CALS Policies & Guidelines

Academic Affairs

CALS Academic Instructional Staff Teaching Policy

The CALS Academic Instructional Staff Teaching Policy outlines the teaching responsibilities and expectations for academic instructional staff within the College of Agricultural and Life Sciences. This policy aims to ensure equitable workloads and consistency in the college's teaching mission.

Policy

January 1, 2025

Business Services

Research Division

CALS Capital Equipment Transfer Policy (CALS Administration)

This policy provides guidance regarding the transfer of research equipment as faculty leave UW-Madison for positions elsewhere.

Policy

Information Technology

CALS Endpoint Management and Security Standard Implementation Plan

This report identifies the components of the CALS Endpoint Management and Security Standard and approach to implementation. The standard is based on UW Madison policies and includes all required cybersecurity controls. Our approach staggers the implementation into phases based on reducing risk, maturity of tools and services, and complexity of implementation across the college.

Guideline

October 3, 2024

Information Technology

CALS Endpoint Management & Security Standard

This standard provides a consistent approach for CALS IT professionals to manage and secure endpoints in compliance with UW-Madison and UW-System policies. This document is also to inform CALS faculty, staff, and students regarding guidance to secure and manage university owned and personal endpoints.

Guideline

September 28, 2022

Faculty Affairs

CALS Faculty Salary Returns Policy

Effective July 1, 2025 Rationale Faculty salaries are collegiate expenses and are funded by the college base budget (e.g. 101). There are several situations that can result in a faculty member’s salary coming from a source other than their original 101-budgeted salary dollars. In cases where these sources replace existing 101 salary support, it may […]

Policy

June 9, 2025

Information Technology

CALS Privacy Statement for IT Data

This statement informs CALS faculty and staff of information technology (IT) data collected and managed by campus cybersecurity, network, and endpoint management tools used to protected points from cybersecurity attacks.

Guideline

July 12, 2022

Faculty Affairs

Research Division

CALS Professorship Policy

The CALS Professorship Policy outlines the criteria and process for awarding professorships to faculty who excel in research, instruction, and outreach. The policy includes guidelines for establishing professorships, appointment processes, funding, and stewardship responsibilities.

Policy

May 1, 2025

Research Division

CALS Research Division Proposal and Agreement Lead Time Policy

Pre-proposals, proposals, and other sponsored program submissions, relevant documents, and information, including any agreements that need pre-review for submission with the proposal MUST be submitted via a RAMP record to the CALS Research Division a minimum of 5 business days prior to the submission deadline.

Policy

May 13, 2024

Information Technology

CALS Vulnerability Management Policy

This policy intends to ensure data and information systems are stable and reliable for all CALS teaching, learning, research, and outreach efforts by monitoring and remediating potential cybersecurity vulnerabilities. This policy provides direction to all CALS IT staff or other staff that supports various technologies.

Policy

Information Technology

CALS Vulnerability Management Procedure

This document accompanies the CALS Vulnerability Management Policy by identifying details in roles and responsibilities, operational components, and supported tools of the CALS Vulnerability Management Program. The document also delineates reporting, metrics, and key performance indicators to inform stakeholders and gauge the program’s effectiveness in managing and reducing risk.

Guideline

November 26, 2020

External Relations

CALS Website Hosting and Management Guidelines

This standard provides a consistent approach for CALS professionals to manage and secure web hosting in compliance with UW-Madison and UW-System policies. This document is also to inform CALS faculty, staff, and students regarding guidance for maintaining CALS hosted websites.

Guideline

September 6, 2024

Information Technology

Cybersecurity Risk Management Policy UW-503

Cybersecurity risk will be managed to ensure that the likelihood and impact of threats and vulnerabilities are minimized to the extent practical. Guided by the principles below, the focus of this policy is the protection of university data and the associated information systems.

Policy

Business Services

Departing Employee Request to Take Capital Equipment Procedure

This document covers procedures to be followed when a departing employee requests to take capital equipment with them to a new institution. Departments and Divisions may require additional review, approval, and discussion with the Deans Office when a departing employee requests to take capital equipment with them to a new institution.

Guideline

January 19, 2021

Business Services

Determining How to Reconcile a Salary Overpayment

Workflow that describes analyzing how to reconcile a salary overpayment.

Guideline

Business Services

Human Resources

Determining if a Professional Development Request is Career Related

Guidance in how to determine if a professional development request is career‐related.

Guideline

Information Technology

Digital Accessibility Policy UW-519

This policy establishes shared definitions and practices, digital accessibility requirements and standards, and reporting requirements to ensure compliance with the university’s obligations to nondiscrimination under applicable state and federal regulations.

Policy

Business Services

Faculty Affairs

Research Division

Discretionary Fund Use After Resignation or Retirement

Rationale This policy outlines the transfer of discretionary accounts following the resignation or retirement of the College of Agricultural and Life Sciences (CALS) faculty who have spending authority for fee for service and gift accounts. Scope This policy applies to College of Agricultural and Life Sciences (CALS) faculty who have spending authority on discretionary accounts. […]

Policy

May 1, 2025

Information Technology

Endpoint Management and Security Policy UW-526

This policy applies to any device, virtual or physical, used to conduct UW-related business, that connects to the UW System-managed network, and/or is used to access, manage, process, or store UW System data. Devices include endpoints purchased or obtained through UW–Madison and personally owned devices that are used to conduct the work of the university.

Policy

September 14, 2022

Extension & Outreach

Extension Governance and Funding Model Workgroup

This document provides helpful guidance, clear expectations and uniform operating principles for our units with Extension Funded Faculty.

Policy

July 1, 2023

Faculty Affairs

Research Division

Guidelines for Appointments, Accounts, and Continuation of Academic Activities for Resigning or Retiring Faculty in the College of Agricultural and Life Sciences

Rationale When a faculty member in good standing retires, they cease to have an appointment that would permit them to participate in or direct day-to-day operations of the institution. While they have a year-long window to mentor a graduate student to the completion of their degree, they are not, without additional action, permitted to oversee […]

Guideline

May 1, 2025

Business Services

Human Resources

Guidelines for Processing Professional Development Requests

Guidance for how to review and process professional development requests.

Guideline

September 10, 2021

Extension & Outreach

Faculty Affairs

Guidelines for Recruitment and Retention of Extension-Funded Faculty

The College of Agriculture and Life Sciences (CALS) and the Division of Extension are committed to strengthening the recruitment and retention of Extension-funded faculty. To align with the continuous nature of Extension responsibilities, this joint guideline outlines our approach to moving toward 12-month appointments as the standard for these positions.

Guideline

March 10, 2024

Information Technology

Incident Reporting and Response Policy UW-509

This policy defines four types of information incidents: (1) loss or theft, (2) intrusion by malware or unauthorized access via the network, (3) physical intrusion, and (4) all others. Each type has criteria that make a possible incident "reportable." The policy requires the reporting of reportable incidents unless one of the exceptions applies. The Incident Reporting and Response Procedures are the implementation of the policy.

Policy

Information Technology

Incident Reporting and Response Procedures

These procedures implement the mandatory reporting required by the Incident Reporting and Response Policy.

Guideline

Information Technology

Information Technology (IT) Asset Reporting Policy UW-527

This policy establishes an IT asset reporting program that provides the framework, guidelines, and requirements for reporting accurate IT asset data at UW–Madison.

Policy

Information Technology

IT Asset Reporting Implementation Plan

The IT Asset Reporting Implementation Plan contains the supporting guidelines and procedures for establishing an IT Asset Reporting Program and are in support of the UW-Madison IT Asset Reporting Policy providing the framework, guidelines, and requirements for reporting accurate IT asset data at UW-Madison.

Guideline

Human Resources

Justification to Advance Position

The purpose of this form is to capture the S/C/D Dean, Director, or Vice Chancellors justification for why a position(s) needs to advance in the recruitment process, even though the position(s) is subject to the position cap. The form is only required for positions which may be subject to the position cap.

Guideline

August 2, 2024

Business Services

Key Issuance and Building Access

https://apps.cals.wisc.edu/bldg_access/

Guideline

Information Technology

Media and Device Disposal and Reuse Policy UW-505

UW–Madison employees, contractors, and associates must ensure that media or devices in their possession that contain restricted or sensitive data are adequately erased, obscured, destroyed, or otherwise rendered unusable before disposal, or adequately erased before reuse for another purpose.

Policy

Faculty Affairs

Modified Duties for Faculty

This policy outlines the requirements for modified duties for CALS faculty experiencing life events that impact their teaching or Extension obligations. It defines immediate family members, the scope of the policy, and the process for requesting and implementing modified duties.

Policy

Business Services

Official Functions and Expenses Policy UW-3075

Official functions can actively promote the university’s mission, support community value, and recognize and reward exceptional performance and service. However, the university must govern the use of the specific funds used to pay for official functions and ensure the appropriateness and reasonableness of all official functions and expenses.

Policy

July 1, 2022

Business Services

Official Functions and Expenses Pre-Approval Form

Guideline

Business Services

Official Functions and Expenses UW-3075

Policy

July 1, 2022

Academic Affairs

Faculty Affairs

Policy for Faculty to Request and Fund Buyout of Teaching

Although formal teaching is an expectation for faculty, there may be some cases where a faculty may have funding and desire to request buyout of their teaching duties. This policy ensures a fair and equitable review for these types of transactions.

Policy

External Relations

Process for Establishing Development Priorities

This document outlines the new proposal submission process for donor funding at the Wisconsin Foundation and Alumni Association starting in early 2025. It provides guidelines for unit leaders on how to submit proposals, what types of projects are encouraged for funding, and how the approval process works to align with strategic priorities. This ensures transparency and helps unit leaders effectively communicate their funding needs.

Guideline

Faculty Affairs

Process for Incorporating Feedback from the Division of Extension into CALS Promotion Steps

The Extension Governance and Funding Model Work Group Governance made recommendations on incorporating feedback from the Division of Extension into promotion and review processes which were approved by the Provost. This document describes the process by which that feedback will be incorporated for each stage.

Guideline

Faculty Affairs

Research Division

Research Professor Guidelines

The purpose of this document is to provide guidelines for the College of Agriculture and Life Sciences (CALS) departments/units to use for 1) appointments to a research professor title and 2) promotion within the research professor title series.

Guideline

June 16, 2021

Business Services

Human Resources

Salary Repayment Procedures

This document provides procedural information on correcting overpayments and is a reference for unit and division staff (department administrators, payroll coordinators, and financial specialists as well as divisional accountants and Human Resources (HR) staff).

Guideline

Business Services

Student Award Payments: CALS Department Process

Student award payments, which are payments to students NOT tied to services rendered or prizes for contests and competitions open to the public, were previously paid using Payment to Individual Report forms (PIR). CALS Business Services has developed the Student Award Payment Form to replace PIRs when processing payments to students. Previously account code 3750, prizes and awards, was used for student award payments, however new guidance from the Bursar’s Office and Accounting Services is to use account code 5711, program code 9 (academic related scholarships) or 5709, program code 4 (research related payments) when processing student award payments.

Guideline