This manual provides employees, students, and the community access to current policies and procedures at ĢƵ (CWI).
At this time, no new policies have been approved. This page will be updated as new policies are reviewed and finalized.
To establish procedures for real property transactions by CWI.
Applies to any proposed real property transaction by CWI, whether by lease, sale, purchase or exchange
Real Property: All land, structures, firmly attached and integrated equipment (such as light fixtures or a well pump), anything growing on the land, and all “rights” and “interests” in the property which may include the right to future ownership (remainder), right to occupy for a period of time (tenancy or life estate), mineral or oil rights, and the right to get property back (a reversion) if it is no longer used for its current purpose.
CWI’s Board of Trustees has delegated to the President authority to act on behalf of CWI regarding all real property transactions necessary for the benefit of the CWI. The President shall designate an individual (Designee) to act as negotiator & transaction lead for CWI. No transaction regarding the lease, sale, acquisition, or exchange of real property by CWI shall be executed until approved by the President’s Cabinet and the Board of Trustees.
The approval of lease, sale or acquisition by purchase or condemnation of real property shall be in conformance with all applicable state codes and statutes and subject to the following procedures:
To provide standards for CWI signage
Applies to all signage on CWI owned or leased property.
Campus Identification Signage: refers to all signage on the periphery of the campus, which notifies visitors that they have arrived at CWI.
Building Identification Signage: refers specifically to exterior signage that identifies a building.
Directional Signage: refers to signage providing guidance between and within buildings on campus.
CWI recognizes the need for a comprehensive, coordinated system of campus and building signage. It is important that CWI signage provides a distinct identity for CWI and establishes a welcoming image where necessary information is readily available for visitors, students, faculty and staff to become easily familiarized with the campus. Signage can enhance the character of CWI and provide visitor amenities along the campus boundary, incorporating landscape enhancements, identity signage, directional and informational signage. The intent of signage on campus is to ensure safety, provide direction, and provide information about campus departments and functions. Every effort will be made to limit signage on campus with the understanding that some signage is necessary to support the mission of the College. Uniformity of design elements is essential to the overall aesthetic value of the campus. All signage shall conform to CWI signage design standards. Proposed signage design shall be submitted to Facilities Planning and Management for review/approval prior to fabrication/installation.
Traffic/vehicular signage marks the campus intersections and should be easily readable from automobiles. These signs are used to direct motorists through the campus to parking areas and particular points of interest.
Where called for, dedication plaques shall be placed on CWI buildings as follows:
Freestanding signage design shall conform to CWI signage design standards.
Parking and traffic signage will be provided to ensure campus safety and appropriate utilization of campus roadways and parking facilities. This signage shall address ADA and other regulatory standards as required by applicable codes and shall conform to CWI signage design standards.
To provide for the management of CWI’s capital outlay and construction program.
Applies to all construction projects on behalf of CWI.
CWI places great emphasis on the effective and efficient management of its construction projects. Accordingly, the Board of Trustees has delegated to the President the responsibility for planning and administrative management of CWI’s capital outlay and construction program. The President will report annually to the Board of Trustees about progress on short- and long-range facilities projects.
The President shall designate an individual to serve as a monitor for the purpose of overseeing progress of all construction work, including but not limited to inspection of workmanship, completion of work to meet specifications, and the suitability of proposed changes to the scope and original design. The President’s designee shall assure compliance with state and federal laws.
If state funding is sought for capital construction, the President must annually submit an updated six-year plan to the Board of Trustees for approval, with later submission to the Permanent Building Fund Advisory Council.
To provide for the administration of all construction of and improvements to CWI’s physical facilities.
Applies to the construction of and improvements to all physical facilities owned or leased by CWI.
Construction Activities: Includes but is not limited to new construction, alteration, repair, maintenance, remodeling, and any other physical changes that involve buildings, grounds, infrastructure, real property, or parts thereof. Construction activities include painting, flooring, and window coverings and installation of equipment, appurtenances, and furnishings that require installation, modification, structural considerations, or extension of building services or building systems, by convention, guidelines, or code.
The Facilities Planning and Management Department (FPM) is charged with operating, maintaining, and preserving the value of CWI’s physical facilities for the benefit of the State of Idaho and CWI. This includes ensuring that all construction activities are completed in an efficient and cost-effective manner and in accordance with applicable laws and regulations, building codes, ADA guidelines, design guidelines, health and safety regulations, and CWI policies.
In order to responsibly execute its charge, FPM shall administer all construction activities, regardless of the source of funds. All construction contracts shall be issued and administered by FPM (or the Department of Public Works (DPW), as appropriate), and all construction activities shall be performed under the administrative oversight of FPM.
Any construction activity that is not initiated through FPM following the policy outlined herein will be considered Unauthorized Construction Work. Unauthorized Construction Work often violates statutes, standards, policies, regulations, and codes and may result in hazardous conditions during the execution of the construction work or in the future. In the event that Unauthorized Construction Work is discovered, the following actions may be taken:
To establish the scope of CWI’s commitment to provide a safe and healthy environment for the CWI community.
Applies to all CWI departments, students, employees, contractors, and visitors to CWI.
Department: A division or unit within CWI characterized by distinct areas of knowledge or responsibility (e.g., business unit, chemistry department, administration departments, etc.).
College Community: Students, faculty, staff, visitors, contractors, etc.
ESH Programs: Programs established by the CWI Environmental Safety and Health (ESH) Function to facilitate compliance with applicable ESH laws, rules, and regulations.
ESH Coordinator: Individual responsible for approval and establishment of the ESH Program and implementing the ESH Function at the institutional level.
ESH Function: The CWI Environmental Safety and Health (ESH) Function resides in the Department of Safety and Security.
CWI Safety Committee: Promotes a culture of safety and health. It supports the College’s education and work environment by identifying, assessing, and correcting actual or potential hazards.
Procedures: Documents prepared by a CWI Department, business unit, or ESH implementing an applicable process.
ESH Function: The ESH Function shall identify and interpret (through the publication of Procedures) applicable federal, state, and local laws and regulations pertaining to occupational and environmental safety and health topics. It shall educate the college community regarding regulatory compliance mandates, assist departments and business units in executing these requirements and audit compliance actions, including the review and approval of departmental procedures.
College Community: It is the responsibility of the college community to adhere to all applicable government regulations pertaining to safety and health as outlined in this Policy and all related guidelines.
CWI is committed to maintaining safe campus environments for students, employees, volunteers, and visitors by ensuring compliance with relevant statutes and regulations pertaining to environmental health and safety. All business departments will work to provide environments, facilities, equipment, and training that meet applicable federal, state, and local Environmental Safety and Health (ESH) laws, rules, and regulations. They will adopt appropriate standards and procedures to ensure compliance with ESH. CWI ESH, through the ESH Coordinator, is delegated the responsibility of preparing detailed Procedures that outline regulatory compliance requirements. CWI departments, administrators, managers, faculty, and staff are required to comply with Procedures established by CWI ESH for the purpose of compliance.
CWI’s ESH Guidelines are established by the CWI ESH Coordinator to assist in identifying, preventing, and correcting hazards in the workplace.
This policy endorses programs which:
• Provide safe and healthful conditions and reduce injuries and illnesses to the lowest possible level. No task is so important and no service so urgent that it cannot be performed safely.
• Assure compliance with applicable federal, state, and local regulations providing for environmental safety and health.
• Provide information, training, and safeguards to faculty, staff, and students regarding health and safety hazards, and to the surrounding community regarding environmental health hazards arising from operations and events at CWI.
• Install and maintain facilities and equipment in accordance with recognized and accepted standards essential to reduce or prevent exposure to hazards by faculty, staff, students, and visitors.
• Provide appropriate personal protective equipment to all employees at CWI’s expense when engineering controls are not adequate to minimize exposure.
• Provide medical surveillance as required by law and as may be dictated by existing circumstances or programs.
The EHS Coordinator has authority to establish the following requirements through written Procedures. Procedures will include the following:
• Departmental support, participation, and compliance with this Procedure.
• Departmental commitment to establishing a culture of health and safety across the college.
• Adequate training for specific workplace responsibilities.
• Thorough and regular self‐inspections that are intended to prevent hazards from occurring.
• Hazardous condition reporting mechanisms designed to ensure that employees can report potentially hazardous conditions without fear of reprisal and that such reports will receive prompt and serious attention.
• Established and maintain systems and procedures which assure that workplace equipment and instrumentation are maintained in safe and good working conditions.
• Procedures to investigate any workplace accidents, near‐miss incidents, and reported injuries and illnesses.
• Correction of all hazards as expeditiously as possible once identified. If a hazard cannot be corrected for any reason, employees will be prohibited from working with continued exposure to the identified hazard.
Providing a safe and healthful environment for students, faculty, staff, and visitors is the responsibility of all members of the CWI Community. Ultimate responsibility for establishing and maintaining the ESH Programs at CWI rests with the President and President’s Cabinet of CWI.
Primary responsibility for the environmental health and safety of the workplace belongs to each CWI employee. Employees functioning in a supervisory role have a heightened responsibility to ensure that safe conditions, practices, and training are provided and followed within their areas of control. Members of the CWI community shall cooperate fully with all aspects of CWI’s ESH Policy, Guidelines, and Procedures.
The ESH Coordinator establishes Procedures based on legal requirements, best practices, benchmarking of similar institutions, and reference to the following health and safety standards:
• Idaho Division of Building Safety (IDBS)
• Occupational Safety and Health Administration (OSHA) General Industry, Title 29, § 1910 and/or General Construction, Title 29, § 1926
• National Fire Protection Association (NFPA) Standards and Regulations
• Resource Conservation and Recovery Act (RCRA)
• Idaho Department of Environmental Quality (IDEQ)
• Environmental Protection Agency (EPA)
Work environments at CWI may be subject to compliance inspections conducted by internal groups (ESH or Third-Party Auditors) or state or federal regulatory agencies. In many instances, departments will have advance notice of the intended inspection; however, in some cases outside regulatory personnel may conduct unannounced inspections. In the event of an unscheduled inspection, regulatory personnel shall be asked to provide proper identification. Additionally, employees should contact their direct supervisor and ESH Coordinator to notify them of the inspection. Employees should expect to have work environments inspected by the ESH Coordinator on a yearly basis. Corrective actions identified through the course of an inspection will be implemented with the aid of the ESH department.
CWI employees perform a wide range of functions in various locations. Although some safety rules apply only to specific positions, all employees are expected to comply with the following procedures:
• Use common sense in performing duties.
• Report any work injury or illness to a supervisor.
• Report unsafe conditions to a supervisor or safety committee member.
• Do not use any equipment, vehicles, or materials when overly tired, nauseated, feverish or under the influence of any substance that may affect judgment.
• Keep the work area neat and tidy.
• Use mechanical devices or request assistance in lifting heavy loads.
• Wear seat belts when operating any company or rented vehicle or driving a personal vehicle while on company business.
• Do not use tops of cabinets or bookcases for extra storage or displays.
• Be sure that aisles or exits are kept clear; do not let cords interfere with walkways.
• Keep paper clips, tacks, pins, and other objects off the floors.
• Properly store all sharp objects when not in use.
• Open and close doors cautiously and use extra caution at blind hallway intersections.
• Open only one file cabinet drawer at a time to avoid tipping over the cabinet. Cabinets should also be loaded from bottom to top and emptied in the reverse order.
• Report or clean up all spills immediately.
• Use stepstools, platforms, or ladders for climbing. Never use chairs.
• Report or replace frayed electrical cords.
• Use applicable ESH Procedures relevant to the operation
• Read and be familiar with Emergency Handbook content
• Follow manufactures’ safety guidelines regarding all devices (tools, equipment, machinery, electrical, hardware, office-classroom furniture, etc.)
Individuals failing to follow established Procedures related to ESH will be subject to appropriate corrective action up to and including termination of employment or expulsion. Support and resources on various ESH topics can be found by employees on the “myCWI” page or by contacting the ESH office.
CWI employees, students and contractors will be provided sufficient training and information to perform activities in a safe and healthful manner. These trainings will be provided by the ESH Department in collaboration with CWI leadership. Further resources including material handling, evacuation, and safety guides will be posted in appropriate locations as necessary.
CWI employees are required to report to their immediate supervisor any on the job “injury” or “illness” or what they believe to be an on-the-job injury or illness as soon as reasonably possible after the injury or illness occurs.
CWI employees are also required to report any injury or illness reported to them by the campus community to their supervisor.
The supervisor and the employee will submit an Accident Incident Report to Risk Management and ensure that other reporting requirements are met. Risk Management will maintain these records on file, and they will be made available to the ESH office or federal, state, and local agencies upon request.
General concerns of employees, students, or visitors may be made to the ESH department, Security Office, Faculty, Supervisor, or Safety Committee Member. In addition, CWI provides for anonymous reporting through the Ethics Hotline.
Essential records, including those legally required for workers’ compensation insurance, insurance audits and regulatory inspections, shall be maintained as required by law. Records will be kept that include the following:
• Scheduled and periodic inspections to identify unsafe conditions and work practices. .
• ESH training records for each CWI employee.
• Maintain all equipment certifications demonstrating regulatory compliance.
Employee occupational and exposure records must be maintained for the duration of the respective employee’s employment with CWI, plus an additional thirty (30) years.
All such employee occupational records are exempt from disclosure as employee health records pursuant to Idaho Code 74-106.
CWI recognizes that employees, their designated representatives, authorized representatives of the Idaho Department of Labor and other state or federal agencies may have a right of access to relevant exposure and medical records as authorized by law. When a request for these records is made, CWI shall assure that access is provided in a reasonable time, place, and manner and in accordance with applicable state, federal, or local law.
To establish guidelines regarding the possession, wearing, carrying, transporting, or use of weapons, including firearms.
Applies to all weapons, including firearms on CWI-owned or controlled properties, in College vehicles, and during CWI sponsored activities or events.
Concealed: A concealed weapon is one that is carried upon one’s person and is not a plain view or discernable by ordinary observation.
CWI owned or controlled properties: All College-owned, leased, or operated properties and surrounding areas such as sidewalks, driveways, and parking lots. This policy applies also to College vehicles, regardless of whether they are on College property at the time. Also included are locations where CWI sponsored activities and/or events are held.
Firearms: Any weapon that will, is designed to, or may readily be converted to expel a projectile by the action of an explosive.
Weapons: Any device, instrument, material, or substance used for, or is readily capable of causing death or serious bodily injury, including but not limited to firearms, knives, explosives, conducted energy devices (e.g. tasers and stun guns), or incendiary devices.
A safe and secure environment is fundamental to fulfilling CWI’s educational mission. CWI is committed to maintaining an environment free of violence. This commitment includes restricting recognized hazards from the CWI community that contribute to violence and may result in serious harm. Accordingly, the possession of weapons, including firearms on CWI owned or controlled properties is subject to the guidelines set forth below.
The possession, wearing, carrying, transporting, or use of weapons, including firearms, while upon CWI owned or controlled properties, in CWI vehicles, and during CWI sponsored activities or events is strictly prohibited, except for authorized law enforcement officers, and persons exempt under Idaho State law. “Persons exempt under Idaho State law” means any person licensed to carry a concealed weapon under Idaho Code §§ 18‐3302H or with an Enhanced Concealed Carry License under Idaho Code 18‐3302K.
Individual Exceptions: Prior specific written permission from the Executive Director of the Facilities, Planning & Management Department to bring any weapon on campus may be obtained for certain activities or legitimate purposes, e.g., class projects or demonstrations, displays of antique firearms, or art objects.
Program Exceptions:
CWI may conduct weapons screening to enforce this policy. Campus security will determine the appropriate security screening procedures to be used on a case‐by‐case basis for events on campus. Screening procedures may include but are not limited to visual inspection, the use of magnetometer devices (including wands and walkthrough metal detectors), bag size and type limitations, and bag inspections. Discovery of a weapon, except where permitted above, during screening procedures will be a violation of this policy, will result in denial of admittance to the event or facility, and may require a law enforcement assessment of the situation.
Any violation of this policy poses a serious risk to the safety of the CWI community. Violations may result in:
To provide for the establishment of operational procedures, which promote safety and security on premises owned or controlled by CWI.
Applies to all CWI students, staff, faculty and visitors.
CWI is committed to providing a safe work and learning environment free from crime, violence, or threats of violence. All employees and students of CWI have the right to learn, study, and work in an environment free of disruptive, hostile, or violent behavior. In order for CWI to achieve this goal, it is necessary to establish policies that reflect the nature of a campus community. To accomplish this requires the participation of all members of the campus community. Campus Security officials, students, faculty, and staff shall work together to mitigate the consequences of targeted violence, crime, natural disasters, and other hazards. Planning and preparing to promptly and deliberately respond to these types of situations is crucial to a safe and secure campus.
CWI Campus Safety and Security has the responsibility of publishing specifications delineating individual and departmental responsibilities in maintaining a safe learning and working environment. A Link to these specifications can be found below.
CWI provides open access to campus buildings during posted building hours for students, staff, faculty, and authorized visitors. After-hours access is limited to staff and faculty in designated, pre-approved areas. After hours student access is permitted only with Campus Security approval. Building/area access is accomplished by means of an Identification/Access card or key issuance.
The physical security of the CWI campuses is maintained by means of a number of factors:
Reports of all security related incidents of actual or attempted criminal behavior, violence, threats, or any other suspicious circumstances should be immediately reported to Campus Security at (208) 562-3333. Life threatening situations should be immediately reported to 9-1-1.
CWI has adopted the Run, Hide, Fight protocol for responding to active shooter incidents. This protocol and response procedures are outlined in the Campus Safety & Security.
Various crime prevention services and related guidance are offered by the Campus Safety and Security organization. These are outlined in the Campus Safety and Security webpage linked above.
JEANNE CLERY DISCLOSURE OF CAMPUS SECURITY POLICY AND CRIME STATISTICS ACT
This federal regulation requires CWI to report on criminal activity on or near campus, describe its security practices, advise the campus community of incidents that would affect its health and safety, and publish an Annual Security Report. The CWI Clery Compliance Program is described in detail in one of the Specifications linked below.
Campus Safety and Security publishes and distributes an Emergency Handbook to all office locations and campus bulletin boards. It serves as a quick reference for efficient action during an emergency event and to assist students, staff, faculty, and visitors in responding to and managing these events. The Handbook is a multi-hazard guide covering the most likely emergency incidents that could occur on campus.
CWI will not tolerate any form of violence in the workplace including verbal or physical threats, intentional physical contact for the purpose of causing harm, or menacing, intimidating or other behavior intended to frighten, coerce, or threaten another individual or individuals in the workplace, on CWI campuses or other CWI controlled sites.
In the event of imminent or actual violence, a person should take necessary precautions to ensure personal safety and the safety of others and call 9-1-1 and/or Campus Security.
An employee who is the subject of or aware of possible workplace violence should immediately report this information to Campus Security, Human Resources, his or her supervisor, or any member of CWI’s management team. Human Resources must notify (i) the Office of the Assistant Vice President, Enrollment & Student Services when an allegation of violence is made against a student or (ii) CWI’s Title IX Coordinator when the allegation of violence involves sexual harassment, domestic violence, dating violence, sexual violence, or stalking.
Reported allegations of violence will be kept confidential except to the extent disclosure is necessary during the investigation process and/or subsequent proceedings or required by law.
Retaliation is prohibited against any person who, in good faith, reports concerns or incidents of violence or who participates in an investigation of incidents or threats of violence.
A threat identified under this policy should lead to remedial or disciplinary action, as appropriate, which may include counseling, suspension, expulsion, or dismissal. Individuals in violation of this policy may be excluded from campus in order to prevent a recurrence or escalation of the violent behavior.
CWI has established a Threat Assessment Team to formalize the process by which CWI addresses real and potential threats to CWI students, employees, and property.
CWI is committed to promoting and maintaining an environment where students, faculty and staff participate in the educational process without compromising the health, safety or welfare of themselves or others. As part of this commitment to a safe campus and workplace, CWI has created a Threat Assessment Team. The Threat Assessment Team may work with appropriate campus departments, law enforcement and mental health agencies to expedite threat assessment and intervention. The Threat Assessment Team also will develop comprehensive fact-based assessments of students, employees or other individuals who may present a threat to CWI.
The Threat Assessment Team’s mission, charter, and protocol is described in more detail in one of the Specifications linked below.
To establish authority in determining the use of space on CWI property or within CWI owned or lease facilities, and to provide for effective and efficient utilization of CWI’s space resources.
Applies to all CWI owned or leased facilities and property.
Campus Facility - is any indoor or outdoor space, which is operated, managed, and maintained by CWI staff. Campus facilities are not just limited to rooms; they can also be industry-modeled areas designed for hands-on training.
Utilization - refers to how a campus facility is being used and by whom.
Event - is any activity, occasion, reception, performance, special meal, conference, training, meeting, or any combination thereof that does not appear in a published class schedule. Appointments are excluded. All events, activities, and meetings (excluding classes) must be scheduled using the Event Request Process which is accessed online.
Space Utilization - the action of making practical and effective use of all CWI space.
Camping - the unauthorized use of CWI property as a temporary place of dwelling, lodging or living accommodation.
The Facilities Planning and Management Department (FPM) has authority over all CWI physical/campus space. Campus facilities and property exist to serve primarily the educational mission of the college. Activities occurring in a campus facility or on campus property must be an appropriate use of that space at all times.
The purpose of this policy is to provide for the effective and efficient use of CWI’s space resources resulting in (i) a quality learning and working environment for students, faculty and staff; (ii) effective management of space to meet the strategic vision and mission of the College; and (iii) the cost effective utilization of space. In addition, this policy provides a framework for the regular review of CWI’s space needs and use of its physical assets and a basis for the procedures to be followed in relation to the assignment of space and the relocation of staff. All space at CWI belongs to the College. CWI will allocate and assign space to best support and further CWI’s academic mission and priorities. The President shall designate an individual to serve as a monitor for the purpose of overseeing all space, whether leased or owned, at CWI. The President’s designee shall assure compliance with state and federal laws.
To provide guidelines regarding energy and water conservation which promote environmental stewardship while striving to achieve a comfortable environment for occupants.
Applies to all of ĢƵ (CWI)’s facilities and property.
Sustainability: Development that meets the needs of the present without compromising the ability for future generations to meet their own needs.
Renewable sources: Energy resources that are naturally replaced or replenished, e.g. solar, wind, biomass, hydroelectric, geothermal, etc.
Non-renewable sources: Energy resources that are not naturally replaced or regenerated within a reasonable amount of time compared to its rate of consumption, e.g. oil, coal, and natural gas.
It is CWI’s goal to develop sustainable practices and to promote stewardship of the environment. To achieve those goals the College will: (i) encourage energy and water conservation programs; (ii) strive to reduce the use of non-renewable resources; (iii) promote usage of renewable resources; and (iv) reduce greenhouse gas emissions from campus-based activities.
Implement energy efficient features and practices campus-wide to significantly reduce power consumption.
Whenever possible, CWI will implement and influence practices that promote building efficiencies.
Whenever possible, CWI will implement practices and programs to promote water conservation.
Whenever possible, CWI will implement systems, practices and programs that create reductions in electrical demand.
The College will adopt principles and best practices to help reduce the environmental impacts of its waste.
To establish guidelines and procedures for CWI ground transportation.
Applies to all ground transportation on and off campus utilized by all units within the College.
CWI has established this policy to provide innovative ground transportation solutions that serve and support the College and establish operational procedures and guidelines governing transportation for College-related activities. CWI encourages students, faculty, and staff to travel to, from, and within the campus by some form of alternative transportation, to reduce traffic congestion, limit the need for automobile parking, and preserve the environment.
The policy covers:
Inform the Business Office of any changes to the CWI Fleet managed by the department and file appropriate forms as required for:
To ensure appropriate insurance coverage is obtained for CWI Fleet vehicles, it is essential that Risk Management is provided all current vehicle information by the department to which the vehicle is assigned.
All CWI faculty and staff are responsible for ensuring they are in compliance with the CWI Fleet Vehicle and Rental Vehicle Use Program for CWI owned or leased Fleet vehicles and rental vehicles rented in the name of CWI utilizing the current “State” contract. Each department is responsible for all costs associated with the maintenance, operation, and repair of vehicles assigned to them, including the cost of fuel. The department is also responsible for Emissions Testing and any other “Annual” inspections required for registration of the vehicle or trailer. Authorized Drivers must be trained and qualified prior to operating vehicles or equipment.
If departments find it necessary to rent vehicles on a short-term basis from a rental agency, the vehicle should be rented in the name of CWI utilizing the current “State” contract. Authorization to drive a rental vehicle utilizing the current “State” contract is restricted to faculty and staff conducting official business of the College.
When a CWI employee is using his/her personal vehicle for official CWI business, the employee's personal auto insurance provides primary coverage. CWI's auto insurance provides excess coverage only for liability. Physical damage to an employee's personal vehicle that occurs while the vehicle is being used for CWI business is not covered by CWI’s auto insurance.
All CWI owned or leased Fleet vehicles and rental vehicles rented in the name of CWI utilizing the current “State” contract must be operated in accordance with all federal, state, and local laws and the CWI Fleet Vehicle and Rental Vehicle Use Program. Failure to comply with any federal, state, and local laws or the CWI Fleet Vehicle and Rental Vehicle Use Program will be grounds for disciplinary action up to and including termination.
No person, while operating a vehicle on the campuses of CWI, will operate said vehicle at a speed greater than is reasonable and prudent under the current conditions, taking into account any actual and potential hazards. Consistent with the foregoing, every person will drive at a safe and appropriate speed when special hazards exist with respect to pedestrians or other traffic or by reason of weather or roadway conditions.
The speed limit on the campuses of CWI as hereinafter authorized will be a maximum of fifteen (15) miles per hour unless otherwise posted. No person will drive a vehicle at a speed in excess of the maximum limit. Failure to comply with maximum and safe limits will result in a citation by law enforcement personnel or revocation of campus driving privileges.
All CWI employees assigned duties that require operation of CWI Fleet vehicles or rental vehicles utilizing the current “State” contract are required to submit to a background and driving record check to ensure that drivers are in compliance with the Authorized Driver Requirement and Guidelines defined herein. Negative findings on background and driving record checks, which affect an employee’s ability to perform his/her defined duties, will be grounds for disciplinary action up to and including termination.
The following accident procedure information should be placed in the glove compartment of all CWI owned or leased Fleet vehicles. Contact Risk Management for a copy of the accident procedures.
The following criteria will be used to determine an employee’s eligibility to operate a vehicle for the purpose of conducting CWI business:
No person, other than an "Authorized Driver," may operate any CWI Fleet vehicle or rental vehicle rented in the name of CWI utilizing the current “State” contract.
Authorization to drive a CWI Fleet vehicle or rental vehicle rented in the name of CWI utilizing the current “State” contract is restricted to faculty and staff conducting official business for the College. Use is limited to accomplishing academic, research, and/or administrative responsibilities.
There are two categories of Authorized Driver(s):
Compliance with all federal, state, and local laws and the CWI Fleet Vehicle and Rental Vehicle Use Program is required for any driver to be authorized to use a CWI Fleet vehicle or rental vehicle rented in the name of CWI utilizing the current “State” contract.
CWI, in partnership with Valley Regional Transit (VRT), offers complimentary transportation for employees and students with a valid CWI identification card and sticker on any fixed routes serviced by VRT. In addition, VRT provides shuttle service for CWI Nampa locations. The interconnecting shuttle connects CWI Nampa Campus buildings including the Academic Building (NCAB), Aspen Classroom Building (NASP), Administration Building (NADM), Multipurpose Building (NCMP), Micron Education Center (NMEC), and the Canyon County Center (CYNC).
To establish authority and process in determining and communicating a campus closure or delay in opening due to natural or human caused emergencies including but not limited to, inclement weather, utility failure, fire, floods, threat, or other forced evacuations. CWI's primary goal is to maintain a safe environment for our students, faculty, and staff, while preserving access to the college's services. Our predisposition is to remain open and operate normally whenever possible.
Applies to all CWI campuses.
Campus: All CWI locations, including classes and office operations.
Closure: Shut-down of all operations of the College at a specific location or the entire CWI Campus. A Closure may include a delay in opening operations. Closures or delays will apply to all students, faculty, and staff at the college.
Emergency: An event that is significantly impacting the safety of the College, its personnel, and students.
Incident Command Team: Vice President, Strategy & Operations, Provost & VP of Academic Affairs, and, Executive Director, Facilities Planning and Management.
Crisis Communication Team: Provost & VP of Academic Affairs, Executive Director, Facilities Planning and Management, Executive Director Communications & Marketing, VP Strategy & Operations, Director, Safety and Security, and Security Administrator.
The Incident Command Team has the authority to close or delay opening college campuses, operations and/or support offices in cases of emergency, to determine the duration of the Closure and to declare when the Closure has terminated. The Emergency Notification, Timely Warning, and CWI Alert Procedure and all appropriate communication channels will be used to inform the campus community of a closure or delay. The Crisis Communication Team will be responsible for informing the campus community, media, and any external audiences as deemed appropriate. This team will also provide updates as directed by the Incident Command Team. Announcements will be made as early as possible once a determination has been made.
To provide guidelines for the use of CWI’s facilities and property by faculty, staff, students, the community and external organizations.
Applies to all CWI owned and/or controlled facilities and property and to all users of such facilities and property.
As a public institution, CWI’s facilities and property may be available for use by its faculty, staff, students, the community, and external organizations subject to the guidelines set forth below and other applicable CWI policies, including but not limited to CWI’s Campus Speech Policy, it’s Employee and Student Political Activity Policies, and it’s Commercial Solicitation Policy.
The President shall establish procedures regarding use of CWI property, including but not limited to facilities, equipment, and supplies by faculty, staff, students, and outside persons or organizations. These procedures shall include reasonable regulations regarding time, place, and manner of such use. Public access should not interfere with scheduled instructional programs or other CWI activities. Fees as authorized by law may be charged.
No group which discriminates on the base of race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability, or any other basis protected by federal, state, or local law may use CWI facilities or property.
As a tax supported community college, the primary missions of education and community service will have first priority in the use of facilities on campus. CWI facilities are available for rental or for community (external) use only where such use will not conflict with scheduled CWI classes or activities.
The CWI Scheduling Office (scheduling@cwi.edu) is the point of contact for internal and external individuals or groups wishing to schedule use of any CWI room or facility.
Requests to reserve space are initiated by creating an event in 25Live (internal users) or completing a Facility/Event Request Form on the CWI website. Users provide details regarding their event (date, time, location, resources, etc) and submit the request. The request is needed in order to assign the space to the event and to provide details to service providers regarding resources (AV or IT needs, room setup, etc) that may be required for the event.
CWI-sponsored events which are scheduled or requested by CWI faculty or staff and are planned primarily to benefit members of the CWI community are considered internal requests. These requests include division or department meetings, activities, events, etc. There are no facility rental fees for internal requests, but other charges may apply to offset costs associated with the event, e.g., after-hours security.
Student-sponsored events are events carried out by officially recognized student clubs or organizations. Student events should be coordinated through the Office of Student Life in addition to completion of an event request in 25Live.
There are no facility rental fees for officially sanctioned student events, but charges may apply depending on the resources requested.
CWI-sponsored events which are scheduled or requested by CWI faculty or staff and are planned primarily to benefit members of the CWI community are considered internal requests. These requests include division or department meetings, activities, events, etc. There are no facility rental fees for internal requests, but other charges may apply to offset costs associated with the event, e.g., after-hours security.
Student-sponsored events are events carried out by officially recognized student clubs or organizations. Student events should be coordinated through the Office of Student Life in addition to completion of an event request in 25Live.
There are no facility rental fees for officially sanctioned student events, but charges may apply depending on the resources requested.
CWI welcomes the use of its space by members of the public or community organizations as long as the organization's stated purpose does not conflict with the primary mission of CWI or interfere with scheduled instructional programs or other CWI activities.
Facilities at CWI are available for use by members of the public or community organizations for fees established by CWI, provided the Facilities User Criteria and the following conditions are met:
For activities closely related to a CWI employee's professional duties, for instance an employee holds a national, state, or regional office of a professional organization, the President may authorize use of campus space for the activity. Employees associated with these organizations may schedule CWI facilities that fall within CWI’s mission. These requests will be subject to procedures for external requests for facility use.
Requests for the use of CWI facilities may be granted if the proposed use for the facility meets the following criteria:
CWI reserves the right to consider additional factors not identified above when evaluating facility use requests to the extent such additional factors are also consistent with CWI policies and procedures and with federal, state, and local law. CWI reserves the right to deny any and all requests if in the college’s sole discretion deems the request to not be compatible with and in the best interest of the college.
Violations of this policy may result in rescheduling, redirection, relocation, fines, additional cleanup and security costs, exclusion from CWI facilities and property, or denial of future facility-use requests.
Failure to enforce this policy in one instance does not waive CWI’s right to enforce it in any other instance.
To provide for the protection of CWI’s property and assets, information systems and financial resources.
Applies to all CWI property, assets and information systems and to all CWI employees and students.
CWI is committed to the protection of its property and assets, information systems and financial resources. In furtherance of this commitment, this policy outlines CWI’s general approach to risk management. More specific responsibilities and programs related to occupational safety, data management, campus safety and intellectual property are described in other CWI policies.
The President shall establish procedures necessary to manage, control, and protect the assets of CWI. These procedures shall include, but may not be limited to, ensuring sufficient security to protect property, equipment and information from theft, loss or significant damage.
Managers and supervisors also have responsibility for the identification and analysis of potential risks to CWI’s facilities, information management systems and other assets within their administrative units. They shall assign a high priority to the reduction of risk in the development of plans, operations and budgets. They shall also ensure compliance with safety and loss control regulations and programs to the extent enabled by their authority and resources.
Employees and students shall conduct their campus activities in a manner that will minimize risk to themselves and others and will protect CWI facilities, information and financial resources.
CWI’s Risk Management office, the Facilities Planning and Management Department and the IT Department shall have authority to develop and implement risk management safety and loss control programs as necessary to protect CWI’s assets, property, equipment, information and financial resources.
To establish a College policy for office space allocation.
Applies to all decision making in the allocation of College office space.
Office space: Space that includes offices, office service spaces, and conference rooms specifically assigned to support the Colleges academic, administrative, and service functions.
Office: A space housing faculty, staff, or students working at one or more desks, tables, or workstations configured as a private office, shared office, or open office with or without cubicles.
· Shared office: An enclosed work space for two or three people.
· Open office: An open work space for more than three people with or without cubicles.
· Cubicle: A semi-enclosed work space for one person within an open office.
Office Service Spaces: A space that directly serves an office or group of offices as an extension of the activities in those spaces. Office service spaces are not open to the public and include, but are not limited to, file rooms, break rooms/kitchenettes serving office areas, copy/fax rooms, vaults, closets, private restrooms, records rooms, department mail rooms, office supply rooms, first aid rooms, student counseling rooms and testing rooms, and open and private circulation areas.
Conference Room: A space serving one or more units and used primarily for staff meetings and unit activities. A conference space is typically equipped with tables, chairs, audio video equipment, used by specific organizational units for activities other than scheduled classes.
Allocation of office space for the College, whether owned or leased, is to be managed by the Facilities Planning and Management Department (FPM). Requests will be coordinated with potential users by FPM and are to be approved by the Vice President of Operations. Office moves within a division do not require additional approval.
FPM is responsible for implementation and enforcement of this policy— specifically, to ensure coordination and appropriate use of office space.
Space is a limited College resource and, consequently, it must be managed responsibly and in a way that promotes the advancement of the College’s mission and alignment with its strategic priorities. Flexibility needs to be maintained by all in order to address changes in function, curricula, programs and technologies. Accordingly, a comprehensive framework for assignment and management of office space has been established to achieve best utilization and respond to current and emerging needs.
This document provides general guidelines for the allocation of office space to the units within all the divisions on campus.
To establish the organizational framework of the CWI Emergency Management Program.
To establish roles and responsibilities for emergency management and business continuity activities.
To provide management and coordination of prevention/mitigation, preparedness, response, and recovery activities for all hazards.
This policy applies to all members of the CWI community with a particular focus on Administrative Units that have specific responsibilities identified in the College’s Emergency Operations Plan, Continuity of Operations Plan, Communication Plan, and/or business units that support essential functions.
Administrative Units: Any department, office, division, or other administrative component of the College.
Communicable Disease: An infectious disease that is spread from person to person.
Continuity of Operations: Capability to continue essential program functions and to preserve essential processes and functions, positions, lines of succession, applications and records, communications, and facilities across a broad range of potential emergencies.
Emergency: Any incident, human caused, natural or technological that requires responsive action to protect life, health, property, and/or the environment.
Emergency Operations Plan: A plan to address the process by which life safety concerns during multi-hazard emergency situations are resolved.
Essential Functions: Functions or services provided that if interrupted or unavailable for several business days would significantly jeopardize the College’s ability to serve its students and the campus community.
FERPA: The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.
Mitigation: Sustained actions taken to minimize risk/loss to people and property from hazards and their effects.
National Incident Management System (NIMS): NIMS is a comprehensive, national approach to incident management that is applicable at all jurisdictional levels and across functional disciplines.
Preparedness: Preparedness involves all the actions required to establish and sustain the level of capability necessary to execute a wide range of incident management operations. Preparedness is implemented through a continuous cycle of planning, training, and equipping, exercising, and evaluating, and taking action to correct and mitigate.
Prevention: Actions taken to avoid or stop a threatened or actual emergency situation.
Recovery: The development, execution, and coordination of service and site restoration plans. The reconstitution of the College operations and services. Evaluation of the incident to identify lessons learned, post incident reporting, and development of initiatives to prevent or mitigate the effects of future incidents.
Response: Immediate actions to save lives, protect property and the environment, and to meet basic human needs. Response also includes the execution of emergency plans and actions to support short-term recovery.
CWI is committed to maintaining a safe, healthy, and orderly campus. Specifically, CWI is committed to:
• Protecting the well-being of students, employees, and the public.
• Providing an atmosphere that serves the College’s mission.
• Safeguarding College property, equipment, and facilities.
• Minimizing the impact of emergencies and maximizing the effectiveness of the campus community in preventing, preparing for, responding to, and recovering from emergencies.
• Integrating all phases of emergency management into a comprehensive program: prevention/mitigation, preparedness, response, and recovery.
• Aligning its Emergency Management program with the principles of the National Incident Management System (NIMS).
Board of Trustees:
• Delegate to the College President the authority to take emergency action(s) to protect the campus community.
• Authorize measures taken by the College to prevent the spread of communicable disease, including temporary closure of any College buildings.
• Formally declare a campus emergency for the purpose of emergency purchases.
College President (or Designee):
• Actively support the implementation of this policy and associated implementing documentation.
• Shall commit necessary College resources before, during, and after an emergency.
• Shall initiate/activate the Emergency Operations Plan as appropriate to the specific emergency.
• Shall take actions deemed appropriate to protect the campus community in the face of an epidemic of communicable disease, subject to Board of Trustees ratification.
• Shall provide strategic direction during the response and recovery phases of an emergency.
• Shall provide appropriate information to the Board of Trustees regarding campus emergencies.
Safety and Security/Risk Management Team:
• Shall revise or amend this policy as required.
• Will publish specifications implementing the provisions of this policy including the Emergency Operations Plan, Continuity of Operations Plan, Emergency Handbook and Communications Plan.
Incident Command Team:
• Shall direct, coordinate, and provide the necessary support for emergency response activities.
• Shall complete specified FEMA and other emergency management training; participate in exercises and drills.
College Administrative Units:
• Shall comply with the provisions of this policy and implement all specifications.
o Fully participate with the aspects of the Emergency Operations Plan that pertain to their units.
• Shall actively participate in the initial Continuity of Operations planning for their respective business areas and ensure that their planning remains current.
• Shall comply with the Health and Safety Emergency provisions under FERPA. See link below to Policy STU 090 – Student Records and Confidentiality.
College Community:
• Shall be familiar with and practice emergency prevention/response principles and practices such as those outlined in the CWI Emergency Handbook.
• Shall update the CWI Alert System with current reception methods and contact numbers.
To establish guidelines for implementing measures to prevent, manage, and mitigate the spread of communicable disease affecting the ĢƵ community.
Applies to all CWI students, staff, faculty, and visitors.
Communicable Disease: An infectious disease that is spread from person to person. Examples of Communicable Diseases covered by this policy include:
Communicable Disease Threat: A significant threat to the health to the College Community, including epidemic or pandemic, as identified by Public Health Officials.
Communicable Disease Response: Measures taken to prevent, manage, and mitigate a Communicable Disease Threat, which require Board approval or ratification, including but not limited to:
Communicable Disease Response Team: A committee of CWI administrators responsible for directing, coordinating, and providing necessary support in response to a Communicable Disease Threat. At a minimum, the Communicable Disease Response Team will include members of President Cabinet, Executive Operations Team, the Director of Safety and Security, and any other individual whose background and experience will assist in designing and implementing appropriate Communicable Disease Response(s). The designated title of this team and its members may vary depending on the nature of the Communicable Disease Threat.
Public Health Officials: Local, regional, state, and national or federal health departments and agencies, including Central District Health, Southwest District Health, the Centers for Disease Control and Prevention (CDC), and the U.S. Department of Health and Human Services.
CWI is committed to providing a safe working and learning environment for all members of the College community by preventing, managing, and mitigating, to the extent possible, the spread of Communicable Disease. This Policy recognizes the Board of Trustees’ authority to approve certain measures to prevent the spread of Communicable Disease pursuant to Idaho Code while delegating to CWI administration the authority to take emergency action(s) in response to a Communicable Disease Threat. The Board shall ratify such emergency action(s) where appropriate and shall recognize that the response to the dangers posed by the Communicable Disease must be based on the information immediately available to on-site campus administrators, working in conjunction with and at the direction of Public Health Officials.
The authority and responsibilities for responding to a Communicable Disease Threat shall be as follows.
Students, faculty, staff, and campus visitors must adhere to the following health and safety measures:
Failure to adhere to the foregoing health and safety measures may result in the following:
Idaho Code § 33-2145. PROCEDURES TO PREVENT THE SPREAD OF INFECTIOUS DISEASE.
To provide guidance for a safe and efficient response to catastrophic events that affect the ĢƵ’s faculty, staff and students and to ensure continuity of operations.
This policy applies to all ĢƵ’s students, faculty, and staff.
Catastrophic Event: A natural or man-made incident, which results in substantial damage or loss requiring major financial resources to repair or recover (i.e., fire, tornado, flood, pandemic, or other disaster).
Continuity of Operations Plan (COOP): An effort within individual organizations to ensure that essential functions continue to be performed during a disruption of normal operations.
Emergency and continuity of operations planning is a crucial function for the ĢƵ (CWI). CWI will mitigate the impact of operational disruptions to its campus community by implementing policies, procedures, and capabilities that provide continuity of operations should a catastrophic event occur.
CWI maintains and adheres to specific policies and procedures regarding crises, catastrophic events, and program discontinuances in order to minimize the length of time students’ educational activities are disrupted and minimize the length of time that students, faculty, and staff are displaced.
CWI utilizes highly accessible, cloud-based educational technologies minimizing the likelihood of interruptions in the unlikely event campus facilities are not accessible. In addition, IT 080 – Information Privacy and Data Security policy ensures that systems are protected from vulnerabilities, are adequately secured, and backed up to prevent record destruction and/or data loss.
The following CWI resources are intended to help mitigate the impact of a catastrophic event on college operations:
• Permanent Academic Records Policies (Privacy Rights of Student Academic Records – CWI Catalog. Transcripts – CWI Catalog) provide guidance for ensuring the integrity, confidentiality and security of all documents and records created, received, or maintained in the course of college academic activity.
• Through the use of cloud-based technologies, in the event CWI campus facilities are not available and/or CWI closure, CWI transcripts can be provided off-site in an electronic format through a partnership with the National Student Clearinghouse.
• CWI’s Refund Policy (Tuition and Fees Refunds – CWI Catalog) provides guidance for ensuring financial refunds are processed in a timely manner consistent with CWI policy and applicable federal, state, and with the Northwest Commission on Colleges and Universities (NWCCU) accreditation requirements. The President's Cabinet maintains the authority to enact additional refund measures due to a catastrophic event and associated extenuating circumstances.
• The CWI Emergency Handbook provides detailed emergency procedures for CWI faculty, staff, students, and visitors to ensure safety and protection of property during fire, severe weather, loss of utilities, and other emergencies. CWI also adheres to Emergency Notification Procedures.
In the unlikely instance due to a catastrophic event CWI is unable to deliver the instruction for which students have registered, CWI commits to one or more of the following courses of action, depending on the situation and on each individual student’s needs:
• Provide a reasonable instruction delivery alternative and/or services for which students have paid (example: online instruction delivery replaces in-person instruction delivery)
• Provide assistance in the transfer of credits to other institution(s) or determine an alternative program path at CWI.
• Provide a financial refund to the extent no alternative instructional delivery option, course or program that meet the Curriculum Guide Learning Outcomes, and/or services are available.
Should a discontinuance occur, Administration will notify students and provide available options. In accordance with institutional accreditation requirements, a teach-out plan will be submitted to the Northwest Commission on Colleges and Universities (NWCCU) prior to its implementation.
To provide guidelines for the posting of materials and the use of campus bulletin boards.
Applies to all CWI owned or leased facilities and property.
Bulletin Board: A permanent display board which has been installed by the College for the temporary posting of notices and advertisements, as well as the dissemination of information to the CWI Community. These boards are generally located in common areas and outside of classroom and lab space.
Designated Bulletin Board: A permanent display board which has been designated by Facilities Planning and Management (FPM) for the exclusive use of, and maintenance by, a single department or program.
Posting: A temporary physical document of any size, created to convey information, which is affixed to a bulletin board, wall, window, or other surface, or intentionally left on furniture or other surfaces.
The College has placed bulletin boards at various locations throughout campus buildings in order to facilitate the dissemination of information to the campus community. These boards are not intended for individual or private use, or for the dissemination of information by the general public. Posting on bulletin boards is not permitted without prior authorization.
Student Organizations and College Departments may submit postings for review and posting. Review will consist of determining (1) whether the posting is submitted by an organization or College Department (2) whether the posting is consistent with the CWI Brand Guidelines when the CWI Logo is used; and (3) whether the posting provides information regarding CWI programs or services or services otherwise beneficial to the CWI community. As minor students are regularly present on all CWI campuses, postings featuring nudity, alcohol or drugs, language inappropriate for public broadcast, or other similar themes will not be posted.
CWI community partners will also be permitted to submit postings for approval when the posting describes a benefit specifically to members of the CWI community (i.e. a low-cost health clinic by a local medical center), is promoting a service provided by an educational entity (i.e. a scholarship opportunity or study abroad facilitator), a national, state, or local government entity (i.e. City of Nampa, or Central District Health Dept.), or a non-profit or charitable organization promoting a service to members of the CWI community (i.e. Idaho Food Bank, Boys & Girls Clubs).
Postings may be submitted by sending them via an on-line Request portal, by e-mail to Campus Posting (posting@cwi.edu) or by delivering them to Student Affairs in the Willow C building on the Nampa Campus (NCWC) either in person or via campus mail. Postings advertising events occurring the week they are submitted will generally not be posted. All approved postings will be marked with an approved stamp which will indicate a “take-down” date of the day after an event is concluded. Flyers for repeating events, such as monthly meetings, or promoting general departments, programs, or services will be posted for the period requested by the submitter, or until the end of the current semester, whichever is sooner. Facilities Planning & Management (FPM) staff will post all flyers and remove outdated ones at least once per week.
FPM may designate some boards for exclusive use by a department or program. This request must be made by the appropriate EOT member to FPM. In considering such requests, FPM will take into account the proximity of the board to the requesting program or department’s physical location, the location of the board in relation to student and campus visitor traffic, the total number of available Bulletin Boards near the requested board and throughout the building. Designated Bulletin Boards will be reassessed periodically to ensure optimal use of Bulletin Boards.
Postings are not permitted on any other surface, including walls, windows, dry-erase boards, tables, or other surfaces. Disciplinary or legal action may be taken for repeated violations of this policy.
This policy does not apply to postings related to the operation or safety of facilities, the posting of legally mandated postings, the posting of emergency information, or the posting of appropriate personal material by employees in their designated workspaces.
CWI reserves the right to remove any and all materials posted in violation of this policy and accepts no responsibility for loss or damage to materials so removed. Any cost associated with damage to CWI facilities will be the responsibility of the organization/individual responsible for posting materials in violation of this policy.
Exceptions to the posting policy for large-scale or special events, or other similar situations, can be made the by e-mailing a description of the request to posting@cwi.edu.
ĢƵ (CWI) is committed to the safety and well-being of all members of the campus community. The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act) requires colleges and universities to inform campus communities, and prospective members of those communities, of crimes that occurred on campus that necessitate caution on their part. The Clery Act also requires colleges and universities to produce and disclose security policies as well as crime statistics. This policy provides guidance to maximize the College's in complying with these requirements and to demonstrate its commitment to campus safety and security.
This policy applies to all CWI campuses and property owned or controlled by CWI, public property reasonably contiguous to the college (e.g., sidewalks, streets, public parking locations) where staff, faculty, or students would consider it to be part of our campus and places of repeated use for school sponsored trips.
This policy applies to all faculty, staff, and students.
Annual Security Report (ASR): The Clery Act requires a yearly report by colleges and universities to disclose policy crime statistics for incidents which occur on specifically defined areas: on-campus, on unobstructed public areas immediately adjacent to the campus, and on non-campus properties owned and or controlled by the institution. Colleges and universities must publish security-related policy requirements. It also requires publishing their Clery Act crime log for institutions that have a campus police or security department.
Clery Compliance Officer (CCO): The Director of Safety and Security is the CCO for the ĢƵ. The CCO works collaboratively with various offices at CWI to ensure the institution’s compliance with the Clery Act and associated regulations. This individual is also responsible for publishing the Annual Security Report (ASR).
Campus Security Authorities (CSAs): A specific term that encompasses four groups of individuals and organizations associated with an institution.
CSAs are required to immediately notify the Department of Safety and Security of any crimes reported to them via the Crime Reporting Form (link below).
Every year, the CCO will prepare and publish the ASR by October 1st to the Campus Safety and Security website. The full text of the ASR is located on the CWI Annual Security Report website or is available in hard copy at the CWI Safety and Security Office.
The ASR is prepared in cooperation with the local law enforcement agencies serving each of the ĢƵ’s campuses, CWI’s Department of Safety and Security, and CWI’s Office of the Dean of Students. Each entity provides updated information on their educational efforts and programs to comply with the Clery Act.
When published, the ASR is distributed to all currently enrolled students and current employees via email notifying them of availability of the ASR, along with a list and brief description of the information contained in the ASR including a URL link to the exact address of the website at which the ASR is posted.
The ASR is available to all prospective and current students and employees, as well as any member of the public on the website or upon request.
The ASR must include, at a minimum:
Statistics for the ASR are gathered based on reports provided to Campus Safety and Security, Campus Security Authorities (CSAs), and law enforcement agencies in jurisdictions where the ĢƵ owns, leases, or controls property, or those with jurisdiction on adjacent property. The CCO requests, gathers, and reports the College’s crime statistics from CSAs and other sources as defined in the Clery Act.
The following individuals are considered CSAs and must assist with the CWI’s Clery Act compliance:
Responsibilities
Campus Safety and Security maintains a log of reported criminal incidents available upon request. The crime log contains the nature, date, time, general location of each crime, and disposition of the complaint, if known. A 60-day log is available at Campus Safety and Security and on the CWI Campus Safety and Security Reports website. A log of reported criminal incidents older that sixty (60) days is available at Campus Safety and Security upon request within two (2) college business days.
The records included in the ASR will be retained for seven (7) years from the latest publication of the ASR to which they apply. Support records will also be retained. All documentation should be dated. These records include, but are not limited to:
Provost and VP of Academic Affairs
General Counsel
Dean of Students/Student Affairs/Conduct/Title IX
Executive Director of Facilities, Planning and Management
Executive Director, Human Resources
Executive Director, Institutional Effectiveness
Executive Director, Communications and Marketing
Director, Safety and Security
Security Administrator
To identify the criteria and process for naming CWI Facilities and Programs.
Applies to all CWI Facilities and Programs.
Building: Refers to any stand-alone physical structure that contains internal spaces and rooms.
Location: Refers to campus locations, i.e., Nampa Campus, Boise Campus, Canyon County Campus, etc.
Spaces: Refers to exterior spaces, including gardens, streets, athletic fields/courts/arenas, or other physical improvements or natural features of the campus, as well as interior rooms, classrooms, laboratories, lobbies, hallways, and all other areas located within buildings or structures.
Program: Refers to an administrative unit, school, department, center, institute, or other non-physical function of the College.
Position: Refers to a position title, including but not limited to Dean, Chair, Professor, and other titles held by faculty and campus officials.
Donor: Refers to a person, including a person’s estate, or entity that is seeking to make a gift to the College.
Honoree: Refers to a person or entity for whom or for which a facility, program, or faculty position is proposed to be named.
The ĢƵ Board of Trustees approves naming rights for all College Buildings and Locations, upon recommendation by the College President. All other naming opportunities will be approved by the President. The Vice President of Advancement may approve named scholarships.
College Buildings, Locations, Spaces, Positions and/or Programs may be named in memory or in honor of individuals, businesses, or organizations that have made significant and lasting contributions to CWI. These contributions may be in the form of distinguished leadership and/or service, or substantial financial support to the College. Individuals currently holding elected or appointed public office or who are currently employed at CWI are not eligible for naming opportunities.
This Policy shall be implemented through the procedures established by the Vice President for Advancement, which shall include procedures to propose an honoree and the criteria for honoree eligibility.
The naming of buildings, locations, spaces, positions, and programs in honor of individuals or organizations is generally expected to last the lifetime of the facility, space, position, or program. However, naming’s in honor of organizations or corporations where the logo is displayed as part of the signage shall not exceed twenty (20) years.
The College may revoke or modify naming recognition if any of the following conditions occur:
If name removal or modification is necessary, the Vice President for Advancement will forward the request for removal to the original approving authority. The donor or honoree shall have a limited right to submit an informal, written appeal regarding the withdrawal of the naming privilege.
If a donor or honoree requests a change to the name of a facility or program, the request will be considered by the original approving authority. Costs will be incurred by the requesting party.
When the President or Board of Trustees approves a naming opportunity, the corresponding donor signage plan should be consistent with the signage policy established for signage throughout the building as well as coordinated with the college signage policy.
To provide a working and learning environment at CWI that is free of unlawful discrimination and harassment.
Applies to all CWI employees, students, contractors, vendors, or visitors and anyone participating in a CWI sponsored activity (collectively referred to as “Members of the CWI Community").
Complainant: An individual who is alleged to be the victim of conduct that could constitute harassment.
Consent: An informed, freely given, and mutually affirmed, understanding, or agreement. If coercion, intimidation, threats, or physical force are used, there is no consent. If a person is mentally or physically incapacitated or impaired so that such person cannot understand the fact, nature, or extent of the sexual situation, there is no consent; this includes impairment or incapacitation due to alcohol or drug consumption or being asleep or unconscious. There is no consent when there is force, express or implied, or use of duress or deception upon the victim. Silence does not imply or constitute consent. Past consent to sexual activities does not imply ongoing future consent. Whether an individual has taken advantage of a position of influence over an alleged victim may be a factor in determining consent.
Dating Violence: Violence committed by a person:
1. Who is or has been in a social relationship of a romantic or intimate nature with the victim; and
2. Where the existence of such a relationship shall be determined based on a consideration of the following factors:
a. The length of the relationship.
b. The type of relationship.
c. The frequency of interaction between the persons involved in the relationship.
Discrimination: Adverse conduct against an individual that is based upon race, color, religion, sex, age, national origin, sexual orientation, gender identity, disability, veteran status, or any other status protected by federal, state, or local law. Such conduct could include action that excludes or denies an individual the benefits of a CWI program, activity, or service, treats the individual differently, or otherwise adversely affects a term or condition of their employment, education, or participation in a CWI program or activity. This includes failing to provide reasonable accommodations, consistent with state and federal law, to qualified individuals with a disability.
Domestic Violence: Includes acts of violence committed by a current or former spouse or intimate partner of the victim, by a person with whom the victim shares a child in common, by a person who is cohabitating with or has cohabitated with the victim as a spouse or intimate partner, by a person similarly situated to a spouse of the victim
under the domestic or family violence laws of the jurisdiction receiving grant monies, or by any other person against an adult or youth victim who is protected from that person’s acts under the domestic or family violence laws of the jurisdiction.
Education Program or Activity: Includes locations, events, or circumstances over which CWI exercises substantial control over both the Respondent and the context in which the sexual harassment occurs, and also includes any building owned or controlled by a student organization that is officially recognized by CWI. In determining whether CWI exercises substantial control, factors such as whether CWI funded, promoted, or sponsored the event or circumstance where the alleged harassment occurred may be considered, but no single factor is determinative.
Formal Complaint: A document filed by a Complainant or signed by the Title IX Coordinator alleging sexual harassment against a Respondent and requesting that CWI investigate the allegations of sexual harassment.
Harassment: Any conduct based upon an individual’s race, color, religion, sex, age, national origin, sexual orientation, gender identity, disability, veteran status, or any other status protected by federal, state, or local law that demeans or shows hostility or aversion toward an individual because of his or her protected class or creates an intimidating, hostile, or offensive environment for academic pursuits, employment, or participation in CWI sponsored activities. Harassing conduct may be in various forms, including name-calling, graphic or written statements (including the use of cell phones or the Internet), or other conduct that may be physically threatening, harmful, or humiliating.
Official with Authority: Individuals who have the authority to institute corrective action on behalf of CWI or who are designated as such by the Title IX Coordinator. CWI Officials with Authority include the following:
• President
• Provost
• Assistant Vice President, Enrollment & Student Services
• Vice President, Human Resources
• Deans
• Executive Director of Human Resources
• All Campus Security Staff
• Title IX Deputy Coordinators, Investigators and Hearing Officers
Respondent: An individual who has been reported and is alleged to be the perpetrator of conduct that could constitute sexual harassment.
Retaliation: Action taken by an accused individual or an action taken by a third party against any person because that person (i) has opposed any practices forbidden under this policy; or (ii) filed a complaint or testified, assisted, or participated in any manner in an investigation or proceeding under this policy. This includes action taken against a bystander who intervened to stop or attempt to stop discrimination or harassment. Retaliation includes intimidating, threatening, coercing, or in any way discriminating against an individual because of the individual’s protected activity. Action is generally deemed retaliatory if it would deter a reasonable person in the same circumstances from opposing practices prohibited by this policy.
Sexual Assault: Any nonconsensual sexual act classified as a forcible or nonforcible offense under the uniform crime reporting system of the Federal Bureau of Investigation, including when the victim lacks capacity to consent.
Sexual Harassment (Title IX): Conduct on the basis of sex that satisfies one or more of the following:
1. An employee of CWI conditioning the provision of an aide, benefit, or service of CWI on an individual’s participation in unwelcome sexual conduct;
2. Unwelcome conduct determined by a reasonable person to be so severe, pervasive, and objectively offensive that it effectively denies a person equal access to CWI’s education program or activities or
3. Sexual assault, dating violence, domestic violence, or stalking.
Sexual Harassment (non-Title IX): Can include unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature when submission to, or rejection of, this conduct explicitly or implicitly affects an individual’s employment, unreasonably interferes with an individual’s work performance, or creates an intimidating, hostile, or offensive work environment. Sexual harassment can involve persons of the same or opposite sex. Consistent with applicable law, including but not limited to Title VII of the Civil Rights Act of 1964 and the Idaho Human Rights Act, this policy prohibits sexual harassment that results in a tangible employment action or sexual harassment that is so frequent or severe that it creates a hostile work environment.
A “tangible employment action” means a significant change to the terms and conditions of employment, including but not limited to, termination, demotion, undesirable reassignment, failure to hire, and failure to promote.
Hostile Work Environment: Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature which has the purpose or effect of interfering with an individual’s work performance or creates an intimidating, hostile, or offensive environment.
Examples of sexual harassment include but are not limited to:
• Demeaning and/or derogatory harassment towards one’s gender;
• Demeaning behavior, staring, pinching, touching, and other physical contact, or blocking the movements of another person;
• Unwelcome sexual comments, innuendos, jokes, abusive personal remarks, etc.;
• Sexually explicit displays or distribution of pictures, materials, or objects in the work area;
• Unwelcome amorous advances or propositions, physical conduct, obscene gestures;
• Obscene letters, phone calls, emails, or unwelcome words or comments with sexual or other discriminatory meanings;
• Unwelcome requests for sexual favors or repeated social contact; or
• Sexual assault or other unwelcome sexual contact.
A hostile environment can be created by anyone involved in a CWI program or activity (e.g., administrators, faculty members, students, vendors, and even campus guests). Although repeated incidents increase the likelihood that harassment has created a hostile environment, a serious incident, such as a sexual assault, even if isolated, can be sufficient.
In determining whether harassment has created a hostile environment, consideration will be made not only as to whether the conduct was unwelcome to the person who feels harassed but also whether a reasonable person in a similar situation would have perceived the conduct as objectively offensive. Also, the following factors will be considered:
• The degree to which the conduct affected one or more individual’s employment;
• The nature, scope, frequency, duration, and location of the incident or incidents;
• The identity, number, and relationships of persons involved.
CWI reserves the right to take corrective action with respect to employee conduct that does not rise to the level of a violation of law where such conduct is otherwise a violation of the Employee Conduct Policy.
The following definitions apply to Formal Complaints submitted by a Complainant regarding Sexual Harassment in the educational environment in accordance with Title IX.
Stalking: Engaging in a course of conduct directed to a specific person that would cause a reasonable person to:
1. Fear for their safety or the safety of others; or
2. Suffer substantial emotional distress.
“Course of conduct” means repeated acts of nonconsensual contact involving the victim or a family or household member of the victim.
Supportive Measures: Non-disciplinary, non-punitive, individualized services offered as appropriate, as reasonably available, and without fee or charge to the complainant or the Respondent before or after the filing of a formal complaint or where no formal complaint has been filed. Supportive measures may include:
1. Counseling;
2. Extensions of deadlines or other course-related adjustments;
3. Modifications of work or class schedules;
4. Campus escort services;
5. Mutual restrictions on contact between the parties;
6. Changes in work locations;
7. Leaves of absence;
8. Increased security and monitoring of certain areas of the campus; and
9. Other similar measures.
CWI is committed to maintaining a respectful community by providing equal educational and employment opportunities, services, and benefits to any individual without regard to race, color, religion, sex, age national origin, sexual orientation, gender identity, disability, veteran status, or any other status protected by federal, state, or local law. Discrimination and harassment undermine human dignity and the positive connection among all individuals at CWI. It may also be illegal. Accordingly, CWI prohibits discrimination or harassment based on race, color, religion, sex, age, national origin, sexual orientation, gender identity, disability, veteran status, or any other status protected by federal, state, or local law. CWI expects all members of the CWI community to avoid any behavior or conduct that is violative of this policy. CWI will take appropriate action to eliminate, prevent, and address the effects of discrimination, harassment, and retaliation.
It is important that Members of the CWI Community understand that this policy does not just prohibit discrimination and harassment of employees. It also prohibits discrimination and harassment between members of the CWI community more generally: for example, between an instructor and a student, between two students, or between a student and an applicant or campus guest. Accordingly, this policy applies to all CWI programs, activities, and officially recognized groups, including, but not limited to, instruction, grading, and employment. In addition, CWI prohibits retaliation against an individual for opposing any conduct or practices prohibited under this policy, for bringing a complaint of discrimination or harassment, for assisting someone with such a complaint, for attempting to stop such discrimination or harassment, or for participating in any manner in an investigation or resolution of a complaint of discrimination or harassment. It is central to the values of CWI that any individual who believes they may have been the target of unlawful discrimination or harassment feel free to report their concerns for appropriate investigation and response, without fear of retaliation or retribution.
Conduct that occurs off campus may be subject to this policy, such as in cases whereof-campus harassment has continuing effects that create a hostile environment on campus or if conduct occurs at an off-campus educational program or activity. Allegations of off-campus sexual harassment are of particular concern and should be brought to CWI’s attention.
CWI is subject to both Title VII and Title IX. This policy recognizes that Title VII imposes different obligations with respect to sexual harassment than Title IX, including a different definition of sexual harassment. This policy serves to protect employee rights under Title VII without unnecessarily broadening the scope of prohibited speech and expression in the educational environment. This policy shall not be construed or applied to restrict academic freedom at CWI, nor shall it be construed to restrict constitutionally protected freedom of expression.
All complaints or any concerns about conduct that may violate this policy and retaliation should be filed with the Title IX Coordinator:
CONTACT INFORMATION:
Title IX Coordinator E-Mail: chadtrisler@cwi.edu
Chad Trisler, Dean of Students Phone: (208) 562-2106
Physical Campus Location Mailing Address
Nampa Campus, Willows Building C Title IX Coordinator
Room 106 MS 2020
5520 E Opportunity Dr. P.O. Box 3010
Nampa, ID 83687 Nampa, ID 83653
In order for CWI to respond effectively to prevent and to stop instances of discrimination, harassment, sexual harassment or other related misconduct addressed in this policy involving students or employees at CWI, members of the CWI community (as appropriate) should report information they have about discrimination, harassment, sexual harassment, or other related misconduct involving students and employees to the Title IX Coordinator as quickly as possible. Employees who learn of such conduct are strongly encouraged to report the conduct to the Title IX Coordinator within 24 hours. In addition, CWI is committed to providing reporting options through multiple contact points across campus that are broadly accessible to all CWI community members, including the Title IX Coordinator, CWI’s Ethics Hotline, instructors, supervisors, or others identified at CWI as Officials with Authority. To most effectively respond to and address instances under this policy, information provided should include all information that is available at the time, and reporting should not be delayed to collect additional information. This information may include the names of the individuals involved, the reporting party, other students involved in the incident, as well as any available facts, including the date, time, and location of the incident.
Upon receiving a report of alleged or possible discrimination, harassment, or sexual, or other related misconduct, CWI will evaluate the information received and determine what further actions should be taken. CWI will follow the procedures described in the applicable investigation and grievance procedure. For complaints alleging discrimination and harassment not meeting the definition of Sexual Harassment under Title IX, CWI will adhere to the CWI Investigation and Resolution Procedure. For Formal Complaints alleging conduct meeting the definition of Sexual Harassment under Title IX, CWI will follow the Title IX Grievance Procedure. CWI will provide information to both the Complainant and the responding party about the applicable procedure, as well as available health and advocacy resources and options for criminal reporting. CWI shall not wait for the conclusion of a criminal investigation or proceeding before commencing an investigation of a complaint under this policy. In cases involving a student respondent, withdrawal from CWI shall not be used as a method to avoid completion of the investigation. Allegations of discrimination or harassment against student respondents that do not meet the definition of Sexual Harassment under Title IX will be addressed under the Student Code of Conduct as appropriate.
In responding to allegations of Sexual Harassment under Title IX, the Title IX Coordinator will promptly contact the Complainant confidentially to discuss the availability of Supportive Measures, consider the Complainant’s wishes with respect to Supportive Measures, inform the Complainant of the availability of Supportive Measures (with or without filing a Formal Complaint), and explain to the Complainant the process for filing a Formal Complaint.
In responding to allegations which fall exclusively under Title VII, the Office of Human Resources will contact the complainant to discuss the report, and to explain the process to be utilized for resolution.
Violations of this policy will be addressed through the applicable CWI investigation and grievance procedure. Consequences for violating this policy will depend upon the facts and circumstances of each particular situation. Sanctions and corrective action could include: a requirement not to repeat or continue the discriminatory, harassing, or retaliatory conduct, disciplinary action, a no-contact order, reassignment, suspension, or termination. The severity of sanctions or corrective action will depend on the frequency and severity of the offense and any history of past discriminatory, harassing, or retaliatory conduct. A finding of discrimination, harassment, or other conduct in violation of this policy may be cause for disciplinary action, up to and including the discharge of employees and the expulsion of students, in accordance with applicable CWI policies and procedures. CWI may also take appropriate action if it does not find discrimination or harassment but (i) CWI found that the Respondent engaged in disruptive behavior; or (ii) to prevent the creation of a hostile environment.
CWI will follow the Title IX Grievance Procedure before imposing any disciplinary sanctions or other actions that are not Supportive Measures against a student Respondent in addressing conduct that falls within the definition of Sexual Harassment under Title IX. Mutual restrictions on contact between the Complainant and the Respondent or other related Supportive Measures shall not be considered a disciplinary sanction against the Respondent. CWI may remove a student Respondent from the educational program or activity only after performing an individualized safety and risk analysis and determining that an immediate threat to the physical health or safety of any student or individual arising from the allegations of Sexual Harassment justifies removal. Immediately following the emergency removal, CWI will provide the Respondent with notice and an opportunity to challenge the decision. Nothing in this Policy shall limit CWI’s ability to place a non-student Respondent on administrative leave during the pendency of the Title IX Grievance Procedure.
Pursuant to applicable governing policies and procedures of the Idaho State Board of Education, if a student is suspended or expelled as the result of a violation of CWI’s Title IX policy, the action taken against the student shall be noted in the student’s education records and communicated to a subsequent institution at which the student seeks to enroll, provided that the institution or student has requested the student’s education record from CWI.
If you are a student and filed a complaint with the Title IX Coordinator and believe the response was inadequate, or you otherwise believe you have been discriminated or retaliated against by CWI, you may file a complaint with the Office for Civil Rights (OCR) of the U.S. Department of Education, the Idaho Human Rights Commission, or the Educational Opportunities Section (EOS) of the Civil Rights Division of the U.S. Department of Justice. If you are an employee and filed a complaint with CWI, or a designee, and believe the response was inadequate or you otherwise believe you have been discriminated or retaliated against by CWI, you may file a complaint with the Idaho Human Rights Commission or the Equal Employment Opportunity Commission.
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U.S. Department of Education Idaho Human Rights Educational
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The purpose of this policy is to establish guidelines for respecting the Campus Community's right to free speech and expressive activity while maintaining CWI’s mission and operations.
This policy applies to all CWI students, student organizations, employees, invited guests, and visitors.
Campus Community: CWI students, student organizations, administrators, staff, faculty, and invited guests.
CWI Property: Any premises or property owned, leased, or controlled by CWI, including all real and personal property, resources, funds, information systems, and college-owned or controlled websites and social media accounts.
Designated Public Forum: CWI property that has been opened up for use to certain groups or for the discussion of certain topics. Such restrictions may not be based upon the viewpoint of the speaker and must be reasonable in light of the purpose served by the forum. Examples of Designated Public Forums at CWI include, without limitation, interior bulletin boards, official CWI websites and social media pages, and reservable classrooms and meeting rooms.
Disruptive Activity: Activity conducted in a manner or at a time or place that is either incompatible or unreasonably interferes with the educational or other legitimate functions of CWI.
Expressive Activity: Any lawful verbal, written, audio-visual, or electronic means by which individuals may communicate ideas to one another, including all forms of peaceful assembly, protests, speeches and guest speakers, distribution of literature, carrying signs, and circulating petitions.
Facilities Planning and Management Department (FPM): The CWI department with authority over all CWI physical/campus space.
Indoor Public Areas: Facilities that have been opened up to members of the general public for a specific campus function. Unless designated for a specific campus function, indoor areas of CWI property are not public areas.
Nonpublic Forum: CWI property that may be used only for its intended purpose and which may be subject to speech regulations reasonably related to the intended purpose. Examples of nonpublic forums at CWI include, without limitation, administrative office space and other facilities not subject to facilities use requests.
Open Public Forum: CWI property that has been opened up for use to the Campus Community and Visitors for Expressive Activity. Restrictions on Expressive Activity in Open Public Forums may not be based on the viewpoint of the speaker but may be subject to content-neutral time, place, and manner restrictions. Public Outdoor Areas, as defined in this policy, are considered Open Public Forums.
Public Outdoor Areas: The generally accessible outdoor areas of campus where members of the public are commonly allowed, such as grassy areas, walkways, or other similar common areas, and do not include outdoor areas where access is restricted from a majority of the campus community. Public Areas do not include the interiors of CWI facilities (unless otherwise designated), parking spaces, or areas that are being used for CWI educational activities or are otherwise reserved.
Reserved Outdoor Areas: Locations in Public Outdoor Areas of CWI- owned facilities which may be used for Expressive Activities involving the use of tables, chair, booths, displays, or exhibits.
Student Organization: The Associated Students of ĢƵ (ASCWI) and any registered student group recognized by CWI as an organization which is authorized to identify itself as being associated with CWI and which has taken the required steps to maintain recognition.
Visitors: Members of the general public who are not active members of CWI’s faculty, staff, or student population who may access public areas of campus.
The First Amendment of the United States Constitution and the Constitution of the State of Idaho protect the rights of freedom of speech, freedom of the press, freedom of religion, freedom of association, and freedom to petition the government for all people. CWI honors the Campus Community’s ability to exercise the these First Amendment rights by establishing guidelines to promote free speech while maintaining a safe and operable campus.
As an institution of higher education, CWI has a particular responsibility to safeguard free speech rights. The United States Supreme Court, in Healy v. James, described public colleges as “peculiarly the marketplace of ideas,” where students learn to exercise the constitutional rights necessary to participate in this system of government and to tolerate others’ exercise of the same rights.
CWI also recognizes its’ responsibility to provide a secure learning environment that allows members of the community to express their views in ways that do not substantially disrupt the operations of CWI. Reasonable limitations may be placed on the time, place, and manner of free speech and expressive activities as deemed necessary by CWI in order to serve the interests of health and safety, prevent disruption of the educational process, and protect against the invasion of the rights of others.
The following restrictions apply to activities on or using CWI Property:
This policy does not permit activities which constitute the following:
Restrictions on all CWI Property:
Any individual or organization who wishes to engage in the following Expressive Activities in the Public Outdoor Areas of campus shall be permitted to do so freely as long as the person’s conduct abides by the General Conditions for use of CWI Property and reasonable time, place, and manner restrictions.
Expressive Activities in Public Outdoor Areas are Subject to the following time, place, and manner restrictions:
CWI reserves the right to restrict certain facilities, classroom space, and indoor and exterior walls to official CWI business only. Such spaces are Nonpublic Forums and are subject to reasonable regulations. For additional guidance on the use of space of CWI facilities, see OP 070 – Space Use.
Bulletin boards are Designated Public Forums subject to reasonable time, place, and manner restrictions that are not based on the viewpoint of the speaker. For additional guidance on the use of CWI Bulletin Boards, see OP 190 – Campus Posting Policy.
Facilities available for use by the Campus Community and Visitors constitute a Designated Public Forum and are subject to reasonable time, place, and manner restrictions that are not based on the viewpoint of the speaker. A request to use facilities for Expressive Activities, including invitations to speakers, shall be made in accordance with OP 120 – Facility Request. No individual or organization not expressly authorized to represent CWI for the event or activity shall use the CWI name to imply official college sponsorship of the speaker in advertising or publicizing the event, except to identify the specific location of the event.
Distribution of written materials inside of CWI facilities shall not involve personally delivering materials to students within hallways, entryways, or classrooms and no person shall be compelled to accept any written material. However, written materials may be made available at tables that are reserved in interior spaces in accordance with the reservation process set forth in OP 120.
All CWI websites and social media pages constitute Designated Public Forums and are for the purpose of furthering the mission, vision, and core themes of CWI. CWI reserves the right to restrict or remove any content that does not relate to CWI business, programs, and/or services or which otherwise violates CWI policies or guidelines, including without limitation, Administrative Guidelines – Social Media.
Faculty, students, and Student Organizations engaging in expressive activities, whether on or off-campus, do so with the express understanding that the statements, opinions, and representations of the speaker(s) are not representative of CWI and that CWI neither endorses nor sponsors the expressive speech of any speaker not expressly recognized as representing CWI.
Conversely, CWI reserves the right, in its sole discretion, to determine the content of all official CWI communications, sponsorship, messaging, and engagement.
Failure to enforce this policy in one instance does not waive CWI’s right to enforce it in any other instance.
A Campus Community member or Visitor who believes a CWI official has infringed on the ability to engage in Expressive Activities protected by this policy may report such complaint through the appropriate reporting processes available to employees and students. Any individual may report an alleged violation using CWI’s Ethics Hotline, available here - .
This policy establishes the parameters for acceptable commercial solicitation and advertising on CWI’s campus.
This policy generally applies to all groups and individuals who wish to engage in commercial solicitation and advertising on CWI’s campus. It does not apply to College sponsored activities or events which bring outside organizations to CWI’s campus by invitation of the College.
Commercial Solicitation: the attempted sale, lease, rental, or offer for sale, lease or rental of any property, product, merchandise or service, whether for immediate or future delivery; or the distribution of information in support of these activities.
Commercial solicitation and/or advertising generally will be allowed when the activity provides a clear benefit to the College consistent with its purpose and mission. Thus, CWI reserves the right to deny solicitation and/or advertising rights to any program, entity or person when such activity is not consistent with its mission, philosophy, policies or applicable law. Further, permission to solicit or advertise on CWI’s campus in no way reflects CWI’s endorsement, opinion or policy. In exchange for the opportunity to solicit sales on campus CWI may charge, at its discretion, a commercial solicitation fee. Except as otherwise provided, this policy does not apply to private sales between individuals when there is no attempt to solicit or sell to the general campus population. This policy also does not apply to advertisements in the campus newspaper or any college publication which generally accepts commercial advertising.
Commercial solicitation and advertising shall be permitted as provided below, subject to reasonable regulation as to time, place, and manner thereof. As used in this policy, “commercial solicitation” means the attempted sale, lease, rental, or offer for sale, lease, or rental of any property, product, merchandise, or service, whether for immediate or future delivery; or the distribution of information in support of these activities.
No student, student organization, employee, outside entity, or outside person shall engage in advertising, solicit sales or offer anything for sale to any employee or student on CWI’s campus unless such activity is approved in advance by the CWI Facilities Reservations Committee or is covered under “Miscellaneous provisions” below. Further, any such solicitation and/or advertising must be sponsored by a CWI department or organization.
To establish CWI’s policy regarding smoking and tobacco use on CWI owned and leased properties.
Applies to all students, employees, contractors, volunteers and visitors on CWI owned and leased properties
CWI is committed to providing a safe and healthy environment for its employees, students and visitors. In light of findings of the U.S. Surgeon General that exposure to secondhand tobacco smoke and use of tobacco are significant health hazards, it is CWI’s intent to establish a smoke and tobacco-free environment.
To facilitate compliance with the requirements of Titles I and II of the Americans with Disabilities Act (“ADA”) which prohibit discrimination on the basis of disability in employment and in all programs, activities and services provided by CWI.
Applies to all employees, students and visitors.
Disability: A physical or mental impairment that substantially limits or restricts the conditions, manner, or duration under which an average person in the general population can perform a major life activity, such as walking, seeing, hearing, speaking, breathing, learning, working, or taking care of oneself.
Service Animal: Dogs or, in certain instances, miniature horses that are individually trained to do work or perform tasks for the benefit of an individual with a disability, including a physical, sensory, psychiatric, intellectual, or other mental disability. Service animals may perform tasks that include, but are not limited to, guiding individuals with impaired vision, alerting individuals with impaired hearing to intruders or sounds, providing minimal protection or rescue work, pulling a wheelchair, or fetching dropped items. Service animals are working to assist the handler and are not considered pets.
Handler: Any person having an interest in or right of possession to a service animal, or any person having control, custody, or possession of a service animal.
Comfort Animal: An animal that provides comfort, reassurance, social interaction and other emotional benefits. An animal that solely provides comfort or emotional support does not qualify as a service animal, regardless of training. A comfort animal is not considered a service animal, but comfort animals may be allowed on CWI-owned or controlled property on a case-by-case basis as a reasonable accommodation to an individual with a disability.
Pet: A domestic animal kept for pleasure or companionship. Pets are generally not permitted in any CWI-owned or controlled buildings.
Therapy Animal: An animal that provides affection and comfort and is specifically trained to be gentle and stable in stressful situations. Therapy animals are most often used in hospitals, nursing homes, mental health facilities and children’s settings. The use of a therapy animal may be incorporated into the treatment process as prescribed by an appropriate health care professional. A therapy animal is not considered a service animal, but therapy animals may be allowed on CWI-owned or controlled property on a case-by-case basis as a reasonable accommodation to an individual with a disability.
Direct threat: A significant risk to the health, safety or well-being of individuals with disabilities or others when this risk cannot be eliminated by reasonable accommodation.
Employment: Pursuant to the ADA and applicable regulations and guidelines promulgated by the Equal Employment Opportunity Commission, CWI prohibits discrimination on the basis of disability in its hiring and employment practices. Further, CWI will provide reasonable accommodations to qualified employees or applicants with a disability unless the provision of the accommodation would impose an undue hardship on CWI.
Services, Programs or Activities: CWI similarly prohibits discrimination on the basis of disability in its programs, activities and services. Accordingly, qualified individuals with a disability will not be excluded from participation in or denied the benefit of the programs, activities or services provided by CWI because of their disability. Further, CWI will provide reasonable modifications to its programs, activities and services to allow qualified individuals with a disability to participate in or avail themselves of the benefits of CWI’s programs, activities and services unless such modifications would fundamentally alter the nature of the program, activity or service or impose an undue burden on CWI.
CWI will generally, upon a request, provide appropriate aids and services for effective communication for qualified persons with disabilities so they can participate equally in CWI’s programs, services and activities, including qualified sign language interpreters, documents in Braille and other ways of making information and communications accessible to people who have speech, hearing or vision impairments.
CWI will make all reasonable modifications to policies and programs to ensure that qualified individuals with a disability have an equal opportunity to enjoy all of its programs, services and activities. For example, individuals with service animals are welcome in CWI offices, even if pets are otherwise generally prohibited.
Individuals with a disability who need a reasonable accommodation or a modification of policies or procedures to participate in a program, service or activity of CWI, should contact:
Students – Disability Services
Employees – Human Resources
CWI will not place a surcharge on any individual with a disability or any group of individuals with disabilities to cover the cost of compliance measures. Accordingly, CWI will not place a surcharge on the provision of auxiliary aids/services, or other reasonable accommodations nor will it place a surcharge on reasonable modifications of policy or procedures.
Individuals with disabilities may be accompanied by their service animal on all CWI premises where members of the public or participants in services, programs, or activities are allowed to go. CWI recognizes the importance of Service Animals for individuals with disabilities. The purpose of this document is to assist in understanding issues surrounding “Service Animals” and offer guidance on how to create a welcoming and safe environment for CWI students and employees interacting with or utilizing a service animal.
There are rights, expectations and responsibilities both of a service animal and its handler, as well as members of the CWI community. CWI strives to create a welcoming and safe environment for all individuals based on mutual trust and respect by establishing open and honest communication between all involved parties.
CWI is committed to ensuring that the needs of all people who require accommodations are met and will decide how to resolve any conflicts or problems as quickly as possible. Reports can be made with Disability Services (students) or Human Resources (employees).
Service Animals facilitate the specific purpose of aiding their handler with one or more major life activities. Interfering with or disrupting the service animal as it is working may pose a health or safety risk to the handler or the rest of the CWI community. Following standard etiquette when interacting with service animals and the handler aid in protecting against this. Some etiquette rules to follow include:
Under certain circumstances, CWI may ask that a service animal leave CWI-owned or controlled property or not participate in an event. Examples of these circumstances may include:
If a service animal continues to engage in disruptive, aggressive, or unhygienic behaviors, which include but are not limited to those described above, the service animal’s handler may be prohibited from bringing the animal onto CWI-owned or controlled property until the handler has taken steps to mitigate the behavior.
We each have an obligation to be supportive of our CWI student or employee colleagues and to help create a welcoming and safe environment at the College. These guidelines are designed to show the ways in which the CWI community, individually and institutionally, can be supportive of someone working with a service animal.
To ensure that CWI provides individuals under the age of eighteen (18) (Minors) with a safe learning environment that promotes achievement of educational goals while ensuring that all Employees, Involved Students, Volunteers, and Partners are trained to provide such an environment, avoid potentially harmful situations, and comply with reporting requirements involving Minors who may be experiencing or have experienced, abandonment, abuse, or neglect.
This policy identifies when CWI students, employees or volunteers will need to comply with additional CWI training requirements when interacting with Minors.
Applies to all Employees, Involved Students, Volunteers, and Partners, who interact with Minors through College-sponsored or affiliated programs or activities. This policy applies in all situations where the College or a Partner has custody or control of Minors. This policy does not apply to events where Minors may be present but are expected to be supervised by a parent or guardian (ex. Graduation, events open to students and their families, etc.) or to normal classroom instruction where a minor is enrolled as a student of CWI. This policy shall apply where Minors enrolled as CWI Students participate in CWI programs through travel, activities, or events held outside of class time that require the consent by guardian or parent for participation.
Campus: All CWI locations and premises, field and research areas, vehicles, grounds, buildings, commercial operations, and residences under College ownership or control.
CWI Covered Program (CWI Covered Program): A Covered Program includes any on-campus or off-campus program administered, supported by, or involving CWI employees, faculty, or volunteers where CWI is responsible for the care, custody, or control of Minors. Examples of Covered Programs include but are not limited to day camps, clinics, instructional programs, summer programs, sports camps, activity days, tutoring programs, and workshops operated by CWI. Covered Programs specifically do not include: (1) any credit or non-credit CWI course during scheduled times; (2) programs or activities which are advertised and open to all students; (3) Events open to the public that minors may attend where CWI does not accept Care, Custody, or Control of the Minor. Covered Program require additional training for CWI employees and volunteers and are required to notify CWI Risk Management prior to any Covered Program activity. Covered Programs also include those programs that are operated by a third-party but involve CWI employees or volunteers in their official CWI capacity.
Employee: Any individual currently employed by CWI and compensated through its payroll system.
Involved Student: Anyone who is currently enrolled at CWI and is acting on behalf of the College, or any partner entity, in relation to a Covered Program. This definition does not include students who are participants in a Covered Program.
Minor: Any person under the age of eighteen (18) who is not enrolled in a CWI credit or non-credit class.
Minor Student: CWI students who are Minors and are enrolled in a credit or non-credit course at CWI or are participating in an event that is advertised and open to all students. For purposes of this policy the presence of Minor Students in a CWI academic course or open, advertised events does not make that course a Covered Program.
Minor Abuse: The infliction of physical or emotional injury, sexual abuse, or exploitation of a Minor (whether by an adult or another Minor); negligent treatment or maltreatment of a Minor; or abandonment of a Minor. This includes the failure to make reasonable efforts to prevent Minor Abuse as well as emotional injury. (See IC § 16-1602 for definitions of Abuse, Neglected and Abandonment for purposes of mandatory state reporting)
Other Equivalent Training: Training, generally related to formal certification or licensure, which exceeds the training required by the College. This may include IdahoSTARS licensure, an active Teaching Certificate, or other similar training in the protection of minors. The Risk Manager, or designee, has sole discretion determining the sufficiency of equivalent training.
Third-Party Program: Any outside agency or entity who has contracted, or otherwise made an agreement with the College, to provide a program on college premises that involves participation of Minors. This includes programs such as summer camps, sporting leagues, ad hoc childcare, or campus tours that do not involve CWI employees. Faculty and volunteers, vendors, or contractors who are providing an ancillary service, such as catering, transportation (i.e. bus drivers), facilities rentals, or other similar services where interaction with minors is minimal and/or supervised at all times are not considered Third-Party Programs are those programs where CWI is not involved in the operation or administration of the Program and is strictly a contractual relationship.
Responsible Individual: The employee or other individual who is planning, sponsoring, or administering the Covered Program. This person must have effective control over and be involved in the operation of the Covered Program.
Volunteer: A person who performs services and/or engages in activities on behalf of or for the benefit of CWI without promise, expectation, or receipt of compensation. The term “volunteer” does not include CWI students participating in activities that are part of a course or program in which the student is enrolled.
The College is committed to the shared values of caring, citizenship, and responsibility. Under this umbrella of shared values, all employees, students, contractors, subcontractors, partners, and volunteers will prevent minor abuse when possible and report it when suspected.
The following requirements apply to CWI Covered Programs:
Program Registration
All CWI Covered Programs and Affiliated Covered Programs, either one-time or ongoing, serving Minors must be registered with CWI Risk Management no less than thirty (30) days prior to the commencement of the Program. In the case of Affiliated Covered Programs, it is the responsibility of the activity organizer, director, dean, or department chair to register the event and provide notice of the event to their respective Executive Operations Team (EOT) member. Program registration must be completed by the Responsible Individual and Risk Management must be notified of any material changes to any Program no later than twenty-four (24) hours after the Responsible Employee becomes aware of the change.
Background Checks
A background check shall be required of each Employee, Involved Student, and Volunteer prior to any interaction or participation with Minors in any CWI Covered Program.
CWI Affiliated Covered Programs are required to conduct criminal background checks on their employees, volunteers, and representatives that will interact with Minors. The College may request any additional information it deems necessary to ensure the requirements of this policy are being met.
Mandatory Training on the Prevention, Recognition, and Reporting of Minor Abuse
Employees, Involved Students, and Volunteers who participate in CWI Covered Programs must complete protection of minors training, as specified by Risk Management, or provide documentation of Other Equivalent Training.
Third Party Program agreements must include terms where the Vendor warrants and represents that all employees having contact with minors will receive appropriate training and background checks and mandatory reporting training to be allowed to operate on CWI premises.
Requirement for CWI Covered Program
Prior to interacting with Minors, all Employees, Involved Students, and Volunteers must:
General Consideration with Minors
When interacting with Minors, all Employees, Involved Students, and Volunteers should:
Reporting Requirements
When to Report Minor Abuse
Under this policy and state law, all CWI employees, students, and volunteers who suspect Minor Abuse are required to report the abuse to law enforcement or the Idaho Department of Health and Welfare within twenty-four (24) hours. There is no need to investigate or ensure that evidence exists before reporting.
Any doubt as to whether or not to report should be resolved in favor of making the report to ensure that appropriate professionals in law enforcement and/or child protective services can assess the report and evaluate the safety of the Minor.
Where to Report Minor Abuse
Idaho law requires anyone who suspects Minor Abuse to report it immediately to law enforcement or the Idaho Department of Health and Welfare.
If a Minor may be in imminent harm, dial 9-1-1 or activate a blue emergency phone located on campus.
Otherwise, immediately report the incident to:
Additional Reporting Requirements
Any person designated as an Official With Authority under the College’s Respectful Community Policy or a Campus Security Authority under the Clery Act must follow established reporting requirements.
CWI Covered Programs
CWI Employees, Involved Students, and Volunteers who are involved in Covered Programs involving Minors, as well as employees, volunteers and other representatives of partner organizations or entities that operate programs or activities involving Minors on campus, are required to satisfy specific training and certification requirements.
All individuals working with Minors in CWI Covered Programs are required to review this Policy once per calendar year and sign a certification confirming that they understand and will comply with the terms of this Policy. A copy of this certification must be submitted for each program. In addition, Employees, Involved Students, and Volunteers must complete an online training course. The training course is designed to assist those who work with Minors in establishing a comprehensive program for protecting Minors from sexual misconduct by addressing prevention strategies and reporting abuse. This online training course should be completed at least two (2) days prior to the start date of the Program involving Minors. The Responsible Individual is responsible for collecting copies of signed certifications and training completion certifications from the Employees, Involved Students, and Volunteers and promptly forwarding them to Risk Management, not less than two (2) days from the date of any program or activity.
Third-Party Program
All Third-Party Programs that provide operation or services that involves minors are required to register with the CWI Risk Manager and also execute a written agreement with CWI that includes the following terms:
Oversight and Responsibilities
Risk Management will track program information and written agreements, while ensuring compliance with this policy and best practices in the prevention of Minor abuse. Risk Management in conjunction with Human Resources will track background checks, to be performed by Human Resources, and training completion on the prevention of Minor abuse. Program organizers or designees shall register programs involving Minors with Risk Management with sufficient advance notice to meet the requirements and intentions of this policy. (Minimum one (1) month).
Enforcement
CWI Covered Programs which are not in compliance with this Policy will be terminated and the policy violation will be reported to the CWI Covered Program Supervisor and to CWI Human Resources.
Covered Programs which are found not to be in compliance while operating may be immediately terminated, suspended until compliance with the policy is achieved, or be required to comply with immediate remediation steps, at the sole discretion of the Risk Manager or designee.
Violations of this Policy may include the full range of corrective actions available including suspension, expulsion, dismissal, termination, and exclusion from campus. The College may also take necessary interim actions before determining whether a violation has occurred. The College may terminate relationships or take other appropriate actions against non-CWI entities that violate this Policy. Any violations of law will be reported to the proper authorities.
Policy Interpretation
Questions about the interpretation or application of this Policy should be raised with the Risk Manager, who shall have sole discretion to interpret and apply this policy in the manner that best serves the protection of minors and the interests of the College.
All employees, students, contractors, subcontractors, and volunteers who interact with Minors through programs are required to comply with the following code of conduct when interacting with Minors.
There are often certain recognizable physical and behavioral indicators of Minor abuse or neglect. The following signs, by themselves, may not be conclusive evidence of a problem, but serve as indicators of the possibility that a problem exists.
Each case of minor abuse or neglect is individual. The child who has been hurt is always the victim. If you believe a child may be the victim of abuse or neglect, contact the Idaho Department of Health and Welfare at (208) 334- 5437 or the Care Line at 2-1-1. Additionally, CWI Campus Safety & Security can be reached at (208) 562-3333. Always dial 9-1-1 in case of an emergency.
To provide guidance concerning the appropriate operation of and uses for Unmanned Aircraft Systems on CWI property.
Applies to all CWI employees, students, members of the public and volunteers on CWI campuses, at CWI field sites or on CWI field trips.
Employee: Any individual currently employed by CWI and compensated through its payroll system.
Student: Anyone enrolled as a student at CWI. For purposes of this policy, “student” includes all student employee positions.
Volunteer: A person who performs services and/or engages in activities on behalf of or for the benefit of CWI without promise, expectation or receipt of compensation. The term “volunteer” does not include CWI students participating in activities that are part of a course or program in which the student is enrolled.
Member of the Public: A person who is on College property not in the capacity as a student, employee, or volunteer. A member of the general populace.
Campus: All CWI locations and premises, field and research areas, vehicles, grounds, buildings, commercial operations and residences under College ownership or control.
Field Site/Field Trip: A work site external to the College for the purpose of research or study. A field trip usually is an approved part of a course curriculum.
Unmanned Aircraft System (UAS) or “Drone”: Defined by the Federal Aviation Administration (FAA) as the unmanned aircraft (US) and all of the associated support equipment, control station, data links, telemetry, communications and navigation equipment, etc., necessary to operate the unmanned aircraft.”
Drone: A common term used to define a UAS, an unmanned aerial vehicle (UAV), or remote controlled model aircraft (RCMA).
The College supports the use of UASs to enhance administrative, research, instructional, and service functions of the institution. The College must take into consideration privacy and safety issues when providing direction for use of UASs.
UAS regulation is emerging and multi-faceted. UAS operational safety is regulated by the FAA and is expected to evolve significantly in the near future; therefore this policy will change with updates in FAA regulations.
The above situations are permitted only:
To establish that ĢƵ does not support international travel except to Canada.
Applies to all CWI employees and students, and includes internships, externships, study abroad, conferences and continuing education. This policy also applies to non-CWI individuals who may be traveling on behalf of CWI and utilizing funds provided by CWI.
Employee: Any individual currently compensated through the CWI payroll.
Student: Anyone enrolled as a student at CWI. For purposes of this policy, “student” includes all student employee positions.
International travel: Travel outside of the fifty states of the United States, including travel to Puerto Rico and other U.S. Territories.
CWI does not support international travel except to Canada. For travel guidelines, see CWI’s ADMIN 060 Travel Policy. The use of any CWI and Federal funding for travel to Canada must follow strict guidelines and be fully transparent to CWI’s President and constituents.
To define and provide guidelines relating to copyright and intellectual property of materials created by CWI employees and students.
Applies to all CWI employees and students.
Copyright: The intangible property right granted by federal statute for an original creative Work fixed in a tangible form of expression. Copyright provides the owner with the following exclusive rights in a Work: to reproduce, to prepare derivative works, to distribute by sale or otherwise, to perform publicly, and to display publicly. These protections arise and exist automatically upon fixation of the Work in a tangible medium. Registration of the copyright is not required for these rights to exist.
Individually-Supported Work: Work that is created independently, at the creator’s initiative, on their own personal time, prepared outside the course and scope of CWI employment without any direct support from or through CWI and without the use of any CWI resources.
Scholarly, Educational, Artistic, Musical or Literary Works (“Scholarly Work”): Includes scholarly, educational, artistic, musical, or literary Works created by CWI faculty, staff or students, primarily for the purposes of teaching, scholarship, and professional development, in their field of expertise, regardless of the form of expression or mode of transmission.
Fair Use: An exemption provided by federal copyright law that may create a defense to be used in copyright infringement litigation against CWI and the creator for allegedly infringing use of a Work after an informed good faith consideration of the following factors:
The University of Minnesota provides a helpful tool () for evaluating whether your use of a given Work might be defensible under the Fair Use doctrine in copyright infringement litigation against CWI and the creator. THIS TOOL SHOULD NOT BE USED AS A SUBSTITUTE FOR LEGAL ADVICE. PERMISSION MUST FIRST BE SOUGHT IN ALL CASES.
Nominal Use: The incidental use of CWI facilities, personnel, equipment, hardware, software, materials, supplies, and/or funds which are customarily available or provided to students, faculty, or staff.
Substantial Use: More than incidental non-reimbursed use of CWI funds, CWI facilities, including but not limited to laboratories, studios, production facilities, or computing facilities, or CWI resources, including but not limited to personnel, equipment, materials, or supplies. “Substantial use” does not include indirect costs or incidental use of personal office space and supplies, telephone, library resources, and ordinary access to personal computer and CWI networks for activities that are permitted under other applicable CWI policies.
Work: Any tangible (which includes all materials found or available online) expression of a creative idea, including literary work, e.g., textbooks, novels,; musical work, including any accompanying words; dramatic work, including any accompanying music; pantomimes and choreographic work; pictorial, graphic, and sculptural work; motion pictures and other audiovisual work (including, e.g., YouTube videos); sound recordings (including, e.g. songs from Pandora or Spotify; songs on the radio; and podcasts); and computer software.
Work for Hire: A Work prepared by an employee within the scope of his or her employment, or Work specially ordered or commissioned pursuant to a signed, written agreement between CWI and an independent contractor that falls within one of the following categories:
Externally-Sponsored Work: One in which an outside sponsor offers support to one or more CWI employees for a project that may result in the production of intellectual property.
Joint Work: Work prepared by two or more individuals, with the intention that their separate contributions be merged into a single, inseparable Work. The copyright in a Joint Work is owned jointly and severally by all authors.
CWI believes that the creation, discovery, and dissemination of knowledge are central to the achievement of its mission. CWI’s community shares both an interest in the protection of intellectual property as a creator of such property and in the authorized use of Works authorized by third persons in the daily pursuit of research, teaching, learning, and public service.
CWI’s faculty and staff desiring to use Works authored by anyone other than a CWI employee are responsible for ensuring compliance with applicable copyright law. Faculty and staff should note that any content not authored by the user may be copyrightable subject matter, the copyright in and to which may be owned by a third-party author and the use of which without the author’s permission may subject the user and CWI to claims of copyright infringement. The presence or absence of a “©” or other indicia of a copyright claim is NOT evidence of an absence of a claim of copyright in the subject work. In the event of genuine doubt regarding the application of copyright law, faculty and staff should consult with their supervisors or respective Dean regarding such matters. CWI does not assume legal responsibility for any independent application of copyright principles made by faculty or staff that are not in good faith or that do not otherwise comply with this policy, or the guidance provided by, or determinations made by individual supervisors or Deans. Permission must be obtained in all instances and exceptions must be approved by the Dean or other supervisor.
Copyright warning notices must be posted at various places where employees, vendors or independent contractors accept orders for copies, and on or near all library or archival equipment capable of duplicating materials and must be visible to anyone using the device. Copying equipment may include but is not limited to photocopying machines, audio and video recorders, scanners, and computers. Libraries and archives are also required to place a copyright warning notice in a form approved by outside counsel on the first page of copies they make for patrons.
The Technology, Education and Copyright Harmonization (TEACH) Act requires faculty teaching in a distance learning environment to post a notice in their course warning students that materials may be protected by copyright. Faculty should include a copyright statement in their syllabi.
Copyrightable materials owned by CWI should contain a copyright notice in the name of the Board of Trustees of the ĢƵ and should include the following notice: Copyright © [Year Created] ĢƵ. All rights reserved.
CWI monitors internet use for copyright violations. Violations of this policy may result in disciplinary action, up to and including termination.
CWI shall have no claim or rights to Individually Supported Works of CWI faculty, staff, and students. Ownership of copyrights to Individually Supported Works shall reside with the creator.
Ownership of copyrights to Scholarly Works shall reside with the creator of the Work unless the Work is Externally Sponsored Work or Work for Hire, in which case the creator hereby assigns and agrees to assign the copyright to CWI. Faculty are responsible for obtaining all permissions necessary to help minimize liability for copyright infringement.
CWI relinquishes (to the creator) ownership and rights to any income generated from intellectual property created with only “nominal use” of CWI resources, as long as the time devoted by the creator does not compromise his or her core responsibilities.
CWI shall own Works created by CWI faculty, staff, or students with “substantial use” of CWI resources in which case the author or inventor, as the case may be, hereby assigns and agrees to assign the intellectual property rights to CWI, unless CWI agrees, in writing, to waive or alter its rights. CWI is responsible for all expenses related to protection, administration and commercialization of intellectual property owned by CWI.
CWI faculty, staff, and students shall have the obligation to disclose in writing their intentions to develop intellectual property that requires “substantial use” of CWI resources and assign title to CWI. Disclosure must be made prior to the start of the project and must be submitted in writing to the supervisor for approval. The creator and the institution should agree before the project begins on the extent of the use of CWI resources, allocation of rights to use the Work, and recovery of expenses and/or division of income received from commercialization of the intellectual property.
Without an express written agreement specifying otherwise, CWI shall own all Work for Hire created by CWI employees within the course and scope of their employment and shall own all copyrights to works made with the substantial use of CWI resources, and all employees assign and agree to assign such to CWI.
CWI shall also own all Work for Hire commissioned pursuant to a written agreement with independent contractors in which the creator assigns and agrees to assign all intellectual property rights in and to authored or invented content, works, or other materials to CWI.
Ownership of Works sponsored by outside agencies is controlled by the terms of the grant or contract which provides the funds in support of the Work. In the case of government contracts or grants, the government may retain the right to duplicate and use the Works for government purposes.
Materials produced under grants from the federal government or other agencies shall be subject to conditions of the contract or grant with respect to ownership, distribution and use, and other residual rights. If CWI support for the project is “substantial,” CWI may declare itself a joint author of the project as a Joint Work and assert its right to ownership and/or a portion of any net proceeds arising from the project. A written contract which clearly specifies the disposition of any property rights arising from the project must be signed by the creator(s), CWI, and the external sponsor before work on the project should begin.
If the project will involve “substantial use” of CWI resources, employees must disclose their agreement with the external sponsor by sending written notification to CWI’s President, who will approve or deny the request within thirty (30) days. Such agreements must be approved by CWI before work on the project commences.
CWI personnel participating in sponsored projects must have a written agreement on file with their immediate supervisor and the Business Office which acknowledges:
Copyright ownership of jointly-originated works shall be determined by separately assessing the category of work, as set forth in this policy, of each creator. Rights between joint owners of a copyright shall be determined pursuant to copyright law.
In some situations, the creator(s) and CWI will share interest in the copyright. Works may be created through the joint efforts of faculty and staff members working within the scope of their employment or others under contract to provide services. Such a Work shall be jointly owned by the faculty author and CWI. In certain circumstances where the parties may not actually intend this result, ownership may be altered by prior written agreement signed by all contributing parties.
Joint authors may choose to cooperate in the commercialization of their Work or to commercialize separately. Joint copyright owners are obligated to share their revenues with each other if they commercialize separately.
If the Work is a compilation, the creator(s) shall retain all ownership interests in the contribution he or she owns pursuant to this Policy, but by allowing, by prior written agreement, his or her work to become part of the compilation, grants a non-exclusive, royalty-free, non- transferable, worldwide license to CWI to use and reproduce his/her contribution for its own educational and administrative purposes.
CWI encourages students to produce intellectual property directly related to course assignments or academic endeavors in their chosen field of study. The copyright to student work produced by a registered student on their own initiative and at their own expense or with only “nominal use” of CWI resources, produced outside any CWI employment, and which is not a sponsored or commissioned work, shall be owned by the creator. CWI shall retain the rights to work created by CWI students within the scope of employment at CWI, work commissioned by CWI, and work created with “substantial use” of CWI resources.
The ownership of student works submitted in fulfillment of course requirements or other academic endeavors in their chosen field shall remain with the creator(s), unless provided otherwise by this Policy or a written agreement. By enrolling in classes offered by CWI, the student gives CWI license to mark on, modify, and retain the work as needed for its instructional and administrative purposes, or otherwise handle the work as set forth in this Policy.
Students must obtain prior written approval from CWI before making “substantial use” of CWI resources. Students must submit a proposal setting forth the type and amount of CWI resources required, ownership and allocation of copyrights, and apportioning the benefits from any commercialization of the work.
Students working collaboratively with CWI employees on projects that result in Works or other intellectual property may be granted co-ownership rights to the Work, if the work qualifies as Joint Work. Unless the student’s contribution constitutes Work for Hire, faculty and staff shall require students to complete a written transfer or assignment of copyright before any student contribution is made to a CWI-owned Work.
Students shall adhere to copyright and intellectual property laws and regulations. Faculty, staff, and other students may not use any student-owned work without the written consent of the creator(s).
Distribution external to CWI may occur either through direct rental, sale, licensing or distribution by CWI or its designee, or through commercial rental, sale, licensing, or distribution by a third party under an agreement for payment of royalties.
Unless otherwise provided in a written agreement between CWI and the creator(s), CWI shall not use and/or distribute Individually-Supported Works.
In the case of Work for Hire and materials created with “substantial use” of CWI resources, CWI may exercise all rights under copyright and intellectual property laws, including external use and distribution. In the case of “commissioned” works, external use and/or distribution of intellectual property shall be preceded by a written agreement between CWI and the creator(s). Unless otherwise provided in a written agreement between CWI and the creator(s), CWI shall not have the right for external use and/or distribution of materials created with “nominal use” of CWI resources.
Ownership and use of intellectual property sponsored by outside agencies is controlled by the terms of the written agreement.
As long as the faculty author is employed by CWI, he or she shall be given “first refusal” rights in making or supervising the revision of instructional materials and distance learning coursework owned by CWI, or at least the right to be consulted in good faith on revisions.
CWI may, at its sole discretion, release its ownership rights in Works to the creator(s) or others. Such release of ownership rights must be contingent on the agreement of the creator(s) that no further effort on, or development of, the work will be made with “substantial use” of CWI resources and that CWI is granted a perpetual, royalty- free, non-exclusive, non-transferable, worldwide license to use and reproduce the work for its own educational and administrative purposes. The transfer must be approved by CWI’s President and secured by an assignment agreement.
If the copyright is held by the creator(s), it is possible for the individual(s) to transfer or assign the copyright, or a more limited license, to CWI or to a third party. Assignment of copyright to CWI must be reflected in a signed document.
CWI may reasonably request that faculty members, when entering into agreements granting the copyright or publishing rights to a third party, make efforts to reserve to CWI a perpetual, royalty-free, non-exclusive, non-transferable worldwide license to use and reproduce the work for its own internal educational and administrative purposes.
Faculty members shall own and receive all royalties that may accrue from the commercialization of electronically published course materials that are created independently or with “nominal use” of CWI resources. Ownership of copyright resides with CWI in case of Work for Hire, works created with “substantial use” of CWI resources, sponsored works, or when a written agreement between the creator(s) and CWI provides for assignment of ownership to CWI.
Electronically published course materials created jointly by faculty authors and others, whose contributions are commissioned as Work for Hire, will be jointly owned by the faculty author(s) and CWI. Any owner of copyright in electronically published course materials may secure copyright registration.
Faculty members normally retain the right to update, edit or otherwise revise electronically-developed course materials that become out of date. If CWI believes a revision is necessary and no timely revision is made or, in CWI’s opinion, a revision that is made does not maintain academic standards, CWI may refuse to market the product, or may employ another person to update the work.
The TEACH Act significantly enhanced digital distance education by expanding the scope of faculty members’ rights to perform and display works and to make copies integral to those performances. CWI faculty who teach in distance learning environments shall familiarize themselves with the provisions and requirements of the TEACH Act, know when they can take advantage of the protections offered by the Act, when they can rely on the Fair Use doctrine, and when they need to secure appropriate licenses or written permissions. Faculty members also need to be aware of the provisions of other statutes that may apply to their activities and special circumstances, such as the Digital Millennium Copyright Act (DMCA) or other applicable law.
Any videotaping, recording, broadcasting, or televising of classroom, laboratory or other instructional activity, and any associated use equipment or media must be approved in advance by the appropriate administrators, who shall determine the conditions under which such activity may occur. All such activities shall have the prior knowledge and consent of the faculty member and must comply with the provisions of applicable federal and state privacy laws, including right of publicity laws. Student recordings for personal use and/or accessibility accommodations do not require approval from administrators. Faculty permission is sufficient.
Recordings that permanently fix the classroom experience in tangible form (regardless of the media in which these materials were created), including but not limited to recordings of classroom lectures and discussions, and multimedia materials that incorporate the contributions of students, will not be made, reproduced, or distributed without the permission of faculty and student participants obtained with a Permission Request Form.
Copyright ownership and title of recordings of courses and course presentations shall belong to the faculty member(s), unless:
No permission is needed from a student for their image or voice to be transmitted live via videoconference or streaming media, but all students should be informed when courses are to be conducted using either method of delivery. If images are to be used for marketing purposes to the broader community, students will be asked to sign a photo release. CWI reserves the right to retain and use recordings of a class or some portions/sessions in future course offerings.
Applies to all CWI records.
Active Record: An Institutional Record currently used by the administrative unit that created or received it.
Administrative Unit: Any department, office, division, or other administrative component of the College.
Archival Records: Documents that have historic value and are not in active use. A document has historic value if it contains information that is of enduring value to the public.
Inactive Records: An Institutional Record that is not in active use but still must be maintained pursuant to the Record Retention Schedule. Inactive Records may be maintained off-site or as determined by IT unless it has historical significance according to the Records Administrator or designee, in which case it will be maintained as an Archival Record.
Institutional Records: Information fixed on any media that is created or received in connection with the administration of CWI’s business. Institutional Records are the property of CWI. Institutional Records exist in a variety of forms, including but not limited to, paper and electronic documents, audio and video recordings, databases, and email. Institutional Records include, but are not limited to, the following categories of records and non-exhaustive examples:
Personal Records: Personal documents or records created or received by faculty and College employees that pertain to their personal affairs and/or their professional careers including but not limited to documents accumulated by an individual prior to employment by the College, materials relating to private activities such as outside business and professional affiliations, and journals and correspondence that are not created or received through conducting College activities or business.
Records Administrator: Operations Program Manager. The designated Records Administrator will conduct annual reviews to confirm the policy is being followed by the respective business areas.
CWI recognizes the value effective records retention guidelines provide in preserving historical data, ensuring critical records are available to meet business needs, complying with legal requirements and optimizing physical and electronic storage by disposing of unnecessary and redundant records.
General Retention Guidelines
Institutional Records should be retained in accordance with the State Board of Education Records Retention Schedule of the Records Management Guide (Revised April 2008) (“Record Retention Schedule”) or as otherwise required to serve the official functions of the Administrative Unit involved. At the end of a retention period, records should be disposed of in accordance with these guidelines.
Institutional Records will ordinarily be kept in the Administrative Unit that created or received the document until the time that they are archived or destroyed. In consultation with and subject to the direction of the Records Administrator or designee, each Administrative Unit head must:
If, after consulting this policy and the schedule set forth in Record Retention Schedule, there exists a question regarding the proper disposition or retention of a particular document or class of documents, or the retention period for any such documents is not included in the Record Retention Schedule, it shall be the responsibility of the Administrative Unit head in possession of the document to determine its proper disposition in consultation with the Records Administrator or designee.
Record retention schedules set forth in state or federal law or which are established by individual program requirements shall supersede Record Retention Schedule.
Archival Records
The Records Administrator or designee determines which records qualify as Archival Records. Administrative Unit heads are responsible for forwarding Archival Records to the appropriate repository upon the expiration of the applicable retention period. Archival Records shall be preserved even though they might otherwise be subject to disposal pursuant to the Record Retention Schedule.
Electronic Records
The same retention guidelines and schedule that apply to tangible Institutional Records also apply to electronic records. Under Idaho law, if a record is required to be retained, the requirement is satisfied by retaining an electronic record of the information where the record (1) accurately reflects the information set forth in the record after it was first generated in its final form as an electronic record; and (2) remains accessible.
Litigation Holds
All records pertaining to ongoing or pending audits or lawsuits (including reasonably anticipated lawsuits) should not be destroyed, damaged, or altered, even if the retention period has expired, until the matter has been resolved and employees have been specifically advised in writing that such records may be destroyed. A representative from the Office of General Counsel, the Business Office, Risk Management or Human Resources shall take such steps as are necessary to promptly inform employees of the need to retain any records pertaining to ongoing or pending audits or lawsuits. A litigation hold supersedes any record retention policy or schedule. CWI shall suspend any automatic deletion of electronic records to the extent necessary to ensure compliance with a litigation hold.
Personal Records
Personal records are considered personal property and are not owned by the College, nor are they typically subject to public records law. They should be kept separate from institutional records and generally are not subject to this policy.
Disposal of Records
Tangible Records: Tangible records containing confidential and/or personally identifying information must be shredded before disposal. Non-confidential records should be disposed of by recycling.
Electronic Records: Electronic records containing confidential and/or personally identifying information shall be destroyed or erased so that such information cannot practicably be read or reconstructed. Information Technology shall be responsible for ensuring electronic records or media are deleted pursuant to security standards.
To provide guidelines for the creation, dissemination, and protection of CWI’s official communications to internal and external audiences.
Applies college-wide to the creation and dissemination of any documents, materials, or communications that are intended to represent CWI.
College Communication: Any official communication representing CWI that is distributed to the public, state and federal governing bodies, or CWI internal community via any available communication medium (including print and electronic).
Crisis Communication Team: Provost & VP of Academic Affairs, Executive Director, Facilities Planning and Management, Executive Director Communications & Marketing, VP Strategy & Operations, Director, Safety and Security, and Security Administrator.
CWI is committed to institutional integrity and information accuracy. CWI retains ownership of all communication mediums created for the purpose of distributing internal and external college communication. CWI must ensure that its official communications to the community and other external entities are consistent and accurately reflect its intended message. Accordingly, CWI has established the following guidelines regarding the creation, dissemination, and protection of CWI’s official communications. It is not the intent of this policy to infringe upon any individual’s right to freedom of speech or expression. Please refer to HR 250 Political Activity (Employees) Policy for guidelines on political activity.
To provide guidelines for the coordination and protection of CWI’s graphic images, including but not limited to its word marks, logos, seals, symbols, letterhead, publications, signs and video productions, which identify or represent CWI to an external audience.
Applies college-wide to the creation and dissemination of any documents, materials, or communications that are intended to identify or represent CWI to an external audience
CWI strives to ensure that the images it portrays to the community and other external audiences are consistent and accurately depict the mission of the institution. Accordingly, this policy sets forth guidelines for visual and verbal images intended to represent CWI. These guidelines should also serve to protect against the unauthorized use of CWI’s marks, logos, seals, symbols and other proprietary identifiers. CWI’s Brand Style Guidelines explain CWI’s policies in effect for the use of CWI graphics, such as its logo and seal. The Brand Style Guidelines also describe the requirements for appropriate CWI identification in CWI publications, advertising, electronic messages and other communications representing CWI to external audiences.
This policy establishes guidelines for the processing of requests to examine or copy ĢƵ’s public records.
This policy applies to all ĢƵ (CWI) public records not exempt under Idaho state law.
Custodian of Records: the person having personal custody and control of the public records. The Director Government Relation and Community Relations serves as Custodian of Records.
Public Record: includes, but is not limited to, any writing containing information relating to the conduct or administration of the public's business prepared, owned, used or retained by CWI regardless of physical form or characteristics. Provided, however, that personal notes created by a public official solely for their own use shall not be a public record as long as such personal notes are not shared with any person or entity.
As an Idaho public institution of higher education, CWI must comply with the provisions of the Idaho Public Records Law granting individuals the right to examine or copy any public record if it is not exempt by law. This policy establishes guidelines for the processing of requests to examine or copy CWI’s public records in conformance with applicable law.
Requests for public records shall be submitted in writing to the Custodian of Records. A submittal form for public records requests can be found on the CWI website. The request must include the name of the person making the request, a mailing address, e-mail address, and phone number. The Custodian of Records will date stamp the written request upon receipt.
Requests to examine or copy public records shall be granted or denied, as required by Idaho law, within three (3) working days of receipt of a written request, as described above. The Custodian of Records may take up to ten (10) working days to respond to such requests if necessary to locate or retrieve the public record.
Examination of public records must be conducted during regular office or working hours. Records are not to be removed from the place designated for the inspection unless the Custodian of Records specifically agrees otherwise. The Custodian of Records shall make no inquiry of any person who requests a public record, except to verify the identity of a person requesting a record in accordance with Idaho Code § 74-113 or to ensure that the requested record or information will not be used for purposes of a mailing or telephone list prohibited by Idaho Code § 74-120. The Custodian of Records or a designated staff member shall use whatever diligence is required to prevent alteration or removal of any public record while it is being examined or copied. A request for public records and delivery of the public records may be made by electronic mail.
No charge will be made for the examination of records during normal college office hours. No fee shall be charged for copying the first one hundred (100) pages of paper records requested or for the first two (2) hours of labor in responding to a request for public records. For copies totaling in excess of one hundred (100) pages, the following cost per page may be requested by CWI. In addition, requests that require greater than two (2) hours of staff time will be charged at a reimbursement rate according to the following table:
| Copying | |
| Per page - Black & White | $0.05 |
| Per page - Color | $0.50 |
| Labor | |
| Administrative Assistant | $25.00/hour |
| Manager/Supervisor | $42.00/hour |
| Director | $50.00/hour |
| Vice President | $75.00/hour |
| Attorney | $300.00/hour |
The Custodian of Records (or his/her designee), and where appropriate after consultation with legal counsel for CWI, will determine whether a record requested in accordance with this policy is exempt from disclosure under applicable federal and state law. If a denial or partial denial of a request for examination is made, the Custodian of Records shall notify the person in writing of the denial or partial denial. The denial must include: (1) the rationale for the decision, including the statutory authority for the denial; (2) notice of the requester’s right to appeal the denial and the time period for doing so; and (3) a statement that legal counsel for CWI has reviewed the request or that CWI has had an opportunity to consult with its legal counsel regarding the request and has chosen not to do so.
To provide guidelines for lobbying activities by CWI employees.
Applies to all CWI administrators and employees.
Lobby / Lobbying: “Lobby” and “lobbying” means attempting through contact with, or causing others to make contact with, members of Congress or any state legislature, congressional or legislative committees or an executive official, to influence the approval, modification or rejection of any legislation by Congress or the legislature or any committee thereof or by the governor or to develop or maintain relationships with, promote goodwill with, or entertain members of Congress or any state legislature or executive officials. “Lobby or “lobbying” also means communicating with an executive official for the purpose of influencing the consideration, amendment, adoption or rejection of any rule or rulemaking decision, procurement, contract, bid or bid process, financial services agreement or bond issue.
It is CWI's policy, in the conduct of its relationships with federal and state governmental officials and units, to follow all applicable laws and funding regulations. Accordingly, because CWI is a recipient of federal funds, prohibitions and restrictions exist on CWI employees attempting to influence members or staff of the executive or legislative branches of government regarding grants, contracts, or legislation.
CWI administration and employees may not use federally appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress an officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant or any other award covered by 31 U.S.C. § 1352.
If CWI receives more than $100,000 in federal funds and has used non-federal funds to pay any person for lobbying activities in connection with CWI programs, CWI shall file a disclosure form in accordance with federal law.
No CWI employee is permitted to lobby on behalf of CWI without the express authorization of the President. Further, CWI employees may not engage in lobbying during work time on their own behalf or for their personal gain or use CWI funds or property for the purpose of engaging in lobbying on their own behalf or for their personal gain.
To promote engagement in the community by CWI, provide guidance, and ensure proper coordination occurs as the College associates with specific activities and organizations. It is also important to recognize that, as a public institution, the College’s reputation and brand must be protected. The College has the right to manage investments in community engagement while safeguarding the integrity of the College. All requests for community engagement activities will route through the Marketing Department for approval.
Applies to CWI Administration, faculty, and staff
Sponsorship:
Partnership: A long-term, mutually beneficial engagement with a community partner, which is typically formalized with a Memorandum of Understanding or other formal engagement. A Community Partnership is not to be confused with a legal “partnership” where two or more persons or entities agree to carry on as co-owners of a business for profit. The characteristics of a partnership may include (1) an agreement to share knowledge and/or resources to achieve results that benefit both CWI and the community partner; (2) enhancement of scholarship, learning, and professional development at CWI; and (3) the development of experiential learning to connect instruction to community and careers.
Community Service: Engagement in volunteer activities that focus on providing services needed by different sectors of the community, including nonprofit, public, and community-based organizations, to improve the quality of life for local residents. When CWI employees participate in Community Service outside the scope of employment, they do not act as representatives of CWI.
Endorsement: Any statement, publication, visual representation, or activity included in marketing or promotional materials that expresses an opinion, value judgment, or association that can be reasonably construed to contain or imply a preference by CWI, or by any of its units or employees speaking or acting as representatives of CWI, for any external service. Endorsements do not include pedagogical discussions regarding educational services and products, or evaluative feedback sought by third parties regarding the use of services or products by CWI employees.
Advertising: Outside entities requesting to advertise on or in the College’s assets and communication materials.
CWI is committed to supporting community engagement activities dedicated to enhancing and strengthening the communities in which its employees and students work and live in line with the mission of the College. These opportunities for community engagement may come in the form of sponsorships, partnerships, and/or community service. The overriding principal surrounding such activities is to engage in ways that enhance, support, or progress the College’s mission.
CWI prohibits direct and implied endorsements. The name, logo, or images of the College or any of its campuses or units may not be used in any statement, website, print or electronic communication, or activity to endorse any corporation, business, product, service, or candidate for public office.
CWI encourages members of the CWI community to engage in Community Service for the betterment of the community and to raise the quality of life of local residents. When participating in Community Service, CWI employees shall understand that they are acting as private citizens and not as official representatives of CWI. CWI may nonetheless spotlight the efforts of CWI employees who engage in Community Service for their personal contributions.
Certain decision-making and administrative functions related to this policy may be delegated to other College offices or entities upon approval by the Vice President of Marketing or designee.
To provide guidelines for the development, administration, and management of CWI Contracts.
Applies to all CWI Contracts and all employees of CWI who participate in the Contract process.
Administrative Unit: Any department, office, division, or other administrative component of the College.
Administrative Unit Manager: Employee within an Administrative Unit responsible for authorizing purchase orders and contracts. This is limited to the following: Deans, Comptrollers, Assistant Vice Presidents, Chief Information Officer, Executive Directors, and Directors who do not directly report to a Dean, Comptroller, or Assistant Vice President.
Contract: All types of agreements, oral or written, that impose an obligation on CWI or otherwise legally bind the College regardless of what the agreements may be called (e.g., affiliation agreement, MOU, MOA, scope of work, purchase order). A contract may be, among other things, for the procurement or disposal of goods or services, or construction.
Contract Administration: Employee duties relating to contracts that include functions such as solicitation and contract development, contract renewals and extensions, the receipt, review and retention of contracts and contract related documents, and the exercise of contract remedies for breach.
Contract Manager: Employee within an Administrative Unit who ensures that both the Administrative Unit and the contractor comply with the requirements of the contract. These duties include but are not limited to functions relating to solicitation, contract development with the assistance of the Contract Group, contract monitoring, and evaluation of deliverables, invoice review, payment approval, progress tracking, and status meetings.
Contracts Group: Those employees in the Business Office responsible for contract administration, management, and compliance.
Contract Modification: Any written alteration in specifications, delivery point, rate of delivery, period of performance, price, quantity, or other provisions of any contract accomplished by mutual agreement of the parties to the contract.
Contractor: The entity or person entering into the contract with CWI as an independent contractor.
Multi‐Year Contract: A contract for the purchase of supplies or services for more than one, but not more than five, years. A multi‐year contract will provide that performance under the contract during the second and subsequent years of the contract is contingent upon the appropriation of funds and may provide for a cancelation payment to be made to the contractor if appropriations are not made.
Sponsored Project: Any externally funded activity for which there is a specific statement of work that is expected to be completed within a defined period of time, budget, and a designated principal investigator (PI) or project director (PD). A Sponsored Project may support CWI activities including but not limited to research, training and instruction, public service, or other scholarly activities. Sponsored Projects may be funded by federal agencies, state entities, private for-profit entities, local governmental agencies, non-profit organizations, and foreign entities. A Sponsored Project may also be referred to as a grant.
Numerous contracts are required by CWI for the procurement of goods, services, and public works construction as well as for the provision of educational services. For CWI, with limited exception, the authority to enter into a contract is delegated to the President and the designated Vice Presidents/Provost in accordance with the ADMIN-150 - Authorized Signature Policy. This policy defines the roles and responsibilities of the Administrative Units and the Business Office in the administration and management of CWI’s contracts. Additional contract guidance can be found in CWI’s internal Contracting Guidelines located on the College’s internal website for the Business Office under Contracts & Procurement.
For audit purposes, purchases made prior to the latest revision of this policy are subject to that version of this policy in effect at the time the purchase process was initiated. Purchases made after the latest revision date of this policy are subject to this policy as amended.
Most CWI contracts relate to a purchase of either goods, services, or public works construction or to the provision of educational services. However, contracts may be required for other purposes as well. Prior to entering into a contract, the appropriate Administrative Unit Manager will ensure that the purpose of the contract is consistent with the mission of the College and any affected Administrative Unit(s). For contracts for the purchase of goods or services, the Administrative Unit Manager will confirm that there is adequate budget for the purchase and that the appropriate accounting General Ledger (GL) string is used for the purchase. The Administrative Unit Manager must also perform the following when preparing to process a contract:
For procurement contracts, this policy is a companion to ADMIN 100 – Procurement Policy and ADMIN 190 Procurement of Public Works Construction, and these policies are designed to be used in concert. Prior to the approval of a purchase, the Administrative Unit Manager must determine whether the purchase associated with the contract is in accordance with CWI’s procurement policy and procedures and applicable purchasing statutes. The Contracts Group will provide assistance with any questions regarding purchasing procedures and contract development.
Contracts which have been prepared by a Contractor must be forwarded to the Contracts Group. The Contracts Group will provide guidance, options for consideration, and contract renewal timelines. In addition, the Contracts Group will assist in ensuring that the contract procedures are in compliance with CWI policy and applicable law. This is particularly critical with respect to procurement contracts. The Contracts Group is responsible for the archival of all CWI contracts.
The Contract Manager will complete and submit the following required paperwork to the Contracts Group for review:
After review by the Contracts Group, the Contracts Group may forward the contract for approvals to other Administrative Units based on the type of contract or the liability issues involved including but not limited to the following:
All contracts with a company to acquire or dispose of services, supplies, information technology, or construction must include a written certification that the company is not currently owned or operated by the government of China and will not for the duration of the contract be owned or operated by the government of China. “Company” means any for-profit or not-for profit organization, association, corporation, joint venture, limited partnership, limited liability partnership, limited liability company, or other entity or business association, including all wholly owned subsidiaries, majority-owned subsidiaries, parent companies, or affiliates of those entities, or business associations.
All contracts over one hundred thousand dollars ($100,000) and when the contractor has over ten (10) employees must contain the following term: Contractor warrants and represents that Contractor is not currently engaged in and will not for the duration of this Agreement engage in a boycott of goods or services from Israel or territories under its control, pursuant to the Anti- Boycott Against Israel Act (I.C. § 67-2346). This term shall not apply to this Agreement if the total potential value of the Agreement is less than one hundred thousand dollars ($100,000) or if Vendor has fewer than ten (10) employees.
All contracts over one hundred thousand dollars ($100,00) and when the contractor has over ten (10) employees must contain the following term: Contractor is not currently engaged in, and will not for the duration of the contract engage in, a boycott of any individual or company because the individual or company:
(a) Engages in or supports the exploration, production, utilization, transportation, sale, or manufacture of fossil fuel-based energy, timber, minerals, hydroelectric power, nuclear energy, or agriculture; or
(b) Engages in or supports the manufacture, distribution, sale, or use of firearms, as defined in section 18-3302(2 (d), Idaho Code.
Contracts for which templates or forms drafted by the Contracts Group and approved by the Office of General Counsel (OGC) are used should be prepared by the Administrative Unit Manager and submitted to the Contracts Group for summary review. Such a review process is particularly appropriate where no changes have been made to the template or form other than filling in blanks such as dollar amounts or the term of the agreement. The purpose of the Contracts Group’s review is to ensure that the contract is in compliance with CWI’s policies and that the template or form has been properly completed. Changes to the template or form require review and approval by the Contracts Group and the OGC. The Contracts Group will coordinate the process of obtaining required contract signatures to ensure contracts are fully executed. The Contracts Group will send a fully signed copy of the contract to the parties. Templates or forms will remain under the control of the Contracts Group.
The following types of contracts are subject to review by the OGC:
The following types of CWI contracts are subject to other processes regardless of dollar value:
All contracts must be signed in accordance with the ADMIN-150-Authorized Signature Policy. The Contracts Group will obtain all required contract signatures. The Contracts Group will also retain a fully signed copy of the contract for CWI’s records.
A multi‐year contract should only be utilized when it serves the best interests of CWI and the community by promoting economy in administration, performance, and operation of the CWI’s programs, while still encouraging open competition. The need for the supplies or services should be reasonably fixed and continuing over the period of the contract. Pricing for goods or services must be clearly defined in the contract. Administrative Unit Managers must take into account multi‐year contracts when determining future budgets.
Multi‐year contracts that are valued at one million five hundred thousand dollars ($1,500,000 or more) over the duration of the contract, must be approved by CWI’s Board of Trustees. A government appropriations clause or termination for convenience clause must be included in all multi‐year contracts.
No employee, officer, or agent of CWI shall participate in the selection, award, or administration of a contract if to do so raises a real or apparent conflict of interest.
The following is a nonexclusive list of categories of Contracts which are subject to this policy:
a. Service Agreements
b. Training Agreements
c. Software License Agreements
d. Professional Consultant Agreements
e. Independent Contractor Agreements
f. Use Agreements
g. Rental/Lease Agreement
h. Event Agreements
i. Internship/Clinical Agreements
j. Memoranda of Understanding
k. Memoranda of Agreement
l. Non-Disclosure Agreements
A non-disclosure agreement (NDA) is a contract in which one party agrees not to disclose certain information of a confidential nature. NDAs, like all other contracts, should be forwarded to the Contracts Group for review. The NDA should be specific as to the information to be covered and as to the time frame in which it must held confidential. Not all business dealings are confidential and may be a matter of public record. Business dealings that are a matter of public record should not be covered in the NDA. The Contracts Group, in consultation with the OGC, will determine whether CWI is able to enter into such an agreement and, if so, whether a public records disclaimer should be included in the NDA.
Upon signing of the NDA, CWI and its employees are required to maintain the agreement’s confidentiality. Any CWI documents pertaining to the confidential information in the NDA must have a copy of the NDA attached so as to make all parties aware of the confidential nature.
Contract Managers must manage and monitor their contracts. Unless otherwise specified, oversight of delivery, performance, payments, and extensions are all duties of the Contract Manager. The Contract Manager will work with the Contracts Group on any modifications to the contract terms. The proposed termination of a contract prior to the expiration of its term should be reviewed by the Contracts Group and OGC.
Employees violating any of the provisions of this policy or applicable law may be subject to disciplinary action up to and including termination.
Forms and other documentation associated with this policy can be found on CWI’s internal Business Office website for Contracts & Procurement.
To establish policy for departments and individuals receiving cash, checks, credit cards or other forms of tender at CWI.
Applies to handling of all college cash/tender
The intent of this policy is to guide ĢƵ (CWI) employees, students, and agents of the College in the proper handling of cash/tender to preclude the abuse of College funds and to facilitate effective money management.
Employees, students, and agents handling CWI cash/tender are responsible for following the cash handling procedures and to ensure that all reasonable efforts are made to protect the cash/tender of the College. Colleague is the official financial system of the College. Business Office employees are required to perform reconciliations to Colleague on a monthly basis, promptly identifying and correcting any discrepancies.
One Stop Specialists are primarily responsible for receiving and recording departmental funds and accepting student payments. These payments must be recorded in Colleague accurately and timely. The Business Office verifies the departmental deposit balances with cash received and notifies departments immediately of any discrepancies. The Business Office reserves the right to perform audits on an unannounced basis to confirm compliance with cash handling policies.
Specialists capturing credit card information must adhere to the following privacy security requirements:
All departments on campus that accept credit cards must adhere to the Payment Card Industry Data Security Standards. The standards may be obtained from Visa, MasterCard, or other members of the Payment Card Industry (PCI) association found at . Departments accepting credit card payments must participate in an annual review of the PCI compliance, which will be facilitated by the Business Office.
To facilitate CWI’s commitment to oversight, strong internal controls and clear fiscal procedures in its business functions by providing guidance regarding CWI’s expectations of its employees in the conduct of CWI’s business.
This policy applies to all administration and employees of CWI.
Conflict of Interest: Any official action or any decision or recommendation by a person acting in a capacity as a public official, the effect of which would be to the private pecuniary benefit of the person or a member of the person's household, or a business with which the person or a member of the person's household is associated.
Fraud: A false representation of a matter of fact, whether by words or by conduct, by false or misleading representations, or by concealment of what should have been disclosed, that deceives or is intended to deceive another so that the individual will act upon it to her or his legal injury.
The purpose of CWI’s business ethics policy is to provide guidance to its employees and departments in the conduct of business, both internally and with the general public. Ethics are the rules, standards, or code of conduct that govern our decisions on a daily basis. The business ethics policy establishes the proper environment of internal controls, fiscal responsibility and clear procedures so that CWI conducts its business functions in an ethical manner.
CWI requires all employees to act in accordance with all federal, state and local laws and regulations. Employees are expected to be of high moral character and utilize judgment to avoid the appearance of impropriety.
CWI shall maintain proper business policies and best practices to meet fiscal objectives in an ethical framework. Oversight shall include but not be limited to the following:
CWI’s administration, employees and students are prohibited from engaging in any activities that may be considered to be fraudulent under federal, state or local law. Employees are required to report known or suspected fraudulent activity; including prohibited activity by vendors, contractors or consultants.
Violations of any of CWI’s business procedures, or instances of fraud, misappropriation or fiscal irregularity by any employee will be brought to the immediate attention of the Administration. Examples of such violations include, but are not limited to the following:
External independent auditors may be brought in to investigate any issue at the discretion of the President or the Board. Interference with a review or investigation of ethics violation or fraud is prohibited and is also subject to disciplinary action. Interference includes, but is not limited to, failing to cooperate with auditors or investigators, and the destruction, alteration, or removal of documentation relating to the review or investigation.
Although employees reporting possible violations of this policy in good faith are protected by CWI’s whistleblower policy, employees may choose to remain anonymous when making a report. Therefore, CWI has established a hotline to serve as an additional mechanism to report suspected compliance violations. ()
CWI takes all reports regarding ethics and compliance matters seriously and will investigate each report. Employees may submit a report about a compliance or ethics concern or ask for guidance related to a compliance or ethics matter. The information provided via CWI’s Hotline may be relayed to CWI in a format that protects the employee’s anonymity.
Employees who violate this policy may be subject to disciplinary action up to and including termination and possible restitution.
CWI may finance facilities and equipment through the issuance of governmental bonds, qualified 501(c)(3) tax‐ exempt bonds, and certain taxable bonds that are subject to tax‐exempt bond laws and regulations. The purpose of this policy is to facilitate compliance with applicable federal law and IRS regulations related to arbitrage, timing and use of bond proceeds, and other aspects of a bond issue.
This policy applies to all CWI officials, faculty and staff with the responsibility or control over any aspect of the bond issuance, the investment or expenditure of bond proceeds, and the use of bond‐financed assets, including but not limited to those who manage, direct, or influence the following:
This Policy works in conjunction with, and does not amend or replace, the Post Issuance Tax Compliance Procedures for Tax-Exempt Bonds administratively adopted by CWI on September 25, 2018 (the “Compliance Procedures”). CWI officials, faculty and staff shall refer to the Post-Issuance Compliance Procedures (Appendix E) and the Post-Issuance Compliance Checklist as identified by bond documentation in carrying out this Policy.
Applicable Federal Law:The Internal Revenue Code of 1986, as amended and the regulations promulgated thereunder.
Arbitrage: Investment earnings on bond proceeds at a yield in excess of the bond yield.)
Defeased Bonds: Refunded bonds for which the payment of principal and interest has been assured through the structuring of a portfolio of government securities placed into an irrevocable trust to provide for all future debt service payments on old bonds.
Governmental Tax Exempt Bonds: Bonds issued by a governmental agency or entity on behalf of CWI.
IRS: Internal Revenue Service.
Private Business Use: The direct or indirect use of bond proceeds or bond financed property in a trade or business carried on by any person other than the governmental entity.
Revenue Bonds or Lease Revenue Bonds: A form of long‐term borrowings in which the debt is secured by a revenue stream produced by the project.
Tax Exempt Bonds: A bond usually issued by municipal, county, or state governments, whose interest payments are exempt from federal income tax.
Taxable Bonds: Taxable governmental bonds which are subject to the federal laws and regulations applicable to tax‐exempt bonds.
CWI will comply with all applicable federal laws and regulations which apply to tax‐exempt and certain taxable bonds issued to finance facilities and equipment owned or used by CWI. The Office of Vice President for Finance and Administration (VPFA) will create and maintain written guidelines and procedures to document the processes to be used to ensure compliance with applicable federal laws and regulations, and will designate the positions and individuals responsible for these processes.
The Vice President for Finance and Administration (VPFA) has primary responsibility for ensuring that processes are in place for maintaining post‐issuance compliance with tax‐exempt bond regulations, delegating and providing oversight of these processes.
A compliance coordinator (the “Compliance Coordinator”)will be designated to coordinate and document post‐issuance compliance monitoring activities and deadlines, and to ensure that compliance tasks are tracked and performed in an appropriate and timely manner, in accordance with the Appendix E - Post-Issuance Procedures and Post-Issuance Compliance Checklists as identified by bond documentation, and any additional covenants required by specific bond agreements. These responsibilities are currently delegated to designated staff in the Business Office.
The VPFA, the designated Compliance Coordinator, and other appropriate CWI personnel shall consult with bond counsel and other legal counsel and advisors, as needed, following issuance of Bonds to ensure that all applicable post issuance requirements are met.
For additional information on roles, responsibilities, and compliance monitoring tasks, reference Appendix A: Role and Responsibility Matrix and Appendix F. Post-Issuance Compliance Procedures and Checklist.
Bond proceeds are disbursed to pay project costs, capitalized interest, if applicable, and costs of issuing the bonds, in accordance with the tax rules and the restrictions of the bond documents. The expenditure of bond proceeds and related investment earnings will be tracked to ensure they are used only for qualified purposes.
As more fully set out in the Compliance Procedures (Appendix E – Post-Issuance Compliance Procedures), for each tax‐exempt bond financed project, accounting records detailing the receipt and expenditure of bond proceeds must be maintained. Such accounting records must reflect the date, the purpose, and the recipient of the expenditure. At the conclusion of a project when all bond proceeds have been exhausted, a final allocation will be compiled, documenting the use of all bond proceeds and related investment earnings. The data will detail all of the expenditures posted to the specific fund/project. This documentation will be part of the permanent records for the particular bond transaction.
When appropriate, records showing an allocation of bond proceeds and equity or taxable debt to certain project expenditures must be maintained. If CWI is reimbursed for project expenditures made prior to the bond closing, the reimbursement resolution or official statement of intent and the records showing such expenditures and the reimbursement to CWI must be maintained.
The Business Office must keep copies of all charges posted to the fund/project established for the bond proceeds. The bank statements detailing the bond proceeds’ bank account are reconciled by the Business Office monthly.
The statements are stored to meet record retention requirements.
Arbitrage arises when proceeds from a bond issue are invested and the yield on the investments is greater than the yield on the bonds. The Internal Revenue Code contains two separate sets of requirements relating to arbitrage (yield restriction and rebate), which must be satisfied to ensure that the bonds do not lose tax‐exempt status.
Arbitrage rebate calculations must be made as required by applicable federal law and, if necessary, the appropriate federal arbitrage tax returns will be prepared and filed with the IRS together with any rebate amount owed. Accounting records tracking the investment of bond proceeds and the investment earnings must be maintained as required by this policy.
Yield Restriction: the arbitrage rules generally prohibit proceeds of a bond issue from being invested in a yield in excess of the bond yield.
Rebate: even if an exception to yield restriction applies, if arbitrage is earned on an issue, the excess earnings must be remitted to the U.S. Treasury Department unless an exception to rebate applies. CWI may engage the services of an outside vendor to perform arbitrage and rebate (and, as applicable, yield reduction) functions. The vendor performs rebate calculations annually based on the bond issue date, and again at the time all bond proceeds have been spent (or at the time that the bond issue is retired, if earlier). The vendor also measures CWI’s bond proceeds spending rate to determine whether an applicable “spending exception” to rebate is satisfied. The designated Compliance Coordinator is responsible for a) obtaining and supplying relevant investment and spending data to the vendor to allow it to perform these calculations, and b) coordinating with the vendor and the bond issuer to ensure that any rebate owed is paid to the U.S. Treasury Department (and Form 8038‐T filed) by the deadline applicable to the computation period in question.
The College is responsible for the timely payment to the U.S. Treasury of all arbitrage rebate installments and payments (including yield reduction payments if applicable) when due (generally (i) every fifth year and (ii) within 60 days of the final payment of all principal and interest on the bonds, as further described in the tax agreements relating to the bonds).
The VPFA is responsible for contracting with a third party to perform the required arbitrage and rebate calculations. The reports and schedule for the calculation will be maintained by the designated Compliance Coordinator, as well as documentation verifying compliance.
The private business use of facilities or equipment financed with bond proceeds must be monitored for the life of the bond issue and for the life of any bonds issued to refund the original issue. Private business use of bond proceeds and facilities and equipment financed with bond proceeds is limited by applicable federal law. Tax exempt status of a bond issuance is in jeopardy if more than 10 percent of the proceeds are used for private business use. Applicable federal law sets forth some categories of private business use including the following:
An annual survey of the use of bond financed facilities and equipment will be conducted by the designated Compliance Coordinator to determine if there is any private business use of such property. Copies of any leases, management contracts, research agreements and any other documents involving private business use of such property must be attached to the survey and reviewed by the designated Compliance Coordinator. Said documents shall be retained by CWI as further set forth in Section VI hereof.
If the potential for private business use exists, any lease, management contract, or other arrangement must be reviewed in advance by the designated Compliance Coordinator. Research agreements must be reviewed by Grants and Contracts.
An annual survey will be distributed by the Business Office to each department responsible for facility or equipment financed by tax exempt bonds.
See Appendix B - : Private Use Questionnaire
The VPFA must be notified before there is a change in use or a sale or disposition of any facility financed with tax‐exempt debt to ensure compliance with applicable federal law. Documentation of such change in use must be maintained by the designated Compliance Coordinator.
RECORD RETENTION
As more fully set out in the Compliance Procedures, records relating to tax‐exempt bonds must be maintained for the term of the bond issue plus at least an additional five years, or, in the case of an issue refunded by one or more subsequent bond issues, for the combined term of the issues plus at least an additional five years. Records to be retained include, but are not limited to the following:
See Appendix C- Records Retention Checklist for a list of required documentation.
CWI will remain in compliance with Security and Exchange Commission Rule 15c2‐12 by filing its annual financial statements and other financial and operating data for the benefit of its bondholders within 180 days of the close of the fiscal year.
CWI will provide financial statements, official statements, and periodic financial information under the Electronic Municipal Market Access System (“EMMA”) created by the Municipal Securities Rulemaking Board. Any notice of material events will also be filed under EMMA.
CWI will comply with continuing disclosure requirements as stated in the bond documents. Each bond issuance will have its own Information Reporting Agreement, Continuing Disclosure Agreement or similar document that sets forth CWI’s continuing disclosure requirements with respect to that issuance. Information regarding CWI’s financial condition must be provided annually to nationally‐recognized securities information repositories. Other required filings include:
The Office of Vice President for Finance and Administration is responsible for implementing this policy and monitoring compliance with its requirements. A Post‐Issuance Compliance Checklist will be completed for each facility financed with tax‐exempt bonds upon completion of the project and must be updated annually thereafter so long as the bonds are outstanding. The Post‐Issuance Compliance Checklist is maintained in the Business Office, and completed by the designated Compliance Coordinator.
CWI will seek the advice of bond counsel in the event that remedial action may be required. To the extent a potential violation arises that cannot be corrected through remedial action, or in the event of a potential arbitrage violation, CWI will seek the advice of bond counsel concerning its alternatives, which may include contacting the IRS under the Voluntary Closing Agreement Program (VCAP).
In furtherance of the policies set forth above, the VPFA will maintain a Tax‐Exempt Bond Compliance Handbook and will take such steps as necessary to ensure that the CWI staff responsible for complying with requirements applicable to tax‐exempt bonds are trained to complete their responsibilities relating to the procedures set forth above. Such training will cover the purposes and importance of these procedures, as well as the details of the particular staff member’s responsibilities.
The Business Office is authorized to adopt procedures consistent with this Policy to further implement the goals and purposes of this Policy.
To establish authority, responsibility, and defined processes for sponsored programs to maximize benefits of the programs and to assist faculty, staff, and administrators to secure funding and management of sponsored projects in compliance with federal and state law and regulations and college policies.
This policy applies college-wide to the solicitation and receipt of external funds supporting sponsored programs, including grants, contracts, subcontracts, collaborations, agreements, and other similar instruments. This policy does not apply to student financial aid or sponsorship of individual students.
Award: The formal written agreement between the College and the funding organization. Awards funding mechanism includes contracts, subcontracts or sub-awards, cooperative agreements, memorandums of understanding, memorandums of agreements, award letters or award notifications and grants.
Budget: A detailed statement that includes all estimated costs for support of the sponsored program.
Conflict of Interest: A situation where an employee’s financial, professional, or personal interest compromises the employee’s professional judgment in the discharge of their duties.
Conflict of Commitment: Refers to an individual distribution of effort between the individual’s appointment at CWI and the individuals outside professional activities.
Contract: The instrument through which a funding organization is a buyer of goods and services for the direct benefit of the funding organization with firm timelines and deliverable requirements.
Cooperative Agreement: Federal agencies use cooperative agreements to provide financial assistance to a particular project or program. Under a cooperative agreement, federal involvement throughout the project or program is expected.
Funding Organization: An external entity that provides funding for a sponsored program or project. For this policy's purposes, the terms Grantor and Sponsor are interchangeable and have the same meaning as Funding Organization.
Grant: An award type or instrument used to provide financial support for a particular project with minimal involvement and control by the funding organization.
Post-Award Group: The post-award group consists of Accountants and a Grants Analyst designated by the Business Office and reporting directly to the Comptroller. Post-Award group staff oversee the fiscal management of the award, including but not limited to, award compliance, financial reporting submissions, invoicing, coordinating with Principal Investigator for technical or programmatic reporting submission, and coordinating and obtaining funding organization approval of changes when necessary.
Principal Investigator (PI): The individual responsible for the technical and financial performance of a sponsored project.
Project Director (PD): A Principal Investigator.
Proposal: A sponsored program proposal is a document prepared in response to a call for proposal or funding opportunity in accordance with the funding organization instructions. It is also an official record of what was proposed to the funding organization in return for the funding requested.
Sponsored Program: Any externally funded activity for which there is a specific statement of work that is expected to be completed within a defined period, budget, and a designated principal investigator (PI) or project director (PD). A Sponsored Program/Project may support CWI (ĢƵ) activities including research, training and instruction, public service, or other scholarly activities. Sponsored Projects may be funded by federal agencies, state entities, private for-profit entities, local governmental agencies, non-profit organizations, and foreign entities, and the instrument may be a grant, contract, cooperative agreement, memorandum of understanding, purchase order, or consortium agreements. A Sponsored Project may also be referred to as a grant or award.
The Sponsored Programs Office provide significant benefits to the College by supporting CWI’s Strategic Plan via external funding in collaboration with faculty, staff, and community partners by:
Responsibilities and Procedures, please refer to the document entitled Sponsored Programs Responsibilities and Procedures and incorporated herein by this reference.
Principal Investigators, senior personnel, and administrative staff working in sponsored programs must also follow the Sponsored Programs Reference Guide when applying for external funding opportunities to support sponsored programs.
To provide a framework for consistency, structure, and guidance for CWI’s general business operations by establishing guidelines for the administration of accounts payable.
Applies to all vendors, contractors, and other third parties requesting payment for goods and services provided to CWI and employees requesting reimbursement for local mileage, travel, and approved expenses.
Epayments (ACH): CWI’s established instrument for electronic payment for goods and services.
Student Organizations (50) funding: Funding for a student group approved and sponsored by CWI. Each student organization has an individual budget and bylaws to which it adheres. Student groups are overseen by the Student Life Division. All student organizations must comply with CWI’s policies and procedures.
Project ID: An assigned individual identifier in CWI’s system of record (Colleague) which is used to ensure the correct tracking and monitoring of the project budget.
CWI is committed to satisfying its financial obligations to vendors and others that have provided goods and services to CWI. All employees must comply with applicable policies and standards for receiving goods and service on behalf of CWI, as well as adhere to providing the necessary documentation and approvals for any requested reimbursements for payment.
For audit purposes, purchases made prior to the latest revision of this policy are subject to that version of this policy in effect at the time the purchase process was initiated. Purchases made after the latest revision date of this policy are subject to this policy as amended.
Cash or Cash equivalent awards such as gift cards and gift certificates are not an allowable purchase. Exceptions for student emergency situations as determined by the Dean of Students and Case Management services may be granted as approved by both the Provost and CFO. Gifts of any kind given to students may affect their Title IV aid and are considered taxable income. If the student is an employee taxes will be withheld through payroll.
After 30 days of issue, a “Lost” check may be replaced, by completing a “Check Replacement Request”. This form is completed by Accounts Payable or the department requesting the replacement check.
Forms and other documentation associated with this policy can be found on the internal Business Office website for Payables and Purchasing.
To provide guidelines for travel within the United States on CWI business.
Applies to all CWI employees traveling on behalf of CWI and receiving funds for such travel from CWI. This policy also applies to non-CWI personnel and students who may travel on behalf of CWI and are utilizing funds provided by CWI for such purposes.
US Federal General Services Administration (GSA): Provides travel per diem guidelines throughout the country.
Official Workstation: The primary work location assigned to the employee, or the location where the employee works out of most frequently.
Per Diem: Daily, half day and weekly allowances for meals, gratuities, and incidental expenses incurred by an employee when traveling on behalf of CWI.
Local Travel: Travel within a one hundred (100) mile driving radius of an employee’s workstation. With prior approval, exceptions to the “radius” may be granted for extenuating circumstances such as for safety concerns or road construction delays.
Approver: Person(s) responsible for a budget or funding that is given the authority to manage and monitor those expenses. See ADMIN 150 - Authorized Signature Policy.
Budget Officer: Manager for a department that has the responsibility for the budget oversight. They will have the authority and responsibility to ensure CWI, state, and federal funds granted to their area is spent appropriately.
CWI understands the need for travel for employees. CWI authorizes travel that promotes the applicable professional development of employees and students to expand the core mission of CWI. This policy also applies to non-CWI personnel who travel for official business on behalf of CWI. The necessity for travel and the use of Collee and federal funding must follow strict guidelines and be fully transparent to CWI’s Board of Trustees and constituents. This policy may not cover every possible situation; however, it is CWI’s intent that all individuals and approving authorities adhere to the most cost effective and efficient methods of travel when travel is necessary in performing official business for CWI.
Travel activities conducted on behalf of CWI shall comply with Idaho and federal law and follow State travel policy and procedures set by the Idaho Board of Examiners. State policy requires that official travel be conducted in the most cost-effective and efficient method. Employees who travel on official CWI business may be reimbursed for all or a portion of their travel expenses. Employees of CWI, non-CWI employees or students must obtain supervisor’s approval for travel on behalf of CWI, complete required forms prior to travel and submit appropriate documentation for reimbursement upon return. Per Diem for meals or lodging cannot be claimed for local travel or for personal travel. Per diem may be granted for training purposes only within the 100-mile radius for local travel.
The State Board of Examiners, as established by the Constitution of the State of Idaho (Article IV, section 18), is authorized by Idaho Code Title 67, Chapter20, to adopt policy and procedures for travel and related expenses claimed against the State.
This State Travel Policy, as adopted by the State Board of Examiners, was developed in accordance with
Sections 67-1001, 67-2004, 67-2005, 67-6006, 67-2007, 67-2008 Idaho Code, and shall apply to every individual at all agencies, elected offices, boards, commissions, institutions, and any and all other forms of Idaho State Government or its agents who can incur travel and related expenses paid for from State government resources, unless specifically exempt by Idaho Code.
This State Travel Policy is intended to establish guidelines and limits that promote cost-effective and efficient methods for incurring travel and related expenses while performing official business of the State of Idaho. All travel costs and related expenses claimed to the State must be properly authorized, actually incurred, essential in achieving the goals or fulfilling the responsibilities of the State government entity and conducted in the most economical and practical manner for the State.
When determining the most cost-effective and efficient method for conducting travel, the entity should also consider any additional actual costs of the traveler’s compensation from wages or contract services fees, including the value of any accrued compensatory time by State employees.
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For audit purposes, travel made prior to the latest revision of this policy are subject to that version of this policy in effect at the time the purchase process was initiated. Purchases made after the latest revision date of this policy are subject to this policy as amended.
Local travel is defined as a 100-mile radius from an employee’s official workstation. Local travel is not eligible for Per Diem or incidentals. However, local travel may qualify for local mileage reimbursement. Contact Accounts Payable with any questions. Local Mileage Reimbursements will be completed once a month for the total month and turned into Accounts Payable. Mileage forms can be found on CWI’s internal Business Office website under Payables and Purchasing.
For the purposes of the June 30th fiscal year-end, mileage for June must be submitted by July 3rd of each year. Expenses incurred in the previous year cannot be charged to the current fiscal year. If utilizing a rental car through CWI, employees are not eligible for mileage reimbursement. Mileage from an employee’s home to their official CWI workstation is not eligible for mileage reimbursement.
In limited instances, non-CWI individuals may travel at the sponsorship of CWI. Non-CWI individuals must follow the same process as CWI employees for travel, including obtaining prior approval. In some instances, they will be eligible for the CWI allowable travel expenses. Any additional expenses outside the allowable expenses will need pre-approval from the VPF.
The CWI Board of Trustees will submit a request for expense reimbursements on a quarterly basis.
Forms and other documentation associated with this policy can be found on the internal Business Office site under Payables and Purchasing.
To establish guidelines for CWI meetings and events including the provision of meals, refreshments and entertainment.
Applies to the use of CWI funds for meetings or events including all meetings and events where food and beverage are served for the benefit of the staff, faculty, students, and guests. This policy also applies to CWI’s Foundation if utilizing funds provided by CWI.
Approver: Person(s) responsible for a budget or funding that is given the authority to manage and monitor those expenses. See ADMIN 100 - Authorized Signature Policy.
Budget Officer: Manager for a department that has the responsibility for the budget oversight. They will have the authority and responsibility to ensure CWI, state, and federal funds granted to their area is spent appropriately.
Per Diem: Daily, half day, and weekly allowances for meals, gratuities and incidental expenses incurred by an employee when traveling on behalf of CWI.
US Federal General Services Administration (GSA): Provides travel per diem guidelines throughout the country.
Meeting: A structured event where staff members come together to discuss work-related topics, make decisions, or coordinate tasks. Meetings usually have a specific agenda, set goals, and often involve formal communication, such as sharing information, problem solving, or planning.
Social Gathering: An informal, infrequent, event where staff members come together to socialize, build relationships, and engage in non-work-related activities. Social gatherings are typically more relaxed and focused on team bonding, networking, and creating a sense of community among team members.
CWI recognizes the importance of supporting professional development meetings, trainings, and other events that benefit the CWI community. This policy provides guidelines regarding the use of CWI funds for such events, for the purpose of ensuring that meetings and events are conducted with fiscal responsibility and in alignment with standards established by the Board of Trustees and guidelines from the Idaho State Board of Examiners and the Idaho State Board of Education. State policy requires that meetings be conducted in the most cost-effective and efficient method. Food and Entertainment (meeting) activities conducted on behalf of CWI shall comply with Idaho and federal law, as applicable, and follow CWI’s travel policy. See ADMIN 060 – Travel and Meeting Policy.
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For audit purposes, meetings and associated purchases made prior to the latest policy revision are subject to that version of this policy that was in effect at the time the purchase process was initiated. Purchases made after the latest revision date of this policy are subject to this policy as amended.
CWI recognizes the role and responsibilities it has to the community it serves. Accordingly, most events and meetings must be pre-approved to ensure appropriate justification for the event and to verify the availability of funding. This requires that an Event, Food and Entertainment Pre-approval form must be completed and approved before any expenses are realized. Events and entertainment must meet the mission and objectives of CWI as well as follow parameters set by the State of Idaho and the Board of Trustees.
Sponsors of a meeting or event should ensure that all the expenses are accounted for on the form and that any areas are identified where a contract or MOU needs to be prepared or reviewed. See ADMIN 000 - Contract Administration & Management Policy for all contracts.
Meal and refreshment expenses (not including travel expenses for either CWI employees or non-CWI Individuals) are allowable if the meeting is pre-approved and meets CWI guidelines regarding the appropriate purpose and duration of and attendance at the meeting or event. The goal of meetings is the beneficial advancement of CWI. While CWI encourages building team morale and culture, incurred expenses are not meant to support social gatherings as defined above. If meals and refreshment expenses are to be paid by CWI, event/meeting organizers/coordinators are required to complete the Prior Approval for Events, Food, and Entertainment Form referenced below and found on the Business Office’s internal site. This form outlines current partial day Per Diem allowances and provides further instruction/guidelines related to meal/refreshment expenses.
Exclusions:
Any exceptions to the policy must be signed off by the appropriate Vice President or President before the date of the meeting. All the appropriate paperwork must accompany the request for payment and be sent to Accounts Payable.
CWI reserves the rights to hold employees accountable for any misuse of CWI funds. Any employee in violation of this policy will be notified by their supervisors. It is also imperative that the approvers of the purchases review carefully all pertinent transactions and paperwork to ensure compliance with this policy. Depending upon the violation, progressive disciplinary action, up to and including termination, can occur.
Alcohol is strictly prohibited. Only the President may approve any purchase of alcohol.
Forms and other documentation associated with this policy can be found on CWI’s internal Business Office site under Payables and Purchasing.
To establish guidelines regarding the giving of gifts, awards, and the creation of incentive programs for CWI.
Applies to all approved gifts, awards, and incentive programs within CWI.
De Minimis: Any property or service the value of which is so small as to make accounting for it unreasonable or administratively impractical. De Minimis benefits are excluded under IRS Code Section 132(a)(4) and it has previously ruled that items with a value exceeding $100 could not be considered de minimis. CWI considers the value of any property or service which is less than $100.00 to be de minimis.
1099 Miscellaneous Income: Compensation given by CWI to a person(s) who is not an employee of CWI, including cash, prizes, gifts, awards, etc. that is reportable as income for tax purposes.
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For audit purposes, purchases held prior to the latest revision of this policy are subject to that version of this policy in effect at the time the purchase process was initiated. Purchases made after the latest revision date of this policy are subject to this policy as amended.
Forms and other documentation associated with this policy can be found on CWI’s internal Business Office site under Payables and Purchasing.
To establish and define the authority for, objectives of, limitations applicable to, and reporting and review for CWI’s investment program.
Applies to all investments of CWI funds.
Diversification: A risk management technique that mixes a wide variety of investments within a portfolio.
Liquidity: Ability to quickly convert an investment portfolio to cash with little or no loss in value.
Moody’s Rating Scale: A rating by Moody’s reflects its opinion of the credit quality of individual obligations or of an issuer’s general credit worthiness. The rating scale, running from a high of Aaa to a low of C, comprises 21 notches. It is divided into two sections, investment grade and speculative grade. The lowest investment-grade rating is Baa3.
Rate of Return: Gain or loss on an investment over a specified period, expressed as a percentage of the initial investment.
Total Return: Actual rate of return of an investment or a pool of investments over a given evaluation period. Total return includes interest, capital gains, dividends and distributions realized over a given period of time.
This policy establishes and defines the authority for, objectives of, limitations applicable to, and reporting and review requirements for CWI’s investments program. The purpose of this policy is to ensure that investments of CWI’s funds are made in a fiscally responsible manner in accordance with CWI’s mission. Accordingly, all investments of CWI’s funds are subject to the guidelines set forth below.
Investment authority for CWI funds is delegated by the Board of Trustees to the Vice President of Finance and Administration (VPFA) and those persons whom the VPFA shall designate to exercise such authority. The VPFA, and his or her designees, shall have, subject to the review and oversight of the Board of Trustees’ Finance Committee and the guidelines set forth in this policy, all authority as may be necessary for the investment of CWI funds and the periodic liquidation and reinvestment of such funds.
Safety: Preservation of principal is the single most important objective of CWI’s investment program. Investments must be undertaken in a manner that seeks to ensure the preservation of capital in the overall portfolio. The objective will be to mitigate credit and interest rate risk.
Liquidity: The investment portfolio shall remain sufficiently liquid to meet all financial needs and obligations that may be reasonably anticipated. This will be accomplished by structuring the portfolio so that securities mature concurrently with anticipated cash requirements. While CWI purchases securities with the intent of holding them to maturity, it may liquidate early to maximize the total return on assets, to compensate for temporary shortfalls in liquidity, or to address changes in market conditions or the credit rating of specific investments.
Yield: The investment portfolio shall be designed with the objective of seeking maximum yield or total return throughout budgetary and financial cycles, subject to and consistent with the safety and liquidity objectives previously described above.
Standard of Conduct: CWI and its investment managers shall comply with the standard of conduct in managing the investment of CWI’s funds under the Uniform Prudent Management of Institutional Funds Act for the State of Idaho (Idaho Code §§ 33-5001, et seq.).
Investment of CWI funds pursuant to the authority granted by this Policy shall be carried out by the VPFA and his or her designees in accordance with the following limitations and constraints:
Investment Medium: All investments will be denominated in U.S. Dollars. Permitted Investments:
Except as set forth in Paragraph 2 below, funds may be invested in the following (subject always to meeting the credit requirements set forth below). The permitted investments are described in Idaho Code § 67- 1210, and include:
Pursuant to Idaho Code § 33-701(2), (i) all or part of any plant facilities reserve fund, (ii) any fund accumulated for the payment of interest on, and the redemption of, outstanding bonds, or other obligations, and (iii) the proceeds of any bond issue temporarily invested pending the expenditure of such proceeds for the purposes for which such bonds were issued, may be invested in, in addition to investments permitted by Section 67-1210, in investments permitted by Section and 67-1210A, Idaho Code.
Where CWI loan covenants, bond covenants, or applicable regulations require funds held subject to their limitations to be restricted to a subset of the forgoing investment vehicles, such restriction shall be observed with respect to the funds governed by such requirements. The fact that any such covenant or regulation may permit a broader range of investment vehicles than those set forth above shall not serve to broaden the permitted range of investment vehicles.
Rating Scale: CWI will use the Moody’s Rating Scale (or the equivalent from Standard and Poor’s or Fitch Ratings) as the standard when evaluating investments in debt securities in order to limit the credit risk of such holdings.
At the time of acquisition, all investments must meet the following credit quality criteria:
Long-term Investment: CWI will seek to control interest rate risk in long-term investments by attempting to match anticipated cash requirements to investment maturities. Generally, in conjunction with maintaining proper liquidity, the investment program should remain flexible enough in its design to enable CWI to take advantage of opportunities in a changing interest rate environment.
The maximum maturity of any security purchase will be five years. The average weighted maturity of any managed portfolio will not exceed 36 months. For securities with puts or resets, the maturity date will be deemed the put or reset date of the security.
Investments will be diversified in order to minimize the risk of loss resulting from the concentration of assets. Individual investments and managed portfolios shall meet the following criteria:
| Security | Individual Limit | Aggregate Portfolio Limit |
|---|---|---|
| US government securities and US government sponsored | No limit | No limit |
| State of Idaho securities | No Limit | 25% of portfolio |
| State of Idaho investment funds (LGIP, DBF, etc.) | No Limit | No Limit |
| FDIC Passbook Savings Account | Limited to FDIC Insurance Amount | No Limit |
| Bank certificates of deposit | Limited to FDIC Insurance Amount | No Limit |
| Money market funds | 5% of total money market fund value | No Limit |
| State of Idaho and its municipalities, including any county, city, metropolitan water district, municipal utility district, school district, institute of higher education or other taxing district. |
A. Limited to 20% of issue size. B. Limited by issuer (at purchase date) to 10% of the investment portfolio |
25% of portfolio |
| Non-government issuers - excluding financial institutions. |
A. Limited to 20% of issue size. B. Limited by issuer (at purchase date) to 5% of the investment portfolio |
40% (Includes all non-government issuers) |
| Non-government issuers - financial institutions. |
A. Limited to 10% of issue size. B. Limited by issuer (at purchase date) to 5% of the investment portfolio |
40% (Includes all non-government issuers) |
Non-Eligible Investments
This policy prohibits CWI from any investment activity that would be considered speculative in nature according to principles of conservative investment management, whether or not the activity is specifically prohibited elsewhere in this policy.
Securities shall be held in the name of CWI by an independent safekeeping agent.
The VPFA shall prepare a written quarterly report of investment portfolio performance statistics. The report shall be reviewed by the Board of Trustees’ Finance Committee.
To establish a course or principle of action for CWI’s procurement of goods and services. If you have purchases to be made with federal funds, contact the Grants Group.
Applies to all purchases, other than the procurement of public works construction, made by CWI and all employees involved in CWI’s procurement processes.
Administrative Unit: Any department, office, division, or other administrative component of the College.
Administrative Unit Manager: Employee within an Administrative Unit responsible for authorizing purchase orders and Contracts. This is limited to the following: Deans, Comptrollers, Assistant Vice Presidents, Chief Information Officer, Executive Directors, and Directors who do not directly report to a Dean, Comptroller, or Assistant Vice President.
College: CWI or any of its Administrative Units.
Contracts Group: Those employees in the Business Office responsible for contract administration, management, and compliance.
Contractor: The entity or person entering into the Contract with CWI.
Cooperative Purchasing Program: A program established by any association, of which a political subdivision can become a member, to assist the political subdivision in bidding and negotiating contracts for the purchase of goods or services.
Emergency Expenditure: An expenditure made (i) where there is a great public calamity such as an extraordinary fire, flood, storm, epidemic or other disaster; (ii) that is necessary to do emergency work to prepare for the national or local defense; or (iii) that is necessary to do emergency work to safeguard life, health or property.
Formal Bid Request: A solicitation to purchase goods and/or services through an open competitive “sealed” bid process. The process can be an Invitation to Bid (ITB) or a Request for Proposal (RFP).
Formal Bid Response: A contractor’s response to a Formal Bid Request.
Informal Bid Request: A solicitation to purchase goods and/or services in a “non-sealed” bid process.
Informal Bid Response: A contractor’s response to an Informal Bid Request.
Invitation to Bid (ITB): The sealed‐bid procurement procedure by which CWI advises potential Contractors of goods or services required by the College. The ITB document describes the bidding process and contract terms and provides guidance on how to respond.
Lowest Responsive Bidder: The responsive bidder whose bid reflects the lowest acquisition price to be paid by the College that meets the requirements as set out in the bid specifications. With respect to Requests for Proposals (RFP), the results of any comparative performance evaluation and the relative score of valued specifications are weighed in determining the lowest responsive bidder. In an RFP, numerous factors are considered when determining the lowest responsive bidder. With respect to an ITB, the responsive bidder whose bid reflects the lowest price that meets the bid specifications is considered the lowest responsive bidder. In an ITB, price is the determining factor.
Professional Services: Work provided by an independent contractor whose occupation is the rendering of such services and who has professional knowledge of some department of learning or science used by its practical application to the affairs of others or in the practice of an art founded on it, including but not limited to accounting and auditing, legal, medical, nursing, education, actuarial, veterinarian, information technology, and research. The knowledge is founded upon prolonged and specialized intellectual training that enables a particular service to be rendered. The word “professional” implies professed attainments in special knowledge as distinguished from mere skills.
Public Notice: The distribution or dissemination of information regarding a purchase to interested parties using methods that are reasonably available. Such methods will often include publication in newspapers of general circulation, electronic or paper mailing lists, and web site(s) designated by CWI and maintained for that purpose.
Request for lnformation (RFI): A procurement process used to gather responses to “educate” and provide how a Contractor might solve a problem or fill a need. The information obtained may be used to develop specifications or a scope of services for a future solicitation as well as to determine a project budget. A RFI is not a bid process and no contract can be awarded based from an RFI.
Request for Proposal (RFP): The sealed‐bid procurement procedure by which CWI advises potential Contractors of goods or services required by the College. The RFP document describes the bidding process, contract terms, and provides guidance on how to respond.
Request for Qualifications (RFQ): A procurement process used to “qualify” Contractors by allowing Contractors to show their credentials and work history. It creates a pool of Contractors eligible to submit a bid to do the work.
Sole Source Purchase: Where only one Contractor has been determined to be reasonably available for the services or personal property to be acquired that purchase is exempt from procedures under this policy. A finding that a purchase qualifies a sole source purchase must be made by the CWI Board of Trustees. There being “only one Contractor” refers to situations identified in Idaho Code § 67-2808.
Statewide Contract: A contract awarded by the State of Idaho through its Division of Purchasing and its Division of Public Works to one or more Contractors which have agreed to allow agencies and political subdivisions to procure specified property under the terms and conditions set forth in the contract.
Efficient and cost‐effective procurement of goods and services is an important aspect of local government operations. CWI endeavors to buy goods and services pursuant to a publicly accountable process that respects the shared goals of economy and quality. All purchases will be made within the terms of the adopted budget. Administrators and professional support staff who administer budgets within their Administrative Unit are responsible and will be accountable to the College to ensure that purchases are made within budget and in compliance with CWI policy and procedures. This policy and its procedures define the roles and responsibilities of the Administrative Units and the Business Office as they apply to the procurement of goods and services by CWI. CWI is a political subdivision of the state and is subject to certain state laws regarding process of purchasing of certain goods and services. It is the responsibility of all CWI employees to be aware and follow the processes required under Idaho law.
Idaho Code § 54‐1903 Public Works Contractor Exemptions
Idaho Code § 59‐1026 Willful And Knowing Avoidance Of Competitive Bidding And Procurement Statutes
Idaho Code § 67‐2319 Purchasing Products Of Rehabilitation Facilities
Idaho Code §§ 67‐2801 et seq. Purchasing by Political Subdivisions
Idaho Code §§ 67‐9201 et seq. State Procurement Act
Idaho Code §§ 67-2320, Professional Service Contracts with Design Professionals, Construction Managers and Land Surveyors
Federal Uniform Grant Guidance
For audit purposes, purchases made prior to the latest revision of this policy are subject to that version of this policy in effect at the time the purchase process was initiated. Purchases made after the latest revision date of this policy are subject to this policy as amended.
Prior to making a purchase, the appropriate Administrative Unit Manager should authorize the purchase. This should include verifying that there is adequate budget for the purchase and that the appropriate General Ledger (GL) code is used for the purchase. If a contract is involved in the purchase, contract review and signatures should occur in conjunction with the submittal of a purchase order and in compliance with ADMIN 000 - Contract Administration and Management Policy. Purchase authorizations require specific authorizations depending on the amount. Information on current threshold amounts can be found on the internal Business Office website.
The value of the purchase will determine the process by which the procurement is reviewed and executed. Value is determined based on the cumulative total dollar value of the contract over the entire term of the contract (including optional renewal terms). Prior to making a purchase, the Administrative Unit Manager should research the goods or services to determine the cost range of the procurement. Pursuant to CWI policy and state guidelines for procurement, purchases are divided into categories, further described below, that are often based on dollar amount thresholds as follows:
A. PURCHASES UNDER $2,000 (PAYMENT REQUEST OR P-CARD);
B. PURCHASES VALUED FROM $2,000 LESS THAN $75,000;
C. INFORMAL BID REQUEST: PURCHASES OR LEASES OF PERSONAL PROPERTY OR SERVICES VALUED FROM $75,000 LESS THAN $150,000;
D. FORMAL BID REQUEST: PURCHASES OR LEASES OF PERSONAL PROPERTY OR SERVICES VALUED IN EXCESS OF $150,000;
E. PROCURMENT OF PUBLIC WORKS CONSTRUCTION;
F. EXCLUSIONS OF CERTAIN PURCHASES FROM PROCUREMENT REQUIREMENTS;
G. ADDITIONAL CONTRACTOR CONSIDERATIONS;
I. SPECIAL PURCHASING SITUATIONS.
Purchases made with federal funds will need to follow the requirements noted in the Grants Federal Monies section below.
Sponsorship payments of any amount must be approved by the president - no exceptions will be made to this requirement.
Purchases valued less than $2,000 may be processed through a Payment Request or by use of a Purchasing Card (P‐card). The Payment Request form and directions can be found on the College’s internal Business Office website under Payables & Purchasing. The original receipt or invoice should be attached to the Payment Request form. The completed form along with original invoice or receipts should be turned into Accounts Payable.
The P‐Card Program is designed to establish a more efficient, cost‐effective method of purchasing and paying for approved small‐dollar transactions. The program is designed to reduce the paperwork of check requests and expense reimbursements and reduce the use of petty cash. A P‐card can be used at any merchant that accepts Visa. It may be used for in‐store purchases as well as phone, on‐line, or mail orders. CWI Cardholders are assigned by the Administrative Unit heads. If an employee is issued a P‐card, it is necessary for them to review and understand CWI’s P‐ card policy (ADMIN 170 - Purchasing Card Policy).
All Purchases valued from $2,000 less than $75,000 require a purchase order and may require a contract with additional terms and conditions. All Purchase Order Requests for any amount from $2,000 and over must be submitted through CWI’s current E-Procurement system (ESM). Paperwork required may differ depending on the value/cost of the purchase. All Purchase Order Requests must be signed in compliance with the College’s policies and procedures. Only one quote is required; however, any such purchase should be guided by the best interests of CWI. The CWI Business Office has the authority to review, approve, or reject these purchases to ensure such purchases are guided by the best interests of CWI. Review by the Contracts Group and the Office of General Counsel (OGC) may be required pursuant to CWI policy depending on the nature and subject matter of the purchase.
Purchases or leases of personal property or services valued from $75,000 less than $150,000 require the solicitation of at least three bids or another valid procurement method, except for those purchases exempted under Section F of this policy.
A Bid Request should include the following:
If the Administrative Unit seeking to the make the purchase fails to use the Bid Request Form located on the College’s internal Business Office website under Contracts & Procurement, the foregoing information must nonetheless be included in all written solicitations of bids, whether that is supplied through electronic or physical delivery.
The bid request must provide at least three working days for the bid response. The Administrative Unit Manager can request compliance review by the Contracts Group prior to submitting a bid request to the public.
The Contractor response should:
Questions from a Contractor should be:
A response from a bidder that it cannot meet the requirements of the bid request is a valid reason and may be considered as one of the three bids. No response from a bidder can be considered a response after it is documented that multiple attempts were made to obtain a response from the bidder. Administrative Units cannot circumvent procedures by purposely requesting bids from unqualified Contractors.
Once bids are received, they should be compiled and reviewed by the Administrative Unit Manager overseeing the purchase. The submitted bids will then be reviewed by the Business Office as governing board’s authorized official which shall approve the responsive bid proposing the lowest procurement price or reject all bids and publish notice for bids, as before. This decision shall be made in consultation with the Administrative Unit Manager.
Failure to Obtain Three Bids:
If CWI finds that it is impractical or impossible to obtain three bids for the proposed procurement, CWI may make the purchase in any manner it deems best from a qualified Contractor quoting the lowest prices. When fewer than three bids are considered, a description of the efforts undertaken to secure at least three bids shall be documented by CWI. Such documentation shall be maintained for at least six (6) months after any such procurement is made. If two (2) or more bids are the same and the lowest responsive bids, the authorized decision maker may accept the one (1) it chooses.
INFORMAL BID REQUEST INFORMATION GATHERING TOOLS
Administrative Units can gather information from the internet, Contractors, white papers, etc. when developing bid specifications. Administrative Units should provide enough detail in the specifications to receive several bids for the goods and services requested.
Administrative Units must work with the Contracts Group on all Formal Bid Requests.
Contractors may obtain copies of Formal Bid documents from the CWI website and/or a copy can be requested from the Contracts Group.
When an expenditure is contemplated to purchase or lease personal property or to procure services that may be in excess of $150,000, the expenditure must be made pursuant to an open competitive sealed bid process (Invitation to Bid (ITB) or a Request for Proposal (RFP)) except that personal property or services excluded pursuant to Idaho Code § 67-2803. The following section outlines the process of procurement using an ITB or an RFP. Generally, an ITB will be awarded to the bidder offering the lowest price.
A Request for Information (RFI) and a Request for Qualifications (RFQ) are not considered to be part of the procurement process, but either can be used along with an ITB or RFP to assist in the processes.
1. OPEN COMPETITIVE SEALED BID PROCESS (INVITATION TO BID)
If CWI chooses to use an ITB the following process must be followed:
1. The purchase shall be made from the qualified bidder submitting the lowest bid price complying with the bidding procedures and meeting the specifications for the goods or services sought to be procured;
2. The request for bids shall set a date and time for the submission of bids. CWI will consider only those bids which have been timely received;
3. Two (2) notices soliciting bids shall be published in the official newspaper of the political subdivision. The first notice shall be published at least two (2) weeks before the date for opening bids, with the second notice to be published in the succeeding week at least seven (7) days before the date that bids are scheduled to be opened. The notice shall succinctly describe the personal property and/or service to be procured. Copies of specifications, bid forms, bidder’s instructions, contract documents, and general and special instructions shall be made available upon request by any interested bidder.
4. Written objections to specifications or bidding procedures must be received by the Contracts Group, as the authorized official of the political subdivision at least three (3) business days before the date and time upon which bids are scheduled to be opened;
5. CWI may require bidders to prove bid security in an amount equal to at least 5% of the amount bid; if the successful bidder fails to execute the contract, the amount of the bidder’s security may be forfeited to CWI at the discretion of the Board of Trustees and deposited in a designated fund out of which the reasonable expenses for procuring substitute performance are paid;
6. Any bid received by CWI may not be withdrawn after the time set in the notice for opening of bids. When sealed bids have been received, they shall be opened in public at a designated place and time and thereafter compiled and submitted to the Contracts Group, as the authorized designee of the CWI Board of Trustees, to approve the award of the lowest bid.
7. The Contract Group will award the contract to the lowest bidder. Approval and awarding of a bid is not equivalent to the acceptance of an offer or the formation of a contract. CWI and successful bidder will operate in good faith to execute a contract, but there is no guarantee that a contract will be formed.
8. The Contracts Group may, on the refusal or failure of the successful bidder to execute the contract, award the contract to the next lowest qualified bidder.
9. Alternatively, in the refusal of or failure of the successful bidder to execute the contract, the CWI Board of Trustees may award the bid to the next lowest qualified bidder, and the amount of the lowest qualified bidder’s security may be applied by CWI to the difference between the lowest responsive bid and the next lowest responsive bid, and the surplus, if any, shall be returned to the lowest bidder or, if applicable, to its surety, less reasonable administrative costs not to exceed 25% of the amount of the bidder’s security;
10. Awarding Agreement to a Bidder Other than Lowest Qualified Bidder. Only the CWI Board of Trustees may choose to award a competitively bid contract to a bidder other than the apparent low bidder. To award a contract to a bidder other than the apparent low bidder, the CWI Board of Trustees shall declare its reason(s) for doing so on the record and then shall communicate such reason(s) in writing to all who have submitted a competing bid. Previous bidders may contest the decision of the CWI Board of Trustees (See Section J: Contesting Decision of Board of Trustees). (See Idaho Code § 67-2806(2)(1)).
11. Rejection of Bids and Use of Open Market for Procurement: The Contracts Group, after compiling all qualified bids, may choose to reject all bids presented and re-bid the procurement proposal. Alternately, after finding it to be a fact that the goods or services can be acquired more economically on the open market, the CWI Board of Trustees may pass a resolution declaring that the subject goods or services can be procured more economically on the open market. (See Idaho Code § 67-2806(2)(h)).
12. Where Two Equivalent Bids are Received: If two or more bids are the same and the lowest responsive bids, the Contracts Group may accept the one it chooses.
13. Purchase Public Auctions: In its discretion, the CWI Board of Trustees may preauthorize the purchase of equipment at a public auction, which is excepted from the requirements of this section.
14. Once the qualified bidder submitting the lowest bid price has been determined, a notice of intent to award the bid shall be sent to all bidders, stating the date and time a bidder may file a protest of the bid award.
2. REQUEST FOR PROPOSAL
CWI may utilize a RFP process as an alternative to an ITB when CWI contemplates a procurement for goods or services for which:
In the RFP process, the award is not based solely on the price of a service or product. Bids are scored on factors determined to be salient in the purchase of a particular good or service.
Factors that may be considered in the evaluation of Contractors in a RFP process include but are not limited to:
RFP must contain the following:
The RFP must provide clear specifications and details of the goods or services requested for purchase. Qualifying factors such as, but not limited to, location, standards, licensing, references, finances, and ability of Contractor to complete the contract can be included in the RFP as selection criteria.
Weighted Value Scoring: A weighted value method will be used to evaluate RFPs. Details of the value and points awarded per category will be included in all RFPs so that Contractors can see how their responses will be rated. An evaluation committee comprised of a minimum of three evaluators with varying skill sets relevant to the RFP will review and evaluate proposals received by CWI in response to a specific RFP. A member of the Contracts Group shall sit on each evaluation committee to proctor and document the evaluation process. The Contracts Group member is a non-voting member of the evaluation team.
Notification, solicitation, and consideration of contests concerning the award of procurement pursuant to a RFP shall be in accordance with the minimum requirements established Idaho Code § 67-2806, subject to the selection criteria established at the outset of each such procurement. Records compiled in the scoring process shall be made available for public inspection when a procurement recommendation is made.
Records compiled in the scoring process shall be made available for public inspection when a procurement recommendation is made to the governing board.
FORMAL BID REQUEST INFORMATION GATHERING TOOLS
Administrative Units must work with the Contracts Group on all Formal Bid Requests including use of information gathering tools.
There are two types of information gathering tools for Formal Bid Requests: (1) a Request for Information (RFI); and (2) a Request for Qualifications (RFQ). Either bid tool may be used to gather information. The RFI and the RFQ are not considered to be a determining process, but or an ITB or RFP. Both the RFI and RFQ require a publication of a legal notice and submission of proposals.
1. REQUEST FOR INFORMATION
An RFI is used to gather information from Contractors who provide goods and services. RFI responses “educate” and provide how a Contractor might solve a problem or fill a need. RFI responses may include a Contractor’s pricing structure, features, and its approach to implementation. Information obtained through such a solicitation may be used to develop specifications or a scope of services for a future solicitation. A RFI is not a bid process and no award can be made from a RFI.
2. REQUEST FOR QUALIFICATIONS
A RFQ is used to gather information from Contractors who provide goods or services. RFQ responses “qualify” Contractors by allowing Contractors to show their credentials and work history.
Guidelines for the procurement of public works construction are set forth in ADMIN 190 - Procurement of Public Works Construction. Public works construction includes (i) projects for new building, alteration, repair, demolition or improvement of any land, building or structure including utilities, or the remodeling or renovation of existing buildings or other physical facilities to meet standards required by applicable codes, to correct conditions hazardous to health and safety of persons which are not covered by codes, or to affect a permanent improvement to a facility for any reason including aesthetics or appearance; (ii) permanent improvements to real property; (iii) the purchase and installation of fixed equipment necessary for the operation of new, remodeled, or renovated buildings; (iv) the purchase of architectural, engineering, landscape architecture, construction management or land surveying services to prepare plans, program documents, life cycle cost studies, energy analysis, and other studies associated with any new building, alteration, repair, demolition or improvement, and to supervise the construction or execution of such projects; (iv) heavy construction as defined by statute; (v) building construction which is defined as all work in connection with any structure now built, being built or thereafter built for the support, shelter and enclosure of persons, chattels, personal and movable property of any kind, requiring in its construction the use of more than two unrelated building trades or crafts; or (vi) specialty construction which is defined as any work in connection with any public works construction requiring special skill and the use of specialty skilled trades or crafts.
These exclusions are for procurements subject to this policy. (See Idaho Code § 67-2803)
To the extent permitted by law, CWI shall solicit quotes, bids, and requests for proposals from and shall give preference to Idaho domiciled Contractors. A Contractor is considered “domiciled” in the State of Idaho if it has maintained a staffed office, sales office, sales outlet, manufacturing facility, or warehouse in the State of Idaho for at least one (1) year and, if a corporation, is registered and licensed to do business in the State of Idaho with the Office of the Secretary of State.
Objections to Specifications and Bidding Procedures
For purchases valued from $75,000 less than $150,000, objections to specifications and/or a bidding procedure from a bidder must be submitted in writing to the Contracts Group at least one (1) business day before the date and time upon which bids are scheduled to be received. For purchases valued in excess of $150,000, objections to specifications and/or a bidding procedure from a bidder must be submitted in writing to the Contracts Group at least three (3) business days before the date and time upon which bids are scheduled to be opened. The objection must state the nature of the objection and the exact clause or portion in the bid scope/specifications or bidding procedure being challenged. Within three (3) working days of receipt of the objection, the Contracts Group, in consultation with the applicable Administrative Unit, shall review the objection, the procurement process and applicable law, and will respond as follows:
In the event of the denial of an objection, the Contracts Group will send notice to the Contractor that submitted the objection stating the reason(s) why the objection was denied.
Objections to Award
For purchases valued in excess of $150,000, in the event the Board of Trustees chooses to award a competitively bid contract to a bidder other than the apparent low bidder, a participating bidder may object to the award by submitting its objections to the Contracts Group in writing within seven (7) calendar days of the date of transmittal of the award notice. The objection must set forth the reason(s) that the award decision is in error. Performance of any procurement will be stayed until after the bidder’s objection is addressed. The Board of Trustees will review its decision and determine whether to affirm its prior award, modify the award, or choose to re-bid, setting forth its reason(s) therefore. After completion of the review process, CWI may proceed as it deems to be in the public interest.
Notices
Notices required herein should be addressed as follows:
ĢƵ
Attn. Contracts Group (NOTICE)
MS 1000, P.O. Box 3010
Nampa, ID 83653
Emergency Expenditures
The Board of Trustees may declare than an emergency exists and that the public interest and necessity demand the immediate expenditure of public money if: (i) there is a great public calamity such as an extraordinary fire, flood, storm, epidemic or other disaster; (ii) it is necessary to do emergency work to prepare for the national or local defense; or (iii) it is necessary to do emergency work to safeguard life, health, or property. Upon the declaration of an emergency by the Board of Trustees, CWI may expend any sum required for the emergency expenditure without compliance with formal bidding procedures. A memorandum documenting the emergency expenditure and approved minutes of the Board of Trustees documenting the declaration of emergency should be provided to the Contracts Group with invoices for the emergency goods or services purchased.
Sole Source Purchases
The Board of Trustees may authorize an expenditure without compliance with formal bidding requirements, regardless of the contract amount, if there is only one Contractor for the services or personal property to be acquired. This is generally referred to as a sole source expenditure. “Only one Contractor” shall refer to situations where there is only one source reasonably available and includes, but is not limited to the following situations:
If a proposed purchase meets the dollar threshold for formal bidding requirements, but the Administrative Unit believes the purchase is exempt from bidding because only one source is available, the Administrative Unit should submit a sole source approval request to the Contracts Group. If the Contracts Group, in consultation with the OGC, determines that the purchase falls within the definition of a sole source expenditure, OGC will present the expenditure to the Board of Trustees for a declaration in a public meeting of the purchase as a sole source expenditure. Upon such a declaration, unless the purchase is required for a life threatening situation or a situation that is immediately detrimental to the public welfare or property, notice of the sole source purchase must be published in the official newspaper of CWI (the Idaho Press) at least fourteen (14) calendar days prior to the award of the contract. A Purchase Order or contract cannot be issued until the fourteen-day period has expired.
A sole source declaration by the Board of Trustees is valid only for the purchase to which it pertains. Any subsequent purchase that meets the criteria for sole source procurement in succeeding fiscal years will need a new sole source declaration by the Board of Trustees. Further, as a sound business practice, multi-year sole source expenditures should be reviewed no less often than every three (3) years to determine whether the expenditure still meets the criteria for a sole source declaration.
Grants: Federal Monies
Administrative Units must contact CWI’s Grants Group for guidance prior to expending federal grant money for procurement purposes. Federal uniform administrative guidelines apply to expenditures of monies received through federal grants, whether those monies come directly from a federal agency or through an intermediary, known as a “pass‐through entity”. Funds received from an intermediary are often referred to as “flow through funds”. Depending on the federal agency that provides the grant money, other restrictions may apply. Further, the dollar thresholds which dictate what procurement process is required may differ from non-grant related purchases. Compliance with federal guidelines and applicable restrictions is mandatory.
Information and guidelines for grants, including purchases with grant funds, are found in CWI’s grants policy (ADMIN 040 - Federal, State & Local Government Grants) and its Grants Management Manual (located on CWI’s internal Business Office website under Grants). For procurement with federal funds, compliance with the Uniform Grant Guidance is mandatory. Information and rules for grants, including purchasing with grant funds, are found in CWI’s grants policy noted above.
Grants/Sponsored Projects: Non-Federal Monies
Administrative Units must contact CWI’s Grants Group for guidance prior to expending non-federal grant money.
Non‐Profit Organizations/Correctional Industries
Purchases of goods and services from Idaho correctional industries and from non‐profit corporations and public agencies operating rehabilitation facilities for people with disabilities or disadvantaged individuals are exempt from competitive solicitation requirements. The product or service provided by the non‐profit or public agency must be offered at fair market price which should be confirmed by estimates of current pricing.
Statewide Contracts
CWI may purchase goods or services at the same contract prices and under the same terms and conditions available to the State of Idaho. If a Contractor is included on the State purchasing list, the contract has already been awarded through an appropriate bid process and no further bids are required. Accordingly, Administrative Units, in consultation with the Contracts Group, should review the State purchasing list to determine whether a purchase may be made pursuant to a statewide contract. To the extent applicable, the Administrative Unit should note that the contract is a statewide contract on its purchase order request and include the state purchase order number or statewide contract number in any requisite documentation.
Cooperative Purchasing Agreements
With the approval of the Board of Trustees, CWI may (i) participate in cooperative purchasing agreements with the State of Idaho, other Idaho political subdivisions, other government entities or associations; and (ii) participate in cooperative purchasing programs established by any association that offers its goods or services as a result of competitive solicitation processes. Goods or services procured by participation in any such cooperative agreements or programs shall be deemed to have been acquired in accordance with the formal bidding requirements provided by law. A list of cooperative purchasing programs approved by the Board of Trustees is maintained by the Contracts Group.
Professional Services
CWI may enter into professional service contracts without complying with formal bidding procedures, except for contracts regarding Engineering, Architectural, Landscape and Construction Management for greater than $50,000 (See Idaho Code §§ 67-2320 Professional Service Contracts with Design Professionals, Construction Managers and Land Surveyors). Guidelines for the selection of professional engineering, architectural, landscape architecture, construction management and professional land surveying services are set forth in ADMIN 190 – Procurement of Public Works Construction.
All professional service contracts that are excluded from formal bidding procedures (which does not include professional service contracts governed by Idaho Code §§ 67-2320) in excess of $100,000 must be presented to and voted on by CWI’s President’s Council prior to the contract being executed by the parties.
Conflicts of Interest: CWI employees must refrain from engaging in unethical practices in the performance of their duties related to the award and administration of contracts. Employees shall not participate in the selection, award, or administration of a contract if a real or apparent conflict of interest would be created. For additional information regarding conflicts of interest, employees should review CWI’s conflict of interest policy, HR 270 – Conflict of Interest, Non Grant-Related Policy located on CWI’s website under Policies and Procedures Manual. Further, the Ethics in Government Act of 2015, found at Idaho Code §§ 74-7401 et. seq, and the Bribery and Corruption Act found at Idaho Code §§ 18-1301 et. seq are fully applicable. Questions regarding ethics in government or conflicts of interest should be directed to Risk Management.
Contractor Influence
No Contractor or related party, or a subsidiary or affiliate of a Contractor may submit a bid to obtain a contract to provide goods or services to CWI if the Contractor, or related party, Contractor subsidiary or affiliate assisted CWI in the solicitation bid process for the project. A Contractor that assists CWI in the development of procurement specifications, scope of work or related solicitation documents, whether paid for its services or not, cannot submit a bid, proposal, or quote on the project it helped develop nor can the Contractor partner with another Contractor to circumvent this policy.
Influencing/Conspiring to Influence
No employee of CWI shall influence or attempt to influence the award of a contract to a particular Contractor or to deprive or attempt to deprive any Contractor of a contract.
Willfully or Knowingly Avoiding Competitive Bidding and Procurement Statutes
It is a violation of this policy and may be a violation of state law for a CWI employee to willfully or knowingly avoid compliance with procurement or competitive bidding statutes or to willfully or knowingly split or separate purchases with the intent of avoiding compliance with any such policies or statutes. A critical factor in evaluating possible bid splitting situations is the original intent of the purchase and whether all goods or services required to complete the project were taken into consideration when the purchase was made. If a reasonable person, acting under similar circumstances, would have been able to foresee the need for additional goods or services, the additional procurement for the project may very likely present a case of intentional bid splitting. (See Idaho Code § 59‐1026 Willful And Knowing Avoidance Of Competitive Bidding And Procurement Statutes).
Gifts/Gratuities
Employees are prohibited from accepting or soliciting money, gifts, or other benefits from a Contractor in exchange for a favorable decision or recommendation on behalf of the Contractor. In addition, under Idaho Code § 18-1359(1)(b), trivial gifts or benefits, which do not exceed $50.00 in value, are not prohibited if they are incidental to personal, professional, or business contacts and do not affect official impartiality.
Employees violating any of the provisions of this policy or applicable law may be subject to disciplinary action up to and including termination.
To establish processes, appropriate standards, authorization requirements and internal controls to ensure that CWI’s fixed assets are acquired, safeguarded, monitored, disposed of, and accounted for in accordance with College policy, state and federal laws and generally accepted accounting principles (GAAP); and to assign roles and responsibilities for accountability.
Applies to all CWI staff, faculty, and contractors responsible for acquiring, safeguarding, and/or disposing of fixed assets for their respective departments, as well as procurement and accounting staff in the Business Office performing functions relating to fixed asset purchasing, accounting, inventory, and disposal processes.
Acquisition Cost: The complete cost of acquiring an asset, to include primary purchase or construction costs plus allowable ancillary costs. For donated assets, capitalized value to be based on appraised or fair market value.
Ancillary Cost: Costs related to placing a capital asset into its intended location and condition for use, to be included in the acquisition cost of the asset such as transportation, installation, and other auxiliary expenses as detailed in Appendix A, Acquisition/Capitalization Standards.
Asset Custodian: The staff/faculty member assigned primary responsibility to use and/or safeguard an asset.
Book Value: The acquisition cost of an asset less any accumulated depreciation or amortization.
Capital Asset: Real, personal, or intangible property with an acquisition cost or value of $5,000 or more and an estimated useful life of one year or greater, that is capitalized and depreciated. A capital asset may include land, buildings, improvements to land or buildings (owned or leased), equipment, capital leases, construction in progress, library, historical, and art collections, vehicles, and qualifying intangible assets.
Capitalization: The recording of a cost as an asset (on a balance sheet account) rather than an operating expense, to be expensed gradually over the life of the asset. CWI utilizes a standardized useful life schedule as a guideline to determine the appropriate time frame for expensing the asset, and capitalization processes are managed through the Fixed Asset Module of the ERP system.
Capital Lease: A long-term lease with contractual terms transferring substantially all benefits and risks inherent in ownership of the property. For criteria and accounting procedures relating to capital leases, refer to the Business Office procedure at (I:\Controller\Procedures\Accounting\Capital Lease Accounting).
Collection: An accumulation of one or more items that represent works of art, historical treasures, library or museum items, or similar assets. These items may be capitalized as a group where the total value/cost meets the capitalization threshold (but individual items may fall below the threshold).
Construction in Progress (CIP): A capital asset reflecting the cost of construction work undertaken, but not yet completed, that will result in a capitalized asset when the project is finished (Reference: GASB.org to Governmental Accounting Standards Board (“GASB”) Statement No. 51).
Depreciation: The systematic allocation of the cost of a depreciable capitalized asset (less salvage value) over its estimated useful life. All capitalized assets will be depreciated, with the exception of inexhaustible assets that do not lose value over time. CWI uses the straight-line depreciation method to calculate depreciation.
Donation: An asset received from an individual or a non-government entity. Donations are received and acknowledged through CWI Foundation processes before being added to College inventory, and shall be recorded at the estimated fair market value at the date of acquisition. Assets received from government entities are considered a transfer and not a donation.
Fixed Asset: An asset that is tagged, tracked, and managed in accordance with CWI’s fixed asset policy. A fixed asset may include capital and non-capital (“tracked”) assets included in inventory per policy requirements.
Fixed Asset Category: An asset category code assigned to a group of similar asset types (such as equipment, vehicles, land, etc.) for the purposes of applying standards of useful life and organizing fixed asset records for reporting, inventory, and asset management purposes.
Improvement: Costs associated with the permanent improvement of owned or leased buildings, land, or other capital assets that extend the estimated useful life, increase capacity, substantially improve the quality of output, or result in a substantial reduction in the operating cost of the asset. Ordinary repair and maintenance that restores rather than enhances an existing asset (examples: re-painting a wall, replacing carpeting or a window, etc.) are excluded.
Inexhaustible Asset: Assets that do not have a limited life and maintain value over time (including land, works of art, historical treasures, and some intangible assets such as patents and water or mineral rights).
Intangible Asset: An asset that lacks physical substance, is non-financial in nature, and has an initial useful life greater than one year and a value of $200,000 or more. Examples include: patents, Internet domain names, custom computer software, water or mineral rights, easements, or capital lease agreements. (Reference: GASB Statement No. 51).
Inventory: The periodic accounting of fixed assets to verify and attest to the existence, location, and condition of each asset.
Trade-In: Assets acquired by the exchange of other assets (usually for a similar asset category such as a vehicle or piece of equipment). The value of the traded item (and associated loss or gain) shall be properly accounted for and a corresponding adjustment made to the acquisition cost for the new asset.
Useful Life: The estimated lifespan of a depreciable fixed asset, used for the calculation of depreciation over the life of the asset and also for replacement planning. The College will utilize a Useful Life Schedule as a guideline for ensuring consistency in depreciation practices for similar asset categories and types.
It is CWI’s policy that all assets owned or assigned to the College will be acquired, safeguarded, and managed in a responsible, consistent, and ethical manner, and with the appropriate level of authorization, oversight, and accountability. Appropriate internal controls will be implemented to track and protect College-owned assets, maintain complete and accurate asset records, and account for College-owned assets in accordance with GAAP. Purchasing and acquisition activities will comply with applicable CWI policy and state and federal laws; be conducted with transparency, integrity, and competitive bidding; and demonstrate an appropriate and responsible use of all public funds. The disposal of College-owned assets shall occur only with advance authorization (per Appendix B: Roles and Responsibilities for Asset Management), as directed by CWI’s Board of Trustees. CWI will use as a guideline the disposal standards set by the Idaho Board of Examiners.
For audit purposes, purchases made prior to the latest revision of this policy are subject to that version of this policy in effect at the time the purchase process was initiated. Purchases made after the latest revision date of this policy are subject to this policy as amended.
Assets may be acquired by the College by various methods:
In order to ensure that asset records are accurate and maintained on a consistent basis, the following standards have been established:
CWI owns all property purchased with College or grant funds and all property transferred or gifted to the College, except where restricted or excluded by grant terms. No department, faculty or staff may hold a proprietary interest in any tangible or intangible property of CWI, and all assets will be put to their highest use for the overall benefit of the College. No student club shall own capital assets. Theft or misappropriation of CWI property and/or private property on College premises constitutes a violation of CWI policy and Idaho law.
Usage of property owned by CWI will comply with the following guidelines:
Proper asset management is critical to protecting CWI’s investment in property and equipment utilized to further its mission, and in demonstrating good stewardship of public resources. Each department is responsible for protecting, maintaining, and tracking the assets procured on its behalf and/or assigned to it, and for ensuring that purchasers and end users of CWI-owned property comply with established procedures regarding the acquisition, tracking, monitoring, and disposal of assets in a responsible and ethical manner. Below is a segregation of duties relating to fixed asset management.
All fixed assets will be accounted for at least once per year through a physical inventory to verify asset existence, location, and condition. Where appropriate, tracking for assets with a high value or theft risk may be done on a more frequent or perpetual basis through additional internal controls to protect the College’s investment.
Inventory activities will be planned and coordinated by the Fixed Asset Manager. Each departmental unit with assigned assets is responsible for completing the fixed asset inventory within the assigned time frame and submitting required reports and other documentation requested to update and maintain accurate asset records. Inventory records will be monitored and randomly verified through a quality assurance verification process, at the discretion of the Fixed Asset Manager.
Disposal of College-owned assets may occur only after authorization by designated departmental and executive authorities and will comply with the philosophy and policy established by the Board of Trustees, and guidelines set forth by the Idaho Board of Examiners (reference: State Board of Examiners Policy No. 442-40) and within applicable state and federal laws. Wherever possible, assets should be transferred (via sale or donation) or repurposed within the College or donated to a state or local public school or other publicly-funded organization to maximize taxpayer-funded resources. Surplus, redundant, or obsolete assets should be disposed of according to the guidelines and per a pre-approved disposal plan as detailed on the Property Disposal Pre-Authorization form.
Any sale to the public will follow the protocols outlined in State Board of Examiners Policy No. 442-40, and will follow prescribed advertising and competitive bidding requirements. The sale or donation of CWI property through any means to CWI staff, faculty, or their family members is strictly prohibited to avoid the perception or incidence of impropriety.
The following table presents the Business Office’s fixed asset form names and the purpose of each:
| Form Name | Purpose |
|---|---|
| DepartmentPropertyTransfer_Digital | To initiate the transfer a tagged asset between departments, programs, or asset custodians. |
| PropertyDisposalPre-Authorization_Digital |
To request authorization for the disposal, donation, sale or trade-in of CWI assets. Approval of this document is required PRIOR to disposal. Required for :
|
| PropertyDisposal_Digital | Submitted after a disposal to document details of the disposal and request archiving of the asset record. This form will prompt deactivation and archiving of the asset record. |
| PropertyLostStolen_Digital | Form to report a lost, stolen, or missing asset. |
| PropertySale_Digital | To document cash proceeds and details of an asset sale, including cash receipt amount, disposition, purchaser, and transaction dates/details. |
| PropertyTrade-In_Digital | To document actual details of the trade-in, including a gain or loss on the asset being traded in and to adjust the value of the new asset. Required after the pre-approval trade-in occurs. |
Forms and other documentation associated with this policy can be found on the internal Business Office website for Payables and Purchasing.
The examples below should be considered a guideline and may not cover variables for every acquisition. Items not explicitly listed below will be evaluated on a case-by-case basis. The Comptroller has the ultimate authority in capitalization decisions.
| Asset category | Capitalized Costs (Primary and Ancillary) | Expensed Costs (Not Capitalized) | Comments |
|---|---|---|---|
|
Land 8110 Expense 1810 Asset |
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Land Improvements 8115 Expense 1815 Asset |
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Buildings 8120 Expense 1820 Asset |
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Building Improvements 8122 Expense 1822 Asset |
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Leasehold Improvements 8125 Expense 1825 Asset |
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Equipment and machinery 8130 Expense 1830 Asset |
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Library Collection 8140 Expense 1840 Asset |
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Computer equipment 8155 Expense 1855 Asset |
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Vehicles 8160 Expense 1860 Asset |
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Intangible Assets 8165 Expense 1865 Asset |
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This policy establishes a framework for the use of debt instruments to finance capital and infrastructure initiatives at the ĢƵ (“CWI” or “College”), states the principles and processes that will be utilized, and
assigns responsibilities for the approval, implementation, management, and oversight of the College’s debt portfolio. The policy formalizes the link between CWI’s strategic plan and its mission statement, in order to achieve the College’s financial objectives and maximize support of the College and its ongoing continuity of operations and viability.
This policy applies to all units within CWI for which CWI is financially and legally accountable, with the exclusion of specific operational debt or lease transactions delegated by the Board of Trustees (“the Board”) to the Vice President of Finance & Administration (“VPFA”). Debt may be incurred on behalf of the College only by persons and governing bodies authorized in this policy and through processes that comply with this policy.
Arbitrage Certificate: a document executed by the issuer of tax‐exempt or other federally tax‐advantaged bonds at the time of initial issuance certifying as to various matters relating to compliance with federal income tax laws and regulations, including arbitrage rules. May be used interchangeably with the term “tax certificate”.
Bond: an interest‐bearing promise to pay with a specific maturity.
Bond counsel: a lawyer who writes an opinion on the bond or note as to its tax‐exempt status and the validity of its issuance.
Certificates of Participation: a funding instrument evidencing a pro rata share in a specific pledged revenue stream, usually lease payments by the issuer that are typically subject to annual appropriation.
Competitive sale: a method of sale where underwriters simultaneously submit proposals, usually through an opaque electronic platform, for the purchase of the issuer’s securities and the securities are awarded to the underwriter or underwriting syndicate presenting the best bid according to stipulated criteria set forth in the notice of sale, typically the lowest true interest cost.. The underwriting of securities in this manner is also referred to as a “public sale” or “competitive bid.”
Costs of issuance: the expenses associated with the sale of a new issue of municipal securities including fees charged by rating agencies, bond counsel, underwriter counsel, auditors (to obtain consent to use auditor’s opinion on financial statements), and printing fees. In addition, the underwriter’s discount is considered one of the costs of issuance. This fee is deducted from the amount of proceeds received at closing. The Internal Revenue Code limits the amount of bond proceeds to pay costs of issuance for certain types of tax‐exempt bonds, such as private activity bonds, although generally CWI would not be issuing private activity bonds and thus not subject to this limitation. Costs of issuance are amortized over the life of the bonds.
Credit ratings: various alphabetical and numerical designations used by institutional investors, Wall Street underwriters, and commercial rating companies to give relative indications of bond and note creditworthiness. Standard & Poor's and Fitch Investors Service Inc. use the same system, starting with their highest rating of AAA, AA, A, BBB, BB, B, CCC, CC, C, and D for default. Moody's Investors Services uses Aaa, Aa, A, Baa, Ba, B, Caa, Ca,C, and D. Each of the services use + or ‐ or +1 to indicate half steps in between. The top four grades are considered Investment Grade Ratings.
Municipal Advisor or Financial Advisor: a person or firm engaged by CWI to advise CWI on the planning and structuring of debt transactions under a standard of care of owing CWI a fiduciary duty.
Negotiated sale: the sale of a new issue of municipal securities by an issuer directly to an underwriter or underwriting syndicate selected by the issuer. A negotiated sale is distinguished from a sale by competitive bid, which requires public bidding by the underwriters. Among the primary points of negotiation for an issuer are the interest rate, call features, and the compensation to be paid to the underwriter, usually expressed as a discount from the purchase price of the issue. The sale of a new issue of securities in this manner is also known as a negotiated underwriting.
Official Statement (OS) or Offering Circular (OC): an official document (prospectus) circulated for an issuer prior to a bond sale that gives in detail the security and financial information relating to the issue. There are usually two OSs, the first commonly referred to as the preliminary OS, which should be available to the investor before the sale. The final OS must be sent to the purchaser before delivery of the bonds.
Underwriter: a person or firm engaged by CWI to underwrite debt transactions, and to engage in certain permitted activities to assist in the structuring of the debt, with the recognition that the underwriter does not owe a fiduciary duty to CWI.
In order to fulfill its mission, CWI will need to make strategic capital investments in its facilities. Various available funding resources, including state appropriations and other public funds, internal reserves, philanthropic donations, and debt proceeds will be utilized by the College’s senior management and the Board judiciously to achieve CWI’s strategic objectives. The framework outlined in this policy will govern CWI’s debt management processes, including the capital funding structure, criteria used to evaluate the appropriate mix of funding sources, appropriate use of leverage, the matching of the term of its liabilities to the useful life of financed assets, and the maintenance of an investment grade credit rating. The following principles will be applied to the College’s debt issuance practices.
The financing objectives stated below, combined with the judgment of CWI leadership, will provide a framework for decisions regarding the use and management of debt financing at the College.
The College will implement a capital planning process in which capital investments are vetted for debt financing or refinancing based on their economics, strategic importance and other relevant factors. The capital plan will be reviewed and approved by the Board periodically.
To achieve the financing objectives stated above, CWI has adopted the following debt management strategies and procedures. The strategies set forth below will be reviewed and modified by CWI over time.
Idaho Code authorizes several alternative funding methods for community colleges, including levies, facilities reserve funding, and general obligation bonds. Each funding method and structure carries specific benefits, risks, restrictions, and costs. Due-diligence review will be performed in advance of each transaction, and may include an assessment of the following:
CWI will comply with the legal debt capacity, usage restrictions, approval and election requirements specified in Idaho Code and the Idaho Constitution for the funding method selected for each project, including original and refunding transactions. Below is a description of primary allowable funding methods (not including CWI operating revenues and State appropriations) and applicable constraints:
CWI has various financing options available to it: general obligation bonds, Certificates of Participation, and revenue bonds; each with distinct benefits and disadvantages. A brief description of each of these financing instruments follows:
Tax-Exempt Instruments: Tax-exempt borrowings (whether general obligation bonds, revenue bonds or COP’s) can be exempt from federal and Idaho income taxation, and may be considered advantageous for some projects due to lower borrowing costs and favorable terms. They are complex and carry specific restrictions and compliance monitoring. The College will maintain and document qualifying tax exempt status over the life of the financing and tracking of private usage, and will comply with applicable arbitrage rules and reporting requirements.
Taxable Bonds: A taxable bond is a debt security whose return to the investor is subject to income taxes at the local, state, and federal level, and carries fewer restrictions than tax-exempt debt. This type of funding may be considered by the College to be appropriate for certain initiatives, or to fund projects that, though strategically important, are ineligible for tax‐exempt financing.
CWI will consider Negotiated Sale or Competitive Sale on a case‐by‐case basis in consultation with its Municipal Advisor.
The VPFA or his/her designee shall be responsible for establishing a selection process for securing qualified professional services related to the issuance or management of debt or post-issuance compliance, which may include bond counsel, financial advisors, underwriters, trustees, or other services.
Consistent with best practices and college accountability to its governing board, key financial ratios and other metrics will be monitored and reported annually and on a pro forma basis when new debt is issued. See Attachment A for a list of the ratios/financial metrics required by this policy.
Additional metrics may be tracked for monitoring purposes, at the discretion of the VPFA or to comply with specific debt transaction covenants. Financial metric requirements will be reviewed annually and may be amended at the discretion of the Board, based on risk tolerance and strategic objectives. Target ratios or policy limits may be established as part of this policy.
Compliance with arbitrage requirements on investment of tax‐exempt bond funds will be maintained and documented. CWI will also maintain policies to monitor other covenants relating to maintaining tax exemptions such as use of facilities by non‐governmental persons.
Initial and ongoing disclosure requirements will be satisfied in accordance with SEC Rules and Idaho Statutes or Rules, as applicable. Financial reports, statistical data, and descriptions of any material events will be submitted as required under outstanding bond indentures and disclosure agreements required by SEC Rules.
|
Metric |
|
Calculation |
Target |
|---|---|---|---|
|
Actual Debt Service Coverage |
X |
Sum of: Operating surplus (deficit), plus depreciation expense, plus interest expense; divided by total principal & interest expense |
|
|
Aggregate Annual Appropriation Lease Payments to ABT Capacity |
% |
Maximum aggregate annual appropriation lease payments divided by the sum of: 75% of the 3-year average net revenues available for lease payments, plus total annual plant facilities levies. Net revenues available for lease payments is defined as income before capital gifts, plus depreciation, less total annual plant facilities levies. |
Less than 100% |
|
Annual Appropriation Lease Payment Coverage (with no plant levy support) |
X |
Net revenues available for lease payments (defined as income before capital gifts, plus depreciation, less total annual plant facilities levies) Divided by maximum aggregate annual appropriation lease payments (not supported by plant levy) |
Greater than 1.33X |
|
Annual Appropriation Lease Payment Coverage (with plant levy support) |
X |
Total annual plant facilities levies divided by maximum aggregate annual appropriation lease payments (supported by a plant levy) |
Greater than 1.00 X |
|
Financial Leverage (expendable financial resources to direct debt) |
X |
Sum of: unrestricted net assets, plus restricted expendable net assets, plus foundation unrestricted/temporarily restricted net assets, less foundation net investment in plant; divided by outstanding direct debt |
|
|
Operating Margin |
% |
Operating surplus (deficit) divided by total operating revenue |
|
|
Operating Reserve (expendable financial resources to operations) |
% |
Spendable Cash & Investments to Operating Expenses. Sum of: unrestricted net assets, plus restricted expendable net assets, plus foundation unrestricted/temporarily restricted net assets, less foundation net investment in plant; divided by total operating expense |
|
|
Metric |
|
Calculation |
Target |
|---|---|---|---|
|
Debt Capacity (Legal General Obligation) |
% |
Debt as a % of taxable assessed property values |
May not Exceed 1% per Idaho Code |
|
Debt Service Coverage-3-Year Average |
X |
Sum of: Operating surplus/(deficit), plus depreciation expense, plus interest expense; divided by total principal & interest expense; 3-year average |
|
|
Government Appropriations per Student |
$ |
Government operating appropriations divided by total student enrollment (FTE) |
|
|
Monthly Days Cash on Hand |
# |
Monthly liquidity times 365; divided by total expense, less large non-cash expenses, less depreciation expense |
|
|
Monthly Liquidity |
$ |
Monthly operating liquidity, plus the smallest figure of monthly endowment liquidity, unrestricted board designated endowment, unrestricted working capital commingled with the operating endowment |
|
|
Monthly Liquidity to Demand Debt |
% |
Monthly liquidity divided by total demand debt |
|
|
Net Tuition per Student |
$ |
Total net tuition and fees divided by total student enrollment (FTE) |
|
|
Operating Cash Flow Margin |
% |
Operating cash flow divided by total operating revenue |
|
|
Reputation and Pricing Power |
% |
Annual % change in operating revenue |
|
|
Revenue Diversity |
% |
Maximum single contribution |
|
|
Sources of Revenue |
% |
Allocation by each revenue stream: Tuition and Auxiliaries, Investment Income, Gifts, Grants and Contracts, Government Appropriations, Tax Revenue, Patient Care, Other |
|
|
Total Tuition Discount |
% |
Scholarship aid plus scholarship expense; divided by total net tuition and fees plus scholarship aid plus scholarship expense |
|
To provide policy for the establishment, use and maintenance of change funds and petty cash funds at CWI.
Applies to all organizational units within CWI that establish, use and maintain change fund and petty cash funds.
Establishment, use and maintenance of change funds and/or petty cash funds are necessary for cashiering functions, departmental use and various activities with CWI. This policy is intended to provide for the sound management of these funds and prevent the mismanagement or abuse of any such funds.
The authority to establish either a change or petty cash fund must come from the Vice President for Finance and Administration (VPFA). A Dean, Department Chair or Supervisor must make a written request for authority to maintain a change or petty cash fund. The person to whom such authority is granted holds overall responsibility for the management of the fund.
Individual responsibility is established by assigning the fund to a specific employee. This employee is responsible for the fund until the monies are either returned to the Business Office or until another employee is assigned responsibility. Any employee assigned responsibility for a change or petty cash fund must sign a form to such effect provided by the Business Office.
An authorization request must be submitted to establish a change or petty cash fund, a “petty cash/change fund action” form and a letter of request should be submitted to the VPFA. Once the VPFA has approved the change or petty cash fund, a request with specified cash denominations should be submitted to the Business Office.
To delineate the requirements for annual independent audits of any and all CWI records and activities to ensure appropriate oversight and compliance with all legal and regulatory requirements and CWI policies.
This policy applies to independent audits of all CWI records and activities
Audit: A systematic and independent examination of books, accounts, documents and vouchers of an organization to ascertain how fair and accurate the financial statements are presented
The President shall ensure CWI undergoes an annual external audit of all funds, fiscal records, and accounts by recommending a firm of certified public accountants with whom the Board of Trustees will contract. The purpose of such an audit is to ensure that CWI is in compliance with all applicable laws and CWI policies.
This policy provides for oversight and responsible stewardship of the resources of the College.
This policy applies to all contracts and other written or electronic documents that obligate the College financially, legally, or in its operations with an outside party.
Emergency Absence: Emergency Absence refers to a sudden or prolonged unplanned circumstance where the President or a Senior Leader is unable, or it is reasonably anticipated that they will be unable to execute their authority to sign agreements, and where the individual is also unable to delegate their authority to an authorized delegate.
Administrative Unit: Any department, office, division, or other administrative component of the College.
Signature Authority: The legal right to execute contracts and other written instruments in the name of and on behalf of the College and to bind the College to an obligation or promise.
Delegator: An individual with authority to delegate signature authority to another individual.
Delegatee: An individual that receives the authority to sign agreements from a Delegator.
This policy controls the authorization and delegation of signatory authority in regard to institutional agreements executed between the College and outside parties and other transactions involving the purchase or exchange of goods and services from another entity. It defines which employees of the College are authorized to legally bind the College or obligate resources of the College. It further provides authority to designate temporary signature authority to facilitate efficiency and productivity in college administration through the delegation of signature authority to other CWI employees.
The CWI Board of Trustees (Board), pursuant to Idaho statute, has the authority to adopt policies and regulations for its own government and the government of the College. (See IC 33-2107(1)). This authority includes the ability of the Board to delegate signature authority for various contracts and agreements to CWI employees, where the approval of the Board is not required.
For audit purposes, agreements entered into or made prior to the latest revision of this policy are subject to that version of this policy in effect at the time the agreement was initiated. Agreements entered into after the latest revision date of this policy are subject to this policy as amended.
No CWI trustee, employee, faculty, or staff may sign a contract without the express written authorization as designated in this policy, or pursuant to a sub-delegation of authority under this policy. Any individual who signs on behalf of the College without proper signature authority may be personally liable for the terms and conditions contained therein and will be potentially subject to institutional policies regarding employee misconduct.
The College shall not be bound to any contract, legal document, or other obligation made by any individual acting outside the express authority stated by this policy notwithstanding any representations or misrepresentations that may be made about the individual’s apparent authority.
This policy does not apply to signatures or approvals required for internal College transactions and processes including time reports and space reservations.
The Board has approval authority through its governance polices for the following categories of contracts below. (See CWI Governance Policies: Section 4.01 Revised November 9, 2023.)
All contract authority not specifically retained by the Board (as outlined above) is delegated to the President of the College. The President retains sole signature authority for all faculty employment contracts, for contracts that require a presidential signature pursuant to the terms of the contract, and for contracts with a total value of $75,000 or more. The President has delegated all other signature authority to the Vice President, Finance and Administration, Chief Financial Officer of the College to ensure the orderly and efficient operation of the College. In regard to an Emergency Absence of the President, the VPFA and the Provost will automatically have signature authority for contracts with a total value of $75,000 or more.
The President has also delegated additional signature authority per the table below. The President may provide for additional delegations through an internal memo.
For the purposes of this policy, a Senior Leader is defined as follows:
The President sub-delegates signature authority as follows:
| Form or Document | Signature Authority |
|---|---|
| Purchase Orders with a total of $75,000 or more. | Upon authorization by the President, Business Office staff with delegated signature authority for signing Purchase Orders. |
| Contracts, Agreements, and MOUs with a total value under $75,000. | If the contract requires payment to a party to the contract, then signature authority is delegated to the Senior Leader with budget authority over the expenditure. If there is no payment required, signature authority is delegated to the Senior Leader with administration and organizational authority for the department/area responsible for overseeing the execution of the contract, agreement, or MOU. |
| Purchase Orders with a total value of $5,000 or more and under $75,000. | Upon authorization by the Senior Leader with budget authority over the expenditure, Business Office staff with delegated signature authority for signing Purchase Orders. |
| Purchase Orders with a total value under $5,000. | Upon authorization by a Senior Leader, Dean, AVP, Executive Director, or a Director who reports directly to a Senior Leader, Business Office staff with delegated signature authority for signing Purchase Orders. |
| Expenditure transactions under $2,000 utilizing Procurement Cards, Payment Requests, and Expense Reports. | Budget Managers. |
A Senior Leader is permitted to sub-delegate signature authority for Contracts, Agreements, and MOUs with a total value under $75,000 to another Senior Leader, or an employee that reports directly to a Senior Leader (Sub-Delegatee). In addition, the Vice President, Finance and Administration, Chief Financial Officer, is permitted to sub-delegate signature authority to any management position in the Business Office. A sub-delegation of signature authority must be: (1) in electronic form (email acceptable), (2) specify the nature of the sub-delegation by contract type, amount, and time period, (3) must be submitted to the Contracts Group prior to the execution of any pertinent contract, and (4) must be renewed annually. No sub-delegation can be extended beyond one calendar year. When a sub-delegation does occur, the delegator does retain their signature authority. However, all documents will be routed to the sub-delegatee for signature.
A sub-delegation is revoked upon the occurrence of any of the following: (1) the Delegator revokes the sub-delegation at any time in an electronic document submitted to the Contracts Group, (2) at the end of the designated sub-delegation time period, or (3) if the Delegator or Sub-Delegatee is no longer employed at the College.
Questions about delegation and sub-delegation can be directed to the Contracts Group.
Every individual with signatory authority, whether through state statute, delegation, or sub-delegation is solely responsible for ensuring the following:
Authorized CWI employees in the Grants Group are permitted to sign agreements as required under Federal and State grant awards pursuant to federal or state regulations.
Forms and other documentation associated with this policy can be found on the internal Business Office website.
This policy provides guidelines for properly engaging independent contractors pursuant to the classification requirements provided by the Internal Revenue Service and the U.S. Department of Labor.
This policy applies to all employees of CWI that participate in the contract process.
Employee: An individual whom CWI has the right to control and direct with regard to the work to be accomplished and the process by which the work is accomplished.
Independent Contractor: An individual who provides a highly technical or unique service, or has a particular set of skills not available elsewhere at CWI. Independent contractors typically are in business for themselves, are not economically dependent on CWI, provide similar services or skills to other organizations or third parties, are not supervised by CWI, and are needed only for a short duration to complete a specific project.
Certain services required by CWI are provided by independent contractors who are not employees of CWI. Whereas, an employer must generally withhold federal income taxes, social security, and Medicare taxes, and pay unemployment tax on wages paid to an employee, payments to independent contractors are not subject to such withholding. Significant tax and legal consequences including penalties may result if an individual who meets the IRS's or Department of Labor's definition of an employee is erroneously treats as an independent contractor. Thus, CWI must ensure that employees and independent contractors are appropriately classified.
For audit purposes, purchases made prior to the latest revision of this policy are subject to that version of this policy in effect at the time the purchase process was initiated. Purchases made after the latest revision date of this policy are subject to this policy as amended.
When determining whether an individual is an employee or independent contractor, the relationship between the individual and CWI must be examined. In making the determination, any information that provides evidence of the degree of behavioral and financial control and independence in work must be considered. If a Department is unsure as to the individual’s status type, it must complete a Form SS-8, Determination of Worker Status for Purposes of Federal Employment Taxes and Income Tax Withholding which can be found at the IRS’s website located at and obtain from the individual a completed and fully signed Form W-9. Both documents are to be submitted to the Contracts Group. Status as an independent contractor will be determined by the Contracts Group and Office of General Counsel. Once a determination has been made, the Contracts Group will prepare the appropriate Contract.
When determining whether an individual is an employee or independent contractor, the degree of behavioral control should be considered. Behavioral control refers to facts that show whether CWI has a right to direct and control how an individual completes a task for which the individual is retained including:
When determining whether an individual is an employee or independent contractor, the degree of financial control should be considered. Financial control refers to facts that show whether CWI has the right to control financial aspects of the individual’s work including:
When determining whether an individual is an employee or independent contractor, the type of relationship between the individual and CWI should be considered. Facts that show the parties’ relationship include:
The written contract or agreement describing the relationship the parties intend to create;
Whether CWI will provide the individual with benefits including insurance, retirement plan contributions, vacation or sick pay (typically provided only to employees);
The permanency of the relationship (independent contractors are usually retained for a defined term); and
The extent to which services performed by the worker are a key aspect of CWI’s regular business activity. Independent contractors are usually retained to handle irregular or specialized tasks or projects; in contrast, if the work is integral to CWI’s business, it is more likely that the individual should be classified as an employee.
Forms are located on the Internal Revenue Service website located
This policy provides guidelines for the proper use of CWI’s Purchasing Card Program (“P-Card Program”).
This policy applies to all departments and P-card holders.
Purchasing Card (“P-card”): A CWI credit card provided as a means for authorized personnel to make small dollar purchases.
P-Card Administrator: The Business Office staff member designated as CWI’s primary contact for the P-Card Program.
Cardholder: a permanent CWI staff or faculty member who has been issued a CWI P-card by the Business Office.
Access US Bank (On-line Banking system): The current on-line banking system utilized by CWI to manage and administer the P-Card Program.
This policy governs CWI’s P-Card Program and the expectations of staff and faculty who utilize the program to purchase goods and services on behalf of CWI.
For audit purposes, purchases made prior to the latest revision of this policy are subject to that version of this policy in effect at the time the purchase process was initiated. Purchases made after the latest revision date of this policy are subject to this policy as amended.
P-cards are intended for small-dollar purchases of products, supplies, and approved business travel expenses. P-cards can be used at any merchant that accepts Visa.
Certain vendors and commodities have been “blocked” from usage in the P-Card Program. If the P-card is presented to any of these blocked merchants, the transaction will be declined. If the P-card is declined, contact the P-Card Administrator for clarification.
All purchases must comply with the guidelines set forth in CWI’s purchasing policy. See ADMIN 100 - Procurement Policy.
Any purchases not approved by the appropriate managers in advance, any purchases above the account limits, or purchases not allowed by CWI’s purchasing policy are unauthorized.
CWI reserves the right to hold a Cardholder accountable for any misuse of CWI’s P-Card Program. Cardholders or others in violation of the P-Card Program will be so notified by their supervisors. All CWI employees responsible for approving P-card purchases must carefully review all transactions to ensure compliance with this policy.
Depending upon the severity of the violation, progressive disciplinary action, up to and including termination, can occur.
Exception:
CWI recognizes the need for the President of the College to host or attend official events that advance and promote the reputation, status, and economic position of CWI.
Default limits on each P-card are as follows:
Any disputed items, erroneous charges, or returns are the responsibility of the Cardholder. Among other things, disputed billing can result from failure to receive goods and services, fraud, misuse, altered charges, defective merchandise, incorrect amounts charged, duplicate charges, or unprocessed credits. The Cardholder is expected to contact the merchant to resolve any outstanding issues. Cardholders must immediately inform the P-Card Administrator and their direct supervisor by email of any disputed or suspected fraudulent charges. It is preferred that the Cardholder forward the email notification from U.S. Bank to both individuals noted above. The P-Card Administrator can assist the Cardholder if necessary and will be expected to follow-up with the Cardholder to ensure resolution.
NOTE: Disputes must be reported or resolved to the bank within sixty (60) days from the time of purchase. After sixty (60) days, the ability to dispute charges expires, so CWI is obligated to absorb the charges.
If the merchant disagrees that an adjustment is necessary, immediately contact both the P-Card Administrator and the U.S. Bank Customer Service number on the back of the P-card (1-800-344-5696). U.S. Bank will require complete details of the dispute in writing in order to research the issue or log-on to the Cardholder’s account and register the dispute. This will give you a reference number and record in the system. The details of the dispute as well as the paperwork evidence must be placed on the back of a completed P-Card Dispute Form or Unauthorized Use Form and turned into the P-Card Administrator as soon as possible. If further assistance is needed with any dispute, please contact the P-Card Administrator.
For more detailed instructions, please refer to the P-Card Training Manual.
If a Cardholders’ account information must be updated, including but not limited to a name change, e-mail address, permanent card limits, or replacing damaged cards, Cardholders must complete and forward a P-Card Maintenance form to the P-Card Administrator or Business Office. For additional instructions related to a name change, please refer to the P-Card Training Manual.
Scanned documents and all original P-card paperwork submitted to the Business Office will be retained for four (4) fiscal years, pursuant to Idaho State Historical Society/Financial Records Retention Schedule/series# SG0610.
Accounts Payable (AP) in the Business Office holds a P-card with a higher credit limit (“AP P-Card”). This can be used at the discretion of the Vice President of Finance or Comptroller. At times, this card may be utilized to purchase authorized items in lieu of temporarily charging individual Cardholders’ credit limits.
All of the approval paperwork must accompany the request for purchase. When all of the appropriate paperwork and approvals are received, the Sr. Accounts Payable Coordinator will complete the transaction with the AP P-Card. Once the transaction is finalized, an accountant will review and approve all transactions completed with the AP P-Card and the Manager II, Fixed Assets, Payroll & Payables will be the final approver. With each step of this process, signatures or initials must be on the paperwork before it is considered complete.
Departments and Cardholders are responsible for providing all the required documentation to the P-Card Administrator on a timely basis.
P-card transactions will be audited by sampling a fixed number of transactions on a monthly basis for timely review. This will confirm compliance with applicable CWI policies.
In the event of any significant violations, the Cardholder and the Cardholder’s department head will be notified. If the violation is severe or continual, the Human Resources department, the Cardholder’s department head, and other designees will determine the appropriate level of disciplinary action up to and including termination.
Account Closure:
To establish guidelines for the purchase and use of uniforms or logo CWI apparel for employees
This policy applies to all CWI employees
ĢƵ does not have a standardized dress code for the entire college. In general, the College’s culture is that of “business casual” where clothes are appropriate for the workplace, clean, tatter-free, providing adequate coverage, and free of offensive words. Under these guidelines, each department is free to determine the nature of the clothing they will require or allow in the workplace.
Department Heads have the authority to require specific types of dress for their employees depending upon their job functions.
For audit purposes, purchases made prior to the latest revision of this policy are subject to that version of this policy in effect at the time the purchase process was initiated. Purchases made after the latest revision date of this policy are subject to this policy as amended.
Employees whose job duties require rigorous physical tasks or exposure to safety risks are required to wear suitable, protective uniforms with CWI logo.
If employees are specifically required to wear uniforms for safety reasons, the College will provide five (5) sets upon hiring. Replacement pieces will be provided to the employee as uniform items wear out.
Employees are responsible for basic upkeep and cleaning of uniforms purchased for them. They are expected to be appropriately attired for work at the beginning of each shift, wearing neat, clean uniforms.
Employees whose job duties require them to perform public relations functions with external customers or students are required to wear apparel with the CWI logo. Logo wear of this type is adaptable to general usage as ordinary clothing, and therefore is considered by the IRS to be a taxable fringe benefit to the employee. However, a limited quantity could be provided tax-free to an employee under IRS de minimus fringe regulations, depending upon facts and circumstances.
Due to this IRS restriction, employees in a public relations capacity will be provided logo apparel items in an amount not to exceed $100 per Calendar year, of a style and color appropriate to the position and function. Employees may purchase additional logo apparel with their own personal funds. The College will not reimburse employees for those purchases.
Logo apparel given as gifts to employees, students, or other non-employees must follow ADMIN 080: Gifts, Awards, and Incentives Policy
Forms and other documentation associated with this policy can be found on the internal Business Office site.
To establish guidelines for CWI’s procurement of public works construction.
Applies to all purchases of public works construction made by CWI and all employees involved in the purchase of public works construction.
Administrative Unit: Any department, office, division, or other administrative component of the College.
Administrative Unit Manager: Employee within an Administrative Unit responsible for authorizing purchase orders and Contracts. This is limited to the following: Deans, Comptrollers, Assistant Vice Presidents, Chief Information Officer, Executive Directors and Directors who do not directly report to a Dean, Comptroller, or Assistant Vice President.
Bid: Any proposal submitted by a public works contractor to CWI in competitive bidding for the construction, alteration, repair, or improvement of any public works construction.
Building Construction: All work in connection with any structure now built, being built, or thereafter built for the support, shelter, and enclosure of persons, chattels, and personal and movable property of any kind, requiring in its construction the use of more than two unrelated building trades or crafts.
College: CWI or any of its Administrative Units.
Contractor: Parties to a proposed contract with CWI.
Contracts Group: Those employees in the Business Office responsible for contract administration, management, and compliance.
Cooperative Purchasing Program: A program established by any association, of which a political subdivision can become a member, to assist the political subdivision in bidding and negotiating contracts for the purchase of goods or services.
Emergency Expenditure: An expenditure made (i) where there is a great public calamity such as an extraordinary fire, flood, storm, epidemic or other disaster; (ii) that is necessary to do emergency work to prepare for the national or local defense; or (iii) that is necessary to do emergency work to safeguard life, health, or property.
Heavy Construction: The construction substantially in its entirety of any fixed works and structures (not including “building construction”), without limitation, for any or all of the following divisions of subjects: irrigation, drainage, sanitation, sewage, water, power, water supply, reservoirs, flood control, reclamation, inland waterways, railroads, grade separations, track elevation, elevated highways, hydroelectric developments, aqueducts, transmission lines, duct lines, pipelines, locks, dams, dikes, levees, revetments, channels, channel cutoffs, intakes, drainage, excavation and disposal of earth and rocks, foundations, piers, abutments, retaining walls, viaducts, shafts, tunnels, airports, air bases and airways and other facilities incidental to the same.
Formal Bid Request: A solicitation to purchase goods and/or services through an open competitive “sealed” bid process. The process can be an Invitation to Bid (ITB) or a Request for Proposal (RFP).
Formal Bid Response: A contractor’s response to a Formal Bid Request.
Informal Bid Request: A solicitation to purchase goods and/or services in a “non-sealed” bid process.
Informal Bid Response: A contractor’s response to an Informal Bid Request.
Lowest Responsive Bidder: The responsive bidder whose bid reflects the lowest acquisition price to be paid by the College that meets the requirements as set out in the bid specifications.
Invitation to Bid (ITB): The sealed‐bid procurement procedure by which CWI advises potential Contractors of goods or services required by the College. The ITB document describes the bidding process and contract terms and provides guidance on how to respond.
Public Notice: The distribution or dissemination of information regarding a purchase to interested parties using methods that are reasonably available. Such methods will often include publication in newspapers of general circulation, electronic or paper mailing lists, and web site(s) designated by CWI and maintained for that purpose.
Public Works Construction: (i) projects for new building, alteration, repair, demolition or improvement of any land, building or structure including utilities, or the remodeling or renovation of existing buildings or other physical facilities to meet standards required by applicable codes, or to affect a permanent improvement to a facility for any reason including aesthetics or appearance; (ii) permanent improvements to real property; (iii) remodeled or renovated buildings; (iv) the purchase of architectural, engineering, landscape architectural, construction management or land surveying services to prepare plans, program documents, life cycle cost studies, energy analysis and other studies associated with any new building, alteration, repair, demolition or improvement and to supervise the construction or execution of such projects; (iv) heavy construction; (v) building construction; and (vi) specialty construction. If there is uncertainty if a project meets the definition of a public works construction the CWI Department should consult with the Contracts Group prior to soliciting bids for such an expenditure.
Request for lnformation (RFI): A procurement process used to gather responses to “educate” and provide how a vendor might solve a problem or fill a need. The information obtained may be used to develop specifications or a scope of services for a future solicitation as well as to determine a project budget. A RFI is not a bid process, and no contract can be awarded based from an RFI.
Request for Proposal (RFP): The sealed‐bid procurement procedure by which CWI advises potential Contractors of goods or services required by the College. The RFP document describes the bidding process, contract terms, and provides guidance on how to respond.
Request for Qualifications (RFQ): A procurement process used to “qualify” Contractors by allowing Contractors to show their credentials and work history. It creates a pool of Contractors eligible to submit a bid to do the work. A RFQ is not a bid process, and no award can be made from a RFQ.
Sole Source: Where only one Contractor has been determined to be reasonably available for the public works construction to be acquired. “Only one Contractor” refers to situations identified in Idaho Code § 67-2808.
Specialty Construction: Any work in connection with any public works construction requiring special skill and the use of specialty skilled trades or crafts.
Statewide Contract: A contract awarded by the State of Idaho through its Division of Purchasing and its Division of Public Works to one or more Contractors which have agreed to allow agencies and political subdivisions to procure specified property under the terms and conditions set forth in the contract.
Efficient and cost-effective procurement of public works construction is an important aspect of local government operations. Accordingly, CWI endeavors to procure public works construction pursuant to a publicly accountable process that respects the shared goals of economy and quality and is in full compliance with applicable law. This policy and the procedures set forth herein define the roles and responsibilities of affected Administrative Units and the Business Office as they apply to the procurement of public works construction. As a political subdivision, CWI is required to follow procedures regarding the procurement of public works construction as outlined in Idaho Code §§ 67-2801 et seq.
Idaho Code §§ 54-1901 et seq. Public Works Contractors
Idaho Code §§ 67-2801 et seq. Purchasing by Political Subdivisions
Idaho Code §§ 67-2320 Professional Service Contracts with Design Professionals, Construction Managers and Land Surveyors
Idaho Code § 67-2348 Preference for Idaho Domiciled Contractors on Public Works
Idaho Code §§ 44-1001 et seq. Requirement of Employment of Idaho Residents
Idaho Code § 59-1026 Willful and Knowing Avoidance of Competitive Bidding and Procurement Statutes
Federal Uniform Grant Guidance
For audit purposes, purchases made prior to the latest revision of this policy are subject to that version of this policy in effect at the time the purchase process was initiated. Purchases made after the latest revision date of this policy are subject to this policy as amended.
Prior to making a purchase, the appropriate Administrative Unit Manager should authorize the purchase. This should include verifying that there is adequate budget for the purchase and that the appropriate General Ledger (GL) code is used for the purchase. If a contract is involved in the purchase, contract review and signatures should occur in conjunction with the submittal of a purchase order and in compliance with ADMIN 000 - Contract Administration and Management Policy. Purchase authorizations require specific authorizations depending on the cost of the purchase.
The total value of the public works construction (Public Works Construction) project determines the solicitation process for that project. Total value is determined based on the cumulative total dollar value of the contemplated contract as a whole. CWI Departments are responsible for providing a good faith estimate of the contemplated Public Works Construction to the Contracts Group prior to any bid solicitation in compliance with state procurement laws. (See IC 59-1026). Different dollar amount thresholds may apply for procurements made with federal funds.
This Policy applies to procurement and contracting for Public Works Construction and for certain professional services. This Policy is divided into two main sections:
1. SECTION I: PUBLIC WORKS CONSTRUCTION
2. SECTION II: PROFESSIONAL SERVICES AGREEMENTS FOR ENGINEERING, ARCHITECTURAL, LANDSCAPE ARCHITECTURE, CONSTRUCTION MANAGEMENT, AND LAND SURVEYING SERVICES THAT EXCEED $50,000
Purchases made with federal funds will need to follow the requirements noted in the Grants Federal Monies section below.
All projects meeting the definition of Public Works Construction, as defined in IC 54-1901(b), require any contractor or subcontractor involved in the project to be licensed as a public works contractor unless exempted by Idaho law. (See IC 54-1903). Contractors and subcontractors are also required to be licensed in their own specialty or trade, as required by applicable Idaho statute or regulation.
Procurements of public works construction valued at less than $50,000 can be made on the open market provided that the procurement is guided by the best interests of CWI. Public Works Construction projects valued under $50,000 are exempt from statutory requirements regarding Public Works Construction, pursuant Idaho Code §§ 54-1901 et seq., including the requirement for contractors to obtain a public contractor license and the necessity of any performance or payment bond, as otherwise required. (See IC 54-1903 Exemptions). Contractors though are not exempt from state licensing law requirements that are specific to the contractor’s construction specialty.
The following procedures must be followed when CWI contemplates an expenditure to procure Public Works Construction valued in excess of $50,000 but does not exceed $200,000:
1. CWI, in consultation with the Contracts Group, shall solicit bids for the Public Works Construction from at least three (3) designated licensed public works contractors in writing, either by electronic or physical delivery.
2. Solicitation for bids shall describe the construction work to be completed in sufficient detail to allow an experienced public works contractor to understand the construction project CWI seeks to build.
3. Solicitation for bids shall describe the following:
a. The electronic or physical delivery method(s) authorized to permit a Contractor to submit a bid; and
b. The date and time by which a bid proposal from a Contractor must be received by CWI.
4. CWI shall provide a reasonable time to respond to the solicitation, provided that except in the event of an emergency, such time shall not be less than three (3) business days.
Written objections to specifications or bid procedures must be received by the Contracts Group, as the authorized CWI official, at least one (1) business day before the date and time upon which bids are scheduled to be received.
Contractors will submit written bids to the Contracts Group either by electronic or physical delivery. The Contracts Group is the official designee of the CWI Board of Trustees designated to receive and review Public Works Construction bids. Thereafter, the Contracts Group, as the designee of the Board of Trustees, is authorized, to exercise its discretion to either: (1) approve the responsive bid proposing the lowest procurement price or (2) reject all bids and publish notice for bids, as before. This decision shall be made by the Contracts Group in consultation with the CWI Department requesting the solicitation, but the decision is designated solely to the Contracts Group by the CWI Board of Trustees.
If the Contracts Group finds that it is impractical or impossible to obtain three (3) bids for the proposed public works procurement, in consultation with the CWI Department, the Contracts Group may acquire the work in any manner it deems best from a qualified public works contractor quoting the lowest price. When fewer than three (3) bids are considered, a description of the efforts undertaken to procure at least three (3) bids shall be documented by the Contracts Group and such documentation shall be maintained for at least six (6) months after the procurement decision is made.
If two or more price quotations offered by different licensed public works contractors are the same and the lowest responsive bids, the Contracts Group, as the authorized designee of the CWI Board of Trustees, in consultation with the requesting CWI Department will determine which public works contractor should be selected.
Selection of a public works contractor does not guarantee that a final contract will be executed between CWI and the public works contractor. CWI will make good faith efforts to fully execute an agreement with a Contractor selected by the above process.
INFORMAL BID REQUEST INFORMATION GATHERING TOOLS
Administrative Units can gather information from the internet, Contractors, white papers, etc. when developing bid specifications. Administrative Units should provide enough detail in the specifications to receive several bids for the goods and services requested.
Every Public Works Construction that costs in excess of $200,000 is required to follow a formal bid request procedure (“Formal Bid Request”) defined pursuant to Idaho Statutes. The following procedures must be followed when CWI contemplates an expenditure to procure Public Works Construction valued in excess of $200,000.
The purchase of public construction shall be made pursuant to a competitive sealed bid process from a qualified public works contractor which has submitted the lowest bid price and has complied with applicable bidding procedures and met any pre-qualifications (Category B) as established by the bid documents. Competitive bidding for public works may proceed through either of two alternative procedures – Category A or Category B. The Contracts Group, in consultation with the CWI Department, will identify the appropriate bidding process to follow regarding purchases of Public Works Construction.
CATEGORY A - Competitive Bidding
For Category A bids, competitive bidding procedures shall be open to receipt of bids from any licensed public works Contractor desiring to bid upon the public works project. For a Category A bid, CWI may only consider (i) the amount bid; (ii) bidder compliance with administrative requirements of the bidding process; and (iii) whether the bidder holds the requisite license. CWI shall award the bid to the qualified bidder submitting the lowest responsive bid.
Requests for bids shall set a date and place for the public opening of bids. All bids are to be submitted by the day and time specified in the request for bids, as published in the official newspaper of CWI. During the bid opening, CWI will consider only those bids timely received pursuant to the date established by the request for bid. To avoid bidders making last minute changes to their proposals by writing the changes on the sealed envelope, a bidder’s instruction may be included, such as: “The entire Bidder’s Proposal must be contained on the supplied proposal forms. Any information pertaining to the Bidder’s Proposal, not specifically included on the proposal forms, will not be considered.”
Two (2) notices soliciting bids shall be published in the official newspaper of the political subdivision. The first notice shall be published at least two (2) weeks before the date originally designated for opening bids; the second notice shall be published in the succeeding week at least seven (7) days before the date that bids are scheduled to be opened. The notice shall succinctly describe the project to be constructed and provide contact information to receive further information from the Contracts Group for further details.
The Contracts Group shall make available copies of specifications, bid forms, bidder’s instructions, contract documents, and general and special instructions upon request and payment of a reasonable copy fee by any interested bidder.
All plans and specifications shall state, in addition to any other information pertinent to the work to be performed or materials to be furnished, the number, size, kind and quality of materials, and service required for the contract. These plans and specifications should not specify or provide for the use of any materials of a specific brand or mark, or any patented device or appliance, when other materials are available for such purpose and when such a requirement would prevent competitive bidding on the part of dealers or Contractors in other articles or materials of equivalent value, utility, or merit.
Written objections from Contractors to specifications or bidding procedures must be received by the Contracts Group at least three (3) business days before the date and time upon which bids are scheduled to be opened. The Contracts Group shall respond to any such objection in writing and communicate such response to the objector and all other plan holders, adjusting bidding timeframes if necessary and may involve the rescheduling of the date when bids are to be opened.
All bids shall be presented or otherwise delivered under sealed cover to the Contracts Group with a concise statement marked on the outside generally identifying the project to which the bid pertains. Bids may be made by electronic or physical means.
If CWI deems it to be in its best interest, it may require bidders to provide bid security in an amount equal to at least five percent (5%) of the amount bid. If required, a bid shall not be considered unless one of the forms of bidder’s security is enclosed with it, and unless the bid is submitted in a form which substantially complies with the form provided by CWI. CWI may require that the bid security be in one of the following forms:
1. Cash;
2. Cashier’s check from a bank insured by the FDIC made payable to CWI;
3. Certified check from a bank insured by the FDIC made payable to CWI; or
4. Bidder’s bond executed by a qualified surety company, licensed to do business in the State of Idaho, made payable to CWI.
Any bid received by CWI may not be withdrawn after the time set in the notice for opening of bids. Sealed bids are received by a member of the Contracts Group as the authorized CWI official.
When sealed bids have been received, they shall be opened in public at a designated place and time and thereafter shall be compiled and submitted to the Contracts Group. The CWI Board of Trustees has authorized the Contracts Group to review, select, approve and award bids pursuant to Idaho Code 67-2805(2)(a)(v).
If the successful bidder fails to execute the contract, the amount of the bidder’s security may be forfeited to CWI, at CWI’s sole discretion, and the proceeds shall be deposited in a designated fund out of which the expenses for procuring substitute performance are paid.
The Contracts Group may, on the refusal or failure of the successful bidder to execute the contract, award the contract to the qualified bidder submitting the next lowest responsive bid. (See IC 67-2805(2)(a)(vii)).
If the CWI Board of Trustees awards the bid to the next lowest qualified bidder, the amount of the lowest qualified bidder’s security may be applied by CWI to the difference between the lowest responsive bid and the next lowest responsive bid. The surplus, if any, shall be returned to the lowest bidder if cash or certified check is used, or to the surety on the bidder’s bond if a bond is used, less reasonable administrative costs not to exceed twenty-five percent (25%) of the amount of the bidder’s security to CWI. (See IC 67-2805(2)(a)(vii)).
In its discretion, the CWI Board of Trustees may reject all bids presented and re-bid, or the CWI Board of Trustees may, after finding it to be a fact, pass a resolution declaring that the project sought to be accomplished by the expenditure can be performed more economically by purchasing goods and services on the open market. (See IC 67-2805(2)(a)(viii)).
If identical bids are received, the CWI Board of Trustees may choose the bidder it prefers. If no bids are received, the Board of Trustees may procure the goods or services without further competitive bidding procedures. (See IC 67-2805(2)(a)(viii)).
If the CWI Board of Trustees chooses to award a competitively bid contract involving the procurement of Public Works Construction to a bidder other than the apparent low bidder, the CWI Board of Trustees shall declare its reason(s) on the record and shall communicate such reason(s) in writing to all persons who have submitted a competing bid (See notice provisions to be communicated to bidders below). (See IC 67-2805(2)(a)(ix)).
If any participating bidder objects to an award to a bidder other than the apparent low bidder, by the CWI Board of Trustees, the participating bidders shall respond in writing to the notice of award from CWI within seven (7) calendar days of the date of transmittal of the notice, setting forth in such response the express reason(s) that the award decision is in error. Performance of the procurement shall be stayed pending consideration of any such objection. After addressing the contentions raised by the objecting bidder, the Board of Trustees shall review its decision and determine whether to affirm its prior award, modify the award, or choose to re- bid, setting forth its reason(s) therefore. After completion of the review process, CWI may proceed as it deems to be in the public interest. (See IC 67-2805(2)(a)(x)).
CATEGORY B - Request for Qualifications
For Category B bids, competitive bidding procedures shall be open to licensed public works contractors only after meeting preliminary supplemental qualifications established by CWI. The solicitation for bids shall consist of two (2) stages (See IC 67-2805(2)(b)):
1. An initial stage determining supplemental pre-qualifications for licensed Contractors, either prime or specialty Contractors; and
2. A stage during which bid prices will be accepted only from prequalified Contractors.
Notice of the prequalification stage shall be given in the same manner as for Category A bids, providing a specific date and time by which qualifications statements must be received, including public notice of request for qualifications.
CWI may establish prequalification standards premised upon one or a combination of the following:
1. Demonstrated technical competence;
2. Experience constructing similar facilities;
3. Prior experience with CWI;
4. Available nonfinancial resources;
5. Equipment and personnel as they relate to the subject project; or
6. Overall performance history based upon a Contractor’s entire body of work.
The prequalification request must include the standards for evaluating the qualifications of prospective bidders.
During the prequalification stage, licensed Contractors desiring to be prequalified to bid on a project must submit a written response to CWI’s request for qualifications. Written objections to prequalification procedures must be received by the Contracts Group, as the authorized CWI official, at least three (3) business days before the date and time upon which prequalification statements are due. The Contracts Group, as administrative officer of the bidding process, shall respond to any such objection in writing and communicate such response to the objector and all other Contractors seeking to prequalify, adjusting bidding timeframes if necessary. After a review of qualification submittals, CWI may select a licensed Contractor that meets the prequalification standards. (See IC 67-2805(2)(b)(iii)).
If any licensed Contractor submits a statement of qualifications but is not selected as a qualified bidder, CWI shall supply a written statement of the determination, regarding the reason(s) why the Contractor failed to meet qualification standards. Any licensed Contractor that fails the prequalification stage can appeal such determination to the CWI Board of Trustees within seven (7) days after transmittal of the prequalification results. If the CWI Board of Trustees sustains the decision that a Contractor fails to meet prequalification standards, it shall state its reason(s) for the record.
A decision by the CWI Board of Trustees sustaining the denial of prequalification may be appealed to the Public Works Contractors’ License Board (Licensing Board) no more than fourteen (14) days following any decision on appeal made by the CWI Board of Trustees. Category B prequalification procedures that are appealed shall be stayed during the pendency of the prequalification appeal until the Licensing Board completes its review, but in no instance more than forty-nine (49) days after the appellate decision of the Board of Trustees. (See IC 2805(2)(b)(iv)).
Following the conclusion of the prequalification administrative procedures, the bidding stage shall proceed by the setting of a time, date, and place for the public opening of bids.
1. In circumstances involving prequalified prime Contractors, a notice soliciting bids shall be transmitted to prequalified bidders at least fourteen (14) days before the date of opening the bids. The notice shall succinctly describe the project to be constructed.
2. In circumstances involving prequalified specialty or subordinate Contractors, the notice soliciting bids shall be published in the same manner applicable to Category A bids. The notice shall succinctly describe the project to be constructed.
Copies of specifications, bid forms, bidder’s instructions, contract documents, and general and special instructions shall be made available upon request and payment of a reasonable plan copy fee by any eligible bidder. The Contracts Group shall be responsible for distributing these documents to potential bidders.
There is no requirement for CWI to conduct pre-bid meetings for potential bidders. This is optional and is determined on a project-by-project basis.
All plans and specifications shall state, in addition to any other information pertinent to the work to be performed or materials to be furnished, the number, size, kind and quality of materials and service required for the contract. These plans and specifications should not specify or provide for the use of any materials of a specific brand or mark, or any patented device or appliance, when other materials are available for such purpose and when such requirement would prevent competitive bidding on the part of dealers or Contractors in other articles or materials of equivalent value, utility or merit.
Written objections to specifications or bidding procedures must be received by the Contracts Group at least three (3) business days before the date and time upon which bids are scheduled to be opened.
All bids shall be presented or otherwise delivered under sealed cover to the Contracts Group with a concise statement marked on the outside generally identifying the project to which the bid pertains.
If CWI deems that it is in its best interest, CWI may require the bidder to provide bid security in an amount equal to at least five percent (5%) of the amount bid. If required, a bid shall not be considered unless one of the forms of bidder’s security is enclosed with it, and unless the bid is submitted in a form which substantially complies with the form provided by CWI. CWI requires that the bid security be in one of the following forms:
1. Cash;
2. Cashier’s check from a bank insured by the FDIC made payable to CWI;
3. Certified check from a bank insured by the FDIC made payable to CWI; or
4. Bidder’s bond executed by a qualified surety company, licensed to do business in the State of Idaho, made payable to CWI.
Any bid received by CWI may not be withdrawn after the time set in the notice for opening of bids.
When sealed bids have been received, they shall be opened in public by the Contracts Group at a designated place and time. The CWI Board of Trustees or the Contracts Group, as the designee of the CWI Board of Trustees, will compile and approve a selected bidder. If identical bids are received, the CWI Board of Trustees may choose the bidder it prefers. (See IC 67-2805(2)(b)(ix)).
If the successful bidder fails to execute the contract, the amount of the bidder’s security may be forfeited to CWI, at CWI’s sole discretion, and the proceeds shall be deposited in a designated fund out of which the expenses for procuring substitute performance are paid.
The Contracts Group may, on the refusal or failure of the successful bidder to execute the contract, award the contract to the qualified bidder submitting the next lowest responsive bid.
In addition, the CWI Board of Trustees may, on the refusal or failure of the successful bidder to execute the contract, award the contract to the qualified bidder submitting the next lowest responsive bid. If CWI awards the bid to the next lowest qualified bidder, the amount of the lowest qualified bidder’s security, if forfeited, shall be applied by CWI to the difference between the lowest responsive bid and the next lowest responsive bid, and the surplus, if any, shall be returned to the lowest bidder if cash or certified check is used, or to the surety on the bidder’s bond if a bond is used, less reasonable administrative costs not to exceed twenty-five percent (25%) of the amount of the bidder’s security to CWI. (See IC 2805(2)(b)(x)).
In its discretion, the CWI Board of Trustees may reject all bids presented and re-bid, or the Board of Trustees may, after finding it to be a fact, pass a resolution declaring that the project sought to be accomplished by the expenditure can be performed more economically by purchasing goods and services on the open market. (See IC 2805(2)(b)(xi)).
If no bids are received, the CWI Board of Trustees may make the expenditure without further competitive bidding procedures.
If the CWI Board of Trustees chooses to award a competitively bid contract involving the procurement of Public Works Construction to a bidder other than the apparent low bidder, the CWI Board of Trustees shall declare its reason(s) on the record and shall communicate such reason(s) in writing to all persons who have submitted a competing bid. (See IC 2805(2)(b)(xi).
If any participating bidder objects to an award to a bidder other than the apparent low bidder, it shall respond in writing to the notice from CWI within seven (7) calendar days of the date of transmittal of the notice, setting forth in such response the express reason(s) that the award decision of the Board of Trustees is in error. The performance of the procurement shall be stayed pending consideration of any such objection. After addressing the contentions raised by the objecting bidder, the Board of Trustees shall review its decision and determine whether to affirm its prior award, modify the award, or choose to re-bid, setting forth its reason(s) therefore. After completion of the review process, CWI may proceed as it deems to be in the public interest. (See IC 805(2)(b)(xiii)).
FORMAL BID REQUEST INFORMATION GATHERING TOOLS
Administrative Units must work with the Contracts Group on all Formal Bid Requests including use of information gathering tools.
There are two types of information gathering tools for Formal Bid Requests: (1) a Request for Information (RFI); and (2) a Request for Qualifications (RFQ). The RFI and the RFQ are not considered to be a determining process, but either may be used to gather information for an ITB or RFP. Both the RFI and RFQ require a publication of a legal notice and submission of proposals.
1. REQUEST FOR INFORMATION
An RFI is used to gather information from Contractors who provide goods and services. RFI responses “educate” and provide how a Contractor might solve a problem or fill a need. RFI responses may include a Contractor’s pricing structure, features, and its approach to implementation. Information obtained through such a solicitation may be used to develop specifications or a scope of services for a future solicitation. A RFI is not a bid process, and no award can be made from an RFI.
2. REQUEST FOR QUALIFICATIONS
A RFQ is used to gather information from Contractors who provide goods or services. RFQ responses “qualify” Contractors by allowing Contractors to show their credentials and work history. A RFQ is not a bid process, and no award can be made from a RFQ.
To the extent permitted by federal law, CWI will apply an Idaho preference when determining which Contractor submitted the lowest responsive bid. If the Contractor who submitted the lowest dollar bid is domiciled in a state with a preference law that penalizes Idaho domiciled Contractors, CWI will apply the preference law (percentage amount) of that domiciliary state to that Contractor’s bid. This preference only applies to competitively bid purchases. The purchasing preference is added to the amount of the bid for the purpose of determining the low bidder; CWI does not pay the percentage amount to the low bidder. A Contractor is domiciled in Idaho if it is chartered or incorporated in Idaho, or if it is a sole proprietor or partnership that is located or has its permanent headquarters in Idaho. (See IC 67-2348).
In all construction, repair, and maintenance work, the Contractor must employ ninety-five percent (95%) bona fide Idaho residents as employees, or where fifty (50) or less persons are employed by the Contractor, ten percent (10%) of the Contractor’s employees may be nonresidents. In all cases, Contractors must give preference to the employment of bona fide Idaho residents. All CWI contracts must have a provision requiring the foregoing terms, and no contract shall be entered into with a Contractor refusing to execute an agreement with these terms.
Federal uniform administrative guidelines prohibit preferences noted in this section. This must be taken into consideration if any federal funds will be used for the Public Works Construction project.
Before any contract for Public Works Construction, equal to or in excess of $50,000 is executed, the person or entity to whom the contract has been awarded (Contractor) is required to provide to CWI the following bond types pursuant to Idaho Code § 59-1926:
1. Performance Bond: A performance bond in any amount to be fixed by CWI, but in no event less than eighty-five percent (85%) of the contract amount conditioned upon the faithful performance of the contract in accordance with the plans, specifications, and conditions thereof. The performance bond shall be solely for the protection of CWI.
2. Payment Bond: A payment bond in an amount to be fixed by CWI but in no event less than eighty-five percent (85%) of the contract amount, solely for the protection of persons supplying labor or material, or renting, leasing, or otherwise supplying equipment to the Contractor or its subcontractor in the prosecution of the work provided for in the contract.
To the extent CWI requires a performance bond or payment bond in excess of fifty percent (50%) of the total contract amount, it may not withhold from the Contractor or subcontractor any amount exceeding five percent (5%) of the total amount payable as retainage. Further, CWI shall release to the contractor any retainage for those portions of the project accepted by CWI and the Contractor as complete within 30 days after such acceptance. Contractors, contracting with subcontractors shall not be authorized to withhold from the subcontractor any amount exceeding five percent (5%) of the total amount payable to the subcontractor as retainage. The Contractor shall remit the retainage to the subcontractor within thirty (30) days after completion of the subcontract.
Each bond shall be executed by a surety company duly authorized to do business in Idaho, or the Contractor may deposit any of the type of government obligations listed in subsection (2) (h) of Idaho Code § 54-1901, in lieu of furnishing a surety company performance or payment bond. CWI may also require a performance bond or other security in addition to those specified herein.
Emergency Expenditures for Public Works Construction
The CWI Board of Trustees may declare than an emergency exists and that the public interest and necessity demand the immediate expenditure of public money if: (i) there is a great public calamity such as an extraordinary fire, flood, storm, epidemic or other disaster; (ii) it is necessary to do emergency work to prepare for national or local defense; or (iii) it is necessary to do emergency work to safeguard life, health or property. Upon the declaration of an emergency and the need to expend public funds by the Board of Trustees, CWI may expend any sum required for the emergency expenditure without compliance with formal bidding procedures. A memorandum documenting the emergency expenditure should be provided to the Contracts Group with invoices for emergency Public Works Construction purchased. (See IC 67-2808(1)(b)).
Sole Source Expenditures
The CWI Board of Trustees may authorize an expenditure without compliance with formal bidding requirements, regardless of the contract amount, if there is only one (1) Contractor for the Public Works Construction to be acquired. This is generally referred to as a sole source expenditure. For purposes of Public Works Construction, only one (1) Contractor shall refer to situations where there is only one source reasonably available and includes, but is not limited to the following situations:
1. Where Public Works Construction is required to respond to a life-threatening situation or a situation which is immediately detrimental to the public welfare or property;
2. The purchase of Public Works Construction, services, or personal property for which it is determined there is no functional equivalent; or
3. Where competitive solicitation is impractical, disadvantageous, or unreasonable under the circumstances. (See IC 67-2808(2)(a)).
If the Contracts Group, in consultation with the Office of General Counsel (OGC), determines that the purchase falls within the definition of a sole source expenditure, OGC will present the expenditure to the CWI Board of Trustees for a declaration in a public meeting of the purchase as a sole source expenditure. Upon such a declaration, unless the purchase is required for a life-threatening situation or a situation that is immediately detrimental to the public welfare or property, notice of the sole source purchase must be published in the official newspaper of CWI (the Idaho Press) at least fourteen (14) calendar days prior to the award of the contract. A Purchase Order or contract cannot be issued until the fourteen (14) day period has expired.
Any objection to a sole source expenditure must be filed in writing with the Contracts Group within three (3) days from the date of the posting of notice. CWI shall review any such objection and within three (3) days of receipt thereof either deny the objection or affirm the objection and comply with formal bidding requirements.
A sole source declaration by the Board of Trustees is valid only for the purchase of Public Works Construction to which it pertains.
Grants: Federal Monies
Administrative Units must contact CWI’s Grants Group for guidance prior to expending federal grant money for procurement purposes. Federal uniform administrative guidelines apply to expenditures of monies received through federal grants, whether those monies come directly from a federal agency or through an intermediary, known as a “pass‐through entity”. Funds received from an intermediary are often referred to as “flow through funds”. Depending on the federal agency that provides the grant money, other restrictions may apply. Further, the dollar thresholds which dictate what procurement process is required may differ from non-grant related purchases. Compliance with federal guidelines and applicable restrictions is mandatory.
Information and guidelines for grants, including purchases with grant funds, are found in CWI’s ADMIN 040 - Federal, State & Local Government Grants policy and it’s Grants Management Manual. For procurement with federal funds, compliance with the Uniform Grant Guidance is mandatory. Information and rules for grants, including purchasing with grant funds, are found in CWI’s grants policy noted above.
Grants/Sponsored Projects: Non-Federal Monies
Administrative Units must contact CWI’s Grants Group for guidance prior to expending non-federal grant money.
Non‐Profit Organizations/Correctional Industries
Purchases of goods and services from Idaho correctional industries and from non‐profit corporations and public agencies operating rehabilitation facilities for people with disabilities or disadvantaged individuals are exempt from competitive solicitation requirements. The product or service provided by the non‐profit or public agency must be offered at fair market price which should be confirmed by estimates of current pricing.
Statewide Contracts
CWI may purchase goods or services at the same contract prices and under the same terms and conditions available to the State of Idaho. If a Contractor is included on the State purchasing list, the contract has already been awarded through an appropriate bid process and no further bids are required. Accordingly, Administrative Units, in consultation with the Contracts Group, should review the State purchasing list to determine whether a purchase may be made pursuant to a statewide contract. To the extent applicable, the Administrative Unit should note that the contract is a statewide contract on its purchase order request and include the state purchase order number in any requisite documentation.
Cooperative Purchasing Agreements
With the approval of the Board of Trustees, CWI may (i) participate in cooperative purchasing agreements with the State of Idaho, other Idaho political subdivisions, other government entities or associations; and (ii) participate in cooperative purchasing programs established by any association that offers its goods or services as a result of competitive solicitation processes. Goods or services procured by participation in any such cooperative agreements or programs shall be deemed to have been acquired in accordance with the formal bidding requirements provided by law. A list of cooperative purchasing programs approved by the Board of Trustees is maintained by the Contracts Group. Public Works Contractors cannot be procured under a Cooperative Purchasing Agreement; however, public works personal property may be purchased under a Cooperative Purchasing Agreement.
See Idaho Code § 67-2320. Contracts for professional services are generally excluded from formal procurement requirements of this policy (See IC 67-2805(4)). However, any professional service agreements must use the following minimum guidelines when securing contracts for engineering, architectural, landscape architecture, construction management, and land surveying services on projects for which the professional service fee is anticipated to exceed the total sum of fifty thousand dollars ($50,000), excluding professional services contracts previously awarded for an associated or phased project, and for which the expenditure is otherwise exempt from the bidding process provided by law.
In securing contracts for engineering, architectural, landscape architecture, construction management, or land surveying services on projects for which the professional service fee is anticipated to be less than the total sum of fifty thousand dollars ($50,000), CWI may use the guidelines set forth in Section II Part1 or establish its own guidelines for selection based on demonstrated competence and qualifications to perform the type of services required, followed by negotiation of the fee at a price determined by the public agency or political subdivision to be fair and reasonable after considering the estimated value, scope, complexity, schedule, and nature of services required. (See IC 67-2320(3)).
Part 1: CWI shall use the use the following process to implement this policy: (See IC 67-2320(2)).
a. CWI Shall encourage persons or firms engaged in the services being solicited to submit statements of qualifications and performance data;
b. CWI shall establish and make available to the public the criteria and procedures used for the selection of qualified persons or firms to perform such services using a request for qualifications (RFQ);
c. CWI shall establish and make available to the public the RFQ, including the selection criteria and the procedures to be used for measurable scoring, ranking, and selection of qualified persons or firms to perform such services. Selection criteria for consideration of professionals may include but are not limited to: a description of the firm, including location and longevity; past performance; project manager and key staff experience, education, and training; experience with similar projects; specific approach to project or assignment; proposed schedule, if applicable; and quality control procedures;
d. After receiving responses for the RFQ, CWI shall rank the persons or firms in order of preference. The list of ranked respondents, including the scoring used to develop the ranking, shall be made available to the public. CWI shall select for negotiation the persons or firms whom CWI determines to be the highest ranked.
e. CWI shall negotiate with the highest ranked person or firm for a contract or agreement to perform such services at a price determined by CWI to be reasonable and fair to the public after considering the estimated value, the scope, the complexity and the nature of the services;
f. When unable to negotiate a satisfactory contract or agreement, CWI shall formally terminate negotiations and undertake negotiations with the next highest ranked person or firm, following the procedure as prescribed above;
g. When unable to negotiate a satisfactory contract or agreement with any of the selected persons or firms, shall continue with the selection and negotiation process as provided herein until a contract or agreement is reached or the procurement is terminated;
h. When soliciting proposals for professional services to be provided under Section II, CWI shall publish public notice in the same manner as required for procurement of Public Works Construction projects under section 67-2805(2), Idaho Code. (See IC 67-2320(2)(h)).
Part 2. Use of Pre-Approved Lists to Create List of Approved Professionals:
Pursuant to Idaho Code § 67-2320(3)(i) CWI may create a list of preapproved professionals that may be selected through the following process to perform professional services under Section II:
a. CWI may establish and select from a list of two (2) or more persons or firms selected and preapproved for consideration by CWI.
b. In establishing a preapproved list, CWI shall publish notice as set forth in paragraph Part 1(h) above.
c. However, when selecting a person or firm from the preapproved list, no notice shall be required;
d. Any list established under Part 2(a) shall remain valid for a maximum of five (5) years and may be canceled by the public agency or political subdivision prior to the list’s expiration if CWI determines that cancellation would be in the public’s interest. (See IC 67-2330(2)(h-j)).
Part 3: Extending or Creating New Contract with Person or Contractor
When CWI has previously awarded a professional services contract to a person or firm for an associated or phased project, it may negotiate an extended or new professional services contract with that person or firm in accordance with all provisions of section 59-1026, Idaho Code, negotiate an extended or new professional services contract with that person or firm. (See IC 67-2320(4)).
Conflicts of Interest CWI employees must refrain from engaging in unethical practices in the performance of their duties related to the award and administration of contracts. Employees shall not participate in the selection, award, or administration of a contract if a real or apparent conflict of interest would be created. For additional information regarding conflicts of interest, employees should review CWI’s conflict of interest policy. Further, the Ethics in Government Act of 2015, found at Idaho Code § 74-7401 et. seq, and the Bribery and Corruption Act found at Idaho Code § 18-1301 et. seq are fully applicable. Questions regarding ethics in government or conflicts of interest should be directed to Risk Management.
Contractor Influence
No Contractor or related party, or a subsidiary or affiliate of a Contractor may submit a bid to obtain a contract to provide goods or services to CWI if the Contractor, or related party, Contractor subsidiary or affiliate assisted CWI in the solicitation bid process for the project. A Contractor that assists CWI in the development of procurement specifications, scope of work or related solicitation documents, whether paid for its services or not, cannot submit a bid, proposal, or quote on the project it helped develop nor can the Contractor partner with another Contractor to circumvent this policy.
Influencing/Conspiring to Influence
No employee of CWI shall influence or attempt to influence the award of a contract to a particular Contractor or to deprive or attempt to deprive any Contractor of a contract.
Willfully or Knowingly Avoiding Competitive Bidding and Procurement Statutes
It is a violation of this policy and may be a violation of state law for a CWI employee to willfully or knowingly avoid compliance with procurement or competitive bidding statutes or to willfully or knowingly split or separate purchases with the intent of avoiding compliance with any such policies or statutes. A critical factor in evaluating possible bid splitting situations is the original intent of the purchase and whether all goods or services required to complete the project were taken into consideration when the purchase was made. If a reasonable person, acting under similar circumstances, would have been able to foresee the need for additional goods or services, the additional procurement for the project may very likely present a case of intentional bid splitting. (See IC § 59‐1026 Willful And Knowing Avoidance Of Competitive Bidding And Procurement Statutes).
Gifts/Gratuities
Employees are prohibited from accepting or soliciting money, gifts, or other benefits from a Contractor in exchange for a favorable decision or recommendation on behalf of the Contractor. In addition, under Idaho Code § 18-1359(1)(b), trivial gifts or benefits, which do not exceed $50.00 in value, are not prohibited if they are incidental to personal, professional or business contacts and do not affect official impartiality.
Employees violating any of the provisions of this policy or applicable law may be subject to disciplinary action up to and including termination.
To define the parameters of and confirm the at-will nature of employment at CWI
Applies to all employees of CWI.
Except as otherwise provided by policy or agreed to in a writing approved by CWI’s President or Board of Trustees, all employees of CWI are at-will employees. Accordingly, employment may be terminated with or without cause or notice. Only a written contract expressly authorized by the President or Board of Trustees can alter the at-will nature of employment at CWI. All provisions of CWI’s policies and all provisions of the Faculty Handbook shall be interpreted in a manner consistent with this policy. In the event of any irreconcilable inconsistencies, the terms of this policy shall prevail.
The purpose of CWI’s policies is to establish a safe, efficient and cooperative working environment, to establish the responsibilities and level of performance expected of all CWI employees and to explain benefits provided to CWI employees. CWI’s policies are not to be construed as a contract of employment nor do they create contractual terms of employment. They are not intended to specify the duration of employment or limit the reasons for which an employee may be discharged. These policies create no rights, contractual or otherwise, on behalf of employees of CWI. CWI may, at its sole discretion, alter or amend this policy or portions thereof at any time without prior notice to or consent by its employees.
No employee or representative of CWI has authority to enter into any written or oral agreement, express or implied, which modifies the at-will nature of employment at CWI without approval of the President or Board of Trustees. No contract of employment with CWI will be valid unless it is expressly approved by the President or Board of Trustees and is signed by and contains the name of the specific employee who would be benefited/obligated by the contract.
To establish guidelines for faculty contracts and teaching appointments.
Applies to all faculty of CWI.
The purpose of this policy is to provide guidelines that address the nature and terms of employment for faculty members at CWI.
Adjunct Faculty shall be appointed and serve pursuant to a Letter of Teaching Appointment (LTA) signed by the adjunct faculty member and the Provost. The terms of the LTA shall govern during the applicable term; however, employment of adjunct faculty is at-will, and, upon written notice, the adjunct faculty member may be terminated with or without cause. An LTA shall not automatically renew, and adjunct faculty shall have no expectation of continued employment under an LTA. Nothing herein shall be construed as conferring any contractual right or property interest in the employment of adjunct faculty. Additional information regarding Adjunct Faculty appointments is found in INST 030 - Adjunct Faculty Compensation.
A CWI employee in a non-exempt primary position is not allowed to fill an adjunct faculty position unless approved by the Provost and Chief Human Resources Officer. An employee’s non-exempt status, when it is the primary position, requires all subsequent work completed by the employee for CWI to be designated as non-exempt and paid hourly per the Fair Labor Standards Act (FLSA).
A CWI employee in a non–teaching, exempt position can fill an adjunct faculty position under INST 160 - Overloads – Exceptional Teaching Assignments.
Full-time Faculty shall be appointed and serve pursuant to an employment contract, signed in accordance with ADMIN 150 – Authorized Signature Policy. Employment contracts for faculty members shall be issued annually for the period of one (1) year. Full-time faculty contracts denote the dates of the obligated working days for that year, as outlined in HR 340 - Faculty Compensation Policy. CWI may prorate compensation in the event the faculty member is hired for less than a standard contract term. Full-time faculty may teach under an LTA for any session/semester not covered by the full-time contract.
Further, full-time faculty members shall be either on non-renewable contract status or renewable contract status as addressed below.
CWI reserves the right to non-renew the term of a faculty member’s non-renewable contract with or without cause. Faculty members who are on non-renewable contract status are not entitled to administrative review of a decision by CWI to non-renew their contract except to the extent provided in HR 130 – Complaint Process for CWI Employees Policy. Faculty members whose contracts are terminated prior to the expiration of the contract term may avail themselves of the due process procedures set forth in HR 140 – Employee Corrective Action.
Notices of non-renewal, when applicable, will be issued to faculty members on non-renewable contract status no later than May 15 of the current academic year. Employment contracts will be issued to all returning faculty no later than July 1 of the current academic year. Faculty members on non-renewable contract status to whom contracts have been issued must return their signed contracts to CWI within thirty (30) days of the contract issue date, preceding the expiration of the term of the current contract. The failure to do so will be interpreted as the decline of the offer of another contract.
Faculty members in good standing who have completed at least three (3) years of service shall be eligible for renewable contract status.
Eligible faculty members may be placed on renewable contract status upon execution of a contract for the year following approval of their renewable contact, and thereafter shall have the right to automatic renewal of their contract for the ensuing year unless there is a termination during the current contract term or a non-renewal in accordance with HR 140 – Employee Corrective Action.
Employment contracts will be issued to faculty members on renewable contract status no later than July 1 of the current academic year. The execution and return of the contract to CWI shall constitute notice of the faculty member’s acceptance of renewal. The failure to return a signed contract to CWI within thirty (30) days of the contract issue date will be interpreted as the declination of the right to renewal or of the offer of another contract. The renewal or termination of contracts for faculty members on renewable contract status is subject to the termination provisions set forth below.
Any contract automatically renewed under the terms of this policy shall be for the same length as that stated in the current contract, i.e. generally one year, and at a salary no lower than that specified therein.
Exceptions to the thirty (30) day contract acceptance deadline must be approved by the Provost.
To provide guidelines governing certain relationships between employees and students.
Applies to all CWI employees and students. This policy does not apply to the spouse of an employee under circumstances where the spouse is a student at CWI.
A “relationship” for purposes of this policy includes, but is not limited to:
Relationship of authority: when one individual in a relationship between two or more people has the power to exercise influence, or the legitimate right to make decisions, carry out actions, or direct others within the relationship. Examples include but are not limited to circumstances where a student is enrolled in a faculty member’s class or subject to an employee’s supervision.
CWI faculty and staff assist CWI in meeting its mission of providing a quality higher education for its students. Students should be assured that the relationships they develop with employees are built upon the highest ethical principles of the education profession. Maintaining professional relationships and mutual respect and trust between employee and students is key to CWI’s success.
Employee and student relationships give rise to actual or apparent conflicts of interest, favoritism and bias and thereby undermine the real or perceived integrity of the academic environment. A relationship where an employee has academic, administrative, supervisory, evaluative or other authority or influence over a student raises concerns about objectivity, fairness and exploitation. These relationships may harm others in the academic environment and give rise to third party complaints resulting from real or perceived instances of undue access or advantage and/or restricted opportunities. Such relationships impair or otherwise undermine the ongoing trust needed for effective teaching, learning and professional development. Accordingly, CWI has adopted the following guidelines to address certain relationships between employee and students.
To facilitate the maintenance of an alcohol and drug free workplace and establish the parameters of CWI’s drug and alcohol testing program.
Applies to all employees of CWI.
ILLEGAL SUBSTANCE: any drug, substance or immediate precursor as listed in Schedules I through V of Section 202 of the Controlled Substances Act, 21 U.S.C. § 812, as now exists or may be later amended or updated, including but not limited to amphetamines (including methamphetamines), barbiturates, opiates (including heroin, morphine and codeine), marijuana, THC, cocaine, hallucinogens and phencyclidine (PCP). For purposes of this policy, the term “Illegal Substance” does not include prescription drugs which are properly possessed and/or taken under the supervision of a licensed health care professional.
REASONABLE SUSPICION: circumstances related to an employee’s conduct, appearance, or behavior which, when taken as a whole, afford a reasonable basis to believe that an employee is under the influence of a controlled substance or alcohol or that he or she has otherwise violated the provisions of this policy. Circumstances which could give rise to a finding of reasonable suspicion include but are not limited to:
MEDICAL REVIEW OFFICER: a licensed M.D. or D.O. with knowledge of drugs, testing methods and drug abuse disorders. CWI will utilize the services of a Medical Review Officer (MRO) to interpret, evaluate and monitor its drug testing program. The primary responsibility of the MRO is to review and interpret positive test results obtained through CWI’s drug testing program. Before a test is considered to be verified positive, the MRO must review confirmed positive test results and determine whether a legitimate alternative medical explanation could account for the positive results. As part of the review, the MRO or his/her designee may interview the affected employee, in person or by telephone. The MRO will then make the determination as to whether a test is a verified positive drug test and report his/her determination directly to CWI’s Executive Director of Human Resources.
CWI has a strong commitment to provide a safe, efficient, and productive environment for both its employees and its students. In keeping with this commitment, CWI has a strict policy of maintaining an alcohol and drug free workplace which requires that all employees report to work fit to perform their jobs and prohibits the use, possession or being under the influence of alcohol or illegal drugs during working hours, on CWI property, or while on CWI business at any time. In furtherance of this policy, CWI has adopted the following guidelines for the purpose of maintaining an alcohol and drug free workplace and establishing the parameters of CWI’s drug and alcohol testing program.
The following are strictly prohibited and may subject any employee who is found to have committed any such violation to corrective action, up to and including termination for misconduct:
Off the job illegal drug use or an employee’s conviction of a charge of illegal sale, use or possession of any illegal substance while off-duty will also be considered a serious breach of the intent of this policy. Such incidents will be treated similarly to substance abuse on CWI’s premises. Employees must notify CWI of any criminal drug statute conviction within five (5) days after the conviction. Similarly, employees who must maintain a valid driver’s license to perform their job must notify CWI of any citation or conviction for any traffic offense involving alcohol or drugs, whether on the job or off duty, within five (5) days of the citation or conviction. Failure to do so may result in corrective action up to and including termination. For purposes of this policy, “conviction” means a plea or finding of guilt or the imposition of a withheld judgment by any applicable judicial body.
Employees must report to CWI’s Executive Director of Human Resources their use of prescription drugs if the use of the prescription drug may adversely affect their ability to perform their job or pose a significant risk of harm to the employee or others. It is the employee’s responsibility to determine, in consultation with his or her physician, whether the use of the prescription drug may adversely affect his/her ability to perform his/her job or pose a significant risk of harm to the employee or others. Employees taking over-the-counter medications which could impact judgment or job performance may also be compromising their fitness for duty. Instructions provided by the manufacturer for such medications should be strictly followed.
In furtherance of this policy, CWI has adopted the following guidelines regarding alcohol and drug testing (“substance test”):
On occasion, employees may entertain persons during work hours or after work hours as representatives of CWI. For example, these occasions may include dinners and business conferences. On any such occasion, only the moderate and limited use of alcoholic beverages is acceptable. In addition, with the express approval of CWI’s President, alcohol occasionally may be served at social events sponsored by CWI. Only the moderate and limited use of alcohol is acceptable at CWI-sponsored social events, and employees are expected to always conduct themselves in a responsible and professional manner.
It is a condition of employment that employees abide by CWI’s policies regarding illegal substances and alcohol in the workplace. The failure to do so may result in corrective action up to and including termination for misconduct.
CWI reserves the right to suspend the employment of any employee during the pendency of a substance test. Unless otherwise required by law, any such suspension shall be without pay. However, if the test is confirmed to be negative, CWI will reinstate the employee and will reimburse the employee for any lost wages during the period of the suspension.
Upon receipt of a verified or confirmed positive substance test result which indicates a violation of this policy, or upon refusal of an employee to submit to a substance test, CWI may, at its sole discretion and without limitation, use the test result or refusal as the basis for corrective or rehabilitative action, which may include one or more of the following:
Requests for substance testing, test results, and communications surrounding the investigation of substance abuse or received by CWI through its substance testing program will be treated as confidential; access to any such information will be limited to those persons who have a legitimate need to know.
CWI strongly encourages employees who believe they have an alcohol or drug dependency or a problem with alcohol or drugs to voluntarily seek treatment and/or rehabilitation, before it is discovered through a violation of this policy. Employees should contact CWI’s Human Resources Department for information as to what assistance may be available for this purpose. All inquiries of this nature will be treated as confidential and only those persons with a legitimate need to know will be made aware of any such inquiry. Employees should be advised, however, that voluntarily disclosing an alcohol or drug dependency or a problem with alcohol or drugs or seeking assistance for any such dependency or problems does not relieve the employee from job expectation requirements or preclude CWI from taking corrective action for any violation of this policy.
To provide guidelines for the proper reimbursement of interview expenses incurred by applicants for employment.
Applies to all applicants for employment at CWI.
CWI may reimburse candidates for employment for their authorized, one-time, on-site interview expenses. Exceptions outside of guidelines must be approved by the supervising Vice President prior to issuing the invitation to interview. Expense Pre-Approval form with Vice President’s approval is required for exceptions before bringing final candidate for a campus visit.
To provide guidelines for proving reimbursement for moving expenses.
Applies to all departments of CWI.
CWI generally does not provide moving expenses for new hires except for special recruiting efforts and difficult hiring conditions. However, moving expenses may be provided pursuant to the following guidelines. Exceptions outside of guidelines must be approved by the supervising Vice President prior to confirmation with new hire. The maximum moving expense reimbursement for any employee will not exceed ten (10) percent of the new employee’s annualized salary. The President may approve exceptions to this maximum on a case-by-case basis prior to confirmation with the new hire.
To secure the safety and well-being of campus community members and institutional assets by providing for background checks on new employees, current employees applying for or being transferred into a new position and, where applicable, volunteers.
Applies to new employees and current employees being transferred into a new position and, where applicable, volunteers.
Applicant: An individual applying for a position at CWI. Applicants can be new to CWI or current employees applying for or being transferred into a different position.
Background Screening: A background screening consists of one or more verification processes, including a Criminal Conviction Check, credit check and/or motor vehicle check.
Criminal Conviction Check: A review of an employee’s background to include criminal records (misdemeanor or felony convictions), sex offender registries and the OFAC (Office of Foreign Assets Control of the U.S. Department of Treasury) Terrorist Watch list.
Fair Credit Reporting Act: The Fair Credit Reporting Act (FCRA) as codified at 15 U.S.C. § 1681, et seq. The FCRA is enforced by the U.S. Federal Trade Commission (FTC) and is designed to promote accuracy and ensure the privacy of the information used in consumer reports and investigative consumer reports. The FTC treats criminal background checks as investigative consumer reports.
Personally Identifiable Information: The combination of an individual’s first and last name plus one or more of the following:
Volunteer: A person not employed by CWI but who voluntarily performs a service on behalf of CWI.
Student: Anyone enrolled as a student at CWI. For purposes of this policy, “student” includes all student employee positions.
In an effort to secure the safety and well-being of campus community members and institutional assets, CWI conducts background screenings on new employees and current employees applying for or being transferred into a new position may require a current background screening, and, where applicable, volunteers. Background checks shall be conducted in compliance with the Fair Credit Reporting Act (“FCRA”) and must be completed before the individual may commence employment or voluntary service.
To establish guidelines for ensuring that CWI’s personnel files are complete and that new hires are provided necessary information related to their employment at CWI.
Applies to all individuals accepting employment at CWI and supervisors and managers who are responsible for new hires.
The Human Resources Department is responsible for ensuring that applicable pre-employment screening processes such as background checks and substance testing have been completed before a new hire may begin work.
Further, new hire forms must be received by the Human Resource Office on or before the first day of employment. Accordingly, managers and supervisor should confirm with Human Resources that CWI’s pre-employment process has been completed before a new hire begins work.
Employees must be 18 years of age or older at time of employment. Exceptions will be made for individuals 16 and older who are enrolled as CWI students and working as a work-study or student employee. Certain jobs may require at least 18 years of age due to safety and the nature of the job.
The following pre-employment forms must be completed before the employee may begin work for CWI:
Each new hire will be provided a copy of or access to CWI’s Policy Manual. It is the responsibility of the employee to familiarize him/herself with the contents of the Policy Manual and to acknowledge its receipt in writing. CWI reserves the sole right to add, change or rescind any policy, practice or operational procedure at any time without prior notice to or consent by CWI’s employees. As appropriate, periodic updates and/or changes will be communicated to employees.
While generally established by CWI’s Administration, the work week may vary slightly depending upon the needs of the respective department. New employees should be advised of the parameters of their work week upon commencement of employment. The work week is approximately 40 hours per week depending on the employee's department. All personnel must secure approval from the appropriate supervisor before committing themselves to other assignments during their regular hours.
To establish guidelines for the release of employee information in response to requests from external parties.
Applies to all requests for employee information from external parties.
It is CWI’s policy to respond to reference requests only on a limited basis. In general, any such responses will be limited to dates of employment, positions held and salary. CWI may provide substantive reference information if authorized by the employee or former employee and such authorization includes a release of any liability related to the disclosure of any such information.
All requests for information regarding current or former employees must be referred to the Human Resources Department. Information given by phone will be limited to verification of employment dates, position title, and salary. In response to written requests (e.g., mortgage applications), information such as salary, dates of employment, and job position may be provided, if an authorization signed by the employee is provided to CWI. Representatives of government or law enforcement agencies, in the course of their business, may be allowed access to file information. Personnel documents may be provided in response to a legal subpoena or court order. Such cases will be handled on an individual basis. All employee files are the property of CWI.
A former employee may contact individuals working for CWI to seek letters of recommendation and/or permission to use such individuals as references. Individuals responding to such a request should understand that if they provide a reference, they must act in their individual capacity and not as agents for CWI, and that any such letters of recommendation shall not be on CWI letterhead.
If a former employee requests an official reference from CWI, the request should be forwarded to the Human Resource office.
To provide guidelines for the maintenance of and access to employee personnel records.
Applies to all CWI employees and prospective employees.
Personnel records: name-linked files of and documents related to potential, current and former employees of CWI.
CWI recognizes that it has an obligation to individuals who apply for or who are employed by CWI to protect their personal information. Further, CWI recognizes its obligation to provide for the maintenance of and access to employee personnel records pursuant to applicable law. Accordingly, this policy sets forth guidelines for the proper maintenance of and access to personnel records.
CWI’s official personnel records will be kept in the office of Human Resources. These personnel records shall include all records of employee performance evaluations, employee status, and other relevant materials related to the employee's service with CWI. Each employee shall have the right to review all materials placed in his/her official personnel file at any reasonable time. Copies of materials in an employee’s official personnel file are available to that employee without charge. Personnel files shall not be removed from the premises except as necessary for CWI purposes.
Applicant interview notes will be maintained by the hiring manager for a minimum of three (3) years.
CWI’s official personnel files consist of an individual’s employment-related information including: employment applications, offer letters, fully executed employment contracts, compensation information and changes, personnel changes, performance evaluations, formal performance-related communications to employee, formal disciplinary documents, policy acknowledgements, and separation documents.
Employee benefit files are also maintained in the office of Human Resources and are sept separate from the official personnel file. Benefit files include but are not limited to: employee benefit enrollment forms, benefit elections, benefit declination forms, beneficiary designations, leave requests and leave donations.
Supervisors are not permitted to maintain duplicate personnel records or personally identifiable information contained in personnel or benefit files, such as social security numbers, I-9 information or health information/provider documentation. Supervisor documentation, not including the foregoing, may be maintained in hard copy or digital format in supervisor files.
Personnel information and personnel records will only be provided to outside parties with consent from the employee, when deemed necessary by CWI’s legal counsel, pursuant to court order or proper subpoena or as otherwise authorized by law. CWI reserves the right to disclose the contents of personnel files to outside state or federal agencies, to its insurance carrier or its agents for risk management purposes, or to its lawyers when necessary for defending itself against allegations of unlawful conduct.
Upon receipt of a subpoena for the production of personnel records, an appropriate CWI official, in consultation with CWI’s legal counsel shall: (i) make every reasonable effort to immediately notify the person affected by the subpoena and confirm such notice in writing; and (ii) gather the information requested by the subpoena for response. Employee personnel records are considered to be private and confidential. Only personnel with a legitimate need to know shall have access to employee personnel records.
Each employee shall be provided an opportunity to contest the contents of his/her official personnel file at any time. The employee must file a written objection and explanation, which will be included in the file along with the objectionable material. In the sole judgment of the supervising official, after consultation with CWI’s legal counsel, any offending material may be removed upon a showing by the employee that it is false or unfairly misleading. In general, there should be a presumption that materials are to remain in personnel files accompanied by the employee’s written objection and explanation to provide a complete employment history of each individual.
To establish processes to ensure that CWI’s payroll is accurately and timely processed in accordance with state and federal law and CWI policy.
Applies to all CWI employees.
Exempt: Salaried employees who are exempt from the overtime requirements of the Fair Labor Standards Act.
Non-Exempt: Hourly employees who receive time and a half pay for any hours worked over forty (40) in a work week.
Fair Labor Standards Act (FLSA): Federal law which establishes minimum wage, overtime pay, recordkeeping, and child labor standards affecting full-time and part-time workers in the private and public sector.
It is the policy of CWI to establish processes to ensure payroll is justified, calculated, and authorized both accurately and timely in accordance with state and federal law and CWI policy. The Payroll Department, under the direction of the Vice President of Finance and Administration, issues salary and wage payments to employees. Salaries, wages, payroll taxes, and associated benefits constitute a significant portion of CWI’s overall expenditures. CWI has established payroll systems and processes to promote compliance with all applicable statutes and regulations and with its own fiscal management responsibilities and objectives.
All employees are classified as Exempt or Non-Exempt for purposes of complying with the FLSA. Certain employees are exempt from the overtime requirements of the FLSA because they perform work that qualifies for the professional, executive, or administrative exemption. As such, exempt employees are not eligible to receive overtime pay. Employees who are not exempt from the overtime requirements of the FLSA shall be paid overtime for hours worked in excess of forty (40) hours in the work week.
The work week for all employees begins at 12:00 a.m. on Sunday of each week and concludes at 11:59 p.m. of the succeeding Saturday. Regular office work hours are 8:00 a.m. to 5:00 p.m. Some departments may have extended hours to meet the needs of their students. There may be times when it is in the best interest of both the employee and CWI to arrange a flexible work schedule for an individual. The employee and their supervisor should discuss the feasibility of a flexible work schedule, document the arrangement, and seek approval from the appropriate vice president. The original documentation should then be submitted to Human Resources. It may not be possible to accommodate flexible work arrangements in some departments or for some positions.
An unpaid lunch break is required if an employee works six (6) or more hours in a day. Under normal circumstances, employees are required to take a minimum of thirty (30) minutes for a lunch break but are allowed up to one (1) hour for a lunch break. The scheduling of this break is to be determined by the department head. In addition to a lunch break, for most employees, an additional fifteen (15) minute rest period is permitted each morning and afternoon. The scheduling of these breaks will be determined by the department head and cannot be used for early release or coming in after normal starting time.
CWI understands that there are times when an employee will have unanticipated absences. If it is necessary to be absent from work due to sickness or for any other personal reason, the employee must notify their supervisor before the start of their scheduled workday if possible, or as soon thereafter as possible. The supervisor must also be contacted on each additional day of absence. An employee who is out sick for three (3) or more consecutive workdays may be required to provide a physician's note to their supervisor. An employee’s failure to notify their supervisor of an absence for three (3) consecutive days will be considered a voluntary resignation.
Eligibility for compensation during a campus closure, when physical and remote work services are unavailable is determined by the individual’s role at CWI; however, in most cases exempt and non-exempt employees are eligible to receive closure pay. Individuals working at CWI through a Temporary Employment Agency, as an Independent Contractor, or as a Work Study Program participant, are not eligible for compensation.
In the event CWI is entirely closed for the day, all employees scheduled to work that day will receive their full salary for their normal hours worked. Employees who have scheduled vacation or other leave on a day when CWI closes must use their accrued vacation or sick leave time to receive compensation.
If the entire campus is closed for a delayed start or early release, exempt staff and faculty will be paid for the full day if they work at all on that day. In the event of a delayed start or early release, non-exempt employees will receive their full day’s pay if they arrive by the delayed start time or are working prior to the early release time. Those who arrive before the delayed start time or work beyond the early closure time will not be approved for additional pay unless they work beyond their normally scheduled hours and have their supervisor’s approval.
If a delayed start time or early release occurs during a part-time employee’s regular work time, they will receive their regular day’s pay. Not all closures are campus-wide.
It is the responsibility of each hourly employee to properly record time that they have worked daily and/or taken as vacation, sick leave, holiday, or otherwise. Recording time for another employee or having another person record an employee’s time is prohibited. Working “off the clock,” i.e., failing to record time worked, is also prohibited. Each time sheet, electronic or paper, shall bear the signature of the employee with a statement verifying its accuracy and a counter signature by a supervisor indicating that the hours claimed were actually worked. These records shall be retained as required by CWI’s Records Retention policy consistent with state and federal law. Exempt employees are required to document time worked for accountability and benefit purposes. Any employee with concerns about their compensation, rate of pay, payroll status, deduction, etc. should communicate such concerns to their immediate supervisor or, if appropriate, the Payroll Department.
Employees are paid on the 10th and 25th of each month. If the 10th or 25th falls on a weekend or holiday, the paydays are earlier. Paychecks compensate employees for work performed from the 1st through the 15th and the 16th through the end of the month.
It is the obligation of each employee to monitor the accuracy of each paycheck received. Information shown on the employee’s paycheck stub is provided for information only. Employees are obligated to call to CWI’s attention any discrepancies in payroll practices, whether to the advantage or disadvantage of the employee. If the employee has been underpaid, CWI will pay the employee the difference as soon as possible. If the employee has been paid in excess of what they have earned, the employee will need to return the overpayment to CWI as soon as possible. No employee is entitled to retain any pay in excess of the amount they have earned according to the agreed-upon rate of pay. Any pay discrepancies should be brought to the attention of the Payroll Department.
In accordance with Idaho Code § 45-609 or its successor, no payroll deductions will be made from an employee’s paycheck unless authorized in writing by the employee or as required by law.
To establish expectations for employee conduct while at work and/or while representing CWI.
Applies to all employees of CWI.
CWI requires all employees to act in accordance with all state, federal, and local laws, and regulations. Further, employees are expected to be of high moral and ethical character and utilize judgment to avoid even the appearance of impropriety.
Similarly, employees are expected to conduct themselves in a manner that is helpful and productive, and which does not reflect adversely upon CWI. Employees must recognize that public employees are subject to additional public scrutiny in their public and personal lives because the public's business requires the utmost integrity and care. In order to accomplish the goals of CWI as a public education institution, each employee is expected to scrupulously avoid personal behaviors which would bring unfavorable public impressions upon CWI and its officials. In order to accomplish such a goal, each employee must continuously receive acceptable or higher performance reviews and comply with conduct and performance expectations established by CWI. By way of example and without limitation, employees shall:
Employees should refrain from the following behaviors:
Violations of this policy should be brought to the immediate attention of the employee’s supervisor or HR. Instances of fraud or abuse will be brought to the immediate attention of the President or Vice President of Finance and Administration. External independent auditors may be brought in to investigate any issue at the discretion of the President or the Board of Trustees.
Interference with a review or investigation of this type is prohibited and is also subject to the same corrective action. Interference includes, but is not limited to, such things as failing to cooperate with auditors or investigators; restricting access to CWI employees or property; and the destruction, alteration, or removal of documentation relating to the review or investigation.
Employees who engage in conduct of the nature described above, or that CWI considers unacceptable or inappropriate, or who violate any CWI policy or procedure presently in force or later established by CWI, may be subject to corrective action up to and including termination, depending on the severity and/or frequency of the offense. Whether corrective action is taken in a given instance and what type of corrective action is appropriate, are subject to the discretion of CWI. Nothing contained in this policy creates due process or contract rights on behalf of any employee or limits or modifies the at-will nature of employment with CWI.
Although CWI does not tolerate retaliation against any individual making a report in good faith, a process has been implemented that allows an employee to make a report, anonymously if desired, through CWI’s Ethics Hotline.
To establish and provide guidelines for CWI’s employee performance management process.
All CWI employees who work on an ongoing basis are covered by this policy.
CWI believes that employee performance management is critical for maximizing individual performance to achieve business results. This involves a continuous exchange of timely, accurate feedback between managers and employees throughout the year in order to set performance expectations, monitor progress, and evaluate results, as well as a more formal evaluation process which generally will be conducted on an annual basis. With respect to CWI’s more formal evaluation process, employees are to be evaluated according to their position descriptions in a systematic, fair manner on a calendar basis. The Human Resource Department provides the format supervisors are to use as well as training to maintain a high level of effectiveness among supervisors in conducting performance evaluations.
Supervisors are required to conduct annual performance evaluations with all covered employees who report to them. The performance evaluation period will be established by Human Resources.
Employees will complete a self-evaluation for his or her supervisor prior to the evaluation meeting.
Supervisors will complete the performance evaluation document for each employee. All performance evaluations will be maintained in the employee’s personnel file.
Supervisors should conduct periodic progress reviews to ensure employees continue to meet job expectations and are on track for completing agreed upon goals.
All staff employees (director level and below) assigned to a new position must complete a 90-day introductory period. The purpose of the introductory period is to allow employees time to become acquainted with their duties, responsibilities, and work environment, and to demonstrate their ability to perform their job. It also allows CWI to determine whether continued employment is in its best interests. Upon completion of the introductory period, the employee’s supervisor will conduct a performance evaluation to determine whether employment should be continued. At CWI’s option, the introductory period may be extended if CWI determines that additional time is necessary to evaluate an employee’s performance or otherwise determine if continued employment is appropriate.
Completion of the introductory period does not affect the at-will nature of employment at CWI. At any time during or after the introductory period, CWI may terminate an employee’s employment with or without cause or notice.
Rehired employees are required to complete an introductory period in the same manner as any other new employee unless the employee’s break in employment is less than 90 calendar days.
To provide a process for addressing employee complaints about performance evaluations, job assignments, compensation, corrective action, or any other terms and conditions of employment.
Applies to all employees of CWI.
It is CWI’s intent to create and maintain a work environment of stability and growth, where employees are respectfully treated, where performance is objectively measured, and where deficiencies are fairly addressed. CWI recognizes, however, that misunderstandings may arise, or circumstances may occur when an employee believes that they have not been treated fairly or in accordance with CWI’s policies and procedures. Accordingly, this policy provides employees a process for addressing concerns and/or complaints about their employment at CWI.
A complaint by any employee who believes they have been the victim of discrimination, harassment, or retaliation prohibited by law or CWI policy shall be addressed and resolved in accordance with CWI’s Respectful Community Policy.
Neither this policy nor the guidelines set forth below create any due process or contract rights, express or implied, on behalf of any employee or limit or modify the at will nature of employment at CWI.
A concern or complaint subject to these guidelines may relate but is not limited to: relationships with colleagues, supervisors and/or students; communications; interpretations of policy; findings of policy violations; job duties and responsibilities; assignments; performance evaluations; compensation; work conditions; corrective actions and safety and environmental concerns.
The timelines established below may be extended or waived for good cause or by mutual agreement. In the event a deadline is extended by a CWI party receiving a complaint, that party shall notify the employee in writing of the reason for the extension and set a new deadline for when the employee may expect a response. Further, in order to provide a fair and efficient application of this policy, CWI reserves the right to modify the processes described below as necessary.
CWI promotes an “Open Door” environment for effective communications, giving employees the ability to address concerns, questions, and ideas with their supervisor and through the supervisory chain. If possible, employees should first informally discuss and attempt to resolve their concern with their direct supervisor immediately or as soon as possible following the situation giving rise to the concern. If the employee is uncomfortable discussing the concern with their direct supervisor or, because of the nature of the concern, it would not be appropriate to do so, the employee may take their concern to the next level of supervision or directly to Human Resources.
If the concern is not or cannot be resolved informally, the employee may file a written complaint with their supervisor, or, in the alternative, with the next level supervisor or Human Resources if the complaint directly involves the employee’s supervisor. The complaint should include a statement of the issue, the facts related to the complaint and, if applicable, the identification of any individuals who may have relevant information concerning the complaint.
Upon delivery of the complaint to the appropriate party (“Responding Party”), the Responding Party should meet with the employee within five (5) business days of receipt of the complaint to discuss the employee’s complaint. The Responding Party then has ten (10) business days to provide options for resolution or any other outcome, in writing, to the employee. The employee should notify the Responding Party, in writing, as to whether the issue has been resolved. If so, no further action is needed.
If the employee is not satisfied with the recommended options or other outcome, the employee may take their complaint to the next level of supervision within five (5) business days of receiving the response. This process should be repeated for each available higher-level supervisor up to the level of Executive Vice President or Provost. At each level of supervision, the Responding Party has ten (10) business days to respond. Except as otherwise provided herein, the decision of the Executive Vice President or Provost shall be final.
If the employee is uncomfortable taking their complaint to a supervisor or, because of the nature of the complaint, it would not be appropriate to do so, the employee may take their complaint to a higher level of supervision or to Human Resources. A complaint about or related to CWI’s Executive Vice President or Provost should be taken directly to the College’s President or to the Vice President of Human Resources. A complaint about or related to the President should be taken to the Chairperson of CWI’s Board of Trustees or the Vice President of Human Resources.
In those instances where the employee has taken their complaint to Human Resources, the decision of the Vice President of Human Resources shall be final. In those instances where the complaint relates to the Executive Vice President or Provost, the decision of the President shall be final. If the complaint is about or related to the President, the decision of the Chairperson of CWI’s Board of Trustees shall be final.
Employees may appeal a final decision of the Executive Vice President or Provost within ten (10) business days of receiving the decision by submitting a written notice of appeal to the Vice President of Human Resources. However, the basis for any such appeal shall be limited to the following grounds:
The Vice President of Human Resources may determine that the consideration of additional evidence is appropriate. He/she may also refer the matter back to the Executive Vice President or Provost for further consideration. Otherwise, the Vice President of Human Resources shall issue their decision within ten (10) business days of receiving the employee’s appeal. The decision of the Vice President of Human Resources shall be final.
CWI recognizes that employees who have been discharged may take issue with their separation from employment. Unless otherwise provided by applicable CWI policy, employees who have been discharged may utilize this complaint procedure by submitting a written complaint to the Vice President of Human Resources within ten (10) business days of receiving notice of discharge. The complaint should include a statement of the issues, the facts related to the employee’s complaint, and the identification of any individuals who may have relevant information concerning the complaint. The Vice President of Human Resources, or their designee, shall review or conduct an investigation of the complaint to the extent they deem necessary and within fifteen (15) business days of receipt of the complaint, the Vice President of Human Resources shall issue their decision in writing to the employee. The decision of the Vice President of Human Resources generally shall be final. Individuals in positions equal to or above the level of Vice President, as identified in CWI’s organizational structure, should submit their complaint to the Chairperson of CWI’s Board of Trustees. The Chairperson of the Board of Trustees shall issue their decision within fifteen (15) business days of receipt of the complaint. The decision of the Chairperson of CWI’s Board of Trustees shall be final.
An employee may appeal the decision of the Vice President of Human Resources by submitting a written notice of appeal within five (5) business days of the receipt thereof to the President. However, the basis for any such appeal shall be limited to the following grounds:
The decision of the President shall be final.
Complaint procedures regarding the termination or non-renewal of a contract for faculty members are set forth in CWI’s Separation from Employment Policy.
Retaliation against any employee for initiating or participating in CWI’s complaint procedures is prohibited. Thus, complaints made in good faith pursuant to this complaint process will not jeopardize any employee’s job status or working conditions. However, employees are expected to avoid pursuing complaints in ways that are disruptive to the workplace or their own work performance. Commencement of this complaint process shall not affect the effective date of a discharge. However, should a determination be made that the discharge should be reversed, the employee may be reinstated with back pay.
To provide guidelines for addressing employee performance deficiencies and/or conduct issues.
Applies to all employees of CWI.
CWI expects its employees to meet its performance expectations and to conduct themselves in accordance with its standards of conduct as expressed in CWI’s HR 110 - Employee Conduct policy as well as other applicable policies and procedures. Employees who fail to meet performance expectations or engage in unacceptable conduct shall be subject to corrective action up to and including termination of employment.
The following progressive disciplinary steps may be utilized to improve performance and address employee conduct issues:
While the use of the above-mentioned progressive disciplinary steps is recommended, it is not required. CWI reserves the right to take any corrective action it deems appropriate based on the facts and circumstances of each case.
All disciplinary actions, including verbal warnings, should be documented in writing and include (1) a factual description of the conduct giving rise to the disciplinary action; (2) the policy or other workplace expectation implicated, (3) the date(s) of the conduct giving rise to the disciplinary action; (4) the date of the disciplinary action was imposed; and (5) reference to any prior disciplinary action(s) based on the same or similar employee conduct. A recommendation by a supervisor for suspension, probation, demotion, or termination must be discussed with the Executive Director of Human Resources and approved by the appropriate Dean, Assistant Vice President, Vice President, or the Provost.
If an employee is currently on or has been on any formal corrective action within the previous six (6) months, the employee is ineligible to transfer to an internal position within CWI and is ineligible for a merit pay increase.
Nothing contained in this policy limits or modifies the at-will nature of employment at CWI or creates contractual or due process rights on behalf of any employee who is not employed pursuant to a limited term or renewable contract.
The following actions apply to faculty members who are employed pursuant to a non-renewable or renewable contract.
Non-Renewable Contract Status
No Offer of Subsequent Contract
Faculty members who are on non-renewable contract status and who are notified that they will not be offered a contract for the following term are not entitled to a statement of reasons upon which the decision for such action is based. Further, faculty members who are on non-renewable contract status are not entitled to administrative review of a decision by the College to non-renew their contract except to the extent that a faculty member seeks review of whether written notice was received in accordance with applicable time requirements. In such a case, the review will be concerned only with the manner and date of notification of non-renewal. The faculty member must request such a review in writing within fifteen (15) days of receipt of the written notice of non-renewal. In addition, in the event that a faculty member who is on non-renewable contract status alleges that the non-renewal was the result of discrimination prohibited by law, any such allegation shall be addressed in accordance with the College’s policies and procedures for addressing discrimination in the workplace as set forth in HR 130 - Complaint Process for CWI Employees. Such access to the College’s complaint process does not, nor is it intended to, create any due process or contract right, express, or implied, in continued employment after the expiration of the contract term.
Disciplinary Action during Contract Term
In the event that CWI seeks to take disciplinary action to suspend without pay, reduce pay, demote or discharge a faculty member who is on non-renewable contract status prior to the expiration of their contract term, such action shall be in accordance with the following Due Process Procedures based on “Adequate Cause.”
Renewable Contract Status
Disciplinary Action during Contract Term and Non-Renewal
In the event that CWI seeks to take disciplinary action to suspend without pay, reduce pay, demote or discharge a regular faculty member on renewable contract status prior to the expiration of their contract term or to terminate upon expiration of the current contract or to renew the contract at a reduced salary, such action shall be in accordance with the following Due Process Procedures based on Adequate Cause.
Adequate Cause includes the following:
Due Process Procedures
Prior to making a decision to impose leave without pay, reduction in pay, demotion, termination or non-renewal (for faculty on renewable contract status), CWI’s Due Process Procedures must be followed. This means that CWI must provide the faculty member notice and an opportunity to respond before a decision is made to carry out the disciplinary action as well as appeal rights subsequent to the decision.
If the faculty member accepts the opportunity to respond, the faculty member may submit written response to or request an in-person meeting with the supervisor and Human Resources (HR).
CWI’s Decision
After the faculty member responds, declines to respond, or waives the opportunity to respond, the management authority, consisting of the supervisor, HR, and the appropriate Dean, Vice President or the Provost, shall make and implement a decision within ten (10) working days.
A letter of disciplinary action will be sent to the faculty member explaining the decision. The letter of disciplinary action will either impose, modify, or revoke the contemplated action.
Immediate Action Pending a Decision
A faculty member may be placed on administrative leave pending a decision on a contemplated action if the allegations underlying the contemplated action involve safety concerns, fraud, theft, or there is otherwise reason to believe that faculty member is unable to perform assigned duties. Such administrative leave shall be approved by the Provost and Vice President of Human Resources prior to placing the faculty member on immediate administrative leave.
Resignation in Lieu of Discipline
In the event a faculty member chooses to resign from CWI before a decision regarding discipline has been taken, the disciplinary process shall be suspended. Documentation of the unresolved disciplinary matter will be included in the faculty member’s personnel file.
Appeal Procedures for Suspension Without Pay, Reduction in Pay, and Demotion
A faculty member who is subject to a decision to suspend without pay, reduce pay, or demote, as set forth above, may file a written appeal with CWI’s Vice President of Human Resources within five (5) working days of receipt of CWI’s decision.
If it is determined that there was not good cause for the suspension, reduction in pay or demotion, the faculty member shall be entitled to payment for wages lost as a result of the disciplinary action.
Appeal Procedures for Termination or Non-Renewal
A faculty member who is terminated during the contract term or whose renewable contract is not renewed at the end of a term, is granted the following appeal rights. The faculty member may ask for an appeal on the decision to terminate or non-renew by filing a written request for a hearing with CWI’s Vice President of Human Resources within fourteen (14) working days of receipt of CWI’s decision.
To provide guidelines and applicable procedures regarding the separation from employment of employees of CWI.
Applies to all employees of CWI.
Employees may leave CWI for a number of reasons such as reductions in force (RIF), retirement, resignation, and termination. The purpose of this policy is to provide guidelines for addressing certain issues which may arise from a separation from employment and to delineate certain procedures which may be applicable depending on the status of the employee separating from employment.
Voluntary resignations should generally be made in writing by the employee. Oral resignations should be documented in writing and confirmed with the employee. All resignation documents will be included in the employee’s personnel file.
Employees who have an unexcused or unauthorized absence of three (3) consecutive working days or more may be considered to have abandoned their position and therefore resigned.
CWI’s retirement procedure shall comply in all respects with federal and state law respecting mandatory retirement and the obligations established by the Public Employees Retirement System of Idaho (PERSI).
Separation Date
Unless otherwise agreed upon in writing, the following separation dates apply.
Faculty on a contract of less than 12-months, that have fulfilled their contract, will have a separation date equivalent to the end of current fiscal year as defined in contract. In the event the faculty requests an earlier separation date, a written request must be submitted to Human Resources.
Faculty on a 12-month contract and all staff employees will have a separation date equivalent to their last day worked. Employees may not take vacation leave to extend their separation date.
While the decision to commence employment is consensual, the same is not always true when the employment relationship is terminated. Unless otherwise provided by contract in accordance with applicable policy, employment at CWI is at-will and reserves the right to terminate the employment relationship at any time with or without cause or notice. Regardless of whether the termination is voluntary or involuntary, the employee is required to return all property owned by CWI to their supervisor or Human Resources prior to departure.
A reduction in force may occur when CWI finds it necessary to reduce its work force because of a decrease in student enrollment, the elimination of a particular program or service, the consolidation of jobs, the elimination of certain job functions, the closure of a facility, the reduction of revenue, or other business reasons. Any such reduction in force is permanent unless expressly stated by CWI in writing to be temporary. Unless otherwise provided by CWI’s policies, employees who are included in a permanent reduction in force have no right to be recalled.
If it becomes necessary to decrease its workforce, CWI will select those persons for layoff based on its assessment of the College’s needs, as well as other factors related to the work force including:
When demonstrated skill and efficiency in performing the particular work available and the other job-related factors identified above are relatively equal, length of service generally will be used as the determining factor in selecting those employees to be retained.
Termination as the Result of the Declaration of a Financial Exigency or for Curricular Reasons
The President may discharge a faculty member on any contract status or renew the contract of a faculty member on a renewable contract status at a reduced salary as the result of the declaration of a financial exigency or for curricular reasons.
Financial Exigency
A financial exigency means a bona fide, imminent financial crisis, the result of which is a current or projected absence of sufficient funds to reasonably maintain current programs and activities at a level sufficient to fulfill the College’s educational goals and priorities and which cannot be reasonably alleviated by means other than a reduction in the employment force. For purposes of this policy, the term financial exigency shall apply with respect to the termination or modification of contractual rights of employees, whereas a reduction in force applies to CWI staff who are not employed pursuant to a contract.
Curricular Reasons
Curricular Reasons include:
When a faculty member on renewable contract status is terminated as the result of a financial exigency or for curricular reasons, CWI will attempt to relocate the faculty member to another existing vacant position for which the faculty member is qualified. The final decision with respect to relocation is within the discretion of CWI’s President. Upon determining that termination of one or more faculty members on renewable contract status is warranted because of a financial exigency or for curricular reasons, the President shall decide which faculty member(s) should be terminated based upon an assessment of the educational programs of the department or division in question and the best interests of the institution pursuant to the financial exigency guidelines.
Reinstatement Rights
When the employment of a faculty member on renewable contract status is terminated because of a financial exigency or for curricular reasons, the position may not be filled by a new appointee with the same area(s) of specialization as the terminated faculty member for a period of at least three (3) years from the effective date of the termination, unless the terminated faculty member has been offered reappointment in writing to the position at the previous rank and salary and has not accepted the appointment within thirty (30) days after the offer is extended, or, under extenuating business circumstances, within five (5) days of the offer being extended. Adjunct faculty members or faculty members who are not on renewable contract status are not afforded any reinstatement rights in the event their employment is terminated because of a financial exigency or for curricular reasons.
Notice/Administrative Review
Upon the determination that termination of one or more faculty members is required because of a financial exigency or for curricular reasons, CWI will provide each affected faculty member to be terminated with written notice of the intended action as well as an opportunity for administrative review as set forth in the Separation from Employment guidelines (Layoff Hearing Procedure)
Each employee who voluntarily terminates from employment with CWI is encouraged to complete either an in-person or electronic exit interview with Human Resources.
To describe CWI’s compensation program for CWI’s staff/non-faculty employees.
Applies to all staff/non-faculty employees at CWI, with the exception of the Office of the President.
On Duty Employee: An employee who is required to remain on call on CWI’s premises or so near the workplace that they cannot use their time freely.
On Call Employee: An employee who is able to use their time freely and is not performing a specific assigned task for CWI while waiting to be engaged for work duties.
CWI recognizes the significant role that its workforce plays in fulfilling its mission. As an employer, CWI understands that maintaining a competitive compensation philosophy is critical to its goal of delivering a quality educational experience. Thus, CWI strives to provide compensation for its employees so as to attract qualified applicants, retain employees committed to public service, and motivate employees to maintain the highest standards of performance. With such a goal in mind, CWI compensates employees in accordance with decisions by the Board of Trustees as budgets are set. Pay for any given position is subject to the annual budgetary process and as such may be subject to increase, reduction, or status quo maintenance for any time period. CWI’s Board reserves the right to make budget adjustments, and consequently direct pay adjustments, during the course of the budget year in order to manage cash flow or to deal with other circumstances that justify or require change in CWI’s expenditures.
CWI is committed to providing affordable access to quality teaching and learning opportunities for the residents of its service area. In fulfilling its mission, CWI strives to foster an environment that embraces respect for the worth of each employee and to pursue the same in its total rewards package which includes salary, benefits, policies, and procedures. CWI desires to attract, retain, and motivate employees through a total rewards system that is equitable internally, competitive externally, aligned with State guidance, and affordable within CWI’s budget. This total rewards package is guided by the following principles:
Each employee is responsible for monitoring the status of hours worked in each work period. Overtime for non-exempt employees will be allowed only when authorized by the appropriate Vice President, or when absolutely necessary in an emergency. The work week for all employees begins at 12:00 a.m. (midnight) on Sunday of each week and concludes at 11:59 p.m. of the succeeding Saturday. In accordance with the Fair Labor Standards Act, for employees whose job classifications are non-exempt, pay for hours actually worked in excess of forty (40) in a work week will be computed at one and one-half (1 ½ ) times their regular rate of pay for the overtime hours worked. All paid, non-work time (sick, vacation or paid personal time, bereavement, holiday, CWI declared days of closure, etc.) will be paid at the employee’s regular rate of pay.
CWI provides a five (5) percent shift differential to non-exempt employees who are scheduled to work four (4) or more hours after 6:00 p.m. If an employee works four (4) or more hours after 6:00 p.m., they will be compensated an additional five (5) percent of their regular rate of pay for all hours worked that shift.
Overtime hours worked during the specified shift will be paid at one and one-half (1 ½ ) times the regular rate.
An On Duty employee whose work obligations prevent the employee from using their time freely will be compensated for on-duty time as time worked.
An On Call employee whose work obligations do not prevent the employee from using their time freely and is merely waiting to be engaged for work, even if available by telephone as needed, is not compensated for on-call time. If an On-Call employee must carry a paging device such as a beeper or cellular phone, and the employee is relieved of their duties, the on-call time is unpaid.
When called to work, time must be logged in 15-minute increments. When called in, employees will be compensated for a minimum of three (3) hours.
Non-exempt employees are paid for their time attending CWI required lectures, meetings, and training programs. This time is counted as work time. Hours spent in authorized travel on official business is considered time worked and is compensable as follows: Time spent on approved travel during the employee’s regular working hours and in the regular workweek is considered hours worked. Business approved travel will be paid for a minimum of eight (8) hours for travel taking place in a normal workday if the employee’s travel takes them completely away from their normal work, or actual travel time if greater than eight (8) hours. Actual travel outside of the normal workday (e.g., weekends) will be paid for actual time traveled.
Home to work on a special one-day assignment in a different city or location: An employee who regularly works at a fixed location and is given a special one-day assignment in another city or location and returns home the same day will be paid for their time spent in traveling to and returning from the other city/location, except the time the employee would normally spend commuting to and from their regular work location.
Job openings should be posted internally and externally, with exceptions to be approved by President’s Cabinet (PC).
Promotions may or may not be accompanied by a change in pay.
Reclassifications requested during the year should be an exception and must be vetted for relevant and critical business need and require consideration and final approval by PC. Positions reclassified to higher levels should be posted but there are exceptions driven by critical business continuity requirements. Any such exceptions must be approved by the unit Vice President and PC.
An employee’s base salary may not exceed the maximum of the salary range of their job. If receiving an annual merit increase causes the employee’s base annual salary to exceed the maximum of their pay range, the employee will receive a one-time lump sum payment equaling the annualized total of their merit in excess of their salary range maximum on the second pay period in July and faculty will receive their payment on the second pay period of August.
It is expected that an employee will occasionally perform duties above and beyond their position and pay level with no additional pay or reduction in pay. Interim assignments typically occur when a position becomes vacant or temporarily unfilled. Managers may ask or direct a qualified employee to perform the additional duties and responsibilities on an interim basis. Depending on the scope and nature of the interim assignment employees may continue to complete some or all of their existing responsibilities. Typically, the interim duties are being performed for longer than one (1) month but less than twelve (12) months. Interim duties assigned are temporary and not intended to become a regular assignment.
A temporary increase to an employee’s pay may be provided for taking on the interim assignment, however it is not required. Interim assignments and the amount of the temporary salary adjustment must be approved by the appropriate Vice President or Provost in advance of any discussions or written communication with the employee. The following guidelines apply to all interim assignments:
Employees (Non-Managers) who fulfill additional work responsibilities for a considerable amount of time outside their standard job responsibilities may be eligible to receive a bonus of five-hundred dollars. Managers of employees that meet the below eligibility criteria may propose that the employee be recognized to their Executive Operations Team (EOT) member. The EOT member will work with their Vice President in making the final determination.
Eligibility:
• Covering a position’s duties in addition to their own regular job responsibilities, when a co-worker is out on approved medical leave for three (3) weeks or more.
• Taking on the majority of job responsibilities for a vacant position that has gone through one (1) or more failed searches for a replacement.
• Completing two compressed jobs; no duties have been removed from the employee’s primary position in order for them to complete the additional essential functions of the second position.
Ineligible Criteria:
• Work divided among multiple employees and the impact to the daily workload is minimal for each individual.
• To cover for an employee on vacation.
• Managers who take over managing programs, division, department or supervisory responsibilities (separate procedure for these scenarios).
• Employee is compensated for the extra work with an overload payment.
Once approved by EOT and Vice President, a stipend form will need to be completed and submitted to Human Resources for the Employee Recognition bonus.
CWI reserves the right to change general compensation for any reason deemed appropriate. Compensation may also be adjusted based upon job performance and the availability of funds to maintain a solvent CWI budget. Hours worked may be reduced or employees may be laid off as necessary to meet budgetary constraints or as workload changes.
To define various classifications of employees at CWI for purposes of determining certain obligations and benefits associated with employment at CWI.
Applies to all employees at CWI.
Employee: Any individual currently compensated through the CWI payroll.
Faculty: Any employee engaged in instruction for credit.
Staff: Any employee working in a Non-Faculty position (includes Teachers engaged in instruction for non-credit).
Student Employee: A student employee is a part-time hourly employee who is concurrently enrolled at CWI for credit. Thus, the employment is interim or temporary in nature and is incidental to the pursuit of an educational program.
For varied reasons, employee status must be organized by classification or category in order to administer employee policies and benefits or otherwise address employment issues. It is generally the responsibility of the supervisor, in consultation with Human Resources, to assure that an employee is properly classified for purposes of each issue or benefit type.
The classification of the position employees hold with CWI may affect the status of obligations or benefits associated with their employment. The primary classifications of employees are below. Employees should refer to CWI’s benefits policies for benefit information.
Employees who regularly work forty (40) hours a week for five (5) months or more.
Employees who regularly work less than forty (40) hours a week on a regular basis.
Employees employed to work for short periods of time or those employees who have no regular weekly schedule but who are called periodically to work on a “fill-in” or “as needed” basis. If work needs to be performed on a temporary basis, e.g., for periods of time less than 5 months, whether full-time or part-time, managers are encouraged to work with Human Resources to find the best source of temporary help, e.g., CWI temporary employees, staffing agencies, or consultants. Individuals in positions funded by one or more grants are considered temporary employees.
In accordance with the Fair Labor Standards Act, each job position is classified exempt or non-exempt. Each employee will be notified at the time of hire whether his/her position is exempt or non-exempt. Non-exempt employees will receive overtime pay at the rate of pay of one and one half (1 and ½) times their normal rate of pay for hours worked over forty (40) in a work week. Exempt employees are not eligible for overtime pay.
To delineate and describe the benefits provided to CWI’s employees.
Applies to all benefit-eligible employees.
Full Time: Employees who regularly work forty (40) or more hours a week and are expected to be employed for at least five (5) continuous months.
Part Time: Employees who work less than forty (40) hours a week on a regular basis.
Part-Time and Benefit-Eligible: Employees who regularly work twenty (20) and thirty-nine (39) hours a week and are expected to be employed for at least five (5) continuous months.
Benefits Eligible: Full-time faculty and staff who work twenty (20) or more hours a week and are expected to be employed for at least five (5) continuous months.
Immediate Family Member: Parents, spouse, domestic partner, parents, grandparents, children, grandchildren, brothers, sisters, parents-in-law, children-in-law, grandchildren-in-law, brothers-in-law, and sisters-in-law.
Serious Health Condition: An illness, injury, impairment, or physical, or mental condition that involves inpatient care, or continuing treatment by a health care provider, including incapacity and treatment on at least one occasion which results in a regimen of continuing treatment under the supervision of the health care provider, pregnancy or prenatal care, chronic conditions that require periodic visits (at least twice a year) for treatment by a health care provider, or permanent or long-term conditions that require multiple treatments.
Depending on job classification and hours worked, in addition to compensation, CWI employees are accorded a number of benefits. At the discretion of CWI, these benefit offerings may be changed or terminated.
Each benefit offering is subject to the specific terms of any applicable benefit plan, insurance policy and/or official resolution of the Board.
Sick leave is provided to benefit-eligible employees in accordance with the following accrual schedule:
| Faculty Contract Length | Sick Accrual Rate per Month on Contract | Total Sick Hours Accrued per Academic Year |
|---|---|---|
| 9 - 9.5 month | 8 | 72 |
| 10 month | 8 | 80 |
| 11 month | 8 | 88 |
| 12 month | 8 | 96 |
Sick leave may be used in the event of the employee’s illness or the illness of an immediate family member as defined above.
Employees should notify their supervisor of the need for sick leave as soon as practical for the employee to do so before the start of the employee’s shift. Employees may be asked to provide documentation showing the necessity of sick leave. Negative sick leave balances are not permitted unless authorized by an appropriate Vice President. Should an employee have a negative sick balance upon separation of employment, CWI may deduct the advanced sick leave from their final paycheck. Employees are not entitled to payment for unused sick leave upon separation of employment.
Vacation leave is provided to all benefit-eligible employees. Vacation leave accrues from the start of employment as described below:
| Non-Exempt Months of Service | Vacation Accrual Rate per Hour Worked | Approx. Total Vacation Days Accrued per Year |
|---|---|---|
| 0-24 | .0577 hours | 15 |
| 25-72 | .0692 hours | 18 |
| More than 72 | .0808 hours | 21 |
Accrued vacation leave may be carried over from year to year. However, vacation leave will only accrue up to a maximum of two-hundred forty (240) hours. When the maximum accrual is reached, no further leave will accrue until the employee uses vacation leave so as to fall below the maximum. Negative vacation leave balances are not permitted unless authorized by the appropriate Vice President. In situations where employees request time off without sufficient accrued vacation leave, the additional time must go through the Unpaid Leave of Absence process set forth below. Upon separation of employment, unused accrued vacation leave will be paid in a lump-sum payment at the employee’s current hourly rate of pay.
Vacation leave accrued by employees whose compensation and benefits are funded by grants or special projects funding may need to be taken each year and not carried into the next fiscal year. In addition, accrued vacation leave paid to these employees upon separation of employment may be limited to those hours accrued during the term of the grant or special projects funding. Each case will be reviewed to ensure alignment with grant compliance and current business conditions.
Vacation leave is to be scheduled in advance and with the consent of the responsible department supervisor. Efforts will be made to accommodate the preference of the employee in vacation scheduling, but first priority will be the orderly functioning of affected departments.
CWI’s leave donation program allows CWI employees to donate vacation, sick, or personal days to employees who have exhausted their own leave balances and will otherwise be without pay during an approved leave of absence for qualifying reasons as described below. Participation in the program is entirely voluntary. Employees should not solicit other employees to participate in this donation program.
Benefit eligible employees are eligible to receive a leave donation ("Vacation Donation Leave") if CWI approves an FMLA or personal leave of absence and the employee meets the following criteria:
Hours will be donated to the requesting employee on a pay period to pay period basis, based on the employee’s shortage of accrued leave and the number of Leave Donation hours available in the Leave Bank. Depending on the total hours in the Leave Bank, employees receiving donated leave from the Leave Bank will receive hours based on the total hours requested. In the event, there are several requests and the cumulative total being requested exceeds the balance of available hours, the available hours will be divided equally between all eligible employees not to exceed the maximum number of hours needed to make the employee whole. Hours added to the employee’s sick leave balance may not exceed the policy maximum.
Leave Donation hours will be approved in increments (blocks) of four (4) hours or more. If the Leave Bank has a total balance of four (4) hours or less, no hours will be disbursed to employees.
Leave Bank donation reminders will be emailed to employees with high accrued vacation leave balances throughout the year in an effort to sustain a balance of donated hours.
Staff and Faculty on 12-month contracts must meet the following criteria to donate accrued vacation leave.
Faculty on less than a 12-month contract may donate unused personal days if they meet the following criteria:
Donated leave will be converted to sick leave on an hour-for-hour basis and will be used at the receiving employee’s current rate of pay.
Employees who wish to donate leave to the Leave Bank must submit a Leave Donation Form to Human Resources. Human Resources will determine if the employee meets the criteria to donate and will transfer the approved donated hours to the Leave Bank.
Employees may donate leave directly to another employee who is eligible for donated leave.
The Budget Office will coordinate with the cost center of the receiving employee to ensure funds are available to cover any increase in expense.
The names of employees donating leave will be kept confidential to the extent possible. This confidentiality is intended to preclude any repercussions for employees who choose not to donate leave, as well as for those who do donate. The reason for an employee’s leave of absence and the nature of the employee’s own serious health condition or the serious health condition of their family member will also be kept confidential.
Pursuant to the Uniformed Services Employment and Reemployment Rights Act (“USERRA”), any employee absent from work because of service in the uniformed services of the United States will be granted a military leave of absence without pay during such absence. The uniformed services of the United States include the Armed Forces (U.S. Army, Navy, Air Force, Marine Corps, Coast Guard, Space Force, and the reserves of each) and the Army and Air National Guard when engaged in active duty for training, inactive duty training, or full-time National Guard duty.
Unless precluded by military necessity, or otherwise impossible or unreasonable, employees must provide to CWI advance written or verbal notice of each pending service as far in advance as is reasonable under the circumstances. CWI requests that the notice and a copy of military orders be provided to CWI at least thirty (30) days prior to departure for service when it is feasible to do so.
For employees who are entitled to military leave under USERRA to attend required annual training as part of the Reserves or the National Guard (typically a two-week period), during such leave, up to a maximum of two weeks, such employees shall receive as compensation the difference between their regular CWI pay and any compensation received from the military during the leave.
For all other military leave, an employee may use earned vacation during the leave, if available and if the employee so desires. Otherwise, the leave shall be without pay.
While on military leave for thirty (30) consecutive days or more, an employee who is covered by CWI’s medical insurance plan may elect to continue their current coverage under the plan, including coverage for any of the employee’s family members on the plan, at CWI’s expense. This coverage will be available to the employee for the lesser of (i) the day when the employee completes military service; (ii) a period of twenty-four (24) months beginning thirty (30) days after the date on which the employee’s leave of absence begins; or (iii) the day after the date on which the employee fails to apply for or return to their position of employment pursuant to the requirements of USERRA. Thereafter, if the employee returns to employment with CWI, the employee’s coverage under and the cost of CWI’s medical insurance plan will revert to the coverage and cost the employee had immediately prior to the military leave. Employees who are on military leave for less than thirty (30) days, and who is currently covered by CWI’s medical insurance plan, may elect to continue their current coverage under the plan while on the leave.
An employee who qualifies for military leave under USERRA shall, upon his or her completion of service in the uniformed services, generally be reemployed by CWI provided that:
Should an employee fail to return to work upon completion of military service, or make application for reemployment as required by USERRA, the employee will be considered to have voluntarily resigned from CWI.
Any employee who has been reemployed by CWI after serving time in the uniformed services of the United States will be eligible for all benefits provided by CWI, consistent with the employee’s job classification, hours worked, and seniority that the employee would have attained had he or she not been absent from work for military service. Employees on military leave shall continue to accrue sick leave and vacation leave while on military leave.
CWI officially observes eleven holidays (88 hours), as follows:
Full-time benefit-eligible employees shall receive eight (8) hours of compensation for each holiday even though they do not work. If the normally scheduled workday exceeds eight (8) hours employee may claim vacation hours to complete the normally scheduled workweek hours. Part-time, benefit-eligible employees will receive holiday pay on a pro-rated basis. Full-time faculty with a contract of fewer than 12 months are not eligible for holiday pay.
Holidays that fall on a Saturday shall be observed on the preceding Friday. Holidays that fall on a Sunday shall be observed on the succeeding Monday. CWI will maintain business hours on the day before Thanksgiving and during the week between Christmas and New Year’s Day to maintain limited service to the public. The Executive Operations Team will formalize what the ‘limited-service hours’ will be for their divisions prior to each holiday season. The Division Managers are responsible for staffing their departments to meet the needs of their customers (the public, students, etc.) during this week when volumes are low and should communicate employees’ schedules appropriately. The holiday schedule may be changed at any time by the President. This policy does not apply to part-time non-benefit eligible employees.
The employee’s employment status and work schedule will determine how an employee is paid Holiday Pay. Departments that must have employees working on the above-mentioned dates shall request prior approval from the President or appropriate Vice President.
Up to five (5) days of paid bereavement leave shall be provided to benefit-eligible employees for a death in the family (spouse, domestic partner, parents, grandparents, children, grandchildren, brothers, sisters, parents-in-law, grandparents-in-law, children-in-law, grandchildren-in-law, brothers-in-law, and sisters-in-law).
Bereavement days will be paid for days that the employee is normally scheduled to work. Time taken does not need to be taken consecutively. Additional accrued vacation leave or an unpaid leave of absence may also be approved.
Employees may be granted a leave of absence without pay for justifiable reasons such as illness not otherwise covered by CWI’s Family and Medical Leave (FMLA) policy, emergencies, or other compelling reasons, or to participate in constructive or educational activities as determined and approved by the employee’s supervisor. Unless otherwise provided by law, employees who are not benefit-eligible are not eligible for an unpaid leave of absence. Employees are required to use their accrued vacation and sick leave before going into unpaid status during an approved leave of absence.
CWI will make every reasonable effort to hold open the position of an employee on an approved leave of absence. However, unless otherwise required by law, CWI retains the right to fill the position if it becomes necessary to do so. Failure to return to work from a leave of absence will be considered a voluntary resignation.
Full-time faculty are entitled to the following:
Educational Release Time: Release time granted for the purpose of attending approved conferences, seminars, school-related activities, etc., as approved by the Provost, are counted as days of service to CWI.
Professional and Extended Leave: Leave with pay may be granted to faculty and staff members for the purpose of attending conferences and professional meetings, provided arrangements are approved in advance. Travel expenses and per diem allowances may be allowed pursuant to CWI ADMIN 060 – Travel Policy. Extended professional leave may be granted for periods of up to one year to full-time faculty who have completed at least three years of service at CWI. Extended professional leave is without pay and is intended to assist the faculty member in completing training at an institution of higher education or other approved school. Extended professional leave must be approved by the President.
To be eligible for FMLA benefits, prior to any leave request, the employee:
Entitlements: The FMLA provides an entitlement of up to twelve (12) weeks of job-protected, unpaid leave during any 12-month period to eligible, covered employees for the following reasons: (i) birth and care of the eligible employee's child, or placement for adoption or foster care of a child with the employee; (ii) care of an immediate family member who has a serious health condition; (iii) care of the employee's own serious health condition which renders the employee unable to perform the functions of the position; or (iv) a qualifying exigency arising out of an employee’s immediate family member’s active duty or call to active duty. In addition, as addressed in more detail below, an employee who is the immediate family member or next of kin of a covered member of the Armed Forces and needs leave to provide care for the service member who has a serious injury or illness incurred in the line of duty may be entitled to up to twenty-six (26) weeks of leave in a 12-month period.
The FMLA also requires that the employee's group health benefits be maintained during the leave. The 12-month period is determined using a “rolling” 12-month period measured backward to the date an employee first uses any FMLA leave.
If all eligibility requirements are met, the employee is covered under the FMLA. He or she may request up to 12 weeks of leave during which CWI will continue the employee's benefits (employer portion only). If the employee does not return to work, CWI may recover from the employee the premium(s) that were paid for the employee’s medical coverage unless the employee does not return because of: (i) the continuation, reoccurrence, or onset of a serious health condition of the employee or the employee’s family member who would otherwise entitle the employee to leave under the FMLA; or (ii) circumstances beyond the control of the employee. Total combined FMLA leave for employee spouses who both works for CWI is 12 weeks if the leave is for reasons other than the employee’s own personal serious illness.
Concurrent Use of Accrued Leave and Worker’s Compensation Required: Employees are required to use any accrued paid vacation and sick leave (if applicable) concurrently with any FMLA leave. If paid leave accruals are less than 12 weeks, the employee may take the remainder of FMLA leave as unpaid leave. Employees will continue to accrue leave while utilizing their paid sick and vacation leave. They will cease to accrue vacation and sick leave during any unpaid portion of their leave. Any lost time related to a workers’ compensation claim will also run concurrently with any FMLA leave.
Employee Obligations: Employees are required to give thirty (30) days advance notice, or as much time as practical when the need for FMLA leave is foreseeable. If advance notice is not possible, the employee should give CWI notice of the need for leave as soon as possible. CWI reserves the right to request medical certification supporting any leave. If CWI has reason to doubt the validity of the medical certification, it may require a second opinion at its expense. If the two opinions differ, CWI may request a third opinion, at its expense, from a health care provider mutually agreed upon by CWI and the employee. The third opinion shall be binding and final. CWI may also require a doctor's fitness for duty report prior to the employee returning to work which addresses the employee’s ability to perform the essential functions of their job. Leave may be denied if these requirements are not met. The decision to allow an employee to return to work will be solely CWI’s in compliance with the provisions of the Family and Medical Leave Act. Should a doctor not find the employee fit to return to duty, the employee will not be allowed to return to work.
Contact Human Resources to discuss your rights and obligations for the continuation of any current benefits you are receiving. Employees must make arrangements for payment of their portion of their benefit costs or discontinuation of those benefits will occur.
To request a leave, employees should complete the FMLA Leave Request form and submit it to Human Resources. If the employee is unavailable to request leave, the supervisor should notify Human Resources on the employee’s behalf or a friend or family member may notify Human Resources on the employee’s behalf.
Intermittent Leave Requests: FMLA leave may be taken intermittently or on a reduced leave, scheduled to allow the employee to care for a sick family member, or for an employee’s own serious health condition, when medically necessary. If an employee needs intermittent leave or leaves on a reduced hours basis that is foreseeable, CWI may, in its sole discretion, temporarily transfer the employee to another job with equivalent pay or benefits that better accommodate that type of leave. In the circumstance of birth or placement of a child for adoption or foster care, intermittent leave is only available if approved by the employee’s supervisor and the Executive Director of Human Resources. To the extent possible, employees requesting intermittent leave or reduced hours should schedule their leave so as to disrupt operations as little as possible. Employees must communicate their absences to their supervisor on a regular basis or as otherwise required by applicable CWI procedures.
CWI’s Rights and Obligations: CWI has the right to determine whether the employee is or is not an “eligible employee” under the Act. CWI also has the right to place an employee on FMLA leave without the employee’s consent should CWI determine that the employee meets the eligibility requirements under the Act.
CWI will return the employee to the same or an equivalent position after returning from FMLA leave, subject to the terms of the Family and Medical Leave Act. The only exception may be for individuals who, under the provisions of the FMLA, are considered to be a "key employee" whose extended absence would cause "substantial and grievous economic injury". CWI reserves the right to require periodic notices (determined by CWI) of the employees or their family member's FMLA status and the employee’s intent to return to work.
The National Defense Authorization Act: On January 28, 2008, the FMLA was amended by the National Defense Authorization Act. This amendment provides an entitlement of up to twenty-six (26) weeks of unpaid leave during a single 12- month period to an eligible employee who must care for a covered servicemember who has a serious injury or illness incurred in the line of duty. CWI may require the request for this type of leave to be supported by medical certification.
The National Defense Authorization Act also provides twelve (12) weeks of FMLA leave to an employee for qualifying exigencies arising out of the employee’s spouse, child, or parent’s active-duty call or call to active duty with the Armed Forces. No serious medical condition is required for this type of leave. CWI may require the request for this type of leave to be supported by a certification that the service member is actually on active duty or has been called to active duty. CWI employees shall provide prior notice when the need for this type of leave is foreseeable.
If you have any questions about your rights under FMLA please contact the Human Resources Office.
Eligible CWI employees may use up to eight (8) weeks of paid parental leave due to the birth, adoption, foster care or kinship placement of a child. The purpose of this is to enable the employee to care for and bond with a newborn, newly adopted child, or newly placed child in foster care or kinship care. Paid parental leave shall run concurrently with leave under the Family and Medical Leave Act (FMLA), as applicable. Any leave taken under this policy that falls under the definition of circumstances qualifying for leave due to the birth, adoption, foster care or kinship placement of a child, will be counted toward the twelve (12) weeks of available FMLA leave. An employee will be eligible for paid parental leave even if the employee has otherwise exhausted their FMLA time prior to the birth or placement of the child. If an employee becomes eligible for FMLA while on paid parental Leave, the employee must apply for and use FMLA.
Eligibility Requirements: To be eligible for Paid Parental Leave benefits, the employee must meet the following criteria:
In addition, employees must meet one (1) of the following criteria:
Use of Paid Parental Leave
Limitations on Use of Paid Parental Leave
Compensation of Paid Parental Leave
Request and Approval to Use Paid Parental Leave
CWI reserves the right to change, condition, or terminate any benefits set forth in this section. No employee shall acquire any rights in any current or future status of benefits except as the law otherwise requires.
Employees who had a mandated change of FLSA status on July 1, 2016 from an exempt to a non-exempt status will remain as legacies in their existing leave and retirement plans while in their existing positions. If an employee chooses to apply to another non-exempt position and accepts the position, they will be moved to the corresponding vacation leave and retirement plans.
All employees shall receive benefits as required by law to include Worker’s Compensation insurance. All other benefits are to be determined by CWI.
Health insurance is available to employees and family members subject to the terms and conditions of CWI’s health insurance plan and any applicable health insurance policy. Employees are encouraged to contact the Human Resource Office to learn about sign-up and claims procedures. Other insurance offerings including life insurance, disability insurance, vision insurance, and supplemental income protection may be available at the employee or CWI’s expense. The Human Resource Office should be contacted for additional information about any of these benefits. Any such offerings are subject to change at any time.
All benefit-eligible non-exempt employees must participate in the Public Employee Retirement System of Idaho (PERSI). PERSI mandates withholding a percentage of an employee's gross salary for pension purposes, which is presently exempt from Federal and State income taxes, and CWI matches this with an additional contribution. Contact the Human Resource Office for further information.
Full-time faculty and exempt staff are automatically enrolled in the Optional Retirement Plan (401a) selected by the State Board of Education and administered by a third party vendor. After employment with CWI, benefit-eligible faculty and exempt staff, must participate in the ORP to serve as their retirement carrier or they may choose to stay with PERSI if they are already vested in that plan. Contributions to the employee’s retirement plan are made by CWI and the employee. Investment choices are the responsibility of the employee, and plans are portable. Contact the Human Resources Office for further information.
As one way to show appreciation to our employees, CWI offer a Years of Service recognition program as follows:
The Employee Assistance Program (EAP) is a short-term counseling and referral service provided to all benefit eligible employees. The program addresses marital, child or other family problems, persistent anxiety, abuse of alcohol or other drugs, stress problems, depression, grief, or other distracting concerns.
Employees and their immediate family members may participate in counseling sessions in accordance with the terms and conditions of CWI’s contract for such services.
Leave will be granted, and full pay provided to employees asked to testify either in a deposition or in court on behalf of CWI or otherwise subpoenaed to testify in a deposition or in court, called to serve as a witness in court in matters specifically related to CWI operations. Further, leave will be granted, and full pay provided to employees called to serve on jury duty when the jury time required interferes with their regularly scheduled work shift.
Employees of CWI who receive medical benefits and who separate their employment may be eligible to continue those medical benefits at the employee’s sole cost and expense for a limited time in accordance with the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA). If you have any questions regarding your right to continue your health coverage after separating from CWI please contact Human Resources.
To provide guidelines and procedures to be followed in the determination and declaration of a financial exigency and to define circumstances where adverse employment action may be necessary for curriculum reasons.
Applies to all employees of CWI.
Financial exigency: a bona fide, imminent financial crisis, the result of which is a current or projected absence of sufficient funds to maintain current programs and activities at a level sufficient to fulfill CWI’s educational goals and priorities and which cannot be alleviated by means other than a reduction in force.
The Board recognizes that it may become necessary to curtail, modify or eliminate some of the programs under its governance due to unfavorable economic conditions. The Board further recognizes that under such circumstances CWI may be compelled to take certain adverse employment actions to ensure that it can fulfill its purposes and goals. Such action may be necessary in the event of a financial exigency or for curricular reasons. The purpose of this policy is to provide guidelines to be followed in the determination and declaration of a financial exigency and to define the circumstances where adverse employment action may be necessary for curricular reasons. The effect of those circumstances on CWI’s procedures is provided in its Separation from Employment Policy.
In the event it is necessary to curtail, modify or eliminate programs at CWI, the Board of Trustees may declare a financial exigency. A financial exigency shall exist only upon Board declaration, and the responsibility and authority to make such a declaration rests solely with the Board.
Potential responses to a declared financial exigency include:
This policy does not apply to the following:
The Board also recognizes that it may become necessary to take adverse employment action for curricular reasons. Curricular reasons include:
Students enrolled in a program that is closed, relocated or discontinued pursuant to a financial exigency plan or because of curricular reasons should be given notice thereof as soon as is practical. Arrangements should be made for enrolled students to complete affected programs in a timely manner and with minimum interruptions.
To provide guidelines for the provision of professional development opportunities for CWI employees.
Applies to all CWI Non-Temporary Employees.
Religious Organizations: Entities which (i) are organized for a religious purpose; (ii) are engaged in activities consistent with and in furtherance of such a purpose; and (iii) hold themselves out to the public as a religious organization. Entities that have religious affiliation, but that are organized for a primary purpose other than religion (hospitals or educational institutions) are not considered religious organizations for the purposes of meeting professional development criteria.
Eligible Employees: Employees of CWI that are not (i) Temporary; (ii) Work Study students.
CWI is committed to professional growth and development for eligible employees. Through the annual budget process, CWI shall allocate resources specifically for professional growth and development. Use of these funds must be related to the employee’s professional growth objectives and be approved by their direct supervisor in advance.
All eligible employees should work with their supervisor as part of the annual evaluation process to establish professional goals and the means by which to achieve them. This interactive process encourages communication between employees and supervisors concerning the intent and goals of professional development, as well as encouraging more flexible and creative exploration of the most effective professional development possible. Participation in professional development activities should have a positive impact on individual performance, student success, or institutional stability.
Expenses associated with approved professional development including registration fees, travel, salary, and associated expenses will be funded 100% by the employee’s department.
Supervisors will review each professional development request against established criteria and available budget. Those requests that receive priority based on that criteria will be covered 100% by the faculty member’s department. Faculty who do not receive approval for 100% funding may re-submit their request for partial funding if there is budget available.
Professional growth and development funds may be used for, but are not limited to, the following:
CWI cannot use public funds to pay for development sponsored and or offered by a religious organization. For professional development sponsored or offered by a religious organization, employees may request time off with pay from their direct supervisor (see Vacation Leave policy). If time off is approved, any and all costs associated with the event including but not limited to registration, travel, and food are the responsibility of the employee.
To provide guidelines for employees who wish to engage in or are engaging in outside employment.
Applies to all CWI employees.
CWI recognizes that employees may engage in outside employment of a professional and personal nature. CWI further encourages the sharing of professional knowledge with the community at large. However, employees owe their primary employment responsibility to CWI. Accordingly, the engagement in employment or independent contractor relationships outside of CWI by employees is subject to the following guidelines.
Employees owe their primary employment responsibility to CWI. Employees are expected to fulfill, to the best of their abilities, the responsibilities established in their respective job description. No employee may undertake outside employment that interferes with the employee’s assigned duties or creates a conflict of interest. For purposes of this policy, a conflict of interest includes but is not limited to any situation in which the employee may be viewed as providing services normally offered by CWI, which may otherwise be detrimental to CWI’s mission or operations or which may involve or allow for the disclosure of confidential information. When the primary professional loyalty of the employee is not focused on CWI, a conflict of commitment exists. Conflicts of commitment are prohibited and must be immediately resolved by the employee and his/her immediate supervisor. Employees are required to disclose to CWI any such outside employment, the employer and the work involved with that employer at the time such employment begins or upon hire by CWI, whichever comes first.
Outside activities in an employee’s discipline or area of specialization are encouraged to the extent that they contribute to the improvement of teaching skills, provide a needed professional service and/or advance the cause of CWI/community relations.
Employees engaging in private consulting must inform clients that they are acting as a private consultant and that CWI is not a party to any applicable contract, nor is it liable, or responsible for the employee’s performance. Employees must secure approval from the appropriate Vice President for any professional private consulting activities which require absence or involve unusually demanding commitments.
Administrative approval for consulting by employees will be granted only when the proposed activity is compatible with the employee’s professional competence, will not impair the performance of the employee’s assigned duties, does not involve the use of college supplies, equipment, or facilities, and is not contrary to CWI’s best interest.
The name, ĢƵ, and its logo are the exclusive property of CWI and should not be used as a part of claims, advertisements or the content of any private consulting report. CWI stationary or letterhead should be used only for official CWI business.
Whenever possible, CWI will look to the expertise of its own employees first. Consulting services that are performed as part of an employee’s regularly assigned duties are not a basis for additional compensation. Additional compensation for employees may be authorized for consulting services that are clearly beyond the employee’s assigned duties. Each instance of extra compensation is subject to the President's approval before the work is performed and payment can be made.
To recognize significant contributions made to CWI by former Board of Trustee members and long‐term employees.
Applies to former Trustees who have demonstrated exemplary service and faculty/staff members who have completed a minimum of 15 years of service to CWI or are otherwise deemed to be worthy of emeritus status.
CWI desires to recognize those individuals who have provided outstanding service and who have significantly contributed to furthering the mission of CWI.
Trustee Emeritus is an honorary designation awarded to former trustees who have demonstrated exemplary contributions to the College. At least one of the following criteria must be satisfied for appointment to Trustee Emeritus status:
A former trustee becomes eligible for appointment to Trustee Emeritus status after the November election at which the candidate’s seat is filled by another trustee. The process for nomination for Trustee Emeritus status is as follows:
Faculty Emeritus status is an honor awarded to full-time faculty members upon retirement who have a history of distinguished service to CWI. Faculty Emeritus status is not given as a matter of course and is reserved to those faculty members who have made significant contributions to CWI’s mission and/or exhibited scholarly excellence in the individual’s field of study. At least one of the following criteria must be satisfied for appointment to Faculty Emeritus status:
A faculty member must apply for emeritus status through an application provided by the Faculty Senate. Applications are submitted to the Faculty Senate for review. Applications must be accompanied by a recommendation from the candidate’s department chair and/or dean in addition to three (3) individuals outside the candidate’s individual program. If approved by the Faculty Senate, the application will be forwarded to the Provost for recommendation to the President. The President shall make a recommendation to the Board, who shall have final approval on Faculty Emeritus status. After Board approval, and if timely submitted to the Board of Trustees, emeritus status will be publicly awarded and recognized at commencement.
Staff Emeritus status is based upon significant meritorious contributions to CWI. At least one of the following criteria must be satisfied for appointment to Staff Emeritus Standing:
A staff employee becomes eligible for appointment to emeritus status once the date of retirement has been formally established. Staff applications for emeritus status must be initiated by:
Applications are submitted to the Staff Senate for review. Successful applications will be forwarded to the Executive Vice President of Operations for recommendation to the President. The President shall make a recommendation to the Board, who shall have final approval on Staff Emeritus status. After approval, emeritus status will be publicly awarded and recognized.
Individuals granted emeritus status shall, subject to any subsequent modification or termination of this policy, be entitled to receive the following:
Emeritus status shall not disqualify a person from accepting paid employment with CWI.
To provide guidelines for the proper utilization of volunteers at CWI.
Applies to all departments or programs at CWI utilizing volunteer services
Volunteer: a person who performs services and/or engages in activities on behalf of or for the benefit of CWI without promise, expectation or receipt of compensation. The term “volunteer” does not include CWI students participating in activities that are part of a course or program in which the student is enrolled.
Official Guest: a person who has been invited to a CWI facility or function for a specific purpose that benefits CWI’s mission. Examples include but are not limited to visiting scholars, dignitaries, donors or potential donors, public officials and guest speakers.
CWI recognizes the contribution of volunteers in its pursuit of its mission and the provision of educational services to its students. CWI also recognizes that it is critical that the utilization of volunteers be in compliance with applicable law and that certain guidelines be followed when volunteers provide services on behalf of CWI.
Volunteer services generally are limited to humanitarian, educational or public services purposes. Anyone including alumni, students, parents and former CWI employees may serve as volunteers on behalf of CWI. Official guests of CWI are not considered volunteers. However, a current CWI employee who is non-exempt under the Fair Labor Standards Act may not volunteer in any capacity in which he or she is employed at CWI nor perform any volunteer work that is similar to or related to the employee’s regular work at CWI. Non-exempt employees must receive written approval from the Human Resources Department before engaging in volunteer work for CWI.
CWI volunteers must abide by all applicable CWI policies and procedures, including but not limited to those relating to safety, confidentiality, use of technology, harassment, and drug and alcohol use. Volunteers are not subject to the Fair Labor Standards Act and are not considered employees for any purpose. Volunteers receive no compensation or benefits for services rendered. Volunteers must be under the supervision of a CWI employee at all times.
Parental/guardian consent is required for all volunteers who are under the age of 18. To give consent, a parent/guardian must fill out, sign and return CWI’s Volunteer Form. CWI reserves the right to require a criminal background check for volunteer positions or activities. Thus, volunteers may be required to sign a consent form for a criminal background check.
CWI recognizes three types of activities for which a department or program may wish to use volunteers. Each type of activity is based on the complexity, duration and relative risk of injury to both the volunteer and other people and property which may be affected and are as follows:
Volunteers are prohibited from engaging in any Category three activities
The identification of activities which fall in each category above is not exhaustive but rather is intended to provide guidelines and examples when considering volunteer engagements. Questions regarding these guidelines should be direct to the College’s Risk Management Department. If an activity could fit in more than one category it shall be placed in the higher category.
Volunteering is limited to the premises on which the activity takes place. Each department or organizer utilizing volunteers for an activity must comply with the application procedure listed below. They must also provide the volunteer with every form required for the activity so that the volunteer is able to comply with the procedures set forth below.
A supervisor of the department or program utilizing a volunteer must provide the volunteer with, and the volunteer must complete, the following forms:
The department or program utilizing the volunteer must retain all completed lists of volunteers and related forms for three years. If an individual is a returning volunteer, but the break in service is greater than one (1) year, all applicable forms and processes must be completed again.
Volunteer service at CWI is non-contractual. CWI may terminate the services of any volunteer at any time without prior notice. Any CWI employee serving as a volunteer who violates any CWI policy or procedure will be subject to corrective action up to and including termination.
To provide protection for employees reporting the existence of any waste of public funds, property or manpower or the violation or suspected violation of applicable law in accordance with the Idaho Protection of Public Employees Act.
Applies to all employees of CWI.
Pursuant to the legislative intent underlying the enactment of the Idaho Protection of Public Employees Act, CWI encourages its employees to report any waste of public funds, property or manpower or any violation or suspected violation of applicable law. In furtherance of this policy, CWI has adopted the following guidelines for employees reporting conduct of such a nature.
CWI prohibits retaliation against any employee who:
For purposes of this policy, an employee reports in good faith if there is a reasonable basis in fact for the communication. Good faith may be lacking where the employee knew or reasonably ought to have known that the report is malicious, false or frivolous.
Employees are encouraged to report the existence of any waste of public funds, property or manpower or any violation or suspected violation of applicable law. Any such report should be made at a time and in a manner which gives CWI a reasonable opportunity to correct the waste or violation.
In most cases, an employee’s supervisor is in the best position to address an area of concern regarding conduct addressed in this policy. However, if an employee is not comfortable speaking with his/her supervisor or is not satisfied with his/her supervisor’s response, the employee should report his/her concerns to CWI’s Vice President of Human Resources or CWI’s President. If the concern involves the Vice President of Human Resources, the employee should contact CWI’s President. If the concern involves CWI’s President, the employee should contact the Chairman of CWI’s Board of Trustees. CWI will conduct an appropriate investigation of any such reports and will take corrective action as appropriate to address the waste or violation.
Although employees reporting possible violations are protected by this policy, employees may choose to remain anonymous when making a report. Therefore, CWI has established an Ethics Hotline to serve as an additional mechanism to make report.
Employees working on federal grants and contracts are directed to CWI’s Notice to Employees for Enhancement of Protection from Reprisal for Disclosure of Certain Information, 41 USC 4712
To establish guidelines regarding political activity by employees on CWI’s campus. This policy is not intended to improperly prohibit or limit CWI’s employees from exercising their freedom of speech or political association.
Applies to all CWI employees.
CWI respects the rights of its employees as citizens to engage in local, state and national politics. However, because CWI is a public entity, and to ensure the orderly operations of CWI, compliance with the following guidelines is required regarding political activity by employees on CWI’s campus.
To provide guidelines related to the hiring, supervision and instruction of individuals whose familiar relationship with existing employees may create an actual or apparent conflict of interest.
Applies to all employees and prospective employees of CWI.
A Person Related by Family, Marriage or Domestic Partnership: a person with whom an employee has a current or former familial relationship, including a parent, step-parent, child, step-child, son-in-law or daughter in-law, brother, sister, spouse, aunt, uncle, niece, nephew, cousin, grandparent, grandchild, brother-in-law or sister-in-law, in a guardianship capacity, or persons living in the same household.
Influence: using one’s position to alter the outcome of the hiring of a person related by family, marriage or domestic partnership through coercion, bribery, threats, intimidation, and quid pro quo.
CWI hires individuals based solely on their qualifications and ability to carry out the duties of the available position. This policy serves to reinforce the CWI’s commitment to practices which create and maintain an academic environment free of conflicts and constructive working relationships and practices that are fairly, efficiently, and evenhandedly applied to all.
Any employee who violates this policy will be subject to corrective action, up to and including termination of employment.
To provide guidelines for identifying, evaluating, and managing potential or actual conflicts of interest.
Applies to all CWI employees and any person performing a governmental function on behalf of CWI, including but not limited to community members on college committees and advisory board members. Conflicts of interest related to members of CWI’s Board of Trustees are addressed in CWI’s Board of Trustee Handbook.
Conflict of Interest: A situation where an employee’s financial, professional, or personal interest compromises the employee’s professional judgment in the discharge of their duties.
Conflict of Commitment: Refers to an individual distribution of effort between the individual’s appointment at CWI and the individuals outside professional activities.
Family Member: Any person with whom an employee has a familial or guardianship relationship, including but not limited to a parent, guardian, stepparent, child, stepchild, son-in-law, daughter-in-law, sibling, stepsibling, spouse, aunt, uncle, niece, nephew, cousin, grandparent, grandchild, mother-in-law, father-in-law, brother-in-law, sister-in-law, or any persons living in the same household.
Financial Interest: Anything of monetary value received or held by an employee or a member of their family, whether or not the value is readily ascertainable, including, but not limited to salary or other payments of services (e.g., consulting fees, honoraria, or paid authorships for other than scholarly works); any equity interests (e.g., stocks, stock options, or other ownership interests); the value of intellectual property rights and interests (e.g., patents, trademarks, service marks, and copyrights), and royalties or other income received from such intellectual property.
Principal Investigator (PI): The individual(s) responsible for the technical and financial performance of a sponsored project. A PI can also be called a Project Director (PD) or a co-PI.
CWI employees have an obligation to conduct College-related business without actual or potential conflicts of interest or commitment. In accordance with this policy, employees shall take necessary precautions to avoid any actual or potential conflicts of interest and to ensure that their activities do not conflict with their obligations to the college and its welfare.
For effective administration of this policy, employees are required to disclose outside activities and interests, through the Conflict of Interest Disclosure Form, including financial interests, that might give rise to conflicts.
Other college policies address various types of conflicts of interest:
There are situations where judgment may differ as to whether there is or may be a conflict of interest, and employees may inadvertently place themselves in a situation where conflict exists. For this reason employees with a personal interest that may have or become a potential conflict of interest should seek advice and guidance by reviewing the specific circumstances with Human Resources or when applicable with the Sponsored Programs Office for conflict of interest under research sponsored projects.
Generally, a conflict of interest arises when an employee has a personal interest that may compromise the employee’s professional judgment. This personal interest is often identified as a financial interest, where an employee or a family member of the employee receives a financial benefit from dealings with an entity or person conducting business with CWI. However, personal interests giving rise to a conflict of interest may also involve family, social, or outside professional interests, including membership in or commitments to other organizations, which do not necessarily result in financial benefit.
Conflicts of interest may be direct, where the employee benefits personally, or they may be indirect, where family members or closely associated businesses of the employee benefit. Additionally, conflicts may be actual or potential and, in some cases, the conflict could present as an apparent conflict of interest, which can be just as harmful to the organization’s reputation. All conflicts of interest, whether actual or potential, real or apparent, must be avoided in order to preserve and maintain public trust.
This policy cannot address every situation in which a conflict of interest may arise. However, the guidelines in this policy provide examples of prohibited behavior that can assist employees to become aware of when an actual or potential conflict of interest is present. This policy also provides links to resources addressing unethical behaviors which are prohibited by law, and which carry civil and criminal penalties.
While all care should be taken to avoid a conflict of interest, CWI has provided a process by which employees can disclose actual or potential conflicts of interest. By disclosing the actual or potential conflict of interest, CWI can provide a management plan that allows CWI to continue its business transactions and other community relationships with the integrity and public trust that is essential to the effective operations of a public institution.
Self-dealing involves situations in which an employee can influence a college-related decision that may result in the employee or the employee’s family member realizing a personal financial benefit. Employees who have authority to enter business transactions on behalf of CWI must be particularly aware of the potential for self-dealing. Specifically, employees who exercise discretion with respect to procurement, sale of goods, negotiation, or development of contract, or who make decisions affecting CWI assets, including intellectual property and licenses, must avoid exercising such discretion in a manner that directly or indirectly provides a financial benefit to the employee.
Examples of self-dealing activities include the following:
CWI’s resources should not be used for personal gain. CWI personnel, laboratories, space, services, equipment, or intellectual property should not be used in connection with outside employment or for the personal benefit of a CWI employee without prior written authorization from the Vice President of Finance.
Similarly, CWI employees may not use CWI’s name for advertisement purposes except to the extent authorized by CWI. An employee may identify a factual association with CWI but shall take care that CWI’s name is not used in any way that implies endorsement or approval by CWI. Employees may not use any CWI logo or trademark for non-CWI activity without prior written approval from CWI’s Communications and Marketing Department.
Examples of improper use of CWI’s name or resources include the following:
An employee may not use or disclose confidential information gained by reason of the employee’s College-related activities with the intent to obtain a financial benefit for the employee or for any other person or entity, or for any purpose which may be detrimental to CWI.
A conflict of commitment occurs when an employee’s outside activities, including private consulting, business activities, external professional endeavors, pro bono work, or outside employment compromise or may compromise the employee’s ability to meet their obligations to CWI. For further explanation on when outside employment may constitute a conflict of commitment, please refer to HR 210 – Outside Employment Policy.
All employees must complete and submit a Conflict of Interest Disclosure Form (hereafter called “Annual Disclosure”) within thirty (30) days of hire and annually thereafter. The purpose of the Annual Disclosure is to solicit information that allows the College to determine whether an employee has a potential conflict of interest, financial or other, as defined in this policy. When the College determines that the information submitted indicates that a conflict of interest does exist, the College may require the employee to submit additional information and explanation regarding that conflict.
In addition to the Annual Disclosure, all employees must submit an ad hoc notification if an actual or potential conflict of interest arises as soon as becoming aware of the actual or potential conflict of interest and no later than thirty (30) days after becoming aware of the actual or potential conflict of interest.
Persons performing governmental functions on behalf of CWI, including those serving on college committees, boards, or advisory groups, may be required to submit Annual Disclosures and/or ad hoc notifications, if so, required in committee charters or bylaws or as directed by CWI.
The disclosure of a conflict of interest will be reviewed promptly by Human Resources for a determination of whether it constitutes a conflict of interest. Human Resources may seek legal guidance regarding the actual or potential conflict of interest from the Office of General Counsel. If a conflict of interest exists, Human Resources will meet with the employee and the employee’s supervisor within thirty (30) calendar days to address the conflict. Interim measures to manage the actual or potential conflict of interest may be taken during the time period it takes to assess the conflict and establish a management plan.
CWI employees must comply with any applicable requirements regarding conflict of interests in their sponsored programs/projects agreements. Before a proposal is submitted to a sponsor or funding organization, employees acting in the capacity of Principal Investigators (PI) under the sponsored program are required to certify the appropriate disclosures of any significant financial interest related to the proposal.
When required by a sponsor or funding organization, and for those sponsored programs directly related to research activities, additional disclosures may be required and the Sponsored Programs Office in cooperation with Human Resources will be responsible for reviewing the possible conflicts of interest, making determinations if a management plan is needed, and reporting the conflict to the appropriate sponsor or funding organization prior to the expenditure of any sponsor funds. Please see Process and Guidelines for Conflict of Interest in Sponsored Programs.
Human Resources will administer this policy and maintain records of all filed disclosure forms and associated documents, including, but not limited to, documentation of actions taken by college administrators and committees to eliminate, reduce and/or manage conflicts of interest. All such records will be retained for a period of at least three (3) years following completion or termination of the activity that prompted the filing of the disclosure form. For conflicts of interest related to sponsored programs/projects the retention period will be determined by the terms and conditions of the sponsored agreement. In the event any sanction, copies of such records will be provided to Human Resources and maintained as part of the employee file.
Failure to comply with this policy may subject an employee to corrective action, up to and including termination.
Violations of this policy must be reported to Human Resources or through the CWI Ethics Hotline.
Additional sanctions may apply under applicable State Board of Education policies and state and federal law and regulations. Employees must comply with all applicable statutes and rules governing conflicts of interest. For a complete list of applicable state law governing ethics in government, please review the following resources:
To establish guidelines for the update, review, and creation of CWI policy, and document necessary approval requirements and communication.
This policy applies to all CWI policies, excluding CWI governance policies.
Executive Operations Team (EOT): College Department leaders reporting to the President, Executive Vice President, Provost, and Vice Presidents.
Substantive change: A change to policy that is a significant modification or expansion in the nature and/or scope of the policy.
Non-substantive change: A change to policy that is a minor modification to an existing policy and is not intended to change the nature and/scope of the policy. Often a change is to provide greater clarification.
Responsible Department: Department with operation responsibility for a specific policy.
ĢƵ (CWI) is committed to ensuring that all CWI policies and procedures are updated as appropriate on an ongoing basis to assist in reducing risks associated with policy misinterpretation, non-compliance to CWI policies and procedures, and/or legal requirements.
Administrative policies will be reviewed on an ongoing basis by the responsible department, at a minimum of at least once every two-years. Responsible department will notify Human Resources when a policy has been reviewed but no updates or revisions are made.
A department or individual with a policy revision or a new policy shall work with the Executive Operations Team member who has over-sight of the subject area and will facilitate collaboration with stakeholders across the college.
As necessary, the Executive Operations Team member will provide a draft of the policy to legal counsel or others whose expertise will ensure that the draft policy does not conflict with various laws and regulations that govern the College for review.
After legal or other appropriate review has been completed, the Executive Operations Team member will provide a copy of the policy draft to HR to begin the approval process.
Human Resources will provide a draft of the new or revised policy to the Executive Operations Team for review and discussion.
Upon completion of the EOT review, the Vice President of Human Resources will provide a draft of the new or revised policy to Presidents Cabinet for final approval before publication.
Human Resources will publish changes or new policies on the CWI website after necessary approval is received.
New policies or substantive changes to an existing policy will be communicated to the students and employees through multiple communication channels (email, newsletter, etc.) after going into effect.
All policy updates, substantive and non-substantive will be published on the CWI website.
In certain circumstances, acknowledgement of a policy update or of a new policy may be necessary and will be communicated as appropriate.
To provide appropriate attire and grooming standards for employees.
This policy applies to all CWI employees.
CWI strives to maintain a workplace environment that functions well and is free from unnecessary distractions. As part of that effort, the College requires employees to maintain a neat and clean appearance that is appropriate for the workplace setting and for the work being performed. To that end, managers may determine and enforce guidelines for workplace-appropriate attire and grooming for their areas. As representatives of CWI, employees are encouraged to utilize this policy as a guideline and to always use their best judgement according to environmental circumstances.
Certain employees may be required to meet special dress, grooming and hygiene standards, such as wearing uniforms or protective clothing, depending on the nature of their job. Uniforms and protective clothing may be required for certain positions and may be provided to employees by CWI.
At the discretion of the department manager, in special circumstances, such as during unusually hot or cold weather, or on special occasions, employees may be permitted to dress in a more casual fashion than is normally required. On these occasions, staff members are still expected to present a neat appearance and are not permitted to wear ripped, frayed or disheveled clothing or athletic wear. Likewise, tight, revealing or otherwise workplace-inappropriate dress is not permitted.
Typically employees are able to wear relaxed attire while at work unless otherwise required by their manager. The following list is a guideline of appropriate and inappropriate attire under CWI’s relaxed attire standards. These are examples only. Managers may determine if an employee is dressed inappropriately for the workplace within this policy.
Some situations may require business casual attire based on the situation. Factors which may be considered in determining whether business casual attire is required include, but are not limited to the location and nature of the activity in which the employee is participating, the nature of the employee’s job and whether the employee’s interaction with the public dictates the use of more formal attire. For specific expectations regarding when to dress in a business casual manner employees should speak with their manager.
The following list is a guideline of appropriate and inappropriate attire under CWI’s business casual attire standards. These are examples only. Managers may determine if an employee is dressed inappropriately for the workplace within the policy.
CWI may limit natural or artificial scents that are or could be distracting or annoying to others.
Violations of this policy can range from inappropriate clothing items to offensive perfumes and body odor.
If an employee’s poor hygiene or use of too much perfume/cologne is an issue, the manager should discuss the problem with the employees in private and should point out the specific areas to be corrected. If the problem persists, managers should follow CWI’s normal corrective action process.
If a manager determines that an employee’s dress or appearance is not appropriate as provided in this policy, he or she may take corrective action and require the employee to leave the work area and make the necessary changes to comply with the policy. Employees who are directed to do so will be required to use vacation time or unpaid time off for such a purpose.
To delineate and describe the Educational Tuition Waiver Benefit.
Applies to all benefit-eligible faculty and staff.
Benefit-eligible: Full-time faculty and staff who work twenty (20) or more hours a week and are expected to be employed for at least five (5) continuous months.
Credit Courses: Courses that earn credit toward academic transfer or career and technical education programs upon successful completion.
Non-Credit Courses: Courses that are not offered for credit toward academic transfer or career and technical education upon successful completion. These courses are generally designed to obtain employment, retrain for new opportunities, or advance careers. Non-credit courses often include but are not limited to continuing education programs, workshops, seminars, and other learning opportunities that focus on providing skills and knowledge without the formal assessment or accreditation associated with a credit course.
Audited Courses: A credit course an eligible CWI employee enrolls in and attends without earning credits that can be applied toward an academic transfer or career and technical education program. Auditing a course is often done for personal enrichment or professional development, rather than to fulfill degree requirements.
Eligible Dependent: An employee’s spouse, unmarried child, stepchild, or foster child under the age of twenty-six (26).
CWI offers Educational Benefits to support the greater campus community. Eligibility for this waiver of educational tuition is contingent on meeting eligibility requirements and compliance with the terms contained in this policy. Any exceptions to this policy or the procedure must be approved in advance, and in writing, by the Chief Human Resources Officer
CWI EMPLOYEE TUITION WAIVER ELIGIBILITY
Benefit-eligible employees and their benefit eligible dependents as defined above may enroll in credit courses on a space-available basis. Benefit-eligible employees may enroll in non-credit courses and audited courses on a space-available basis.
Employees on an unpaid leave of absence (except for medical) or whose employment begins after the start of the semester in which the waiver is being requested are not eligible for the tuition waiver. Employees on nine- or ten-month contracts and their benefit eligible dependents may receive the tuition waiver for summer sessions provided the employee has worked the previous semester and has an employment contract for the following fall semester.
This tuition waiver benefit does not apply to:
NON-CWI EMPLOYEE TUITION WAIVER ELIGIBILITY
Current benefit-eligible employees of University of Idaho, Idaho State University, Lewis-Clark State College, North Idaho College, College of Southern Idaho, and full-time employees of Idaho State Board of Education, Career Technical Education (CTE) Division are eligible to request tuition waiver at CWI. The following limitations apply:
Employees or their benefit eligible dependents must complete the tuition waiver form and submit it to Human Resources each semester that they are requesting tuition be waived. If an employee wishes to take a course offered during the employee’s normal work schedule, supervisor approval must be provided in advance. If an employee and/or their benefit eligible dependents receive a tuition waiver and the employee subsequently separates from employment with CWI prior to halfway through the semester, the student may have to pay the full amount of tuition required for enrollment.
The cost to the employee will be $5 per credit plus a $20 nonrefundable registration fee per semester. Special course charges, such as activity and lab fees, must be paid by the employee by the due date for the term in which the student is enrolled and are not included in the tuition benefit. Each benefit eligible dependent (excluding employee) will be allowed to enroll in a maximum of six (6) credits per fall or spring semester and three (3) credits for summer classes. The maximum credits for a CWI employee are unlimited.
If the tuition reduction amount at any institution exceeds $5,250.00 in a year, the portion over that amount will become a taxable benefit to the employee, as required under IRS regulation (IRC 127)
Reciprocal Agreements allow CWI employees (household members NOT eligible) to take courses for reduced tuition at the following institutions:
Each institution has their own requirements, therefore it is the employee’s responsibility to check with the institution of choice for specific information and requirements.
To provide guidelines for telecommuting for work or utilizing a flexible work schedule.
Applies to all employees.
Telecommuting: Working part or entire scheduled work week at a non-CWI location.
CWI Essential Workers: Employees who are required by virtue of their position to have face-to-face interaction with CWI’s students, potential students, alumni, business partners, potential business partners, community members, fellow employees, state actors (including members of the Idaho legislature, state agencies, and other political subdivisions), or other individuals for whom services are being provided.
CWI’s purpose is to serve students, community, and each other. Faculty and staff have an obligation to be present on campus to provide an exceptional experience to all who come to learn, visit, or work on campus. CWI also understands the importance of being a relevant employer in the market and the importance of a modern telecommuting practice. Therefore, all CWI departments and their employees will have a physical presence and work schedule on campus that meets the college's needs while balancing the telecommuting requests of individual employees. Our employees may engage in a telecommuting or flexible work schedule if it is in alignment with the needs of students, community, and the institution’s mission.
A position will be assessed for telecommuting and flexible work schedule suitability based on the role’s responsibilities (i.e. need to work face-to-face with students, community, and fellow employees) and employee performance. Telecommuting allows employees to work at home, on the road, or at an alternative location for all or part of their regular workweek. A flexible work schedule allows employees to work a modified work schedule, which accommodates special circumstances while ensuring that the needs of the College are satisfied.
Unless otherwise required by law, telecommuting and flexible work schedules should not be considered an entitlement. They are not offered as a College-wide benefit, and in no way alter the terms and conditions of employment with CWI. All telecommuting and flexible work schedules are subject to CWI business needs and require approval from the employee’s manager and the manager's Executive Operations Team (EOT) member.
Informal telecommuting arrangements may be approved for circumstances such as inclement weather, special projects or business travel. These arrangements are approved on an as-needed basis only, with no expectation of ongoing continuance.
Other informal, short-term arrangements may be made for employees on family or medical leave to the extent practical for the employee and the organization and with the consent of the employee's health care provider, if appropriate.
All informal telecommuting arrangements are made on a case-by-case basis with manager approval, focusing on a balance between the business needs of the organization and employee needs. Such informal arrangements are not the focus of this policy and may be addressed in other College policies, e.g. CWI’s family and medical leave policy.
Either an employee or a manager can suggest a formal telecommuting work arrangement. However, unless otherwise required by law, the appropriateness of telecommuting will be determined by the employee’s manager and EOT member taking into consideration factors related to the position and employee such as:
• Employee suitability: Assessing the needs and work habits of the employee. In general employees should be on-campus more than remote and should not be remote on both Monday and Friday. Generally, there must be, on campus, an individual to cover all essential worker job duties of a particular position. If a single employee is the only one assigned those duties, then that employee must be on campus at all times. If a department has multiple employees fulfilling those duties, and there is adequate coverage to service all customer needs, remote work may be considered for an employee, subject to the requirements of this assessment.
• Employee tenure: Unless otherwise required by law, individuals requesting formal telecommuting work arrangements must have been employed with CWI for a minimum of 6 months of continuous, regular employment.
• Job responsibilities and nature of the work: Assessing if a position requires a physical presence to perform the job duties effectively; determining if the job is appropriate for telecommuting.
• Department needs: Must assess department and college needs necessary to support students, colleagues, and community members.
• Equipment needs: Employees will not be provided extra equipment to facilitate a telecommuting work arrangement outside of their regularly required equipment.
If the employee and manager agree, a telecommuting agreement will be completed and signed by the employee, their manager and EOT member. The agreement will provide that the telecommuting arrangement will be on a trial basis for the first three months and may be discontinued, at will, at any time at the request of either the employee or CWI. Further, the agreement will specify the number of days (no more than two days) of telecommuting allowed each week, the work schedule the employee will customarily maintain, and the manner and frequency of communication which should occur between the manager and the employee. The employee must agree to be accessible by phone or email within a reasonable time period during the agreed-on work schedule. Telecommuting should not be used in lieu of sick or vacation leave if an employee is scheduled to work on campus and is unable to do so.
During the telecommuting trial period, managers are encouraged to regularly evaluate the performance of the telecommuting employee through interaction by zoom, phone, and/or e-mail between the employee and the manager and may elect to have weekly face-to-face meetings to discuss work progress and problems. At the conclusion of the trial period, the employee and manager will have a discussion to evaluate the arrangement and make recommendations for continuance or modifications. The evaluation of the employee’s performance beyond the trial period will be consistent with that received by employees working on site at the College.
Employees entering into a telecommuting arrangement may be required to forfeit use of a personal office or workstation in favor of a shared arrangement to maximize the organization of office space needs per OP 070 – Space Use Policy.
Telecommuting employees will be expected to ensure the protection of proprietary College and student information accessible from their home or alternate work site. Steps include use of locked file cabinets and desks, regular password maintenance, and other steps appropriate for the job and the employee’s work environment. At no time should the employee provide their login or email password to anyone, not even family members.
Unless otherwise required by law, employees requesting the ability to telecommute will be responsible at their own cost for sufficient internet and phone access and necessary furniture and equipment beyond access to CWI’s work computer system. Employees in a telecommuting work arrangement will be provided with one work computer system. In the event CWI requests that an employee telecommute, the employee’s appropriate equipment needs (e.g. hardware and/or software) will be determined on a case-by-case basis and will require approval from the employee’s manager and EOT member in collaboration with IT. Equipment supplied by CWI will be maintained by CWI. Equipment supplied by the employee, if deemed appropriate by the College, will be maintained by the employee. CWI shall not be responsible for damage or repairs to employee-owned equipment. CWI reserves the right to make determinations as to appropriate equipment to be provided for a telecommuting employee and any such determinations are subject to change at any time. Equipment supplied by CWI is to be used primarily for business purposes in accordance with IT 000 - Information Technology Resource Use Policy. Telecommuting employees will be asked to sign an inventory of all College equipment provided to the employee. In addition, employees must agree to take appropriate action to protect any such equipment from damage or theft. Upon termination of employment, all CWI equipment must be returned to the College and the employee’s manager is responsible for ensuring this occurs.
Telecommuting employees must designate an appropriate work environment for work purposes. CWI will not be responsible for any costs associated with the initial set up of the employee’s home office or alternate work location.
Injuries sustained by the employee while at their home or alternate work location and in the course and scope of their work duties are normally covered by CWI’s workers’ compensation insurance. Telecommuting employees are responsible for notifying CWI of any such injuries in accordance with CWI’s workers’ compensation procedures. CWI is not responsible or liable for any injuries sustained by visitors to the employee’s worksite.
Telecommuting employees who are not exempt from the overtime requirements of the Fair Labor Standards Act will be required to record all hours worked in a manner designated by HR 100 - Payroll Policy. Hours worked in excess of those specified per day and per workweek require the advance approval of the employee’s manager, particularly to the extent that overtime will be incurred. Failure to comply with this requirement may result in the immediate cessation of the telecommuting agreement and disciplinary action up to and including termination. Exempt employees may be asked to track their work time for the purpose of insurance coverage or for the purpose of confirming when the employee is engaged in work on behalf of the College.
Non-exempt telecommuting employees who regularly work a portion of their schedule at a CWI location will not be compensated for travel time nor be entitled to mileage reimbursement from a non-CWI location to work. Non-exempt employees who regularly work entirely at a non-CWI location and are asked occasionally to work at a CWI location, either during the workday or as part of a special one-day assignment, will be compensated for travel time from the non-CWI location to work and may be entitled to reimbursement for travel expenses in accordance with CWI’s travel expense reimbursement policy ADMIN 060 - Travel and HR 160 - Compensation Policy.
The compensation of exempt telecommuting employees shall not be affected by the location of their work regardless of whether travel time is required. Exempt employees who regularly work a portion of their schedule at a CWI location shall not be entitled to reimbursement of expenses for travel from a non-CWI location to work. Exempt employees who regularly work entirely at a non-CWI location and are asked occasionally to work at a CWI location, either during the workday or as part of as special one-day assignment, may be entitled to reimbursement for travel expenses in accordance with CWI’s travel expense reimbursement policy ADMIN 060 - Travel and HR 160 – Compensation Policy.
The focus of any telecommuting arrangement is on job performance and meeting business demands. Prospective telecommuters are encouraged to discuss expectations of telecommuting with family members prior to entering into a telecommuting agreement and the trial period.
CWI employees will be considered for an alternative work schedule on a case-by-case basis in situations where creative work schedules may accomplish both work and personal goals, provide coverage for individual department operations, and serve the business interests of CWI. Alternative work schedules should have no adverse effect on productivity or the quality of the employee’s work performance.
Several alternative work schedule options may be available to employees, including but not limited to:
• Flextime, where an employee works eight hours per workday, but there is flexibility in an employee’s scheduled starting and ending times.
• 10-hour day, four-day workweeks, where an employee works 10 hours per workday, reducing the workweek to four days a week.
• 9-hour day, half-day during the workweek, where an employee works nine-hour workdays four days a week and four hours on another designated day.
Prior to a flexible schedule being approved, managers must ensure that the department will be adequately staffed during its core business hours, that non-exempt employees take at least a 30-minute lunch, and that the employee’s normal number of working hours per week remains the same. Approval of a flexible work schedule is at the discretion of the manager, in consultation with Human Resources. If approved, the flexible work schedule will be reflected in the timekeeping system and may be modified or discontinued at any time.
Unless otherwise required by law, the availability of telecommuting and other flexible work schedules may be discontinued at any time at the discretion of the employee’s manager. CWI will attempt to provide at least 30 days’ notice of such a change to accommodate any problems that may arise from the change for the employee. However, there may be instances when no notice is possible or less notice can be provided.
To provide guidelines to address: (i) the reinstatement of accrued but unused sick leave when an employee of CWI leaves employment by CWI and subsequently returns to employment with CWI; (ii) the transfer of accrued but unused sick leave when an employee leaves the employment of a state educational agency and is subsequently employed by CWI; (iii) the transfer of accrued but unused sick leave when an employee leaves the employment of a public school district and is subsequently employed by CWI; and (iv) the transfer of accrued but unused sick leave when an employee leaves the employment of a public entity other than a state educational agency or public school district and is subsequently employed by CWI.
Applies to all employees
Public education entity: Community colleges, public school districts, public charter schools and the Idaho Digital Learning Academy. (Idaho Code Section 67‐5302) State educational agency: The following state agencies and educational institutions supervised by the Idaho State Board of Education: (a) Boise State University; (b) Idaho State University; (c) University of Idaho; (d) Lewis Clark
State College; (e) Eastern Idaho Technical College; (f) Idaho Public Television; (g) the Division of Vocational Rehabilitation; (h) the Division of Career Technical Education; (i) the Office of the State Board of Education; and (j) the Department of Education. (Idaho Code Section 67‐5302)
CWI encourages public employees to seek employment with the College. Accordingly, in compliance with applicable law, CWI has adopted the following guidelines for the reinstatement or transfer of accrued but unused sick leave for employees who have left and then returned to CWI and employees who have left the employment of a state educational agency, a public school district or a public entity other than a state educational agency or public school district and are subsequently employed by CWI.
Employees who leave the employment of CWI and return to employment by CWI within three years of termination shall be credited with any unused sick leave accrued by the employee as of the date of termination, except to the extent that (i) the accrued but unused sick leave was transferred to a public school district or state educational agency on behalf of the employee; or (ii) the accrued but unused sick leave was otherwise utilized for any purpose provided by law (Idaho Code Section 67‐5333). Upon re‐employment by CWI, the accrual and use of sick leave shall be governed by applicable policies adopted by CWI.
Employees employed by CWI immediately after termination of employment with a state educational agency shall be credited with any unused sick leave accrued by the employee as of the date of termination. For purposes of this provision “immediately” shall mean that there has been no break in service between the employee’s employment with the state education agency and their employment by CWI. Upon employment by CWI, the accrual and use of sick leave shall be governed by applicable policies adopted by CWI. (Idaho Code Section 67‐53333A)
Employees of a public school district who are employed by CWI during the school year immediately following the year of termination of employment with the school district or within three school years immediately following the year of termination if the termination is due to a reduction in force, shall be credited with any unused sick leave accrued by the employee as of the date of termination. Upon employment by CWI, the accrual and use of sick leave shall be governed by applicable policies adopted by CWI. (Idaho Code 33‐1217)
Employees who leave the employment of a public entity other than a state educational agency or a public school district for employment by CWI shall not be credited with any unused sick leave accrued by the employee as of the date of the termination. (Idaho Code 67‐5333A)
The purpose of this policy is to establish CWI’s compensation program for CWI’s full-time faculty employees in accordance with state and federal law and CWI policy.
Applies to all full-time faculty employees at CWI.
Academic Year – For the purposes of this policy the Academic Year shall include the Fall and Spring Semesters as noted on the Academic Calendar in the CWI Catalog.
Additional Assignments – Responsibilities and assignments that are temporary and outside the Regular Duties of a faculty member. This work falls into one of the following categories:
Base Salary Period – Time period during which faculty is under obligation to the College for performing Regular Duties for which an employee is compensated with the employee’s base salary.
Faculty: Rank-eligible faculty who are contracted to teach in Academic Transfer or Career & Technical Education disciplines during the fall and spring semesters.
Faculty Contract – Document provided annually that outlines the responsibilities of faculty. All faculty contracts run from August 1 through July 31, but the obligated workdays vary by faculty type.
Faculty Coordinator: Rank-eligible faculty who are contracted to teach in Academic Transfer or Career and Technical Education disciplines during the fall and spring semesters and provide additional coordination duties.
Faculty Department Chair: Rank-eligible faculty who are contracted to teach a reduced load in Academic Transfer or Career and Technical Education disciplines during the fall and spring semesters and have additional supervisory and leadership duties.
Faculty Effort – the compensated time faculty members spend on college activities including teaching, Institutional Engagement, and Professional Development.
Independent Consulting and Outside Employment – Includes all professional services provided to or for a public or private entity that is not organizationally a part of the CWI. For work to count under this definition, the College is not party to any agreement, nor does it administer any related sponsored funding. Separate policies, HR 210 Outside Employment Policy and HR 270 and 280 Conflict of Interest, address these activities. Compensation in such circumstances is not considered in the IBS or as Supplemental Pay.
Institutional Base Salary (IBS): Annual compensation paid by CWI for an employee’s appointment of Regular Duties during the Base Salary Period regardless of: (i) fund source; or (ii) whether that employee’s time is spent on teaching, Institutional Engagement, or Professional Development. IBS excludes Independent Consulting and outside employment, supplemental pay compensation, bonuses and awards, honoraria, tuition reimbursements, and one-time payments.
Institutional Engagement: Meaningful contributions to the well-being of students, the College, and community through service-related projects, activities, and/or committee work that directly fulfill the mission of the CWI. Activities that fall into this service are noted in the Faculty Planning and Activity Reporting form (FPAR).
Intra‐College Consulting: Includes consulting and other professional services provided to, or for, organizational units within the administrative control of ĢƵ. Intra-college consulting, except in unusual situations, is a contractual obligation of the employee for which Supplemental Pay is not appropriate, with the exception noted in the policy below.
Periods Outside the Academic Year: Compensation for work performed by faculty members during periods not included in the Base Salary Period is allowable and will be at a rate not in excess of the IBS. Compensation for Periods Outside of the Academic Year is not considered Supplemental Pay.
Professional Development: Professional goals and development activities that have an impact on faculty performance, student success, or institutional stability. Activities that fall into this service are noted in the Faculty Planning and Activity Reporting form (FPAR).
Non-Teaching Duties: Duties included in Institutional Engagement and Professional Development, Non-Teaching Duties are included in the Regular Duties of faculty, generally approximating 25% of the full-time commitment.
Release Time: Time provided for projects other than teaching in place of the credit or contact hours typically assigned to a full-time faculty. Release Time is considered part of the Institutional Base Salary and additional compensation is not provided. Faculty responsibilities that require Release Time include, but are not limited to:
• Faculty Senate President (6 credits of Release Time in Fall and Spring Semesters – 12 total credits)
• Curriculum Committee Chair (6 credits of Release Time in Fall and Spring Semesters – 12 total credits)
• Faculty Senate Vice President (3 credits of Release Time in Fall and Spring Semesters – 6 total credits)
• Institutional Effectiveness Committee Representative (3 credits of Release Time in Fall OR Spring Semester – 3 total credits)
• Program Review Lead (3 credits of Release Time in Fall Semester – 3 total credits)
• Additional approved projects (credits vary)
Regular Duties: Responsibilities and assignments defined for an individual employee in a job description. Regular Duties consist of Teaching and Non-Teaching Duties as further outlined in the Faculty Handbook.
Supplemental Pay: Compensation paid to an employee when all the following criteria have been met:
1. It is payment in excess of the employee’s Institutional Base Salary;
2. It is paid in connection with Additional Assignments approved in accordance with the Procedures section
of this policy;
3. It is outside of the employee's job description;
4. Is paid from funds administered through the College payroll system; and
5. Services are rendered during the Base Salary Period.
Support and Teaching Faculty: Faculty who teach in the Math Solutions Center. Support and Teaching Faculty work under the administrative calendar, as outlined in their annual contracts. Support and Teaching Faculty are not rank-eligible and have different benefits as outlined in this and other policies.
Year-round Faculty: Rank-eligible faculty who are contracted to teach in Academic Transfer or Career and Technical Education disciplines and their base salary period includes the fall, spring, and summer semesters.
CWI recognizes the significant role that its workforce plays in fulfilling its mission. As an employer, CWI understands that maintaining a competitive compensation system is critical to its goal of delivering a quality educational experience. Thus, CWI strives to provide compensation for its employees to attract qualified applicants, retain employees committed to public service, and motivate employees to maintain the highest standards of performance. With such a goal in mind, CWI compensates employees in accordance with decisions by the Board of Trustees as budgets are set. Salary for any given position is subject to the annual budgetary process and as such may be subject to increase, reduction, or status quo maintenance for any time period. CWI’s Board of Trustees reserves the right to make budget adjustments, and consequently direct salary adjustments, during the budget year in order to manage cash flow or to deal with other circumstances that justify or require change in CWI’s expenditures.
CWI is committed to providing affordable access to quality teaching and learning opportunities for the residents of its service area. In fulfilling its mission, CWI strives to foster an environment that embraces respect for the worth of each employee and to pursue the same in its total rewards package that includes salary, benefits, policies, and procedures. CWI desires to attract, retain, and motivate employees through a total rewards system that is equitable internally, competitive externally, aligned with State guidance, and affordable within CWI’s budget. This total rewards package is guided by the principles outlined in HR-160 Compensation Policy.
Faculty create a professional development plan through the annual completion and review of the Faculty Planning and Activity Reporting (FPAR) form in accordance with accreditation expectations. Career & Technical Education (CTE) Faculty must create and maintain a professional development plan that meets requirements for the State Division of CTE. Funds are available, upon approval, to support these endeavors. Faculty participating in professional development requiring financial support submit a Professional Development Form for approval by the Department Chair and Dean, or their designees.
Faculty participating in an approved professional development activity outside of their Base Salary Period, are covered by CWI policies and processes including, but not limited to liability coverage, workmen’s compensation, and travel support. Time engaged in professional development activities outside of their Base Salary Period will not be compensated as time worked unless specifically approved by the dean, or their designee, in advance, for exceptional situations (simultaneous supervision of students and professional development at a national conference, for example). Upon approval, professional development requests may include opportunities during the Base Salary Period in which case faculty work with their supervisor to determine appropriate support for their students during the professional development activity.
A full-time faculty’s Institutional Base Salary may not exceed the maximum of the salary range of their job. If receiving an annual merit increase causes the employee’s Institutional Base Salary to exceed the maximum of the pay range, the employee will receive a one-time lump sum payment equaling the annualized total of their merit in excess of the salary range maximum on the second pay period in August.
Rank-eligible faculty at CWI are eligible for the following ranks:
Faculty advancement in rank is conferred through a process including faculty peer review and instructional administration review as noted in the Faculty Handbook.
The Provost, or their designee, works with Faculty Senate Leadership and President’s Cabinet to determine consistent and appropriate compensation within the resources available.
The distribution of effort amongst teaching, Institutional Engagement, and Professional Development may vary amongst faculty members and semesters. However, the distribution of effort should always balance the Institutional Engagement and Professional Development interests of individual faculty members with their responsibility to deliver credit instruction programs of high quality. This variation in the distribution of faculty effort is desirable because it allows optimization of faculty contributions to deliver high-quality programs.
Baseline professional expectations for all full-time, rank-eligible faculty members include teaching, Institutional Engagement, and Professional Development. Unless otherwise defined in school-specific Faculty Expectations documents, the standard teaching assignment is five, 3-credit courses per semester (15 contact hours), which is generally equivalent to 75% of the total faculty workload. The remaining workload is generally allotted to Institutional Engagement and Professional Development.
When an exception is needed, the alternate workload expectations are documented through the Special Projects Form. The Project Manager for Instruction records these alternate hours each term in the Teaching Appointment spreadsheet. Exceptions are managed under the following guidelines and may be compensated as Release Time or Supplemental Pay:
1. uniform application to all faculty members of the discipline;
2. joint development (by the faculty member and department chair) of the Special Projects Form that is then approved by the school dean and subject to review by the Provost; and
3. linkage of the Special Projects Form to the annual faculty evaluation.
Full-time faculty receive benefits as outlined in HR 180 Employee Benefits policy. Faculty receive two (2) personal days. Faculty Coordinators, Faculty Department Chairs, and Year-round Faculty receive three (3) personal days. Support and Teaching Faculty accrue vacation leave per pay period. Vacation leave is to be scheduled in advance and with consent of the responsible department supervisor. Vacation should be scheduled to provide the least disruption to the student learning experience.
All faculty are expected to maintain all teaching obligations during semesters in which they are teaching.
Compensation during the Base Salary Period for the performance of temporary Additional Assignments may be paid in excess of the Institutional Base Salary for all or part of that period if approval for compensation is obtained in accordance with this policy. The employee’s supervisor must ensure that any employee approved for Supplemental Pay continues to meet expectations in performance of their Regular Duties. In any event, the total amount of approved Supplemental Pay shall not exceed 30 percent (30%) of Faculty Effort above and beyond Regular Duties. (Example: Regular Duties may include 15 credits of teaching so Faculty Effort cannot exceed 21 credits of teaching in any semester.) Supplemental compensation by grants will also be limited by the grant award documentation.
A. Supplemental Pay for Teaching Overload: Pay for Overloads is covered in policy INST 160 Overloads – Exceptional Teaching Assignments.
B. Supplemental Pay from Special Projects: Compensation during the Base Salary Period for the performance of Special Projects under Additional Assignments approved by the Provost may be paid in excess of the Institutional Base Salary for all or par of that period if approval for compensation is obtained in accordance with the Procedures section of this policy. CWI’s office of Human Resources maintains the approval rats for common activities completed as Supplemental Pay. All other Supplemental Pay is compensated at the faculty’s IBS rate.
C. Work Not Considered Eligible for Supplemental Pay: The Assignments must be clearly in addition to the employee’s Regular Duties. Work normally conducted as part of the employee’s Regular Duties are not eligible for Supplemental Pay. Bonuses, one-time payments, and incentive pay are not classified as Supplemental Pay.
Prior to assuming Additional Assignments, excluding Overloads, Supplemental Pay requests must be:
1. Documented on a Special Project form;
2. Include clear expectations, deliverables, and accountability measures;
3. Identify an appropriate cost center and general ledger code which contains sufficient funds to cover the Supplemental Pay; AND
4. Be approved by the Provost, appropriate Vice-President, and/or designee. Approved Additional Assignments become stated expectations of work performed by the faculty and all processes and policies governing employee performance will be in effect during the Additional Assignment.
Compensation for grant-related projects is only allowed when:
• The prior approval of the CWI Grant office is obtained
• It is specifically provided for in the award document or provided in writing by the Program Manager of the sponsoring agency
• Time and Effort reporting is provided as required
CWI reserves the right to change general compensation for any reason deemed appropriate. Compensation may also be adjusted based upon job performance and the availability of funds to maintain a solvent CWI budget. Hours worked may be reduced or employees may be laid off as necessary to meet budgetary constraints or as workload changes.
To maximize the value and use of CWI’s Information Technology (IT) Resources consistent with applicable state and federal law and the policies of the Idaho Technology Authority (ITA), the Idaho State Board of Education (SBOE) and CWI.
Applies to all users of CWI’s IT Resources.
Information Technology (IT) Resources: An array of products and services that collect, transform, transmit, display, present, and otherwise make data into usable, meaningful and accessible information. IT Resources include but are not limited to: desktop computers, laptops, and tablet PC’s; handheld devices including but not limited to, cell phones; e-mail, voicemail, servers, central computers, and networks; cloud storage systems; network access systems including wireless systems; portable hard drives and databases; computer software; printers and FAX machines and lines; campus, classroom and office audio and visual display devices and switching, camcorders, televisions, physical media; telephone equipment and switches including local and long-distance services; satellite equipment and any other current or future IT resource adopted by CWI as new technologies are developed.
User: Anyone who uses CWI’s information technology resources, even if they have no responsibility for managing the resources. This includes students, faculty, staff, contractors, consultants, and temporary employees.
CWI’s IT Resources are provided to support CWI and its academic and service missions, CWI’s business and administrative functions, and its student and campus life activities. Use of CWI’s IT Resources must comply with state and federal laws and regulations and policies of the Idaho Technology Authority (ITA), the Idaho State Board of Education and CWI.
The primary purpose of CWI’s IT Resources is to conduct official CWI business. CWI employees may, however, use the Internet and electronic mail on occasion for individual purposes on their personal time as provided by applicable CWI policies and procedures.
The First Amendment rights of academic freedom and freedom of expression, including the responsibilities associated with those rights, apply to the use of CWI’s IT Resources.
Rights and responsibilities related to the use of CWI’s IT Resources are guided by this policy, CWI’s Respectful Community Policy, the Student Code of Conduct, other applicable CWI policies, the policies of the Idaho State Board of Education and Idaho Technology Authority (ITA) and other state and federal laws and regulations.
CWI, as a public institution of higher education, is subject to the public records laws of the state of Idaho. While some information may be exempt from disclosure, information or records stored on CWI’s IT Resources are generally presumed to be open for review and inspection and are subject to public disclosure requests and examination by CWI officials in order to determine if exemptions apply to prohibit disclosure. As such, CWI will examine and disclose information or records stored on CWI’s IT Resources as required by law. In addition, CWI may have a business necessity or reason to access and examine information, records, files, communications, and accounts of its employees or students, including but not limited to the investigation of substantiated complaints or other reliable evidence of misuse or violation of law or policy. Therefore, Users of CWI’s IT Resources should have a limited expectation of privacy in the use of such resources.
College IT Resources shall not be used for:
Users of College IT Resources shall not:
Suspected violations of this policy should be reported to the appropriate supervisor, department head, Dean, Vice President or IT.
Use of CWI’s IT Resources is a privilege, not a right, and abuse may result in the immediate removal of privileges pending final resolution.
Violation of any portion of this policy may result in corrective action. Whether a violation has occurred and the appropriate corrective action will be determined by the violator’s supervisor, department head, Dean, or Vice President. Incidents will be evaluated on a case by case basis and may result in one or more of the following:
To provide guidelines for the administration of CWI’s server environment.
Applies to CWI’s servers that house all software and applications utilized users.
Host: A server that is configured explicitly to run software that provides virtual servers for CWI’s server environment. Many hosts make up a cluster.
Server: A computer that is configured to provide services to other computers on the CWI network. These services include file sharing, printing, database access, email, authentication and applications utilized by staff, faculty and students. Servers can be physical machines or can be a virtual server on a special server called a host.
User: Anyone who uses CWI’s information technology resources, even if they have no responsibility for managing the resources. This includes students, faculty, staff, contractors, consultants, and temporary employees.
Information Technology (IT) will provide a robust server infrastructure for CWI for the purpose of providing services such as mission critical applications, printing, file shares, backups and software patching.
To support a reliable server infrastructure, all CWI Users shall conform to the guidelines detailed in this policy.
IT is responsible for every aspect of the server infrastructure which includes:
Access to the server infrastructure is limited to the Server Administration group at CWI. Administrative access will not be granted to any other party.
Server antivirus software is required for all servers connected to CWI’s infrastructure. Such software must be installed and running, and virus definitions kept up-to-date.
IT will maintain documentation of the server infrastructure data including:
All servers in the CWI server infrastructure will be regularly backed up. All backups will be regularly tested and verified.
To establish guidelines for CWI’s telephone and telecommunication services.
Applies to all users of CWI’s Telephone Services.
Telephone Services: CWI’s telephone lines, equipment, products, maintenance, and other related resources that assist employees and students in their telecommunications needs.
User: Anyone who uses CWI’s information technology resources, even if they have no responsibility for managing the resources. This includes students, faculty, staff, contractors, consultants, and temporary employees.
CWI provides Telephone Services based on cost-effective practices that also comply with government rules and regulations. This policy guides decisions that ensure quality service to CWI’s community in a cost effective manner.
CWI’s Information Technology Department is responsible to:
Generally, departments and users should use CWI Telephone Services for work-related purposes.
Misuse of CWI’s Telephone Services may be grounds for corrective action up to and including termination and/or suspension or expulsion in the case of a student. All users should be aware that the misuse of Telephone Services could also result in civil action and/or criminal prosecution.
To ensure compliance with applicable statutes, regulations and mandates relating to the use of software made available by CWI and to establish acceptable practices and responsibilities associated with the use of such software.
Applies to all users at CWI and to all software provided by CWI.
Electronic Technology Resources (“ETRs”): Desktop computers, laptop computers, tablets, cell phones, and handheld devices in which CWI has an ownership, lease, license, proprietary, managerial, administrative, maintenance, or other legal or equitable interest.
License: A type of proprietary or gratuitous license as well as a memorandum of contract between a producer and a user of the computer software that specifies the parameters of the permission granted by the producer to the user.
Software: Any and all computer software (licensed, freeware, shareware).
User: Anyone who uses CWI’s information technology resources, even if they have no responsibility for managing the resources. This includes students, faculty, staff, contractors, consultants, and temporary employees.
CWI provides users with access to a wide variety of Software. This Software is a valuable resource provided for the limited purposes of advancing, enhancing and promoting the business and educational opportunities made available by CWI. This policy sets forth guidelines regarding the use of such Software and establishes acceptable practices and responsibilities associated with the use of such Software. CWI prohibits the improper or illegal use of Software by Users
Software, sent, received, or stored on CWI’s ETRs is the sole and exclusive property of the granted license owner.
All Software is protected under United States copyright law from the time of its creation. CWI has licensed copies of Software from a variety of producers to help fulfill its mission. Unless otherwise provided in the Software license, duplication of copyrighted Software, except for backup and archival purposes, is a violation of applicable laws and this policy.
CWI may track Software usage at any time for any reason. All CWI-owned applications, including Blackboard, are filtered, monitored and logged for, among other things, content, sites visited, patterns of activity, routing information, and duration of use. Accordingly, no User has (or should expect to have) any right of privacy or confidentiality with respect to the use of CWI’s Software. Whether for the purpose of managing those resources and traffic flow, assuring system security, verifying and ensuring compliance with CWI policies or applicable law, or for any other reason, CWI expressly reserves the right (from time-to-time or at any time) to intercept, divert, discard, access or review any Internet connection, other electronic communications or Software stored on CWI’s ETRs.
CWI also reserves the right to disclose to other persons or otherwise use the contents of any Software for any of the foregoing purposes, as well as for the purposes of complying with or assisting law enforcement officials or legal authorities who may, by subpoena, search warrant or otherwise, seek review of communications, or for the purpose of litigation or other legal proceedings.
As a political subdivision of the state of Idaho, CWI is subject to the Idaho Public Records Act. Except as specifically provided therein, the Idaho Public Records Act expressly denies to CWI employees any expectation of privacy in their use of CWI’s ETRs. Users should be aware that their use of ETRs may be subject to the public’s right to inspect and copy records, as that term is defined by Idaho law, of Software installed on CWI’s ETRs.
Users shall, as an express condition of their use, comply with the following standards of conduct with respect to the use of CWI Software:
CWI’s Chief Information Officer is responsible for enforcement of this policy. All Users of Software are required to report any violations of this policy to the Chief Information Officer.
CWI makes no warranties of any kind, either express or implied, that the functions of the Software will be error free or without defect. CWI is not responsible for any damage Users may suffer, including but not limited to, loss of data or interruptions of service. CWI is also not responsible for the accuracy or the quality of the information obtained through or stored on the system. CWI is not responsible for any financial obligations arising from the unauthorized use of Software.
Any violation of this policy may result in corrective action up to and including termination of employment and/or suspension or expulsion in the case of a student. Additionally, Users are subject to loss of Software privileges and, in appropriate cases, civil and/or criminal prosecution.
To state the requirements for remote access to computing resources hosted at CWI using Virtual Private Network (VPN) technology.
Applies to all CWI Users.
Information Technology (IT) Resources: An array of products and services that collect, transform, transmit, display, present, and otherwise make data into usable, meaningful and accessible information. IT Resources include but are not limited to: desktop computers, laptops, and tablet PC’s; handheld devices including but not limited to, cell phones; e-mail, voicemail, servers, central computers, and networks; cloud storage systems; network access systems including wireless systems; portable hard drives and databases; computer software; printers and FAX machines and lines; campus, classroom and office audio and visual display devices and switching, camcorders, televisions, physical media; telephone equipment and switches including local and long-distance services; satellite equipment and any other current or future IT resource adopted by CWI as new technologies are developed.
Remote Access: Access to IT Resources from an electronic or other device not directly connected to the CWI wired or wireless networks, but not including accesses to such IT Resources where Remote Access is considered a primary function and normative use. For example, use of a Web browser to remotely access a CWI Web page is not covered by this policy.
Remote User: One who uses an electronic or other device for Remote Access.
User: Anyone who uses CWI’s information technology resources, even if they have no responsibility for managing the resources. This includes students, faculty, staff, contractors, consultants, and temporary employees.
Virtual Private Network (VPN): a secured private network connection built on top of a public network. A VPN provides a secure encrypted connection or tunnel over the Internet between a CWI individual computer and a private network. VPN allows members of CWI to securely access CWI network resources as if they were on campus.
Remote Access to CWI’s IT Resources must be accomplished in a manner that furthers CWI’s mission while preventing unauthorized use of those resources. This policy is designed to ensure that CWI’s IT Resources are used for the purposes for which they are intended. Accordingly, CWI prohibits illegal or unauthorized Remote Access to CWI’s IT Resources. Only authorized CWI employees may utilize CWI’s VPN for Remote Access.
In order to connect to the VPN it is necessary for Remote Users to install the approved Cisco Anyconnect Software on a laptop provided by CWI (software URL will be provided). Remote Users will need a connection to the Internet from their off-campus location. CWI does not provide Remote Users with an Internet connection, their Internet Service Provider does.
CWI’s Chief Information Officer is responsible for enforcement of this policy.
Any violation of this policy may result in corrective action up to and including termination of employment and/or suspension or expulsion in the event of a student. Additionally, Users who violate this policy may be subject to loss of software privileges, civil action and criminal prosecution.
The purpose of this policy is to provide for a uniform and systematic method for providing IT services required by CWI.
Applies to all Users who access CWI’s IT Resources.
Information Technology (IT) Resources: An array of products and services that collect, transform, transmit, display, present, and otherwise make data into usable, meaningful and accessible information. IT Resources include but are not limited to: desktop computers, laptops, and tablet PC’s; handheld devices including but not limited to, cell phones; e-mail, voicemail, servers, central computers, and networks; cloud storage systems; network access systems including wireless systems; portable hard drives and databases; computer software; printers and FAX machines and lines; campus, classroom and office audio and visual display devices and switching, camcorders, televisions, physical media; telephone equipment and switches including local and long-distance services; satellite equipment and any other current or future IT resource adopted by CWI as new technologies are developed.
User: Anyone who uses CWI’s information technology resources, even if they have no responsibility for managing the resources. This includes students, faculty, staff, contractors, consultants, and temporary employees.
CWI provides Information Technology Resources through a Centralized IT model. All departments and users are required to utilize CWI’s centralized IT department for all IT needs. Benefits of this model include:
CWI’s centralized IT organization provides all IT services to CWI. These services include, but are not limited to:
Any violation of this policy may result in corrective action up to and including termination of employment and/or suspension or expulsion in the case of a student.
To provide a reliable computing device platform which will enhance the workflow and productivity of the CWI community.
Computing device standards apply to all departments, units and offices of CWI. These computing device standards apply only to the “business” functions of CWI, not the “scholarship” functions (i.e., e-mail, calendaring, strategic planning and budgeting fall within the scope of this policy, but not the hardware and software in teaching and research labs).
User: Anyone who uses CWI’s information technology resources, even if they have no responsibility for managing the resources. This includes students, faculty, staff, contractors, consultants, and temporary employees.
CWI strives to provide a reliable computing device platform in which end users have confidence and which will enhance the workflow and productivity of the college community. Accordingly, CWI has adopted the following standards for the purpose of providing high quality service and support. These standards will lead to high quality service and support. If a department or unit needs other desktop products to provide for the scholarship or special needs of that department, then it is important to devote the resources needed to guarantee assistance for users of those products. These standards are set forth to provide consistency, support and the exchange of information as well as access to, and use of, the College’s business systems. In addition, these standards allow for compatibility and thorough, consistent support from the IT Department, co-workers, and vendors. They ensure that information can be distributed in a format and manner that the College community can read, use, and understand, thus promoting a productive working and education environment. A process for exceptions provides for specialized needs.
Responsibility for these standards belongs to CWI’s Chief Information Officer (CIO). Standards will be periodically evaluated and reviewed. Hardware and software, including groupware applications such as virtual whiteboard, distance learning, hosted storage, and collaborative computing will be examined on a regular basis. The Enterprise Technology Advisory Committee and Academic Technology Advisory Committee (standing committees with representation from all areas of CWI) will make recommendations on additions, deletions and/or modifications to these standards. This committee will review the current standards on a regularly scheduled basis. Others wishing to make recommendations may make them directly to the CIO.
A list of supported products will be updated regularly and be made available to the CWI community on the web.
For purposes of this policy, “full support” means that support from the product vendor is still available. Further, assuming that the product is fully compatible with campus administrative systems, IT staff members are fully product knowledgeable and documentation is available. For fully supported products, Users may expect problem resolution, user seminars may be offered, and product consultation may be arranged.
For purposes of this policy, “partial support” means the product may or may not be supported by the vendor, the product may not be fully compatible with campus administrative systems or specific known compatibility issues exist, and product documentation and user training is not available. Under these circumstances IT staff will provide a best effort to support the product.
Microsoft Office is supported for its compatibility with the campus administrative systems. The campus administrative systems dictate which versions of Office are covered by full support. All versions of Office will be supported throughout .
Users should remember that the Web is an extremely valuable way to distribute information, especially in a commuter institution like CWI. It is often preferable to the distribution of paper. Users should consider options for paperless distribution over printed distribution.
Microsoft Outlook is the fully supported college standard, which provides a collaborative environment for our campus community.
The following web browsers are supported:
The browsers and the different versions are supported throughout the browser’s (and specific version’s) life cycle. The campus administrative systems dictate which browsers are installed on CWI computers and covered by full support.
If required to perform his/her job duties, a User will be provided with a single computing device, a desktop or laptop. Exceptions require presidential approval.
The Operating System installed on the computer will be fully supported within the manufacturer’s support product life cycle or end of life statements. The campus administrative systems dictate the rate at which new Operating System versions can be introduced to campus Microsoft Windows. Life cycle information can be found at .
Windows-based computers will be fully supported for four (4) years after the purchase date. After four (4) years the computer will be partially supported. If a computer requires more than $300 dollars of repairs and/or upgrades, a replacement should be considered instead of the repair.
Information Technology will only support licensed versions of software, as set forth in CWI’s Software policy.
Laptop computers have become a good, practical, business purchase. Rugged laptops may be appropriate for Users who move around the institution, travel, or attend frequent meetings. The appropriate choice is encouraged. On the other hand, desktop machines should be purchased for Users who work mainly in their offices.
Mobile devices can be an appropriate choice for the on-the-go User and may be provided on a case-by-case basis with presidential approval. The appropriate device allows the User to stay in contact with the office, organize daily tasks, and carry important information electronically such as contacts or documents.
Mobile “information consumption” devices, such as the iPad, may be practical business purchases in limited instances. Administration staff and those employees who travel extensively and participate in many meetings may be assigned an iPad or other device in addition to their primary computing device. Obtaining such a device requires presidential approval.
Surge protectors, not to be confused with power strips, are to be acquired and used with all computing equipment (PCs, printers, FAX machines, etc.).
Backups are an important part of computing. Lost or corrupted data means the re-entering of data and/or the possibility of data that can never be recovered. Thus, all business, academic and other College-owned work and documents are to be stored on the Users’ personal network drive (H:\) or a network drive (i.e. I:\). This ensures that information is appropriately backed up, should a hard drive fail.
Critical data must be stored on a file server where backups are performed automatically. Employees should check with the network administrator to determine what backups are performed. More information on server backups can be found in CWI’s Server Administration policy.
Storing data on local drives is not recommended and the safety of such data is the responsibility of the assigned User of the computer. All files created or revised each day should be backed up if they are stored on a local drive.
The following table outlines the data classification and proper handling of CWI data.
| Data Classification | Cloud Storage | Network Drive | Local Storage |
|---|---|---|---|
| CWI Protected | Not Allowed | Allowed No special requirements, subject to any applicable laws | Not allowed |
| CWI Sensitive | Allowed, but not advised Requires CIO approval | Allowed No special requirements, subject to any applicable laws | Allowed, but not advised Requires dept. manager approval |
| CWI Public | Allowed No special requirements | Allowed No special requirements | Allowed No special requirements |
Any department or office that requires an exception to these standards should submit such a request in writing to the CIO. The request should state the following:
The User must commit funding and other appropriate resources to providing hardware and software support for the exception. Only CWI’s CIO and Vice President of Finance and Administration (VPFA) can authorize an exception to these standards.
To set forth guidelines for Internet access and usage at CWI.
Applies to all Users who access CWI’s Internet resources.
Information Technology (IT) Resources: An array of products and services that collect, transform, transmit, display, present, and otherwise make data into usable, meaningful and accessible information. IT Resources include but are not limited to: desktop computers, laptops, and tablet PC’s; handheld devices including but not limited to, cell phones; e-mail, voicemail, servers, central computers, and networks; cloud storage systems; network access systems including wireless systems; portable hard drives and databases; computer software; printers and FAX machines and lines; campus, classroom and office audio and visual display devices and switching, camcorders, televisions, physical media; telephone equipment and switches including local and long-distance services; satellite equipment and any other current or future IT resource adopted by CWI as new technologies are developed.
User: Anyone who uses CWI’s information technology resources, even if they have no responsibility for managing the resources. This includes students, faculty, staff, contractors, consultants, and temporary employees.
CWI provides Internet access in order to enhance the student’s learning, efficiency and productivity with guidance from employees. It also is provided to faculty and staff for the purpose of performing their jobs. This technology allows Users to access resources beyond the boundaries of CWI’s physical campus. While the internet offers a wealth of material that is personally, culturally, and professionally enriching to Users of all ages, it also enables access to some material that may be inaccurate, offensive or disturbing to others, or illegal under state or federal law. CWI cannot police the global network and takes no responsibility for its content. The operation of the Internet relies heavily on the proper conduct of the Users who must adhere to the guidelines in this policy, as well as applicable law.
These guidelines apply to the use of CWI IT Resources to access information on the Internet and to the use of CWI IT Resources to provide information to other Internet users. Internet access is a privilege, not a right. CWI prohibits the improper or illegal use of Internet privileges by Users. Violations of the law may result in legal action. Any User violating this policy is likewise subject to loss of access privileges and other appropriate disciplinary actions.
CWI makes no warranties of any kind, whether express or implied, for the Internet service it is providing. CWI is not responsible for any monetary or non-monetary damages a User may suffer, including loss of data, nor is it responsible for the accuracy or quality of information obtained through its Internet resources.
Any User found in violation of this policy may have the privilege of using all CWI IT Resources revoked. CWI’s Chief Information Officer will make the final determination as to what constitutes unacceptable Internet use; his/her decision is final.
CWI students may report violations of this policy to an appropriate department head, Dean or Vice President, the Chief Information Officer or, if appropriate, the Title IX Coordinator. Possible sanctions include deletion of material or direct links to other locations on the Internet, loss of IT Resource privileges, and further corrective action as provided by CWI policy.
Employees may report violations of this policy to their immediate supervisor, an appropriate department head, Dean or Vice President, the Chief Information Officer or, if appropriate, the Title IX Coordinator. Possible sanctions include deletion of material or direct links to other locations on the Internet, loss of IT Resource privileges and further corrective action.
To classify data and establish minimum standards and guidelines to protect against accidental or intentional damage or loss of data, interruption of CWI business, or the compromise of confidential information.
Applies to all users with access to (a) confidential information through CWI or its affiliates or (b) college information resources, including those used by CWI under license, contract, or other affiliation agreement.
Access: Any personal inspection or review of the confidential information or a copy of the confidential information, or an oral or written account of such information.
Confidential Information: Information identified by applicable laws, regulations, or policies as personal information, individually identifiable health information, education records, personally identifiable information, non-public personal data, confidential personal information, or sensitive scientific or sponsored project information. Confidential information includes but is not limited to any information that identifies or describes an individual such as a social security number, physical description, home address, non-business telephone numbers, ethnicity, gender, signature, passport number, bank account or credit card numbers, expiration dates, security codes, passwords, educational information, medical or employment history, driver’s license number, or date of birth. It also includes electronic data that includes an individual’s first name or first initial and last name in combination with one or more of the following data elements, when either the name or data elements are not encrypted: 1) social security number; 2) driver’s license or state identification card number; 3) student or employee identification number; or 4) credit card number in combination with any required security code, access code, password, or expiration number that would permit access to an individual’s financial account.
Confidential information does not include any information knowingly and voluntarily made publicly available by the owner of such information, such as information voluntarily listed in college or other public directories. Custodian: Member of the CWI community having primary responsibility for gathering, inputting, storing, managing, or disposing of confidential information. One becomes a custodian either by designation or by virtue of having acquired, developed, or created information resources for which no other party has stewardship. For example, for purposes of this policy, librarians have custody of library catalogs and related records, faculty have custody of their research and course materials, students have custody of their own work, and any individual who accepts a credit card number in the course of conducting CWI business is the custodian of that information. The term does not necessarily imply legal ownership.
Data: Information generated in the course of official CWI business. Information that is personal to the operator of a system and stored on a college IT resource as a result of incidental personal use is not considered CWI data.
Disclosure: To permit access to or release, transfer, disseminate, or otherwise communicate any part of information by any means, including but not limited to orally, in writing, or by electronic means to any person or entity.
Incident: A potentially reportable incident that may include, but is not limited to, the following:
Individually Identifiable Health Information: Any information, including demographics, collected from an individual that is created or received by a health care provider, health plan, employer, or health care clearinghouse relating to the past, present or future physical or mental health or condition of an individual and identifies the individual, or information which can reasonably be expected to identify the individual.
Information Resources: Includes information in any form and recorded on any media, and all computer and communications equipment and software.
Information Security Officer (ISO) – The individual or individuals responsible for protecting confidential information in the custody of CWI; the security of the equipment and/or repository where this information is processed and/or maintained and the related privacy rights of college students, faculty and staff concerning this information. An ISO has primary responsibility for oversight of information security, networks and systems, and working in cooperation with IT and Human Resource (HR) to educate the CWI community about security responsibilities.
Information Service Provider (Service Providers): A person or entity, including CWI departments, individuals, and ancillary organizations, that receives, maintains, processes or otherwise is permitted to access confidential information through its provision of services directly to CWI who manages significant information resources and systems for the purpose of making those resources available to others. This includes the Office of Information Technology, the Alumni Association, Registrar, and Financial Aid, as well as other entities that operate at a division, department, or sub-department level.
Information Technology (IT) Resources: An array of products and services that collect, transform, transmit, display, present, and otherwise make data into usable, meaningful and accessible information. IT Resources include but are not limited to: desktop computers, laptops, and tablet PC’s; handheld devices including but not limited to, cell phones; e-mail, voicemail, servers, central computers, and networks; cloud storage systems; network access systems including wireless systems; portable hard drives and databases; computer software; printers and FAX machines and lines; campus, classroom and office audio and visual display devices and switching, camcorders, televisions, physical media; telephone equipment and switches including local and long-distance services; satellite equipment and any other current or future IT resource adopted by CWI as new technologies are developed.
Level One Data: Private information that must be protected by law or industry regulation. This information is considered highly sensitive (“HS”).
Level Two Data: Information that should be protected. This information is considered moderately sensitive (“MS”).
Level Three Data: Publicly available information. This information is considered non-sensitive (“NS”).
Managers: Members of the CWI community who have management or supervisory responsibilities, including deans, department chairs, directors, department heads, group leaders, supervisors and faculty who supervise teaching or research assistants.
Minimum Security Standards (“MSS”): Required configuration standards, maintained by the Office of Information Technology, that increase the security of systems (servers, workstations, mobile devices) and help safeguard CWI’s information technology resources and data.
Protected Health Information (“PHI”): Individually identifiable health information that is maintained in any medium or transmitted or maintained in any other form. PHI excludes individually identifiable health information in education records covered by the Family Educational Rights and Privacy Act (FERPA), and records held by a covered entity in its role as an employer.
User: Anyone who uses CWI’s information resources, even if they have no responsibility for managing the resources. This includes students, faculty, staff, contractors, consultants, and temporary employees.
This policy creates an environment that will help protect all members of the CWI community from information security threats that could compromise privacy, productivity, reputation, or intellectual property rights. CWI recognizes the vital role data and information plays in its educational and research missions, and the importance of taking the necessary steps to protect information in all forms.
Given the large amounts of data and information generated by CWI employees and students, it is important everyone is familiar with the provisions of this policy. As more information is used and shared by students, faculty and staff, both within and outside CWI, an associated effort must be made to protect information resources from threats by establishing responsibilities, guidelines, and practices that will help CWI prevent, deter, detect, respond to and recover from compromises to these resources. All CWI data must be subject to some protective measures. This policy classifies CWI data into categories in order to apply appropriate protective security measures.
Users are responsible for protecting the information resources to which they have access. Their responsibilities cover both computerized and non-computerized information and information technology devices they use or possess, including but not limited to paper, reports, books, film, microfiche, microfilms, recordings, computers, PDAs, disks, jump drives/memory sticks, printers, phones, and fax machines. Users must follow the information security practices set by the ISO, as well as any additional departmental or other applicable information security practices.
To define the responsibilities, guidelines, and terms of use for user owned mobile devices configured for CWI data use and that can access CWI’s electronic resources.
This policy applies to all users who utilize either CWI-owned or personally-owned Mobile Devices to access, store, back up, relocate or access any CWI resources or information.
College Computing Resources: Computer hardware, software, data and network resources used and/or provided by CWI, including applications, intranet web access and CWI email/calendar/contacts.
Device Management: Management, security, and monitoring of all Mobile Devices that have access to College Computing Resources.
Mobile Device: Employee provided smartphone, tablet or laptop to be used to perform CWI-related work or educational activities.
User: Anyone who uses CWI’s information technology resources, even if they have no responsibility for managing the resources. This includes students, faculty, staff, contractors, consultants, and temporary employees.
CWI’s IT resources are provided to support CWI and its academic and service missions, its business and administrative function, and its student and campus life activities. CWI takes every precaution to protect the integrity and confidentiality of data that resides within CWI’s technology infrastructure. This policy is intended to prevent this data from being deliberately or inadvertently stored insecurely on a mobile device or transferred over an insecure network where it can potentially be compromised. A breach of this type could result in loss of information, damage to critical applications, financial loss, and damage to CWI’s public image. Users who bring personal devices to campus and use CWI’s IT resources must comply with state and federal laws and regulations, the guidelines in this policy, executive orders and policies of the Idaho Technology Authority (ITA) and the Idaho State Board of Education, and any other applicable CWI policies. Access to CWI resources and information is a privilege, not a right. Consequently, users are not automatically guaranteed the initial or ongoing ability to use these devices to gain access to CWI networks and information.
Jailbroken Apple iOS devices, rooted Android devices, and other similar devices pose a risk to CWI data contained within the secure communications app. Therefore, CWI will disable or remove CWI data access on Mobile Devices determined to be jailbroken or rooted.
To provide a framework for the procurement of all IT hardware, software, and any externally-hosted systems or software for CWI.
Applies to the procurement of all IT hardware, software and any externally-hosted systems or software.
User: Anyone who uses CWI’s information technology resources, even if they have no responsibility for managing the resources. This includes students, faculty, staff, contractors, consultants, and temporary employees.
CWI has established standards for desktop software, operating systems, computer networks and computer hardware and peripherals. This standardization is essential as it allows CWI’s IT Department to provide quality service. The main benefits are:
The IT Department is the sole authority for placing orders for IT software and hardware on behalf of CWI regardless of the source of funding. All IT-related purchases must have full approval and authorization prior to requisitioning. All IT-related hardware and software will be specified by IT. Hardware and software cannot be purchased without approval by IT. All equipment or software purchase requests, whether as individual items or as part of a larger project, must be sent to IT which will process the request pursuant to this policy.
External IT Services include: hosting of software, accessing third party software (except via the internet), maintenance/support services and any other third party supplied IT related service.
To ensure secure, reliable and accountable use of mobile computing and storage devices containing CWI data by establishing unified management of and formally assigning roles and responsibilities with respect to the use of such devices.
Applies to all mobile computing and storage devices used by CWI’s users in the performance of their duties and to all CWI data when accessed through, or stored on, mobile computing and storage devices, regardless of the device’s ownership.
Mobile Computing Devices: Small devices intended primarily for the access to or processing of data, which can be easily carried by a single person and provide persistent storage. Current examples include, but are not limited to, laptop, notebook, netbook and similar portable personal computers, as wells as smartphones and PDAs (Android, Blackberry, iPhone, and others).
Mobile Storage Devices: Media that can be easily carried by a single person and provide persistent storage. Current examples include, but are not limited to, magnetic storage devices (diskettes, tapes, USB hard drives), optical storage devices (CDs, DVDs, magneto-optical disks), memory storage devices (SD cards, thumb drives), and portable devices that make nonvolatile storage available for user files (cameras, MP3 and other music players, audio recorders, smart watches, and cell phones).
Restricted Data: Data in any format collected, developed, maintained or managed by or on behalf of CWI, or within the scope of CWI activities that are subject to specific protections under federal or state law or regulations or under applicable contracts. Examples include, but are not limited to, medical records, social security numbers, credit card numbers, drivers licenses, non-directory student records, research protocols and export controlled technical data.
User: Anyone who uses CWI’s information technology resources, even if they have no responsibility for managing the resources. This includes students, faculty, staff, contractors, consultants, and temporary employees.
CWI is committed to and encourages an open and collaborative environment through the use of mobile devices to facilitate interaction among Users. However, mobile computing devices and mobile storage devices that connect to CWI’s servers or contain CWI Restricted Data can be a substantial security risk for CWI. To reduce that risk, CWI has adopted the following guidelines.
To provide ownership, allowable use, privacy, and retention guidelines for all Users of CWI E-mail Facilities.
Applies to all students, faculty, staff, contractors, consultants, temporary employees, guests, volunteers and all other entities or individuals with access to electronic mail (e-mail) provided by CWI.
CWI E-mail Facilities: Includes all facilities, technology, information resources, and computing and electronic communication devices, hardware, software, and services required to accomplish the processing, storage, transmission, and communication of electronic mail, whether individually controlled or shared, stand-alone, or networked.
Electronic mail (E-mail): a message distributed by electronic means from one User to one or more recipients via a network.
Official CWI E-mail Account: Account with e-mail address of the form @cwi.edu or @my.cwi.edu. An Official CWI E-mail Account is provided to faculty, staff, students, and other individuals granted e-mail privileges at CWI.
User: Anyone who uses CWI’s information technology resources, even if they have no responsibility for managing the resources. This includes students, faculty, staff, contractors, consultants, and temporary employees.
CWI provides CWI E-mail Facilities that enable electronic mail (e-mail) communication by Users. The use of CWI Email Facilities is expected and encouraged to facilitate the exchange of useful information in support of CWI’s mission. Members of the CWI community are expected to use CWI E-mail Facilities in a responsible and ethical manner.
CWI E-mail Facilities are owned by and the property of CWI. E-mail is an official means for communication at CWI. Therefore, CWI has the right to send communications to Users via Official CWI E-mail Accounts and the right to expect that those communications will be received and read by Users in a timely fashion. CWI reserves the right to operate its E-mail Facilities as needed for its educational and administrative services.
CWI E-mail Facilities are provided for activities and associated administrative functions supporting CWI’s mission. Any use of CWI E-mail Facilities should be related to CWI business, including academic pursuits. The use of CWI Email Facilities for teaching and learning is encouraged. Incidental and occasional personal use of CWI E-mail Facilities may occur when such use does not increase costs for CWI or interfere with CWI’s mission or operations. Such incidental use is subject to the provisions of this policy.
Users of CWI E-mail Facilities may redirect communications from an Official CWI E-mail Account to another e-mail address but will retain the responsibility to monitor official communications. Any User who forwards his/her CWI e-mail to another e-mail address expressly assumes all responsibility for delivery beyond the @cwi.edu or @my.cwi.edu domains. CWI is not responsible for forwarded e-mail from other e-mail systems.
CWI Email Facilities shall be used in an ethical and responsible manner. The following are prohibited uses of CWI Email Facilities:
While CWI respects the privacy of Users and does not wish to inspect or monitor the use of CWI E-mail Facilities routinely or to be the arbiter of message content, Users should not have any expectation of privacy or confidentiality as to any e-mails sent or received using CWI E-mail Facilities or an Official CWI E-mail Account. As a public institution of higher education, CWI is subject to the public records laws of the state of Idaho. Any e-mail sent by Users at CWI may be considered a public record subject to public disclosure as required by law. Use of private email in any manner for CWI-related purposes may cause that e-mail account to be subject to public records laws.
CWI reserves the right to access messages and data stored on or transmitted using CWI E-mail Facilities or Official CWI E-mail Accounts at any time for purposes including but not limited to:
The nature of e-mail messages makes them difficult to rely upon as a permanent record. E-mail communications at CWI are not considered to be “record copies” and are transitory, held for convenience, and may be deleted. Users should be aware that messages may or may not be permanent. Also, the confidentiality of any message should not be assumed. Even when a message is deleted, it may be possible to retrieve and read that message. CWI reserves the right to review and retrieve e-mail communications for all lawful purposes. In addition, CWI may be required to put a hold on certain e-mail communications to prevent their deletion. Affected Users will be advised of any such hold.
Any violation of this policy may result in corrective action up to and including termination of employment and/or suspension or expulsion in the case of a student.
To provide the standards for the establishment of CWI’s networking infrastructure.
Applies to CWI’s networking infrastructure in all buildings owned and/or operated by CWI, CWI’s networking infrastructure that provides connectivity between all CWI buildings, and any vendors used in support of the infrastructure.
Data Center: The infrastructure provided by a third party to house mission critical applications and hardware. This infrastructure is for facilities leased by CWI and should always be in a facility or building not owned or operated by CWI. The Data Center provides high availability for power and carrier access to be able to provide redundant and highly available infrastructure for CWI’s mission critical applications.
Independent Distribution Facility (IDF): The IDF is the Telco room in a building that contains the switching and cabling termination points for a LAN. There can be multiple IDF’s in one building. A Data Center cannot reside in an IDF.
Information Technology (IT) Resources: An array of products and services that collect, transform, transmit, display, present, and otherwise make data into usable, meaningful and accessible information. IT Resources include but are not limited to: desktop computers, laptops, and tablet PC’s; handheld devices including but not limited to, cell phones; e-mail, voicemail, servers, central computers, and networks; cloud storage systems; network access systems including wireless systems; portable hard drives and databases; computer software; printers and FAX machines and lines; campus, classroom and office audio and visual display devices and switching, camcorders, televisions, physical media; telephone equipment and switches including local and long-distance services; satellite equipment and any other current or future IT resource adopted by CWI as new technologies are developed.
Local Area Network (LAN): The infrastructure used to provide connectivity within a single building or portion of a building owned and/or operated by CWI. This can be physical infrastructure, such as cabling or switches, or can be a wireless network.
Main Distribution Facility (MDF): The MDF is the Telco room that houses the network core for a particular building and is the focal point for the WAN entering the building and the LAN servicing the building. The Data Center would be considered an MDF.
Telecommunications Rooms (Telco): The secure room that houses the electronics and network cabling for the LAN at each building. Telco rooms can be centrally located, or can be dispersed throughout a building depending on the layout of the building. Multiple floor buildings will typically have an MDF and several IDF rooms. The WAN connection for a building will be in the MDF. IDFs will typically only have switching and cabling for the LAN in a particular section of a building.
User: Anyone who uses CWI’s IT Resources, even if they have no responsibility for managing the resources. This includes students, faculty, staff, contractors, consultants, and temporary employees.
Wide Area Network (WAN): The infrastructure used to provide connectivity between all of the buildings owned and operated by CWI. This can be a mix of several technologies and is usually provided by or leased from a third party or carrier.
CWI supports centralized network services to offer the most advanced technology available while ensuring stable and reliable services are maintained for the benefit of the CWI community. These standards are subject to change based on newly available technology, changes in the makeup of the CWI footprint and any change in the direction of technology support.
To provide support for academics and the business of CWI by keeping software utilized by CWI up to date and patched with the most current updates as approved for deployment on the CWI network.
Applies to all software on all servers and workstations utilized by users.
User: Anyone who uses CWI’s information technology resources, even if they have no responsibility for managing the resources. This includes students, faculty, staff, contractors, consultants, and temporary employees.
Software is utilized on all servers and workstations to provide the applications utilized by users for academics and the day to day activities of CWI and for the systems that support the business critical applications. Updates to this software are provided by manufacturers to address known issues and security flaws. The software is released periodically and CWI’s IT Department will review the provided updates and plan appropriately for the installation of approved patches.
To confirm CWI’s adherence to principles of academic freedom and to encourage an educational environment that
supports independent thinking and open dissemination of knowledge.
All faculty at CWI.
CWI encourages an environment that supports independent thinking and open dissemination of knowledge. Thus, CWI takes responsibility to protect faculty and students from inappropriate influences or pressures. Academic freedom is essential to protect the rights of the faculty member in teaching and the student in learning.
Academic freedom carries with it responsibilities as well as rights. Those with teaching responsibilities are expected to present scholarship objectively and fairly. They are to reveal sources of intellectual property and identify personal opinions when they voice them. Membership in the academic community imposes on administrators, faculty members, other institutional employees, and students an obligation to respect the dignity of others, to acknowledge the right of others to express differing opinions, and to foster and defend intellectual honesty, freedom of inquiry and instruction, and free expression on and off the CWI campus.
Each CWI faculty member is a citizen, a member of a learned profession, and a representative of CWI. When speaking or writing as a citizen, the faculty member should be free from institutional censorship or discipline. However, as a member of the academic community and a representative of CWI, the faculty member should at all times be accurate, exercise appropriate restraint, show respect for the opinions of others, and make every effort to indicate that he or she is not an official spokesperson for CWI. Furthermore, each faculty member must refrain from using institutional resources to further his or her interests or activities which are not a part of his/her assigned responsibilities to the institution.
To provide for the establishment of a process for developing academic standards for students at CWI.
Applies to all students at CWI.
The President shall cause to be established procedures defining academic standards which shall address grading practices, academic record symbols, grade point average, Prior Learning Assessment, probation, suspension, renewal, course repetition, limits on remedial course work, and grade changes. The CWI catalog will publish this information.
This policy establishes CWI’s compensation program for CWI’s adjunct faculty employees in accordance with state and federal law and CWI policy.
Applies to part-time non-benefited faculty
Letter of Teaching Appointment (LTA): The agreement signed by an Adjunct Faculty that governs the responsibilities and expectations for the identified semester or session.
LTA Period: Time period during which faculty is under obligation to the College through an LTA.
Type of Course: Per the CWI College Catalog, course types are lecture, lab A, and lab B.
Adjunct Faculty provide essential services to CWI and its students. This policy seeks to ensure that the employment of Adjunct Faculty is uniform and compliant with state and federal laws.
Like full-time faculty, Adjunct Faculty have the right to apply for Professional Development support and to access professional development opportunities through CWI’s Center for Teaching and Learning. Faculty participating in professional development requiring financial support submit a Professional Development Form for approval by the Department Chair and Dean, or their designees.
Adjunct Faculty participating in an approved professional development activity outside of their Letter of Teaching Appointment (LTA) period, are covered by CWI policies and processes including, but not limited to liability coverage, workmen’s compensation, and travel support. Time engaged in professional development activities outside of their LTA Period will not be compensated as time worked unless specifically approved by the dean, or their designee, in advance for exceptional situations (simultaneous supervision of students and professional development at a national conference, for example). Upon approval, professional development requests may include opportunities during the LTA Period in which case faculty work with their supervisor to determine appropriate support for their students during the professional development activity.
The compensation for Adjunct Faculty is based on a standard credit/contract rate per unit, based on the content taught. Prorated courses are paid at a fixed rate per student per type of credit.
Adjunct Faculty workload assignments must meet ALL the following criteria:
NON-TEACHING WORKLOAD
CWI recognizes the value of the adjunct perspective and may make certain institutional engagement opportunities available to adjunct faculty. These assignments are made when Fulltime Faculty cannot meet institutional needs due to availability or lack of applicable content knowledge.
Adjunct Faculty receive the following rights and privileges during the period of the appointment:
Access to IT systems can be terminated at the request of the hiring department chair, Dean, or Provost if the Adjunct Faculty member is dismissed or suspended before the end of the appointment term.
Adjunct Faculty are not eligible for benefits and do not accrue vacation or sick leave.
Compensation for grant related projects is only allowed when:
CWI reserves the right to change general compensation for any reason deemed appropriate. Compensation may also be adjusted based upon job performance and the availability of funds to maintain a solvent CWI budget. Hours worked may be reduced or employees may be laid off as necessary to meet budgetary constraints or as the workload changes.
To provide guidelines for the development of articulation agreements which address the transfer of credits between CWI and other colleges and universities and high schools.
Applies to all agreements between CWI and colleges, universities, and high schools which allow for the transfer of credits from one institution to the other.
Articulation Agreement: An officially-approved agreement between two institutions which allows a student to apply credits earned at one institution toward admission, advanced standing, or entry or transfer into a program at the other institution.
It is the policy of CWI to enter into articulation agreements with other colleges and universities and high schools to allow students to apply credits earned at one institution toward admission, advanced standing or entry or transfer into a program at the other institution subject to the guidelines set forth below.
Initial contact between appropriate colleges and universities shall be conducted through the Office of the Provost. General conditions for Articulation Agreements shall be developed through the appropriate units of Enrollment and Student Services and maintained within the Office of the Registrar.
Specific Articulation Agreements for Dual Credit/Technical Dual Credit and Technical Competency Credit shall be initiated by the Executive Director of Dual Credit and the Transition Coordinator, respectively, in partnership with specific CWI Instructional units.
All Articulation Agreements shall be approved by the Provost. Approved Articulation Agreements shall be forwarded to the Office of the Registrar. These documents shall provide the sole basis for the creation and maintenance of CWI transfer equivalency and the production of advising materials.
At least annually, the Assistant Vice President for Enrollment and Student Services will be responsible for coordinating the review of Articulation Agreements with all appropriate campus and external institutional representatives. They are also responsible for appropriately communicating changes and maintaining appropriate CWI advising tools and resources.
Specific program-by-program or discipline-specific agreements may be developed by appointed faculty, department chairs, or deans. Program agreements must be approved by the Provost and the appropriate administrator from the receiving institution. All program or discipline-specific agreements shall be posted on the program webpage. At least annually, Credit Instruction shall have each program-specific transfer agreement reviewed by all appropriate campus and external institutional representatives. They are also responsible for appropriately updating changes to those agreements on the program webpage.
To provide for the establishment of standards for Associate of Arts and Associate of Science degrees, Academic Certificates, and the CWI General Education Program which supports these awards.
Applies to academic transfer programs offered by CWI.
Associate of Arts (A.A.) degrees, Associate of Science (A.S.) degrees, and Academic Certificates (AC) represent more than an accumulation of courses. They symbolize CWI’s commitment to providing students a program of study, thoughtfully designed to develop a level of specialized knowledge and skills associated with the attainment of a college-level degree.
General Education (GE) is the foundation of the Associate of Arts and Associate of Science degrees and provides a broad-based learning foundation designed to prepare students for personal, community, and global responsibility. This is accomplished by completing general education coursework that empowers students to consider other contexts and viewpoints, communicate with clarity and accuracy, and apply solutions and ideas. Students will be prepared to move forward in their academic careers with a solid foundation from the general education courses they completed at CWI. CWI therefore has established the processes for developing appropriate and meaningful standards for academic transfer programs offered by CWI.
The President, with assistance of the Faculty Senate, Curriculum Committee, the Provost, and other appropriate administrators, shall establish procedures intended to assure courses used for complying with academic transfer requirements meet specific criteria.
To provide the process for establishment of standards for Career and Technical Education certificates and degrees.
Applies to all Career and Technical Education certificates and degrees offered by CWI.
CWI provides programs in Career and Technical fields of study where regional workforce demand exists. In doing so, CWI seeks to ensure that its curriculum serves the present needs and anticipates the future expectations of its service area. CWI currently awards four different Career and Technical certificates, including a Basic Technical Certificate (BTC), Intermediate Technical Certificate (ITC), Advanced Technical Certificate (ATC), and Specialized Certificate (SC). CWI also awards an Associate of Applied Science (AAS) degree and a Bachelor of Applied Science (BAS) degree.
The President, with assistance of the Faculty Senate, Curriculum Committee, the Provost, and other appropriate administrators, shall establish procedures intended to assure courses used for Career and Technical certificates and degrees meet specific criteria.
CURRICULUM APPROVAL
To provide guidelines regarding credit hours in compliance with the Northwest Commission on College and Universities’ Policy on Credit Hours, Idaho State Board of Education Policy, and U.S. Department of Education Policy.
Applies to all CWI credit courses regardless of the modality of delivery. Courses that are delivered to meet continuing education requirements are exempt from this policy and do not count toward degree requirements.
Credit Hour: time-based reference for measuring educational attainment used by the Association of American Universities and Colleges.
Clock hour: a 50-minute lecture, laboratory, internship, or recitation in a 60-minute period.
This policy defines credit hours and the assignment of credit hours. Such definitions are important because there are many types of educational experiences with which Credit Hour assignments are associated. Additionally, definitions are required for compliance with federal law and accreditation standards and facilitation of accurate academic measurements and cross-campus comparability.
For each Credit Hour granted, students, must have successfully met the academic requirements with an amount of work represented in intended learning outcomes and verified by evidence of student achievement that reasonably approximates not less than:
CWI courses align with Credit Hours in the following manner:
| Credit Hours | Instructional Contact Hours | Out of Class Hours | Total Hours | |
|---|---|---|---|---|
| Lecture | 1 | 12.5 | 25 | 37.5 |
| Lab A | 1 | 37.5 | 0 | 37.5 |
| Lab B | 1 | 25 | 12.5 | 37.5 |
The expectation of contact time with the instructor and student effort outside the classroom is the same in all formats of a course regardless of modality. Courses with less structured classroom schedules, such as workshops, research seminars, independent studies, internships, practicum, studio work, or any other academic work leading to the award of credit hours, at a minimum, should state clearly the workload expectations that meet the standards set forth above.
Credit Hours are examined for compliance by various campus units.
To provide guidelines for submitting student grades.
Applies to all faculty teaching graded courses.
All CWI faculty who teach graded courses must submit final grades as outlined below.
Related policies, procedures, and forms:
To provide for the establishment of procedures for determining graduation requirements for degrees and certificates.
Applies to all degrees and credit certificates granted by CWI.
The President shall cause to be established procedures defining the necessary requirements that must be satisfied to obtain a degree or certificate from CWI.
CWI grants the following degrees: Associate of Arts, Associate of Science, and Associate of Applied Science. In addition, CWI grants Academic Certificates, Basic Technical Certificates, Intermediate Technical Certificates and Advanced Technical Certificates. Students must have completed the subject requirements for graduation and where applicable, complete general education components, maintained a 2.0 grade point average in the subjects attempted to receive a degree, and comply with residency requirements as articulated in the catalog of the year they enrolled.
The President shall establish procedures to determine graduation requirements for degrees and certificates, updating them as necessary with appropriate involvement of the Faculty Senate Curriculum Committee. These procedures shall assure that graduation requirements are published in the catalog and included in other resources conveniently accessible to students.
To establish guidelines for the joint appointment of a full time faculty member to multiple instructional departments or where there would be more than one supervisor.
Applies to all full-time faculty.
Joint Appointment: a faculty member holds a joint appointment if he or she holds appointments in two or more academic departments.
Administrative Home: the administrative home of a faculty member who holds a joint appointment is the department responsible for the execution of all personnel processes; the administrative home carries out these responsibilities in coordination with all departments participating in the joint appointment.
Memorandum of Understanding (MOU): Designates the administrative home, addresses all principles outlined within this policy, and sets forth the terms of the joint appointment.
CWI recognizes that some faculty members have interests and capabilities that draw them into collaborations with colleagues from different fields. These faculty members are particularly important to efforts that cross the disciplinary boundaries between academic departments or programs. To encourage interdisciplinary activities, CWI provides for the joint appointment of faculty members to multiple academic departments. The proper formation of a joint appointment is dependent on adherence to principles and procedures that promote clarity, administrative efficiency, and the success of the academic departments as well as the faculty member.
To provide guidelines for the maintenance of CWI’s library spaces, services, collections, and information literacy instruction.
Applies to all library resources provided by CWI.
The library is the essential focal point for learning outside the classroom. As such, CWI shall maintain library space, services, collections, and information literacy instruction critical to CWI’s educational programming. CWI librarians shall have primary responsibility for the identification, selection, coordination, and provision of academic resources, services, and collections that meet the information needs of CWI. With respect to the Library’s operations, CWI supports the American Library Association’s Library Bill of Rights and the Association of College & Research Libraries’ Standards for Libraries in Higher Education. The library’s operational policies and procedures are available in the Library User Manual on the Library’s website on cwi.edu, and staff procedures are available in the Library Staff Manual linked for staff in the referenced section of this policy.
CWI will provide the means to ensure the planned and systematic acquisition and maintenance of physical and electronic library materials, resulting in a well-balanced collection having the depth, scope, and currency required to support CWI’s curriculum.
Librarians, collaborating with faculty, will provide an information literacy instruction program that aspires to integrate the Association of College & Research Libraries’ Framework for Information Literacy for Higher Education and guides students towards achievement of AACU Information Literacy VALUE Rubric Capstone skills.
Students and faculty involved in distance education and off-campus programs shall have access to Library services and resources that is equivalent to that of on-campus students.
Library resources shall be available to students, faculty, and staff at CWI and, where possible pursuant to licensing and other legally binding agreements, to residents of CWI’s taxation district.
To provide guidelines for the administration of Special Course Fees and procedures for allowing students to opt out of eligible Special Course Fees.
Applies to students who are registered for a course with an eligible opt out Special Course Fee.
Tuition and Fees: The cost per credit for the offering of a general unit of instruction.
Special Course Fee (SCFs): These fees offset unique cost beyond a traditional college lecture class and are limited to the approved justifications for SCFs as noted in the Tuition and Fees Policy (STU 100). Some SCFs allow students to opt out of payment as noted in this policy.
CWI strives to provide accessible and affordable learning opportunities for students and makes a conscious effort to apply Special Course Fees (SCFs) reasonably, affordably, and sparingly. SCFs are applied for the purposes outline in STU 100 Tuition and Fees Policy. An SCF may be applied when one or more of the following is true:
In accordance with Federal Department of Education regulations, CWI provides students the ability to opt‐out of certain SCFs under the parameters noted above. A list of SCFs eligible for opt‐out is available to students at all One Stop Student Services locations as well as on cwi.edu under Tuition and Fees. Not all SCFs are eligible for opt‐out.
A student must first be registered for a course with an eligible opt out SCF. The student may file a request to opt-out of the eligible SCF no later than two (2) weeks before the first day of the session.
The student will initiate the opt out process by consulting with a One Stop representative on the potential impact of opting out, the responsibilities the student assumes, and the specific materials the student agrees to personally acquire for participation in the course in lieu of the SCF. One Stop Student Services will provide the student a detailed list of required materials the student must purchase. These materials may or may not be available for purchase at the CWI bookstore. Materials may be required for class prior to the date Financial Aid refunds are disbursed. The opt out form requires the signature of both the One Stop representative and the student.
Within ten (10) business days, the student’s account will be adjusted in the amount of the SCF. Students can access their account detail through myCWI (Summer and Fall account access opens July 1). Once an opt out request is submitted and the student has accepted the personal responsibility for acquiring the required materials or supplies, the opt out adjustment cannot be reversed. Because SCFs are specifically intended to ensure students’ preparedness for the course and immediate access to learning materials, students who opt out and do not fulfill their responsibility to acquire their own materials reduce their likelihood for success.
To provide guidelines for the engagement and use of substitute instructors.
Applies to Career & Technical and Academic faculty members.
Faculty members are expected to conduct classes as scheduled. Faculty who must be absent from class must notify their supervisor in advance. Supervisors will recommend arrangements to cover absences of faculty.
It is the responsibility of faculty and supervisors to provide maximum instructional time each semester. Permission to pay substitutes must be approved in advance by a direct supervisor.
Substitute instructors may be used at CWI pursuant to the following guidelines:
CWI will compensate a qualified substitute in the following instances:
To address registration in courses requiring requisites.
Applies to all CWI students enrolling in courses requiring requisites.
Course Requisite: A course or other demonstration of requisite knowledge deemed to be necessary for success in a course.
Prerequisite: A course which must be completed prior to participating in another course.
Co-requisite: A course which must be completed concurrently with another course.
Pre/co-requisite: A course which may be completed either prior to or concurrently with another course.
In-Progress: A course in which a student is currently enrolled; in progress courses are noted on the transcript with the grade notation of Course in Progress (CIP).
Academic Calendar: The system which defines the landmark dates that drive the day-to-day business atCWI.
Students: Anyone enrolled in credit courses at CWI.
Instruction: CWI’s Academic Department.
CWI is committed to outlining the appropriate sequencing of courses. Many courses require requisites to ensure students are prepared to be successful in the course material and learning outcomes. Therefore, CWI will enforce course requisites upon registration. Unless otherwise stated in a course description, a minimum grade of C or higher is required in all courses fulfilling a requisite requirement.
Recognizing that the registration process for upcoming semesters begins while current classes are incomplete, CWI allows registration into next-level courses while requisite courses are in progress. Because student success is equally important to access, CWI will remove students in current classes who have utilized this option but do not ultimately meet the requisite requirement after grades post for the current semester.
To establish policies and reference procedures to protect the rights, well‐being, and personal privacy of individuals serving as Human Subjects, to assure a favorable climate for the conduct of scientific inquiry, observations, collection of historical data, surveys, and questionnaires, and to protect the interests of CWI when conducting research involving Human Subjects.
This policy applies to all research projects involving Human Subjects.
Federal Wide Assurance (FWA): Pursuant to the Department of Health and Human Services’ (DHHS) regulations providing for the protection of Human Subjects, 45 CFR 46.101, et seq., every institution engaged in human subjects research that is funded or conducted by DHHS must obtain an Assurance of Compliance approved by the Office for Human Research Protections (OHRP). NOTE: All research activity involving Human Subjects will be subject to such an assurance regardless of whether the activity is funded or unfunded.
Human Subject: A living individual about whom a professional or student investigator conducting research obtains data through intervention or interaction with the individual or collects identifiable private information, 45 CFR 46.102 (f). Human Subject under United States Food and Drug Administration (“FDA”) regulations includes an individual who is or becomes a participant in research, either as a recipient of a test article or as a control. A “subject” may be a healthy human or a patient. 21 CFR 56.102 (e).
Institutional Review Board (IRB): An administrative body established to protect the rights and welfare of human research subjects recruited to participate in research activities conducted under the auspices of the institution with which it is affiliated, established, and registered with OHRP.
Research: A systematic investigation, including research development, testing, and evaluation, designed to develop or contribute to generalized knowledge. 45 CFR 46.102(d). Research includes surveys and interviews, behavioral investigations, retrospective reviews of medical information, experiments with blood and tissue, and demonstration and service programs and clinical trials. In addition, the FDA includes under the definition of reviewable research any use of an FDA regulated product except for use of a marketed product in the practice of medicine. Under this definition of Research, CWI includes the collection of historical data and the review of records, observations, and questionnaires that will be used, shared, or published outside of the CWI campus.
CWI is committed to the ethical principles for the protection of Human Subjects in research set forth in the Belmont Report of the National Commission for the Protection of Human Subjects in Biomedical and Behavioral Research and the federal rules and regulations, 45 CFR 46.101, et seq. The College recognizes and accepts responsibility, which it shares with its investigators and other researchers, for determining that research involving Human Subjects fulfills these ethical principles. The following general guidelines apply equally to all research involving Human Subjects, whether carried out solely with College resources or with assistance of outside funds. The College assumes responsibility for communicating and explaining these policies and guidelines to all College personnel and for providing procedural guidelines to affect their observance.
Under federal regulations as prescribed by DHHS and the OHRP, the College requires the review of all human subjects research by an IRB prior to conducting any research.
For research involving Human Subjects, the College uses as its guide the federal rules and regulations including 45 CFR Part 46, entitled “Protection of Human Research Subjects” (HHS regulations), 21 CFR Part 50, entitled “Protection of Human Subjects” (FDA regulation), and 21 CFR Part 56, entitled “Institutional Review Boards” (FDA regulations). Other applicable FDA regulations, which the IRB and the investigator must follow, depending on the study, include 21 CFR Part 312, “Investigational Drugs” and 21 CFR Part 812, “Investigational Devices.” Importantly, the National Institute of Health (NIH) and FDA publicize additional guidelines for the conduct of certain types of research from time to time.
The President of the College has designated the Provost as CWI’s official signatory and Institutional Office (IO), who is responsible and has oversight for all Human Subject research activity. The IO shall designate a Human Protections Administrator that shall provide for day-to-day oversight of all human subject research at CWI. In order to conduct nonexempt human subject research, CWI shall, as required, enter into an agreement with an IRB such a relationship will be documented by a written agreement between CWI and the other institution or organization operating the IRB that outlines the relationship and includes a commitment that the IRB will adhere to the requirements of CWI’s FWA. The IO shall confirm annually that such an agreement has appropriate composition and representation, according to federal guidelines.
To address exceptional teaching assignments (overloads) for exempt full-time employees.
Applies to all CWI full-time status employees applying for part-time teaching assignments in Instruction.
Overload: A credit course teaching assignment provided to exempt, full-time CWI employees outside of their regular work assignments on an exceptional basis.
Primary Supervisor: The supervisor of the exempt, full-time position.
Subject to approval by the Instructional Dean responsible for the discipline in consultation with the Provost, supplemental pay for teaching overload may be offered in limited and restricted situations of special institution need, with each case approved on an individual basis. Teaching is normally performed by faculty as part of their regular duties; however, faculty still may be eligible for supplemental pay for teaching overloads. All overload is considered additional responsibility, regardless of the employee’s primary position classification (faculty or staff). Supplemental pay for teaching overload should not occur on an ongoing basis.
To establish authority and responsibilities of the College in awarding credit for Prior Learning Assessment (PLA).
Applies to all CWI students seeking credit through Prior Learning Assessment.
Prior Learning Assessment (PLA): The process by which learning gained through means other than completion of a regionally accredited course is assessed to determine if credit should be awarded.
Instructional‐based Learning: Knowledge gained in a classroom environment or through structured, monitored progress of content. Instructional‐based learning might take place in high school, a non‐regionally accredited college or university, or through structured training through the community or workforce.
Experiential‐ based Learning: Knowledge gained through hands‐on experience in a field of study. Experiential based learning might take place through personal hobbies, community engagement, or work experience.
Equivalencies: The CWI course or program outcomes deemed to be a match for the content learned through PLA.
Students: Anyone enrolled in credit courses at CWI.
Prior Learning Assessment (PLA) enables individuals to earn credit and recognition for the skills and knowledge they have already acquired outside credit awarded by accredited postsecondary education institutions. Prior learning includes learning acquired from work and life experiences; community and volunteer extension courses; individual study and reading; civic, community and volunteer work; and participation in informal courses and in-service training sponsored by associations, business, government, and industry. PLA credit is not awarded for experience but for college-level learning which entails knowledge, skills, and competencies a student has obtained as a result of their prior learning experience.
To align with Northwest Commission on Colleges and Universities (NWCCU) and Idaho State Board of Education (SBOE) expectations of PLA, CWI adopts the following guidelines related to the awarding of PLA credits.
To state CWI’S open admissions policy for persons wishing to attend CWI and to provide guidelines for CWI’S application process.
Applies to all persons wishing to attend CWI either as a degree-seeking student or non-degree seeking student.
Full Admission: When an applicant submits all admission materials and high school documentation showing graduation or its equivalent, or a college transcript showing Associate degree or higher has been conferred.
Conditional Status: When an applicant has been using in progress high school information from the State of Idaho Direct Admissions application. Once One Stop Student Services reviews an official transcript with final grades, the student will be assigned a final admission status. Admission under conditional status may remain in effect for no longer than one semester. Students will not be able to register for subsequent semesters until they submit an official transcript showing graduation or its equivalent.
CWI welcomes anyone seeking its educations benefits and services. In fulfilling this goal, CWI is an open admission institution. Any applicant who has received a high school diploma or its equivalent is eligible for admission to CWI. CWI publishes admission guidelines and procedures for its various programs of study and services in its institutional catalog. This information is also made available on CWI’s website.
Individuals seeking admission to CWI are encouraged to apply online at cwi.edu/apply; however, a paper application will also be accepted by email at onestop@cwi.edu.
Applicants are encouraged to provide a Social Security Number (SSN) at the time of application. Though not required for admission, a SSN is required for applicants applying for federal financial aid. Moreover, the SSN helps CWI identify students thereby avoiding the creation of a duplicate record.
Notice: The falsification, omission, or willful concealment by an applicant of any information requested, whether on application forms or other required documents, is grounds for denial of admission or dismissal from CWI.
All application materials must be submitted prior to the admission deadline. Please refer to the Academic Calendar for more details. Applicants can check their admission status by logging into their account.
To be eligible for admission applicants must:
Students who are unable to provide a high school transcript are encouraged to email onestop@cwi.edu with the subject line “High School Transcript Exception” describing the issue. A staff member from One Stop Student Services will follow-up.
International applicants must submit additional materials as noted on the International Student website and meet the International Admission Deadline as noted in the Academic Calendar.
Degree-seeking applicants who will be younger than eighteen (18) on January 1 for the Fall Semester, June 1 for the Spring Semester, or October 1 for the Summer Semester must:
Students under sixteen (16) must submit a letter from a parent or guardian describing the request for an exception to CWI’s admission requirements. Admission for students under sixteen (16) will be considered on a case-by-case basis.
Non-degree seeking applicants are permitted to take coursework but are not eligible for financial aid. Applicants may take courses as non-matriculated students by submitting the following:
NOTE: Non-degree seeking students taking courses:
All applicants with a current address and email will receive an admission letter and admission email. International Students will receive admission information from One Stop Student Services and the I-20 Form from the Designated School Official. Admission to CWI does not guarantee admission to programs with additional requirements. Please refer to the Career and Technical Education policy for information on programs which require an additional admission process.
Once admitted, a student can update start term information by submitting a Major Change Form to One Stop Student Services.
Admitted students with no registration activity are valid for no more than two (2) semesters. At that time, a Returning Student Application must be completed to update records and reactivate a student account. Once admitted, a student is assigned a permanent student identification number.
To establish guidelines regarding student political activities on CWI’s campus.
Applies to all CWI students
CWI students: individuals enrolled in any capacity as a student at CWI.
Political activities: actions that endorse or oppose a political candidate, a political party, or a political action committee (PAC); taking a position on an issue for the purpose of assisting or opposing a political candidate or political party in a campaign; or otherwise supporting a candidate, political party, or PAC.
CWI respects the rights of its students as citizens to engage in local, state and national politics. However, because CWI is a public entity, and to ensure the orderly operations of the College, CWI’s students must observe the following guidelines regarding political activity. Further, students may not engage in political activity which is disruptive or interferes with CWI’s educational mission. This policy is not intended to prohibit CWI students from exercising their freedom of speech or political association.
To officially recognize the Associated Students of the ĢƵ (ASCWI) as the duly elected body representing the students of the ĢƵ, to provide for the creation of subordinate entities, to define the relationship between ASCWI and the administration of the College.
Applies to all students and administrative employees of the College, as well as to all student-formed clubs and organizations seeking or holding recognition of the college. Nothing in this policy shall infringe upon the rights of the faculty, nor upon the College administration, except in areas where either group interacts with ASCWI or their associated entities.
ASCWI: The Associated Students of the ĢƵ. An elected body consisting of an executive branch, a senate, and any associated committees, boards, groups, and other entities created to execute the functions of governance.
ĢƵ: Refers to the College as a whole, or any office, department, or group therein. May also be referred to as CWI or the College.
Dean of Students: The Dean of Students refers to the CWI employee holding the title of Dean of Students and his or her designee.
Election: The process by which the enrolled students of the College are allowed to vote for the members of the executive team, the senate, and any referenda which may be put to the student body for approval or rejection.
Student Body: All students enrolled in any degree, certificate, or training program with an expected duration of more than 60 calendar days and who are not solely enrolled in designated Dual Credit courses.
Student Club or Organization: Any group of students who have met the criteria established by ASCWI, have completed the required application process, and have been approved for recognition by the senate.
Voters: The subset of the Student Body which meet the criteria established by ASCWI for eligibility to vote in elections.
The College recognizes ASCWI as the duly elected representative government and the voice of the student body in decision-making process. ASCWI shall conduct itself in accordance with applicable laws and regulations, as well as any established policies and procedures set forth by the College, though the Dean of Students or their designee. ASCWI shall also be subject to the following guidelines;
STANDARDS FOR ELECTED AND APPOINTED POSITIONS
All elected positions (including elected positions filled by appointment due to vacancy) within ASCWI shall be subject to the following requirements:
The elected officers of ASCWI may make appointments, as necessary and appropriate, subject to reasonable limitations, as determined by the College.
RECOGNITION OF STUDENT CLUBS AND ORGANIZATIONS
ASCWI shall be the sole recognition body for Student Clubs and Organizations. It shall develop standards for the formation of, and a process for the recognition of, Student Clubs and Organizations.
ELECTIONS
Elections must be held once each academic year, in the spring semester. ASCWI may determine the method of holding election, provided that:
FUNDING
The College shall provide funds to ASCWI for the purposes of maintaining general operations and providing for the support and engagement of the student body. These funds are subject to annual audit and may only be utilized in accordance with local, state, and federal laws, as well as CWI procurement policies.
ASCWI shall establish procedures for the use and disbursement of funds, which will require, at a minimum, that established procurement policies are followed and that a signature for each expense be obtained by the ASCWI president, or designee, and the designated advisor of ASCWI. The signature of the head of Student Engagement, the Dean of Students, the AVP of Enrollment and Student Services, the Provost, or the President may be required, depending on the nature and/or amount to be spent, in accordance with established procurement policies and procedures.
ASCWI may solicit additional funds through donations, fundraising activities, and funds provided by students directly through a student fee.
ASCWI is required to create and maintain an independent board, committee, or commission for the purpose of preparing an annual budget. This budget must be approved by the executive, ratified by the senate, and approved by the Dean of Students prior to the last day of final examinations of the Spring Semester, prior to the fiscal year beginning on July 1st of each year.
To provide guidelines regarding student attendance.
Applies to all students enrolled in classes at CWI.
CWI recognizes that regular attendance is the student’s responsibility. Regular attendance and active participation not only contribute to a student's academic success but may have a significant impact on eligibility to receive federal financial aid and/or Veteran Affairs (VA) educational benefits.
Beginning of the Course
Instructors are required to verify attendance by the drop/refund deadline (census date) for the course. Refer to the for specific dates based on course start date and length. To avoid being administratively dropped from a class, a student must establish a record of attendance and participation by the course census date.
A record of attendance is established by students doing any one of the following (20 U.S.C. § 1070g, 1091b; 34 CFR 668.22 and 600.2)
Academic engagement: Active participation by a student in an instructional activity related to the student's course of study that—
The Registrar shall monitor the attendance verification process, and, as reported by instructors, shall administratively drop students by the census date of the course when attendance cannot be verified.
If the student’s attendance is verified by the course census date, the student will not be administratively dropped for nonattendance. If a student stops attending after attendance has been verified, the instructor should address the attendance concerns with the student. The instructor may also submit a Care Report to request an advising referral.
Individuals not enrolled in a particular class may not attend sessions of that class.
End of the Course
Instructors are required to enter the last date of attendance at the end of the semester when submitting any of the following failing/incomplete grades:
A grade of X – Fail (stopped attending) will be administratively assigned by the Registrar based on the last date of attendance reported by the instructor for any F – Fail grades where the student stopped attending before the end of the course.
Attendance Policy Related to Grades
The instructor has the responsibility to determine the attendance guidelines that best promote learning in a particular course. On or before the first meeting of each class, the instructor is expected to articulate and inform students in writing via a course syllabus about specific class attendance requirements. In general, instructors should exercise fair and consistent standards in determining when to excuse an absence and/or when to provide opportunities to make up for missed exams and assessments. An excused absence or make up opportunity must be provided to students who miss class to observe a recognized religious day, to fulfill a civic responsibility (e.g., jury duty or military service), or to represent the ĢƵ in an official capacity (e.g., Speech & Debate Tournament in which you are competing).
To communicate the expectations that CWI has of its students and to educate and guide students in understanding their responsibility for appropriate behavior and respect for others in the CWI community.
Applies to all students of CWI.
CWI strives to provide the best possible learning environment for all of its students. CWI upholds shared values of academic excellence, trust, fairness, respect and responsibility as the foundation for a successful academic environment. In pursuit of these values, students attending CWI are responsible for adhering to CWI’s Student Code of Conduct, CWI policies and all applicable local, state and federal laws. Further, students are responsible for observing campus rules and regulations and helping to maintain appropriate conditions in the classroom, on CWI’s campus, and in the community. A student's registration obligates him/her to comply with the policies of CWI and its Student Code of Conduct.
Each student is responsible for being familiar with CWI’s policies and its Student Code of Conduct. Students can access the Student Code of Conduct in the student handbook. Hard copies of the Student Code of Conduct are available from Student Services.
To provide for the implementation of a financial aid program for eligible students at CWI.
Applies to all students at CWI who may be eligible for financial aid
The College seeks to offer a broad range of financial aid to its students in order to assist students in financial need, to encourage and improve academic standing and performance, and to diversify the campus and ensure equal opportunity. The College shall fully inform students about opportunities for financial assistance to attend college, and shall facilitate their use of those opportunities. Grants and scholarships will be encouraged over student loans. The Director of Financial Aid is designated by federal definition as the institutional compliance officer for financial aid.
All financial aid awards will adhere to the guidelines, procedure, and standards issued by the funding agencies, and will incorporate federal, state, and other applicable regulatory requirements.
To provide for the implementation of an identity theft prevention program to detect, prevent and mitigate student identity theft.
Applies to all CWI employees, students, contractors and other persons or entities who have access to personal identifying information and/or covered accounts.
Covered account: All student accounts administered by CWI.
Identity theft: Fraud committed or attempted using identifying information of another person without authority.
Personal identifying information: Any name or number that may be used alone or in conjunction with other information to identify a specific person, including an individual’s name, address, date of birth, Social Security number, driver’s license number, passport number, tax identification number, student identification number or banking account information.
Red flag: a pattern, practice or specific activity that indicates the possible existence of identity theft.
As a creditor of its students, CWI is required to provide for the identification and detection of and response to red flags which could indicate student identity theft. Accordingly, the President shall develop an Identity Theft Prevention Program (ITPP) to control reasonably foreseeable risks to students from identify theft. Such a program will assist CWI in (1) identifying relevant red flags for new and existing covered accounts; (2) detecting new red flags; and (3) responding appropriately to any red flags that are detected.
CWI’s ITPP shall include procedures to address the following:
To establish guidelines for the acceptance of credit from other colleges and universities.
Applies to all students seeking to transfer credits to CWI from other colleges and universities.
ĢƵ relies on the following accrediting associations’ standards to evaluate and accept academic college-level credits and grades earned by transfer students:
CWI’s Provost shall oversee the establishment of transfer policies and transfer articulation agreements with colleges and universities. The Registrar’s Office shall determine transfer course equivalencies according to CWI’s procedures and as directed by instructional leadership. As the receiving institution, CWI shall determine the transferability of credits earned from other educational institutions or organizations.
To provide for open enrollment for students admitted to CWI.
Applies to all students admitted to CWI as degree-seeking student or non-degree seeking student.
All courses, course sections, and classes at CWI are open for enrollment to any person who has been admitted to CWI. Enrollment may, however, be subject to any priority system which has been established. Enrollment may also be limited to students meeting prerequisites and co-requisites, or due to other practical considerations such as exemptions set out in statute or regulation.
To establish guidelines for maintaining the confidentiality of student education records and defining student rights related to educational records under federal law.
Applies to all students who are or have been in attendance/enrolled in any program at CWI.
Directory Information: Information contained in an education record that would not generally be considered harmful or an invasion of privacy if disclosed.
Education Records: Those records directly related to a student and maintained by CWI or by a party acting for CWI.
Eligible Student: A student who has reached the age of eighteen (18) or is attending a postsecondary institution.
In Attendance/Enrolled Student: A student who is officially enrolled in at least one (1) course as of the census date of the course.
Legitimate Educational Interest: When a school official needs to access/review an education record in order to fulfill their responsibilities for CWI. Any school official who needs information about a student in the course of performing instructional, supervisory, advisory, or administrative duties for CWI has a legitimate educational interest.
School Official: A person employed by CWI in an administrative, supervisory, counseling, faculty, or support staff position; a person or company with whom CWI has contracted as its agent to provide a service instead of using CWI employees or officials (such as an attorney, auditor, external evaluator, medical service provider, law enforcement or security personnel, or collection agent); a person serving on the CWI Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing their tasks.
CWI shall follow all applicable state and federal laws, rules, and regulations that apply to student records. CWI shall implement procedures that ensure that student records cannot be accessed, modified, or released by any person not authorized to do so. Eligible students may access education records maintained by CWI.
The Family Educational Rights and Privacy Act of 1974 (20 U.S.C. § 1232g; 34 CFR Part 99) (“FERPA”), also known as the Buckley Amendment, is a federal law which states (a) that a written institutional policy regarding the privacy of student education records must be established and (b) that a statement of adopted procedures covering the privacy rights of students be made available. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education and provides that the institution will maintain the confidentiality of student education records.
FERPA affords eligible students certain rights regarding their educational records. These rights include:
CWI may disclose, without consent, directory information. Eligible students may request that the school not disclose directory information about them by submitting a written request to the Registrar.
Directory Information is defined by CWI as the following:
Information that cannot be released without a student’s written consent includes the following:
CWI shall notify enrolled students annually regarding their rights to privacy and confidentiality under FERPA. CWI shall use the catalog, website, direct email notifications and other methods of communication that are reasonably likely to inform students of their rights.
During a health or safety emergency, FERPA permits CWI school officials to disclose education records without a student’s written consent. When possible, CWI will only disclose designated directory information. However, when necessary to protect the health or safety of students or other individuals, CWI may provide more specific information to appropriate parties such as law enforcement officials, public health officials, and trained medical personnel. A school official may release education records in sufficient time for appropriate parties to act to keep individuals from harm or injury.
This exception is limited to the period of the emergency and generally does not allow for a blanket release of personally identifiable information from a student's education records. In addition, FERPA permits CWI to disclose information from education records to parents if a health or safety emergency involves their son or daughter. See 34 CFR § 99.31(a)(10) and § 99.36.
Each office of CWI that maintains educational records must include within each student’s file, for as long as the file is maintained: (i) a record of all third parties who have requested or received personally identifiable information from a student’s educational record pursuant to FERPA; and (ii) the legitimate interest of the party in requesting or obtaining the information.
The CWI Registrar’s Office follows State of Idaho Records Retention Schedules for Higher Education.
To establish oversight for tuition and fees charged to credit students.
Applies to all tuition and fees charged to credit students at CWI.
Special Fees: Charges in addition to Tuition and Fees used to cover specific needs in addition to those costs require for a traditional lecture course. There are a variety of Special Fees that are further defined in this policy.
IncludEd Fees: Charges applied to an individual course to provide instructional materials for that course. These fees can be paid by Federal Financial Aid and ensure access to instructional materials at the beginning of the session for each student. These fees replace the need to purchase materials separately.
Tuition and Fees: The cost per credit for the offering of a general unit of instruction as outlined in Idaho Code 33-2110.
Special Instruction and Service Fees: Charges applied to all credit courses.
Special Course Fees (SCFs): These fees offset unique costs beyond a traditional college lecture class and are limited to the approved justifications for SCFs as noted in the Tuition and Fees Policy (STU 100). Some SFCs allow students to opt out of payment as noted in this policy.
This policy outlines the guidance under which tuition rates and fees shall be established by CWI. In conjunction with CWI’S STU 110 Residency Policy, this policy further sets forth guidelines for establishing residency for purposes of charging student tuition. Tuition Waivers, Refunds, and Veteran’s Benefits are further addressed.
The President shall bring to the Board of Trustees an action to establish tuition charges for the following academic year. The President shall establish procedures regarding collection, waiver, and refunds of tuition. Credit-based tuition and all fees are approved annually by the Board of Trustees. The approved amounts will be published on cwi.edu.
District residents who are sixty (60) years of age or older will qualify for reduced “senior citizen” tuition at CWI. The tuition rate for senior citizens for credit classes will be a discounted rate of fifty percent (50%) per credit hour. Costs for materials, books, and special fees will be charged at full price.
Because non-credit classes are self-supporting, full fees for classes and materials must be charged to all persons enrolled regardless of the age of the student.
CWI will match Idaho public universities’ and colleges’ tuition benefits provided to their employees subject to a reciprocity agreement between parties.
Special fees must be paid by the employee by the due date for the term in which the student is enrolled and are not included in the tuition benefit. The cost to the employee will be ten percent (10%) of the tuition and fees plus a twenty (20) dollar nonrefundable registration fee per semester.
This policy does not apply to any non-credit or continuing education program or class. For information on this benefit and the procedures related thereto, see the Human Resources Department. Any exceptions to this policy or the procedure must be approved in advance by the Executive Director of Human Resources.
In accordance with the Idaho Statue Title 33, Chapter 21 part 33-2110, the ĢƵ applies special fees to courses and programs where approved.
IncludEd Fees:
IncludEd Fees are applied to a course when the College has negotiated a reduced price for instructional materials and can confirm access to those materials at the beginning of class for each student.
Special Instruction and Service Fees (SISFs):
SISFs are fees paid by all students each semester in which they register in a credit course. This fee may be charged on a per credit hour bases or as a flat fee per student based on enrollment. SISF fees are presented to the Board of Trustees annually for approval along with resident and non-resident tuition.
Special Course Fees (SCFs):
SCFs are attached to a specific course to cover the added expenses of that course for the following reasons:
Special Course Fees are limited to expenses that require $25 or more per student. Fees will be set in $5 increments.
Submissions for all Special Fees follow a procedure that allows time for departments, admission, and the Board to review, as well as time for the fees to be incorporated into both the financial aid process and the schedule of classes for the subsequent academic year. A complete list of fees is published on the Tuition and Fees page of cwi.edu which is updated annually.
To comply with the Veterans Benefits and Transition Act of 2018 the ĢƵ allows GI Bill® and VR&E beneficiaries (Chapter 33 and Chapter 31 of the GI Bill®) to attend a course of education or training for up to 90 days from the date the beneficiary provides a certificate of eligibility, or a valid VA Form 28-1905 and a Request for Certification form, provided that the beneficiary has remaining eligibility.
Additionally, the ĢƵ will not impose a penalty or require the beneficiary to borrow additional funds to cover tuition and fees due to late payments from the Department of Veteran Affairs (VA). If the beneficiary is at less than the 100% benefit level, they are responsible for their portion of the due tuition and fees (amount not covered by the VA) as outlined in the Academic Calendar.
Application for a refund must be in writing and filed with One Stop Student Services within 10 days of the date of withdrawal and must be accompanied by a copy of the processed withdrawal slip which will establish the date for refund purposes. In the event there is financial aid involved or other third-party funding sources, students will not receive any refund money until the third party is paid in full.
If payment was made by credit card and a credit balance arises, credit will first be returned to the credit card account, up to the amount paid on the credit card before any excess is returned by check.
This policy outlines the process by which tuition rates are charged to students based on residency. It further sets forth guidelines for establishing residency for purposes of student tuition.
Residency determination applies to all credit based tuition and fees charged to students at CWI.
Domicile: An individual’s true, fixed and permanent home and place of habitation. It is the place where the student intends to remain, and to which he/she expects to return when he/she leaves without intending to establish a new domicile elsewhere.
Community College District: Type of a special-purpose district. Each district consists of part(s) of a state and operates the public community college system in its district.
Continuously resided: Physical presence in the State of Idaho for twelve (12) consecutive months without being absent from Idaho for more than a total of thirty (30) days during the twelve (12) months. Absence from the state for normal vacations, family travel, work assignments, short-term military training, and similar occasions totaling not more than thirty (30) days during the twelve (12) month qualifying period, in and of itself, will not be regarded as negating the continuous residence of the individual.
Support: Financial support given to the student during the twelve (12) months preceding the opening date of the term for which resident status is requested. Any student who receives fifty percent (50%) or more of his/her support may demonstrate this by showing that he/she is claimed as a dependent by a parent or legal guardian for income tax purposes or that a parent or legal guardian provides fifty percent (50%) or more of the cost of attending an institution according to the CWI Financial Aid Office or that other similar evidence exists of parental support.
Armed Forces: United States Army, Navy, Air Force, Marine Corps, and Coast Guard; it only includes Idaho Guard and Reserves.
Residency determination for tuition purposes is governed by guidelines adopted by CWI and Idaho Code §§ 33- 2110B.
Based on information provided by the applicant in the Application for Admission, CWI Student Services shall make an initial determination concerning the student’s residency status for tuition purposes (e.g. Idaho/out-of-state, indistrict/out-of-district). If residency information is missing or incomplete, the student status will default to nonresident, and the tuition will default to out-of-state. The student’s residency status remains unchanged unless the student submits a Residency Redetermination Form with the required documentation to Student Accounts on or before the tenth day of instruction for the fall and spring semesters and the fifth day of instruction for summer semester, and a determination is made based on the evidence supplied. Qualifications for residency must be met prior to the opening day of the semester for which reclassification is sought.
In general, a student enrolling at CWI shall not be deemed a resident of the community college district, of a county, or of the State of Idaho, unless the student has established domicile within said district, county, or the state, for at least twelve months continuously prior to the beginning of the term for which the student enrolls.
Students who enroll at CWI may qualify for Idaho residency, for tuition purposes, under one or more of the following criteria (documented proof will be required):
The following nonresident students do not qualify as a resident student for tuition purposes:
Once a student is determined to be a resident of the State of Idaho, a further determination is made on district residency. District residency is based on the county of residence. Residents of Ada, Bonneville, Canyon, Jerome, Twin Falls and Kootenai County pay in-district tuition and fees. Students whose permanent residence is in Idaho but outside of Ada, Bonneville, Canyon, Jerome, Twin Falls and Kootenai counties are charged out of district fees of up to $500 per semester in addition to in-district tuition and fees. Idaho counties without a community college district pay the student’s out of-district fees not to exceed five hundred dollars ($500) each semester for a two (2) semester year for a fulltime student, up to a maximum of three thousand dollars ($3,000) lifetime liability, provided the student completes and submits to the CWI Student Accounts department the Certificate of Residency form and residency can be verified by the county of residence. If residency is verified by the county, the student is responsible for paying in-district tuition and fees and the balance, if any, of the out of district fees above the maximum liability of the county of his/her residence. If verification is not received from the student’s county of residence the student is responsible for out of district tuition and fees. Idaho out-of-district students will complete a new Certificate of Residency form each academic year and submit the form to the county in which they reside.
Students who enroll at CWI may qualify for district residency, for tuition purposes, under one or more of the following criteria (documented proof will be required):
Establishment of a new domicile in Idaho by a student who formerly domiciled in another state has occurred if the student is physically present in Idaho primarily for purposes other than education and can show satisfactory proof there is not a present intention to relocate outside of the State of Idaho.
A student can prove establishment of domicile for purposes other than education if any of the following were completed for at least twelve (12) months prior to the term the student tries to become a resident student:
The following, if done for at least twelve (12) months before the term in which the student proposes to enroll as a resident student, lend support to domiciliary intent and the absence of which indicates a lack of domiciliary intent. By themselves, the following do not constitute sufficient evidence of the establishment and maintenance of a domicile in Idaho for purposes other than educational purposes:
If the student is not satisfied with the decision made by Student Accounts, he/she can appeal to the Assistant Vice President of Enrollment and Student Services. All appeals must be submitted (or postmarked), in writing and accompanied by all required documentation, within ten (10) calendar days after the date of notification of residency decision that is being appealed. Failure to comply shall constitute a waiver of all claims to reclassification for the applicable term.
CWI reserves the right to audit students at any time with regard to eligibility for Idaho or district resident status and to reclassify students who are registered under an improper classification. Residency classification or reclassification based upon materially erroneous, false or misleading statements or omissions by or in support of the applicant shall be set aside retroactively upon the discovery of the erroneous nature of such statements. Any student having paid less than required to CWI because of an erroneous classification or reclassification that is subsequently set aside, shall repay any and all amounts not properly paid because of the erroneous classification or reclassification. If a student concealed information or furnished false or misleading information and was classified incorrectly as a result, he or she will also be subject to appropriate disciplinary and/or legal action.
It shall be the responsibility of the student to notify CWI of possible changes in residency and to furnish all requested documentation in a timely fashion. Students may request a review of their residency status by submitting the Residency Redetermination form and all required documentation to Student Accounts on or before the 10th day of instruction in the fall and spring semesters and the fifth (5th) day of instruction for summer semester. The student shall describe in detail the reasons why the original residency determination is believed to be erroneous. The burden of proof in requesting a change in residency status rests with the student. Within thirty (30) days following the receipt of the student’s Residency Redetermination form, Student Accounts shall issue a decision and notify the student in writing. Students are responsible for paying the tuition and fees owed on their accounts by the established due date. Resident tuition rates shall be effective for the semester in which a student is reclassified to resident status. If residency (Idaho and/or district) is granted after payment was received, the difference will be refunded within a reasonable time to the student.
In accordance with federal regulations, 34 C.F.R. § 668.18 and the Department of Defense (DoD) Voluntary Education Partnership Memorandum of Understanding (MOU), CWI will promptly readmit members of the uniformed services who seek readmission to a program that was interrupted due to a uniformed service obligation.
Applies to any CWI student who cannot attend school due to “military service” as defined below
Military service – Voluntary or involuntary service in the armed forces, including service by a member of the National Guard or Reserve on active duty, active duty for training, or full-time National Guard duty under federal authority, for a period of more than thirty (30) consecutive days under a call or order to active duty of more than thirty (30) consecutive days. This does not include National Guard service under state authority. (Military service is equivalent to “services in the uniformed services” as defined at 34 CFR 668.18.)
Service member – Someone who is a member of, applies to be a member of, performs, has performed, applies to perform, or has an obligation to perform, service in the uniformed services.
Appropriate officer – A warrant, commissioned, or noncommissioned officer authorized to give notice by the military service concerned.
Armed Forces – The U.S. Army, Navy Air Force, Marine Corps, Space Force, and Coast Guard.
Active duty – Full-time duty in the active military service of the United States. Active duty includes full-time training duty, annual training duty, and attendance, while in the active military service, at a school designated as a service school by law or by the Secretary of the military department concerned. Active duty does not include full-time National Guard or Air National Guard duty.
CWI will promptly readmit a service member with the same academic status they had when last attending the College or accepted for admission to the school. This requirement applies to any student who cannot attend school due to military service.
This policy shall apply to:
A student is eligible for readmission under this policy if, during an absence, the student performs military services voluntary or involuntary, in the Armed Forces, including the National Guard or Reserve, active duty, active duty for training or full-time National Guard (under federal authority). The cumulative length of all absences for uniformed service (service time only) must not exceed five (5) years.
The student must notify CWI of their military service and intention to return to the College as follows:
Notification of military service – The student (or an appropriate officer of the armed forces or official of the Department of Defense) must give oral or written notice of such service to the CWI Veterans and Military Family Services as far in advance as is reasonable under the circumstances. This notice does not have to indicate whether the student intends to return to CWI and may not be subject to any rule of timeliness. (Timeliness must be determined by the facts in each case.) Alternatively, at the time of readmission, the student may submit an attestation of military service that necessitated his absence from CWI. No notice is required if precluded by military necessity, such as service in operations that are classified or would be compromised by such notice.
Notification of intent to return to CWI – The student must also give oral or written notice of an intent to return to CWI within three years after the completion of the period of service. A student who is hospitalized or convalescing due to an illness or injury incurred or aggravated during the performance of service must notify CWI within two years after the end of the period needed for recovery from the illness or injury. A student who fails to apply for readmission within these periods does not automatically forfeit eligibility for readmission but is subject to the school’s established general practices.
A returning student must be charged the same tuition and fees in effect during the last academic year the student attended unless veterans’ education benefits or other service member education benefits will pay the amount in excess. For subsequent academic years, the returning student may not be charged tuition and fees more than what other students in the program are charged.
CWI will promptly readmit the student into the next class or classes in the program beginning after they provide notice of intent to reenroll, unless they request a later date or unusual circumstances require CWI to admit them later.
CWI will admit the student with the same academic status, which means:
The cumulative length of the absence and of all previous absences from the school for military service may not exceed five (5) years. Only the time the student spends performing service is counted.
If CWI determines that a returning student is not prepared to resume the program or is unable to complete the program, the College must make reasonable efforts to enable the student to resume or complete the program at no additional cost to the student. If such efforts are unsuccessful or place an undue hardship on CWI, the College is not required to readmit the student.
In accordance with federal regulations, 34 C.F.R. § 668.14.(b)(22), CWI will avoid unethical behavior when engaging in securing enrollments or awarding financial aid for current and prospective students.
Applies to any CWI employee, entity, or agent engaged in any student recruitment or admission activity, or in making decisions regarding the awarding of Title IV financial aid.
Service member — Someone who is a member of, applies to be a member of, performs, has performed, applies to perform, or has an obligation to perform, service in the uniformed services.
Commission, bonus, or other incentive payment – A sum of money or something of value, other than fixed salary or wages, paid to or given to a person or an entity for services rendered.
Securing enrollments or the awarding of financial aid – Activities that a person or entity engages in at any point in time through completion of an educational program for the purpose of the admission or matriculation of students for any period of time or the awarding of financial aid to students.
CWI employees will:
CWI employees will not:
To provide for the development and adoption of an academic calendar for CWI.
Applies to all CWI faculty, staff, and students.
Academic Calendar Year: The academic year is defined by three (3) semesters – fall, spring, and summer, that begin in August and end in July.
Official Academic Calendar: The published calendar noted in the current CWI Catalog.
Working Academic Calendar: The approved calendar for the year following the current publication of the CWI Catalog.
It is the policy of CWI to develop and maintain a two-year academic calendar for CWI in accordance with the guidelines set forth below.
To establish a formal team and uniform process for the evaluation of and response to Reports of Students exhibiting concerning behaviors or experiencing exceptional circumstances which do not meet the criteria for evaluation by the Threat Assessment Team.
Applies to all students and employees of the College.
Best Practices: Specific processes, procedures, steps, resources, training, or other actions or activities recommended by the Secretary of Health and Human Services, as described in Section 1404 of the Consolidated Appropriations Act of 2023.
BIG Act: The name commonly used to refer to Section 1404 of the Consolidated Appropriations Act of 2023, referencing the original title of the Behavioral Intervention Guidelines Act, upon which Section 1404 was based.
CARE Team: A designated standing committee, comprised of employees from specific areas, as defined by best practices, tasked with evaluating all Reports of Students exhibiting concerning behaviors or otherwise of concern to the college which do not immediately meet the criteria for Threat Assessment.
Report: Reports are generally submitted using the CARE and Concern Report form however the CARE team may also evaluate Reports received through other means, including security reports, misconduct reports, and referrals or reports received by other departments which are forwarded to the CARE team for review.
Student: Any person enrolled in any credit-bearing or non-credit-bearing course or program through the College.
The ĢƵ will maintain a standing CARE Team for the purpose of evaluating Reports of students who are exhibiting concerning behaviors, experiencing exceptional circumstances, or are otherwise of concern and coordinating an appropriate institutional response, using Best Practices.
The College will establish and maintain a CARE Team to review Reports of concerning student behavior and to coordinate institutional responses to these Reports, in accordance with Best Practices. The CARE Team will be responsible for ensuring that related College procedures and standard practices comply with the BIG Act and Best Practices, including developing and implementing Reporting measures, coordinating trainings, identifying groups needing training, and recommending training as needed, in accordance with the BIG Act and Best Practices.
Members of the CARE Team will complete required training based on Best Practices as appropriate based on the nature of their work and role in the CARE Team. If Best Practices indicate the need for a broader training for some or all Students or employees, the CARE Team will be responsible for selecting and implementing such training.
The CARE Team will meet at least bi-weekly, and more frequently as warranted, to ensure that Reports are addressed in an appropriate timeframe. A set meeting schedule will be selected by the CARE Team and may be modified as needed. The Chair of the CARE Team may call ad hoc meetings as needed to address emergent Reports.
The work of the CARE Team is not intended to replace, deter, or otherwise negatively affect the Threat Assessment process detailed in the OP 060 – Security policy, and all Reports meeting the criteria for Threat Assessment will be immediately referred to Campus Safety & Security. In cases where a situation escalates to a point of meeting the criteria for Threat Assessment, a referral will be made, and other coordinated support will be suspended pending the conclusion of the Threat Assessment process.
Reports referred to the CARE Team will be reviewed on a case-by-case basis. Once received, the CARE Team may refer a Report to a single office if it is within that offices’ sole purview, may coordinate support across multiple offices to achieve a satisfactory resolution, may forward a Report for review by the Threat Assessment Team, Student Conduct Process, or Title IX/Respectful Community prior to or concurrent with other actions, or may determine that no further action is necessary and either monitor or close the Report. The CARE Team will have primary responsibility for the resolution of Reports regarding Students referred to it, except in cases where Threat Assessment or Title IX proceedings are required.
The CARE Team will centrally maintain all Reports, documents collected, communications, and other information relating to each Report received and Student Referred. This information will be maintained in a secure format with access limited to members of the CARE Team. However, such Reports are subject to the Family Educational Rights and Privacy Act (“FERPA”) in addition to the Idaho Public Records Law, and a student requesting a Report shall be entitled to all Reports that pertain to that student. All information will be stored, maintained, shared, and disclosed in accordance with the CW 090 – Records Retention, STU 090 – Student Records and Confidentiality, and HR 090 – Personnel Records policies.