Policies and Procedures

The College makes every reasonable effort to ensure the information contained in this Policy and Procedure Manual is accurate and current.

The College of Western Idaho (CWI) has an open-door admissions policy. We welcome anyone seeking to benefit from our educational programs and services regardless of race, color, national origin, sex, and/or disability. Our open-door policy results in a diverse student population with varied experiences, backgrounds, abilities, interests, needs, and educational goals. CWI is committed to providing all eligible students access to appropriate educational offerings. CWI administers a placement test in order to place students in appropriate courses. Some programs and courses have special requirements for admission/registration.

Expand sections below to review individual policies

Administration, Business and Finance Policies

ADMIN-000 CONTRACT ADMINISTRATION

Purpose: To facilitate the oversight and responsible stewardship of CWI funds by establishing procedures for contract administration and management.

ADMIN-010 AUTHORIZED SIGNATURES

Purpose: To facilitate the oversight and responsible stewardship of the resources of CWI by providing guidelines regarding signatory authority.

ADMIN-020 BUSINESS ETHICS

Purpose: 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.

ADMIN-030 PUBLIC RECORDS

Purpose: This policy establishes guidelines for the processing of requests to examine or copy CWI’s public records.

ADMIN-040 GRANTS AND EXTERNAL FUNDING SUPPORT

Purpose: To provide guidelines governing grant applications and external funding proposals on behalf of CWI.

BUS-000 CASH HANDLING

Purpose: To establish policy for departments and individuals receiving cash, checks, credit cards or other forms of tender at CWI.

BUS-010 BUDGETING

Purpose: To provide guidelines for the preparation, approval, implementation and amendment of CWI’s annual budget.

BUS-020 CHANGE FUND AND PETTY CASH FUND

Purpose: To provide policy for the establishment, use and maintenance of change funds and petty cash funds at CWI.

BUS-030 POST-ISSUE BOND COMPLIANCE

Purpose: 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.

BUS-040 AUDITS

Purpose: 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.

BUS-050 ACCOUNTS PAYABLE

Purpose: To provide a framework for consistency, structure and guidance for CWI’s general business operations by establishing guidelines for the administration of accounts payable.

BUS-060 TRAVEL

Purpose: To provide guidelines for travel within the United States on CWI business. 

Form: Prior Approval for Travel 2017

BUS-070 FOOD AND ENTERTAINMENT

Purpose: To establish guidelines for CWI meetings and events including the provision of meals or refreshments and entertainment.

BUS-080 GIFTS, AWARDS AND INCENTIVES

Purpose: To establish guidelines regarding giving of gifts and awards and the creation of incentive programs for CWI.

Exhibit to Gifts, Awards and Incentives

BUS-090 INVESTMENTS

Purpose: To establish and define the authority for, objectives of, limitations applicable to, and reporting and review requirements for CWI’s investment program.

BUS-100 PURCHASING

Purpose: To provide for oversight and responsible stewardship of CWI funds by setting forth guidelines for purchasing goods and services.

BUS-110 FIXED ASSET ACQUISITION AND MANAGEMENT

Purpose: 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. 

Campus Operation Policies

OP-000 REAL PROPERTY ACQUISITIONS
Purpose: To establish procedures for real property transactions by CWI.

OP-010:CAMPUS AND BUILDING SIGNAGE
Purpose: To provide standards for CWI signage.

OP-020: OPERATIONS CAPITAL CONSTRUCTION
Purpose: To provide for the management of CWI's capital outlay and construction program.

OP-030: OPERATIONS CONSTRUCTION ACTIVITIES
Purpose: To provide for the administration of all construction of and improvements to CWI's physical facilities.

OP-040: ENVIRONMENTAL SAFETY AND HEALTH
Purpose:to establish the scope and nature of CWI's commitment to provide a safe and healthy environment for the CWI community.

OP-050: FIREARMS AND WEAPONS ON CAMPUS
Purpose: To establish guidelines regarding the possession of firearms and other weapons on CWI-owned or controlled properties or in CWI vehicles.

OP-060: OPERATIONS SECURITY
>Purpose: To provide for the establishment of operational procedures which promote safety and security on premises owned or controlled by CWI.

OP-070: OPERATIONS SPACE UTILIZATION
Purpose: To provide for the effective and efficient utilization of CWI's space resources.

OP-080: OPERATIONS SUSTAINABLE ENERGY AND ENVIRONMENT
Purpose: To provide guidelines regarding energy and water conservation which promote environmental stewardship while striving to achieve a comfortable environment for the occupants.

 

College-Wide and Legal Policies

CW-000: RESPECTFUL COMMUNITY
Purpose: To provide a working and learning environment at CWI that is free of unlawful discrimination, harassment, and other related improper conduct.

CW-010: FREE INQUIRY, EXPRESSION, AND ASSEMBLY
Purpose: The purpose of this policy is to establish guidelines for orderly Free Speech Activity on CWI’s campuses.

CW-020: COMMERCIAL SOLICITATION
Purpose: This policy establishes the parameters for acceptable commercial solicitation and advertising on CWI’s campus.

CW-030: TOBACCO FREE CAMPUS
Purpose: To establish CWI's policy regarding smoking and tobacco use on CWI owned and leased properties.

CW-040: ADA AND REASONABLE ACCOMMODATION
Purpose: 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.

Human Resource Policies

HR-000: AT WILL EMPLOYMENT
Purpose: To define the parameters of and confirm the at-will nature of employment at CWI.

HR-010: FACULTY APPOINTMENT RETENTION 
Purpose: To establish guidelines for the appointment and retention of faculty.

HR-020: EMPLOYEE AND STUDENT RELATIONSHIPS/FRATERNIZATION
Purpose: To provide guidelines governing certain relationships between employees and students.

HR-030: DRUG-FREE WORKPLACE
Purpose: To facilitate the maintenance of an alcohol and drug-free workplace and establish the parameters of CWI’s drug and alcohol testing program.

HR-040: INTERVIEW EXPENSES
Purpose: To provide guidelines for the proper reimbursement of interview expenses incurred by applicants for employment.

HR-050: MOVING EXPENSES
Purpose: To provide guidelines for proving reimbursement for moving expenses.

HR-060: PRE-EMPLOYMENT BACKGROUND SCREENING
Purpose: 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.

HR-070:PRE-EMPLOYMENT INFORMATION
Purpose: 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.

HR-080: REFERENCES
Purpose: To establish guidelines for the release of employee information in response to requests from external parties.

HR-090: PERSONNEL RECORDS
Purpose: To provide guidelines for the maintenance of and access to employee personnel records.

HR-100: PAYROLL
Purpose: To establish processes to ensure that CWI’s payroll is accurately and timely processed in accordance with state and federal law and CWI policy. 

HR-110: EMPLOYEE CONDUCT
Purpose: To establish expectations for employee conduct while at work and/or while representing CWI.

HR-120: PERFORMANCE REVIEW OF EMPLOYEES
Purpose: To establish and provide guidelines for CWI’s employee performance management process. 

HR-130: COMPLAINT PROCESS FOR CWI EMPLOYEES
Purpose: To provide a process for addressing employee complaints about performance evaluations, job assignments, compensation, corrective action, or any other terms and conditions of employment. 

HR-140: EMPLOYEE CORRECTIVE ACTION
Purpose: To provide guidelines for addressing employee performance deficiencies and/or conduct issues.

HR-150: SEPARATION FROM EMPLOYMENT
Purpose: To provide guidelines and applicable procedures regarding the separation from employment of employees of CWI.

HR-160: COMPENSATION
Purpose: To describe CWI’s compensation program for CWI’s staff/non-faculty employees.

HR-170: EMPLOYEE CLASSIFICATIONS
Purpose: To define various classifications of employees at CWI for purposes of determining certain obligations and benefits associated with employment at CWI.

HR-180: EMPLOYEE BENEFITS
Purpose: To delineate and describe the benefits provided to CWI’s employees.

FORM: Vacation Leave Donation

FORM: Family Medical Leave Act (FMLA)

FORM: Tuition Waiver

HR-190: FINANCIAL EXIGENCY/CURRICULAR REVISIONS
Purpose: 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.

HR-200: PROFESSIONAL DEVELOPMENT
Purpose: To provide guidelines for the provision of professional development opportunities for CWI employees.

HR-210: OUTSIDE EMPLOYMENT
Purpose: To provide guidelines for employees who wish to engage in or are engaging in outside employment. 

HR-220: EMERITUS PROGRAM
Purpose: To recognize the contributions made to CWI by members of its Board of Trustees and long-term employees.

HR-230: VOLUNTEERS
Purpose: To provide guidelines for the proper utilization of volunteers at CWI.

HR-240: WHISTLE BLOWER POLICY
Purpose: 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.

HR-250: POLITICAL ACTIVITY (EMPLOYEES)
Purpose: To establish guidelines regarding employee political activity on CWI’s campus.  This policy is not intended to prohibit or adversely affect CWI’s employees from exercising their freedom of speech or political association.

HR-260: NEPOTISM
Purpose: 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.

HR-270: CONFLICT OF INTEREST NON-GRANT RELATED
Purpose:This policy outlines the College’s ethical responsibility to identify, evaluate, and manage potential or actual Conflicts of Interest.

FORM: Conflict of Interest Policy for Trustees

FORM: Conflict of Interest for Employees

HR-280: CONFLICT OF INTEREST GRANT RELATED
Purpose: This policy outlines CWI’s ethical responsibility to identify, evaluate, and manage potential or actual Conflicts of Interest, financial or other, as related to grant-funded projects. 

Instruction Policies

INST 000: ACADEMIC CALENDAR
Purpose: To provide for the development and adoption of an academic calendar for CWI.

INST 010: ACADEMIC FREEDOM
Purpose: 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.

INST 020: ACADEMIC STANDARDS<
Purpose: To provide for the establishment of a process for developing academic standards for students at CWI.

INST 030: ADJUNCT FACULTY
Purpose: To outline the terms of employment, rights and privileges for adjunct faculty.

INST 040: ARTICULATION WITH TRANSFER INSTITUTIONS AND HIGH SCHOOLS
Purpose:To provide guidelines for the development of articulation agreement with address the transfer of credits between CWI and other colleges and universities and high schools.

INST 050: ASSOCIATE OF ARTS AND ASSOCIATE OF SCIENCE DEGREES AND GENERAL EDUCATION PROGRAMS
Purpose: To provide a process for the establishment of standards for Associate of Arts and Associate of Science degrees at CWI and CWI General Education Program in support of such degrees.

INST 060: CAREER TECHNICAL DEGREES
Purpose: To provide the process for establishing requirements for Career and Technical Education certificates and degrees.

INST 070: CREDIT HOUR
Purpose: 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.

INST 080: FACULTY SUBMISSION OF GRADES
Purpose:To provide guidelines for submitting student grades.

INST 090: GRADUATION REQUIREMENTS
Purpose: To provide for the establishment of procedures for determining graduation requirements for degrees and certificates.

INST 100: JOINT APPOINTMENT OF FACULTY
Purpose: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.

INST 110: LIBRARY SERVICES
Purpose:To provide guidelines for the maintenance of CWI's library spaces, services, collections, and information literacy instruction.

INST 120: SPECIAL COURSE FEE OPT OUT
Purpose: To provide guidelines for the administration fo Special Course Fees and procedures for allowing eligible students to opt out of Special Course Fees.

INST 130: SUBSTITUTE COVERAGE AND PAY
Purpose: To provide guidelines for the engagement and use of substitute instructors.

Communication and Marketing Policies

COMM-000: COMMUNICATIONS POLICY
Purpose: To provide guidelines for the creation, dissemination and protection of CWI’s official communications to external audiences.

COMM-010: BRAND POLICY: TRADEMARKS, LOGOS, GRAPHICS, COLORS AND SEAL
Purpose: 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.

Information Technology Policies

IT-000: INFORMATION TECHNOLOGY RESOURCE
Purpose: 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 Idah Technology Authority (ITA), the Idaho State Board of Education (SBOE) and CWI.

IT-010: SERVER ADMINISTRATION
Purpose: To provide guidelines for the administration of CWI's server environment.

IT-020: TELEPHONE SERVICES
Purpose: To establish guidelines for CWI's telephone and telecommunication services.

IT-030: SOFTWARE USAGE
Purpose: 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.

IT-040: REMOTE ACCESS
Purpose: To state the requirements for remote access to computing resources hosted at CWI using Virtual Private Network (VPN) technology.

IT-050: CENTRALIZED IT SERVICES
Purpose: The purpose of this policy is to provide for a uniform and systematic method for providing IT services required by CWI.

IT-060: COMPUTING DEVICE SUPPORT
Purpose: To provide a reliable computing device platform which will enhance the workflow and productivity of the CWI community.

IT-070: INTERNET USAGE:
Purpose: To set forth guidelines for Internet access and usage at CWI.

IT-080: INFORMATION PRIVACY AND DATE SECURITY
Purpose: To classify data and establish minimum standards and guidelines to protect against accidental or intentional damage or lass of data, interruption of CWI business, or the compromise of confidential information.

IT-090: PERSONAL COMPUTER EQUIPMENT AND SOFTWARE SUPPORT
Purpose: 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.

IT-100: INFORMATION TECHNOLOGY PROCUREMENT
Purpose: To provide a framework for the procurement of all IT hardware, software and any externally-hosted systems or software for CWI.

IT-110: MOBILE COMPUTING
Purpose: 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.

IT-120: ELECTRONIC MAIL
Purpose: To provide ownership, allowable use, privacy and retention guidelines for all Users of CWI E-mail Facilities.

IT-130: NETWORK STANDARDS
Purpose: To provide the standards for the establishment of CWI's networking infrastructure.

IT-140: SOFTWARE PATCH MANAGEMENT

Purpose: 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. 

Student Affairs

STU-000: OPEN ADMISSIONS
Purpose: To state CWI’s open admissions policy for persons wishing to attend CWI and to provide guidelines for CWI’s application process.

STU-010: STUDENT POLITICAL ACTIVITY
Purpose: To establish guidelines regarding student political activities on CWI’s campus. 

STU-020: ASSOCIATED STUDENT ORGANIZATIONS
Purpose: To recognized the Associated Students of College of Western Idaho (ASCWI) as the official student voice in CWI's decision-making process and to provide certain guidelines regarding ASCWI's operations.

STU-030: ATTENDANCE
Purpose: To provide guidelines regarding student attendance.

STU-040: STANDARDS OF STUDENT CONDUCT
Purpose: 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.

STU-050: FINANCIAL AID
Purpose: To provide for the implementation of a financial aid program for eligible students at CWI.

STU-060: PREVENTION OF ID THEFT
Purpose: To provide for the implementation of an identity theft prevention program to detect, prevent and mitigate student identity theft.

STU-070: TRANSFER OF CREDIT
Purpose: To establish guidelines for the acceptance of credit from other colleges and universities.

STU-080: ENROLLMENT
Purpose: To provide for open enrollment for students admitted to CWI.

STU-090: CONFIDENTIALITY OF STUDENT RECORDS
Purpose: To establish guidelines for maintaining the confidentiality of student education records and defining student rights related to educational records under federal law.


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