There are one new policy, one new procedure, and five revised policies included for comment in the November 2021 institution policy distribution.

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.

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.

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.

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.

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.

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.

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

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 Planning, be 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 Program Planning, Approval and Review policy. 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.

Policy Effective Dates 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: