December University Reminder, SYS Policy Action Summary, FY 2025 Q3 SYS Policy Preview, & Other SYS Policy Updates

As a reminder, the December university policy distribution contains two (2) revised policies and one (1) new policy.

Revised Policies:

• SYS 1275, Recruitment Policies
• SYS 1293, Mandatory Employee Training

New Policy:

• SYS 1XX, Institutional Statements

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

Comments on SYS 1275 and SYS 1293 are due by 12:00pm on Friday, January 17. 

Comments on SYS 1XX are due by 5:00pm on Tuesday, January 28. 

DRAFT REVISED POLICY 

SYS 1275, Recruitment Policies

This policy will be effective upon signature by the president.  

Summary of Policy and Policy Revisions

• The purpose of this policy is to provide a framework for UW System institutions to use in the development of merit-based recruitment, selection, and hiring processes that produce a talented, effective workforce and that reflect UW System’s commitment to the principles of equal employment opportunity, non-discrimination, and diversity.
• This update modifies the scope of the policy for the purpose of clarifying which requirements apply to which position types.  In particularly modifies the pre-hire requirements for student employees, employees in training, graduate/student assistants, and university staff temporary appointments.
  • In Section 3, language was added to further clarify which employees of the UW-System different sections of this policy may apply to.
  • In Section 6, updated language regarding affirmative action plans to reflect the federal mandate.
  • Removed sub header “6.A, Responsibilities” and renumbered other subleaders accordingly.
  • In Section 6.A (formerly 6.B), the last paragraph was added to include a process to reviewing the personnel file for a rehired candidate.
  • In Section 6.C (formerly 6.D), the first paragraph was removed.
  •  In Section 6.C (formerly 6.D), “within the same institution” was added to the second to last paragraph, regarding internal transfers to a new appointment.
  • In Section 6.D (formerly 6.E), added an initial sentence to clarify that it is good practice to ask whether disciplinary problems were encountered.
  • In Section 6.D (formerly 6.E), “student help positions” was removed from the second paragraph.
  • In Section 6.D (formerly 6.E), “to be conducted” as added to the second paragraph to further emphasize when misconduct checks should be completed regarding transfer positions.
  • In Section 6.E (formerly 6.E), the last paragraph was added to clarify when a misconduct check would be required for a previously employed candidate.
  • In Section 7, Regent Policy Document 20-19 was added as a related document.

DRAFT REVISED POLICY 

SYS 1293, Mandatory Employee Training 

This policy will be effective upon signature by the president.  

Summary of Policy and Policy Revisions

• This policy sets out the mandatory training requirements, the employees to whom the training applies, the frequency with which training must be undertaken, and the responsibilities of those involved.
• This update moves “FERPA Training” from a one-time training, required only if an employee’s position grants them “access to student records”, to a training required for all employees every 3 years.  This update recognizes that practically all employees of the UWS have access to information that could constitute “student records” under the definition of the term in FERPA.
  • In Section 5, the definition of “FERPA” was updated to include that FERPA training is provided by UW System.
  • In Section 6.A.I.2, subsection d was added, which establishes that FERPA training will be included in the mandatory training for new hires.
  • In Section 6.A.II, subsection 3 was added, which establishes that FERPA training will be required as part of the mandatory recurring training every 3  years for existing hires.
  • In Section 6.A.III, subsection 1 was removed, as FERPA training will be required for all employees and is no longer role dependent.

DRAFT NEW POLICY 

SYS 1XX, Institutional Statements

This new policy will be effective upon signature by the President.

Summary of Policy

• This policy establishes a general principle of viewpoint neutrality for institutional statements issued publicly on behalf of the university and its units. It makes permanent the principles established in the interim policy action SYS 100-10, Interim: Institutional Statements. It is designed to provide further clarification and guidance on the principles affirmed in RPD 4-21, Commitment to Academic Freedom and Freedom of Expression. Specific policy provisions include:
  • Establishing that institutional statements issued by university leaders should be limited to matters that directly affect the core mission of the university and should maintain viewpoint neutrality in any reference to any other matter. Such statements many express a position of support or opposition only when authorized by the president or chancellor. Institutional statements expressing solidarity or empathy are permitted in response to incidents or events that directly affect the operations and core mission of the university so long as their selective issuance does not imply preference for the viewpoint of one group over another.
  • Clarifying that this policy does not apply to:
    • Faculty and staff within a unit who may choose to express their expertise or judgement of a situation as it relates to their academic disciplines or research expertise, but that care should be taken to ensure that such statements are not misconstrued to represent the university or unit.
    • Faculty and staff expressing personal statements on non-university owned channels.
    • Officially recognized shared governance groups, though they should make clear in public statements that they are speaking on behalf of their group and not the institution.
  •  Permitting the president and chancellor to adopt additional institution-specific guidance and procedures consistent with this policy.
  • Clarifying that the president and chancellors may not expand the scope of this policy to restrict the free expression rights of individuals or groups of individuals who do not present themselves as speaking in the name of and on behalf of the university or a unit.
  • Committing to preserving the academic freedom of faculty, research or instructional staff and students with respect to scholarship, teaching, and intellectual debate.

December Policy Action Summary  

• SYS 121, Professional Licensure and Occupational Certification Programs: Determining Student Location*