Introduction to the University of Wisconsin-Extension (UWEX)
Employee Handbook
The UW-Extension Employee Handbook is the primary source for information about
policies and procedures that impact Cooperative Extension employees. The Handbook
can be accessed by going to the UW-Extension Homepage and clicking on “Inside
Extension.” Direct access is also available at this web site:
www.uwex.edu/hdbk.html.
Sections 7 and 8 of the Handbook contain policies and procedures of greatest interest
to employees with questions about employment terms and conditions. Section 7
focuses on personnel administration policies and procedures. Section 8 details the
rights and responsibilities that faculty and academic staff have regarding UW-Extension
governance. These rights and responsibilities are dictated by state law, i.e., Chapter 36
of the Wisconsin State Statutes which establishes the University of Wisconsin System
of higher education (UWS). Other sources of these policies and procedures are the
Wisconsin Administrative Code, resolutions of the UWS Board of Regents, directives of
the UWS administration, UWS Unclassified Personnel Guidelines (UPG’s) and the
experiences and ideas of the UWEX unclassified staff.
Sections 7 and 8 are regularly updated to reflect changes. However, it should be noted
that policies affecting employment conditions of faculty or academic staff are created or
altered only after consultation with the appropriate governance body. All institutional
policies must be approved by the UWEX Chancellor and must be in conformance with
state and federal law and Regent policy.
Tables of Contents for Section 7 and Section 8 are attached. An Index to UWEX
Policies and Procedures is also included. It lists common issues of interest to
Cooperative Extension employees and cites the document (located in Section 7 or 8)
that should be consulted for more information.
If you are in doubt as to the current version of a policy affecting you, call the Secretary
of the Faculty and Academic Staff at (608) 262-4387 to receive the latest information.
To receive information about departmental, divisional or unit policies, guidelines, or
bylaws not found in Sections 7 and 8, contact your local personnel or human resource
professional or call the UWEX Director of Human Resources at (608) 262-0826.
UWEX Employee Handbook
Section 7 (Personnel Administration Policies and Procedures)
Table of Contents
UWEX Faculty Policies and Procedures
Chapter UWEX 1:
Chapter UWEX 2:
Chapter UWEX 3:
Chapter UWEX 4:
Chapter UWEX 5:
Chapter UWEX 6:
Definitions
Delegation
Faculty Appointments
Procedures for Dismissals
Faculty Layoffs
Complaints, Grievances and Hearings
Ethics and Conflict of Interest
Chapter UWEX 8:
Unclassified Staff Code of Ethics
UWEX Academic Staff Policies and Procedures
Chapter UWEX 9:
Chapter UWEX 10:
Chapter UWEX 11:
Chapter UWEX 12:
Chapter UWEX 13:
Definitions
Academic Staff Appointments
Dismissal of Academic Staff for Cause
Layoff for Reasons of Budget or Program
Complaints and Grievances
Unclassified Personnel Guidelines (UPG’s)
UPG #1:
UPG #2:
UPG #3:
UPG #4:
UPG #5:
UPG #6:
UPG #7:
UPG #8:
UPG #9:
UPG #10:
UPG #11:
UPG #12:
UPG #13:
Part A
page A.1
A.3
A.4
A.8
A.11
A.12
Part B
page B.1
Part C
page C.1
C.3
C.9
C.11
C.14
Part D
Performance Appraisal and Pay Plan Distribution
page D.1
Personnel Files
D.2
Deleted
D.5
Procedure for Awarding Emeritus Status
D.6
Ownership, Use, and Control of Instructional Materials
D.7
UWEX Policies and Procedures for the Use of the Position
Title: "Adjunct Professor"
D.8
Recommendations for Lateral Transfer and/or Retraining of
Tenured Faculty
D.9
Sick Leave Use and Reports for UWEX Unclassified
D.12
Employees
Paid Vacation and Holiday Entitlement for Unclassified Staff
D.15
UWEX Tuition Reimbursement Policy
D.17
Authority to Approve Personnel Actions
D.19
UWEX Tenured Faculty Review and Development Policy
D.22
Reappointment of Retired UW-Extension Faculty and
Academic Staff
D.27
Unclassified Personnel Guidelines (UPG’s) (continued)
UPG #14:
UPG #15:
UPG #16:
UPG #17:
UPG #18:
UPG #19:
Procedures for Conducting Internal Search for Academic
Staff Positions
UW-Extension Policies and Procedures Governing Title Prefix
Review for Promotion
UW-Extension Family Leave Policy
Guidelines for UW-Extension Search and Screen Committees
Criteria for Achieving the Distinguished Prefix Professional
and Institutional Title Series
UWEX Unclassified Staff Grievance and Appeal Process
D.28
D.29
D.33
D.35
D.38
D.41
UWEX Employee Handbook
Section 8 (Governance Rules)
Table of Contents
UWEX Articles of Faculty Governance
Article 1:
Article 2:
Article 3:
Article 4:
Article 5:
Article 6:
Definitions
UWEX Senate and University Committee
The Academic Department
The Administrative Unit
Faculty Tenure Advisory Committee
Committees of the Senate
Appendix I.A
Appendix I.B
Appendix II.A
Appendix II.B
Criteria for Faculty Appointment and Promotion
(pre-July 1, 1998)
Criteria for Faculty Appointment and Promotion
(post-July 1, 1998)
Guidelines for Nominations for Tenure
(pre-July 1, 1998)
Guidelines for Nominations for Tenure
(post-July 1, 1998)
UWEX Articles of Academic Staff Governance
Article 1:
Article 2:
Article 3:
Article 4:
Article 5:
Definitions
Extension Academic Staff Council
Council Committees
Hearings Committee
Systemwide Extension Council
Appendix I
Election Calendar (approx.)
Systemwide Extension Council Procedures
Article 1.1:
Article 1.2:
Article 1.3:
Article 2.1:
Article 2.3:
Article 2.4:
Introduction
Definitions
Systemwide Extension Council
Executive Committee
Ad Hoc Committees
Administration
Part H
page H.a.1
H.a.3
H.a.7
H.a.10
H.a.12
H.a.14
H.b.1
H.b.7
H.c.1
H.c.11
Part I
page I.1
I.3
I.6
I.7
I.8
I.9
Part J
page J.1
J.2
J.3
J.6
J.7
J.8
Index to UWEX Policies and Procedures
Affecting Cooperative Extension Personnel
For information regarding:
Contact the following documents
in Sections 7 or 8:
Academic Staff Title Prefixes ................................................................. UPG #15, UPG #18
Appointments: Faculty .................................................................................. Chap. UWEX 3
Appointments: Academic Staff.................................................................... Chap. UWEX 10
Dismissal: Faculty ......................................................................................... Chap. UWEX 4
Dismissal: Academic Staff .......................................................................... Chap. UWEX 11
Family Leave ........................................................................................................... UPG #16
Grievance: Faculty ................................................................................... Chap. UWEX 6.02
Grievance: Academic Staff .................................................................... Chap. UWEX 13.02
Individual Salary Dispute: Faculty........................... Chap. UWEX 2.02, 3.21, 6.02, UPG #1
Individual Salary Dispute: Academic staff .......... Chap. UWEX 9.15, 10.05, 13.02, UPG #1
Layoff: Faculty............................................................................................... Chap. UWEX 5
Layoff: Academic Staff ................................................................................ Chap. UWEX 12
Nonrenewal: Faculty .............................. Chap. UWEX 2.02, 3.06-3.13, 3.21, 6.02, UPG #1
Nonrenewal: Academic Staff .................... Chap. UWEX 9.15, 10.05-10.08, 13.02, UPG #1
Performance: Faculty ................................................................ Chap. UWEX 3.21, UPG #1
Performance: Academic Staff ................................................. Chap. UWEX 10.05, UPG #1
Sick Leave ................................................................................................................ UPG #8
Tenure Process................................................................................ Chap. UWEX 3.05-3.08
Articles of Faculty Governance (Section 8) ............................ Appendix I.A, I.B, II.A, II.B
Vacation Policy ......................................................................................................... UPG #9
UNCLASSIFIED EMPLOYEE POLICIES & PROCEDURES
The University of Wisconsin-Extension (UWEX) policies and procedures
referenced below originate from a variety of sources. Chapter 36 of the Wisconsin State
Statutes is the policy document which established the entire UW System (UWS). The
policies identified as UWEX Chapters are based on the UWS Chapters of the Wisconsin
Administrative Code which is the rules of the Board of Regents. Chapters UWEX 1-13
correspond to Chapters UWS 1-13. Other sources of UWEX policies are resolutions of
the Regents, directives of the UWS Administration, UWS Unclassified Personnel
Guidelines, and the experiences and ideas of UWEX unclassified staff.
The rights and responsibilities of governance originate with Chapter 36 of the
Wisconsin State Statutes:
"Stats. 36.09(4) FACULTY. The faculty of each institution, subject to the
responsibilities and powers of the board, the president and the chancellor of
such institution, shall be vested with responsibility for the immediate
governance of such institution and shall actively participate in institutional
policy development. As such, the faculty shall have the primary responsibility
for academic and educational activities and faculty personnel matters. The
faculty of each institution shall have the right to determine their own faculty
organizational structure and to select representatives to participate in
institutional governance.
ACADEMIC STAFF. The academic staff members of each institution, subject
to the responsibilities and powers of the board, the president and the
chancellor and faculty of the institution, shall be active participants in the
immediate governance of and policy development for the institution. The
academic staff members have the primary responsibility for the formulation
and review, and shall be represented in the development, of all policies and
procedures concerning academic staff members, including academic staff
personnel matters. The academic staff members of each institution shall have
the right to organize themselves in a manner they determine and to select their
representatives to participate in institutional governance."
In addition, the Board of Regents adopted resolution II.4.c. which created a role
for collaborative appointments in UWEX institutional governance and statewide program
planning. The UW System Administration adopted guidelines codified Academic
Information Series 5.1 (ACIS 5.1) which further specifies this governance role:
"ACIS 5.1, III.E. A newly created Statewide Extension Council will be the
institutionalized channel for all faculty and instructional academic staff with extension
responsibilities to provide advice and counsel to the UW-Extension Chancellor on
overall direction, policy and priorities for extension education system-wide; on the
operation of UW-Extension structures and processes devoted to leadership and
coordination of extension education; and on budgetary matters, including UW-Extension
decisions related to resource growth and decline; as well as any other matters deemed
to be important by the membership that are consistent with governance responsibilities
at the residential institutions."