WSU Policies and Procedures: What's New

This policy is being revised to ensure compliance with immigration regulations. In addition, general updates have been made for purposes of clarity, to reflect current practices, and to conform to the University’s standard policy format.

Specific changes include:

• Added a definitions section to assist with understanding the policy.
• Clarified that regular student employment includes all student employment that is not federal work study or a graduate assistantship.
• Updated language to clarify the enrollment requirements for regular student employment.
• Removed the 2-hour enrollment requirement for summer employment because not required by law for domestic or international students, and to reflect current practices.
• Clarified that undergraduate domestic students may qualify for a one-time exception to the enrollment requirements where it is 1) the Student’s final semester before graduation or 2) a course is canceled through no fault of the student and the Student is unable to enroll in another course.
• Clarified the limitations for working after completion of program of study.
• Clarified that international students holding regular student employment are limited to performing on-campus employment and/or CPT, unless otherwise permitted under federal immigration laws, regulations and guidance.
• Revised to clarify that limitations on maximum hours that can be worked in regular student employment are mandatory rather than permissive to reflect current practices, ensure compliance with federal immigration regulations, and for consistency.
• Revised to include finals week in the work hour limitations through the added definition of “In Session,” to ensure compliance with federal immigration regulations and for consistency.
• Clarified that the work hour limitations for domestic students are inclusive of any combination of Regular Student Employment, federal work study, and/or graduate assistantships, consistent with current practices.
• Clarified that the work hour limitations for international students are inclusive of hours worked in regular student employment positions and graduate assistantships, and may be subject to further limitations in relation to CPT performed in non-Regular Student Employment positions, in accordance with federal laws, regulations, or guidance.
• Clarified that the controlled affiliated organizations are subject to the requirements of this policy to reflect current practices and to ensure those organizations are in compliance with any governing laws.
• Updated compliance monitoring section to reflect current practices and to ensure that eligibility requirements are met.
• Updated hiring and employment requirements to reflect current practices, including that hiring for regular student employment positions is subject to the requirements of Policy 3.20 / Recruitment, Hiring, and Onboarding.
• Updated grievance process to reflect the University’s current dispute resolution process for employees provided under Policy 3.15 / Internal Dispute Resolution Process.
• Added applicable laws and resources section.
• Added revision dates section.

This policy is being revised to address changes in information technology and to ensure compliance with all governing policies, standards, procedures and laws that govern use of the University’s technology resources. Updates were also made to reflect current University standards and practices for University information technology. In addition, the policy format and language were updated for purposes of clarification and to conform to the University’s standard policy format.

Specific changes made include the following:

• Added Chief Information Security Officer as initiating authority for policy, in addition to the Chief Information Officer.
• Clarified that University technology resources shall only be used or accessed as authorized by the University.
• Clarified that University Technology Resources must be used in compliance with all federal, state and local laws and regulations, and all University, Kansas Board of Regents (KBOR), and State of Kansas policies and procedures related to such use.
• Clarified that users assigned accounts on the Industry and Defense Programs (IDP) enclave are subject to additional acceptable-use requirements in the WSU-IDP Acceptable Use Addendum, in compliance with federal security requirements.
• Clarified that access to University technology resources will end promptly upon separation of employment, extended inactivity, or loss of active affiliation with the University, unless otherwise permitted under ITS and Information Security policies.
• Added that University-provided and approved electronic communications must be used for work-related communications, and personal email or unapproved third-party services may not be used for work-related purposes, unless explicitly authorized by ITS.
• Added that only approved methods of access may be used when remotely accessing networks or systems owned or managed by the University.
• Added that University technology resources must be used in a manner that maintains the integrity of such resources, and where appropriate, the privacy, confidentiality, and/or security of electronic information.
• Added that electronic information/data must be stored and/or transferred in accordance with University policies on data classification and third-party transfers.
• Added requirement to protect data in the workspace in accordance with University data privacy policies, including not leaving such data unattended or visible to others on desks, workspaces, or common areas, and securely storing or disposing of such information/data when not in active use.
• Added requirement to return University technology resources when user no longer has an authorized reason or need for access and use, or as directed by ITS or Information Security.
• Added prohibition on attempts to circumvent security safeguards and/or login procedures on any computer system, or otherwise attempt to gain unauthorized access to or degrade security controls.
• Clarified that ITS and Information Security policies and procedures shall be followed for all use and operation of University technology resources, even when information technology services are being provided by a department or organization other than the University’s ITS department.
• Clarified that incidental personal use of certain electronic information resources, including email, Internet, and assigned electronic devices may be allowed; provided that such use does not interfere with University operations, violate University or the Kansas Board of Regents policies, generate incremental identifiable costs to the University, and/or negatively impact the User’s job performance.
• Added prohibition on using University technology resources to compromise the integrity of research or participate in any activities of misconduct in research as described in Policy 9.13 / Misconduct in Research.
• Clarified that users shall not in any way interfere with or intentionally develop or use programs that compromise, or harm the performance, functionality, or integrity of University Technology Resources.
• Added prohibition on entering agreements for cloud-based software or applications that will house or transfer information classified as WSU Private Data, WSU Restricted Data, or Proprietary Data without review and approval from the Data Management Committee or Subcommittee.
• Provided specific examples of necessary monitoring that the University conducts.
• Added process for requesting deviations from policies, standards, and procedures that apply to University technology resources.
• Added requirement and avenue for reporting any known or suspected unauthorized access, inability to access, loss/destruction, or misuse/abuse of University technology resources to the Information Security department.
• Added an avenue for reporting violations of policy to ITS or Information Security.
• Added an additional laws and resources section for reference.
• Added definitions to assist with understanding the scope and application of the policy.
• Added revision dates section.

This policy is being revised to ensure compliance with content, privacy, accessibility, and security requirements for official University websites and unofficial websites hosted by or connected to University’s systems. Additional updates were made for purposes of clarification, to reflect current practices, and to conform to the University’s standard policy format, including reorganization.

Specific changes that were made include:

• Added prohibition on posting data classified as “WSU Private Data” or a higher level of sensitivity classification under Policy 19.20 / Data Sensitivity Classification on websites without explicit authorization from the designated data owner.
• Removed mandatory requirement of displaying the certification and disclaimer of official status on websites to reflect current practices, but retained discretion to require the disclaimer on unofficial websites that give the impression that they are representing the views or opinions of the University.
• Clarified that official University websites must be hosted on a University server, unless the CIO and CISO have approved a non-University server (or service).
• Clarified that the University does not host unofficial websites on University servers, without an exception being approved by the CIO and the CISO, which will only be approved under specified circumstances, after considering all governing laws, regulations, and policies and any other security and/or compliance risks.
• Clarified that official University websites must use the University’s registered domain name of wichita.edu or a nonstandard domain name that has been approved in accordance with Policy 19.21 / University Domain Names.
• Clarified that unofficial websites shall not be used as an alternative to an official university website for conveying or carrying out University business.
• Clarified that all official University websites and unofficial websites maintained on University servers or connected to University systems must comply with all governing rules, policies, procedures or regulations of the University or the Kansas Board of Regents, and all local, state, and federal laws and regulations, including the Americans with Disabilities Act.
• Added section specifically requiring compliance with all applicable accessibility laws, standards, and policies.
• Clarified that the University is under no obligation to promote, maintain, or link to unofficial websites, and unofficial websites may be blocked if they become a security risk to the University.
• Updated references to affiliated organizations to reflect current practices and definitions of controlled and non-controlled affiliated organizations.
• Added requirement that website owners must review the content of their websites annually to ensure compliance with all governing policies, laws, and regulations.
• Removed outdated section addressing advertising and sponsorship, as a potential updated University-wide approach to this subject matter is being reviewed.
• Clarified that websites that fail to comply with content, privacy, accessibility, and security requirements, may be immediately suspended, blocked, shutdown and/or removed by the University.
• Clarified that the University will take appropriate action in response to the unauthorized use of University marks, logos, or seals, regardless of who is hosting the website.
• Updated definitions to reflect current practices and terminology.
• Added procedures for an unofficial (non-University) website to be hosted on a University server and for requesting to use a non-University server (or service) to host an official University website.
• Updated applicable laws and resources section to reflect current accessibility standards.

This policy is being revised to ensure compliance with governing laws and regulations and to clarify the requirements and approval process for operating Unmanned Aircraft Systems consistent with current practices. In addition, the format was updated to conform to the University's standard policy format.

Specific changes made include:

• Clarified that the policy covers all operation of Unmanned Aircraft Systems ("UAS") on University premises (indoor and outdoor) or off university premises if operated by University-affiliated operator.
• Updated to require compliance with all local, state, and federal laws and regulations governing the operation of UASs.
• Clarified that UAS operators must have all legally required registration, permitting, certification, licensing, and testing in relation to the operation of a UAS, and must carry proof thereof on their persons while operating.
• Clarified the standards required for operating anywhere on University premises, and off University premises by University-affiliated operators, including that UAS operation is not permitted over moving vehicles.
• Added requirement that during the 30 minutes before official sunrise and the 30 minutes after official sunset, a UAS must have lighted anti-collision lighting visible for at least 3 statute miles that has a flash rate sufficient to avoid a collision, to ensure compliance with FAA regulations.
• Added an avenue to permit exceptions to the operating standards on University premises when specifically authorized by UPD and the Office of General Counsel; provided that no exceptions shall be made for any standard required by local, state, and federal laws and regulations.
• Added requirement for review by Information Security of all agreements to lease or purchase a UAS prior to execution of such agreement to ensure compliance with all security and supplier restrictions.
• Clarified that interference with University operations, posing hazards, or violating policies or governing laws may result in immediate revocation of permission to operate and added a potential ban for further flights for up to a year.
• Clarified that University-affiliated operators may also be subject to corrective action for interference, posing hazards, or failure to follow the policy or governing laws.
• Clarified that any use of video footage or photographic images must comply with this policy and Policy 20.11 / Use of the University's Name, Seal, Logos or Marks, and may require license, consent, and/or release agreements.
• Added requirement to report UAS accidents to UPD and Property Management.
• Updated definitions to assist with understanding policy, including adding more specific definitions for third-party operators and University-affiliated operators.
• Updated the process for obtaining approval for operation on University premises (outdoor and indoor), clarifying that all requests must be submitted through the online UAS Flight Authorization Request, which will be forwarded to UPD for review and approval.
• Clarified that all requests will be reviewed by UPD, and possibly other stakeholders, including Property Management, and Strategic Communications for media outlet requests.
• Updated the deadline for requesting approval to five days for University-affiliated operators and seven days for third-party operators.
• Clarified the approval requirements for University-affiliated operators at locations off University premises.
• Updated the resources provided in the applicable laws and resources section.

This policy is being revised to ensure compliance with risk and security requirements during international travel, consistent with the University’s current practices.

Specific revisions include the following:

• Clarified that any exceptions to the policies current limit of 21 consecutive days or less, under Section III.B.3.b, will only be made in extraordinary circumstances and must be approved by the employee’s divisional Vice President, after consultation with Risk and Compliance Services.

This policy is being revised to expand the electorate for purposes of the chair-related processes addressed in this policy. Additional updates were made to the outline of the policy for purposes of clarity and to conform with the University's standard policy format.

Specific changes include:

• Deleted the policy's electorate eligibility requirements, which was limited to "Full-Time professors, associate professors, assistant professors and tenured instructors, who provide at least 50 percent of their University duties within the department."
• Changed the regular electorate to include all those in the department enfranchised to vote under the Constitution of the Faculty Senate.

This policy is being revised to update the list of approved designated areas where alcohol may be sold, served, and/or consumed, and to provide more flexibility to address new buildings and/or special circumstances. In addition, general language and organizational updates were made for purposes of clarification.

Specific changes made include:

• Added the Ablah Library, Digital Research and Transformation Hub (DRTH), NIAR Hub for Advanced Manufacturing and Research (HAMR), Partnership Building 11, Wichita State Connect Building, University Stadium, and Wilkins Softball Team Operations Facility to the list of approved designated areas.
• Removed list of designated areas from policy to be maintained separately on the Requests for Alcohol Service webpage (list is attached), which will be linked in the policy.
• Added an avenue to permit the consumption of alcohol without a caterer under special circumstances.
• Clarified that the University President may approve locations for alcohol sale, service, and/or consumption that are not on the designated areas list to provide flexibility for unique circumstances or new buildings/spaces.
• Clarified that the sale, service, possession, and/or consumption of Alcohol by a Registered Student Organization may be subject to additional policies and procedures, as established by the Registered Student Organization Handbook and Policy Manual.

This policy is being updated to simplify business processes and reflect advances in payment technology that present very low risk in relation to data transfers, while improving compliance with Payment Card Industry (PCI) Data Security Standards. Minor updates were also made to conform to the University's standard policy format.

Specific changes include permitting electronic transmission of single-use virtual payment card numbers issued for Visa and Mastercard for payments to and from outside organizations.

This new policy is being created to ensure compliance with KBOR policies, governing state and federal laws, and the success of private fundraising efforts for the entire University community through approval and coordination.

Notable requirements of the policy include:

• Policy applies to private fundraising efforts undertaken by members of the University community, including University employees, faculty, academic units, controlled affiliated organizations, and third-parties engaging in fundraising efforts on behalf of the University or its controlled affiliated organizations.
• Recognizes WSUFAE's role in coordinating private fundraising efforts for the University community.
• Requires that fundraising efforts comply with this policy and the WSUFAE Fundraising Policy, unless an exception is approved by the University President, or their designee, in consultation with WSUFAE.
• Requires University approval and priority designation for fundraising initiatives prior to any member of the University community pursuing fundraising efforts.
• Requires the approval and oversight of WSUFAE for all private fundraising efforts by any member of the University Community.
• Prohibits expense reimbursement for unapproved fundraising efforts, including donor travel, entertainment, and engagement.
• Requires a referral from the University President, or their designee, for a WSUFAE fundraising feasibility assessment.
• Prohibits WSUFAE assistance with fundraising efforts for a University initiative unless the initiative has been formally designated as a fundraising priority, or as otherwise directed by the University President, or their designee.
• Requires that WSUFAE maintain a donor database to coordinate fundraising efforts for the University community and that contacts, meetings, and conversations with prospective donors should be promptly submitted to WSUFAE for entry into the donor database.
• Requires compliance with Kansas Board of Regents policies and any governing local, state or federal laws.
• Provides process for obtaining necessary approvals prior to engagement in fundraising efforts, including initiative approval, feasibility assessment referral and review, priority designation, assignment of a team leader, and assistance from WSUFAE.