All Policies
General Policies
Development, Revision and Rescission of UW-Whitewater Policies and Procedures (Policy #001)
Establishes the mandates for developing, revising and rescinding UW-Whitewater policies, procedures, and interim policies. This policy ensures that all policies and procedures are up-to-date, consistent in format, and understandable to campus stakeholders.
Delegation of Authority (Policy #002)
Encompasses signature authority pertaining to contracts and procurement agreements, as well as designated authority related to operational responsibilities.
Notary Public Services (Policy #010)
Establishes that departments and units with a high volume of notarized documents are primarily responsible for providing notary public services to their clientele.
Postal Services (Policy #011)
The University Mail Center is responsible for conducting University business through an effective and efficient mail collection and distribution system. Use of this service is limited to administrators, faculty, staff, and recognized student organizations.
Facility Use for Political Purposes (Policy #020)
Facilities are open to political parties and candidates for the purpose of holding public meetings on campus, if the facilities have not been previously scheduled, are not being used for academic purposes, and are otherwise available. The use of campus facilities requires a recognized student organization, administrative office, department, or college on campus to sponsor the event.
Camps, Conferences, and Meetings Sponsorships (Policy #021)
Makes resources, services, and facilities available for camps, conferences, and public presentations designed to enrich the educational opportunities of its students, faculty, and staff and to provide the public with a forum for the free and responsible exchange of ideas, philosophies, and positions.
Display of Official Flags (Policy #022)
Provide guidance on the display of the national, state, and university flags at official flagpoles on campus.
Sales and Solicitation (Policy #040)
All sales/solicitation activities must be sponsored by a recognized university department, organization, or student organization, and must comply with numerous guidelines. Officers and members of the sponsoring and/or participating organization assume full responsibility for items (including literature) sold or contracted for sale/solicitation.
Discrimination, Harassment, and Retaliation Policy (Policy #050)
Outlines expectations of conduct and procedures applicable to students, employees, and guests of UW-Whitewater to foster a respectful campus environment that is free from discrimination and harassment.
Preferred Name Policy (Policy #051)
Enables any student or employee to choose to identify themselves with a preferred first and/or middle name on all educational or employment records that do not require a legal name.
Consensual Relationships (Policy #052)
Defines expectations for employees, students, and affiliated individuals regarding consensual romantic or sexual relationships in situations where a power differential exists.
Student Policies
Disciplinary Procedures (Policy #101)
Identifies the procedures to be followed when a student is accused of academic misconduct, which is covered by Chapter UWS 14.
Medical Withdrawal (Policy #102)
Outlines provisions for medical withdrawals and refunds that occur beyond the 100% refund date.
Student Responsibility for Absence Reports and Make-Ups (Policy #103)
Students are responsible for notifying and arranging make-up work if they are unable to attend class. If a student is incapacitated and temporarily unable to perform the aforementioned responsibilities, a family member or legal guardian should contact the Dean of Students Office for assistance.
View the Student Responsibility for Absence Reports and Make-Ups Policy
University Conduct Checks for Students (Policy #104)
Provides guidance for student conduct checks, balancing access to university programs with the safety and security of the campus community.
Grade Appeals (Policy #105)
Ensures students are evaluated fairly based on the criteria shared at the beginning of the course. Students who believe a grade is incorrect may utilize this process to formally contest the grade.
Campaigning in the Residence Halls (Policy #106)
Designed to allow campaigning individuals the opportunity to discuss issues and distribute literature pertinent to residence hall students. In addition, these policies are designed to protect residence hall students’ rights to privacy in their living spaces.
Anti-Hazing Policy and Prevention and Awareness Programming Policy Statement (Policy #110)
Outlines procedures for reporting and investigating incidents of hazing. Additionally, describes available prevention and awareness programs to maintain a safe, respectful, and legally compliant campus environment.
Non-Discrimination on the Basis of Disability (Policy #113)
Outlines the rights that individuals with disabilities have to request accommodations to meet their needs, supporting them to fully participate in or benefit from the university's programs, services, and activities in a nondiscriminatory, integrated setting.
View the Non-Discrimination on the Basis of Disability Policy
Sexual Misconduct Information (Title IX) (Policy #120)
Prohibits acts of sexual violence and sexual harassment on university property, at university-sanctioned or university-affiliated events, and where off-campus conduct affects a member of the university community. Provides the campus community with information and resources to identify, report, and respond to sexual violence and sexual harassment.
Amnesty Through Responsible Action (Policy #132)
Encourages students and student organizations to seek help in cases of extreme intoxication or other medical emergencies by providing amnesty from disciplinary action when responsible steps are taken, such as contacting emergency medical services (EMS).
Required Disclosures for Participation in Certain UW System Services and Programs (Policy #140)
Requires students to provide disclosures about any prior felony pleas or convictions, which they are treated as an adult during the proceeding or nonacademic postsecondary disciplinary violations, prior to living in university housing, participating in study abroad programs or domestic travel study programs
Bicycle, Skateboard, and Rollerblade Regulations (Policy #141)
Assigns responsibility for the risks and consequences of bicycling, skateboarding, and rollerblading to the individuals engaging in these activities, safeguarding the campus community and university property.
View the Bicycle, Skateboard, and Rollerblade Regulations Policy
Emergency Response Information and Resources (Policy #142)
Provides guidance on emergency evacuation procedures for students, employees, and guests, including specific considerations for individuals with disabilities.
View the Emergency Response Information and Resources Policy
Commitment to Academic Freedom and Freedom of Expression (Policy #150)
Communicates the universities' and Board of Regents’ commitment to academic freedom and freedom of expression, along with the disciplinary action for those who violate these freedoms.
View the Commitment to Academic Freedom and Freedom of Information Policy
Acceptable Use of Information Technology Resources (Policy #151)
Establishes expectations for faculty, staff, and students while utilizing university computer equipment and software in support of their educational, research, and administrative responsibilities.
View the Acceptable Use of Information Technology Resources Policy
Segregated University Fees (Policy #170)
Establishes expectations, processes, and oversight for allocating Segregated University Fees to student organizations.
Academic Policies
Determination of Student Location (Policy #201)
Outlines the expectation that students will provide and review their local address in WINS each semester. This information is used for federal reporting and to ensure compliance with applicable federal regulations.
Procedure for Extraordinary Accommodation Due to a Disability (Policy #210)
Outlines the process for students to request extraordinary accommodations to the communication (foreign language or speech) or calculation/quantitative skills requirements. Students who believe they qualify should provide appropriate documentation before the end of their second year at UW-Whitewater.
Online Course Fees at UW-Whitewater (Policy #220)
Establishes a supplemental distance education fee for virtually delivered courses. 90% of the revenue will be distributed to the offering college, while the remaining percentage will be allocated to the Academic Affairs division to support course development and instructional costs.
Student Grievance (Policy #230)
Outlines the initial steps students should take to address and resolve issues, concerns, or disputes related to their academic or educational experience. Examples include unfair or inappropriate conduct by a member of a college, department, office, administrative unit, or committee; a violation of university policies or procedures; or other matters requiring formal resolution.
Human Resources Policies
Workplace Conduct Expectations (Policy #303)
Sets clear workplace conduct expectations, including treating others with respect, ethical decision-making, and protecting UW-Whitewater's physical and intellectual property. Employees are expected to follow health and safety regulations and comply with all applicable laws and policies.
Children in the Workplace Policy (Policy #304)
Presents factors to be considered by management when allowing an employee to bring a child into the workplace. Regardless of the visit’s reason, children are not permitted in high-risk areas to protect their safety and other campus participants.
Personnel Policies Page (Policy #305)
Provides direct access to governance documents and policies that guide employment practices at UW-Whitewater.
Equal Employment Opportunity & Affirmative Action (Policy #312)
Establishes the obligation of the university to comply with federal and state laws to ensure equal opportunity in all employment practices. Provides procedures for addressing discrimination and harassment complaints that protect the rights of each employee.
View the Equal Employment Opportunity and Affirmative Action Policy
Disability Accommodations (Policy #313)
Outlines the process for employees and applicants with disabilities to request and receive reasonable accommodations. Accommodations are provided in a timely and cost-effective manner to support equal opportunity.
Supporting Breastfeeding Employees (Policy #314)
Provides reasonable break times and a private space, other than a bathroom, for employees returning to work who would like to continue breastfeeding their infant.
Accommodation of Religious Beliefs (Policy #315)
Students sincerely held religious beliefs shall be reasonably accommodated with respect to scheduling all examinations and other academic requirements.
Universal Design (Policy #317)
Establishes guidelines to foster good design and discussion that fully encompasses the principles of Universal Design (UD) in the development of building design. This policy ensures that individuals with disabilities can access the full range of services, programming, and social use of spaces with minimal accommodations.
Veteran's Employment Plan of Action (Policy #318)
Provides guidelines and procedures for affirmative action in employing veterans and veterans with service-connected disabilities at UW-Whitewater.
Vacation (Policy #320)
Defines vacation and holiday benefits for annual and academic year employment appointments, including accrual rates and carry-over rules.
Payout of Vacation, Vacation Carryover, and “Banked Leave” Practice Directive (Policy #321)
Establishes guidelines for the administration of payout for vacation, vacation carryover, and banked leave (formerly called Annual Leave Reserve Account or “ALRA”) upon movement, retirement, or termination from the UW-Whitewater.
View the Payout of Vacation, Vacation Carryover, and “Banked Leave” Practice Directive
Military Leave of Absence (Policy #322)
Provides eligible UW-Whitewater employees with permanent status who serve in the National Guard, State Guard, or other military reserves, with up to 15 days of paid military leave per calendar year without loss of service time.
University Staff Grievance Policies (Policy #330)
Establishes a grievance procedure as a problem-solving mechanism for University Staff with an expectation of continued employment who wish to appeal working conditions, discipline, layoff, or dismissal. Applies to all permanent university staff employees.
Academic Staff Grievance Policies (Policy #331)
Establishes a grievance procedure as a problem-solving mechanism for Academic Staff to address workplace concerns or policy violations. It is recommended that Academic Staff first seek an informal resolution and then find a remedy through the complaint/grievance procedure.
Faculty Grievance Policies (Policy #332)
Establishes complaint and grievance procedures as a problem-solving mechanism for the Faculty to address alleged policy violations or workplace misconduct.
Background Check (Policy #340)
Outlines the expectation of criminal background checks for new hires, either prior to the extension of an employment offer or as part of an employment offer that is made contingent upon a successful criminal background check. Additionally, this policy states that current employees and volunteers holding a "position of trust with access to vulnerable populations" shall be subject to a criminal background check every four years, and shall be required to self-disclose certain criminal offenses.
Employee Tuition Reimbursement Policy (Policy #350)
Provides tuition reimbursement opportunities for faculty and staff who work half-time or more and have completed a full year of continuous employment at the university.
Summer Session Compensation (Policy #351)
Outlines the expectation that people employed on an academic year basis shall be compensated for additional instructional and/or non-instructional assignments during the summer session. This policy requires that any faculty or academic staff member on an academic year appointment obtains prior approval from the Dean of the School of Graduate Studies and Continuing Education.
Standard Office Hours (Policy #360)
Establishes standard office hours, legal holidays, and other institutional closure procedures for UW System institutions.
Business Cards (Policy #361)
Established the process for requesting official business cards through UW-Whitewater’s Printing Services. Each department head determines which employees are authorized to receive a business card.
Printing Services (Policy #362)
Outlines the printing and copying services available on campus for departments to use. Provides the required procedure for departments to utilize off-campus services by collaborating with the Official Print Procurement Officer to comply with federal and state laws.
Overload Change of Status (Policy #370)
Establishes the process for monitoring overload requests for non-instructional academic staff at 100% FTE to ensure employment responsibilities are met without “double-dipping”.
Teaching Reassignment Policy (Policy #371)
Outlines the process for faculty and academic staff who may have their teaching duties reassigned to perform important functions that support other aspects of the mission, goals, and/or strategic plan of UW-Whitewater.
Post Tenure Review (Policy #372)
Supports tenured faculty development and assures that the talents of each faculty member are being utilized in ways that best serve the interests of the students, the institution, the academic discipline, and the faculty member.
Miscellaneous Leave Provisions (UWSA Policy #1216)
Establishes guidelines granting paid leave for jury duty, voting, and serving as an election official during working hours. This UWSA policy also provides for a paid leave of absence in certain circumstances after an employee is held hostage and outlines leave usage upon the death of an immediate family member.
Non-Medical Leaves of Absence (UWSA Policy #1217)
Provides the framework for granting non-medical leaves of absence for the university workforce.
Financial Administration Policies
Authorized Signature (Policy #401)
Outlines the process for managing authorized signatures for departmental transactions. These records are maintained by Financial Services and should be contacted when personnel changes occur.
Clearing Account & Policy Procedures (Policy #410)
Provides guidance on the accounting and reconciliation of clearing accounts.
Gift-In-Kind (Policy #411)
Outlines the procedures the UW-Whitewater Foundation and departments must follow when receiving gifts, including required documentation and recordkeeping responsibilities.
Travel Policies
Travel Approval (Policy #501)
Outlines the procedure for approving in-state and out-of-state travel, along with the assigned approvers for each type of travel request.
Field Trips (Policy #502)
Defines student financial responsibilities for transportation and other related expenses for field trips, student teaching, clinical assignments, and other practicums.
Group Travel Advance Account (Policy #503)
Outlines the process for Faculty Advisors of student activity organizations receiving travel advances for student trips and the required documentation that needs to be completed within two days of the trip’s end.
Reimbursement of Expenses for Visiting Guests (Policy #510)
Clarifies the category of expenses by a funding source that can be incurred to enhance the visiting guest's stay, and to ensure adequate reimbursement to staff who incur the expenses.
View the Reimbursement of Expenses for Visiting Guests Policy
Procurement Policies
Acquisition Procedures of Materials & Services (Policy #601)
Requires the identification of a fund, program, and organization code for charging any item or service to a particular department or area. All purchase activity must include an authorized signature and/or signatures, which are assigned when an organization code is issued.
View the Acquisition Procedures of Materials and Services Policy
Precautions (Policy #602)
Establishes that printed materials must be requested through Requisition, regardless of dollar amount. Employees who make unauthorized procurement purchases may be held personally liable for the cost.
Types of Orders (Policy #603)
Defines the purchasing methods available to campus departments, which include procurement cards, quick orders, and requisitions. Outlines the purchasing limit for each method and the required steps for a requisition to get approved.
Disposal & Sales of University Property (Policy #620)
Establishes procedures for managing surplus and replacement property, in compliance with Wisconsin Department of Administration regulations. Assigns responsibility to the Director of Procurement Services for all property disposal activities.
Compliance and Risk Management Policies
Insurance and Risk Management (Policy #701)
Notifies departments of the risks that may impact university assets and provides a framework for recognizing, evaluating, and managing these risks.
Agent Liability Protection (Policy #702)
Provides liability protection for university officers, employees, and designated agents acting within the scope of duty. Coverage does not apply to the general student and volunteer body or the activities in which they are involved.
Insurance Coverage on Borrowed Items (Policy #703)
Establishes insurance coverage expectations for personal or borrowed property used on campus. The university may provide limited coverage for borrowed items when approved through the Office of Risk Management & Safety.
Working in Isolation (Policy #710)
Establishes the approval process and risk evaluation framework for employees working in isolation, in compliance with UWSA Policy 620: Working in Isolation.
Accident Reports-Worker's Compensation (Policy #711)
Outlines the procedure for all employees, faculty, classified, and students to report workplace accidents promptly to their immediate supervisor and complete the appropriate accident reports.
Service Vehicle/Off-Road Vehicle Operation Policy (Policy #712)
Provides guidelines for the appropriate use of service stalls and access drives to ensure authorized vehicles can utilize these spaces, with the goal of reducing off-road driving and promoting campus safety.
Gifted Services for Facilities Policy (Policy #720)
Assures that both the donor and university receive the maximum benefit of any gift, and both are adequately protected against all potential obligations and liabilities.
Facilities and Grounds (Policy #721)
Ensures the safe, effective, and appropriate use of UW-Whitewater’s facilities and lands in support of the institution's educational mission, in accordance with Chapter UWS 21.
Youth Protection and Compliance (Policy #740)
Protects minors engaged in Covered Activities, which include, but are not limited to, programs, events, camps, clinics, workshops, symposia, conferences, tournaments, meets, clubs, projects, competitions, internships, job shadowing, mentoring, lessons, coaching, tutoring, field trips, lab visits, pre-college programs, and service-learning placements.
University & External Fiscal Auditor Relationships (Policy #750)
Establishes the procedures that UW-Whitewater will follow to cooperate fully with external auditors in the performance of their duties. In exchange, the university requests that external auditors observe certain procedures to facilitate orderly review.
View the University & External Fiscal Auditor Relationships Policy
Health and Safety Policies
Fire Safety (Policy #801)
Provides restrictions for campus participants regarding the use of fires on university lands or in university facilities, including burning candles, incense, gas, and the use of charcoal cooking appliances.
Fire Drill (Policy #802)
Outlines the expectations for the safe and orderly evacuation of faculty, staff, employees, students, and visitors during fire drills, along with the frequency and purpose of this safety exercise.
Smoking (Policy #810)
Establishes guidelines for all university buildings and vehicles, which are owned or leased by UW-Whitewater, to be entirely smoke-free. Based on the policy, there is no use of lighted cigarettes, electronic cigarettes, cigars, pipes, any type of vaping, or other smoking materials in these spaces.
Alcohol and Other Drug Abuse (Policy #811)
Prohibits the unlawful possession, use, distribution, manufacture, or dispensing of illicit drugs or alcoholic beverages on the university’s property. Provides educational opportunities and additional resources to support students and employees in addressing substance use concerns.
Alcohol and Other Substance Abuse (Policy #812)
Compiles alcohol-related policies from multiple campus areas and event types to assist students, faculty, staff, and guests of UW-Whitewater in understanding the rules and guidelines that apply to campus events and activities.
Crisis Communication Plan (Policy #820)
Supports the administrative response to a crisis and provides essential direction to faculty, staff, and students with the goal of disseminating information accurately and responsively to interested constituencies and the public.
Campus Violence (Policy #821)
Establishes a zero-tolerance policy for acts of violence, fear, harassment, and other forms of aggressive or intimidating behavior. All threat and incident reports will be taken seriously and thoroughly investigated.
Concealed Carry (Policy #822)
Establishes restrictions on the ability to carry weapons and/or firearms on UW-Whitewater’s property, in compliance with the 2011 Wisconsin Act 35.
Firearms and Dangerous Weapon Policy (Policy #823)
Defines restrictions for firearms and dangerous weapons on UW-Whitewater property and activities in connection with UW-Whitewater.
University Marketing and Communications Policies
Public Posting (Policy #901)
Clarifies the parameters to which individuals and groups are subject to when they post or display printed material in or on any of the university buildings and grounds.
Sponsorship and Advertising (Policy #910)
Provides guidance for potentially beneficial advertising and sponsorship opportunities in university publications, electronic or non-electronic programs, and items posted or hosted in facilities.
Information Security Policies
UW-Whitewater Copyright (Policy #1101)
Faculty, staff and students are expected to respect the intellectual property rights of others in the use of University computing and network facilities including the observance of copyright law, license provisions, and the proper attribution of authorship of documents.
Website Privacy Policy (Policy #1120)
Provides a broad overview of the range of activities that require personal data processing and the approach to protecting privacy. UW-Whitewater, Colleges, Departments, and other units may have additional privacy notices that are related to their specific collection and processing of personal data practices.
Event Planning and Management Policies
Events (Policy #1201)
Applies to all events hosted on the UW-Whitewater campus and sponsored by a Student Organization or University Department. Outlines processes to be followed for large events and the consequences for non-compliance with university event policies.
Potlucks (Policy #1210)
Defines potlucks as a gathering where participants provide dishes for a designated group. Outlines other guidelines that must be followed for the group to be recognized as a potluck.
Catering (Policy #1211)
States the university’s intention to acquire dining services exclusively from its contractor. Certain exemptions are in place that allow student organizations to utilize other catering services outside the contractor.
Alcohol Use (Policy #1212)
Establishes the necessary process to follow to serve alcoholic beverages at UW-Whitewater in a compliant manner with all Wisconsin and Federal laws. Reflects the university’s philosophy that service of alcoholic beverages must promote and encourage responsible use.
Fundraising for Recognized Student Organizations and Student Committees (Policy #1220)
Defines the student organizations, committees, and groups affiliated with academic credit, who may solicit financial support and/or sell items as a project of that organization, subject to numerous regulations outlined in this policy.
Fundraising at Athletic Venues (Policy #1221)
Defines which organizations, committees, and groups are eligible to fundraise or distribute information at UW-Whitewater athletic venues. Additionally, the mentioned groups can reserve space at volleyball, gymnastics, and soccer events to run concessions.
Donation Bins (Policy #1222)
Establishes the guidelines for the use of donation sites within the University Center, Upper Area of Esker Dining Hall, 1st floor of Drumlin Dining Hall, and Prairie Street Dining Area. Bins may not be placed within the food service/convenience store area of Prairie Street.
Showing Movies (Policy #1230)
Outlines the requirements that student organizations must meet to show a movie on campus. Provides reasoning behind the rules and methods that can be used to legally show the movie.
University Center Table Tent (Policy #1240)
Establishes the guidelines for the use of table tents within the University Center.
Hallway Tables (Policy #1241)
Establishes the guidelines for the use of Hallway Tables within the University Center, Esker, and Drumlin Halls.
Digital Signage and Movie Preview (Policy #1244)
Establishes the requirements for the use of the digital signage system managed by the University Center and located within the University Center, Esker, and Drumlin, and the movie preview slides shown prior to University Center movie showings.
University Center Clothesline (Policy #1245)
Student organizations and campus departments that are interested in reserving the University Center’s clothesline display space are required to contact the UC Reservations Office and follow the requirements in this policy.
Campus Signboards (Policy #1246)
Ensures a safe, viewable, and accessible method to provide appropriate information to the campus community in a signboard format. Establishes the guidelines for the reservation and self-serve use of signboards at various campus locations.
UC and Dining Hall Facility Use (Policy #1250)
Establishes guidelines for using the University Center, Drumlin, and Esker facilities. Provides the sponsoring groups' responsibilities and the applicable university and state policies.