WSU Policies and Procedures: What's New

Initiating Authority:

Financial Operations

Summary of Policy of Policy Change:

This policy formally recognizes the University’s “Service Centers” on campus (currently being referred to as “labs”).

Reason Or Need For Policy:

This policy is necessary to document the University’s policy on cost centers and our policies as they relate to how they are established and closed, how they bill and set their center rates, and requirements for billing and recordkeeping. In addition to clearly communicating these requirements to all employees, this policy fulfills our compliance requirements under the law.

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

2 CFR 200: Uniform Guidance – Uniform Administrative Requirements, Cost Principles, and Audit Requirements

The following University Stakeholders were included:

• General Counsel’s Office (Stacia Boden & Misha Jacob-Warren)
• NIAR Financial Operations (Caleb Loss & Paul Werner)
• Financial Operations (Lois Tatro)
• Office of Research (Karen Davis)

Initiating Authority:

Human Resources

Summary of Policy of Policy Change:

Revised Policy:

• The revised policy clarifies the meaning and intent of an independent contractor.
• The revised policy provides guidance and a consistent process regarding the resource to contact, depending on the area of campus from which the need for an independent contractor originates.

• Removing professional development committee chaired by HR with members from areas that provide professional development courses and representatives from senates.
• Updated to reflect employee training transcripts being electronically retained.
• Removed information about Employee Assistance (EAP)

Reason Or Need For Policy:

Goal for all policies are to be reviewed at least every 2-3 years to ensure it is accurate and up to date. This policy was last updated in 2009.

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

20-P-015 Implementation of Daily Process to Identify SMART AP Vouchers for Current Employees

The following University Stakeholders were included:

• Office of General Counsel – Misha Jacob-Warren, Associate General Counsel
• Human Resources Leadership Team:
  • Jamie Olmsted, Leader of Total Rewards
  • Sheryl Propst, Assistant Director
  • Susan Martin, Director of HR Operations & Systems
  • Marcie Holsteen, Human Resources Professional
  • Judy Espinoza, Director of Human Resources
• Faculty Senate
• UP Senate
• USS Senate

Initiating Authority:

Christine Taylor

Summary of Policy or Policy Change:

The revisions reflect alignment with Title VII and EO. The previous policy was a cut and paste version of the Sexual Misconduct, Sexual Harassment, Relationship Violence and Stalking Policy for Employees and Visitors. The revisions add definitions and clarify the process.

Reason Or Need For Policy:

Necessary for alignment with Title VII.

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

• Americans With Disabilities Act of 1990, Pub. L. No. 101-336, 104 Stat. 328 (1990)
• Civil Rights Act of 1964 § 7, 42 U.S.C. § 2000e et seq (1964)
• Wichita State University Policy 3.02 – Notice of Nondiscrimination
• Wichita State University Policy 3.19 – Prohibition of Retaliation

The following University Stakeholders were included:

• Office of Human Resources
• Office of Institutional Equity and Compliance
• Office of General Counsel

Initiating Authority:

Human Resources

Summary of Policy of Policy Change:

This policy is being revised to remove the procedures from the policy. Specific changes made were these:

• Removing professional development committee chaired by HR with members from areas that provide professional development courses and representatives from senates.
• Updated to reflect employee training transcripts being electronically retained.
• Removed information about Employee Assistance (EAP)

Reason Or Need For Policy:

Policy was last updated in November 2016. This policy came up for review as a normal part of our process to review all policies each two (2) – three (3) years.

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

3.42 / Tuition Assistance Program for Employees

The following University Stakeholders were included:

Office of General Counsel

Initiating Authority:

Human Resources Business Partners

Summary of Policy or Policy Change:

The revisions reflect alignment with Title VII and EO. The previous policy was a cut and paste version of the Sexual Misconduct, Sexual Harassment, Relationship Violence and Stalking Policy for Employees and Visitors. The revisions add definitions and clarify the process.

Reason Or Need For Policy:

Policy was last updated in December 2016. This policy came up for review as a normal part of our process to review all policies each two (2) – three (3) years.

Summary of Policy of Policy Change:

• Adapting to current policy template
• Removing words of “officer” and using words such as “employee or leadership” and updating department names “Counseling and Preventative Services”
• Removing where list of controlled substances would be maintained as printed controlled substances lists could be out of date and online lists should be used.
• Updating definitions for clarity and consistency with the law
• Incorporating clear policy prohibitions in policy statement
• Incorporating clear procedures in the event of violation

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

• Americans With Disabilities Act of 1990, Pub. L. No. 101-336, 104 Stat. 328 (1990)
• Civil Rights Act of 1964 § 7, 42 U.S.C. § 2000e et seq (1964)
• Wichita State University Policy 3.02 – Notice of Nondiscrimination
• Wichita State University Policy 3.19 – Prohibition of Retaliation

The following University Stakeholders were included:

• Drug Free Schools and Communities Act Amendments of 1989
• Drug Free Workplace Act, 41 U.S. Code § 8101, et seq.
• KS Executive Order 89-114
• State of Kansas Substance Abuse Policy Alcohol and Drug-Free Workplace Affirmation Form
• Schedules of Controlled Substances, 21 U.S.C. § 812
• 11.07 / Cereal Malt Beverages and Alcoholic Liquor
• 4.32 / Substance Abuse

Initiating Authority:

OIEC

Summary of Policy or Policy Change:

Specific changes include:

• Policy name change from “3.01 / Affirmative Action Plan” to “3.01 / Equal Opportunity and Affirmative Action.”
• The new Policy correctly includes and lists applicable federal and state laws.
• The new Policy includes the protected characteristics and WSU’s commitment to both EO and Affirmative Action.
• The new Policy includes contact information for OIEC.

Reason Or Need For Policy:

This policy is being revised to remove the procedures from the policy consistent with the university requirements for Policy format and to add OCR language.

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

APPLICABLE LAWS, AUTHORITY or WSU POLICY (if any):

• Titles VI and VII of the Civil Rights Act of 1964
• The Equal Pay Act of 1963
• The Age Discrimination in Employment Act of 1967
• The Age Discrimination Act of 1975
• Executive Order 11246
• Title IX of the Education Amendments of 1972
• Section 503 and 504 of the Rehabilitation Act of 1973
• The Americans with Disabilities Act
• The Vietnam Veterans Readjustment Assistance Act of 1974
• The Jobs for Veterans Act of 2002
• The Kansas Act Against Discrimination
• The Kansas Age Discrimination in Employment Act
• Other applicable civil rights and non-discrimination statutes

The following University Stakeholders were included:

• Office of Institutional Equity and Compliance
• Office of General Counsel
• Human Resources

Initiating Authority:

OIEC

Summary of Policy or Policy Change:

Specific changes made were:

• The statutorily required pay transparency language was moved from the Procedures section to Policy section.
• Certain individuals in certain positions must, by statute, be named in our nondiscrimination policy. Contact information for these individuals was updated.
• The new Policy correctly includes and lists applicable federal and state laws.

Reason Or Need For Policy:

The revisions were initiated to update the policy to ensure compliance with statutory language, to provide additional and updated contact information, and to format the policy to follow the university requirements for Policy format.

Summary of Policy of Policy Change:

• Adapting to current policy template
• Removing words of “officer” and using words such as “employee or leadership” and updating department names “Counseling and Preventative Services”
• Removing where list of controlled substances would be maintained as printed controlled substances lists could be out of date and online lists should be used.
• Updating definitions for clarity and consistency with the law
• Incorporating clear policy prohibitions in policy statement
• Incorporating clear procedures in the event of violation

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

• 3.06 / Sexual Misconduct, Sexual Harassment, Relationship Violence and Stalking Policy for Employees and Visitors
• 3.19 / Prohibition of Retaliation
• 3.47 / Discrimination Review Procedures for Students, Employees and Visitors
• 8.16 / Sexual Misconduct, Relationship Violence, and Stalking Policy for Students
• Executive Order 11246
• 41 C.F.R. 60-1.35(C)
• 48 C.F.R. 52.222-26
• OFCCP’s Pay Transparency Nondiscrimination Provision

The following University Stakeholders were included:

• Office of Institutional Equity and Compliance
• Office of General Counsel
• Office of Human Resources

Initiating Authority:

Human Resources.

Summary of Policy or Policy Change:

This policy is being revised to remove the procedures from the policy. Specific changes made were:

• Revising Purpose
• Adding Policy Statement
• Adding Definitions
• Under Procedures, removing specific step by step of the annual performance review process and adding in overview of process.

Reason Or Need For Policy:

This policy underwent a routine review and had no substantive changes to the content. Lengthy procedures were removed from the policy and are on the HR website.

Applicable Laws or Authority (if any):

The following University Stakeholders were included:

• Human Resources Business Partner Team
  • Marcie Holsteen
  • Lana Anthis
  • Rebecca Reiling
  • Judy Espinoza
• General Counsel’s Office

Initiating Authority:

Human Resources.

Summary of Policy or Policy Change:

This is a new policy with supporting procedure and forms on the Human Resources website; created to define volunteers and provide guidance on managing the relationship.

Reason Or Need For Policy:

The University utilizes volunteers frequently. This policy clearly defines who may and may not provide volunteer services to be in compliance with DOL. This policy also provides a form to capture volunteer event information and a description of duties, and a Volunteer Agreement and Release form.

Applicable Laws or Authority (if any):

DOL Fact sheet #14A: Non-Profit Organizations and the Fair Labor Standards Act

The following University Stakeholders were included:

• Human Resources Leadership Team –
  • Jamie Olmsted, Leader of Total Rewards
  • Sheryl Propst, Assistant Director
  • Susan Martin, Director of HR Operations & Systems
  • Marcie Holsteen, Human Resources Professional
  • Judy E Espinoza, Director of Human Resources
• General Counsel’s Office – Molly Gordon, Associate General Counsel
• Faculty Senate
• UP Senate
• USS Senate
• Office of Institutional Equity and Compliance