Procedures

Procedures serve as guiding, step-by-step documents for decision-making and related processes at all levels of the organization.

They serve the purpose of:

• standardizing Administrative processes
• encouraging transparency
• ensuring easy access to resources and other important information
• aiding in the promotion of understanding of University compliance as well as UW System, State, and Federal policies

The Office of Compliance and Risk Management works with subject-matter experts to ensure these documents are aligned with compliance best practices. Drafts are finalized and shared with institutional leadership for review and approval. Review all approved Procedures below.

If you have identified a gap in the current Procedures and would like to begin the process of creating one, visit the UWW 001: Development, Revision and Rescission of UW-Whitewater Policies and Procedures website or request a consultation meeting.

Please contact the Office of Compliance and Risk Management at ocrm@uww.edu or (262) 472-1772 if you have any questions.

The Development, Revision and Rescission of UW-Whitewater Policies and Procedures procedure outlines the process for developing, revising, and rescinding institutional policies and procedures to ensure information is up-to-date, consistent, and understandable for campus stakeholders. For additional details, see the Procedure.

The Background Check procedure outlines the steps taken by the Office of Human Resources to conduct criminal background checks on each new hire at UW-Whitewater. For additional details, see the Procedure.

The Broadcast Email procedure was created to ensure clear and consistent application of the approval of broadcast email communications. For additional details, see the Procedure.

The Captioning and Open Access Technology procedure helps facilitate a culture of accommodation with intrinsic best practices for all members of the campus community, regardless of ability, by operationalizing inherent virtual and physical accommodations-related practices. For additional details, see the Procedure and Quick Guide.

The Contract Management procedure supports the implementation and continuous management of a shared folder for efficiently organizing finalized contracts. For additional details, see the Procedure.

The Delegation of Authority procedure was created to improve operations by more effectively and efficiently moving tasks through the process while maintaining compliance with UW System, state, and federal requirements. For additional details, see the Procedure and FAQs.

Outlines the informal and formal complaint procedures for employees and students who believe they have experienced discrimination or harassment in violation of Equal Employment Opportunity & Affirmative Action (Policy #312). For additional details, see the Procedure.

The Export Controls procedure ensures that all products, technologies, and services are transferred, transported, and/or utilized in compliance with United States regulations regarding export controls. For additional details, see the Procedure.

The Fleet Management procedure supports proper fleet management and related expectations. For additional details, see the Procedure and Fleet Rates.

The Foreign Influence procedure is intended to update reporting guidelines for Section 117 of the Higher Education Act of 1965. For additional details, see the Procedure.

The Hearing Protection Program aims to clearly identify necessary processes regarding distributing hearing protection to students, faculty, and staff within the Music Department and the Audiology Department. For additional details, see the Procedure. 

The Housing & Dining Contract Exemption procedure identifies those students who are considered eligible for exemption from this requirement, and identifies the UW-Whitewater authority responsible for making such a determination. For additional details, see the Exemption Procedure and Release Procedure.

 The Information Security procedure outlines appropriate guidelines for the request, use, and management of shared user accounts. Additionally, it ensures that employee access to information technology resources and data is reviewed, and that an appropriate level of access is granted upon the change of an employee’s role at (or affiliation with) UW-Whitewater. For additional details, see the Change of Role and Separation Procedure, Shared User Accounts Procedure, and Employee Offboarding Checklist.

The PCI Management procedure ensures the appropriate management of Payment Card Industry (PCI) best practices at UW-Whitewater. For additional details, see the Procedure.

The Project Evaluation Request procedure supports the intake and approval of proposed projects and helps campus leadership set priorities for their respective division. For additional details, see the Procedure.

The Records Management Procedure provides campus employees with uniform guidelines for the retention and disposition of public records in accordance with records management policies and best practices. For additional details, see the Procedure and Tools.

The Service Animal procedure identifies how individuals with service animals may request accommodation. For additional details, see the Procedure.

The Telecommuting procedure seeks to expand flexibility in working arrangements for our employees. For additional details, see the Procedure.

The University Business Travel procedure establishes clear guidelines in support of travel-related administrative processes. For additional details, see the Procedure.

The Open Meetings procedure helps promote transparency with the public on governmental affairs and maintain compliance with the Wisconsin Open Meetings Law. For additional details, see the Procedure and Agenda Template.

Developed for UW-Whitewater instructional staff to follow in the event that requests are received for reasonable modifications under the Section 504/ADA regulations. For additional details, see the Procedure.