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May 2023 Policy Distribution, SYS Policy Approval Notice, and Expiring Interim Policy Notification

Posted 7:58 a.m. Saturday, May 20, 2023


2023 institution policy distribution includes one (1) new policy.

One (1) new policy:

·         SYS 645, Native American Graves Protection and Repatriation Act (NAGPRA) Compliance

Please submit your feedback by Friday, June 2, 2023.

As a reminder, SYS 102, Policy on University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Reporting is still available for comment. Please submit your feedback for SYS 102 by Tuesday, May 23, 2023.

Additionally, please be advised that UWSA plans to re-distribute SYS 156, Guidelines for Faculty Retraining, Renewal, and Development to campuses in a future institutional distribution. (This policy was originally proposed for rescission in the October 2022 distribution.)

Click on the links above to view the drafts and ensure that your feedback is captured for review during the post-comment period. Comments can include attachments, including word documents and PDFs.

Please find summaries of the items below.


SYS 645, Native American Graves Protection and Repatriation Act (NAGPRA) Compliance

·         The policy provides detailed guidance to establish minimum standards for compliance with the Native American Graves Protection and Repatriation Act (NAGPRA) (Public Law 101-601) throughout the University of Wisconsin (UW) System. Guidance to support compliance with this policy outline procedures including, oversight, training, consultation, documentation, handling, as well as consequences of noncompliance.

·         The scope is limited to cultural items subject to and as defined in NAGPRA [25 U.S.C. § 3001(3)] (human remains, associated funerary objects, unassociated funerary objects, sacred objects, and objects of cultural patrimony) that are under control of the institution or are being reviewed for acquisition or accessioning.


SYS 102, Policy on University of Wisconsin System Array Management: Program Planning, Delivery, Review, and Definitions

·         This policy provides detailed guidance on academic degree program array management actions, including the approval of new programs, review of program suspensions and eliminations, changes to programs, program reviews, and other required reporting and approval items at the Board of Regents or University of Wisconsin (UW) System level.

·         The list of proposed revisions is as follows:

·         General

·         Replaced references to “Academic Programs and Faculty Advancement” with “Academic Affairs.”

·         Removed the University Action table, which will be moved into a separate procedure in the future.

·         Renumbered policy sections as needed to reflect the addition or deletion of terms; the table of contents was also updated to reflect these changes.

·         Section 1, Introduction

·         Removed the definition of “unnecessary duplication.”

·         In Section 1.2.2, added a reference to Regent Policy Document (RPD) 4-12, Academic Program Planning, Review, and Approval in the University of Wisconsin System.

·         Added Section 1.2.3, The UW System Provost Council.

·         Section 2, Approval Process for New Academic Degree Programs and Degree Types

·         Replaced “new programs” with “new academic degree programs.”

·         In Section 2.1.1 (3) and (4), updated language to clarify that a change to the curricular content of a program determines whether a program is considered new. Additionally, clarified that a change to the first two Classification of Instructional Programs (CIP) digits may that indicate a new program authorization may be required.

·         In Section 2.1.2, revised Step 1 to reflect that a Notice of Intent (NOI) is needed, regardless of track. Additionally, Step 2 was revised to clarify the pre-authorization process.

·         In Section 2.2, clarified the processes and eligibility requirements for NOI standard-track and fast-track. Additionally, added a three-step appeals process.

·         In Section 2.3, clarified the steps of the recommendation process, as well the role of the Board of Regents.

·         In Section 2.4, replaced “MajorMania” with “Find-A-Program.”

·         In Section 2.5, added language to clarify the requirement that UW associate degrees much follow the associate degree standards in SYS 115, Associate Degree Standards. Additionally, revised language to allow for the addition of a major to any UW associate degree.

·         Section 3, Existing Academic Degree Programs and Degree Types

·         In Section 3.2, clarified the threshold for a substantive change.

·         In Section 3.3, clarified the threshold for a curricular change the CIP changes which may require Board of Regents approval.

·         In Section 3.6, clarified that changing a program’s method of delivery to distance education may require Higher Learning Commission (HLC) approval or notification. Additionally, clarified that adding or eliminating distance delivery for an academic degree program requires notification at least four weeks prior to the effective date.

·         In Section 3.8, eliminated the requirement to notify UW System Administration of the addition or removal of a concentration to an associate degree.

SYS Policy Approval Notice

On May 2nd, President Jay Rothman:

·         approved substantive revisions to SYS 1278, UW System Pay Plan Distribution Framework for University Workforce.

·         approved SYS 1293, Mandatory Employee Training, a new policy.

See below for a brief summary of these items.

SYS 1278, UW System Pay Plan Distribution Framework for University Workforce

This policy is effective upon approval.

·         The previous revision to this policy eliminated the option for chancellors to earmark up to 15% of the new money allocated through pay plan for the Chancellor’s discretionary use to meet special compensation needs within their institution. This revision restores that authority to the Chancellors.

·         Institutional Comments and Concerns

·         A UW-Platteville employee suggested postponing the implementation of the Chancellor’s discretionary fund until the next biennium. Similarly, a UW-Stevens Point employee suggested not restoring the 15% Chancellor’s discretionary fund. These suggestions were not implemented, as the restoration of the 15% discretionary fund is the policy direction that the University of Wisconsin System Administration (UWSA) sought to pursue.

·         A UW-Stevens Point employee requested further clarification for the definition of “assigned responsibility." This suggestion was not implemented. After consultation with other stakeholders, the phrase “areas of assigned responsibility” was determined to be sufficiently clear.

SYS 1293, Mandatory Employee Training

This policy is effective upon approval.

·         This is a new policy created in response to an internal audit regarding IS Security training and for the purpose of establishing standard, more formalized, procedures associated with our several mandatory employee training (MET) requirements.

·         Due to the volume of feedback, the major themes and issues are summarized as follows:

·         Concerns regarding tracking the completion of MET.

·         The policy has been clarified that UW System Shared Services (UWSS) will track all MET completion and issue reminder letters and notices of non-compliance.

·         Concerns regarding the documentation of the completion of student-oriented sexual assault awareness and IT security training by student employees for purposes of qualifying for the exemption.

·         Student employees were granted the exemption from MET as a class, relying on institution policies to ensure that the students completed their mandatory student training on these topics.

·         Concerns regarding the training mentioned in the policy beyond the initial and annual MET training required for pay plan eligibility.

·         Sections governing other types of mandatory training were removed from the policy.

·         Concerns regarding tracking exemption eligibility for employees of multiple UWS institutions.

·         UWSS tracks training by employee, not by institution, so they can enforce this provision.

·         Concerns regarding a “right to cure” for employees who miss required training but can make it up prior to the implementation of pay plan.

·         Right to cure language was added to the policy.


SYS 100-01, Interim: Study Abroad Emergency Reserve/Contingency Fund Requirement Waiver

SYS 100-01, Interim: Study Abroad Emergency Reserve/Contingency Fund Requirement Waiver is set to expire on May 31, 2023. This interim policy will be allowed to expire and will not be renewed.