WSU Policies and Procedures: What's New

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:

April 30, 2024

PET Edits Made And Final:

May 1, 2024

This is a new policy.

Current Policy Title:

3.52 / Flexible Work Arrangements, Including Remote Work

Revised Policy Title:

N/A

Last Revised Date Of Policy:

N/A

Initiating Authority:

Human Resources

Summary Of Policy Or Policy Change:

This is a new policy that reflects what we already have on our website and in HR guidance, and provides more procedural detail. This policy addresses flexible work arrangements for all University employees and procedures for requesting those flexible arrangements, including remote work.

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

This policy was created to provide a central location for employees and leaders to find information on flexible work arrangements available at the University and the procedures for approval for those arrangements.

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

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 - Vicki Whisenhant, Rebecca Reiling, Marcie Holsteen
• Payroll Office - Mindy Dixon
• Finance/Travel - Troy Bruun and Kristie Courtney
• Student Affairs - Teri Hall
• Academic Affairs - Shirley Lefever
• Intervention Services and Leadership in Education - Jody Fiorini
• College of Health Professions - Voncella McCleary-Jones and Greg Hand
• InfoSec - Mark Rodee
• ICAA - Madison Stein
• Faculty Senate - Jolynn Dowling
• Staff Senate - Kennedy Rogers

Other Notes For Consideration:

N/A

Owner Of Policy Request For Questions:

General Counsel Office

Date Policy Request To PET:

March 26, 2024

This is a change to an existing policy.

Current Policy Title:

13.20 / Out-of-State Travel

Revised Policy Title:

13.20 / Out-of-State and International Travel

Last Revised Date Of Policy:

August 8, 2019

Initiating Authority:

The Division of Finance and Administration

Summary Of Policy Or Policy Change:

This policy has been revised to address international travel in addition to out-of-state travel and to conform with the standard format for WSU policies. In addition, because the travel procedures are quite detailed, lengthy, and frequently require changes, the procedures have been removed from the policy and replaced with a link to the recently updated WSU Travel Handbook.

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

KBOR has revised its policy on travel, requiring Universities to develop policies that specifically address international travel. This policy has been revised to comply with this requirement.

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 Handbook
• Wichita State University Travel Webpage
• The Travel Process webpage.
• 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 and Misha Jacob-Warren
• InfoSec - Mark Rodee
• ITS - Ken Harmon
• Export Control - Jim Elliott
• Finance/Travel - Troy Bruun and Kristie Courtney
• International Education - Vince Altum
• Human Resources - Vicki Whisenhant and Rebecca Reiling
• Faculty Senate - Jolynn Dowling (shared)
• Staff Senate - Kennedy Rogers (shared)

Other Notes For Consideration:

This revised policy contains references to Policy 3.52 / Flexible Work Arrangements, Including Remote Work. Policy 3.52 is not a current policy, but instead is a new policy that is currently being drafted. The two policies address related subject matter. Although Policy 3.52 is still under construction, we are moving forward with a request for PET approval of the revisions to Policy 13.20 in order to comply with KBOR's requirement to develop a policy on international travel. We anticipate requesting approval of Policy 3.52 in April 2024.

Owner Of Policy Request For Questions:

General Counsel Office - Misha Jacob-Warren

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 Operations and Business Technology

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 Operations and Business Technology

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