Four policies are included in the March UW System Administrative Policy (SYS) standard institutional policy distribution schedule:

march INSTITUTIONAL REVIEW

SYS 205, Employment of Student Help Deadline to review April 10

Below please find a summary of the proposed revisions. For a more detailed description of the affected areas on campuses, expectation of campuses on UWSA policy reporting, and planned additional communication, please see the summary document at the top of the policy draft.

  • This policy sets forth the UW System operating policies for employment of student employees, including compensation, scheduling, and institutional and system administration responsibilities. It includes procedures for FICA exemptions. The policy was revised in order to be in line with the Affordable Care Act and to incorporate the student FICA exemptions language.
    • Technical revisions were made to update language. The policy was formatted into the standardized policy template, which includes moving language into the appropriate section of the template and consistent formatting.
    • Changes were made to reflect the requirement of generally limiting the number of hours a student hourly employee can work to less than 30 hours per week due to the Affordable Care Act.  The UW System is prohibited to offer student hourly employees health insurance thus necessitating the limitation
    • SYS 206, Student FICA Exemptions was incorporated, without change into, SYS 205. It has been proposed that SYS 206 be rescinded.

SYS 210, Educational Assistance for Faculty & Staff – Deadline to review April 10

Below please find a summary of the proposed revisions. For a more detailed description of the affected areas on campuses, expectation of campuses on UWSA policy reporting, and planned additional communication, please see the summary document at the top of the policy draft.

  • The policy describes fee/tuition reimbursement policies for coursework and training undertaken by UW System faculty and staff. Revisions to the policy were due to definitional changes, requirements for employee tuition reimbursement, and tax procedures.
    • The policy was formatted into the standardized template.
    • Unclassified staff as a term was deleted and defined as faculty or academic staff.
    • Provisions were included to allow for UW System to deny reimbursement for coursework if the employee leaves within a specific timeframe after completing the course.
    • Clarification was provided regarding tuition reimbursement and tax implications.

SYS 230, Salary & Fringe Benefit Calculations – Deadline to review April 10

Below please find a summary of the proposed revisions. For a more detailed description of the affected areas on campuses, expectation of campuses on UWSA policy reporting, and planned additional communication, please see the summary document at the top of the policy draft.

  • The policy describes the process for calculating salaries and limited fringe benefits to UW System employees. Revisions were made to reflect changes to the Wisconsin State Statutes 109.03 and provisions made in the Affordable Care Act.
    • The policy was converted into the standardized template and consistent formatting was used throughout.
    • Clarification was made throughout to reflect the calculation of salaries and the fringe benefits process including payment dates and payroll calendars.
    • Language was added to reflect changes of the Wisconsin Statutes 109.03 and how they apply to the UW System, and in particular, how payments are determined based on staff level.

NEW SYS 915, Financing for UW Managed Capital Projects – Deadline to review April 10

Below please find a summary of the proposed revisions. For a more detailed description of the affected areas on campuses, expectation of campuses on UWSA policy reporting, and planned additional communication, please see the summary document at the top of the policy draft.

  • The policy is a new policy in the 900 series: Capital Planning & Budget. The policy ensures that capital projects solely managed by the UW System deliver financially responsible projects. It is in response to the July 2015 Wisconsin Act 55 that allowed for the UW System to manage capital projects funded entirely through gifts and grants.

INSTITUTIONAL REVIEW Reminder

One policy is still out for review from the February UW System Administrative Policy (SYS) standard institutional policy distribution schedule:

Executive Summary
Proposed Substantive Policy Modifications for Review and Comment
February 22, 2019

Summary of Proposed Modifications. The Office of Academic and Student Affairs seeks review and comment of proposed, substantive modifications to SYS 136: Required Disclosures for Participation in Certain UW System Services and Programs.

The proposed modifications respond to concerns that were raised by campus leaders, including: (1) The difficulty in consistently identifying “co-curricular” and “study away programs,” and (2) The difficulty in enforcing the provisions of the policy, as they relate to “co-curricular,” and “study away” programs.

In response to these concerns, the proposed modifications are simple and straightforward: The terms “co-curricular” and “study away” have been removed from the policy.

Review and Comment Timeframe. The review and comment timeframe for substantive modifications is delineated by the process set forth in SYS 2: Development, Revision, and Approval of Academic and Student Affairs Policies. Accordingly, the review period will extend for eight weeks, from Friday, February 22, to Friday, April 19, 2019.

We welcome broad participation in the review and comment process. Accordingly, this correspondence is being sent to the following key stakeholders: Chancellors, Provosts, SSAOs, CBOs, Faculty Representatives, Academic Staff Representatives, University Staff Representatives, and Student Representatives.