WSU Policies and Procedures: What's New

Date Policy Request To PET: February 24, 2026

This is a change to an existing policy.

Current Policy Title: 3.06 / Sexual Harassment, Discrimination and Retaliation for Employees, Students and Visitors

Revised Policy Title: N/A

Last Revised Date Of Policy: December 5, 2023 (maintenance)

Summary Of Policy Or Policy Change: Policy maintenance updates for Title IX Deputy Coordinator name and contact information to reflect various personelle changes

Date Policy Request To PET: February 24, 2026

This is a change to an existing policy.

Current Policy Title: 13.14 / Security of Payment Card Data

Revised Policy Title: N/A

Last Revised Date Of Policy: July 22, 2025 (maintenance)

Initiating Authority: Senior Associate Vice President, Financial Services

Summary Of Policy Or Policy Change: This policy is being updated to simplify business processes and reflect advances in payment technology that present very low risk in relation to data transfers, while improving compliance with Payment Card Industry (PCI) Data Security Standards. Minor updates were also made to conform to the University's standard policy format.

Specific changes include permitting electronic transmission of single-use virtual payment card numbers issued for Visa and Mastercard for payments to and from outside organizations.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy: Payment technology has evolved in a manner that permits low risk electronic payments through single-use virtual payment cards from certain payment card providers (Visa and Mastercard). For some outside organizations, this is the only available method of payment. Updates to this policy are necessary to reflect these advances in payment technology, which will simplify business processes while improving compliance with Payment Card Industry (PCI) Data Security Standards.

Applicable Laws Or Regulatory Or Policy Authority: -

Other Relevant WSU Policies:WSU Policy 20.18 / Privacy of Financial Information

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

1. Office of the General Counsel - Stacia Boden, Abby Burgess, Misha Jacob-Warren
2. Information Security - Mark Rodee, John Cramer
3. Financial Services - Ryan Lohfink
4. University Deans (shared)
5. Faculty Senate - Chris Stone (shared)
6. Staff Senate - Jacob Mendez (shared)

Other Notes For Consideration: N/A

Owner Of Policy Request For Questions: Information Security - John Cramer

Date Policy Request To PET: February 24, 2026

This is a change to an existing policy.

Current Policy Title: 20.24 / Designating University Title IX Coordinators and Associate Coordinators

Revised Policy Title: N/A

Last Revised Date Of Policy: December 5, 2023 (maintenance)

Summary Of Policy Or Policy Change: Policy maintenance updates for Title IX Deputy Coordinator name and contact information to reflect various personelle changes

Date Policy Request To Pet: October 28, 2025

This is a change to an existing policy.

Last Revised Date Of Policy: August 22, 2025

Initiating Authority: Financial Services

Summary Of Policy Or Policy Change: This policy has been revised to update and clarify the requirements for (1) performing University-affiliated work, (2) using University assets, and/or (3) accessing University systems, during any international travel (personal and work-related).

Specific changes include:

• Clarified that employees who take out-of-state and international travel for University-affiliated purposes must submit a Pre-Approval Report through Chrome River 10 days prior to the planned departure.
• Clarified that when travelling internationally (personal or work-related), employees are prohibited from (1) performing University-affiliated work, (2) using University assets, and/or (3) accessing University systems, without first obtaining review and approval from Risk and Compliance Services.
• Clarified that employees must obtain the approval of their department leader before submitting any requests for approval to Risk and Compliance Services.
• Clarified the process for requesting approval from Risk and Compliance Services, and added that the request must be submitted at least 30 days prior to departure.
• Clarified that (1) performing University-affiliated work, (2) using University assets, and/or (3) accessing University systems, during any international travel (personal or work-related), shall be limited to durations of 21 consecutive days or less, unless otherwise approved by the divisional Vice President.
• Clarified that employees travelling internationally for personal reasons for a duration of more than 21 consecutive days are not permitted to use or take University assets with them or have access to University systems during such travel.
• Clarified that (1) performing University-affiliated work, (2) using University assets, and/or (3) accessing University systems, during international travel (personal and work-related) to an elevated risk location is prohibited in the absence of extraordinary circumstances.
• Added that controlled affiliated organizations that adopt this policy in writing will be subject to the policy.
• Updated definitions of international travel and out of state travel to clarify that U.S. territories are not considered international for purposes of this policy.
• Updated definitions to assist employees with understanding the requirements of the policy.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy: Revisions to this policy were necessary to address confusion expressed by employees and leaders in what are the process and requirements for (1) performing University-affiliated work, (2) using University assets, and/or (3) accessing University systems, during international travel.

Applicable Laws Or Regulatory Or Policy Authority:

• KBOR Policy Manual, II. D.23. TRAVEL
• Kansas Department of Administration, State Employees Travel Center
• Wichita State University Travel Webpage
• Travel Process Webpage

Other Relevant WSU Policies:

• WSU Policy 3.52 / Flexible Work Arrangements, Including Remote Work
• WSU Policy 13.02 / Border City
• WSU Policy 13.11 / Private Vehicle Reimbursement
• WSU Policy 20.19 / Driving State Vehicles

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden, Misha Jacob-Warren, Abby Burgess
• InfoSec - Mark Rodee
• ITS - Ken Harmon
• IDP - Chris Snyder
• Export Control - Jim Elliott
• International Education - Vince Altum
• Human Resources - Vicki Whisenhant, Diana Austin, Marcie Holsteen
• Finance/Travel - Michele Locke, Kristie Courtney
• Faculty Senate - Chris Stone (shared)
• Staff Senate - Jacob Mendez (shared)
• University Deans (shared)

Other Notes For Consideration: Policy 3.52 / Flexible Work Arrangements, Including Remote Work, is also being updated to remove the flexible work arrangement of working remotely from an international location. This change to Policy 3.52 will limit performing work from an international location to what is permitted under this Policy 13.20, which is 21 consecutive days or less.

Owner Of Policy Request For Questions: General Counsel Office - Misha Jacob-Warren, InfoSec - Mark Rodee, and Export Control - Jim Elliott

Date Policy Request To PET: October 28, 2025

This is a change to an existing policy.

Current Policy Title: 3.52 / Flexible Work Arrangements, Including Remote Work

Revised Policy Title: 3.52 / Flexible Work Arrangements, Including Remote Work, and Assigned Work Sites

Last Revised Date Of Policy: Effective May 1, 2024

Initiating Authority: Human Resources

Summary Of Policy Or Policy Change: This policy is being revised to restrict remote work arrangements to locations within the United States. Other language and organizational updates were also made for purposes of clarification.

Specific changes made include:

• The option and approval process for international remote work were removed from this policy.
• Added that employees who will work during international travel must comply with Policy 13.20 / Out-of-State and International Travel.
• Updated the distinction between temporary and regular remote work from 21 consecutive days to 30 consecutive days for purposes of clarity and to assist in application.
• Updated the process for review and approval from export control services for remote work arrangements to reflect current practices.
• Added definition for "out-of-state" to clarify that U.S. territories are treated as "within the United States" for purposes of this policy.
• Clarified that assigned work sites that are out of state must still go through the approval process under this policy, even though they are not considered a remote work arrangement.
• Updated definition of alternate work location and made other language updates for clarity.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy: Revisions to the policy were necessary to clarify that the University will no longer consider requests for remote work from locations outside of the United States, as a flexible work arrangement, which under the current policy involved working internationally for more than 21 consecutive days. This update is necessary due to unmanageable safety and security risks, export compliance requirements, and federal, state, and payroll withholding taxes and wage requirements. To the extent that employees need to engage in work, use University devices, or access University systems while traveling internationally, they will be limited to 21 days or less and must follow the requirements and procedures in Policy 13.20 / Out-of-State and International Travel.

Applicable Laws Or Regulatory Or Policy Authority:KBOR Policy Manual, II. D.23. TRAVEL

Other Relevant WSU Policies:

• WSU Policy 3.37 / Employment Files
• WSU Policy 13.20 / Out-of-State and International Travel
• Workplace Accommodations for Employees
• Flexible Work Arrangement
• Remote Work Guidance

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden, Misha Jacob-Warren, and Abby Burgess
• Human Resources - Vicki Whisenhant, Diana Austin, Marcie Holsteen
• Payroll Office - Mindy Dixon
• Finance/Travel - Michele Locke, Kristie Courtney
• InfoSec - Mark Rodee
• Export Control - Jim Elliott
• ITS - Ken Harmon
• IDP - Chris Snyder
• International Education - Vince Altum
• Faculty Senate - Chris Stone (shared)
• Staff Senate - Jacob Mendez (shared)
• University Deans (shared)

Other Notes For Consideration: N/A

Owner Of Policy Request For Questions: General Counsel Office

Date Policy Request To Pet: September 23, 2025

This is a change to an existing policy.

Current Policy Title: 3.15 / Internal Dispute Resolution Process

Revised Policy Title: N/A

Last Revised Date Of Policy: Oct. 3, 2023

Initiating Authority: Human Resources

Summary Of Policy Or Policy Change: This policy is being updated to reflect current practices and to clarify the requirements and limitations of the University's Internal Dispute Resolution Process for non-faculty employees.

Specific changes made were:

• Updated definitions to remove definitions that were unnecessary and added definitions to assist with clarity. increase
• Clarified that the Internal Dispute Resolution Process is only available for concerns that meet the criteria of a Dispute, as defined in the policy.
• Clarified that matters of alleged discrimination, harassment, and retaliation based on a protected characteristic, sexual misconduct, sexual harassment, relationship violence, and stalking are not covered by this policy but instead are addressed under Policy 3.06 / Sexual Harassment, Discrimination and Retaliation for Employees, Students and Visitors and WSU Policy 3.47 / Discrimination Review Procedures for Students, Employees and Visitors.
• Clarified that the dispute resolution process for faculty is under Policy 4.04 rather than this policy.
• Clarified that the purpose of this policy is solely administrative and does not confer any right to a formal hearing or other due process protections.
• Updated to replace the HRBP with Employee Relations Specialist as the person responsible for guiding an Employee in the initial process of filing a Dispute Resolution Request. This allows the HRBP to be present to support either Employee or Leader through a Dispute without perception of influence on either.
• Added the informal conflict resolution to administrative procedure section of policy as a precursor to the formal Internal Dispute Resolution Process.
• Clarified that untimely requests and appeals will not be considered, unless it is determined that there are extenuating circumstances and additional time would facilitate resolution of the Dispute.
• Clarified criteria that would allow for an appeal.
• Added alternative decision maker for appeals if the Chief Human Resources Officer was involved in the initial review of the Dispute.
• Made general updates to language and reorganized for purposes of clarity.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy: This policy was revised to provide clarity on the process for internal dispute resolution for non-faculty University employees.

Other Relevant WSU Policies:

• WSU Policy 3.06 / Harassment, Discrimination and Retaliation for Employees, Students and Visitors
• WSU Policy 3.19 / Prohibition of Retaliation
• WSU Policy 3.47 / Discrimination Review Procedures for Students, Employees and Visitors
• WSU Policy 3.58 / Protection from Retaliation for reporting Wrongful Conduct
• WSU Policy 4.04 / Resolution of Internal Disputes for Faculty

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden, Daniel Hilliard, Abby Burgess
• HR - Vicki Whisenhant, Nathan Johnson, Marcie Holsteen, Lana Anthis, Diana Austin, Julisa Khan, Cara Pierce, and Courtney Henry
• CTAC - Courtney McHenry
• Staff Senate - Jacob Mendez
• Faculty Senate - Chris Stone
• University Deans

Owner Of Policy Request For Questions: Human Resources

Date Policy Request To PET: September 23, 2025

This is a new policy.

Last Revised Date Of Policy: Policy 3.55 / Attendance was last revised January 29, 2019

Initiating Authority: Human Resources

Summary Of Policy Or Policy Change: This new policy is an updated version of Policy 3.55 / Attendance that is being relocated to Chapter 5 of WSU Policies and Procedures. Updates have been made to reflect and clarify the University's attendance expectations.

Specific changes made:

• Updated definitions to include the terms as used in the policy and standardized University definitions, and for purposes of clarity.
• Updated language throughout policy to assist employees in understanding expectations in relation to attendance and time off.
• Reorganized so that policy statements are located in the policy section rather than in the purpose or the administrative procedures sections.
• Clarified that Human Resources may require a physician release for an employee to return to work after an absence of three days or longer due to illness or sick leave.
• Clarified that an employee may be required to record a tardy or leaving work early as accrued leave on a time sheet.
• Clarified that failure to report to work within the first half of the shift without explanation will be considered a no call/no show.
• Removed timekeeping procedures because timekeeping is addressed on the HR webpage and will eventually be moved into a different policy under Chapter 5.
• Removed responsibilities section because responsibilities of leadership and employees are already addressed throughout the policy.
• Updates were also made to conform with the University's standard policy format.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy: The present new policy has been created as part of ongoing efforts to consolidate University policies and information related to time, pay, and leave under Chapter 5 of the WSU Policies and Procedures. The new policy updates and relocates Policy 3.55 / Attendance to Chapter 5.

Other Relevant WSU Policies:

• WSU Policy 3.34 / Family and Medical Leave Act
• WSU Policy 3.41 / Separation of Employment
• WSU Policy 3.48 / Coaching and Corrective Action
• WSU Policy 3.52 / Flexible Work Arrangements, Including Remote Work
• WSU Policy 7.07 / Time and Leave Policies

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden, Abby Burgess
• Human Resources - Vicki Whisenhant, Nathan Johnson, Diana Austin, Julisa Khan, Lana Anthis, Marcie Holsteen, Courtney Henry
• Payroll - Mindy Dixon
• Faculty Senate - Chris Stone
• Staff Senate - Jacob Mendez
• University Deans

Other Notes For Consideration: Along with approval of this new policy, Policy 3.55 will need to be rescinded.

Owner Of Policy Request For Questions: Human Resources - Vicki Whisenhant

Date Policy Request To PET: Sept. 23, 2025

This is a new policy.

Current Policy Title: 3.14 / Workplace Investigations

Initiating Authority: Office of Human Resources

Summary Of Policy Or Policy Change: This policy establishes guidelines and procedures for conducting workplace investigations within the University.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy: The purpose of this policy is to establish guidelines and procedures for conducting workplace investigations within the University to ensure a fair, consistent, and timely response to concerns and complaints involving violations of policy and misconduct that are not otherwise governed by WSU Policy 3.06 / Sexual Harassment, Discrimination and Retaliation for Employees, Students and Visitors or Policy 3.47 / Discrimination Review Procedures for Students, Employees and Visitors.

Applicable Laws Or Regulatory Or Policy Authority:

• State of Kansas Workplace Violence Policy

Other Relevant WSU Policies:

• WSU Policy 3.33 / Eschewing Campus/Workplace Violence
• WSU Policy 3.06 / Sexual Harassment, Discrimination and Retaliation for Employees, Students and Visitors
• WSU Policy 3.41 / Separation of Employment
• WSU Policy 3.47 / Discrimination Review Procedures for Students Employees and Visitors
• WSU Policy 3.48 / Coaching and Corrective Action

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Daniel Hilliard, Stacia Boden, Joe Dempewolf
• Human Resources - Nathan Johnson, Lana Anthis, Julisa Khan, Diana Austin, Vicki Whisenhant, Marcie Holsteen, Courtney Henry
• Faculty Senate - (shared)
• Staff Senate - (shared)
• Council of Deans - (shared)

Owner Of Policy Request For Questions:

• Human Resources

Date Policy Request To PET: September 23, 2025

This is a change to an existing policy.

Current Policy Title: 3.55 / Attendance

Last Revised Date Of Policy: January 29, 2019

Initiating Authority: Human Resources

Summary Of Policy Or Policy Change: This Policy is being rescinded.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy: It is necessary to rescind this policy because it is being updated and replaced with Policy 5.06, as part of an on-going project to consolidate and relocate all policies covering time, pay, and leave under Chapter 5 of the WSU Policies and Procedures. See Cover Page for new Policy 5.06 / Attendance for further information on updates to the contents of this policy.

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision: Office of the General Counsel - Stacia Boden, Abby Burgess

Owner Of Policy Request For Questions: Human Resources - Vicki Whisenhant

Date Policy Request To PET: September 23, 2025

This is a change to an existing policy.

Current Policy Title: 3.20 / Recruitment, Hiring, and Onboarding

Revised Policy Title: N/A

Last Revised Date Of Policy: July 22, 2025

Initiating Authority: Human Resources

Summary Of Policy Or Policy Change: This policy is being revised to clarify and make updates that reflect current practices and requirements in the recruitment, hiring, and onboarding of University employees.

Specific changes include:

• Made reorganization and language updates for purposes of clarifying the procedural processes for recruiting, hiring, and onboarding.
• Updated definitions to remove definitions that weren't being used in the policy and to add definitions to assist with clarity and understanding of the processes addressed in the policy.
• Updated position posting and application requirements to align with current practices required as a result of transition to the University's Applicant Tracking System (ATS).
• Distinguished timeframes for positing benefit eligible positions v. non-benefit eligible positions.
• Combined different avenues for submitting applications under one ATS avenue.
• Clarified notification requirements for job postings.
• Added that verbal contingent offers must be made by HR or after consultation with HR.
• Added the disability (along with the veterans) hiring preference to process.
• Updated the resources section.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy: Revisions to this policy were necessary to clarify the University's current practices in recruitment, hiring and onboarding, to strengthen consistency in the hiring process, and address changes resulting from the University's transition to Applicant Tracking System software in the hiring process.

Applicable Laws Or Regulatory Or Policy Authority:

• Kansas Department of Labor, Child Labor
• KBOR Policy II.C.2.b.iv. Criminal Background Checks
• K.S.A. Section 44-1141. State employment, promotion and retention preference for persons with disabilities; determination of primary preference when veteran's preference also asserted; job notice and application requirements; offer of interview required; right to not disclose disability; disclosure confidential; exceptions to preference.
• K.S.A. Section 73-201. Preference in governmental employment and promotion; notice when veteran not hired; notice of job openings, information regarding preference; remedy when preference not provided.
• K.S.A. Section 75-4362. Drug screening program; establishment and implementation; duties of director of personnel; state government positions subject to program; effect of positive test result on employment; results confidential; rules and regulations; safety sensitive positions defined.

Other Relevant WSU Policies:

• WSU Policy 3.01 / Equal Opportunity
• WSU Policy 3.02 / Notice of Nondiscrimination
• WSU Policy 3.31 / Background Checks for Employment
• WSU Policy 3.32 / Employment of Foreign Nationals
• WSU Policy 3.46 / Veterans and Disability Employment and Promotion Preference
• WSU Policy 3.23 / Commercial Driver's License - Drug and Alcohol
• WSU Policy 3.51 / Pre-Employment Drug Screening
• WSU Policy 3.52 / Flexible Work Arrangements, Including Remote Work
• WSU Policy 3.61 / Workforce Transitions
• WSU Policy 20.23 / Retention of University Records

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden and Abby Burgess
• Human Resources - Vicki Whisenhant, Diana Austin, Lana Anthis, Julisa Khan, Nathan Johnson, Triniece Robertson, Kat Rodriguez, Marcie Holsteen, and Sheryl Propst
• CTAC - Courtney McHenry and Preston Schroeder
• Faculty Senate - Chris Stone
• Staff Senate - Jacob Mendez
• University Deans

Owner Of Policy Request For Questions: Human Resources - Vicki Whisenhant

Date Policy Request To PET: August 25, 2025

This is a change to an existing policy.

Last Revised Date Of Policy: January 24, 2023

Initiating Authority: Human Resources

Summary Of Policy Or Policy Change: This policy is being updated to require that a representative from Human Resources be present at an employee's meeting with leadership for separation of employment that is initiated by leadership. Updates were also made to conform to the University's required policy format.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy: The current revisions that would require the presence of Human Resources at a meeting with an employee for an involuntary separation are necessary to ensure policies and process are followed, maintain consistency, and provide support to both leadership and the separating employee.

Other Relevant WSU Policies:

• WSU Policy 3.19 / Prohibition of Retaliation
• WSU Policy 3.48 / Coaching and Corrective Action

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Human Resources - Vicki Whisenhant
• HR Business Partners - Diana Austin, Julisa Khan, Lana Anthis, Marcie Holsteen
• Office of the General Counsel - Stacia Boden, Abby Burgess
• Faculty Senate - Chris Stone (shared)
• Staff Senate - Jacob Mendez (shared)
• University Deans (shared)

Owner Of Policy Request For Questions: Human Resources - Vicki Whisenhant

Date Policy Request To PET: August 25, 2025

This is a change to an existing policy.

Current Policy Title: 3.46 / Veterans Preference in the Application Process

Revised Policy Title: 3.46 / Veterans and Disability Employment and Promotion Preference

Last Revised Date Of Policy: July 22, 2025

Initiating Authority: Human Resources

Summary Of Policy Or Policy Change: This policy is being revised to ensure compliance with recent changes in state law that govern hiring preferences for veterans and individuals with a disability.
Specific changes were made to the following Sections:

• Updated title to include disability preference and promotion.
• Included governing law that requires preferences.
• Added disability preference to the policy.
• Clarified that supporting documentation is required, it is due prior to closing date for applications, and it shall be used solely for purposes of the preferences.
• Added definitions section.
• Provided updated definition of veteran, which was revised by the Legislature in the 2024 and 2025 Sessions.
• Clarified that the statutorily required preferences apply to eligible University positions as specified by statute, including controlled affiliate positions.
• Added procedures section that specifies what documentation is required to prove eligibility for both preferences.
• Updated policy to align with University's standard policy format.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy: In the 2024 Kansas Legislative Session, Kansas passed SB 333, which requires employment and promotion preference for persons with a disability applying for state government jobs. SB 333 has been codified in K.S.A. Section 44-1141. In addition, with the passage of HB 2760 in the 2024 Session and HB 2280 in the 2025 Session, substantial revisions to the definition of veteran were made for purposes of the veterans preference, which has been required under K.S.A. Section 73-201 since approximately 1886. The revised definition of veteran is much less complicated in determining eligibility and may have a broader scope. The current updates are necessary to ensure compliance with these changes to Kansas law.

Applicable Laws Or Regulatory Or Policy Authority:

• K.S.A Section 44-1141. State employment, promotion and retention preference for persons with disabilities; determination of primary preference when veteran's preference also asserted; job notice and application requirements; offer of interview required; right to not disclose disability; disclosure confidential; exceptions to preference.
• K.S.A. Section 73-201. Preference in governmental employment and promotion; notice when veteran not hired; notice of job openings, information regarding preference; remedy when preference not provided.

Other Relevant WSU Policies:

• WSU Policy 3.01 / Equal Opportunity
• WSU Policy 3.02 / Notice of Nondiscrimination

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden, Abby Burgess
• Human Resources - Vicki Whisenhant, Sheryl Propst, Diana Austin, Triniece Robertson, Kat Rodriguez, Cara Pierce, and Marcie Holsteen
• CTAC - Courtney McHenry, Preston Schroeder
• Faculty Senate - Chris Stone (shared)
• Staff Senate - Jacob Mendez (shared)
• University Deans (shared)

Other Notes For Consideration: Please note that links to the Kansas Statutes above may not yet reflect the most recent updates from the 2025 Legislative Session.

Owner Of Policy Request For Questions: Human Resources - Vicki Whisenhant

Date Policy Request To PET: August 25, 2025

This is a change to an existing policy.

Last Revised Date Of Policy: May 1, 2012

Initiating Authority: Human Resources

Summary Of Policy Or Policy Change: This policy is being revised to accurately reflect the University's current practices, to ensure compliance with all federal immigration requirements, and to clarify the requirements and limitations for sponsoring and employing foreign nationals to assist staff and faculty through the sponsorship process. Updates have also been made to conform to the University's policy format requirements.

The primary changes made:

• Policy has been reorganized for clarity.
• Subjects covered in policy have been updated to be more helpful and transparent to staff and faculty.
• Procedures have been removed and replaced with links to the University webpages that contain the updated procedures for requesting sponsorship and employment of foreign nationals.
• Definitions have been updated to accurately reflect the terms that are used in the policy and are helpful in relation to employment and sponsorship of foreign nationals at the University.
• Eligibility requirements and limitations for sponsorship have been clearly specified, including requirements for the position, visa categories, and the individual for whom sponsorship is sought.
• Clarified requirement of institutional interest.
• Clarified the necessary review and discretion involved.
• Clarified the roles, responsibilities, and decision-making authority of stakeholders.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy: The current policy has not been updated since 2012. University practices and procedures, as well as the laws governing employment of foreign nationals have evolved substantially since the last update. The purpose of the present updates is to accurately reflect the current practices of the University in the employment and sponsorship of foreign nationals, clarify the requirements and limitations in order to assist departments, faculty, and staff, and to ensure compliance with federal immigration laws and regulations.

Applicable Laws Or Regulatory Or Policy Authority:

• 8 U.S. Code Chapter 12 - IMMIGRATION AND NATIONALITY | U.S. Code | US Law | LII / Legal Information Institute
• 24-P-013 Employing Foreign Nationals (April 30, 2024) | Informational Messages and Circulars | Kansas Department of Administration
• For information on employment of Foreign Nationals, please visit the University's Employment of Foreign Nationals webpage.
• For information on employment of international students visit the Current International Students webpage.
• For information on hosting international exchange visitors, please visit the J-1 Exchange Visitors webpage for information on hosting exchange visitors.

Other Relevant WSU Policies:

• WSU Policy 8.02 / Regular Student Employment
• WSU Policy 13.20 / Out-of-State and International Travel

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden, Misha Jacob-Warren, Abby Burgess, Daniel Hilliard
• Human Resources - Vicki Whisenhant, Kat Rodriguez, Marcie Holsteen
• Senior Executive Vice President and Provost - Monica Lounsbery
• Executive Assistant to Provost - Laura Manning
• Finance and Operations - David Miller
• Faculty Matters - Linnea GlenMaye
• Office of International Education - Vince Altum
• Faculty Senate - Chris Stone (shared)
• Staff Senate - Jacob Mendez (shared)
• University Deans (shared)

Owner Of Policy Request For Questions: General Counsel and Human Resources

Date Policy Request To PET: July 22, 2025.

This is a change to an existing policy.

Current Policy Title: 1.09 / Strategic Plan Implementation.

Revised Policy Title: N/A.

Last Revised Date Of Policy: April 20, 2021.

Initiating Authority: The Office of the President.

Summary Of Policy Or Policy Change: Compliance related changes to this policy are required in light of recent changes to state and federal laws, orders, and guidance. Additionally, the following specific changes were made:

• Unit names and report titles have been updated.
• The section titled "Chair of the Committee" (Section III.A.3.) has been revised to reflect longstanding practice.
• References in Section III.B.3.a., to the "Wichita State University Alumni Association" and "Industry Engagement and Applied Learning" Units were removed as these Unit names are no longer correct, and the Units are covered in Section III.A.1.a.
• Finally, formatting updates were also made throughout to align the policy with the current policy form.

Applicable Laws Or Regulatory Or Policy Authority: N/A.

Other Relevant WSU Policies: N/A.

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Daniel Hilliard, Joe Dempewolf, Stacia Boden.
• Office of the President-Zachary Gearhart.
• Office of Academic Affairs-Ashlie Jack, Karla Jordan.
• Faculty Senate-(shared).
• Staff Senate-(shared).
• Deans-(shared).
• Student Affairs-Gabriel Fonseca, Scott Jensen.
• Campus of Applied Science and Technology (WSU Tech) -Justin Pfeifer.
• Military & Veteran Programs-Marche Fleming-Randle.
• Facilities Planning-Emily Patterson.
• Administration, Finance and Operations-Lyndsay Pletcher.
• Human Resources-Sheryl Propst.
• Information Technology Services-Ken Harmon, Mark Rodee.
• Research and Industry & Defense Programs-Tracee Friess.
• Strategic Communications and Marketing-Shelly Coleman Martins.
• Strategic Enrollment Management-Bobby Gandu.
• Wichita State University Foundation and Alumni Engagement-Jordyn Ortega.
• Student Government Association-SGA President and SGA Speaker.

Owner Of Policy Request For Questions: The Office of the President.

Date Policy Request To PET: July 22, 2025.

This is a change to an existing policy.

Current Policy Title: 3.02 / Notice of Nondiscrimination.

Revised Policy Title: N/A.

Last Revised Date Of Policy: August 22, 2023.

Initiating Authority: The Office of Civil Rights, Title IX & ADA Compliance (CTAC).

Summary Of Policy Or Policy Change: Compliance related changes to this policy are required in light of recent changes to state and federal laws, orders, and guidance. In addition, maintenance changes were made to align the policy format with our current policy form.

Applicable Laws Or Regulatory Or Policy Authority:

• 41 C.F.R. § 60-1.35(C)

• 48 C.F.R. § 52.222-26 Equal Opportunity

Other Relevant WSU Policies:

• WSU Policy 3.06 / Sexual Harassment, Discrimination and Retaliation for Employees, Students and Visitors
• WSU Policy 3.19 / Prohibition of Retaliation
• WSU Policy 3.46 / Veterans Preference in the Application Process

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Daniel Hilliard, Joe Dempewolf, Stacia Boden.
• CTAC-Courtney McHenry.
• HR-Vicki Whisenhant, Marcie Holsteen, Diana Austin.
• Faculty Senate-(shared).
• Staff Senate-(shared).
• Deans-(shared).

Owner Of Policy Request For Questions: The Office of Civil Rights, Title IX & ADA Compliance (CTAC).

Date Policy Request To PET: July 22, 2025.

This is an existing policy.

Current Policy Title: 3.29 / Search Waivers.

Revised Policy Title: N/A.

Last Revised Date Of Policy: October 03, 2023.

Initiating Authority: Human Resources.

Summary Of Policy Or Policy Change: Compliance related changes to this policy are required in light of recent changes to state and federal laws, orders, and guidance. Section IV.F., was updated to reflect current practice and maintenance changes were made to align the policy format with our current policy form.

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Daniel Hilliard, Joe Dempewolf, Stacia Boden.
• CTAC-Courtney McHenry.
• HR-Vicki Whisenhant, Marcie Holsteen, Diana Austin.
• Faculty Senate-(shared).
• Staff Senate-(shared).
• Deans-(shared).

Owner Of Policy Request For Questions: Human Resources.

Date Policy Request To PET: July 22, 2025.

This is a change to an existing policy.

Current Policy Title: 3.19 / Prohibition of Retaliation.

Revised Policy Title: N/A.

Last Revised Date Of Policy: August 22, 2023.

Initiating Authority: The Office of Civil Rights, Title IX & ADA Compliance (CTAC).

Summary Of Policy Or Policy Change: This policy was reviewed in light of recent changes to state and federal laws, orders, and guidance. Maintenance changes were made to update CTAC contact information and to align the policy format with our current policy form.

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Daniel Hilliard, Joe Dempewolf, Stacia Boden.
• CTAC-Courtney McHenry.
• HR-Vicki Whisenhant, Marcie Holsteen, Diana Austin.
• Faculty Senate-(shared).
• Staff Senate-(shared).
• Deans-(shared).

Owner Of Policy Request For Questions: The Office of Civil Rights, Title IX & ADA Compliance (CTAC).

Date Policy Request To PET: July 22, 2025.

This is a change to an existing policy.

Current Policy Title: 8.04 / Graduate Assistantships

Revised Policy Title: N/A

Last Revised Date Of Policy: January 30, 2018.

Initiating Authority: Graduate School Dean's Office.

Summary Of Policy Or Policy Change: Compliance related changes to this policy are required in light of recent changes to state and federal laws, orders, and guidance. In addition, maintenance changes were made to align the policy format with our current policy form.

Other Relevant WSU Policies:

• WSU Policy 3.02 / Notice of Nondiscrimination
• WSU Policy 3.06 / Sexual Harassment, Discrimination and Retaliation for Employees, Students and Visitors
• WSU Policy 3.19 / Prohibition of Retaliation
• WSU Policy 3.47 / Discrimination Review Procedures for Students, Employees and Visitors
• WSU Policy 8.05 / Student Code of Conduct
• WSU Policiy 9.13 / Misconduct in Research

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Daniel Hilliard, Joe Dempewolf, Stacia Boden.
• CTAC-Courtney McHenry.
• HR-Vicki Whisenhant, Marcie Holsteen, Diana Austin.
• Faculty Senate-(shared).
• Staff Senate-(shared).
• Deans-(shared).

Owner Of Policy Request For Questions: Graduate School Dean's Office.

Date Policy Request To PET: July 22, 2025.

This is a change to an existing policy.

Current Policy Title: 3.01 / Equal Opportunity and Affirmative Action.

Revised Policy Title: 3.01 / Equal Opportunity.

Last Revised Date Of Policy: August 22, 2023.

Initiating Authority: The Office of Civil Rights, Title IX & ADA Compliance (CTAC).

Summary Of Policy Or Policy Change: Compliance related changes to this policy are required in light of recent changes to state and federal laws, orders, and guidance. In addition, maintenance changes were made to align the policy format with our current policy form.

Applicable Laws Or Regulatory Or Policy Authority:

• Title VI of the Civil Rights Act of 1964
• Title VII of the Civil Rights Act of 1964
• Equal Pay Act of 1963
• Age Discrimination in Employment Act of 1967
• The Age Discrimination Act of 1975
• Title IX of the Education Amendments of 1972
• Section 503 of the Rehabilitation Act of 1973
• Section 504 of the Rehabilitation Act of 1973
• Americans with Disabilities Act
• The Vietnam Veterans Readjustment Assistance Act of 1974
• The Jobs for Veterans Act of 2002
• K.S.A. 44-1001
• K.S.A. 44-1111

Other Relevant WSU Policies:WSU Policy 3.02 / Notice of Nondiscrimination.

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Daniel Hilliard, Joe Dempewolf, Stacia Boden.
• CTAC-Courtney McHenry.
• HR-Vicki Whisenhant, Marcie Holsteen, Diana Austin.
• Faculty Senate-(shared).
• Staff Senate-(shared).
• Deans-(shared).

Owner Of Policy Request For Questions: The Office of Civil Rights, Title IX & ADA Compliance (CTAC).

Date Policy Request To PET: July 22, 2025.

This is a change to an existing policy.

Current Policy Title: 6.02 / Administration and Policy Interpretation.

Last Revised Date Of Policy: October 03, 2023.

Initiating Authority: N/A

Summary Of Policy Or Policy Change: Compliance related changes to this policy are required in light of recent changes to state and federal laws, orders, and guidance. In addition, minor maintenance changes were made to align the policy format with our current policy form.

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Daniel Hilliard, Joe Dempewolf, Stacia Boden.
• CTAC-Courtney McHenry.
• HR-Vicki Whisenhant, Marcie Holsteen, Diana Austin.
• Faculty Senate-(shared).
• Staff Senate-(shared).
• Deans-(shared).

Date Policy Request To PET: April 22, 2025

KBOR Approved: June 11, 2025

This is a change to an existing policy.

Last Revised Date Of Policy: May 20, 2015

Initiating Authority: Division of Student Affairs and Division of Administration, Finance and Operations

Summary Of Policy Or Policy Change: This policy is being revised to provide more clarity as to the conditions under which posting materials and sidewalk chalking is permissible on University Premises.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy: Over the past couple of years, the process and requirements for posting materials and sidewalk chalking have changed in such a way as to require updates to this policy to clarify and formalize these changes.

Applicable Laws or Regulatory or Policy Authority:

• KBOR Statement on Free Expression
• Kansas Board of Regents Policy Manual, Ch.II.E.16 Use of Campus Grounds and Facilities
• KBOR Statement on Free Expression
• Kansas Board of Regents Policy Manual, Ch.II.E.16 Use of Campus Grounds and Facilities

Other Relevant WSU Policies:

• WSU Policy: 3.17 / Political and Lobbying Activities by Employees
• WSU Policy: 11.12 / Use of University Campus for First Amendment Activities
• WSU Policy: 11.22 / Political Activities and Campus Facilities

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden, Daniel Hilliard, Joseph Dempewolf
• Student Affairs -Teri Hall, Gabriel Fonseca
• University and Event Meeting Services- James Brewster
• Workforce Professional and Community Education - Kimberly Moore
• UPD - Guy Schroeder
• RSC Event Services-Maria Ciski
• Strategic Communications-Shelly Coleman-Martins
• Human Resources - Lana Anthis, Julisa Khan, Diana Austin, Nathan Johnson
• Faculty Senate-Mathew Muether
• Staff Senate-Kennedy Rogers
• University Deans
• Student Government Association-Kylee Hower, Matthew Phan

Owner Of Policy Request For Questions: Stacia Boden and Teri Hall

Date Policy Request To PET: April 22, 2025

KBOR Approved: June 11, 2025

This is a change to an existing policy.

Last Revised Date Of Policy: December 5, 2023

Initiating Authority: Division of Student Affairs and Division of Administration, Finance and Operations

Summary Of Policy Or Policy Change: This policy is being revised to provide more clarity as to the requirements for engaging in expressive activity on University Premises, including adding definitions and more detail in the process for providing notice of an expressive activity, as well as the requirements for having such an event. In addition, the policy is being updated to conform with the University's standard policy format.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy: Over the past couple of years, the process and requirements for having an expressive activity on campus has improved and it was necessary to update the policy to clarify and formalize these improvements, including having all notices submitted to the same department and in the same manner.

Applicable Laws Or Regulatory Or Policy Authority:

• United States Constitution, Amendment 1
• KBOR Statement on Free Expression
• Kansas Board of Regents Policy Manual, Ch.II.E.16 Use of Campus Grounds and Facilities
• Kansas Board of Regents Policy Manual, Ch.II.F.2 Interference with Conduct of Institution

Other Relevant WSU Policies:

• WSU Policy 3.17 / Political and Lobbying Activities by Employees
• WSU Policy 11.10 / Poster/Flyer Policy for University Grounds and Facilities
• WSU Policy 11.15 / On-Campus Sales or Commercial Activities by Outside Businesses
• WSU Policy 11.22 / Political Activities and Campus Facilities
• WSU Policy 18.01 / Campus-Wide Law Enforcement

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden, Joe Dempewolf, Daniel Hilliard
• Student Affairs - Teri Hall, Gabriel Fonseca
• RSC Events Services - Maria Ciski
• University Event and Meeting Services - James Brewster
• Workforce Professional and Community Education - Kimberly Moore
• UPD - Guy Schroeder
• Strategic Communications - Shelly Coleman-Martins
• Human Resources - Lana Anthis, Julisa Khan, Diana Austin, Nathan Johnson
• Faculty Senate - Mathew Muether
• Staff Senate - Kennedy Rogers
• University Deans
• Student Government Association-Kylee Hower, Mathew Phan

Owner Of Policy Request For Questions: Stacia Boden and Teri Hall

Date Policy Request To PET:

April 22, 2025

This is a change to an existing policy.

Current Policy Title:

19.21 / UNIVERSITY DOMAIN NAMES

Revised Policy Title:

N/A

Last Revised Date Of Policy:

N/A

Initiating Authority:

Strategic Communications and Marketing

Summary Of Policy Or Policy Change:

This policy was approved by PET on February 02, 2025. After it was approved, additional feedback was received requesting small changes to the language.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

Specific changes were made to the following:

• Section III(C)(3). Changed term from "hostnames" to "URLs."
• Section IV(A)(1). Removed referenced to example name of CMS since it could change.
• Section IV(A)(3). Clarification to the Domain Language definition language.
• Section IV(A)(5). Hostname typo corrected.
• Section IV(A)(6). Clarification to IP Address definition.
• Section IV(A)(14). Clarification to URL definition.
• Section IV(A)(16). University Principal Domain Name definition removed because it was redundant.

Other Relevant WSU Policies:

• WSU Policy 19.04 / University Websites
• WSU Policy 20.11 / Use of the University's Name, Seal, Logos or Marks

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden, Daniel Hilliard
• Strategic Communications - Shelly Coleman-Martins
• ITS Networking - Keith Neufeld
• Tech Transfer & Commercialization - Rob Gerlach
• ITS Applications Development - Brett Morrill
• Strategic Communications - Tim Hart

Other Notes For Consideration:

N/A

Owner Of Policy Request For Questions:

Shelly Coleman-Martins

Date Policy Request To PET:

April 22, 2025

This is a change to an existing policy.

Last Revised Date Of Policy:

August 2, 2022

Initiating Authority:

Office of Academic Affairs

Summary Of Policy Or Policy Change:

• Modified language in Section I (A) to remove petitions to the President on negative recommendations from the deadline requirement in March.
• Modified language in Section I (A) to include April deadline for requests for meeting with the Provost and President to discuss (limited to situations where a person is not recommended by the President).

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

This policy is being revised to clarify what is included under the March and April deadlines for the review process outlined by this policy. The current March deadline includes "Petitions to the President of negative recommendations" in the 1st Friday in March deadline. This language is misleading when read in concurrence with WSU Policy 4.24 / Review for Tenure or Promotion: Procedures, which provides that any person not recommended by the President under 4.24 may request a meeting with the Provost and the President to discuss the recommendations. The current language of this policy could be read to apply to the request to discuss negative recommendations; however, it was meant to apply to the one appeal available to a candidate under review in the entire tenure or promotion review process that is separately provided for in 4.24.

Other Relevant WSU Policies:

WSU Policy 4.24 / Review for Tenure or Promotion: Procedures

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden, Daniel Hilliard
• Office of Academic Affairs-Linnea Glenmaye
• Faculty Senate-Mathew Muether
• Staff Senate-Kennedy Rogers
• University Deans

Owner Of Policy Request For Questions:

Office of Academic Affairs

Date Policy Request To PET:

February 25, 2025

This is a new policy.

Current Policy Title:

5.17 | INCLEMENT WEATHER AND EMERGENCY EVENT

Revised Policy Title:

N/A

Last Revised Date Of Policy:

N/A

Initiating Authority:

Academic Affairs and Finance and Administration

Summary Of Policy Or Policy Change:

This policy is being proposed to inform and govern University action in the event of Inclement Weather or other Emergency Events.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

This is a new policy that is consistent with past actions.

Applicable Laws Or Regulatory Or Policy Authority:

Other Relevant Wsu Policies:

20.03 / Closing the University in the Event of Severe Weather or Other Emergency Situations: This policy grants a general authority to the President and the President's designees to close campus facilities. This policy is being reviewed for removal or, the alternative, updated and moved to Chapter 11, Facilities.

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Daniel Hilliard, Stacia Boden
• Human Resources - Vicki Whisenhant, HR Leadership
• Provost's Office-Monica Lounsbery
• Student Affairs-Teri Hall
• Administration, Finance and Operations-David Miller
• Industry and Defense Program Division-Marcie Holsteen
• Faculty Senate-Mathew Muether
• Staff Senate-Kennedy Rogers

Other Notes For Consideration:

Owner Of Policy Request For Questions:

gc.policies@wichita.edu

Initiating Authority:

Housing and Residence Life

Reason Or Need For Policy:

This policy is being revised to replace the out of date “maintenance request” hyperlink under Section V. A., with language directing students to put in a maintenance request through their housing portal. A hyperlink to the Housing & Residential Life Handbook was also added for reference to Section III.H.

Applicable Laws, Authority or WSU Policy (if any):

• K.S.A. 31-132 et. seq.
• K.A.R. 22-1-1 et seq.
• 11.27 HVAC System Standards
• Housing & Residence Life Handbook

The following University Stakeholders were included:

• Office of the General Counsel – Daniel Hilliard, Stacia Boden
• Housing and Residence Life – Katie Austin

Date Policy Request To PET:

December 16, 2024

This is a change to an existing policy.

Current Policy Title:

20.25 / Human Trafficking of Persons Prohibited

Revised Policy Title:

N/A

Last Revised Date Of Policy:

November 27, 2018 (Effective)

Last revised: August 22, 2023

Initiating Authority:

The Office of General Counsel

Summary Of Policy Or Policy Change:

This is an update to ensure alignment with FAR 52.222-50.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

On July 18, 2024, a Federal Acquisition Regulation (FAR) Proposed Rule was published in the Federal Register, proposing changes to FAR 52.222-50, prompting review of the policy to ensure continued compliance. Formatting changes were also made to bring the policy up to date with our current policy form.

Applicable Laws Or Regulatory Or Policy Authority:

• FAR 52.222-50
• 2 CFR Part 175.105

Other Relevant Wsu Policies:

N/A

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden, Misha Jacob-Warren, Daniel Hilliard
• Office of Research; IDP Contracts and Grants-Amy Smith, Lisa Haggard, Karen Davis
• Office of Human Resources-Vicki Whisenhant, Diana Austin, Lana Anthis, Julisa Khan, Nathan Johnson
• Office of Financial Operations-Troy Bruun

Other Notes For Consideration:

N/A

Owner Of Policy Request For Questions:

General Counsel

Date Policy Request:

November 5, 2024

Last Revised Date of Policy:

September 18, 2024

Initiating Authority:

General Counsel

Summary Of Policy Or Policy Change:

This maintenance request is needed to reflect that a 2.0 GPA requirement is required for eligibility for tuition assistance in an undergraduate program and a 3.0 GPA requirement for eligibility for tuition assistance in a graduate program.

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

Office of the General Counsel – Stacia Boden, Daniel Hilliard

Owner Of Policy Request For Questions:

Stacia Boden - General Counsel

Date Policy Request To PET:

October 22, 2024

This is a change to an existing policy.

Current Policy Title:

4.13 / Chair Policy And Procedures

Last Revised Date Of Policy:

November 15, 2011

Initiating Authority:

Faculty Senate

Summary Of Policy Or Policy Change:

This policy is being revised to update eligibility requirements to serve as department chair. In addition, the policy was reorganized and reformatted for purposes of clarification and to conform with the University's standard policy format.

Specific changes made were:

• Update to eligibility for chair, striking the language that did not allow eligibility for chair for any rank less than assistant professor.
• Striking language that allowed the electorate to limit eligibility requirements by majority vote.
• Added language allowing any Full-Time, Eligible Faculty Member to serve as department chair.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

This policy was revised to clarify eligibility requirements to serve as department chair.

Applicable Laws Or Regulatory Or Policy Authority:

Constitution of the Faculty Senate

Rules of the Faculty Senate Intro

Other Relevant Wsu Policies: N/A

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden and Daniel Hilliard
• Faculty Senate-Mathew Muether and Jolynn Dowling
• Council of Deans
• Human Resources-Vicki Whisenhant, Lana Anthis, Diana Austin, and Julisa Khan

Owner Of Policy Request For Questions:

Faculty Senate

Date Policy Request To PET:

October 22, 2024

This is a new policy.

Current Policy Title:

19.20 / Data Sensitivity Classification

Initiating Authority:

Information Security and Chief Data Officer

Summary Of Policy Or Policy Change:

The State of Kansas requires that all State agencies classify data based upon the sensitivity of the information. This policy provides the criteria and classification levels for all University data. This is also a federal requirement for protecting information under NIST 800-171/CMMC for NIAR, in addition to providing protections to the University.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

This policy has been created to ensure compliance with state and federal requirements for data classification and protection and to address audit findings related thereto.

Applicable Laws Or Regulatory Or Policy Authority:

ITEC Policy 8010A: Kansas Data Compliance Requirements

ITEC Policy 7230A: Information Technology Security Standards

NIST Special Publication 800-171

Other Relevant WSU Policies:

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden, Daniel Hilliard and Misha Jacob-Warren
• Information Security - Mark Rodee, Gina Riggs
• Information Technology - Ken Harmon
• Council of Deans
• Faculty Senate
• Chief Data Officer - David Wright
• IDP IT - Chris Synder
• Media Resource Center - John Jones
• Staff Senate
• Human Resources - Vicki Whisenhant and HR leadership

Owner Of Policy Request For Questions:

David Wright

Date Policy Request To PET:

September 24, 2024

This is a change to an existing policy.

Current Policy Title:

4.29 / Review for Non-Tenure Track Faculty Promotion: Procedures

Revised Policy Title:

4.29 / Review for Non-Tenure Track Faculty Promotion: Procedures

Last Revised Date Of Policy:

December 11, 2017

Initiating Authority:

FACULTY SENATE & ACADEMIC AFFAIRS

Summary Of Policy Or Policy Change:

This policy was updated to modify the language on the composition of the non-tenure track faculty promotion committee at the University level review stage. In addition, the policy was reorganized and reformatted for purposes of clarification and to conform with the University's standard policy format.

Specific changes made were:

• Struck language stating that the review Committee at the University level was the same composition as the members of the Faculty Senate Tenure and promotion Committee.
• Updated language to state that the review Committee at the University level is the ("NTT"), promotion Committee, whose general charge and composition is established in the Faculty Senate rules.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

This policy was modified to update the language specifying the membership of the non-tenure track faculty promotion Committee.

Applicable Laws Or Regulatory Or Policy Authority:

Constitution of the Faculty Senate (wichita.edu)

Rules of the Faculty Senate Intro (wichita.edu)

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden and Daniel Hilliard
• Faculty Senate - Mathew Muether and Jolynn Dowling

Owner Of Policy Request For Questions:

Faculty Senate and Academic Affairs

Date Policy Request To PET:

August 12, 2024

Date Policy Approved By KBOR:

September 18, 2024

This is a change to an existing policy.

Current Policy Title:

3.42 / Tuition Assistance Program for Employee

Revised Policy Title:

3.42 / Tuition Assistance Program for Employees

Last Revised Date Of Policy:

December 1, 2018

Initiating Authority:

Human Resources

Summary Of Policy Or Policy Change:

This policy is being revised to clarify the tuition assistance program for employees, including updating definitions, eligibility, requirements, and administrative procedures. In addition, the policy was reorganized and reformatted for purposes of clarification and to conform with the University's standard policy format.

Specific changes made were:

• Updated requirements for eligibility, including requiring minimum GPA rather than course related academic standing, not being on unpaid leave, and separation of employment.
• Updated the definition for benefit-eligible employee, to include teaching faculty as well as non-teaching faculty, and to clarify that ICAA employees are eligible for assistance.
• Clarified eligibility requirements and what courses/programs qualify for tuition assistance.
• Updated to require minimum GPA rather than course related academic standing.
• Updated to remove requirements related to performance evaluations because not every employee has an evaluation.
• Updated to include limitation on assistance for graduate courses.
• Clarified policy on adding and withdrawing from courses, and updated administrative procedure related to withdrawal of courses.
• Updated administrative procedure to address the prioritization process in the event of insufficient funding.
• Updated administrative procedure to address requests for time off and how to address disputes under the Internal Dispute Resolution.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

This policy was revised to update and provide clarity on the tuition assistance program for employees.

Applicable Laws Or Regulatory Or Policy Authority:

Kansas Board of Regents Policy Manual, Chapter II.D.1. Tuition and Fees

Other Relevant Wsu Policies:

• WSU Policy 3.15 / Internal Dispute Resolution Process
• WSU Policy 3.43 / Tuition Assistance Program for Spouses and Dependent Children

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden
• Human Resources - Jamie Olmsted, Vicki Whisenhant, Rebecca Reiling, Sheryl Propst, Susan Martin, Marcie Holsteen, Sara McIntyre, Ginny Mertes, Cara Tucker, Lana Anthis, Julisa Khan, Diana Austin
• Financial Aid - Angie Zeorlin and Sheelu Surender
• Student Accounts Receivable - Robyn Bongartz
• Financial Operations - Troy Bruun and Ryan Lohfink
• Faculty Senate - Jolynn Dowling [PENDING]
• Staff Senate - Kennedy Rogers [PENDING]

Owner Of Policy Request For Questions:

Jamie Olmsted - Human Resources

Additional Notes

Following the discussion and approval at the PET meeting, but prior to the approval of the policy by KBOR, the definition "Benefit Eligible" was relocated in the definitions section to the first defined term to ensure the defined terms were listed in alphabetical order.

Date Policy Request To PET:

May 28, 2024

This is a change to an existing policy.

Last Revised Date Of Policy:

March 29, 2016

Initiating Authority:

Finance and Operations

Summary Of Policy Or Policy Change:

Following the recent University reorganization, this policy is being revised to incorporate K.S.A. 76-770 and streamline purchasing for those departments and entities that operate primarily with moneys received from federal agencies and other external sources.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

Applicable Laws Or Regulatory Or Policy Authority:

KSA 76-769, 76-770, KBOR

Other Relevant Wsu Policies:

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel
• Provost
• VP for Finance and Administration
• Executive VP for Research and Industry & Defense Programs

Other Notes For Consideration:

Owner Of Policy Request For Questions:

Office of General Counsel

Date Policy Request To PET:

March 26, 2024

This is a change to an existing policy.

Current Policy Title:

13.05 / Tuition and Fees Payment Plan

Revised Policy Title:

N/A

Last Revised Date Of Policy:

June 30, 2016

Initiating Authority:

Financial Services

Summary Of Policy Or Policy Change:

This policy is being revised to ensure compliance with federal laws regarding the withholding of student transcripts in connection with unpaid balances owed to the University. Specifically, the language stating that transcripts will not be released to students with unpaid balances under Section II.B of the current policy is being removed. In addition, revisions were made to clarify the University's practice of placing holds on diplomas and enrollment in connection with unpaid balances, and directions to contact Financial Operations to resolve such holds was added. Finally, minor updates were made to conform with the University's standard policy format.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

In the fall of 2022, the Consumer Financial Protection Bureau (CFPB) issued supervisory guidance, explaining that institutions that provide private educational loans, including institutions of higher education offering tuition payment plans, fall under the authority of the CFPB. The CFPB further directed that blanket policies to withhold transcripts in connection with an extension of credit by these institutions are abusive under the Consumer Financial Protection Act.

Subsequently, in the fall of 2023, the Department of Education (DOE) issued new regulations (effective July 1, 2024) that require the release of official transcripts for payment periods that the student received Title IV financial aid and all institutional charges for that payment period were paid or included in an agreement to pay.

After careful consideration and consultation with University partners that are involved in the process for withholding transcripts in connection with unpaid balances owed to the University, Financial Operations has determined that the best course of action is to discontinue the withholding of transcripts in connection with unpaid institutional charges. The current policy revisions are being made to reflect this decision.

Applicable Laws Or Regulatory Or Policy Authority:

• U.S. Federal Title IV Regulations, 34 CFR 668
• Supervisory Highlights, Student Loan Servicing, Special Edition (Issue 27, Fall 2022)

Other Relevant WSU Policies:

• WSU Policy 13.04 / Tuition and Fees Refunds

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden
• Financial Operations - Robyn Bongartz, Ryan Lohfink and Troy Bruun
• Registrar's Office - Gina Crabtree
• International Education - Vince Altum
• OneStop Student Services - Aaron Hamilton and Addie James
• Academic Affairs - Linnea GlenMaye
• Financial Aid - Sheelu Surender
• Student Engagement - Gabriel Fonseca
• Faculty Senate - Jolynn Dowling (shared)
• Staff Senate - Kennedy Rogers (shared)

Other Notes For Consideration:

Policy 13.04 / Tuition and Fees Refunds is also being revised for the same purpose as the present policy.

Owner Of Policy Request For Questions:

Financial Operations - Robyn Bongartz

Date Policy Request To PET:

March 26, 2024

This is a change to an existing policy.

Last Revised Date Of Policy:

August 17, 2021

Initiating Authority:

Financial Services

Summary Of Policy Or Policy Change:

This policy is being revised to ensure compliance with federal laws regarding the withholding of student transcripts in connection with unpaid balances owed to the University. Specifically, the language stating that transcripts will not be released to students until University charges are paid under Section IV.A is being removed. In addition, revisions were made to clarify the University's practice of placing holds on diplomas and enrollment in connection with unpaid balances, and directions to contact Financial Operations to resolve such holds was added. Finally, minor updates were made to conform with the University's standard policy format.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

In the fall of 2022, the Consumer Financial Protection Bureau (CFPB) issued supervisory guidance, explaining that institutions that provide private educational loans, including institutions of higher education offering tuition payment plans, fall under the authority of the CFPB. The CFPB further directed that blanket policies to withhold transcripts in connection with an extension of credit by these institutions are abusive under the Consumer Financial Protection Act.

Subsequently, in the fall of 2023, the Department of Education (DOE) issued new regulations (effective July 1, 2024) that require the release of official transcripts for payment periods that the student received Title IV financial aid and all institutional charges for that payment period were paid or included in an agreement to pay.

After careful consideration and consultation with University partners that are involved in the process for withholding transcripts in connection with unpaid balances owed to the University, Financial Operations has determined that the best course of action is to discontinue the withholding of transcripts in connection with unpaid institutional charges. The current policy revisions are being made to reflect this decision.

Applicable Laws Or Regulatory Or Policy Authority:

Other Relevant WSU Policies:

• WSU Policy 13.05 / Tuition and Fees Payment Plan

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden
• Financial Operations - Robyn Bongartz, Ryan Lohfink and Troy Bruun
• Registrar's Office - Gina Crabtree
• International Education - Vince Altum
• OneStop Student Services - Aaron Hamilton and Addie James
• Academic Affairs - Linnea GlenMaye
• Financial Aid - Sheelu Surender
• Student Engagement - Gabriel Fonseca
• Faculty Senate - Jolynn Dowling (shared)
• Staff Senate - Kennedy Rogers (shared)

Other Notes For Consideration:

Policy 13.05 / Tuition and Fees Payment Plan is also being revised for the same purpose as the present policy.

Owner Of Policy Request For Questions:

Financial Operations - Robyn Bongartz

Date Policy Request To PET:

February 27, 2024

This is an existing policy.

Current Policy Title:

11.23 / Animals on Campus

Revised Policy Title:

11.23 / Animals on University Premises

Last Revised Date Of Policy:

August 1, 2010 (Effective Date)

Initiating Authority:

Office of Student Accommodations and Testing, University Police Department, and Facilities Services

Summary Of Policy Or Policy Change:

This policy is being revised to ensure compliance with both state and federal law, to clarify the requirements for having an animal on campus consistent with current practices, and to update to the University's standard policy format.

Specific changes made were to the following:

• Updated title and policy to address animals on "university premises" rather than just campus.
• Clarified requirements and limitations for having animals on campus consistent with state and federal laws and current practices.
• Defined the different types of animals, including Service Animals, Professional Therapy Dogs, and Assistance Animals consistent with governing laws, including the ADA, the Fair Housing Act, and State laws.
• Clarified what type of animals are permitted inside University buildings, including the residence halls.
• Clarified that Pets and Assistance Animals are not permitted at organized athletic events, consistent with current practice.
• Provided guidance on how to proceed when it is not readily apparent whether an animal is a Service or Assistance Animal in accordance with federal law, or whether an animal is a Professional Therapy Dog under state law, and when these animals can be excluded from campus.
• Added contacts for individuals to direct questions and complaints to, consistent with current practices.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

Updates to this policy were necessary to ensure that University procedures for dealing with Service and Assistance Animals, and Professional Therapy Dogs are in compliance with federal and state laws and to clarify the requirements and limitations for having animals on University premises, consistent with current practices.

Applicable Laws Or Regulatory or Policy Authority:

1. Kansas White Cane Law, K.S.A. § 39-1101, et seq.
2. Americans with Disabilities Act, 42 U.S.C.A. § 12101, et seq.
3. Fair Housing Act, 42 U.S.C. § 3601, et seq.
4. ADA Regulations, 28 C.F.R. § 35.104
5. ADA Regulations, 28 C.F.R. § 35.106

Other Relevant WSU Policies:

1. WSU Policy 8.10 / Students with Disabilities
2. Housing Accommodations Webpage
3. Workplace Accommodations Webpage

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of General Counsel - Stacia Boden
• Office of Student Accommodations and Testing - Isabel Medina
• Student Affairs/Housing and Residence Life - Teri Hall, Scott Jensen and Katie Austin
• Office of Civil Rights, Title IX & ADA Compliance - Courtney McHenry and Crissy Magee
• Facilities Services - Eason Bryer
• University Police Department - Guy Schroder
• Rhatigan Student Center Event Services - Maria Ciski
• University Event and Meeting Services - Kim Moore and James Brewster
• Athletics - Brad Pittman
• Human Resources - Vicki Whisenhant and Rebecca Reiling
• Faculty Senate - Jolynn Dowling (shared)
• Staff Senate - Kennedy Rogers (shared)

Other Notes For Consideration:

N/A

Owner Of Policy Request For Questions:

Office of General Counsel

Date Policy Request To PET:

February 27, 2024

This is an Existing policy.

Last Revised Date Of Policy:

Effective February 23, 2018

Initiating Authority:

Human Resources

Summary Of Policy Or Policy Change:

This policy is being revised to:

• Update to current standard format and clarify the progressive coaching and corrective steps.
• Add separate paragraph to the procedures section to clarify the application of the coaching and corrective action steps.
• Clarify that matters of dismissal and low performance for tenured faculty will be addressed under Policy 4.34.
• Update definitions to: coaching plan, employee, separation, leadership, and controlled affiliated organizations.
• Remove separate sections on Employee and Leadership responsibilities.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

This policy was revised to provide clarity on coaching and corrective action.

Other Relevant WSU Policies:

1. WSU Policy 3.15 / Internal Dispute Resolution Process
2. WSU Policy 3.41 / Separation of Employment
3. WSU Policy 4.04 / Resolution of Internal Disputes for Faculty
4. WSU Policy 4.34 / Dismissal For Cause

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

Office of the General Counsel - Stacia Boden

The revisions were initiated by a committee formed to review Policies 3.48, Policy 4.06, and Policy 4.34. The committee was comprised of Leadership representing General Counsel, CTAC, AA AVP, representatives for Deans, representatives for Associate Dean, representatives for chairs, Faculty Senate President, and Human Resources.

• Human Resources - HRBP team and HR Leadership Team
• Faculty Senate - Jolynn Dowling
• Staff Senate - Kennedy Rogers

Owner Of Policy Request For Questions:

Rebecca Reiling

Date of Policy Request:

January 30, 2024

This is a change to an existing policy.

Last Revised Date Of Policy:

November 2, 2016

Initiating Authority:

Academic Affairs

Summary Of Policy Or Policy Change:

This policy is being revised to align with KBOR policy regarding minimum score requirements for spoken English competency for faculty and graduate assistants. In addition, minor updates were made to accurately reflect KBOR policy language and to comply with the University's standard policy format.

The following specific changes were made:

• The minimum score on the speaking section of the Test of English as a Foreign Language internet Based Test (TOEFL iBT) was changed from 23 to 22.
• Initiating authority was added.
• The quote from KBOR policy at the beginning of the policy was updated to match the current KBOR language.
• Minor changes to formatting were updated and a revisions section was added.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

Policy 3.09 sets forth the English Language Proficiency requirements for the University's faculty and graduate assistants. Since approximately 2012, Policy 3.09 has required a minimum score of 23 on the spoken section of the TOEFL iBT. The KBOR Policy Manual did not include a minimum score for the spoken section of the TOEFL iBT until approximately 2021, and when it was added, KBOR set the minimum at 22. The current revisions to Policy 3.09 were made to align with the minimum score set by KBOR for the spoken section of the TOEFL iBT.

We are moving these limited revisions forward quickly so that the minimum TOEFL score in the Graduate Catalog can be updated in February 2024.

Applicable Laws Or Regulatory Or Policy Authority:

Kansas Board of Regents Policy Manual, Chapter II, Section C, Item 2.b.iii

Other Relevant Wsu Policies:

WSU Policy 8.04 / Graduate Assistantships

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden
• Academic Affairs - Linnea GlenMaye
• Office of International Education - Vince Altum
• Graduate School - Coleen Pugh, Enrique Navarro, Aaron Coffey, and Denise Gimlin
• Faculty Senate - Jolynn Dowling
• Staff Senate - Jason Bosch

Other Notes For Consideration:

Policy 8.04 / Graduate Assistantships will also need to be updated regarding the TOEFL score, but this policy will come at a later date as additional changes are needed.

Owner Of Policy Request For Questions:

General Counsel Office

Date Policy Request:

January 30, 2024

This is a change to an existing policy.

Last Revised Date Of Policy:

February 1, 2013

Initiating Authority:

General Counsel

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

This maintenance request is necessary to update a link referenced in this policy. In addition, a Revision Dates section was added to the policy to conform with the University's standard policy format.

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

Office of the General Counsel - Stacia Boden

Owner Of Policy Request For Questions:

Stacia Boden

Date of Policy Request:

January 23, 2024

This is a change to an existing policy.

Last Revised Date Of Policy:

October 3, 2023 (maintenance only)

Initiating Authority:

Academic Affairs

Summary Of Policy Or Policy Change:

This policy is being revised to update the requirements for appointment of ombudspersons, including increasing the number of appointments to four, removing the requirement that ombudspersons must be former presidents, increasing the term of appointment from three to four years, and requiring training for those appointed. In addition, minor changes were made to formatting to reflect the University's standard policy format.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

To align ombudsperson language with policy revisions approved by Faculty Senate. Policy change will require mandatory training and afford opportunity for larger pool of qualified faculty.

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden
• Faculty Senate - Jolynn Dowling
• Staff Senate - Jason Bosch (shared as FYI)

Owner Of Policy Request For Questions:

Faculty Senate - Jolynn Dowling

Date Policy Request To Pet:

December 5, 2023

This is a change to an existing policy.

Current Policy Title:

1.06 / Affiliated Corporations

Revised Policy Title:

1.06 / Controlled Affiliated Organizations

Last Revised Date Of Policy:

June 17, 2016

Initiating Authority:

Office of General Counsel

Summary Of Policy Or Policy Change:

This policy and its title are being revised to clarify that its coverage is limited to "controlled" affiliated organizations. A definition for "controlled affiliated organization" has been added to further clarify what the policy covers. In addition, the Alumni Association has been removed from the list of organizations because it is no longer a controlled affiliate organization since it has merged under the Wichita State University Foundation and Alumni Engagement. Updates were also made to conform to the current standard University policy format.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

The revisions were necessary to reduce confusion about the coverage of the policy and to remove the Alumni Association from the list of controlled affiliates since it has merged under the Wichita State University Foundation and Alumni Engagement.

Applicable Laws Or Regulatory Or Policy Authority:

Kansas Board of Regents, Policy Manual, Ch. II / Fiscal Management and Business Administration / Affiliated Corporations

Other Relevant Wsu Policies:

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of General Counsel - Stacia Boden
• WSU Foundation - Elizabeth King & Stacie Williamson
• Faculty Senate - Jolynn Dowling (shared)
• Staff Senate - Jason Bosch (shared)

Owner Of Policy Request For Questions:

Office of General Counsel

Date Policy Request:

December 5, 2023

This an existing policy.

Initiating Authority:

The Office of General Counsel

Summary Of Policy Or Policy Change:

Policy maintenance updates are necessary due to changed position titles in the Division of Student Affairs, which are referenced in our policies and procedures, including the above listed policies. In addition, Revision Dates sections have been added as needed.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

This policy was prepared to provide uniform requirements for the use of inflatables on campus. The activity is commonly known to have a high risk of injury, but the University did not previously have a policy on this topic.

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden
• Vice President for Student Affairs — Teri Hall
• Student Affairs - Alicia Newell

Owner Of Policy Request For Questions:

Office of the General Counsel

Date Policy Request To PET:

December 5, 2023

This is a change to an existing policy.

Current Policy Title:

8.03 / Federal Work-Study

Revised Policy Title:

N/A

Last Revised Date Of Policy:

February 7, 2019

Initiating Authority:

Office of Financial Aid and Scholarships

Summary Of Policy Or Policy Change:

This policy is being revised to make a limited substantive update to II.B.1 (revised to III.B.1) to increase the number of hours that undergraduate and graduate students in the Federal Work Study Program are permitted to work during the academic year, from 20 hours to 30 hours per week. Because the Office of Financial Aid would like to implement this change very quickly, beginning with FY24 Pay Period #2 (beginning on 12/24/2023, ending on 01/06/2024, and pay date 01/19/2024), the revisions have been limited to the discrete revision requested, with limited updates to the policy format in conformance with the standard WSU policy format, including adding the Initiating Authority and a revision dates section. In addition, a maintenance update was made to change Career Development Services to Shocker Career Accelerator in revised Section III.C.1.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

The Office of Financial Aid, Payroll, and Accounts Receivable have recently agreed that students in the Federal Work Study Program should be allowed to work up to 30 hours per week during the academic year, with the goal of benefitting the University departments overall and encouraging more departments to utilize the Federal Work Study Program. The current policy limits students in the Federal Work Study Program to working 20 hours per week. Consequently, to implement the increased hours, the policy will need to be revised.

Applicable Laws Or Regulatory Or Policy Authority:

Other Relevant Wsu Policies:

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden
• Office of Financial Aid - William Fulls
• Accounts Receivable - Robyn Bongartz
• Payroll - Mindy Dixon
• Human Resources - Vicki Whisenhant
• Student Affairs - Gabriel Fonseca
• Faculty Senate - Jolynn Dowling
• Staff Senate - Jason Bosch

Other Notes For Consideration:

Owner Of Policy Request For Questions:

Financial Aid - William Fulls

Date Policy Request:

December 5, 2023

This an existing policy.

2.17 / Student Academic Integrity

Last Revised Date Of Policy:

January 24, 2023

Initiating Authority:

The Office of General Counsel

Summary Of Policy Or Policy Change:

Policy maintenance updates are necessary due to changed position titles in the Division of Student Affairs, which are referenced in our policies and procedures, including the above listed policies. In addition, Revision Dates sections have been added as needed.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

This policy was prepared to provide uniform requirements for the use of inflatables on campus. The activity is commonly known to have a high risk of injury, but the University did not previously have a policy on this topic.

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden
• Vice President for Student Affairs — Teri Hall
• Student Affairs - Alicia Newell

Owner Of Policy Request For Questions:

Office of the General Counsel

Date Policy Request:

December 5, 2023

This an existing policy.

3.47 / Discrimination Review Procedures for Students, Employees and Visitors

Initiating Authority:

The Office of General Counsel

Summary Of Policy Or Policy Change:

Policy maintenance updates are necessary due to changed position titles in the Division of Student Affairs, which are referenced in our policies and procedures, including the above listed policies. In addition, Revision Dates sections have been added as needed.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

This policy was prepared to provide uniform requirements for the use of inflatables on campus. The activity is commonly known to have a high risk of injury, but the University did not previously have a policy on this topic.

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden
• Vice President for Student Affairs — Teri Hall
• Student Affairs - Alicia Newell

Owner Of Policy Request For Questions:

Office of the General Counsel

Date Policy Request To Pet:

December 5, 2023

This an existing policy.

Current Policy Title:

19.18 Third Party Data Transfers

Revised Policy Title:

N/A

Last Revised Date Of Policy:

October 11, 2022

Initiating Authority:

Information Security / Chief Data Officer

Summary Of Policy Or Policy Change:

This policy sets forth the requirements for the transfer of university restricted information. This policy was initially approved by PET on October 11, 2022. Additional edits are being made to clarify the types of data requests that do not have to receive formal approval from the Data Management Committee and IDP IT and do not require an accompanying agreement (such as protected student or medical information disclosed pursuant to a signed authorization and release).

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

State of Kansas Information Technology Security Standard (ITEC) 7230A requires all state of Kansas agencies, including WSU, to employ mechanisms to ensure the confidentiality, availability and integrity of Restricted-Use Information. Pursuant to ITEC 7230A, "Restricted-Use Information" includes personal financial information (PFI), personally identifiable information (PII), and protected health information (PHI). Creation of a specific policy for transfer of Restricted-Use Information was also noted as an area of improvement for WSU during the university's most recent LPA.

Applicable Laws Or Regulatory Or Policy Authority:

Kansas Information Technology Security Standard (ITEC) 7230A

Other Relevant Wsu Policies:

• WSU Policy 3.12 / Security and Confidentiality of Student Records and Files
• WSU Policy 20.17 / Protected Health Information
• WSU Policy 20.18 / Privacy of Financial Information

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Misha Jacob-Warren; Stacia Boden
• Information Security - Mark Rodee
• Academic Affairs - David Wright
• Faculty Senate - Jolynn Dowling (shared)
• Staff Senate - Jason Bosch (shared)

OTHER NOTES FOR CONSIDERATION: This is a compliance policy.

Owner Of Policy Request For Questions:

Information Security / Chief Data Officer

Date Policy Request To Pet:

December 5, 2023

This is a new policy.

Current Policy Title:

19.19 / Prohibited Use of TikTok and Other ByteDance Covered Applications and Services

Revised Policy Title:

N/A

Last Revised Date Of Policy:

N/A

Initiating Authority:

Office of General Counsel and Information Security

Summary Of Policy Or Policy Change:

This new policy sets forth the University's prohibitions on the use of TikTok and similar applications provided by ByteDance Limited on the University's network, University provided devices, and on any electronic device that is used in the performance of a federal government grant or contract.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

In June 2023, the federal government issued a new rule, Federal Acquisition Regulation, 48 C.F.R. 52.204-27, which prohibits the presence or use of any application or service developed or provided by ByteDance Limited, including the social networking service TikTok, on any information technology equipment used in the performance of a federal contract. The purpose of this policy is to formalize and further clarify the prohibitions that the University has already put in place to ensure compliance with the new federal rule.

Applicable Laws Or Regulatory Or Policy Authority:

• Consolidated Appropriations Act, December 23, 2023, Pub. L. No. 117-328, div. R, §§ 101-02, No TikTok on Government Devices Act
• FAR 52.204-27 Prohibition on a ByteDance Covered Application
• FAR 4.2203 Contract clause
• Memorandum M-23-13, "No TikTok on Government Devices" Implementation Guidance, issued by the Office of Management and Budget on February 27, 2023

Other Relevant Wsu Policies:

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden and Misha Jacob-Warren
• Information Security - Mark Rodee
• IDP Information Security - Chris Snyder
• IDP Information Security - Jeff Westeman
• Staff Senate - Jason Bosch (shared)
• Faculty Senate - Jolynn Dowling (shared)

Other Notes For Consideration:

Owner Of Policy Request For Questions:

Office of General Counsel

Date Policy Request:

Oct. 3, 2023

Initiating Authority:

General Counsel

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

Policy maintenance to update position titles and add revision dates sections.

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel
• Human Resources – Vicki Whisenhant

Owner Of Policy Request For Questions:

Stacia Boden

Initiating Authority:

General Counsel.

Summary of Policy or Policy Change:

Policy maintenance to update Links and add revision dates sections.

The following University Stakeholders were included:

• General Counsel’s Office — Stacia Boden

Date Policy Request To PET:

October 3, 2023

This is a change to an existing policy.

Current Policy Title:

8.21 / Accommodations for Pregnant and Parenting Students

Revised Policy Title:

8.21 / Pregnant and Parenting Students

Last Revised Date Of Policy:

May 21, 2018

Initiating Authority:

Office of Student Accommodations and Testing and Office of Civil Rights, Title IX & ADA Compliance

Summary Of Policy Or Policy Change:

This policy is being revised to clarify the services and accommodations available to students who are pregnant or have a pregnancy-related condition, and parenting students, and to ensure compliance with federal laws and regulations. Further the procedures for requesting services and accommodations for pregnancy, pregnancy-related conditions, and parenting students were updated, including clarification as to which offices requests should be submitted and to which office(s) appeals should be made. These updates are consistent with the current policy, but required clarification. The title of the policy was updated to accurately reflect the scope of the policy. General updates were also made to language and organization for purposes of overall clarity, and to conform with WSU's standard policy format.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

Revisions to this policy were necessary to clarify what services and/or accommodations are available to students who are pregnant or have a pregnancy-related condition, and parenting students, and from which offices those services should be requested.

Applicable Laws Or Regulatory Or Policy Authority:

• Americans with Disabilities Act of 1990
• Title IX of the Education Amendments of 1972
• Section 504 of the Rehabilitation Act of 1973
• Pregnancy Workers Fairness Act

Other Relevant WSU Policies:

• WSU Policy 3.38 / Lactation Support for Employees
• WSU Policy 4.19 / Tenure Policy

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden
• Office of Civil Rights, Title IX & ADA Compliance - Courtney McHenry
• Office of Student Accommodations and Testing - Isabel Medina Kaiser
• Academic Affairs - Linnea GlenMaye
• Office of Student Engagement - Gabriel Fonseca
• Faculty Senate - Jolynn Dowling (shared)
• Staff Senate - Jason Bosch (shared)

Owner Of Policy Request For Questions:

Stacia Boden, General Counsel

Initiating Authority:

General Counsel.

Summary of Policy or Policy Change:

Policy maintenance to update Links and add revision dates sections.

Applicable Laws or Authority (if any):

N/A

The following University Stakeholders were included:

• General Counsel’s Office: Stacia Boden

Initiating Authority:

Human Resources Business Partners.

Summary of Policy or Policy Change:

Revised Policy:

• Update title to add in word “Lactation: and change “of” to “for”
• Updated policy purpose
• Add in definitions – in particular to define what could be used as a “lactation station”

Reason Or Need For Policy:

Goal for all policies are to be reviewed at least every 2-3 years to ensure it is accurate and up to date. This policy was last updated in 2011.

Applicable Laws or Authority (if any):

1. Department of Labor: Nursing Mothers
2. K.S.A 65-1,248

The following University Stakeholders were included:

• Human Resources Business Partner Team –
  • Jamie Olmsted, Leader of Total Rewards
  • Sheryl Propst, Assistant Director
  • Susan Martin, Director of HR Operations and Systems
  • Marcie Holsteen, HR Professional
  • Judy Espinoza, Executive Director HR
• General Counsel’s Office – Molly Gordon, Associate General Counsel
• Faculty Senate
• UP Senate
• USS Senate
• Faculty - Jolynn Dowling (International Board Certified Lactation Consultant)

Date Policy Request To Pet:

August 22, 2023

Current Policy Title:

20.12 / Usage of Multi-Passenger Vans

Revised Policy Title:

N/A

Last Revised Date Of Policy:

November 1, 2006

Initiating Authority:

The Vice President for Finance and Administration

Summary Of Policy Or Policy Change:

Rescind policy.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

This policy has been combined with Policy 20.19 / Driving State Vehicles. Accordingly, this policy will need to be rescinded along with the approval of the revisions to Policy 20.19. Please see WSU Policy Approval Cover Page for Policy 20.19 for a complete description of the revisions and need for rescission.

Applicable Laws Or Regulatory Or Policy Authority:

Other Relevant Wsu Policies:

WSU Policy 20.19 / Driving State Vehicles

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

Office of the General Counsel - Stacia Boden

Other Notes For Consideration:

Owner Of Policy Request For Questions:

General Counsel Office

Date Policy Request:

August 22, 2023

Initiating Authority:

General Counsel

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

The present request is to make all necessary policy maintenance updates to the WSU Policies and Procedures, including the above listed policies, to address the following:

• Change title from Executive Director (for Office of Civil Rights, Title IX & ADA Compliance) to Associate Vice President and University Title IX Coordinator.
• Testing Services has merged with the Office of Disability (ODS), and the name of ODS has changed to the Office of Student Accommodations and Testing (OSAT).
• Contact information updates.
• Add section for revision dates.

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel
• Office of Civil Rights, Title IX & ADA Compliance – Courtney D. McHenry
• Office of Student Accommodations and Testing – Isabel Medina Keiser
• Human Resources – Vicki Whisenhant

Owner Of Policy Request For Questions:

Stacia Boden

Date Policy Request:

August 22, 2023

Initiating Authority:

General Counsel

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

The present request is to make all necessary policy maintenance updates to the WSU Policies and Procedures, including the above listed policies, to address the following:

• Change title from Executive Director (for Office of Civil Rights, Title IX & ADA Compliance) to Associate Vice President and University Title IX Coordinator.
• Testing Services has merged with the Office of Disability (ODS), and the name of ODS has changed to the Office of Student Accommodations and Testing (OSAT).
• Contact information updates.
• Add section for revision dates.

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel
• Office of Civil Rights, Title IX & ADA Compliance – Courtney D. McHenry
• Office of Student Accommodations and Testing – Isabel Medina Keiser
• Human Resources – Vicki Whisenhant

Owner Of Policy Request For Questions:

Stacia Boden

Date Policy Request:

August 22, 2023

Initiating Authority:

General Counsel

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

The present request is to make all necessary policy maintenance updates to the WSU Policies and Procedures, including the above listed policies, to address the following:

• Change title from Executive Director (for Office of Civil Rights, Title IX & ADA Compliance) to Associate Vice President and University Title IX Coordinator.
• Testing Services has merged with the Office of Disability (ODS), and the name of ODS has changed to the Office of Student Accommodations and Testing (OSAT).
• Contact information updates.
• Add section for revision dates.

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel
• Office of Civil Rights, Title IX & ADA Compliance – Courtney D. McHenry
• Office of Student Accommodations and Testing – Isabel Medina Keiser
• Human Resources – Vicki Whisenhant

Owner Of Policy Request For Questions:

Stacia Boden

Date Policy Request:

August 22, 2023

Initiating Authority:

General Counsel

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

The present request is to make all necessary policy maintenance updates to the WSU Policies and Procedures, including the above listed policies, to address the following:

• Change title from Executive Director (for Office of Civil Rights, Title IX & ADA Compliance) to Associate Vice President and University Title IX Coordinator.
• Testing Services has merged with the Office of Disability (ODS), and the name of ODS has changed to the Office of Student Accommodations and Testing (OSAT).
• Contact information updates.
• Add section for revision dates.

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel
• Office of Civil Rights, Title IX & ADA Compliance – Courtney D. McHenry
• Office of Student Accommodations and Testing – Isabel Medina Keiser
• Human Resources – Vicki Whisenhant

Owner Of Policy Request For Questions:

Stacia Boden

Date Policy Request To Pet:

August 22, 2023

Current Policy Title:

2.11 / Deactivation of Courses

Revised Policy Title:

2.11 / Inactivation of Courses

Last Revised Date Of Policy:

Effective July 01, 1997

Initiating Authority:

The Office of the Registrar

Summary Of Policy Or Policy Change:

This policy is being revised to remove the procedures from the policy, update the policy and processes to reflect the current practices, and to include a reference to the Curriculum Change Guidelines.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

Requested by University Registrar

Applicable Laws Or Regulatory Or Policy Authority:

N/A

Other Relevant Wsu Policies:

Curriculum Change Guidelines

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden

• University Registrar & Director of Enrollment Services - Gina Crabtree

• Faculty Senate - Notice of Revisions

Staff Senate - Notice of Revisions

Other Notes For Consideration:

Policy changes were not substantive. Shared governance was notified of policy change.

Owner Of Policy Request For Questions:

Gina Crabtree

Date Policy Request To Pet:

August 22, 2023

Current Policy Title:

11.06 / Naming Of University Facilities

Revised Policy Title:

11.06 / Naming And Dedication Of University Facilities

Last Revised Date Of Policy:

February 13, 2017

Initiating Authority:

The University President

Summary Of Policy Or Policy Change:

This policy is being revised to comply with KBOR's updated policy on naming University facilities, which requires KBOR approval in many circumstances and has specified further requirements for naming facilities. Additional procedures have also been added for review of dedication signage and for other compliance matters, including trademark and copyright restrictions, and whether KBOR approval is required. The additional procedures are consistent with current practice. And finally, the policy is being updated with the current standard form for University policies.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

The current policy, which places the authority to approve the naming of University facilities/buildings, solely with the University President, is in conflict with KBOR Policy, Ch. II, Section E.13, Naming of Buildings, Facilities, and Campuses, which places such authority in many circumstances with the Board of Regents. In addition, the current policy provides very little guidance in regard to dedication signage, including how to handle sitting presidents who are not inaugurated and KBOR members that have been appointed but have not yet taken office.

Applicable Laws Or Regulatory Or Policy Authority:

• KBOR Policy, Ch. II, Section E.13, Naming of Buildings, Facilities, and Campuses

Other Relevant Wsu Policies:

• WSU Policy 20.11 / Use of the University's Name, Seal, Logos or Marks

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden
• Strategic Communications - Shelly Coleman-Martins
• Facilities Planning - Emily Patterson
• Foundation - Elizabeth King
• Faculty Senate - Jolynn Dowling (shared)
• Staff Senate - Jason Bosch (shared)

Other Notes For Consideration:

N/A

Owner Of Policy Request For Questions:

Strategic Communications and General Counsel Office

Date Policy Request:

August 22, 2023

Initiating Authority:

General Counsel

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

The present request is to make all necessary policy maintenance updates to the WSU Policies and Procedures, including the above listed policies, to address the following:

• Change title from Executive Director (for Office of Civil Rights, Title IX & ADA Compliance) to Associate Vice President and University Title IX Coordinator.
• Testing Services has merged with the Office of Disability (ODS), and the name of ODS has changed to the Office of Student Accommodations and Testing (OSAT).
• Contact information updates.
• Add section for revision dates.

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel
• Office of Civil Rights, Title IX & ADA Compliance – Courtney D. McHenry
• Office of Student Accommodations and Testing – Isabel Medina Keiser
• Human Resources – Vicki Whisenhant

Owner Of Policy Request For Questions:

Stacia Boden

Date Policy Request To Pet:

August 22, 2023

This a New Policy.

11.13 / USE OF INFLATABLES ON UNIVERSITY PREMISES

Last Revised Date Of Policy:

N/A

Initiating Authority:

The Office of General Counsel

Summary Of Policy Or Policy Change:

This policy has been created to provide the general requirements, including insurance and waivers, for the use of inflatables (e.g., "Bouncy Houses") on campus, which have become increasingly popular at University events.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

This policy was prepared to provide uniform requirements for the use of inflatables on campus. The activity is commonly known to have a high risk of injury, but the University did not previously have a policy on this topic.

Applicable Laws Or Regulatory Or Policy Authority:

Kansas Amusement Ride Act, K.S.A. § 44-1601, et seq.

Amusement Ride Regulations, K.A.R. § 49-55-1, et seq.

Other Relevant Wsu Policies:

WSU Policy 11.18 / University Event Services

Kansas Board of Regents Policy, II.E.16, Use of Campus Grounds and Facilities

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden
• University Police Department - Captain Corey Herl, Chief Guy Schroeder
• Student Affairs - Dr. Teri Hall
• Student Conduct & Community Standards - Kyle Wilson
• Student Engagement - Gabriel Fonseca
• Housing and Residence Life - Scott Jensen
• IDP - Marcie Holsteen and Allison Bonitati
• Event Services - Maria Ciski
• Workforce, Professional and Community Education - Kimberly Moore
• Hughes Metropolitan Complex - James Brewster
• Campus Activities and Recreation - John Lee
• Staff Senate - Jason Bosch (shared)
• Faculty Senate - Jolynn Dowling (shared)

Owner Of Policy Request For Questions:

Office of the General Counsel

Date Policy Request:

August 22, 2023

Initiating Authority:

General Counsel

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

The present request is to make all necessary policy maintenance updates to the WSU Policies and Procedures, including the above listed policies, to address the following:

• Change title from Executive Director (for Office of Civil Rights, Title IX & ADA Compliance) to Associate Vice President and University Title IX Coordinator.
• Testing Services has merged with the Office of Disability (ODS), and the name of ODS has changed to the Office of Student Accommodations and Testing (OSAT).
• Contact information updates.
• Add section for revision dates.

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel
• Office of Civil Rights, Title IX & ADA Compliance – Courtney D. McHenry
• Office of Student Accommodations and Testing – Isabel Medina Keiser
• Human Resources – Vicki Whisenhant

Owner Of Policy Request For Questions:

Stacia Boden

Date Policy Request To Pet:

May 23, 2023

Is This A New Policy Or Change To An Existing Policy?

EXISTING

Current Policy Title:

8.05 / Student Code of Conduct

Revised Policy Title:

N/A

Last Revised Date Of Policy:

September 10, 2019

Summary Of Policy Or Policy Change:

This policy and its companion handbook, the Student Code of Conduct Handbook, are being revised to update the initiating authority, formatting, punctuation/capitalization, definitions, related laws and policies, and general clarification of policy provisions.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

Revisions to this policy as described above were necessary to comply with requirements for tri-annual review and to update in accordance with the University's updated formatting, and the change in the initiating authority for this policy.

Applicable Laws Or Regulatory Or Policy Authority:

Other Relevant Wsu Policies:

• WSU Policy 2.17 / Student Academic Integrity
• WSU Policy 3.06 / Sexual Harassment, Discrimination and Retaliation for Employees, Students and Visitors
• WSU Policy 3.19 / Prohibition of Retaliation
• WSU Policy 3.47 / Discrimination Review Procedures for Students, Employees and Visitors
• Student Code of Conduct Handbook
• Housing and Residence Life Handbook

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

Office of the General Counsel

Student Affairs - Teri Hall

Office of Student Conduct and Community Standards - Kyle Wilson

Faculty Senate

Staff Senate

Student Government Association

Other Notes For Consideration:

Owner Of Policy Request For Questions:

Dr. Teri Hall, Vice President for Student Affairs

Date Policy Request To Pet:

April 25, 2023

Current Policy Title:

20.11 / Use of the University's Name, Seal, Logos or Marks

Revised Policy Title:

N/A

Last Revised Date Of Policy:

February 1, 2010

Initiating Authority:

Office of Tech Transfer and Commercialization / Strategic Communications

Summary Of Policy Or Policy Change:

This policy is being revised to reflect current practices surrounding the University's Name, Seal, Logos or Marks. This policy has also been updated to conform with the standard policy format used by the University.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

Prior to 2020, WSU maintained a "split portfolio" of its registered marks, with the "academic marks" being owned by the University itself, while the "athletic marks" were owned by ICAA. In August 2020, the University and Athletics made the decision to merge these two portfolios into one single portfolio, maintained and managed by the University. This portfolio merger also established the University's Trademark and Branding Panel (the "Panel"), which is comprised of representatives from Athletics, Strategic Communications, Industry and Defense Programs, the Office of Tech Transfer and Commercialization, and the Office of General Counsel. The Panel exists to (1) manage WSU's Trademark Portfolio; (2) provide strategic oversight of brand initiatives with external parties; and (3) review university policies related to trademarks and branding. Through the creation of the Panel, the University has updated its policies, practices, and procedures for both internal and external use of the University's name, logos, and trademarks. This updated policy reflects those existing policies, practices and procedures and is necessary to ensure usage of University Marks that reflects the University's history, mission, and values.

Applicable Laws Or Regulatory Or Policy Authority:

Other Relevant WSU Policies:

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of Tech Transfer and Commercialization - Rob Gerlach
• Office of Strategic Communications - Shelly Coleman-Martins
• Industry and Defense Programs - Tracee Friess
• Intercollegiate Athletic Association - Kevin Saal, Scott Barnhart, Tami Cutler
• Office of General Counsel - Misha Jacob-Warren

Other Notes For Consideration:

This proposed policy reflects current practices surrounding the University's Name, Seal, Logos or Marks.

Owner Of Policy Request For Questions:

Office of Tech Transfer and Commercialization - Rob Gerlach

Initiating Authority:

Office of the General Counsel

Summary of Policy or Policy Change:

Policy name change and update to policy language to more accurately reflect the current practice and procedures of the University with regard to the sale, service, and/or consumption of alcohol on University premises.

Former Policy Title:

11.07 / Cereal Malt Beverages And Alcoholic Liquor

New Policy Title:

11.07 / Sale, Service, And Consumption Of Alcohol On University Premises

Reason Or Need For Policy:

The existing policy referenced outdated facilities, laws, and regulations and was generally unclear in its requirements. This policy is dictated primarily by state law and KBOR policy.

Applicable Laws or Authority (if any):

• K.S.A. 41-101 et seq. Kansas Liquor Control Act
• Kansas Board of Regents Policy II.E.17 Consumption, Service and Sale of Alcohol in Non-Classroom Areas

Other relevant WSU policies:

• WSU Policy 11.17 Activities and Events Associated with Athletic Contests
• WSU Policy 20.16 Food and Beverage Policies
• WSU Housing and Residence Life Handbook
• WSU Request for Alcohol Form
• WSU Catering

The following University Stakeholders were included in the review and approval of this policy draft / revision:

• Office of the General Counsel
• Athletics – Kevin Saal and Brad Pittman
• Student Affairs – Dr. Teri Hall, Kevin Konda
• Aaron Austin – Dean of Students
• Military and Veterans Affairs – Dr. Marche Fleming-Randle
• Student Conduct and Community Standards – Kyle Wilson
• Strategic Initiatives – Debra Franklin
• Industry Engagement and Applied Learning – Tonya Witherspoon
• Rhatigan Student Center – Maria Ciski
• Workforce, Professional and Community Education – Kimberly Moore

Date Policy Request To PET:

Date August 2, 2022

Is This An Existing Policy?

Current Policy Title:

13.12 / Disposal of Surplus Property

Revised Policy Title:

N/A

Last Revised Date Of Policy:

June 3, 2016

Initiating Authority:

The Director of Financial Services

Summary Of Policy Or Policy Change:

This policy is being revised to add the remainder of the sentence to IV.B

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

This policy is being revised to add the remainder of the sentence to IV.B

Applicable Laws Or Regulatory Or Policy Authority:

K.S.A. 76-116e

K.S.A. 2010 Supp. 75-6606

Other Relevant Wsu Policies:

9.20 / U.S. Government Property Management Procedures

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

Office of the General Counsel

Other Notes For Consideration:

Include any additional comments or notes as it relates to the policy request that you believe would be helpful to those reviewing this policy change.

Owner Of Policy Request For Questions:

Director of Financial Services.

Initiating Authority:

Government Relations and Human Resources

Summary of Policy of Policy Change:

• Changed title from 3.17 / Political Activity to 3.17 / Political and Lobbying Activities by Employees
• Formatting into current policy format and providing additional information in relation to Kansas and Federal Statutes to provide information beyond being Elected or Appointed to an office.
• Additional Kansas Statutes and a federal statute were added.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

Applicable Laws, Authority or WSU Policy (if any):

• KBOR Policy and Procedures Manual, II. C (13)
• K.S.A 25-4169a
• K.S.A. 74-4925 (5)
• K.S.A 75-2953
• 11.22 / Political Activities and Campus Facilities
• 3.04 / Conflict of Time, Conflict of Interest, Consulting and Other Employment

The following University Stakeholders were included:

• HRBP Team: Rebecca Reiling, Lana Anthis
• HRLT: Judy Espinoza
• General Counsel's Office: Stacia Boden and Misha Jacob-Warren
• Office of Civil Rights, Title IX & ADA Compliance: Christine Taylor
• USS/UP Senates: Randy Sessions, Trish Gandu, and Gabriel Fonsec
• Faculty Senate: Aleks Sternfeld Dunn and Whitney Bailey

Date Policy Request To Pet:

August 2, 2022

Is This A New Policy Or Change To An Existing Policy?

NEW

EXISTING

X

Current Policy Title:

11.22 / POLITICAL ACTIVITIES AND CAMPUS FACILITIES

Revised Policy Title:

N/A

Last Revised Date Of Policy:

January 30, 2018

Initiating Authority:

Office of the General Counsel

Summary Of Policy Or Policy Change:

Policy is being revised for maintenance (corrected outdated information and standardized policy formatting), and clarified language regarding initiating authority, filming of political advertisements and open attendance at events.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

See above.

Applicable Laws Or Regulatory Or Policy Authority:

KBOR Policy

Other Relevant Wsu Policies:

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

Office of the General Counsel - Stacia Boden

Other Notes For Consideration:

N/A

Owner Of Policy Request For Questions:

Office of the General Counsel

Initiating Authority:

Human Resources

Summary Of Policy Or Policy Change:

• Relocated existing policy 3.57 to new chapter 5 (Time, Pay, & Leave) - at 5.18.
• Primary Caregiver leave changed to eight (8) weeks and Secondary Caregiver leave changed to four (4) weeks for qualifying events on or after September 21, 2021
• Placement for foster children added as a Qualifying Event
• Limit of eight (8) weeks per calendar year for foster care placement
• Benefit period may begin 30 days in advance of the Qualifying Event in the event of a serious health condition
• Incorporated defined terms to ensure consistent understanding throughout policy of terms used to explain terms of benefit
• Moved to new chapter 5 that is designated for all time, pay and leave policies

Reason Or Need For Policy:

Earlier this year, Governor Kelly extended the Paid Parental Leave benefit for employees in the Executive branch. The KBOR schools had previously mirrored the Paid Parental leave benefit and associated policies so these changes were made to align with the Governor's recent changes. The changes were approved by KBOR COP on 9/16/21 with an effective date of 9/19/21.

Reviewed By The Following University Stakeholders:

• Human Resources: Jamie Olmsted, Hannah Rich, Judy Espinoza & Rebecca Reiling
• Office of the General Counsel: Stacia Boden, Fran Angell

Initiating authoritity

• Office of the President

Summary Of Policy Or Policy Change:

Vision statement revised following new President and feedback from constituencies.

Reason or Need for Policy Change:

This policy was revised to correct the word “America’s” to “Nation’s” to ensure it aligns with the version previously published on the WSU websites and to modify the language to reflect input received from the former Strategic Planning Committee and Activation Team leaders, the current Integrated Planning Committee, the Executive Team and feedback received during town halls.

Applicable Laws Or Regulatory Or Policy Authority:

HLC accredition requires publication of Mission and Vision statement.

Other Relevant WSU Policies:

Reviewed By The Following University Stakeholders:

• PET on March 16, 2021
• Kaye Monk-Morgan, Vice President Strategic Engagement and Planning
• Stacia Boden, General Counsel
• President’s Executive Team

Initiating Authority

Office of Financial Services

Summary Of Policy Or Policy Change:

Specific changes made were:

• Revise "credit card" to "payment card"
• State purpose of safekeeping account

Reason or Need for Policy Change:

This policy was revised to provide clarity on the documenting separations from the University and to update current definitions of separation types.

Applicable Laws Or Regulatory Or Policy Authority:

None.

Reviewed By The Following University Stakeholders:

• Lois Tatro, AVP Financial Services
• Troy Bruun, AVP Financial Operations
• Stacia Boden, General Counsel

Initiating Authority:

Office of the General Counsel

Summary of Policy or Policy Change:

This policy revision is substantively the same as our current policy, except for the changes made to ensure (1) compliance with the changes to state law and (2) KBOR policy. A highlight of the non-substantive changes include:

• Added initiating authority to the policy (which we will be recommending at the next revision be the University Police Department)
• Combined the "Purpose" and "Preamble" sections
• Ensured all defined terms were capitalized
• Added Section III.E. to incorporate Board policy into our policy section.
• Reorganized definitions to ensure that they were alphabetical order by defined term
• Relocated the definition of "Board" from the body of the policy to the section of definitions
• Added a defined term for "University Premises" to bring clarity to policy (consistent with enforcement practices) and replace multiple terms used in the policy including, "campus" and "property"
• Added paragraph headings to assist readers in locating relevant policy provisions.
• Relocated and provided heading for policy provisions that are shown with double underline / double strikethrough.
• Added "Applicable Laws and Additional Resources" references - this is consistent with revised WSU policy format.

Reason Or Need For Policy:

To ensure compliance with changes in state law and KBOR policy and to update policy format and organization to align with University policy form.

Applicable Laws or Authority (if any):

See reference in policy.

Other relevant WSU policies:

N/A

The following University Stakeholders were included:

Office of the General Counsel - Stacia Boden

Initiating Authority:

Human Resources Business Partners.

Summary of Policy or Policy Change:

Policy revisions proposed by shared governance groups to include new language regarding:

• Principles of shared governance,
• Process to include constituent groups, and
• Support for constituent group leaders.

Reason Or Need For Policy:

The revision formalizes the current commitment to shared governance on the campus, including details of the principles that guide implementation and the commitment of resources to support the leadership of the constituent senates.

Applicable Laws or Authority (if any):

N/A

Other relevant WSU policies:

N/A

The following University Stakeholders were included:

• Matt Houston (USS)
• Jeffrey Jarman (Faculty Senate)
• Rija Khan (SGA)
• Julie Scott (UP)
• Dr. Linnea Glenmaye, AVP and Associate Professor, Office of Academic Affairs
• Stacia Boden, General Counsel

Requested By

• Academic Affairs

Summary Of Policy Or Policy Change:

Specific changes made were :

• Combining all campus health and safety temporary policies into one single, more flexible policy

Reason or Need for Policy Change:

COVID-19 and the rapid spread of the Delta variant requires the university to be prepared to implement, modify, and/or rescind campus health and safety temporary policies very quickly. This general policy is being implemented to allow for that flexibility and to prevent the need to change individual policies each time health and safety guidance is amended.

Applicable Laws Or Regulatory Or Policy Authority:

Reviewed By The Following University Stakeholders:

• Office of General Counsel
• COVID Operations Team

Initiating Authority:

Office of Tech Transfer and Commercialization

Summary of Policy or Policy Change:

Non-substantive changes are being made to this policy to reflect organizational changes. References to Ventures was changed to the Office of Tech Transfer and Commercialization.

Reason Or Need For Policy:

Ventures no longer exists.

The following University Stakeholders were included:

• Office of Tech Transfer and Commercialization – Rob Gerlach
• Office of the General Counsel – Stacia Boden

Initiating Authority:

Financial Services

Summary of Policy or Policy Change:

Specific changes made were:

• Added the University account code funds should be deposited
• Updated format to reflect current WSU policy format

Reason Or Need For Policy:

This policy was revised to specify that funds should be reimbursed and deposited to University account code R80073 – Gifts-WSU Foundation.

Applicable Laws or Authority (if any):

N/A

Other relevant WSU policies:

N/A

The following University Stakeholders were included:

• Office of the General Counsel – Stacia Boden
• Financial Operations - Troy Bruun, AVP

Initiating Authority:

Office of Human Resources and Payroll.

Summary of Policy or Policy Change:

This policy is being adopted to set forth the general purpose and application of the newly created Chapter 5 on Time, Pay and Leave.

Reason Or Need For Policy:

This chapter did not previously exist.

Applicable Laws or Authority (if any):

N/A

Other relevant WSU policies:

N/A

The following University Stakeholders were included:

• Office of Human Resources - Judy Espinoza
• Payroll – Janet Graham
• Office of the General Counsel – Stacia Boden, Jessica Skladzien

Initiating Authority:

Human Resources Business Partners.

Summary of Policy or Policy Change:

Previously existing policies are being combined, revised, and moved to fit within the newly created Chapter 5 on Time, Pay and Leave.

Reason Or Need For Policy:

Changes to previously existing policies were necessitated based upon the adoption of new Compensation Philosophy and Administration Guidelines for Non-Teaching Positions, which modified previous policy.

Applicable Laws or Authority (if any):

Fair Labor Standards Act

The following University Stakeholders were included:

• HR Leadership Team — Judy Espinoza
• HR Business Partners
  • Rebecca Reiling
  • Lana Anthis
• General Counsel’s Office —
  • Stacia Boden
  • Kelly Herzik
  • Fran Angell

Initiating Authority:

Human Resources Business Partners.

Summary of Policy or Policy Change:

This policy was updated to reflect the change in procedure that vacant positions (Promotion, Demotion and Transfer) no longer need to be applied for in the University Applicant Tracking System (ATS). Positions will continue to be posted in the ATS. The policy was reviewed and non-substantive changes made to ensure policy intent was accurately captured and was clear. Policy language of eligibility and applicability moved up to the policy section to make clear these provisions were not procedural in nature.

Reason Or Need For Policy:

This policy was revised to ensure the procedures are consistent with current HR procedures and to improve the overall policy language to avoid ambiguity.

Applicable Laws or Authority (if any):

N/A

The following University Stakeholders were included:

• HR Leadership Team — Judy Espinoza
• HR Business Partners
  • Rebecca Reiling
  • Lana Anthis
• General Counsel’s Office —
  • Stacia Boden
  • Kelly Herzik
  • Fran Angell

Initiating authoritity

• Student Government Association

Summary Of Policy Or Policy Change:

This policy is being revised to reflect current practices.

Reason or Need for Policy Change:

The last time the Court of Academics Appeals procedure was reviewed was over ten years ago. Since then, many changes have occurred and to provide students with the most up to date and accurate information, the procedures must be clarified.

Applicable Laws Or Regulatory Or Policy Authority:

None

Other Relevant WSU Policies:

None

Reviewed By The Following University Stakeholders:

• Student Government Association, including:

  • Chair David Liu
  • Student Advocate Caitlyn Hammack
  • Olivia Babin, Speaker of the Senate
  • Rija Khan, Student Body President

Initiating Authority:

Information Technology Services serves as the initiating authority.

Summary of Policy or Policy Change:

This policy describes the University’s requirements for purchases of Computer Hardware.

Reason Or Need For Policy:

This policy is being proposed to establish a University-wide standard for purchasing Computer Hardware in order to ensure that all purchased hardware is compatible the University’s technology environment and compliant with the University’s technology standards, applicable policies, regulations, contracts, and vendor licenses.

Applicable Laws, Authority or WSU Policy (if any):

1. WSU Policy 1.04 (Execution of Contracts) and Procedure for Execution of Contracts and Commitment of University Resources
2. WSU Policy 14.01 (General Purchasing Policies)
3. WSU Policy 14.04 (Externally Sponsored Research Programs)
4. WSU Policy 19.05 (University Information Technology Resources and Email)
5. WSU Policy 19.10 (Retirement of Computer and Information Technology Resources)
6. Kansas Information Technology Executive Council Information Technology Security Standards 7230A
7. WSU Device Lifecyle Process

The following University Stakeholders were included:

• Werner Golling, VP of Finance and Administration
• Ken Harmon, CIO
• Mark Rodee, CISO
• Shadi Tafaroji, Director of Client Services
• Shawn Ehrstein, Director, Emerging Technologies and CAD/CAM (NIAR)
• Misha Jacob-Warren, Deputy General Counsel

Initiating Authority:

General Counsel

Summary of Policy or Policy Change:

This policy is being revised to formalize process and review procedures for no trespass orders consistent with state law and constitutional rights.

Reason Or Need For Policy:

See above.

Applicable Laws, Authority or WSU Policy (if any):

1. K.S.A. 21-5808

The following University Stakeholders were included:

• Stacia Boden, General Counsel / Kelly Herzik, Associate General Counsel
• Rodney Clark, Chief of Police
• Scott Jensen, Associate Dean of Students
• Kyle Wilson, AD Student Conduct and Community Standards
• Faculty Senate – Aleks Sternfeld Dunn
• UP Senate - Trish Gandu
• USS Senate - Randy Sessions

Initiating Authority:

Environmental, Health and Safety and the Fire Safety Office

Summary of Policy or Policy Change:

This policy is being revised to ensure consistency with requirements for fireworks and pyrotechnic use on campus in accordance with applicable City of Wichita ordinances and State Fire Marshal regulations.

Reason Or Need For Policy:

This policy was revised to coincide with City of Wichita Ordinance Sec. 15.01.650—Chapter 56, Section 5601.1.3 and Section 5601.2 and K.A.R. 22-6-1 et seq. and to establish a procedure to coordinate with the University Fire Safety Office for firework or pyrotechnic displays on campus.

Applicable Laws, Authority or WSU Policy (if any):

• K.S.A. 31-170; K.S.A. 31-501 et. seq.
• K.A.R. 22-6-1 et seq.
• Wichita Ordinance Sec. 15.01.650—Chapter 56, Section 5601.1.3 & Section 5601.2

The following University Stakeholders were included:

• Mike Strickland, Director, Environmental, Health and Safety
• Scott Murray, Fire and Safety Coordinator
• Dennis Moore, Fire and Safety Coordinator
• Stacia Boden, General Counsel
• Kelly Herzik, Associate General Counsel

Initiating Authority:

Human Resources

Summary of Policy or Policy Change:

This policy is being revised to to provide clear and consistent guidance with respect to additional compensation and to coincide with newly established earning categories.

Reason Or Need For Policy:

The policy was revised to provide clarity and to reformat the policy to conform with current policy formatting.

Applicable Laws, Authority or WSU Policy (if any):

• Fair Labor Standards Act (FLSA)

The following University Stakeholders were included:

• Budget-David Miller
• Academic Affairs-Rick Muma
• Payroll/Financial Operations-Lois Tatro
• Council of Deans-Rick Muma
• NIAR-John Tomlin
• HRLT-Judy Espinoza
• HRBP Team-Lana Anthis
• CTAC-Christine Taylor
• General Counsel-Stacia Boden / Kelly Herzik

Initiating authoritity

• Faculty Senate

Summary Of Policy Or Policy Change:

Specific changes made were: Removed section for Chronic Low Performance.

Reason or Need for Policy Change:

Updating 4.34 / Dismissal for Cause to add in how chronic low performance connects with dismissal for cause. Identified that this resided better policy 4.34 vs maintaining it in this policy (4.31).

Applicable Laws Or Regulatory Or Policy Authority:

N/A

Other Relevant WSU Policies:

• WSU Policy 4.34 Low Performance and Dismissal for Cause.

Reviewed By The Following University Stakeholders:

• Faculty Senate Faculty Affairs Committee
• Linnea GlenMaye, Associate Vice President, Academic Affairs
• Stacia Boden, General Counsel

Initiating authoritity

• Faculty Senate

Summary Of Policy Or Policy Change:

This policy is being revised to:

• Refer to existing tenure review exceptions as set forth in policy 4.18 and 4.19
• Recognize UniScope Scholarship Model may be used as framework to enhance the description of faculty activities
• Clarify no expectation for review for tenure prior to 6-year rank unless meet one of the exceptions in 4.18 and 4.19, or petition for review is approved by chair and dean

Reason or Need for Policy Change:

Faculty Senate approved policy changes on October 28, 2019.

Applicable Laws Or Regulatory Or Policy Authority:

Kansas Board of Regents “Tenure for Tenure-Track Faculty Appointments” and “Promotions in Academic Rank” policies

Other Relevant WSU Policies:

• WSU Policy 4.18 – Probationary Period
• WSU Policy 4.19 – Tenure Policy

Reviewed By The Following University Stakeholders:

• Faculty Senate
• Dr. Rick Muma, Executive VP / Provost and Professor
• Dr. Linnea Glenmaye, Associate VP and Associate Professor
• Stacia Boden, General Counsel

Initiating authoritity

• Faculty Senate

Summary Of Policy Or Policy Change:

Specific changes made were: Change to the title and adding in additional information to encompass workload and uniscope.

Reason or Need for Policy Change:

• Charge of the committee: Review faculty review/workload policies-develop a plan for the review prior to the end of 2019 for KBOR.
• The Committee did discuss and review current faculty workload policies. The committee’s annual report, recommendations and next steps can be found on the Senate Webpage.

Applicable Laws Or Regulatory Or Policy Authority:

N/A

Reviewed By The Following University Stakeholders:

• Faculty Senate Workload Taskforce, Committee members:
  • Neal Allen - LAS Social Sciences
  • Rajiv Bagai – Engineering
  • Susan Bray - Applied Studies
  • Cheyla Clawson - Fine Arts
  • Rachel Crane - University Libraries
  • John Hammond - LAS Natural Sciences
  • Paul Harrison – Business
  • Jeff Hayton - LAS Humanities
  • Linda Moody - Health Professions
  • Jeff Pulaski - Fine Arts
• Betty Smith-Campbell - Chair, Past Faculty Senate President
• Ex officio: Dennis Livesay - Dean, Engineering; Past Dean Graduate School; Rick Muma - Provost

Initiating authoritity

• Faculty Senate

Summary Of Policy Or Policy Change:

Specific changes made were: Combining 4.31 / Faculty Evaluation policy and 4.34 / Dismissal for Cause policy.

Reason or Need for Policy Change:

To update and provide greater clarity on how these two policies work together.

Applicable Laws Or Regulatory Or Policy Authority:

KBOR Policy, II.D.4.a. N/A

K.S.A. § 75-201 N/A

Other Relevant WSU Policies:

• WSU Policy 4.31 Faculty Evaluation policy.

Reviewed By The Following University Stakeholders:

• Faculty Senate Faculty Affairs Committee
• Linnea GlenMaye, Associate Vice President, Academic Affairs
• Stacia Boden, General Counsel
• Rebecca Reiling, Human Resources Business Partner

Initiating authoritity

• Faculty Senate

Summary Of Policy Or Policy Change:

This policy is being revised to remove the procedures from the policy.

Specific changes made were: Corrected policy reference to reflect newly revised policy 4.34 / Low Performance and Dismissal for Cause.

Reason or Need for Policy Change:

Minor Revisions to make congruent with Policy 4.34

Applicable Laws Or Regulatory Or Policy Authority:

KBOR Policy, II.C.2.8.d.

Other Relevant WSU Policies:

• WSU Policy 4.34 Low Performance and Dismissal for Cause. Referenced in Policy 4.20.
• WSU Policy 4.31 Faculty Evaluation. Establishes evaluation policy and procedures

Reviewed By The Following University Stakeholders:

Linnea GlenMaye, Associate Vice President, Academic Affairs

Initiating authoritity

• Finance and Administration (Information Security)

Summary Of Policy Or Policy Change:

This policy is being revised to make minor modifications.

Specific changes made were:

• Remove reference to “Non-WSU sites” for information on copyright

• Update the Designated Agent for complaints to a general title (Chief Information Security Officer)

Reason or Need for Policy Change:

This policy was revised to update the contact for DMCA complaints from the former CIO, as required by the U.S. Copyright Act

Applicable Laws Or Regulatory Or Policy Authority:

17 U.S.C. 101 et seq./U.S. Copyright Act

Other Relevant WSU Policies:

• WSU Policy 3.35/Copyright
• WSU Policy 9.10/Intellectual Property
• WSU Policy 5.08/Statements on the Professional Rights and Responsibilities of Faculty
• WSU Policy 8.05/Student Code of Conduct
• WSU Policy 19.01/Acceptable Use
• WSU Policy 19.05/University Information Technology Resources and Email

Reviewed By The Following University Stakeholders:

• Werner Golling, VP of Finance and Administration
• Rick Muma, Executive Vice President and Provost
• Misha Jacob-Warren, General Counsel
• Mark Rodee, Chief Information Security Officer
• Ken Harmon, Chief Information Officer
• Shawn Ehrstein, Director, NIAR IT
• David Wright, Chief Data Officer
• John Jones, Director, MRC
• Mark Rodee, Chief Information Security Officer
• Werner Golling, VP for Finance and Administration
• Rick Muma, Executive Vice President and Provost
• Office of General Counsel

Initiating authoritity

• Finance and Administration (Information Security)

Summary Of Policy Or Policy Change:

This policy is being revised to update data destruction procedures.

Specific changes made were: Adding requirement for data destruction to be in accordance with NIST 800-88

Reason or Need for Policy Change:

This policy was revised to comply with the regulatory requirements of NIST 800-88

Applicable Laws Or Regulatory Or Policy Authority:

N/A

Other Relevant WSU Policies:

N/A

Reviewed By The Following University Stakeholders:

• Werner Golling, VP of Finance and Administration
• Rick Muma, Executive Vice President and Provost
• Misha Jacob-Warren, General Counsel
• Mark Rodee, Chief Information Security Officer
• Ken Harmon, Chief Information Officer
• Shawn Ehrstein, Director, NIAR IT
• David Wright, Chief Data Officer
• John Jones, Director, MRC

Requested By

• Dr. Jay Golden

Summary Of Policy Or Policy Change:

This is a new policy. This policy is in response to the Kansas Board of Regent’s request that the University obtain additional assurances that more contractors and developers are provided an opportunity to contract for the design, development or construction of projects on the Innovation Campus.

Reviewed By The Following University Stakeholders:

• Jay Golden, President
• John Tomblin, Senior Vice President
• Emily Martin, Director of Facilities
• Stacia Boden, General Counsel

Initiating Authority:

Human Resources

Summary of Policy of Policy Change:

This policy is being revised to update maximum accrual of compensatory time. Specifically, it changes the maximum accrual limit from 120 hours to 60 hours.

Reason Or Need For Policy:

Reduction of maximum comp time accrual for business reasons.

Applicable Laws, Authority or WSU Policy (if any):

FLSA Compensatory Time - 29 CFR 553.22

The following University Stakeholders were included:

• General Counsel’s Office (Stacia Boden & Misha Jacob-Warren)
• NIAR Financial Operations (Caleb Loss & Paul Werner)
• Financial Operations (Lois Tatro)
• Office of Research (Karen Davis)
• Human Resources Leadership Team
  • Jamie Olmsted, Leader of Total Rewards
  • Sheryl Propst, Assistant Director
  • Susan Martin, Director of HR Operations and Systems
  • Marcie Holsteen, Human Resources Professional
  • Judy Espinoza, Director of Human Resources
• President’s Executive Team

Initiating Authority:

Human Resources

Summary of Policy of Policy Change:

This policy is being revised to update maximum accrual of compensatory time. Specifically, it changes the maximum accrual limit from 120 hours to 60 hours.

Reason Or Need For Policy:

Reduction of maximum comp time accrual for business reasons.

Applicable Laws, Authority or WSU Policy (if any):

FLSA Compensatory Time - 29 CFR 553.22

The following University Stakeholders were included:

Initiating Authority:

Financial Operations

Summary of Policy of Policy Change:

This policy formally recognizes the University’s “Service Centers” on campus (currently being referred to as “labs”).

Reason Or Need For Policy:

This policy is necessary to document the University’s policy on cost centers and our policies as they relate to how they are established and closed, how they bill and set their center rates, and requirements for billing and recordkeeping. In addition to clearly communicating these requirements to all employees, this policy fulfills our compliance requirements under the law.

Applicable Laws, Authority or WSU Policy (if any):

2 CFR 200: Uniform Guidance – Uniform Administrative Requirements, Cost Principles, and Audit Requirements

The following University Stakeholders were included:

• General Counsel’s Office (Stacia Boden & Misha Jacob-Warren)
• NIAR Financial Operations (Caleb Loss & Paul Werner)
• Financial Operations (Lois Tatro)
• Office of Research (Karen Davis)

Initiating Authority:

Human Resources

Summary of Policy of Policy Change:

Revised Policy:

• The revised policy clarifies the meaning and intent of an independent contractor.
• The revised policy provides guidance and a consistent process regarding the resource to contact, depending on the area of campus from which the need for an independent contractor originates.

• Removing professional development committee chaired by HR with members from areas that provide professional development courses and representatives from senates.
• Updated to reflect employee training transcripts being electronically retained.
• Removed information about Employee Assistance (EAP)

Reason Or Need For Policy:

Goal for all policies are to be reviewed at least every 2-3 years to ensure it is accurate and up to date. This policy was last updated in 2009.

Applicable Laws, Authority or WSU Policy (if any):

20-P-015 Implementation of Daily Process to Identify SMART AP Vouchers for Current Employees

The following University Stakeholders were included:

• Office of General Counsel – Misha Jacob-Warren, Associate General Counsel
• Human Resources Leadership Team:
  • Jamie Olmsted, Leader of Total Rewards
  • Sheryl Propst, Assistant Director
  • Susan Martin, Director of HR Operations & Systems
  • Marcie Holsteen, Human Resources Professional
  • Judy Espinoza, Director of Human Resources
• Faculty Senate
• UP Senate
• USS Senate

Initiating Authority:

Human Resources Business Partners

Summary of Policy of Policy Change:

• Adapting to current policy template
• Removing words of “officer” and using words such as “employee or leadership” and updating department names “Counseling and Preventative Services”
• Removing where list of controlled substances would be maintained as printed controlled substances lists could be out of date and online lists should be used.
• Updating definitions for clarity and consistency with the law
• Incorporating clear policy prohibitions in policy statement
• Incorporating clear procedures in the event of violation

Applicable Laws, Authority or WSU Policy (if any):

• Drug Free Schools and Communities Act Amendments of 1989
• Drug Free Workplace Act, 41 U.S. Code § 8101, et seq.
• KS Executive Order 89-114
• State of Kansas Substance Abuse Policy Alcohol and Drug-Free Workplace Affirmation Form
• Schedules of Controlled Substances, 21 U.S.C. § 812
• 11.07 / Cereal Malt Beverages and Alcoholic Liquor
• 4.32 / Substance Abuse

The following University Stakeholders were included:

Initiating Authority:

Human Resources

Summary of Policy of Policy Change:

This policy is being revised to remove the procedures from the policy. Specific changes made were these:

• Removing professional development committee chaired by HR with members from areas that provide professional development courses and representatives from senates.
• Updated to reflect employee training transcripts being electronically retained.
• Removed information about Employee Assistance (EAP)

Reason Or Need For Policy:

Policy was last updated in November 2016. This policy came up for review as a normal part of our process to review all policies each two (2) – three (3) years.

Applicable Laws, Authority or WSU Policy (if any):

3.42 / Tuition Assistance Program for Employees

The following University Stakeholders were included:

Office of General Counsel

Initiating Authority:

Human Resources.

Summary of Policy or Policy Change:

This policy is being revised to remove the procedures from the policy. Specific changes made were:

• Revising Purpose
• Adding Policy Statement
• Adding Definitions
• Under Procedures, removing specific step by step of the annual performance review process and adding in overview of process.

Reason Or Need For Policy:

This policy underwent a routine review and had no substantive changes to the content. Lengthy procedures were removed from the policy and are on the HR website.

Applicable Laws or Authority (if any):

The following University Stakeholders were included:

• Human Resources Business Partner Team
  • Marcie Holsteen
  • Lana Anthis
  • Rebecca Reiling
  • Judy Espinoza
• General Counsel’s Office

Initiating Authority:

Human Resources.

Summary of Policy or Policy Change:

This is a new policy with supporting procedure and forms on the Human Resources website; created to define volunteers and provide guidance on managing the relationship.

Reason Or Need For Policy:

The University utilizes volunteers frequently. This policy clearly defines who may and may not provide volunteer services to be in compliance with DOL. This policy also provides a form to capture volunteer event information and a description of duties, and a Volunteer Agreement and Release form.

Applicable Laws or Authority (if any):

DOL Fact sheet #14A: Non-Profit Organizations and the Fair Labor Standards Act

The following University Stakeholders were included:

• Human Resources Leadership Team –
  • Jamie Olmsted, Leader of Total Rewards
  • Sheryl Propst, Assistant Director
  • Susan Martin, Director of HR Operations & Systems
  • Marcie Holsteen, Human Resources Professional
  • Judy E Espinoza, Director of Human Resources
• General Counsel’s Office – Molly Gordon, Associate General Counsel
• Faculty Senate
• UP Senate
• USS Senate
• Office of Civil Rights, Title IX & ADA Compliance

Initiating Authority:

Human Resources Business Partners.

Summary of Policy or Policy Change:

To provide guidelines of when non-exempt employees are traveling and when that time is considered recorded work-time.

Reason Or Need For Policy:

To establish clear guidelines for travel pay to non-exempt employees.

Applicable Laws or Authority (if any):

DOL – Fact Sheet #22: Hours Worked Under the FLSA

The following University Stakeholders were included:

• Human Resources Business Partner Team –
  • Lana Anthis, HRBP
  • Rebecca Reiling, HRBP
  • Marcie Holsteen, HR Professional
  • Judy Espinoza, Executive Director HR
• Bobby Gandu – Assistant Vice President for Strategic Enrollment Management
• Lois Tatro – Senior Associate Vice President for Financial Services

Requested by:

Human Resources Business Partners.

Summary Of Policy Or Policy Change:

Adding procedures for employees to report according to KBOR and State of KS regulations.

Reason Or Need For Policy:

It was identified that we had the Kansas Whistleblower Act on a WSU website within Human Resources, but was not linked to any specific page. After reviewing KBOR and Kansas Whistleblower Act, both called for agencies to prominently post a copy of Whistleblower Act (K.S.A. 75-2973) “in locations where it can reasonably be expected to come to the attention of all employees in the institution”. It was identified that we should define reporting procedures for WSU employees.

Applicable Laws or Authority (if any):

• KBOR – Whistleblower
• K.S.A. 75-2973
• 41 U.S.C.A. §4712
• 5 U.S.C.A. §2302

Reviewed by the Following University Stakeholders:

• Human Resources Leadership Team –
  • Jamie Olmsted, Leader of Total Rewards
  • Sheryl Propst, Assistant Director
  • Susan Martin, Director of HR Operations & Systems
  • Marcie Holsteen, Human Resources Professional
  • Judy Espinoza, Director of Human Resources
• General Counsel’s Office – Molly Gordon, Associate General Counsel
• Faculty Senate
• UP Senate
• USS Senate

Requested by:

Human Resources Business Partners.

Summary of Policy or Policy Change:

Policy was revised to provide a process to reduce the workforce which may come about in a number of situations (program discontinuance/financial exigency).

Reason Or Need For Policy:

To bring USS and UP staff under the same procedure if there was a need to reduce the workforce (layoff). USS currently has 7.20 and UP currently has non-reappointment process. This policy would not change current notification timelines for UP, but would streamline the process so it would be the same for both work groups.

Applicable Laws or Authority (if any):

N/A

Reviewed by the Following University Stakeholders:

• Human Resources Leadership Team –
  • Jamie Olmsted, Leader of Total Rewards
  • Sheryl Propst, Assistant Director
  • Susan Martin, Director of HR Operations & Systems
  • Marcie Holsteen, Human Resources Professional
  • Judy Espinoza, Director of Human Resources
• General Counsel’s Office – Molly Gordon, Associate General Counsel
• Faculty Senate
• UP Senate
• USS Senate

Other Notes for Consideration:

Policies that would be rescinded:

• 6.14 / Program/Unit Discontinuance Procedures for Unclassified Professionals
• 6.15 / Financial Exigency Procedures for Unclassified Professionals
• 7.20 / Layoff Plan for University Support Staff

Requested by:

Human Resources Business Partners.

Summary of Policy or Policy Change:

Intent is to provide guidance as to when children can appropriately be at the workplace.

Reason Or Need For Policy:

Departments have reached out to HR to provide guidance on when children can be in the workplace and how to address when it would not be appropriate to have children in the workplace. This policy was created to better support the departments and create guidelines for the University.

Applicable Laws or Authority (if any):

N/A

Reviewed by the Following University Stakeholders:

• Human Resources Leadership Team –
  • Jamie Olmsted, Leader of Total Rewards
  • Sheryl Propst, Assistant Director
  • Susan Martin, Director of HR Operations & Systems
  • Marcie Holsteen, Human Resources Professional
  • Judy Espinoza, Director of Human Resources
• General Counsel’s Office – Molly Gordon, Associate General Counsel
• Faculty Senate
• UP Senate
• USS Senate

Summary Of Policy Or Policy Change:

Policy increases the dollar amount of departmental purchasing authority without the assistance of the Purchasing Department.

Reason Or Need For Policy:

Increased thresholds now match the Federal micro-purchasing thresholds.

Reviewed By The Following University Stakeholders:

• Steve White, Director of Purchasing
• Kristie Courtney, Accounts Payable Manager
• Troy Bruun, AVP and University Controller

Summary Of Policy Or Policy Change:

Policy increases the dollar amount of departmental purchasing authority without the assistance of the Purchasing Department.

Reason Or Need For Policy:

Increased thresholds now match the Federal micro-purchasing thresholds.

Reviewed By The Following University Stakeholders:

• Steve White, Director of Purchasing
• Kristie Courtney, Accounts Payable Manager
• Troy Bruun, AVP and University Controller

Requested By

Rebecca Reiling

Summary Of Policy Or Policy Change:

Updating to reflect terminology changes in policy 3.37

Reason Or Need For Policy:

Clarify the difference between HR files (employment) and Academic Affairs files (academic).

Reviewed By The Following University Stakeholders:

• Academic Affairs
  • Linnea GlenMaye, Associate Vice President for Academic Affairs
  • David Wright, Chief Data Ofifcer
• General Counsel’s Office (legal form only) – David Moses, General Counsel

Other Notes For Consideration:

Since the changes are superficial and not changing the practice of policy or procedure, it was not sent through the shared governance process (senates).

Requested By

Human Resources Business Partners

Summary Of Policy Or Policy Change:

• Updated title from Personnel File to Employment File.
• Provide guidance for consolidated employment files in Human Resources, and guidance for department and academic files.
• Define procedure for employees who request to review their own employment file

Reason Or Need For Policy:

HR has established a goal to review all policies every 2-3 years to ensure accuracy and compliance. This policy was last updated in 2010.

Reviewed By The Following University Stakeholders:

• Human Resources Leadership Team
  • Jamie Olmsted, Leader of Total Rewards
  • Sheryl Propst, Assistant Director
  • Susan Martin, Director of HR Operations & Systems
  • Marcie Holsteen, Human Resources Professional
  • Judy Espinoza, Director of Human Resources
• General Counsel’s Office (legal form only) – Molly Gordon, Associate General Counsel
• Faculty Senate
• UP Senate
• USS Senate

Requested By:

Human Resources Business Partners

Summary Of Policy Or Policy Change:

Revised Policy:

• Updating to current policy and procedure format
• Clarifying how a department requests emeritus status

Reason Or Need For Policy:

Policy was reviewed to identify if any updates needed to be made. Updates include placing in current policy and procedure format, clarifying for departments to place requests for emeritus status in writing

Applicable Laws Or Authority (if any):

KBOR

Reviewed By The Following University Stakeholders:

• Human Resources Leadership Team
  • Jamie Olmsted, Leader of Total Rewards
  • Sheryl Propst, Assistant Director
  • Susan Martin, Director of HR Operations & Systems
  • Marcie Holsteen, Human Resources Professional
  • Judy Espinoza, Director of Human Resources
• General Counsel’s Office (legal form only) – Molly Gordon, Associate General Counsel
• Faculty Senate
• UP Senate
• USS Senate

• Process to re-evaluate rehire eligibility of former employees who are coded as non-rehirable. Former employees would need to request for their eligibility to be reconsidered.
• Making a decision to mark an employee not eligible for rehire upon their separation is an impactful decision to the person. This warrants a process to review.

Requested By

Human Resources Business Partners

Summary Of Policy Or Policy Change:

• Replacing and changing title of existing policy (Employment of Relatives)
• Providing definitions
• Providing clear direction to address situations and provide expectations.

Reason Or Need For Policy:

The current policy address situations involving a conflict of interest regarding a family relationship with employees in a UP or USS position. The new policy applies to all employees (faculty, staff, students), and provides clear direction to address situations where a conflict of interest and/or a power differential exists. The new policy also provides clear expectations to employees and leaders regarding reporting and resolving situations involving a conflict of interest or power differential.

Reviewed By The Following University Stakeholders:

• Human Resources Leadership Team
  • Jamie Olmsted, Leader of Total Rewards
  • Sheryl Propst, Assistant Director
  • Susan Martin, Director of HR Operations & Systems
  • Marcie Holsteen, Human Resources Professional
  • Judy Espinoza, Director of Human Resources
• General Counsel’s Office (legal form only) – Molly Gordon, Associate General Counsel
• Faculty Senate
• UP Senate
• USS Senate

Requested By

Ellen Abbey and Michael Sperlazza in consultation with the United States Postal Service

Other Notes For Consideration:

Requesting the addition of language in regards to the university’s official mailing address. The university has assigned street addresses to buildings for way-finding and emergency purposes which cannot be used for mail service. The USPS will not deliver to a business address unless there is a cluster mailbox or mailroom. In order for university mail to reach our mailroom, departments must use the official address of 1845 Fairmount, plus the Zip+4, as stated in the requested revision.

Requested language is shown under III. D and III. E.

Requested By

Ellen Abbey and Michael Sperlazza in consultation with the United States Postal Service

Other Notes For Consideration:

Requesting the addition of language in regards to the university’s official mailing address. The university has assigned street addresses to buildings for way-finding and emergency purposes which cannot be used for mail service. The USPS will not deliver to a business address unless there is a cluster mailbox or mailroom. In order for university mail to reach our mailroom, departments must use the official address of 1845 Fairmount, plus the Zip+4, as stated in the requested revision.

Requested language is shown under III. D and III. E.

Requested By

Department of Financial Services

Other Notes For Consideration:

• Added “Balances owed on account” as a university covered account.
• Added verbiage addressing the PLUS loans refund being direct deposited in the parent’s bank account.
• Eliminated reference to training being provided on an annual basis (see my note on statute).
• Added verbiage under Periodic Review section.
• Added section “Non-disclosure of Specific Practices”.

Requested By

• Crystal Stegeman, University Property Manager
• Bob Smith, Executive Director of Facilities Services

Summary Of Policy Or Policy Change:

This policy is recommended for consideration as an effort to establish formal, written HVAC standards for usage in all buildings owned and leased by WSU. This primarily addresses expectations on appropriate set points for heating and cooling seasons, along with a procedure for staff or faculty to report temperature variances or concerns.

Reason Or Need For Policy:

WSU does not currently have an official written policy that provides guidance and parameters on HVAC usage. Our standard of comfort for campus buildings is 68‐76 degrees. This was established in 2007 as part of our Energy Conservation project to meet our ESCO bond payback criteria. Our standard set points are 68 degrees +/‐1 for heating, and 76 degrees +/‐1 for cooling; however, in recent months, we have received increasing requests from faculty, staff and partners to move temperatures outside of this range.

We realize that it is important for students, faculty, staff and community partners to have a comfortable learning and work environment. The challenge is balancing this with the need to also be fiscally and environmentally responsible. On a small scale, adjusting room temperatures by a degree or two may not have much of an impact, but when we consider these requests on a larger scale, the overall impact is significant financially. Facility Services estimates that we are spending over $6,000,000 annually on utility costs. This is an issue in our owned, leased and partnership buildings.

Establishing a formal, consistent policy for HVAC standards will reduce ambiguity over these practices and allow WSU the opportunity to better control utility costs along with promoting environmental sustainability and responsiveness.

Reviewed By The Following University Stakeholders:

• General Counsel’s Office – Stacia Boden, Associate General Counsel
• Finance and Administration –
  • Werner Golling, VP Finance and Administration
  • Eric King, Former Associate VP for Facilities
  • Emily Patterson, Director of Facilities Planning
  • Bob Smith, Executive Director of Facilities Services
  • Crystal Stegeman, University Property Manager

Requesting Department: Human Resources (HR)
Reviewing Stakeholders: HR Business Partners, HR Total Rewards (Leave Administrator and Director), HR Executive Director, and General Counsel.
Policy Intent: This policy provides clear oversight of procedures pertaining to the University's administration of the Shared Leave program in accordance with Kansas Administrative Regulation 1-9-23 (Shared Leave) and associated federal law (FMLA, ADA, etc.). It will ensure the University is providing compliant, fair and consistent administration of Shared Leave for all employees.