May University Policy Distribution and SYS Policy Approval

DRAFT REVISED POLICY 

SYS 1228, Telecommuting (Remote Work) 

Revisions to this policy will be effective July 1, 2024.

Summary of Policy and Policy Revisions

• This policy governs telecommuting in the UW System.  In response to a LAB audit, the upcoming implementation of WorkDay and a desire to harmonize the UWS policy with the UW-Madison and State of Wisconsin policies, several updates have been proposed.

• • The title of the policy has been changed to “Telecommuting (Remote Work)”
  • Throughout the policy, the term “telecommuting” has been changed to “remote work” throughout the policy.
  • In section 3, added additional detail about what conditions this policy does not apply under.
  • In section 5, added definitions for “workplace flexibility,” “hybrid-remote work,” “international remote work,” “out-of-state remote work,” “remote work agreement,” and “headquarters location.”
  • Pulled several blocks of language out of the Supervisor’s Guide and the standard form telecommuting agreement and added them to the policy itself.
  • In section 6.A, added additional considerations for the approval of remote work agreements.
  • Added section 6.C for additional detail about the establishment and significance of an employee’s headquarters location.
  • Added section 6.D to clarify roles and responsibilities of the employee and the supervisor.
  • In section 6.E (formerly 6.C), added detail about continuity of conditions of employment, consideration for confidentiality in the set-up of the remote workplace, clarification about working outside of the United States requiring approval of Vice Chancellor/Vice President, and consequences of failure to comply with requirements.
  • Added section 6.F, which pulled substantial detail from supporting documents regarding out-of-state and international remote work and incorporated it into the policy itself.
  • Added section 6.G, which pulled information about materials and supplies from the standard telecommuting agreement and added to the policy itself.
  • Added section 6.H to address compensation and benefits for remote working employees.

SYS Policy Approvals

On May 21, President Rothman approved the technical revisions to SYS 350, Payment Card Compliance Policy.

A brief summary of this item can be found below.

SYS 350, Payment Card Compliance Policy 

These policy revisions were effective upon signature by the President. 

Summary of Policy and Policy Revisions

• The purpose of this policy is prevent the loss or disclosure of cardholder data. The following technical revisions were made:

• • In section 2, updated the Responsible UW System Officer title to “Associate Vice President for Financial Administration & Controller.”
  • In the last paragraph of section 4, updated the referenced resource to “UW System Administrative Policy 1031, Information Security: Data Classification” as the currently referenced procedure will be rescinded effective December 1, 2024.
  • In section 6.G, reordered the compliance assessments so the self-assessment is first, followed by external assessments and then internal progress reports as the first two are mandated by PCI standards and therefore have greater weight.
  • In section 7, removed references to UW System Administrative Procedure 1031.A, Information Security: Data Classification, UW System Administrative Procedure 1031.B, Information Security: Data Protections, and UW System Administrative Policy 1110, Information Technology Acquisitions Approval as they all have been rescinded or will soon be rescinded.
  • In section 7, updated the title of Regent Policy Document 25-5, Information Technology: Information Security and UW System Administrative Policy 1031, Information Security: Data Classification. 

University Comments & Concerns

• As this was a technical revision, this policy was not sent to universities for comment. The Finance and General Administrative Policy Committee did not have any concerns during their review.