October Policy Action Summary and Effective Date Reminders

Please find attached the October Policy Action Summary. It details policy work completed between September 11, 2021 and October 28, 2021. This includes:

one (1) amended regent policy document
two (2) rescinded regent policy documents
eight (8) revised system administrative policies
one (1) revised system administrative guidance
two (2) new interim policy actions

Additional details and a listing of policies in the final revision stages can be found in the attached memo.

Please note that there are no draft policies for institution distribution in October.

October 2021 Policy Action Summary

RPD 12-1, Competition with the Private Sector

This RPD amendment is effective as of October 7, 2021.

RPD 12-1, “Competition with the Private Sector” establishes the criteria institutions will use to evaluate the appropriateness of University sales activities that compete with the private sector. It also requires that institutions form a competition review committee that includes representatives from the University, the private sector, and the public-at-large. The amended policy addresses recommendations from institutional stakeholders to empower the chancellor to determine if an activity or complaint warrants committee review (rather than always requiring their convening as in the current policy), to include examples to assist institutions in determining if an activity meets the criteria of competition with the private sector, and to clarify that prices should be set to recover the cost of services when the services are offered to the general public.

RPD 19-1, Prorating Costs for Heating/Chilling Plants

This RPD rescission is effective as of October 7, 2021.

A new RPD (19-X) modifies provisions from RPD 19-1 as follows:
- Proposes that central and satellite heating and chilling plants and central utilities be funded proportionally by the space and programs that benefit from these facilities as opposed to requesting only GFSB funding as per the current policy.

Recognizes central and satellite heating and chilling plants as wholly GPR supported operations and facilities that also house and manage split funded central utility equipment.

RPD 19-8, Funding of University Facilities Capital Costs

This RPD rescission is effective as of October 7, 2021.

The new RPD (19-X) that includes modified provisions from RPD 19-1 also modifies provisions from RPD 19-8 as follows:
- sponsored and project-based research is a PR function and individual or department-based research is a GPR function
- campus roads, walkways, pedestrian malls, bikeways, and exterior development be split funded as per all site development and Improvements
- child-care is a PR function
- non-UW entities utilizing facilities or space within BOR owned property or facilities are PR functions

gifts/grants funding is allowable for all university facilities, space, and physical development.

SYS 1212, Sick Leave

These policy revisions are effective as of September 28, 2021.

The policy on sick leave establishes parameters of the administration of sick leave for all UW System employees.
- In Section 1, Policy Purpose, updated verbiage to better reflect the policy scope.
- In Section 4, Policy, Subsection B, Accrual of Sick Leave, Paragraph 2.b, Sick Leave Accrual outside of Initial Entitlement Period, added language to clarify sick leave availability for employees laid off during the 18-month initial entitlement period.

In Section 4, Policy, Subsection G, Reporting and Recording Sick Leave, Paragraph 3.e, added language to clarify documentation required for the ETF Sick Leave Credit Conversion Program

SYS 1250, Job Security

These policy revisions are effective as of September 28, 2021.

The policy on job security provides a general reference for job security provisions.
- Throughout policy, updated “System President” to “UW System President” to ensure formatting consistency with other UW System Administrative policies.
- In Section 4, Policy, Subsection D, Academic Staff Appointments, Paragraph 5, added language to indicate initial appointment dismissal period for fixed-term Academic Staff members.
- In Section 4, Policy, Subsection E, University Staff Appointments, added verbiage to clarify maximum length of probationary period for employees in public safety and/or law enforcement positions.

In Section 5, Related Documents, added language to reflect current policy’s relationship to UPG #3

Central Administration Technical Amendments

These guidance revisions are effective as of September 21, 2021.

In December of 2020, President Thompson announced that UW Shared Services and UW Extended Campuses would no longer operate as separate units of UW System Administration and have directed the Directors of both units to initiate the steps necessary to return these teams as departments of UWSA. In alignment with this directive, the policies listed below were technically amended so that references to “Central Administration” were changed to “UW System Administration.” The affected policies were:

SYS 1290 Guidance, (Code of Ethics) Guidelines for Reporting Outside Activities Under UWS 8.025

These guidance revisions are effective as of September 21, 2021.

The policy on job security provides a general reference for job security provisions.
- Throughout policy, updated “System President” to “UW System President” to ensure formatting consistency with other UW System Administrative policies.
- In Section 4, Policy, Subsection D, Academic Staff Appointments, Paragraph 5, added language to indicate initial appointment dismissal period for fixed-term Academic Staff members.
- In Section 4, Policy, Subsection E, University Staff Appointments, added verbiage to clarify maximum length of probationary period for employees in public safety and/or law enforcement positions.

In Section 5, Related Documents, added language to reflect current policy’s relationship to UPG #3.

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

This interim policy is effective as of September 1, 2021.

The purpose of this policy action is to accommodate circumstances presented by the Novel Coronavirus (COVID-19) while maintaining the intent of UW System Administrative Policy 170, Lawton Undergraduate Minority Retention Grant Program.

SYS 1200-10, Interim: Sick Leave for Care of Minor Children

This interim policy is effective as of September 30, 2021

This interim policy temporarily amends UW System Administrative Policy 1212, Sick Leave, to specifically authorize the use of sick leave to care for a minor child whose school or daycare has been closed due to COVID-19 or where a minor child has been required to quarantine as a result of COVID-19 exposure.
This policy temporarily amends portions of SYS 1212, Sick Leave.

SYS 135.A, Guaranteed Transfer

This procedure is effective as of September 1, 2020. It was first published on October 25, 2021.

This procedure was developed to accompany SYS 135, Undergraduate Transfer. After the restructuring of the UW Colleges and their integration into seven UW universities, the guaranteed transfer policy was revised to reflect the current university structure. The revised procedure demonstrates how students may transfer within the UW System from on university to another. This procedure was developed through systemwide engagement with personnel engaged with guaranteed transfer.

Policy Effective Dates Reminders

There are a previously approved policy and procedure that have upcoming effective dates in the next two months. Please review the list below and visit the links 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 and procedure below will go into effect on Monday, November 1, 2021: