May Policy Distribution Reminder

As a reminder, the May 2022 institution SYS policy distribution includes for comment four revised policies, one policy rescission, one new policy, and one new procedure.

Four (4) revised policies:

One (1)  policy rescission:

One (1) new policy:

One (1) new procedure:

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 for the policies in the 1200 series by Friday, June 10.

Please submit your feedback on the SYS 185 policy and procedure by Monday, July 18.

Summaries of the policies and procedure are below.


DRAFT POLICY REVISIONS

SYS 185, Awarding of UW System Credit in Wisconsin Schools

This policy establishes academic and financial parameters for the UW System institutions and participating Wisconsin schools when offering credit-bearing courses taught by faculty that have been authorized to do so by a UW System institution. The policy puts into action the intent of the WI State Statutes section 118.55, Early college credit program. The following changes are proposed for this policy:

  • The title was changed to reflect a broader range of Wisconsin schools that partner with our UW institutions to include schools beyond high schools.  All procedures were removed from the policy and placed in a separate procedures document.
  • The policy and procedures reference the Higher Learning Commission faculty qualifications policy which was not included in earlier versions of the policy.
  • The revised policy and procedures now include definitions of important terms.
  • The revised version has a couple of redundant sentences removed.
  • The policy was rearranged to have information on a similar theme to be grouped together.
  • A statement was added to stress the equitable access to credit-bearing courses for students in Wisconsin schools.
  • In the tuition section, a clarification is added related to which type of programs are covered by the policy.
DRAFT NEW PROCEDURE

 SYS 185.A, Procedures for Awarding of UW System Credit in Wisconsin Schools

This procedure supports the policy SYS 185, Awarding of UW System Credit in Wisconsin Schools. These procedures will enhance the quality of these educational offerings to articulate processes that will ensure that university credit is being awarded consistently and equitably across participating institutions.

DRAFT POLICY REVISIONS

SYS 1202, Equal Employment Opportunity

Revisions to the policy include:

  • The Board of Regents updated Regent Policy Document 17-4, Equal Opportunity and Affirmative Action in Employmentin 2021. Revisions to SYS 1202 reflect the downstream impacts of the RPD changes.
  • Changes policy language around Affirmative Action Plan (AAP) contents to reflect current federal requirements (no changes necessary for institutions using Yocom and McKee software for AAP development). Some language changes to future-proof the policy.
DRAFT POLICY REVISIONS

SYS 1256, University Staff Temporary and Project Appointments

Revisions to the policy include:

  • Last year, the Title and Total Compensation (TTC) project eliminated “Compensation Category F” as it related to temporary and project university staff in section 6(A) of SYS 1277, Compensation. SYS 1256 was discovered to still contain references to the old, struck section. This amendment cleans up those references.
DRAFT POLICY REVISIONS

SYS 1277, Compensation

Revisions to the policy include:

  • Ongoing policy cleanup and clarification associated with the TTC project. This revision: addresses multiple pay revisions on the same date; clarifies language regarding the Delegation of Personnel Transaction Authority; lays out rules regarding salary upon hire/placement; adds a criterion for merit raises to match state criteria; adds the ability to offer recruitment or retention pay increases, and; clarifies the operation of additional pay components for FLSA nonexempt staff.
DRAFT POLICY RESCISSION

SYS 1276, Title Definitions

Rationale:

  • Job titles and standard job descriptions were migrated into our Job Title Library (JTL) as part of the TTC project. SYS 1276 is no longer an accurate accounting of our job titles. Rather than undertake a major rewrite to duplicate information that already exists in the JTL, the preferred option is to sunset this policy. The existing job title list in this policy has been inaccurate for quite a while.
DRAFT NEW POLICY 

SYS 1281, Employee Off-Boarding

The UWSA Office of Internal Audit FY 2020 ‘Offboarding of Employees’ Audit identified several shortcomings in our current offboarding practices. Policy solutions were initiated, then delayed due to the pandemic. This policy is now proposed to address the unresolved audit concerns and is intended to standardize certain offboarding practices systemwide. The policy has a proposed effective date of September 1, 2022.


Interim Policy Action Extension & Revised Frequently Asked Questions Document Approvals

On May 31, Interim President Falbo approved an extension to interim policy action SYS 100-01, Interim: Study Abroad Emergency Reserve/Contingency Fund Requirement Waiver.

Also, on June 2, UW System Chief Compliance Officer Paige Smith approved revisions to the Frequently Asked  Questions document related to SYS 625, Youth Protection and Compliance.

Summaries of the changes to both of these policy actions can be found below. For more information please view the documents on the UW Policies website.


EXTENDED INTERIM POLICY ACTION

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

This interim policy action was enacted in response to the Coronavirus (COVID-19) pandemic to temporarily waive the requirement for institutions to maintain a minimum emergency reserve/contingency fund for students studying abroad found in SYS 145, Development and Operation of Off-Campus International and Study Away Educational Programs for University of Wisconsin System Students. (The contingency fund is referenced more generally in SYS 810, Study Abroad & Study Away Programs.) At this time, the universities’ study abroad programs are still recovering financially and may not be able to meet the financial obligations as outlined in this policy.  While study abroad programs may not have funds specifically set aside in a reserve, UW System Administration believes campuses would be able to address any emergency through resource reallocation. As such, this interim policy action will now expire on May 31, 2023.

REVISED FREQUENTLY ASKED QUESTIONS

Frequently Asked Questions for SYS 625, Youth Protection and Compliance

These frequently asked questions have been compiled to help stakeholders understand and comply with SYS 625, Youth Protection and Compliance. Revisions to the document include clarifying the necessary vetting and trainings for designated individuals in question 7, adding question 9, and adding questions 13 through 17.


Upcoming Interim Policy Action Expirations

As a reminder, the following interim policy actions are set to expire on June 30, 2022: