Posted 3:06 p.m. Wednesday, Dec. 1, 2021
As a reminder, the November 2021 institution policy distribution includes for comment one new policy, one new procedure, and five revised policies.
NEW POLICY DRAFT SYS 1036, Information Security, Endpoint Protection The purpose of SYS 1036, Information Security: Endpoint Protection is to provide a formal structure for the deployment and management of endpoint protection systems and controls used to mitigate Information Security (IS) threats throughout the University of Wisconsin (UW) System. The purpose of SYS 1036.A, Information Security: Endpoint Protection Standard is listed below. · All files accessible by a System Administrator must be scanned periodically for software-based threats. The endpoint protection controls must be actively running in a mode which automatically takes corrective action when possible and must not be capable of being disabled temporarily or permanently by end users. · All endpoint protection software which resides on UW owned or leased IT assets, must be actively managed by the institution which owns or leases the assets, to ensure the latest versions of the endpoint protection software and associated definition files are periodically updated and are in active use, to protect against software based threats. · Any UW owned or leased IT endpoint which does not have the required protections described in use, or which has been found to be actively infected with malicious and/or unauthorized software which cannot be neutralized by the endpoint’s protective software, must have its network access disabled until appropriate mitigating controls are put in place. · Endpoint Operating Systems that have reached the end of support life are by default not permitted to connect to the UW’s networks. · All UW owned endpoints must be configured to have their system time synchronized with an authoritative time source. · Endpoint configuration items should have their host firewall turned on, continuously active, and configured in accordance with industry best practices. · Remote desktop access (RDP within Windows environments) must be turned off by default. · Macros must be turned off by default within all installed software applications and/or productivity suites. Please also review & comment on the related procedure, SYS 1036.A, Information Security, Endpoint Protection Standard. |
DRAFT POLICY REVISIONS SYS 230, Salary & Fringe Benefit Calculations The purpose of this policy is to describe the process for calculating salaries and fringe benefits to UW System employees. Revisions to this policy are as follows: · In Section 6.D, Summer Payments, made revisions to reflect the shift to a biweekly pay schedule for all employees. |
DRAFT POLICY REVISIONS This purpose of this operational policy is to provide compensation structures and benefits information for crafts worker employees working at UW System institutions. Revisions to this policy are as follows: · In section 3, revised definition of “Crafts worker” to clarify that it includes only those who practice skilled trades as defined by the State of Wisconsin. · In section 3, revised definition of “Crafts worker supervisor, Shop supervisor and Crafts operations manager” to include academic staff positions. · Revised section 4.E, Health Insurance Premiums, to indicate health insurance eligibility for crafts workers. |
DRAFT POLICY REVISIONS SYS 1244, Summer Prepay Deductions and Summer Session Benefits Eligibility This policy outlines the process for maintaining employee benefits over the summer for Academic Year Employees. Revisions to this policy are as follows: · Throughout policy, replaced “taken” with “deducted.” · Throughout policy, replaced language referring to “the first six bi-weekly pay periods in March, April and May” with “the first two paychecks of the month in March, April and May” to enhance clarity. · In sub-section 6.A, added “System” to “UW” to ensure consistency with other UW System administrative policies. · In sub-section 6.B, updated names of retirement plans. · In sub-section 6.F.2, changed “Grad Assist/ Short Term Academic benefits package” to “Graduate Assistant/Short Term Academic Staff Benefits Package.” · In sub-section 6.G, updated link to the UW System Human Resources Family Changes web page. |
DRAFT POLICY REVISIONS SYS 1278, UW System Pay Plan Distribution Framework for University Workforce The purpose of this policy is to provide Chancellors with a framework for the distribution of UW System approved pay plans for the university workforce. Revisions to this policy are as follows: · Revised definition of “Continuing Staff” for concision. · Revised sub-section 6.B to clarify updated criteria for receiving pay plan increases; the revised policy eliminates the ability of Chancellors to earmark 15% of the total pay plan each year for the chancellor’s discretionary use. · Revised sub-section 6.E to remove the language, “across-the-board compensation adjustments not based on merit are prohibited.” · Revised sub-section 6.G to clarify updated effective payment dates. · Revised sub-section 6.I to reflect changes resulting from the 2021 Title and Total Compensation project. |
DRAFT POLICY REVISIONS The purpose of this policy is to provide the necessary information formerly classified Fair Labor Standards Act (FLSA) exempt staff, and certain current university staff, need to make an informed decision regarding whether to accept a voluntary reassignment to a position that the institution has designated as either an academic staff or limited appointment position as a result of system-wide classification project. Revisions to the policy are as follows: · Revised section 1 to clarify that the revised policy includes certain current university staff, and the information it provides may be applicable in the event of a system-wide classification project. · Added language to section 2 to reflect changes made as a result of the 2021 Title and Total Compensation project. · Revised definition of “Incumbent employee” to include additional employees with FLSA exempt university staff positions. · Revised sub-section 4.A to reflect expanded nature of the policy. · In sub-section 4.B, added language to clarify effective date of voluntary reassignment and related reasoning. · In sub-section 4.C, revised language on benefits eligibility to improve clarity. · Added sub-section 4.D to communicate new policy sunset date of June 30, 2022. |
PROPOSED POLICY RESCISSION It is recommended that SYS 150, The Application of Job Market and Placement Information to Academic Planning, be rescinded because it is duplicative of SYS 102 components that relate to how market demand data should be included in academic program planning. This policy, in its current form, reads like a proposal to enhance planning using workforce or “job market and placement information.” The same concept to use workforce demand data is already a part of SYS 102, Policy on UW System Array Management: Program Planning, Delivery, Review, and Reporting. Further, use of workforce demand data is a part of the Board authorization template. Lastly, data related to program demand is a part of review templates used at institutions for program planning. The spirit of the policy is reflected and integrated into an existing policy, SYS 102. |
EXPIRING INTERIM POLICY ACTION SYS 100-05, Interim: Veteran Access, Choice, and Accountability Act Requirement Waiver This interim policy has amended how UW institutions administer the Veterans Access, Choice, and Accountability Act of 2014 (Choice Act). Under this law, nonresident U.S. veterans and other eligible nonresident benefit recipients are charged the same tuition as Wisconsin residents pursuing the same course or program. · Due to the pandemic, veterans and other eligible students have been permitted to reside outside the state while enrolled in UW programs. · This interim policy action has temporarily amended the domicile requirement in SYS 805, Tuition and Fee Policies for Credit Instruction, section 6.B.2, for eligible students attending UW institutions. · This interim policy was first issued on August 13, 2020. · This interim policy will expire on December 31, 2021. |
EXPIRING INTERIM POLICY ACTION This interim policy has waived the credit loads required for eligibility and award renewal for recipients of the Lawton Undergraduate Minority Retention Grant during the fall 2021 semester. · Because of challenges ranging from personal pandemic-related circumstances to reduced course options in some topic areas, recipients of the Lawton Undergraduate Minority Retention Grant have not been required to enroll in and/or complete at least twenty-four credits per academic year. · This interim policy action has temporarily amended sections 6.f and 6.g of SYS 170, Lawton Undergraduate Minority Retention Grant Program. · This interim policy was first issued on September 21, 2021, with an effective date of September 1, 2021. This interim policy was a new version of previously expired interim policies SYS 100-02, Interim: Lawton Undergraduate Minority Retention Grant Program Requirements Waiver(expired May 31, 2020) and SYS 100-04, Interim: Lawton Undergraduate Minority Retention Grant Program Requirements Waiver Extension (Summer 2020-Summer 2021) (expired August 31, 2021). · This interim policy will expire on December 31, 2021. |
EXPIRING INTERIM POLICY ACTION SYS 1200-06, Interim: University Staff Vacation and Personal Holiday Carryover This interim policy has temporarily amended two UW System Administrative Policies to allow carryover of vacation and personal holidays scheduled to expire on December 31, 2020. · This interim policy has granted the same carryover privilege to employees working on a calendar year basis as was granted to employees working on a fiscal year basis. · This interim policy has temporarily amended the following administrative policies: · Section 4.D.1 of SYS 1210, Vacation, Paid Leave Banks, and Vacation Cash Payouts · Section 4.A.3.b.i of SYS 1211, Personal Holiday and Legal Holiday Administration · This interim policy was first issued on October 8, 2020. This interim policy was a new version of the previously expired interim policy SYS 1200-05, Interim: Vacation, Compensatory Time, and Personal Holiday Carryover(expired June 30, 2021). · This interim policy will expire on December 31, 2021. |
EXPIRING INTERIM POLICY ACTION SYS 1200-09, Interim: Salary Advances for Employees Converting to Biweekly Pay In response to the conversion of all UW System employees formerly paid on a monthly basis to a biweekly pay cycle, this interim policy has allowed employees to request a one-time salary advance. · This interim policy was implemented to assist employees with any personal financial issues associated with the implementation of the pay schedule change. · This interim policy has a related FAQ document: Implementation Guidance and FAQ's for Salary Advances for Employees Transitioning to a Biweekly Pay Schedule. This FAQ document will be archived with the interim policy after the interim policy expires. · This interim policy is related to pay schedule changes created by the 2021 revisions to SYS 230, Salary & Fringe Benefit Calculations, and SYS 215, Payment Methods and Timing for Payroll. · This interim policy was first issued on May 19, 2021. · This interim policy will expire on December 31, 2021. |
EXPIRING INTERIM POLICY ACTION Interim RPD Waiver #06, COVID-19 Grants and Contracts Waiver (for Fall Semester 2021) This interim policy action has allowed the President of the UW System to execute grants from and contracts with private, profit-making organizations with a value of more than $1,000,000 which would otherwise require formal approval of the Board of Regents prior to execution. · This interim policy action has only applied to grants and contracts that have been necessary to respond to immediate resource needs resulting from the COVID-19 pandemic. · This interim policy action has waived certain requirements of RPD 13-1, General Contract Approval: Signature Authority and Approval. · This interim policy action was first issued on August 12, 2021. This interim policy action was a new version of the previously expired interim policy action Interim RPD Waiver #01, COVID-19 Grants and Contracts Waiver(expired May 31, 2021). · This interim policy action will expire on December 31, 2021. |
EXPIRING INTERIM POLICY ACTION Interim RPD Waiver #07, COVID-19 Leasing of Real Property Waiver (for Fall Semester 2021) This interim policy action has allowed the UW System President ant the Executive Director and Corporate Secretary of the Office of the Board of Regents to enter into leases of real property that would otherwise require Board of Regents approval. · This interim policy action has only granted signature authority when the least of real property has addressed immediate resource needs resulting from the COVID-19 pandemic. · This interim policy action has waived certain requirements of RPD 13-2, Real Property Contracts: Signature Authority and Approval. · This interim policy action was first issued on August 12, 2021. This interim policy action was a new version of the previously expired interim policy action Interim RPD Waiver #02, COVID-19 Leasing of Real Property Waiver (expired May 31, 2021). · This interim policy action will expire on December 31, 2021. |
EXPIRING INTERIM GUIDANCE Interim Guidance: Fall 2021 Guidance for Minors on UW System Campuses This interim guidance has offered guidelines for mitigating the transmission of COVID-19 among minors visiting UW institutions for youth programming during the fall 2021 semester. · This interim guidance has pertained to all institutions offering youth activities in the fall of 2021. · This interim guidance has offered guidelines on vaccinations, masking, and testing. · This interim guidance was first issued on August 25, 2021. · This interim guidance will expire on December 31, 2021. |
NEW GUIDANCE SYS 135 Guidance, Guidelines on Guaranteed Transfer These guidelines provide information regarding the UW System guaranteed transfer program. · These guidelines are related to SYS 135, UW System Undergraduate Transfer Policy. · These guidelines influence the work of Admissions Offices at each institution in the UW System. · These guidelines were first issued on November 19, 2021. |
Policy Effective Date Reminder One policy has an upcoming effective date in the next two months. Please review the policy below and visit the link to familiarize yourself with the content that will be coming into effect. If you have questions about implementation leading up to the effective date, please contact the policy owner for more information and clarification. The policy below will go into effect on January 1, 2022: |
