WSU Policies and Procedures: What's New

Date Policy Request To PET: August 25, 2025

This is a change to an existing policy.

Last Revised Date Of Policy: May 1, 2012

Initiating Authority: Human Resources

Summary Of Policy Or Policy Change: This policy is being revised to accurately reflect the University's current practices, to ensure compliance with all federal immigration requirements, and to clarify the requirements and limitations for sponsoring and employing foreign nationals to assist staff and faculty through the sponsorship process. Updates have also been made to conform to the University's policy format requirements.

The primary changes made:

• Policy has been reorganized for clarity.
• Subjects covered in policy have been updated to be more helpful and transparent to staff and faculty.
• Procedures have been removed and replaced with links to the University webpages that contain the updated procedures for requesting sponsorship and employment of foreign nationals.
• Definitions have been updated to accurately reflect the terms that are used in the policy and are helpful in relation to employment and sponsorship of foreign nationals at the University.
• Eligibility requirements and limitations for sponsorship have been clearly specified, including requirements for the position, visa categories, and the individual for whom sponsorship is sought.
• Clarified requirement of institutional interest.
• Clarified the necessary review and discretion involved.
• Clarified the roles, responsibilities, and decision-making authority of stakeholders.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy: The current policy has not been updated since 2012. University practices and procedures, as well as the laws governing employment of foreign nationals have evolved substantially since the last update. The purpose of the present updates is to accurately reflect the current practices of the University in the employment and sponsorship of foreign nationals, clarify the requirements and limitations in order to assist departments, faculty, and staff, and to ensure compliance with federal immigration laws and regulations.

Applicable Laws Or Regulatory Or Policy Authority:

• 8 U.S. Code Chapter 12 - IMMIGRATION AND NATIONALITY | U.S. Code | US Law | LII / Legal Information Institute
• 24-P-013 Employing Foreign Nationals (April 30, 2024) | Informational Messages and Circulars | Kansas Department of Administration
• For information on employment of Foreign Nationals, please visit the University's Employment of Foreign Nationals webpage.
• For information on employment of international students visit the Current International Students webpage.
• For information on hosting international exchange visitors, please visit the J-1 Exchange Visitors webpage for information on hosting exchange visitors.

Other Relevant WSU Policies:

• WSU Policy 8.02 / Regular Student Employment
• WSU Policy 13.20 / Out-of-State and International Travel

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden, Misha Jacob-Warren, Abby Burgess, Daniel Hilliard
• Human Resources - Vicki Whisenhant, Kat Rodriguez, Marcie Holsteen
• Senior Executive Vice President and Provost - Monica Lounsbery
• Executive Assistant to Provost - Laura Manning
• Finance and Operations - David Miller
• Faculty Matters - Linnea GlenMaye
• Office of International Education - Vince Altum
• Faculty Senate - Chris Stone (shared)
• Staff Senate - Jacob Mendez (shared)
• University Deans (shared)

Owner Of Policy Request For Questions: General Counsel and Human Resources

Date Policy Request To PET: August 25, 2025

This is a change to an existing policy.

Current Policy Title: Out-of-State Travel

Revised Policy Title: Out-Of-State And International Travel

Last Revised Date Of Policy: March 26, 2024

Initiating Authority: The Division of Finance and Administration

Summary Of Policy Or Policy Change: This policy has been revised to update the definition of "high-risk" travel. Specifically, the definition has been renamed "Elevated Risk," and the definition has been expanded to include additional sources and risk factors for purposes of determining the level of risk for requested international travel, such as national security, research integrity, foreign influence, economic competitiveness, the University's information security, or other sensitive interests.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy: In determining the level of risk associated with international travel, the current policy relies solely on risk levels designated by the U.S. Department of State, which are based on physical safety. In evaluating whether a location is a "high-risk" for travel, it has become apparent that there are many other factors that could affect the level of risk associated with traveling to that location. Expanding the definition of "high-risk" gives the University the ability to more thoroughly assess the level of risk associated with travelling to a certain location.

Applicable Laws Or Regulatory Or Policy Authority:

• KBOR Policy Manual, II. D.23. TRAVEL
• Kansas Department of Administration, State Employees Travel Center
• Wichita State University Travel Webpage
• Wichita State University Travel Handbook
• Travel Process Webpage

Other Relevant WSU Policies:

• WSU Policy 3.52 / Flexible Work Arrangements, Including Remote
• WSU Policy 13.02 / Border City
• WSU Policy 13.11 / Private Vehicle Reimbursement
• 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, Misha Jacob-Warren, Abby Burgess
• InfoSec - Mark Rodee
• ITS - Ken Harmon
• Export Control - Jim Elliott
• International Education - Vince Altum
• Human Resources - Vicki Whisenhant
• Faculty Senate - Chris Stone (shared)
• Staff Senate - Jacob Mendez (shared)
• University Deans (shared)

Owner Of Policy Request For Questions: General Counsel Office - Misha Jacob-Warren and InfoSec - Mark Rodee

Date Policy Request To PET: August 25, 2025

This is a change to an existing policy.

Current Policy Title: 3.46 / Veterans Preference in the Application Process

Revised Policy Title: 3.46 / Veterans and Disability Employment and Promotion Preference

Last Revised Date Of Policy: July 22, 2025

Initiating Authority: Human Resources

Summary Of Policy Or Policy Change: This policy is being revised to ensure compliance with recent changes in state law that govern hiring preferences for veterans and individuals with a disability.
Specific changes were made to the following Sections:

• Updated title to include disability preference and promotion.
• Included governing law that requires preferences.
• Added disability preference to the policy.
• Clarified that supporting documentation is required, it is due prior to closing date for applications, and it shall be used solely for purposes of the preferences.
• Added definitions section.
• Provided updated definition of veteran, which was revised by the Legislature in the 2024 and 2025 Sessions.
• Clarified that the statutorily required preferences apply to eligible University positions as specified by statute, including controlled affiliate positions.
• Added procedures section that specifies what documentation is required to prove eligibility for both preferences.
• Updated policy to align with University's standard policy format.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy: In the 2024 Kansas Legislative Session, Kansas passed SB 333, which requires employment and promotion preference for persons with a disability applying for state government jobs. SB 333 has been codified in K.S.A. Section 44-1141. In addition, with the passage of HB 2760 in the 2024 Session and HB 2280 in the 2025 Session, substantial revisions to the definition of veteran were made for purposes of the veterans preference, which has been required under K.S.A. Section 73-201 since approximately 1886. The revised definition of veteran is much less complicated in determining eligibility and may have a broader scope. The current updates are necessary to ensure compliance with these changes to Kansas law.

Applicable Laws Or Regulatory Or Policy Authority:

• K.S.A Section 44-1141. State employment, promotion and retention preference for persons with disabilities; determination of primary preference when veteran's preference also asserted; job notice and application requirements; offer of interview required; right to not disclose disability; disclosure confidential; exceptions to preference.
• K.S.A. Section 73-201. Preference in governmental employment and promotion; notice when veteran not hired; notice of job openings, information regarding preference; remedy when preference not provided.

Other Relevant WSU Policies:

• WSU Policy 3.01 / Equal Opportunity
• WSU Policy 3.02 / Notice of Nondiscrimination

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Stacia Boden, Abby Burgess
• Human Resources - Vicki Whisenhant, Sheryl Propst, Diana Austin, Triniece Robertson, Kat Rodriguez, Cara Pierce, and Marcie Holsteen
• CTAC - Courtney McHenry, Preston Schroeder
• Faculty Senate - Chris Stone (shared)
• Staff Senate - Jacob Mendez (shared)
• University Deans (shared)

Other Notes For Consideration: Please note that links to the Kansas Statutes above may not yet reflect the most recent updates from the 2025 Legislative Session.

Owner Of Policy Request For Questions: Human Resources - Vicki Whisenhant

Date Policy Request To PET: August 25, 2025

This is a change to an existing policy.

Last Revised Date Of Policy: January 24, 2023

Initiating Authority: Human Resources

Summary Of Policy Or Policy Change: This policy is being updated to require that a representative from Human Resources be present at an employee's meeting with leadership for separation of employment that is initiated by leadership. Updates were also made to conform to the University's required policy format.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy: The current revisions that would require the presence of Human Resources at a meeting with an employee for an involuntary separation are necessary to ensure policies and process are followed, maintain consistency, and provide support to both leadership and the separating employee.

Other Relevant WSU Policies:

• WSU Policy 3.19 / Prohibition of Retaliation
• WSU Policy 3.48 / Coaching and Corrective Action

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Human Resources - Vicki Whisenhant
• HR Business Partners - Diana Austin, Julisa Khan, Lana Anthis, Marcie Holsteen
• Office of the General Counsel - Stacia Boden, Abby Burgess
• Faculty Senate - Chris Stone (shared)
• Staff Senate - Jacob Mendez (shared)
• University Deans (shared)

Owner Of Policy Request For Questions: Human Resources - Vicki Whisenhant

Date Policy Request To PET: July 22, 2025.

This is a change to an existing policy.

Current Policy Title: 1.09 / Strategic Plan Implementation.

Revised Policy Title: N/A.

Last Revised Date Of Policy: April 20, 2021.

Initiating Authority: The Office of the President.

Summary Of Policy Or Policy Change: Compliance related changes to this policy are required in light of recent changes to state and federal laws, orders, and guidance. Additionally, the following specific changes were made:

• Unit names and report titles have been updated.
• The section titled "Chair of the Committee" (Section III.A.3.) has been revised to reflect longstanding practice.
• References in Section III.B.3.a., to the "Wichita State University Alumni Association" and "Industry Engagement and Applied Learning" Units were removed as these Unit names are no longer correct, and the Units are covered in Section III.A.1.a.
• Finally, formatting updates were also made throughout to align the policy with the current policy form.

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 - Daniel Hilliard, Joe Dempewolf, Stacia Boden.
• Office of the President-Zachary Gearhart.
• Office of Academic Affairs-Ashlie Jack, Karla Jordan.
• Faculty Senate-(shared).
• Staff Senate-(shared).
• Deans-(shared).
• Student Affairs-Gabriel Fonseca, Scott Jensen.
• Campus of Applied Science and Technology (WSU Tech) -Justin Pfeifer.
• Military & Veteran Programs-Marche Fleming-Randle.
• Facilities Planning-Emily Patterson.
• Administration, Finance and Operations-Lyndsay Pletcher.
• Human Resources-Sheryl Propst.
• Information Technology Services-Ken Harmon, Mark Rodee.
• Research and Industry & Defense Programs-Tracee Friess.
• Strategic Communications and Marketing-Shelly Coleman Martins.
• Strategic Enrollment Management-Bobby Gandu.
• Wichita State University Foundation and Alumni Engagement-Jordyn Ortega.
• Student Government Association-SGA President and SGA Speaker.

Owner Of Policy Request For Questions: The Office of the President.

Date Policy Request To PET: July 22, 2025.

This is a change to an existing policy.

Current Policy Title: 8.04 / Graduate Assistantships

Revised Policy Title: N/A

Last Revised Date Of Policy: January 30, 2018.

Initiating Authority: Graduate School Dean's Office.

Summary Of Policy Or Policy Change: Compliance related changes to this policy are required in light of recent changes to state and federal laws, orders, and guidance. In addition, maintenance changes were made to align the policy format with our current policy form.

Other Relevant WSU Policies:

• WSU Policy 3.02 / Notice of Nondiscrimination
• WSU Policy 3.06 / Sexual Harassment, Discrimination and Retaliation for Employees, Students and Visitors
• WSU Policy 3.19 / Prohibition of Retaliation
• WSU Policy 3.47 / Discrimination Review Procedures for Students, Employees and Visitors
• WSU Policy 8.05 / Student Code of Conduct
• WSU Policiy 9.13 / Misconduct in Research

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Daniel Hilliard, Joe Dempewolf, Stacia Boden.
• CTAC-Courtney McHenry.
• HR-Vicki Whisenhant, Marcie Holsteen, Diana Austin.
• Faculty Senate-(shared).
• Staff Senate-(shared).
• Deans-(shared).

Owner Of Policy Request For Questions: Graduate School Dean's Office.

Date Policy Request To PET: July 22, 2025.

This is a change to an existing policy.

Last Revised Date Of Policy: February 23, 2021.

Initiating Authority: Human Resources.

Summary Of Policy Or Policy Change: Compliance related changes to this policy are required in light of recent changes to state and federal laws, orders, and guidance. In addition, maintenance changes were made to align the policy format with our current policy form.

Applicable Laws Or Regulatory Or Policy Authority:

• K.S.A. 75-4362
• K.A.R. 1-2-20
• K.A.R. 1-6-33
• K.A.R. 1-9-25
• K.A.R. 1-9-26
• KBOR Policy II.C.2.b.iv. Criminal Background Checks

Other Relevant WSU Policies:

• WSU Policy 3.01 / Equal Opportunity
• WSU Policy 3.02 / Notice of Nondiscrimination
• WSU Policy 3.31 / Background Checks for Employment
• WSU Policy 3.46 / Veterans Preference in the Application Process
• WSU Policy 3.51 / Pre-Employment Drug Screening
• WSU 3.61 / Workforce Transitions

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Daniel Hilliard, Joe Dempewolf, Stacia Boden.
• CTAC-Courtney McHenry.
• HR-Vicki Whisenhant, Marcie Holsteen, Diana Austin.
• Faculty Senate-(shared).
• Staff Senate-(shared).
• Deans-(shared).

Owner Of Policy Request For Questions: Human Resources.

Date Policy Request To PET: July 22, 2025.

This is a change to an existing policy.

Current Policy Title: 3.01 / Equal Opportunity and Affirmative Action.

Revised Policy Title: 3.01 / Equal Opportunity.

Last Revised Date Of Policy: August 22, 2023.

Initiating Authority: The Office of Civil Rights, Title IX & ADA Compliance (CTAC).

Summary Of Policy Or Policy Change: Compliance related changes to this policy are required in light of recent changes to state and federal laws, orders, and guidance. In addition, maintenance changes were made to align the policy format with our current policy form.

Applicable Laws Or Regulatory Or Policy Authority:

• Title VI of the Civil Rights Act of 1964
• Title VII of the Civil Rights Act of 1964
• Equal Pay Act of 1963
• Age Discrimination in Employment Act of 1967
• The Age Discrimination Act of 1975
• Title IX of the Education Amendments of 1972
• Section 503 of the Rehabilitation Act of 1973
• Section 504 of the Rehabilitation Act of 1973
• Americans with Disabilities Act
• The Vietnam Veterans Readjustment Assistance Act of 1974
• The Jobs for Veterans Act of 2002
• K.S.A. 44-1001
• K.S.A. 44-1111

Other Relevant WSU Policies:WSU Policy 3.02 / Notice of Nondiscrimination.

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Daniel Hilliard, Joe Dempewolf, Stacia Boden.
• CTAC-Courtney McHenry.
• HR-Vicki Whisenhant, Marcie Holsteen, Diana Austin.
• Faculty Senate-(shared).
• Staff Senate-(shared).
• Deans-(shared).

Owner Of Policy Request For Questions: The Office of Civil Rights, Title IX & ADA Compliance (CTAC).

Date Policy Request To PET: July 22, 2025.

This is a change to an existing policy.

Current Policy Title: 3.02 / Notice of Nondiscrimination.

Revised Policy Title: N/A.

Last Revised Date Of Policy: August 22, 2023.

Initiating Authority: The Office of Civil Rights, Title IX & ADA Compliance (CTAC).

Summary Of Policy Or Policy Change: Compliance related changes to this policy are required in light of recent changes to state and federal laws, orders, and guidance. In addition, maintenance changes were made to align the policy format with our current policy form.

Applicable Laws Or Regulatory Or Policy Authority:

• 41 C.F.R. § 60-1.35(C)

• 48 C.F.R. § 52.222-26 Equal Opportunity

Other Relevant WSU Policies:

• WSU Policy 3.06 / Sexual Harassment, Discrimination and Retaliation for Employees, Students and Visitors
• WSU Policy 3.19 / Prohibition of Retaliation
• WSU Policy 3.46 / Veterans Preference in the Application Process

The Following University Stakeholders Were Included In The Review And Approval Of This Policy Draft / Revision:

• Office of the General Counsel - Daniel Hilliard, Joe Dempewolf, Stacia Boden.
• CTAC-Courtney McHenry.
• HR-Vicki Whisenhant, Marcie Holsteen, Diana Austin.
• Faculty Senate-(shared).
• Staff Senate-(shared).
• Deans-(shared).

Owner Of Policy Request For Questions: The Office of Civil Rights, Title IX & ADA Compliance (CTAC).