This website presents all officially approved Winona State University (WSU) policies, procedures, and regulations. This site also presents current drafts of new/revised policies and procedures, allowing WSU stakeholders an opportunity to review them and provide feedback to the administration before the President makes a final decision to approve or reject them.
This page includes all changes to the Winona State University (WSU) policy website’s listing of official policies and procedures approved by the WSU President since 2016.
This page archives recommendations from the UPC to Cabinet for stakeholder review and to the President for final review and approval.
Stakeholder Reviewer Notes:
All current recommendations from the Winona State University (WSU) All-University Policy Committee (UPC) and approved by Cabinet for stakeholder review are listed on the “WSU Stakeholder Review” webpage, including rationales for revision and suggested stakeholder reviewer deadlines to provide feedback. If this is the only “policy” listed on that page, there are no current recommendations awaiting stakeholder review.
All WSU stakeholders have an opportunity to provide feedback on any policy recommendation proposed by the administration. Current recommendations from the All-University Policy Committee and approved by Cabinet are listed on the “WSU Stakeholder Review” webpage, including rationales for revision and suggested feedback deadlines. If this is the only “policy” listed on that page, there are no current recommendations awaiting stakeholder review.
All WSU stakeholders have an opportunity to provide feedback on any policy recommendation proposed by the administration. Current recommendations from the All-University Policy Committee and approved by Cabinet are listed on the “WSU Stakeholder Review” webpage, including rationales for revision and suggested feedback deadlines. If this is the only “policy” listed on that page, there are no current recommendations awaiting stakeholder review.
The WSU All-University Policy Committee (UPC) reviews all feedback submitted by stakeholders for proposed policy and procedure drafts currently open for review. Current drafts at this step are listed on the “UPC Feedback Review” webpage. If this is the only “policy” listed on that page, there are no current recommendations awaiting UPC’s feedback review.
After reviewing feedback reports for a policy and procedure draft that has undergone stakeholder review, the WSU All-University Policy Committee (UPC) provides this feedback to the Responsible Officer (the author for the draft). Current drafts at this step are listed on the “Author Feedback Review” webpage. The Responsible Office then submits a final version for review by the UPC. If this is the only “policy” listed on that page, there are no current recommendations awaiting the Responsible Officer’s (Author’s) review.
After reviewing the final version for a policy and procedure draft that has undergone stakeholder review, the WSU All-University Policy Committee (UPC) reviews the final drafts submitted by the Responsible Officer (the author for the draft). Current drafts at this step are listed on the “UPC Final Review” webpage. The UPC then reviews the final versions to determine if the feedback has been adequately addressed, and possibly submits a recommendation to the university president to approve the drafts. If this is the only “policy” listed on that page, there are no current recommendations awaiting the UPC’s final review.
After reviewing feedback reports for a policy and procedure draft that has undergone stakeholder review, the WSU All-University Policy Committee (UPC) may make a recommendation that the WSU President concerning final approval. Current drafts at this step are listed on the “Presidential Review” webpage, including rationales for revision and recommended stakeholder review feedback deadlines. If this is the only “policy” listed on that page, there are no current recommendations awaiting the President’s final review.
This policy describes the rules, rights, obligations, and expectations involved in creating, reviewing, approving, publishing, and maintaining university policies and procedures 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
The policy has been updated for greater clarity and succinctness. It removes duplicated language and moves all of the previous list items of “Policies/Procedures must:” into the text of the policy. (Some of those list items referred to qualities, others referred to processes.) The policy now identifies the WSU All-University Policy Committee, the Policy Coordinator, and Responsible Officers as important actors playing a role in the review and approval process. It only includes definitions used in the policy; others are properly defined in the “Procedure” document. The titles of both the policy and the procedure have been massaged to follow a common format, removing “Policy On: [topic]” to be “[topic] Policy/Procedure.”
The procedure has been updated for greater clarity and succinctness. It removes duplicated language; refers to “new/revised policies/procedures” as “requests” from the Responsible Officer and “recommendations” from the Committee or Cabinet; and defines 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).
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 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.
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.
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.
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 refers 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.
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
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.
This policy establishes the evacuation process of Winona State University (WSU) academic buildings in the event of a fire or other emergency.
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:
The clear and succinct policy now states the responsibilities for specific individual roles. The updated procedure specifies 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.
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:
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.
This policy communicates the university’s commitment to providing a safe and healthy workplace for all Winona State University (WSU) employees and establishes the responsibilities of various university groups toward meeting that goal.
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:
The clear and succinct policy now states the legislative authorization for monitoring safety and assigns responsibility for this to specific offices. The previous regulation served as the “Safety Manual” and contained many pages of very detailed guidelines (such as how to inspect a ladder before use). That content is more appropriately posted and updated elsewhere on the WSU website. There is no accompanying procedure associated with this policy.
Suggested Stakeholder feedback deadline:
Feedback should be provided using this WSU form by 11/01/2024.
This policy describes how electronic and key access to Winona State University (WSU) buildings is granted to employees and students in a way that maintains the security of the campus.
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:
This policy now states the basic rules surrounding who has the authority to issue keys and provide building access, and who may receive them. The updated 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.
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:
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.
This policy describes how eligible Winona State University (WSU) employees apply for and are granted tuition waivers at WSU and other institutions in the Minnesota State System for themselves and their spouses and dependents on a space available basis.
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:
The policy now states who is responsible for ensuring that WSU employees will be eligible for these benefits according to their respective bargaining unit contracts, and it provides a link to those contracts. The updated 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.
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:
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.
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:
The policy is largely unchanged, and it simply states that WSU faculty members are eligible for a sabbatical. The procedure now numbers the steps involved in granting sabbaticals, and it specifies the contents of the application form.
Stakeholder feedback report:
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:
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:
This updated procedure now numbers the steps involved in granting sabbaticals, and it specifies the contents of the application form.
Stakeholder feedback report:
This policy provides guidance in the professional development and evaluation of Inter Faculty Organization (IFO) members at Winona State University (WSU).
This policy draft is a proposed update for a legacy regulation:
(Additional notes forthcoming.)
Stakeholder feedback report:
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:
(Additional notes forthcoming.)
Stakeholder feedback report:
This policy describes the circumstances and processes used in banking, unbanking, and deleting courses and programs 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:
(Additional notes forthcoming.)
Stakeholder feedback report:
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:
(This is for stakeholder review, not for publishing.)
This procedure draft is a proposed update for a legacy regulation:
(Additional notes forthcoming.)
Stakeholder feedback report:
This procedure describes the requirements and processes involved in banking and unbanking a course 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:
(Additional notes forthcoming.)
Stakeholder feedback report:
This policy describes the conditions under which Winona State University (WSU) grants honorary doctorate degrees. By granting these degrees, WSU establishes public associations with exceptional individuals, demonstrating the values and principles of the university and furthering institutional goals and objectives in the areas of educational programming, service, and advancement.
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:
The policy now clearly states that the President shall make the decision on conferring an honorary degree based on the recommendation of the All-University Committee on Honorary Degrees following consultation with WSU constituency groups. The updated 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.
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:
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.
This policy describes the course syllabus requirement at Winona State University (WSU).
Rationale for Revision and Major Changes:
This policy draft is a proposed update for a legacy regulation:
The content of this update is nearly identical to the previous regulation, although it has been reorganized.
Stakeholder feedback report:
This policy provides information regarding a student’s non-academic grievance or complaint 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:
This policy now clearly states when it does and does not apply. The updated 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.
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:
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.
This policy guides the Winona State University (WSU) response to a student death. WSU officials follow the protocol described in this policy and the related procedure in providing resources and services to support the student’s family, other affected students, and the entire campus community.
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:
This policy now designates the Dean of Students as the primary administrator responsible for addressing student death issues. The updated procedure includes the list of “tasks” 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.
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:
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.
This policy encourages students at Winona State University (WSU) to seek assistance when that student needs medical attention or when that student knows of another student in need of medical care due to consumption of alcohol or drugs.
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:
This policy now designates the Dean of Students as the primary administrator responsible for addressing student medical amnesty issues. The policy removes text explaining why students might be reluctant to seek such amnesty. It also removes language suggesting that individuals with enforcement obligations may still report, charge, or take other actions in accordance with state and federal laws. The updated 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.
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:
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.
This policy establishes how Winona State University (WSU) nominates and confers eligible faculty and administrators with the prestigious honor of emeriti status and retired with distinction status.
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:
This policy now designates the Director of Human Resources as the responsible officer. This version of the policy provides definitions for “emerita” and “retired with distinction.” The updated procedure describes the nomination, review, and approval process to conform with recent practices.
Suggested Stakeholder feedback deadline:
Feedback should be provided using this WSU form by 11/01/2024.
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:
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.
This policy describes the employee evaluation and development process of Administrative Service Faculty (ASF) members 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:
This policy now designates the Director of Human Resources as the responsible officer, and it provides a definition for “ASF Evaluation/Development Plan.” The updated procedure specifies the “tools for evaluation” in much more detail.
Suggested Stakeholder feedback deadline:
Feedback should be provided using this WSU form by 11/01/2024.
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:
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.
This regulation prescribes the procedures to be used by unclassified employees at Winona State University (WSU) requesting authorization to be absent from campus.
Note: This legacy regulation is a candidate for retirement. Comments from the Director of Human Resources:
“This regulation is based on an outdated paper form, replaced by eTime system for submission of leave requests.”
This regulation aims to promote the interests of Winona State University (WSU) and to establish mutually beneficial relations between the University and its alumni. To promote the welfare of the alumni, students, and faculty of WSU and its predecessor, Winona State Teachers College, and Winona Normal School.
Note: This legacy regulation is a candidate for retirement. The VP for Advancement and the Director of Alumni Relations agreed with the committee’s suggestion that the current regulation (and any proposed update) looks more like a position description rather than an actual policy.
This policy defines the conditions under which Winona State University (WSU) makes university services and facilities available for non-university purposes.
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:
This policy now designates the Vice President for Finance and Administration as the responsible officer. The procedure now 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.
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:
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.