Several policy updates were recently approved and posted on the policy website. Contact the responsible party on the policy with any questions.
Approved Policy Revisions
Student Electronic Communications (Policy 2280): This policy revision permits employees to send text messages directly to students when the content is critical for the student’s success and/or serves the academic and administrative needs of the University. Messages must comply with all applicable laws and University policies and be sent through a University-approved messaging application. All opt-in and opt-out procedures for electronic communications must follow federal and state laws, including the Telephone Consumer Protection Act (TCPA) and other relevant regulations.
Faculty Tenure and Promotion Guidelines (Policy 4340): This revision clarifies the timeline for when a faculty member may apply for promotion from Associate Professor to Full Professor. Specifically, it updates the policy to require four (4) full years of service as an Associate Professor at an accredited institution of higher learning prior to applying for promotion in their fifth (5th) year as an Associate Professor. This change aligns with the language in the promotion eligibility table in the policy’s Appendix A.
Annual Evaluation of Deans (Policy 4520): This policy revision strengthens confidentiality protections from the faculty/staff feedback process by ensuring that survey feedback is handled securely and anonymously by Institutional Effectiveness. In addition, the policy clarifies the conditions and processes for submitting such feedback. The revised language aligns with the AAUP guidelines in their Faculty Evaluation of Administrators report and principles for equity and fairness in evaluation that are both legally required and established in University Policy 4000 (Faculty Code of Rights, Responsibilities, and Conduct) for all faculty members. In addition, to address duplication of efforts, the faculty/staff survey was removed from the three (3)-year review. The “360 Review” was more appropriately titled the “Stakeholder Feedback Survey” and will serve the same purposes as the faculty/staff survey, but expands the audience. Lastly, the revisions more clearly define the roles and responsibilities for the Provost, Institutional Effectiveness, review committees, and other stakeholders.
Faculty Workload Release Plan (Policy 4700): This policy was revised in response to the Governor’s August 06, 2024, charge to extend paid parental leave to include foster care and kinship placements. As a complementary policy to the University’s Paid Parental Leave policy (Policy 7610), it now also allows eligible faculty members to receive a workload release when a child is placed with them through foster care or kinship arrangements.
Fiscal Misconduct (Policy 6000): This policy was revised to comply with recent changes to Idaho State Board of Education Policy, Section V.Y. (Fiscal Misconduct). Under section 5 – Reporting Fiscal Misconduct, specific reporting options were added. Under Section 6 – Fiscal Misconduct Review/Investigation, subsection a. was added clarifying that the Chief Audit Executive for Internal Audit and Advisory Services must review all reports of fiscal misconduct, who will work with the Office of General Counsel and the Chief Compliance Officer to coordinate the review and investigation of fiscal misconduct reports. Subsection b. was also added, clarifying that the Chief Audit Executive will make the final determination as to the level of Internal Audit and Advisory Service’s involvement in an investigation, including having the authority to escalate any issue to the Audit, Risk, and Compliance Committee of the Idaho State Board of Education. Under section 7 – Resolution, subsection a. was added clarifying that the Idaho State Board of Education can, at its discretion, directly resolve any matter of fiscal misconduct, but it must always determine the resolution of fiscal misconduct involving the university president.
Disposition of Sponsored Project Surplus Funds, Deficit Balances, and Recovered Fees (Policy 6090): This policy was revised to enhance clarity, align with updated practices, and establish a more comprehensive governance framework for Sponsored Projects. The Policy Scope was expanded to include surplus funds, deficit balances, and recovered fees on Sponsored Projects. Definitions were added for Cost-Reimbursement Sponsored Project, Fixed Fee, Sponsored Project, and Surplus Balance. Section 4 – Disposition Procedures, was rewritten to provide structured procedures for surplus and deficit balance management and compliance with additional related policies.
Accountable Plan (Policy 6290): This policy was revised to enhance overall clarity. Specifically, Section 3.a. was updated to clarify that expense reimbursements and cash advances must meet the conditions outlined in subsections a.i through a.iii in order for employees to receive reimbursement for authorized business expenses without affecting their taxable compensation. Additionally, Section 3.a.ii. now specifies that supporting documentation, such as the per diem calculator, foreign currency conversions, or other relevant records, may be required for substantiating expenses. The per diem calculator is specifically required to verify meal expenses when no itemized receipts are available for official travel involving an overnight stay.
Sick Leave – Faculty (Policy 7260): This policy was revised under Section 3.2 – Use of Sick Leave, to bring this section of the policy into alignment with Executive Branch Statewide Policy – Section 3 Sick Leave and its recent revision allowing for bereavement leave. The changes allow a faculty member to take up to five (5) workdays of bereavement leave for grief and/or other arrangements, such as a funeral after the death of a family member, and up to three (3) workdays for the death of a close friend. Additional leave time for grief and/or other arrangements may be used. To use bereavement leave, the time must be coded as sick leave; however, pre-approval from the supervisor/department chair is not required.
University Classroom Committee (Policy 9260): This policy revision updates and clarifies the University Classroom Committee’s scope and responsibilities under section 4, including reviewing and approving requests to add classrooms or change existing classrooms to non-classroom functions, or vice versa, reviewing policies related to classroom usage, developing and documeting practices to guide decision-making related to classrooms and their use, and bringing recommendations and decisions that have broad campus impact to relevant stakeholders and the Executive Team. Additionally, the committee membership was updated, and a selection process for optional representation from ASBSU was added under section 5.
Timely Warning for Crime Prevention (Policy 12090): This policy was revised to comply with the new Stop Campus Hazing Act that was signed into law in December 2024. Under section 5.1.c., Hazing was added to the list of crimes that warrant an assessment for issuing a Timely Warning. Additionally, the definition of Timely Warning under section 3.2 was revised to clarify that the crime must pose a serious and ongoing threat. Under section 4, reporting options were added, and under section 5.2, the list of individuals who may decide if a crime warrants a Timely Warning was updated.
Public Safety Camera Systems (Policy 12140): This policy was revised to remove the Integrated Security Technology Committee (ISTC) under section 4.1. The Associate Vice President will now manage the request and monitoring protocols. In addition, the definition for Camera Control Management under section 3.1 was changed to Camera Access Users. Under section 4.3, language was added that security cameras may be taken offline for construction, maintenance, or network disruptions. The Department of Public Safety will document when a camera is unavailable and when it is back online. Under section 4.7, language was added to subsection c. regarding emergency requests to release recorded material and live streaming, and subsection d. was added to address requests for video footage related to personnel, criminal, or civil matters, including a specification of the University units to which the Department of Public Safety may release footage.
Approved New Policies
Faculty Multiple Year Appointments (Policy 4740): This new policy allows the university to extend multi-year appointments to qualified non-tenure-eligible faculty members per Idaho State Board of Education Policy, Section II.G.1.b. This policy provides the process for determening, approving, and evaluating faculty members in multiple-year appointments that are described in Policy 4490 (Clinical Faculty), Policy 4730 (Teaching Faculty), and Policy 4250 (Lecturer Faculty).
Microbial Growth Reporting, Prevention, and Remediation (Policy 9300): This new policy was created to address the health and safety risks associated with Microbial Growth in University-owned, leased, or controlled properties. This policy provides clear guidelines for the prevention, detection, reporting, and remediation of Microbial Growth to ensure compliance with health and safety regulations and mitigate potential health risks for the University community. This policy also stipulates that only Public Health may authorize further testing from a contracted industrial hygiene consultant who will collect the samples and process them through an independent laboratory. Employees and departments are prohibited from conducting their own testing or arranging for additional testing.