WSU Policies and Procedures: What's New

Initiating Authority:

Human Resources

Summary Of Policy Or Policy Change:

• Relocated existing policy 3.57 to new chapter 5 (Time, Pay, & Leave) - at 5.18.
• Primary Caregiver leave changed to eight (8) weeks and Secondary Caregiver leave changed to four (4) weeks for qualifying events on or after September 21, 2021
• Placement for foster children added as a Qualifying Event
• Limit of eight (8) weeks per calendar year for foster care placement
• Benefit period may begin 30 days in advance of the Qualifying Event in the event of a serious health condition
• Incorporated defined terms to ensure consistent understanding throughout policy of terms used to explain terms of benefit
• Moved to new chapter 5 that is designated for all time, pay and leave policies

Reason Or Need For Policy:

Earlier this year, Governor Kelly extended the Paid Parental Leave benefit for employees in the Executive branch. The KBOR schools had previously mirrored the Paid Parental leave benefit and associated policies so these changes were made to align with the Governor's recent changes. The changes were approved by KBOR COP on 9/16/21 with an effective date of 9/19/21.

Reviewed By The Following University Stakeholders:

• Human Resources: Jamie Olmsted, Hannah Rich, Judy Espinoza & Rebecca Reiling
• Office of the General Counsel: Stacia Boden, Fran Angell

Initiating authoritity

• Office of the President

Summary Of Policy Or Policy Change:

Vision statement revised following new President and feedback from constituencies.

Reason or Need for Policy Change:

This policy was revised to correct the word “America’s” to “Nation’s” to ensure it aligns with the version previously published on the WSU websites and to modify the language to reflect input received from the former Strategic Planning Committee and Activation Team leaders, the current Integrated Planning Committee, the Executive Team and feedback received during town halls.

Applicable Laws Or Regulatory Or Policy Authority:

HLC accredition requires publication of Mission and Vision statement.

Other Relevant WSU Policies:

Reviewed By The Following University Stakeholders:

• PET on March 16, 2021
• Kaye Monk-Morgan, Vice President Strategic Engagement and Planning
• Stacia Boden, General Counsel
• President’s Executive Team

Initiating Authority

Office of Financial Operations and Business Technology

Summary Of Policy Or Policy Change:

Specific changes made were:

• Revise "credit card" to "payment card"
• State purpose of safekeeping account

Reason or Need for Policy Change:

This policy was revised to provide clarity on the documenting separations from the University and to update current definitions of separation types.

Applicable Laws Or Regulatory Or Policy Authority:

None.

Reviewed By The Following University Stakeholders:

• Lois Tatro, AVP Financial Operations and Business Technology
• Troy Bruun, AVP Financial Operations
• Stacia Boden, General Counsel

Initiating Authority:

Office of the General Counsel

Summary of Policy or Policy Change:

This policy revision is substantively the same as our current policy, except for the changes made to ensure (1) compliance with the changes to state law and (2) KBOR policy. A highlight of the non-substantive changes include:

• Added initiating authority to the policy (which we will be recommending at the next revision be the University Police Department)
• Combined the "Purpose" and "Preamble" sections
• Ensured all defined terms were capitalized
• Added Section III.E. to incorporate Board policy into our policy section.
• Reorganized definitions to ensure that they were alphabetical order by defined term
• Relocated the definition of "Board" from the body of the policy to the section of definitions
• Added a defined term for "University Premises" to bring clarity to policy (consistent with enforcement practices) and replace multiple terms used in the policy including, "campus" and "property"
• Added paragraph headings to assist readers in locating relevant policy provisions.
• Relocated and provided heading for policy provisions that are shown with double underline / double strikethrough.
• Added "Applicable Laws and Additional Resources" references - this is consistent with revised WSU policy format.

Reason Or Need For Policy:

To ensure compliance with changes in state law and KBOR policy and to update policy format and organization to align with University policy form.

Applicable Laws or Authority (if any):

See reference in policy.

Other relevant WSU policies:

N/A

The following University Stakeholders were included:

Office of the General Counsel - Stacia Boden

Initiating Authority:

Human Resources Business Partners.

Summary of Policy or Policy Change:

Policy revisions proposed by shared governance groups to include new language regarding:

• Principles of shared governance,
• Process to include constituent groups, and
• Support for constituent group leaders.

Reason Or Need For Policy:

The revision formalizes the current commitment to shared governance on the campus, including details of the principles that guide implementation and the commitment of resources to support the leadership of the constituent senates.

Applicable Laws or Authority (if any):

N/A

Other relevant WSU policies:

N/A

The following University Stakeholders were included:

• Matt Houston (USS)
• Jeffrey Jarman (Faculty Senate)
• Rija Khan (SGA)
• Julie Scott (UP)
• Dr. Linnea Glenmaye, AVP and Associate Professor, Office of Academic Affairs
• Stacia Boden, General Counsel

Requested By

• Academic Affairs

Summary Of Policy Or Policy Change:

Specific changes made were :

• Combining all campus health and safety temporary policies into one single, more flexible policy

Reason or Need for Policy Change:

COVID-19 and the rapid spread of the Delta variant requires the university to be prepared to implement, modify, and/or rescind campus health and safety temporary policies very quickly. This general policy is being implemented to allow for that flexibility and to prevent the need to change individual policies each time health and safety guidance is amended.

Applicable Laws Or Regulatory Or Policy Authority:

Reviewed By The Following University Stakeholders:

• Office of General Counsel
• COVID Operations Team

Initiating Authority:

Financial Operations and Business Technology

Summary of Policy or Policy Change:

Specific changes made were:

• Added the University account code funds should be deposited
• Updated format to reflect current WSU policy format

Reason Or Need For Policy:

This policy was revised to specify that funds should be reimbursed and deposited to University account code R80073 – Gifts-WSU Foundation.

Applicable Laws or Authority (if any):

N/A

Other relevant WSU policies:

N/A

The following University Stakeholders were included:

• Office of the General Counsel – Stacia Boden
• Financial Operations - Troy Bruun, AVP

Initiating Authority:

Office of Tech Transfer and Commercialization

Summary of Policy or Policy Change:

Non-substantive changes are being made to this policy to reflect organizational changes. References to Ventures was changed to the Office of Tech Transfer and Commercialization.

Reason Or Need For Policy:

Ventures no longer exists.

The following University Stakeholders were included:

• Office of Tech Transfer and Commercialization – Rob Gerlach
• Office of the General Counsel – Stacia Boden

Initiating Authority:

Office of Human Resources and Payroll.

Summary of Policy or Policy Change:

This policy is being adopted to set forth the general purpose and application of the newly created Chapter 5 on Time, Pay and Leave.

Reason Or Need For Policy:

This chapter did not previously exist.

Applicable Laws or Authority (if any):

N/A

Other relevant WSU policies:

N/A

The following University Stakeholders were included:

• Office of Human Resources - Judy Espinoza
• Payroll – Janet Graham
• Office of the General Counsel – Stacia Boden, Jessica Skladzien

Initiating Authority:

Human Resources Business Partners.

Summary of Policy or Policy Change:

Previously existing policies are being combined, revised, and moved to fit within the newly created Chapter 5 on Time, Pay and Leave.

Reason Or Need For Policy:

Changes to previously existing policies were necessitated based upon the adoption of new Compensation Philosophy and Administration Guidelines for Non-Teaching Positions, which modified previous policy.

Applicable Laws or Authority (if any):

Fair Labor Standards Act

The following University Stakeholders were included:

• HR Leadership Team — Judy Espinoza
• HR Business Partners
  • Rebecca Reiling
  • Lana Anthis
• General Counsel’s Office —
  • Stacia Boden
  • Kelly Herzik
  • Fran Angell