WSU Policies and Procedures: What's New

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

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:

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

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:

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 To Pet:

August 22, 2023

Current Policy Title:

20.19 / Driving State Vehicles

Revised Policy Title:

20.19 / Driving State-Owned or Leased Vehicles or State-Operated Vehicles

Last Revised Date Of Policy:

August 8, 2017

Initiating Authority:

The Vice President for Finance and Administration

Summary Of Policy Or Policy Change:

This policy is being revised to ensure consistency with state regulations, to expand the policy to apply to the use of personal vehicles, to address the complete prohibition on trailer towing, to create uniformity and remove duplication by combining the present policy with Policy 20.12 / Usage of Multi-Passenger Vans, and to make general updates to comply with WSU's standard format and for purposes of clarity.

Specific changes made were:

• Expand the provisions of the policy to also apply to the use of personal vehicles being operated for official state business.
• Revise the title of the policy to reflect the expanded scope.
• Address conflict with KAR 1-17-2 regarding use of state vehicles by non-employees and to include and update necessary definitions consistent with state regulations.
• Limit the prohibition of towing to multi-passenger vans and leased vehicles.
• Update to reflect the state regulation that prohibits stickers, decals, and bumper stickers, and add clarification that University Marks shall not be affixed on a state vehicle without approval in accordance with WSU Policy 20.11.
• Insert procedure for usage of multi-passenger vans into this policy to eliminate the need for Policy 20.12 / Usage of Multi-Passenger Vans.
• Update the procedure for the usage of multi-passenger vans to remove the requirement that van drivers must be "full-time"; to correct that operator training is provided by Facilities Services rather than the Physical Plant; and to remove 700-mile restriction.
• Update to reflect current University practice for recovering cost of damages from the department that the state vehicle was leased or assigned to.
• Added administrative procedures for requesting use of a state vehicle and reporting accidents, consistent with state regulations.

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

The current policy restricts the operation of a state vehicle to employees, with the exception that current students who have permission from their WSU divisional vice president may also drive for a specific event. This exception conflicts with KAR 1-17-2, which restricts the operation of state vehicles to officers or employees of the state, with the exception of approvals by the secretary of administration or the secretary's designee. WSU does not have the authority to approve exceptions.

Further, the current policy does not address the use of personal vehicles operated in the scope and course of University employment, so such use was added to the policy consistent with the state regulations.

In addition, the current policy completely prohibited the towing of trailers behind all state vehicles, leaving faculty and staff unable to tow trailers at all, even when the trailer is owned by the University. The revisions have addressed this issue by permitting towing behind state-owned vehicles, but not behind multi-passenger vans or leased vehicles.

Applicable Laws Or Regulatory Or Policy Authority:

• K.S.A. 8-2503, Kansas Safety Belt Use Act
• K.S.A. 8-1344, Child Passenger Safety Act
• K.S.A. 75-4604, Secretary of Administration to Control Vehicles of Pool
• K.S.A 75-4608, Rules and Regulations; Records; Reports; Reimbursement for Charges
• K.A.R., Agency 1, Article 17, Use of State-Owned or Operated Motor Vehicles on Official State Business

Other Relevant Policies:

• WSU Policy 13.02 / Border City
• WSU Policy 13.11 / Private Vehicle Reimbursement
• WSU Policy 13.20 / Out-of-State Travel
• WSU Policy 19.16 / Text Messaging While Driving
• 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
• Facilities Services - Eason Bryer, Executive Director of Facilities Services
• Facilities Services - David Gomez, Director of Facilities Operations
• Facilities Services - Tom Retz, Fleet Manager
• Financial Services - Troy Bruun, Associate Vice President for Financial Services
• Faculty Senate - Jolynn Dowling
• Staff Senate - Denise Gimlin

Other Notes For Consideration:

Because WSU Policy 20.12 / Usage of Multi-Passenger Vans is being combined into the present policy, Policy 20.12 will also need to be rescinded along with the approval of the present revisions to Policy 20.19.

Owner Of Policy Request For Questions:

General Counsel Office

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 To Pet:

August 22, 2023

Current Policy Title:

20.25 / Human Trafficking of Persons Prohibited

Revised Policy Title:

N/A

Last Revised Date Of Policy:

November 27, 2018 (Effective)

Initiating Authority:

Federal Contracts Compliance, NIAR Research Compliance

Summary Of Policy Or Policy Change:

This is a maintenance update to remove references to WSU's Center for Combating Human Trafficking and its services. Minor formatting updates were also made.

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

WSU no longer has a Center for Combating Human Trafficking. Consequently, it is necessary to remove references to the Center and its services from this policy.

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 - Stacia Boden

Other Notes For Consideration:

N/A

Owner Of Policy Request For Questions:

General Counsel