A new policy and several policy updates were recently approved by university leadership. Please contact Angie Zirschky or the responsible party listed in the policy if with questions.
Approved New Policy
Third Party Communications and Marketing (Policy 10050) – This new policy was developed to bring the Office of Communications and Marketing (OCM) into the approval process for third-party marketing and communications services. Under the policy, departments and units are required to send vendor requests to the brand strategy planning committee or directly to the Chief Communications and Marketing Officer for approval prior to contracting with the vendor. By connecting OCM early into the process, OCM can identify existing vendors that other units are utilizing, help identify cost savings by purchasing in one contract rather than through multiple contracts, and create consistency by selecting vendors with similar philosophies and approaches that align with the university’s strategic needs.
Approved Policy Revisions
Public Records Management (Policy 1020) – This policy was rewritten to update the process for requesting records destruction under Section 7. Additionally, the scope of the policy is now limited to public records as defined by the Idaho Public Records Act under Idaho Code Title 74, Chapter 1; sections 4.1 and 4.2 outlining employee and division, college, department, office, or other unit responsibilities for public records management was added; and under section 5.1., language was added clarifying that the office of record may transfer records to the Gage Warehouse for retention and storage. Under section 5.2, language was added clarifying that the Office of General Counsel may place a litigation hold on any public record; and under section 6, the process for disposing of records after their retention time period was updated clarifying that public records of a non-sensitive, non-confidential nature may be disposed of by any means appropriate such as deleting or recycling and that public records of a sensitive and/or confidential nature must be destroyed by shredding, incineration, or in such a manner that they cannot be retrieved or recreated using reasonable means.
Non-discrimination on the Basis of Disability (Policy 1075) – This policy was revised under section 4 to clarify the university’s responsibilities in compliance with the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990 (ADA), and the ADA Amendments Act of 2008. In addition, language was added under section 5.f. clarifying that members of the public and other visitors needing accommodations to participate in or benefit from any of Boise State’s facilities and opportunities may contact the University’s ADA/504 Coordinator in the Office of Institutional Compliance and Ethics who will work with the requesting individual and the appropriate programs and authorities to determine and implement reasonable accommodations.
Conflict of Interest and Commitment (Policy 1110) – This policy was revised adding section 4.7 requiring the university to report to a sponsor any Investigator’s conflict of interest, activities that appear to be a conflict of interest, or other external activities as imposed by a sponsor. In addition, the language under section 7.1 was revised allowing the Director of Institutional Compliance and Ethics to convene the Conflict of Interest Committee, as needed, to develop conflict mitigation plans for high risk and/or complicated conflict of interest disclosures.
Consensual Relationships (Policy 7010) – This policy was revised adding language under section 4.c. requiring disclosure to the Office of Sponsored Projects if a conflict is deemed to exist or develops from a consensual relationship and the conflict involves a sponsored project. In addition, language was also added under Section 4.b. requiring university employees to immediately notify their supervisor and Human Resources of any consensual romantic or sexual relationship in which the employee has authority, professional influence, or actual or perceived power over another employee.
Nepotism (Policy 7050) – This policy was revised adding language under section 4.1.a. requiring disclosure to the Office of Sponsored Projects if a conflict is deemed to exist or develops from a relationship involving a family member as defined under the policy and when the conflict involves a sponsored project. In addition, the reporting and disclosure process was added to the policy under sections 4.1 and 5.1.
Naming University Facilities and Programs (Policy 11000) – This policy was revised under section 10 to clarify that requests for naming University facilities and programs must be made by completing a Naming Request Form. Such a request will be directed to the Vice President for University Advancement who will forward the request to the Naming Committee for review and consideration. The Naming Committee is responsible for forwarding a recommendation to the President who will convey a final decision to the Vice President for University Advancement for implementation.
Protection of Minors (Policy 12060) – This policy was revised updating the definitions for Non-University Program(s) and University Programs(s) to exclude programs and activities from background checks and training requirements when a minor is accompanied by their parent or guardian, the program or activity is open to the general public, or the program or activity is supervised by the participant’s school or organization (e.g., field trips, science fairs, etc.). In addition, under section 4.4.c., language was added allowing the university to request documentation, as necessary, to verify compliance with required background checks and training requirements for Non-University Programs for up to one year following the last day of the event. If the Non-University Program fails to provide any requested documentation necessary to verify compliance, the program may be canceled or not allowed to use university property and facilities for future events.