these employee categories access to a non-medical leave of absence for up to 6 months, subject to approval.

SYS 1225, General Terms and Definitions

The revisions will be effective upon approval.

  • This policy provides standard definitions for certain terms used in the 1200 series of policies.
    • The update modifies several definitions for consistency with definitions updated in SYS 230 as part of Standardized Biweekly Payroll conversion.

SYS 1244, Summer Prepay Deductions and Summer Session Benefits Eligibility

The revisions will be effective on approval.

  • This policy outlines the process for maintaining employee benefits over the summer for Academic Year Employees.
    • Minor language updates to reflect transition to Standardized Biweekly Payroll.

SYS 1287, Voluntary Reassignment of Formerly Classified FLSA Exempt Employees to Academic Staff/Limited Appointment Positions

These policy revisions will be effective upon approval.

  • The purpose of this policy is to provide the necessary information formerly classified Fair Labor Standards Act (FLSA) exempt staff need to make an informed decision regarding whether to accept a voluntary reassignment to a position that the institution has designated as either an academic staff or limited appointment position.
    • Minor language update to the effective date of a voluntary reassignment to reflect transition to Standardized Biweekly Payroll system.

FY 2022 Policy Priority Plan

Please see attached the FY22 UW System Administrative Policy Priorities Plan. This is the document the Office of Administrative Policies puts out to institutions annually to give them a preview of forthcoming SYS policy work over the coming fiscal year. We also distribute follow-up quarterly memoranda documenting work done during that quarter and upcoming work in the next quarter due to shifts in priorities/timelines that may occur. The policy priorities are put together by the policy owners in the respective areas, with input from stakeholders at UW institutions.

FY 2022 SYS Policy Priority Memo pdf

Interim Policy Action, SYS Policy, and SYS Procedure Approval

On June 22, 2021, President Thompson approved a revision to the interim policy action SYS 100-01, Interim: Study Abroad Emergency Reserve/Contingency Waiver.

On June 23, 2021, President Thompson also approved the new policy SYS 616, University of Wisconsin Student Drivers Under the State’s Liability Protection. This policy will be effective on August 1, 2021.

On June 23, 2021, Vice President Morrobel-Sosa approved revisions to the procedure SYS 102.A, New Academic Degree Programs, Changes to Academic Degree Programs, and Additional SYS 102 Items.

For more information on these policies, see the summaries below.


SYS 100-01, Interim: Study Abroad Emergency Reserve/Contingency Waiver

The revisions to this interim policy action are effective on approval.

  • This interim policy action temporarily waives the requirement for institutions to maintain a minimum emergency reserve/contingency fund for students studying abroad.
    • Revisions to this interim policy action set the expiration date for May 31, 2022.

SYS 616, University of Wisconsin Student Drivers Under the State’s Liability Protection

This policy will be effective on August 1, 2021.

Summary of Policy

  • This is a new policy to provide direction on when UW System students are covered under the State’s liability protection as agents of the State. The University of Wisconsin System, as a unit of the State of Wisconsin, is protected by Wis. Stat. s. 895.46 (1). This coverage protects the UW System, its officers, employees, and agents from and against any and all claims, damages, liabilities, costs, and expenses arising out of any acts considered within the scope of employment and operations.
  • The Wisconsin Department of Administration Legal Counsel was consulted in conjunction with the Bureau of State Risk Management. They recommended the language that outlines when university students qualify as “agents” of the State for purposes of liability coverage under Wis. Stats. SS 893.82 and 895.46, under certain circumstances.

Affected Areas on Campuses

  • Risk Management will have the primary responsibility of communicating the policy. However, Travel Managers, Student Organizations, Rec Sports, and Finance staff reimbursing mileage will have the primary responsibility for policy implementation.

Campus Implementation

  • Campus Risk Managers will have the discretion to implement the policy in unique situations. The policy includes campus scenarios when student liability coverage applies and when it would not. Unique situations not discussed in the policy should be referred to the campus risk manager for direction.

Additional Communication

  • Video conferences hosted by UWSA Risk Management will be scheduled for all campus risk managers.

SYS 102.A, New Academic Degree Programs, Changes to Academic Degree Programs, and Additional SYS 102 Items

The revisions to this procedure are effective on approval.

  • The purpose of these procedures is to provide information on planning a new academic degree program; making changes to an existing academic degree program; and additional items covered by SYS 102.
    • In section 4.A.II.2, corrected minor typos in  bullets b. and c., and added bullet d. to the criteria for. proposals for a fast-track program.
    • In Section 4.H,II, removed the requirement to provide a description of the financial impact of the decision when suspending admissions to an academic degree program.
    • In Section 4.O.II, revised bullet g. so actions in unpublishing or republishing an academic degree program will be effective within 15 working days of the official memo being issued. (rather than at least four weeks in the future).
    • In Section 4.O.III, revised bullet e. so actions in unpublishing or republishing an academic degree program will be effective within 15 working days of the official memo being issued. (rather than at least four weeks in the future) and modified bullet f. to state “if applicable.”

Policy Effective Dates Reminder

The following policies were revised in June 2021. The revisions will go into effect on July 18, 2021.


Expiring Interim Policy Actions

The following interim policy actions will expire on June 30, 2021. All expired interim policy actions will be housed on the Expired Interim Policy Actions page for three years.