Several policy updates were recently approved and posted to the Policy Office website. Please contact Angie Zirschky at angiezirschky@boisestate.edu or the responsible party listed in the policy with questions.
Approved Policy Revisions
University Policy 1040 (Public Records Requests): This policy was revised to bring section 6.b. into alignment with recent changes to Idaho Code § 74-103, which allows a public agency up to twenty-one (21) working days to respond to a public records request from a non-Idaho resident. The requirement to respond to an Idaho resident’s public records request within ten (10) working days remains unchanged.
Student Code of Conduct (Policy 2020): This policy was rewritten and condensed to improve readability and ease of navigation to help ensure an equitable and successful student conduct process. Read more about the major changes to this policy.
Academic Grievance (Policy 3140): This policy was revised to streamline and improve the overall academic grievance process. Under section 3, the language was revised to clarify the types of grievance matters the policy covers. Under section 3.e., the decision-making process was updated when an outside education partner is involved (e.g., in the case of internship/field/service learning). Under section 4, the timelines for filing a grievance were revised, and the ability of the Provost to grant an extension to the policy timelines in the case of an extenuating circumstance that significantly impacts normal operations was added. Under sections 4.1 and 4.2, the process was updated to include two (2) phases – Initial Phase (which is informal) and Formal Phase – and the “preliminary panel” in the previous version was removed. Under section 4.2.e., the the Academic Grievance Board’s membership and voting status was updated, under section 6.b.viii., the role of an advisor during the hearing process was clarified, and under section 6.b.ix., language was added clarifying that students who require accommodations should notify the Office of the Provost when submitting their grievance so that such arrangements can be made.
Changes in Final Grades (Policy 3180): This policy was revised allowing a department chair to make changes to final grades on behalf of an instructor who is not able to complete the change (e.g., due to medical leave of absence, etc.). The department chair may only change a final grade on behalf of the instructor after documented attempts to contact the instructor are unsuccessful and the grade change has been approved by the associate dean or designee.
Registration and Transcript Holds (Policy 3200): This policy was revised under section 2 adding language that transcript holds may not be placed on a student account for unpaid debts. This language brings the policy into alignment with the new Department of Education regulations (34 CFR 668) that restrict colleges and universities from withholding student transcripts over unpaid debts if the student paid for some of their courses with Federal student loans or other Federal financial aid.
Faculty Tenure and Promotion Guidelines (Policy 4340): This policy was revised under section 4.3.4.i. – Process, clarifying that the President must meet with a faculty member in person or virtually, as agreed upon by both parties, within 30 days from the date of a faculty member’s request to have denial of their tenure and/or promotion reviewed.
Periodic Review of Tenured Faculty (Policy 4380): This policy was revised to align with the American Association of University Professors (AAUP) recommendations for periodic review for tenured faculty and reflects best practices of other universities. A summary of changes follows:
- Language was added allowing faculty to choose a Standard Review or a Professorial Performance Award Review
- Requirements were added for department/school/college units to develop their own policies for 1.) Selecting a Post-Tenure Review Committee; 2.) Detailing any additional materials required for the Post-Tenure Review Portfolio; and 3.) Developing the unit’s criteria for evaluating faculty performance (satisfactory and unsatisfactory) as well as for the Professorial Performance Award.
- The language for the timeline review was aligned with existing P&T processes and allows for the use of existing P&T review committee members to serve as a Post-Tenure Review Committee (if the unit decides to do so).
- Detailed outcomes of the review process were defined: 1.) Satisfactory Performance does not require any action; 2.) Unsatisfactory Performance requires an Improvement Plan. The policy also defines the consequences for not meeting the goals of the Improvement Plan–disciplinary action–and for performance that constitutes adequate cause that may lead to termination.
- The opportunity for faculty members under review to respond to the recommendations at each stage, and the right of faculty members to due process was added.
- The opportunity for faculty members to apply for a Professorial Performance Award during the periodic review process to recognize outstanding performance and provide for a $6000 base salary increase was added.
Clinical Faculty (Policy 4490): This policy was revised under section 6.5 – Voting Privileges, to clarify that Clinical Faculty may not vote on matters related to sabbatical decisions or the evaluation of the promotion or tenure of tenured or tenure-track faculty. Under section 9.3.c., language was added that Clinical Assistant Professors may apply for promotion to Clinical Associate Professor at the beginning of their sixth (6th) year, after five (5) years of full-time experience as a Clinical Faculty member. Under subsection d. of section 9.3, language was added clarifying that Clinical Associate Professors may apply for promotion to Clinical Professor at the beginning of their fourth (4th) year in rank, after three (3) full years of service at Boise State. Under section 9.6 – Procedure and Timelines, language was added to bring the policy into alignment with University Policy 4340 (Faculty Tenure and Promotion Guidelines). Under section 9.6, subsection a. was added requiring candidates for promotion to notify their departments in writing that they plan to apply no later than April 1 of the year they plan to put forward their application, and all approved department, college, and University promotion guidelines in effect on April 1 apply to the application. Lastly, subsection h. under section 9.6 was revised to update the review and decision process for the Provost and President. This language will now be consistent with the review and approval language in the new Teaching Faculty policy and Policy 4340 (Faculty Tenure and Promotion Guidelines).
Meals and Refreshments (Policy 6240):Â This policy was reorganized to provide more clarity. In addition, section 6 was added to clarify that meals and refreshments for employee travel are reimbursed in accordance with University Policy 6180 (Travel). Under section 8.2 – Limitations on Expenditures for Certain Functions, the following two criteria for retirement receptions were removed: 1.) The event must be open to the public, and 2.) The event must be pre-approved by the dean/VP level or above. Under section 8.3.2 – Local Funds, the pre-authorization requirement by a dean/VP for meals or refreshments purchased for meetings between Boise State University employees was removed. However, such meals and refreshments are required to have a clear business purpose as to how the expense supports the mission and objectives of the university. Meals and Refreshments that do not meet this requirement may be declined by the funding source manager during the P-Card or expense approval process. Under section 9 – Qualifying Expenditures, subsection b. was added stating that expenditures incurred at an off-campus location where food and beverages are served by a caterer are considered a qualifying expenditure, and section 12 – Exceptions, was added allowing the Director of Purchasing the authority to approve expenses deemed to be for a substantial or bona fide business purpose of the university provided such expenses adhere to the requirements in Idaho State Board of Education policy and any other applicable laws or policies.
Graduate Assistantships (Policy 7170):Â This policy was revised under section 4.4.5C. – Benefits and Fringe Costs, to clarify that GAs are covered under the student health insurance plan. In addition, under section 4.4.8 – Health Insurance, the language was updated to clarify that GAs may elect to waive the coverage provided through the student health plan if they can show proof of coverage in another qualifying medical plan. Lastly, under section 4.4.15A, the language was revised to clarify that GA terminations are not automatic and must be initiated by the hiring unit through the formal separation request process managed by the Graduate College.
Sick Leave – Faculty (Policy 7260): This policy had not been reviewed since 2016 and was revised to update the accrual rates to align with Idaho Code § 67-5333. In addition, section 3.2 was expanded to list the acceptable uses of sick leave, and subsection k. was added to clarify that faculty may be eligible to receive donated leave if they exhaust their sick leave for a qualifying reason outlined in University Policy 7220 (Donated Leave). Under section 3.3, the limitations on the use of sick leave were added; under section 4.3, language was added clarifying if a faculty member transfers to another state of Idaho agency, their sick leave balance will be transferred with them to the new agency; and section 3.5 was added clarifying that a faculty member who retires may be eligible to use a portion of their accumulated sick leave to defray the costs of group health, life, and accident insurance, and if the faculty member separates from the university and returns to employment at a state of Idaho agency within three (3) years, their sick leave balance at the time of separation will be reinstated.
Information Technology Resource Use (Policy 8000):Â This policy was revised adding section 8 on employee and student account terminations. This process will enable OIT to deactivate employee and student accounts following the process and criteria in the policy. In addition, the definition of University Information Technology (IT) Resources under section 3.2 was expanded to provide specific examples for hardware, software, and services. Under section 7 – Unacceptable Use, subsections b. and c. were added, which describe unacceptable use as using University IT resources to conduct an outside business or private employment or other activity for private financial gain or engage in activity that violates University Policy 1110 (Conflict of Interest and Commitment), or to engage in political activity prohibited under University Policy 7070 (Employee Political Activities). Lastly, subsections a. and g. were also added under section 7, which prohibit University IT Resource users from using their Boise State credentials to register for or to access non-University IT Resources that are in no way related to their relationship with the university (e.g., use their University email address to register for a personal streaming service account), and entering any sensitive, restricted, or otherwise protected data into any generative AI tool or service.
Endowed Positions (Policy 11030): This policy was revised under section 3 – Endowed Positions, clarifying that documents associated with endowed faculty positions may establish selection criteria agreed upon by the donor and Boise State University or the particular college in which the endowed position is established. In addition, Endowed Lectureship positions were removed from the policy, a Faculty Fellow position was added under section 3.4 with a minimum gift amount of $250,000, a Faculty Scholar position was added under section 3.5 with a minimum gift amount of $100,000, and under section 4.a., approval language for Faculty Fellow and Faculty Scholar positions was added. Lastly, under section 6 – Appointments, process language was added under subsections e. and f. for renewal of endowed positions.
Approved New Policies
Teaching Faculty (Policy 4730): This new policy was developed in response to the growth of permanent, non-tenure track faculty positions. This new faculty position title will more clearly align with the work that many existing Lecturers and Clinic Faculty are performing and will bring Boise State into alignment with national trends and similar position descriptions at peer institutions. The policy outlines the degree and certification requirements and the levels and rank for this position.