As a reminder, the November 2021 institution policy distribution includes for comment one new policy, one new procedure, and five revised policies.

New policy:

New procedure:

Revised policies:

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 Friday, December 10.

There is also one policy rescission included in the distribution. It is listed below.

Policy rescission:

The feedback on the policy rescission will be due on Monday, December 20.

Please find summaries of the policies below.

As an additional reminder, multiple interim policy actions will be expiring on December 31, 2021. These include:

Please see below for more information on these expiring interim policy actions.

Additionally, a new guidance has been approved and published: SYS 135 Guidance, Guidelines on Guaranteed Transfer. Please see below for more information.


NEW POLICY DRAFT

SYS 1036, Information Security, Endpoint Protection

The purpose of SYS 1036, Information Security: Endpoint Protection is to provide a formal structure for the deployment and management of endpoint protection systems and controls used to mitigate Information Security (IS) threats throughout the University of Wisconsin (UW) System.

The purpose of SYS 1036.A, Information Security: Endpoint Protection Standard is listed below.

  • All files accessible by a System Administrator must be scanned periodically for software-based threats. The endpoint protection controls must be actively running in a mode which automatically takes corrective action when possible and must not be capable of being disabled temporarily or permanently by end users.
  • All endpoint protection software which resides on UW owned or leased IT assets, must be actively managed by the institution which owns or leases the assets, to ensure the latest versions of the endpoint protection software and associated definition files are periodically updated and are in active use, to protect against software based threats.
  • Any UW owned or leased IT endpoint which does not have the required protections described in use,  or which has been found to be actively infected with malicious and/or unauthorized software which cannot be neutralized by the endpoint’s protective software, must have its network access disabled until appropriate mitigating controls  are put in place.
  • Endpoint Operating Systems that have reached the end of support life are by default not permitted to connect to the UW’s networks.
  • All UW owned endpoints must be configured to have their system time synchronized with an authoritative time source.
  • Endpoint configuration items should have their host firewall turned on, continuously active, and configured in accordance with industry best practices.
  • Remote desktop access (RDP within Windows environments) must be turned off by default.
  • Macros must be turned off by default within all installed software applications and/or productivity suites.

Please also review & comment on the related procedure, SYS 1036.A, Information Security, Endpoint Protection Standard.


DRAFT POLICY REVISIONS

SYS 230, Salary & Fringe Benefit Calculations

The purpose of this policy is to describe the process for calculating salaries and fringe benefits to UW System employees. Revisions to this policy are as follows:

  • In Section 6.D, Summer Payments, made revisions to reflect the shift to a biweekly pay schedule for all employees.

DRAFT POLICY REVISIONS

SYS 1238, Crafts Workers

This purpose of this operational policy is to provide compensation structures and benefits information for crafts worker employees working at UW System institutions. Revisions to this policy are as follows:

  • In section 3, revised definition of “Crafts worker” to clarify that it includes only those who practice skilled trades as defined by the State of Wisconsin.
  • In section 3, revised definition of “Crafts worker supervisor, Shop supervisor and Crafts operations manager” to include academic staff positions.
  • Revised section 4.E, Health Insurance Premiums, to indicate health insurance eligibility for crafts workers.

DRAFT POLICY REVISIONS

SYS 1244, Summer Prepay Deductions and Summer Session Benefits Eligibility

This policy outlines the process for maintaining employee benefits over the summer for Academic Year Employees. Revisions to this policy are as follows:

  • Throughout policy, replaced “taken” with “deducted.”
  • Throughout policy, replaced language referring to “the first six bi-weekly pay periods in March, April and May” with “the first two paychecks of the month in March, April and May” to enhance clarity.
  • In sub-section 6.A, added “System” to “UW” to ensure consistency with other UW System administrative policies.
  • In sub-section 6.B, updated names of retirement plans.
  • In sub-section 6.F.2, changed “Grad Assist/ Short Term Academic benefits package” to “Graduate Assistant/Short Term Academic Staff Benefits Package.”
  • In sub-section 6.G, updated link to the UW System Human Resources Family Changes web page.

DRAFT POLICY REVISIONS

SYS 1278, UW System Pay Plan Distribution Framework for University Workforce

The purpose of this policy is to provide Chancellors with a framework for the distribution of UW System approved pay plans for the university workforce. Revisions to this policy are as follows:

  • Revised definition of “Continuing Staff” for concision.
  • Revised sub-section 6.B to clarify updated criteria for receiving pay plan increases; the revised policy eliminates the ability of Chancellors to earmark 15% of the total pay plan each year for the chancellor’s discretionary use.
  • Revised sub-section 6.E to remove the language, “across-the-board compensation adjustments not based on merit are prohibited.”
  • Revised sub-section 6.G to clarify updated effective payment dates.
  • Revised sub-section 6.I to reflect changes resulting from the 2021 Title and Total Compensation project.

DRAFT POLICY REVISIONS

SYS 1287, Voluntary Reassignment of Formerly Classified Exempt Employees and Certain Current University Staff to Academic Staff/Limited Appointment Positions

The purpose of this policy is to provide the necessary information formerly classified Fair Labor Standards Act (FLSA) exempt staff, and certain current university 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 as a result of system-wide classification project. Revisions to the policy are as follows:

  • Revised section 1 to clarify that the revised policy includes certain current university staff, and the information it provides may be applicable in the event of a system-wide classification project.
  • Added language to section 2 to reflect changes made as a result of the 2021 Title and Total Compensation project.
  • Revised definition of “Incumbent employee” to include additional employees with FLSA exempt university staff positions.
  • Revised sub-section 4.A to reflect expanded nature of the policy.
  • In sub-section 4.B, added language to clarify effective date of voluntary reassignment and related reasoning.
  • In sub-section 4.C, revised language on benefits eligibility to improve clarity.
  • Added sub-section 4.D to communicate new policy sunset date of June 30, 2022.

PROPOSED POLICY RESCISSION

Proposal to Rescind SYS 150, The Application of Job Market and Placement Information to Academic Planning

It is recommended that SYS 150, The Application of Job Market and Placement Information to Academic Planningbe rescinded because it is duplicative of SYS 102 components that relate to how market demand data should be included in academic program planning. This policy, in its current form, reads like a proposal to enhance planning using workforce or “job market and placement information.” The same concept to use workforce demand data is already a part of SYS 102, Policy on UW System Array Management: Program Planning, Delivery, Review, and Reporting. Further, use of workforce demand data is a part of the Board authorization template. Lastly, data related to program demand is a part of review templates used at institutions for program planning. The spirit of the policy is reflected and integrated into an existing policy, SYS 102.


EXPIRING INTERIM POLICY ACTION

SYS 100-05, Interim: Veteran Access, Choice, and Accountability Act Requirement Waiver

This interim policy has amended how UW institutions administer the Veterans Access, Choice, and Accountability Act of 2014 (Choice Act). Under this law, nonresident U.S. veterans and other eligible nonresident benefit recipients are charged the same tuition as Wisconsin residents pursuing the same course or program.

  • Due to the pandemic, veterans and other eligible students have been permitted to reside outside the state while enrolled in UW programs.
  • This interim policy action has temporarily amended the domicile requirement in SYS 805, Tuition and Fee Policies for Credit Instruction, section 6.B.2, for eligible students attending UW institutions.
  • This interim policy was first issued on August 13, 2020.
  • This interim policy will expire on December 31, 2021.

EXPIRING INTERIM POLICY ACTION

SYS 100-06, Interim: Lawton Undergraduate Minority Retention Grant Program Requirements Waiver Extension (Fall 2021)

This interim policy has waived the credit loads required for eligibility and award renewal for recipients of the Lawton Undergraduate Minority Retention Grant during the fall 2021 semester.


EXPIRING INTERIM POLICY ACTION

SYS 1200-06, Interim: University Staff Vacation and Personal Holiday Carryover

This interim policy has temporarily amended two UW System Administrative Policies to allow carryover of vacation and personal holidays scheduled to expire on December 31, 2020.


EXPIRING INTERIM POLICY ACTION

SYS 1200-09, Interim: Salary Advances for Employees Converting to Biweekly Pay

In response to the conversion of all UW System employees formerly paid on a monthly basis to a biweekly pay cycle, this interim policy has allowed employees to request a one-time salary advance.


EXPIRING INTERIM POLICY ACTION

Interim RPD Waiver #06, COVID-19 Grants and Contracts Waiver (for Fall Semester 2021)

This interim policy action has allowed the President of the UW System to execute grants from and contracts with private, profit-making organizations with a value of more than $1,000,000 which would otherwise require formal approval of the Board of Regents prior to execution.


EXPIRING INTERIM POLICY ACTION

Interim RPD Waiver #07, COVID-19 Leasing of Real Property Waiver (for Fall Semester 2021)

This interim policy action has allowed the UW System President ant the Executive Director and Corporate Secretary of the Office of the Board of Regents to enter into leases of real property that would otherwise require Board of Regents approval.


EXPIRING INTERIM GUIDANCE

Interim Guidance: Fall 2021 Guidance for Minors on UW System Campuses

This interim guidance has offered guidelines for mitigating the transmission of COVID-19 among minors visiting UW institutions for youth programming during the fall 2021 semester.

  • This interim guidance has pertained to all institutions offering youth activities in the fall of 2021.
  • This interim guidance has offered guidelines on vaccinations, masking, and testing.
  • This interim guidance was first issued on August 25, 2021.
  • This interim guidance will expire on December 31, 2021.

NEW GUIDANCE

SYS 135 Guidance, Guidelines on Guaranteed Transfer

These guidelines provide information regarding the UW System guaranteed transfer program.


Policy Effective Date Reminder

One policy has an upcoming effective date in the next two months. Please review the policy below and visit the link to familiarize yourself with the content that will be coming into effect. If you have questions about implementation leading up to the effective date, please contact the policy owner for more information and clarification.

The policy below will go into effect on January 1, 2022: