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Policy Updates

Approved Policy Revisions

Changes in Final Grades (3180) – Revised 05/2020 . Policy revised under Section 3.2.a changing the language for assigning grades of Incomplete to cover both traditional and accelerated courses by stating a student’s work must be satisfactory when either 80% of the course or 80% of the coursework has been completed. Other revisions include general language clean-up and the addition of language under Section 3.2.c to reflect current processes stating a student will be administratively dropped from a course in which the student has received a previous grade of Incomplete.

Faculty-Initiated Withdrawal (4190) – Revised 04/2020. Policy updated to reflect current processes. Course requirements (prerequisites and co-requisites, class standing, etc.) are now system enforced and based on curriculum. Faculty are no longer required to drop students for those reasons.

Research Faculty Policy and Procedures (5010) – Revised 04/2020. Policy revised to establish responsibility at the college/school level to provide a minimum of 10% of a research faculty member’s annual salary on an on-going basis and a minimum of 50% of accrued annual vacation hours for faculty supported by smaller grants ineligible for vacation funding.

Allocation and Distribution of Recovered F&A Costs (6100) – Revised 04/2020. Policy revised under Section 4.1.1 adding language that requires funding for a research faculty member’s base salary and vacation to be funded at the college/school level as described in University Policy 5010 (Research Faculty Policy and Procedures). The policy revision also includes general language updating throughout including updated

Administrative Withdrawals (4185) – Revised 03/2020. Policy rewritten to update and provide additional clarification on the process for requesting and approving/denying a request for administrative withdrawal. New policy language requires the Vice President for Student Affairs and Enrollment Management to approve or deny a request for administrative withdrawal within five (5) University business days; removes the requirement to notify a student via certified letter; extends the student’s time period to correct a deficiency from 10 days to 15 University business days; and removes the “hold” language throughout policy. “Holds” are governed by other University policies and processes.

University Contracts (6030) – Revised 03/2020. Policy revised allowing the use of approved electronic signature tools such as DocuSign for University contracts. In addition, the policy language was re-arranged to improve clarity; general language revisions were made to help shorten and clarify the policy; and procedural requirements were removed and will be located on the Office of General Counsel’s (OGC’s) website.

Purchasing (6130) – Revised 03/2020. Policy revised under Section 3.3 – Waiver of Competitive Bidding (Sole Source), adding example criteria to justify requests to waive the competitive bidding process; added Section 3.4.2B – Cooperative Purchasing specifying use of contracts issued by cooperative purchasing programs established by any association that offers its goods or services as a result of competitive solicitation processes is allowed with approval by Purchasing; and under Section 3.4.4 – Situational Acquisitions, added subsections l. and m. These subsections bring the policy into compliance with Department of Purchasing policy directive and IDAPA

Faculty Leave for Birth/Adoption and Teaching Workload Release Plan (7265) – Revised 03/2020. Added Section 4.7 clarifying that the use of a workload release, or the use of administrative leave under the policy, will not interrupt the service eligibility requirement for sabbatical leave.

University Vehicles (9040) – Revised 03/2020. Policy revised under Section 4.3 – Authorized Driver Qualifications, adding a DLR/MVR check requirement for anyone to become an Authorized Driver, including individuals using a vehicle from the University motor pool; under Section 4.5 – Driver Training and Vehicle Requirements, added language requiring employees, students, and volunteers to complete any required training needed to become an Authorized Driver; under Section 4.5.1 – Multi-Passenger (8 or more) Vans, added language prohibiting the use of fifteen (15)-passenger vans due to safety reasons; revised the Policy Statement to better reflect the policy’s intent; and reorganized the policy language and deleted procedural information.

Student Code of Conduct (2020) – Revised 01/2020. Policy language revised under Section 9.5 – Appeals, allowing notification to a faculty member, along with a faculty member’s right to review appeal materials and submit a response within five (5) University business days for appeals involving academic misconduct; under Section 9.9 – Appeals, language revised requiring a sanction appeal to be reviewed against the sanctions listed or described in the course syllabus, or if not stated in the syllabus, if the sanction is unreasonable for the severity of the violation; and under Section 9.10 – Appeals, language revised requiring an Appeal Board’s decision to constitute a recommendation to the Office of the Provost if the Appeal Board decision involves a faculty member’s report of an academic integrity violation and the Appeal Board reverses a decision or amends a sanction.

Faculty Sabbatical Leave (4400) – Revised 01/2020. Policy revised under Section 3.1.1 – Sabbatical Leave Guidelines, adding subsection e. clarifying that a workload release or authorized leave of absence will not interrupt the service eligibility requirement for sabbatical leave. This revision helps clarify, in particular, that a faculty member who uses leave or takes a workload reduction under the Faculty Parental Leave Policy (7265) will not be subject to an adjustment in their six-year eligibility requirement for sabbatical leave.

Workload for Tenured and Tenure-Track Faculty (4560) – Revised 01/2020. Policy revised under the “Policy Purpose” and in Section 3.2 removing the exclusion for Library faculty under the policy. A workload policy was recently developed by the Library and approved. This revision supports that effort and codifies the Library’s inclusion under the policy.

Position Definitions (7000) – Revised 01/2020. Language added clarifying that Work-Study students may only work 20 hours per week using Work-Study funds (See Section 2.6.1.d.).

Background Verifications (7005) – Revised 01/2020. Under the Policy “Scope,” and under Section 4.1.1.c., language revised requiring background verifications for volunteers, affiliates, and affiliate faculty if their position meets the criteria for safety sensitive due to the nature or location of the position.

Student Employment (7470) – Revised 01/2020. Language added clarifying that Work-Study students may only work 20 hours per week using Work-Study funds (See Section 4.2.d.).

Desktop, Laptop, and Tablet PC Computing Standards (8030) – Revised 01/2020. Policy revised updating language, technologies.

Policy Development Authority (1000) – Revised 12/2019. Revisions include the addition of a Policy Statement; updated definitions under Section 3; and the addition of Section 4.2 – Authority, designating the President with ultimate authority and responsibility for the University’s policies and policy procedures, including memorializing in policy the University’s official Policy Group consisting of the University vice presidents who are responsible for reviewing and recommending approval of University policies by the President. Section 4.4 – College or Department-Level Policies was added specifying requirements for the development of college and department-level policies.

Non-Discrimination and Anti-Harassment (1060) – Revised 12/2019. Revised expanding the definition for Confidential Resources to include graduate students in Counselor Education who are acting as counselors in a practicum course and added the Faculty Ombuds as a support service resource under Section 5.2. Under Section 4.7, the Pay Transparency Nondiscrimination Provision was added as required by the Office of Federal Contract Compliance Programs (41 CFT 60-135(c)).

Sexual Harassment, Sexual Misconduct, Dating Violence, Domestic Violence, and Stalking (1065) – Revised 12/2019. Revised expanding the definition for Confidential Resources to include graduate students in Counselor Education who are acting as counselors in a practicum course and added the Faculty Ombuds as a support service resource under Section 5.2.

Use of University Space (1100) – Revised 12/2019. Revised adding Additional Authority references and changing the defined term under Section 3.10 from “Official University Event” to “Major University Event.”

Access Control (9080) – Revised 12/2019. Revised clarifying current responsibilities for access control and ensuring the appropriate controls are included in the policy for tracking keys and managing electronic access cards for campus facilities.

Faculty Sabbatical Leave (4400) – Revised 11/2019. Language revised under Section 3.1.2. providing clarity on how sabbatical leave is requested either over an academic year (August – July) or a calendar year (January – December). Additionally, a Sabbatical Leave Evaluation Form was created to help facilitate applicants’ organization of their application package.

University Graphics Standards (10000) – Revised 11/2019. Revisions include general updates throughout, including changing the University Graphics Standards Committee to the University Brand Committee. Under Section 3.1.3., the language was revised reflecting that committee members will be appointed by the Office of Communications and Marketing and committee membership will represent marketing experts from across campus.

Naming Procedures (11000) – Revised 11/2019. Policy revised bringing it into alignment with other University policies, including updating the naming committee membership and the administrative workflow process for naming requests.

Non-Classified Employees Due Process and Appeal Procedures (7310) – Revised 10/2019. Revised deleting Section 3.2, Professional Staff Employee Problem Solving Procedure, from the policy. The problem solving procedure for classified and professional/non-classified staff is covered in University Policy 7560 (Problem-Solving Procedure).

Smoke and Tobacco-Free Campus (9110) – Revised 10/2019. Revised expanding the current non-smoking mandate to a non-smoking and tobacco-free mandate on University-owned or -leased properties, including University vehicles.

Behavioral Intervention and Threat Assessment (12050) – Revised 10/2019. Revised combining the policy with University Policy 12030 (Threat Assessment). The combined policies articulate the CARE Team’s authority to engage in threat assessment and management activities and formalize how the University addresses potential safety threats to members of the University community and to University premises.

Non-Discrimination and Anti-Harassment (1060) – Revised 09/2019. Revised adding Timeliness/Statute of Limitations under Section 4.4.1A. Under Section 4.4.10F – External Investigator, the requirement for any outside investigator to follow the same process as an internal investigator pursuant to the policy was added.

Sexual Harassment, Sexual Misconduct, Dating Violence, Domestic Violence, and Stalking (1065) – Revised 09/2019. Revised adding Timeliness/Statute of Limitations under Section 4.4.1A. Under Section 4.4.11F – External Investigator, the requirement for any outside investigator to follow the same process as an internal investigator pursuant to the policy was added.

Sponsored Programs Cost Transfer (5090) – Revised 09/2019. Revised removing the procedural information from the policy and bringing the policy into alignment with the OMB Uniform Guidance. Procedural information is located on the Office of Sponsored Program’s website.

Information Technology Accessibility (8140) – Revised 09/2019. Revised under Section 4.1.c. deleting the Systems Architectural Review Board (SARB) consultation for accessibility standards and requirements. Under Section 4.1.e., language was added designating responsibility for ensuring department/unit compliance with the policy to the Associate Vice President and Chief Information Officer if a department/unit is unable to designate an IT Accessibility Liaison. Under Section 4.4., language was revised allowing departments to address accessibility concerns before a formal compliant is filed with the Office of Institutional Compliance and Ethics, and under Section 4.3., language was added clarifying how to file a complaint for individuals who feel they have been discriminated against on the basis of disability.

Collection, Management, and Public Display of University Art (9090) – Revised 09/2019. Revised definition of “Public Art” to include memorial tributes and expanded public spaces to include hallways and classrooms. Also clarified Public Art may be large-scale monuments or small-scale and intimate. Revised definition of “University Art Collection” allowing department representatives with knowledge of best practices in conservation and storage of collection items to manage sections of the University Art Collection, and updated membership on the University Art Collections Committee (UACC).

Protection of Minors (12060) – Revised 09/2019. Revised bringing the policy into alignment with the revised Background Verification Policy (7005). Under Section 4.1.2, – Where to Report Minor Abuse, the requirement to also report suspected minor abuse to the Office of Institutional Compliance and Ethics after reporting to local law enforcement was added. Under Section 4.3.1. – Program Registration, a requirement was added for all minors in programs to register with the Office of Institutional Compliance and Ethics no less than 14 days before the event. Under Section 5., Appendix A – Code of Conduct for Interacting with Minors in University Programs, an additional conduct expectation was added requiring individuals interacting with Minors in Programs to comply with University Policy 12080 (Possession of Firearms/Weapons or University-Owned or-Controlled Premises).

Non-Discrimination and Anti-Harassment (1060) – Revised 07/2019. Revised adding language under Section 4.4.18 requiring notification to grant funding agencies if a Principal Investigator is found to be in violation of the policy in accordance with grant requirements.

Sexual Harassment, Sexual Misconduct, Dating Violence, Domestic Violence, and Stalking (1065) – Revised 07/2019. Revised adding language under Section 4.4.19 requiring notification to grant funding agencies if a Principal Investigator is found to be in violation of the policy in accordance with grant requirement; revised policy statement and definitions for Sexual Harassment, Sexual Misconduct, and Stalking to clarify Sexual Misconduct and Stalking are forms of Sexual Harassment.

Death of a Student or Employee (2270) – Revised 07/2019. Revised expanding responsibilities and guidelines to cover both student and employee deaths ensuring an orderly, effective, and caring response.

Last Week of Classes and Final Examinations for Undergraduate Courses (3080) – Revised 07/2019. Revised adding definitions for Ending Time, Exam Free Week, and Final Exam Schedule; updated language clarifying no in-class exams may be taken during the Exam Free Week but take-home final exams may be distributed but can be due no earlier than the Ending Time (end of the scheduled final exam period as published on the Office of the Registrar website).

Official Student Absence Policy (3120) – Revised 07/2019. Revised allowing the observance of religious holidays to be considered official, University-recognized activities not counted as official absences against any absence limits set in course policy.

Annual Faculty Evaluation (4290) – Revised 07/2019. Revised language in Sections 4.2 through 4.4 allowing for the use of an electronic evaluation system to support the implementation of Faculty180.

Background Verifications (7005) – Revised 07/2019. Revised adding the requirement for a Financial History Check for Final Candidates whose position meets the criteria under Section 4.1.2; revised language under Section 4.2 requiring a background check at the time of initial hire, promotion (other than advances in academic rank), demotion, lateral transfer, affiliation, and volunteer service not to exceed five (5) years thereafter for positions deemed “sensitive” by the University as outlined in Appendix A; revised language under Section 4.4 providing clarity around considerations and procedures for non-automatic qualifying criminal convictions; removed section on “Subsequent Notification” from previous policy version (language added to the new University Policy 7520 – Self-Disclosure of Criminal Proceedings).

Faculty Leave for Birth/Adoption and Workload Release Plan (7265) – Revised 07/2019. Revised language in Section 4.6 making the one-year extension of the tenure clock automatic for non-tenured tenure-track faculty utilizing Administrative Leave under the policy.

Capital Project Needs (9170) – Revised 07/2019. Revised the timeline for reviewing Capital Project Need Requests (CPNR) from three times annually to once annually aligned with the budget process; revised the definition for Capital Project; revised language allowing for a more comprehensive governance/oversight structure for prioritizing projects; and added language creating a project prioritization raking system.

Public Safety Camera Systems (12140) – Revised 07/2019. Revised removing the responsibility for reviewing and recommending camera types from the Integrated Security Technology Committee (ISTC) to the Department of Public Safety’s Integrated Security Unit (ISU); and revised responsibilities and procedures under Section 4.2 for emergency situations.

Meals and Refreshments (6240) – Revised 07/2019. Revised combining policies 6250 (Public Relations and Alcohol Expenses) and 6260 (Meal and Refreshments – Local Funds) into 6240 (Meals and Refreshments); removed the meal requirement with alcohol under Section 4.2 – Limitations; added references to University Policy 1050 (Alcohol Beverage Permit Process) and University Policy 7020 (Drug and Alcohol Free Workplace) under Section 4.2.1.f; added clarifying language under Section 4.2.3A related to Public Relation Funds; and removed Appendix A (per-diem rates) and included a link to the per-diem rates on the Accounts Payable website.

New Policies Approved

Student Survey of Faculty Instruction Comment Redaction Policy (4690) – Approved 05/2020. New policy developed to provide a process for faculty to request redaction of comments in student course evaluations that do not relate to the instructor’s effectiveness, that harass, threaten, defame, libel, or that are discriminatory in referring to protected characteristics of the instructor and violate the following University policies: University Policy 1060 (Non-Discrimination and Anti-Harassment); University Policy 1070 (Equal Opportunity Statement); and University Policy 2020 (Student Code of Conduct).

Parental Leave for Graduate Assistants (7580) – Approved 01/2020. New policy developed to provide up to six (6) weeks of paid parental leave for eligible graduate assistants. The Graduate College will provide six (6) weeks of funding to the department to secure temporary coverage while the Graduate Assistant is on parental leave. The Graduate Assistant will continue on contract with no loss in pay during the six-week parental leave period.

Institutional Base Salary (7590) – Approved 01/2020. New policy developed to establish the University’s definition of Institutional Base Salary (IBS) as required by the U.S. Office of Management and Budget’s Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards in 2 CFR Part 200.

University Classroom Committee (9260) – Approved 01/2020. New policy developed to define and outline the responsibilities of the University Classroom Committee, a standing committee of the Facilities Planning Council, charged with ensuring University classrooms meet the needs of current and future students. The establishment of this committee will ensure a system of governance and broad-based input regarding University classrooms.

Accommodating Disabilities in the Workplace (7570) – Approved 11/2019. New policy stating the University’s commitment to, and compliance with the Americans with Disabilities Act (ADA). This new policy codifies the University’s processes for how applicants and employees request accommodations under the ADA and how the University will respond to and consider those requests.

Problem-Solving Procedure (7560) – Approved 09/2019. New policy that combines and replaces the current problem-solving policies for classified and non-classified/professional staff. The combined policy creates a consistent process for both classified and non-classified /professional staff.

Base Budgeting for Regular Positions (6350)- Approved 07/2019. New policy established to manage base budgets in appropriated funded regular positions including how funding shortages will be resolved.

Self-Disclosure of Criminal Proceedings (7520) – Approved 07/2019. New policy established requiring all University employees, affiliates, affiliate faculty, volunteers, and student employees with safety-sensitive duties or working in safety-sensitive locations to self-report criminal proceedings within three (3) University business days to Human Resources.

Employee Files (7530) – Approved 07/2019. New policy established designating Human Resources as the custodian for official personnel files. The policy also establishes who has access to employee files, what should and should not be maintained in supervisor files, and the procedure for disclosing information from employee files.

Payroll Overpayments and Underpayments (7540) – Approved 07/2019. New policy established creating the authority and process for identifying and resolving compensation overpayments and underpayments to University employees.

Legal Authorization to Work (7550) – Approved 07/2019. New policy established to comply with federal regulations of the U.S. Immigration Reform and Control Act (IRCA) and to communicate guidelines on the completion, filing, retention, and disposal of Form I-9 (Employment Eligibility Verification).

Approved Policy Deletions

  • Payment Card Acceptance (6120) – Deleted 01/2020. The content of this policy is now covered in the new Payment Card Industry Data Security Standard Policy – PCI-DSS (6340) and in the Cash Handling policy (6010).
  • Classified Employee Problem Solving Procedure (7440) – Deleted 10/2019. Policy approved for deletion with the approval of University Policy 7560 (Problem-Solving Procedure) covering both classified and non-classified/professional staff.
  • Threat Assessment (12030) – Deleted 10/2019. Policy approved for deletion. This policy was combined with University Policy 12050 (Behavioral Intervention and Threat Assessment).
  • Records Committee (1010) – Deleted 09/2019. Policy approved for deletion. There is no longer a Records Committee. Albertsons Library maintains University archives. The University Archivist will help ensure University policies referencing record retention or archiving are updated.
  • Public Relations and Alcohol Expenses (6250) and Meals and Refreshments Local Funds (6260) – Deleted 09/2019. These policies were combined into University Policy 6240 (Meals and Refreshments).
  • Scheduling Use of BSU Grounds (9060) – Deleted 09/2019. Policy no longer represented a contemporary process for scheduling use of Boise State grounds. Revisions were made to University Policy 1100 (Use of University Space) in July of 2016 reflecting the current process for reserving public areas on campus.

Policies in Development or Revision Process

Policies in Revision

  • Academic Probation (3000)
  • Additional Baccalaureate Degree and/or Double Major (3030)
  • Prior Learning (3040)
  • Student Complete Withdrawal from the University (3110)
  • Official Student Absence (3120)
  • Administrative Holds (3200)
  • Credits to be Taken at Boise State University (3210)
  • Special Topics Course Proposals (4060)
  • Workshop and Conference Allocation (4070)
  • Responsibilities for Curricular Changes and Class Scheduling (4140)
  • Annual Revision of Boise State University Catalog (4150)
  • Class Schedule Change Procedure (4170)
  • Adjunct Faculty (4220)
  • Lecturer Faculty (4250)
  • Annual Faculty Performance Evaluation (4290)
  • Student Survey Evaluation of Faculty Instruction (4300)
  • Faculty Tenure and Promotion (4340)
  • Clinical Faculty (4490)
  • Search for and Selection of Department Chairs, Division Managers, or Unit Heads (4500)
  • Annual Evaluation of Deans (4520)
  • Use of Human Subjects (5050)
  • Animal Care and Use (5070)
  • Biosafety (5080)
  • Student Indebtedness (6060)
  • Nepotism and Consensual Relationships (7050/7010)
  • Family and Medical Leave (7230)
  • Shared Leave (7220)
  • Drug and Alcohol Free Workplace Policy/Employee Drug and Alcohol Screening (7020/7510)
  • Professional Staff Contracts (7280)
  • Non-classified Employees Due Process and Appeal Procedures (7310)
  • Emeritus Faculty and Staff Appointment and Privileges (7480)
  • Information Privacy and Data Security (8060)
  • Institutional Messaging (8100)
  • Pedestrian and Personal Vehicle Conveyance (9010)
  • Speed Limit on Campus (9020)
  • University Vehicles (9040)
  • Minor Repairs and Alterations (9050)
  • Facilities Operations and Maintenance Work Order Requests (9070)
  • Safety and Loss Control (9130)
  • Environmental Health and Safety (9140)
  • University Sponsorship (9180)
  • Employee Safety and Loss Control Training (9210)
  • Laboratory Safety Committees (9240)
  • Commercial Filming and Photography (10030)
  • Exclusion from Campus (12020)
  • Drone Operations (12120)

New Policies Under Development

  • New – Paid Parental Leave
  • New – Telecommuting
  • New – Social Media
  • New – Guidelines for the Evaluation of Faculty Teaching
  • New – Compensation
  • New – Hiring
  • New – Campus Lost and Found
  • New – Separation from University Employment
  • New – Proper Funds Management
  • New – Veterans’ Preference
  • New – Proctoring Policy
  • New – Fostering Productive Learning Environments
  • New – Sustainability Governance Policy
  • New – Time Away from Work (Replaces Policies 7210 – Holidays, 7240 – Military Leave, 7250 – Court or Jury Service, 7260 – Sick Leave for Faculty, 7290 – Professional Staff Employees Leave, 7330 – Professional Staff Leave Reporting)

Policies in Approval Process

  • Faculty Emeritus Policy (4280)
  • Professional and Classified Employee Emeritus Policy (7480)
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