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Policy updates for April 2022

Several policy revisions and deletions were recently approved. Please contact Angie Zirschky or the responsible party listed in the policy with questions.

Approved Policy Revisions

Public Records Requests (Policy 1040) – This policy was revised to make it clear that individuals who make a public records request will be charged pursuant to law and pursuant to the copying schedule now contained in the policy, unless the requester can provide documentation supporting their statutory request for a waiver of fees.

Grade Appeal (Policy 3130) – This policy was revised to clarify the criteria and submittal process for a grade appeal, including providing a clear timeline. The policy was also revised removing the preliminary panel involvement and changing the Hearing Board to a Grade Appeal Panel.

Annual Evaluation of Deans (Policy 4520) – This policy has not been revised since 2014, and the criteria for evaluation in the previous policy did not reflect the current responsibilities of deans. In addition, it is common at other universities for deans to have comprehensive three- or five-year reviews in addition to their annual review. This new policy version updates the responsibilities for the deans and includes measurable performance objectives such as building community, student success, and diversity/equity/inclusion. It also adds an additional three-year comprehensive review; considers the values of the university and principles of leadership as part of the evaluation criteria; and allows for 360 degree feedback from faculty, staff, and students. This new evaluation process will allow the Provost to conduct both formative and summative evaluations, which are ultimately more effective for deans. Lastly, the policy provides guidelines for decisions about the continuation of the dean’s appointment.

Student Indebtedness (Policy 6060) – This policy was rewritten updating the additional authority references and adding language that addresses the collection process, late fees, and other factors related to student debt. This rewrite reflects current practice. No changes were made to the minimum financial hold or late fee amounts.

Fees for Non-Traditional Academic Programs (Policy 6320) – This policy was revised under Section 4.3.g. The previous policy language was felt to be a barrier to campus-based students who desire to enroll in courses or certificates that are part of a fully online program. Campus-based and fully online programs have different funding models, and the previous policy language made it difficult for students to bridge the two. This revision will make courses in fully online programs more accessible and more affordable to campus-based students by allowing an academic department to request that a course have both a section for students enrolled in traditional academic programs and a section for fully online students.

Consensual Relationships (Policy 7010) – This policy rewrite includes updating the definition for a consensual relationship making it clear that such a relationship may be romantic, intimate, and/or sexual in nature, whether short-term or long-term. Under Section 4 – Prohibited Consensual Relationships and Required Reporting/Disclosure, the language was rewritten to provide clarity on what types of supervisory and evaluative responsibilities are prohibited when an employee is involved in a consensual relationship and that such relationships must be reported immediately to the supervisor and Human Resources. Under Section 5 – Discretionary Action by the University, language was added describing the types of remediation the university may take to eliminate the position of authority, and under Section 6 – Protection Offered to Parties who Disclose, language was added that it is a violation of policy to retaliate against any individual who seeks advice or otherwise reports a consensual relationship under the policy.

Information Technology Resource Use (Policy 8000) – Policy revised adding Section 8 – Passwords and Accounts. This revision supports a move from requiring password resets every 90 days to an annual reset. However, passwords will be required to be at least 15 characters or more, which will provide enhanced security. The specific requirements for passwords will be located on the OIT website.

Network Standards (Policy 8010) – This policy revision removes the outdated sections of the policy and the specific networking protocols, which will now be maintained on the OIT website. The technologies and procedures were also updated to reflect current operating requirements.

Data Governance Committee (Policy 8160) – This policy revision reduces the size of the current 16-member Data Governance Committee to help facilitate streamlined decision making. The membership was reviewed to ensure broad university representation while eliminating duplication from divisions. Under sections 5.2 and 5.3, the language was revised to update the Committee’s responsibilities for data use and data quality since many of the responsibilities previously listed in the policy are managed by other departments such as the Office of General Counsel and the Office of Information Technology.

Approved Policy Deletions

Career Center – Eligibility for Services (Policy 2090) – Policy deleted. This policy had not been revised in 11 years, and the department no longer had a need for the policy.

Capital Improvement Project Authorization (Policy 6160) – Policy deleted. This policy was outdated and the main tenets of the policy are now covered under University Policy 9280 (Capital Projects and Space Management).

Classified Employees General Policies (Policy 7370) – Policy deleted. This policy had not been updated since 1995, and the majority of the policy was either outdated or is now covered under University Policy 7650 (Compensation) or University Policy 7620 (Time Away from Work).