WSU Policies and Procedures: What's New

Date Policy Request To PET: September 23, 2025

This is a change to an existing policy.

Current Policy Title: 3.20 / Recruitment, Hiring, and Onboarding

Revised Policy Title: N/A

Last Revised Date Of Policy: July 22, 2025

Initiating Authority: Human Resources

Summary Of Policy Or Policy Change: This policy is being revised to clarify and make updates that reflect current practices and requirements in the recruitment, hiring, and onboarding of University employees.

Specific changes include:

• Made reorganization and language updates for purposes of clarifying the procedural processes for recruiting, hiring, and onboarding.
• Updated definitions to remove definitions that weren't being used in the policy and to add definitions to assist with clarity and understanding of the processes addressed in the policy.
• Updated position posting and application requirements to align with current practices required as a result of transition to the University's Applicant Tracking System (ATS).
• Distinguished timeframes for positing benefit eligible positions v. non-benefit eligible positions.
• Combined different avenues for submitting applications under one ATS avenue.
• Clarified notification requirements for job postings.
• Added that verbal contingent offers must be made by HR or after consultation with HR.
• Added the disability (along with the veterans) hiring preference to process.
• Updated the resources section.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy: Revisions to this policy were necessary to clarify the University's current practices in recruitment, hiring and onboarding, to strengthen consistency in the hiring process, and address changes resulting from the University's transition to Applicant Tracking System software in the hiring process.

Applicable Laws Or Regulatory Or Policy Authority:

• Kansas Department of Labor, Child Labor
• KBOR Policy II.C.2.b.iv. Criminal Background Checks
• 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.
• K.S.A. Section 75-4362. Drug screening program; establishment and implementation; duties of director of personnel; state government positions subject to program; effect of positive test result on employment; results confidential; rules and regulations; safety sensitive positions defined.

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 3.32 / Employment of Foreign Nationals
• WSU Policy 3.46 / Veterans and Disability Employment and Promotion Preference
• WSU Policy 3.23 / Commercial Driver's License - Drug and Alcohol
• WSU Policy 3.51 / Pre-Employment Drug Screening
• WSU Policy 3.52 / Flexible Work Arrangements, Including Remote Work
• WSU Policy 3.61 / Workforce Transitions
• WSU Policy 20.23 / Retention of University Records

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

• Office of the General Counsel - Stacia Boden and Abby Burgess
• Human Resources - Vicki Whisenhant, Diana Austin, Lana Anthis, Julisa Khan, Nathan Johnson, Triniece Robertson, Kat Rodriguez, Marcie Holsteen, and Sheryl Propst
• CTAC - Courtney McHenry and Preston Schroeder
• Faculty Senate - Chris Stone
• Staff Senate - Jacob Mendez
• University Deans

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

Date Policy Request To PET: September 23, 2025

This is a new policy.

Last Revised Date Of Policy: Policy 3.55 / Attendance was last revised January 29, 2019

Initiating Authority: Human Resources

Summary Of Policy Or Policy Change: This new policy is an updated version of Policy 3.55 / Attendance that is being relocated to Chapter 5 of WSU Policies and Procedures. Updates have been made to reflect and clarify the University's attendance expectations.

Specific changes made:

• Updated definitions to include the terms as used in the policy and standardized University definitions, and for purposes of clarity.
• Updated language throughout policy to assist employees in understanding expectations in relation to attendance and time off.
• Reorganized so that policy statements are located in the policy section rather than in the purpose or the administrative procedures sections.
• Clarified that Human Resources may require a physician release for an employee to return to work after an absence of three days or longer due to illness or sick leave.
• Clarified that an employee may be required to record a tardy or leaving work early as accrued leave on a time sheet.
• Clarified that failure to report to work within the first half of the shift without explanation will be considered a no call/no show.
• Removed timekeeping procedures because timekeeping is addressed on the HR webpage and will eventually be moved into a different policy under Chapter 5.
• Removed responsibilities section because responsibilities of leadership and employees are already addressed throughout the policy.
• Updates were also made to conform with the University's standard policy format.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy: The present new policy has been created as part of ongoing efforts to consolidate University policies and information related to time, pay, and leave under Chapter 5 of the WSU Policies and Procedures. The new policy updates and relocates Policy 3.55 / Attendance to Chapter 5.

Other Relevant WSU Policies:

• WSU Policy 3.34 / Family and Medical Leave Act
• WSU Policy 3.41 / Separation of Employment
• WSU Policy 3.48 / Coaching and Corrective Action
• WSU Policy 3.52 / Flexible Work Arrangements, Including Remote Work
• WSU Policy 7.07 / Time and Leave Policies

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, Nathan Johnson, Diana Austin, Julisa Khan, Lana Anthis, Marcie Holsteen, Courtney Henry
• Payroll - Mindy Dixon
• Faculty Senate - Chris Stone
• Staff Senate - Jacob Mendez
• University Deans

Other Notes For Consideration: Along with approval of this new policy, Policy 3.55 will need to be rescinded.

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

Date Policy Request To Pet: September 23, 2025

This is a change to an existing policy.

Current Policy Title: 3.15 / Internal Dispute Resolution Process

Revised Policy Title: N/A

Last Revised Date Of Policy: Oct. 3, 2023

Initiating Authority: Human Resources

Summary Of Policy Or Policy Change: This policy is being updated to reflect current practices and to clarify the requirements and limitations of the University's Internal Dispute Resolution Process for non-faculty employees.

Specific changes made were:

• Updated definitions to remove definitions that were unnecessary and added definitions to assist with clarity. increase
• Clarified that the Internal Dispute Resolution Process is only available for concerns that meet the criteria of a Dispute, as defined in the policy.
• Clarified that matters of alleged discrimination, harassment, and retaliation based on a protected characteristic, sexual misconduct, sexual harassment, relationship violence, and stalking are not covered by this policy but instead are addressed under Policy 3.06 / Sexual Harassment, Discrimination and Retaliation for Employees, Students and Visitors and WSU Policy 3.47 / Discrimination Review Procedures for Students, Employees and Visitors.
• Clarified that the dispute resolution process for faculty is under Policy 4.04 rather than this policy.
• Clarified that the purpose of this policy is solely administrative and does not confer any right to a formal hearing or other due process protections.
• Updated to replace the HRBP with Employee Relations Specialist as the person responsible for guiding an Employee in the initial process of filing a Dispute Resolution Request. This allows the HRBP to be present to support either Employee or Leader through a Dispute without perception of influence on either.
• Added the informal conflict resolution to administrative procedure section of policy as a precursor to the formal Internal Dispute Resolution Process.
• Clarified that untimely requests and appeals will not be considered, unless it is determined that there are extenuating circumstances and additional time would facilitate resolution of the Dispute.
• Clarified criteria that would allow for an appeal.
• Added alternative decision maker for appeals if the Chief Human Resources Officer was involved in the initial review of the Dispute.
• Made general updates to language and reorganized for purposes of clarity.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy: This policy was revised to provide clarity on the process for internal dispute resolution for non-faculty University employees.

Other Relevant WSU Policies:

• WSU Policy 3.06 / 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 3.58 / Protection from Retaliation for reporting Wrongful Conduct
• WSU Policy 4.04 / Resolution of Internal Disputes for Faculty

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

• Office of the General Counsel - Stacia Boden, Daniel Hilliard, Abby Burgess
• HR - Vicki Whisenhant, Nathan Johnson, Marcie Holsteen, Lana Anthis, Diana Austin, Julisa Khan, Cara Pierce, and Courtney Henry
• CTAC - Courtney McHenry
• Staff Senate - Jacob Mendez
• Faculty Senate - Chris Stone
• University Deans

Owner Of Policy Request For Questions: Human Resources

Date Policy Request To PET: Sept. 23, 2025

This is a new policy.

Current Policy Title: 3.14 / Workplace Investigations

Initiating Authority: Office of Human Resources

Summary Of Policy Or Policy Change: This policy establishes guidelines and procedures for conducting workplace investigations within the University.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy: The purpose of this policy is to establish guidelines and procedures for conducting workplace investigations within the University to ensure a fair, consistent, and timely response to concerns and complaints involving violations of policy and misconduct that are not otherwise governed by WSU Policy 3.06 / Sexual Harassment, Discrimination and Retaliation for Employees, Students and Visitors or Policy 3.47 / Discrimination Review Procedures for Students, Employees and Visitors.

Applicable Laws Or Regulatory Or Policy Authority:

• State of Kansas Workplace Violence Policy

Other Relevant WSU Policies:

• WSU Policy 3.33 / Eschewing Campus/Workplace Violence
• WSU Policy 3.06 / Sexual Harassment, Discrimination and Retaliation for Employees, Students and Visitors
• WSU Policy 3.41 / Separation of Employment
• WSU Policy 3.47 / Discrimination Review Procedures for Students Employees and Visitors
• WSU Policy 3.48 / Coaching and Corrective Action

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

• Office of the General Counsel - Daniel Hilliard, Stacia Boden, Joe Dempewolf
• Human Resources - Nathan Johnson, Lana Anthis, Julisa Khan, Diana Austin, Vicki Whisenhant, Marcie Holsteen, Courtney Henry
• Faculty Senate - (shared)
• Staff Senate - (shared)
• Council of Deans - (shared)

Owner Of Policy Request For Questions:

• Human Resources

Date Policy Request To PET: September 23, 2025

This is a change to an existing policy.

Current Policy Title: 3.55 / Attendance

Last Revised Date Of Policy: January 29, 2019

Initiating Authority: Human Resources

Summary Of Policy Or Policy Change: This Policy is being rescinded.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy: It is necessary to rescind this policy because it is being updated and replaced with Policy 5.06, as part of an on-going project to consolidate and relocate all policies covering time, pay, and leave under Chapter 5 of the WSU Policies and Procedures. See Cover Page for new Policy 5.06 / Attendance for further information on updates to the contents of this policy.

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

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.

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: 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.

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