CWUP 2-10

CWUP 2-10-010 Career Services Fees

Career services are available to anyone who seeks professional career assistance. CWU alumni who have completed 45-quarter credits or more at CWU, and CWU students are afforded these services free of charge. CWU students are defined as those who are currently enrolled, part time or full time, or are currently taking one quarter (fall, winter, or spring) away from school. Fees for non-CWU students and non-CWU Alumni will be assessed. For a complete description of services and fees, please contact the Career Services Office.

[PAC:1/18/06; BOT 2/3/06; Responsibility: Dean of Student Success; Authority: Provost/VP for Academic & Student Life; Reviewed/Endorsed by: Provost’s Council 07/24/2012; Executive Leadership Team: 04/24/2013; UPAC Review/Effective Date: 05/01/2013; Approved by: James L. Gaudino, President]

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CWUP 2-10-020 Emergency Presidential Succession

(1) In the event that the president of the university is, for any reason, unable to execute the duties of the office, the secretary to the Board of Trustees immediately will call an emergency meeting of the board in which the trustees will appoint an interim president.

Between the time the president is determined to be unable to fulfill his/her duties and the time when the Board of Trustees is able to appoint an interim president, the leadership of the university will fall to the divisional vice president or lead administrator in this order:

(A) Provost and Vice President, Academic Affairs

(B) Senior Vice President, Finance and Administration

(C) Vice President, Student Engagement and Success

(D) Vice President, Advancement

(E) Vice President, University Relations

 [President's Cabinet: 6/28/01, PAC: 05/21/03, PAC: 09/05/07; Responsibility: President’s Office; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 10/08/14; 02/03/2021; 10/24/2023; Approved by: A. James Wohlpart, President]

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CWUP 2-10-030 Communication and Identity Plan

The university has established a communication and identity plan, which includes a broad range of marketing strategies, including, but not limited to earned media, advertising, direct mail, digital communications, and face-to-face communication. In order to support this initiative the university has developed a suite of trademarked graphics and brand identity standards. The purpose of the communication and identity plan is to enhance investment in the university by ensuring the consistent, compelling and professional presentation of CWU to all audiences, internal and external.

All official university communications shall comply with the brand identity standards, regardless of media platform: audio, video, print, digital, face-to-face, or other.

The executive director of public affairs has oversight responsibility for the CWU brand identity standards and communications strategies. Requests for assistance, approval, and exceptions must be submitted for consideration to the department of public affairs.

[PAC: 03/09 Responsibility: President’s Office; Authority: ELT/UPAC; Reviewed/Endorsed by: ELT/UPAC; Review/Effective Date: 05/01/2013; Approved by: James L. Gaudino, President]

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CWUP 2-10-040 Contracting

(1) Authorities for Contracting. Contracting authority is delegated from the board of trustees to the president or his/her designee as provided in RCW 28B.10.528.The list of presidentially-designated positions to which the designation as authorities for contracting for current operations of the university are made may be accessed at CWUP 1-0 Board of Trustees. These contracts must be approved and centrally administered by the director of business services and contracts.

(2) Exceptions. Contracts exempt from review and approval by the director of business services and contracts, but SUBJECT TO provisions of the board of trustees’ annual resolution delegating contracting power are:

(A) Faculty and staff employment contracts,

(B) Housing rental agreements,

(C) Bookstore goods for resale,

(D) Library book purchases, and

(E) Library audio-visual materials purchases

(3) Personal Service Contracts. All personal service contracts in excess of $500 must be prepared on a university standard agreement form and approved by the business services and contracts department.

(A) The complexities of Office of Financial Management (OFM) regulations and their propensity to change make it necessary for any contract in excess of $2,500 to be pre-approved by the business services and contracts department. Departments which have recurring needs and are familiar with contracting procedures may seek blanket approval for specific categories of contracting such as entertainment contracts for student activities.

(B) All contracts in excess of $2,500 for work performed in any one fiscal year (cumulatively) must show documented evidence of competition or a thoroughly documented sole source justification along the guidelines established by OFM.

(C) Current OFM regulations require filing and approval of contracts by OFM for the following contracts at least ten days prior to commencement of any work. Failure to follow OFM regulations may result in personal liability for a $300 civil penalty which the university will be legally unable to pay:

1. All management consulting, employee training consulting, organizational development consulting, marketing consulting, communications consulting, and employee recruiting consulting, or any sole source personal service contracts in excess of $2,500 (cumulatively for one year).

2. Contract amendments which are greater than 50% of the original contract value.

Note: Some additions and exemptions may apply to the OFM regulations above. Contact the business services and contracts department for more information. Detailed instructions are provided in the CWU PROCEDURES manual as well.

(4) Minority and Women Businesses Contract Participation Plan. Central Washington University is committed to achieving overall annual goals in its procurement of goods, personal services, and public works projects. The procurement practices of the university shall be in compliance with 39.19 RCW and chapter 326 WAC. University policies, procedures, and practices shall be consistent with our commitment to maximize such opportunities. In addition to providing increased opportunities in contract participation, university policies, procedures and practices shall include an emphasis on making the university, the community of Ellensburg, and the state of Washington an attractive locale for minority and women business enterprises through our efforts in promoting diversity in our:

a. Employment practices;

b. Academic outreach programs to "at risk" groups;

c. Minority student recruitment and retention programs; and

d. Associations with the Ellensburg Chamber of Commerce.

(A) Implementation Responsibility. The director of business services and contracts is responsible for ensuring coordination of efforts within the university to comply with 39.19 RCW and Chapter 326 WAC. The director shall, at a minimum, coordinate and revise planning to include measures related to this policy for:

1. Communication to the campus community of the purpose and commitment by the university to comply with legislative intentions.

2. Procedures for enhancing opportunities for public works.

3. Procedures for enhancing opportunities for small works.

4. Procedures for enhancing opportunities for goods and services including central resupply operations.

5. Procedures for enhancing opportunities for architectural and engineering services.

6. Programs for promoting accessibility through trade fairs and advertising opportunities.

7. Incorporation of measurement in individual personnel evaluations for purchasing staff responsible for providing opportunities to MWBE firms.

8. Procedures for gathering and reporting data.

9. Programs for training affected personnel.

10. Annual forecasting and establishment of goals.

11. Individual contract goal-setting and monitoring for compliance.

12. Resolution of disputes and investigation of complaints.

13. Provisions for on-going review and revision of contracting and procurement documents, policies, and practices which hinder or create barriers to successful implementation of the plan.

(B) The director of business services and contracts is responsible for communicating this agency's comments, concerns, and recommendations to appropriate agencies related to OMWBE RCW or WAC revisions.

(5) Communication of Plan. A general policy statement regarding achievement of goals will be placed in the university’s policy and procedures manuals. All campus training materials and classes related to procurement shall incorporate discussion of the university policy and commitments with regard to MWBE participation in university contracts. This shall include at a minimum:

(A) Annual campus-wide procurement workshops,

(B) Individual departmental training for access to the financial software system for purchasing,

(C) "Purchasing guidelines" brochure and web page

(D) "Personal services contracting guide" and

(E) "Small works" procedures.

(6) Training of Essential Personnel. Affected staff shall receive individual training, be provided written procedures, and be expected to have a working understanding of those portions of the plan that directly relate to their programs. University personnel with authority to contractually commit university procurement or prepare public works specifications shall receive individual instruction, training, and forms if necessary from the director of business services and contracts and/or directors of appropriate university areas. This includes but is not limited to: dining services; central stores; facilities management department; purchasing department; business services and contracts department; budget department; and capital accounting department. Training for all affected personnel shall take place on an as-needed basis, either jointly or individually, in order to ensure compliance with the university plan, 39.19 RCW, and Chapter 326 WAC. At a minimum, affected staff shall meet at the start of each fiscal year to discuss annual goals and approximately six months later to discuss progress towards those goals.

(7) Annual Forecasting and Goal-Setting. No later than August 15 of each fiscal year, the director of business services and contracts, budget and planning director, assistant vice president for financial affairs, and assistant vice president for facilities management shall meet to establish estimated expenditures for the year by class of contract. At a minimum this shall include forecasts in the following categories:

(A) Public works,

(B) Architectural and engineering contracts,

(C) Goods and services.

At this time, the participants will also determine those contracts which they believe should be excepted from the base and the director of business services and contracts shall submit a petition of these to the office of minority and women business enterprises for consideration. Once forecasts have been made for these and any other established categories, the director of business services and contracts shall establish goals equal to or greater than those established statewide for classes of contracts. Goals shall be stated by both percentage and by dollar amounts based on the forecasts.

(8) Individual Contract Goal-Setting: Enhancement of MWBE Participation and Monitoring of Compliance. For Public Works - The assigned university project manager for any university public works project in excess of $200,000, shall research the availability of MWBE contractors or subcontractors associated with such work. In consultation with the director of business services and contracts, minimum contract participation by MWBE firms shall be established. Prior to award of a contract, the project manager will verify with OMWBE, the certification and SIC status of the proposed MWBE contractor.

For each invoice submitted, the awarded contractor is required to report the amount paid, to date, to any of the MWBE participants. This information will be sent to the director of business services and contracts for reporting purposes. Final payment to the contractor will not be released until such time as all affidavits of payments to MWBE firms have been received, up to the contracted amounts identified.

(9) For Small Works. Small works projects by definition and practical content, are projects less than $200,000 and generally performed with fewer than two subcontractors. It is not practical to establish participation goals since subcontracting is rare and 100% participation would be too restrictive. In order to maximize opportunities for MWBE participation in these contracts, several measures will be taken by the university:

(A) Advertising for small works contractors shall be done annually with publications aimed specifically to these contractors, and

(B) If available, at least one MWBE contractor on the university small works roster, in that category of work, shall be invited to bid on each and every small works project regardless of their position in the rotation. Verification of MWBE status and actual participation in the contract shall be the same as the public works projects.

(10) For Architectural and Engineering Contracts. The procedures employed shall ensure that firms owned by women and minorities are afforded the maximum practical opportunity to compete for and obtain public service contracts. The level of participation by MWBE firms shall be consistent with their general availability within the professional communities involved. Further, it shall be the policy of the facilities services department to support the successful growth of MWBE firms by encouraging and promoting MWBE firms in a prime A/E role on projects. All advertisements for specific contracts, or for application to the university A/E roster, shall encourage participation by MWBE firms. For A/E contracts in excess of $40,000, the university project manager shall research the availability of MWBE firms with consulting experience in the categories of work required. The project manager in consultation with the director of business services and contracts shall determine the appropriate MWBE participation required of the overall contract. Verification of MWBE status and actual participation in the contract shall be the same as the public works projects.

(11) For Other Goods and Services. The university purchasing staff shall be responsible for ensuring that MWBE firms receive maximum practical opportunity to participate in university contracts for all other goods and services.

For all competitive solicitations, the responsible buyer shall research the market for availability of MWBE firms to participate and include any qualified MWBE vendors in their bid solicitations. Where product groups are established for the purposes of continuing product quotations, any qualified MWBE firm will be added to the quotation group and remain on the list unless no response is received for three consecutive quotation requests.Competitive solicitations shall include quotations from at least one, certified minority and a certified woman-owned firm consistent with RCW 43.19.1906. Bid documents and award shall comply with WAC 326-40-010 through 326-40-020.

(12) Noncompliance. Any vendor or contractor that appears not to comply with the terms of the contract as it relates to MWBE participation provisions shall be given written notice and a defined time to correct the apparent deficiency. If correction does not occur, the director of business services and contracts shall see that corrective action is initiated in accordance with WAC 326-02-050.

(13) Participation in Trade Fairs. To the maximum extent practical, the agency shall make appropriate personnel available to represent the university at trade fairs aimed at promotion of minority and women owned business opportunities available to the university.

(14) Employee Evaluations. Employees of the university responsible for providing opportunities to MWBE firms, shall have as part of their personnel evaluations objective measures of their success in promoting MWBE goals of the university.

(15) Record Keeping and Reporting of Data to OMWBE. The university director of financial services is responsible for maintaining records of all expenditures for contracted purchases and assuring that software modifications and procurement files are maintained in a manner that enables reporting of expenditures to OMWBE per the requirements of Chapter 326 WAC.

(16) Contract Disputes and Complaints. The university will respond to any complaint or dispute related to communications, bid specifications, contract awards, or contract provisions associated with MWBE commitments and requirements of the university. All complaints will be reviewed by the director of business services and contracts and responses will be in writing by either the director of business services and contracts or the assistant vice president of facilities management as consistent with university contract administration. In responding to such complaints, any affected parties will be consulted and where appropriate, legal counsel sought. To the maximum extent that is legal, practical, and ethical, the university will endeavor to resolve such complaints to the benefit of the OMWBE program.Any review of a complaint or dispute will include consideration by the university's appropriate administrators of the need to change university policy, procedure, or practice to eliminate or minimize recurring problems.

(17) Review and Revision of Relevant Documents and Policies. It is the responsibility of the director of business services and contracts to review annually all competitive procurement practices, policies, bid/contract language, forms, and procedures to ensure that the elements of this plan are executed.

(18) Record of Competition. The state of Washington law, RCW 43.19.1906 requires that a record of competition must be made in all purchase transactions when the cost of commodity exceeds a specified amount. However, regardless of the dollar value of the request, a purchase order or ProCard documentation is required as the authority to make a legitimate charge against an account for off-campus purchases.

(19) Delegation of Purchasing Authorities. The director of business services and contracts may delegate purchasing authority to individual departments subject to procedures established for such delegation.

[Responsibility: Business Services; Authority: ELT/UPAC; Reviewed/Endorsed by: ELT/UPAC; Review/Effective Date: PAC: 10/01/2008; Approved by: James L. Gaudino, President]

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CWUP 2-10-045 Debt Issuance and Repayment

Introduction - This statement sets forth the policies governing the issuance and repayment of debt by Central Washington University.

PRIOR TO ISSUING DEBT:

(1) Authority

(A) The board of trustees of Central Washington University is vested by statute with the authority to issue bonds to fund certain capital projects (see RCW 28B.10.300) and to enter into financing contracts to acquire real and personal property (see RCW 28B.10.022 and RCW 39.94.030).

(B) The board of trustees has delegated to the president and the senior vice president of finance and administration the authority to consider and make recommendations to the board concerning the financing of capital projects and any other borrowings.

(C) The administration is charged with all aspects of managing, issuing and servicing debt for the university. These functions are performed by the office of finance and administration.

(2) Goals of Issuing Debt

(A) Provide cost-effective funding for acquiring or replacing capital assets.

(B) Match costs with benefits over the useful life of capital improvements.

(C) Leverage other capital funding sources.

(D) Meet short-term operating or emergency cash flow needs.

(3) Cash Versus Debt Funding

(A) Generally, debt funding will be considered as the preferred option for larger one-time capital projects. Smaller routine capital projects should be funded on a cash basis unless there is a cost-effective source of borrowing that is readily available.

(B) Debt should be considered for capital projects only when there is a dependable long-term source of revenue available for repayment. Variable or significant one-time sources of revenue should be used to fund capital projects and should not be considered a funding source for the repayment of bonded debt.

(4) Issuance Criteria

(A) Legal Authority: All debt will be issued in compliance with the university's legislative authorities and applicable state and federal laws and regulations

(B) Debt Capacity: Issuance of debt is subject to the university's overall debt capacity and capital plans as determined by the senior vice president of finance and administration and approved by the board of trustees.

(C) Access to Capital Markets: To maintain cost-effective access to debt capital markets, the university will manage its debt program to maintain at least an “A” rating.

(D) Financial Evaluation: Issuance of debt is subject to a financial evaluation demonstrating the university’s financial capacity and ability to meet all current and future debt obligations and covenants on a pro-forma basis.

(E) Any type of debt instrument must be approved by the senior vice president of finance and administration, who will obtain the required state approval and ensure compliance with state laws and prior bond covenants and restrictions.

(5) Debt Structure

(A) Source of Security and Source of Repayment:

The university has two sources of security and sources of repayment: Local general funds of the university and the System. As mentioned above the university does not have the authority to pledge tuition revenue.

The establishment of the university system revenue bond program (the “System”) offers strength that will enable the university to achieve flexible and attractive access to the capital markets. The System currently is comprised of four auxiliary funds, which include: student services and activities, university store, parking, and housing and dining. Under the leadership and recommendations of the senior vice president of finance and administration, the university will review the specific revenues pledged under the System to ensure continued acceptance by capital markets and the successful management of its debt.

Regardless of the source of repayment, to determine a project’s financial feasibility, the university will prepare a multi-level analysis, looking at net revenues of the (i) project and associated (ii) Fund as a whole compared to debt services and operating expenses. The minimum debt service coverage levels, over the term of the borrowing, for these levels of consideration should be:

1. Project coverage: 1.00x

2. Fund coverage: 1.25x

The net present value (NPV) of each project, at a reasonable discount rate, should be positive, meaning the discounted cash flows in exceed the discounted cash flows out.  A long-term cyclic maintenance and repair plan should be prepared for every bonded project.  These costs need to be included in the NPV and debt service coverage considerations.

Projects of particular significance to the university may be presented to the board for exception to the coverage levels and NPV consideration.

(B) Term of Indebtedness: The term of debt issued by the university will reflect market conditions at issuance. Where financially feasible, debt will be retired as soon as possible to recapture debt capacity for future use. Maturity of debt will not exceed the average economic life of the capital improvements or equipment being financed.

(C) Interest Rates: In most circumstances, the university will issue fixed rate debt that reflects the university's sources of repayment. Variable rate debt will be considered when the financial benefits closely match the financial risk or where the use of variable rate debt significantly benefits the university.

(D) Debt Service Structure: Debt service payments will be structured to match cash flow. Other payment options will be considered if financially appropriate.

(E) Subordination: Since the university intends to use the System as the primary financing vehicle for any university borrowings, the university is unlikely to utilize subordinate lien debt.

(F) Refunding Bonds: The university will monitor refinancing opportunities with a goal to issue current or advance refunding bonds when a material debt service savings (generally 5% net present value) can be obtained.

(G) Redemption Provisions: The university will seek redemption provisions equal to or better than market.

(H) Credit Enhancement: The university will consider credit enhancement when it is cost beneficial and/or materially increases the liquidity of the debt obligations in the secondary market.

(6) Type of Debt Instruments

(A) The types of debt instruments that the university may use include, but are not limited to: revenue bonds, lease-backed or conduit issues, financing contracts, reimbursable state-issued obligations, short-term notes and credit lines. As noted above, however, the university’s primary borrowing vehicle for non-state funded capital projects will be the issuance of university system revenue bonds.

(B) The university does not have the authority to issue general obligation bonds.

(7) Authorized Methods of Sale

(A) Competitive sales will be used when an underwriter's expertise is not required to aid in structuring and marketing debt.

(B) Negotiated sales will be used when the expertise of the underwriter is considered necessary in the structuring and marketing of debt.

(C) Private placements will be considered in the rare instances when the size and/or structure of the debt issue do not justify a public offering.

(8) Selection of Service Providers

(A) Bond Counsel: The senior vice president of finance and administration will recommend and the board of trustees approves the selection of bond counsel. The university, in consultation with the attorney general’s office, will select special assistant attorneys general through a competitive RFP process.

(B) Financial Advisor: The university's financial advisor is selected through a competitive RFP process. The financial advisor provides a broad range of financial services relating to bond financings. The senior vice president of finance and administration will recommend and the board of trustees approves the selection of a financial advisor.

(C) Selection of Other Service Providers: The selection of other service providers (underwriters, insurers, trustees) associated with individual debt transactions are typically delegated to the university administration by the board of trustees as recommended by the senior vice president of finance and administration. These additional service providers are selected through a competitive process.

SUBSEQUENT TO DEBT ISSUANCE

(9) Monitoring of Debt Program

(A) Repayment of Debt and Compliance Monitoring: Debt service payments will be made in an accurate and timely manner. Compliance with debt covenants and post-issuance federal tax requirements will be monitored at least annually. The senior vice president of finance and administration has the primary operating responsibility to monitor the university’s compliance with debt covenants and post-issuance federal tax requirements. The senior vice president of finance and administration shall develop and maintain procedures for tax-exempt bonds, build America bonds, recovery zone economic development bonds and other bonds issued by the university for which a federal tax advantage is provided by the internal revenue code of 1986, as amended (the “Code”), to ensure that the university will be in compliance with requirements of the Code that must be satisfied with respect to such bonds after the bonds are issued.

(B) Debt Capacity: The university’s debt capacity depends on a variety of factors. For planning purposes, the university will determine its debt capacity by the measurement of debt service to operating expense budget. This is a standard ratio used by Moody’s Investors Service and is published as an industry median report. The university’s goal should be to maintain this ratio at or near the median for small public universities with similar credit ratings, preferably A1. The university will evaluate debt capacity at least annually or as often as necessary for capital planning purposes.

(C) Reporting: The senior vice president of finance and administration will annually present a report to the finance committee of the board of trustees on debt payments made, annual filings to regulating agencies submitted, compliance with existing debt covenants, debt issued, debt outstanding, credit ratings and the university's estimated debt capacity.

(D) Minimum Reserves: Each fund or department with outstanding debt should maintain on-hand reserves adequate to meet its obligated maximum annual debt service. Reserves for this purpose are defined as Net Position excluding Investment in Capital Assets and the effects of GASB 68. 

(E) Underscoring the need to maintain the revenue producing capacity of the bonded assets required in the debt covenants, reserves above the minimum described in (D) should be maintained. See the university’s reserve policy for further discussion.

 [Responsibility: F&A; Authority: BOT (approved: 06/2004); Reviewed/Endorsed by: Cabinet/PAC; Review/Effective Date: 03/02/3011; 4/19/2017; 12/27/2022; Approved by: A James Wohlpart, President]

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CWUP 2-10-050 Department, College or Unit Name Change

A proposed new department, college or unit, or changes in the name of a department, college or unit shall be recommended to the head of the division in which the department, college or unit resides. After consultation through an established process and upon approval by the division head, the division head shall bring a proposal for a name change to the cabinet for recommendation to the president.

[05/05/04 (PAC); 01/06/10; 03/02/11;Responsibility: President's Division; Authority: BOT Resolution: 03-04; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 06/06/2012; Approved by: James L. Gaudino, President]

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CWUP 2-10-060 Fine and Decorative Art

In carrying out the responsibility of recommending the purchase of objects of art for the campus, the Art Selection and Permanent Collection Committee establishes policy related to the university's permanent art collection and works with the Washington State Art Commission. as authorized in RCW 28B.10.025.

Art collection guidelines are available in the CWU Procedures Manual. (CWUR 1-60-095)

[PAC: 2/7/07]

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CWUP 2-10-070 Gifts, Devises, Bequests and Trusts

(1)General Statement - A part of Central Washington University's support consists of gifts and bequests received from individuals, business and industrial concerns, associations and foundations. Since contributions to the university are deductible under the Internal Revenue Code, it is important that such gifts be recorded accurately and that all transactions so recorded be bona fide gifts, that is, given not for the benefit of a specific individual, but for the use of the university in furthering its educational purposes. It is equally important that restrictions placed upon funds or property contributed by donors be carefully observed and followed so as not to jeopardize future support.

The constitution of the board of trustees of Central Washington University names the vice president for business and financial affairs as the treasurer of the board of trustees. This is the only position therein named as authorized to receive, "on behalf of the board of trustees, any funds, securities, properties, or other assets distributed to the board of trustees of the Central Washington University or departments or divisions from any estate, or received as gifts, or from any trusts, and to issue appropriate receipts and releases in connection therewith."

The intent of the policy and administrative practice is to set forth the terms and conditions under which the university will receive gifts, devises, bequests, and trusts, and the manner in which they will be placed into beneficial use, including issuance of appropriate receipts to the donors, recording, and inventory control.

(2)Definitions - All definitions as set forth in this section shall be deemed to prevail for purposes of this policy and administrative practice.

(A) Gift (unrestricted): Something that is conveyed or bestowed voluntarily and with out compensation; may include money, securities, stocks, bonds, negotiable instruments, and real or personal property. No conditions are specified by the donor as to ownership or use of the gift.

(B) Gift (restricted): The same as an unrestricted gift, but subject to donor imposed conditions of ownership, retention, disposition, or use of the thing given.

Notation: All of the following definitions identify things which can be offered and received as "unrestricted" or "restricted" as the case may be:

(C) Bequest: The same as for gifts except transmitted by will; does not include real property.

(D) Real Property (real estate): landed property, including all inherent natural resources and any man-made improvements established thereon.

(E) Devise (noun): Real property transmitted by will.

(F) Trust: Property, real or personal, or money held by some person, firm or corporation for the benefit of the university.

(G) Equipment: All personal property except furnishings, consumable supplies and materials, objects of art, library and archival materials, clothing, animals, plants, ores and minerals, and "other personal property" as separately defined.

(H) Consumable Supplies and Materials: Any thing fully or partially consumed, changed, or altered in use. Examples are lumber, iron, steel and aluminum stock; sand and gravel; chemicals; fabrics; electrical and electronic components; paint; glass and plastics.

(I) Objects of Art: Objects valued for their artistry.

(J) Library and Archival Materials:

1. Library Materials. Books, pamphlets, periodicals, films, video or audio recordings, and other printed or published materials.
2. Archival Materials. Private papers, letters, manuscripts, and photographs important for their historical or research value.

(K) Furnishings: Movable articles in a room or establishment that render it fit for living or working.

(L) Other Personal Property: Any personal property not defined above; includes such items as clothing, animals, plants, mined ores and minerals, novelties and curiosities.

Grant: For purposes of this policy and administrative practice, a grant is deemed to mean compensation to the university in return for certain specified work effort. Compensation for such work effort may or may not be shared by the university and the granting entity. Within this context, "grants" are excluded from coverage by this policy and administrative practice.

(3)Involvement of the CWU Foundation - Central Washington University has entered into a separate agreement with the Central Washington University Foundation (a Washington nonprofit corporation). Article I.B. of that agreement reads in its entirety as follows:

The Foundation agrees to tender to the university immediately all donations it may receive wherein the donor names the university as recipient, and to be responsible for and account for in its own records all donations wherein the donor names the Foundation as recipient.

Accordingly, any gifts, devises, bequests and trusts which the university receives from the Foundation, whether tendered in the name of the original donor or in the name of the Foundation itself, shall, if accepted, be received and administered in the same manner as if received from any other source.

(4)Monetary Gifts, Bequests and Trusts - All "monetary" gifts may be classified in three different ways:

(A) By form at time of receipt. Gifts of money, securities, insurance, royalty, copyright, or trademark rights contemplated for conversion into money for use as designated by the donor or specifically invested as endowment assets.

(B) By use:

1. Current or expendable may be expended in their entirety immediately or in the near future for current purposes.

2. Endowment are given to be held permanently invested with only the income therefrom being expendable.

a. Merged investment - Assets given are pooled with the general endowment investment assets of the university. Income from this investment pool is allocated to the individual funds annually on a proportionate basis.
b. Specific investment - Assets given are held specifically invested, and only the income earned thereon is expendable for the purpose of the gift. The principal of the fund then sustains all gains and losses on sale of its assets.

(C) By purpose:

1. Unrestricted - Given for current use or to provide unrestricted endowment income, but with no other stipulation as to its use.

2. Restricted - Gifts may be designated by donors as being for:

a. student aid funds such as scholarships, fellowships, grants-in-aid, or loans;
b. school and departmental use such as research programs, salaries, equipment, exhibits, books and publications, professorships and lectures, etc.;
c. additions to plant such as laboratories, dormitories, libraries, etc.

Restricted gifts may not be expendable. For example, "student aid" gifts may be spent directly for scholarships or may be used to establish an endowment fund, the income from which will provide students with scholarships. All student aid and scholarship gifts shall be administered by the university department of financial counseling and financial aid after appropriate receipt by the vice president for business and financial affairs.

A monetary gift may be given as a perpetual and useful memorial to the donor or to someone designated by him/her. Either may be made as a living gift or by will (bequest).

From time to time gifts may be received from donors who wish to designate a specific use after consultation with university officials to determine which of the pending projects best suit their interests. Also, memorial gifts may be received from various donors, the use of which is to be designated according to the total amount contributed and after the family of the deceased has been consulted, so that a suitable and useful memorial may be established. Such gifts as these shall be processed when received, but held until the ultimate purpose has been determined. Gifts also may be received from individuals who have reserved unto themselves, or some designated beneficiary, the income of the fund until their death, and only after the death of the surviving life tenant may the income and/or principal then be used for an approved purpose in support of the objective and welfare of the university. All offers of monetary gifts, bequests and trusts shall be considered for acceptance by the university vice president for business and financial affairs. All restricted non-monetary gifts and bequests shall be considered for acceptance by the committee on gifts, bequests, trusts and objects of art.

(5)Devises (real property gifts and bequests) - The vice president for business and financial affairs has been delegated authority by the university board of trustees to receive "properties" as cited in Section 2-2.14.1 of this policy and administrative practice. In addition, the vice president for business and financial affairs administers the university's land management program under separate authority. Accordingly, devises of real property unrestricted or restricted, offered to the university shall be considered by said vice president on the merits of the offer, without necessarily referring the offer to the committee on gifts, bequests, trusts, and objects of art. Reference: Section 2-2.14 of this policy and administrative practice for a description of the powers and duties of the committee on gifts, bequests, trusts and objects of art.

(6)Gifts and Bequests of Equipment and Furnishings

(A) Unrestricted: If the gift or bequest is tendered to a particular school or department of the university and no acknowledgement of monetary value is requested by the donor, the appropriate principal budget administrator or dean shall receive the gift in the name of the university, provided:

1. The gift will benefit the university in its educational or public service mission.

2. Use of the gift will not cause the university to incur costs for which funds have not been allocated (unless such use can be postponed until funds are allocated).

3. Use of the gift will not adversely affect the university's energy resources (including electrical power, natural gas, water, steam, or other forms of energy). If such adverse use of the gift could be so construed, a waiver statement in writing from the university director of physical plant shall be obtained before acceptance.

4. Use of the gift will not compromise the integrity of building structures or landscaping features. If use of the gift could be construed as adverse in such circumstances, a waiver statement in writing from the university director of facilities planning and construction shall be obtained before acceptance.

5. Use of the gift will not place the university in violation of the Federal Occupational Safety and Health Act (OSHA) or the Washington Industrial Safety and Health Act (WISHA). If use of the gift could portend such a violation, a waiver statement in writing from the university Safety committee shall be obtained before acceptance.

In some cases donors (vendors) may offer gifts of certain specialized equipment items which require purchase of their own brand of consumable parts. An example would be the free gift of a name brand drill which will only accept bits of the vendor's manufacture. In these situations, the foregoing rules apply as for any other gift. In addition, the principal budget administrator or Dean shall transmit the offer to the committee on gifts, bequests, trusts and objects of art (Reference: Section 2-2.14). The transmittal shall include a letter certifying (if true) that both the basic gift and the consumable parts to be purchased later are of first line quality and are competitive in price with other brands of similar merchandise. This letter should conclude with a statement (if true) that the transaction results in an overall cost saving to the state compared to alternative methods of procurement.

For tax deductions, or other purposes, donors sometimes ask the university to concur in writing with the donor's statement of value applicable to a proffered gift. Moreover, a donor may ask the university to appraise the gift or to otherwise establish a valuation. If any such condition is specified by the donor even though the gift is otherwise unrestricted, the offer shall be transmitted to the vice president for business and financial affairs for consideration who may, at his or her discretion, refer the question to the committee on gifts, bequests, trusts and objects of art for consideration.

If the gift or bequest is acceptable within the framework of the foregoing terms and conditions, the principal budget administrator or Dean should send the donor an appropriate letter of appreciation. Copies of the letter should be sent to the president, the vice presidents, and to the committee on gifts, bequests, trusts and objects of art.

In all situations where consideration of acceptance of a gift or bequest has been forwarded under terms of this policy and administrative practice to the committee on gifts, bequests, trusts and objects of art, that committee shall prepare and send the appropriate letter of acknowledgement.

(B) Restricted: If any conditions affecting ownership or use of the gift or bequest are proposed or imposed by the donor, or by terms of his/her will, the conditional offer shall be transmitted to the committee on gifts, bequests, trusts and objects of art for consideration and disposition.

(7)Gifts and Bequests of Consumable Supplies and Materials - All provisions of Section 2-2.14 herein applying to equipment and furnishings shall also apply to acceptance of consumable supplies and materials, except that the principal budget administrator or Dean shall have the option to delegate to the appropriate department head sufficient authority to receive and acknowledge gifts of supplies and materials not exceeding one thousand dollars in value per shipment.

(8)Gifts and Bequests of Objects of Art - All proffered gifts and bequests of objects of art shall be transmitted to the committee on gifts, bequests, trusts and objects of art. Consideration of such offers by the committee shall be as described in Section 2-2.14 herein.

(9)Gifts and Bequests of Library and Archival Materials - All provisions of Section 2-2.14 which can be properly read within the definition herein of library and archival materials shall be subject to consideration and action under this policy and administrative practice by the university dean of library services.

(10)Gifts and Bequests of Other Personal Property - Because of the unusual nature or characteristics of any thing subject to this definition, consideration of all proffered gifts and bequests so defined shall be under taken by the committee on gifts, bequests, trusts and objects of art though the value thereof may be less than one thousand dollars.

(11)Committee on Gifts, Bequests, Trusts and Objects of Art

(A) This committee reports to the vice president for business and financial affairs.

(B) Committee structure (variation may be approved by the vice president for business and financial affairs):

1. Director of University Relations and Development (ex officio);
2. One Dean;
3. Two faculty members;
4. One business office representative of purchasing or property control; and
5. One Physical Plant or Facilities Planning representative.

The committee shall select its own chair.

(C) Meeting Frequency:

Intermittent; meetings to be called by the chair as necessary to provide reasonably prompt response to agendas of business matters.

(D) Authorities:

Within its capacity as advisory to the vice president for business and financial affairs, the committee shall have the authority to act as described below unless said vice president shall specify otherwise.

1. To rule upon application of definitions (Section 2-2.14). In case of dispute as to the meaning of any word or term, the committee's decision shall be final, subject to the committee's general authority.

2. To rule upon acceptance of all non-monetary restricted gifts and bequests. If the committee finds the restriction(s) set forth by the donor to be acceptable, the committee shall issue appropriate administrative letters or memoranda to the operating department(s) involved in prospective use of the gift or bequests. Such advice shall include a basis for certification and follow-up to make certain the restriction is observed.

3. To rule upon acceptance of gifts requiring the use of special or "name brand" components (Section 2-2.14). The committee may consult with operating departments to aid in its evaluation of such offers.

If acceptance is approved, the committee shall thereby issue its written authorization to the appropriate operating departments.

4. To rule upon the willingness of the university to concur in the donor's declaration of value applicable to a particular gift.

The committee may consult with people inside or outside the university in order to provide a defensible basis for its ruling. The results of such inquiries should be noted in writing.

If the donor's value statement is unacceptable, the committee may discuss with the donor the possibility of a revision. If terms cannot be agreed upon, the gift must be rejected. In connection therewith the committee may quote the university as having no authority under law to be a party to any action which could result in unsubstantiated or improper tax treatment.

5. To rule upon "appraisal situations" involving proffered gifts or bequests.

This circumstance is similar to Section 2-2.14.11.4) above. The donor may not have stated a value applicable to his/her gift, but may ask the university to "appraise it" or to "place a value upon it."

In this situation, the committee incurs an increased obligation if it elects to comply with the donor's request. That is, the entire responsibility for assuring defensible tax deduction treatment will channel directly to the university through the valuation it has declared. Accordingly, the committee should consider the magnitude of the offered gift and determine whether or not the expected value to the university warrants the issuance of an appraisal. If so, the committee may wish to ask a member of the university faculty or staff knowledgeable in the field to which the gift orients to provide a written appraisal; or the committee may commission an outside appraisal. In either case the objective should be to obtain an accurate, fair market value appraisal.

6. To write appropriate letters of receipt and appreciation to donors following acceptance of gifts or bequests.

7. To acknowledge by letter, to the referring school or department of the university, all matters transmitted to the committee for action by such school or department.

8. To recommend in writing to the vice president for business and financial affairs the proposed disposition and use of gifts and bequests accepted through action of the committee. Such letters should include the recommended recipient department or school and any pertinent suggestions as to appropriate use of proper display of the gift.

9. To refer any acceptance contracts for gifts and bequests to the director of business services and contracts for evaluation and arrangement for execution as appropriate.

10. To rule upon the conditions under which objects of art will be considered for acceptance.

By definition herein, objects of art are "objects valued for their artistry." Differences of opinion may arise as to the true artistic worth of gifts offered as art. Not only may the matter of monetary value be difficult to ascertain should it become necessary to establish a value, but the very suitability of the proffered gift and its compatibility with the university's mission and environment may be questionable. In such situations the committee assumes the responsibility of determining whether the gift should be accepted or rejected, bearing in mind that acceptance commits the university to what may be at least a moral obligation to retain and display the gift in virtual perpetuity.

In addition to the foregoing considerations, all of the committee's actions applicable to receipt of other gifts are applicable to acceptance of objects of art.

11. To rule upon acceptance of "other personal property." The unusual characteristics of such items, as defined, mandate maximum flexibility on the part of the committee. Should such property ever be offered as a gift, the committee should consider the offer in whatever context is most closely applicable to other classes of gifts.

12. To provide general surveillance in matters related to inventory control of gifts, bequests and objects of art as described in section 2-2.14 herein. Whereas the university's inventory control officer will administer the mechanics of such inventory control, and whereas the "department of custody" will have line responsibility for safeguarding gifts and objects of art assigned to such department, the committee should serve as a coordinating council to assure that gifts and objects of art, whether long in custody of the university or newly acquired, are properly assigned and featured in the most appropriate manner.

(12)Inventory Control of Gifts, Bequests and Objects of Art

(A) Upon acceptance of any gift or bequest, the committee on gifts, bequests, trusts and objects of art shall notify the inventory control officer in writing, setting forth the following details:

1. Date of acquisition;
2. Name of the donor or estate;
3. Brief description of the item(s);
4. Serial number (if any);
5. Value. Note: If the gift was appraised or if the committee concurred in the donor's stated value, this amount should be related. If no value was shown, the committee should estimate a value and transmit it in this format: "No value stated. Estimated value for inventory control purposes: $_____."
6. Name of the department to which the object has been assigned by the committee for custody. The committee should then enter the estimated value.

(B) The inventory control officer shall establish a data processing control for gifts, bequests and objects of art. Items so designated will be included within the regular equipment inventories of the appropriate departments.

However, items in these categories will be separately coded for access so that differentiation may be derived when making comparisons with purchased equipment and furnishings.

(C) The inventory control officer will affix university asset tags according to standards required by the state of Washington. However, no tags will be affixed to objects of art or other items when such would compromise the quality or decor of the item. In lieu thereof, a photograph will be taken by the inventory control officer. Photographs will be tag-indexed and maintained in the business office inventory files.

(D) Certain gifts, especially certain objects of art, may be grouped by class before photo graphing when this is expeditious in the judgment of the committee. In such situations, i.e., cased collections of small items, a single asset tag number will be assigned. It shall be the responsibility of the committee to furnish the inventory control officer a detailed listing of individual items included within each such consolidated recording.

[PAC: 1/94]

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CWUP 2-10-080 Facility Naming

(1) Applicability

(A) This policy applies to the naming of all permanent physical facilities of Central Washington University for the purpose of commemorating persons, for administrative description, and for temporary or working use, including interior spaces of structures and exterior spaces, whether or not connected with a particular structure. “Permanent” means that the facility is expected to continue in existence for at least ten years. The procedures for which are outlined in CWUR1-60-040

(B) Types of Facilities:

1. Major facility: any large or prominent facility. Examples include large or well-known structures, academic buildings, facilities that receive frequent visits by the general public; prominent interior spaces, such as a main atrium or entrance, auditorium, library, the floor of a building, a playing surface; and prominent exterior spaces, such as a street, plaza, park, quadrangle, or open atrium. In case of doubt, a facility should be considered major.

2. Minor facility: a facility to which this policy applies and which is not major. Examples include small structures; facilities designed for service or incidental purposes or that are rarely visited by the general public; most interior spaces, including classrooms, offices, lounges, laboratories' physical space, and workspaces.

(C) Naming Definitions.

1. Benefactor name: a name for a facility that recognizes substantial financial contributions by a donor or donors to the university.

2. Commemorative name: the name of an individual person or persons, assigned as a permanent name for a facility.

3. Administrative name: a permanent facility name, which is primarily descriptive. (E.g. Biology-Chemistry Building, Language & Literature Building) The name of an individual or corporate entity may not be considered an administrative name. An administrative name is considered permanent even if it is hoped or expected that it will be replaced by a commemorative name.

4. Working name: a temporary name that will be replaced by a permanent administrative or commemorative name. Working names are typically used in the planning, development, and construction phases of a facility. (E.g. Science II, Music Education.)

(2) Authority for Naming.

(A) Authority for the naming of facilities rests with the trustees of Central Washington University upon the recommendation of the President of Central Washington University, except for the areas specifically delegated to the president or other officers for final approval.

(B) Final approval authority for all other facilities shall be assigned as follows:

Objects of Naming / Types of Names Major Facility Minor Facility
Benefactor Board of Trustees President
Commemorative Board of Trustees President
Administrative President Divisional Vice President
Working VP of Operations VP of Operations

Initial and intermediate approvals are stated elsewhere in this policy.

(C) The vice president of operations shall annually provide to the Operations Committee of the Board of Trustees a list of all complete naming proposals received during the preceding year, the classification of each proposal (as major, administrative, etc.), and the status of each proposal in the approval process. The first report will be submitted six months after the adoption of this policy, and annually thereafter.

(D) The criteria for naming in this policy constitute minimum standards; the criteria are necessary but not necessarily sufficient for approval. The president, designated officers, and board of trustees retain full discretion to decline to recommend or adopt a naming proposal that otherwise appears to meet the criteria.

(E) All naming proposals that require the approval of the president or the board of trustees must be presented first to the vice president for operations.

1. If the vice president finds that the proposal and dossier are complete and appear to meet the relevant criteria, he or she may refer the proposal to the President's Executive Leadership Teamfor consideration.

2. He or she also may seek additional information from the proponent of the naming or consult with the President in determining whether to refer a proposal to the committee.

(3) Benefactor Names.

(A) Benefactor naming recognizes substantial financial contributions by donors to the university in accordance with applicable university and CWU Foundation policies on the value of gifts. In determining the appropriateness of naming as benefactor recognition, the following factors may be considered, in addition to the personal qualities described above:

1. The net present value of any and all gifts to CWU or the CWU Foundation from the donor to be honored, and, in particular, of the gift (if any) that motivates the naming.

2. The appropriateness of associating the donor's name with Central Washington University.

3. The donor's other contributions to the university, including volunteer activities, awards, and assistance with other projects.

(B) In no case will a benefactor naming be approved by the trustees before the execution of a legally enforceable gift agreement.

(C) A benefactor may ask the university to name a facility for a person other than himself or herself or his or her immediate family, provided that the proposed individual exhibits the personal qualities described above, the individual's permission is obtained as required by this policy, and the individual is not otherwise disqualified from naming.

(D) The duration of the name of a facility will be articulated in the agreement with the benefactor.

(5) Commemorative Names.

(A) A commemorative name recognizes individuals who have made extraordinary contributions to CWU, the state of Washington, the nation, or the world, and whose lives and personal qualities deserve to be remembered and emulated. The individual or his or her contribution ought to have a relationship to the facility being named. Such naming seeks to recognize the best Wildcat values and traditions, with a special emphasis on those who have been strong advocates of the pursuit of knowledge and the enhancement of higher education.
To maintain the significance of the honor, the commemorative naming of any facility remains a rare method of honoring individuals. Other prestigious university honors should be considered before a memorial naming is proposed. Ordinarily, a commemorative honoree would have previously received (including posthumously) such an honor, and there would be a compelling reason that the further recognition of a memorial naming is appropriate.

(B) For commemorative naming of major facilities, a five-year waiting period will be observed after the death of the individual before considering his or her name for such distinction, unless specifically approved by the Board of Trustees.

(C) A dossier that contains the information required by this section, appropriately verified, shall accompany all proposals for commemorative naming. The dossier typically is prepared by the proponent of the naming in the originating unit. The dossier shall also include the written permission of the individual to be named (or an appropriate representative, in the case of memorial naming) to use the name as proposed.

(6) Administrative Names.

(A) Administrative names are intended to be permanent. They must be unique on the campus on which the facility is located, and unique within the university where possible. They are to describe the use or purpose of a facility, or exterior space (e.g., Botany Greenhouse); indicate a location (e.g., North Village Cafe); or adopt some other neutral designation, such as the name of a tree, flower, animal, or geographic or geologic feature.

(B) Administrative names should be dignified, appropriate for permanent use, suitable for the facility and where possible have some obvious relevance to the facility.

(7) Working Names.

(A) Working names are temporary and will be replaced either upon the formal dedication of a facility or if there is no formal dedication, upon commencement of the operations or completion of a building.

(B) Working names should be unique, short, and descriptive of the facility being named.

(C) The use of multiple working names for a single facility is to be strictly avoided.

(8) Removal of Names.

(A) When a facility ceases to exist or is substantially remodeled, the university may continue to commemorate memorial or benefactor recognition, particularly if the name commemorates an individual who made a significant contribution to the advancement of the university or if the facility was named as a result of a significant monetary contribution. However, the university is not obligated to transfer a name to another facility.

(B) The university reserves the right to withdraw a name when, based on information unavailable at the time of the naming, the continued use of the name would compromise the public trust and reflect adversely upon the university.
In the case of a benefactor naming, the university may remove a name upon the failure of a financial commitment to be satisfied.

(C) The university reserves the right to rename a building with a commemorative name when the facility or ground is no longer used to the purpose affiliated with the name.

[08/03/2011: BOT 03/15/02, Motion 02-18, BOT 06/13/03, Motion 03-38, BOT 10/10/03, PAC 09/05/07, Responsibility: Operations; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 11/07/2012; 6/14/17; Approved by: James L. Gaudino, President]

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CWUP 2-10-090 Internal Administrative Fee

The administrative fee is an internal fee that allocates shared administrative support costs accumulated in the state general fund to self-support units benefiting from these services. Administrative support costs are allocated using a methodology that approximates the units’ proportional benefit. Exceptions to this policy include:

1) Fees where the institution is bound by agreement to collect a fee and use the funds for a specific purpose;

2) Funds that are restricted by an outside funding agency;

3) Funds that have already been assessed an overhead fee;

4) Internal Service funds that pass through expenses;

5) Non-university funds.

[PAC: 09/03/08; Responsibility: Finance & Administration; Reviewed/Endorsed by: Cabinet/UPAC 02/20/2013; Review/Effective Date: 02/20/2013; 12/27/2022; Approved by: James L. Gaudino, President]

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CWUP 2-10-100 University Investments

Investment Guidelines and Objectives

Central Washington University will invest all available excess funds not currently required to meet the current operations of the university. Investments will comply with all applicable state laws and regulations, specifically RCW 39.58, RCW 39.59, RCW 43.84.080 and RCW 43.250. Allowable investments are limited to the following:

  1. Obligations of the U.S. government.
  2. Obligations of U.S. government agencies, or of corporations wholly owned by the U.S. government.
  3. Bonds of the state of Washington and any local government in the state of Washington, which bonds have at the time of investment one of the three highest credit ratings of a nationally recognized rating agency.
  4. General obligation bonds of a state other than the state of Washington and general obligation bonds of a local government of a state other than the state of Washington, which bonds have at the time of investment one of the three highest credit ratings of a nationally recognized rating agency.
  5. Corporate paper and notes purchased in the secondary market that meet the investment policies and procedures adopted by the state investment board.
  6. Any investments authorized by law for the treasurer of the state of Washington or any local government of the state of Washington other than a metropolitan municipal corporation but, except as provided in chapter 39.58 RCW, such investments shall not include certificates of deposit of banks or bank branches not located in the state of Washington.

In all instances, prudent judgment, as defined by RCW 43.250.040, will be exercised in investing the funds of the university and will seek to preserve real purchasing power of the principal, and to provide a predictable dependent source of investment income. The investment portfolio priorities are: safety, liquidity and yield.

In order to increase earnings potential and to expedite investment transactions, monies in the various funds and accounts will be pooled for operational and investment purposes. Cash needed for daily operations will be maintained in an interest-bearing checking account.

Roles and Responsibilities

The President delegates authority to the CFO/Vice President for Business and Financial Affairs to establish an investment policy, investing of university funds and to establish an investment committee. The investment committee will:

  1. Review policy to define investment objectives, allowable investments and asset allocation and recommend any modifications.
  2. Monitor investment performance.
  3. Review the portfolio performance quarterly and overall adherence to the investment policy.
  4. Have authorization to use the services of an external professional investment manager or investment consultant.

Investment Philosophy

Manage investment risks through: 1) Diversification 2) Continuous monitoring of credit- rating 3) Maintain appropriate maturity and target allocation levels. Excessive active trading is to be avoided unless warranted by credit rating events or changing cash flow needs.

Investment Portfolio Characteristics

  • No securities purchased with maturities greater than 10 years.
  • No more than 10% of the total portfolio market value may be invested in any single issue.
  • The total bonds of any single state shall not exceed 10% of the total portfolio market value.
  • The bonds of the portfolio shall be geographically diverse.
  • The portfolio will average about 60% US Government / Municipal bonds and 40% corporate bonds over a 5 year time horizon.
  • All economic sectors of corporate bonds shall be represented including consumer, energy, financial, health care, industrial, technology, utilities, etc.

Maturity Schedule

Effective maturity of the portfolio (by market value) shall not exceed:

Minimum Maximum

0 - 1year 1% 20%

1 - 3.9 years 10% 30%

4 - 6.9 years 20% 70%

7 - 10 years 0% 30%

Asset Allocation Target

Minimum Target Maximum

Money Market 0% -- 2%

US Government 15% 30% 50%

US Treasury 5% 10% 15%

US TIPS 5% 10% 15%

Federal Agencies 5% 10% 15%

WA Bank CD’s 0% -% 5%

State/Local GO Bonds 15% 30% 55%

WA & WA local 5% 10% 15%

Other state GO bonds 15% 20% 35%

Corporate Bonds 15% 40% 70%

[10/01/08, 01/02/13, 06/03/15: Responsibility: Business and Financial Affairs; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 06/01/2016; Approved by: James L. Gaudino, President]

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CWUP 2-10-105 Reserve 

(1) Purpose:

(A) Define the university’s reserve philosophy and principles

(B) Clarify what for purposes reserves are held

(C) Describe how reserves are calculated

(D) Delineate method to formally designate reserves for specific purposes

(E) Identify reserve targets for certain funds

(F) Provide transparency to the reserves the university holds.

(2) Background:

(A) The primary fiscal responsibility and purpose of the university is to gather resources from the State of Washington, students, granting agencies and other sources and expend those resources on the educational mission of the university.

(B) As such, building reserves is not the primary goal of the university. However, reserves are required for responsible fiscal management.

(C) Universities commonly hold unspent assets which have accumulated over periods of time. These reserves represent the net accumulation of assets which can be available, to some extent, to ensure stability in operations, mitigate risk and uncertainty in state funding and student enrollment, advance university priorities, invest in the physical infrastructure, ensure flexible cash-flow and maintain a favorable credit rating.

(3) Reserve Principles:

(A) Reserves should be considered long-term in nature. Without adequate reserves the university could suffer cash flow stress and become distracted from good long-term decision making.

(B) Reserves should be identified and designated for long term planning when there is a reasonable expectation of long term benefit arising from the expenditure, ie: buildings, infrastructure, program development and other improvements.

(C) Reserves should not be used to make up for expected revenue shortfalls unless a near-term plan to make up the revenue or reduce the expenditures is developed.

(D) Undesignated reserves should be used only in emergency situations and should not be viewed as a source of flexible funding for new opportunities that were not anticipated in the budget.

(4) Calculation of Reserves:

(A) The university’s accounting and financial reporting is prescribed by the Governmental Accounting Standards Board (GASB). The GASB pronouncements classify net assets as either non spendable or spendable.

(B) Reserves, for the purpose of this policy, consist of the spendable portion of the university’s net assets reduced by externally restricted amounts and adjusted for any effect of the GASB 68 pension requirements. For this policy, there are three primary categories: committed, assigned, and unassigned.

(5) Designation of Reserves:

(A) Committed - The amount designated by resolution of the board of trustees as an operating reserve and the maximum annual debt service listed in the official statement bond document allocated by responsible fund or operation.

(B) Assigned - Amounts that are constrained by the university‘s own intent to be used for specific purposes, but are neither restricted nor committed. This type of reserve requires a formal adoption by the designated university committee with operational responsibility for those funds.

(C) Unassigned – All other spendable amounts not committed or designated.

(6) Fund Reserve Targets

(A) Reserve targets for the State/Tuition fund (149) shall be equal to the net tuition revenues for one academic quarter. This is a target, not a requirement, intended to protect the institution from a significant disruption in funding.

(7) Reporting of Reserves

(A) Annually, and prior to setting the operating budget for the following year, the chief financial officer should present a report to the Finance Committee of the board of trustees describing current reserve levels by fund and any commitments or assignments of those reserves.

(8) Definitions

(A) GASB is the Governmental Accounting Standards Board

(B) Net Assets – GASB 34 definition:

“The difference between a government’s assets and its liabilities is called net assets. The name …… reflects its emphasis on what a government would have left over after satisfying its liabilities. Net assets are an indicator of a government’s financial position—its financial standing at a given point in time (typically, the end of the fiscal year). Financial position can be tracked over time to assess whether a government’s financial health is improving or deteriorating.”

GASB 54 – Summary of Statement No. 54 - Fund Balance Reporting and Governmental Fund Type Definitions
(Issued 02/09)
“  http://www.gasb.org/st/summary/gstsm54.html

In part: “The objective of this statement is to enhance the usefulness of fund balance information by providing clearer fund balance classifications that can be more consistently applied and by clarifying the existing governmental fund type definitions. This Statement establishes fund balance classifications that comprise a hierarchy based primarily on the extent to which a government is bound to observe constraints imposed upon the use of the resources reported in governmental funds.”

Restricted – Amounts restrained by laws, creditors or other influences external to the university.

Committed - Amounts that can only be used for specific purposes pursuant to constraints imposed by formal action of the BOT are committed fund balance.

Those committed amounts cannot be used for any other purpose unless the BOT removes or changes the specified use by taking the same type of action employed to previously commit those amounts.

Assigned - Amounts that are constrained by the university‘s own intent to be used for specific purposes, but are neither restricted nor committed. An action of the recognized university committee responsible for operational oversight of the funds or the administrative officer to which the governing body has delegated the authority to assign amounts to be used for specific purposes.

Unassigned – All spendable amounts which are not formally committed or assigned.”

[Responsibility: Finance and Administration; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 03/02/11, 04/17/17; 12/27/2022; Approved by: A. James Wohlpart, President].

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CWUP 2-10-110 Legislative Representation 

The department of public affairs is the university’s official liaison with local, state and federal elected officials.  In order to ensure consistent, accurate, and strategic communications with public policy makers, no CWU employee shall undertake to represent or make representation to a state agency or elected officials or their staff on behalf of the president, the trustees or Central Washington University without the authorization of and coordination with, the Office of the President.

Quarterly reports to the public disclosure commission per RCW 42.17.190, q.v. are coordinated through the department of public affairs.

 [UPAC 7/91; Responsibility: Public Affairs; Reviewed/Endorsed by: Cabinet 02/27/2013; UPAC 03/06/2013; Review/Effective Date: 03/06/2013; Approved by: James L. Gaudino, President]

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CWUP 2-10-120 Printing, Duplicating, Micrographic, Copies: Administrative Practice

(1) Management of the Program at CWU. Each dean and academic or administrative department head is responsible for the program requirements of his/her area as related to the need for reproduction and micrographic services. Accordingly, the aim of this administrative practice is to attain the most satisfactory and economical level of service for all CWU departments.

The director of business services and contracts is appointed by the president to review reproduction equipment requests. The administrative assistant in the business services and contracts department will assist CWU departments in resolving problems which may arise from the inception of an equipment request until final disposition.

The buyer in the purchasing office will assist departments in technical matters related to machine features. He/she will also supply the appropriate forms for equipment requests and answer questions related to proper completion, by departments, of the necessary forms.

(2) Use of Equipment and Facilities.

(A) Duplicating Service Center: This is the central reproduction facility for all CWU departments. Printing is done by the offset lithography process. Several printing presses, each with different specialized features, can produce copies which are both higher in quality and lower in cost to the university than those reproduced by any other means. Departments are thereby expected to plan ahead and order reproduction work of twenty or more copies through the duplicating service center except in emergency situations where copies are required immediately.

(B) Office Copiers:

1. "Annual Plan" or "Higher Volume" Copiers: Copiers of this type are authorized for certain offices under the following circumstances:

a. High volume usage.
b. Operational requirements for rapid response (i.e., registrar's department in preparing grade transcripts).
c. Geographical capability of combining usage with other offices in proximity.

2. "Monthly Rental Plan" or "Lower Volume" Copiers: This type of copier is authorized for offices with lower volume requirements. Even so, use of meters is encouraged so that other nearby offices can make use of the same machine and be properly charged for proportionate usage.

(C) Micrographics:

1. Cameras, Processors, Printer-Enlargers: Examples of CWU departments utilizing such equipment include plant engineering for the microfilming of architectural plates, building maintenance systems drawings, etc., and historical archives for the microfilming of records containing information of significant historical value. Requests should be sent through the process described in Section 1.

2. Microfilm and Microfiche Readers: Requests by departments for micrographic readers may be approved if (a) the equipment augments an existing micrographic system, (b) the readers can be acquired via state contract, and (c) the number to be acquired for a particular department, office, or building does not exceed ten in any one year. (See Section 1.)

(D) Production Equipment vs. Instructional Equipment: Production equipment will not normally be used for instructional purposes and vice versa. This does not, however, preclude the visitation of classes to the duplicating service center to observe operations, nor does it preclude the hiring of work-study students as student employees of the duplicating service center.

(3) Acquisition of Equipment; Purchase vs. Rental or Leasing - Justification for equipment acquisition will normally begin with the cost of renting or leasing. The basis for this approach is that a rental or leasehold relationship provides the university with the greatest opportunity for terminating a commitment if continuation would be unsatisfactory for any reason. In addition, the lessor (vendor) retains a vested interest in maintaining satisfactory service.

Conversely, significant cost advantages may evolve from purchasing the equipment. This approach should be considered only if a net savings is projected over a five-year usage period, and if the quality of the proposed equipment is such that an even longer period of useful life is anticipated.

(4) Relocation of Equipment - Reproduction equipment (copiers, duplicators, micrographic equipment) may be relocated, sold, or otherwise disposed of when it is to the university's advantage to do so.

(5) Reproduction Quality - The quality of copies produced is not always related directly to cost. This is illustrated by the fact that offset printing produces very high quality copies, and is also the least costly of all reproduction processes.

Care should be taken to assure that the quality of copies being sent to recipients outside the campus does not adversely affect the prestige of the university.

(6) Reproduction Security

(A) Copying of copyrighted material may constitute an infringement of federal law (Title 17, US Code). Congress, by statute, has forbidden the unauthorized copying of the following items. Fines or imprisonment, or both, may be imposed upon those guilty of making such copies:

1. Obligations or Securities of the United States Government, such as:

Certificates of Indebtedness 
United States Bonds
National Bank Currency
Treasury Notes
Coupons from Bonds
Federal Reserve Notes
Federal Reserve Bank Notes
Fractional Notes
Silver Certificates
Certificates of Deposit
Gold Certificates
Paper Money
Bonds and obligations of certain agencies of the government such as FHA, etc.
Bonds. (US Savings Bonds may be photographed only for publicity purposes in connection with the campaign for the sale of such bonds.)
Internal Revenue Stamps. (If it is necessary to copy a legal document on which there is a canceled revenue stamp, this may be done provided the reproduction of the document is performed for lawful purposes.)
Postage Stamps Canceled or Uncanceled. (For philatelic purposes, postage stamps may be photographed provided the reproduction is in black and white and is less than 3/4 or more than 1 1/2 times the linear dimensions of the original.)
Postal Money Order.
Bills, Checks or Drafts for Money drawn by or upon authorized officers of the United States.
Stamps and other representatives of value, of whatever denomination, which have been or may be issued under any Act of Congress.

2. Adjusted Compensation Certificates of Veterans of the World Wars.

3. Obligations of Securities of any Foreign Government, Bank or Corporation.

4. Copyrighted material of any manner or kind without permission of the copyright owner.

5. Certificates of Citizenship or Naturalization. (Foreign Naturalization Certificates may be photographed.)

6. Passports. (Foreign passports may be photographed.)

7. Immigration Papers.

8. Draft Registration Cards.

9. Selective Service Induction Papers which bear any of the following information:

Registrant's earnings or income.
Registrant's dependency status.
Registrant's Court Records.
Registrant's previous military service.
Registrant's physical or mental condition. Exception: US Army and Navy discharge certificates may be photographed.

10. Badges, Identification Cards, Passes or insignia carried by military, naval personnel or by members of the various federal departments and bureaus, such as FBI, Treasury, etc. (unless photograph is ordered by head of such department or bureau).

Copying of the following is also prohibited in certain states: automobile licenses, drivers' licenses, automobile certificates of title.

The above list is not all inclusive. In case of doubt, consult the director of business services and contracts or an Assistant Attorney General.

(B) Certain records of the university are kept in compliance with Title 40, Revised Code of Washington. Such records include, but are not limited to, directives of chain of command, procedures in case of emergencies, etc. Such records may be amended from time to time.

Departments considering the copying of essential records should make certain they have the current issuance. Otherwise, resultant operational decisions may be incomplete or inaccurate. The department of business services and contracts maintains essential records schedules submitted by all CWU departments. Contact that department if in doubt as to the current status of any record being considered for reproduction.

(7) Departmental Records of Copier Usage - Each department having custody of reproduction or micrographic equipment should keep records of usage, costs, and maintenance history so that evaluations can be made when necessary to support requested equipment changes.

(8) Departmental Interaction with Equipment Vendors - If vendors of copying or micrographic equipment contact a department, verify that they have first discussed their intentions with the CWU purchasing manager, or buyer. This will make it possible to assist in analyzing departmental equipment requirements better. This policy is not meant to unduly restrict vendors, nor to preclude agency personnel talking to vendors, but rather to protect the state from unnecessary and undesired vendor calls by limiting access to those with need.

[PAC: 7/91]

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CWUP 2-10-130 Public Records: Access and Retention

(1) Access: Public records are available for public inspection, copying, and reproduction during the customary office hours of the university. Definitions, procedures for request and denial, cost of reproduction, active index, and exemptions which apply to records can be found in WAC 106-276-001 through WAC 106-276-199, RCW 42.17, RCW 42.56 and The Family Educational Rights and Privacy Act.

Requests for any such records shall be reviewed, approved, and processed by public records officer, who is the director of business services and contracts, or by his/her designee.

Central Washington University shall exempt content from records only when a valid exemption applies. Some examples of lawful exemption include the following:

(A) Personal information in any files maintained for students.

(B) Personal information in files maintained for employees, appointee or elected officials of any public agency to the extent that disclosure would violate their right to privacy.

(C) Information required of any taxpayer in connection with the assessment or collection of any tax if the disclosure of the information to other persons would violate the taxpayer's right to privacy or would result in unfair competitive disadvantage to such taxpayer.

(D) Specific intelligence information and specific investigative records, the nondisclosure of which is essential to effective law enforcement or for the protection of any person's right to privacy.

(E) Information revealing the identity of persons who file complaints with investigative, law enforcement, or penology agencies, except as the complainant may authorize:

PROVIDED, that this subsection shall not apply to persons who file complaints with the public disclosure commission about any elected official or candidate for elective office:

PROVIDED, FURTHER, that all complaints filed with the public disclosure commission about any elected official or candidate for public office must be made in writing and signed by the complainant under oath.

(F) Test questions, scoring keys, and other examination data used to administer a license, employment or academic examination.

(G) Except as provided by chapter 8.26 RCW, the contents of real estate appraisals, made for or by any agency relative to the acquisition or sale of property, until the project or prospective sale is abandoned or until such time as all of the property has been acquired or the property to which the sale appraisal relates is sold, but in no event shall disclosure be denied for more than three years after the appraisal.

(H) Valuable formulae, designs, drawings and research data obtained by any agency within five years of the request for disclosure when disclosures would produce private gain and public loss.

(I) Preliminary drafts, notes, recommendations, and intra-agency memorandums in which opinions are expressed or policies formulated or recommended except that a specific record shall not be exempt when publicly cited by an agency in connection with any agency action.

(J) Records which are relevant to a controversy to which an agency is a party but for which records would not be available to another party under the rules of pretrial discovery for causes pending in the superior courts.

Additional exemptions can be reviewed under RCW 42.17 and RCW 42.56.

(Also see WAC 106-172 for student records policy.)

(2) Retention: Destruction and disposition of public records, office files, electronic data, and memorandums shall be allowed only in accordance with retention, transfer, and destruction schedules which have been approved by the state records committee pursuant to chapter 40.14 RCW. Information regarding such schedules may be obtained by accessing the business services webpage (https://www.cwu.edu/about/offices/business-services/) or by contacting the office directly.

Public records and internal operational notes, memorandums and correspondence, although having only momentary significance, must be retained in a manner consistent with the direction and guidelines established by the university public records officer. (Also see RCW 40.10 and RCW 40.14.)

[PAC: 09/05/07]

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CWUP 2-10-135 Purchase Card Programs

(1) Purpose - To improve the efficiency, flexibility and convenience related to the purchase of goods and services, including travel, the university offers two credit card programs: the ProCard and Corporate Travel Cards. Both programs are governed by the same statutes, rules, policies and procedures as purchases by any other means of payment. Both programs provide the university with expenditure data for volume purchasing by the state and improve budget oversight.

(2) State Authority - Purchase card programs are governed by policies and procedures in Chapters 10 and 45 of the State Administrative & Accounting Manual (http://www.ofm.wa.gov/policy/default.asp) , CWU purchasing policies and procedures and CWU travel policies and procedures.

(3) ProCard - The ProCard (purchasing) program provides flexibility, quick turn-around time and reduced paperwork when ordering low-value, non-strategic consumable goods or services. Information on the acceptable use of the ProCard is detailed on the Purchasing department website at https://www.cwu.edu/about/offices/contracts/purchasing/purchasing-card-information.

(4) Corporate Travel Charge Card: The corporate travel charge card program provides expenditure data for volume purchasing by the state, improved budget oversight by managers, reduces travel advances and otherwise improves cash flow, and is critical to efficient travel management. There are two types of corporate travel cards: department cards and individual cards. Acceptable use of the corporate travel card is governed by Chapter 10 of the State Administrative and Accounting Manual (http://www.ofm.wa.gov/policy/default.asp) , CWU's travel policies and procedures (https://www.cwu.edu/about/offices/financial-affairs/travel-procedures-and-policies ) and the terms and conditions of the issuer's (credit card company's) corporate card account cardholder agreement.

Procedures related to purchasing cards may be found at https://www.cwu.edu/about/offices/contracts/purchasing/purchasing-card-information.

See the University Procedures Manual, section CWUR 3-50-295 for procedures related to Corporate Travel Charge Cards.

[Responsibility: Business and Financial Affairs; Authority: RCW 43.19.185, 43.19.1905, 28B.10.029; Reviewed/Endorsed by: Cabinet/PAC; Review/Effective Date: 02/03/2010; 03/08/2019; Approved by: James L. Gaudino, President]

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CWUP 2-10-150 Student and Employee Travel

(1) Regularized Approval Process for University-Endorsed or -Supported Student Travel - In accordance with the office of financial management SAAM regulation 10.10.05, the university requires students who engage in university-endorsed or -supported travel-either domestic or international-to comply with state travel guidelines through a regularized process. Students whose travel occurs under the auspices of OISP shall continue to use that office's approval process.

For domestic travel, students shall complete and submit a travel authorization form, prior to the initiation of travel, for approval by the appropriate budget authority, as a condition of receiving university endorsement or support.

Students traveling under the auspices of student club funding are exempted from this policy unless university endorsement or support are sought for any part of the travel.

(2) Accompanied Student Travel - Student travel should be accompanied by a university representative in the following circumstances:

1. When undergraduates participate in university-sponsored trips to isolated domestic areas (such as field work in remote areas) or to international areas, such travel will be accompanied.

2. When graduate students participate in university-sponsored trips to isolated domestic areas (such as field work in remote areas), such travel will be accompanied or the faculty or staff member planning or overseeing the trip will develop a plan to ensure regular communication and tracking. Such plan will require approval by the dean or other relevant appointing authority.

(3) Maintaining Records of Travel - For use in emergency situations and for insurance purposes, the university shall maintain records of all university- endorsed or -supported travel including the name of the traveler, the locations that will be visited, and the dates of travel. [https://www.cwu.edu/about/offices/financial-affairs/travel-procedures]

[Responsibility: CFO/BFA; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: UPAC 02/10/2008; 2/19/2020; Approved by: James L. Gaudino, President]

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CWUP 2-10-155 International Travel

(1) Introduction

The mission of the university is to prepare students for enlightened, responsible, and productive lives; to produce research, scholarship, and creative expression in the public interest; and to serve as a resource to the region and the state through effective stewardship of university resources. In support of this mission, the university supports the interests of students, faculty and staff in pursuing international research, educational activities and service and recognizes that important work may sometimes take place in locations that pose unusual health and safety risks. The university recognizes that travelers have significant responsibility for their own health, safety and security. This policy defines basic institutional requirements that will promote these interests.

Individual travelers are responsible for compliance with this international travel policy. Units sponsoring Central Washington University Related Travel (defined below) are responsible for informing travelers of this international travel policy and for facilitating compliance for individuals where appropriate.

(2) Definitions

(A) Travel Abroad, or International Travel (hereinafter used interchangeably), refers to destinations outside the continental United States, Alaska, Hawaii and the District of Columbia. Travel to US territories, including American Samoa, Guam, Northern Mariana Islands, Puerto Rico, the US Virgin Islands and the US Minor Outlying Islands, as well as journeys on the High Seas are also considered international travel.

(B) An international experience is considered a CWU-Sponsored or -Organized Program when a university unit is involved in creating, funding or approving the experience, or coordinating the applications and selection of the participants.

(C) CWU Related Travel (CWURT) is defined in terms of two traveler roles:

1. CWU Employees (Faculty and Staff):

CWU employees traveling abroad within the context of their job responsibilities—as defined by their employment contract—and/or under the terms of a University contract, agreement or partnership are considered to be on CWURT. This includes, but is not necessarily limited to, travel related to CWU sponsored or organized programs, conferences, site visits, meetings, guest lecture opportunities, approved sabbatical projects, and research funded, facilitated or supported by the University, as well as travel for sponsored projects. While receipt of CWU funds or CWU-managed funds for travel automatically classifies that travel as CWURT, such funding is not necessary to identify travel as CWURT.

While travel might include personal activities outside of the employee’s job responsibilities, the travel is considered CWURT if the primary purpose is work-related. However, the University cannot and will not extend liability coverage for the unrelated personal activities.

Personal travel on vacation, without university support and where university employment is not relevant to the activity, is not considered CWURT.

2. Students:

Student participants in international iravel include both matriculated CWU students and individuals admitted to the University as non-matriculated students. Students are considered to be on CWURT if they meet one or more of the following criteria:

a. Receives CWU resident or accepted transfer credit for the experience.

b. Travels on a CWU Sponsored or Organized experience.

c. Travels to achieve a degree requirement, including—but not limited to—degree milestones, thesis field research, practica, internships, etc.

d. Travels under the terms of an institutional contract or agreement.

e. Receives funding from a CWU unit or receives funds managed by CWU for their travel, including—but not necessarily limited to—Services and Activity Fee Committee support, Graduate Studies grants and departmental scholarships.

f. Participates in travel designated as an official activity of a registered or approved student organization or club.

(D) Education Abroad refers to various credit-bearing and non-credit international education programs that also may be considered either a CWU Sponsored or Organized Program or CWURT. Examples include, but are not necessarily limited to:

1. University reciprocal exchanges.

2. Faculty-directed programs, whether conducted entirely or only in-part abroad.

3. Study, internship and/or research abroad, whether through an affiliated third-party sponsor or through a self-arranged opportunity.

4. Experiential activities, such as service, leadership and/or performance programs.

Any education abroad program, credit-bearing or not, consisting of one or more CWU students, undergraduate or graduate, traveling with and under the direction, leadership or guidance of one or more CWU employees shall be considered a faculty-directed program. These shall include, but not necessarily be limited to, traditional course-based programs, as well as service-learning, internship and research programs.

(3) Responsibilities

(A) Administration (President, Executive Leadership Team, Associate Provosts, Deans, Office of International Studies and Programs, International Studies and Programs Advisory Council)

The university administration is responsible for:

1. Developing, implementing and maintaining all policies and procedures regarding International Travel that are consistent with Washington State law, national norms and best practices, are transparent to all faculty, staff and students and uphold the academic standards and expectations of professional conduct of the university and its employees.

2. Per OFM State Administrative and Accounting Manual (SAAM) Subsection 10.10.50.b, review and approval of all CWU Related Travel.

3. Final determination of any and all education abroad opportunities to be offered to students.

These responsibilities include attention to faculty, staff and student risk and the management of institutional risk as appropriate.

(B) Office of International Studies and Programs/Study Abroad and Exchange Programs (OISP/SAEP)

In addition to their role as part of the university administration, the Office of International Studies and Programs and its subunit Study Abroad and Exchange Programs, collectively are responsible for:

1. Serving as the coordinating unit for all education abroad programs.

2. Implementing university policies and procedures regarding student CWURT, including those for the character, development and administration of education abroad programs.

3. Facilitating review of all university education abroad programs and opportunities and establish related procedures and timelines. Such review is required before any education abroad program or Student CWURT may be advertised or represented as approved by or sponsored by the university.

4. Implementing the student Travel Health Preparation Guide and process.

5. Implementing the Disciplinary Clearance review form and process.

6. Registering faculty directors and students for USDOS Smart Traveler Enrollment Program (STEP) or advise them on self-registry.

7. Enrolling faculty directors and students in the university’s default international health and emergency insurance coverage.

8. Implementing insurance waiver request processes, in accordance with Washington State law and university policy.

9. Implementing emergency response procedures for student CWURT.

10. Facilitating all general communication and liaison duties between CWU and international partners.

11. Facilitating review and approval of all international agreements and contracts, including those with US-based vendors providing services for education abroad programs.

12. Providing to students general consultation on entry and exit requirements, including—but necessarily limited to—passports, visas and travel as a DACA or otherwise undocumented student.

(C) Faculty and Staff

1. Per SAAM Subsection 10.10.15, faculty and staff are responsible for being familiar with university and state travel regulations and procedures.

2. Per SAAM Subsections 10.10.15 and 10.10.50.a, all faculty and staff participating in CWURT abroad must register their travel, regardless of funding, by completing a travel authorization prior to departure. Related deadlines may be set by the university administration.

3. All faculty and staff participating in CWURT abroad are responsible for understanding and following all entry and exit requirements for the United States and their destination(s) abroad, including—but necessarily limited to—passports and visas.

4. All faculty and staff participating in CWURT abroad must register themselves for the USDOS Smart Traveler Enrollment Program (STEP) unless part of a group enrolled by OISP/SAEP.

5. Faculty and staff wishing to travel to visit any of the countries or entities included on lists of embargoed countries or Specially Designated Nationals maintained by the US Department of the Treasury’s Office of Foreign Assets Control are responsible for ensuring compliance with all US export control laws and regulations.

6. Faculty and staff traveling on federally sponsored programs are responsible for ensuring their air travel complies with the Fly America Act.

7. Faculty and staff wishing to create a faculty-directed education abroad program shall work with SAEP, follow all related policies, procedures and guidelines and adhere to all requirements of faculty program directors, including mandatory trainings.

8. Faculty are responsible for appropriate advising and evaluation of credit-transfer equivalency for course credits earned at international sites in accordance with university or college policies.

(D) Students

All students participating in any CWURT must:

1. Register their travel with the OISP/SAEP according to its policies and procedures.

2. Attend required orientations and pay applicable tuition, administrative and program fees.

3. Comply with policies and procedures regarding academic advising and risk management.

4. Obtain, as appropriate, academic advising in order to ascertain whether credits earned abroad will be accepted as transfer credit by the university.

5. Obtain university-approved international health and emergency insurance coverage for the duration of their travel.

6. Abide by all applicable university, host institution and/or program regulations and policies.

7. Understand and follow all policies, procedures and requirements related to entry to and exit from the United States and the program location(s).

(4) International Health and Emergency Insurance

All faculty, staff and students participating in CWURT abroad must purchase international health and emergency insurance for the full duration of CWURT. Travelers will be enrolled in the university’s contracted provider and billed as appropriate to their category of CWURT.

Pursuant to RCW 28B.10.660(3), students may request a waiver of the default coverage provided they demonstrate comparable aggregate coverage from one or more alternate sources. Granting of a waiver shall be at the discretion of OISP/SAEP and shall set neither individual nor general precedent. Students are encouraged, but not required, to purchase insurance covering such things as flight delay, travel interruption, etc.

Regardless of alternate coverage, no waiver of this requirement shall be available to CWU faculty and staff on international CWURT.

(5) Emergency Evacuation Insurance and Support

Medical and security evacuation coverage is included in the university-contracted insurance policy and is among the university’s minimum requirements for alternate coverage. The decision to activate evacuation support under this coverage is ultimately made by the provider in consultation with the university. Severity of security concerns, weather conditions and remoteness of location may limit the degree to which the provider is able to assist in an emergency.

(6) Travel in Areas of Concern

The university reserves the right to deny permission to travel to any destination subject either to a current Level 3 or 4 USDOS Travel Advisory or to a Centers for Disease Control and Prevention (CDC) Travel Health Warning. The university will consider proposals on a case-by-case basis.

For the purposes of this policy a country or non-state region (e.g. Gaza, Taiwan) shall be considered subject to a Level 3 or 4 Travel Advisory if either advisory level is applied to the country or region generally or to any of its sub-regions, regardless of whether the destination falls within the affected sub-region or not. It is not necessary for sub-regions to be explicitly labeled “Level 3” or “Level 4” for this requirement to apply; it is sufficient for advisory language to be consistent with those levels.

(A) Individual Employee Travel

1. Travelers are responsible for checking their destinations for any USDOS Travel Advisory or CDC Travel Health Warning/Alert.

2. Units cannot require unwilling employees to travel on CWURT to countries or locations subject to a Level 3 or 4 Travel Advisory or a Travel Health Warning.

3. Travelers are responsible for understanding their insurance coverage(s) and needs that may exceed current coverage and require purchase of additional insurance.

4. Travelers are responsible for submitting prior to departure a safety plan for destinations subject to a Level 3 or 4 Travel Advisory or a Travel Health Warning, though the travel is not subject to review by the Threat Assessment Team.

(B) Students

1. Students cannot be required to participate in any international travel experience in destinations subject to a Level 3 or 4 Travel Advisory or a Travel Health Warning. If international travel is required for a student’s degree requirement, an alternate destination should be arranged or permitted.

2. All student CWURT to destinations subject to Level 3 or 4 USDOS Travel Advisory or CDC Travel Health Warning must be reviewed and approved by the CWU Threat Assessment Team (TAT) in cooperation with OISP. Students are responsible for submitting petitions for individual travel. Education abroad program directors or a sponsoring-department official are responsible for submitting petitions for all group travel programs. Approval must be obtained before such programs may be advertised to students.

3. All student CWURT to destinations subject to Level 2 USDOS Travel Advisory or CDC Travel Health Alert necessitates submission of an individual or group safety plan, but is not subject to additional review by TAT.

4. TAT approval of student travel plans is not intended to guarantee student safety or to assume the responsibility of students for planning for their own safety. Students will sign a supplemental acknowledgement of risk and release of liability, recognizing voluntary participation in the program.

5. Students will adhere to any applicable provisions of this policy during breaks or other personal travel falling within the official start and end dates of their program.

6. Severe security and safety concerns may result in the suspension of an education abroad program and withdrawal of all participants from the region or amendment of the program curriculum, with assistance provided by OISP/SAEP and other departments as necessary.

7. Students wishing to stay behind despite a decision to cancel their program and initiate evacuation will sign an additional release acknowledging their choice to stay against advice.

(7) Employee Companion Travel

(A) Individual (non-Education Abroad) Employee Travel

1. The university takes no responsibility for and liability coverage shall not be extended to employee companions.

2. Companions shall have no responsibilities on behalf of nor be considered a representative of the university. Companions may be present for official activities only when specifically authorized by college dean/executive directors of divisions.

3. Companions may neither impede official university business nor imply official status with the university.

4. Travel arrangements are solely the responsibility of the companion and/or employee. No university resources may be employed to make or facilitate companion arrangements. The needs of the university shall dictate travel schedules and arrangements; companions are expected to adapt to those needs.

5. Expenses incurred by a companion are solely the responsibility of the companion and/or employee. Should the presence of the companion cause the university to incur any expenses above those the employee would have incurred individually, the university must be reimbursed for the difference.

6. Companions are encouraged to carry insurance that includes, among others, coverage for medical and security evacuation and repatriation of remains. In the event of an emergency, the university shall accept no responsibility and incur no costs for companions.

(B) Education Abroad Programs

1. All items within the previous section (§VII.a.) apply equally to this section. Additionally:

2. It is recognized that education abroad programs, whether credit or non-credit, are academic programs containing a travel component and not trips or vacations.

3. Unless a university employee designated as a program co-leader, spouses or dependents of program directors/leaders are discouraged from traveling with University Education Abroad programs. Exceptions may be made for programs of extended duration, i.e. min. full quarter, requiring the program director(s)/leader(s) to be on-site for the full duration.

4. Only the official program director(s)/leader(s) and students fully enrolled in the program may participate in education abroad program activities and travel on program-secured transportation.

(8) Operating Motor Vehicles

The university shall neither accept responsibility nor extend liability coverage for students operating motor vehicles (including, but not necessarily limited to, scooters, motorbikes, motorcycles and automobiles) while participating in an education abroad opportunity. Faculty-directed education abroad programs are prohibited from allowing students to operate motor vehicles hired by or for the program at any time.

Faculty and staff may not drive vehicles in which students are passengers abroad without an approved exception from the Director of Business Services and OISP. Faculty and staff who need transportation for students must either use public transportation or hire a local driver/vehicle with appropriate insurance.

(9) Travel in Violation of This Policy

(A) Faculty and Staff

Faculty and staff who choose to travel in violation of this policy are acting without authorization by the university. They will be liable for any and all costs associated with travel, assume all liability for incidents that may occur during this travel, and are not eligible for University support of any kind.

Travel authorizations completed after the fact will be denied unless sufficiently compelling mitigating circumstances are determined to exist.

(B) Students

Students who choose to travel in violation of this policy are acting without authorization by the university. If travel occurs during a required term, students must take a leave of absence from the university. Students who travel in violation of the policy could jeopardize their student status.

In all cases, students who travel in violation of this policy are ineligible for financial aid, scholarships and travel stipends from or through the university, as well as any other university support including credit of any kind.

(10) Exclusions

(A) Personal Travel

This policy does not apply to personal, non-university travel by faculty, staff or students, including travel outside of official education abroad program dates.

(B) Athletic Competition in British Columbia

Student-athletes participating in or traveling for competition in British Columbia as part of a team’s official schedule are exempt from this policy. International travel to any other destination, regardless of purpose, is subject to this policy.

Athletic Department personnel are responsible for attaching a roster of traveling student-athletes to their Travel Authorization, as well as certifying student-athlete insurance includes emergency services, such as medical and security evacuation and repatriation.

[Responsibility: CFO/BFA; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: UPAC 2/19/2020; Approved by: James L. Gaudino, President]

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CWUP 2-10-160 Suspending Operations (Emergency Closure)

(1) Emergency Closure – The president of Central Washington university, pursuant to WAC 357-31-260,

 may suspend operations of all or any portion of the institution whenever it is determined that the public health or property or safety is jeopardized and/or is advisable when an emergency occurs. Emergency conditions and other situations under this policy shall be deemed to be temporary and shall exist only until normal operations can be resumed. A period of suspended operations may not exceed fifteen (15) calendar days without approval of the director of the Washington State department of enterprise services.

Whenever it is necessary to suspend all or any part of the university's operations, the following procedures shall apply:

(A) Should a situation occur that makes it necessary for the institution to suspend work operations, the university layoff procedure may be suspended among the affected employees. The suspended operations/emergency closure procedure will not be utilized to circumvent the institution's layoff procedure among employees not affected by the emergency condition. When possible and practical, the university will select the most senior employees, by class, to work in an office or department that continues to provide essential services during such a period.

(B) When possible, staff whose positions are affected by suspended operations / emergency closure will be given prior notification of this action. The president, or designee, will notify employees regarding suspended operations by use of one or all of the following methods:

1. Written internal communications (e.g. memo, e-mail, internet);

2. Personal notification by the affected employee's supervisor or other personnel in the supervisory chain; or

3. Local media.

Communications will describe the situation, anticipated duration, if known, and will, to the extent possible, state if essential employees are required to report to work. Employees not designated as “essential” shall not report to work during a period of suspended operations. Employees who are not required to work shall call their immediate supervisors, or designee, daily thereafter for further instructions.

(C) Employees who have not received prior notification of suspended operations as described above and who report to work shall receive two (2) hours pay for the first day that this condition exists.  Employees who are not required to work shall not remain at work.

(D) If the campus, center, or administrative office is on a delayed opening of two hours or less or the campus, center, or administrative office is closed at or after 3:00 p.m. and before 5:00 p.m., the president or designee may approve compensation for lost time.  If the campus, center, or administrative office is on a delayed opening of more than two hours or the campus, center, or administrative office is closed prior to 3:00 p.m., the president or designee may approve compensation for up to two hours for lost time and the employee must use appropriate leave for all additional hours as described in section CWUP 2-10-160(1).

(E) The following options are available to employees to account for time lost due to the emergency closure:

1. Compensatory time or paid leave: Accrued compensatory time must be submitted before any other paid leave. Once all accrued compensatory time is exhausted, or if none is available, the employee may submit available vacation leave, holiday equivalent time, or a full day increment of personal holiday.  Once all compensatory time or other paid leave is exhausted, or if none is available, the employee may submit accrued sick leave up to a maximum of three days in a calendar year.  OR

2. Leave without pay. OR

3. Options identified in Collective Bargaining Agreements.

The chief human resources officer may petition the director of the Washington State department of personnel for approval of a special premium pay allowance due to hazardous working conditions encountered by employees required to work during the period of suspended operation.

(F) In the event the emergency conditions exist only in a specific office or area of the university, the university shall attempt to provide the released employee(s) with work in another office or area. Employees so assigned shall not receive a reduction in pay.

(2) Emergency Closure and/or Cancellation of Classes at the Ellensburg Campus

(A) Should emergency conditions force a closure and/or cancellation of classes the president or designee will notify each of the vice presidents and the police and parking services office. In order to verify the source of notification, the president or designee will be requested to disconnect and wait for a return call from the campus police dispatcher at his/her home or office number.

(B) University Relations is the official source for public notification.

(3) Emergency Closure and/or Cancellation of Classes for university centers collocated on community college (host institution) campuses.

If the host institution closes its facilities for emergency reasons, classes at the center located at that institution will be canceled.

(A) The regional director will notify the associate vice president of Academic Affairs of the decision by the community college to close, who will then contact the provost. After notification to the provost and president, the associate vice president of Academic Affairs will notify University Relations, who will contact appropriate media for public dissemination of information regarding the cancellation of classes.  A media notification from some community colleges may also indicate closure of the respective university center. Faculty, staff and students are encouraged to register for text alerts to receive immediate notification of these closures.

(B) When a regional director independently determines an emergency exists and the center should be closed, the regional director will contact the associate vice president of Academic Affairs who will then contact the provost who will consult with the president or designee. If the president or designee agrees that the center should be closed, the provost will notify the University Relations office.  At some locations, notification of closure will also be disseminated through the community college media network.

(4) Open for Business - Inclement Weather or Hazardous Conditions Procedure

The president or designee (after consultation with the appropriate Executive Leadership Team colleagues and with input from the chief of campus police and the chief human resources officer) may declare that the university is open for business but that inclement weather or other hazardous conditions has affected the operation of the institution.  Once the declaration is made, the chief of staff or designee is responsible for notifying the Executive Leadership Team .

Examples of the types of conditions could be snow or ice affecting the county or city roads, high wind or expected high wind, moderate earthquake, fire, chemical spill, or flood, etc.

(A) Decision to implement procedure BEFORE Working Hours;

1. University Relations will notify the local media that the university is open for business. Each vice president will ensure that employees are notified via the division’s telephone tree

2. Employees designated as “essential” and performing an “essential” service will be expected to report to work.

3. All other employees may decide whether or not to come to work or charge the time to accrued leave or leave of absence without pay as described in CWUP 2-10-160(1).

(B) Decision to implement procedure DURING Working Hours

1. Each vice president will ensure that employees are notified via the division’s telephone tree.

2. Employees designated as “essential” and performing an “essential” service shall remain at work.

3. Non-essential employees may go home if they so desire. If employees designated as “essential” are allowed to leave work, with supervisory approval, the employee will be considered “non-essential” for the period of time covered under this procedure. Non-essential employees who choose to leave must use appropriate leave as described in section CWUP 2-10-160(1).

 

[10/6/81; REV.7/87; Exec Group: 8/89; REV.11/05, PAC: 1/3/07; REV. 1/14 Responsibility: Operations; Authority: WAC 357-31-260; Reviewed/Endorsed by: Cabinet/PAC; Review/Effective Date: 02/05/2014; Approved by: James L. Gaudino, President]

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CWUP 2-10-170 Appointing Authority, Delegation of Authority, and Contracting Authority

This policy defines Appointing Authority (AA), Delegation of Authority and Contracting Authority.

(1) References

RCW 28B.10.528

RCW 28B.35.120 (1), (2), (6), (7), (9), (11), and (12)

CWUP 1-10-060

CWUP 1-80

(2) Definition of Organization Terms

(A)  Executive Division: Executive Leadership Team level organizational areas, includes; Academic and Student Life, Student Engagement and Success, Finance and Administration, and the President’s area.

(B) Division/College: A primary organizational entity within an executive division, reporting to an Executive Leadership Team member or senior management and normally headed by an Appointing Authority. A division/college may be subdivided into distinct sub-divisions or departments.

(C)  Sub-Division: An organizational entity within a division and normally headed by an Associate Dean, Director, or Manager. A sub-division is subdivided into distinct departments.

(D) Department:  A specialized area responsible for one or more support functions or programs and normally headed by a Department Chair, Director, Manager, or Supervisor. A department typically includes support staff and will usually have distinct personnel and budgetary identification.

(3) Definition of Responsibility

(A) Appointing Authorities (AAs)

1. Those individuals designated by the President as "Appointing Authorities" use the President’s delegated authority to make administrative decisions relating to:

a. Employment - such as employment, appointment, discipline, change assignment, or termination - regarding classified, administrative exempt, and faculty. Changes affecting employment and/or compensation may not be delegated below Appointing Authority level.

b. Budget (Principal Budget Authority) - AAs have certain administrative and fiscal authority, as established in policy and procedures, for travel, purchasing, and other areas necessary for the efficient and effective organizational administration. These areas may be delegated to positions directly reporting to the Appointing Authority or others specifically designated within an Appointing Authorities area of responsibility.

c. Contracts – AAs have the authority for contracting for current operations up to $50,000 when such contracting is in accordance with budgets approved by the Board of Trustees (BOT). This responsibility may be delegated as defined by policy.

d. Goods and Services – Those elements necessary for the efficient and effective functioning of daily administrative operation.

2. Decisions made by Appointing Authorities must be made in accordance with: Federal laws and regulations; State laws and regulations; University Policies, Procedures, and Regulations governing the applicable area to include the Exempt Code, Faculty Code and faculty or staff union contracts.

a. Appointing Authorities are responsible for knowing, understanding, and complying with said laws, regulations, policies and procedures.

(B) Department Chair or Manager: Those individuals designated by their Appointing Authority for over-all supervision of the day-to-day transactional functions for their assigned areas.

(C) Direct Supervisor: Those individuals designated by their Appointing Authority that are responsible for daily transaction (primarily Time and Attendance) of employees who report to them.

(4) Delegation of Authority

Appointing Authorities and direct reports within their respective areas hold appropriate levels of responsibility for approval of transactions that are indicated in applicable procedures (see (5) below). All general and specific delegations of authority under this policy must be consistent with these final levels of responsibility. However, the Appointing Authority remains fully responsible for all transactions executed under the delegated authority.

(5) Delegated Authority for Workflow Approvals

Because CWU uses various workflow processes for purposes of internal control and audit documentation, delegations and/or approvals built into those systems are automatically valid and binding. The following matrix identifies areas of responsibility and provides guidelines showing when other departments – payroll, human resources, budget and/or accounting may also be involved.

 

Aprrova Matrix Diagram

(6)  Appointing Authorities

The following list shall establish the positions designated by the President as "Appointing Authorities".

(A) President's Division

Chief of Staff

Director, Athletics

Vice President for Diversity, Equity, and Inclusivity

Vice President for University Advancement

Vice President for Public Affairs

Associate Vice President, Information Services and Security

Assistant to the President/Executive Director, Insitutional Effectiveness, Research, and Planning

(B) Academic and Student Life 

Provost/Vice President for Academic and Student Life

Associate Vice Provost

Dean, Extended Learning and Global Education

Dean, College of Arts and Humanities

Dean, College of Business

Dean, College of Education and Professional Studies

Dean, College of the Sciences

Dean, School of Graduate Studies and Research

Dean, Libraries

Dean, Student Success

Executive Director, Extended Learning (University Centers)

Executive Director, William O. Douglas Honors College

(C) Finance and Administration

Senior Vice President for Finance and Administration

Associate Vice President, Campus Planning and Facilities Management

Associate Vice President, Human Resources

Executive Director, Finance 

Executive Director, Auxiliary Enterprises

Executive Director, Human Resources

Director, Capital Planning and Projects

Director, Police and Public Safety

(D) Student Engagement and Success

Vice President of Student Engagement and Success

Associate Dean, Health and Wellness

Associate Dean, Student Living

Associate Dean, Access and Equity

(7) Contracting Authority

Following are designated CWU positions with the appropriate “Contracting Authority” delegation identified.

(A) For All University Contracts 

President

Provost/Vice President for Academic and Student Life

Chief Financial Officer/Vice President for Business and Financial Affairs

Chief Operations Officer/Vice President for Operations

Chief of Staff

Vice President for Public Affairs

Controller, Accounting and Financial Services

(B) Appointing Authorities

All Appointing Authorities are authorized to issue necessary contracts for services as well as purchase goods in amounts less than $50,000 for their respective areas.

(C) Deans and Vice Presidents

All Deans and Associate Vice Presidents are authorized to issue necessary contracts for services as well as purchase goods in amounts less than $100,000 for their respective areas.

(D) For All Purchased Goods, Service Contracts, and Leases

1. Director, Business Services

2. Director, Contracts, Procurement, & Surplus Inventory.  Additionally, the Director, Contracts, Procurement, & Surplus Inventory may exercise independently the delegated authority powers referenced in RCW 28B.10.029.

3. Manager, Contracts & Purchasing, up to $200,000.

4. Procurement & supply specialists and contracts specialists, at the discretion and direction of the Director, Contracts, Procurement & Surplus Inventories, subject to written notification of their authority level (not to exceed $100,000).

(E) For Selected Activities as Set Forth Below

1. Director, Capital Planning and Projects, and Associate Vice President, Campus Planning and Facilities Management

a. Limited to contracting between Central Washington University and contractors for the completion of capital projects as specifically approved by the State Legislature and the University Board of Trustees.

b. Authority extends to contracts, change orders and field authorizations up to a limit of $350,000 per transaction.

c. The Director, Capital Projects may, with the written concurrence the President or a Vice President, delegate contracting authority at a lower level to licensed architects and engineers who are Project Managers on individual construction projects. Authority for the actual disbursement of funds after the completion of work will require the signatures of the Project Manager and a higher-level supervisor.

(i) Delegation of contracting authority shall not exceed $75,000.

2. Associate Vice President, Information Services and Security

a. Limited to contracting for computing and voice/data equipment, software, and supportive services in accordance with the policies, procedures, and Washington Administrative Codes established by the State Information Services Board pursuant to Chapter 43.105 RCW.

3. Chair, Department of Music

a. Limited to contracting for the rental of performance music to be used by departmental ensembles and chamber groups and for agreements related to the loan of musical instruments for departmental use.

(i) Performance music rental and instrumental loan agreements may not exceed $1000 for any one contract.

4.Dean, Extended Learning and Global Education

a. Limited to contracting for the CT3 contract forms and other contract forms associated with Worker Retraining and Workforce initiatives, as part of the Master Washington State Employment Security Department Agreement.

5. Secretary to the Board

a. All contracts, deeds, leases, notes, mortgages, deeds of trust, bonds, indentures, warrants, undertakings, powers of attorney, releases and satisfactions of mortgages and indebtedness’s, reconveyances under deeds of trust, and all other releases, when the same have been authorized to be executed by order of the board of trustees and for all meeting arrangements (food, lodging, meeting space) for the board of trustees.

6. Director, Business Services

a. All University public records affidavit responses, sexual misconduct release statements, delegated power of authority for all recovery/restitution requests, and interrogatories responses and settlement as required by the Attorney General Office in response to tort and litigation brought against the University.

7. Associate Dean, Student Living

a. Limited to contracting with students as needed for University Housing.

8. Dean, School of Graduate Studies and Research

a. The Dean, School of Graduate Studies and Research, is designated as the organization’s Authorized Representative and has delegated authority to sign all Sponsored Project Agreements; all Sponsored Project Proposals; memorandums of understanding (MOUs) related to research, sponsored projects, or partnerships; non-disclosure agreements (NDAs) related to research or sponsored projects; and Intellectual Property Agreements.

[Responsibility: Chief of Staff; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 02/01/2017; 02/19/2020; Approved by: James L. Gaudino, President]

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CWUP 2-10-180 Electronic Signatures

(1) General

This policy authorizes the use of electronic signatures by university community members and applies to all uses of electronic signatures for university business, teaching, research, and service operations.

(2) Definitions

(A) For the purposes of this policy, the below terms are defined as follows:

1. Click-Through Agreement: An online contract which requires a user to indicate acceptance by clicking an “OK,” “I Agree,” or other similar button.

2. Digital Signature: An electronic signature that is a transformation of a message using an asymmetric cryptosystem such that a person having the initial message and the signer’s public key can accurately determine:

(a) whether the transformation was created using the private key that corresponds to the signer’s public key; and

(b) whether the initial message has been altered since the transformation was made.

3. Electronic Signature: An electronic sound, symbol, or process attached to or logically associated with a contract or other record and executed or adopted by a person with the intent to sign the record. Electronic signatures include but are not limited to digital signatures and click-through agreements.

(3)  The university’s Chief Information Officer and Director of Contracts, Procurement, and Payment Services will make joint determinations, after conducting a risk assessment, as to the following:

(a) which submitted standard forms will be approved to be electronically signed,

(b) the type and level of authentication and any other security precautions required for electronically signing each approved form, and

(c) the system or process that may be utilized for electronically signing each approved form.

The university’s Chief Information Officer and Director of Contracts, Procurement, and Payment Services will also be authorized to jointly make blanket determinations concerning electronic signature approval for specific categories of documents.

(4) The Director of Contracts, Procurement, and Payment Services will determine on a case-by-case basis whether individual contracts may be signed electronically.  Electronically-signed contracts and amendments are subject to all contract review and approval requirements set forth in CWUR 3-10-612 and CWUP 2-10-040.

(5) The contracting authority provisions of CWUP 2-10-170 apply equally to contracts signed with handwritten signatures and contracts signed electronically. 

(6) Electronically-signed public records must be retained in accordance with the applicable state approved retention schedule.

[04/17/2019; Responsibility: BFA; Authority: BAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 04/17/2019; Approved by: James L. Gaudino, President]

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CWUP 2-10-190 Connection Cards

(1) Use - The connection card provides photo identification for all CWU students, faculty, and staff. A department connection card may only be issued to a department for department use. For information on obtaining a department connection card, see CWUR 3-50-520.

(2) Unauthorized use - Using a connection card that does not bear your identity is strictly prohibited. Unauthorized use also includes allowing someone to use your card while you are not present. The connection card is property of CWU and must be presented to university officials upon request. In accordance with the student conduct code section 106-120-027 proscribed conduct, item #7: forgery, alteration, or misuse of the identification card warrants disciplinary action or sanction. Confiscation, $100.00 fine, and/or disciplinary action (see WAC 106-120-028) may result from university sanctions.

Cards which are confiscated for unauthorized use will be destroyed and not returned or replaced. Central Washington University is not responsible for dining dollars or money spent on a lost or stolen card. All lost and stolen cards should be reported to the connection card office immediately. Cards reported stolen will be inactivated by the connection card office. 

The department connection card is not authorized for personal use, and any use of the card for personal reasons is in violation of CWUP 2-40-210 State Property.

(3) Card fees - All students, faculty, and staff are eligible for one free connection card. The connection card office will charge a patron card replacement fee to the card owner for any lost/damaged cards, see CWUR 3-50-525.

[Responsibility: AVP Finance and Business Auxiliaries; Authority: BFA; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 11/7/2012; Approved by: James L. Gaudino, President]

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CWUP 2-10-200 Reporting Financial Irregularities

This policy establishes the procedures and responsibilities for reporting, investigating and resolving known or suspected financial irregularities and other related illegal acts.
(1) Authority
In accordance with the provisions of RCW 43.09.185 the university is required to immediately report any suspected financial irregularity or other related illegal act to the state auditor’s office.
(2) Definitions
(A) Financial irregularity is considered a loss of funds or university assets which is the result of any dishonest, fraudulent, or other illegal act and may include:
1. Forgery or alteration of reports, documents, or computer files;
2. Misappropriation or misuse of university assets (equipment, supplies, cash, etc.);
3. Authorizing or receiving compensation for goods not received or services not performed;
4. Irregularities in the handling or reporting of money transactions;
5. Acceptance of kickbacks or bribes; and
6. Use of university facilities and equipment for private financial gain.
(B) Suspected financial irregularity or other related illegal act is defined as a reasonable belief or actual knowledge that a dishonest or fraudulent act is occurring or has occurred. See CWUR 1-50-100 (not currently active) for procedure.

[Responsibility: Finance and Administration; Authority: F&A; Reviewed/Endorsed by: Cabinet/PAC; Review/Effective Date: 04/02/2014; 12/27/2022; Approved by: A. James Wohlpart, President]

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CWUP 2-10-210 General Ledger Journal Entry

(1) Policy

The purpose of this policy is to ensure journal entries recorded in the general ledger are properly prepared, supported, reviewed, approved, recorded in accordance with generally accepted accounting principles, and stored in a uniform and consistent manner for easy accessibility.

All Central Washington University (CWU) employees responsible for preparing, entering, or approving journal entries must be knowledgeable of journal entry policies and procedures. In addition, journal entry approvers must possess an appropriate level of CWU financial knowledge for the areas they are reviewing and approving.

(2) Scope

This policy applies to all CWU employees involved in the creation, processing, approval, and recording of manual journal entries. This policy excludes journal entries that are system generated and posted automatically to the general ledger.

(3) Responsibilities

The director of financial services or other designee is responsible for this policy and the relevant procedure, 3-50-610 General Ledger Journal Entry.

(4) Policy Maintenance

The director of financial services will review and recommend changes to this policy statement at least annually or more frequently as needed to respond to changes within the institution and the regulatory environment.

[Responsibility: Finance and Administration; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 10/04/2017; 12/27/2022; Approved by: A. James Wohlpart, President] 

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