WSU Policies and Procedures: What's New

Date Policy Request To PET:

April 22, 2025

This is a change to an existing policy.

Current Policy Title:

19.21 / UNIVERSITY DOMAIN NAMES

Revised Policy Title:

N/A

Last Revised Date Of Policy:

N/A

Initiating Authority:

Strategic Communications and Marketing

Summary Of Policy Or Policy Change:

This policy was approved by PET on February 02, 2025. After it was approved, additional feedback was received requesting small changes to the language.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

Specific changes were made to the following:

• Section III(C)(3). Changed term from "hostnames" to "URLs."
• Section IV(A)(1). Removed referenced to example name of CMS since it could change.
• Section IV(A)(3). Clarification to the Domain Language definition language.
• Section IV(A)(5). Hostname typo corrected.
• Section IV(A)(6). Clarification to IP Address definition.
• Section IV(A)(14). Clarification to URL definition.
• Section IV(A)(16). University Principal Domain Name definition removed because it was redundant.

Other Relevant WSU Policies:

• WSU Policy 19.04 / University Websites
• WSU Policy 20.11 / Use of the University's Name, Seal, Logos or Marks

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
• Strategic Communications - Shelly Coleman-Martins
• ITS Networking - Keith Neufeld
• Tech Transfer & Commercialization - Rob Gerlach
• ITS Applications Development - Brett Morrill
• Strategic Communications - Tim Hart

Other Notes For Consideration:

N/A

Owner Of Policy Request For Questions:

Shelly Coleman-Martins

Date Policy Request To PET:

April 22, 2025

This is a change to an existing policy.

Last Revised Date Of Policy:

August 2, 2022

Initiating Authority:

Office of Academic Affairs

Summary Of Policy Or Policy Change:

• Modified language in Section I (A) to remove petitions to the President on negative recommendations from the deadline requirement in March.
• Modified language in Section I (A) to include April deadline for requests for meeting with the Provost and President to discuss (limited to situations where a person is not recommended by the President).

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

This policy is being revised to clarify what is included under the March and April deadlines for the review process outlined by this policy. The current March deadline includes "Petitions to the President of negative recommendations" in the 1st Friday in March deadline. This language is misleading when read in concurrence with WSU Policy 4.24 / Review for Tenure or Promotion: Procedures, which provides that any person not recommended by the President under 4.24 may request a meeting with the Provost and the President to discuss the recommendations. The current language of this policy could be read to apply to the request to discuss negative recommendations; however, it was meant to apply to the one appeal available to a candidate under review in the entire tenure or promotion review process that is separately provided for in 4.24.

Other Relevant WSU Policies:

WSU Policy 4.24 / Review for Tenure or Promotion: Procedures

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
• Office of Academic Affairs-Linnea Glenmaye
• Faculty Senate-Mathew Muether
• Staff Senate-Kennedy Rogers
• University Deans

Owner Of Policy Request For Questions:

Office of Academic Affairs

Date Policy Request To PET:

February 25, 2025

This is a new policy.

Current Policy Title:

5.17 | INCLEMENT WEATHER AND EMERGENCY EVENT

Revised Policy Title:

N/A

Last Revised Date Of Policy:

N/A

Initiating Authority:

Academic Affairs and Finance and Administration

Summary Of Policy Or Policy Change:

This policy is being proposed to inform and govern University action in the event of Inclement Weather or other Emergency Events.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

This is a new policy that is consistent with past actions.

Applicable Laws Or Regulatory Or Policy Authority:

Other Relevant Wsu Policies:

20.03 / Closing the University in the Event of Severe Weather or Other Emergency Situations: This policy grants a general authority to the President and the President's designees to close campus facilities. This policy is being reviewed for removal or, the alternative, updated and moved to Chapter 11, Facilities.

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
• Human Resources - Vicki Whisenhant, HR Leadership
• Provost's Office-Monica Lounsbery
• Student Affairs-Teri Hall
• Administration, Finance and Operations-David Miller
• Industry and Defense Program Division-Marcie Holsteen
• Faculty Senate-Mathew Muether
• Staff Senate-Kennedy Rogers

Other Notes For Consideration:

Owner Of Policy Request For Questions:

gc.policies@wichita.edu

Initiating Authority:

Housing and Residence Life

Reason Or Need For Policy:

This policy is being revised to replace the out of date “maintenance request” hyperlink under Section V. A., with language directing students to put in a maintenance request through their housing portal. A hyperlink to the Housing & Residential Life Handbook was also added for reference to Section III.H.

Applicable Laws, Authority or WSU Policy (if any):

• K.S.A. 31-132 et. seq.
• K.A.R. 22-1-1 et seq.
• 11.27 HVAC System Standards
• Housing & Residence Life Handbook

The following University Stakeholders were included:

• Office of the General Counsel – Daniel Hilliard, Stacia Boden
• Housing and Residence Life – Katie Austin

Date Policy Request To PET:

December 16, 2024

This is a change to an existing policy.

Current Policy Title:

20.25 / Human Trafficking of Persons Prohibited

Revised Policy Title:

N/A

Last Revised Date Of Policy:

November 27, 2018 (Effective)

Last revised: August 22, 2023

Initiating Authority:

The Office of General Counsel

Summary Of Policy Or Policy Change:

This is an update to ensure alignment with FAR 52.222-50.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

On July 18, 2024, a Federal Acquisition Regulation (FAR) Proposed Rule was published in the Federal Register, proposing changes to FAR 52.222-50, prompting review of the policy to ensure continued compliance. Formatting changes were also made to bring the policy up to date with our current policy form.

Applicable Laws Or Regulatory Or Policy Authority:

• FAR 52.222-50
• 2 CFR Part 175.105

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 - Stacia Boden, Misha Jacob-Warren, Daniel Hilliard
• Office of Research; IDP Contracts and Grants-Amy Smith, Lisa Haggard, Karen Davis
• Office of Human Resources-Vicki Whisenhant, Diana Austin, Lana Anthis, Julisa Khan, Nathan Johnson
• Office of Financial Operations-Troy Bruun

Other Notes For Consideration:

N/A

Owner Of Policy Request For Questions:

General Counsel

Date Policy Request:

November 5, 2024

Last Revised Date of Policy:

September 18, 2024

Initiating Authority:

General Counsel

Summary Of Policy Or Policy Change:

This maintenance request is needed to reflect that a 2.0 GPA requirement is required for eligibility for tuition assistance in an undergraduate program and a 3.0 GPA requirement for eligibility for tuition assistance in a graduate program.

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

Owner Of Policy Request For Questions:

Stacia Boden - General Counsel

Date Policy Request To PET:

October 22, 2024

This is a change to an existing policy.

Current Policy Title:

4.13 / Chair Policy And Procedures

Last Revised Date Of Policy:

November 15, 2011

Initiating Authority:

Faculty Senate

Summary Of Policy Or Policy Change:

This policy is being revised to update eligibility requirements to serve as department chair. In addition, the policy was reorganized and reformatted for purposes of clarification and to conform with the University's standard policy format.

Specific changes made were:

• Update to eligibility for chair, striking the language that did not allow eligibility for chair for any rank less than assistant professor.
• Striking language that allowed the electorate to limit eligibility requirements by majority vote.
• Added language allowing any Full-Time, Eligible Faculty Member to serve as department chair.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

This policy was revised to clarify eligibility requirements to serve as department chair.

Applicable Laws Or Regulatory Or Policy Authority:

Constitution of the Faculty Senate

Rules of the Faculty Senate Intro

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 - Stacia Boden and Daniel Hilliard
• Faculty Senate-Mathew Muether and Jolynn Dowling
• Council of Deans
• Human Resources-Vicki Whisenhant, Lana Anthis, Diana Austin, and Julisa Khan

Owner Of Policy Request For Questions:

Faculty Senate

Date Policy Request To PET:

October 22, 2024

This is a new policy.

Current Policy Title:

19.20 / Data Sensitivity Classification

Initiating Authority:

Information Security and Chief Data Officer

Summary Of Policy Or Policy Change:

The State of Kansas requires that all State agencies classify data based upon the sensitivity of the information. This policy provides the criteria and classification levels for all University data. This is also a federal requirement for protecting information under NIST 800-171/CMMC for NIAR, in addition to providing protections to the University.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

This policy has been created to ensure compliance with state and federal requirements for data classification and protection and to address audit findings related thereto.

Applicable Laws Or Regulatory Or Policy Authority:

ITEC Policy 8010A: Kansas Data Compliance Requirements

ITEC Policy 7230A: Information Technology Security Standards

NIST Special Publication 800-171

Other Relevant WSU Policies:

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 and Misha Jacob-Warren
• Information Security - Mark Rodee, Gina Riggs
• Information Technology - Ken Harmon
• Council of Deans
• Faculty Senate
• Chief Data Officer - David Wright
• IDP IT - Chris Synder
• Media Resource Center - John Jones
• Staff Senate
• Human Resources - Vicki Whisenhant and HR leadership

Owner Of Policy Request For Questions:

David Wright

Date Policy Request To PET:

September 24, 2024

This is a change to an existing policy.

Current Policy Title:

4.29 / Review for Non-Tenure Track Faculty Promotion: Procedures

Revised Policy Title:

4.29 / Review for Non-Tenure Track Faculty Promotion: Procedures

Last Revised Date Of Policy:

December 11, 2017

Initiating Authority:

FACULTY SENATE & ACADEMIC AFFAIRS

Summary Of Policy Or Policy Change:

This policy was updated to modify the language on the composition of the non-tenure track faculty promotion committee at the University level review stage. In addition, the policy was reorganized and reformatted for purposes of clarification and to conform with the University's standard policy format.

Specific changes made were:

• Struck language stating that the review Committee at the University level was the same composition as the members of the Faculty Senate Tenure and promotion Committee.
• Updated language to state that the review Committee at the University level is the ("NTT"), promotion Committee, whose general charge and composition is established in the Faculty Senate rules.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

This policy was modified to update the language specifying the membership of the non-tenure track faculty promotion Committee.

Applicable Laws Or Regulatory Or Policy Authority:

Constitution of the Faculty Senate (wichita.edu)

Rules of the Faculty Senate Intro (wichita.edu)

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

• Office of the General Counsel - Stacia Boden and Daniel Hilliard
• Faculty Senate - Mathew Muether and Jolynn Dowling

Owner Of Policy Request For Questions:

Faculty Senate and Academic Affairs

Date Policy Request To PET:

August 12, 2024

Date Policy Approved By KBOR:

September 18, 2024

This is a change to an existing policy.

Current Policy Title:

3.42 / Tuition Assistance Program for Employee

Revised Policy Title:

3.42 / Tuition Assistance Program for Employees

Last Revised Date Of Policy:

December 1, 2018

Initiating Authority:

Human Resources

Summary Of Policy Or Policy Change:

This policy is being revised to clarify the tuition assistance program for employees, including updating definitions, eligibility, requirements, and administrative procedures. In addition, the policy was reorganized and reformatted for purposes of clarification and to conform with the University's standard policy format.

Specific changes made were:

• Updated requirements for eligibility, including requiring minimum GPA rather than course related academic standing, not being on unpaid leave, and separation of employment.
• Updated the definition for benefit-eligible employee, to include teaching faculty as well as non-teaching faculty, and to clarify that ICAA employees are eligible for assistance.
• Clarified eligibility requirements and what courses/programs qualify for tuition assistance.
• Updated to require minimum GPA rather than course related academic standing.
• Updated to remove requirements related to performance evaluations because not every employee has an evaluation.
• Updated to include limitation on assistance for graduate courses.
• Clarified policy on adding and withdrawing from courses, and updated administrative procedure related to withdrawal of courses.
• Updated administrative procedure to address the prioritization process in the event of insufficient funding.
• Updated administrative procedure to address requests for time off and how to address disputes under the Internal Dispute Resolution.

Reason Or Need For Policy / Summary Of Changes Made To Existing Policy:

This policy was revised to update and provide clarity on the tuition assistance program for employees.

Applicable Laws Or Regulatory Or Policy Authority:

Kansas Board of Regents Policy Manual, Chapter II.D.1. Tuition and Fees

Other Relevant Wsu Policies:

• WSU Policy 3.15 / Internal Dispute Resolution Process
• WSU Policy 3.43 / Tuition Assistance Program for Spouses and Dependent Children

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

• Office of the General Counsel - Stacia Boden
• Human Resources - Jamie Olmsted, Vicki Whisenhant, Rebecca Reiling, Sheryl Propst, Susan Martin, Marcie Holsteen, Sara McIntyre, Ginny Mertes, Cara Tucker, Lana Anthis, Julisa Khan, Diana Austin
• Financial Aid - Angie Zeorlin and Sheelu Surender
• Student Accounts Receivable - Robyn Bongartz
• Financial Operations - Troy Bruun and Ryan Lohfink
• Faculty Senate - Jolynn Dowling [PENDING]
• Staff Senate - Kennedy Rogers [PENDING]

Owner Of Policy Request For Questions:

Jamie Olmsted - Human Resources

Additional Notes

Following the discussion and approval at the PET meeting, but prior to the approval of the policy by KBOR, the definition "Benefit Eligible" was relocated in the definitions section to the first defined term to ensure the defined terms were listed in alphabetical order.