Policies, Standards, and Toolkits
What is a policy, standard, or toolkit?
On this page you can find links to DEM-specific policies, DEM standards for a variety of practices, and toolkits.
The policies on this page outline rules DEM team members are expected to follow. These policies are in addition to any policies set by the University.
Standards are procedures that team members are expected to adhere to.
Toolkits are a set of resources available for team members to utilize for a specific purpose.
On this page
Policies
Below you can find DEM-specific policies.
When a team member receives a media inquiry and/or request for comment/representation, it is often assumed that they will be speaking on behalf of the University of Wisconsin–Madison and/or DEM. It is essential that all DEM Team Members consult with their Communication Lead prior to responding to any media inquiries related to their job and/or position at UW–Madison.
The standard expectation for DEM units to offer in-person services is Monday through Friday (except university legal holidays) from 8:30am to 4:00pm. Units do have the autonomy to make short-term changes based on unique situations or business needs. Any long-term changes over a week will require Vice Provost approval and justifications on how the changes will not significantly impact service level expectations of students and other stakeholders.
All Division of Enrollment Management (DEM) conference rooms available from the public hallways on the 9th, 10th, and 11th floors of 333 East Campus Mall as well as on the 1st and 2nd floors of 702 W Johnson Street are reservable. These spaces are intended to support meetings, trainings, workshops, and collaborative work across all DEM offices and teams.
There are a number of existing policies that govern what UW–Madison employees may and may not do when using generative artificial intelligence (AI) tools and services. These policies safeguard institutional data, which everyone in the university is legally and ethically obligated to protect. All university faculty, staff, students and affiliates must follow these policies.
It is critical to ensure that everyone is able to access important web content, publications, and documentation quickly, easily, independently, privately, and equally. DEM is committed to ensuring all digital offerings across the Division are fully accessible and free from barriers for all individuals. Digital accessibility represents an important opportunity to further advance the DEM’s culture of belonging both for team members as well as for those DEM serves and interact with. The work to ensure digital accessibility through all digital interactions will be guided by federal accessibility standards and campus best practices.
To ensure we are adhering to federal and state law, the Division of Enrollment Management’s recruitment, outreach and event planning efforts must be as inclusive as possible.
Standards & Toolkits
Recruitment Standards
DEM recruitment standards are incorporated as a part of the DEM Recruitment Request Form and identify required components for all DEM recruitments for full time team members. All recruitment standards should be met before proceeding in the Recruitment process. DEM HR is here to support all Hiring Managers in navigating all recruitment standards as well as answer any questions.
Onboarding Standards
The DEM onboarding standards identify required components for supervisors to follow when onboarding new team members across the Division of Enrollment Management. Onboarding standards serve an important role to ensure strong and consistent onboarding experiences that seek to position new team members in an environment to thrive. Each standard aligns with fundamental needs identified as key components that align our approach with our culture of belonging.
Event Standards & Best Practices
DEM produces many events each year to achieve divisional and institutional goals in enrolling UW–Madison students with the guidance of DEM’s Forward Focus. To ensure that anyone who participates in an event encounters a purposeful, valuable experience we have developed a set of standards and best practices. These will serve as a guide for creating consistent, inclusive, accessible, and audience-centric experience. They will also help DEM team members follow state and UW policies, while developing events that are efficient and cost effective.
Recruitment Toolkit
DEM strives to recruit a talented workforce that is representative of a diverse variety of backgrounds, experiences, and identities. To achieve this, it is critical that all DEM recruitment processes are inclusive and applicant experiences are welcoming.
Onboarding Hub
UW–Madison defines onboarding as integrating and acculturating new employees into the university and providing them with the tools, resources, and knowledge to become successful and productive. Onboarding engages employees beginning with the acceptance of the job offer, and continues through the entire first year of employment. DEM believes onboarding also plays a critical role in building the culture of belonging we strive for.
Toolkit for Supervisors
Within DEM we believe in a human-focused approach to supervision which prioritizes providing support, seeking feedback, and advocating for team members across the Division. Supervisors are ultimately charged with creating an environment that prioritizes all team members abilities to thrive and be active contributors to team, unit, office, and Divisional strategic priorities. DEM supervisors play a critical role to our ability to attract, enroll, support, and graduate the most talented students.
Travel & Reimbursement Guidelines
AIR TRAVEL must be booked in Concur or with a Fox World Travel agent.
- Airfare Policy: https://policy.wisc.edu/library/UW-3016
- How to Book a Flight: https://businessservices.wisc.edu/travel-reimbursement/planning-a-trip/air-travel/
- Use of a third-party online travel booking site (e.g., Travelocity, Orbitz) or booking directly with an airline is prohibited.
COST COMPARISONS are required for any flights that combine business and personal travel.
- Acceptable cost comparisons include Concur screenshots or designated agency documentation (such as emailed quotes). Due to airfare pricing and availability fluctuation, accurate cost comparisons must be done at the time of booking to be valid.
- Failure to obtain a cost comparison at the time of booking with result in a reimbursement that is reduced to 80% of the total cost.
LODGING
LODGING must be reserved through the Concur online system, directly with an Agent at Fox World Travel, by booking directly with the lodging facility, or by booking through AirBnB.
Lodging Policy: https://policy.wisc.edu/library/UW-3017
How to book lodging:
https://businessservices.wisc.edu/travel-reimbursement/planninga-trip/reserving-lodging
Use of other third-party booking sites (e.g. VRBO, Hotels.com, Travelocity) is prohibited.
Employees who drive for any UW business must first be an authorized driver. This includes driving your personal vehicle.
- Link to Driver Authorization; https://businessservices.wisc.edu/managing-risk/driver-authorization-and-insurance/driver-authorization/.
- More information on driving for UW business: https://businessservices.wisc.edu/travel-reimbursement/planning-a-trip/booking-rental-car-fleet-vehicle/ VEHICLE RENTALS
- Must be booked through the Concur Portal using the Big Ten Contract (Enterprise, National, or Hertz): https://www.concursolutions.com/nui/signin.
Vehicle Use Rental Policy: https://policy.wisc.edu/library/UW-3019
Allowable when determined to be the most cost-effective means of transportation.
- The cost of gasoline to fuel a rental vehicle is payable/reimbursable.
- This does not include the vendor refueling service which is not reimbursable.
- Receipts are required for all gasoline purchases, regardless of amount
PERSONAL VEHICLE USAGE
- Requires a Google Map to serve as your receipt.
- Mileage can be claimed from your Campus work location (headquarters), or home; whichever is the lesser of the two.
- Mileage can only be claimed from your home (remote work location) if it is a weekend (Saturday or Sunday); Legal Holiday, the round-trip mileage is less than departing from work, or you have an approved work agreement with a business need to be remote.
- A flight cost comparison is required for all mileage claims for trips that are more than 1000 miles round-trip.
GROUND TRANSPORTATION
- Ground Transportation Use Policy: https://policy.wisc.edu/library/UW-3020
- Long-distance ground transportation (e.g., city-to-city bus, train) and local transportation (e.g. taxi, ride share, city bus, subway, ferry) are reimbursable when necessary to conduct UW business.
- Tips are limited to 20%
International Travel Policy: https://policy.wisc.edu/library/UW-3022
- Please follow the instructions provided here on Expense Reimbursement.
- Expense report must be submitted within 90 days from the last day of business travel or from the date of purchase of goods or services.
- Expense reports cannot be approved if submitted past 90 days without a qualifying justification.
- Meal Per-Diem: The system will default to set amounts for daily meal per-diem. Any provided meal at a conference must be marked “provided” and deducted from your total meal per-diem. First and last days of travel must be checked off, which reduces the daily amount to a prorated 75%.
- Documentation Requirements: Event/conference agendas must be uploaded to expense report
- Receipt Requirements: https://businessservices.wisc.edu/travel-reimbursement/getting-reimbursed/#receiptrequirements. Required receipts must be uploaded during the expense report entry process; upload as one PDF document.
Business/Hosted Meal expenses include breakfasts, lunches, and dinners at University sponsored events or business functions that are not purely social in nature. Events such as: DEM-hosted events, faculty and staff recruitments, visiting scholars, or for development purposes. A hosted meal is NOT travel per diem meal. Allowable alcohol purchases differ by types of meals/events, and allowable funding sources (UW Foundation Discretionary Funding Only). Approvals are needed. Please consult Kelly Layton in advance on policy details.
Have Questions?
If you have any questions, please reach out to DEM Support.