WSU Policies: Procedures

• 1-1 Policies and Procedures Policy
• 0-5C [Informational] Step 3: Stakeholder Review Notes
• 0-4 [Informational] UPC recommendations archive
• 0-5 [Informational] The Stakeholder Review Process

This procedure explains how policies and procedures at Winona State University (WSU) are generally created, approved, and maintained.

• 1-1 Policies and Procedures Policy (Draft)

This procedure provides details on how policies and procedures are created, reviewed, repealed, approved, published, and maintained at Winona State University (WSU). These procedures involve several different WSU actors, including the President’s Cabinet (Cabinet), the WSU All-University Policy Committee (Committee), the Policy Coordinator (Coordinator), and all WSU stakeholders.

Rationale for Revision and Major Changes:

(This is for stakeholder review, not for publishing)

This procedure draft is a proposed update for

• WSU 1-1A Policies and Procedures Procedure

The procedure has been updated for greater clarity and succinctness. One major goal of this revision involves describing the processes as they have actually taken place over the past five years or so, removing steps and dictates that have not been followed in practice.

The proposed revision streamlines the procedure by: (1) removing duplicated language; (2) referring to “new/revised policies/procedures” as “requests” from the Responsible Officer and “recommendations” from the Committee or Cabinet; and (3) defining two initial “mini-procedures” for proposing new or repealing existing policies before advancing to the same major review/approval procedure. It also removes references to the “Council of Administrators” (which was never involved in this process) and “relevant stakeholders” (as all stakeholders have been traditionally invited to provide feedback).

The previous procedure indicated that all policies and procedures are automatically “opened for review” when “it has been five years or more since the policy/procedure was last reviewed.” This has never taken place in the way it was described, and in the new version policies/procedures will be explicitly and formally opened for review based on a recommendation from Cabinet (usually provided by the Committee). This will provide the Committee more latitude to set its priorities and establish its workflow.

Responsible Officers will be asked to provide a rationale for proposing new, existing updating, or repealing current policies, procedures, and/or regulations along with a narrative of major changes when appropriate. These rationales and narratives would be provided to stakeholders for their feedback review.

The Committee will be formally authorized to make minor adjustments (e.g., outlining, providing (sub)section headings, or correcting typos) for initial document submissions before recommending they be sent out for stakeholder review. The Committee will also be formally authorized to refer the original author to a copy editor when it deems this necessary.

During its initial review, the Committee will no longer be expected to check the documents for “WSU contractual requirements” as its members cannot be expected to be experts in this area; this is more appropriately a stakeholder responsibility. During its final review, the Committee may recommend that a revised set of documents be sent to stakeholders for another round of feedback review if it feels that previous concerns were not adequately addressed.

Finally, this revision reduces the standard review/feedback timeline from 45-90 academic calendar days to at least 30 academic calendar days (roughly 6 weeks); stakeholder requests for extensions will still be normally granted as in the past. It reviews to setting “suggested feedback deadlines” instead of “proposed timelines,” reducing ambiguity.

Suggested Stakeholder Feedback Deadline:

Feedback should be provided using this WSU form by 11/01/2024.

• 1-4 All-University Committees and Task Forces Policy

This procedure establishes the steps involved in the formation and operation of Winona State University (WSU) all-university committees and task forces.

• 2-2 Employee Travel Policy

This procedure describes the steps Winona State University (WSU) employees follow when traveling on university business.

• 2-7 Chargeback of Service Units Policy

This procedure provides guidelines for cost recovery when one Winona State University (WSU) department provides charged services for another department.

• 2-8 Grants and Sponsored Projects Policy

This procedure establishes guidelines, procedures, and responsibilities for submission and administration of grants and sponsored project or programs at Winona State University (WSU).

• 2-10 Purchasing Policy

This procedure outlines required processes for employee purchases of supplies, equipment, repairs, and miscellaneous items using university funds.

• 2-13 Naming of University Buildings and Facilities Policy

This procedure establishes the process for the naming of university buildings and other facilities, such as lounges, lobbies, and individual rooms, at Winona State University (WSU).

• 2-15 Fire/Emergency Evacuation of Academic Buildings Policy (Draft)

This procedure describes processes and designates responsibilities in the event of a fire or other emergency that requires evacuation of Winona State University (WSU) academic buildings.

Rationale for Revision and Major Changes:

(This is for stakeholder review, not for publishing)

This procedure draft is a proposed update for a legacy regulation:

• WSU 2-15 Fire/Emergency Evacuation Procedure for Academic Buildings Regulation

The procedure has been updated to specify the responsibilities of specific WSU community members not only in the event of an evacuation event but also prior to such events to prepare for them.

Suggested Stakeholder feedback deadline:

Feedback should be provided using this WSU form by 11/01/2024.

• 2-18 Parking and Traffic on Campus Policy

This procedure describes specific parking and traffic regulations on the Winona State University (WSU) campus.

• 2-19 Building Access and Security Policy (Draft)

This procedure provides guidelines on how electronic and key access is granted and maintained for employees and students at Winona State University (WSU).

Rationale for Revision and Major Changes:

(This is for stakeholder review, not for publishing)

This procedure draft is a proposed update for a legacy regulation:

• WSU 2-19 Building Key and Building Security Policy and Procedures Regulation

This procedure now states the processes in place for different constituencies. It doesn’t belabor the issue of paying fines for lost keys or the specific steps involved with returning keys. It removes references to law enforcement investigations determining employee liability.

Suggested Stakeholder feedback deadline:

Feedback should be provided using this WSU form by 11/01/2024.

• 2-21 Asset Management Policy

This procedure provides guidance on the acquisition, use, control, and recordkeeping responsibilities for capital assets and equipment purchased by Winona State University (WSU) employees using university funds.

• 2-22 Timely Warning & Security Announcements Policy

This procedure describes how the Winona State University (WSU) Director of Security or designee distributes Timely Warning notifications and Security Announcements to help WSU campus community members protect themselves, to aid in preventing crimes, and to protect against specific threats occurring on WSU Clery Act geography.

• 2-23 Emergency Notification Policy

This procedure describes how authorized representatives distribute Emergency Notifications to the Winona State University (WSU) community when a significant emergency or dangerous situation presents an immediate threat to the health or safety of students or employees on a WSU campus.

• 2-24 Campus Security Authority (CSA) Policy

This procedure describes the identification, training, and responsibilities of Campus Security Authorities (CSAs) at Winona State University (WSU). CSAs are a requirement of the Clery Act and perform duties that are necessary for WSU to maintain institutional compliance with the Clery Act.

• 2-25 Collections for the Landscape Arboretum at Winona State University Policy
• 2-25B Deaccessioning for the Landscape Arboretum at Winona State University Procedure
• 2-25C Maintenance for the Landscape Arboretum at Winona State University Procedure

This procedure provides guidance to ’the Winona State University (WSU) Landscape Arboretum Director, the All-University Arboretum and Land Stewardship Committee, its sub-committees, landscape services staff, and the administration in selecting and installing tree, shrub and plant materials, exterior physical objects and landscape features on the campus grounds.

• 2-25 Collections for the Landscape Arboretum at Winona State University Policy
• 2-25A Acquisitions for the Landscape Arboretum at Winona State University Procedure
• 2-25C Maintenance for the Landscape Arboretum at Winona State University Procedure

This procedure provides guidance to the Winona State University (WSU) Landscape Arboretum Director, the All-University Arboretum and Land Stewardship Committee, its sub-committees, landscape services staff, and the administration in determining what tree, shrub, and plant materials, exterior physical objects and landscape features should be deaccessioned based on established conditions.

• 2-25 Collections for the Landscape Arboretum at Winona State University Policy
• 2-25A Acquisitions for the Landscape Arboretum at Winona State University Procedure
• 2-25B Deaccessioning for the Landscape Arboretum at Winona State University Procedure

This procedure provides guidance to the Winona State University (WSU) Landscape Arboretum Director and landscape services staff for maintaining trees, shrubs, gardens, exterior physical objects and landscape features, turf, and irrigation systems at the university.

• 3-3 Non-Credit and Continuing Education Units Policy

This procedure articulates the processes to be used at Winona State University (WSU) on the development and funding of Non-Credit (NC) and Continuing Education Unit (CEU) offerings. The primary result of the implementation of this policy will be:

1. The creation of records of educational experience for learners to document their efforts at self­ improvement, increased vocational competence, and a commitment to lifelong learning;

2. The creation of an institutional planning, implementation and recording capability for demonstrating an ongoing commitment to continuing education and community service functions’; and

3. The recognition of Adult & Continuing Education (ACE) as the central office for NC and CEU programs.

• 3-4 Curricular Changes Policy
• 3-4B Curricular Changes, Types of Proposals

This procedure describes the approval process to be used to accomplish all curricular changes at Winona State University (WSU). This procedure allows all stakeholders to review and comment on proposals, providing multiple opportunities for open and transparent discussions about their implications for other constituencies.

• 3-4A Curricular Changes Process
• 3-4 Curricular Changes Policy

This procedure describes the types of forms to be submitted by Winona State University (WSU) faculty members and reviewed by the faculty curriculum committees in the approval process for proposed curricular changes.

• 3-5 Employee Tuition Waiver Policy (Draft)

This procedure provides details on the eligibility, limitations, taxation rules, and application and approval process used in implementing tuition waiver benefit for Winona State University (WSU) employees and their eligible dependents.

Rationale for Revision and Major Changes:

(This is for stakeholder review, not for publishing)

This procedure draft is a proposed update for a legacy regulation:

• WSU 3-5 Tuition/Fee Waiver Regulation

The procedure now refers to “spouses” rather than “husbands and wives.” It includes information about taxation implications. The previous regulation included a form (outdated and obsolete); this procedure now refers to an online form to be completed for these tuition waivers. The procedure includes more step-by-step information about how this form is processed.

Suggested Stakeholder feedback deadline:

Feedback should be provided using this WSU form by 11/01/2024.

• 3-7 Use of Human Subjects in Research Policy

This procedure establishes guidelines, procedures, and responsibilities for the protection of human subjects involved in research conducted in Winona State University (WSU) facilities or by WSU faculty, staff, or students on behalf of the university.

• 3-10 Graduate Assistants Policy

[None.]

• 3-11 IFO Professional Improvement Funds Policy

This procedure describes the application process and criteria used for awarding IFO Professional Improvement Funds to eligible Winona State University (WSU) faculty members.

• 3-12 IFO Sabbatical Leave Policy (Draft)

This procedure outlines the application and approval process for sabbatical leave for Inter Faculty Organization (IFO) members at Winona State University (WSU).

Rationale for Revision and Major Changes:

This procedure draft is a proposed update for a legacy regulation:

• WSU 3-12 Sabbatical Leave (IFO)

This policy establishes the application and approval process for sabbatical leaves for Inter Faculty Organization (IFO) members at Winona State University (WSU).

Rationale for Revision and Major Changes:

This policy draft is a proposed update for a legacy regulation:

• WSU 3-12 Sabbatical Leave (IFO)

This updated procedure now numbers the steps involved in granting sabbaticals, and it specifies the contents of the application form.

Stakeholder feedback report:

• WSU 3-12_Feedback_report

• 3-14 IFO Professional Development and Evaluation Policy (Draft)

This policy provides guidance in the professional development and evaluation of Inter Faculty Organization (IFO) members at Winona State University (WSU).

Rationale for Revision and Major Changes:

This procedure draft is a proposed update for a legacy regulation:

• WSU 3-14 Professional Development Report (IFO)

(Additional notes forthcoming.)

Stakeholder feedback report:

• WSU 3-14_Feedback_report

• 3-16 ASF Professional Improvement Funds Policy

This procedure describes the application process and criteria used for awarding Administrative and Service Faculty (ASF) Professional Improvement Funds (PIF) to eligible Winona State University (WSU) faculty members.

• 3-17 ASF Sabbatical Leave Policy

This procedure describes the application process and criteria used for awarding Administrative and Service Faculty (ASF) sabbatical leave at Winona State University (WSU).

• 3-18 Appointment of Graduate Faculty Policy
• 3-20 Approval of 400G Courses Regulation

This procedure describes the processes involved in the appointment of graduate faculty members at Winona State University (WSU).

• 3-19 Program and Course Banking Policy (Draft)

This procedure describes the requirements and processes involved in banking and unbanking a program at Winona State University (WSU).

Rationale for Revision and Major Changes:

• 3-19 Program and Course Banking Policy (Draft)

This procedure describes the requirements and processes involved in banking and unbanking a course at Winona State University (WSU).

• 3-22 Undergraduate Student Research and Creative Project Grants Policy
• 3-25 Undergraduate Student Research and Creative Presentations Travel Support Grants Policy
• 3-25A Undergraduate Student Research and Creative Presentations Travel Support Grants Procedure

This procedure establishes guidelines and procedures used to review, award, and administer Student Research and Creative Project Grants at Winona State University (WSU).

• 3-23 Granting of Honorary Doctorate Degrees Policy (Draft)

This procedure describes eligibility criteria, nomination and selection guidelines and processes, and presentation processes used to grant honorary doctorate degrees at Winona State University (WSU).

Rationale for Revision and Major Changes:

(This is for stakeholder review, not for publishing.)

This procedure draft is a proposed update for a legacy regulation:

• WSU 3-23 Granting of Honorary Doctorate Degree Regulation

The procedure now clarifies the selection process timeline and the presentation process.

Suggested Stakeholder feedback deadline:

Feedback should be provided using this WSU form by 11/01/2024.

• 3-22 Undergraduate Student Research and Creative Project Grants Policy
• 3-22A Undergraduate Student Research and Creative Project Grants Procedure
• 3-25 Undergraduate Student Research and Creative Presentations Travel Support Grants Policy

This procedure establishes guidelines and procedures used to review, award, and administer requests for Student Research and Creative Presentations Travel Support Grants at Winona State University (WSU).

• 3-26 Program Review Policy

This procedure describes how academic programs, including undergraduate major and minor programs and graduate certificate and degree programs at Winona State University (WSU) are reviewed on a regular basis.

• 3-27 Allegations of Research Misconduct Policy

This procedure explains the roles, responsibilities, and principles guiding all steps in dealing with an allegation of research misconduct (as defined below). It details the timelines and steps required by Winona State University (WSU) in assessing, making an inquiry, creating an inquiry report, conducting an investigation, federal reporting requirements, determining institutional administrative action, providing protections for all parties, and institutional record retention for allegations of research misconduct.

The corresponding procedures apply to faculty, staff, and students employed by WSU and conducting research under the auspices of the university, whether the research is externally funded or not externally funded. The procedures are not intended to address all academic issues of an ethical nature. Nothing in these procedures should be construed to limit employees’ rights as outlined in their collective bargaining agreements.

• 3-28 Financial Conflicts of Interest Related to Grants and Sponsored Projects Policy

This procedure establishes guidelines, procedures, and responsibilities at Winona State University (WSU) for resolving actual and potential significant financial conflicts of interest solely related to grants and sponsored projects funded by federal agencies with specific conflicts of interest requirements.

• 3-30 Student Academic Appeals Policy

This procedure describes the academic appeal process available to students placed on academic suspension at Winona State University (WSU).

• 3-32 Research and Teaching Animal Care and Use Policy

This procedure establishes and describes the roles, responsibilities, and procedures guiding the humane care and use of animals in research, teaching, display, and related activities when conducted by Winona State University (WSU) faculty, staff, and students using university facilities or equipment, in the field, or at another institution because of sub-granting or sub-contracting research activities.

• 3-34 Study Away Programs Policy

This procedure describes the process for development, approval, implementation, and administration of faculty-led off-campus study programs at Winona State University (WSU).

• 3-34 Study Away Programs Policy

This procedure describes the process used at Winona State University (WSU) for development and administration of summer and semester study away programs, international or domestic.

• 3-35 Credit for Prior Learning Policy
• 3-35B Credit for Prior Learning – Internal Assessments Procedure

This procedure establishes practices for providing credit for prior learning opportunities to admitted Winona State University (WSU) undergraduate and graduate students through external university assessment and evaluation.

• 3-35 Credit for Prior Learning Policy
• 3-35A Credit for Prior Learning – External Assessments Procedure

This procedure establishes practices for providing credit for prior learning opportunities to admitted Winona State University (WSU) undergraduate and graduate students through internal university assessment and evaluation.

This procedure describes the application process and criteria used for awarding Administrative and Service Faculty (ASF) Special Initiative Awards (SIA) at Winona State University (WSU).

• 3-37 Grade Appeal Policy

This procedure defines the steps necessary for students at Winona State University (WSU) to appeal grades or evaluations believed to be unjust or incorrect.

• 4-2 Student Complaints and Grievances Policy (Draft)

This procedure establishes the steps involved in processing a non-academic student complaint or grievance at Winona State University (WSU).

Rationale for Revision and Major Changes:

(This is for stakeholder review, not for publishing)

This policy draft is a proposed update for a legacy regulation:

• WSU 4-2 Student Grievance Procedure Regulation

This procedure has not changed. It does remove the previous definition of “student” that previously included “a group of students, or the student government,” making it clear that the grievance procedure is for an individual student.

Suggested Stakeholder feedback deadline:

Feedback should be provided using this WSU form by 11/01/2024.

• 4-4 University Facilities and Space Use Policy (Draft)

This procedure describes the conditions of using university facilities and space at Winona State University (WSU) outside of their primary educational purpose.

Rationale for Revision and Major Changes:

(This is for stakeholder review, not for publishing)

This procedure draft is a proposed update for a legacy regulation:

• WSU 4-2 Use of University Space/Facilities Regulation

This procedure is now limited to the conditions of use, while the “reservation process” is described in a separate procedure. The conditions are largely unchanged, although commercial vendors now need to provide 2 weeks (instead of 2 days) notice. The text about scheduling during finals week and graduation has been removed. The new final section on protesting has very similar language to the previous regulation; it has been collected into this section with the new heading.

Suggested Stakeholder feedback deadline:

Feedback should be provided using this WSU form by 11/01/2024.

• 4-4 University Facilities and Space Use Policy (Draft)

This procedure describes reservation processes associated with the usage or rental of Winona State University (WSU) facilities outside of their primary educational purpose.

Rationale for Revision and Major Changes:

(This is for stakeholder review, not for publishing)

This procedure draft is a proposed update for a legacy regulation:

• WSU 4-2 Use of University Space/Facilities Regulation

This procedure is now limited to the reservation process, while “conditions of use” are described in a separate procedure. The different reservation processes to be used by university vs. non-university entities have been clarified. The detailed reservation “field” items have been removed; these will be specified in the reservation forms.

Suggested Stakeholder feedback deadline:

Feedback should be provided using this WSU form by 11/01/2024.

• 4-5 Student Death Policy (Draft)

This procedure establishes the steps Winona State University (WSU) follows after the death of a recently or currently enrolled student in order to ensure a thorough and consistent process.

Rationale for Revision and Major Changes:

(This is for stakeholder review, not for publishing)

This procedure draft is a proposed update for a legacy regulation:

• WSU 4-5 Student Death Protocol Regulation

This procedure now designates the Dean of Students as the primary administrator responsible for addressing student death issues. The list of “tasks” has been updated based on the experiences of the previous Dean of Students.

Suggested Stakeholder feedback deadline:

Feedback should be provided using this WSU form by 11/01/2024.

• 4-6 Medical Amnesty Policy (Draft)

This procedure describes how medical amnesty is implemented at Winona State University (WSU). Medical amnesty applies only to alcohol and/or drug related medical emergencies and does not apply to other prohibited conduct such as assault, property damage, or distribution of illicit substances.

Rationale for Revision and Major Changes:

(This is for stakeholder review, not for publishing)

This procedure draft is a proposed update for a legacy regulation:

• WSU 4-6 Student Medical Amnesty Regulation

This procedure now designates the Dean of Students as the primary administrator responsible for addressing student medical amnesty issues. This version of the procedure removes references to FERPA and WSU’s option to notify parents or other family members of the incident. It more clearly defines eligibility and steps to be taken.

Suggested Stakeholder feedback deadline:

Feedback should be provided using this WSU form by 11/01/2024.

• 4-7 Missing Student Policy

This procedure establishes a framework/protocol for cooperation among members of the Winona State University (WSU) community including students, employees and other individuals for the purpose of locating and assisting currently enrolled students who are attending WSU courses or living in WSU housing with in the United States and are reported missing.

• 5-1 Emeriti and Retired with Distinction Policy (Draft)

This procedure describes the eligibility requirements, criteria, roles, responsibilities, and timeline used in awarding Winona State University (WSU) faculty and administrators with the prestigious status of faculty emeriti or retired with distinction.

Rationale for Revision and Major Changes:

(This is for stakeholder review, not for publishing)

This procedure draft is a proposed update for a legacy regulation:

• WSU 5-1 Emeritus/Emerita/Retired with Distinction Regulation

This procedure now designates the Director of Human Resources as the responsible officer, and it provides definitions for “emerita” and “retired with distinction.” The nomination, review, and approval process has been updated to conform with recent practices.

Suggested Stakeholder feedback deadline:

Feedback should be provided using this WSU form by 11/01/2024.

• 5-4 ASF Employee Evaluation and Development Policy (Draft)

This procedure describes the process and tools used in completing evaluation and development plans for Administrative Service Faculty (ASF) employees at Winona State University (WSU).

Rationale for Revision and Major Changes:

(This is for stakeholder review, not for publishing)

This procedure draft is a proposed update for a legacy regulation:

• WSU 5-4 Administrative Service Faculty (ASF) Employee Evaluation / Development Plans Regulation

This procedure now designates the Director of Human Resources as the responsible officer. This version of the policy provides a definition for “ASF Evaluation/Development Plan.” The “tools for evaluation” are now specified in much more detail.

Suggested Stakeholder feedback deadline:

Feedback should be provided using this WSU form by 11/01/2024.

• 5-17 Criminal History Records Information Checks Policy

This procedure outlines responsibilities and directives followed at Winona State University (WSU) when conducting, accessing, storing, retaining, using, and disposing of Criminal History Records Information (CHRI).

• 7-1 Information Technology Policy

The purpose of this procedure is to help document known entities and documents that regulate the use of IT resources as outlined in university Policy 7-1 on Information Technology.

• 8-1 Public Service Policy (Draft)

This procedure describes the conditions under which Winona State University (WSU) services are made available for non-university purposes.

Rationale for Revision and Major Changes:

(This is for stakeholder review, not for publishing)

This procedure draft is a proposed update for a legacy regulation:

• WSU 8-1 Public Service Policy Regulation

This procedure now designates the Vice President for Finance and Administration as the responsible officer. It clarifies the role that the Business Office plays in the process.

Suggested Stakeholder feedback deadline:

Feedback should be provided using this WSU form by 11/01/2024.

• 8-4 Drug and Alcohol Use Policy (Draft)

This procedure provides details on the Winona State University (WSU) Drug and Alcohol Use Policy as it applies to WSU students.

Rationale for Revision and Major Changes:

(This is for stakeholder review, not for publishing.)

This procedure draft is a proposed update for a legacy regulation:

• WSU 8-4 Drug and Alcohol Use Policy Regulation

This procedure only applies to students, and it designates the VP for Enrollment and Student Management as the responsible officer.

[Major changes to the regulation to be added later.]

Suggested Stakeholder feedback deadline:

Feedback should be provided using this WSU form by ??/??/20??.

• 8-4 Drug and Alcohol Use Policy (Draft)

This procedure provides details on the Winona State University (WSU) Drug and Alcohol Use Policy as it applies to WSU employees.

Rationale for Revision and Major Changes:

(This is for stakeholder review, not for publishing.)

This procedure draft is a proposed update for a legacy regulation:

• WSU 8-4 Drug and Alcohol Use Policy Regulation

This procedure only applies to students, and it designates the Director of Human Resources as the responsible officer.

[Major changes to the regulation to be added later.]

Suggested Stakeholder feedback deadline:

Feedback should be provided using this WSU form by ??/??/20??.