Several policy updates were recently approved and posted to the Policy Office website. Please contact Angie Zirschky at angiezirschky@boisestate.edu or the responsible party listed in the policy with questions.
Approved Policy Revisions
Policy Development Authority (Policy 1000): This policy was revised adding Section 6 which allows for the expedited approval of a policy change by the President or Chief Compliance Officer. Such approval, which can bypass the normal policy approval process outlined in the policy, may only occur for the limited purpose of complying with a change in governing law, regulation, or policy. Matters governing faculty appointment, tenure, and promotion, or any other educational policy matter as set forth in Article III of the Faculty Senate Constitution, are exempt from this provision. Such policies must go through the full policy process or interim policy process under section 7 as outlined below.
Section 7 was added establishing a process for the creation of interim university policies. The interim policy process may only be used when a mandate by an audit or external agency requirement exists, and the campus community has a degree of discretion in how the policy is written. In such a case, the President may approve an interim university policy. Interim policies may only be enacted for six months unless the campus associations (e.g., Faculty Senate, Association of Classified Professionals, and Professional Staff Association) are unable to complete a full policy review in this timeframe. In this case, the interim status may be renewed for another six months. In addition, campus associations may challenge the interim policy as long as the campus association follows the voting procedures for the entire association as outlined in their respective constitution and/or bylaws.
Student Code of Conduct (Policy 2020): This policy was revised under sections 8.B.1. and 8.B.2. to update the definition of Plagiarism and clarify that the use of generative AI without citation or acknowledgement is considered plagiarism.
Student Privacy and Release of Information (Policy 2250): This policy was revised adding section 10, which requires all employees with access to student records in the course and scope of their job duties to complete FERPA training within 30 days from hire and every three years thereafter. In addition, the policy was rearranged to provide more clarity, and the examples for education records were moved from the definitions section to section 5 of the policy.
University Contracts (Policy 6030): This policy revision provides updates to allow for the revised signature authority delegation process, removing the procedural provisions for requesting delegations individually. In addition, the changes adjust Idaho State Board of Education (SBOE) approval limits to match the updated SBOE approval thresholds listed in SBOE Policy V.I., and raise the contract officer program limit from $10,000 to $20,000. Additional information regarding contract signature authority, and an updated list of Authorized Officers for contract signing purposes, is available on the Office of General Council website.
In section 8.3 – Chief Financial and Operating Officer (CFOO) Delegation, the language states that all delegations of authority must be in writing on letterhead in the CFOO’s office. While the delegations are also listed on the Office of General Counsel’s website for public notice, a signed memo that is the official delegation is on file in the CFOO’s office.
Purchasing (Policy 6130): This policy was revised to address ongoing increases in the costs of goods and services by increasing the minimum bid exemption threshold from $10,000 to $20,000, subject to the requirements in section 6 of the policy. Additionally, subsection o. under section 6.4.- Situational Acquisitions Exempt from Bidding, was added exempting ongoing maintenance, upgrades, and support for existing equipment. All other changes to the policy were strictly editorial.
Gifts, Awards, and Prizes (Policy 6230): This policy was revised adding section 7.3 – Religious or Political Organizations, which states that gifts, awards, and prizes may not be used to support religious or political organizations, including organizations directly or indirectly associated with a political party, campaign, candidate, or group engaged in an attempt to influence legislation, elections, referenda, or similar activities.
Control of University Equipment and Materials (Policy 6270): This policy was revised adding section 12.2 – Export Control Classification (ECC) Requirements, which requires Procurement and Vendor Services to request the ECCs for purchases of scientific, technical, or engineering items. For scientific, technical, or engineering items donated or loaned to the university, the acquiring or possessing department must request the ECC in writing form the party who transferred the item to the university. Additionally, ECCs, if received from the sender, must be maintained by the requesting department for recordkeeping and noted in the university’s property inventory system.
Under section 10 – Infrastructure and Operation Review, language was added requiring departments to consult with and receive written approval from the Office of Chemical and Lab Safety and Facilities Operations and Maintenance before purchasing research, lab, or other equipment that may pose a health or safety risk if not installed in an appropriate environment. Assets requiring modification, building permits, or design documents to existing capital assets must also be reviewed and approved in writing by Architectural and Engineering Services before the asset may be modified.
Lastly, the policy was updated throughout to reflect current practice that requires departments to conduct an annual inventory against the list of assets and the inventory system custodial report.
University Web Policy (Policy 8040): This policy was revised under section 5.6.2 – Sponsorship, adding language that requires pre-approval from Trademark Licensing and Enforcement for all creative content for sponsor advertisements on university websites. In addition, the location of any sponsor acknowledgements (web page URL and the location within the proposed page), must also be approved in advance by Trademark Licensing and Enforcement.
University Vehicles (Policy 9040): This policy was revised to reflect current practices. The “Scope and Audience” section was updated to clarify that students and volunteers are not covered insureds under the State of Idaho Risk Management Program and such individuals may not drive any unit of the university fleet.
Under section 6 – Authorized Driver Qualifications, language was added clarifying that before an employee can become an authorized driver for a university vehicle, the employee must sign an Acknowledgement of Responsibilities and possess a valid driver’s license. Lastly, under section 7 – Authorized Driver Disqualifications, language was added clarifying that an authorized driver will be banned from operating any unit of the university fleet if the authorized driver does not have a valid driver’s license.
Employee Safety and Loss Control Training (Policy 9210): This policy was revised updating the responsible department references throughout from Environmental Health, Safety, and Sustainability to Facilities Operations and Maintenance and Risk Management. In addition, minor editorial changes were made throughout to provide clarity and reflect current processes.
Third-Party Communications and Marketing Services (Policy 10050): This policy was revised under Section 3.b. – Responsibilities, requiring all departments and units that engage with a third-party vendor to collaborate directly with the Office of Communications and Marketing and the University Brand Committee throughout the creative process. Additionally, the Office of Communications and Marketing must approve the content and design of all advertising.
Section 5 – Advertising Standards, was also added requiring all advertising to reflect the established Boise State University visual identity and to promote key institutional campaigns and messaging in ways that are consistent throughout the university. All advertising must be submitted to the Chief Communications and Marketing Officer and the University Brand Committee for review and approval. The specific requirements for advertising standards were also added to this section.
Possession of Firearms/Weapons on University-Owned or -Controlled Premises (Policy 12080): This policy was revised updating the definition for “Weapon” under section 3.1. The new definition clarifies that knives must have a blade of 3″ or longer. Under Section 4.1 – Prohibition, subsection b. was added clarifying that knives of any length, including pocket knives, are excluded from the public entertainment facilities named under section 4.2.h(ii) of the policy.
Under Section 4.2 – Exceptions to the Prohibition, subsection g. was added exempting multi-tools and knives intended to be used as, and actually used as, tools of the trade by university employees or by students under the supervision and direction of a university employee.
Lastly, under section 4.4, language was added exempting tools of the trade described in Section 4.2.g. of the policy, and language was also added clarifying that the Associate Vice President for Public Safety may not authorize the use of a firearm as part of an employee’s official scope of duties.
Approved New Policies
Faculty Code of Rights, Responsibilities, and Conduct (Policy 4000): This new policy was created to set forth the standards of professional conduct for faculty derived from general professional consensus about the existence of certain precepts as basic to acceptable faculty behavior (as reflected in the American Association of University Professors (AAUP) Statement on Professional Ethics)). The articulation of types of unacceptable faculty conduct is appropriate for two reasons: 1.) to verify that a consensus about acceptable standards does in fact exist; and 2.) to give fair notice to all faculty that departures from these standards may give rise to corrective or disciplinary proceedings.
Faculty Due Process and Appeal Procedures (Policy 4720): This new policy was created to define a faculty member’s right to due process and appeal if faced with contemplated disciplinary action related to their employment. A committee of faculty members drafted the policy based on current legal standards, the due process policies at our sister institutions in Idaho, and guidance from the AAUP (American Association of University Professors) and the AFT (American Federation of Teachers).