Two policies and one proposed policy rescission procedure are included in the November 2019 SYS policy institutional review:

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 for the policies and procedure via the comment form is Friday, December 6.

Institution Review

SYS 328, Memberships
This policy will be effective upon approval date.

Summary of Policy and Policy Revisions

  • This policy outlines the parameters for purchasing institutional or organizational memberships to professional associations, societies or organizations with UW System funds.
    • Technical revisions place the policy content in the most updated policy template.
    • Definitions were added for “employee” and “institution.”
    • Added language denotes that exceptions may be granted “to allow for individual memberships or multiple memberships.”
    • Added language specifies that it is appropriate for an institution to purchase an individual membership when it is “deemed necessary to the effective performance of University of Wisconsin System academic or administrative operations.”
    • Clarification was added as to who may approve such exceptions.

Affected Areas on Campuses

  • This policy applies to all areas and UW System employees.

Campus Implementation

  • Institutions may not tailor this policy to their campuses.

Additional Communication

  • No further communication is planned at this time.

 

SYS 1033, Information Security: Incident Response
This policy will be effective on June 1, 2020.

Summary of Policy and Policy Revisions

  • Updated to clarify the requirements for institutions to report an IS incident to UW System Office of Information Security. Additionally, the establishment of the UW System IS Incident Response plan ensures effective and consistent IS incident response procedures throughout the UW System. By establishing effective and consistent IS incident response procedures, and conducting annual training exercises the UW System will be better prepared to respond to information security incidents.
    • The requirement for institutions to create an institutional incident response procedure was eliminated. As a result, the required elements for each institutional incident response procedure have been removed from this policy.
    • Any information security (IS) incident that meets the moderate or higher incident severity classification criteria as outlined in the UW System IS Incident Response Plan must be reported by UW institutions to the UW System Office of Information Security.
    • Required actions that must be taken by institutions are described. These actions include timeframes for reporting to UW System and elements to be included in such reports.
    • The UW System IS Incident Response plan will be exercised for any multi-institution IS incident and/or when UW System leads the incident response effort.
    • Each Chancellor, or their designee, must review their institutions IS incidents on a quarterly basis.
    • Each Chancellor, or their designee, must conduct an annual IS tabletop exercise.

Affected Areas on Campuses

  • These changes affect all faculty, staff and students across the UW System.

Campus Implementation

  • No additional resources are expected to be required to conform with this policy over the prior policy requirements. These updates provide clarification on institutional IS incident reporting requirements to UW System Administration.

Additional Communication

  • Further reminders will be sent prior to the effective date of this policy.

SYS 340, Alumni Publications Rescission Memo

Background Summary of Policy

  •  SYS 340, Alumni Publications, ensures that Alumni Records Offices guarantee the equitable treatment of various alumni organizations affiliated with the university. The alumni organizations’ portion of additional, identifiable costs associated with mailing and production of collaborative publications must be recovered from the alumni organization either directly through payment or indirectly.
  • Alumni Organizations – Externally-funded organizations, foundations or associations which represent and support the academic or athletic interests of the university, college or school.
  • Alumni Records Office – That unit within a UW institution which conducts the activities outlined in Section I of SYS 340.

Rationale for Rescission

  • UW institutions are addressing the division of costs between Alumni Records Offices and alumni organizations in their individual operating agreements with foundations and alumni organizations, making this policy obsolete.
    • SYS 340, Alumni Publications, calls for an equitable division of costs between an Alumni Records Office and alumni organizations without defining the division.
    • A defined division may not be the best fit for all institutions and organizations, so universities would be better off defining their division of costs on a per organization basis.
    • RPD 21-9, Institutional Relationships with Foundations, identifies requirements for ensuring UW institutions and their primary fundraising foundation and any real estate foundation operate in a manner consistent with the reasonable expectations of public and private interests. Specifically, the policy appendix requires a memorandum of understanding that defines the support provided by both the University and its foundations. The policy appendix notes that details regarding this support may be contained in separate, operational agreements.
    • SYS 362, University Administrative Support of Primary Fundraising Foundations and Other Affiliated Organizations, requires a cost-benefit report, which tracks if organizational costs are not fully recovered.