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Policy updates for February 2023

A new policy and several policy updates were recently approved. Please contact Angie Zirschky or the responsible party listed in the policy with questions.

Approved New Policies

Information Technology Change Management (Policy 8180): This new policy was developed to satisfy recommendations resulting from a recent financial audit. The policy serves to help the University manage its enterprise systems consistent with the mission and goals of the university.

Approved Policy Revisions

Alcohol Beverage Permitting (Policy 1050): This policy was revised under Section 8 to bring the language into alignment with Idaho Code § 23-1336 that changed July 1, 2022, allowing liquor to also be donated in addition to beer and wine, and under Section 5.1 – Permit Application, the language was updated to reflect a new alcohol permitting process due to the change in dining services vendor from Aramark to Chartwells.

Alcoholic Beverages (Policy 1055): This policy was revised under Section 4.2.3 – Tailgating, to clarify that tailgating and permitted events are mutually exclusive. Per Idaho State Board of Education policy, any alcohol service by a department of the university must be at a permitted event. Additionally, alcohol at a permitted event must be served by the University’s approved contractor, and only non-University entities can sponsor a private tailgate party. Under Sections 4.2.2A – Concerts, and 4.2.2B – Conferences, Weddings, or Other Events, language was removed requiring alcoholic beverages to be served by the contracted food and beverage service provider. Due to the change in contract with Chartwells, the food and beverage service vendors can be different.

Non-Discrimination and Anti-Harassment (Policy 1060): This policy was revised under Sections 3.1 and 4.4.5.f., to clarify that if a complainant does not wish for the university to take any action under the policy, but the respondent presents an ongoing threat to the university community, the university may determine that its obligation to safeguard the university community may override a complainant’s wishes to not commence a formal investigation. In addition, under Section 4.4.10.B., the language was amended to only require dates and locations of incidents, as applicable, in the notice of investigation. Under Section 4.4.10.E., language was added that a complaint may be dismissed at any time during the course of an investigation if the Director of Title IX and Institutional Equity determines that the alleged misconduct does not fall under the scope of the policy or otherwise determines that the policy does not apply.

Student-Athletes Conduct (Policy 2060): This policy was revised to comply with recent changes to the NCAA Board of Governors Policy on Campus Sexual Violence, which now requires sexual violence reporting. All incoming and transfer student-athletes must disclose any conduct that resulted in disciplinary action through a Title IX investigation or criminal conviction for acts of sexual violence. Additionally, transfer student-athletes must disclose the status of such Title IX proceedings at the time of transfer. Under Section 5 – Student-Athlete Conduct Committee, the student-athlete conduct committee was expanded; Section 8 – Reviewing Disclosure Statements and Student Records Check and Determining Qualification, was expanded making it clear that disclosure statements and/or student records checks which indicate a conviction, disposition, charge, or misconduct will be forwarded to the Student-Athlete Conduct Committee; and Section 11 – Sanctions for Conduct after Enrollment, was expanded allowing the student-athlete the opportunity to provide a response or written explanation for the committee to review before making a decision.

Student Course Evaluation (Policy 4300): This policy was revised to align it with current research and best practices for student course evaluations. The revisions focus on guiding course evaluation questions to focus on what students are best able to provide feedback on related to their learning. In addition, the revisions will de-center student course evaluations as the primary source of evidence for summative evaluation of faculty teaching and will help mitigate the negative impact of course evaluations on minoritized faculty members and their career progress. Lastly, the revisions help clarify how faculty members, supervisors, and reviewers should read and interpret student course evaluations.

Annual Leave – Faculty (Policy 4410): This policy had not been revised since 1995 and was rewritten to capture a number of missing requirements and to remove outdated processes. Under Section 3.b., the language was clarified to state that faculty who move from a less than twelve-month appointment to a twelve-month appointment begin to accrue annual leave on the first day of their twelve-month appointment; under Section 3.d., language was added clarifying that faculty may accrue annual leave only up to a maximum of 240 hours (see Idaho State Board of Education Policy, Section II.F.); under Section 4.a., language was added stipulating how faculty must request and receive approval to use annual leave; under Section 4.b., language was added noting that faculty should only report leave in excess of ½ day (FLSA exempt employees do not need to report leave in less than 4-hour increments); under Section 4.1, language was added clarifying that faculty may substitute sick leave for annual leave and may change approved annual leave time to sick leave should they become ill while taking annual leave; under Section 4.1, language was added clarifying that faculty must be allowed to take annual leave to observe a religious holiday that is not a recognized paid University holiday; under Section 4.4, language was added clarifying that a faculty member funded through a Sponsored Project Activity may be required to use their annual leave within the year in which the leave is earned; and under Section 6, language was added clarifying that if a 12-month faculty returns to a less than 12-month appointment, their accrued annual leave balance will be paid out to them as supplemental pay.

Donated Leave (Policy 7220): Policy was revised deleting section 7.b. stating that any donated leave that has been converted to sick leave will remain in the receiving employee’s sick leave accrual balance until used. This section did not reflect current practice for how donated leave is transferred to another employee.

Family and Medical Leave (Policy 7230): Policy was revised adding section 7.2.b. to state that intermittent leave to care for or bond with a newborn child, or for a newly-placed adopted or foster child, must be used within 12 months from the birth or placement in alignment with the FMLA.

Time Away from Work (Policy 7620): This policy was revised to bring it into alignment with several minor changes to Idaho Division of Human Resources Executive Branch policy and to add language for Development Release Time. Under section 4.2.d, the language was revised to clarify that FLSA-exempt employees should not record leave in less than four (4) hour increments; under section 4.2.2, language was added clarifying that part-time or non-benefit eligible employees also qualify for court or jury leave but on a prorated basis depending on the employee’s normal work schedule; under section 4.3, Development Release Time was added allowing benefit-eligible employees four (4) hours per month of release time to participate in development and training activities such as webinars, trainings and workshops, certifications and school work, inter-department development sessions, and job shadowing; under section 4.16.1, language was added for sick leave eligibility clarifying that classified and professional employees must meet the criteria to qualify as benefit-eligible in order to accrue or use sick leave. In addition, language was added clarifying that employees who are not expected to work five (5) months, but who do so and become benefit-eligible, are entitled to receive sick leave benefits retroactively; and under section 4.16.7, language was added clarifying that if an employee separates from state service but returns within three (3) years, their unused sick leave will be reinstated only if they are rehired into a benefit-eligible position.

Compensation (Policy 7650): This policy was revised under Section 7.8.e. – Market/Equity Adjustments, to clarify that an employee may receive a market/equity adjustment when CEC increases are being implemented if approved by the Provost, the appropriate Vice President, or the President; under Section 7.9 – Merit Increase, paragraph a. was deleted which will now allow an employee to receive a merit increase prior to completing six (6) months of employment history as long as one of the criteria under paragraph b. is met; under Section 5.1.c, language was added clarifying that faculty pay grades are based on CUPA salary survey data; and under Section 7.2.b. – Compensation Counteroffers, language was deleted stating that a compensation counter offer cannot exceed more than 5% of the external offer.

Enterprise Servers and Storage (Policy 8020): This policy was revised changing the title from “Server Administration” to “Enterprise Servers and Storage.” In addition, under Section 4.a., language was added requiring all servers to adhere to the Boise State University Minimum Security Standards for Systems; under Section 4.b., language was added providing clarity that only OIT may purchase servers and that OIT is responsible for installing, configuring, managing, and administering all on-premise and cloud servers and storage installed in the network. In addition, the language clarifies that on-premise and cloud servers and storage acquired without an exception to the policy will be denied access to the network. Under Section 5, the Minimum Security Standards for Server Rooms was added providing OIT with authority and oversight over server rooms to help ensure existing server rooms have the appropriate sprinkler systems, card access, and other security standards; and under Section 8, the process for requesting an exception was updated requiring the requesting department or unit to submit a self-service support request which must include a plan for risk assessment and management to the Chief Information Security Officer for review and approval.

Software Patch Management (Policy 8050): This policy had not been revised since 2006, and the policy language was updated throughout to reflect current technology. Under Section 4.e., language was added clarifying that colleges and departments wishing to manage separate automated patch management platforms may apply for an exception under the policy; however, if such an exception is granted, the requesting unit will assume full responsibility for the patch management of their electronic devices. Additionally, under Section 7, the process for requesting an exception was updated requiring the requesting department or unit to submit a self-service support request for review and approval.

Mail Service (Policy 8080): This policy had not been updated since 2015. Language was added under the Policy Statement to clarify that the University’s mail system is not a public forum. This language will ensure that student and employee mailboxes, for example, can only be used for their intended purpose of official mail and not to distribute pamphlets, flyers, or other information to advertise or advance private interests.

Telephone Services (Policy 8090): This policy had not been revised since 2016 and was out of date. The revisions bring the policy current with Kari’s Law and RAY BAUM’s Act – two recent laws passed requiring the university to ensure that anyone dialing law enforcement from a campus phone must be able to do so without first dialing a 8, and that should an individual dial 911, information about the caller’s location must be provided to emergency responders.

Identify Theft Prevention Program (Policy 8120): This policy had not been revised since 2009 and was out of date. The revisions bring the policy into alignment with the Fair and Accurate Credit Transaction Act of 2003 updating the Red Flag identifications in suspicious documents, suspicious personally-identifying information, and alerts from other sources.