University Policy Advisory Committee - January 2nd, 2013 Minutes

University Policy Advisory Committee Minutes

Barge Hall, room 412

January 2, 2013

8:30 AM



Ex-officio voting:  Jim Gaudino, George Clark, Sherer Holter, Kirk Johnson, Mike Jackson, Matt Cziske, Ken Young


Ex-officio non-voting:  Jack Bishop, Sandy Colson, Ed Day, Steve DeSoer, Connie Lambert, Marji Morgan, Staci Sleigh-Layman, Sarah Swager, John Swiney, Bob Tosch, Scott Wade, Connie Williams


I.          Action Items

1.         Approval of UPAC Minutes from November 7, 2012 (no meeting held in December)

Sarah Swager’s name was added to the list of members present on November 7.  Mike Jackson asked if there was an update regarding connection card fees for grants.  Connie Williams indicated an update will come to UPAC soon.  Motion to approve the UPAC Minutes from November 7, 2012 with edits by Sherer Holter.  Seconded by Mike Jackson.  No further discussion.  Motion carried.


2.         University Policies & Procedures to Recommend for Approval

A. University Investments, CWUP 2-10-100 – George Clark

George explained that this policy has been updated with input from our U.S. Bank contacts.  The policy now includes guidelines, roles and responsibilities, an investment philosophy statement, investment portfolio characteristics, and asset allocation targets.  UPAC members endorsed the changes to CWUP 2-10-100/University Investments with a couple of formatting edits.


B. Waiver of Tuition & Fees – John Swiney

            i. CWU Policy 2-20-090

John reported that the Waiver of Tuition and Fees policy was last revised in August of 2011.  At that time, CWU’s policy provided no specific guidelines regarding institutional discretionary waivers.  A state audit of discretionary waivers in 2011 indicated that specific waiver policy guidelines linked to appropriate RCW’s were required to comply with future audits.  The revised waiver of tuition and fees policy provides new guidelines and criteria for general guidelines, specific authority and guidelines, section .740 waivers, section .915 (West) waivers, and conflict of interest guidelines.  Alan Smith, CWU’s Assistant Attorney General, has reviewed and approved the updates to this policy.  In addition, this policy has gone to the Budget and Finance Committee and President’s Cabinet.  UPAC members endorsed the changes to CWUP 2-20-090/Waiver of Tuition and Fees pending a couple of minor edits.


            ii. CWU Procedure 3-90-100

John explained that the Waiver of Tuition and Fees procedure was also last revised in August of 2011.  The old procedures described a limited set of broad circumstances by which discretionary waivers were permitted.  They were focused on graduate assistants, diversity of students, resident students with need, academic merit, or academic program enhancement.  These categories and procedures were judged to be inadequate by the State Auditor’s Office.  The revised waiver of tuition and fees procedure provides new guidelines and criteria for all institutionally funded discretionary tuition and fee waivers described in CWUP 2-20-090 including: general guidelines, FY13 funding and procedures, and deadlines and responsibilities.  John added that these procedures will change each year depending on funding.  Basically, we will be working off of two procedure documents each year:  one for current students and one for the next year’s students.  The FY14 funding and procedures will be brought to UPAC in February, along with a table that summarizes each year’s procedures.  UPAC members endorsed the changes to CWUR 3-90-100/Waiver of Tuition and Fees.


            iii. Summary of Changes

John provided a summary document of all the changes to both the policy and procedures for the waiver of tuition and fees.


C. Gender Equity, CWUP 2-35-060 – Sherer Holter

At the meeting in November, it was suggested that gender identity and gender expression be added to this policy.  Those items have now been added to the policy.  UPAC members endorsed the changes to CWUP 2-35-060/Gender Equity.


Other Announcements:


Sandy Colson welcomed Ken Young to the group.  Ken is now serving as the Chair of Employee Council.


Jack Bishop reminded the group that the men’s basketball team has two home games this week.  Thursday, January 3, they host the University of Alaska and Saturday, January 5, they host the University of Alaska-Anchorage.


Marji Morgan announced that the Department of Music will present the second of this season’s Musica Antiqua concerts in the Recital Hall of the Music Building on Sunday, January 6 at 4:00 PM.  She added that CWU’s Jazz Band I and Vocal Jazz I have been invited to perform at the prestigious national Jazz Educators Network (JEN) conference in Atlanta, GA.


Kirk Johnson announced that the Department of Art and the Museum of Culture have partnered to host the exhibit “Voices of the River:  Life Along the Yakima.”  An opening reception will be held Thursday, January 10 at 5:30 PM in the Dean Hall lobby. 

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