Ohio Adm.Code 3337 | Ohio Administrative Code 3337 — Ohio University

Chapter 3337-1 Policies In General

Ohio Adm.Code 3337-1-01 Preparation of policies.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/01-001.html

(A) Purpose

Ohio university is committed to the implementation and creation of comprehensive policies. This policy governs how the university creates, drafts, reviews, maintains, rescinds, and approves all university policies.

(B) Scope

Ohio university policies must be thoroughly reviewed, maintained, and accessible to the university community. The university community includes all university employees, students, alumni, visitors, volunteers, and other individuals who perform work for the university.

(1) "Policy owner" is the individual, department or office that is responsible for creating, reviewing, and maintaining any policy; and obtaining all necessary policy approvals.

(2) "Purpose" is a statement describing why the policy exists.

(3) "Scope" is to whom a policy applies.

(4) "University community" all university employees, students, alumni, visitors, volunteers, and other individuals who perform work for the university.

(5) "Executive staff policy committee" serves as an advisory group to the president on all policies containing external compliance and/or legal requirements.

(6) "President's cabinet" serves as an advisory group to the president on policies that do not contain external compliance and/or legal requirements.

(7) "Effective date" is the date a policy is approved by the president.

(D) Policy content

A university policy should:

(1) Enhance the university's mission, reduce institutional risk, and/or promote operational efficiency.

(2) Comply with all applicable laws and regulations.

(E) Policy review process

(1) ESPC and president's cabinet

(a) The executive staff policy committee shall be responsible for the review of new, amended, or rescinded policies containing external compliance and/or legal requirements, and for recommending policies for approval by the president. The members of the executive staff policy committee shall be the vice president for finance and administration, the executive vice president and provost, the vice president for student affairs, the vice president for human resources, and the general counsel. The executive vice president and provost shall serve as chair of the committee. In the event of their temporary unavailability, members may be represented by their designees.

(b) President's cabinet shall be responsible for the review of new, amended, or rescinded policies not containing external compliance and/or legal requirements, and for recommending policies for approval by the president.

(c) Under the direction of the executive staff policy committee, the office of legal affairs will provide legal and administrative oversight for the policy review process.

(2) Policy drafting guidelines

The executive staff policy committee, with the assistance of the office of legal affairs, shall prepare policy drafting guidelines setting forth requirements for content, organization and format of policies. These guidelines shall be made available as part of the online and hardcopy editions of the policy manual.

(3) Initiation, review, and approval of policies

(a) A proposal for a new, amended, or rescinded policy may be initiated by the policy owner. Any member of the university community may submit a suggestion for a change in university policy to the appropriate policy owner.

(b) The policy owner shall submit a policy proposal memorandum and draft policy, as described in the policy drafting guidelines. The proposal memorandum shall explain the need for the new, amended, or rescinded policy. A list of university offices and constituencies expected to be affected shall also be provided.

(c) The executive staff policy committee and/or president's cabinet shall decide whether the proposal should go forward and may provide guidance, limitations or any other advice it deems appropriate. In particular, the executive staff policy committee and/or president's cabinet shall confirm that the policy owner consulted with the appropriate university officials and constituencies.

(d) If the executive staff policy committee and/or president's cabinet authorizes the new, amended or rescinded policy, the policy owner may proceed to publish the draft policy on the university policy website for the thirty-day comment period, in accordance with the policy drafting guidelines.

(e) The new, amended, or to-be-rescinded policy must be posted on the university policy website for the thirty-day comment period prior to final approval. Some policies may be signed in advance of the comment period to comply with any time-restricted federal and/or state laws and regulations or accrediting agencies. Any exceptions to the thirty-day comment period may only be granted by the executive staff policy committee and/or the president. The draft policy and all comments from the university community will be posted on the university policy website.

(f) At the completion of the thirty-day comment period, the new, amended, or rescinded policy, shall be submitted to the executive staff policy committee and/or president's cabinet for final review along with an explanatory memorandum and any other policy versions as specified in the policy drafting guidelines. The materials submitted to the executive staff policy committee and/or president's cabinet shall also be made available on the university policy website.

(g) The executive staff policy committee and/or president's cabinet shall review the new, amended, or rescinded policy and the comments and recommendations from the university community who reviewed them online. The executive staff policy committee and/or president's cabinet may recommend the policy be sent to the president for final approval or rescission or send it back to the policy owner for further modification or consultation.

(4) Updating policies

All policies shall be reviewed by the policy owner to determine whether an update is necessary at least every three years.

(5) Interim policies

(a) The executive staff policy committee may determine whether, because of legal requirements or administrative necessity, a policy must be adopted or amended immediately. In this event, the executive staff policy committee may recommend to the president that an interim policy be adopted. The executive staff policy committee's recommendation will follow full consideration of the legal or administrative issues supporting the request for an interim policy.

(b) An interim policy shall be effective for an initial period of no more than twelve-months. After the initial twelve-month period, the executive staff policy committee may recommend to the president that the policy be extended for an additional six-month period. A permanent policy adopted in accordance with the procedures set forth in paragraph (E)(3) of this policy should be approved by the president no later than eighteen months after the effective date of the interim policy.

(F) University policy manual

The university policy manual shall include all university policies adopted in accordance with this policy and shall be made available online. Printed copies of the manual shall also be made available in the Alden library and in each of the regional campus libraries.

Last updated December 20, 2024 at 7:59 AM

History

Effective: December 20, 2024
Promulgated Under: 111.15

Ohio Adm.Code 3337-1-02 Policy numbering system.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/01-002.html

(A) Overview

This policy describes the numbering system used in the "Ohio University Policy Manual," so that new policy statements may be assigned numbers that are consistent with those already in use, and so that people wishing to find the policy statement that addresses a particular concern can more readily find it.

(1) Number format

The policy numbering system will be a five-digit number consisting of a two-digit general classification number and a three-digit index number, separated by a period, in the form, "XX.YYY," with leading zeros for each part, as needed.

(2) Administrative Code

Senate Bill 3, effective September 17, 2014, requires that Ohio university rules be published both on the institution's web site (e.g., this manual), and as part of the Administrative Code. There is a direct mapping between the policy number and the Administrative Code number; the primary differences are that the Administrative Code number includes a prefix that is unique to Ohio university, and that leading zeros are less available in the Administrative Code system. For example, our "Policy 03.004" will be identified as "rule 3337-3-04 of the Administrative Code"; our "Policy 41.125" will be identified as "rule 3337-41-125 of the Administrative Code"; etc. (In some contexts, the Administrative Code's rule number may have additional segments between the "3337-" and the last two segments that are derived from our policy number). Although the number of digits displayed within the Administrative Code is not always five, the numerical values do match.

(3) Reserved numbers

The "Administrative Policy Manual," the "Faculty Handbook," and the "Student Code of Conduct" are distinct documents: each has its own formal review and approval process, and none is part of either of the others.

Some issues are more appropriately addressed within the "Faculty Handbook", or the "Student Code of Conduct," rather than as part of this policy manual; other issues are best addressed here; and some issues will be addressed in more than one of those locations.

In order to facilitate publication of all three types of rules as part of the Administrative Code, while preventing the ambiguity that would result from numbering collisions among them, several general classification numbers are "reserved": they will not be assigned to any administrative policy, to ensure that their corresponding numbers within the Administrative Code are available for publication of faculty and student rules; see parts (D) and (H) of this policy.

(4) Assignment of numbers

Numbers will be assigned to new policy statements by the office of legal affairs.

The basic general classifications and subject matter areas within these classifications will be as shown in the rest of this policy.

(B) General classifications 00 to 09:

General subjects

(1) Organization charts

(2) General policy

(3) Issues that overlap multiple other general classifications

Examples include the following:

(a) Space and facilities usage

(b) Harassment and professional conduct

Academic matters

(1) Colleges

(a) Arts and sciences

(b) Business

(d) Education

(e) Engineering

(f) Fine arts

(g) Graduate

(h) Health sciences and professions

(i) Honors

(j) Osteopathic medicine

(k) University

(2) Student academic records

(a) Access to public and private information

(b) Registration, drops, and withdrawals

(3) Library

(4) Learning resources

(5) Off-campus academic programs

(6) Institutional research

(7) International affairs

(8) Research and intellectual property

(9) Emeritus status

(10) Appointment and evaluation of faculty and academic leaders

(See also parts (F)(6) and (H) of this policy.)

(11) Centers and institutes

(D) General classifications 20 to 29:

Student matters

General classification number 27 is reserved for the "Student Code of Conduct" and related documents, as described in part (A)(3) of this policy.

(1) Student personnel

(2) Health and psychological services

(3) Placement and internship

(4) Fraternity and sorority affairs

(5) Student activities and public occasions

(6) Residence services and residence life

(7) University discipline

(8) Athletics

(9) Campus recreation

(10) Student financial aid and scholarships

(E) General classifications 30 to 39:

University development and planning matters

(1) Alumni

(2) Regional development

(3) Public affairs

(4) Public information

(5) University publications

(6) Ohio university foundation

(7) Construction

(8) Space utilization

(9) Renovations

(10) Engineering

(11) Title grants

(F) General classifications 40-49:

Administrative matters

(1) Registration, admissions, scheduling, and regents reporting.

(2) Office and environmental services

(3) Facilities management and maintenance

(4) Vehicles

(5) Ohio university police department

(6) Human resources and employment matters

(a) Employment

(i) Appointments

(ii) Hiring

(iii) Transfer

(iv) Promotion

(v) Demotion

(vi) Separation

(b) Benefits

(i) Educational

(ii) Group insurance and workers' compensation

(iii) Assistance and development programs for employees

(iv) Holidays and vacations

(v) Other leaves of absence and accommodations

(vi) Retirement

(d) Dispute resolution

(e) Records and information services

(f) Performance management

(g) Workplace and occupational health and safety

(h) Payroll

(G) General classifications 50 to 59:

Business matters

(1) Financial matters

(2) Controller's functions

(a) Accounts payable

(b) Grants and contracts

(d) General accounting

(e) Property accounting

(f) Procurement

(g) Surplus

(3) Treasurer functions

(a) Bursar

(b) Accounts receivable

(d) Cash management

(H) General classifications 60 to 69:

Faculty matters

General classification numbers 60 through 69 are reserved for the "Faculty Handbook" and related documents, as described in part (A)(3) of this policy.

(I) General classifications 90 to 99:

Information technology matters

(1) Administrative support

(2) Academic support

(3) Voice and data networks

(4) Information retention, integrity, and security

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/01-002.html

History

Effective: July 23, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-3-04

(A) Rationale for policy

Ohio university is committed to providing a workplace, educational environment, and programs and activities that are free from sexual harassment and other sexual misconduct.

To affirm this commitment and ensure compliance with federal and state laws and regulations, Ohio university has developed this policy and related processes to inform members of the university community about prohibited behavior; provide supportive measures designed to remediate the effects of sexual harassment and other sexual misconduct; and ensure a prompt, fair, and impartial process for addressing alleged violations of this policy.

(B) Basis for policy

For purposes of this policy, "sexual harassment and other sexual misconduct" includes sexual harassment, sexual assault, domestic violence, dating violence, stalking, and retaliation. These behaviors are prohibited as unlawful discriminatory conduct under Title VII of the Civil Rights Act of 1964 (as amended), Title IX of the Education Amendments of 1972, the Violence Against Women Act Reauthorization Act of 2022 (VAWA), the Campus Sexual Violence Elimination Act (Campus SaVE Act), and/or the Jeanne Clery disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act). "Sexual harassment and other sexual misconduct," for the purposes of this policy, also includes sexual exploitation. Additionally, this policy contains a statement regarding consensual relationships in which one party retains a direct supervisory or evaluative role over the other party.

While sexual harassment and other sexual misconduct are forms of sex-based discriminatory conduct, discrimination on the basis of sex, gender gender identity or expression, and sexual orientation is prohibited in all forms by Ohio university under university policy 40.001: "Nondiscrimination in education and employment."

The expectations for conduct contained within this policy apply to all aspects of Ohio university's operations, locations, and programs including, but not limited to, regional campuses, property owned or controlled by the university, online programs, and university-sponsored events, activities, and travel. These expectations also apply in buildings owned or controlled by student organizations recognized by Ohio university.

Any person may submit reports of prohibited behavior. Further, this policy encourages, and in some cases requires, reports of sexual harassment and other sexual misconduct regardless of where the incident occurred.

A violation of this policy by a student, student organization, or student group also constitutes a violation of the Ohio university student code of conduct. The student code of conduct applies to all students, student organizations, and student groups, whether the prohibited behavior occurred on or off campus. Therefore, this policy applies to prohibited behavior by students, student organizations, and students groups whether it occurs on-campus or off-campus. Further, allegations of other conduct prohibited by the student code of conduct may be investigated and adjudicated through the sexual harassment and other sexual misconduct grievance process in conjunction with the violations of this policy.

Reports of prohibited behavior by faculty, administrators, staff, trustees, and officers will be assessed by the Title IX coordinator to determine if the alleged behavior occurred within Ohio university's operations, locations, and programs, as described in this paragraph, or if the alleged behavior, if true, may have effectively denied the complainant equal access to education or employment at Ohio university. If either circumstance exists, this policy will apply whether the behavior occurred on-campus or off-campus.

If the respondent in an alleged violation of this policy is a student, student organization or group, faculty member, administrator, staff member, trustee, or officer, the grievance process described in this policy may be utilized, regardless of the complainant's status. Reports of prohibited behavior on the part of third parties, such as agents, vendors, guests, visitors, volunteers, and campers, will be assessed by the Title IX coordinator to determine the best means to stop the behavior, remediate the impact on the complainant, and prevent further prohibited behavior. Possible measures may include barring individuals from university property or events, among other actions. If the respondent is unknown or is not a member of the university community at the time of the incident and/or when a complaint is received, the grievance process cannot be utilized; however, the Title IX coordinator will offer resources and other supportive measures to the complainant.

Ohio university will respond to reports of sexual harassment or other sexual misconduct irrespective of when the alleged incident occurred, including during semester breaks, leaves of absence, or periods of dismissal. There is no time limit for making a report or submitting a formal complaint to the Title IX coordinator. However, if the respondent is no longer a student or employee or if significant time has passed, the ability to investigate, respond, and provide remedies may be limited or not possible.

Acting on reports of formal complaints significantly impacted by the passage of time is at discretion of the Title IX coordinator, who may document allegations for future reference, offer supportive measures, and/or engage in informal action as appropriate. Ohio university will typically apply the policy in place at the time of the alleged misconduct and the process in place at the time a formal complaint is submitted by the complainant or signed by the Title IX coordinator.

The measures described in this policy and related processes may be initiated when a respondent is charged with behavior that potentially violates both civil/criminal law and university policy, without regard to pending litigation in court or criminal arrest and prosecution. The sexual harassment and other sexual misconduct grievance process may be carried out prior to, simultaneously with, or following criminal proceedings off campus. Determinations made and sanctions imposed under this policy will not be subject to change because criminal charges arising out of the same facts were dismissed, reduced, or resolved in favor of or against the criminal law defendant.

If this policy directly contradicts any other university policy or procedures related to protected status discrimination, harassment, or retaliation, this policy takes precedence. An initial choice to proceed under a particular policy does not preclude a later or simultaneous decision to utilize additional policies or to persue action through the criminal justice system.

(D) Definitions

The following definitions shall apply for the purposes of this policy:

(1) Actual knowledge

Notice of sexual harassment or allegations of sexual harassment to the Title IX coordinator or any official with the authority to institute corrective measures on behalf of the university.

(2) Advisor

A person chosen by a party (the complainant or the respondent) to accompany the party to meetings related to the grievance process, to advise the party on that process, and to question the other party and witnesses at the hearing, if any. A party's advisor may be, but is not required to be, an attorney. If a party does not have an advisor to question the other party and witnesses at the hearing, the university will appoint one to do so.

(3) Complainant

An individual who is alleged to have been subjected to conduct that could constitute sexual harassment, other sexual misconduct, or retaliation under this policy.

(4) Confidential source

An employee who is not a mandatory reporter and is not obligated by this policy to share knowledge and reports of sexual harassment, other sexual misconduct, or retaliation with the Title IX coordinator. On-campus confidential employees include licensed mental health professionals and healthcare providers acting within the scope of their confidential roles. Employees conducting an institutional review board-approved human subjects research study designed to gather information about sexual harassment and other sexual misconduct are also considered confidential employees with respect to information received while conducting the study.

(5) Coercion

The use of intimidation, threats of harm, or extortion to compel another individual to initiate or continue sexual activity against the individual's will, or the use of these means for the purpose of retaliation as defined by this policy.

(6) Consent

The state of Ohio does not define "consent" in state statutes relating to sexual offenses. Ohio university's definition of consent is as follows:

Consent is knowing, voluntary, and clear permission to engage in sexual activity given by word or action. Reasonable reciprocation can be implied consent; however silence or passivity, without words or actions demonstrating permission, cannot be assumed to show consent.

Consent to some sexual acts does not imply consent to others. If an individual expresses conditions on their willingness to consent or limitations on the scope of their consent, those conditions and limitations must be respected in order for the sexual act to be consensual.

Past consent to a given act does not imply ongoing or future consent. A current or previous intimate relationship is not sufficient to constitute consent.

Once given, consent can be withdrawn at any time through understandable words or actions that clearly convey that a party is no longer willing to engage in sexual activity. If consent is withdrawn, that sexual activity must cease immediately.

Consent cannot be obtained from someone who is asleep or otherwise mentally or physically incapacitated, whether due to alcohol, drugs, or some other condition.

Consent cannot be obtained by threat, coercion, or force. Agreement given under such conditions does not constitute consent.

To give consent, one must be of legal age.

Consent within relationships must considered in context. The existence of consent is based on the totality of the circumstances evaluated from the perspective of a reasonable person in the same or similar circumstances, including the context in which the alleged misconduct occurred and any similar patterns that may be evidenced.

Any individual who engages in sexual activity when the individual knows or should know that the other person has not given consent is in violation of this policy. It is not an excuse that the respondent was intoxicated and did not realize the complainant did not give consent.

(7) Education program or activity

Locations, events, or circumstances, including employment, where the university exercises substantial control over both the respondent and the context in which sexual harassment occurs. This includes any building owned or controlled by a student organization officially recognized by the university.

(8) Employee

A person who performs work for the university and is paid for that work. For purposes of this policy, employees include paid faculty, administrators, staff, and graduate research and teaching assistants, as well as all student employees when acting within the scope of their employment.

(9) Force

The use of physical violence or constraint to gain sexual access to another person.

(10) Formal complaint

A document submitted by a complainant or signed by the Title IX coordinator alleging behavior prohibited by this policy (sexual harassment, other sexual misconduct, or retaliation) against a respondent and requesting that the university investigate the allegation.

(11) Grievance process

The method of resolution utilized to address allegations of sexual harassment, other sexual misconduct, and retaliation as defined by this policy.

(12) Grievance process pool

Investigators, hearing panelists, appeal officers, and university-appointed advisors in the grievance process. The same individuals may perform any or all of these roles, though not at the same time nor for the same case.

(13) Hearing panelist

Those with decision-making and sanctioning authority when allegations proceed to a hearing within the grievance process.

(14) Incapacitation

A person who lacks the ability to make informed decisions is incapacitated and, therefore, cannot consent to sexual activity.

A person is incapacitated and cannot give consent if they are unable to understand what is happening or are helpless, asleep, or unconscious for any reason, including due to the consumption of alcohol or other drugs or due to a temporary or permanent physical or mental health condition.

Merely consuming or being under the influence of alcohol or other drugs does not constitute incapacitation. Incapacitation is not the same as intoxication, being drunk, or the inability to remember decisions made or actions taken while "blacked out." Incapacitation is determined by considering all relevant indicators of an individual's condition and actions at the time of the sexual activity.

An individual who engages in sexual activity when that individual knows or should know that the other person is incapacitated is in violation of this policy. It is not an excuse that the respondent was intoxicated and, therefore, did not realize the complainant's incapacitation.

(15) Investigator

The person or persons charged with gathering information about an alleged violation of this policy and compiling the information into an investigation report and file of evidence.

(16) Mandatory reporter

An employee obligated by this policy to share knowledge and reports of sexual harassment, other sexual misconduct, or retaliation with the Title IX coordinator.

(17) Notice

When an employee, student, or third-party informs the Title IX coordinator or any other official with authority of an alleged incident of sexual harassment, other sexual misconduct, or retaliation.

(18) Official with authority (OWA)

An employee of the university with the authority to implement corrective measures for sexual harassment, other sexual misconduct, and retaliation on behalf of Ohio university. Notice to any OWA constitutes actual knowledge under this policy. For purposes of this policy, the following employees are designated as OWAs: Title IX coordinator and deputy Title IX coordinator, president, provost, vice presidents, , athletic director, dean of students, and director of community standards and student responsibility.

(19) Parties

The complainant(s) and respondent(s) in a matter, collectively.

(20) Reasonable person

A reasonable person under similar circumstances and with similar identities to the complainant.

(21) Relevant

Tending to prove or disprove an element of an alleged offense or an issue material to resolving a complaint. Questions and evidence are relevant when they may aid the decision-makers in determining whether it is more likely than not that the alleged violation occurred and, if so, the appropriate response to the violation.

(22) Remedies

Post-finding actions directed to the complainant and/or the community as mechanisms to address safety, prevent recurrence, and restore access to the university's educational program or activities, including employment.

(23) Report

Information provided to the Title IX coordinator indicating that sexual harassment, other sexual misconduct, or retaliation may have occurred.

(24) Respondent

An individual who is alleged to have been engaged in conduct that could constitute sexual harassment, other sexual misconduct, or retaliation under this policy. Student organizations or groups may also be respondents in the grievance process. It is presumed that a respondent is not responsible for the alleged conduct until a determination regarding responsibility is made at the conclusion of the grievance process.

(25) Sanction

A consequence imposed by the university on a respondent who is found to have violated this policy.

(26) Student

Any person from the time they are admitted to Ohio university up through the date of degree conferral. This includes, but is not limited to, new students at orientation, persons not currently enrolled but who are still seeking a degree from Ohio university, persons currently under suspension, and any other person enrolled in a credit earning course offered by Ohio university, including students enrolled in the college credit plus program.

(27) Supportive measures

Non-disciplinary, non-punitive individualized services offered as appropriate, as reasonably available, and without fee or charge to the complainant or respondent. They may be provided at any point during the grievance process, regardless of whether a formal complaint has been filed.

(28) Title IX coordinator

The official designated by Ohio university to ensure compliance with Title IX and oversee the implementation of this policy. References to the Title IX coordinator throughout this policy may also encompass a designee of the coordinator for specific tasks.

(29) Title IX team

The Title IX coordinator, deputy Title IX coordinator, and the members of the grievance process pool.

(30) Witness

Person who is requested to participate in the grievance process because they may have relevant information about the alleged violation. The investigators may identify potential witnesses, or their names may be supplied by the complainant, respondent, or others with knowledge of the matter. All witnesses are considered to be witnesses called by the university.

(E) Sexual harassment and other sexual misconduct offenses

The department of education's office for civil rights (OCR), the equal employment opportunity commission (EEOC), and the state of Ohio regard sexual harassment, a specific form of discriminatory harassment, as an unlawful discriminatory practice.

Ohio university has adopted the following definitions of sexual harassment and other sexual misconduct to address the unique environment of our academic community, which consists not only of employer and employees, but also of students.

Acts of sexual harassment and other sexual misconduct may be committed by any person against any other person, regardless of the sex, sexual orientation, gender identity, or gender expression of those involved.

The offenses listed in this policy include behaviors prohibited by the Title IX regulations published in the Federal Register by the U.S. department of education, office for civil rights on May 19, 2020. These regulations prescribe definitions based on the uniform crime reporting program of the federal bureau of investigations. The offenses below also include additional behaviors prohibited by Ohio university. All listed offenses are violations of this policy.

Offenses 1-9 listed in paragraph (E)(1) to (E)(6) of this policy are considered to be sexual harassment, as defined by the Title IX regulations, if the behavior occurred within Ohio university's education programs or activities and in the United States and if the complainant was participating in or attempting to participate in the education program or activity of Ohio university at the time of filing a formal complaint. Ohio university's education programs or activities include locations, events, or circumstances, including employment, where the university exercises substantial control over both the respondent and the context in which sexual harassment occurs. This includes any building owned or controlled by a student organization officially recognized by the university.

Under all circumstances detailed in paragraph (C) of this policy, offenses 2-10 listed in paragraphs (E)(2) to (E)(7) of this policy constitute sexual misconduct under university policy.

Offense 11 listed in paragraph (E)(8) of this policy (sexual exploitation) constitutes sexual misconduct under university policy in all circumstances detailed in paragraph (C) of this policy.

This policy prohibits conduct on the basis of sex that satisfies one or more of the following definitions. If a charge is placed for the purposes of the sexual harassment and other sexual misconduct grievance process, the italicized and underlines portion of each definition will be used as the charge in that process.

All definitions encompass actual offenses and may also encompass attempts to commit the offense.

(1) Sexual harassment under Title IX

(a) Unwelcome conduct

(b) Determined by a reasonable person

(d) Pervasive, and

(e) Objectively offensive

(f) That it effectively denies a person equal access to Ohio university's education program or activity

(2) Sexual harassment by quid pro quo

(a) An employee of Ohio university

(b) Conditioning the provision of an aid, benefit, or service of Ohio university

(3) Rape*

(a) Penetration, no matter how slight, of the vagina or anus of a person with any body part or object; or

(b) Oral penetration by a sex organ of another individual without the complainant's consent.

(c) This definition also includes instances in which the complainant incapable of providing consent because of temporary or permanent mental or physical incapacity (including due to the influence of drugs or alcohol) or because of age, Physical resistance by the victim is not required to demonstrate lack of consent.

(4) Fondling

(a) The intentional touching of the complainant's clothed or unclothed body parts, without the complainant's consent, for the purpose of sexual degradation, sexual gratification, or sexual humiliation; or

(b) The forced touching by the complainant of the respondent's clothed or unclothed body parts, without the complainant's consent, for the purpose of sexual degradation, sexual gratification, or sexual humiliation.

(c) This offense includes instances where the complainant is incapable of giving consent because of age or incapacity due to temporary or permanent mental or physical impairment or intoxication.

(d) Allegations of behaviors fitting the definition of fondling will be charged as non-consensual sexual contact in the sexual harassment and other sexual misconduct grievance process.

(5) Statutory rape

(a) Non-forcible sexual intercourse with a person who is under the statutory age of consent.

(b) Allegations of behaviors fitting the definitions of rape and statutory rape will be charged as non-consensual sexual intercourse in the sexual harassment and other sexual misconduct grievance process.

(6) Incest

Non-forcible sexual intercourse, between persons who are related to each other, within the degrees wherein marraige is prohibited by Ohio law.

(7) Dating violence

(a) Violence or threat of violence, committed by a person who is in or has been in a social relationship of a romantic or intimate nature with the complainant.

(b) For purposes of this definition:

(i) The existence of such a relationship shall be determined based on the complainant's statement and with consideration of the length of the relationship, the type of relationship, and the frequency of interaction between the persons involved in the relationship.

(ii) Violence means physical violence.

(iii) Dating violence does not include acts covered under the definition of domestic violence.

(8) Domestic violence

(a) Conduct that would meet the definition of a felony or misdemeanor crime committed by a person who:

(i) Is a current or former spouse or intimate partner of the complainant, or a person similarly situated to a spouse of the complainant under the family or domestic violence laws of Ohio;

(ii) Is cohabitating, or has cohabitated, with the complainant as a spouse or intimate partner;

(iii) Shares a child in common with the complainant; or

(iv) Commits acts against a youth or adult complainant who is protected from those acts under the family or domestic violence laws of Ohio.

(b) For the purposes of this definition, domestic violence does not include acts covered under the definition of dating violence.

(9) Stalking

(a) Engaging in a course of conduct on the basis of sex and directed at a specific person, that would cause a reasonable person to fear for their own safety or the safety of others, or suffer substantial emotional distress.

(b) For the purposes of this definition:

(i) Course of conduct means two or more acts, including, but not limited to, acts in which the respondent directly, indirectly, or through third parties, by any action, method, device, or means, follows, monitors, observes, surveils, threatens, or communicates to or about a person, or interferes with a person's property.

(ii) Substantial emotional distress means significant mental suffering or anguish that may but does not necessarily require medical or other professional treatment or counseling.

(10) Sexual harassment under university policy

(a) Physical or verbal conduct of a sexual nature that is unwelcome and sufficiently severe or pervasive from both a subjective (the complainant's) and an objective (reasonable person's) viewpoint. Such conduct has:

(i) The purpose or effect of unreasonably interfering with a person's work or academic performance;

(ii) Creates an intimidating, hostile, or offensive environment for working, learning, or living on campus.

(b) For the purposes of this definition, the determination of whether an environment is "hostile" is often contextual and must be based on the circumstances. These circumstances could include:

(i) The frequency of the conduct;

(ii) The nature and severity of the conduct;

(iii) The relationship between the complainant and the respondent;

(iv) The location and context in which the alleged conduct occurs;

(v) Whether the conduct was physically threatening;

(vi) Whether the conduct was humiliating; or

(vii) Whether the conduct arose in the context of other discriminatory conduct.

(11) Sexual exploitation:

(a) Knowingly or recklessly taking sexual advantage of another person without consent, through behavior that does otherwise constitute a violation of this policy.

(b) Examples of sexual exploitation include, but are not limited to:

(i) Prostituting another person or engaging in sex trafficking;

(ii) Non-consensual video- or audio-recording or photographing of sexual activity;

(iii) Going beyond the boundaries of consent (e.g., a respondent permitting others to observe connsensual sex with a complainant who is unaware of the observation);

(iv) Voyeurism, including

(a) Trespassing or otherwise invading the privacy of another person to spy or eavesdrop on them for the purpose of sexual gratification;

(b) Non-consensually taking photographs or video in a place where a person has a reasonable expectation of privacy, for the purpose of viewing that person's private body parts; or

(c) Non-consensually taking photographs or video of another person above, under, or through their clothing, for the purpose of viewing their private body parts or undergarments).

(v) Public indecency (e.g., exposing one's genitals to others without consent);

(vi) Knowingly exposing another person to a sexually transmitted infection without their prior knowledge and consent;

(vii) Causing or attempting to cause the incapacitation of another person (through alcohol, drugs, or any other means) to compromise their ability to give consent to sexual activity, or make that person vulnerable to non-consensual sexual activity;

(viii) Soliciting a minor for sexual activity;

(ix) Creating, possessing, or disseminating child sexual abuse images or recordings;

(x) Misappropriating another person's identity on apps, websites, or other platforms designed for dating or sexual connections (e.g., spoofing);

(xi) Forcing a person to take an action against their will by threatening to show, post, or share information, video, audio, or images depicting their nudity or sexual activity;

(xii) Creating or disseminating media, including images, videos, or audio representations of individuals doing or saying sexually-related things that never happened, or placing identifiable real people in fictitious pornographic or nude situations without their consent (i.e., deepfakes).

(F) Retaliation

(1) No person may intimidate, threaten, coerce, or discriminate against any individual;

(2) For the purpose of interfering with any right or privilege secured by Title IX or this policy; or

(3) Because the individual has made a report or complaint, testified, assisted, or participated ore refused to participate in any manner in an investigation, proceeding or hearing;

(4) The exercise of rights protected under the First Amendment does not constitute retaliation prohibited under this paragraph.

Allegations of retaliation will be addressed under the sexual harassment and other sexual misconduct grievance process.

(G) Consensual relationships

Consensual romantic or sexual relationships in which one party retains a direct supervisory or evaluative role over the other party are unethical, create a risk for real or perceived coercion, and are expressly a violation of this policy. Furthermore, the possibility of a future amorous relationship may distort the present instructional or advising relationship.

Therefore, persons with direct supervisory, evaluative, grading, or academic advising responsibilities who are involved in such relationships must bring those relationships to the attention of their supervisor. This will likely result in the necessity to remove the employee from the supervisory, evaluative, grading, or academic advising responsibilities.

Ohio university does not intrude upon private choices regarding personal relationships when those relationships do not violate university's policies or increase the risk of harm to the safety and well-being of campus community members.

If no other behaviors prohibited by the sexual harassment and other sexual misconduct policy are alleged, investigations of alleged violations of the consensual relationships provision will be conducted by an investigator from the grievance process pool. After interviewing the involved parties and any witnesses and reviewing relevant documents, the investigator will compile a memorandum of finding including a summary of information gathered during the investigation and a determination as to whether, by the preponderance of evidence, the consensual relationship provision was violated. The memorandum of finding will be provided to the parties, and the supervisor(s)/department chair(s)/director(s) of the party or parties who are employees of the university for their consideration and appropriate action.

(H) Title IX coordinator

The Title IX coordinator ensures compliance with Title IX and oversees the implementation of this policy. The Title IX coordinator has the primary responsibility for coordinating Ohio university's efforts related to the intake of reports, implementation of supportive measures, investigation and resolution of formal complaints, and other activities designed to stop, remediate, and prevent behaviors prohibited by this policy. References to the Title IX coordinator throughout this policy may also encompass a designee of the coordinator for specific tasks.

The Title IX coordinator manages the Title IX team and acts with independence and authority free from bias and conflicts of interest. The Title IX coordinator oversees all processes under this policy. The members of the Title IX team are vetted and trained to ensure they are not biased for or against any party in a specific case, or for or against complainants or respondents, generally.

Inquiries regarding this policy and its related processes may be made to:

"Director of Civil Rights Compliance and Title IX Coordinator

006 Lindley Hall

Ohio University

Athens, OH 45701

740-593-9140 (phone)

740-593-9168 (fax)

civilrights@ohio.edu or titleIX@ohio.edu"

(I) Reporting violations of this policy

Reports of sexual harassment, other sexual misconduct, or retaliation may be made using any of the options in this paragraph. The complainant may submit a report, or a third party may file a report on behalf of a person they believe has been adversely affected by conduct prohibited by this policy.

If a complainant is identified in the report, the Title IX coordinator will attempt to contact the complainant to offer supportive measures and to ensure the complainant knows the options available to them, including making a police report and submitting a formal complaint, if applicable and desired.

Reporting carries no obligation for complainants to submit a formal complaint, and Ohio university respects the complainants' wishes regarding formal action unless there is a compelling reason to proceed. While Ohio law requires any person who has knowledge of a felony to make a report to law enforcement, the complainant is not required to speak with law enforcement officers, even if the Title IX coordinator must make such a repor.

(1) Report online using the report to civil rights compliance form by clicking on submit a report at https://www.ohio.edu/civil-rights. Reports submitted on-line are routed immediately to the Title IX coordinator.

(2) File a report with the Title IX coordinator by mail, phone, or email. A report may be submitted at any time (including during non-business hours) using the contact information in this paragraph. Reports may also be made in person at the civil rights compliance (CRC) office on business days when a CRC staff member is available.

"Director of Civil Rights Compliance and Title IX Coordinator

006 Lindley Hall

Ohio University

Athens, OH 45701

740-593-9140 (phone)

civilrights@ohio.edu or titleIX@ohio.edu

Reports of sexual harassment, other sexual misconduct, or retaliation by the Title IX coordinator should be made to the office of the executive vice president and provost. Concerns or bias of potential conflict of interest by the Title IX coordinator should also be raised with the provost.

Reports of behavior prohibited by this policy by any other Title IX team member should be reported to the Title IX coordinator. Likewise, concerns or bias or potential conflict of interest by any other Title IX team member should be raised with the Title IX coordinator.

Inquiries and complaints may be made externally to:

"Office for Civil Rights (OCR)

U.S. Department of Education

400 Maryland Avenue, SW

Washington, D.C. 20202-1100

Customer Service Hotline: (800)421-3481

Fax: (202) 453-2172 TDD: (877) 521-2172

Email: OCR@ed.gov

Web: http://ed.gov/ocr"

Inquiries and complaints involving employees may be made externally to:

"Equal Employment Opportunity Commission (EEOC)

Cleveland Field Office

Anthony J. Celebrezze Federal Building

1240 E. 9th Street, Suite 3001

Cleveland, OH 44199

Phone: 1-800-669-4000

Fax: 216-522-7395 TTY: 1-800-669-6820

ASL Video Phone: 844-234-5122"

Specific resources and reporting options are available to medical students, people receiving grants, and others. A listing of resources and agencies may be found at https:https://www.ohio.edu/civil-rights/resources

(J) Formal complaint

A formal complaint is a document submitted by the complainant, or signed by the Title IX coordinator, alleging a violation of this policy by a respondent and requesting that Ohio university investigate the allegation(s). When the Title IX coordinator signs a formal complaint, they are not a complainant or other party in any resulting investigation.

A formal complaint may be filed with the Title IX coordinator in person, by mail, or by electronic mail using the contact information in paragraph (I) of this policy. It must contain the complainant's physical or digital signature, or otherwise indicate the complainant is the person filing the complaint and requesting that the allegations be investigated through the sexual harassment and other sexual misconduct grievance process.

When a formal complaint is submitted, the respondent is notified of the allegations in the complaint, including the complainant's identity. While a formal complaint may be submitted at any time and without any prior contact with an ECRC staff member, complainants may want to consider submitting a report and meeting with ECRC staff to learn about supportive measures available to them and options for proceeding before deciding to submit a formal complaint.

(K) Mandatory reporters

All Ohio university faculty, administrators, and staff (except those identified as confidential resources in paragraph (M) of this policy) have a duty to immediately report violations of this policy to the Title IX coordinator if they receive a complaint of a violation or observe or learn of conduct that is reasonably believed to violate of this policy.

Graduate assistants and student employees have a duty to report violations of this policy if they become aware of the violations in the course of their duties and those duties include responsibility for the safety and wellbeing of other members of the campus community or if they have supervisory, evaluative, grading, or advisory responsibility over other members of the campus community.

In certain limited circumstances, exemptions to mandatory reporting may be requested in advance from the Title IX coordinator (e.g., "Take Back the Night")

Complainants shall consider if they want to share information regarding behaviors under this policy with non-confidential mandatory reporters, as all details of potential violations must be promptly reported to the Title IX coordinator so that supportive measures and options may be available to complainants.

In addition to the duty to report sexual misconduct to the Title IX coordinator as identified in the prior paragraphs, in some circumstances there is also a duty to report allegations of criminal conduct to law enforcement. Section 2921.22 of the Revised Code requires every person who knows that a felony has been or is being committed, to report it to law enforcement. It is a criminal offense to knowingly fail to make a report. If any person suspects or has knowledge of criminal activity occurring on university property, they should call the Ohio university police department (OUPD) at 740-593-1911 (in an emergency, dial 911 immediately). Incidents that occur off campus or at a regional campus should be reported to local law enforcement.

(L) Officials with authority (OWAs)

OWAs are university employees with the authority to implement corrective measures for sexual harassment, other sexual misconduct, and retaliation on behalf of Ohio university. Notice to any OWA constitutes actual knowledge under this policy. For purposes of this policy, the following employees are designated OWAs: Title IX coordinator and deputy Title IX coordinator, president, provost, vice presidents, athletic director, dean of students, and director of community standards and student responsibility.

(M) Confidential resources

Certain campus and local resources may maintain confidentiality when acting under the scope of their licensure, professional ethics, and/or professional credentials, except in extreme cases of immediate threat or danger, in cases of abuse of certain populations (e.g., minors), or when required to disclose by law or court order. These resources may offer options and resources without any obligation to inform a campus official or law enforcement authorities.

(1) Ohio university's confidential resources include:

(a) Licensed professionals and staff at counseling and psychological services

(b) Licensed professionals and students registered for practice under a licensed psychologist at the psychology and special work clinic

(d) Advocates at the survivor advocacy program and

(e) Licensed professional counselors available through the employee assistance program

(2) Off campus confidential resources include:

(a) Licensed professional counselors and other medical providers

(b) Local rape crisis counselors

(d) Local or state assistance agencies

(e) Clergy/chaplains and

(f) Attorneys

Information regarding support resources, many of which are confidential, may be found on the resources page on the ECRC website (linked from the "References" paragraph of this policy).

(N) Anonymous reports

Anonymous reports may be submitted, and if the report contains information about conduct that would constitute a violation of this policy, ECRC staff will attempt to address the reported concerns; however, their ability to investigate or resolve anonymous complaints will likely be limited. Further, ECRC tries to provide supportive measures to all complainants, which is impossible with an anonymous report.

(O) Amnesty for violations of alcohol and drug policies under the student code of conduct

To encourage reporting of alleged violations of this policy and to support candid communication of information, students participating in the grievance process (complainants, respondents, and witnesses) will not be charged with alcohol or drug related violations of the student code of conduct if they engaged in unlawful or prohibited personal use of alcohol or drugs during the incident when the alleged violation occurred. Amnesty applies only to the personal use of alcohol or drugs during the incident in question and does not extend to other potential violations of the student code of conduct. Amnesty does not apply to the respondent if drugs or alcohol were allegedly used to facilitate a violation of this policy.

(P) Reporting to law enforcement

Complainants are encouraged to make a report to law enforcement authorities, even if they decide not to report to the Title IX coordinator. Making a report to the police does not obligate the complainant to further participate in the criminal process. Reports of incidents occurring on the Athens campus may be made to the Ohio university police department (740-593-1911). Incidents occurring on a regional campus or center, or off campus, may be made to the local law enforcement agency. ECRC staff, SAP advocates, counselors in CPS, and other university employees are available to assist complainants who want to make a report to law enforcement authorities.

(Q) Preservation of evidence

The preservation of evidence in incidents of sexual assault is critical to potential criminal prosecution and obtaining restraining orders, and is particularly time-sensitive. A medical evidentiary examination provides documentation of the assault, identification of any injury, and forensic evidence collection. It is important for health, safety, and evidence collection to have an exam as soon as possible after a sexual assault.

Refer to the Resources page on the ECRC website (linked from the "References" part of this policy) for a list of hospitals close to each campus and center with staff specially trained for sexual assault examination and evidence collection.

Additionally, documentary evidence such as emails, texts, social media posts, pictures, videos, etc., may be vital to both a criminal investigation and the university's grievance process. Retention of these items preserves the oppotunity to submit them for consideration if an investigation is undertaken by the police and/or the university.

(R) Federal timely warning obligations

Under the Clery Act, Ohio university must issue timely warnings for reported incidents that fall under the definitions of sexual assault, domestic violence, dating violence, or stalking and pose a serious or continuing threat of bodily harm or danger to members of the campus community. If possible, Ohio university will not disclose a complainant's name and other identifying information, while providing enough information for community members to make decisions regarding their safety. Ohio university also collects and shares de-identified statistical information regarding reported incidents as required by the Clery Act.

(S) Making a false report

Intentionally making a false complaint or report of sexual harassment, other sexual misconduct, or retaliation is prohibited, violates this policy, constitutes misconduct subject to disciplinary action, and may also be a crime. This does not include allegations that are made in good faith but are ultimately shown to be erroneous or do not result in a finding of a policy violation.

Additionally, witnesses and parties knowingly providing false evidence, tampering with or destroying evidence, or deliberately misleading an official conducting an investigation or hearing may be subject to discipline under Ohio university policy. CRC will refer evidence of intentional false complaints or reports to the appropriate campus authority.

(T) Privacy

Every effort is made by Ohio university to preserve the privacy of reports and of the identities of those involved in the grievance process. This information will not be shared except as necessary to carry out the purposes of Title IX regulations (34 CFR Part 106), as required by law, or as permitted by the Family Educational Rights and Privacy Act (FERPA)

Information related to reports will be shared with a limited number of Ohio university employees who "need to know" to respond to the report and/or assist in its assessment, investigation, and resolution. Ohio university reserves the right to determine which officials have a legitimate educational interest in being informed about incidents that fall within this policy, pursuant to FERPA.

When a formal complaint is submitted by the complainant or signed by the Title IX coordinator, the complainant's identity and the allegations made in the report must be disclosed to the respondent. Further, the parties and their advisors will have the opportunity to review all directly related evidence gathered during the grievance process.

If a report contains sufficiently detailed information about conduct that may constitute a felony, the matter will be reported to law enforcement, as discussed in paragraph (I) of this policy. When required by the Clery Act, the Ohio university police department will be provided information regarding the report so they can maintain the campus crime log and assess if a timely warning should be issued to the campus. Additionally, if any party involved in alleged sexual misconduct is a minor, Ohio university personnel will notify job and family services or other appropriate agencies, as required by Ohio law.

(U) Supportive measures

Supportive measures are non-disciplinary, non-punitive individualized services offered as appropriate, as reasonably available, and without fee or charge to the complainant or respondent before or after the filing of a formal complaint or where no formal complaint has been filed.

Supportive measures are designed to restore or preserve equal access to the university's education program or activity without unreasonably burdening the other party, including measures designed to protect the safety of all parties or the university's educational environment or to deter sexual harassment, other sexual misconduct, and retaliation.

Upon receipt of a report alleging a violation of this policy, the Title IX coordinator will contact the complainant to discuss the availability of supportive measures and consider the complainant's wishes regarding what supportive measures may be implemented. The Title IX coordinator will also explain the process for filing a formal complaint, including that supportive measures are available with or without the filing of a formal complaint.

Ohio university will act to minimize the academic and/or occupational impact on the parties as much as possible and maintain the privacy of supportive measures to the extent that it does not impair their provision.

(1) Supportive measures may include, but are not limited to:

(a) Referral to campus and community counseling, medical, and/or other healthcare services, including the employee assistance program, as appropriate

(b) Implementing mutual no contact orders between the parties*

(d) Altering work arrangements for employees, including student employees

(e) Academic support, extensions of deadlines, or other course/program-related adjustments

(f) Class schedule modifications, withdrawals, or leaves of absence

(g) Safety planning

(h) Providing campus safety escorts and/or transportation accommodations

(i) Visa immigration assistance

(j) Student financial aid counseling

(k) Timely warnings

(l) Increased security and monitoring of certain areas of campus

(m) Education to the campus community or community subgroup(s)

(n) Any other actions deemed appropriate by the Title IX coordinator

(2) If a party procures a restraining order or similar order from a court, the party is encouraged to notify OUPD of the order so that OUPD can assist, as needed, with enforcement of the order.

(3) *Violations of no contact orders will be referred to the appropriate student or employee conduct process for enforcement.

(V) Emergency removal and administrative leave

Under specific circumstances, Ohio university may remove a student respondent from the university's education program or activity on an emergency basis. Before an emergency removal is enacted, the university conducts an individualized safety and risk analysis, which must determine that an immediate threat to the physical health and safety of any student or other individual arising from the allegations of sexual harassment justifies removal. If so, the respondent is provided notice of emergency removal and an opportunity to immediately challenge the decision. A full description of the process for emergency removal may be found in the sexual harassment and other sexual misconduct grievance process.

If deemed appropriate, Ohio university may place an employee respondent on administrative leave during the completion of the grievance process.

(W) Investigation of formal complaints

Investigation and adjudication of formal complaints under this policy will be conducted pursuant to the sexual harassment and other sexual misconduct grievance process (linked from the references part of this policy)

(1) All reports are responded to promptly when received by the Title IX coordinator. The grievance process begins when the respondent is sent notice of the allegations. Every effort is made to complete the grievance process within ninety business days, not including appeal. Business days for the purpose of this policy are weekdays (Monday through Friday) when Ohio university offices are open for normal operations. Sometimes exceptions or extenuating circumstances can cause the grievance process to take longer, but Ohio university will avoid all undue delays within control.

If the general timeframes for the grievance process outlined in the process document will be delayed, CRC will provide written notice to the parties of the delay, its cause, and an estimate of the additional time that will be needed as a result of the delay.

(2) The standard of evidence applied to determine responsibility for violating this policy is the preponderance of the evidence standard. The preponderance of the evidence means that the statements and information presented in the matter must indicate to a reasonable person that it is more likely than not that the respondent committed the violation.

(3) When a respondent is found to be in violation of this policy, appropriate disciplinary sanctions will be imposed. For a student respondent, these may include reprimand, disciplinary probation, suspension, and expulsion from the university. These sanctions may also be imposed on a student organization or group. For an employee respondent, sanctions may include censure, reprimand, suspension without pay, demotion and/or loss of tenure, and dismissal/terminations of employment. Sanctions take into account prior disciplinary history, if any.

In conjunction with a sanction, a respondent found to be in violation of this policy may be assigned conditions of a sanction, which include but are not limited to, access restriction, revocation of rights and privileges, housing or worksite reassignment, educational activities, etc.

(4) When a determination of responsibility has been made against the respondent, the university will provide remedies to the complainant. Remedies are designed to restore or preserve the complainant's equal access to Ohio university's educational program or activity. They may include the same individualized services as supportive measures; however, remedies need not to be non-disciplinary or non-punitive and need not avoid burdening the respondent. A complainant is not entitled to a particular sanction against the respondent.

(X) Consideration of classroom and instructional settings

The classroom or other instructional setting (e.g., studio, laboratory, office hours) presents special issues because academic freedom protects the expression of ideas, even where the idea or its expression is perceived to be mature, controversial, explicit, graphic, or offensive. Nevertheless, conduct that would otherwise constitute a violation of this policy will not be exempt merely because it occurs in an instructional setting. Rather, the investigation will consider the legitimate pedagogical context and will take into account discipline-specific guidelines for professional practice as defined by the appropriate educational unit.

Accordingly, broad deference is given if the conduct that was the basis for the complaint occurred in an instructional context. When there is a legitimate pedagogical basis, the presentation or discussion of sexual topics that are mature, controversial, graphic, or explicit shall not be considered sexual harassment even if some persons find these topics subjectively offensive.

(Y) Reasonable accommodations for persons with disabilities

Any persons living with a disability involved in the sexual harassment and other sexual misconduct grievance process have the right to request reasonable accommodation to ensure their full and equal participation. These requests should be made to the office of accessibility services (OAS). Parties do not have to disclose information about the complaint or charge to request reasonable accommodation, except to the extent that it may assist in determining reasonable accommodations. Accommodations are determined on an individual basis by OAS and are implemented in consultation with the case investigator(s). Examples of reasonable accommodation include sign language interpretor, real-time communication access during hearings, large print documents, extended time to review documents, or assistance with transcribing questions during interviews or hearings.

(Z) Prevention programs

Ohio university provides comprehensive, intentional, and integrated programming initiatives, strategies, and campaigns intended to end dating violence, domestic violence, sexual assault and stalking that are culturally relevant, inclusive of diverse communities and identities, sustainable, responsive to community needs, and informed by research or assessed for value, effectiveness, or outcome. These programs consider environmental risk and protective factors on the individual, relationship, institutional, community, and societal levels.

Such programs will include a statement that the university prohibits dating violence, domestic violence, sexual assault, and stalking; definitions of each of those behaviors, as well as a definition of consent; a description of safe and positive options for bystander intervention; information on risk reduction; information regarding the importance of preserving evidence that may assist in proving that an offense occurred; how and to whom to report an offense; options about the involvement of law enforcement; the rights of victims; and information regarding the university's disciplinary procedures. A list of prevention and awareness programs, including those directed at new students and employees, is in the Ohio university annual security report found on the clery act webpage, linked from the references listed of this policy.

Last updated March 9, 2026 at 8:29 AM

History

Effective: November 3, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3337-41-125

(A) Eligibility

The following categories of employees are eligible for the holidays identified in this policy:

(1) Full-time and part-time employees, excluding temporary and intermittent appointments. Bargaining unit employees covered under a collective bargaining agreement should refer to their current contract for specifics of participation.

(2) "Tenure track," "instructional," "visiting professor," and "clinical" faculty, as defined by the "Faculty Handbook."

(B) Policy

This policy complies with federal and state laws and Ohio university trustees' action, and provides for the maximum possible predictability of holidays for planning purposes.

The university will be closed in observance of holidays approved by the Ohio university trustees.

(1) A holiday which occurs on a Saturday will be observed on the preceeding Friday; a holiday which occurs on a Sunday will be observed on the following Monday.

(2) Security and vital services staff (e.g., heating plant and Ohio university police department) will be required to work on holidays to maintain the vital services of the university.

(3) To the extent practicable, department heads and chairpersons should afford the maximum opportunity for employees to schedule time off for the express purpose of observing legitimate religious holidays. Such time off may be in the form of vacation leave or time off without pay.

(4) If an administrative employee works on a holiday, they may take compensatory time off (at the rate of one hours off for every hour worked on the holiday) within the same fiscal year, scheduled with the approval of the department head. Any compensatory time not taken within the same fiscal year as the holiday will be forfeited.

(5) Employees are eligible for holiday pay for that portion of any holiday on which they would normally have been scheduled to work. Intermittent and emergency employees do not qualify for holiday pay.

(6) Holiday pay is not applicable for a holiday which occurs during an employee's unpaid leave of absence.

(7) The following ten days are to be observed as holidays:

(a) New Year's day (January first)

(b) Martin Luther King day (third Monday in January)

(d) Juneteenth National Independence day (June nineteenth)

(e) Independence day (July fourth)

(f) Labor day (first Monday in September)

(g) Veterans day (November eleventh)

(h) Thanksgiving day (fourth Thursday in November)

(i) Indigenous People's day/ Columbus day (second Monday in October*)

(j) President's day (third Monday in February*)

(k) Christmas day (December twenty-fifth)

*These two 'floating holidays" are scheduled on days other than the traditional dates shown in parentheses; see part (F) of policy 41.001, and paragraph (C)(2) of this policy.

(1) At least three to four weeks prior to a scheduled holiday, notice should be given by the department head to employees who are required to work on that holiday to maintain the vital services of the university. If a supervisor assigns an hourly-pay employee to work on a day observed as a holiday, the employee will receive holiday day plus pay for time worked, as described in policy 40.050.

(2) University human resources will issue an official list of holiday observance dates for each fiscal year, as far in advance of the start of that fiscal year as practicable. Included in the list will be the dates of observance for the two floating holidays.

Last updated July 6, 2022 at 11:36 AM

History

Effective: July 1, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3337-1-03 Exceptions to or Restrictions of University Policies.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/01-003.html

(A) Purpose

The purpose of this policy is to provide uniform guidelines for allowing exceptions to, or further restrictions of, university policy.

(B) Exceptions

Exceptions to a university policy are allowable when unusual circumstances dictate that adherence to the policy is either impossible or prohibitively impractical. No exceptions will be granted that would violate federal, state, or local laws or regulations.

Exceptions must be granted by the policy initiator or successor, by someone to whom the initiator has formally delegated the authority, or by someone in the initiator's direct upward line of supervision. The phrase "initiator or successor" is used here to mean the person who would be the initiator if the policy in question were to be revised at the time an exception is sought or a restriction is set. Staff turnover or re-organization, for example, may create situations in which the person who was the initiator of the policy the last time that it was revised is no longer responsible for such issues.

University employees who violate university policy, without the receipt of an exception, may be subject to disciplinary action, up to and including termination.

Individual department heads may set an internal, departmental policy that is more (but not less) restrictive than a university policy, when specific circumstances dictate. For example, policy 41.121 does not place a dollar ceiling on legitimate business travel expenses for the individual business traveler. However, departmental budget or other concerns may suggest that such a ceiling is needed.

No restrictions will be issued that would violate the letter or spirit of any university policy, or that are in violation of federal, state, or local laws or regulations.

(D) Receiving an exception to policy

(1) Identify who is authorized to grant an exception. Start with the policy initiator, who is identified by name and job title in the initiated-by box, within the signature block at the top of the policy. In the event that the initiator is no longer employed at the university, or is otherwise no longer responsible for the issues addressed in the policy, contact the appropriate department to determine who is currently authorized to grant exceptions.

(2) Contact the authorized person that you have identified. Cite the specific policy involved, and explain all the circumstances that you believe justify the exception you are requesting.

(3) If you receive the exception, make a note of the date, the time, the name of the person authorizing the exception, and the specifics of the exception. Confirmation of the authorization should be in writing, and an electronic or paper copy should be kept in a safe place.

(4) If you do not receive an exception to policy, then you must proceed according to policy, despite the circumstances. In the event that you do not believe the denial was appropriate, contact the authorizer's direct supervisor for further discussion.

(E) Authorizing an exception to policy

(1) In order to be authorized to grant exceptions to a policy, you must fall into one of three categories:

(a) The initiator, or the successor to the initiator with respect to that policy;

(b) Someone that the initiator or successor has formally designated as authorized to grant exceptions to that policy; or

(2) You must be aware of state, federal, and local laws and regulations that govern the issues involved. Never provide an exception in violation of such laws or regulations. Contact the university legal affairs office as needed.

(3) Whenever possible, you should ask that an exception request be in writing (memo or e-mail).

(4) When either granting or denying exceptions, make a note of the date, the time, the name of the requestor, the specifics of the request, and the decision made. Whenever an exception is granted, the grantor should provide written confirmation to the requestor as soon as possible, and should keep a paper or electronic record for use in case of questions, e.g., by auditors, and for consideration during revision of the policy.

(F) Adopting a further restriction

(1) A department head interested in further restricting a university policy for his or her area must first read and thoroughly understand the policy in question. Any questions should be referred to the policy initiator or successor.

(2) All restrictions must be justified by current circumstances.

(3) The restriction cannot violate any university policy, or federal, state, or local laws or regulations. If in doubt on this factor, contact the policy initiator or the university legal affairs office, as appropriate.

(4) Notify all department members, and the policy initiator or successor, of the adoption and specifics of the restriction.

(5) Be prepared to monitor compliance and enforce the restriction at the departmental level.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/01-003

History

Effective: July 24, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-1-24 Classroom and laboratory scheduling.

(A) Overview

This policy provides principles and procedures designed to support the goals of scheduling for credit-generating use of instructional facilities. Provisions for general use of university facilities and scheduling extracurricular uses of instructional facilities are included in policy 01.025.

Ohio university will operate its instructional facilities in accordance with specifications of sections 3313.76 and 3345.021 of the Revised Code. The university will manage scheduling of credit-generating activities in accordance with the 1992 board of trustees resolution on "Space Utilization and Management Principles" as well as Ohio department of higher education standards for instructional space utilization. The university will provide adequate and equitable access to classrooms for all credit activity.

(B) Classifications of instructional space

The university classifies instructional facilities according to Ohio department of higher education definitions for classrooms, class laboratories, and open laboratories.

(1) A classroom is a room used for instruction that is not restricted to a specific subject or discipline by equipment in the room or the configuration of the room. Such rooms include seminar, lecture, and general-purpose classrooms used primarily for non-laboratory instruction. Classrooms may be furnished with equipment appropriate to a specific area of study, but the presence of such equipment does not tender the room unsuitable for use by other areas of study.

For scheduling purposes a classroom is designated as centrally scheduled or priority scheduled.

(2) A class laboratory is a room used primarily for formally or regularly scheduled classes that require specific equipment or configurations designed to serve the needs of a specific discipline. These special arrangements normally limit or preclude use of the room by other disciplines. Scheduling of such laboratories generally is reported to the registrar and appears in the student information system and the schedule of classes.

(3) An open laboratory is a laboratory used primarily for individual or group instruction that is informally scheduled, unscheduled, or open. The room is designed to serve the needs of a particular discipline or discipline group, and access may be limited to specific groups of students. The primary distinction between class laboratories and open laboratories is formality or regularity of class scheduling. Some formal scheduling may occur in an open lab, but most of the available time in such a facility is open for informally scheduled or unscheduled activity.

All classrooms and class laboratories should be scheduled in the university scheduling system using protocol specified by the office of the university registrar. This should include non-credit activities as well as credit-bearing classes. This is necessary to ensure accurate reporting of space utilization.

(1) Scheduling of priority classrooms

(a) Deans exercise priority scheduling authority over classrooms allocated to their colleges and are responsible for efficient utilization of classroom space according to Ohio department of higher education guidelines. The provost or provost's designee will provide annual space utilization reports to assist deans with classroom management.

(b) After the deans have approved the initial class schedules, open time in the classrooms will revert to the university registrar for central scheduling. See paragraph (C)(2) of this policy for protocol.

(c) Classrooms may be reserved for non-credit bearing activities that are important to the academic mission after priority registration for the semester concludes (e.g., mid-November for spring semester). If a particular classroom is critical to the success of the activity, colleges should work with the provost's designee during the time that college exercises priority scheduling authority over classrooms to arrange a preliminary reservation of a classroom for the specific times of the activity. Every effort will be made to honor the preliminary reservation, but if the room is the only alternative for a credit-bearing class, then an alternative arrangement must be made for the non-credit bearing activity.

(2) Scheduling of central classrooms

(a) Unless otherwise approved by the provost, the office of the university registrar schedules classrooms with a capacity of ninety-nine seats or more. A few classrooms with capacities under ninety-nine also are allocated to the office of the university registrar. Allocations of new classrooms, reallocations of existing classrooms, or repurposing classrooms (i.e., reducing classroom size, taking classroom offline, or changing instructional space classification) are made at the discretion of the provost, i.e., by the provost or the provost's designee.

(b) Unless otherwise approved by the provost or the provost's designee, credit-generating classes have classroom scheduling priority over non-credit activities. Non-credit activities operating in direct support of scheduled classes or in support of enrollment activities have classroom scheduling priority over other non-credit activities and events. Non-credit activities may be scheduled after priority registration. Classrooms may be reserved for student organization activities just prior to the first day of the term.

(c) The registrar will schedule classes in close proximity to the home of the department or school when feasible. To request a central classroom with capacity of ninety-nine or more, please follow the protocol provided by the office of the university registrar.

(3) Resolution of conflicting requests

The registrar will resolve conflicting scheduling requests (e.g., multiple requests for the same space in the same time period) according to the following guidelines, which are listed in order from highest priority to lowest:

(a) A class that will use a minimum of eighty per cent of the classroom capacity and also requires equipment or structural arrangements that are unique to the room in question;

(b) A class that will use a minimum of eighty per cent of the classroom capacity and also requires specific time-space scheduling considerations to accommodate laboratory sections, discussion sections, or other courses likely to be taken by the same students;

(c) A class that will use a minimum of eighty per cent of the classroom capacity, but that does not meet either of the additional criteria in paragraph (C)(3)(a) to (C)(3)(b) of this policy;

(d) A class that does not meet any criteria in paragraph (C)(3)(a) to (C)(3)(c) of this policy, but cannot be accommodated readily in another location;

(e) For conflicts between classes of equal priority under paragraph (C)(3)(a) to (C)(3)(d) of this policy, attention will be paid to a historical enrollment data and to alternating access between academic units.

(4) Class laboratory scheduling

(a) Class laboratories are presumptively subject to exclusive college, department, or school scheduling control and generally do not require approval from the provost for such control.

(b) The university expects efficient utilization of class laboratory space according to Ohio department of higher education guidelines. An ongoing pattern of underutilization may warrant reallocations at the provost's discretion.

(5) Open laboratory scheduling

(a) Open laboratories are operated under policies of their controlling colleges or other units. Access policies in open labs do not require prior approval from the provost, but the provost may mediate or intercede in such policies if warranted by institutional interests.

(b) There are no formal efficiency guidelines for utilization of open laboratories.

(6) Preparation and submission of schedules

(a) Departments and schools will submit class schedules in the scheduling system using the protocol specified by the office of the university registrar. Deans will review the schedules and make adjustments as necessary to achieve consistency in scheduling practices, best matches of enrollment demands to room capacities throughout the college, and utilization in accordance with Ohio department of higher education guidelines.

(b) Each college's semester class schedule (laboratories excluded) may include

(i) No more than sixty per cent of its total classroom hours between nine-thirty a.m. and three p.m., Monday through Friday;

(ii) No more than sixty per cent of its total classroom hours offered on Monday, Wednesday, Friday; and

(iii) No more than sixty per cent of its total classroom hours offered on Tuesday, Thursday.

(c) These provisions do not include special problems, independent study, tutoring sessions, arranged classes, or classes meeting in rooms designated other than classroom (i.e., it includes classes meeting in rooms designated as classrooms only.) The sixty percent check will done after the deans have approved the initial class schedules and before the registrar schedules open time in the priority classrooms. College class schedules that exceed the sixty percent limit will be returned to the appropriate dean(s) for reconsideration. If, after reconsideration, a dean wishes to petition for exceptions to the standards, the dean may submit a written request for exceptions to the provost or the provost's designee.

(7) Class meeting times

(a) The standard schedule for Monday, Wednesday, Friday goes from seven-thirty a.m. to five minutes after five p.m.

(b) The standard schedule for Tuesday, Thursday goes from eight a.m. to four-fifty p.m.

(d) Fifty-five-minute classes are scheduled Monday, Wednesday, Friday.

(e) Eighty-minute classes are scheduled Tuesday, Thursday.

(f) There are standard starting times for labs or other special types of instruction (excluded space) that meet one hundred ten minutes or longer, which are different than the standard starting times for classrooms.

(g) Labs or other special types of instruction in class laboratories that meet less than one hundred ten minutes should follow the standard start times for fifty-five-minute classes if meeting Monday, Wednesday, Friday and the standard start times of eighty-minute classes on Tuesday or Thursday.

(h) Beginning at five minutes after three p.m. Monday, Wednesday, Friday classes may be fifty-five minutes, eighty minutes, one hundred ten minutes, or longer, but must begin at a standard start time (e.g.. five minutes after three p.m., ten minutes after four p.m.).

(i) Beginning at three-thirty p.m. Tuesday, Thursday classes may be fifty-five minutes, eighty minutes, one hundred ten minutes, or longer, but must begin at a standard start time (e.g., three-thirty p.m., five p.m.).

(j) Beginning at five-fifteen p.m. classes meeting in classrooms with fewer than ninety-nine seats may follow any meeting pattern.

(k) For classes meeting in classrooms with ninety-nine seats or more, scheduling priority will be given to classes that begin at six p.m. or seven-thirty p.m. on Monday, Wednesday, Friday and five p.m., six-thirty p.m., or eight p.m. on Tuesday, Thursday. Classes meeting two or more nights per week will have scheduling priority over classes which only meet one night per week.

(8) Options for scheduling classrooms

Scheduling options are based on the number of contact hours (not credit hours) per week of the class. One semester credit hour will be awarded for a minimum of seven hundred fifty minutes of formalized instruction that typically requires students to work at out-of-class assignments an average of twice the amount of time as the amount of formalized instruction (one thousand five hundred minutes). It is acknowledged that formalized instruction may take place in a variety of modes. One hour of credit shall be awarded for a total of one thousand five hundred minutes laboratory instructional time.

(a) Three contact hours (e.g., three credit hour class, four credit hour class including a lab) meeting in a classroom (as described in paragraph (B)(1) of this policy).

(i) Three times fifty-five minutes (MWF)

(ii) Two times eighty minutes (TTh)

(iii) Two times eighty minutes (MW, MF, WF starting five minutes after three p.m. or after)

(iv) One times one hundred sixty minutes (Monday, Wednesday, Friday starting five minutes after three p.m. or after; Tuesday, Thursday starting at three-thirty p.m. or after)

(b) Two contact hours meeting in a classroom (e.g., three credit hour class including a lab)

(i) Two times fifty-five minutes (MW, MF, WF)

(ii) One times one hundred ten minutes (Monday, Wednesday, Friday starting five minutes after three p.m. or after; Tuesday, Thursday starting three-thirty p.m. or after)

(d) Four contact hours meeting in a classroom

(i) Two times one hundred ten minutes (MW, MF, WF starting five minutes after three p.m. or after; TTh starting three-thirty p.m. or after)

(ii) Two times eighty minutes (TTh) plus one times fifty-five minutes (M,W,F)

(iii) Two times eighty minutes (MW, MF, WF starting five minutes after three p.m. or after) plus one times fifty-five minutes (M,W,F)

(iv) Three times fifty-five minutes (MWF) plus one times fifty-five minutes (TTh) (starting three-thirty p.m. or after)

(v) One times two hundred twenty minutes (M,W, starting five minutes after three p.m. or after; TTh starting three-thirty p.m. or after)

(9) Options for scheduling non-classroom space

(a) Two hours

(i) May be scheduled any day of the week

(ii) Monday, Wednesday, Friday must start at seven-thirty a.m., nine-forty a.m., eleven-fifty a.m., two p.m., five minutes after three p.m., five-fifteen p.m.

(iii) Tuesday, Thursday must start at eight a.m., ten minutes after ten a.m., twelve-thirty p.m., two-thirty p.m., three-thirty p.m., five p.m.

(b) Three hours

(i) May be scheduled any day of the week

(ii) Monday, Wednesday, Friday must start at seven-thirty a.m., eleven-fifty a.m., five minutes after three p.m., six-fifteen p.m.

(iii) Tuesday, Thursday must start at eight a.m., twelve-thirty p.m., three-thirty p.m., six-thirty p.m.

(10) Standard start and end times

Monday, Wednesday, Friday

| Start | End | | --- | --- | | 7:30 a.m. | 8:25 a.m. | | 8:35 a.m. | 9:30 a.m. | | 9:40 a.m. | 10:35 a.m. | | 10:45 a.m. | 11:40 a.m. | | 11:50 a.m. | 12:45 p.m. | | 12:55 p.m. | 1:50 p.m. | | 2:00 p.m. | 2:55 p.m. | | 3:05 p.m. | 4:00 p.m. | | 4:10 p.m. | 5:05 p.m. | | 5:15 p.m. | 6:10 p.m. | | *6:00 p.m. | 7:20 p.m. | | *7:30 p.m. | 8:50 p.m. |

*Standard start-times for classes meeting in classrooms with ninety-nine or more seats

(11) Tuesday, Thursday

| Start | End | | --- | --- | | 8:00a.m. | 9:20 a.m. | | 9:30 a.m. | 10:50 a.m. | | 11:00 a.m. | 12:20 p.m. | | 12:30 p.m. | 1:50 p.m. | | 2:00 p.m. | 3:20 p.m. | | 3:30 p.m. | 4:50 p.m. | | *5:00 p.m. | 6:20 p.m. | | *6:30 p.m. | 7:50 p.m. | | *8:00 p.m. | 9:20 p.m. |

*Standard start-times for classes meeting in classrooms with ninety-nine or more seats.

(12) Completion of schedules

(a) After the deans have approved the initial class schedules, the office of the university registrar will process the semester schedule in accordance with paragraph (C)(1) of this policy, then place all remaining classroom space-time in the university-wide pool for additional classroom assignments as needed.

(b) Individual classes assigned by colleges to classrooms with less than sixty-seven percent seat utilization (i.e. enrollment limit is less than sixty-seven percent of classroom capacity) will be returned to the appropriate dean(s) for reconsideration if there is a demand for the classroom with a greater seat utilization and there is another classroom to accommodate the smaller class. The seat utilization test will take cross listings, dual listings, and multi-section scheduling into account.

(D) Scheduling procedures- regional campuses

(1) Class meeting times

Standard class meeting times must be followed according to the chart in paragraph (D)(2) of this policy. A non-three hour class may be scheduled by utilizing a standard start time. Evening classes must begin at five-thirty p.m. or seven p.m.

(2) Standard start and end times

Monday, Wednesday and Tuesday, Thursday

| Start | End | | --- | --- | | 8:00 a.m. | 9:20 a..m. | | 9:30 a.m. | 10:50 a.m. | | 11:00 a.m. | 12:20 p.m. | | 12:30 p.m. | 1:50 p.m. | | 2:00 p.m. | 3:20 p.m. | | 3:30 p.m. | 4:50 p.m. | | 5:30 p.m. | |

(3) Friday

| Start | End | | --- | --- | | 8:00 a.m. | 10:50 a.m. | | 11:00 a.m. | 1:50 p.m. | | 2:00 p.m. | 4:50 p.m. | | 5:30 p.m. | |

(4) Class meetings on Friday

A minimum of twelve percent of course offerings must be scheduled on Fridays.

(E) Implementation and monitoring

(1) The university registrar is responsible as the university's scheduling agent for general implementation of this policy.

(2) The deans, under oversight from the provost, are responsible for monitoring and enforcement of all provisions in this policy.

(3) Departments, schools, and regional campuses should follow the protocol provided by the office of the university registrar for updating the scheduling system to reflect all scheduling changes and ensure the appropriate dean's office has approved of any changes.

(4) Changes to the class schedule after students have registered for the class will be permitted only under extraordinary circumstances. Departments, schools, and regional campuses should consult their dean's office and the university registrar to modify a class schedule after students have enrolled.

Last updated September 6, 2022 at 8:38 AM

History

Effective: September 5, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3337-1-25 Use of university facilities.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/01-025.html

(A) Overview

All facilities operated by Ohio university (general fund and auxiliary) are the property of the state of Ohio. They are administered under policies established by the board of trustees or its designees, and they are managed within these policies by colleges, departments, and programs to which they are assigned. It is the goal of this policy to establish a framework for the convenient and economical use of university facilities by internal and external groups.

Ohio university will make maximum use of its facilities and services for the benefit of the citizens of the state of Ohio in keeping with the specifications of section 3313.76 of the Revised Code and the 1992 board of trustees "Resolution on Space Utilization and Management Principles." In certain cases stipulated within this policy, fees may be charged to generate revenue or recover reasonable and necessary costs of facilities operation.

This policy applies to the Athens campus, not to the regional campuses.

(B) Guidelines for usage

(1) Internal groups

Internal groups have priority in the reservation and use of university facilities.

(2) External groups

External groups may be approved for the use of university space if and when facilities are available. External programs, events, and activities include any activity presented by organizations that do not have a direct relationship with Ohio university. This includes, but is not limited to, political groups, religious groups, civic groups, charitable groups, and programs scheduled through the division of lifelong learning.

(3) Exclusions

All groups are encouraged to utilize facilities on campus whenever possible, but use of facilities generally will be constrained or prohibited for groups whose presence would pose a threat to the safety of the university community, or for activities that are wholly commercial or for private gain.

(4) Responsible offices

Procedures for scheduling and use authorization vary among the different facilities. In general, access to instructional facilities is secured through the registrar's office. Workshops, conferences, conventions, and programs of a similar nature are coordinated by the division of lifelong learning. Access to facilities for such programs is arranged through that division. Use of some facilities requires approval of the planning unit head (dean, vice president, or designee) in charge of the facility. These include some instructional facilities and all auxiliary facilities; see part (B)(6) of this policy. Questions regarding scheduling authority may be referred to the director of space management. Authorization for use of facilities by an employee organization wishing to solicit employees also must be obtained from the chief human resource officer. Groups wishing to hold events in university outdoor areas initially must contact the Baker university center administration before the event and comply with policy 24.016.

See also policy 24.005 and policy 42.550. Additional university policies and other regulations may apply.

(5) Fees

Users may be charged a fee for the use of university facilities under the following conditions or circumstances:

(a) Rent will not be charged for facilities used by a registered student organization for programs and events that serve the members of the university community and are not presented on an individual or commercial gain basis. Student organizations may be charged for the cost of setup, cleanup, damages incurred during the course of an event, and any special fees required to present an activity and restore the facility to its original condition.

(b) Other groups, both internal and external, may be charged fees for the use of certain facilities in accordance with parts (B)(5), (B)(6), and (B)(7) of this policy.

(c) When any fees are charged for the use of any facility, the planning unit head or designee will file a memorandum of understanding between the planning unit and the user. This memorandum should outline the reason for any charges, the time and nature of the activity, the services to be provided, and any other agreements arranged on services, fees, and facility usage.

(d) Planning units must publish their facilities usage fees for any given fiscal year no later than July first of that year. Charges to users must be made at the published rates. Facilities usage fees also will be posted by the university on an appropriate web site. Where approval is required for new or increased fees, the approval must be obtained prior to submittal of the annual budget to the board of trustees.

(6) Fees for auxiliary facilities

In the case of auxiliary facilities (for purposes of this policy, presently the aquatic center, Baker university center, Bird arena, the convocation center and all other facilities controlled by intercollegiate athletics, the golf and tennis complex, Ping center, the residence and dining hall system, and Templeton-Blackburn alumni memorial auditorium):

(a) The planning unit head may establish any facilities usage fee (rental or service) for external groups. Fees normally may be established without prior review and approval, but the internal fee committee must be notified, and may selectively review these charges and recommend changes to the provost.

(b) Facilities usage fees charged to internal groups or external groups with internal sponsors must be reviewed by the internal fee committee and approved by the provost.

(c) Auxiliary facilities are to be used as a first priority for the purpose for which they were developed. In residence halls, residence hall students have priority on scheduling meeting and food service space for their programs and activities. If a facility is reserved for the exclusive and private use of members of a registered student group, the group will be responsible for setup, cleanup, and service charges for using the facility. A deposit may be required to cover damages or losses incurred during a performance, event, or activity. Nonresident student groups will be charged setup and clean-up costs for auxiliary space usage.

(d) Units which require the purchase of a ticket or a usage fee, such as Templeton-Blackburn memorial auditorium, Bird arena, the aquatic center, and the golf course, may hold blocks of time or seats for student groups to use the facility, providing other members of the campus community also may continue to use the facility for its intended purpose.

(e) For additional information regarding use of specific auxiliary facilities, consult the following policies:

(i) Policy 24.012.

(ii) Policy 24.020.

(iii) Policy 24.030.

(7) Fees for general fund facilities

(a) Planning unit heads may establish fees only to cover reasonable and necessary expenses for services associated with the use of the facility (e.g., equipment use, set-up, staffing, clean-up, damages, etc.). This will permit the planning unit to recover all direct costs resulting from the activity; no rental fees shall be charged for any general fund building. A deposit may be required to cover damages or losses incurred during a performance, event, or activity.

(b) The planning unit head shall deposit all revenue from equipment use charges in an account designated for maintenance and replacement of equipment subject to such charges.

(8) Questions

All questions or concerns pertaining to reservations, use of facilities, or expenses charged for events and activities should be directed to the person responsible for the provision of service. If the issue cannot be resolved at that level, the question or concern should be referred to the planning unit head or designee of the unit for review and resolution. Any appeals on the assessment of fees shall be addressed to the internal fees committee. Conflicts over scheduling and use that cannot be resolved by appropriate planning unit heads should be referred to the director of space management.

(9) Provisions related to food service

Food and beverages served or catered on the Ohio university campus or at university-sponsored events must be provided by Ohio university dining services. Individuals or organizations desiring to have food and beverages catered to approved campus locations by other food providers must receive written approval from the director of housing and food services and the director of environmental health and safety; see policy 47.015. Additional policies related to food service include:

(a) Policy 47.010 and

(b) Policy 24.004.

These policies apply to planning for on-campus events with food service.

(1) Rental fee

A fee charged for facilities use without direct connection to specific charges for recovery of reasonable and necessary expenses.

(2) Reasonable and necessary expenses

Direct costs incurred to operate a facility for use of a group, e.g., expenses resulting from equipment use, staffing, set-up, clean-up, and damages.

(3) Damage charges

Charges to recover the cost of physical damage or loss (e.g., breakage, defacement, theft, normal usage, etc.) resulting from use of facility.

(4) General fund building

A building that is constructed, maintained, and equipped with state funds.

(5) Auxiliary building

A building that is constructed, maintained, and equipped with locally collected and administered funds, or a building identified as an auxiliary facility for purposes of this policy.

(6) Internal group

Groups recognized under the university system of organizational structure and accountability (e.g. planning units and their departments, faculty, staff, student organizations).

(7) External groups

Any group or organization that does not fall under the university organizational structure and accountability.

(8) Food service

The university organization responsible for providing regular dining and catering for faculty, staff, and student groups.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/01-025.html

History

Effective: August 26, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-1-30 Production and Hosting of Major Events.

(A) Overview

This policy ensures that major events sponsored by university departments, student organizations, and external partners and non-university affiliated users of university property are produced in a manner that reasonably assures the health and safety of all involved, limits civil and financial liability, is legal, and is consistent with applicable university policy.

(B) Scope

For the purposes of this policy, a "major event" is defined as a public event that is expected to draw at least two hundred attendees, and/or an event which involves the services and usage of three or more Ohio university entities (e.g., parking and transportation, facilities, Ohio university police department OUPD, conference and event services, etc.). Examples include parades, street fairs, Athens community-based events, etc., or if an event is deemed by any member of the committee to pose a potential health and safety concern or civil and/or financial liability. Excluded from the purview of this policy are events in the following categories:

(1) Events planned or monitored by university units that are held in facilities controlled by the unit (e.g., ICA events held in intercollegiate athletics (ICA) facilities, campus recreation events held in campus recreation facilities, performing arts series events held in Templeton-Blackburn alumni memorial auditorium, any event taking place in baker university center, etc.), and

(2) Academically oriented activities that occur in academic facilities (e.g., a meeting of all students majoring in a department, held in a large classroom),

If in doubt about whether a proposed event is subject to this policy, contact the chair of the major events committee, contact information for the chair can be found on the major events committee website.

(1) Staffing

Staffing of all events must be of the quality and quantity to ensure adequate management of the anticipated audience both in the facility where the event is being held and in surrounding spaces, including parking areas.

(2) Facility reservation

Event planners must secure a facility reservation directly from the office or individual responsible for the facility, as well as parking areas, which is managed by parking and transportation services. Any approval by the major events committee is contigent upon the planner's securing of a facility reservation. At the time of granting a tentative reservation, the facility coordinator will remind the event planner of the need for approval under this policy.

(3) Responsibility

Event planners must assume full responsibility for costs incured in the production of an event. Student and external organizations must not in any way place Ohio university in a position of financial liability.

(D) Major event committee composition

The major events committee composition is assigned by the vice president of student affairs and the vice president for finance and administration. Members of the committee can be found on the major events committee website.

(E) Event proposals

The major events committee may ask event planers to submit a formal event proposal. If a new major event is being planned, event planners should contact the chair of the major events committee as soon as possible to informally discuss plans for the event, to ensure that the planners understand the scope of the planning effort required for such an event and have realistic expectations as to the timetables likely to be followed by the committee. Contact information for the chair can be found on the major events committee website.

Formal event proposals can be requested by the major events committee. Upon completion the proposal form shall be provided to the chair of the major events committee on the major events proposal form, and shall include:

(1) Name of sponsoring organization

(2) Name, phone, address, and email of contact person

(3) Name of event

(4) Proposed date and time (beginning and ending) of event

(5) Proposed location of event

(6) A description of the event

(7) Expected number of persons attending

(8) A description of the targeted audience

(9) Plans for producing the event -- site and facility logistics, staffing, equipment, etc.

(F) Polling the committee

The chair of the committee shall distribute information about the proposed event to committee members and specify a deadline for objection. Without objection, the chair may recommend approval. If the chair or any member of the committee objects, the chair shall convene the committee to meet with event planners, review additional information, and make a decision.

(G) General criteria

The committee shall review proposal(s) and may request additional information of those proposing the event. The committee shall consider the proposal in light of the degree to which the event can be held in a manner that:

(1) Reasonably assures the health and safety of all participants,

(2) Limits civil and financial obligations of the university,

(3) Is legal, and

(4) Is consistent with other university policy.

(H) Planning criteria

In making their assessment, the committee shall consider the degree to which the event can be implemented in a manner that reasonably assures the safety and health of all involved and ensures there are adequate university resources to support, considering specifically the following criteria:

(1) Facility and audience

(a) To what degree is the facility suitable for the nature and size of the event and its anticipated audience?

(b) Do the arrangements properly accommodate accessibility needs so all individuals are able to attend the event, and to do so in safety?

(2) Parking

(a) Is there adequate local parking, or a plan for alternatives to such a local parking (e.g., a shuttle to a distant parking lot) for event attendees?

(b) Is there adequate local parking, or a plan for alternatives to such local parking (e.g., a shuttle to a distance parking lot) for buses, trucks, and other vehicles associated with the production of the event.

(3) Production

(a) Can the structural integrity and operational safety of staging, rigging, sound, lighting, and other equipment be assured?

(b) Are the proposed sound, lighting, and other production elements suitable for the size, scope, and nature of the event and its proposed venue?

(c) Are the technical crews employed or contracted sufficiently skilled and adequately supervised in order to safety manage their assigned tasks?

(d) Have the potential dangers associated with special effects been identified and addressed?

(e) Can the equipment be safely and securely stored before and after the event?

(f) Are there any other technical requirements that the university cannot reasonably accommodate?

(4) Power

Can the electrical power requirements be met with existing electrical capacity? If not, have the event planners made acceptable provisions to supplement existing systems?

(5) Security and other staffing

(a) Do the plans provide adequate security personnel and other staff as needed to reasonably assure the safety of event participants?

(b) Does the event proposal include an adequate plan for security and staffing?

(6) Cleanup

Do the plans adequately assure the return of all spaces to their original condition in terms of maintenance, repair, cleaning, and other custodial services; trash and recycling removal; and grounds repair (excepting normal wear and tear)?

(7) Food and beverage

Are the plans for preparation, delivery, and service of food and beverages consistent with law and university policy?

(8) Campus and community impact

Can the event occur without causing unreasonable disturbance to the local community, to normal university operations (e.g., classes, labs, or offices), or to students living in university residence halls or apartments?

(9) Planning

(a) Are the responsible persons clearly identified and available to the review committee?

(b) Is the initial proposal presented in time to allow adequate planning of the event?

A lack of sufficient time to adequately complete the planning for the event may by itself be sufficient cause for denial of approval of a proposed event.

(10) Other

Can any other precautions not explicity addressed in other criteria be identified to ensure fire and life safety in the planned activities?

(I) Denials

If the committee denies approval of a proposed event, the chair will provide the applicant with an explanation of the committee's decision.

Denials may be appealed to the vice president for student affairs.

Last updated December 6, 2024 at 6:55 AM

History

Effective: December 6, 2024
Promulgated Under: 111.15

Ohio Adm.Code 3337-1-40 Statement of commitment to free expression.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/01-040.html

(A) Preamble

Freedom of expression is the foundation of an Ohio university education. Open debate and deliberation, the critique of beliefs and theories, and uncensored academic inquiry are all essential to our shared mission of discovery and dissemination of knowledge. (See "Forms, References and History" a.)

We enjoy the freedoms of speech and assembly on our campuses not by virtue of this statement or any university policy. Those rights are secured by the First Amendment and other federal and state constitutional provisions and laws, which establish our freedoms far beyond what a university policy may supplement or diminish.

Beyond their constitutional significance, freedom of inquiry and expression also are hallmarks of a worthy education. We are entrusted with the intellectual and civic preparation of those who will create, build, discover, teach, and lead in our community, nation, and world. To meet this charge, we must teach the essential nature of free speech to a democratic society. The robust exercise of free expression illuminates our search for truth and progress. It nourishes an informed democracy. It gives voice to the oppressed. Its presence guarantees all other freedoms; its loss foretells tyranny.

Many generations of Ohio university students, faculty, and staff have walked beneath our alumni gateway and its inscription: "So enter that daily thou mayest grow in knowledge, wisdom, and love." For those who have walked through those gatesand for the generations that will follow themthis statement affirms that our daily pursuit of knowledge, wisdom, and love is possible only through our dedication to the preservation and celebration of the freedom of expression. Just as the alumni gateway inscription dedicates our own community to a more universal mission, this statement is a lasting affirmation of these established freedoms and their meaning to our institution.

In his "1962 Speaker's Policy," Ohio university president Vernon R. Alden described freedom of expression as "a profound part of our heritage," asserting that "freedom of inquiry and discussion is essential to a student's educational development." The students, faculty, and staff of our institution today are stewards of Ohio university's legacy of activism and free speech. We must preserve and protect this legacy, both by word and deed, for our students and for the generations that will follow us. (See "Forms, References and History" b.).

Ohio university welcomes free expression in all its forms, including the expression of dissent. Universities at their best are lively, sometimes tumultuous places. This is especially true here, where today we walk the same greens where our predecessors assembled to call for civil rights and an end to the Vietnam war, to mourn the assassinations of heroes, and to express concern for campus issues of their day. Recent years have shown this legacy of activism to be alive and well on our campuses. We welcome this, and we recognize that robust debate and civil disagreement are healthy signs of an engaged university community and a diversity of perspectives.

Moreover, an important corollary to free expression is our dedication to academic freedom: the faculty of our university must always be free to pursue their research, scholarship, creative activity, teaching, and other academic endeavors consistent with the professional standards of their disciplines.

(B) Free expression: principles of application We affirm the value of free expression, but applying these broad values to our campuses is complex. For example, all enjoy free speech rights, but their exercise by competing groups sometimes brings those rights into conflict. Most agree that mere inconvenience should be tolerated while genuine disruption should not, but defining the difference between the two in some scenarios can be difficult. And while almost everyone in the United States is aware of the First Amendment, we do not always share a common understanding of what the law actually requires, prohibits, or permits. This section includes brief discussions of principles and challenges that arise in the application of free expression rights to our campuses, informed by the First Amendment and court decisions applying the law.

(1) Constitutional limitations: time, place, manner rules and disruption The robust exercise of free speech is essential to our mission, and this includes expressions of dissent and protest. Ohio university welcomes demonstrations, marches, and similar assemblies in almost all outdoor areas and many indoor spaces of our campuses, and generally we should accept any inconveniences that may result as a unique and necessary feature of university life. Of course, this does not mean there are no limitations governing the use of university spaces for expression. Under constitutional law, there are two types of permissible limitations:

(a) Rules that regulate the permissible time, place, and manner of speech in advance (e.g., prohibiting use of bullhorns in a library) (See "Forms, References and History" c.); and

(b) Rules prohibiting activities that substantially and materially disrupt important university operations, which often can be determined only at the time of an event. (See "Forms, References and History" d.).

To ensure that everyday university functions can be accomplished, the institution has adopted both types of rules for use of outdoor and indoor spaces. The precise legal tests for these rules vary depending on the nature of the space. Generally, they must be content-neutral, reasonable, and leave ample alternative methods of expression. These are "narrow exceptions to the general principle of freedom of expression, and it is vitally important that these exceptions never be used in a manner inconsistent with the university's commitment to a completely free and open discussion of ideas." (See "Forms, References and History" e.) Even with university rules, our community members have innumerable opportunities to express themselves on campus: for example, through publications, debate, tee-shirts, and signs, along with spontaneous marches, protests, demonstrations, and assemblies in almost all outdoor spaces and many indoor spaces.

Our community also should consider the difficulty in distinguishing mere inconvenience from disruption. "Disruption" unavoidably depends on the context. It may take very little noise to disrupt an intense studying session in Alden library. That same level of noise is less likely to be disruptive in Baker center at lunchtime on a Tuesday, and may not even be noticedmuch less be disruptiveoutdoors on the college green. As a general matter, a wider range of activities may be disruptive indoorswhere most university work takes place, and where people are in closer proximitythan outdoors. (See "Forms, References and History" f.)

It is not possible to define disruption with perfect clarity for all scenarios in all places, and courts do not expect such precision. (See "Forms, References and History" g.) Those who enforce these policies and those who seek to comply with them must use reasonable judgment and common sense, informed by the values of our institution, to apply a general definition to the specifics of the moment. By structuring our policies to clarify the many spaces in which demonstrations, marches, and similar assemblies are permissible, along with basic rules for use of spaces, we decrease the number of situations in which subjective judgments about disruption are required.

(2) Content neutrality

University rules that govern expression typically must be written and enforced without regard to the content of the expression. This principleknown as "content neutrality"is a basic requirement of First Amendment law and ensures that governments (and public universities) do not abuse their authority to silence or favor speech based on content. (See "Forms, References and History" h.)

As a result, the university may not write or enforce rules more generously for popular speech and more restrictively for disfavored, unpopular speech. The rules generally must be applied consistently, regardless of the content. At times, this may mean that sympathetic speakers and speech will be subject to rules governing the time, place, and manner of speech.

(3) Protected protest versus civil disobedience

Under First Amendment law and the university's policies, protesters on campus may express their views in many ways, including by assembling, demonstrating, and marching. Those activities are constitutionally protected and must be permitted, so long as they are not disruptive or violate basic use rules.

Civil disobedience is different. Civil disobedience typically involves peaceful, conscientious, and intentional violations of laws or rules. Those who engage in civil disobedience often do so to highlight injustice and to call for societal change, but civil disobedienceeven for worthy causesis not protected by the First Amendment; there is no constitutional "right" to civil disobedience or to substantially disruptive protest, and civil disobedience may result in disciplinary and legal consequences.

(4) Protest and counter-protests

Many protests on campus attract counter-protests. When this occurs, the university is legally permitted to manage these scenarios to ensure that the groups are able to safely communicate with each other and the surrounding audience and to prevent one from physically silencing the other. For example, the university may establish a buffer area between two competing protests so that, where feasible, the groups remain in the same general area. The size and placement of the buffer area, and the resulting orientation of the groups, will depend on the spaces at issue. Generally speaking, it is much more difficult to accommodate competing protests in the same space in indoor areas than outdoors.

(5) Event speakers and dissent

The university and its community frequently host events featuring speakers who communicate to an intended audience. Many such events are open to the public, while some are nonpublic or by invitation only. Speakers generally have a right to communicate their message, even though that message may be controversial or disfavored, and the audience has a right to see and hear the speaker.

At public events, individuals typically are free to express dissent in the event venue in ways that do not substantially interfere with the rights of the speaker and the audience. For example, staging a walk-out, wearing expressive clothing, and displaying signs that do not significantly obstruct views generally are permissible. However, the university "has a solemn responsibility not only to promote a lively and fearless freedom of debate and deliberation, but also to protect that freedom when others attempt to restrict it." (See "Forms, References and History" i.) Thus sustained heckling and "shouting down" a speaker generally are not permissible. (See "Forms, References and History" j.)

For nonpublic events, the event organizer usually is allowed to turn away uninvited individuals from entering the venue itself. However, individuals are free to engage in expressive activities outside the venue consistent with university rules. For example, individuals protesting an event inside a building generally may assemble and distribute literature just outside the building, so long as entrances are not blocked.

(6) Hate speech and other offensive speech

At times, our community members will encounter arguments and perspectives with which they disagree, or worse, that are repugnant and offensive. Some such expressions may be condemned as "hate speech." Although those views are deeply at odds with the values of Ohio university, courts have held that such speech generally is protected by the First Amendment and cannot be punished or regulated based on its content. (see "Forms, References and History" k.) More importantly, our community is stronger when such views are openly probed, contested, and rebutted.

Ohio university does not shield its community from speech on the basis that it is uncomfortable, wrong, or offensive. Rather, Ohio university seeks to prepare each student to engage thoughtfully and passionately with all ideas, even with disagreeable views.

(7) Unprotected speech

Notwithstanding the First Amendment's broad reach, certain categories of speech are not constitutionally protected and may be prohibited and subject to disciplinary or legal action. These categories include genuine harassment and threats, falsely defamatory statements about a specific person, and incitement. (See "Forms, References and History" l.) "Sexual harassment," for example, is defined and prohibited by policy 03.004 (sexual misconduct, relationship violence, and stalking) and other authorities. When such unprotected speech occurs on our campus, the university will take appropriate disciplinary and remedial action.

"Without a vibrant commitment to free and open inquiry, a university ceases to be a university." (See "Forms, References and History" m.) Ohio university embraces its history of free expression and activism, and recognizes the contribution of this legacy to the current vitality of our academic endeavors and our community. Through this statement, the university secures this legacy of free expression and open inquiry for future generations.

The version of this rule that includes live links to associated resources is online at https:www.ohio.edu/policy/01-040.html

History

Effective: September 2, 2018
Promulgated Under: 111.15

Ohio Adm.Code 3337-1-41 Campus freedom of expression.

(A) Basis for policy

Section 3345.0215 of the Revised Code requires that each state institution of higher education adopt a policy that affirms the principles stated in paragraph (B) of this policy and establish a process under which a student, student group, or faculty member may submit a complaint about an alleged violation of this policy by any employee of the institution. Further, section 3345.0212 of the Revised Code requires each state institution of higher education to adopt a policy on harassment that is consistent with and adheres strictly to the definition of harassment in section 3345.0211 of the Revised Code. University policy 01.040 also communicates Ohio university's commitment to freedom of expression.

(B) Rationale for policy

Ohio university is committed to maintaining the campus as a marketplace of ideas for all students and all faculty in which the free exchange of ideas is not suppressed because the ideas put forth are thought by some or even by most members of the institution's community to be offensive, unwise, immoral, indecent, disagreeable, conservative, liberal, traditional, radical, or wrong-headed.

To support this commitment and ensure compliance with federal and state laws and regulations, Ohio university has developed this policy and related processes that inform members of the university community about prohibited behavior and provide a prompt, fair, and impartial process to address alleged violations of this policy.

Further, Ohio university affirms the following principles set forth in the Revised Code:

(1) "Students have a fundamental constitutional right to free speech."

(2) Ohio university is "committed to giving students broad latitude to speak, write, listen, challenge, learn, and discuss any issue," subject to paragraph (E) of this policy.

(3) It is for "individual students and faculty to make judgments about ideas for themselves and to act on those judgments not by seeking to suppress free speech but by openly and vigorously contesting the ideas they oppose."

(4) It is not the proper role of Ohio university "to attempt to shield individuals from free speech, including ideas and opinions they find offensive, unwise, immoral, indecent, disagreeable, conservative, liberal, traditional, radical, or wrong-headed."

(5) Although Ohio university greatly values civility and mutual respect, "concerns about civility and respect will not be used" by Ohio university "as a justification for closing off the discussion of ideas, however offensive, unwise, immoral, indecent, disagreeable, conservative, liberal, traditional, radical, or wrong-headed those ideas may be to some students or faculty."

(6) "Although all students and all faculty are free to state their views about and contest the views expressed on campus, and to state their views about and contest speakers who are invited to express their views on campus, they may not substantially obstruct or otherwise substantially interfere with the freedom of others to express views they reject or even loathe." To that end, Ohio university "has a responsibility to promote lively and fearless freedom of debate and deliberation and protect that freedom."

(7) Ohio university is "committed to providing an atmosphere that is most conducive to speculation, experimentation, and creation by all students and all faculty, who shall always remain free to inquire, to study, and to evaluate, and to gain new understanding."

(8) "The primary responsibility of faculty is to engage an honest, courageous, and persistent effort to search out and communicate the truth that lies in areas of their competence."

As used in the policy:

(1) "Benefits" include, without limitation: recognition, registration, the use of Ohio university facilities for meetings or speaking purposes, the use of Ohio university's channels of communication, and funding sources that are otherwise available to any student group at Ohio university.

(2) "Constitutional time, place, and manner restrictions" means restrictions on the time, place, and manner of free speech that do not violate the First Amendment to the United States Constitution or Article I, Sections 3 and 11 of the Ohio Constitution that are reasonable, content- and viewpoint- neutral, narrowly tailored to satisfy a significant institutional interest, and leave open ample alternative channels for the communication of the information or message to its intended audience.

(3) "Education program or activity" means locations, events, or circumstances, including employment, where the university exercises substantial control over both the respondent and the context in which the alleged policy violation occurs and includes any building owned or controlled by a student organization that is officially recognized by the university.

(4) "Expressive activities" means any lawful verbal, written, audiovisual, or electronic means by which individuals may communicate ideas, including all forms of peaceful assembly, protests, speeches, distribution of literature, carrying and displaying signs, and circulating petitions.

(5) "Faculty" or "faculty member" means any person, whether or not the person is compensated by a state institution of higher education, and regardless of political affiliation, who is tasked with providing scholarship, academic research, or teaching. For purposes of this policy, the term "faculty" includes tenured and nontenured professors, adjunct professors, visiting professors, lecturers, graduate student instructors, and those in comparable positions, however titled. For purposes of this policy, the term "faculty" does not include persons whose primary responsibilities are administrative or managerial.

(6) "Free speech" means speech, expression, or assemblies protected by the First Amendment to the United States Constitution or Article I, Sections 3 and 11 of the Ohio Constitution, verbal or written, including, but not limited to, all forms of peaceful assembly, protests, demonstrations, rallies, vigils, marches, public speaking, distribution of printed materials, carrying signs, displays, or circulating petitions. "Free speech" does not include the promotion, sale, or distribution of any product or service.

(7) "Harassment" is conduct and/or expression that is not protected by the First Amendment to the United States Constitution or Article I of the Ohio Constitution because it is:

(a) Unwelcome; and

(b) So severe, pervasive, and objectively offensive that it effectively denies an individual equal access to the individual's education program or activity.

Expression (either in person, in writing, or by telecommunication) must meet both elements to be actionable under Ohio university policies addressing harassment. If there is a conflict with the definition of harassment found in university policy 03.004 or 40.001, those definitions take precedence.

(8) "Student" means any person who is enrolled on a full-time or part-time basis at Ohio university and includes student groups.

(9) "Student group" means an officially recognized group at Ohio university, or a group seeking official recognition, comprised of admitted students that receive, or are seeking to receive, benefits through Ohio university.

(D) Statement of policy

(1) No employee of Ohio university may suppress, restrict, limit, or otherwise hinder the constitutional right to free speech of a student, student group, or faculty member.

(2) Likewise, except as stated in paragraph (E) of this policy, neither Ohio university nor any of its administrators acting in their official capacity shall prohibit any individual from engaging in noncommercial expressive activity on campus, so long as the individual's conduct is lawful and does not materially and substantially disrupt the functioning of the institution.

"Materially and substantially disrupt" means when a person, with the intent to, or with knowledge of doing so, significantly hinders another person's or group's expressive activity, prevents communication of their message, or prevents the transaction of the business of a lawful meeting, gathering, or procession by either:

(a) Engaging in violent or otherwise unlawful behaviors; or

(b) physically blocking or using threats of violence to prevent any person from attending, listening to, viewing, or otherwise participating in an expressive activity. This does not include conduct that is protected under the First Amendment to the United States Constitution or Section 3 Article I of the Ohio Constitution.

(3) No person may retaliate against any individual because the individual made a report, testified, assisted, participated, or refused to participate in any manner in an investigation, proceeding, or hearing under this policy. The exercise of rights protected under the First Amendment to the United States Constitution or Section 3 Article I of the Ohio Constitution does not constitute retaliation prohibited under this paragraph.

(4) Ohio university's commitment to freedom of expression does not extend to harassment. Policies addressing harassment may be found in the student code of conduct, university policy 03.004, and university policy 40.001.

(E) Applicable scope of policy

Nothing contained in this policy shall be construed as prohibiting Ohio university from imposing measures that do not violate the First Amendment to the United States Constitution or Article I, Sections 3 and 11 of the Ohio Constitution such as (see also university policies 01.040, 01.042 and 01.044, linked in this paragraph):

(1) Constitutional time, place, and manner restrictions;

(2) Reasonable and viewpoint-neutral restrictions in nonpublic forums;

(3) Restricting the use of Ohio university's property to protect the free speech rights of students and faculty members and preserve the use of the property for the advancement of the institution's mission;

(4) Prohibiting or limiting speech, expression, or assemblies that are not protected by the First Amendment to the United States Constitution or Article I, Sections 3 and 11 of the Ohio Constitution;

(5) Content restrictions on speech that are reasonably related to a legitimate pedagogical purpose, such as classroom rules enacted by faculty members.

Nothing in this policy shall be construed to grant students the right to disrupt previously scheduled or reserved activities occurring in a traditional public forum.

Nothing in this policy enables individuals to engage in conduct that intentionally, materially, and substantially disrupts another individual's expressive activity if it occurs in a campus space reserved for exclusive use or control of a particular individual or group.

Further, nothing in this policy shall be interpreted as restricting or impairing the university's obligations under federal law, as addressed through its non-discrimination and Title IX policies. Such federal law includes, but is not limited to, Title IV of the Higher Education Act of 1965, Title VI of the Civil Rights Act of 1962, Title VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, Title II of the Americans with Disabilities Act, Age Discrimination in Employment Act, and the Age Discrimination Act of 1975.

(F) Reporting violations

Students, student groups, and faculty members may use any of the options below to submit a complaint about an alleged violation of this policy by an Ohio university employee. Reports may be submitted regarding any alleged violation.

(1) Report online using the freedom of expression form by clicking on submit report at https://www.ohio.edu/equity-civil-rights. Reports submitted online are routed immediately to the director of university equity and civil rights compliance (ECRC).

(2) File a report with ECRC by mail, phone, or email. A report may be submitted at any time (including during non-business hours) using the contact information below. Reports may also be made in person at the ECRC office on business days when a staff member is available.

University equity and civil rights compliance

006 Lindley hall

Ohio university

Athens, Ohio 45701

740-593-9140 (phone)

equity@ohio.edu

(3) Harassment that also rises to the level of a crime (e.g., an actual threat, child pornography) should also be reported to the Ohio university police department.

(G) Investigation and adjudication

Investigation and adjudication of complaints under this policy will be conducted pursuant to the freedom of expression policy grievance process (linked from the references part of this policy).

Last updated September 6, 2022 at 8:38 AM

History

Effective: September 5, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3337-1-42 Use of indoor spaces.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/01-042.html

(A) Scope and overview

This policy establishes rules for the use of indoor spaces on the university's campuses, including the Athens campus, regional campuses, centers, and extension campuses.

University indoor spaces are dedicated primarily for use by the university community for purposes consistent with the institution's mission and related teaching, learning, studying, research, academic, extracurricular and student life, administrative, and other supporting activities. These are spaces where our community primarily learns, teaches, works, and lives, and this policy is meant to ensure that those core activities can take place productively and safely.

University indoor spaces may be used by the university community and the public in accordance with this policy, including for free expression as described below.

Uses may be subject to additional rules for particular locations and/or during certain times, which are too numerous to cross-reference in this policy. For example, such rules may include those governing noise levels in Alden library and other study spaces and safety-related use restrictions in laboratories and rooms housing sensitive equipment.

(B) Management of indoor spaces

University indoor spaces are managed by different units depending on the facility. Those responsible for management of a facility may coordinate room and space reservations, determine reservation fees and charges, and establish specific rules, such as building operating hours. For a given facility, these responsibilities may be shared among the academic and business units residing in the facility, the corresponding office of the academic dean or regional campus dean, the registrar's office, facilities management, culinary services, housing and residence life, and central administration.

(1) Relevant policies

Several university policies address these responsibilities for certain facilities, including but not limited to:

(a) 01.024 (Classroom and laboratory scheduling);

(b) 14.101 (Departmental libraries: guidelines and requirements);

(d) 24.012 (Use of athletics department-controlled facilities);

(e) 24.020 (Use of Templeton-Blackburn alumni memorial auditorium); and

(f) 24.030 (Membership and use eligibility for campus recreation facilities).

Questions regarding the appropriate contacts for reservations and management-related issues may be directed to the office of university planning and space management.

In addition to facility-specific rules, the following rules govern use of indoor spaces on university campuses:

(1) Priority of university-related uses

The university's indoor spaces are to be used primarily for purposes related to the institution's mission and related teaching, learning, studying, research, academic, extracurricular and student life, administrative, and other supporting activities.

Many indoor spaces are available for use by only appropriate university employees and students, invited guests, and others having business in those spaces and are not available for general community or public reservation. These include but are not limited to ordinary office suites and internal conference rooms, laboratories and related research and administrative space, medical office waiting rooms, and residence halls.

(2) Reservations

Users wishing to secure reserved use of an indoor space should contact the unit responsible for managing the facility. Determinations regarding reservations must be made without reference to the content or viewpoint of expression associated with the activity.

A user who has reserved an indoor space has priority use of that space during the reservation time. Unscheduled or conflicting uses of space during a reservation time may not be permitted, and individuals whose use conflicts with a scheduled use may be required to leave that area.

Additional reservation-related requirements may apply, such as reservation fees.

(3) Amplified sound

Amplified sound devices may not be used in indoor spaces unless advance permission is granted by the unit responsible for managing the space. All amplified sound, when permitted, is subject to regulation in accordance with paragraph (C)(6) of this rule.

(4) Distribution and posting of literature

For rules regarding distribution and posting of literature, flyers and other written material within buildings, see the following policies:

(a) 23.050 (Posting of material for advertisement or notification); and

(b) 42.550 (Solicitation).

(5) Demonstrations, protests, and similar assemblies

(a) Scope and definition

The purpose of this section is to affirm the university's commitment to freedom of assembly and expression and to describe some contexts in which this section of the policy applies.

There are many forms of public expression. This section addresses activities collectively referred to as "demonstrations." For the purposes of this policy, a "demonstration" is a form of public expression that is defined as one or more persons engaging in public expression who are standing, sitting, or otherwise occupying and remaining in a space.

Demonstrations may include but are not limited to creative activity, public speech-making, picketing, protests, rallies, and similar assemblies in indoor spaces. For example, demonstrations include both large gatherings and smaller groups or even a single individual making a speech, holding a sign, or otherwise engaging in public expression while occupying and remaining within an indoor space. Here, the act of occupying and remaining in a space is itself an expressive activity.

Other acts of public expression are not considered demonstrations for purposes of this section. For example, transient movement or pauses (including for private conversation), or wearing clothing or symbols representing political or ideological views within spaces generally are not demonstrations as defined in this section. Such activities are permitted so long as they are not disruptive, as defined in paragraph (C)(6) of this rule.

(b) Reserved and unreserved spaces

(i) Demonstrations are permitted in some indoor spaces as described in this section and when not disruptive (as defined in paragraph (C)(6) of this rule).

(ii) Demonstrations are permitted in all reservable indoor spaces by users who have reserved them in advance according to the applicable building or other established reservation procedure.

(iii) Demonstrations that do not conflict with an existing reservation or are otherwise not in use may occur without reservation in the following areas only:

(a) Baker university center: in the rectangular atrium spaces located on the south end of the third, fourth, and fifth floors, and in the lounge area overlooking the rotunda on the north end of the fifth floor.

(b) Baker university center: in publicly reservable conference rooms and meeting rooms in Baker center.

(d) As noted above, many of these spaces may also be reserved in advance for the purpose of demonstration according to the applicable building or other established reservation procedure.

(iv) Indoor demonstrations, whether in reserved or unreserved spaces, are permitted only when the participants are otherwise permitted to be present (e.g., during normal building operating hours), and must adhere to occupancy limits for the relevant space.

(v) Demonstrations in the indoor spaces designated above are permissible because those spaces are generally designed and safe for assembly. Other types of spaces are not so designed or practical for such use, including individual offices, office suites, lobbies, hallways, stairwells, elevators, and escalators, and demonstrations are not permitted in these spaces.

(vi) Expression by audience members at public events, including dissenting expression, is entirely permissible, provided it does not prevent the event from continuing (e.g., holding signs [subject to event rules] or wearing shirts expressing an alternate view at a public lecture is permissible, but exercising a "heckler's veto" is not).

(6) Disruption

As contemplated in policy 01.040, disruption is largely dependent on context. Many factors may influence what rises to the level of disruptive including but not limited to size and configuration of the space, proximity to academic or administrative functions, and number of participants. Mere inconvenience is not a basis to abridge free expression.

Determinations regarding disruption must be made without reference to the content or viewpoint of any expression associated with the activity. Activities in indoor spaces that substantially and materially disrupt or interfere with university activities and operations are not permitted. Interference with academic instruction and research is viewed as particularly disruptive. Blocking pathways, doors, service counters, elevators, escalators, patios, door activators, or otherwise impeding university efforts intended to assist with accessibility for persons with disabilities in compliance with the Americans with Disabilities Act of 1990 (as amended) is not permitted.

For example, prohibited activities may include blocking doors and hallways, sustained loud noise directly outside a classroom or office during business and class hours, and expression during a class that impedes course-related teaching, learning, and discussion. Users must always allow safe access through building and interior rooms, doors, and passageways within buildings.

In general, disruption is defined as conduct that results in, or imminently threatens, the following:

(a) Substantial and material interference with the ability of students, faculty, and staff to engage in university activities and operations, including teaching, learning, studying, research, academic, extracurricular and student life, administrative, and other supporting activities;

(b) Substantial hindering or impeding of pedestrian traffic, including by blocking building doors, hallways, stairs, escalators, patios, and lobbies.

(c) Substantial and material interference with a scheduled event or activity conducted in university spaces, including expressive activities permitted under this policy.

Decisions regarding whether an activity has become disruptive as defined above generally will be made by the Ohio university police department ("OUPD") in consultation with the academic or administrative manager responsible for the space and other appropriate university officials depending on the facility and circumstances at issue.

In addition, disruption includes behavior that is not protected speech, including actual or imminent threat of violence, physical harm to individuals, or violation of an occupancy limit, building code requirement, or other statute, regulation, ordinance, or legal requirement, and damage to university or other personal property. OUPD is legally obligated to make the final determination in resolving issues of public safety.

(7) Protocol for engagement

Engagement with people involved in free expression, when appropriate, reflects the university's educational mission to foster an environment of open discourse, debate, and learning. For example, leaders and representatives of academic units, the division of student affairs, diversity and inclusion, and event services may engage with participants to encourage constructive dialogue depending on the facility and circumstances of the demonstration.

University officials should maintain protocols for responding to demonstrations and engaging constructively with participants especially students when safe and appropriate.

(8) Clean-up and damage fees

Users of indoor spaces shall not cause damage to property or leave behind trash and other items. If this occurs, clean-up and damage fees and costs may be assessed on the responsible individuals and groups. The university is not responsible for any personal property brought onto the premises and assumes no liability for lost, stolen, or damaged personal property.

(9) External installations

Absent prior written approval from the university, no person may attach fixtures in indoor university spaces or place any installation or structurefreestanding or otherwiseincluding but not limited to, weight bearing structures; stands; tables; chairs; tents, canopies, or pop-up shelters; displays, sound systems; generators; etc. Requests will be evaluated according to security, safety, and logistical considerations by event services (Athens campus) or regional campus deans if on a regional campus, in consultation with other appropriate university officials.

(10) Commercial use

Any proposed commercial activity

(a) Will be limited to Baker university center; or

(b) Will follow the rules set forth in policy 42.550.

(11) Major events

Users who intend to sponsor events on the Athens campus that are expected to utilize several university resources (e.g., parking and transportation services, facilities, event services, etc.) and/or draw two hundred or more people should review policy 01.030 and contact the university's major events committee to facilitate the event. "Major Events" typically include, without limitation, concerts, charity races, and other produced events, but not spontaneous protests. Users who intend to sponsor such events on the regional campuses should contact the appropriate regional campus dean's office.

(D) Exceptions

In extraordinary circumstances, the University may grant one-time exceptions to any provision of this policy in accordance with policy 01.003 (exceptions to or restrictions of university policies). Such exceptions must not be based on the expressive content or viewpoints of a proposed activity.

(E) University's official use of spaces

This policy does not apply to the university's official use of its indoor spaces for university programs and events. The university's official use of it's indoor spaces always has priority over other uses.

(F) Enforcement

Any person who violates this policy may be subject to an order to leave the property or area, institutional discipline (for employees and students), and/or arrest and prosecution in circumstances when the violation constitutes a crime.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/01-042.html

Last updated December 3, 2024 at 8:36 AM

History

Effective: December 3, 2024
Promulgated Under: 111.15

Ohio Adm.Code 3337-1-44 Use of outdoor spaces.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/01-044.html

(A) Scope and overview

This policy establishes rules for the use of outdoor spaces on the university's campuses, including the Athens campus, regional campuses, centers, and extension campuses. University outdoor spaces are dedicated primarily for use by the university community for purposes consistent with the institution's mission and related teaching, learning, studying, research, academic, extracurricular and student life, administrative, and other supporting activities.

Outdoor spaces intended for vehicular transportation and parking, such as university-owned roads, garages, and parking lots, must be used solely for those purposes absent prior permission.

University outdoor spaces may be used by the university community and the public in accordance with this policy.

Uses may be subject to additional rules for particular locations and/or during certain times, which may be communicated by signage at the location (e.g., construction zones).

(B) General rules for use of outdoor spaces

The following rules govern use of outdoor spaces on university campuses:

(1) Reservations

Outdoor spaces are generally available for use by the university community and the public, with or without advance reservation or notification, in accordance with this policy. For those spaces requiring a reservation, determinations regarding reservations must be made without reference to the content or viewpoint.

The university has designated certain outdoor spaces that are available for reservation by the university community and the public. See paragraph (C) of this rule for additional information about reservable spaces.

A user who has reserved an outdoor space has priority use of that space during the reservation time as to any other non-official use. Unscheduled or conflicting uses of space during a reservation time may not be permitted, and individuals whose use conflicts with a scheduled use may be required to leave that area.

Additional reservation-related requirements may apply, such as reservation fees.

(2) Amplified sound

Amplified sound devices such as microphones, speakers, and bullhorns may be used in outdoor spaces, provided they are handheld and carried by the person using them. Amplified sound devices may not use the university's electricity, may not be freestanding, and may not be placed on any kind of support (e.g., stand table, stage, etc.) unless approved as part of a space request. All amplified sound is subject to regulation in accordance with paragraph (B)(5) of this rule.

(3) Literature, petitions, and signs

Users may distribute literature, circulate petitions, and carry signs in outdoor spaces, so long as these activities are consistent with other provisions of this policy.

(4) Materials attached to poles and other structures

No signs, equipment, or other items may be taped or otherwise attached to and left on trees, bushes, light poles, permanent signs, retaining walls, or other structures, except in areas clearly dedicated to public posting of materials (e.g., public bulletin boards). This rule does not prohibit the use of hammocks and similar items, provided users do not damage vegetation and do not leave such attachments unattended.

(5) Disruption

As contemplated in policy 01.040, disruption is largely dependent on context. Many factors may influence what constitutes disruption including but not limited to size and configuration of the space, proximity to academic, administrative, or business functions; and number of participants. Mere inconvenience is not a basis to abridge free expression.

Outdoor spaces are generally available to the university community and the public for a variety of activities, including marches, demonstrations, rallies, public speech-making, picketing, protests, and similar assemblies. These events may be in spaces reserved in advance or spontaneous, and they may be loud and involve crowds of various sizes.

Determinations regarding disruption must be made without reference to the content or viewpoint of any expression associated with the activity. Activities in outdoor spaces that substantially and materially disrupt or interfere with university activities and operations are not permitted. For example, prohibited activities may include blocking sidewalks, patios, pathways, stairwells, elevators, escalators, and exterior building doors, sustained loud noise outside a classroom or office during business and class hours, and blocking university-owned roads without permission. Blocking sidewalks, pathways, elevators, doors, patios, service counters, door activators, or otherwise impeding university efforts intended to assist with accessibility for persons with disabilities in compliance with the Americans with Disabilities Act of 1990 (as amended) is not permitted.

In general, disruption is defined as conduct that results in, or imminently threatens, the following:

(a) Substantial and material interference with activities, operations, and businesses, including without limitation teaching, learning, studying, research, academic, extracurricular and student life, administrative, and other activities;

(b) Substantial hindering or impeding of pedestrian or vehicular traffic, including by blocking building doors, patios, pathways, stairwells, elevators, escalators, and exterior building doors; and

(c) Substantial and material interference with an authorized event or activity conducted in university spaces, including expressive activities permitted under this policy.

The determination whether an activity has become disruptive as defined above generally will be made by the Ohio university police department, in consultation with the academic or administrative managers responsible for the space and other appropriate university officials depending on the facility and circumstances at issue.

(6) Protocol for engagement

University officials should maintain protocols for responding to demonstrations and engaging constructively with participants especially students when safe and appropriate.

(7) Clean-up and damage fees, personal property

Users of outdoor spaces shall not cause damage to property or leave behind trash and other items. If this occurs, clean-up and damage fees and costs may be assessed on the responsible individuals and groups. The university is not responsible for any personal property brought onto the premises and assumes no liability for lost, stolen, or damage personal property.

(8) Open flames

For the safety of persons and property, open flames of any kind require advance premission.

(9) External structure insallations

(a) Absent prior written approval from the university and except as permitted herein, no person may attach fixures in outdoor university spaces or place any installation or structurefreestanding or otherwiseincluding but not limited to, weight bearing structures; stands; tables; chairs (except a lawn chair per individual); tents, canopies or pop up shelters, whether or not those tents, canopies, or pop-up shelters require stakes, poles, or simular attachments; displays, sound systems; generators; ect. Requests will be evaluated according to security, safety, and logistical considerations by event services in consultation with OUPD; the major events committee; and other appropriate university officials, including regional campus deans, if on a regional campus.

(b) In addition, no device or inslallationfreestanding or otherwisethat utilizes university utilities such as gas, water, or electric, may be used without prior approval.

(10) Camping and overnight events

Camping is prohibited.

Events occurring between eleven p.m. and seven a.m. are prohibited unless approved in advance. \Requests will be evaluated according to security, safety, and logistical considerations by event services in consultation with OUPD; the major events committee; and other appropriate university officials, including regional campus dean's, if on a regional campus. Requests must be submitted in advance of the potential event.

(11) Commercial use

Any proposed commercial activity will be

(a) Limited to baker university center; or

(b) Will follow the rules set forth in policy 42.550.

(12) Major events

Several outdoor spaces are available for advance reservation through event services, or if on a regional campus, through the regional campus dean's office. To reserve a space and make a reservation, contact event services or the appropriate regional campus dean's office. Other event services reservation requirements and fees may apply.

The reserveable outdoor spaces on the Athens campus are described on the event services website. Reservable outdoor spaces on a regional campus are available from the appropriate regional campus dean's office.

(D) Exceptions

In extraordinary circumstances, the university may grant one-time exceptions to any provisions of this policy in accordance with policy 01.003 (exceptions to or restrictions of university policies). Decisions to grant or deny exceptions may not be based on the expressive content or viewpoint of the proposed activity.

(E) University's official use of spaces

This policy does not apply to the university's official use of its outdoor spaces for university programs and events. The university's official use of its outdoor spaces always has priority over other uses.

(F) Enforcement

Any person who violates this policy may be subject to an order to leave the property or area, institutional discipline (for employees and students), and/or arrest in circumstances when the violation constitutes a crime.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/01-044.html

Last updated December 5, 2024 at 10:08 AM

History

Effective: December 3, 2024
Promulgated Under: 111.15

Chapter 3337-2 Policies for Admission, General Academic, Graduate and Undergraduate Studies

Ohio Adm.Code 3337-2-02 Banning.

(A) Overview

This policy identifies circumstances that may prelude a person's continued presence on property owned, leased, or operated by Ohio university("university property"). Additionally, this policy establishes processes to be used for a person's immediate removal from university property, and/or forbidding their return for a specified period of time. Such processes need not be followed in cases of persons prohibited from entering university property pursuant to criminal or civil sanction of a court of law.

(B) Forbidden contact

Visitors assume an obligation to conduct themselves in a manner compatible with Ohio university's function as an educational institution. Therefore, any person who engages in behavior that is disruptive, threatening, jeopardizes the health and safety of others, or violates a written university policy or established code of conduct, can be removed from and/or denied access to university property.

The rules and procedures outlined in this paragraph are to be followed when a person is immediately removed from university property.

(1) Employees authorized to remove a person from university property

The following university officials, and their designees, are authorized to remove a person from university property:

(a) President of Ohio university

(b) Executive vice president and provost of Ohio university

(d) Vice president for finance and administration

(e) Vice president for student affairs

(f) General counsel

(g) Regional campus deans (for regional campuses)

(h) Extension campus deans (for extension campuses)

(2) Procedure to follow when a person is removed

(a) Some element of forbidden conduct, as described in paragraph (B) of this rule, must be observed by or reported to a university employee.

(b) The appropriate Ohio university employee will verbally instruct the person to leave university property.

(d) If the observed or reported forbidden conduct merits banning the person from university property, follow the process outlined in paragraph (D) of this rule.

(D) Banning from university property

The rules and procedures outlined in this rule are to be followed when forbidding a person from entering university property for a specific period of time, including indefinitely. This paragraph does not apply to Ohio university's current students or emplyees, for whom existing applicable disciplinary procedures will be used to address incidents of alleged misbehavior.

(1) Officials authorized to ban a person from university property

The following university officials are authorized to forbid a person from entering university property:

(a) President of Ohio university

(b) Executive vice president and provost of Ohio university

(d) Vice president for finance and administration

(e) Vice president for student affairs

(f) General counsel

(g) Regional campus deans (for regional campuses)

(h) Extension campus deans (for extension campuses)

(2) Procedure to follow when a person is banned:

(a) A vebal notice may be given when needed and appropriate.

(b) A written notice will be, when practical, mailed to the person, or delivered in person, by the university official initiating the action, directly or after a verbal notice.

(3) Written notice

A copy of all notices issued pursuant to this policy will be forwarded to the Ohio university police department and the office of legal affairs. The written notice will include the following:

(a) Name and last known address of the person being banned.

(b) Specification of the alleged unacceptable behavior.

(d) Notification that the ban is effective until the given expiration date, and that the person is subject to arrest for trespassing during such period of time.

Example wording:

"You are not to enter Ohio university property until such time has expired per the ban dates indicated on this notice, unless this notice is modified or rescinded in writing. You are subject to arrest and criminal prosecution for trespassing during the period of time you are banned."

(e) The dates the ban is in effect.

(E) Reviewers

Proposed revisions of this policy should be reviewed by

(1) Vice president for finance and administration

(2) Ohio university chief of police

(3) Provost's office

(4) Vice president for student affairs

(5) President for student affairs and dean of students

(6) Chief human resource officer

(7) Academic deans

(8) Regional campus deans

(9) Faculty senate

(10) Administrative senate

(11) Student senate

(12) Graduate student senate

Last updated December 3, 2024 at 8:37 AM

History

Effective: December 3, 2024
Promulgated Under: 111.15

Chapter 3337-3 Faculty Governance

Ohio Adm.Code 3337-3-01 General Policy on Health Insurance Portability and Accountability Act (HIPAA) Compliance.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/03-001

(A) Ohio university's commitment to HIPAA compliance as a hybrid entity

Ohio university strives to protect the confidentiality, integrity, and availability of protected health information (PHI) by taking reasonable and appropriate steps to address the requirements of the Health Insurance Portability and Accountability Act of 1996 (HIPAA). HIPAA regulates covered entities, which are health plans, health care clearinghouses and health care providers who transmit any health information in electronic form in connection with a covered transaction. HIPAA requires that each covered entity maintains reasonable and appropriate administrative, technical and physical safeguards for privacy and security. HIPAA also requires that entities or individuals who contract to perform services for a covered entity with access to PHI (referred to as "business associates") comply with the HIPAA privacy and security standards.

Ohio university is a HIPAA hybrid entity as that term is defined by HIPAA at 45 C.F.R. 164.105. As such, its health care components, which are identified in Ohio university's standards and procedures, are subject to and must comply with HIPAA.

This general policy reflects Ohio university's commitment to comply with HIPAA as more fully set forth in the Ohio university HIPAA standards (the "standards"), herein incorporated by reference to this general policy. The standards represent the general operating procedures of Ohio university's health care components and apply to PHI used or disclosed by or on behalf of Ohio university's health care components. To the extent the standards express requirements and obligations above and beyond those required by the HIPAA regulations, the standards will be treated as goals but will not be binding on Ohio university. The standards do not address the requirements of any laws other than the HIPAA privacy regulations. No third party rights (including, but not limited to, rights of individuals or business associates) are intended to be created by the standards

Any questions regarding this general policy or the standards may be directed toward Ohio university's privacy and/or security officer, as may be appropriate. Ohio university reserves the right to change these standards at any time without notice.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/03-001

History

Effective: September 1, 2018
Promulgated Under: 111.15

Ohio Adm.Code 3337-3-03 Americans with disabilities act compliance.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/03-003.html

(A) Overview

Discrimination on the basis of disability is prohibited. Qualified persons with disabilities shall not be denied access to educational or employment opportunities at Ohio university.

This policy establishes a compliance procedure to implement and enforce the provisions of the Americans with Disabilities Act of 1990 (as amended), ADA Amendments Act of 2008 (ADAAA), Sections 503 and 504 of the Rehabilitation Act of 1973, and state disability law. This policy is also intended to provide guidance to employees and students in regards to their rights and responsibilities under the laws mentioned in this paragraph.

(B) Responsibility for university response

Ensuring an accessible and inclusive educational and work environment is the responsibility of every member of the university community.

(1) Office for equal opportunity and accessibility

The director of equal opportunity and accessibility shall serve as the university's ADA/504 coordinator. The ADA/504 coordinator shall

(a) Receive and respond to complaints of discrimination or harassment on the basis of disability and monitor Ohio university's compliance with affirmative action obligations in regards to persons with disabilities;

(b) Coordinate response to requests for accommodation or employment modification by employees;

(2) Ohio university facilities department

The Ohio university facilities department is responsible for promoting compliance with campus physical and architectural access.

(3) Office of information technology

The office of information technology is responsible for identifying, implementing, maintaining, and renewing accessible information systems, including web presence, academic support systems, administrative information infrastructure; and to ensure accessibility for students, staff, and public users.

(4) Office of student accessibility services

The office of student accessibility services is responsible for organizing the university response to requests for accommodation and provision of academic services that support the needs of students with disabilities.

(5) University human resources

University human resources is responsible for coordinating the university's response to related employment issues such as hiring processes; job performance and evaluation; benefits including vacation, personal, and sick leave; and university compliance with state and federal employment laws such as FMLA and workers' compensation.

This policy applies to current and prospective students, current and prospective employees including qualified applicants for employment, visitors, and guests on campus.

(1) Definition of disability

An individual with a disability is an individual who has a physical or mental impairment that substantially limits one or more major life activities; has a record of such impairment; or is regarded as having such an impairment.

(2) Qualified person with a disability

(a) With respect to education, a qualified person with a disability is a person with a disability who meets the academic and technical standards for admission or participation in a particular educational program or activity with or without accommodation.

(b) With respect to employment, a qualified person with a disability is a person with a disability who, with reasonable accommodation, can perform the essential functions of a particular job. This policy extends to recruitment, selection, termination, compensation, and advancement in employment with or without accommodation

(3) Essential functions of a job

Those functions actually performed in the job, the removal of which would fundamentally alter the position. To determine whether a function is essential, it must be determined whether the position exists to perform that function and whether there are other employees available to share that function, as well as the degree of expertise required to perform the function. Whether a function is essential also depends on the content of the written job descriptions, the terms of the collective bargaining agreement, the time spent performing the particular function, and the consequences of failing to require the employee to perform the function.

(4) Reasonable accommodation

(a) In regards to education: A modification or adjustment to an academic program or activity that enables a student to meet essential element of the academic program. Such accommodation is required unless it causes undue hardship on the academic unit or poses a direct threat to the health and safety of the individual or others. Undue hardship is defined as any accommodation that is substantially disruptive, administratively burdensome, unduly costly to the university, or that would fundamentally alter the nature, operations, or requirements of the educational program or activity.

(b) In regards to employment: A modification or adjustment to a job, the work environment, or the way things are done that enables a qualified individual with a disability to perform essential job functions. Such accommodation is required unless it poses an undue hardship on the employer or poses a direct threat to the health and safety of the individual or others. Undue hardship is defined as any accommodation that is substantially disruptive, administratively burdensome, unduly costly to the university, or that would fundamentally alter the nature or operation of the unit.

(D) Process for seeking accommodation for a disability

The following procedure will be used when an employee, student, applicant, or member of the public requests reasonable accommodation from an employee or representative of the university, in order to ensure compliance and to accommodate requests from individuals who have identified themselves as having a disability.

(1) Employee-initiated requests for reasonable accommodation

In regard to employment opportunity and job performance: An individual employee with a disability who seeks accommodation or other work modification will request reasonable accommodation to his or her supervisor and notify equal opportunity and accessibility (employee accommodation coordinator). The employee accommodation coordinator shall be responsible for ensuring application of a fair and consistent process for verifying a disability and providing reasonable accommodation and for maintaining the university's employment records that relate to the disclosed disability. The employee accommodation coordinator will interact with employees, supervisors, and administrative decision-makers to facilitate communication and agreement about accommodation for employees with disabilities.

The university employee accommodation coordinator shall verify that the individual is a qualified person with a disability and coordinate the university's response when determining an appropriate accommodation. Every effort will be made to balance the need for employees or representatives of the university to have information in order to fulfill an accommodation request and the disabled individual's interest in maintaining privacy of protected health information.

(2) Student-initiated requests for reasonable accommodation

Students with disabilities who seek reasonable accommodation must register with student accessibility services for assistance with identifying appropriate academic adjustments and resources. Student accessibility services shall be responsible for ensuring application of a fair and consistent process for verifying a disability and providing reasonable accommodation and for maintaining the university's educational records that relate to the disclosed disability. Student accessibility services will interact with students, faculty, and staff to facilitate communication and to coordinate accommodation and services for students with disabilities.

Student accessibility services shall verify that the individual is a qualified person with a disability and coordinate the university's response when determining an appropriate accommodation.

(3) Applicant-initiated requests for reasonable accommodation

Individuals who require reasonable accommodation to access or submit an application for employment should contact the office for equal opportunity and accessibility or university human resources.

Prospective students who require reasonable accommodation to access or submit an application for any academic program, financial aid, housing, or co-curricular program, should contact student accessibility services.

(4) Public-initiated requests for reasonable accommodation

Individuals who require reasonable accommodation to access or participate in any university program should contact the office for equal opportunity and accessibility. Concerns about physical or architectural access may be communicated to the office for equal opportunity and accessibility where it will be redirected to the appropriate university office.

(5) Review of decisions to deny requested accommodation

In the event that a reasonable accommodation cannot be agreed upon, individuals may seek review of a unit's decision to deny implementation of a requested accommodation.

(a) In regards to education: review of decisions to deny requests for accommodation in an educational program or activity may be made to the university ADA/504 coordinator, who will review and attempt to resolve the dispute informally and in consideration of the situation in its entirety. If an informal resolution is not possible, the ADA/504 coordinator shall render a final written decision in regards to the reasonableness of the accommodation under the circumstances.

(b) In regards to employment: review of decisions to deny requests for accommodation in the application process or workplace may be made to the university ADA/504 coordinator, who will attempt to resolve the dispute informally. In the event that an informal resolution is not possible, the ADA/504 coordinator shall render a final written decision in regards to the reasonableness of the accommodation under the circumstances.

(c) Although the preferred accommodation will be provided where reasonable, planning units may provide reasonable alternative accommodation where appropriate.

(d) Students, employees, and planning units may seek review of a final determination of reasonable accommodation by the ADA/504 coordinator to the executive vice president and provost within five business days of being notified of the decision.

Federal disability law requires that any accommodation be evaluated in light of the total resources and function of the university and not simply from a given department's resources or function.

(E) Campus and program accessibility

(1) Physical access

Ohio university facilities is primarily responsible for campus-wide physical access.

(2) Activities and events

Any department or organization that coordinates or sponsors an activity or event open to the university community, campus visitors, or the public:

(a) Shall promote a clear process by which an individual may request accommodation in advance of need.

(b) Shall provide reasonable accommodation for the event; examples include alternate format materials, sign language interpretation, accessible parking, etc.

(c) May work in consultation with the offices of student accessibility services or equal opportunity and accessibility to determine such a process or identify resources to meet accommodation requests.

(F) Discrimination

Individuals who believe that they have been discriminated against in any educational program or activity or employment situation at Ohio university on the basis of having a disability, a record of disability, being regarded as disabled, or having association or affiliation with a person who has a disability, may file a complaint with the office of equity and civil rights compliance pursuant to this policy and policy 40.001.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/03-003.html

History

Effective: July 17, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-3-04 Sexual harassment and other sexual misconduct.

(A) Rationale for policy

Ohio university is committed to providing a workplace, educational environment, and programs and activities that are free from sexual harassment and other sexual misconduct.

(B) Basis for policy

(D) Definitions

The following definitions shall apply for the purposes of this policy:

(1) Actual knowledge

Notice of sexual harassment or allegations of sexual harassment to the Title IX coordinator or any official with the authority to institute corrective measures on behalf of the university.

(2) Advisor

(3) Complainant

An individual who is alleged to have been subjected to conduct that could constitute sexual harassment, other sexual misconduct, or retaliation under this policy.

(4) Confidential source

(5) Coercion

(6) Consent

The state of Ohio does not define "consent" in state statutes relating to sexual offenses. Ohio university's definition of consent is as follows:

Past consent to a given act does not imply ongoing or future consent. A current or previous intimate relationship is not sufficient to constitute consent.

Consent cannot be obtained from someone who is asleep or otherwise mentally or physically incapacitated, whether due to alcohol, drugs, or some other condition.

Consent cannot be obtained by threat, coercion, or force. Agreement given under such conditions does not constitute consent.

To give consent, one must be of legal age.

(7) Education program or activity

(8) Employee

(9) Force

The use of physical violence or constraint to gain sexual access to another person.

(10) Formal complaint

(11) Grievance process

The method of resolution utilized to address allegations of sexual harassment, other sexual misconduct, and retaliation as defined by this policy.

(12) Grievance process pool

(13) Hearing panelist

Those with decision-making and sanctioning authority when allegations proceed to a hearing within the grievance process.

(14) Incapacitation

A person who lacks the ability to make informed decisions is incapacitated and, therefore, cannot consent to sexual activity.

(15) Investigator

The person or persons charged with gathering information about an alleged violation of this policy and compiling the information into an investigation report and file of evidence.

(16) Mandatory reporter

An employee obligated by this policy to share knowledge and reports of sexual harassment, other sexual misconduct, or retaliation with the Title IX coordinator.

(17) Notice

When an employee, student, or third-party informs the Title IX coordinator or any other official with authority of an alleged incident of sexual harassment, other sexual misconduct, or retaliation.

(18) Official with authority (OWA)

(19) Parties

The complainant(s) and respondent(s) in a matter, collectively.

(20) Reasonable person

A reasonable person under similar circumstances and with similar identities to the complainant.

(21) Relevant

(22) Remedies

(23) Report

Information provided to the Title IX coordinator indicating that sexual harassment, other sexual misconduct, or retaliation may have occurred.

(24) Respondent

(25) Sanction

A consequence imposed by the university on a respondent who is found to have violated this policy.

(26) Student

(27) Supportive measures

(28) Title IX coordinator

(29) Title IX team

The Title IX coordinator, deputy Title IX coordinator, and the members of the grievance process pool.

(30) Witness

(E) Sexual harassment and other sexual misconduct offenses

Under all circumstances detailed in paragraph (C) of this policy, offenses 2-10 listed in paragraphs (E)(2) to (E)(7) of this policy constitute sexual misconduct under university policy.

Offense 11 listed in paragraph (E)(8) of this policy (sexual exploitation) constitutes sexual misconduct under university policy in all circumstances detailed in paragraph (C) of this policy.

All definitions encompass actual offenses and may also encompass attempts to commit the offense.

(1) Sexual harassment under Title IX

(a) Unwelcome conduct

(b) Determined by a reasonable person

(d) Pervasive, and

(e) Objectively offensive

(f) That it effectively denies a person equal access to Ohio university's education program or activity

(2) Sexual harassment by quid pro quo

(a) An employee of Ohio university

(b) Conditioning the provision of an aid, benefit, or service of Ohio university

(3) Rape*

(a) Penetration, no matter how slight, of the vagina or anus of a person with any body part or object; or

(b) Oral penetration by a sex organ of another individual without the complainant's consent.

(4) Fondling

(c) This offense includes instances where the complainant is incapable of giving consent because of age or incapacity due to temporary or permanent mental or physical impairment or intoxication.

(d) Allegations of behaviors fitting the definition of fondling will be charged as non-consensual sexual contact in the sexual harassment and other sexual misconduct grievance process.

(5) Statutory rape

(a) Non-forcible sexual intercourse with a person who is under the statutory age of consent.

(6) Incest

Non-forcible sexual intercourse, between persons who are related to each other, within the degrees wherein marraige is prohibited by Ohio law.

(7) Dating violence

(a) Violence or threat of violence, committed by a person who is in or has been in a social relationship of a romantic or intimate nature with the complainant.

(b) For purposes of this definition:

(ii) Violence means physical violence.

(iii) Dating violence does not include acts covered under the definition of domestic violence.

(8) Domestic violence

(a) Conduct that would meet the definition of a felony or misdemeanor crime committed by a person who:

(i) Is a current or former spouse or intimate partner of the complainant, or a person similarly situated to a spouse of the complainant under the family or domestic violence laws of Ohio;

(ii) Is cohabitating, or has cohabitated, with the complainant as a spouse or intimate partner;

(iii) Shares a child in common with the complainant; or

(iv) Commits acts against a youth or adult complainant who is protected from those acts under the family or domestic violence laws of Ohio.

(b) For the purposes of this definition, domestic violence does not include acts covered under the definition of dating violence.

(9) Stalking

(b) For the purposes of this definition:

(ii) Substantial emotional distress means significant mental suffering or anguish that may but does not necessarily require medical or other professional treatment or counseling.

(10) Sexual harassment under university policy

(i) The purpose or effect of unreasonably interfering with a person's work or academic performance;

(ii) Creates an intimidating, hostile, or offensive environment for working, learning, or living on campus.

(b) For the purposes of this definition, the determination of whether an environment is "hostile" is often contextual and must be based on the circumstances. These circumstances could include:

(i) The frequency of the conduct;

(ii) The nature and severity of the conduct;

(iii) The relationship between the complainant and the respondent;

(iv) The location and context in which the alleged conduct occurs;

(v) Whether the conduct was physically threatening;

(vi) Whether the conduct was humiliating; or

(vii) Whether the conduct arose in the context of other discriminatory conduct.

(11) Sexual exploitation:

(a) Knowingly or recklessly taking sexual advantage of another person without consent, through behavior that does otherwise constitute a violation of this policy.

(b) Examples of sexual exploitation include, but are not limited to:

(i) Prostituting another person or engaging in sex trafficking;

(ii) Non-consensual video- or audio-recording or photographing of sexual activity;

(iii) Going beyond the boundaries of consent (e.g., a respondent permitting others to observe connsensual sex with a complainant who is unaware of the observation);

(iv) Voyeurism, including

(a) Trespassing or otherwise invading the privacy of another person to spy or eavesdrop on them for the purpose of sexual gratification;

(b) Non-consensually taking photographs or video in a place where a person has a reasonable expectation of privacy, for the purpose of viewing that person's private body parts; or

(c) Non-consensually taking photographs or video of another person above, under, or through their clothing, for the purpose of viewing their private body parts or undergarments).

(v) Public indecency (e.g., exposing one's genitals to others without consent);

(vi) Knowingly exposing another person to a sexually transmitted infection without their prior knowledge and consent;

(viii) Soliciting a minor for sexual activity;

(ix) Creating, possessing, or disseminating child sexual abuse images or recordings;

(x) Misappropriating another person's identity on apps, websites, or other platforms designed for dating or sexual connections (e.g., spoofing);

(xi) Forcing a person to take an action against their will by threatening to show, post, or share information, video, audio, or images depicting their nudity or sexual activity;

(F) Retaliation

(1) No person may intimidate, threaten, coerce, or discriminate against any individual;

(2) For the purpose of interfering with any right or privilege secured by Title IX or this policy; or

(3) Because the individual has made a report or complaint, testified, assisted, or participated ore refused to participate in any manner in an investigation, proceeding or hearing;

(4) The exercise of rights protected under the First Amendment does not constitute retaliation prohibited under this paragraph.

Allegations of retaliation will be addressed under the sexual harassment and other sexual misconduct grievance process.

(G) Consensual relationships

(H) Title IX coordinator

Inquiries regarding this policy and its related processes may be made to:

"Director of Civil Rights Compliance and Title IX Coordinator

006 Lindley Hall

Ohio University

Athens, OH 45701

740-593-9140 (phone)

740-593-9168 (fax)

civilrights@ohio.edu or titleIX@ohio.edu"

(I) Reporting violations of this policy

"Director of Civil Rights Compliance and Title IX Coordinator

006 Lindley Hall

Ohio University

Athens, OH 45701

740-593-9140 (phone)

civilrights@ohio.edu or titleIX@ohio.edu

Inquiries and complaints may be made externally to:

"Office for Civil Rights (OCR)

U.S. Department of Education

400 Maryland Avenue, SW

Washington, D.C. 20202-1100

Customer Service Hotline: (800)421-3481

Fax: (202) 453-2172 TDD: (877) 521-2172

Email: OCR@ed.gov

Web: http://ed.gov/ocr"

Inquiries and complaints involving employees may be made externally to:

"Equal Employment Opportunity Commission (EEOC)

Cleveland Field Office

Anthony J. Celebrezze Federal Building

1240 E. 9th Street, Suite 3001

Cleveland, OH 44199

Phone: 1-800-669-4000

Fax: 216-522-7395 TTY: 1-800-669-6820

ASL Video Phone: 844-234-5122"

(J) Formal complaint

(K) Mandatory reporters

In certain limited circumstances, exemptions to mandatory reporting may be requested in advance from the Title IX coordinator (e.g., "Take Back the Night")

(L) Officials with authority (OWAs)

(M) Confidential resources

(1) Ohio university's confidential resources include:

(a) Licensed professionals and staff at counseling and psychological services

(b) Licensed professionals and students registered for practice under a licensed psychologist at the psychology and special work clinic

(d) Advocates at the survivor advocacy program and

(e) Licensed professional counselors available through the employee assistance program

(2) Off campus confidential resources include:

(a) Licensed professional counselors and other medical providers

(b) Local rape crisis counselors

(d) Local or state assistance agencies

(e) Clergy/chaplains and

(f) Attorneys

Information regarding support resources, many of which are confidential, may be found on the resources page on the ECRC website (linked from the "References" paragraph of this policy).

(N) Anonymous reports

(O) Amnesty for violations of alcohol and drug policies under the student code of conduct

(P) Reporting to law enforcement

(Q) Preservation of evidence

(R) Federal timely warning obligations

(S) Making a false report

(T) Privacy

(U) Supportive measures

(1) Supportive measures may include, but are not limited to:

(a) Referral to campus and community counseling, medical, and/or other healthcare services, including the employee assistance program, as appropriate

(b) Implementing mutual no contact orders between the parties*

(d) Altering work arrangements for employees, including student employees

(e) Academic support, extensions of deadlines, or other course/program-related adjustments

(f) Class schedule modifications, withdrawals, or leaves of absence

(g) Safety planning

(h) Providing campus safety escorts and/or transportation accommodations

(i) Visa immigration assistance

(j) Student financial aid counseling

(k) Timely warnings

(l) Increased security and monitoring of certain areas of campus

(m) Education to the campus community or community subgroup(s)

(n) Any other actions deemed appropriate by the Title IX coordinator

(2) If a party procures a restraining order or similar order from a court, the party is encouraged to notify OUPD of the order so that OUPD can assist, as needed, with enforcement of the order.

(3) *Violations of no contact orders will be referred to the appropriate student or employee conduct process for enforcement.

(V) Emergency removal and administrative leave

If deemed appropriate, Ohio university may place an employee respondent on administrative leave during the completion of the grievance process.

(W) Investigation of formal complaints

(X) Consideration of classroom and instructional settings

(Y) Reasonable accommodations for persons with disabilities

(Z) Prevention programs

Last updated March 9, 2026 at 8:29 AM

History

Effective: November 3, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3337-3-07 Guest and temporary housing.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/03-007

(A) Overview

A limited number of overnight accommodations are available throughout the year for faculty/staff, individual guests affiliated with Ohio university and groups sponsored by departmental units. This policy provides guidelines for faculty, staff and guest eligibility and reservation procedures. This policy is not applicable for conference or workshop participants.

Ohio university supports the use of select residence hall rooms and apartments not being utilized for the current student population, to accommodate faculty, staff, university affiliated or departmental sponsored guests.

(B) Eligibility

Faculty/staff: individuals eligible to request housing accommodations include newly hired faculty or staff transitioning to Ohio university or existing faculty or staff needing housing due to extenuating circumstances. Any faculty or staff residing on campus for more than thirty days must sign a lease in compliance with relocation policy 41.11.

Individual or departmental sponsored guests: individuals eligible to request overnight accommodations must be affiliated with the university or sponsored through an Ohio university department. Departmentally sponsored guests would include guest speakers, experts in residence, award recipients, etc. Individual guests may include family members of current Ohio university students, alumni visiting campus, etc.

Faculty/staff reservations will be accepted no sooner than six months in advance for overnight accommodations greater than one month and thirty days in advance for overnight accommodations less than one month. Individual guests may request a reservation no earlier than fourteen days prior to their on-campus visit. All rooms require a minimum stay of two nights.

Information regarding current availability and rates may be obtained by emailing housing and residence life at housing@ohio.edu or calling 740-593-4087.

All reservations will be accepted on a first-come, first-served basis, and confirmed by the housing office. - Check-in begins at three p.m. daily and must occur prior to eight-thirty p.m. unless special arrangements have been made; check out is at noon. Department personnel may pick up keys before the guest's arrival.

(D) Rates and refund schedule

The housing and residence life office determines overnight accommodation rates, which are subject to change. Special rates may be designated for holidays, special weekends, and meeting space (if requested).

Departments paying for overnight accommodations must complete a rental form and provide account information for billing. When departments pay for overnight accommodations for a university employee, information will be shared with human resources/payroll for tax compliance and reporting.

(E) Cancellation and refunds

Due to the limited number of available apartments and rooms on campus, strict cancellation policies apply. Overnight accommodations greater than thirty days requires a thirty days' cancellation notice to receive a refund of the security deposit. Overnight accommodations less than thirty days results in a forfeiture of one night's charges if cancellation occurs after the reservation is made.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/03-007

Last updated April 1, 2025 at 8:02 AM

History

Effective: April 1, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3337-3-10 Minors on campus.

(A) Purpose

Ohio university is committed to providing the best experience possible for minors. The university community, including faculty, staff, appointees, administrators, undergraduate and graduate students, volunteers, interns employees of temporary employment agencies and independent contractors/consultants is expected to uphold the highest standards of conduct when interacting with minors, and to be informed on their reporting obligations in instances of suspected or known abuse or neglect of minor children. This policy establishes requirements for those in the university community who work in activities and programs with minors, with the goal of promoting the safety and well-being of minors. Non-university affiliated program requirements will not be outlines in a university agreement (contract) with each respective program pursuant to operational guidelines.

Ohio university expects parents, teachers, or legal guardians to provide appropriate supervision of minors on university property unless they are involved in a covered program. Parents, teachers, or legal guardians should not leave minors unsupervised on university property. The university is not responsible for unsupervised minors on university property.

(B) Scope

(1) Any faculty, staff, appointees, administrators, undergraduate and graduate students, student employees, volunteers, interns, employees of temporary employment agencies and independent contractors/consultants who work with activities and programs with minors fall within the scope of this policy. Individuals that work in activities and programs for minors, but not with the minors themselves, are not within the scope of this policy.

(2) All activities and programs with minors are within the scope of this policy except as explicitly excluded in paragraph (B)(3) of this policy. This includes, but is not limited to:

(a) Activities and programs with minors the university operates on or off university property including but not limited to overnight camps, instructional programs, day camps, academic camps, grant funded programming, and sports camps.

(b) Activities and programs with minors the university operate on or off university property including but not limited to outreach, mentoring, and community service activities.

(d) Any university owned and/or operated transportation that is used to transport minors to, or during, any activity or program covered by this policy.

(3) This policy, in its entirety, does not apply to:

(a) Persons under the age of eighteen who are enrolled for academic credit or have been accepted for enrollment.

(b) Events on university property open to the general public, which minors attend.

(d) Student organizations operating, facilitating, or sponsoring activities and programs with minors where a parent, teacher or legal guardian is present and supervising the child.

(e) Authorized adult who invites a minor to university property or interacts off campus where the minor is an intern, volunteer or is being mentored if a parent, teacher or legal guardian is present and supervising the child (e.g. assisting a minor with a science fair project).

(f) Minors working for the university as employees.

(g) Activities and programs with minors operated, conducted, or organized by non-university entities which take place on university property including but not limited to facility rentals to third party organizations.

(h) Medical care given to minors in a patient-care setting in the hearing, speech and language clinic, the psychology and social work clinic, or other university patient-care settings,

(i) Ohio university child development center and kids on campus after school programs which are programs independently operated by the university and whose continuous operation is subject to state and/or federal compliance and accreditation standards.

(j) University employees conducting regularly supervised routine recruiting activities as part of official university enrollment practices and who have been background checked in accordance to the minors on campus policy guidelines are exempt from the policy unless the activities involve transportation and/or overnight stays. Official recruitment activities will follow minors on campus guidelines established by the office of risk management and will be managed separately from this policy.

(1) "Activities and programs with minors" - any:

(a) Event, operation or endeavor operated or organized by the university that includes minors; and

(b) During which parents, teachers or legal guardians are not expected to be responsible for the care, custody or control of the minors and/or virtual covered program directed at minors and hosted by the university on an online platform during which parents, teachers or legal guardians are expected to maintain care, custody and control of the minor(s) but not participate in the event, operation or endeavor. Activities and programs with minors can be in-person, virtual or a hybrid of both.

(2) "Appointee"

an individual deemed to have an affiliation with the university who receives no compensation while in that capacity.

(3) "Authorized adult" -means any individual who is at least eighteen years old, paid or unpaid, who supervises, chaperones, accompanies or is otherwise responsible for the direct care, custody or control of minors during a covered program. This includes but is not limited to the program administrator, faculty, staff, appointees, administrators, undergraduate and graduate students, volunteers, interns, employees of temporary employment agencies, and independent contractors/ consultants.

(4) "Care, custody or control" - when an authorized adult who is not a licensed medical provider providing professional services to a minor is present and had primary responsibility for supervision of minors at any given point throughout the covered program. At least one authorized adult must have care, custody and control of minors at all times during the covered program.

(5) "Child abuse or neglect" - when a child has suffered or faces a substantial threat of suffering any psychical or mental wound, injury, disability or condition that reasonably indicates abuse or neglect. This also includes any conduct of a sexual nature that may be harmful to a minor's mental, emotional, or physical welfare.

(6) "Covered program" - any activities or programs with minors within the scope of this policy except as explicitly excluded in paragraph (C)(3) of this policy.

(7) "Minor" - means any person under the age of eighteen, or any person under the age of twenty-one years old who is incapable of self-care due to a mental or physical disability, who is participating in a covered program.

(8) "One-on-one contact" - is personal, unsupervised interaction between an adult and a minor without at least one other adult, parent or legal guardian being present. For purposes of this definition, another adult will be deemed "present" if within the line of sight of the adult interacting with the minor. One-on-one contact extends to all interactions and communications including those by telephone, mail, texting, social media, or any other means or medium.

(9) "Program administrator" - means a university affiliated individual approved by the appropriate authority and designated to coordinate, plan, implement or commit the use of university facilities for the covered program.

(10) "Unit" - the sponsoring university college or administrative planning unit.

(11) "University property" - any land, grounds, buildings or facilities owned, leased or used by Ohio university per formal contractual or legal agreements. Included are the Athens campus, regional campuses, and other university property outside of Athens. Location does not necessarily determine whether an activity or program falls within the definition of activities and programs with minors.

(12) "Volunteer" - any individual assisting in an unpaid capacity for a covered program with university sanction, which includes interns or practicum students.

(D) Summary of policy requirements

The following requirements are an overview only. Detailed instructions are in the operational guidelines located on the minors on campus website.

(1) All covered programs must register annually and at least two months before the program start date.

(2) Those working in covered programs who witness child abuse or neglect, or have information that would lead a reasonable person to believe a minor faces a substantial threat of such abuse or neglect,

(3) Planning units are responsible to ensure authorized adults have the appropriate background check conducted in accordance with operational guidelines before working in covered programs and regularly thereafter.

(4) Units must ensure that authorized adults working in a covered programs complete annual training approved by "Enterprise Risk Management and Insurance."

(5) All authorized adults must sign and abide by the program code of conduct before working in covered programs and on an annual basis thereafter. The code of conduct prohibits one-on-one interactions with minors unless otherwise authorized in accordance with this policy.

(6) Unites and authorized adults must cooperate with investigations when they occur.

(7) The program administrators must ensure that all volunteers for covered programs complete and execute the volunteer agreement release form.

(E) Operational guidelines

The office of enterprise risk management and insurance will create and maintain operational guidelines for covered programs setting forth implementation and reporting procedures. These guidelines are hereby incorporated into this policy and adherence is required.

(F) Exemption process

(1) If a unit leader or their designee(s) of a covered program with minors deems that a section of this policy would place an undue hardship on a covered program with minors, an exemption can be requested by the unit leader or their respective designee(s) by submitting an exemption request form.

(2) Absent extenuating circumstances, an exeexemptionquest form must be submitted to the director of enterprise risk management and insurance no later than eight weeks prior to the covered program taking place and will be reviewed by enterprise risk management and legal affairs. Approval or denial will be communicated at least four weeks prior to the event. If an expedited process is required because of an extenuating circumstance, contact the office of enterprise risk management and insurance immediately.

Last updated September 7, 2022 at 12:36 PM

History

Effective: September 5, 2022
Promulgated Under: 111.15

Chapter 3337-4 Policies

Ohio Adm.Code 3337-4-01 Information technology accessibility.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/04-001.html

(A) Purpose

The use of information technology (IT) is integral to the university's operations for all members of the community. Therefore, in accordance with federal and state law, this policy establishes standards and expectations to facilitate the deployment of information technology that has been designed, developed, or purchased to be accessible to people with disabilities, including those who use assistive technologies. Accessibility generally enhances usability for all users. Thus, by supporting IT accessibility, Ohio university helps ensure that as broad a population as possible will have access to, benefit from, and contribute to its digital information and services.

It is the responsibility of all members of the university community faculty, staff, and students to provide equal access to our employment and educational environment, including information technology. This policy is in accordance with the Ohio University Americans with Disabilities Act compliance policy 03.003 and section 508 of the 1973 Rehabilitation Act.

(B) Policy statement

Software, hardware and systems purchased must be accessible and must produce accessible products. Ohio university will collaborate with departments in working towards equal access to information technology in a systematic manner. Acquiring and purchasing technologies that meet the requirements described in this document and other applicable policies will enable all colleges, departments, offices and entities of the university to:

(1) Design and publish university web page content and web-based applications in accordance with the current university web accessibility guidelines.

(2) Design and host technology that supports accessible course content in accordance with the current university web accessibility guidelines.

(3) Use software and hardware solutions that promote access by all users, including those with disabilities.

This policy applies to all information technology that is acquired, distributed, purchased, developed, implemented or substantially modified after the effective date of this policy, by or for any Ohio university administrative or academic unit and used to provide university programs, services, or activities including:

(1) Information technology services, those associated with courses of instruction, departmental programs, university-sponsored activities, employment, administration and university services, including hardware and software to be developed, purchased or acquired by Ohio university.

(2) University environments specific to information technology including classroom and general use computer facilities, on-line instruction, distance learning, places of employment, and libraries.

(D) Exceptions

Recognizing that it may not always be possible to achieve accessibility due to various factors, including but not limited to the scope of usage and availability of alternate accessible information technology, requests for exceptions will be evaluated on a case-by-case basis. Requests for exception shall be submitted in writing to the ADA/504 coordinator, office of university equity and civil rights compliance. Details on what to include are described in the process to request an exception.

(E) Compliance resources

Questions or concerns regarding compliance with this policy should be directed to the ADA/504 coordinator, office of university equity and civil rights compliance (ECRC).

The office of information technology (OIT) has the subject matter expertise to respond to questions about technical information technology requirements. ECRC will work with OIT to provide assistance to units in their efforts to comply with the requirements of this policy.

Resources are available to departments to implement this policy.

(F) Definitions

Accessible information technology: Information technology that is accessible with or without the use of any assistive technology device or software that interfaces with university-provided software and infrastructure, or assistive technology service that makes educational and workplace materials available to persons with disabilities.

Information technology: Any equipment, interconnected system or subsystem of equipment, or service that is used in the acquisition, storage, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information. The term information technology includes computers, ancillary equipment, software, firmware and similar procedures, services (including support services), and related resources.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy2/04-001.html

History

Effective: November 9, 2017
Promulgated Under: 111.15

Chapter 3337-9 Identification Card Issuance

Ohio Adm.Code 3337-9-900 Issuance of Identification Cards.

The version of this rule that includes live links to associated resources is online at

http://www.ohio.edu/policy/09-900.html

(A) Overview

This policy provides students, faculty, staff and guests with a means of personal identification that can also serve as certification of eligibility for university services.

All members of the university community, including students, faculty, and staff are required to possess a valid identification card (ID card) for access to university services. Select guests and affiliates may also be required to obtain a university ID card for access to certain facilities and services as deemed necessary by the university. Identification cards are issued by the bobcat depot and regional campus service centers under the authority of the one card office. A government issued photo identification card (such as a driver's license) will be required to obtain an Ohio university identification card.

The ID card photos are digitized and stored. Ohio university retains full rights to these photographs for use in administrative and identification functions. See also policy 91.003.

Employees issuing ID cards on behalf of the one card office have the right to challenge the validity of any identification presented to obtain an Ohio university identification card if said identification appears altered, worn, unclear, photocopied, or issued by an unrecognized organization or institution. In these cases, an additional form of official ID (driver's license, unexpired passport, I-20, credit card with photo, or other government issued photo ID) will be required.

Under no circumstances shall a student, faculty member, or staff member be permitted to wear any type of face covering, including veils, masks, or sunglasses, that covers any part of the face, during the photographing for an Ohio university ID card. Head coverings are allowed if dictated by generally acknowledged religious traditions, customs, or beliefs, and if said coverings do not obscure the face. If requested, privacy will be provided during the photographing process.

The identification card is the property of Ohio university. Card holders must surrender the ID card if so instructed by an Ohio university official acting under the authority of the one card office, human resources, community standards and student responsibility, or the Ohio university police department. Separating employees must return any university issued ID cards to their supervisor as a part of their separation process. The individual card holder is responsible for protecting all services provided by that identification card. Card holders are not permitted to lend their ID card to others for any purpose.

All contents of the ID card (including design, magnetic stripe, contactless chip, information, photographs, and graphic elements) are subject to the control of the one card office. Information on the ID card may not be reproduced, transmitted, stored, republished, re-written, or distributed in any form without the written consent of the one card office. Furthermore, the information encoded on the magnetic stripe and/or contactless chip may not be deconstructed or reverse-engineered and its elements may not be used for any purpose without the prior written consent of the one card office.

In order to preserve the integrity of the data encoded onto the card, under no circumstances is it permissible for any person or persons, whether affiliated with Ohio university or not, to modify or duplicate the data encoded to the card during production.

(B) Card eligibility

(1) Employee

A faculty or staff member must be actively employed (see also policies 41.012, 41.013, and 41.014). Retired faculty are eligible for an identification card upon written departmental approval.

(2) Student

Certification of current student status establishes eligibility for an ID card and for university services. Such services include, but are not limited to, registration, dining hall meal plans, entrance to facilities, athletic events, social functions, health services, use of campus recreation facilities, and other university services. Students without proper identification may be denied service at the discretion of the appropriate university official responsible for the administration of the respective services.

(3) Guest/affiliate

A guest or affiliate of Ohio university that requires an identification card in order to access certain facilities or services may obtain an ID card if sponsored by a university employee through the office of information technology's long-term guest account request and creation process.

(1) Employee

New faculty and staff members must complete the university human resources hiring process prior to obtaining their ID card. Contract personnel may present a copy of their current contract or appointment letter to obtain an ID card.

(2) Student

ID cards will be issued to students at orientation and at other times announced by the one card office. Continuing students are to use the same card as used for their last term enrolled. A re-enrolling student that was previously issued an ID card will be charged a replacement fee if a new card is required. Regional campus students should contact the information technology or student services office on the regional campus they are attending to obtain an ID card. eLearning OHIO students should contact eLearning OHIO if they need an Ohio university ID card.

(3) Guest/affiliate

ID cards will be issued to guests or affiliates by the bobcat depot or regional campus service center at the request of a sponsoring university employee. The sponsoring employee must complete a long-term guest account request with the office of information technology and receive the guest account information prior to sending the guest or affiliate to the bobcat depot or regional campus service center to be issued an ID card.

(D) Card replacement

In the event an ID card is lost or stolen, the one card office should be notified immediately. Lost cards are frequently returned to the university and will be returned to the card holder upon the card holder's request in person at the one card office, bobcat depot, or regional campus service center.

ID cards that need to be replaced due to extended use or age will be re-issued at a reduced rate as long as the defective card is turned in upon issuance of the new card. A full replacement fee applies for cards that have been lost or stolen. Current approved rates are published on the one card office website.

Replacement cards will be prepared for students only upon verification of current enrollment.

ID cards that need to be replaced due to legal (marriage, etc.) or preferred name changes or change in identification number will be replaced at no cost with the return of the old card. Students must first provide proof of the changed information through the office of the university registrar before a replacement ID card will be issued. Employees must first provide proof of the changed information through university human resources before a replacement ID card will be issued.

(E) Holding ID cards as collateral prohibited

For the protection of the card holder and the university, no individual, department, faculty member, staff member, or representative of the university shall hold an individual's ID card as collateral or security. The ID card carries various financial features that can be compromised by having physical access to the card.

Both online and offline options are available for recording ID card information. Contact the one card office to request assistance in developing a workable alternative to holding the physical identification card as a collateral.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/09-900.html

History

Effective: August 28, 2017
Promulgated Under: 111.15

Chapter 3337-12 Policy on Awarding Graduate and Undergraduate Posthumous Degrees

Ohio Adm.Code 3337-12-01 Posthumous awarding of undergraduate degrees.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/12-001.html

(A) Overview

This policy establishes guidelines for awarding undergraduate degrees posthumously.

Ohio Adm.Code 3337-12-02 Posthumous awarding of graduate degrees.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/12-002.html

(A) Overview

This policy establishes guidelines for awarding graduate degrees posthumously (excluding clinical doctorates awarded by the heritage college of osteopathic medicine).

See also policy 12.001, for undergraduate degrees.

At the request of a parent, guardian, spouse, or child of the decedent, or of a faculty member in consultation with a family member, Ohio university will award a master's or doctoral degree posthumously to a student. The student must be in good academic standing at the time of death and in a degree program. This policy outlines the minimum criteria for awarding a posthumous degree; individual degree programs may decide to set higher standards, or not to award posthumous degrees. Any program choosing not to award a posthumous degree, or deciding to impose higher standards, must notify both the vice president for research and creative activity and dean of the graduate college and the university registrar.

(B) Minimum standards

(1) Master of fine arts

Admittance into candidacy; completion of at least seventy-five per cent of coursework, required hours, and requirements for the degree; and approval of thesis proposal.

(2) Other master's degrees

Completion of at least seventy-five per cent of coursework, required hours, and requirements for the degree.

(3) Clinical doctorates

Completion of at least seventy-five per cent of coursework, required hours, and requirements for the degree.

(4) Ph.D. or Ed.D.

Admittance into candidacy, which includes approval of dissertation proposal; a portion of dissertation beyond the proposal has to be written.

Guidelines established by individual degree programs will be recommended by the faculty, department chair, or school director, and dean, with final approval by the provost. Guidelines must identify the individuals who would be involved in recommending the awarding of the degree.

In deciding whether an individual has met the program's requirements for the posthumous degree, the student's faculty advisor should be consulted. The award of a posthumous Ph.D. or Ed.D. degree must be approved by the student's doctoral program or dissertation committee.

(D) Process

Any interested party may initiate consideration of awarding the degree, but the formal request must come from the family member to the student's academic dean (the dean of the college that awards the degree).

The dean sends a memo to the office of the registrar asking that the degree be awarded posthumously as of the appropriate graduation date. This memo must indicate that the request came from or was approved by the family. A copy of the request should also be sent to the vice president for research and creative activity and dean of the graduate college.

The office of the registrar will waive the graduation application or re-application fee.

The office of the registrar will mail the diploma to the family member or, if desired, give it to the dean or other appropriate university official for presentation in a private gathering as a special gesture to the family. Upon the request of the academic dean, the office of the registrar will make a special effort to produce the diploma early.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/12-002.html

History

Effective: August 26, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-12-21 Student names.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/12-021.html

(A) Overview

Ohio university is committed to fostering an environment of inclusiveness and supporting students' preferred form of self-identification. With this in mind, this policy provides definitions for and uses of names and pronouns recorded for students.

A student is herein defined to mean any person who is or has been in attendance at Ohio university.

(B) Name types

(1) Legal name

Students are required to provide their legal names on their applications for admission. After enrollment, students may process official name changes or corrections with the office of the university registrar. A change of legal name requires an official document or court order verifying the correct information at the time the request is made. One of the following documents may be submitted for verification of the legal name change:

(a) Valid passport (required for international students in non-immigrant status);

(b) Court action document;

(d) Marriage certificate;

(e) Valid driver's license and social security card (you must submit both and the names must match);

(f) Federal or state-issued identification card and a social security card (you must submit both and the names must match).

When only one word is provided for the legal name, the information will be stored in a system's last name field with the standardized designation of 'FNU' (first name unknown) stored in the first name field.

(2) Diploma name

Students may provide abbreviated variations of their legal names when they apply for graduation. The name appearing on a student's diploma may be different from the legal name only with these options: option of first name or initial, option of including or excluding the middle name or initial, proper capitalization, and proper accentuation of the name. First and middle names may not be lengthened (i.e., expanding an initial to a full name) for a diploma name without also updating the legal name.

(3) Preferred name

Students may provide a preferred name (or nickname) and pronoun in "My OHIO Student Center." The university reserves the right to remove a preferred name if it is used inappropriately or for misrepresentation. The dean of students has final authority for determining an appropriate preferred name.

(1) Legal name

Legal name will be used as follows:

(a) Reporting to state and federal agencies;

(b) Transcripts;

(d) Identification cards;

(e) Enrollment and degree verification processes;

(f) Transfer and external credit processes;

(g) Official lists of students made available to the public or for communicating with "the parents or guardians of";

(h) Other records where the legal name is required by law or university policy.

(2) Diploma name

Diploma name will be used as follows:

(a) Diploma;

(b) Commencement program, if student has not requested non-disclosure of personally identifiable directory information.

(3) Preferred name

Preferred name and pronoun will be used in lieu of legal name when it is not necessary for the legal name to be used. It will be used across university systems where available. Faculty, staff, and students are expected to facilitate the use of preferred name and pronoun.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/12-021.html

History

Effective: June 20, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-12-22 Student address and location.

(A) Overview

It is important to know where students are living for emergency purposes.

Additionally, when offering educational opportunities outside of Ohio, whether by distance education or courses such as internships, clinicals, practica, and student teaching, the university must comply with applicable state and federal regulations. Current regulations require an institution to be authorized by a state where the institution is not physically located when delivering education to students who reside within that state.

Universities offering programs leading to, or that could be assumed to lead to, professional licensure are required to notify students as to the applicability of the education being delivered to the various state professional licensure education requirements. Compliance with these state, federal, and other regulations relating to state authorization and licensure is critical to allowing the university to fulfill its mission as a public research university.

(B) Applicability

This policy applies to all students enrolled in credit-bearing coursework at Ohio university, regardless of campus, modality, or level.

(1) Distance education is education that uses one or more technologies (e.g., internet, communications devices, audio or video conferencing) to deliver instruction to students who are separated from their instructor and to support regular substantive interaction between students and the instructor, either synchronously or asynchronously (per 34 CFR 600.2).

(a) Distance education program is a certificate or degree program in which fifty per cent or more of the courses may be taken as distance education courses.

(b) Distance education course is a course in which at least seventy-five per cent of the instruction and interaction occurs using one or more of the technologies listed in the definition of distance education, with the faculty and students physically separated from each other.

(2) Location is defined as the state/territory where a student is located while receiving instruction. The student's location may differ from the student's state of legal "residence," that is the place where they are registered to vote or hold a driver's license (per 34 CFR 668.43). Additionally, a student's location for the purposes of receiving instruction may be different from their address.

(3) Out-of-state learning refers to the distance education courses or programs and field experiences such as, but not limited to, clinical rotations, internships or student teaching outside of the state of Ohio. Courses such as independent studies, test prep, dissertation or thesis credits, or correspondence courses do not fall under these regulations as there is no regular or substantive interaction with the university or other designee.

(D) Address types

(1) Home address

Students are required to provide a permanent address on their applications for admission. Students are expected to keep this address current and may update this address via self-service in the student information system.

(2) Mail address

Students may provide a mailing address on their applications for admission. Students are expected to keep this address current and may update this address via self-service in the student information system.

(3) Current living address

All students who are not living in university housing and who have not reported a SEVIS US address are required to confirm or update the address where they are living each semester prior to participating in class. Students will be prompted to update or confirm this address each semester in advance of their first day of class. In addition students, may update this address anytime via self-service in the student information system. Students are expected to update this address if they move during the semester.

(4) Diploma address

Students are required to provide an address to which their diploma or certificate is mailed when they apply for graduation. This address may be updated only by staff in the office of the university registrar by request of the student after their application for graduation is complete.

(5) SEVIS foreign address

All international students in F-1 and J-1 status must report their foreign address within ten days of moving. Students are required to update this address via self-service in the student information system to remain in compliance with immigration regulations.

(6) SEVIS US address

All international students in F-1 or J-1 status must report their United States address within ten days of moving. Students are required to update this address via self-service in the student information system to remain in compliance with immigration regulations.

(7) Residence hall address

All students living in university housing have a residence hall address. This address is updated automatically and may not be updated by the student.

(E) Determination of student location

OHIO determines the location of a student for the purposes of providing accurate professional licensure disclosures and reporting. The office of the university registrar oversees the procedures for determining a student's location.

OHIO will determine a student's location (state):

(1) After a student's initial application to an educational program that leads to professional licensure or when a student changes their major to a new licensure program:

(2) At the time of initial enrollment in the licensure program;

(3) Each semester a student is registered for classes while enrolled in a licensure program; and

(4) when a student who is enrolled in a licensure program officially changes any of the addresses used in determining their location.

Ohio will determinen a student's location based on:

(5) Whether the student is registered for classes;

(6) Which classes the student is registered for and if those classes are distance education; and

(7) The student's addresses.

(F) Application and use of data/information

Address information will be used as indicated by university policy, 12.020 student records. This section includes some specific examples of how the current living address may be used.

The student's current living address may be used for emergency purposes such as needing to locate a student or identify all students living in a certain vicinity.

A portion of the collected student address data (i.e., location) is reported annually to the national council for state authorization reciprocity agreements (NC-SARA) as part of the university's participation agreement. It is important to note that no individually identifiable student data is reported in this annual update.

For purposes of compliance with applicable federal regulations such as professional licensure regulations and state authorization agreements, student location and/or information from current living address may be used for notifications and reporting.

Last updated April 1, 2025 at 8:02 AM

History

Effective: April 1, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3337-12-23 Student emergency contact information.

(A) Overview

It is imperative that the university can contact an individual designated by the student in the event of an individual student emergency. Students are required to update or confirm their emergency contacts each semester.

This policy serves to outline the procedures for the collection, maintenance, and utilization of student emergency contact details at Ohio university. It encompasses the circumstances in which these contact details will be utilized, the decision-making process behind their use, and the authorized individuals who will initiate contact. The overarching goal is to provide clarity and ensure prompt and well-informed action in emergency situations, benefiting students, staffs, and emergency contacts alike.

A student is herein defined to mean any person who is officially enrolled and participating in classes delivered by Ohio university by any modality.

(B) Emergency contact update requirement

All students are required to report their emergency contact(s) name and phone number in the student information system. The sudent is required to confirm or update their emergency contact(s) name and phone number each semester of enrollment. Students additionally may update their emergency contact(s) name, relationship, phone number, and email address at any time. One contact must be identified as the primary contact. It is the responsibility of the student to make their emergency contact(s) aware and collect permission to list them and provide contact information to the university.

This information is stored in the student information system in accordance with the Ohio university website policy statement and applicable data privacy laws.

Ohio university faculty and staff take the privacy of every student seriously. When there is a student welfare concern, professional judgement is used when decididing to reach out to the emergency contact provided by the student. The decision to make emergency contact is made on a case-by-case basis.

Emergency contact will be used as follows:

(1) Notify in case of a student death;

(2) Notify of specific emergency involving an individual student.

(D) Oversight of communication to emergency contact(s)

Emergency contact information is provided for an individual student upon request to appropriate university personnel due to the emergency situation. The dean of students office is typically the office in contact when a student is in crisis and requires access to this information in the student information system. The dean of students may consult with legal affairs, chief privacy officer, and others as appropriate when determining if an emergency contact should be contacted.

Emergency contact information may also be provided to other systems where this information is critical; requests will be avaluated on a case-by-case basis by the university registrar.

Last updated June 14, 2023 at 8:32 AM

History

Effective: June 14, 2023
Promulgated Under: 111.15

Ohio Adm.Code 3337-12-27 Verification of student identity.

(A) Introduction

The Higher Education Opportunity Act (HEOA), public law 110-315 requires higher education institutions offering distance education or correspondence courses to have processes in place to ensure that the student registering for a course is the same student who participates in the course and receives course credit. As an accredited member institution of the higher learning commission (HLC), Ohio university recognizes the important of verifying student identity across all modalities and has implemented this policy for all admitted and enrolled students, regardless of how the education is delivered.

(B) Purpose

To align the university with federal requirements for verifying student identity, inform faculty and staff of these requirements, and mitigate risks of non-compliance.

This policy applies to all university credit-bearing courses, including distance education, correspondence, and other comparable designations; in-person and hybrid instruction. It covers all stages from the application for admission through graduation, transfer, or withdrawal from study. All faculty, staff, and students are responsible for complying with this policy.

(D) Definitions

(1) Correspondence course - a course provided by an institution under which the institution provides instructional materials, by mail or electronic transmission, including examinations on the materials, to students who are physically distant from the instructors.

(2) Credit-bearing courses - academic instruction in the context of a course or activity leading to the award of transcript credit by a regionally or nationally accredited institution of higher education.

(3) Distance education- education that uses technology to deliver instruction to students who are physically distant from their instructors, while supporting regular and substantive interaction, either synchronously or asynchronously.

(4) Instructor - for the purposes of this policy, an instructor is an individual responsible for delivering course content and who meets the qualifications for instruction established by an accrediting body.

(5) Sensitive data - term used to describe the classification of data at a medium or high level of sensitivity that must be protected against unauthorized disclosure.

(E) Policy

Ohio university complies with federal regulations for verifying student identity across all modalities. The university employs processes for identity verification, including but not limited to the following, which may be updated as technology and best practices advance.

(1) Methods of verifying student identity

(a) Upon initial enrollment, the university ensures all new students' identities are verified. Individuals responsible for enabling a student's initial course registration are required to ensure that all new students' identities are verified in accordance with the information security standard: student identification verification.

(b) Secure login and pass code is provided as each student receives a unique user ID ("OHIO ID") and password.

(d) Pedagogical and related practices that are effective in verifying student identity are used by instructors.

(e) University-approved technologies are used to verify student identification. Instructors must use approved software but can request alternatives, if necessary, in accordance with the university's information security standards.

(2) Associated fees with verification of student identity

Federal regulations mandate that students be notified of any projected additional charges related to the verification of student identity at the time of registration or enrollment. If a course requires a proctored exam or has associated fees, the institution discloses to students this information upon registration. Additionally, it is the responsibility of university administration to ensure that the cost of attending the university is readily available to enrolled and prospective students, in compliance with Title 34, section 668.43 of the Code of Federal Regulations.

(3) Privacy protection

The university is committed to protecting student privacy in compliance with applicable privacy laws and relevant university policies. Methods used to verify student identity must implement reasonable and appropriate safeguards to protect student privacy.

(F) Questions

For questions about this policy or how the university balances student identity verification while respecting student privacy, please contact the office of audit, risk, and compliance at compliance@ohio.edu or privacy@ohio.edu.

(G) Reporting violations of this policy

While initial reporting through standard channels, including department leadership, is strongly encouraged, violations of this policy may be reported in good faith using the university's hotline, ethicspoint, which is operated by a third party. Reports may be submitted anonymously.

Violations of this policy will be addressed through the appropriate university disciplinry process based on the individual's classification.

Last updated January 17, 2025 at 12:15 AM

History

Effective: January 17, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3337-12-30 Course credit and grading in emergencies.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/12-030.html

(A) Overview

This policy provides procedures to be followed by faculty, by academic units (including departments, schools, and deans' offices), and by the office of the university registrar if a semester or session is terminated prematurely.

If a school term is terminated prematurely, students may or may not receive credit for that term, depending upon whether or not sufficient time has passed since the beginning of the term to justify awarding credit. That determination will be made by the university in consultation with the Ohio board of regents.

(B) Early termination

In the event that an academic semester or session is terminated too soon to justify awarding credit, the following policies are in effect:

(1) An entry on each student's record will be made indicating that the semester or session had been terminated and that no credit or grades could be given.

(2) Students will receive a full refund of tuition and fees and a pro-rated refund of fees paid for housing and consumable items, including special course fees and technology fees.

In the event that an academic semester or session is terminated after enough time has passed to justify awarding credit, the following policies are in effect:

(1) Students with a record of non-attendance or who are delinquent in their work (missed quizzes, examinations, reports, etc.) may, at the discretion of their instructor, receive either no credit or a failing grade for the term. Instructors shall notify such students of the reasons for receiving no credit or a failing grade.

(2) The mode of completing the course shall be recommended by the instructor and approved by his or her department or school, or a committee thereof. The specific grade will be assigned by the instructor.

(3) Practices adopted under part (C)(2) of this policy shall be placed in writing and a copy filed in the department or school office and in the office of the college dean, and a copy sent to each student involved. The faculty senate shall recommend a date by which coursework should be completed and grades submitted.

(D) Interrupted academic terms

In the event that an academic semester or session is temporarily interrupted and the full duration of instruction is subsequently completed, normal grading policies will apply.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/12-030.html

History

Effective: August 27, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-12-40 Grading.

The version of this rule that includes live links to associated resources is online at

https://ohio.edu/policy/12-040

(A) Overview

This policy delineates the university's official grading system.

At the close of a session or upon completion of a class, the instructor reports a final grade indicating the quality of a student's work in the class. The university registrar's deadlines for submitting grades each semester or session must be met. Failure to do so creates problems for students such as loss of employment, scholarships, financial aid, and opportunities for further study. Once grades are submitted to the university registrar, they are final and cannot be changed unless evidence of an error can be presented or a formal grade appeal process is completed in accordance with Ohio university's official grade appeal policy (see the faculty handbook, section IV-C). Grades cannot be changed by arranging to complete additional work. Grade point values are assigned for each semester hour of credit completed according to the grading system detailed in this policy.

The basis for determining a student's scholastic standing is the grade point average (GPA). This average is determined by dividing the total number of grade points earned by the total number of semester hours of credit attempted. For example, if a student earned a C (2.0) and a B (3.0) in each of two three-hour courses, first multiply the number of hours in each course by the grade point value for that grade (3 x 2 = 6 and 3 x 3 = 9) and add the grade points for each course together to find the total number of grade points (15). Then add the number of hours attempted (3 + 3 = 6) and divide the total number of grade points by the total hours attempted (15/6 = 2.5). The student's GPA after completing the two classes would be 2.5.

A student's GPA is figured only on credit hours attempted - courses for which the student receives letter grades (A-F), FN (failure, never attended), or FS (failure, stopped attending). FN and FS have the same value as an F. Grades of P (pass) and CR (credit) represent hours earned but are not used to calculate the GPA.

Ohio university has used a 4.0 grading system since 1941-42. Plus and minus grades were added in 1973-74.

(B) Grades used in GPA calculation

| Letter grade | Numerical equivalent (grade point value) | Description | Assigned by faculty member | | --- | --- | --- | --- | | A | 4.00 | Excellent | Yes | | A- | 3.67 | Excellent | Yes | | B+ | 3.33 | Good | Yes | | B | 3.00 | Good | Yes | | B- | 2.67 | Good (minimally acceptable at the graduate level) | Yes | | C+ | 2.33 | Acceptable (minimally acceptable at the graduate level) | Yes | | C | 2.00 | Acceptable (minimally acceptable at the graduate level) | Yes | | C- | 1.67 | Acceptable (not acceptable at the graduate level) | Yes | | D+ | 1.33 | Passing (not acceptable at the graduate level) | Yes | | D | 1.00 | Passing (not acceptable at the graduate level) | Yes | | D- | 0.67 | Passing (not acceptable at the graduate level) | Yes | | F | 0.00 | Failing. Effective fall semester 2017-2018, the instructor will confirm the student completed the course and earned the F, otherwise an FN (failure, never attended) or FS (failure, stopped attending) would be assigned. | Yes | | FN | 0.00 | Failure, never attended. This grade is given when the student does not officially drop a class for which they officially registered but did not attend/participate in. FN counts as an F in the GPA. As with any other grade in an undergraduate nonrepeatable course, the FN will be replaced in the grade point average by the last grade earned if the course is retaken. | Yes | | FS | 0.00 | Failure, stopped attending. This grade is given when the student stops attending but does not officially drop a course for which they officially registered and attended/participated in at least once. FS counts as an F in the GPA. In addition, the last date of attendance/participation indicated is recorded on the student's academic record. Like any other grade in an undergraduate nonrepeatable course, the FS will be replaced in the grade point average by the last grade earned if the course is retaken. | Yes | | I* | 0.00 | Aministrative Incomplete. Calculated as "F." Student either did not attend or stopped attending without officially withdrawing. Replaced with FN and FS Fall Quarter 1998-99. | Yes - Inactive |

| Letter grade | Numerical equivalent (grade point value) | Description | Assigned by faculty member | | --- | --- | --- | --- | | CR | N/A | Credit. A report of credit may be made for certain preapproved courses. Credit is to be used primarily for graduate level courses. Regardless of the level, using a CR grade for a specific course requires prior approval of the university curriculum council. When a CR grade will be used in a course, it must be used for every student in that section of the course (i.e. an instructor should not mix CR and letter grades) and this will be so announced by the instructor at the start of the course. Some colleges may limit the number of CRs applied to major and degree requirements. | Yes | | P | N/A | Pass. Conversion of grades A through D- under the pass/fail option. The pass/fail option is designed to encourage students to explore areas of study which they might otherwise hesitate to enter. To be eligible, the student must have a GPA of 2.5 or better for his or her latest semester of full-time enrollment, or have an accumulative g.p.a. of 2.0 or better. First-semester freshmen automatically qualify. The pass/fail grading option is subject to the following restrictions: | No | | | 1. No course taken pass/fail may be used to fulfill any graduation requirement (college, school, or departmental) other than the total hours requirement. For example, courses taken pass/fail cannot be used to meet distribution requirements, minor or certificate requirements, requirements of courses above a specified level, a specific course established as a major requirement, or any other such requirements in the student's program. Colleges may refuse permission to use the pass/fail option for courses that are eligible to meet any such requirements that have not already been met by the student; if they do grant permission in such a case, the student will have to meet that requirement with some other course. Such courses taken pass/fail prior to the student's entering a program cannot apply to program requirements other than total hours for graduation. | | | | | 2. The student may take no more than one class per semester or session by pass/fail. | | | | | 3. The student may complete no more than 12 semester hours under this option. | | | | | 4. The instructor is not to know who elects their course on the pass/fail option. A letter grade will be turned in and then converted to a P or F on the student's academic record by the university registrar. The original letter grade cannot be retrieved. | | | | | To initiate the pass/fail option the student should register for the class online, and then contact their academic dean's student services office or regional campus student services office (no later than the Friday of the second week of the semester or the Friday of the first week of a session) to request that a class be taken pass/fail. Pass/fail requests by regional campus students are reviewed by the student's college student services office on the Athens campus, and may be denied if an inappropriate choice has been made. Pass/fail applications cannot be processed online by the student. | | | | S | N/A | Satisfactory. Same value as "CR" grade. Became inactive fall 1967-68. | Yes - Inactive | | TCT | N/A | Career technical credit. Effective fall quarter 2011-12. | No | | TTC | N/A | Test credit. Effective fall quarter 2011-12. | No | | TAA | N/A | Articulation agreement credit. Effective fall quarter 2010-11. | No | | T | N/A | Transferred grade of C- or better. Effective through spring quarter 2010-11. | No | | TA | N/A | Transferred grade of A. Effective summer quarter 2010-11. | No | | TA- | N/A | Transferred grade of A-. Effective summer quarter 2010-11. | No | | TB+ | N/A | Transferred grade of B+. Effective summer quarter 2010-11. | No | | TB | N/A | Transferred grade of B. Effective summer quarter 2010-11. | No | | TB- | N/A | Transferred grade of B-. Effective summer quarter 2010-11. | No | | TC+ | N/A | Transferred grade of C+. Effective summer quarter 2010-11. | No | | TC | N/A | Transferred grade of C. Effective summer quarter 2010-11. | No | | TC- | N/A | Transferred grade of C-. Effective summer quarter 2010-11. | No | | TD+ | N/A | Transferred grade of D+. Effective summer quarter 2010-11. | No | | TD | N/A | Transferred grade of D; effective summer quarter 2010-11. Fall quarter 2005-06 through spring quarter 2010-11: transferred grade of D-, D, or D+. | No | | TD- | N/A | Transferred grade of D-. Effective summer quarter 2010-11. | No | | TN | N/A | Transferred non-graded. Effective fall quarter 2007-08. | No | | TCR | N/A | Transferred grade of CR. Effective summer quarter 2010-11. | No | | TP | N/A | Transferred grade of pass, including for student-elected pass/fail. Effective fall quarter 2007-08. | No | | TX | N/A | Transferred experiential learning. Effective fall quarter 2007-08. | No |

(D) No credit - not included in hours earned and not used in GPA calculation

| Letter Grade | Numerical equivalent (grade point value) | Description | Assigned by faculty member | | --- | --- | --- | --- | | AU | N/A | Audit. Indicates formal participation in a class, but not for credit or a regular grade. The student who registers for an audit is expected to attend and participate in the class according to the instructor's policy. Failing to do so can result in removal of the Audit from the record. (If this action results in a change of fees, the university policy on refund of registration fees will apply.) Audited classes are calculated in the tuition fees. | No | | I | N/A | Incomplete. Receiving an "I" means that the student has not completed the work required for a regular grade. The student must have the instructor's permission to receive the Incomplete. The student must complete the work within the first two weeks of his or her next semester of enrollment or two years from the end of the term in which the grade of "I" was given, whichever comes first, or the "I" converts automatically to an "F." The instructor may, at his or her discretion, submit a change of grade request to the Office of the University Registrar. When the student applies for graduation, any incompletes on the record will be calculated as "F" grades for the purpose of determining eligibility for graduation and will be converted to "F" upon graduation. | Yes | | NC | N/A | No Credit. Conversion of freshman D, I, and F grades from Summer Quarter 1969-70 through Summer Quarter 1976-77 for courses taken under the ABC Grading System option. Also replaces all F grades under Segmented Transcript Policy (began Fall Quarter 1985-86). NC grades are submitted by faculty to indicate non-passing performance by students in courses in the Ohio program of intensive english (OPIE). | No - except for OPIE | | NR | N/A | No Report. This grade is assigned when: | No | | | 1. The instructor does not report the grade; | | | | | 2. The instructor reports the grade too late for semester grade processing; or | | | | | 3. The instructor reports an ineligible grade for the grade eligibility code of the course. | | | | PR | N/A | Progress. This grade is primarily used at the graduate level and applies only to a few very specific pre-approved undergraduate courses that are designed to span more than one semester or session. This grade indicates that the student has made progress in the course but has not finished the work required for a letter grade. It may extend longer than one semester. | Yes | | W | N/A | Withdrawal. Officially dropped class or withdrew from university. Became inactive fall 1973-74. However, a W will be on the student's record if they withdrew until the instructor assigns the WP, WF, or WN grade. | No - inactive fall quarter 1973-74 | | WP | N/A | Withdrawn passing. This grade designates classes dropped after the Friday of the second week of the semester (Friday of the first week of a session). (Prior to fall semester 2012-13, this grade designated classes dropped after the fifteenth day.) It indicates that the student was passing at the time of withdrawal. Effective fall semester 2017-18, the last known date of participation will be recorded on the student's academic record. | Yes | | WF | N/A | Withdrawn failing. This grade designates classes dropped after the Friday of the second week of the semester (Friday of the first week of a session). (Prior to fall semester 2012-13, this grade designated classes dropped after the 15th day.) It indicates that the student was failing at the time of withdrawal. Effective fall semester 2017-18, the last known date of participation will be recorded on the student's academic record. | Yes | | WN | N/A | Withdrawn never attended. This grade designates classes dropped after the Friday of the second week of the semester (Friday of the first week of a session). It indicates that the student never attended or participated in the class. Effective fall semester 2017-18. | |

A course for which a grade has been assigned by a faculty member will not be removed from the student's academic record without approval of the tuition appeal review panel (see Policy 12.050) and in accordance with the faculty handbook, section IV-C.

(E) Repeating a course

Repeating a course is to complete a course more than once for credit. This can be done only with repeatable courses, which are designed to be taken multiple times (e.g., MUS 3400, PSY 4900). Some departments place a limit on the total number of credits that may be earned in a given repeatable course.

(F) Retaking a course

A regular undergraduate course with fixed content can be retaken to affect the student's GPA. Retaking the course removes the hours and the effect of the earlier grades from the calculation of the GPA. However, all grades appear on the permanent academic record (transcript). The last grade earned is the one used to calculate the GPA, even if it is lower than the earlier grade(s), and only the last instance's credit hours are accepted toward any requirements for graduation. Some graduate and professional schools will include all grades in their own calculation of the GPA when determining a student's eligibility for admission, even though Ohio university calculates the GPA using only the last grade in a retaken course.

Courses taken at Ohio university and retaken at another university are not eligible for grade point adjustment under this policy. Effective summer quarter 2010-11, the university limits the number of times an undergraduate course may be retaken to a maximum of two in addition to the first attempt.

Retaking a course after graduation will not change graduation GPA or honors status.

(G) Transfer credit grades

Beginning summer quarter 2010-11, grades for all acceptable transfer courses are recorded with "T" preceding the grade earned on the student's academic record and the degree audit (DARS) report. Effective fall quarter 2005-2006, Ohio university accepts and applies transfer courses from Ohio public institutions in which grades of D+, D, or D- are earned. Prior to summer quarter 2010-11, these courses reflected a "TD" grade on the student's academic record and DARS (per Ohio department of higher education policy to ensure the equitable treatment of transfer students across Ohio's public institutions of higher education). The number of hours of credit earned at each institution is recorded on the permanent record, but no grades are recorded. Transfer students, therefore, enter Ohio university with no GPA on their Ohio university academic records.

Prior to fall quarter 2005-2006, D+, D, or D- grades were not transferable. However, if a student earned a D+, D, or D- in a course which was a specific prerequisite (as stated in the academic catalog of the prior school) to a course in which the student earned a grade of C- or better, then the course in which the D+, D, or D- was received was accepted for credit earned, and the "T" was recorded on DARS.

(H) Segmented transcript policy

The segmented transcript policy was developed as a way to allow students who leave the university with low grades and re-enroll after an absence of four or more years to begin coursework without the threat of academic probation. Under this policy, all of the student's courses are reflected on the transcript, but the grades earned earlier that affect the GPA are changed temporarily to CR (for any passing grade) and NC (for any failing grade), which removes them from the calculation of the accumulative GPA, while the hours earned will be carried forward.

The new GPA after segmentation will be used for determining probationary status and liability of being academically dropped. The new GPA also may be used, at the discretion of relevant officials or committees, to determine eligibility for entrance to academic programs or for scholarships and honor societies, although they also have the option of using the combined (true) GPA.

However, the GPA for determining the 2.0 minimum overall GPA for graduation and in the major, as well as honor status at graduation, is based on all hours attempted at Ohio university, including those attempted before segmentation. Upon graduation, the university registrar will return all grades to the originals and recalculate the GPA.

Subsequent gaps of four or more years will not qualify students for further transcript segmentation.

The student must petition the student services office of the college dean to have the transcript segmented.

The version of this rule that includes live links to associated resources is online at

https://ohio.edu/policy/12-040

History

Effective: May 8, 2019
Promulgated Under: 111.15

Ohio Adm.Code 3337-12-50 Canceling, registration, dropping classes, and withdrawing.

(A) Overview

(1) Purpose

It is the purpose of this policy:

(a) To clarify the distinctions among "cancellation," "withdrawal," and "dropping" (terms that are often mistreated as interchangeable);

(b) To establish an equitable, fair, and consistent appeal process; and

(c) To ensure that the appropriate consequences (academic or financial) flow from all changes in students' class registration status, both to the students, and also to the university by way of Ohio department of higher education reporting and subsidy calculations.

(2) Summary

Ohio university will comply with the Ohio department of higher education (ODHE) reporting guidelines on official changes in student registration status.

The university will comply with applicable regulations relating to refunds for students participating in distance learning programs in states where the university is authorized to offer such programs.

Registration cancellation, class drops, and withdrawals will be processed in a way that accurately reflects the actual and effective dates of the activity and the corresponding refund or grading action to be taken, based on deadlines.

Procedures that identify and implement the appropriate financial and academic consequences of cancellation, dropping, and withdrawal are detailed in paragraphs (B) to (H) of this policy.

For a variable-credit course, unless otherwise specified, changes to the number of hours are subject to the same regulations as adding a course (for increase in credit) or dropping a course (for decreases in credit that leave a non-zero value). Decreases in credit to zero require dropping or withdrawing, depending on the date within the semester or session (as described in this policy).

(3) Terminology

(a) Semester: any semester, including the fourteen-week summer semester.

(b) Session: any seven-week session.

(c) Canceling registration: terminating registration in all classes before the first day of classes. This does not prevent a student from registering for a future semester or session.

(d) Dropping classes: terminating registration in one or more but not all classes for a given semester or session before the deadline specified in this policy. Courses dropped will not appear on the student's academic record (official transcript).

(e) Withdrawing:

(i) Withdrawing from classes means terminating registration in one or more but not all classes after the deadline for dropping. Courses from which the student has withdrawn will remain on the student's academic record (official transcript), with grades of WP, WF, or WN. (WP, WF, and WN grades indicate whether the student, in the professor's judgment, was passing or failing the class(es) at the time of withdrawal or never attended/participated. These grades do not affect the grade point average.)

(ii) Withdrawing from the university means dropping or withdrawing from all regular Ohio university classes for which a student is registered for a given semester or session, whether on one campus or more than one. Withdrawing from the university does not prevent a student from registering for a future semester or session.

(f) Flexibly scheduled class: classes that do not meet for the full semester or session.

(g) Non-term bases class: classes that are offered through OHIO online via print-based education, special projects, or course credit by exam. These classes span multiple months and are typically longer than a semester.

(4) Canceling registration

Students may choose to cancel registration prior to the first day of the semester or session by dropping all classes.

(5) Dropping classes

Students may drop individual classes from their schedules without permission from the first day of classes through the Friday of the second week of a semester (Friday of the first week of a session). Courses dropped will not appear on the student's academic record.

(6) Withdrawing from classes

Students may withdraw from one or more but not all classes from the Saturday of the second week of the semester (Saturday of the first week of a session) through the Friday of the tenth week of the semester (last instructional day of the fifth week of a session) without permission. However, the courses remain on the students' academic records with grades of WP (withdrawn passing), WF (withdrawn failing), or WN (withdraw never attended) and they continue to be used in the calculation of tuition and fees. WP, WF, and WN grades do not affect the student's grade point average. Withdrawing from individual classes after the Friday of the tenth week of the semester (last instructional day of the fifth week of a session) is not possible without appeal; see paragraph (H) of this policy. Students may petition their student services office in their college or regional campus for consideration of special circumstances.

(7) Withdrawing from the university

Students may withdraw from the university (terminate enrollment in all registered classes for which grades have not been assigned on all campuses) from the first day of classes through the day before the last day of classes for the semester or session. No grades are assigned for the withdrawal through the Friday of the second week of a semester (Friday of the first week of a session). Withdrawal after these dates results in WP, WF, or WN grades. Withdrawing is not an option on or after the last day of classes, and regular grades will be assigned. Undergraduate students initiate the withdrawal process from the university through their college or regional campus student services office; graduate students initiate the withdrawal process through the graduate college; medical students initiate the withdrawal process through the heritage college of osteopathic medicine.

(8) Tuition and fees issues

When dropping classes affects the total registration in a way that changes the amount of tuition or fees, the student will receive the appropriate reduction of charges or pay the appropriate forfeiture for the class(es) dropped, according to the deadlines for those classes, and the tuition for the remaining registration will be calculated.

Tuition for students who schedule a total of twelve or more hours in any combination of registration in the full semester sessions, or flexibly scheduled classes will be calculated in the usual way (fewer than twelve hours equals part-time, twelve through twenty hours equal full-time for undergraduate students; fewer than nine hours equals part-time, nine through eighteen hours equals full-time for graduate students.) When dropping classes affects the total registration for the semester in a way that changes the basis for tuition, the tuition will be re-calculated for the remaining registration, and the student will receive the appropriate reduction of charges or pay the appropriate forfeiture for the class(es) dropped, according to the deadlines for those classes.

(9) Deadlines

Deadlines for cancellation, course withdrawals, university withdrawals, and class drops are based on the appropriate dates for each semester or session.

Deadlines are prorated for classes that are flexibly scheduled or non-term based offered through OHIO online. Flexibly scheduled classes are classes that do not meet for the full semester or session.

Further details of deadlines may be found in paragraphs (B) to (H) of this policy and in the policies linked from the references part of this policy.

(B) Canceling registration

This paragraph applies to the cases in which the student terminates registration in all classes before the first day of classes for the semester or session, or before the first day of the earliest class if one or more classes is flexibly scheduled. This includes all classes for which a student is registered, on all (one or more) campuses, but not non-term bases courses offered through OHIO online for students register and pay separately.

Financial aid recipients who cancel their registration prior to the first day of classes are not eligible to receive funds for that term and must return one hundred percent of any financial aid received as a refund. In addition, any financial aid credits for the affected term will be canceled.

(1) Guidelines

If the student officially cancels registration for all classes before the first day of classes, they are entitled to a one hundred percent refund of fees paid. The student receives no grades and classes do not appear on the student's academic record.

(2) Procedure

(a) Student drops all classes through online registration before the first day of classes (students must notify bursar's office if they wish to initiate a refund process); or

(b) Student notifies college student services office, regional campus student services office, graduate college, or heritage college of osteopathic medicine prior to the first day of classes. That office submits completed "cancellation of registration form" to the office of the university registrar. (Students must notify the bursar's office if they wish to initiate a refund process.)

This paragraph applies to cases in which the student terminates registration in one or more classes, but remains enrolled in at least one class on any campus, after the first day of classes for the semester or session, through the Friday of the second week of the semester or Friday of the first week of a session (or corresponding, prorated dates or flexibly scheduled classes).

Financial aid or scholarship recipients who fail to maintain the minimum hours required for their specific aid may become ineligible for that aid, creating a balance owed or requiring repayment of funds received.

(1) Guidelines

If the student drops a class or reduces credit hours on or before the Friday of the second week of a semester or on or before the Friday of the first week of a session (or corresponding, prorate dates for flexibly scheduled classes), which causes the student to drop from full-time status to part-time status tuition and fees will be reduced accordingly. Additionally, undergraduate students who were enrolled in more than twenty hours or graduate students enrolled in more than eighteen hours who drop from full-time or part-time status will have their fees reduced accordingly. The student receives no grade for the class(es) dropped. The course(s) are removed from the student's academic record.

(2) Procedure

Student drops class(es) through online registration. (Students must notify bursar's office if they wish to initiate a refund process.)

(D) Withdrawing from one or more classes later in the semester or session.

This paragraph applies to cases in which the student terminates registration in one or more classes, but remains enrolled in at least one class on any campus, after the Friday of the second week of the semester or Friday of the first week of a session, through the Friday of the tenth week of the semester or last instructional day of the fifth week of a session (or corresponding, prorated dates for flexibly scheduled classes). Withdrawing from a class is not permitted after the Friday of the tenth week of the semester or last instructional day of the fifth week of a session (or corresponding, prorated dates for flexibly scheduled classes). Registration is included on the ODHE report. There is no reduction to fees, and financial aid adjustments may occur.

(1) Guidelines

Students may withdraw from individual classes without permission through the Friday of the tenth week of a semester or the last instructional day of the fifth week of a session (or corresponding, prorated dates for flexibly scheduled classes). Students receive no refund of tuition fees for classes dropped after the Friday of the second week of a semester (Friday of the first week of a session (or corresponding, prorated dates for flexibly scheduled classes); classes remain on student's academic record; WP, WF, or WN grades apply.

(2) Procedure

Student drops the class(es) through online registration, which results in a withdrawal.

(E) Withdrawing from the university early in the semester or session

This section applies to cases in which the student terminates registration in all classes after the semester or session begins, through the Friday of the second week of the semester or Friday of the first week of a session.

If the student is a financial aid recipient and is subject to a "Return to Title IV Fund" calculation, the student's financial aid may be canceled or reduced, creating or increasing an outstanding balance on the account.

(1) Guidelines

If the student officially withdraws from the university (drops all classes on all campuses, combined) through the Friday of the second week of a semester or the Friday of the first week of a session (as specified in the academic calendar or corresponding, prorated dates for flexibly scheduled classes), they are entitled to an eighty percent reduction of tuition and fees. The classes are removed from the academic record, but there is a notation on the academic record that the student withdrew during the semester or session.

(2) Procedure

(a) Undergraduate student initiates the withdrawal process with the student services office of the college in which they are enrolled or regional campus student services office. Graduate student initiates the withdrawal process with the graduate college. Medical student initiates the withdrawal process with the heritage college of osteopathic medicine.

(b) The effective date of the withdraw is the date the student notified the office, either orally or in writing.

(F) Withdrawing from the university later in the semester or session

This paragraph applies to cases in which the student terminates registration in all classes after the Friday of the second week of the semester or Friday of the first week of a session and before the last day of classes for that semester or session (or corresponding, prorated dates for flexibly scheduled classes). Withdrawing is not permitted on or after the last day of classes.

(1) Guidelines

If the student officially withdraws from the university (drops all classes on all campuses combined) after the Friday of the second week of the semester or Friday of the first week of a session (as specified in the academic calendar or corresponding, prorated dates for flexibly scheduled classes), they are not eligible for a refund. Student receives WP, WF, or WN grades.

(2) Procedure

(a) Undergraduate student initiates the withdraw process with the student services office of the college in which they are enrolled or regional campus student services office. Graduate student initiates the withdraw process with the graduate college. Medical student initiates the withdrawal process with the heritage college of osteopathic medicine.

(b) The effective date of the withdraw is the date the student notified the office, either orally or in writing.

(G) Registration changes for medical reasons

(1) Guidelines

Medical registration changes are cancellations, withdrawals, and class drops that are approved for medical reasons. The guiding principle that determines the effective date of the action is whether or not the student's illness rendered them incapable of doing academic work as of a certain date.

If the effective date is prior to the beginning of the semester or session (or corresponding, prorated dates for flexibly scheduled classes) and the intent is to drop all classes, the action would be cancellation of registration. If the effective date is after the beginning of the semester or session (or corresponding, prorated dates for flexibly scheduled classes) and involves dropping all classes, then it is a withdrawal from the university. If the intent is to reduce the scope of the academic load after the semester or session has begun, then one or more, but not all, classes would be dropped or withdrawn from as of the effective date as determined by the onset of the illness.

Once the effective date is established, removal of classes from the academic record, grading, and refunds will be determined by existing policies, based on the effective date as for any other cancellation, withdrawal, or class drop. As for other withdrawals, medical withdrawals cannot have an effective date later than the day before the last day of classes for the semester or session (or corresponding, prorated dates for flexibly scheduled classes) - the last date on which withdrawal is permitted. Withdrawal for a semester or session is not permitted in cases where the student has completed final examinations (or other terminal work for the classes) and grades have been submitted. Refunds involving medical withdrawals for financial aid recipients are subject to a "Return to Title IV Fund" calculation and the student's financial aid may be canceled or reduced, creating or increasing an outstanding balance on the account. Institutional financial aid recipients are subject to aid proration that corresponds to any tuition and charge adjustments.

(2) Procedure

(b) The effective date of the withdraw is determined by the onset of the illness.

(d) In cases where the effective date is prior to the deadline but the deadline has passed, the student services office presents the recommendation to the tuition appeal review panel. Requests for special consideration based on medical circumstances also may be presented to the tuition appeal review panel by the student services office. For medical-related cancellation, withdrawal, or class drop, the tuition appeal review panel will determine the effective date based on documentation provided.

(e) The dean of students, at their discretion, may place a registration hold on students who withdraw or cancel registration for medical reasons. The purpose of such a hold is to ensure proper review of the student's medical condition prior to re-enrollment.

(H) Tuition appeal review panel appeal process

The tuition appeal review panel (membership and chair specified here) has the responsibility to consider appeals concerning changes in registration status and tuition in cases where students feel that retroactive, corrective adjustments should be made effective before the first day of classes or before the Friday of the second week of any semester or the Friday of the first week of a session (or corresponding, prorated dates for flexibly scheduled classes), due to extenuating circumstances.

The tuition appeal review panel reviews appeals for the approval of exceptions involving requests for cancellation after the first day of the semester or session and withdrawals and class drops after the Friday of the second week of the semester or Friday of the first week of a session (or corresponding, prorated dates for flexibly scheduled classes) that would result in refunded fees or removal of classes from the academic record (have an effective date before the first day of the term or on or before the Friday of the second week of the semester or Friday of the first week of a session, or corresponding, prorated dates for flexibly scheduled classes). Exceptions will be made only under extreme circumstances. As a general rule, refunds and class status changes will be approved only if the student can establish that the reason for the action requested was beyond the student's control and prevented them from addressing the issue at the appropriate time.

The college student services offices do not process change orders to remove former "I*" ("Administrative Incomplete"), or "FN" ("Failure, Never Attended"), or "FS" ("Failure, Stopped Attending") grades from the student's record. Students who received these grades because they did not officially drop a class for which they registered but did not attend or stopped attending without permission may retake the class under the regular retake procedures if they choose, as with any other grade. All other cases involving removal of classes with "I*," "FN," and "FS" grades are no different from any other request for an exception to the tuition and grades associated with the student's registration status, and therefore are to be considered by the tuition appeal review panel.

The tuition appeal review panel will not consider appeals for retroactive action in cases where the student has completed final exams (or alternative summative experiences) and grades have been submitted.

The tuition appeal review panel consists of two assistant deans, the chair of the educational policy and student affairs committee of faculty senate, one representative from the financial aid office, one representative from the bursar's office, one representative from graduate college, one representative from the dean of students office, one representative from regional higher education, and one representative from the registrar's office. The panel is chaired by a member of the provost's executive leadership team.

Last updated March 25, 2024 at 10:04 AM

History

Effective: July 1, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3337-12-55 Deadlines for adding and dropping classes.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/12-055.html

(A) Overview

This policy establishes the deadlines for students who want to add or drop classes after the semester or session has begun.

Students may alter their class schedules as they wish (add or drop classes) prior to the beginning of a semester or session. Once the semester or session begins, there are specific limitations on this activity:

(1) Terminology

This policy uses the same terminology as policy 12.050.

(2) Adding classes

In general, students may add classes to their official schedules through the Friday of the first week of a semester or session. Some departments or individual instructors may require permission or even close registration altogether. The last day to add for a session is Friday of the first week. The last day to add for a semester is Friday of the second week; however, permission is required to add after the Friday of the first week of a semester. The classes for which a student is registered for credit or audit after the Friday of the second week of the semester (Friday of the first week of a session) are used to calculate the tuition and fees owed by the student.

The instructor may refuse permission for a student to add a class, and may exclude a student who is already registered for a class, if that student is absent from the first two class meetings if the class is fewer than eighty minutes in length or first class meeting if it is eighty minutes or more in length, and does not notify and obtain approval from the instructor to remain registered for the class. The student is responsible for dropping the class if approval is not obtained for remaining in the class.

(3) Dropping or withdrawing from one or more but not all classes

Students may drop classes from their schedules without permission or academic or financial penalty through Friday of the second week of the semester (Friday of the first week of a session). The classes are removed from the students' academic records and no longer are included in the calculation of tuition and fees.

The university expects students to complete and receive grades for all classes in which they are registered after the tenth week of the semester (last instructional day of the fifth week of a session).

(4) Withdrawing from the university after the semester or session begins

Students who withdraw (drop all classes for which they are registered, on all campuses, but not nonterm-based courses offered through print-based education) from the university through the Friday of the second week of the semester (Friday of the first week of a session), are entitled to an eighty percent refund of tuition and fees if payment in full has been made or an eighty percent reduction if fees have yet to be paid. The courses are removed from the students' academic records, but there is a notation on the academic record that the student withdrew from the semester or session.

Students may withdraw (drop all classes for which they are registered, on all campuses, but not nonterm-based courses offered through print-based education) from the Saturday of the second week of the semester (Saturday of the first week of a session) through the day before the last day of classes. In this case students receive no refund and the classes remain on the students' academic records with WP, WF, or WN grades.

If the student is a financial aid recipient and is subject to a federal formula for refunds, the student's financial aid credits may be voided, restitution of refunds may be required, and the student may owe any outstanding balance on the account that previously was covered by financial aid. If the student has been awarded a graduate appointment, the student's tuition scholarship and stipend are subject to cancellation and the student should contact the graduate college.

See policy 12.050 for additional information about these processes.

(B) Adding classes

Classes may be added through the Friday of the second week of a semester, through Friday of the first week of a session, or through the corresponding, prorated dates for flexibly scheduled classes.

Students may register online through Friday of the first week of a semester or session (or corresponding, prorated dates for flexibly scheduled classes).

Permission from the instructor, department, or school must be obtained to register in the following cases:

(1) Permission is required for all students;

(2) Student is registering after Friday of the first week of the semester (through Friday of the second week of the semester);

(3) Class is full;

(4) Student has reached maximum credit allowed in a variable credit course;

(5) Student has reached the maximum retake limit for that course;

(6) Student has already taken the course in the same semester (e.g., both summer sessions of the same summer semester, or a five-week course more than once in one semester);

(7) Student does not meet the requisites;

(8) Major set-aside requires override;

(9) Student would have a time conflict with another class.

The online registration systems will indicate when any of these conditions are present. Students who feel they have reason for permission to register anyway may appeal to the instructor or the department or school.

If permission is needed to register, the student must obtain the permission from the instructor, department, or school and follow the directions as provided when permission is obtained. The student is responsible for finalizing their registration.

Undergraduate students who wish to register for more than twenty credit hours in one semester must obtain permission (using the permission to exceed maximum hours form) from their college or regional campus student services office.

Graduate students who wish to register for more than eighteen credit hours in one semester must obtain permission (using the permission to exceed maximum hours form) from their academic department or school and the graduate college.

All registrations that require permission must be finalized prior to the deadline provided by the instructor, department, or school or on or before the Friday of the second week of the semester, Friday of the first week of a session, or corresponding, prorated dates for flexibly scheduled classes, whichever is earliest.

Classes may be dropped online from the first day of the semester or session through the Friday of the tenth week of the semester (last instructional day of the fifth week of a session or corresponding, prorated dates for flexibly scheduled classes). If the class is dropped on or before the Friday of the second week of the semester (Friday of the first week of a session or corresponding, prorated dates for flexibly scheduled classes) the course will be removed from the student's academic record and the student is eligible for a reduction of charges if dropping the class affects the tuition and fees.

Classes withdrawn from after the Friday of the second week of the semester (Friday of the first week of a session or corresponding, prorated dates for flexibly scheduled classes) will receive WP, WF, or WN grades, and will not result in any tuition or fee refund.

See policy 12.050 for additional information about these processes.

(D) Appeals for late withdrawal from classes

Withdrawing from a class after the Friday of the tenth week of a semester (last instructional day of the fifth week of a session or corresponding, prorated dates for flexibly scheduled classes) is not normally permitted. In extreme cases where circumstances beyond the student's control make it impossible for the student to complete a class, the student may present a written appeal to his or her college or regional campus student services office for permission to withdraw from a class after the Friday of the tenth week of the semester (last instructional day of the fifth week of a session or corresponding, prorated dates for flexibly scheduled classes). See policy 12.050 for details.

(E) Appeals for retroactive schedule correction

The tuition appeal review panel considers student appeals to make retroactive adjustments in their schedules that are effective before the semester began or on or before the Friday of the second week of a semester (Friday of the first week of a session or corresponding, prorated dates for flexibly scheduled classes). See policy 12.050 for more information about this process.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/12-055.html

History

Effective: September 1, 2018
Promulgated Under: 111.15

Ohio Adm.Code 3337-12-60 Military and military-affiliated students affected by deployment or permanent change of station.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/12-060.html

(A) Overview

Ohio university has developed the following guidelines for military and military-affiliated students impacted by deployment orders or permanent change of station (PCS) assignment. Military-affiliated students are defined as a student whose spouse, partner, or parent is in the military.

(B) Policy

When a student, or the parent, spouse, or partner of a student is called to active military duty, or receives a short-notice PCS assignment, it often is not possible for the military or military-affiliated student to have anticipated the effect this has on their enrollment status. Therefore, faculty and staff are encouraged to be as flexible as possible with the students who wish to make arrangements to complete coursework for credit. Following are options available to these students:

If a registered student, or the parent, spouse, or partner of a student is called to active duty, or receives a short-notice PCS assignment, during the course of a semester or session (defined as the first day of classes through the last day of classes), the military or military-affiliated student has the option of withdrawing from the university with a full tuition refund. The university registrar will process the withdrawal as effective within the first two weeks of the semester or first week of a session (courses removed from the student's record) and issue a full tuition refund. If the class withdrawal (drop) deadline has passed, and the instructor agrees, the student has the option of arranging for incomplete grades in one or more of the classes in which they are enrolled and dropping without financial penalty from the other classes, if any.

If the final examination week has begun, then neither cancellation nor withdrawal is an option. Students may be able to complete the final exams and those not able to do so will be given incompletes.

The duration of incompletes resulting from any of the listed provisions will be the normal two weeks into the next semester in which the student is enrolled (not counting summer) or two years from the end of the term in which the grade of "I" was given, whichever comes first, or the "I" converts automatically to an "F." Grades of incomplete convert to "F" upon graduation.

Students receiving veterans educational benefits will have to comply with any regulations issued by the veterans administration relative to the timing of their benefits. During past conflicts, the veterans administration "applied mitigating circumstances" where appropriate, as presented by the student, and they paid veteran benefits based on enrollment up to the date of withdrawal which, at Ohio university, was the date on which the student was required to report to active duty or proceed to the PCS assignment.

Students receiving financial aid who choose the full withdrawal option will be treated as a withdrawal in accordance with the return of title IV funds regulations. The date of withdrawal will be the earlier of the date the student begins the withdrawal process, or the date that the student otherwise provides the notification. Federal and state funding agencies may issue specific guidelines which must be followed.

For financial aid recipients choosing the partial withdrawal option (incompletes in one or more courses), financial aid eligibility will be based on the criteria of the specific aid program (i.e., number of credit hours).

Students living in university housing will be charged on a week-by-week prorated basis determined by the date on which they must leave the university.

In order to effect these policies, the military student must present proof of having been called to active duty or PCS orders showing this is a short-notice move, the military-affiliated student must present proof of their parent, spouse, or partner having been called to active duty or PCS orders showing this is a short-notice move. To do this, the student should fax (740-593-4145) or mail a copy of the call-up orders to the veterans and military student services center, baker university center 350, Ohio university, Athens, OH 45701. Along with this, the military or military-affiliated student should include a written statement indicating which of the options described in the policy section they choose to exercise, for each course in which they are enrolled. If a military-affiliated student is electing to effect these policies, then documentation of the relationship must also be provided.

In the case of incomplete (I) grades the arrangements must be worked out by the student and the instructor.

The version of this rule that includes live links to associated resources is online at https://www/ohio.edu/policy/12-060.html

History

Effective: September 1, 2018
Promulgated Under: 111.15

Chapter 3337-15 University-Sponsored Educational Materials

Ohio Adm.Code 3337-15-06 Ownership and utilization of university-sponsored educational materials.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/15-006.html

(A) Overview

This policy governs the ownership and utilization of university-sponsored educational materials.

Ohio university encourages educational innovation and experimentation in the use of techniques which improve instructional effectiveness and efficiency. To this end, the university has several offices which support and assist in the development and improvement of educational materials.

The university recognizes the merit of developing improved educational materials. Such contributions rank high when matters of salary, promotion, and work load are considered. All such activities are regarded as scholarly research or as service to the university.

(B) Definition of university-pponsored educational materials

(1) Guidelines

Educational materials are university-sponsored only when either

(a) A faculty or staff member's responsibilities specifically include a written assignment that such materials are to be produced, or

(b) A special contract for such production has been made (sample contracts are available from the legal affairs office).

(2) Contracts

These contractual arrangements are appropriate:

(a) If the author(s) will use in his or her developmental work without charge to him or her, the equipment, materials, and staff services of Ohio university which assist in the development of educational materials; or

(b) If the author(s) will receive support in the form of money, released time, or other resources from a department, a college, or any other unit of the university; or

(c) If the author(s) will be commissioned by the university or one of its colleges, school, departments or units to develop the materials and in their production, will use some part of the time for which he or she will receive compensation from university support budgets, grants, contract budgets administered by the university, or budgets based on special legislative appropriations.

(3) Examples of included materials

Educational materials to which this policy is applicable include, but are not limited to, productions such as video or audio recordings, motion pictures, slides, transparencies, charts, film strips, programmed and self-instructional materials, and computer programs.

(4) Excluded materials

Educational materials to which this policy does not apply include non-university sponsored materials, such as textbooks or related printed instructional materials, e.g., study guides and instructor's manuals, and printed materials such as monographs, book or journal articles prepared for the purposes of disseminating scholarly research.

(1) The developer(s) or author(s) of the educational materials they produce are the sole and exclusive owner of the literary, scholarly, or creative idea and concept involved in the educational materials. The developer(s) or author(s) are responsible for warranting the originality of the idea or concept and that such use is not improper; and they will be responsible for seeking and obtaining all necessary releases, permissions, and authorizations for use of any non-original material.

(2) The university retains the ownership, subject to parts (D) and (E) of this policy, over the actual tangible university-sponsored educational material so produced, unless there is a contractual arrangement between the university and the developer(s) or author(s) granting to the latter ownership rights in the actual tangible educational material.

(3) A contract employee may enter into a contract relationship with his or her senior officer regarding the creation, ownership, use, remuneration, or any other matter relating to educational materials not consistent with this policy.

(D) Internal use

The design and development of university-sponsored educational materials does not change the basic privileges of academic freedom.

The author has the same degree of autonomy and freedom in selecting content, organizing its presentation and otherwise managing courses that use university-sponsored materials as pertains to all other courses.

The entire university community will have access to university-sponsored educational materials unless their use is restricted by prior agreement.

(E) External use

University employees, sponsoring departments or regional campus divisions primarily involved in the preparation of materials distributed externally will share in any net income received from the sale or rental of these materials. All duplication and distribution costs will be returned to the university before the net income from sale or rental is distributed.

The actual distribution of compensation for external use should be determined on a case by case basis prior to the initiation of the project, using a formula such as the one recommended here:

| Author | Sponsoring Department or Regional Campus Division | Instructional Development Fund | | --- | --- | --- | | 50 % | 25 % | 25 % |

Grant-funded materials may require external distribution in a manner specified by the granting agency.

(F) Review and revision

Educational materials require periodic review and revision. The agreement between the author(s) and the university must specify a period of time after which the material should undergo review and possibly revision.

After the completion of the first utilization period, the university will not use the materials until they have been reviewed. If the material is being used exclusively by the author(s), determination of its use beyond the specified utilization period is his or her responsibility. If the material is being used by others within the university, its use beyond the terms of the agreement will require written approval of the author(s).

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/15-006.html

History

Effective: August 27, 2016
Promulgated Under: 111.15

Chapter 3337-18 Faculty Credentials and Tested Experience

Ohio Adm.Code 3337-18-01 Faculty credentials and tested experience.

(A) Overview

Ohio university is committed to assuring academic quality in its courses and curricula through the hiring and support of high-quality faculty and instructional personnel. This policy determines the minimum credentials or qualifications for all faculty and instructional personnel at Ohio university inclusive of all locations and delivery modes.

(B) Statement

The following guidelines represent the minimum qualifications of all faculty/ instructional staff teaching courses or developing courses for college credit at Ohio, including part-time, adjunct dual-credit, temporary, non-tenure track, and those involved in consortial or contractual programs and independent of delivery mode. While individual colleges, departments, or schools may create their own faculty credential policies that are more stringent than the policy listed in this rule and in accordance with programmatic accreditation standards if applicable, the university policy represents the minimum accepted standards for instructional staff at Ohio.

Individuals who have hiring authority or are serving on search committees for faculty and instructional personnel are responsible for understanding and working within the parameters of this policy.

Additional clarification with respect to the higher learning commission's expectations related to instructional personnel can be found in the higher learning commission's (HLC) determining qualified faculty guidelines on faculty qualifications.

As pertains to the HLC assumed practices B.2 faculty roles and qualifications, qualified faculty members are identified primarily by credentials, but other factors, including but not limited to equivalent experience, may be considered in determining whether a faculty member is qualified (see exceptions and tested experience listed in this rule).

(1) Using academic credentials to minimally qualify faculty

(a) Dual enrollment (college credit plus) courses

Faculty/instructional staff teaching dual enrollment (college credit plus) courses are minimally qualified if they meet one of the following:

(i) Possess a master's or doctorate degree in the content area of the course in which they are teaching.

(ii) Possess a master's degree and at least eighteen credit hours completed at the graduate level in the content area in which they are teaching.

Additional information on minimum qualifications to teach specific courses can be found at Ohio university's criteria for dual enrollment teacher approvals.

(b) Technical associate degree courses

Faculty/instructional staff teaching technical associate degree courses are minimally qualified if they possess a minimum of a bachelor's degree in the technical field, or in a closely related discipline or subfield as determined by the academic department/unit.

Faculty/instructional staff teaching general education or non-professional courses are minimally qualified if they possess a master's degree or higher in any discipline or subfield with at least eighteen credit hours in the teaching field or a closely related field as determined by the academic department/unit.

(d) Associate or bachelor's degree level courses

Faculty/instructional staff teaching associate or bachelor's level courses are minimally qualified if they possess a master's degree or higher in the discipline or subfield relevant to what they are teaching, or in a closely related discipline or subfield as determined by the academic department/unit.

(i) Supervised graduate teaching assistants may be minimally qualified if they are enrolled in a graduate program of study, assist the instructor of record, utilize a faculty-approved syllabus and subject to regular supervision and assessment by a minimally qualified faculty member.

(ii) Unsupervised graduate teaching assistant must be otherwise minimally qualified to teach at the undergraduate level as described in paragraph (B)(1)(d) of this rule.

(e) Master's degree (5000 and 6000) level courses

Faculty/instructional staff teaching master's degree (5000 and 6000) level courses are minimally qualified if they possess a terminal degree in the discipline or subfield and have a record of research, scholarship, clinical, creative activity or relevant achievement appropriate for the graduate program as determined by the academic department/unit.

(f) Doctoral degree (7000 and 8000) level courses

Faculty/instructional staff teaching doctoral degree (7000 and 8000) level courses are minimally qualified if they possess a terminal degree in the discipline or subfield and have a record of research, scholarship, clinical, or creative activity, and preparation to teach at the doctoral level. Research, scholarship, or creative activity should be appropriate to the program and degree offered as determined by the academic department/ unit.

(2) Using equivalent or tested experience to minimally qualify faculty

In all cases where equivalent or tested experience is being used to substitute for minimal required academic credentials, the faculty qualification form along with appropriate documentation must be provided as indicated on the form, demonstrating that the individual possesses the unique, tested qualifications appropriate to the field in which the course is being offered. All faculty considered eligible to teach through tested or equivalent experience must be approved by the chair of the academic department/unit, dean of the college, and the executive vice president and provost prior to hiring.

The tested and equivalent experience listed below should only be allowed in extraordinary cases and must adhere to the faculty credential and tested experience policies specified by the higher learning commission, the state of Ohio, and the appropriate specialized programmatic accreditor, as necessary.

(a) Equivalent experience

(i) University first year experience or student transition courses

Faculty/instructional staff teaching university first year experience or student transition courses (e.g. UC 1000, UC 1100, UC 1101, UC 1150, UC 1500, UC 1900, and UC 2900) must possess a minimum of a bachelor's degree and five years of experience in higher education.

(ii) Reserve officer training corps program courses

Faculty/instructional staff teaching reserve officer training corps program courses must be qualified by the department of defense.

(iii) Physical activity and wellness (PAW) courses

Faculty/instructional staff teaching in undergraduate physical activity and wellness (PAW) courses must possess a bachelor's degree in a closely related field, an appropriate certification or license, a documented high level of achievement in the activity, or a high-level of understanding of the pedagogy pertaining to the activity.

(iv) Other skills/ technical courses

Faculty/ instructional staff teaching skills-based or technical courses, for example aviation flight or ground courses, must possess the appropriate certification or license from a recognized body or industry credentialing agency and be approved by the executive vice president and provost.

(b) Tested experience

In the unusual circumstance that faculty/instructional staff are hired without meeting the faculty credentials or equivalent experience requirements, the faculty may be qualified through tested experience. Institutionally, faculty/instructional staff must possess unique, experience and expertise that qualifies the individual for the disciplinary area of the specific course or courses they will teach. This may include discipline specific certifications, licensure, and/or other nondegree credentials and possess a breadth and depth of experience outside of the classroom in real-world situations relevant to the discipline or subfield for the specific course or courses they will teach. It must be noted that years of teaching in a field or discipline does not count toward tested experience. While academic departments/units may apply their own tested experience policies in their disciplines, these policies must meet or exceed the university minimums.

(i) Associate or bachelor's degree level courses

Faculty/instructional staff teaching in associate or bachelor's degree level courses must possess a minimum of five years of experience as indicated in both areas described in paragraph (B)(2)(b) of this rule.

(ii) Graduate level courses

Faculty/instructional staff teaching in graduate degree courses must possess a minimum of fifteen years of experience as described in paragraph (B)(2)(b) of this rule, possess a bachelor's degree in any discipline and a minimum of ten years of experience as described in paragraph (B)(2)(b) of this rule, possess a master's degrees in any discipline and a minimum of seven years of experience as described in paragraph (B)(2)(b) of this rule, or possess a doctoral degree in any discipline and a minimum of five years of experience as described in paragraph (B)(2)(b) of this rule.

Colleges may identify relevant discipline specific certifications and/or licensure that they have determined may satisfy up to half of the required work experience at each degree level. Once this list has been approved by the provost's office, colleges may hire individuals using these new approved minimums.

(3) Disputes

In the event of questions or disputes regarding a faculty member's academic qualifications, the executive vice president and provost or their designee will have the final decision.

(4) Responsibilities

(a) Offices of the president and provost

As stated on page fourteen of the "Faculty Handbook" revised August 2019: Appointment of any faculty member to a particular department should be made by the president upon recommendation initiated by the department concerned and approved by the dean of the college involved and the provost of the university. In cases where an appointment has been recommended by the academic department and the dean of the college but not approved by higher administrative officers, the reason for the denial of appointment shall be conveyed in writing to the person concerned, to the dean of the college, and to the department chair.

Associate provost for faculty and academic planning in the office of the provost is responsible for the verification and validation of all faculty credential requirements and maintains in collaboration with university human resources a personnel folder with documentation such as official transcripts, certifications, licensure, or other justifications for each faculty member.

(b) Deans and department heads

Deans and department heads are responsible for ensuring all faculty members are qualified to teach each of the courses to which they are assigned. All documents needed to demonstrate appropriate qualifications such as transcripts, certifications, licensure, etc. should be reviewed to ensure the faculty is academically qualified to teach the courses assigned and submitted to the associate provost for faculty and academic planning in the office of the provost. Deans and department heads must compile documentation to justify cases where faculty with credentials in a related field are approved to teach courses. The determination of a related field rests with the department and college and is approved by the associate provost for faculty and academic planning.

(i) Prior to a faculty member teaching a course they has not previously been approved by the dean to teach, the department head must examine the course description and student learning outcomes and determine if the faculty member is qualified according to the department's or college's guidelines to teach the course, or if none exist the university's minimum standards.

(ii) If necessary, additional documentation to justify faculty qualifications must be submitted to the associate provost for faculty and academic planning prior to the term the course is taught for the first time.

(iii) Deans must ensure appropriate documentation is submitted to the associate provost for faculty and academic planning for each faculty member.

It is the responsibility of prospective full-time or part-time faculty to provide the university with all of the documentation needed to verify credentials. The documentation includes, but is not limited to, a curriculum vita, official transcripts, and information regarding training/certification to teach online courses submitted directly to hiring department/college from the issuing institution; appropriate licenses or certifications; and verification of work related to teaching experience (as needed). The hiring department/college is responsible for ensuring these documents are uploaded to the faculty member's credential folder in OnBase, along with the required faculty qualification form and justification for alternative teaching credentials form if required. University human resources will confirm that all required documentation is uploaded prior to an offer letter being generated.

The cost to obtain documents required is borne by the prospective faculty member. The university may periodically request updated documents in order to maintain credentialing files.

(i) Transcripts from foreign universities

Prospective faculty submitting transcripts from foreign universities or schools must have the coursework evaluated for equivalence to United States-accredited coursework by a university-approved agency. The prospective faculty member is responsible for the cost of the evaluation. Examples of companies that perform evaluations include: "World Education Services (www.wes.org) or Educational Credential Evaluators, Inc. (www.ece.org)."

(ii) Transcripts from domestic non-regionally accredited institutions

The hiring of faculty whose qualifying degree is from a nonregionally accredited institution in the United States will be considered on a case by case basis. Specific colleges or departments may have guidelines that prevent hiring faculty from nonregional accredited institutions. Should a dean and department head consider the credential from a non-regionally accredited institution, significant additional criteria beyond the usual must be documented and submitted to the associate provost for faculty and academic planning for review and consideration.

(d) Guidelines for justification of alternative teaching credentials

When reviewing qualifications for specific teaching responsibilities, Ohio gives primary consideration to the faculty member's academic preparation as specified by the university faculty qualifications policy which outlines the minimal qualifications for anyone to teach a credited university course. The university policy is informed by HLC requirements for faculty qualification.

Qualifying faculty to teach when they do not possess the traditional academic preparation and credentials should only be allowed in extraordinary cases and must adhere to the faculty credential and tested experience policies specified by the higher learning commission, the state of Ohio, and the appropriate specialized programmatic accreditor, as necessary.

Complete the justification for alternative teaching credentials form and attach appropriate and complete documentation, including a matrix matching course student learning outcomes and/or program learning outcomes with specific competencies, must provide compelling evidence for qualification.

Other indicators of competence and appropriate qualifications that are documented may include:

(i) Undergraduate and graduate degrees and coursework taken by the potential faculty member (in addition to the highest degree earned) closely related to the teaching discipline;

(ii) Number of graduate credit hours earned in the teaching discipline or related teaching discipline;

(iii) Professional licensure and certifications applicable to the teaching discipline;

(iv) Possession of national recognition/commendations in the teaching discipline;

(v) Documented successful work-related experience in the field, including length of service, complexity of work, and closeness of work performed to the course's student learning outcomes;

(vi) Scholarly publications in the teaching discipline (other than "vanity" press publications as determined by the department/college); and/or

(vii) Other extraordinary excellence or competence in the discipline along with demonstrated success in training.

Last updated September 27, 2023 at 9:19 AM

History

Effective: September 27, 2023
Promulgated Under: 111.15

Ohio Adm.Code 3337-18-09 Faculty workload.

(A) Purpose and scope

The purpose of this policy is to comply with standards for instructional workloads for faculty as described in section 3345.45 of the Revised Code.

This policy establishes a comprehensive framework for assigning and managing faculty workloads at Ohio university. The policy applies to all faculty appointments across all colleges and campuses of Ohio university. It sets clear expectations for teaching, research/scholarship/creative activity (RSCA), service, and administration workloads in compliance with the Revised Code and Ohio university standards.

This policy supersedes any conflicting departmental or college guidelines and is not subject to collective bargaining negotiation in accordance with section 3345,455 of the Revised Code. It will be reviewed and updated no less than once every five years, with approval by the board of trustees, and will be publicly accessible as required by law.

All workload assignments must be free from political or ideological considerations in accordance with section 3345.0217 of the Revised Code.

The intent of this policy is not to require the same level and type of activity of every faculty member but to recognize that differentiation of roles is necessary to allow departments/schools, colleges, or equivalent academic units to carry out their mission.

(B) Definitions

(1) Faculty: Faculty refers to Ohio university employees holding faculty appointments with faculty rank and faculty status.

(2) Credit hour: as defined in 34 C.F.R. 600.2, a credit hour reflects an amount of work represented in intended learning outcomes and verified by evidence of student achievement. For purposes of this policy, a credit hour is the standard unit for measuring all faculty workload elements, including teaching and equivalents for RSCA, service, administration, and other duties.

(3) Full-time workload (nine-month): Full-time faculty workload is defined as thirty credit hours per academic year (two semesters). This represents a baseline one hundred per cent workload dedicated entirely to teaching (with no RSCA or service duties). All full-time faculty workload allocations for teaching, RSCA, service, administration, and other duties are proportional to this thirty-credit baseline.

(4) Teaching, RSCA, service (TRS) ratio: The percentage breakdown of a faculty member's effort across teaching, RSCA, and service. For example, a TRS of sixty-thirty-ten indicates sixty per cent teaching, thirty per cent RSCA, ten per cent service. All TRS breakdown allocations employ the thirty-credit full-time workload standard.

(5) Justifiable credit hour equivalencies: All components of workload are translated into credit hour equivalencies to facilitate compliance. RSCA, as well as service and administrative duties, and clinical responsibilities (if applicable), are assigned credit-hour values to represent credit-hour equivalencies (CHE) that count toward the thirty-credit full-time load.

(6) Annual assignment and review: A faculty member's initial workload distribution will be identified in the letter of appointment and reviewed annually as part of the annual performance evaluation process. The workload distribution is subject to revision at the recommendation of the department chair, school director, or equivalent academic unit leader, subject to dean approval.

(7) Workload equity and flexibility: While this policy provides standard expectations, flexibility may be permitted to accommodate individual strengths, varying disciplines, and evolving responsibilities. Department chairs, school directors, or equivalent academic unit leaders may recommend, subject to dean approval, adjusted allocations (different TRS ratios) for individual faculty to support greater emphasis on teaching, RSCA, service, or administrative or clinical duties (if applicable),, as long as the unit meets its overall instructional obligations. Any such differential assignments must be documented and aligned with the unit's mission and needs.

Teaching, RSCA, and service, each broadly defined, constitute the three major areas of faculty responsibility. The educational responsibility of faculty includes more than the hours directly spent in classroom instruction and scholarship. Other factors to be considered include class preparation; grading and other forms of evaluation of students' work; thesis and dissertation direction; academic advising of students; laboratory, studio, or practicum requirements; size of classes; availability and use of teaching assistants. Service includes assistance to the public and the profession and the community in the form of professional activities external to the university. RSCA includes a variety of professional, research, scholarly, and creative activities. At its best, these three dimensions of faculty effort are mutually reinforcing.

Annual TRS workload assignments and corresponding performance expectations must be defined using a combination of instructional credit hours and justifiable credit hour equivalents (CHE) using full-time workload as the baseline.

Quantitative standards for teaching, RSCA, and service/administration may be weighted for individual faculty upon recommendation of department chairs and school directors and approval by the dean to reflect the particular strengths/interests of faculty and department/school needs. For example, a faculty member may have a higher percentage of effort directed toward teaching, with a corresponding decrease in RSCA and service expectations. Faculty with major RSCA commitments may request reductions in the other areas of faculty responsibility in order to devote more effort to RSCA.

(D) College and department responsibility for policies

Each college, or equivalent unit having permanent faculty, shall develop a policy on faculty workload that will allow for differentiation of mission for departments and schools within the college and for faculty within the departments and schools. Within the college there may be significant differences in the assignment of responsibilities to individual faculty members so long as all units within the college are able to meet their responsibilities for instruction, All policies at the department or school-level must comply with college-level policy and are subject to approval by the dean. All college-level policies are subject to approval by the provost.

(E) Policy guidelines

Each college, or equivalent unit having faculty, will develop faculty workload guidelines in line with the standards of this policy. These guidelines will provide a statement of faculty workload that will allow individual faculty, the academic unit, and its college to understand how each contributes to the accomplishment of the university's mission.

(1) Tenure-track (probationary) and tenured faculty are expected to contribute to all three areas: teaching, RSCA, and service.

(2) Instructional (non-tenure-track) faculty focus on teaching and service (if applicable) and do not have RSCA as part of their workload.

(3) Clinical (non-tenure-track) faculty workload may include a combination of teaching, service, RSCA, and clinical practice or supervision.

(4) Part-time faculty (instructors) should be assigned a proportional workload determined by the number of credit hours taught relative to the full thirty-credit hour annual load.

(5) Visiting faculty TRS workloads should be determined on a case-by-case basis referencing the listed distinctions.

(F) Compliance

The university reserves the right to take administrative action including (but not limited to) censure, remedial training, or for-cause termination, if a faculty member fails to comply with the policy's requirements, Termination under these circumstances requires the recommendation of the dean, provost, and president, and approval of the state institution of higher education's board of trustees.

Last updated March 17, 2026 at 9:14 AM

History

Effective: March 16, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3337-18-10 Advance Ohio Higher Education Act compliance.

(A) Purpose

The purpose of this policy is to ensure Ohio university's compliance with the Advance Ohio Higher Education Act (the "AOHEA", also known as Senate Bill 1 of the 136th General Assembly). This policy informs the campus community about prohibitions and requirements of the AOHEA and provides for a prompt, fair, and impartial process to address alleged violations of this policy.

(B) Scope

This policy applies to all Ohio university students, student groups, faculty, and staff on all campuses, including the main campus, regional campuses, and extension campuses, as well as study away programs provided by Ohio university.

(1) "Controversial belief or policy" means any belief or policy that is the subject of political controversy, including issues such as climate policies, electoral politics, foreign policy, diversity, equity, and inclusion programs, immigration policy, marriage, or abortion.

(2) "Intellectual diversity" means multiple, divergent, and varied perspectives on an extensive range of public policy issues.

(3) "Position, policy, program, and activity" include all of the following:

(a) All forms of employment, including staff positions, internships, and work studies;

(b) All policies, including mission statements, hiring policies, promotion policies, and tenure policies;

(c) All programs and positions, including deanships, provostships, offices, programs, programs presented by residence halls, and committees;

(d) All activities, including those conducted by the administrative units of orientation, first-year experience, student life, and residential life.

(D) Prohibitions, affirmations, and requirements

As required by section 3345.0217 of the Revised Code, Ohio university shall do all of the following:

(1) Prohibit all of the following:

(a) Any orientation or training course regarding diversity, equity, and inclusion, unless Ohio university submits a written request for an exception to the chancellor of higher education because the university determines the orientation or training course is exempt from this prohibition because all aspects of the orientation or course are required to do any of the following:

(i) Comply with state and federal laws or regulations;

(ii) Comply with state or federal professional licensure requirements;

(iii) Obtain or retain accreditation.

The exception request shall include an explanation of the circumstances, and the effort made by Ohio university to comply with paragraph (D)(1)(a) of this policy.

(b) The continuation of existing diversity, equity, and inclusion offices or departments;

(d) Using diversity, equity, and inclusion in job descriptions;

(e) Contracting with consultants or third parties whose role is or would be to promote admissions, hiring, or promotion on the basis of race, ethnicity, religion, sex, sexual orientation, gender identity, or gender expression;

(f) The establishment of any new institutional scholarships that use diversity, equity, and inclusion in any manner. For any institutional scholarships existing on the effective date of this policy, Ohio university shall, to the extent possible, eliminate diversity, equity, and inclusion requirements. If Ohio university is unable to do so because of donor requirements, it may continue to offer those institutional scholarships so long as doing so does not violate any applicable law or policy. Further, Ohio university shall not accept any additional funds for the operation of institutional scholarships that have diversity, equity, and inclusion requirements.

(2) Ohio university shall not replace any orientation, training, office, or position designated for the purpose of diversity, equity, and inclusion that is prohibited under this policy with an orientation, training, office, or position under a different designation that serves the same or similar purposes, or that uses the same or similar means.

(3) In the event that the requirements to obtain a research grant conflict with the prohibitions listed under paragraph (D)(1) of this policy, Ohio university shall endeavor, to the extent possible, to comply with paragraph (D)(1) while retaining eligibility for the research grant, including by consulting with legal counsel. If Ohio university is unable to comply with paragraph (D)(1) with respect to a research grant, the university shall submit a written request for an exception to the chancellor. The exception request shall include an explanation of the circumstances and the effort the university made to comply with paragraph (D)(1) while retaining eligibility for the research grant.

(4) Paragraphs (D)(1)(a) and (D)(1)(c) of this policy do not apply to agreements or contracts regarding any research grants entered into prior to the effective date of this policy. Paragraphs (D)(1) and (D)(1)(c) apply to any renewal of such agreements or contracts occurring on or after the effective date of this policy.

(5) Ohio university affirms and declares that its primary function is to practice, or support the practice, discovery, improvement, transmission, and dissemination of knowledge and citizenship education by means of research, teaching, discussions, and debate;

(6) Ohio university affirms and declares that, to fulfill the function described in paragraph (D)(5) of this policy, Ohio university shall ensure the fullest degree of intellectual diversity;

(7) Ohio university affirms and declares that faculty and staff shall allow and encourage students to reach their own conclusions about all controversial beliefs or policies and shall not seek to indoctrinate any social, political, or religious point of view;

(8) Ohio university will demonstrate intellectual diversity for course approval, approval of courses to satisfy general education requirements, student course evaluations, common reading programs, annual reviews, strategic goals for each department, and student learning outcomes.

Paragraphs (D)(5) to (D)(8) of this policy do not apply to the exercise of professional judgment about how to accomplish intellectual diversity within an academic discipline, unless that exercise is misused to constrict intellectual diversity.

(9) Ohio university declares that it will not endorse or oppose, as an institution, any controversial belief or policy, except on matters that directly impact Ohio university's funding or mission of discovery, improvement, and dissemination of knowledge. Ohio university may endorse the congress of the United States when it establishes a state of armed hostility against a foreign power.

(10) This section does not include the recognition of national and state holidays, support for the Constitution and laws of the United States or the state of Ohio, or the display of the American or Ohio flag.

Ohio university affirms and declares that it will not encourage, discourage, require, or forbid students, faculty, or administrators to endorse, assent to, or publicly express a given ideology, political stance, or view of a social policy, nor will Ohio university require students to do any of those things to obtain an undergraduate or post-graduate degree.

Paragraphs (D)(9) and (D)(10) of this policy do not apply to the exercise of professional judgment about whether to endorse the consensus or foundational beliefs of an academic discipline unless the exercise is misused to take an action prohibited in paragraph (D)(9) of this policy.

(11) Ohio university prohibits political and ideological litmus tests in all hiring, promotion, and admissions decisions, including diversity statements and any other requirement that applicants describe their commitment to any ideology, principle, concept, or formulation that requires commitment to any controversial belief or policy.

(12) Ohio university affirms and declares that no hiring, promotion, or admission process or decision shall encourage, discourage, require, or forbid students, faculty or administrators to endorse, assent to, or publicly express a given ideology or political stance.

(13) Ohio university affirms and declares that it will not use a diversity statement or any other assessment of an applicant's political or ideological views in any hiring, promotions, or admissions process or decision.

(14) Ohio university affirms and declares that no process or decision regulating conditions of work or study, such as committee assignments, course scheduling, or workload adjustment policies, shall encourage, discourage, require, or forbid students, faculty, or administrators to endorse, assent to, or publicly express a given ideology or political stance.

(15) Ohio university affirms and declares that it will seek out invited speakers who have diverse ideological or political views.

(16) Ohio university will post prominently on our website a complete list of all speaker fees, honoraria, and other emoluments in excess of five hundred dollars for events that are sponsored by the university. That information shall be all of the following:

(a) Accessible from the main page of its website by use of not more than three links;

(b) Searchable by keywords and phrases;

(E) Requirements for positions, policies, programs, and activities

As required by section 3345.88 of the Revised Code, Ohio university shall do the following:

(1) With respect to every position, policy, program, and activity, Ohio university shall do both of the following:

(a) Treat all faculty, staff, and students as individuals, hold every individual to equal standards, and provide those individuals with equality of opportunity, with regard to those individuals' race, ethnicity, religion, sex, sexual orientation, gender identity, or gender expression;

(b) Provide no advantage or disadvantage to faculty, staff, or students on the basis of race, ethnicity, religion, sex, sexual orientation, gender identity, or gender expression in admissions, hiring, promotion, tenuring, or workplace conditions.

(2) Ohio university shall not provide or require training for any administrator, teacher, staff member, or employee that advocates or promotes any of the following concepts:

(a) One race or sex is inherently superior to another race or sex.

(b) An individual, by virtue of her or his race or sex, is inherently racist, sexist, or oppressive, whether consciously or unconsciously.

(c) An individual should be discriminated against or receive adverse treatment solely or partly because of the individual's race.

(d) Members of one race cannot nor should not attempt to treat others without respect to race.

(e) An individual's moral standing or worth is necessarily determined by the individuals' race or sex.

(f) An individual, by virtue of the individual's race or sex, bears responsibility for actions committed in the past by other members of the same race or sex.

(g) An individual should feel discomfort, guilt, anguish, or any other form of psychological distress on account of her or his race or sex.

(h) Meritocracy or traits such as hard work ethic are racist or sexist, or were created by members of a particular race to oppress members of another race.

(i) Fault, blame, or bias should be assigned to a race or sex, or to members of a race or sex because of their race or sex.

This section shall not be constructed to preclude Ohio university from providing or facilitating continuing education that complies with this policy's requirements to public safety officers.

(3) Ohio university shall prohibit all policies designed explicitly to segregate faculty, staff, or students based on those individuals' race, ethnicity, religion, sex, sexual orientation, gender identity, or gender expression in credit-earning classroom settings, formal orientation ceremonies, and formal graduation ceremonies.

(F) Exceptions

(1) Nothing in this policy prohibits faculty or students from classroom instruction, discussion, or debate, so long as faculty members allow students to express intellectual diversity.

(2) Nothing in this policy prohibits Ohio university from complying with any state or federal law to provide disability services or to permit student organizations, including fraternities and sororities.

(G) Reporting violations

Faculty, students and student groups may use any of the options below to submit a complaint about an alleged violation of this policy by an Ohio university employee or student. Reports may be submitted regarding any alleged violation.

(1) Report online using the Advance Ohio Higher Education Act grievance form by clicking on submit report at https://www.ohio.edu/civil-rights. Reports submitted online are routed immediately to the director of university civil rights compliance (CRC).

(2) File a report with CRC by mail, phone, or email. A report may be submitted at any time (including during non-business hours) using the contact information listed in this paragraph. Reports may also be made in person at the CRC office on business days when a staff member is available.

Civil rights compliance

006 Lindley hall

Ohio university

Athens, OH. 45701

740.593.9140 (phone)

civilrights@ohio.edu

(H) Investigation and adjudication

Investigation and adjudication of complaints under this policy will be conducted pursuant to the Advance Ohio Higher Education Act grievance process (linked from the references part of this policy). This process shall state the range of disciplinary sanctions for a violation of this policy.

(I) Retaliation

Retaliation is defined as adverse action or threat of an adverse action taken by the university, or member thereof, in response to a person who, in good faith, makes a protected disclosure under this policy by:

(1) Reporting suspected violations of this policy to an appropriate university official;

(2) Participating in an investigation or proceeding under this policy.

Last updated March 17, 2026 at 9:14 AM

History

Effective: March 16, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3337-18-11 Annual faculty performance evaluation.

(A) Purpose

This policy is established to ensure compliance with the requirements of section 3345.452 of the Revised Code, which mandates that all full-time faculty directly compensated by the university undergo annual performance evaluations using standardized, objective, and measurable criteria.

(B) Scope

This policy applies to all full-time faculty members compensated directly by Ohio university, including those in tenure track, instructional, and clinical faculty classifications. For the purposes of this policy, full-time faculty members refer to Ohio university employees with 0.8 FTE (full-time equivalent) appointments who are designated as having faculty status.

This policy encompasses annual performance evaluations and related administrative processes.

(1) Requirement

Ohio university shall conduct an annual performance evaluation for each full-time faculty member who it directly compensates.

(2) Evaluation

(a) Department/ school oversight

Department chairs, school directors, or equivalent administrators are responsible for conducting annual evaluations, utilizing departmental committees that adhere to established written procedures.

(b) Evaluation criteria

Evaluations must be comprehensive and include standardized, objective, and measurable performance metrics.

Each evaluation must assess performance in any area where the faculty member has devoted at least five per cent of their annual work time, including teaching, research/scholarship/creative activity, service, clinical care, administration, and other categories as determined by the university.

(d) Performance assessment

Each evaluation shall include a summary assessment of the performance areas listed in this paragraph, using the parameters: "exceeds performance expectations," "meets performance expectations," or "does not meet performance expectations."

(e) Student evaluations

Student evaluations conducted pursuant to section 3345.451 of the Revised Code shall account for at least twenty-five per cent of the teaching area component of the evaluation.

(f) Projected work effort distribution

Each evaluation shall establish a projected work effort distribution for the faculty member for the next year, compliant with the university's established workload policies adopted under section 3345.45 of the Revised Code and approved by the college dean or equivalent.

(3) Evaluation review and approval

Evaluations shall be conducted by the department chair, school director, or equivalent administrator, reviewed and approved or disapproved by the dean, and submitted to the provost for review. If there is disagreement between the chair/director and dean, the provost shall have final decision authority.

(4) Appeals

The university shall maintain an established appeals process.

(5) Documentation and record-keeping

Evaluation letters and related documents shall be maintained in faculty personnel files.

Last updated March 17, 2026 at 9:14 AM

History

Effective: March 16, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3337-18-12 Faculty tenure.

(A) Purpose

This policy ensures compliance with the requirements of section 3345.454 of the Revised Code, which mandates that each state institution of higher education develop a policy for faculty tenure.

(B) Scope

This policy applies to all tenure-track faculty at Ohio university, including those in all academic departments, schools, and colleges offering tenure-eligible appointments.

(1) Considerations

Tenure is awarded to those individuals whose records indicate that they are likely to continue to make significant positive contributions to the academic life of the university throughout their professional careers, in accordance with department/school/college policy.

(2) Differential workload distributions

Tenure track faculty may be hired on differential workload distributions as appropriate to meet the needs of the department/school, but all should contribute to the teaching, research and service missions of the university.

(3) Eligibility

Eligibility for tenure shall be determined by the department concerned and is reserved for those who are engaged in academic activities, including research, and/or scholarly activity, and/or creative activity (of which any may include activities leading to commercialization), teaching, and service.

(4) Criteria

The criteria used to make decisions on promotion and tenure must originate in the department or school in consultation with the dean. The faculty should review these criteria periodically in consultation with the dean of the college.

(5) Pathways

Consistent with differential workload distributions, departments and schools should offer multiple pathways, one of which may be a commercialization pathway, for faculty to earn tenure. Pathways should promote excellence in teaching, research, service, commercialization, or any combination thereof.

(6) Authority

Tenure shall be granted by the president upon recommendation of the department, the dean involved, and the provost of the university. Under exceptional circumstances, tenure may be granted by the president to a person who is newly appointed to an administrative position at Ohio university and who has not been previously a member of the Ohio university faculty. Such a grant of tenure must have been approved by the department concerned, the dean concerned, and the provost of the university.

Last updated July 22, 2025 at 7:34 AM

History

Effective: July 22, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3337-18-13 Post-tenure review.

(A) Purpose

This policy establishes procedures for post-tenure review at Ohio university in accordance with section 3345.453 of the Revised Code. The policy ensures institutional compliance with statutory requirements while preserving principles of due process and academic freedom.

(B) Scope

This policy applies to all tenured Ohio university faculty members with faculty status.

The policy outlines conditions under which post-tenure review is triggered, the timeline and process for conducting the review, and potential outcomes.

(1) Requirement

Ohio university shall conduct a post-tenure review for each tenured faculty member under the conditions described below.

(2) Conditions for triggering post-tenure review

(a) A post-tenure review must be conducted if a tenured faculty member receives a "does not meet performance expectations" rating within the same evaluative category at least two of the past three consecutive annual performance evaluations.

(b) A post-tenure review must be conducted if a faculty member maintains tenure after a post-tenure review and receives an additional "does not meet performance expectations" rating in any area of the annual performance evaluation within the next two years.

(c) A post-tenure review may be initiated at any time, for cause, by the department chair/school director, college dean, or the executive vice president and provost if the faculty member has a documented, sustained record of significant underperformance outside the annual evaluation process. Such actions shall not be based on a faculty member's allowable expression of academic freedom as defined by Ohio university policy or Ohio law.

(3) Review process timeline

The post-tenure review process, from initiation to conclusion, shall not exceed six months. A onetime, two-month extension may be granted by the president of Ohio university.

(4) Outcomes and administrative action

Following the completion of the review, the executive vice president and provost shall submit a recommended outcome to the president for final decision. Permissible administrative actions include insufficient cause to support an action, written warning, recommendations for training/professional development, formal performance improvement plan, temporary or permanent suspension of duties, temporary or permanent redistribution of workload assignments, written censure, temporary or permanent reduction in full-time status, loss of tenure, and for-cause termination, regardless of tenure status.

(5) Appeals

The university shall maintain an established appeals process.

(6) Documentation and record-keeping

Post-tenure review and related documents shall be maintained in faculty personnel files.

Last updated March 17, 2026 at 9:14 AM

History

Effective: March 16, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3337-18-14 Faculty retrenchment.

(A) Purpose

This policy ensures compliance with the requirements of section 3345.454 of the Revised Code, which mandates that each state institution of higher education develop a policy for faculty retrenchment.

(B) Scope

This policy applies to all faculty appointments across all colleges and campuses of Ohio university.

(1) Definitions

(a) As defined in section 3345.454 of the Revised Code, "retrenchment" means a process by which a state institution of higher education reduces programs or services, thus resulting in a temporary suspension or permanent separation of one or more institution faculty, to account for a reduction in student population or overall funding, a change to institutional missions or programs, or other fiscal pressures or emergencies facing the institution.

(b) For purposes of this policy, a program is defined as a structured course of studies or related activities leading to a degree of various levels (including an associate, undergraduate, graduate, and professional degrees), a recognized major under a degree, a recognized minor under a degree, concentration under a degree or certification.

(2) Grounds for retrenchment

The Ohio university board of trustees may, upon recommendation from the president and/or provost, effect retrenchment leading to the temporary suspension or permanent separation of one or more faculty members to account for one or more of the following:

(a) A reduction in student population or overall funding

(b) A change to the institutional mission or programs

(3) Authority

The Ohio university board of trustees has the final authority to effect retrenchment under this policy.

(4) Commitment to academic values

Ohio university reaffirms its commitment to academic freedom. No faculty reduction under this policy shall be based on a faculty member's exercise of academic freedom or constitutionally protected speech.

Last updated March 17, 2026 at 9:14 AM

History

Effective: March 16, 2026
Promulgated Under: 111.15

Chapter 3337-19 Policy for Equipment Inventory Control

Ohio Adm.Code 3337-19-54 Equipment Inventory Control.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/19-054

(A) Overview

This policy establishes a process for the recording, identification, and accountability for:

(1) University owned movable equipment items having a minimum cost of five thousand dollars each and a useful life of over one year. This includes donated items and purchases with university funds, grants or gifts (green tag items);

(2) Sponsor owned equipment (red tag items) in compliance with "Federal Acquisition Regulation" (FAR) and "Uniform Guidance" (UG).

(B) Responsibilities

The responsibility for equipment accountability is assigned to the appropriate administrator (in academic areas this is, typically the department chair; school center or institute director; or dean). In the rest of this policy, "department" will be used to refer to the administrative or academic area of accountability and its responsible leader.

Departments are responsible for certifying the accuracy of equipment inventory records on a biennial basis for green tag items and on an annual basis for red tag items.

It is the responsibility of the division of finance to maintain proper equipment records and to ensure that all items of equipment meeting the criteria in this policy are identified by assigning a tag number.

Changes in the status of equipment must be reported to the division of finance by the department that was accountable for the equipment. The equipment status change form is to be used for this purpose. Status changes are to be reported as they occur.

Examples of status changes:

(1) Stolen

(2) Scrapped (i.e., sent to campus recycling)

(3) Traded in

(4) Returned to vendor

(5) Transferred to another department due to reorganization

(6) Transferred to another responsible person

(7) Relocated to a different room or building

All equipment that is considered surplus is to be disposed of by contacting the moving and surplus department.

(D) Use of equipment off campus

Tagged equipment may be removed from campus only with the permission of the department. Equipment taken off campus must be under the supervision of an employee of the university. The request to take equipment off campus form must be filled out and a copy sent to the division of finance prior to taking equipment off campus, and again when the equipment is returned.

(E) Audits

Equipment inventories will be periodically audited by external auditors, internal auditors and university accounting personnel. Therefore, it is imperative that all transactions affecting movable equipment be properly recorded.

(F) Procedures

The procedures for equipment inventory control are at the following websites:

(1) University owned equipment:

https://www.ohio.edu/finance/equipmentinventory/index.cfm

(2) Sponsor owned equipment:

https://www.ohio.edu/finance/equipmentinventory/eiredtag.cfm

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/19-054.html

History

Effective: August 28, 2017
Promulgated Under: 111.15

Ohio Adm.Code 3337-19-60 Export Compliance Policy.

(A) Policy statement

It is the policy of Ohio university that all employees, schools, departments, centers, institutes and divisions must comply with U.S. government export control laws and regulations. No transactions are to be conducted by or on behalf of Ohio university contrary to U.S. export control laws and regulations.

(B) Requirements

Ohio university employees with export responsibilities are required to have a working knowledge of export control laws and regulations, especially those governing their specific job functions, as well as a working knowledge of Ohio university procedures for export compliance.

The primary regulations governing export controls are export administration regulations (EAR) under the jurisdiction of the department of commerce, and international traffic in arms regulations (ITAR), enforced by the department of state. EAR and ITAR, however, are not the only regulations that impact export activity. Employees should review the university's export compliance manual periodically as the myriad of laws and regulations affecting foreign transactions can be complex and penalties for violations can be severe.

The scope of transactions that may be impacted by export control regulations is quite broad and includes more than the transport of tangible items or technology outside the United States. Export control regulations can impact interpersonal relationships within the United States as domestic transfer of technology (EAR) or technical data (ITAR) to foreign nationals can be a "deemed export."

No transactions are to be initiated with individuals on the denied persons lists, special designated nationals or terrorist list, or with any firms owned by or associated with those parties. No exports are to be made to parties on the entity list.

Ohio university employees outside the U.S. cannot re-export any commodity, technology, or software unless appropriate authorization has been obtained. This includes foreign-produced items that are the direct product of U.S. technology and software or foreign-made items that are subject to national security controls of the U.S. as designated by the commerce control list (CCL).

All Ohio university employees involved in or that are about to be involved in exports and re-exports, traffic, and related functions or activities are required to comply with the training requirements and procedures outlined in Ohio university export compliance program and manual maintained by Ohio university's export compliance committee.

All university employees are responsible for complying with U.S. export laws and regulations. Violations of export control laws and regulations can result in severe civil and/or criminal penalties to both the violating employee(s) and the university, as well as any significant administrative penalties.

(D) Reporting, inquiries

Possible violations and questions, including determination if person or entity is on a denied entity list, should be addressed to:

Ohio university export compliance committee at exportcompliance@ohio.edu.

Last updated August 20, 2024 at 8:20 AM

History

Effective: August 20, 2024
Promulgated Under: 111.15

Chapter 3337-20 Emergency Notification in Case of Student Death or Serious Injury

Ohio Adm.Code 3337-20-01 Emergency notification in case of student death or serious injury.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/20-001

(A) Overview

The purposes of this policy are to provide clear and consistent communication with media and the public, to limit negative effects caused by the circulation of misinformation, to demonstrate respect for the families of students affected by tragedy, and to allow for delivery of support services to students and others affected by tragedy.

Departments will communicate with each other and coordinate efforts in communicating to others in any circumstance involving the death or serious injury of a student.

In all cases of medical emergencies or deaths, the name of a student will not be released to media until parents or next of kin have been notified, if at all possible.

(B) Notifying the dean of students' office

Regardless of where or when an incident may have occurred, any individual with information about a student death or serious injury should contact the office of the dean of students. In the event that the dean of students' office cannot be reached, the Ohio university police department ("OUPD") should be called and will reach out to the dean of students' staff person on-call. If the incident may involve a crime, it should also be reported to local police, if it hasn't been already.

If an Ohio university regional campus student dies or is seriously injured, the regional campus dean will coordinate the university's response, consulting with the dean of students as needed. If an Ohio university Athens campus or eCampus student dies or is seriously injured, the dean of students will coordinate the university's response. If a student dies or is seriously injured outside of normal business hours, the on-call staff person for student affairs will begin to coordinate the response and notify immediately the dean of students and the vice president for student affairs.

(D) Notifying the executive officers

Once the initial facts and circumstances of the incident involving an Athens student or eCampus student are known, the dean of students or the vice president for student affairs will notify the president, the provost, and other executive officers and department heads, as appropriate. In the case of a regional campus student, the regional campus dean will notify the dean for university outreach and regional campuses, who will notify the president, the provost, and others as appropriate.

(E) Notifying other university offices

Upon receipt of a copy of an obituary, a death certificate, or newspaper article referencing the student's death, the office of the university registrar will update the deceased student's record accordingly in the student information system.

In addition, the registrar's office will prepare and distribute a memorandum informing select departments of the university community of the student's death: office of the president; office of the vice president for student affairs; office of the dean of students; accounts receivable; admissions; bursar; career leadership development center; development; graduate appointments; housing; Hudson health center; payroll; student financial aid; information technology; Alden library circulation; university outreach and regional campuses (for regional campus students only); the college office of the deceased student, and eLearning student and academic services (for eCampus students only).

If the deceased student was enrolled in the current term and took final exams, final grades will be recorded. Otherwise, a cancellation will be completed by the registrar's office and presented to the university review panel. Once approved, the college or regional campus will be sent a copy of the approval documentation. If the deceased student is enrolled for any future terms, those classes will be removed from his or her record. Information technology, upon receipt of notice from the registrar's office, will deactivate the university email account of a deceased student, placing a reply message on the account that refers any sender of an email to the office of the dean of students.

(F) Public release of information

All public release of information and commuinication with the media related to an Athens campus or eCampus student death or serious injury will be coordinated by university communications and marketing, in consultation with the dean of students and the Ohio university police department. In the case of a student from a regional campus, extension campus, or center, the corresponding dean will be consulted.

(G) Death of a student

If a student dies, notification of next-of-kin will be coordinated by the local police or the medical facility at which the student dies. When possible, OUPD will attempt to consult with the dean of students regarding such notification. In the case of a student from a regional campus, extension campus, or center, the corresponding dean will be consulted.

The version of this rule that includes live links to associated resources is online at

https://ohio.edu/policy/20-001

Last updated May 21, 2021 at 12:07 PM

History

Effective: May 3, 2019
Promulgated Under: 111.15

Ohio Adm.Code 3337-20-109 Employment of graduate students employed on graduate associate contracts.

(A) Purpose

To regularize practice on employment of graduate students on graduate associate contracts.

(B) Policy

Generally, graduate students employed on graduate associate contracts shall not receive renumeration from departments of the university other than the department from which they student holds the contract. The dean of the college may make exceptions to this policy upon the request of the department or graduate student.

Ohio university budget units planning to employ graduate associates shall ascertain whether the student has a graduate associate contract. If a graduate associate contract is in force, the student should not be given other Ohio university employment without prior approval by the dean of their college. The graduate associate contract specifically limits other employment of the student at Ohio university unless the dean makes an exception to this policy. Exceptions will generally be made for minor additional employment of an intermittent nature.

The dean of the college shall report to university human resources office all exceptions to this policy. University human resources shall report to the dean of the college any exceptions to the policy for which it has not received approval from the dean.

Last updated January 17, 2025 at 4:47 PM

History

Effective: January 17, 2025
Promulgated Under: 111.15

Chapter 3337-22 Student Travel

Ohio Adm.Code 3337-22-01 Student travel.

(A) Overview

Ohio university students often travel as part of their academic and co-curricular activities. The following policy outlines requirements designed to manage university-affiliated travel and support the safety of its student travelers.

(B) Scope

This policy applies to all student travel that is undertaken by enrolled students and facilitated or sponsored by Ohio university, hereafter referred to as university, regardless of whether credit funding is granted for activities during travel. This policy refers to travel that is beyond one-hunred miles of the Ohio university campus of departure, begins on one calendar day and ends on another, or entails activity in another state. This includes, but is not limited to:

(1) Travel for university credit;

(2) Travel that fufills a degree requirement, including but not limited to, internships. field studies, research and service learning;

(3) Travel supported by univesity funding , including, but not limited to, scholarships, grants, endowments, financial aid;

(4) Credit-bearing and non-credit bearing international and domestic study away and exchange programs administered by the university;

(5) International or domestic study away programs undertaken or credit transfer;

(6) Travel with or organized by a university faculty or staff member;

(7) Travel in support of or as part of a university research or creative activity;

(8) Professional development opportunities, including, but not limited to, conference attendance and networking events sanctioned by a university unit;

(9) Travel organized by studemt organizations, including club sports and intramural teams.

This policy does not cover personal travel such as vacation. This policy also excludes student travel to athletic or other events unless travel is sponsored by a university unit or student organization.

This policy is not applicable to "National Collegiate Athletic Association" (NCAA) and/or "United States Collegiate Athletic Association" (USCAA) student athletic travel which is regulated under NCAA and/or USCAA rules and regulations and the Ohio university department of athletics.

(1) Students must comply with the Ohio university student code of conduct and with all applicable university policies, procedures, rules, and regulations. Noncompliance could result in disciplinary action as described in the student code of conduct.

(2) Students under eighteen years of age must provide signature approval of travel from a parent or legal guardian.

(3) Travel must be centrally registered in accordance with student travel registration procedure.

(D) International travel

(1) Students will be enrolled in the university's international health insurance policy as part of the travel registration process. A charge may be assessed to the traveler's student account.

(2) Students are expected to review security information provided by the U.S. department of state.

In cases where the destination has a high risk rating of "Level 3" ("Reconsider Travel") or "Level 4" ("Do Not Travel"), students must review security information provided by the U.S. department of state and the centers for disease control and accept associated risks.

(3) Students are expected to comply with university export control policies and regulations.

(4) Students are expected to review the list of countries and entities sanctioned or embargoed by the U.S. treasury department office of foreign asset control (OFAC) to ensure there are no restrictions to their planned travel.

If there are OFAC restrictions associated with a travel destination, students must work with designated university office(s) to complete required processes as appropriate and receive permission to travel.

(5) If a student chooses to go to a destination which has been sanctioned or embargoed by OFAC without permission persuant to this policy, the university will withdraw its support, including funds for travel and related expenses.

(E) Suspension of travel

If a significant health or safety concern arises before or during stufent travel, including but not limited to natural disasters. war or war-like conflict, terrorism, social unrest or political disturbances, the university reserves the right to withdraw approval for travel at any time.

Last updated March 25, 2024 at 10:05 AM

History

Effective: July 1, 2022
Promulgated Under: 111.15

Chapter 3337-23 Policy on Hazing and Chalking

Ohio Adm.Code 3337-23-10 Hazing.

(A) Overview

Ohio university prohibits hazing as defined in this policy. The university will respond to all reports of hazing as outlined in this policy.

(B) Philosophy

Ohio university is committed to a safe and respectful campus environment that aligns with our institutional values of citizenship, civility, character, community, and commitment. It is the university's belief that true human development will best occur in an atmosphere that promotes social and ethical responsibility.

Ohio university acknowledges the vast array of groups and organizations with different purposes and processes for affiliation. The university supports traditions within organizations that match Ohio's core values. Hazing is anti ethical to our institutional mission and has no place at Ohio university.

The university recognizes that a student organization or group may belong to a national oversight organization that also holds students accountable to expectations and standards (e.g. the national organization for a local fraternity chapter). Ohio university is committed to partnering with these outside affiliates to address hazing allegations and will continue to communicate with them as appropriate.

To help all community members make informed choices when selecting organizations and groups to get connected to, Ohio university maintains a summary of all student organization misconduct. This resource is updated on a regular basis and includes the previous seven years of misconduct history for our groups and organizations. This report can be found here.

(1) Hazing- As defined in section 2903.31 of the Revised Code, hazing is defined as:

(a) "Doing any act or coercing another, including the victim, to do any act of initiation into any student or other organization or any act to continue or reinstate membership or affiliation with any student or other organization that causes or creates a substantial risk of causing mental or physical harm to any person, including coercing another to consume alcohol or a drug of abuse, as defined in section 3719.011 of the Revised Code.

(b) Hazing is a form of power-based violence. Hazing can occur with power differentials in all types of relationships regardless of membership status, including an initiate, an individual seeking reinstatement, a current member, or a current student with inactive status. In part, hazing is an attempt to exert control or influence from one person to another. What constitutes hazing is a dynamic and changing set of circumstances that requires a situational response.

Therefore, Ohio university further defines hazing to include:

(i) Any action or situation which recklessly or intentionally endangers the mental, emotional, or physical health or safety of a student for the purpose of initiation or admission into, or affiliation with, any student organization or group regardless of the person's consent to participate.

(ii) Brutality of a physical nature including but not limited to paddling, whipping, beating, branding, forced calisthenics, or exposure to the elements.

(iii) Coerced consumption, including but not limited to any food, alcoholic beverage, liquid, drug, or any other substance that subjects the student to an unreasonable risk of harm.

(iv) Acts intended to cause mental stress, including but not limited to sleep deprivation, transportation or abandonment, confinement to a small space, forced exclusion from social contact, forced conduct which could result in embarrassment, any forced activity that is deigned to shame or humiliate, or any action of harassment (as defined in the "student code of conduct").

(v) Coerced activities including but not limited to violation of local, state, or federal laws, violation of university policies, rules, regulations, and personal servitude.

(vi) Acts of sexual harassment and other sexual misconduct as defined by Ohio university policy 03.004.

(2) Members of the university community

Faculty, staff, students, volunteers, (e.g., advisors and volunteer coaches) organizations, groups, alumni, and consultants are members of the university community for the purposes of this policy.

(3) Organization

An organization consists of a number of persons who are associated with each other and have registered with the university as a student organization (such as clubs, club sports, or fraternities and sororities).

(4) Groups

A group consists of a number of persons who are associated with the university and each other, but who have not registered, or are not required to register, as a student organization (including but not limited to athletic teams, musical or theatrical ensembles, academic or administrative units, and clubs not registered as student organizations).

(D) Scope

The university holds students accountable for their behavior both on and off-campus and addresses behavior that is in violation of the "student code of conduct." This policy applies to hazing that takes place between two or more people who are affiliated with the institution regardless if it occurs at sanctioned or at non-sanctioned event. This policy applies to student organizations, groups, and individuals and is effective from matriculation to commencement, including breaks in the academic year.

(E) Outcomes and consequences

Hazing is a serious offense of the Ohio university "student code of conduct" and therefore is subject to the full range of sanctions (reprimand, disciplinary probation, suspension, and expulsion). In addition, other educational activities may be required as conditions of the sanction. An individual, organization, or group may be subject to other outcomes in accordance with the applicable outside constituents, academic processes, group in which the student is involved, or their governing bodies. The university has the right to act regardless of the actions of a governing body.

Hazing as defined, as well as some of the specific acts involved, may also violate local, state, or federal laws or regulations; for example, the use of force (including the threat of force) may subject the perpetrator to criminal charges of simple, felonious, or aggravated assault. Punishment upon conviction or plea will be as the court decides and is independent of any decisions made by the university under this policy.

The victim/s of any hazing may file a civil litigation against one or more individual perpetrators, or against the local or governing organization. Such suits may result in sanctions as the court directs, independent of any decisions made by the university under this policy.

Individuals who participate in hazing or recklessly permit the hazing of another may also face criminal penalties in accordance with sections 2903.31 and 2903.311 of the Revised Code. These penalties are in addition to sanctions imposed by the university under this policy.

(F) Reporting

(1) Duty to report

Immediately upon learning of potential hazing, all employees, volunteers, advisors , consultants, and alumni have a duty to report any alleged violation of hazing. This obligation extends to reporting what someone tells you and/or what you observe. Each mandated reporter must report to the university and to law enforcement. Graduate assistants and student employees have a duty to report violations of this policy of which they become aware in the course of their duties when these duties include responsibility for the safety and wellbeing of other members of the campus community or if they have supervisory, evaluative, grading, or advisory responsibility over other members of the campus community.

Separate from and in addition to any administrative duty to report hazing, section 2903.311 of the Revised Code states that "[n]o administrator, employee, faculty member, teacher, consultant, alumnus, or volunteer of any organization,...who is acting in an official and professional capacity shall recklessly fail to immediately report the knowledge of hazing to a law enforcement agency in the county which the victim of having resides on in which the hazing is occurring or has occurred."

Further, section 2921.22 of the Revised Code requires any person who knows that a felony has been or is being committed to report it to law enforcement. It is a criminal offense to knowingly fail to make the report. If you suspect or have knowledge of criminal activity occurring on university property, call the Ohio university police department ("OUPD") at 740-593-1911 (in an emergency, please dial 911 immediately). Incidents that occur off-campus or at a regional campus should be reported to local law enforcement.

(2) Filing a report of violation of this policy

The department of community standards and student responsibility (CSSR) serves as the recipient for any complaint or report of hazing. If the report involves criminal conduct, CSSR shall notify law enforcement. If the report involves allegations of sexual misconduct, the provisions of Ohio university policy 03.004: "Sexual harassment and other sexual misconduct" applies. If the reporting party has not already notified the office of equity and civil rights compliance ("ECRC") as required by policy 03.004, CSSR will notify ECRC. In certain instances, CSSR will notify other appropriate agencies, such as children's services.

Walk-in or email

Office of community standards and student responsibility

Ohio university

Baker university center

Athens, Ohio 45701

Phone: 740-593-2629

Fax: 740-593-4613

(3) Anonymous complaints

Ohio university is committed to reviewing all reports of hazing. Anonymous reports are accepted; however, the university's ability to obtain additional information may be compromised and the ability to investigate anonymous reports may be limited.

(4) Rights of the reporting party

To encourage reporting of alleged hazing, the reporting party may not face conduct referrals for action under the "student code of conduct" with respect to his or her own unlawful or prohibited use of alcohol or drugs during the incident when the alleged hazing occurred. Further, if the reporting party is found to have violated the "student code of conduct" with respect to hazing, then the act of reporting may be taken as a mitigating factor during the selection of sanction.

(G) Investigative process

CSSR will review all reported allegations of hazing, and where appropriate, investigate. CSSR shall coordinate the investigation of all hazing allegations. When appropriate, other university offices may independently handle certain aspects of the university response, such as ECRC, university human resources, OUPD, or an academic college/department, etc. Additionally, CSSR will assess the need for interim measures (e.g., partial or full cease and desist of organizational activities or functions). Every effort will be made to complete the investigation in a timely manner. The hazing allegation will be investigated and resolved in keeping with the "student code of conduct" process. When a formal charge is made against an organization, the national or oversight organization, if any, shall be notified. Criminal investigations resulting from a report to law enforcement will be handles separately by the appropriate law enforcement agency.

(H) Community education

In addition to posting this policy as part of the policy manual, Ohio university will provide a link to this policy to each recognized organization within the university. Ohio university is further committed to educating all OHIO students, faculty, staff. and volunteers, about what hazing is, how to recognize it and steps to address it. All students, employees, and volunteer advisors and coaches are required to complete hazing education as part of being a member of our community. Further, all recognized organizations must conduct mandatory training on hazing for any volunteer who has contact with students.

(I) Further guidance

Any student who does not complete the educational program may not participate in an organization or group on campus including groups/organizations, athletics teams, inter mural sports, and/or musical ensembles until the training is complete. Continued failure to complete the training may result in a referral to the community standards process.

For all others, failure to comply with policy 23.010 will be addressed through the appropriate university disciplinary process based on an individual's classification. Disciplinary action may vary, up to and including termination of employment or the individual's volunteer position.

Last updated March 25, 2024 at 10:05 AM

History

Effective: July 1, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3337-23-55 Chalking.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/25-055.html

(A) Overview

This policy serves to balance individuals' and groups' free speech rights with the university's property rights.

Chalking, as a form of promotion and expression, is allowed on the Ohio university campus, subject to the restrictions specified in paragraph (B) of this policy.

(B) Guidelines and consequences

Chalking is limited to student organizations that are registered with the center for student engagement and leadership, Ohio university departments, faculty and staff members, and individual registered students.

Those wishing to chalk must comply with the following guidelines:

(1) Only water-soluble stick type chalk (sidewalk chalk) is allowed. Absolutely no spray chalk, markers, paints (latex or oil-based), or similar products may be used.

(2) Chalking is allowed only on horizontal surfaces (e.g., sidewalks, streets, etc.):

(a) Are in open areas;

(b) Are not covered by an overhang; and

(3) No chalking is allowed on vertical surfaces. This includes buildings, walls, benches, picnic tables, signs, poles, the monument on college green, newspaper boxes, columns, mailboxes, light poles, trees, etc. The one exception is the "graffiti wall" located on W. Mulberry street.

(4) This policy provides permission for chalking on university property only.

Individuals or organizations violating this policy will be held financially responsible for the cost of clean-up; may be referred to the office of community standards and student responsibility or the Ohio university police department,and may be subject to civil or criminal charges (e.g., vandalism), in addition to discipline under the student or employee disciplinary process appropriate to the nature of their relationship to the university.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/23-055.html

Last updated August 18, 2026 at 7:51 AM

History

Effective: August 18, 2026
Promulgated Under: 111.15

Chapter 3337-24 Campus Recreation Facilities

Ohio Adm.Code 3337-24-01 Alcoholic beverages on university property and in fraternity and sorority houses.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/24-001

(A) Purchasing, serving, and selling alcoholic beverages

(1) University departments, registered campus organizations and approved users of university facilities may serve or sell alcoholic beverages on university property subject to compliance with this policy.

(2) University departments may serve or sell alcoholic beverages on university property only in connection with approved business-related events or activities that promote the teaching, research, or service mission of the university. Approved business-related events or activities must have as their primary purpose one of the following:

(a) Establishing and maintaining effective communications and relationships with persons or organizations outside the university

(b) Facilitating effective communications and relationships with alumni, boards, advisory groups, and other members of the university community

(d) Employee recognition or development

(3) University funds may not be used to purchase alcoholic beverages. University foundation funds may be used to purchase alcoholic beverages for approved events only in accordance with the university expenditure policies, including policy 55.003 and the policies referenced by it.

(4) University funds allocated to registered campus organizations may not be used to purchase alcoholic beverages. Funds collected through an organization's voluntary dues, donations, or fund-raising may be used to purchase alcoholic beverages if the purchase and use of those beverages is in accordance with this policy and state and local laws.

(5) A department, registered campus organization, or approved user sponsoring an event at which alcoholic beverages will be used or sold must submit an application to sell or use alcoholic beverages to the Ohio university chief of police and to the executive director of Baker university center, ("the director"). If alcoholic beverages will be used or sold, the application should be submitted no later than thirty days prior to the event in question.

(a) Prior to submission to the director, all applications must be approved and signed by the university official responsible for supervising the facility or outside area in which the event will be held.

(b) An application submitted by a university department must be approved and signed by the department's planning unit head prior to submission to the director.

(c) An application submitted by a registered campus organization must be approved and signed by the organization's university advisor prior to submission to the director.

(d) The application must identify an individual affiliated with the applicant who will be responsible for supervising the event and ensuring compliance with this policy and any relevant state and local laws. This individual must be present at the event and may not consume alcoholic beverages during that time.

(e) Applicants for events that involve the sale of alcoholic beverages must comply with paragraph (B) of this rule.

(f) An event at which alcoholic beverages will be used or sold may not be held unless written approval of the application to sell or use alcoholic beverages is granted by the director.

(B) Permits for the sale of alcoholic beverages

(1) If attendees at an event will directly or indirectly pay for the alcoholic beverages that are served, a permit must be obtained from the Ohio department of commerce, division of liquor control.

(2) Information about division of liquor control requirements for permits as well as the necessary applications forms can be obtained from the director.

(3) Departments, registered campus organizations, and approved users sponsoring events at which alcoholic beverages will be sold are responsible for submitting the necessary application forms to the division of liquor control and for paying the required fees. Division of liquor control applications must include the signatures of the director and the chief of the Ohio university police department.

(4) The sale of alcoholic beverages at events held in Baker university center, Templeton-Blackburn memorial auditorium, Shively dining hall, Walter hall, and Nelson commons must be conducted under the division of liquor control permits held by the university.

(5) The sale of alcoholic beverages at events held in Peden stadium and the convocation center must be conducted under the division of liquor control permits held by the university or by a contracted third-party concessions vendor.

(1) Any individual who is legally permitted to consume alcoholic beverages may do so responsibly in the privacy of his or her own room or the room of another person of legal age.

(2) Use of alcoholic beverages is not permitted in the lounges, mods, and public areas of the residence halls.

(D) Fraternity or sorority housing

(1) Any individual who is legally permitted to consume alcoholic beverages may do so responsibly in the privacy of his or her own room within a fraternity or sorority chapter facility or in the room of another person who is at least twenty-one years of age.

(2) Use of alcoholic beverages is not permitted in the common areas of the fraternity or sorority chapter facilities or on the property of fraternity or sorority chapter facilities.

(E) Alcoholic beverages related to Ohio athletics and sporting events

(1) Any sale or use of alcoholic beverages related to "tailgating" activities will be allowed only in designated areas. This area must be limited and maintained while alcoholic beverages are being served; this includes controlled access and proper signage in and outside of the controlled area.

(2) This activity will be conducted under the auspices of a F or F2 permit issued to the university for this purpose.

(F) Violations

(1) University employees who violate this policy or state or local laws governing alcoholic beverage sale or consumption are subject to discipline.

(2) Students or student organizations that violate this policy or state or local laws governing alcoholic beverages sale or consumption may be referred to the office of community standards and student responsibility.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/24-001

Last updated August 24, 2026 at 3:25 PM

History

Effective: May 3, 2019
Promulgated Under: 111.15

Ohio Adm.Code 3337-24-20 Use of Templeton-Blackburn alumni memorial auditorium.

(A) Overview

This policy provides for the consistent allocation of space and time among the various competing uses of Templeton-Blackburn alumni memorial auditorium.

Templeton-Blackburn alumni memorial auditorium, includes the main auditorium and stage, as well as the other interior spaces of the facility, including the Chaddock-Morrow lounge, the east and north main lobbies, and the north mezzanine.

The purpose of Templeton-Blackburn alumni memorial auditorium is to host programming that enhances the educational and cultural objectives of Ohio university and the southeastern Ohio communities.

(B) Policy cross-reference

Policy 01.025 provides an umbrella policy for all facilities usage. Issues not addressed in this policy may be addressed there. For the purposes of policy 01.025, Templeton-Blackburn alumni memorial auditorium is an auxiliary facility.

Policy 01.044 applies to the use of the west portico. This policy applies to the interior spaces of the Templeton-Blackburn alumni memorial auditorium.

Event services shall be responsible for the scheduling, supervision, facilitation, and administration of all programs, classes, and events scheduled in Templeton-Blackburn alumni memorial auditorium.

(D) Use priorities

Please contact event services to schedule the auditorium. The auditorium will fall under the priority event scheduling process coordinated by event services and approved by president's cabinet. The following list is in order of decreasing priority:

(1) University special weekends (e.g., mom's, dad's, sib's, etc.)

(2) All contracted performing arts series programs

(3) College of fine arts concerts

(4) Major university programs (e.g., nursing pinning, HCOM white coat, etc.)

(5) Admissions major event programs

(6) Major student programming events

(7) All other departments and colleges

(E) Scheduling set-up and tear-down time

The performing arts series programs scheduled shall include the day prior and the day after the event to ensure proper setup, rehearsal, teardown and restore time. Other events may request additional setup/teardown time, subject to space availability. Certain programs may require additional days prior and subsequent to the public performance dates as deemed necessary by the production services area within event services. Other requests for additional days surrounding event days will be directed to the executive director of event services.

(F) Alternatives

The staff of event services reserves the right to recommend alternative spaces for user requests, and/or deny requests that are not appropriate depending on expected size of audiences, technical needs, scheduling concerns, and appropriateness of program in facility.

(G) Reservations

Reservations fall under the priority event scheduling process coordinated by event services and approved by the president's cabinet.

(H) Staffing

(1) All staffing, to include house manager, technical director, stage manager, ushers, and stage hands shall be in the quantity, and quality, deemed necessary by the event services staff for the protection and orderly maintenance of the facility and program. Security is determined by Ohio university police department.

(2) All events taking place within the facility are subject to custodial fees that will be assessed after the event and billed directly to the customer via a facilities work request.

(I) Ticket office

The ticket office will be operated solely by event services:

(1) All organizations or departments, charging admissions for a scheduled event, shall use the auditorium ticket office. There will be a four per cent surcharge on gross receipts. Night of event staffing costs will also be charged to sponsoring organization.

(2) A three and a half per cent charge card fee will be assessed on all applicable charge card purchases, in-person and online, and reimbursed by the sponsoring organization.

(3) All organizations or departments utilizing the auditorium ticket office shall have a university account for the deposit of all receipts unless prior authorization is approved by the executive director of event services.

(J) Cancellations

In the event of the cancellation of an event, the organization or department shall be responsible for all expenses incurred by the staff of event services prior to cancellation, including the associated costs of refunding of tickets if applicable.

(K) Concessions

(1) Events which include merchandise concessions shall either provide for the staffing of such concessions or be charged for staffing costs. There is a house fee of twenty per cent of gross sales for all merchandise concessions, unless otherwise determined by signed artist contract.

(2) No food or drink of any kind shall be sold or given away in the Templeton-Blackburn alumni memorial auditorium without the express approval of event services.

(L) Recording and photography

The use of cameras and recording devices shall not be permitted, unless approved by the event promoter, university communications and marketing, and event services.

(M) Advertising

Organizations or departments sponsoring an event must first receive clearance from event services, and the presenter (or his or her representative or agent), before posting any advertisements (print or electronic media), to assure all information is correct.

Last updated April 1, 2025 at 8:03 AM

History

Effective: April 1, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3337-24-30 Membership and use eligibility for campus recreation facilities.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/24-030.html

(A) Overview

This policy establishes membership and use eligibility for the campus recreation facilities located on Athens campus. These facilities consist of the Charles J. Ping student recreation center, aquatic center, Walter fieldhouse, Bird arena, golf course, tennis courts, disc golf course, driving range, competitive sport fields, and the challenge course.

The primary purpose for these facilities is to serve the educational and recreational needs of the students, faculty, and staff of Ohio university.

All campus recreation facilities are open to alumni and the community on a fee for service basis.

Ohio university reserves the right to refuse use of these facilities to any group sponsoring a function which does not meet the standards of Ohio university or which is determined to be detrimental to the academic, community, or state interests of this university.

Policy 01.025 provides an umbrella policy for all facilities usage. Issues not addressed in this policy may be addressed there.

(B) Membership eligibility

(1) Student eligibility:

(a) Undergraduate and graduate students: Current semester full-time and part-time Athens campus undergraduate and graduate students of Ohio university, are granted membership and access to the Charles J. Ping student recreation center, aquatic center, bird arena, Walter fieldhouse, competitive sports fields and the outdoor tennis courts. Ohio university identification card is required for access. Fees for service will be assessed for use of the golf course, indoor tennis courts, driving range and the challenge course.

(b) Regional, centers and extension campuses, and online students: Undergraduate and graduate students of Ohio university regional, centers and extension campuses and online students are eligible to purchase a membership or daily use pass to any recreation facility. Ohio university identification card is required for access.

(c) Non-enrolled students: Students who are not enrolled for the current semester but were enrolled the previous or are enrolled for the following semester are eligible to purchase a membership or daily use pass to any recreation facility. Ohio university identification card is required for access.

(2) Faculty and staff:

Current Ohio university Athens, regional, centers and extension campuses full-time, part-time or retired employees are eligible to purchase a membership or daily use pass to any recreation facility. Ohio university identification card is required for access.

(3) Other eligible individuals:

Alumni, community, spouse of Ohio university student, faculty or staff, and domestic partners as defined by Ohio university human resources http://www.ohio.edu/hr are eligible to purchase a membership or daily use pass to any recreation facility. Dependents (under the age of eighteen) of current members are also eligible for membership and daily use passes at an additional per person fee. When accessing and using the facilities, supervision and age restrictions may apply.

Memberships may be used during open recreation hours as established by each facility. Holiday and annual maintenance shutdowns are considered in the membership cost. Age restrictions to specific areas of the facility may apply. Visit the campus recreation website http://www.ohio.edu/recreation for more information on these topics or cal the campus recreation information line at 740-597-2732.

Ohio university students and departments have priority in the use of recreation facilities. The overall impact on facility utilization and operations by non-university members or guests will be reviewed on a regular basis to ensure that no undue conflicts arises in facility availability or conflicts with the core mission of Ohio university.

(D) Facility rentals

Facility or programmatic spaces are available for full or partial rentals, and may include services provided within the department of campus recreation. Ohio university students and departments have priority in the reservation and use of recreation facilities and programmatic spaces. Visit http://www.ohio.edu/recreation for reservation information and fees. All reservations must be approved by the department of campus recreation.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/24-030.html

History

Effective: May 17, 2019
Promulgated Under: 111.15

Chapter 3337-25 Requirements for Housing Residency

Ohio Adm.Code 3337-25-30 Housing residency requirement.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/25-030.html

(A) Overview

The Ohio university department of housing and residence life provides Athens campus students with a safe and comfortable place to live and thrive in a vibrant educational community. Ohio university requires all Athens campus first- and second-year students who have fewer than six quarters or four semesters comprised of fall and spring attending any institution of higher education after high school graduation (or an equivalent combination, such as three quarters and two semesters) to reside in university-sanctioned housing and carry an associated mandatory meal plan. The purpose of this policy is to define the cohort of students who are required to reside on campus and those students who are eligible to reside off campus.

(B) On-campus residency requirement

For the purposes of this policy, a first-year student is defined as a new incoming student who has not attended an institution of higher education after high school graduation. A second-year student is defined as a student who can demonstrate three quarters or two semesters comprised of fall and spring (or an equivalent combination, such as two quarters and one semester) attending an institution after high school graduation. Second-year students include returning current students, transfer students, and students relocating from a regional campus to the Athens campus; all are required to reside on campus unless they meet one or more of the criteria specified in paragraph (C) of this policy.

In the event that the defined student's permanent address is outside of the approved commuting distance, the student is required to reside on campus and complete a housing application.

(1) Commuter students

For purpose of this policy, a commuter student is defined as a first- or second-year student who is requesting an exemption from the residency requirement to reside with a parent or legal guardian at a permanent residence within the approved maximum commuting distance.

Students who are eligible to obtain commuter status by residing with a parent or legal guardian at a permanent residence must submit an online commuter application, as appropriate, for review and approval. Final decisions for approval will include a review of all address information submitted by the student.

The changes in requirements and specific details for commuter eligibility, including the approved maximum distance, will be decided and published by December first, to take effect the following academic year.

(2) Approved exempted students

Any student wishing to be exempted from university housing or meal plan and who is not considered a commuter student must meet at least one of the criteria listed in this policy and submit a "housing exemption/termination request form" for review and approval. Information regarding the exemption process can be found by visiting the housing and residence life website.

Those seeking an exemption must meet one or more of the following criteria, subject to validation:

(a) Student is enrolled part-time (according to the undergraduate catalog for the academic year in question).

(b) Student participates in a fraternity or sorority (greek housing). Subject to verification and approval from the office of fraternity and sorority life, after the end of spring semester. The exemption is for approval for second-year students to reside in a recognized fraternity or sorority house and is revocable (e.g., not meeting fire code, community standards violation, GPA requirement, etc). Revocation may be immediate or delayed, as determined by the university.

(d) Student is married, a parent, or in a domestic partnership that meets the criteria specified in policy 40.013. Submit a copy of marriage license, child's birth certificate, or "affidavit of domestic partnership."

(e) Student is enrolled for summer session to substitute for a previous fall or spring semester term not attended. The student must submit an exemption request for the subsequent fall and provide proof of completion for summer.

(f) Student is twenty-one years of age or older prior to first term enrolled.

(g) Student or university can demonstrate other acceptable extenuating circumstances as approved by the exemption review committee.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/25-030.html

Last updated April 1, 2025 at 8:03 AM

History

Effective: April 1, 2025
Promulgated Under: 111.15

Chapter 3337-37 The Naming of University Assets and the Formation of Alumni Organizations

Ohio Adm.Code 3337-37-10 Naming university assets.

The version of this ru;e that includes live links to associated resources is online at https://www.ohio.edu/policy/37-010

(A) Definitions

(1) As used in this policy, "University Assets" shall mean:

(a) Buildings owned, leased or controlled by the university;

(b) Exterior spaces and roads on property owned by the university;

(2) "Contributions" shall mean gifts of money or real or personal property or a promise of such gifts in the future as documented in a gift agreement.

(3) "Gifts-in-kind" shall mean non-cash donations of materials or long-lived assets as well as donations of real and personal property. Gifts-in-kind may be considered to be contributions for naming purposes but only upon the express written approval of the president upon recommendation of the vice president for university advancement and the vice president for finance and administration.

(B) Naming procedure

(1) Names assigned to university assets in recognition of the outstanding service or merit of an individual or entity must be approved by the university board of trustees upon recommendation of the president after appropriate consultation.

(2) Names assigned to university assets in recognition of contributions must be approved by the board of trustees upon recommendation from the president, subject to the following conditions.

(a) The contribution must conform to the minimum gift level for the type of recognition in question, as established by the division of advancement and the Ohio university foundation board of trustees.

(b) Naming in recognition of a contribution shall occur only after the contribution is received in full unless express written approval is obtained from the president after consultation with the vice president for university advancement and the vice president for finance and administration.

(c) The construction or renovation of a named university asset must be approved in accordance with established university procedures.

(d) The university board of trustees may, within its sole discretion and after consultation with the president and the vice president for university advancement, revoke its approval of the name of a university asset if it determines that the individual or entity whose contribution is recognized has engaged in an act or omission that reflects negatively on the perception or reputation of the university. The foundation board shall also be consulted if the contribution was made to the foundation.

(3) If a university asset named either in recognition of service, merit, or contribution, must be removed or substantially renovated because of obsolescence or to serve the financial or programmatic needs of the university, the name may not be transferred to a replacement or successor asset.

(4) Names in recognition of contributions may be assigned to programmatic endowments, scholarships, spaces within buildings and other types of institutional support consistent with division of advancement policy.

(a) The vice president for university advancement may approve the naming of programmatic endowments, scholarships, and other types of institutional support after consultation with the executive vice president and provost and the affected dean, chair or director.

(b) The president may approve the naming of spaces within buildings on the recommendation of the vice president for university advancement after consultation with the executive vice president and provost and the affected dean, chair or director.

(c) The president, after consultation with the executive vice president and provost, the vice president for university advancement and the affected vice president, dean, chair or director, may revoke approval of the name of a programmatic endowment, scholarship, space within a building or other type of institutional support if he or she determines that the individual or entity whose contribution is recognized has engaged in an act or omission that reflects negatively on the perception or reputation of the university. The foundation board shall also be consulted if the contribution was made to the university foundation.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/37-010

History

Effective: June 15, 2019
Promulgated Under: 111.15

Ohio Adm.Code 3337-37-20 Formation of alumni organizations and sponsorship of alumni activities.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/37-020

(A) Purpose

To provide colleges, schools, departments, sanctioned student organizations and interest groups, and alumni at-large with policies and implementation procedures for establishing alumni organizations and for sponsoring alumni activities with the primary purpose of promoting the mission and purpose of Ohio university.

(B) Policy

Ohio university officially recognizes only one alumni association. The Ohio university alumni association in accordance with its bylaws and directives must charter all alumni organizations, clubs, groups, societies or corporate partners. Failure to conform to the following procedures can result in the revocation of the group's charter.

(1) Establishment of alumni organizations

(a) The Ohio university alumni association, the official alumni association of the institution, grants charters to alumni groups. These groups may represent colleges, schools, departments, groups based on interests or affiliations, corporate entities or organizations, or be based on a geographic location where critical masses of alumni reside. The alumni association recommends the designation "Society of Alumni and Friends" for university entities (i.e., college, school, department or interest group organizations); "Chapter" for geographically based organizations; and "Partner" for groups based on corporate or other programmatic affiliation. The term "association" may not be used for an alumni constituent group's designation.

(b) The assistant vice president for alumni relations at Ohio university, or his or her designee, shall be contacted about procedures for establishing constituent alumni groups. The bylaws of the Ohio university alumni association define the procedures for establishment of such organizations. Adherence to these procedures is required of all groups desiring to form alumni organizations. The procedures outline the requirements pertaining to membership and administrative policy for these organizations.

(2) Sponsorship of alumni activities

(a) Role of the office of alumni relations

The office of alumni relations will assist university units planning or sponsoring alumni activities on campus.

(b) Communications

The office of alumni relations, which coordinates all alumni association programs, must be consulted in advance of all planned alumni activities sponsored by colleges, schools, and departments of the institution. Announcements of alumni activities and programs must first be reviewed and approved with the office of alumni relations to ensure that no scheduling conflicts occur, and advancement communication and marketing to ensure that style and brand guidelines are met.

All communications from the alumni organizations, including minutes of meetings, announcements of events, agendas, newsletters, flyers, and web pages must be reviewed on a regular basis with the office of alumni relations and advancement communication and marketing staff. Official publications must state that the organization is officially chartered by, recognized by, and affiliated with the Ohio university alumni association. (Please refer to policy 31.010, "Publication of Periodicals Distributed to Off-Campus Audiences," for procedures concerning periodicals and newsletters distributed off campus.)

Advancement services will assist units and departments by providing convenient, timely retrieval of information, including online access and the generation of mailing lists for delivery to the Ohio university mailroom (or other approved mail house or vendor), and the generation of email lists for use by advancement communication and marketing (ACM) on behalf of units and departments, as needed.

ACM provides broadcast email services to Ohio staff and alumni volunteers.

Advancement services does not provide postal or email mailing list files (e.g. .csv or .xlsx files) to units, departments or other partners.

Alumni groups, colleges, units and departments needing support in connecting with alumni and friends should contact their Ohio alumni association liaison by phone at 740-597-4300 or by e-mail at alumni@ohio.edu.

(d) Fund raising

Alumni organizations must consult the office of development if they plan to conduct fund-raising projects. (Please refer to policy 37.001, "Fund Raising from Private Sources.") Likewise, any alumni organization that desires to charge dues must first consult the office of alumni relations.

(e) Logo design

The Ohio university alumni association utilizes the official university logo, an official associate brand logo, and/or an accompanying Ohio alumni association mark. One of these logos must be a component of all printed materials of alumni organizations, and must be a component of the home page of any alumni organization's web site.

(f) Services

The Ohio university alumni association sponsors a number of special membership service programs for all alumni. These include an alumni travel program, life and health insurance, a merchandising program, credit card program, and web services program. Alumni organizations are not permitted to sponsor special service programs without prior approval of the assistant vice president, alumni relations.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/37-020

History

Effective: December 15, 2019
Promulgated Under: 111.15

Ohio Adm.Code 3337-37-30 Alumni records.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/37-030

(A) Purpose

The purpose of this policy is to ensure that consistent, accurate information about alumni is readily available to all appropriate constituencies within the university in a timely fashion. Our alumni should not have to provide the university with information more than one time, and their requests for restrictions on use of the information must be respected. This policy supports Ohio's compliance with the CAN-SPAM Act, a law that sets rules for commercial email, establishes requirements for commercial messages, and gives recipients the right to have you stop emailing them.

(B) Policy

Advancement services, in the division of university advancement, will maintain a centralized database of official alumni records. Advancement services will ensure that disaster-recovery plans are in place, including routinely storing a backup copy of the centralized database files in a non-adjacent building.

ACM provides broadcast email services to Ohio staff and alumni volunteers.

Advancement services does not provide postal or email mailing list files (e.g. .csv or .xlsx files) to units, departments or other partners.

Colleges, units, and departments are not to maintain separate, "shadow" databases of biographical (including mail and email addresses) and gift data on Ohio university alumni, in either electronic or hardcopy format. They may keep, and use internally, temporary working copies of information generated directly from the central database.

(1) General

All departments needing access to alumni and donor information should contact advancement services, by campus mail, or by e-mail to advinfo@ohio.edu. Broadcast email services can be requested online at https://www.ohio.edu/alumni/email/.

Units and departments needing postal mail lists or other support in connecting with alumni and friends should contact their Ohio alumni association liaison by phone at 740-597-4300 or by e-mail at alumni@ohio.edu.

(2) Data

Departments will work with advancement services to incorporate all alumni information that they receive into the central alumni records database. Departments will identify to advancement services the reports and data needed to support departmental activities.

(3) Updates

Individual colleges, units, and departments should refer all alumni who desire to make their own address changes or biographical updates via the web to the alumni relations web site, accessible through http://www.ohio.edu/alumni/. All other updates of information about alumni, including but not limited to, biographical updates, address changes, and employment information, that come to the attention of university employees should be promptly brought to advancement services' attention:

(a) Information from hardcopy notes is to be forwarded through campus mail.

(b) Information from e-mail and telephone messages is to be forwarded by e-mail to advinfo@ohio.edu.

(4) Transition process

This subsection describes the transition process for departments that had been maintaining shadow databases prior to this policy first becoming effective. This subsection will be removed in a future revision of this policy, after all the existing shadow databases have been permanently retired.

(a) Departments will identify and share with university advancement all shadow databases. University advancement will work closely with departments to understand the purpose and use of the data so that a prioritization for conversion of the various databases may be established.

(b) University advancement will incorporate those lists in the alumni database.

(c) University advancement will identify and develop appropriate formats for lists and reports to meet the needs of the various divisions and departments.

(d) The length of time necessary to complete this process will depend on the quality and size of the databases. University advancement will provide a time estimate to each department. University advancement expects that full implementation will take approximately eighteen months.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/37-030

History

Effective: December 15, 2019
Promulgated Under: 111.15

Chapter 3337-40 Policies on Discrimination and Benefits

Ohio Adm.Code 3337-40-01 Nondiscrimination in education and employment.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/40-001.html

(A) Overview

This policy sets forth the expectations and responsibilities for maintaining a safe educational and employment environment free of discrimination, harassment, and intimidation. Accordingly, Ohio university prohibits discrimination and harassment against any person in employment or educational opportunities because they are a member or perceived to be a member of a protected class. The following are "protected classes": age, ancestry, color, disability, ethnicity, gender, gender identity or expression, genetic information, military service or veteran status, national origin, pregnancy, race, religion, sex, sexual orientation, status as a parent or foster parent, or any other bases under the law.

Further in accordance with section 3320.05 of the Revised Code, Ohio university prohibits intimidation by reason of race, color, religion, or national origin.

Members of the Ohio university community may not retaliate against a person who has made a protected disclosure under this policy.

(B) Basis for policy

The federal and state laws and regulations that form the basis for this policy are listed on the office of equity and civil rights compliance's website at https://www.ohio.edu/equity-civil-rights/non-discrimination-policies-and-regulations.

These expectations apply to all members of the Ohio university community, which includes, but is not limited to, students, student organizations and student groups, faculty, administrators, staff, trustees, and officers, and third parties such as agents, vendors, guests, visitors, volunteers, and campers. Pursuant to section 3345.023 of the Revised Code, a religious student group may require that its leaders or members adhere to its sincerely held religious beliefs or student standards of conduct.

This policy applies to Ohio university's education programs and activities (defined as locations, events, or circumstances, including employment, where the university exercises substantial control). This includes but is not limited to property owned or controlled by the university, regional campuses, online programs, and university-sponsored events, activities, and travel. This policy also applies to buildings owned or controlled by student organizations recognized by Ohio university and other circumstances where the university has disciplinary authority.

This policy may also apply to conduct outside of Ohio university's education program and activities, including off-campus or online conduct, when the conduct contributes to a hostile environment within the university's education program or activities.

(D) Limitations of scope

Nothing in this policy shall be construed to diminish or infringe upon any right protected under the First Amendment of the U.S. Constitution; Article I, sections 3 and 11 of the Ohio Constitution; or noncommercial expressive activity as defined in section 3345.0212 of the Revised Code or university policy 01.041.

(E) Prohibited conduct

The following definitions will be used to determine whether particular conduct constitutes a violation of this policy.

(1) Discrimination

Discrimination occurs when an adverse action is taken by a university community member against another university community member with respect to employment or participation in an education program or activity and the adverse action is based on the person's protected class. Discrimination also includes failure to provide reasonable accommodations as required by law or policy for disability, pregnancy, or religion. Discrimination can take two primary forms: disparate treatment discrimination and disparate impact discrimination.

(a) Disparate treatment discrimination is any intentional differential treatment of a person that is based on that person's protected class and excludes the person from participation in, denies the person benefits of, or otherwise adversely affects a term or condition of a person's participation in a university program or activity, including employment.

(b) Disparate impact discrimination occurs when university policies or practices that appear to be neutral unintentionally result in disproportionate impact on a member of a protected class. Disparate impact discrimination excludes a person from participation in, denies a person benefits of, or otherwise adversely affects a term or condition of a person's participation in a university program or activity, including employment.

(2) Harassment

Harassment is defined as unwelcome verbal or physical conduct that is directed toward a person or a group of persons on the basis of any protected class listed in part (A) of this policy that, based on the totality of the circumstances, is subjectively and objectively offensive and so severe or persuasive that it:

(a) In the educational context, denies or limits a person's participation in or full benefit of educational programs, activities, or opportunities at Ohio university; or

(b) In the employment context, unreasonably interferes with a person's work performance or creates a work environment that a reasonable person would consider intimidating, hostile, or abusive or where enduring the offensive conduct becomes a condition of continued employment.

(3) Intimidation

Intimidation is defined as aggravated menacing (as defined by section 2903.21 of the Revised Code), menacing (as defined by section 2903.22 of the Revised Code), criminal damaging or endangering (as defined by section 2909.06 of the Revised Code), criminal mischief (as defined by section 2909.07 of the Revised Code), or telecommunications harassment (as defined by section 2917.21 of the Revised Code) by Ohio university faculty, staff, or students by reason of the race, color, religion, or national origin of another person or group of persons.

(4) Sexual misconduct

Ohio university's policy on sexual misconduct, including sexual harassment, is set forth in policy 03.004.

(5) Retaliation

(a) Reporting suspected discriminatory, harassing, or intimidating conduct to a supervisor or appropriate university official;

(b) Filing a complaint under federal or state law or university policy that prohibits discrimination, harassment, or intimidation;

(d) Opposing educational or employment practices that the person reasonably believes discriminate against persons or groups of people in violation of university policies.

Members of the Ohio university community may not directly or indirectly use or attempt to use the official authority or influence of their positions or offices to interfere with a person's right to make a protected disclosure to the person's immediate supervisor, other appropriate administrator or supervisor within the operating unit, or other appropriate university official about matters within the scope of this policy.

(F) Policy application

(1) Responsibility

All members of the university community are responsible for creating and maintaining an employment and educational environment that is free of discrimination, harassment, and intimidation. The president of the university has delegated the responsibility of overseeing the university's compliance with this policy to the director of equity and civil rights compliance. The office of equity and civil rights compliance ("ECRC") is responsible for investigating all complaints brought under this policy.

(2) Right to file a complaint

Any member of the university community may file a complaint with ECRC if they believe they have been discriminated against or harassed on the basis of any status protected by federal or state law or university policy (listed in paragraph (A) of this policy). In accordance with section 3320.05 of the Revised Code, any student who has been subjected to intimidation because of their race, color, religion, or national origin, may file a complaint with the ECRC. Any person who believes they have been retaliated against for a protected disclosure under this policy may report to the ECRC. Third parties may file a complaint on behalf of a person they believe has been adversely affected by conduct violating this policy.

(3) Reporting expectations

All university employees (except those professionals who maintain privilege pursuant to licensing or statutory requirements, when acting in their capacity as such) are expected to immediately report violations of this policy to ECRC if they receive a complaint or violation or observe or learn of conduct that is reasonably believed to have violated this policy. Graduate assistants and student employees are expected to report violations of this policy if they become aware of the violations in the course of their duties and those duties include responsibility for the safety and wellbeing of other members of the campus community or if they have supervisory, evaluative, grading, or advisory responsibility over other members of the campus community.

In addition to the expectation to report identified in the prior paragraph, in some circumstances there is also a duty to report all allegations of criminal conduct to law enforcement. Section 2921.22 of the Revised Code requires every person who knows that a felony has been or is being committed to report it to law enforcement. Knowingly failing to make a report is a criminal offense. If any person suspects or knows of criminal activity occurring on university property, they should call the Ohio university police department (OUPD) at (740) 593-1911 (in an emergency call 911 immediately). Incidents that occur off campus or at a regional campus should be reported to local law enforcement.

(4) Where to report

Reporters may use either of the options below to submit a complaint about an alleged violation of this policy by an Ohio university community member. Reports may be submitted regarding any alleged violation.

(a) Report online by clicking on submit a report at https://www.ohio.edu/equity-civil-rights. Reports submitted online are routed immediately to the director of equity and civil rights compliance (ECRC)

(b) File a report with ECRC by mail, phone, or email. A report may be submitted at any time (including during non-business hours) using the contact information below. Reports may also be made in person at ECRC on business days when a staff member is available.

"Equity and Civil Rights Compliance

006 Lindley Hall

Ohio University

Athens, OH 45701

(740) 593-9140 (phone)

equity@ohio.edu

Inquiries and complaints may be made externally to:

Office for Civil Rights (OCR)

U.S. Department of Education

400 Maryland Avenue, SW

Washington, D.C. 20202-1100

Customer Service Hotline: (800) 421-3481

Fax: (202) 453-2172

TDD: (877) 521-2172

Email: OCR@ed.gov

Web: http://ed.gov/ocr

Inquiries and complaints involving employees may be made externally to:

Equal Employment Opportunity Commission (EEOC)

Cleveland Field Office

Anthony J. Celebrezze Federal Building

1240 E. 9th Street, Suite 3001

Cleveland, OH 44199

Phone: (800) 669-4000"

(5) Cooperation with investigation

A reporting party is expected to actively provide information supporting their report in the time and manner deemed necessary and appropriate by the university to conduct the investigation. Failure to cooperate with the investigation process in a timely manner may compromise the university's ability to conduct an investigation and address allegations fully. All employees and students are expected to participate and cooperate with investigations as requested by ECRC.

(6) Privacy

Every effort is made to preserve the privacy of reports and the identities of those involved in investigations. This information will not be shared except as necessary to carry out the purposes of this policy, as required by law, or as permitted by the Family Educational Rights and Privacy Act (FERPA).

Ohio university employees may be provided with information related to reports so they can respond to them and/or assist in their assessment, investigation, and resolution. Ohio university reserves the right to determine which officials have a legitimate educational interest in being informed about incidents under this policy, pursuant to FERPA.

When an investigation is undertaken, the complainant's identity and the allegations made in the report are generally disclosed to the respondent. Further, the parties and their support people have the opportunity to review the evidence that will be utilized in making a determination.

If a report contains sufficiently detailed information about conduct that may constitute a felony, the matter will be reported to law enforcement, as discussed in paragraph (F)(3) of this policy. When required by the Clery Act, the Ohio university police department will be provided information regarding the report so they can maintain the campus crime log and assess if a timely warning should be issued to the campus.

(7) Anonymous complaints

Anonymous complaints will be accepted; however, Ohio university may be limited in its ability to investigate or resolve anonymous complaints because our ability to obtain additional information may be compromised.

If the anonymous complaint contains sufficiently detailed information about conduct that may constitute a crime, ECRC will notify the Ohio university police department. If the anonymous complaint contains sufficiently detailed information about conduct that may violate this policy, ECRC will exercise due diligence to address the reported concerns identified with affected individuals and, where appropriate, planning units.

(8) Student conduct

A violation of university policy 40.001: Nondiscrimination in Education and Employment by a student, student organization, or student group may also violate the student code of conduct. Further, allegations of other conduct prohibited by the student code of conduct may be investigated and adjudicated through the university policy 40.001 (grievance process) in conjuction with violations of university policy 40.001.

(G) Investigation process

ECRC will review all reports of discrimination, harassment, and intimidation in accordance with the university policy 40.001 (grievance process) (linked from the references part of this policy.

The standard of evidence applied to determine responsibility for violation of this policy is the preponderance of the evidence, meaning that the statements and information presented in the matter must indicate to a reasonable person that it is more likely than not that there has been a violation of the policy.

Appropriate sanctions and/or remedies will be determined and implemented when a violation is found. For a student respondent, sanctions may include reprimand, disciplinary probation, suspension, and expulsion. These sanctions may also be imposed on a student organization or group. For an employee respondent, sanctions may include censure, reprimand, suspension without pay, demotion and/or loss of tenure, and dismissal/termination of employment. Sanctions take into account prior disciplinary history, if any.

In conjunction with a sanction, a respondent found in violation of this policy may be assigned conditions of sanction, including but not limited to access restriction, revocation of rights and privileges, housing or worksite reassignment, educational activities, etc.

Remedies are designed to restore and ensure a safe educational and/or employment environment free of discrimination, harassment, and intimidation for the complainant.

As appropriate, the parties may be provided with the option to resolve the reported matter through informal resolution, also detailed in the university policy 40.001 (grievance process).

(H) Community education

All Ohio university administrators, faculty, and staff must receive training on this policy. The training will include information about protected classes and the prohibition on discrimination, harassment, and intimidation. The training will also include information about how to respond to hate incidents (harassment and intimidation, as defined in this policy) at the time they occur in a class or event held at Ohio university.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/40-001.html

Last updated August 24, 2026 at 3:25 PM

History

Effective: April 2, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-03 Reasonable accommodations of sincerely held religious beliefs and practices.

(A) A student may be absent for up to three days each academic semester to take holidays for reasons of faith or religious or spiritual belief system or participate in organized activities conducted under the auspicies of a religious denomination, church, or other religious or spiritual organization. There shall be no academic penalty as a result of a student being absent as permitted in this policy.

(B) Students shall be provided with alternative accomodations with regard to examinations and other academic requirments missed due to an absence described in paragraph (A) of this policy, if both of the following apply:

(1) The student's sincerely held religious belief or practice severely affects the student's ability to take an examination or meet an academic requirement.

(2) The student provides the instructor with written notice of the specific dates for which the student requires alternative accomodations not later than fourteen days after the first day of instruction in a particular course.

(C) An instructor shall accept without question the sincerity of a student's religious or spiritual belief system. An instructor shall keep requests for alternative accomodations confidential. An instructor shall schedule a time and date for an alternative examination, which may be before or after the time and date the examination or other academic requirement was originally scheduled but shall not do so without prejudicial effect.

(D) Instructors are required to include in each course syllabus a statement regarding this policy. The statement shall include both of the following:

(1) A description of the general procedure for requesting accomodations;

(2) Contact information for an individual whom a student may contact for more information about this policy.

(E) The office of equity and civil rights compliance ("ECRC") is responsible for investigating all complaints of discrimination and harassment that are based on any status protected by federal or state law, or university policy and complaints of retaliation as it relates to this policy.

Students may notify equity and civil rights compliance of any grievance with regard to the implementation of this policy by filing a report at www.ohio.edu/equity-civil-rights or by contacting the director by phone or email:

Kerri Griffin, director and Title IX coordinator

Equity and civil rights compliance

Lindley hall, 006

740.593.9140

Equity@ohio.edu

(F) This policy must be posted prominently on the "OHIO" webpage. Likewise, "OHIO" will publish a nonexhaustive list of major religious holidays or festivals for the next two academic years. However, the list may not be used to deny accommodation to a student for a holiday or festival of the student's faith or religious or spiritual belief system that does not appear on the list.

Last updated July 15, 2025 at 8:44 AM

History

Effective: December 3, 2024
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-05 Performance management for administrators.

(A) General policy statement

Performance management activities should promote and support the institution's commitment to developing and retaining high-performing, diverse workforce critical to supporting Ohio university's mission and initiatives. University human resources ("UHR") manages official guidelines, procedures, timelines and tools to ensure a consistent and effective approach to performance management across the institution.

(B) Program objectives

Ohio university will maintain a performance management program that:

(1) Facilitates alignment of institutional goals and priorities with individual contributions of employees.

(2) Enables supervisors to set expectations for employees in a collaborative manner.

(3) Provides an effective framework for ongoing, useful feedback and coaching.

(4) Ensures employees are provided formal feedback about their performance at least annually.

(5) Provides objective and consistent methodologies for measuring performance facilitating the university's merit-based compensation practices.

(6) Promotes the professional growth and development of employees in support of more effective performance and succession planning.

Supervisors shall establish and record annual performance goals and expectations with their direct reports as early as possible in the performance cycle or when directed by their department or planning unit. Before the end of the performance cycle, supervisors, including temporary or interim supervisors, shall complete a formal year-end evaluation. Excluding executive level positions, all evaluations shall be reviewed and signed by the supervisor and the second level supervisor or designee as specified in operational guidelines.

Supervisors should refer to https://www.ohio.edu/hr/performance/ for specific forms, guidelines, tools, and other resources to be used in the performance management process.

Non-compliance will be escalated to achieve compliance.

Performance evaluations are not grievable. Employees may submit additional comments to be included in their personnel file with their completed evaluations. Employees that feel that their evaluation is a violation of policy 40.001 "Equal Employment and Educational Opportunity," should contact the office of equity and civil rights compliance.

Last updated September 28, 2022 at 8:41 AM

History

Effective: September 28, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-07 Public records requests.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/40-007.html

(A) Scope and overview

This policy serves to ensure compliance with the Ohio Public Records Act, section 149.43 of the Revised Code, and to facilitate the public's access to the university's public records.

University records are organized and maintained in accordance with the university's records retention schedules.

All university employees have a duty to assist with the university's public records process to ensure the timely production of public records. Any university employee who receives a public records request is required to immediately notify the public records compliance coordinator and, if the request is in writing, forward it to the public records compliance coordinator. As further described in this policy, the Ohio university police department (OUPD) may receive public records requests for law enforcement records.

(B) Definitions

(1) "Record": A document in any format- paper, electronic (including university e-mail), created, received by, or coming under the jurisdiction of the university that documents the organization, functions, policies, decisions, procedures, operations, or other activities of the university. Electronic records include emails, texts, voicemails. social media, and other forms of communication technology.

(2) "Public record": A "record" kept by the university when a public records request is made, subject to applicable exemptions from disclosure under Ohio or federal law. Public records do not include, student education records, attorney-client privileged records, an individual's personal notes, confidential law enforcement and investigatory records, intellectual property records, donor profile records, and other record exceptions described in division (A)(1) of section 149.32 of the Revised Code.

The office of legal affairs is the designated university office to receive and review requests for Ohio university's public records and public records of the Ohio university foundation. OUPD may receive, review, and respond to requests for law enforcement records, such as traffic crash reports, incident reports, and other public law enforcement records.

An employee in the office of legal affairs will serve as the university's public records compliance coordinator, whose responsibilities include coordinating and tracking the university's response. OUPD will have a designated employee to manage the department's public records requests and serve as a liaison with the university's public record compliance coordinator.

(D) Public records request process

Public records requests may be made in person, by phone, or in writing. The most expedient method is to submit a public records request in writing via e-mail to the public records compliance coordinator at legalaffairs@ohio.edu or via the electronic public records request form.

Requests may also be made to the office of university communications and marketing media@ohio.edu.

Information for making a request by other means, including phone and in person, is available on the university's public records web page at https://www.ohio.edu/legal/public-records-requests.

(1) Responsive timeframe

The university strives, to promptly produce public records for the inspection and, within a reasonable period of time, provide copies of requested public records to the requester, as directed by Ohio law. "Prompt" and "reasonable" take into account the breadth and clarity of the request, volume of records requested, location of the records, medium in which the records are stored, and necessity of a legal review and redaction. In cases where responsive records are voluminous and production would take a substantial amount of time, the production would take a substantial amount of of time, the production may occur in stages until the response is complete.

(2) Records request content

A public records request may only be made for existing records. Although no particular language is required, the request must be specific enough for the university to reasonably identify the records being sought.

Requesters are encouraged, although not obligated, to make public records requests in writing. Requesters are not required to reveal their identity or the purpose of their request, although the university may ask them to do so if such infomation could be helpful in identifying the records being sought.

(3) Denial and redaction of records

A request for information is not considered a proper public records request and may be denied. The university is under no obligation to create a record if no responsive record exists or cannot be reasonably identified. In some circumstances, the university may, at its discretion, respond by compiling and providing information in writing (creating a record) when deemed practical.

The university may also deny ambiguous or overly broad requests and those that otherwise lack sufficient clarity to allow for reasonable identification of the public records being sought. In such cases, the requester will be afforded an opportunity to revise the request. Although not required, providing the purpose of the request, may help the university identify the records being sought.

All records retrieved in response to a public records request are subject to legal review. If the university withholds, redacts, or otherwise denies requested records, in whole or in part, an explanation that includes legal authority will be provided. Any redaction will be made visible to the requester. If the requester disagrees or is dissatisfied with the university's response, the requester is encouraged to contact the office of legal affairs.

Redacting information within a record is permissible is required or authorized by law. Examples of permissible redactions include, social security numbers, student education records, intellectual property records, donor profile records, and confidential law enforcement records.

(E) Charge for copies and mailing costs

Under Ohio law, the university may charge for the actual costs associated with producing copies and delivery. There is no charge for university employees' time to process the request. Nor is there a charge for an electronic copy of records created and maintained in electronic form. The university may require charges to be paid in advance.

(F) Personnel files

When a public records request is made for an employee's personnel file, the university will, to the extent practicable, notify the employee that their personnel records have been requested and, if known, the requestor's identity.

(G) Related policies and other resources

The following resources should be consulted as appropriate:

(1) Policy 12.020

(2) Policy 93.002

(3) The public may access the Ohio attorney general's website under the publications section for a complete manual on "Ohio's Sunshine Laws."

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/40-007.html

Last updated April 1, 2025 at 8:04 AM

History

Effective: April 1, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-11 Employee recognition awards.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/40-011.html

(A) Overview

This policy contains guidelines for providing employee awards as incentives or as recognition of an employee's one-time, exceptional achievement. Rewards and recognition are used to improve performance, motivate employees, build confidence and increase employee retention. Departments may choose whether or not to develop a defined reward program. In absence of a defined reward program, units may give awards in recognition of extraordinary performance or achievement.

(B) Types of awards

(1) Defined reward program

These are documented reward programs developed, communicated, and implemented in consultation with the university human resources (UHR) compensation office. Defined reward program awards may be offered to provide incentives to measurably increase:

(a) Productivity (work quality and or quantity)

(b) Attendance

All such programs or events must be monitored for results, and the program, or event sponsorship, should be continued, adjusted, or terminated as indicated. To be renewed, on-going incentive programs or events must demonstrate measurable positive results within twelve months of inception or occurrence.

(2) Recognition of extraordinary performance or achievement

These are awards offered to provide after-the-fact reward for performance or achievement that is outside the bounds of what is ordinarily expected in the position, in these three areas:

(a) Successful cost savings suggestions or effort

(b) Successful one time project or accomplishment

(3) Not allowable

(a) Compensation for the permanent assignment of continuing departmental duties: compensation for continuing duties cannot be addressed through this recognition award policy. If an employee's duties have been permanently altered to include higher level duties, contact the university human resource compensation office, to determine if a position upgrade, or other compensation option, is indicated.

(b) Compensation for the temporary assignment of pre-existing departmental duties: compensation for a temporary assignment that is not related to a one-time-project, but instead involves temporarily doing higher level duties (e.g., to cover for an open position during a lengthy search), cannot be addressed through this policy. Contact the university human resource compensation office to determine if a temporary position upgrade, or other compensation option, is indicated.

(c) Compensation for extra hours or overload duties: Do not submit a request for an employee recognition award based on overtime worked for standard or additional duties performed. Contact the university human resource compensation office to learn about overtime, overload, and additional compensation options.

(d) Recognition of a holiday or personal event: employee awards cannot be given in recognition of a personal occasion or event (e.g., a birthday or a personal accomplishment) or a holiday (e.g., Christmas). See the finance division's "Gift-buying Guidelines" at https://www.ohio.edu/finance/customercare/faq.cfm for further details.

Award may be via cash or gift, according to the "Employee Recognition Award Guidelines."

(D) Dollar amount considerations

(1) Maximum

Awards may not exceed a total of three thousand dollars (gross) in value, per employee, per fiscal year, unless specifically requested by the department with supporting documentation to be reviewed by the UHR compensation office. Awards over three thousand dollars (gross) in value will be submitted to the president, the vice president for finance and administration, the vice president for student affairs, the vice president university advancement, or the executive vice president and provost for approval.

(2) Taxability issues

Cash awards are always taxable and are required to be reported on employees' W2 forms. Gifts to employees are also taxable, with the exception of retirement gifts meeting value and other requirements. Please contact the tax compliance section of finance for advice.

(3) All awards

All employee award purchases, regardless of dollar amount, must have a business purpose, and are subject to the policy restrictions listed in this policy, and to all university purchasing and expense policies.

(E) Eligibility

All university employees are eligible for awards as described in this policy, including student employees.

(F) Authorizations and audits

The "Recognition Form Appendix A" and the "Employee Awards Request Form" (EARF) require authorization by the direct supervisor and the planning unit head, and are then forwarded to the UHR compensation office, for approval and submission to payroll for processing. Requests will be audited by university human resources. Requests not in compliance with this policy will not be processed for payment. All employee recognition awards, programs, or events are subject to audit, at any time, by university human resources, the finance division, the internal audit office, or external auditors from the state or federal government.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/40-011.html

History

Effective: June 26, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-13 Domestic partner benefits.

The version of this rule that includes live links to associated resources is online at

http://www.ohio.edu/policy/40-013.html

(A) Overview

This policy provides for the participation of unmarried domestic partners and children of unmarried domestic partners in Ohio university benefits.

Two individuals legally married in one of the fifty states, the District of Columbia, a US territory, or a foreign country that recognizes their marriage are considered married for the purposes of all university policies and benefits.

(B) Definitions

For the purposes of this policy, "domestic partners" are two unmarried individuals who:

(1) Share a regular and permanent residence;

(2) Have a committed personal relationship for at least six months;

(3) Can demonstrate financial interdependence; and

(4) Are not: related by blood, legally married, or in a domestic partnership with anyone else.

For the purposes of this policy the "domestic partner's immediate family" is governed by the definition provided in each relevant policy, such as policy 40.029 and part (B)(2) of policy 40.016.

The following policies are extended as necessary to provide for domestic partnerships as described in this policy:

(1) Policy 19.058

(2) Policy 24.030.

(3) Policy 40.016.

(4) Policy 40.029.

(5) Policy 40.054.

(6) Policy 40.075

(7) Policy 40.107

(8) Policy 41.010.

(9) Policy 41.130.

(D) Benefits

The benefits under this policy may vary according to the employee's employment status, and may also involve tax implications. Benefits for a domestic partner are not eligible for the pre-tax deduction from the employee's wages. The internal revenue service (IRS) has ruled that domestic partners cannot be considered a tax dependent for tax purposes. Thus, employers are obligated to report and withhold taxes on the fair market value of the domestic partner coverage. Fair market value of the domestic partner coverage is usually defined as the amount the employer contributes to a health plan to cover the domestic partner over and above the amount contributed for a single individual.

The fair market value under various common circumstances, and contact information for confirming the fair market value in any particular circumstance will be available online via the university human resources website (https://www.ohio.edu/hr/benefits/).

IRS rules govern flexible spending accounts. According to those rules, an employee cannot be reimbursed through a flexible spending account for the health care expenses of a domestic partner or for the health care expenses of any children who are not the employee's children.

(1) Domestic partner and dependents

The domestic partner is eligible for support through the dual career network.

The following benefits are available to the domestic partner and their children (as defined by the relevant policies linked in this paragraph), whether they are the employee's children or not, on the same basis as the benefits would be available to the employee's spouse or children:

(a) Medical, dental, vision, dependent life insurance, and COBRA

(b) The educational benefit program

(d) Employee assistance program

(2) Leave

The employee may take leave based on the needs of the domestic partner and the domestic partner's immediate family (as defined by the relevant policies linked in this paragraph), in addition to being able to take leave based on the needs of the employee's immediate family (as defined in the relevant policies, linked above) under the following categories:

(a) Sick and bereavement leave

(b) Family and medical leave

(E) Process

For the domestic partner or children of domestic partners to qualify for coverage, or for the employee to take leave based on the needs of the domestic partner or the domestic partner's immediate family, the following forms must be completed, and the required documentation sent to university human resources:

(1) "Affidavit of Domestic Partnership," along with proof required of shared financial obligations.

(2) "Domestic Partner Enrollment Form"

To remove the domestic partner or children of domestic partners from benefits, the employee must complete the following form and return it to university human resources within thirty days of termination of the domestic partnership: "Statement of Termination of Domestic Partnership."

The version of this rule that includes live links to associated resources is online at

http://www.ohio.edu/policy/40-013.html

Last updated May 23, 2025 at 8:20 AM

History

Effective: May 23, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-15 Educational benefits for Ohio university employees.

(A) Overview

This policy provides for participation in the Ohio university educational benefits program. An active employee must be on the payroll by the first day of the semester. The program applies only to courses offered for credit by Ohio university.

(B) Eligibility

The following categories of employees are eligible for the benefits identified in this policy:

(1) Summary

(a) Full-time and part-time benefits eligible employees, excluding temporary and intermittent appointments, with:

(i) An employment period of greater than one hundred twenty days and an FTE level of 0.67 or greater; or

(ii) Part-time employees who were enrolled for benefits as of June 30, 2015.

(b) "Tenure track," "Instructional," "Visiting Professor," and "Clinical" faculty as defined by the "faculty handbook."

(c) Retired employees as defined in policy 41.090, disability retired employees, and employees that qualify under policy 41.015, or employees on approved leave.

(d) Collective bargaining employees should refer to their collective bargaining agreement.

(2) Faculty and staff

The educational benefit is determined by the following criteria:

(a) Full-time, benefits eligible employees are eligible for one hundred per cent of the instructional fees and one hundred per cent of the non-resident fee (when applicable).

(b) Part-time, benefits eligible, employees working at .67 of a full-time equivalent (FTE) or more, are eligible for one hundred per cent of the instructional fee and one hundred per cent of the non-resident fee (when applicable). An FTE of .66 or less will receive benefits (instructional and non-resident fees) pro-rated according to their FTE.

The educational benefit covers the instructional and non-resident fees (if applicable) per semester for undergraduate, graduate, and medical students, with graduate and medical benefits specifically limited to full-time (nine to eighteen credit hours) Athens campus comprehensive graduate fees.

(3) Courses and fees

With supervisory approval, an eligible active faculty or staff member may take, at most, one course per semester during regular working hours and one additional course, including asynchronous, during nonworking hours during periods of employment. An additional course, including asynchronous, during nonworking hours may be added with the approval of the department head. Courses taken during the summer or other breaks are also limited by academic regulations and department responsibilities.

Faculty and staff must first satisfy employment demands; therefore, eligible active faculty and staff will not simultaneously be full-time students. Consequently, no more than eleven term hours of undergraduate courses and no more than eight term hours of graduate courses will be permitted per semester without approval from the appropriate department head, using the "Educational Benefits Request Form."

Class schedules shall normally be approved by the supervisor and time spent in class may be required to be made up.

It is the intention of this policy to encourage employees to further their education, and therefore, supervisors should attempt to assist employees, whenever possible, to take one course during working hours. However, there may be departmental demands that make this difficult in any one term, since position responsibilities take precedence over course work. Every effort should then be made to accommodate the course request in the subsequent term. Any supervisor or employee who cannot reach accommodation within this two-term period should refer the matter to the department head for consideration. If resolution cannot be reached at this level, the matter should be referred to the planning unit head for final resolution.

At the discretion of the department chair or head, a waiver of general fees may be granted for course work that is directly related to the employee's current position. A full fee waiver is granted on a course-by-course basis, not for an entire degree program. The department is responsible for the cost of fees waived in excess of the instructional fee.

No particular class standing is necessary for the original awarding of this benefit except that the student must meet the admission requirements.

Fee structures of the university are subject to change without notice at the university's discretion.

(1) Excluded programs and fees

Benefits under this policy shall not be applicable to non-credit courses and workshops, audited courses, programs delivered in partnership with an outside vendor who has not agreed to waive applicable fees, or special course fees.

Any unit offering courses or programs to be delivered in partnership with an outside vendor shall promptly identify those courses or programs to university human resources (UHR), so that benefits will not be provided under this policy. UHR shall inform employees by ensuring that the information is available online, linked through https://www.ohio.edu/hr/benefits/educational-benefits/.

(2) Benefit taxation

Benefits may be subject to withholding taxes under regulations of the internal revenue services. For more information, please see the link provided at https://www.ohio.edu/hr/benefits/educational-benefits.

(3) Application process

Requests for participation in the educational benefit program must be submitted each term by the employee on the "Educational Benefits Request Form." The form must be completed by the employee and signed by the appropriate authority as indicated on the form.

Last updated December 20, 2024 at 8:03 AM

History

Effective: December 20, 2024
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-16 Educational benefits for qualified dependents.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/40-016.html

(A) Overview

This policy provides benefits to eligible employee's domestic partners, spouses, and children, whether the employee is active, on approved leave, retired, on disability retirement, laid-off, or deceased, regarding participation in the Ohio university educational benefits program.

(B) Eligibility

For dependents of employees to receive benefits under this policy, they must meet the requirements for employees, dependents, and courses and fees listed in paragraphs (B)(1) to (B)(3) of this policy.

This policy does not apply to any dependent of an employee covered by a collective bargaining agreement or any dependent of a retiree or deceased former employee whose final active employment by the university was covered by a collective bargaining agreement. Those employees should refer to the current applicable bargaining agreement for their eligibility.

(1) Employees

Eligible employees are defined under policy 40.015, and active employees must be on the payroll by the first day of the academic term.

(2) Dependents

(a) Eligible dependents include:

(i) Legally married spouse,

(ii) Domestic partner (subject to policy 40.013),

(iii) Biological, legally adopted, or legal guardianship children of the employee, employee's spouse, or employee's domestic partner.

(b) If an employee is affected by a reduction-in-force, qualified dependents remain eligible based on the employee's eligibility, as defined in policy 41.015.

(c) No standing is necessary for the original awarding of this benefit except that the student must meet the admission requirements.

(3) Courses and fees

The program applies only to courses offered for credit by Ohio university.

To receive the benefit, a dependent of an eligible employee does not need to be a full-time student and may take as many undergraduate or graduate courses as academically permissible.

The educational benefit represents one hundred percent of the instructional and non-residency fees when applicable. These are pro-rated for qualified dependents of part-time employees, according to the employee's full-time equivalency, as described for the employee in policy 40.015.

Benefits may be subject to withholding taxes under regulations of the internal revenue service. For more information, please see the link provided at https://www.ohio.edu/hr/benefits/educational-benefits.

Fee structures of the university are subject to change without notice at the university's discretion.

The educational benefit covers the instructional and non-residency fees (when applicable) per semester for undergraduate, graduate, and medical students. Graduate and medical program educational benefits are limited to full time (nine to eighteen credit hours) Athens campus comprehensive graduate fees.

Benefits

Benefits under this policy shall not be applicable to non-credit courses and workshops, audited courses, courses, or programs delivered with an outside vendor who has not agreed to waive applicable fees, or special course fees.

Courses and programs that are unique in structure and fee arrangements will be identified by the sponsoring departments. Educational benefits for these programs are limited to the maximum full-time instructional fee rate allowed for a regular program.

(D) Application process

The employee's application for the dependent(s) participation in the educational benefit program must be submitted annually using the "Educational Benefits Request Form." The employee and the applicant must each sign the completed form and return the signed form to UHR.

The employee should submit an application as soon as possible after the dependent is admitted to the university to ensure the credit is applied correctly for the dependent's first semester of enrollment.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/40-016.html

Last updated May 23, 2025 at 8:20 AM

History

Effective: May 23, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-23 Organ donation leave.

(A) Overview

This policy establishes university policy and procedures for organ donation leave for full-time faculty and staff, pursuant to section 124.139 of the Revised Code.

Ohio university will grant an organ donation leave with pay to all full-time faculty and staff, including those covered under a collective bargaining agreement. For faculty, this policy applies only to the extent that no contrary provision is included in the "Faculty Handbook."

(B) Organ donation leave

(1) Application

When organ donation leave is anticipated, verbal notice should be given as far in advance as possible, followed by written documentation to include a "Request for Organ Donation Leave," indicating hours and dates of leave and including supporting medical certification from an appropriate health care provider.

(2) Leave provided

(a) All full-time employees who donate an adult kidney or any portion of an adult liver shall receive up to two hundred forty hours of leave with pay during each calendar year to use during those hours when the employee is absent from work due to the employee's donation.

(b) All full-time employees who donate adult bone marrow shall receive up to fifty-six hours of leave with pay during each calendar year to use during those hours when the employee is absent from work due to the employee's donation.

(c) The duration of leave for other types of organ donations will be decided on a case-by-case basis by the vice president for human resources or their designee, who will consult competent medical authority.

(3) Use

(a) Organ donation leave shall be exhausted prior to using any sick leave or vacation leave to continue recuperation from the organ donation.

(b) Organ donation leave shall run concurrently with other university leave programs (e.g., family medical leave). Organ donation could be considered a serious health condition under the family medical leave act, and therefore, providing the employee met the other family medical leave requirements, would be covered under the act.

(c) The employee using such organ donation leave shall be compensated at the employee's regular rate of pay for those regular work hours during which the employee is absent from work.

Last updated December 20, 2024 at 8:03 AM

History

Effective: December 20, 2024
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-24 Emergency service leave.

(A) Overview

This policy establishes guidelines for the use of emergency service leave pursuant to division (G) of section 4765.01 and section 124.1310 of the Revised Code.

Ohio university will allow all full-time and part-time permanent employees paid emergency service leave. Bargaining unit employees covered under local 3200 Ohio council 8, American federation of state, county, and municipal employees (AFSCME), AFL-CIO should refer to their current contract for specifics of participation.

A university employee who volunteers as an emergency medical technician ("EMT") -- EMT-basic or EMT-1, first responder, paramedic, or volunteer firefighter, is to receive forty hours of leave with pay each calendar year to use during those hours when the employee is absent from work in order to provide emergency medical service or fire-fighting service. Part-time employees shall receive a prorated benefit (for example, a twenty-hour-a-week employee shall receive twenty hours of emergency service leave per year). If fewer than the allocated number of hours of emergency service leave is used in a calendar year, the remainder is not accumulated for use in any later year.

Compensation shall be at the employee's regular rate of pay for those regular work hours during which the employee is absent from work.

The employee must meet the certification requirements for holding a position as an EMT-basic, EMT-1, first responder, paramedic, or volunteer firefighter, and must establish eligibility for emergency leave by providing university human resources with a valid certification, submitted in accordance with the procedure described in paragraph (B) of this policy.

Leave under this policy may be used to provide emergency medical service or fire-fighting service without regard to location, including service in response to a distant natural disaster or terrorist incident.

(B) Verification of certification

A university employee who is a volunteer firefighter or volunteer provider of emergency medical services shall notify the university of the employee's status as a volunteer firefighter or volunteer provider of emergency services upon employment, or not later than thirty days after receiving certification as a volunteer firefighter or a volunteer provider of emergency services. The employee must submit written notification to university human resources using the "Annual Certification of Emergency Medical Services Status" form, signed by the chief of volunteer fire department service, or the medical director or chief administrator or the cooperating physician advisory board of the emergency medical organization with which the employee serves. This form shall be re-submitted annually before January first of each year. New employee orientation sessions will include notification to the employees of the availability of emergency service leave under this policy and of the requirements to submit written notification.

Employees requesting or verifying paid emergency service leave must use the "Request for Emergency Service Leave" form as soon as practicable. Whenever an employee is absent from work due to the employee providing emergency medical or firefighting service, and the employee wishes to use emergency service leave, the absence must be verified by providing the employee's supervisor with a completed "Request for Emergency Service Leave" form. The supervisor will submit the completed form to university human resources.

(D) Department notification

If the call to provide emergency medical or firefighting service occurs when the employee is already at work, he or she will notify his or her supervisor before leaving (or follow standard departmental notification procedures for early departure, if one exists). If the call to provide emergency medical or firefighting service occurs when the employee is not at work, he or she will notify his or her supervisor (or follow standard departmental notification procedures for late arrival or absence, if one exists) as soon as possible after it becomes evident that late arrival or absence from scheduled work may be required in order to provide the emergency service. The employee should discuss in advance with his or her supervisor how to deal with any situation where it is impossible to follow the usual notification procedure while responding to an emergency situation. Supervisors should make reasonable accommodations in such situations, provided that the employee does notify the department as soon as possible.

(E) Leave substitution

Employees who previously scheduled an absence using other types of leave such as vacation, should not be permitted to use emergency service leave instead of the planned leave.

(F) Recovery of improperly paid benefits

The university may use all necessary steps to recover emergency service leave benefits paid in error or paid as a result of fraud, including adjustments to an employee's pay. An employee who knowingly engages in fraud may be subject to civil or criminal charges, in addition to discipline under the employee disciplinary process appropriate to the category of employment relationship. For further information, see:

(1) AFSCME 3200 "Collective Bargaining Agreement";

(2) Policy 41.012; and

(3) "Faculty Handbook, Section II, Part D" (specifically the sub-parts on termination of appointment and loss of tenure).

Last updated July 6, 2022 at 11:28 AM

History

Effective: July 1, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-25 Jury duty and court leave.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/40-025.html

(A) Overview

This policy provides for administering time off for all faculty and staff subpoenaed for jury duty or court appearances.

Ohio university employees will honor all lawful subpoenas. Employees will continue to receive full pay when they are subpoenaed to appear before any court, commission, board, or other legally constituted body authorized by law to compel the attendance of witnesses, including jury duty for the United States, the state of Ohio, or a political subdivision.

The provisions of this policy do not apply to those instances when an employee appears in court

(1) As the defendant in a criminal case;

(2) As a party to a civil action;

(3) As a result of secondary employment outside of the service of the state; or

(4) Without a subpoena having been issued.

(B) Process

When properly subpoenaed, an employee is required to provide reasonable, timely advance notice to his or her supervisor to request the necessary time off.

Employees may be excused from scheduled work assignments without loss of pay only for the period of reporting to and serving on a jury (or complying with a subpoena), including reasonable travel time.

Employees called to serve (or appear) whose assignments require them to work beyond eleven p.m. may, at management's discretion, be released from work with pay at eleven p.m. the evening before they are scheduled to appear in court, or alternatively, the affected employee's shift may be flexed or the employee may be temporarily transferred to a dayshift during the period of jury duty.

Employees called to serve (or appear) whose work schedule is completed prior to eleven p.m. will be released from work the day of their scheduled jury duty until the time they are released from their jury duty services.

An employee required to serve (or appear) for only a part of a day for jury duty is obliged to return to a scheduled work assignment promptly following dismissal by the court.

Any monies received for serving (or appearing) will be retained by the employee.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/40-025.html

History

Effective: June 20, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-27 Personal leave for administrative employees.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/40-027.html

(A) Overview

This policy allows eligible administrative employees to convert three sick leave days to personal leave days each fiscal year. These personal leave days would provide administrative employees time which could be utilized to conduct personal business or deal with family matters that may need to be carried out during regular working hours.

(B) Eligibility

(1) Full-time and part-time administrative employees who accrue sick leave.

(2) A full-time employee, or a part-time employee who is more than 0.5 FTE, must have accrued fifteen days of sick leave as of the beginning of the fiscal year to be eligible to convert sick leave to personal leave.

(3) A part-time employee (less than or equal to 0.5 FTE) must have accrued 7.5 days of sick leave as of the beginning of the fiscal year to be eligible to convert sick leave to personal leave.

(1) Each July first, full-time administrative employees, and part-time administrative employees who are more than 0.5 FTE, with a minimum of fifteen days accrued sick leave, and part-time administrative employees who are 0.5 FTE or less, with a minimum of 7.5 days accrued sick leave, will be eligible to use three days of personal leave.

(2) Employees who use personal leave time will use the online absence management system to report that use.

(3) Personal leave may be used in minimum units of one hour.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/40-027.html

History

Effective: July 7, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-28 Personal days for classified employees.

(A) Overview

This policy establishes the procedures for employees to have the use of three sick leave days as personal days per year. This policy provides incentive for employees to accumulate sick leave hours for the purpose for which it is intended. This policy covers bargaining unit employees and any references to "classified employees" should be interpreted as bargaining unit employees. Bargaining unit employees covered under a collective bargaining agreement should refer to their current contract for specifics of participation.

Ohio university will grant eligible employees the right to use three sick leave days as personal days in recognition of the fact that some legal, private business, or family matters must be carried out during normal work hours.

Eligible employees must meet all of the following criteria:

(1) Full-time and part-time classified employees serving in a regular certified or provisional appointment.

(2) Classified employees will be eligible for personal leave during a fiscal year if they had a sick leave balance of at least one hundred twenty hours of accumulated sick leave for those assigned to eight hour shifts, or one hundred fifty hours of accumulated sick leave for those assigned to ten hour shifts, at the end of the last pay period of the prior fiscal year (this is the last pay period that does not include July first).

(3) Intermittent and temporary employees are not eligible.

(B) Notification

When an employee needs to use personal time, the employee is required to notify their immediate supervisor (or other designated person). Such notification should be made as soon as possible, but must be made no later than one-half hour after the employee's scheduled time to start work. If such notification is not made, the absence may be charged to leave without pay, except when emergency or other extenuating conditions make it impossible to give proper notice. Notification for personal time follows the same rules as for sick leave for classified employees; (see policy 40.030.)

(1) Eligibility to use personal leave will be on a fiscal year basis; university sick leave records will be used to determine accrued balances. Staff members who do not have a balance of one hundred twenty hours of sick leave, for those assigned to eight hours shifts, and one hundred fifty hours accumulated sick leave for those assigned to ten-hour shifts, will be ineligible to use personal leave until the beginning of a fiscal year in which their sick leave records confirm an eligible balance at the end of the last pay period of the prior fiscal year.

(2) Following the last pay period of the fiscal year, any unused personal leave will revert to sick leave. The resulting sick leave balance will then be evaluated to determine eligibility for the new fiscal year.

(3) At the start of the new fiscal year, twenty-four hours (for those individuals assigned to eight-hour shifts), or thirty hours (for those individuals assigned to ten-hour shifts), of sick leave will be converted to personal leave, for each staff member who qualifies.

(4) As the personal leave is requested and used, it is deducted from the personal leave balance.

(5) Personal leave may be charged in minimum units of one hour.

(6) Staff may use personal leave only for the days and hours for which they normally would have been scheduled to work, but not to include scheduled overtime.

(7) Personal leave may not be used to cover unexcused absences, or to make up time.

(8) The conversion of sick leave to personal leave and vice versa is on a one-to-one ratio.

(9) Personal leave may not be used to extend an employee's active pay status for the purpose of accruing overtime or compensatory time. It may not be used to extend an employee's date of resignation or retirement.

(10) Personal leave will be reported using the current university and departmental sick leave policies in place. Personal leave usage will not be a factor in attendance ratings unless procedures are not followed by the employee.

(11) Upon separation, all unused personal days shall revert back to sick leave.

(12) If the university declares financial exigency, all unused personal leave will revert to sick leave balances.

Last updated July 6, 2022 at 11:29 AM

History

Effective: July 1, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-29 Sick and bereavement leave for faculty and administrative appointees.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/40-029.html

(A) Overview

This policy provides for the accrual and use of sick and bereavement leave (often "sick leave" in the following) and the conversion and payment of unused sick leave at time of retirement or upon death of an employee.

Ohio university faculty and administrative presidential appointees may earn and accrue sick leave, which may be used for paid sick leave when necessary. Sick leave will typically be earned at the rate of 1.25 days for each month of service. Sick leave credit will be earned based on the appointment and employment type of the individual. There is no limit as to the amount of sick leave which may be accumulated. The procedures regarding usage, notification, and verification of sick leave are detailed below.

(B) Sick and bereavement leave

(1) Definition

Sick and bereavement leave is the authorized absence from duties due to:

(a) Personal illness, injury, or temporary disability.

(b) Exposure to contagious disease which could be communicated to other members of the university community, or

(c) Illness, injury, or death in the individual's immediate family. Immediate family is defined as: spouse, son, daughter, mother, father, brother, sister, grandparent, grandchild, father-in-law, mother-in-law, daughter-in-law, son-in-law, brother-in-law, sister-in-law, and a legal guardian or other person who stands in place of a parent (in loco parentis), plus domestic partners and the domestic partner's immediate family (see the discussions under "Definitions" and "Benefits" in policy 40.013, for details). Bereavement leave granted for a death in the immediate family shall not exceed five working days.

(d) Medical, dental, psychological, or optical examination or treatment of an employee or a member of his or her immediate family.

(2) Approval

Sick and bereavement leave is granted on the approval of the department chairperson or the supervisor to whom the individual reports; such a request should be made on the first day of absence or in advance, if possible. The individual, upon return to work, must complete a "Paid Time Off: Faculty and Staff Form." The university reserves the right to require the individual to:

(a) Furnish medical evidence of illness, including providing medical releases,

(b) Provide medical verification of ability to return to work,

(c) Provide other appropriate or necessary information, e.g. proof of medical care of family member, death of family member, etc.

(3) Usage

A consecutive period of sick leave includes all normally scheduled work days except holidays observed by the university during an employee's appointment period. No presidential appointee shall be charged with more than five sick leave days in any seven day period.

(1) The benefit will accumulate at the rate of 1.25 days per calendar month or fifteen days per year for all full-time presidential appointments. (Full-time presidential appointee, for purposes of this policy, is defined as anyone holding a regular full-time nine-, ten-, eleven-, or twelve-month appointment.) Accrual of sick leave will be unlimited. Time spent on vacation, paid military leave, faculty fellowship leaves, paid professional leave, or sick leave will count toward accumulation of benefits. There will be no accumulation of benefits while on an unpaid leave of absence.

(2) Part-time faculty (groups I, II, and IV) and administrators (as defined in employee handbooks and in policy 41.010) are also eligible for sick leave accrual and usage. The monthly accrual shall be calculated on a prorata basis based on the individual's main appointment in effect for the month of accrual.

(3) An employee who transfers from one state or local Ohio public agency to another (Ohio public agency refers to governmental entities under the control of Ohio's state or local government), or who is reappointed or reinstated, will be credited with the unused balance of accumulated sick leave--up to the maximum of the sick leave accumulation permitted in the public agency to which the employee transfers and provided the time between separation and reappointment does not exceed ten years. Written proof of sick leave credits must be furnished by the department that the individual is leaving to the new department.

(4) The use of sick leave beyond an individual's accumulated balance is defined as an unauthorized absence. These individuals who are absent due to any of the reasons outlined in part (B)(1) of this policy, and who have exhausted their accumulated sick leave, will have their gross monthly salary reduced in proportion to the total duration of the unauthorized absence. The adjustment will be made by the payroll manager who will notify the appropriate dean or department head accordingly.

(D) Utilization of the benefit

The period covered by use of accumulated sick leave benefits is all consecutive normally scheduled university work days exclusive of the university's holidays during the period of sick leave. Usage of sick leave shall be recorded using the online absence management system.

(E) Retirement or death benefits for accumulated sick leave

(1) Conversion and payment of unused sick leave at retirement

An employee retiring with ten or more years of creditable state service may elect to be compensated for one-fourth of his or her accrued but unused sick leave not to exceed thirty days (equal to one-fourth of one hundred twenty days); election must be made no later than sixty days after the date of retirement. Payment will be based upon the employee's rate of pay at the time of regular or disability retirement. Such payment may be made only once to an employee and only to those employees who are on the active payroll of Ohio university at the time of retirement. The two mutually exclusive options are:

(a) To be paid for one-fourth their sick leave balance up to a maximum of thirty days, or

(b) To carry forward the total sick leave balance for future anticipated state employment. This option precludes any future payoff from Ohio university.

For purposes of determining the sick leave conversion, the following calculation shall be used. Individual faculty and administrators on full-time nine-, ten-, eleven-, or twelve-month appointments shall have their salary divided by the respective number of months they are under appointment. This monthly salary shall in turn be divided by twenty-two days to determine the per diem rate for calculating retirement benefits. Part-time faculty and administrators will have their sick leave pay-off calculated based on their total gross earnings for the most recent twelve-month period, three fiscal quarters, or two academic semesters, as appropriate.

The payment of the sick leave conversion under this policy will eliminate all sick leave credit of the faculty or administrative appointee at the time of retirement, and payment will be made only once to any individual. Sick leave conversion does not apply to any termination or separation other than retirement (or death in service, as described in part (E)(2) of this policy). An employee who returns to university service after retiring may accumulate and use sick leave as before, but may not convert the unused sick leave at the time of any subsequent separation.

(2) Conversion and payment of unused sick leave upon death.

In the event of the death of an employee with ten or more years of creditable state service, one-fourth of the employee's accrued but unused sick leave, not to exceed thirty days (equal to one-fourth of one hundred twenty days), will be paid to the employee's survivors or to the employee's estate in accordance with the Revised Code. The amount of the payment will be calculated as described in part (E)(1) of this policy.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/40-029.html

History

Effective: July 7, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-32 Workers' compensation and occupational health management.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/40-032.html

(A) Overview

This policy establishes the methods by which the university will manage workers' compensation and occupational health issues.

Ohio university conforms to the state of Ohio workers' compensation laws; all employees are protected by these laws. These laws provide a system for compensating employees who suffer injury or occupational disease in the course and scope of their employment at Ohio university.

(B) Claim reporting

(1) All work-related injuries must be reported to the supervisor immediately. (In non-emergency situations, prior to seeking medical treatment).

(2) Upon report of injury, the employee will be provided instruction on the university's workers' compensation management policy, provided a claim report kit, and directed to seek medical treatment if necessary.

(1) If minor first aid attention is required, treatment should be administered at the employee worksite and the employee should return to work.

(2) If non-emergency medical attention is required, the employee will be directed to the university's medical care provider. The employee will have the option to select his or her own treating physician upon request, but should be informed that medical-care-expense payments may be limited or zero if the provider is not certified.

(3) Emergency treatment: If emergency care or treatment are required, the employee will be directed to the nearest hospital emergency room. If follow-up treatment is recommended, the employee will be referred to the preferred provider or the employee's treating provider. Work restrictions or time off work recommended by the emergency provider will be in effect only until the next business day or until an immediate follow-up is scheduled with the university's preferred provider or employee's treating provider.

(4) Results reporting: The employee is required to return the following treatment results, treatment plan and return-to work recommendations to the university immediately upon discharge or the next business day:

(a) Injury diagnosis,

(b) Treatment or rehabilitation recovery plan,

(d) If work restrictions or time off work are recommended, a completed copy of a "Physician's Report of Work Ability (MEDCO-14)," or equivalent.

(5) Post-mishap drug testing: Injured workers seeking medical treatment may be required to submit a "for cause" drug test no later than 8 hours after the incident. The employee may be disciplined, up to and including termination, in the event of a positive drug test or refusal to test.

(D) Claim determination

Upon review of the reported claim information, Ohio university will determine if the claim is allowed or denied as a workers' compensation claim. The injured worker will be notified of this determination via a mailed letter.

(1) Allowed claim: The employer will pay all eligible, related medical expenses and lost-time compensation.

(2) Denied claim: The employee will be responsible for medical expenses, and will be compensated for lost time only through available personal, sick, or vacation leave.

(E) Disability management

(1) Upon the request of an employee for time off work or work restrictions related to their certified work-related injury, Ohio university will make every reasonable effort to accommodate the recovery period through the disability management program.

(2) Employees with temporary medical restrictions who are medically approved to work are expected to work and contribute to the university to the extent possible.

(3) Employees with extended time off work and or work restrictions due to their certified workers' compensation claim will be enrolled in the temporary restricted duty program.

(4) Temporary restricted duty job offers will be considered on an individual claim basis approved by the treating physician and must show progress to a reasonable full-duty return-to-work date.

(5) Employees who do not comply with a temporary restricted duty job offer can jeopardize their workers' compensation benefits.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/40-032.html

History

Effective: July 3, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-35 Vacation leave donation.

(A) Overview

Eligible administrative staff and faculty may participate in a vacation leave donation program. Vacation leave may be donated to a "leave pool" (pool). Donated vacation time will be converted to sick leave and administered as outlined in this policy. The pool will be used to provide leave to individuals in need of sick time for personal use or to care for a family member.

(B) Donation guidelines

(1) Donor eligibility

Administrative staff and faculty who are eligible for health-related benefits as designated by policy 41.010 may donate vacation time to the sick leave pool.

(2) Donation information

(a) Donors must retain a balance of eighty vacation hours after a donation is made.

(b) Donations are to be made in eight-hour increments. However, donations of less than eight hours from the pool to a recipient may be permitted if a full eight-hour donation would cause the recipient to exceed the fiscal year limit of twenty days (one hundred and sixty hours), or the equivalent pro-rated amount based upon per cent full time equivalent (FTE) for part time employees.

(c) Other than the donation limits listed above or recipient limits in this policy, there is no maximum or cap on donations to the pool.

(3) Donations to the pool

(a) Donations to the pool will be solicited at least one time per fiscal year. Donations to the pool can only be made during an official solicitation period.

(b) Only "university human resources" (UHR) is authorized to solicit donations to the pool.

(1) Recipient eligibility

Administrative staff, and faculty eligible for health-related benefits as designated by policy 41.010 may receive donated time per the following guidelines:

(a) Recipients become eligible to receive donations from the pool upon hire.

(b) The recipient must have exhausted, or will exhaust, all other paid time off before receiving donated time.

(c) A physician must certify on the recipient request form that the employee has an impairment that is, or will be, present for more than ten consecutive working days. Impairments requiring only intermittent time off are not eligible for donations.)

(2) Times received

(a) Recipients employed for less than one year may receive no more than ten cumulative days (eighty hours) of donated leave time from the pool in a fiscal year. Recipients employed for one year or more may receive no more than twenty cumulative days (one hundred sixty hours) of donated leave time from the pool in a fiscal year. A recipient will not be eligible to receive subsequent donations until one year elapsed since the prior donation was received.

(b) Time received will be converted to sick leave time and added to the recipient's sick leave accrual.

(d) Any employee who received a sick leave donation will have the donated time deducted from their sick leave balance when determining eligibility for a sick leave payout at retirement.

(D) Use of time

Donated time may be used for the employee's own personal medical needs or to provide care for an eligible family member. consistent with the provisions of the university's sick leave policy.

(E) Donating time

(1) Soliciting donations

Individuals and departments may not solicit donations. UHR will solicit donations for the pool at least once per fiscal year, or as needed.

(2) Making donations

To donate time, employees must complete and submit the vacation leave donation form.

(3) Applying for donated time

To request donated time, employees must complete and submit the vacation leave donation recipient request form.

(F) Confidentiality

The university will make every effort to maintain the confidentiality of donors and recipients as allowed by state of Ohio public records rules.

(G) General and departmental information

(1) UHR will review and approve all requests to donate and receive time.

(2) UHR will verify eligibility of a donor or recipient and modify accruals appropriately. In instances where a donation to an individual will exceed the fiscal year limit, UHR will process donations up to the limit only.

(3) Generally, departments and/or supervisors should not prevent an employee from using donated time. Departments or supervisors with concerns regarding use/abuse of sick leave should consult with UHR.

(4) On July first of each year, all unused time in the pool will be eliminated, and new donations will be solicited. Eliminated time will not be refunded to donors.

(5) Donations from the pool will be distributed on a "first-requested-first-served" basis.

(6) If the pool has inadequate donated time, UHR will solicit donations. If donated time is not available, donations from the pool will not be made. The pool cannot have a negative balance.

(7) Only time is donated and not pay or funding.

(8) The recipient's department does not receive funding for the donated time.

Last updated July 10, 2026 at 7:49 AM

History

Effective: July 10, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-37 Rehiring of retired administrative and classified employees.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/40-037.html

(A) Overview

Generally, the university does not support the rehiring of retired administrative and classified employees into full-time or part-time permanent benefits-eligible positions. The exception is the rehire of a retiree who is critical to the university's ability to achieve its mission.

(B) Process

Employees who may be rehired should first consult the information about re-employment that is provided by their retirement system, checking particularly for possible impact on retiree health care benefits. The following links provide starting points appropriate for the majority of Ohio university retirees:

(1) For OPERS https://www.opers.org/retirees/re-employment/index.shtml

(2) For STRS https://www.strsoh.org/duringcareer/_dc/preparingretirement/reemployment.html

If a planning unit head believes that the rehiring of an Ohio university retiree is critical to achieving the university's mission, the planning unit head may take such rehire request to the chief human resource officer. If the chief human resource officer concurs with the request, he or she will send the request to the president. The president will make the final hiring decision.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/40-037.html

History

Effective: July 3, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-40 Job classification system.

(A) Overview

This policy serves to outline policy, procedures, and responsibilities for the administration of the Ohio university job classification plan pertaining to classified and administrative employees of Ohio university.

University human resources (UHR) is responsible for classifying all positions based on specifications and job descriptions developed for each position (see section 124.14 of the Revised Code). UHR will apply consistent and objective criteria to the analysis of all positions and will cross-compare and verify data from classified employees, supervisors, and department heads.

The classification of all positions is based upon duties, responsibilities, knowledge, skills, minimum requirements of education, certification, or licensure, physical requirements, and reporting relationships inherent in a given position. Position classifications are assigned germane titles and are placed in functional groupings, which illustrate the job framework and opportunities for professional growth and development.

(B) Position review and audit

(1) Vacant or new position

When a new position is developed, or if substantial changes are made in an open (unfilled) position, the supervisor or planning unit head should complete a "Position Description Questionnaire" and forward it to UHR for review and classification. The position will be reviewed and a written summary of findings forwarded to the appropriate planning unit representative for final determination of the appropriate classification.

(2) Administrative position (incumbent)

If an employee and the department (supervisor with support from the planning unit) determine that a position has changed substantially (more than thirty per cent) and in such a way that it may impact the mapping of the position to the job framework, a revised "Position Description Questionnaire" should be completed and submitted to UHR for review. Job changes are not defined by incremental changes in job tasks, but rather determined by whether the job has changed with regards to the scope, impact, and complexity of the duties. Typically, additional duties assumed within the same level of scope, impact, and complexity do not warrant a position evaluation or job change.

UHR may also initiate an audit. The planning unit will work with the incumbent employee to complete the "Position Description Questionnaire," and submit the information to UHR. An audit may not be requested more often than once a year. A year is defined as a period beginning twelve months from the date of the last audit determination. An exception may be made to this twelve-month rule if significant documentation can be provided, showing that the duties of the position have been substantially changed since the date of the completion of the previous audit.

A UHR analyst will conduct a review of the position, interviewing the employee or the immediate supervisor as necessary, and conferring with the planning unit head and any other persons as deemed necessary. The analyst will complete a written summary of findings and render a recommendation to the appropriate planning unit representative.

Based on whether the duties and responsibilities, required skills, or organizational level of a position have remained essentially constant, substantially decreased, or substantially increased, a position audit may result in no change in the mapping of the position, a change in mapping to a lower rated position, or a change in mapping to a higher rated position.

UHR will determine the appropriate mapping based on the audit findings, and will inform the department of that determination, in writing, within thirty calendar days after the analyst has completed the review. The information provided to the department at that time will include the audit results, with supporting rationale.

If a position is reclassified by UHR to a lower-rated position, the effective date for the new classification, and any pay rate change, will be as described in the "Pay Administration Guidelines."

If a position is reclassified by UHR to a higher-rated position, it becomes the responsibility of the incumbent's planning unit head to determine operationally whether or not the higher-level position should be added to the table of organization. If it is determined that the higher-level position should not be added, the higher-level duties will be removed from the position's responsibilities. The incumbent employee shall receive the higher-level pay retroactively for the lesser of the following two durations:

(1) One year; or

(2) The period of time between the date the audit request was received by UHR and the date the higher level duties were removed from the job.

The incumbent employee's pay would then continue at the original classification rate.

If it is determined that the higher level position should be added, the reclassification, and new pay rate, becomes effective, retroactively, as described in the "Pay Administration Guidelines."

(D) Classification review and appeal

(1) General information

The incumbent employee may request an internal review or appeal of the audit decision. Requests for review must be submitted on a completed "Classification Appeal" form. The appeal form must be submitted to university human resources fifteen days of the date of the audit decision.

Nothing in this policy shall limit or restrict the employee's appeal rights under the Revised Code.

(2) Administrative employees

Administrative (unclassified) employees may appeal audit decisions to the CHRO. Administrative (unclassified) employees may also appeal audit decisions to the office of equity and civil rights compliance, but only if their appeal is based on equity concerns.

Last updated July 10, 2026 at 7:49 AM

History

Effective: July 10, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-45 Separations of classified employees.

(A) Overview

This policy provides specific guidelines for initiating, processing, and implementing separations and reinstatements of classified employees.

It is the responsibility of the department head to notify university human resources of all separations involving classified personnel. Such notifications should be in writing and should be given with as much notice in advance of the separation date as possible.

(B) Separations

All separations are to be recorded in writing, as described in this policy for each type of separation.

Any employee who has been separated from the university must not work after the effective date of separation.

These procedures apply to the following types of separations:

(1) Resignations

(a) Any employee resigning from the university shall notify their supervisor or planning unit head at the earliest opportunity. Failure to provide two weeks notice of resignation may jeopardize the employee's standing. An employee who verbally resigns, and who fails to submit a written resignation, and who is absent from work without authorization, shall be deemed to have resigned on the date of verbal resignation.

(b) Resignations are irrevocable, except by mutual agreement of university human resources and the planning unit.

(c) The final pay will be processed at the normal date for the pay period that includes the employee's last working day, if payroll received timely notice. If the employee is eligible for vacation pay, the employee will receive the vacation pay as a lump sum payment one pay period after receiving pay for their final wages, in accordance with policy 41.001; see also policies 40.030 and 40.031.

(2) Job abandonment

Any employee in the classified service who is absent from duty habitually or for three or more successive duty days, without leave and without approval by the employee;s appointing authority for such absence may be subject to removal for neglect of duty.

This rule does not require an appointing authority to initiate removal action if it is determined to be unwarranted nor does it preclude removal action for a shorter period of absence if the absence is of sufficient seriousness. The determination as to what constitutes a serious situation shall be made by the appointing authority. The employing department head must notify the chief human resource officer in writing as soon as it is evident that the employee has abandoned their job. The employee will be dismissed "for cause."

(3) Retirements

Ohio Adm.Code 3337-40-49 Overtime for non-exempt employees.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/40-049.html

(A) Overview

This policy ensures uniformity in awarding of overtime compensation.

All employees in non-exempt classifications are entitled to overtime compensation. The payment of overtime is governed by the Fair Labor Standards Act. All overtime must be authorized by the supervisor or department head or chair, in advance of work being performed, except in cases of emergency. Bargaining unit employees covered under a collective bargaining agreement should refer to their current contract for specifics of participation.

(B) Process

Employees in job classifications identified as non-exempt from overtime provisions of the Fair Labor Standards Act are entitled to overtime compensation for all hours in active pay status in excess of forty in any calendar week. For purposes of this policy "active pay status" is defined as all hours worked or approved as paid leave. Vacation, sick leave, holidays, and compensatory time off are included in the calculation of active pay status hours. Hours worked on a holiday are not counted in determining hours on active pay status for overtime purposes since these hours are already compensated at the premium rate of time and one half. (See policy 41.125.)

Overtime compensation is paid at the premium rate of one and one-half times an employee's total hourly rate of pay. The total hourly rate includes the base rate of pay plus any pay supplements. Overtime hours are reported on the employee's time report for the pay period in which they were earned, unless the employee elects to receive compensatory time off in lieu of cash payment.

Temporary hourly, non-exempt employees are not eligible to receive compensatory time off in lieu of overtime pay. Other hourly, non-exempt employees may elect to receive compensatory time off in lieu of overtime pay. Such compensatory time is also awarded at the premium rate of one and one-half hours of time off for each hour of overtime. A maximum accrual of four hundred eighty hours is permitted for intermittent employees; a maximum accrual of two hundred forty hours of compensatory time is permitted for other employees. When the maximum hours of compensatory time accrual is reached, compensation for overtime shall be made in cash.

Compensatory time cannot be accrued until the total hours for the week exceed forty. The number of hours requested to be accrued must not exceed the number of overtime hours worked during that week.

Use of compensatory time off must be scheduled with supervisory approval, and the time must be used within one hundred eighty days from the date it is earned. If arrangements cannot be made to take the compensatory time off within the one hundred eighty-day period, such compensatory time will then be paid in cash. University human resources shall post online, and make available via paper upon request, the processes for staff to elect and to use compensatory time.

If an employee terminates employment or transfers to another department, the compensatory time balance must be paid at the time of termination or transfer. Such cash payment shall be paid at a rate which is the higher of:

(1) The final regular total hourly rate; or

(2) The average regular total hourly rate received during the last three years of employment.

Last updated October 12, 2022 at 8:18 AM

History

Effective: October 12, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-50 Payroll time reporting for hourly employees.

(A) Purpose

To establish guidelines for payroll time reporting for hourly employees including student employees who are paid hourly. Bargaining unit employees covered under a collective bargaining agreement should refer to their current contract for specifics of participation.

(B) Policy

When reporting hours worked to the payroll office, the guidelines stated in the procedures section, immediately below must be observed.

(1) Start and stop times

(a) Start and stop times must accurately reflect the time the employee actually began and ended work (as opposed the time the employee may have arrived at or left the premises).

(b) Hours may not be reported when an employee is on leave of absence.

(d) Student employees are compensated for actual time worked. Payment is not made for sick time, holidays, vacation, or other time off. In accordance with the Fair Labor Standards Act, the times in and out must be the actual starting and quitting times.

(e) All hourly employees are paid on a biweekly basis.

(2) Overtime

(a) Overtime hours are calculated on a weekly basis only and will be paid on that basis.

(b) Overtime hours are calculated by subtracting forty from the sum total of weekly hours worked, vacation hours, sick hours, holiday hours, and other hours.

(3) See also policy 40.025, "Jury duty and court leave."

Last updated September 28, 2022 at 8:41 AM

History

Effective: September 28, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-51 Declaring an emergency closure, early release, or delay.

(A) Overview

This policy provides guidance for declaring an emergency university closing, early release, or delay and establishes guidelines for the compensation of classified and administrative employees during an emergency. This includes administrative hourly, administrative salary, and classified bargaining unit employees. Bargaining unit employees covered under a collective bargaining agreement should refer to their current contract for the specifics of participation. This policy does not apply to student employees of Ohio university.

Only the president of Ohio university (or their designated representative) has the authority to declare an emergency, close or delay the university, or cancel classes for the main campus, regional campuses, or regional teaching sites of Ohio university.

Emergency closings announced by other agencies, such as Ohio government offices, local city and county officials, etc., do not apply to Ohio university employees. However, the president, or their designee, will close the university and cancel classes for a campus whenever the campus county sheriff's department declares a level III snow emergency for that county. Additionally there may be times when the university will close even if a level III snow emergency is not declared, based on other safety considerations.

Communication regarding declared emergency will be released through university communications and marketing. Closing and opening times for the impacted campus(es) will be announced via all media, the "OHIO" home page, and "OHIO" alert.

During a declared emergency, certain employees may be required to work to provide essential services for the impacted campus(es). These essential service employees will be designated and contracted by their department heads or supervisors and will be assigned to work schedules as required by the emergency situation.

Employees who have not been designated as essential service employees, but are scheduled to work, will not be required to work during a declared emergency unless they are assigned and work a one hundred per cent remote appointment.

During a declared emergency, employees should not report to and be on campus unless they have been designated as essential service employees by their supervisors and asked to report to work.

When the university is not closed, employees are expected to report to work or call in if the inclement weather prevents travel. Employees will be expected to use personal leave or vacation time for those occasions when they must miss scheduled work.

(B) Compensation

Once a declared emergency occurs, employees on site who are not designated as essential service employees are sent home and will be paid at their regular rate from the time of the declared emergency until the end of their regularly scheduled shift. Employees working remotely, except those assigned to a one hundred per cent remote appointment, who are not designated as essential service employees, will be paid at their regular rate from the time of the declared emergency until the end of their regularly scheduled shift.

Essential service employees who are required to work during a declared emergency but are unable to report to work must notify their supervisor and may be paid at their regular rate for any hours they normally would have been scheduled to work.

Essential service employees paid on an hourly basis who are required to work during a declared emergency will be paid at their regular rate and, in addition, will be paid at their overtime rate for any hours actually worked (one hour regular pay plus one hour of overtime pay at 1.5 times regular rate equals 2.5 times regular rate during a declared emergency).

Salaried employees, other than those assigned to a one hundred per cent remote appointment, who are required to work during a declared emergency will receive their regular salary and will be granted the equivalent time off at a mutually agreeable time between the employee and their supervisor, to be used by the end of the fiscal year.

Employees assigned to a one hundred per cent remote appointment, who are scheduled to work, will be paid their regular rate of pay.

During a declared emergency, employees may be required need to work extra shifts, at different times of day on different days, etc. Therefore, the total rate of pay for an hourly employee will be used to determine all overtime pay (i.e., shift differential would not apply during an emergency if an employee does not normally receive it in their total rate but would receive it if it is a part of their normal total rate).

The option to receive overtime pay or compensatory time off at the time and one-half rate will apply, consistent with departmental policies. Only hours worked in excess of forty per week can be banked as compensatory time. Using the two pay codes below the pay premium for working during a declared emergency, but does not always result in actual overtime worked.

For hourly employees, any hours worked on-site during a declared emergency should be reported on the time sheets as "emergency worked" (entered as time in and out) and "emergency closure" (entered as a total amount of time similar to paid time off (PTO)). Any hours scheduled but not worked during a declared emergency should be reported on the time sheet as "emergency closure."

Employees who are on travel status during a declared emergency shall receive their normal rate of pay only.

Employees who are on approved leave of absence, seasonal or indefinite layoff, or any other inactive pay status are not eligible for compensation during a declared emergency.

Last updated August 18, 2026 at 7:51 AM

History

Effective: August 18, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-54 Family and medical leave.

(A) Overview

The Family Medical Leave Act (FMLA) became effective August 5, 1993, and applies to Ohio university and its employees. This law is intended to define the rights and responsibilities of the employee and the university related to entitlement to leave, maintenance of health benefits during leave, and job restoration after leave. The law sets forth requirements for notice and certification of the need for FMLA leave. It protects Ohio university employees who request or take FMLA leave, and it imposes certain record keeping requirements on Ohio university.

The purpose of this policy is to publish information about university and employee rights and obligations under the FMLA.

Ohio university will comply with the requirements of the FMLA and will assist its employees in balancing their work and family life by taking reasonable leaves for certain family and medical reasons.

(B) Process

In order to manage and enforce the comprehensive requirements of the FMLA, the university has published a manual entitled "Guidelines for Management and Enforcement of Rights and Responsibilities Under the Family Medical Leave Act," which is online, linked from https://www.ohio.edu/hr/benefits/loa.cfm. University human resources will maintain this manual based on legal counsel and case law precedents, conforming to any changes in the law or applicable regulations, and accurately reflecting actual practice.

The manual addresses the substantive and procedural rights and responsibilities of individual employees and of the various units within the university under the FMLA. A copy will be available at the Ohio university library in the reference department. Upon request, university human resources will provide employees with a printed copy of the FMLA manual at no charge to the employee. Employees may also obtain a copy of the manual or portions thereof from the FMLA web site linked in this policy.

Individual administrative departments are responsible for complying with the management and record keeping requirements of the FMLA, with assistance from university human resources. Other leaves of absence may be available to the employee upon exhaustion of their leave under the FMLA (see policy 41.128). Bargaining unit employees covered under a collective bargaining agreement should refer to their contract for specifics of participation.

Last updated October 12, 2022 at 8:18 AM

History

Effective: October 12, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-56 Voluntary short-term FTE reduction for administrators.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/40-056.html

(A) Overview

Planning units and departments can address short-term budget concerns while fulfilling scheduling needs of their full-time contract administrative staff by offering a voluntary short-term full time equivalent (FTE) reduction. The program objectives are:

(1) To offer employees an option of greater workplace flexibility to meet their personal needs.

(2) To offer departments a short-term budget reduction option.

(3) To allow adjustment of staffing to predicted workload variations.

Employees may arrange with their supervisors, department heads, and planning unit heads for a voluntary, short-term reduction in the employee's position FTE. Review of these arrangements by university human resources (UHR) will include examination of their voluntary nature.

(B) Process

Voluntary short-term FTE reduction occurs according to the following process:

(1) Employee requests FTE reduction from immediate supervisor (see paragraph (D)(1) of this policy).

(2) Immediate supervisor, department head, and employee clarify terms of reduction and complete the "Voluntary Short-term Reduction Form." This may include specification of the minimum notice for early cancellation; if not specified, it defaults to two weeks; see paragraph (B)(9) of this policy.

(3) Department head evaluates operating needs, service levels, and other FTE reduction requests from within the department (see paragraph (D)(2) of this policy).

(4) Department head forwards request(s) with recommendations to planning unit head for approval or disapproval.

(5) Planning unit head informs the department head and employee of the decision (see paragraphs (D)(3) to (D)(6) of this policy), including any modifications of the duration and vacation accrual described in the submitted "Voluntary Short-term Reduction Form."

(6) The employee confirms in writing their acceptance of the FTE reduction as approved.

(7) Department head processes approved FTE reductions with UHR and payroll services.

(8) Approved reductions are short-term reductions with a duration as specified in the submitted "Voluntary Short-term Reduction Form," unless modified by the planning unit head at the time of approval.

(9) The department may cancel the reduction based on the needs of the university or department. The employee may also cancel the reduction. Such cancellation by the department or employee takes effect two weeks after notice is given, unless a different date is mutually agreed upon, or a different minimum notice was specified under paragraph (B)(2) of this policy.

The following apply to short-term reductions:

(1) Pay: will be reduced and pro-rated in accordance with the FTE reduction.

(2) Health insurance: There will be no change in the health insurance coverage or premium.

(3) Payroll deductions: The employee will need to arrange (with UHR) for direct payments for those months, if any, when pay is zero or so small that no payroll deduction takes place. This applies to health insurance and other payroll deductions.

(4) Vacation accrual: For the duration of this short-term FTE reduction, the vacation accrual will be adjusted. If the employee works forty-hour weeks for a reduced number of months per year, vacation will accrue at the regular two days per month rate:

(a) Eleven months - earn up to twenty days per year

(b) Ten months - earn up to eighteen days per year

If the employee works fewer hours per week, vacation will accrue on a pro-rated basis, as specified in the submitted "Voluntary Short-term Reduction Form," unless modified by the planning unit head at the time of approval.

These vacation accrual schedules are an exception to policy 41.010.

(5) Education benefits: no change.

(6) Retirement: OPERS retirement credit will be earned for every month worked. To receive credit for a month, the employee must earn a minimum of two hundred fifty dollars and be on active pay status (includes time worked, vacation, sick, and personal-time pay) during that month.

(7) Sick time accrual: no change (see policy 40.029).

(8) Twelve-month pay plan: During their short-term FTE reduction, employees may choose to receive their pay in twenty-four equal semi-monthly amounts, as described in policy 41.007.

(D) Notes

(1) The reduction can be in many forms, examples of which include:

(a) Reduced days per week.

(b) Reduced weeks per month.

(2) Department heads and planning unit heads must consider the operating needs of their units and all requests from other employees to determine what should be approved. Requests from other employees and service impact will influence the planning unit head's decision to accept, alter, or deny any requests.

(3) Savings accrued from the FTE reductions will be used at the discretion of the planning unit head to meet short-term budget shortfalls.

(4) Approval of the reduction does not reduce the authorized FTE strength of the planning unit.

(5) The reduction can be extended by mutual consent. A new "Voluntary Short-term Reduction Form" should be completed and the process of paragraph (B) of this policy, followed. All documentation must be forward to payroll services and UHR's records department.

(6) If a "permanent reduction" is later mutually agreed upon, the department and employee will officially change and adjust the FTE of the position, as governed by separate guidelines available from the provost's office.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/40-056.html

Last updated July 10, 2026 at 7:49 AM

History

Effective: July 10, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-57 Research appointments.

(A) Overview

This policy establishes a "research" category of employees at Ohio university, delineates the terms and conditions of research appointments, and ensures consistent treatment of these employees.

Under the section 124.11 of the Revised Code, positions and employees involved in research are considered "unclassified" employees. Ohio university defines research employees as non-faculty, non-student employees who are externally funded, and who predominantly conduct or support experimental, applied, or theoretical research work in a particular discipline.

Appointments as research faculty (e.g., assistant research professor, associate research professor, or research professor) are governed by policy 01.015 and the "Faculty Handbook."

In the absence of an exception formally granted in accordance with policy 01.003, this policy applies to all research employees whose positions are funded more than fifty per cent from any combination of the following sources:

(1) Startup funds for new faculty (oracle financials accounts with project code prefix "SU")

(2) Research incentive funds (oracle financials accounts with project code prefix "RI)

(3) Restricted account (e.g., grants and contracts)

(4) Internal awards -- often used for postdocs, this includes 1804 fund research grants (oracle financials accounts with project code prefix "IA").

(5) Foundation accounts (oracle financials accounts with project code prefix "FN")

Any position otherwise falling under policy 40.058 can be designated a research position on the basis of its funding source. As appointing authority, the chief human resource officer will make final determinations regarding research designation. For example, a new, one hundred per-cent-grant-funded position determined to be an administrative assistant could be designated as research, and terms and conditions of appointment would adhere to this policy.

(B) Process

Unless otherwise noted, research administrative hourly employees will follow existing compensation and benefits policies for administrators.

Research employees are considered special appointments, as described in policy 40.106.

Policies 41.013 and 41.012 do not apply to research employees. Employment for research employees is considered "employment at will," and is at the discretion of the employing authority. The university can terminate the appointment at any time. Written notice of termination will be provided at least two weeks in advance of the anticipated termination date, if circumstances permit.

Research employees can be administrative salaried or hourly. Appointments can be regular (nine- to twelve-month employment period), or term (less than nine-month employment period), as follows:

Research administrator employee may hold positions meeting any of these three descriptions:

(1) Full-time regular research administrator: forty hours per week; nine- to twelve-month employment period.

(2) Part-time regular research administrator: less than forty hours per week; nine- to twelve-month employment period.

(3) Term research administrator: zero to forty hours per week; zero- to eight-month employment period.

(D) Compensation and benefits

This chart indicates the pay type, pay rate determination method, and applicability of various benefits for each category of research employee. A "Y" indicates that the benefit or compensation on that row does apply to employees of that column.

Unless otherwise noted, research administrators will follow existing compensation and benefits policies for administrators; and, with the obvious exceptions of the first four rows of this table, the table applies to both research administrative hourly and salaried appointments.

Applicability of benefits and compensation by research employment type

| Compensation and benefits | Full-time regular | part-time regular | term | | --- | --- | --- | --- | | Research administrator pay | salaried/hourly | salaried/hourly | salaried/hourly | | Research administrator pay determination | will mirror administrative pay plan (see policy 40.058) | | | | Health and life insurance | Y | Y | | | Educational benefits | Y | Y | | | Sick leave | Y | Y | | | Sick payout | Y | Y | | | Vacation leave | Y | Y | | | Vacation payout | Y | Y | | | Unemployment | Y | Y | Y | | Workers compensation | Y | Y | Y | | Holidays | Y | Y | Y | | Medical leave | Y | Y | FMLA only | | Disability leave | Y | Y | | | Personal leave | Y | Y | | | Performance evaluation | Y | Y | Informal | | Annual pay raise | Hourly: standard formula. Salaried: merit-based. Both: budget allowing | Hourly: standard formula. Salaried: merit-based. Both: budget allowing | Hourly: standard formula. Salaried: merit-based. Both: budget allowing | | Employment process | Online | Online | Online | | Retirement | Y | Y | Y |

Last updated July 6, 2022 at 11:31 AM

History

Effective: July 1, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-58 Administrative compensation.

(A) General policy statement

Pay determination decisions should support the university's commitment to a market-based pay approach. This ensures the university's ability to attract and retain the talent needed to support Ohio university's mission and initiatives. University human resources ("UHR") manages the pay plans and pay structure to ensure market competitiveness. The university will pay employees without regard to any of the categories listed as protected in policy 40.001, relative to:

(1) Skills and requirements of positions;

(2) External market as defined by UHR;

(3) Financial management of the university.

(B) Program objectives

Ohio university will maintain a salary program that:

(1) Is consistent with the general policies of the university;

(2) Is internally consistent and externally competitive with comparable market ranges;

(3) Ensures equitable pay for work requiring similar skill or competency, scope, and responsibility;

(4) Assures that university employees are fairly rewarded for contributing their knowledge, skills, abilities, and time in accomplishing university objectives (implies "pay for performance" for all);

(5) Ensures that the salary program is administered with consistency and uniformity throughout the university, with regard to position evaluation and salary structure;

(6) Includes objective job specifications and qualifications as an aid to hiring and promotion;

(7) Provides a system to identify inconsistencies and maintain competitive salary levels;

(8) Provides data for the strategic analysis of compensation costs and forecasts;

(9) Provides data supporting workforce, talent, and succession planning;

(10) Assures compliance with appropriate laws and regulations.

(1) President

The president of Ohio university or the appropriate designee has authority and responsibility for the salary plan's goals, objectives, structures, and policies. The following are specific delegations of authority in the day-to-day administration of the program.

(2) Vice president for human resources

Ongoing responsibility for overseeing the program is assigned to the vice president for human resources. As such, the following duties are in the vice president for human resource's purview, although in actual practice they may be assigned to other staff in university human resources:

(a) Drafting and recommending new or revised salary policies and procedures;

(b) Maintaining position descriptions in accordance with retention schedules;

(d) Auditing the pay structure to maintain market competitiveness and internal consistency;

(e) Reviewing compliance with the Fair Labor Standards Act, equal employment opportunity commission regulations, and other governmental regulations including the determination of a position's exempt or non-exempt status;

(f) Maintaining histories of salary and career records in accordance with retention schedules;

(g) Appraising pay plan program effectiveness and recommending program revisions as necessary;

(h) Advising and assisting departments in implementing pay plan policies, guidelines, and procedures in salary administration.

For specific forms and procedures for drafting a job description, please access the "Pay Administration Guidelines."

(3) Salary plan evaluation

The vice president for human resources may conduct a study of the administrative pay plan every three years, or as needed. The purpose of the study is to evaluate the salary plan in terms of effectiveness in achieving objectives, external comparability, and internal structure and usage by administrative units.

(4) Appropriate job documentation

The duties, responsibilities, and specifications of all positions in the program shall be kept on file with university human resources. The job description will provide information regarding the essential functions of the position, specifics with respect to position scope and accountability, and the skills and competency level requirements of the position. Managers are accountable to ensure descriptions are accurate for each position they supervise, with input from their staff.

Last updated August 24, 2026 at 3:25 PM

History

Effective: April 2, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-59 Direct deposit of employee pay.

(A) Purpose

Ohio university is committed to providing a secure and efficient payment method for faculty, staff, students, and the university. This policy outlines the university's guidelines for direct deposit, ensuring individuals receive and access their earnings promptly while eliminating the risk of lost or misplaced checks.

(B) Scope of policy

This policy applies to all employees receiving payments through the university payroll system. Effective January 1, 2026, all employees are required to receive their pay via direct deposit into a United States (US) bank or credit union account, irrespective of their employment start date.

(1) Direct deposit: the electronic transfer of an employee's net pay into a designated bank or credit union account.

(2) Net pay: the amount of an employee's earnings after all deductions, such as taxes and retirement contributions, have been subtracted from gross pay.

(3) Bank information: the details of an employee's bank or credit union account, including the account number and routing number, required for setting up a direct deposit.

(4) Payslip: a document provided to employees for each pay period that outlines gross pay, deductions, and net pay.

(5) Rejected deposit: a situation where the direct deposit is not accepted by the financial institution.

(6) University human resources: the university office responsible for processing direct deposits.

(D) Policy content

(1) Mandatory enrollment

All employees are required to have one hundred per cent of their net pay directly deposited into a bank account. Employees are responsible for providing accurate bank information. Direct deposit for newly hired employees must be established within thirty days of their start date.

(2) Changing financial institutions

To change an existing direct deposit to a different financial institution, employees must provide new information to university human resources at least ten days prior to the next applicable payday.

(3) Rejected deposits

If a deposit is rejected, the participating financial institution will notify university human resources. The employee will not lose their pay; however, the rejection will result in a delay in receiving pay. The employee will be issued a paper check for the deposit.

(4) Activation period

Once authorization is received by university human resources, it may take one pay cycle to become active. During this time, employees will be paid by paper check mailed to a valid mailing address on file.

(5) Employee responsibilities

Employees are responsible for reviewing their payslip for accuracy and promptly notifying university human resources if there has been an error such as overpayment of wages, incorrect taxation, etc.

Last updated March 17, 2026 at 9:15 AM

History

Effective: March 16, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-63 Flexible work schedule, flexible hours, and flexible work locations for administrators and classified employees.

(A) Overview

As a matter of work-life balance, Ohio university provides flexible work schedules, flexible hours, and flexible work location options for administrators and classified employees. Ohio university acknowledges that there are growing demands on staff recruitment and retention, as well as the growing demands on university space and energy requirements. Additionally, the university recognizes that as a public entity, it is charged with using resources in the most efficient and effective manner. Employees covered by a "Collective Bargaining Agreement" should refer to their respective agreements.

This policy pertains to flexible arrangements (schedules, hours, locations), not to positions hired to work at locations outside of Ohio university's main or regional campuses and satellite centers.

(B) Definitions

(1) "Remote work" - the practice of an employee working at their home, or in some other place that is not Ohio university's usual place of business.

(2) "On-site" - the practices of employee working at the organization's usual place of business. The employee may have a permanent work location, or flexible work location made available to the department and scheduable by the employee.

(3) "Hybrid work" - the practice of an employee practicing a combination of remote and on-site work as needed to perform the expectations of their job duties.

(4) "Core hours" - period of hours each day/ week when your department must be staffed at an appropriate level.

(5) "Peak periods" - cyclical times of the year when business activity or work volume is high during which the department must be staffed on site at specified level. Employees may be required to work on campus for their regular schedule.

(1) Flexible work schedules

Flexible work schedules that maintain coverage during the university core hours may include such options as a compressed work week (for example, four ten-hour days, four nine-hour days and one four-hour day, etc.), or may include alternative start and end times to the work day. Flexible work schedules will not reduce the number of hours required to be worked by an employee. For example, a full-time employee will be required to work forty hours in a week.

(2) Flexible work hours

An additional purpose of this policy is to recognize occasional excess hours worked by an employee. A supervisor may approve reasonable, intermittent flexible hours in recognition of hours worked that are clearly in excess of the standard work week at Ohio university for employees who are exempt from the overtime provision of the Fair Labor Standards Act.

In such cases, the flexible hours option involves the downward flexing of the number of work hours in any given week and should be implemented within a reasonable time frame and as close to the period of excess hours worked as possible.

(3) Flexible work location

Flexible work locations including remote and hybrid, as defined in paragraph (B) of this rule, may be provided at the supervisor's discretion.

(D) Use of flex options

The options for flexible work schedule, flexible work hours, and flexible work locations are available when appropriate and at management's discretion after consultation with and approval by the planning unit vice president/vice provost. It is the responsibility of the planning unit head to ensure service levels are maintained. The guidelines for flexible work schedule, flexible hours, and flexible work locations for administrators and classified employees sets forth the mandatory requirements for managers and staff; it must be reviewed prior to granting a flex option; and indicates flex options should be reviewed periodically and are subject to change. Flex options may be initiated by managers or administrators and classified employees. The appropriate FlexWork tracker app must be completed prior to commencement of any flex options. The university is not obligated to approve a proposal for flexible work arrangement for any employee. Flexible work schedules are subject to ongoing review and may be terminated at any time by any supervisor or by the employee with the agreement of the supervisor, as outlined on the policy.

Last updated August 24, 2026 at 3:25 PM

History

Effective: April 2, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-75 Adoption benefits.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/40-075.html

(A) Overview

The university provides the benefits specified in this policy in support of eligible faculty and staff pursuing adoption of minor children.

(B) Eligibility

Benefits eligible faculty and staff include:

(1) Full time and part time employees, excluding temporary and intermittent appointments, with:

(a) An employment period of greater than one hundred twenty days and an FTE level of 0.75 or greater, or

(b) Part-time employees who were enrolled for benefits as of June 30, 2015.

(2) "Group I," "Group II," "Group IV," and "Clinical" faculty as defined by the "Faculty Handbook."

(3) Any faculty member or employee who qualifies for a benefit due to state or federal law (e.g., healthcare coverage, workers compensation, or unemployment compensation). Criteria are described on the university human resources web site.

The adoption benefit plan will reimburse eligible employees up to five thousand dollars per child for eligible adoption-related expenses upon placement of a minor child in the employee's home.

If two adopting parents of the same adopted child are both eligible for adoption assistance, the total maximum benefit amount for that adoption is five thousand dollars.

Adoptions made through public, private, domestic, international, and independent means are eligible. The adopted child must be under the age of eighteen.

(D) Applying for adoption benefits

Employees should complete and submit the "Adoption Benefit Form" to human resources. Receipts for expenses are required for approval and reimbursement.

(E) Payment and taxation of adoption benefits

Adoption benefits are taxable income. Human resources will review and approve your adoption benefit form and expenses and receipts. Upon approval, the adoption benefit will be paid in the next regularly scheduled pay check. Employees may be eligible for an income tax credit for adoption benefits. Consult a tax advisor for details.

(F) Eligible expenses

(1) Legal fees and court costs

(2) Adoption agency and placement fees

(3) Required medical expenses for the child prior to adoption (including immunizations)

(4) Immigration fees

(5) Translation services

(6) Transportation expenses including lodging expenses

(G) Ineligible expenses

(1) Medical examination fees for adopting parents

(2) Cost of personal items such as clothing and food for either the parents or the child

(3) Expenses incurred prior to eligibility for the program

(4) Expenses for the adoption of a spouse or domestic partner's child

(5) Expenses related to a surrogate parenting arrangement

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/40-075.html

History

Effective: June 23, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-105 University executive administrative personnel processes.

(A) Purpose

This policy provides administrative personnel processes for university executives, including the president, provost, vice presidents, and deans.

(B) Search

A search committee will be formed by the appointing authority, or their designee, to help identify, evaluate, and recommend qualified candidates for the positions set forth above, except for the position of president. The board of trustees will appoint the search committee for the president, which shall include representatives from major university constituencies and operate under the board's guidance.

Each committee must include representatives from key constituencies. For dean searches, this includes faculty, students, and a current dean. Half of the faculty members will be elected by faculty of the academic unit; the other half will be appointed by the provost after consulting department or school chairs. For all academic appointments including deans, a faculty member will serve as search committee chair.

The appointing authority, or their designee, will provide the committee with a charge and a general position description. For dean searches, the provost will develop this description in consultation with the committee.

In recognition of the importance of administrative continuity, the urgency of addressing quickly evolving university needs, and the value of internal leadership development, the president may, at her/his discretion, appoint individuals who currently report directly to the president to other executive officer positions without initiating a formal search process, provided the following conditions are met:

The appointee must be a current university employee who holds a senior leadership position and reports directly to the president at the time of consideration.

The appointee must possess qualifications and experience that align with the responsibilities of the executive position.

Prior to making such an appointment, the president shall consult with the provost and at least one representative from the relevant major constituency (e.g., faculty, staff, or student leadership) to ensure transparency and shared governance.

(D) Evaluation

University executives will be evaluated on an annual basis for the purposes of salary review, identification of areas of administrative improvement, and personal development.

The president or provost with information provided by individuals who have supervised or worked for and/or with them over the course of the previous year.

In the case of deans, appropriate information will be sought from faculty by means of an annual questionnaire which contains both standard questions and questions specifically relevant to the academic unit of the dean. A committee of faculty, half of whom will be appointed by the faculty senators from the college or unit and half of whom will be appointed by the provost, will be created to assist the provost in administering and interpreting the questionnaire.

If the annual review indicates significant concerns with the performance of the administrative officer, the president or provost will work with the individual to identify specific steps for improvement. If significant concerns continue to be expressed in subsequent annual reviews and improvement is not made, the president or provost will give serious consideration to the termination of the administrator officer.

There should be a more comprehensive review during the fall of the fifth year (or each five years thereafter) to provide a more general appraisal of executive performance and accomplishment. An advisory committee will be appointed by the president or provost to assist with the comprehensive review. In the case of deans, the advisory committee shall consist of faculty from the college or unit, half of whom have been appointed by the faculty senators from the college or unit with the other half being appointed by the provost. Its report will be given to the person being reviewed as well as to the president or provost. In the case of deans, the questionnaire sent to the faculty shall include a summary question on the reappointment of the dean. Based upon the results of the comprehensive review the provost, in consultation with the advisory committee, shall recommend the time (not to exceed five years) for the next comprehensive review. If more than fifty per cent of the group I faculty recommend that a dean not be reappointed, a search for a new dean will be initiated.

The board of trustees is responsible for the annual review and the comprehensive review of the president. The board of trustees will conduct annual and comprehensive reviews of the president pursuant to the board policy for annual and comprehensive presidential performance reviews, as amended and updated by the board of trustees.

Last updated July 30, 2025 at 7:32 AM

History

Effective: July 30, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-106 Administrative and classified appointment.

(A) Overview

This policy defines appointment types for Ohio university. The chief human resource officer, as the appointing authority, shall administer the hiring practices of all appointments and shall review and facilitate all prospective appointment offerings. The wages, benefits, terms, and conditions of employment shall be governed by university practices, rules, policies, and procedures in effect at the time of hire and as they may be modified or amended.

(B) Regular appointments

Regular appointments can be full time or part-time and are more than one hundred twenty consecutive days.

(1) Regular administrative appointments are intended to be ongoing, can be exempt or non-exempt, and are at will, subject to involuntary termination with or without cause, in accordance with policies 41.012 and 41.013.

(2) Regular classified employees are non-exempt, intended to be ongoing, subject to the conditions included in the respective collective bargaining agreement.

Appointments of a fixed duration greater than one hundred twenty days, but less than three years, without intention of continuing employment shall be referred to as "Term Appointments."

(1) Employees appointed to such positions will receive an offer letter, approved by UHR that clearly sets forth the limited term of their appointment.

(2) Term appointments shall not be subject to policies 41.012 and 41.013.

(3) A term appointment may be terminated prior to the expiration of the term for any reason by giving the employee written notice thirty calendar days prior to the termination date.

(D) Temporary appointments

Short-term appointments of less than one hundred twenty days shall be referred to as "Temporary Appointments."

(1) Temporary appointments shall not be subject to policies 41.012 and 41.013.

(2) A temporary appointment may be terminated prior to he expiration of the appointment for any reason.

(3) A temporary appointment may exceed one hundred twenty days for reasons noted in section 124.30 of the Revised Code "sickness, disability, or other approved leave of absence of regular officers or employees", in which case it may continue during the period of sickness, disability, or other approved leave of absence, subject to the rules of the director.

(E) Intermittent appointments

Positions in which an employee is scheduled to work only on days and hours as needed shall be referred to as "Intermittent Appointments."

(1) An appointment when an employee is required to work less than one thousand hours per fiscal year, or for a duration of a project or grant, which may exceed one thousand hours per fiscal year.

(2) Administrative employee called in as needed, or on an emergency basis.

(3) An intermittent appointment may be terminated for any reason at the discretion of the appointing authority.

(F) Special appointments designation

Positions dependent upon financial support from sources other than university general operating and auxiliary funds shall be referred to as "Special Appointments." Special appointment is a designation that can be given to any appointment types.

(1) Special appointees will receive an offer letter, approved by UHR, that states that they have "Special Appointments" that are dependent upon outside funding.

(2) Special appointments are considered at will, and are subject to termination with or without cause in accordance with policies 41.012 and 41.013.

(3) Notwithstanding policies 41.012 and 41.013, special appointments may be terminated at any time if the outside funding is decreased or eliminated. In this event, special appointees will be given notice of the termination as far in advance of the anticipated termination date as circumstances permit.

(G) Seasonal appointments

Full- or part-time contiguous positions greater than one hundred twenty days but less than nine months per year with the same schedule expected to recur in successive years. A seasonal appointment may be terminated for any reason at the discretion of the appointing authority.

(H) Non-contiguous appointments

Full- or part-time positions that may be comprised of multiple periods of work throughout the year, totaling more than one thousand hours per year and with at least one working period of greater than one hundred twenty days. For example, a non-contiguous employee may work July through December, be off work for the month of January, resume work in February through May, and be off work for the month of June. A non-contiguous appointment may be terminated for any reason at the discretion of the appointing authority.

Last updated September 28, 2022 at 8:42 AM

History

Effective: September 28, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-107 Nepotism.

(A) Overview

Ohio ethics law and the related statutes found in the Revised Code generally prohibit public officials and employees from misusing their official positions for their own personal benefit or the benefit of their family members. The purpose of this policy is to ensure the hiring and supervision by and within the university is conducted in compliance with the Ohio ethics laws and in a manner that enhances public confidence in the university, prevents situations which give the appearance of partiality, preferential treatment, improper influence, and conflict of interest.

Relationship by family, marriage, or domestic partnership will not preclude hiring, promotion, or transfer, as long as the individual meets and fulfills the appropriate appointment standards. This policy provides guidance regarding the initial employment of family members and influencing employment of, or employment decisions regarding, family members. This policy also applies to situations where there is a change in family status for employees after employment. For example, the marriage of a supervisor to a supervisee would be a change in status that would cause the parties to be subject to this policy.

(B) Definitions

"University employee" means any person who is appointed to or is an employee of Ohio university, regardless of the source of funding for the employee's position. University employee applies to all forms of employment by Ohio university, including regular and term, full- and part-time appointments to administrative, classified, research, and bargaining unit positions, to overload contracts, to graduate appointments, and to graduate and undergraduate student employment (including employment under the program to aid career exploration, "PACE," and federal work study, "FWS," programs), and courtesy appointments.

"Family member," for purposes of this policy only, includes but is not limited to the following: spouse, domestic partner, children (biological, step, adopted, or foster), legal wards, siblings, parents, grandparents, grandchildren, uncles, aunts, father-in-law, mother-in-law, brother-in-law, sister-in-law, daughter-in-law, son-in-law, and other persons related by blood, adoption, or marriage.

"Supervision" means the direct ability to affect, or the power to effectively recommend, the hiring, renewal, evaluation, assignment of duties, establishment or adjustment of compensation and benefits, transfer, suspension, layoff, recall, promotion, discharge, reward, discipline, or settlement of the disciplinary grievances or appeals of another university employee.

All university employees are prohibited from recommending, nominating, authorizing, or using the authority or influence of their position to secure the authorization of employment, for a family member.

(D) Supervision of family members

No university employee shall supervise any family member or participate (formally or informally) in any decision, or use their position to secure any decision, which affects the continuation, implementation, or terms and conditions of a family member's employment, nor provide direct approval of a family member's time sheets or payroll.

(E) Allowable and alternative arrangements

(1) Permitted circumstances

Nothing in this policy prohibits two family members from being hired and working for the university, even within the same department, provided all parties comply with the terms of this policy. The following circumstances are permitted by this policy:

(a) A family member is not prohibited from obtaining employment within the same department as a result of hiring, bumping, displacement, recall, promotion, appointment, or some other non-discretionary personnel action. Employment within the same department may also occur when a marital or other significant relationship develops subsequent to the employee's employment with the department. The family members are not prohibited from continuing to work for the university or specific department.

(b) A supervisory employee is not prohibited from working in the same department as a family member, provided the supervisory employee does not participate in the hiring of the employee and alternative arrangements have been made ensuring the avoidance of a direct line of supervision.

(c) A university employee is not prohibited from approving a union contract when their family member is a member of the union, unless the relative serves as a union officer, board member, or on the union negotiating team.

(d) A university employee is not prohibited from participating in general decisions that impact classes of employees, one of whom is a family member (e.g., unit- or university-wide decisions regarding salary increases, layoffs, changes in benefits, etc.).

(e) A university employee is not prohibited from participating in a general budgetary appropriation that includes money to fund a family member's compensation and benefits, or from participating in budgetary appropriations to a department that employs a family member.

(2) Alternate arrangements

University employees who are not family members as defined above, but who are in a close personal relationship, may be requested to use the provisions of this subsection in order to avoid any appearance of impropriety or conflict of interest.

The provisions of this subsection shall be followed whenever a subordinate supervisor would supervise the family member of their supervisor.

(a) University employees must notify their supervisor if any family member applies for a position for which they will be responsible or may influence the employment actions as detailed in this policy. Family members must delegate authority to other parties or recuse themselves from hiring-related decisions regarding their family members.

(b) Internal applicants are required to self-disclose, at the time of application, if the position for which they are applying reports to or supervises a family member.

(c) In instances where family members are working and supervising within the same department, alternative arrangements must be taken to eliminate the appearance of impropriety and conflict of interest. Alternative arrangements shall include removing the responsibility or influence to hire, and removing the opportunity and obligations of directly supervising family members. This includes relationships that are post-hire. Alternative arrangements shall be fully documented in the "Workplace Alternative Arrangement Agreement" detailed in paragraphs (E)(2)(d) and (E)(3) of this rule.

(d) The employing unit must submit a "Workplace Alternative Arrangement Agreement" for review to university human resources, the office of the provost, and the division head. University human resources, the office of the provost, and the division head may alter or modify the "Workplace Alternative Arrangement Agreement" submitted by the employing unit. The "Workplace Alternative Arrangement Agreement" must be maintained in the personnel files of all impacted employees.

(3) Review process

Employees impacted by a "Workplace Alternative Arrangement Agreement" may seek review of the terms and conditions of the agreement from the planning unit head. Said employees shall submit their request in writing to the planning unit head, with a copy to university human resources. The planning unit head shall review all information submitted and render a final and binding decision regarding the "Workplace Alternative Arrangement Agreement." The final decision shall be given to the employee, university human resources, the office of the provost, and the division head. The updated "Workplace Alternative Arrangement Agreement" shall be filed in the personnel files of all impacted employees, with a notation that it supersedes any prior version.

(4) Public records

All versions of the "Workplace Alternative Arrangement Agreement" filed in the personnel files are subject to release under the provisions of policy 40.007.

(F) Appointments

Appointment of family members to a position, and on-going employment decisions, shall be made in accordance with all applicable policies and guidelines, and collective bargaining agreements, including the following:

(1) Policy 20.110

(2) Policy 40.057

(3) Policy 40.106

(4) "Faculty Handbook," section II-R, "Policy on Consensual and Familial Relationships in the Instructional Setting," and section II-S, "Consensual and Familial Relationships."

(G) Scope

This policy supersedes any and all policies and guidelines regarding matters of nepotism, except that this policy applies to faculty appointments only to the extent that no contrary provision is included in the "Faculty Handbook."

(H) Violations

Any employee who believes this policy has been violated should contact university human resources at (740) 593-1636, the office of equity and civil rights compliance, the office for equal opportunity and accessibility, or the university ombuds office.

Last updated July 8, 2022 at 11:38 AM

History

Effective: July 1, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-110 Employment agency fees.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/40-110.html

(A) Overview

This policy provides guidance pertaining to the use of employment agencies and the hiring of employees through employment agencies.

Planning unit heads are empowered within departmental budget limitations to do either of the following:

(1) Employ the services of placement offices or employment agencies, or

(2) Pay the employment fees of new employees hired through employment agencies.

This policy shall pertain only to clerical employees, technicians, and specialists, and not to faculty members or administrative officers.

(B) Process

Prior to authorizing the above services or payments, the employing department will obtain a written confirmation from university human resources that sufficient candidates to fill the position cannot be obtained through local channels, and that the use of an employment agency is an appropriate source of additional potential employees. Further, the employing department must obtain written approval in advance from the planning unit head, which includes vice presidents and deans.

University human resources secures and manages the contracts associated with employment agencies.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/40-110.html

History

Effective: July 18, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-121 Recruitment and selection of faculty and staff.

(A) Overview

In compliance with requirements as a federal contractor, Ohio university will make lawful efforts to recruit persons disabilities, veterans, and Vietnam era veterans, for position openings. In accordance with federal law and Chapter 124. of the Revised Code, it is the policy of the university to engage in recruitment practices that yield the best applicants for vacancies.

This policy covers all faculty and staff positions at Ohio university.

This policy also establishes an official diversity statement to be utilized as appropriate during recruitment activity:

Ohio university is proud of its rich history and as part of our ongoing efforts to provide and support a transformative learning experience, we affirm our commitment to fostering a welcoming and respectful workforce and community. All qualified applicants are encouraged to apply and will receive consideration free from discrimination on the basis of, age, ancestry, color, disability, ethnicity, gender, gender identity or expression, genetic information, military service or veteran status, national origin, pregnancy, race religion, sex, sexual orientation, status as a parent or foster parent, or any other bases under law. Ohio university is an equal access/equal opportunity employer.

(B) Process

All faculty and staff positions will be posted as directed by university human resources or a collective bargaining agreement. Processes and procedures can be found in Ohio university's recruitment and selection guidelines.

Practices, processes, and procedures regarding recruitment and selection at Ohio university will set forth in guidelines for recruitment and selection at Ohio university. University human resources will establish, maintain, and update these guidelines in close partnership with the office of equity and civil rights compliance. Exceptions to this policy and associated guidelines must be approved by the vice president for human resources or their designee.

Last updated August 24, 2026 at 3:25 PM

History

Effective: April 2, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-125 Pre-employment background check and on-going duty to self-disclose.

(A) Overview

Ohio university is committed to providing a safe and secure environment for students, parents, faculty, staff, volunteers, and visitors. Ohio university is also committed to protecting the university's physical, intellectual, and financial resources. This policy seeks to ensure the success of maintaining a safe and secure environment for the campus community while protecting university resources.

This policy sets forth the instruments for conducting pre-employment background verifications and checks validating applicants' eligibility and suitability for a position with Ohio university. Information discovered through the background check process will be used solely for the purpose of evaluating a finalist's suitability for employment and will not be used to discriminate against a finalist on the basis of race, color, religion/creed, sex/gender, age, sexual orientation, gender identity/expression, national origin, genetic information, marital/familial status, disability, military, veteran status, or any other protected status. Background checks will be conducted in compliance with all applicable laws and regulations and shall only be conducted by and through university human resources to ensure compliance. In addition to pre-employment background verifications and checks, this policy also requires employees and offerees within the scope of this policy to self-disclose criminal convictions within three business days of the conviction.

(B) Definitions

The following definitions shall apply for the purposes of this policy:

(1) Background check/pre-employment verification

Process of acquiring records regarding an individual that are used to determine eligibility for initial or ongoing employment or other university activities.

(2) Break in service

Departure from university either voluntarily or involuntarily for any period of time.

(3) Criminal conviction

Being found guilty, entering a plea, or pleading no contest to a felony or misdemeanor.

(4) Fair Credit Reporting Act (FCRA)

Federal law that regulates collection, dissemination, and use of consumer information.

(5) Final candidate

Internal or external applicant identified as the finalist for a position.

(6) Third party staffing vendor

An organization that provides its staff to the university to supplement the university's workforce.

(1) Scope of policy

Ohio university shall conduct background checks and pre-employment verification as part of the employment hiring process on final candidates for the following positions:

(a) Regular full-time and part-time faculty, administrative, classified and bargaining unit employees;

(b) All student employees, including graduate assistants, as determined by the department in conjunction with university human resources, who work with a distinct population (e.g. children, adults younger than eighteen, etc.), need access to sensitive facilities, records, and/or data, or have independent responsibility for handling business transactions.

(d) Temporary staff provided by third party staffing vendors unless the vendor has conducted its own background check that complies with Ohio university requirements and has been accepted by Ohio university.

(e) Employees who return to Ohio university after a break in service.

(f) Current employees who are final candidates for Ohio university positions, other than the ones they presently hold, if the new position requires heightened levels of responsibility in duties and/or heightened levels of access to facilities, records, data of a sensitive nature as determined by university human resources after consultation with the department.

(g) Employees responsible for the care, custody or control of children or minors on campus, such as childcare workers and camp counselors, in compliance with the Ohio university minors on campus policy and all applicable laws and regulations.

Background checks are not required to be performed for the following positions:

(i) Student work-study, student hourly employees, or graduate student employees unless they work primarily with a distinct population (e.g. children, adults younger than eighteen, etc.) or need access to sensitive facilities, records, and/or data, or have independent responsibility for handling business transactions.

(ii) Current incumbents involved in a position reclassification.

(iii) Faculty employment changes resulting from the faculty tenure and promotion process.

(2) Pre-employment verifications and background check

A candidate for employment into a position at Ohio university will not be employed or hired into a position at Ohio university until a satisfactory pre-employment verification and background check has been completed and authorization is provided to the hiring department. Exceptions may only be made with the expressed written approval of the chief human resources officer after a written request is submitted by a dean or appropriate vice president or equivalent. If an exception is granted and employment begins prior to completion of the background check, the employee is prohibited from interacting with minors on campus. All offers of employment shall be considered conditional until a background check has been completed and all other pre-employment requirements have been satisfied. The terms of a conditional offer of employment shall be specifically detailed in writing through the officially university generated offer letter to the candidate. If employment commences prior to completion of a satisfactory criminal background check, the university reserves the right to evaluate the employee's suitability for employment and to end the employment if the background check is deemed unacceptable. In this event, the employee is not eligible for any advanced notice of separation and does not qualify for severance benefits under university policy.

(a) Consent to conduct background checks and verifications

Final candidates will be informed in writing that the offer of employment is contigent upon the satisfactory completion of a background check. Prior to conducting a pre-employment background check, a signed disclosure and authorization form must be obtained from the final candidate. This authorization grants authority to Ohio university and/or a third-party vendor, to perform the required background check. Failure to provide consent will preclude a final candidate from consideration for a position and may result in corrective action up to and including termination for current employees.

As part of the consent to a background check, the final candidate must fully and accurately disclose all criminal convictions and pending criminal arrests or actions. Failure to disclose all criminal convictions or failure to provide truthful, accurate, and complete information regarding criminal convictions will result in the candidate being ineligible for hire for the current position and possibly ineligible for future employment consideration. Current employees may be subject to corrective action up ro and including termination.

Ohio university reserves the right to retain the service of third-party vendors to conduct background checks on behalf of Ohio university. The third-party vendor will be selected and approved by the vice president for finance and administration, in consultation with university human resources and the office of legal affairs.

Records received from background checks will be retained in a secure location by university human resources, separate and apart from personnel files. Destruction of the records will occur in accordance with the public records retention policy of Ohio university.

(b) Reference checks

Background checks performed in accordance with this policy shall not serve as a substitute for the reference checking process. Hiring managers shall conduct, as part of the candidate selection process, reference checks prior to extending a conditional offer of employment. Hiring managers shall contact their human resources liaisons regarding any inquiries, questions or concerns in regard to reference checks.

Ohio university will conduct a pre-employment check or verification to confirm the educational history, licensure (including motor vehicle licensure) and/or professional credentials and certifications of finalist candidates prior to employment at Ohio university. All information that supports a finalist's ability to meet all qualifications for the position must be independently verified. Ohio university may conduct a pre-employment check or verification to confirm employment history.

(d) Criminal history

Upon receiving consent and authorization for a background check from the final candidate, university human resources will initiate the criminal history check. This check shall include an inquiry into federal, state and county criminal felony and misdemeanor records in each location the candidate has resided and a check of the national sex offender registry. Some designated positions, as determined by the chief human resources officer, may be subject to a more comprehensive criminal history review consisting of a fingerprint background check conducted by the bureau of criminal investigation (BCI) or federal bureau of investigation (FBI).

The chief human resources officer, or designee, shall be the recipient of any findings, reports or information gathered from the criminal background check. Analysis and evaluation of the results from the criminal background check will be performed by the senior director of human resources services and the director of employee and labor relations, under the guidance of the chief human resources officer.

Convictions and pending criminal charges will be taken into account when reviewing a final candidate's criminal history. Previous arrests and charges without a conviction may not be considered. A criminal conviction is not an absolute bar to employment, the following factors will be considered: the accuracy and completeness of the information provided by the final candidate, the facts and circumstances of the conduct and its correlation to the duties and responsibilities of the position, the gravity of the offense, the time since the conviction and completion of sentence, the rehabilitation or other requirements of the sentencing, the record of performance at other positions, the degree to which the position is one of trust and authority, and the impact to the public image of the university.

(e) Financial credit check

Ohio university does not regularly obtain and review credit reports as part of the pre-employment screening process. Some positions, however, may require an additional financial or credit history check prior to employment to determine if the final candidate is a suitable hire. Positions holding a fiduciary responsibility to Ohio university and who regularly have financial responsibilities, including access to or accountability for university funds or other cash, financial assets or accounts, are subject to a credit history check. The vice president of finance and administration, in collaboration with the chief human resources officer, shall designate those positions requiring a pre-employment background credit check.

Upon receiving consent and authorization for a background credit check from the final candidate, university human resources will initiate a credit check in accordance with the fair credit reporting act. The chief human resources officer, or designee, shall be the recipient of any findings, reports or information gathered from the financial credit check. Analysis and evaluation of the results from the credit check will be performed by the senior director of human resources services and the director of employee and labor relations, under the guidance of the chief human resources officer.

A negative credit history is not an automatic bar to employment but will be considered along with factors such as the nature and seriousness of the negative credit history and its correlation to the duties and responsibilities of the position, the accuracy and completeness of the information provided by the final candidate, the facts and cicumstances of the conduct, the time elapsed since the negative history, the record of performance at other positions, and the relationship to the position in question.

(f) Adverse action resulting from pre-employment background check

If the pre-employment background check results in no adverse action (i.e. approval of final candidate), university human resources will notify the hiring manager of approval to proceed with the hire.

If the information gathered during the pre-employment background check results in an adverse action (i.e. withdrawal of conditional offer), university human resources will immediately provide the final candidate the following: a notice of the probablreslte adverse action, a copy of the background check results, and a copy of the "A Summary of Your Rights Under the Fair Credit Reporting Act" notice. The final candidate will be given five calendar days to respond to the information provided in the background check and provide an explanation regarding their criminal or credit history, evidence of rehabilitation or personal character, the length of time since the last negative history, and other information or extenuating circumstances relevant to the adverse report. The chief human resources officer, and/or their designee, will evaluate the submitted information and make a final determination. If the final candidate does not submit additional information, or if they submit additional information and the university upholds its decision to take an adverse action, university human resources will provide the final candidate a letter detailing the final adverse decision.

(3) Self-disclosure of criminal arrests and convictions

All employees and offerees within the scope of this policy are required to self-disclose criminal arrests and convictions within three business days of the conviction to their planning unit head or their human resources liaison. Employees and offerees are required to provide accurate and detailed information regarding the facts and circumstances of the conviction and will be subject to a criminal background check. Failure to self-disclose, failure to provide truthful and accurate information regarding the conviction, or failure to consent to a background check may result in corrective action up to and including termination.

A criminal conviction is not an absolute bar to continued employment at Ohio university. Analysis and evaluation of the disclosed information will be performed by the senior director of human resources services and the director of employees and labor relations, under the guidance of the chief human resources officer. Assessment of the disclosed information will include the accuracy and completeness of the information provided by the employee, the facts and circumstances of the conduct and its relationship to the duties and responsibilities of the position, the gravity of the offense, the rehabilitation or other requirements of the sentencing, and the public image on behalf of the university. The chief human resources officer, in consultation with the planning unit head and/or provost, will make a final determination regarding eligibility for continued employment of employee and will initiate disciplinary proceedings accordingly.

Last updated February 5, 2024 at 12:34 AM

History

Effective: February 5, 2024
Promulgated Under: 111.15

Ohio Adm.Code 3337-40-130 Employee educational program and compliance.

(A) Introduction

Ohio university is committed to providing educational training programs that clarify expectations and responsibilities for all employees, uphold the highest standards of professionalism, ethics, and regulatory compliance, and establish risk management.

(B) Purpose

Compliance training is a critical element of an effective university compliance program. The university is committed to providing general and specific compliance training so that university employees understand their obligations and responsibilities in accordance with applicable laws, regulations, and policies that regulate higher education institutions.

This policy applies to all full and part-time faculty and staff, adjunct faculty, and student employees, including graduate students with a stipend that includes a service work component.

"Training" in this policy, means instruction, teaching, or other education designed to enhance the ability of the employee to perform their job. Required training may be mandated by federal or state regulations or address legal, financial, reputational, operational, technological, data security, or physical risks that could significantly impact members of the university community.

(D) Policy

The university will deploy appropriate training programs for employees. The university president (or delegate) will make final decisions regarding mandatory employee training described in this policy. The university may add, change, or assess elements of the university's training program as deemed appropriate and necessary.

In addition to mandatory training for all employees as described above, employees may be required to complete additional, role-specific training as needed for their positions, to maintain the institution's compliance with applicable laws, policies, or to enhance safety and technical preparedness, or to improve operations or departmental function.

Specialized training may be required for certain employees to ensure a safe working environment or as part of a performance improvement plan.

(E) Timing and frequency

The primary components of the university's mandatory training program for employees include, but are not limited to the following:

(1) New employee training:

(a) New employee orientation: Ohio university will provide an overview of university policies as part of new employee orientation. Employees are required to complete new employee orientation on-line or in-person as determined by university human resources.

(b) First thirty days of employment: all new employees must complete any assigned university-wide compliance training to supplement compliance information provided during new employee orientation.

(c) New employees must complete role-specific and specialized training assigned by their departments within assigned time frames.

(2) Undergraduate and graduate student employees may be required to complete compliance training as mandated by state or federal law or as assigned by Ohio university. This includes graduate students with a stipend that includes a service work component such as research, administrative, programmatic, or teaching duties. Student employees may be required to complete applicable role-specific training and other assigned training.

(3) Recurring training: employees are required to complete renewal training on a regular and ongoing basis as assigned.

(4) Volunteers and temporary employees who are not required to complete new employee orientation such as individuals working at the university for a limited period, including but not limited to contract, agency, or seasonal employees, are required to complete mandatory compliance training courses and applicable role-specific training. The academic or administrative department, in consultation with human resources, is responsible for ensuring that temporary employees complete the required compliance training courses.

(F) Roles and responsibilities

(1) Planning units and departmental leadership are responsible for ensuring all employees within that unit attend and complete all required training.

(2) Role specific training that spans multiple units will be coordinated by the unit with subject matter expertise in the training to be assigned.

(3) The office of audit, risk, and compliance will monitor institutional compliance with this policy.

(G) Condition of employment

(1) Completion of required training is considered part of an employee's performance. Employees who fail to follow this policy may be subject to a range of disciplinary action, up to and including suspension of access to university systems, ineligibility for merit raises, or termination and in accordance with employment contract or bargaining unit agreements.

(2) The time an employee spends taking either university-side compliance training, role-specific training, or other specialized training required by the university, or a supervisor is considered time worked.

(3) Employees on approved leave: an employee on approved paid or unpaid leave on the deadline date for any mandatory training shall be granted a reasonable period to complete the training upon the employee's return to work.

Last updated January 16, 2025 at 7:41 AM

History

Effective: January 16, 2025
Promulgated Under: 111.15

Chapter 3337-41 Compensation

Ohio Adm.Code 3337-41-01 Vacation and winter closure time.

(A) Overview

This policy governs vacation leave and winter closure time for all administrative employees. This policy also governs winter closure time for all eligible "Fraternal Order of Police," police officers (FOP-blue) and "Fraternal Order of Police," police lieutenants (FOP-gold) and administrative employees. Local 1699 and local 3200 "Ohio Council 8 American Federation of State, County and Municipal Employees, AFL-CIO" should refer to their current contract for specifics of participation.

(B) Eligibility

Administrative appointments with duration of nine, ten, eleven or twelve months are eligible for the paid vacation leave benefit. FOP- police officers (blue), FOP-lieutenants (gold), local 1699 and local 3200 "Ohio Council 8 American Federation of State, Country and Municipal Employees, AFL-CIO" should refer to their current contract for specifics of participation.

This section defines the total amount of vacation an administrator is eligible to receive each year, along with how much time they will accrue during each pay period. The length of vacation day is determined by multiplying eight hours by the employee's FTE. Please refer to the "winter break closure" site for further explanations and clarifications.

Paid vacation is not earned during an unpaid leave of absence without regular pay. Vacation time may be taken only during the regular appointment period.

Administrative appointments earn vacation days as follows:

(1) Twelve-month administrative appointments earn vacation time at the rate of one day per pay period for the first twenty-two pay periods in which they have worked any time, each fiscal year, up to a maximum of twenty-two days per fiscal year.

(2) Eleven-month administrative appointments earn vacation time at the rate of one day per pay period for the first twenty pay periods in which they have worked any time, each fiscal year, up to a maximum of twenty days per fiscal year.

(3) Ten-month administrative appointments earn vacation time at the rate of one day per pay period for the first eighteen pay periods in which they have worked any time, each fiscal year, up to a maximum of eighteen days per fiscal year.

(4) Nine-month administrative appointments earn vacation time at the rate of one day per pay period for the first sixteen pay periods in which they have worked any time, each fiscal year, up to a maximum of sixteen days per fiscal year.

An administrative employee may accumulate a balance of up to fifty-four vacation days throughout a given fiscal year but must be reduced to a thirty-two day maximum by June thirtieth, prorated by the appointment length. Exceptions are explained in the next paragraph.

In the event that an employee has accumulated thirty-two or more vacation days, prorated by their appointment length, and cannot take vacation time immediately because of pressing departmental needs as identified by the department head, the department head shall specify, in writing, that all of the employee's unused vacation days (limited to fifty-four days) will be carried over and available for use in the next fiscal year. A copy of the written record will be given to the employee, the planning unit head, and the payroll office.

(D) Vacation usage and reporting

University human resources shall maintain online instructions for usage and reporting of vacation time by all employees covered by this policy.

(E) Payout of eligible vacation time

(1) Separation from Ohio university

Upon separation from university service, including retirement, payment for eligible, earned, but unused vacation leave will be made in a lump sum to the employee at their current rate of pay provided the employee has completed the initial probationary period. Administrative appointments are eligible for a maximum payout of thirty-two days. FOP-police officer (blue), FOP-lieutenants (gold), local 1699 and local 3200 "Ohio Council 8 American Federation of State, County and Municipal Employees, AFL-CIO" should refer to their current contract for specifics of participation.

In the event of the death of an employee eligible for vacation, any unused vacation leave will be paid in accordance with section 2113.04 of the Revised Code, or to the deceased employee's estate.

No employee shall be contained on the payroll for the purpose of exhausting their vacation.

(2) University employment status change

When an employee changes from classified status to administrative (or vice versa), there should be mutual agreement between the employee and the department head regarding disposition of any unused vacation. Any such agreement for disposition of unused vacation must be within the confines of the university policies cross-referenced below and state law regarding the accrual and use of vacation. University human resources must be notified in writing as to whether the balance will be carried over to the new record or lump sum payment will be made for any part or all of the unused balance at the time of change in status.

(F) Winter break closure

This paragraph of the policy is applicable to administrative and "Fraternal Order of Police," police lieutenants (FOP-gold) employees and "Fraternal Order of Police," police officers (FOP-blue). Ohio university closes annually from December twenty-fifth through January first. Any work performed during this period of closure must be approved by the appropriate unit head or designee of the president. Employees that are in active pay status on the work day preceding winter break closure will receive pay for the closure days.

Winter break closure includes three holidays and three days in which employees would be otherwise scheduled to work. The first and second business days are holidays (Christmas and president's day observed); the third, fourth, and fifth business days will be paid as winter closure time ("WCT") by the university. WCT neither accumulates, nor carries-over, nor is it eligible for any cash pay-out at time of separation, for any reason, from Ohio university. Employees may not report WCT on days that they would not be regularly scheduled. Use of WCT may not cause an employee to exceed forty hours of work in one week.

Employees will be paid for the three days of winter break closure time.

The sixth business day is holiday (New Year's day).

For specific procedures and more detailed information regarding timekeeping and winter break closure, please refer to the "Guidelines for Vacation and Winter Closure Time for Administrative and Classified Employees." When those guidelines are reviewed to consider updates, those listed as reviewers for this policy or for policy 41.125 will be consulted.

Last updated December 29, 2023 at 8:47 AM

History

Effective: December 29, 2023
Promulgated Under: 111.15

Ohio Adm.Code 3337-41-02 Additional compensation.

The version of this rule that includes live links to associated resources is online at

http://www.ohio.edu/policy/41-002.html

(A) Overview

The purpose of this policy is to define the various types of additional compensation, set limits on amounts, establish criteria for determining when additional compensation is appropriate, as well as to describe an approval and exception process for these payments.

The university recognizes the need to provide additional compensation to pay employees for services beyond the scope of their normal job duties. This policy defines the various types of additional compensation and the eligibility criteria to receive these types of payments.

Implementation of this policy should help to avoid the following:

(1) Inconsistencies within a planning unit in treatment of faculty and staff (e.g., payment versus non-payment for the same kind of work).

(2) Assurances of additional compensation at the time of appointment as opposed to indications that such compensation may be available.

(3) Failure to achieve full understanding among all concerned regarding such issues as the nature of duties for which additional compensation will be paid, the duration of an additional compensation assignment, and the amount of compensation to be paid for each assignment.

(B) Types of additional compensation

(1) Additional salary faculty - payment to faculty who perform an administrative function for ongoing work that follow their academic year pay for duties beyond teaching, typically nine month term. Both full-time and part-time faculty are eligible for this type of additional compensation.

(2) Additional pay short duration faculty - payment to faculty who perform an administrative function for ongoing work for a period of time less than a full academic year. Both full-time and part-time faculty are eligible for this type of additional compensation.

(3) Fiscal increment payment to chairs, deans or directors made on a fiscal year basis. This type of additional compensation is only eligible to full-time faculty or deans, and is raise pool eligible.

(4) Instructional overload faculty - payments for teaching over and above one's current teaching load as defined by departmental workload policy. Total of all combined overloads cannot exceed twenty-five per cent of base salary within a fiscal year without provost office approval. Can include payment for course development, grading and advising/mentoring if advisor is a faculty member. Only full-time faculty are eligible for this type of additional compensation.

(5) Non-instructional overload faculty - payments made to faculty who perform administrative functions. Total of all combined overloads cannot exceed twenty-five percent of base salary within a fiscal year without Provost office approval.office approval. Examples of activities could include professional/consulting services outside of the scope of the primary position; attending a conference, program or event for professional development, program review. Only full-time faculty are eligible for this type of additional compensation.

(6) Additional salary administrative payment for additional duties/assignments that are administrative in nature but not included in the general job description. Payment for additional salary will follow their regular scheduled pay as defined by the employee's appointment duration, must be non-teaching related and approved in advance by compensation.

(7) Additional pay short duration administrative - payment for additional duties/assignments that are administrative in nature but not included in the general job description for a period of time less than the full fiscal year, must be non-teaching related and approved in advance by compensation.

(8) Instructional overload administrative and classified - any additional work performed by a full time administrative or classified employee during the period of their contract that is out of scope of their position description and is teaching related in nature (defined by STRS). Includes payments for teaching, course development duties, grading, advising or mentoring. In order to comply with the overtime pay provisions of the Fair Labor Standards Act (FLSA), planning units must complete the "Overload Calculator for Hourly Employees" form for all hourly employees receiving additional compensation. This ensures overtime pay, if required, is factored into the amount of additional compensation provided at the appropriate pay rate.

Additional compensation will be permitted when each of the following conditions are met:

(1) The proposed additional compensation assignment is "professional" (i.e., within the contract person's area of expertise) as determined by the department chair and dean or by other appropriate administrative officers.

(2) The proposed additional compensation assignment serves the objectives of the university.

(3) The individual under consideration is able to complete their regularly appointed duties and assignments adequately.

(4) There are no other known responsibilities of higher priority within the university which the individual is soon to assume and which would conflict with the proposed additional compensation assignment.

(5) The proposed additional compensation assignment cannot be handled by something other than direct monetary compensation (e.g., by reduced teaching load; by joint appointment; by trade-off of duties with other faculty or staff personnel; etc.).

(6) There has been full communication to the department chair and approval by the dean (or other appropriate administrative officers) prior to discussing the assignment with the employee and prior to any work on the additional compensation assignment commencing.

(7) Total additional compensation in the form of overloads should not exceed twenty-five percent of fiscal year base pay without provost approval.

(8) Additional compensation paid to employees may not be charged to grant funds unless the grant specifically allows.

The proposed additional compensation assignment and the amount of additional compensation must have the approval of the department chair, the dean, the provost, or of other appropriate administrative officers. Approval must be obtained prior to services being performed.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy2/41-002.html

History

Effective: November 9, 2017
Promulgated Under: 111.15

Ohio Adm.Code 3337-41-03 Partial-semi-month's salary for salaried administrative appointments.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/41-003.html

(A) Overview

This policy governs the payment of partial-semi-monthly salaries to those persons with salaried appointments who begin work on a day other than the first working day of the semi-monthly pay period, or terminate their employment on a day other than the last working day of the semi-monthly pay period.

As a general rule, the payroll system will calculate any necessary partial salary payment for a salaried administrative appointment, in accordance with the calculation specified in part (C) of this policy. In cases where the payroll system is unable to handle the calculation correctly, it shall be manually overridden.

(B) Definition of working days

Working days are Monday through Friday (five days per week) unless otherwise specified by the department head. Holidays falling on Monday through Friday, including those that are part of the winter closure, are considered working days.

The partial-semi-month's salary is calculated by pro-rating, based upon the number of working days that the employee is on the payroll compared to the total number of working days in that particular semi-monthly pay period.

Questions regarding the interpretation of this policy should be directed to the payroll department.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/41-003.html

Last updated December 20, 2024 at 8:04 AM

History

Effective: December 20, 2024
Promulgated Under: 111.15

Ohio Adm.Code 3337-41-04 Computing partial salary for faculty and graduate assistant appointments.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/41-004.html

(A) Overview

This policy governs the payment of partial month salaries to faculty and graduate assistants who begin work after the beginning of an academic period, or end their employment prior to the close of an academic period in cases where the payroll system may be unable to handle the calculation because of unusual circumstances.

The payroll system will calculate any necessary partial salary for an employee who starts or ends his or her employment at the beginning or end of a semester. If an employee leaves in the middle of the semester a manual calculation must be made to determine the partial salary amount.

This policy governs cases in which a manual, partial salary calculation needs to be made for a faculty or graduate assistant appointment. The basis of the computation will be the semi-monthly pay, pro-rated on the basis of working days, as detailed below.

(B) Workdays for faculty

Workdays for all faculty, whether full or part time, are counted based on each academic semester worked at five days per week (Monday through Friday) from the first day of classes through the date grades are due for each of the two academic semesters. Holidays and breaks (Thanksgiving and spring) are included as workdays. Some academic directors or chairs may have terms other than the academic year. In those cases, workdays are based on the employment period indicated on the appointment form rather than the academic semester.

Workdays for graduate assistants will be counted on a five day per week basis (Monday through Friday) for each academic semester worked, or in the absence of a specific academic semester, based on the dates of employment indicated on the appointment form. Holidays and breaks (Thanksgiving and spring) are included as workdays. The following provisions apply as indicated:

(1) For teaching graduate assistants, an academic semester begins on the first day of classes and ends on the date grades are due.

(2) For non-teaching graduate assistants, a semester begins on the first day of classes and ends on the last day of finals unless otherwise specified by the department.

(3) For those employed in the area of residence life, such as resident directors, assistant resident directors, etc., workdays will be determined based on the special terms and conditions as set forth by the associate director of residential housing.

Employment situations not addressed by any of the above provisions will be interpreted and appropriately administered by the provost and the vice president for finance and administration.

(D) Basic guidelines for calculations of partial salary

(1) A partial salary for each semester is calculated based on the number of working days an employee is on the payroll compared with the total number of working days in the semester.

(2) For the purposes of semi-monthly pay plan calculations, payments are made as follows:

(a) Nine-month pay plan: Regular pay is the annual base salary divided by eighteen.

(b) Twelve-month pay plan: Regular pay is the annual base salary divided by twenty-four.

(3) Summer work (mid-May through mid-August) is appointed separately.

(4) Contact the payroll office for guidance on unique situations not represented in this policy.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/41-004.html

History

Effective: July 2, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-41-05 Institutional base salary.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/41-005

(A) Overview

The purpose of this policy is to establish Ohio university's definition of "Institutional Base Salary" (IBS) for the purposes of sponsored projects. The federal government requires that recipients of federal funding establish an institutional policy that documents the basis for all budgeting and expensing of salaries on sponsored projects and requires that all such costs be treated consistently regardless of the source of funds.

This policy provides the basis for calculating faculty and staff salaries for allowable activities on proposals and awards in order to ensure compliance with federal regulations. Specific details are provided in office of management and budget (OMB) uniform guidance, 2 CFR part 200- uniform administrative requirements, cost principles, and audit requirements for federal awards, section 200.430, compensation-personal services.

It is Ohio university's policy that all personnel costs for faculty and staff charged or committed to sponsored projects, whether federally or non-federally funded, be based on an individual's "Institutional Base Salary" (IBS).

(B) Scope of the policy

This policy applies to all sponsored projects and is applicable to all faculty, administrative and classified staff, regardless of source of funds, who request or draw salary support from, or commit effort to, any sponsored project. Adherence to this policy is the responsibility of all Ohio university personnel involved in proposing and administering grants, including principal investigators, department and grant administrators, administrative heads, deans, office of research and sponsored programs and grants accounting.

(1) "Institutional Base Salary" (IBS):

IBS is defined as the annual compensation paid by Ohio university for an individual's appointment (academic or calendar year), whether that individual's time is spent on research, instruction, service, administration, or other activities. IBS does not include bonuses, fringe benefits, or one-time payments.

(a) May not be increased as a result of replacing or augmenting university salary funds with sponsor projects funds;

(b) Is established by Ohio university at hire and during the annual reappointment process;

(c) Is comprised of regular salary for teaching, research, and service undertaken during regular academic periods and includes compensation for any secondary appointments such as a fiscal increment provided to department chairs and directors;

(d) IBS generally changes at the beginning of the academic/fiscal year. It can however, change during the year due to many circumstances, included, but not limited to:

(i) The individual receives an increase or decrease in salary as a result of assuming, or relinquishing, specific academic or administrative duties, e.g. serving as a department chair of director;

(ii) The individual receives a merit salary adjustment as part of a university wide adjustment of salaries that occurs during a fiscal year;

(iii) The individual receives a salary increase as a result of a retention or equity adjustment, promotion in rank or position, or change in employment responsibilities; or

(iv) The individual's formal appointment and required professional effort changes from full-time to part-time, from part-time to full-time, or from one required level of part-time effort to another required level of part-time effort.

(2) Exclusions to the IBS:

The IBS does not include compensation for irregular, short term, and voluntary assignments ("Extra Service Pay" as per uniform guidance terminology), such as additional pay, non-instructional overload, instructional overload, and part-time contract pay "for services above and beyond IBS." Additionally, IBS does not include summer salaries ("periods outside the academic year" as per uniform guidance terminology) such as summer research or summer term pay. It does not include bonuses or one-time incentive pay such as housing allowances, stipends, honoraria, or tuition reimbursements. Also excluded from IBS are salaries paid directly by another organization, and income that an individual is permitted to earn outside of Ohio university appointment responsibilities such as intra institutional and external consulting.

(3) Compensation:

Compensation means the salary amount that is established by Ohio university and paid through the Ohio university payroll system.

(4) Academic appointment:

An academic-year appointment is normally for the nine-month period from August sixteenth through May fifteenth of the subsequent year and the institutional base salary is for the instruction, research, service, and administrative duties for that period. Salary under an academic year appointment may be paid over a ten, eleven, or twelve-month period, but that does not affect the nature of the appointment. Note that for some purposes, such as the application of sponsor salary caps and the conversion of institutional base salaries into per pay rates for information purposes, salary based on an academic appointment must be converted into its twenty-four-pay equivalent (usually by dividing by eighteen and then multiplying by twenty-four.

(5) Summer salary:

Summer salary refers to the compensation received for work performed during the months (e.g., May sixteenth through August fifteenth) outside of the academic year appointment. One summer month is equivalent to one-ninth of the nine-month IBS. Summer salary is excluded from IBS.

(6) Calendar year appointment:

A calendar-year appointment is for an individual's instruction, research and service duties for a full twelve-month period. Summer salary is not available to individuals with calendar-year appointments.

(7) Salary cap:

Sponsors may have a salary cap that limits the amount of IBS that establishes the basis for charging salary to their projects. When salary caps apply, the requested salary support is determined by multiplying the proposed level of effort (expressed as a percentage of effort over a period of time) by the maximum salary allowed by the sponsor.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/41-005

History

Effective: December 19, 2019
Promulgated Under: 111.15

Ohio Adm.Code 3337-41-07 Twelve-month pay option.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/41-007.html

(A) Overview

This policy establishes a uniform process regarding employee eligibility for twelve-month pay option.

Ohio university permits all full-time and part-time faculty who have an appointment for nine, ten, or eleven consecutive months or two consecutive academic semesters to receive their pay in twenty-four equal installments, beginning with the first scheduled pay for the appointment period.

See policy 41.003 and policy 41.004 for the methods used to calculate the un-equal installments used when the employment starts late or ends early. Administrative and classified staff appointments are not eligible for the twelve-month pay option.

(B) Process

(1) Eligible employees must complete an authorization form no less than thirty days before the first pay date.

(2) Once the twelve-month pay option has been applied to the employee's payroll record, the decision is irrevocable within the period of the appointment. An employee may rescind his or her authorization to be effective with the succeeding appointment.

(3) Unless rescinded, the authorization will remain in effect for all future appointments that have a duration of nine, ten, or eleven consecutive months or two consecutive academic semesters.

(4) In situations of multiple appointments, only those individual appointments for nine, ten, or eleven consecutive months or two consecutive academic semesters may be considered for the twelve-month pay option. Specifically, multiple appointments of shorter duration will not be considered.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/41-007.html

History

Effective: May 8, 2019
Promulgated Under: 111.15

Ohio Adm.Code 3337-41-08 Academic year pay schedule for faculty.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/41-008.html

(A) Overview

This policy establishes the standard pay dates for faculty.

This policy does not pertain to summer sessions or overload contracts.

Ohio university pays full or part-time faculty on academic year appointments in eighteen payments during the academic year. Nine equal payments will be made for each academic semester:

(1) Fall semester payments will be paid August thirty-first, September fifteenth and thirtieth, October fifteenth and thirty-first, November fifteenth and thirtieth, December fifteenth and thirty-first,

(2) Spring semester payments will be paid on January fifteenth and thirty-first, February fifteenth and twenty-eighth (or twenty-ninth), March fifteenth and thirty-first, April fifteenth and thirtieth, and May fifteenth.

(B) Special cases

In cases where the twelve-month pay option is selected, twenty-four payments will be paid semi-monthly, beginning on August thirty-first and through August fifteenth of the subsequent year (see also policy 41.007).

All faculty who do not have appointments for a full academic year will be paid on a semester basis. Nine equal payments will be made for each academic semester and paid on the same payment schedule stipulated in paragraph (A)(1) or (A)(2) of this policy for the semester employed. Contracts that not fully approved by the payroll processing deadline will be equally divided over the remianing pays for that semester. Any off cycle contracts will be processed in the same manor and will be divided equally over the remaining pays based on the appointment start and end date.

In the event that a partial semester pay is necessary, it will be calculated in accordance with policy 41.004.

Overload contracts will be paid in accordance with policy 41.002.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/41-008.html

History

Effective: May 8, 2019
Promulgated Under: 111.15

Ohio Adm.Code 3337-41-09 Group insurance for permanent part-time classified employees.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/41-009.html

(A) Overview

This policy outlines the eligibility requirements, coverage, and procedures for permanent, part-time, classified employees to have group health and life insurance.

Eligible part-time employee's employee contributions for group insurance will be pro-rated based on the number of hours worked per pay period. University human resources will determine the pro-ration and distribute rate tables during enrollment periods and orientation sessions.

(B) Process

Employees will express their requests for coverage in writing and submit them to university human resources. Such requests are to be made within thirty days of the date of hire (with coverage retroactive to date of hire) or during the enrollment period each spring for changes or enrollment to begin July first. Coverage ends at the end of employment. Changes in coverage occur only as of July first, based on the employee's choices during the annual enrollment period, except for changes due to a family status change, which are immediate when documented.

Family status change events that permit changes in benefits coverage during the year are subject to change according to state and federal laws and regulations. University human relations will maintain the current list online, linked through https://www.ohio.edu/hr/benefits/.

Employees are required to pay a portion of the current monthly premium, with the amount and method based on hours worked in the pay period, pro-rated as prescribed by university human resources.

Coverages will be the same as afforded to regular full-time employees with respect to health and life insurance.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/41-009.html

History

Effective: July 18, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-41-10 Faculty and staff health and welfare benefits.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/41-010.html

(A) Overview

This policy outlines health and welfare benefits the university makes available to eligible faculty and staff. Benefits are detailed in the benefits plan documents or insurance vendor contracts. In instances where a university policy or a university provided summary conflicts with an official plan document or contract, the official plan document or contract takes precedence. Ohio university reserves the right to change benefit plans and premiums.

(B) Eligibility

Benefits eligible faculty and staff include:

(1) Full time and part time employees, excluding temporary and intermittent appointments, with:

(a) An employment period of greater than one hundred twenty days and an FTE level of 0.75 or greater, or

(b) Part-time employees who were enrolled in benefits as of June 30, 2015.

(2) "Group I," "Group II," "Group IV" and clinical faculty as defined by the "Faculty Handbook."

The university will make available to eligible faculty and staff the following types of health and welfare benefits:

(1) Health insurance

(2) Dental insurance

(3) Vision insurance

(4) Medical and daycare flexible spending accounts

(5) Short and long term disability insurance

(6) Life insurance

(7) Voluntary supplemental life insurance

(D) Premiums

The university may charge premiums to faculty and staff for any benefit. Premiums for benefits may vary based on salary and full time equivalency (FTE) level, and are subject to change.

(E) Enrollment

Eligible employees may enroll in benefits upon hire or during the annual open enrollment period. Enrollment changes may also be made due to a qualifying event as defined by the plan document or law.

(F) Waiving benefits

Faculty and staff may waive the following benefits:

(1) Health insurance

(2) Vision insurance

(3) Dental insurance

(4) Medical and daycare flexible spending accounts

(5) Short term disability insurance

(6) Voluntary supplemental life insurance

Proof of other insurance may be required. If a benefit is waived, re-enrollment is available only during the annual open enrollment period or due to a qualifying event.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/41-010.html

History

Effective: November 9, 2017
Promulgated Under: 111.15

Ohio Adm.Code 3337-41-11 Grievance procedure for administrative employees.

(A) Purpose

To provide a procedure for managing grievances of administrative employees.

(B) Policy

It is the policy of Ohio university to provide reasonable grievance procedures for administrators to appeal involuntary terminations with cause, and disciplinary actions equal to a suspension of greater than three days, and an involuntary demotion. Any employee whose grievance involves alleged discrimination will be directed to the office of equity and civil rights compliance per Ohio university policy 40.001. Performance evaluations, salary disputes, disputes concerning working conditions and employment separations due to a reduction in force in accordance with policy 41.013 are not grievable. Employment separations for employees holding intermittent, special, research and term appointments are not grievable.

An individual who feels that a grievance exists shall be responsible for stating, in writing, using the Ohio university administrative employee grievance form the grounds upon which the alleged grievance is based. The burden of proof rests upon the grievant. All time limits in this policy refer to workdays.

(1) The grievant must file the grievance with said employee's immediate supervisor within ten workdays of the occurrence or within ten workdays of when said employee had or should have had knowledge of the occurrence which led to the grievance. The immediate supervisor must respond to the grievance in writing within seven workdays.

(2) If the grievant is not satisfied with the response, said employee may appeal within seven workdays to the chair of the administrative senate. Within fourteen workdays, the chair shall appoint an ad hoc committee (grievance review committee) of the administrative senate of at least three administrators, none of whom shall be employed in the grievant's department. The committee will review the complete record. The committee will meet with the grievant to discuss the committee's authority and the process for reviewing the grievance. If at any time the grievant is exploring other avenues of settlement, the committee's process will be stayed until those avenue of settlement are complete. If pursuing other avenues of settlement takes more than sixty workdays, the grievant must re-initiate the grievance process. The committee will notify the employee, the employee's planning unit head, and the chair of the administrative senate of its recommendation within thirty workdays of receiving the grievance. The planning unit head will have seven workdays to accept, reject, or modify the committee's recommendation and will notify the employee of the decision in writing. The written decision of the planning unit head will also be given to the chair of the administrative senate (who will relay the decision to the grievance review committee) and the director of university human resources. The decision of the planning unit head is final and binding upon the grievant and the department.

(3) The time limits specified in the procedure may be extended only by mutual written agreement of the parties concerned.

(4) All meetings shall be conducted in executive session.

(5) The grievant may withdraw from the grievance process at any time without penalty; the grievant must notify the chair of administrative senate in writing. The chair of administrative senate will notify the grievance review committee and request from the committee a summary of its work to date. All records related to the grievance will be retained by administrative senate.

(D) Guidelines for administrative senate grievance review committees

These guidelines are to be held by the administrative senate chair and distributed to grievance review committees each time they are appointed.

(1) Review procedure number 41.011 in the Ohio universities policies and procedures manual for guidance, giving special attention to the established time limits.

(2) Meet to review all the documentation, case history and information received from the chair of the administrative senate. Decide which individuals connected with the grievance that the committee may want to contact to collect documents from an/or interview. Notify these individuals to discuss their potential involvement in the process.

(3) Meet with the grievant to review the process and to discuss the grievant's expectations. Make certain that the grievant understands that the committee is an advisory body to the administrative senate, and it will only be making a recommendation on the merits of grievance, not a final enforceable decision. Review with the grievant the documentation the committee currently has and suggest that the grievant submit additional information if they choose. Also advise the grievant that the committee has the authority in doing its investigation to request documentation from other sources such as human resources, supervisors, and coworkers, and that individuals connected with the matter may be interviewed by the committee. Advise the grievant that if the grievant wishes the committee to review medical or psychological information, the grievant must sign a release; otherwise, this information will not be made available to the committee.

(4) Conduct and investigation through interviews and the collection of documents as deemed necessary by the committee. Make a written record of the investigation, being aware that this will be considered a public record and subject to disclosure upon request. Keep any medical or psychological information gathered in a separate file, since this cannot be disclosed by the committee on a public records request unless the grievant signs a release allowing the committee to disclose it.

(5) If the grievant or any individual to be interviewed requests to have legal counsel present, advise them of the following:

(a) This is an informal process that will generate only a recommendation as to the merits of the grievance. It is not a final enforceable decision.

(b) It is not an adversarial process, but merely a fact-finding interview and therefore the committee does not allow advocates or attorneys to be present. Employee may have a support person present; however, this person is no to advocate, participate or engage in the process on behalf of the employee.

(c) However, if the individual wishes, the individual may bring a recording device to the interview, as long as the individual provides the committee with a copy of the tape if requested.

(6) During the interview process, be careful to focus on the specific issue(s) contained in the grievance.

(7) After completing the investigation, review all the information collected and researched, and make a recommendation to the chair of the administrative senate. Notify the grievant of the committee's recommendation. Remind the chair of the administrative senate to notify the grievance review committee about the disposition of their recommendation.

(8) Keep in mind that, barring stays, the grievance review committee had thirty days to complete its deliberations.

Last updated July 15, 2025 at 8:49 AM

History

Effective: July 1, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3337-41-12 Terminated and disciplinary action for administrative appointments.

(A) Overview

The following procedures shall be used in connection with the, involuntary termination and discipline of at will administrative employees appointed pursuant to policy 40.106. Administrative employees are also subject to policy 40.005

(B) Involuntary termination

An administrator is an at-will employee and may be involuntarily terminated at any time for cause or no cause at all.

Administrators involuntarily terminated without cause may be terminated at any time. Said administrators shall receive notice of the employment termination no later than thirty days prior to the effective date of employment separation. Supervisors shall consult with UHR before implementing an involuntary termination without cause.

Administrators involuntarily terminated with cause may be terminated anytime in accordance with the disciplinary guidelines established below. Involuntary terminations with cause shall be effective immediately. Supervisors shall consult with UHR before implementing an involuntary termination without cause.

Administrators may be disciplined, suspended, demoted, or terminated for cause at any time in accordance with the procedures set forth in this policy. Prior to a disciplinary action, suspension, demotion or termination for cause, an administrative employee shall be given written notice of the basis for the proposed action and an opportunity to respond to the charges. Supervisors shall consult with UHR before implementing a disciplinary action, suspension, demotion, or termination for cause.

Notwithstanding the pendency or final disposition of any criminal charges, the administrative employee may be disciplined, demoted, or dismissed in accordance with this policy.

(D) Administrative leave

An administrator who is subject of an investigation may be placed on paid administrative leave to remove the employee from the workplace if the chief human resources officer, in consultation with the planning unit head decided it is in the best interests of Ohio university to do so.

An employee may be placed on administrative leave if it is determined that

(1) The circumstances giving rise to the leave would unduly limit the ability of the employee to perform his or her university duties;

(2) The continued presence of the employee on campus would interfere with the ability of other employees to perform their university duties; or

(3) The continued presence of the employee on campus would disrupt university operations.

(E) Appeal

A regular administrative employee has the right to grieve a disciplinary decision equal to a suspension of greater than three days, involuntary demotion, or termination for cause in accordance with Ohio university policy 41.011. Involuntary terminations without cause are not subject to appeal under Ohio university policy 41.001.

Last updated July 6, 2022 at 11:34 AM

History

Effective: July 1, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3337-41-13 Reduction in force of administrators.

(A) Overview

Reductions in force may occur at any time during the year and may be based on lack of funds, lack of work, reorganization, changes in institutional priorities, or efficiency.

A reduction in force does not include a reduction of an employee's hours worked per week or number of months worked per year that does not result in a change in current benefits eligibility, or participation in the Ohio shared work program or future program of similar nature.

(B) Responsibilities

(1) Employing rights

(a) When a reduction in work force is being considered, a planning unit in consultation with the employing unit head must first consult with university human resources("UHR").

(b) Planning units must coordinate all reductions in force with their HR liaison who will provide the appropriate documentation. The documentation must explicitly state the reasons for the reduction in force.

(2) University human resources

(a) UHR will consult with the department on the reduction in work force and the staff salary and benefits continuance program set forth in policy 41.015

(b) The vice president for human resources will decide whether the reduction in force is authorized, and will notify the planning unit head of the decision.

Employees subject to a reduction in force shall be given written notice ninety calendar days in advance of the effective date of their termination.

The ninety-day notice requirement does not apply to employees holding special appointments under policy 40.106, part (F), nor to employees holding research appointments under policy 40.057. Notice of reductions in force for these positions will be given as soon as practicable.

The ninety-day notice requirement does not apply to employees in term appointments under policy 40.106, part (C).

Employees shall be entitled to paid leave at their current rate of pay with benefits during the ninety-day reduction-in-force notice period subject to the following conditions:

(1) The paid leave will start on a date to be determined by the planning unit head in consultation with UHR, and may be immediate, or may be delayed, but will begin no later than fourteen calendar days after notice of the reduction in force is given.

(2) If an employee obtains a full-time position with the university or another employer before the completion of the ninety-day period, the paid leave shall terminate on the date of the new employment.

(D) Benefits

Payment for accrued vacation will be made at time of termination.

There is no payment for accrued sick leave when an employee is terminated as a result of a reduction in force, but it may be transferred, as described in policy 40.029.

All insurance plans will be continued during the ninety-day notice period described above. COBRA benefits will apply after the termination date if the salary and benefit continuation plan set forth in policy 41.015 is not selected, and after the termination of benefits if the plan is selected.

Administrators who are terminated as a result of a reduction in force may continue to apply for university positions as internal candidates for a period of one year after the effective date of their termination.

Administrators in reduction in force status who apply for a vacant posted position, meet the minimum qualifications, and request that university human resources notify the hiring manager of their eligibility will be interviewed for the position. This will continue for a period of one year, beginning with the date of their termination. There is no guarantee an administrator will be awarded the position for which they apply. If an administrator decides they are not interested in the position after the interview, they must withdraw their application by contacting the interviewer.

(E) Ohio public employees retirement system

For applicable purposes detailed in Chapter 145. of the Revised Code, Ohio university has specifically designated the below detailed employing units and employees shall be considered assigned to a specific employing unit for purposes of Chapter 145. of the Revised Code.

The employing unit heads shall provide oversight and administration on all matters related to the employment status of personnel assigned to a specific unit. Employing units are responsible for employment decisions. The employing units at Ohio university are as follows:

(1) Office of the president

(2) Office of the executive vice president and provost (EVPP)

(3) Office of the senior vice president of finance and administration (VPFA)

(4) Office of the vice president of student affairs

Last updated April 1, 2025 at 8:04 AM

History

Effective: April 1, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3337-41-15 Reduction-in-force benefit programs for administrators.

(A) Overview

All administrative employees as an element of their current compensation, shall be eligible for the reduction-in-force benefits set forth in this policy.

As used in this policy, "university service" means the current period of employment at Ohio university without a break in service.

(B) Eligibility

(1) Administrative staff

Regular administrative staff at fifty per cent full time equivalency ("FTE") or greater are eligible for the reduction-in-force benefit program if they are involuntarily terminated in accordance with either:

(a) Policy 41.013; or

(b) Policy 41.012, only as it relates to employees involuntarily terminated without cause, as outlined in paragraph (B) of this policy, after five years of continuous service. Employees terminated with cause are not eligible for the reduction-in-force benefit program.

(2) Administrative employees not eligible

The following classes of administrative employees are not eligible for the reduction-in-force benefit program:

(a) Administrative employees with less than one year of continuous service at Ohio university.

(b) Administrative employees holding term appointments or special appointments under policy 40.106;

(d) Administrative employees who are terminated without cause pursuant to policy 41.012 part (B), after less than five continuous years of university service;

(e) Administrative employees in positions that are funded more than fifty per cent by grants or restricted funds and employees who were given research appointments under policy 40.057.

(f) Employees who have faculty rank (as described in part II.C. of the "Faculty Handbook") and who also hold administrative appointments are not eligible for the reduction-in-force benefit program.

(1) Severance pay duration

Eligible employees shall be entitled to severance pay calculated on the basis of prior university service as follows:

(a) One year up to three years of university service: one month of severance pay for administrative employees or one hundred sixty hours for administrative hourly employees;

(b) More than three but less than ten years of university service: two months of severance pay for administrative employees or three hundred twenty hours for administrative hourly employees;

(c) More than ten years of university service: three months of severance pay for administrative employees or four hundred eighty hours for administrative hourly employees.

(2) Start date for severance payments

The severance payments shall begin upon termination of the individual's status as a university employee.

(3) Severance pay rate

The severance payments will be made at the rate of compensation the employee was receiving at the time they received the written notice of reduction-in-force although rate of compensation may be reduced in accordance with policy 41.106. Severance pay will be paid semi-monthly or biweekly (based upon the employee's appointment at the time of the notice) and will reflect all applicable withholdings including taxes and benefits. Severance pay cannot be paid in a lump sum.

(4) Health benefits and life insurance

Eligible employees may elect to continue to receive health benefits and life insurance for an additional six months after the termination of their status as a university employee. During this period, the former employee will be responsible for co-payment of premiums at the active rate currently applicable to university employees.

(5) Sick and vacation leave

Severed employees will not accrue sick and vacation leave during the severance payment period.

(6) Early termination

Severance pay and the continuation of health and life insurance will cease if the former employee begins full time employment with the university or another employer, receives disability benefits, or retires under OPERS, STRS, or the alternative retirement plan.

(7) Educational benefits

Employees or covered family members currently admitted or enrolled as students at Ohio university as of the employee's termination date will continue to receive tuition assistance, (one hundred per cent of instructional fees), for the number of years needed to obtain the degree for which they are enrolled, not to exceed the lessor of three continuous years at the undergraduate level, one year at the graduate level or the number of years permitted to comply with IRS section 409(A). Course work eligible for tuition assistance does not include workshops, non-credit courses, audited courses, OPIE courses, courses or programs delivered in partnership with an outside vendor, or special course fees.

(8) Internal candidate status

Affected employees may continue to apply for posted positions as internal university candidates for one year after termination.

Last updated July 6, 2022 at 11:35 AM

History

Effective: July 1, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3337-41-16 Interim furlough policy.

(A) Purpose

Ohio university is required to balance its operating budget each fiscal year. This policy provides the framework for the implementation of an employee furlough leave plan that would address an actual or projected operating budget deficit or other decline in financial resources resulting from the reduction in state funding, decline in institutional enrollment, natural disasters, pandemics, or acts of God, or by other action or events that compel a reduction in the operating budget.

(B) Authority

(1) The board of trustees and the president are authorized to implement policies and procedures to ensure the long-term financial stability of Ohio university, as supported by section 371.60.20 of amended substitute house bill no.1 effective on July 17, 2009, and included in every subsequent state budget bill to date, which provides that "the board of trustees" of any state institution of higher education, notwithstanding any rule of the institution to the contrary, may adopt a policy providing for a furlough leave plan for any and or all employees, including faculty, to achieve spending reductions necessitated by institutional budget deficits.

(2) If the president determines that the university is facing an operating budget deficit or other decline in financial resources, a furlough leave plan may be implemented. The furlough leave plan will be implemented in accordance with the FAQs and detailed guidelines.

(1) A furlough leave is an unpaid, temporary, no-duty, non-pay status leave of absence from work for a specified period of time that has been stipulated by the president or the president's designee. A furlough is not a layoff or reduction in force, as outlined in the civil service rules and Ohio university policy.

(2) Employees are not permitted to work when taking furlough time. Further, employees shall not work hours resulting in overtime compensation during any week whereby furlough leave is applied, absent written pre-approval of supervisor.

(3) Employees may not use accrued paid leave during periods of furlough.

(D) Employees subject to furlough

The president or the president's designee has the sole authority to identify the employees eligible for and excluded from the furlough leave plan provisions of this policy and to determine the amount of furlough leave to be taken, and the duration of the furlough leave/.

(E) Notice

The faculty and administrative senate will receive advance notification of the intent to implement a furlough leave plan. Employees will be given notice of a furlough leave plan as far in advance of the anticipated implementation date as circumstances permit, but in no event shall the notice period be less than fourteen days.

(F) Appeals

A furlough leave plan adopted pursuant to this policy may not be appealed under any other university policy or internal grievance process.

Last updated July 6, 2022 at 11:35 AM

History

Effective: July 1, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3337-41-90 Retirement separation.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/41-090.html

(A) Overview

This policy serves to differentiate between the ability to receive funds from a retirement system (STRS, OPERS, OPERS LE, ARP) and qualifying for retiree status as a faculty, administrator, or classified staff at Ohio university. This policy also serves to establish consistent criteria for an employee to be considered retired from Ohio university, and thereby to qualify for retirement benefits provided directly by Ohio university.

Ohio university offices and departments that provide services to retirees shall base their eligibility decisions on the criteria established by this policy. If in doubt about a particular case, they shall consult university human resources.

(B) Scope

This policy has no impact on STRS, OPERS, OPERS LE, IRS, and ARP provider rules and regulations regarding distribution of retirement funds or qualifying for retirement benefits from those systems.

To separate employment from Ohio university with "retiree" status, an employee under OPERS, STRS, and ARP must meet the following two specifications:

(1) The employee must be considered a benefits eligible faculty and staff member as defined in policy 41.010 "Faculty and Staff Health and Welfare Benefits" at the time of retirement.

(2) The employee mush have at least five years of service with Ohio university, and

(3) The employee must have achieved a total qualified service and age combination according to one or more of the following criteria:

(a) Five years of qualified service and age at least sixty

(b) Twenty-five years of qualified service and age at least fifty-five

An employee who is in the OPERS LE retirement system may retire with twenty-five years of service and age at least forty-eight.

Qualified service is service with any combination of state or federal (including military) employers. Qualified service does not have to be continuous time. The age criterion is met if the employee's birthday is the day immediately following the last day of work.

(D) Initiation

The employee is responsible for initiating and completing required paperwork with their retirement system or provider, in addition to the "Ohio University Retirement Separation Form."

(E) Timetable

The employee must complete the "Ohio University Retirement Separation Form" at least thirty days prior to their desired retirement date.

The "Ohio University Retirement Separation Form" will serve as notification of intent to retire to the employing department and to the university.

(F) Documentation

If qualified service, as defined in paragraph (C) of this policy, includes other state, federal, or military service, the employee must provide certifying documentation.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/41-090.html

History

Effective: August 31, 2018
Promulgated Under: 111.15

Ohio Adm.Code 3337-41-105 Retirement system contributions for administrative presidential appointees on leaves of absence.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/41-105.html

(A) Overview

This policy ensures continuation of university retirement contributions for administrative presidential appointees on an approved leave of absence.

Employees enrolled in an alternative retirement plan will not receive university retirement contribution when on unpaid leave. Ohio university will provide the university retirement contribution for those faculty and administrative staff members enrolled in STRS or OPERS while on leave of absence providing:

(1) The leave is consistent with the state teachers retirement system and the Ohio public employees retirement system regulations permitting service credit while on approved leave of absence.

(2) The faculty or staff member is willing and able to contribute his or her normal retirement contribution for the period of the leave.

(3) That all other avenues of funding the university retirement payments through grants, contracts, or other means have been exhausted.

(4) That the appropriate executive officer deems the leave to be of future benefit to the university and the appropriate executive officer gives advance written approval for such payment prior to the commencement of the leave. For the purposes of this policy, executive officers are:

(a) President

(b) Executive vice president and provost

(d) Executive dean for regional campuses

(e) Vice president for research and creative activity and dean of the graduate college

(f) Vice president for student affairs

(g) Vice president for university advancement

(B) Process

Administrative presidential appointees who are members of STRS and who have received prior approval for retirement payments should contact the payroll office upon return from leave of absence for the purpose of filing a request to purchase service credit for the period of the leave of absence.

Administrative presidential appointees who are members of OPERS should contact university human resources for procedures to follow in establishing service credit for the time on approved leave of absence.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/41-105.html

History

Effective: July 22, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-41-111 Relocation expenses.

(A) Overview

This policy provides for consistent compensation to employees, with the exception of those covered under a collective bargaining agreement for certain relocation expenses related to their relocation to Ohio for employment at Ohio university.

(1) Eligibility

Benefits eligible faculty and staff with appointment types as noted:

(a) Regular appointments with FTE level of 0.75 or greater (as defined in policy 40.106).

(b) Term appointments with a duration of one year or greater and with FTE level of 0.75 or greater (as defined in policy 40.106).

(2) Summary

Ohio university provides relocation assistance to facilitate the movement of eligible faculty and staff. This program helps Ohio university to remain competitive in the recruitment process in attracting a pool of talent to meet its needs.

This policy is designed to guide employees through the process of requesting relocation funds allowing them to complete their move to Ohio university with minimum difficulty.

Ohio university may provide funds to assist new employees with relocation expenses. Hiring departments are responsible for determining the need for, applicability of, and the amount of relocation compensation, up to the maximum amounts provided in this policy. In the event that both the relocating employee and partner are employed by Ohio university, only one benefit up to the maximum provided under this policy will be provided to relocate the household. Any exception that exceeds the amounts specified in this policy must be approved by the president or provost. The relocation benefits shall be specifically stated in the offer of employment. University human resources ("UHR") is charged with the responsibility to act as a liaison between the hiring department and the employee. The hiring department will notify UHR immediately following the offer to authorize UHR to issue relocation funds via provision of a hiring proposal for staff or offer letter for faculty.

(B) Policy guidelines

Relocation assistance provided by this policy will be taxable to the recipient.

Detailed descriptions of the processes used to implement this policy will be maintained online, linked through https://www.ohio.edu/hr/benefits/relocation.

(1) General procedure

A one-time payment in the amount of the relocation benefits will be made to the employee and included with their first regular paycheck. All applicable taxes will be withheld from the payment. The entire payment will be reported as taxable wages on the annual "Form W-2." It is the employee's responsibility to retain documentation of expenses for tax purposes, if applicable. The employee is encouraged to consult a tax professional for further advice.

(2) Payments prior to start date

In certain circumstances and at the department's request, an employee may receive their relocation benefit as a one-time lump sum payment up to ninety days prior to the employee's official start date. This payment will be made directly to the employee and will come from accounts payable for the full amount. All applicable taxes will be withheld from one of the employee's first paychecks. If the amount of tax due exceeds the employee's take-home pay, the additional tax due will be divided evenly and spread over two or more pays as needed, however, the taxation of the payment cannot cross over calendar years. The entire payment will be reported as taxable wages on the annual "Form W-2." No payment will be issued more than ninety days prior to the scheduled first day of employment as specified in the new employee's offer letter.

(D) General instructions

The amount of relocation provided cannot exceed eighteen thousand dollars. The amount of relocation being provided should be discussed and disclosed to the new employee during the hiring process and the amount should be specified in the offer letter.

Temporary housing

(1) For information about university-owned housing, the employee should be directed to policy 03.007. All inquiries may be made by calling the residential housing office. Use of university accommodations is not without cost. An employee in transition is expected to pay for their accommodations, for all services rendered.

(2) For information about non-university-owned housing, the employee should be directed to the "where to stay" choices on the "Athens County Convention and Visitors Bureau" web site.

(E) Exceptions

Policy 01.003 applies to this policy, except that:

(1) Only the president or provost may approve exceptions to this policy that involve payments for services or benefits not covered above; that involve payments in amounts exceeding the maximum amounts specified in this policy; or that involve reducing the amount of repayment called for by part (C) of this policy.

(2) All exceptions involving maximum amounts must be made before the employee accepts the offer of employment. There are to be no ex post facto exceptions to this policy.

(F) Relocation expense repayment

The employee must sign and submit the "Relocation Expense Repayment Agreement" in order to receive reimbursement of relocation expenses. The "Relocation Expense Repayment Agreement" is incorporated by reference as part of this policy.

The agreement shall be in effect for two years or until the end of the appointment, whichever comes first. If, during the agreement, the employee is terminated for cause or chooses to terminate their employment with Ohio university, then repayment of funds to Ohio university by the employee shall be based on the number of calendar days employed (i.e., number of continuous days on employed status, not number of days physically present for work. For example, a faculty member with an academic year appointment whose work typically begins on August 15, 2016 and ends on May 15, 2017 is treated as being employed throughout the summer break period provided they resume their academic appointment), according to the following chart:

| Days employed | Repayment | | --- | --- | | 0-365 | 100% | | 366-485 | 75% | | 486-605 | 50% | | 606-730 | 25% |

If it is found that the employee obtained employment fraudulently (e.g., under falsified credentials), then repayment will be for one hundred percent of relocation costs previously paid by the university, regardless of the number of days employed.

At the university's discretion, the repayment may be paid, in whole or in part, by deduction from amounts otherwise owed by the university to the employee (e.g., final pay). If UHR is unable to withhold from an expected future payout or regularly scheduled pay UHR, will submit a billing request to the bursar's office for collection, enforceable by the attorney general's office. See the "Relocation Expense Repayment Agreement" text for complete details. The agreement should be completed and returned with the employee's acceptance letter.

Last updated July 6, 2022 at 11:35 AM

History

Effective: July 1, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3337-41-115 Administrative position status determination.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/41-115.html

(A) Overview

This policy provides for review of positions to assure compliance with the regulations of the State Civil Service Code and the Federal Fair Labor Standards Act.

All positions must be reviewed by university human resources ("UHR") to determine whether they are exempt (salaried) or non-exempt (paid hourly) before commitment is made to a prospective employee and before an employee is placed in the position.

(B) Determination of status

The employing department must prepare a position description for each position, and submit it to UHR for review.

University human resources will review the position description, will investigate details of the position with the employing department head, and will determine the status of the position, applying guidelines of the Fair Labor Standards Act and Chapter 124.11 of the Revised Code: "Unclassified service - classified service." There are three cases:

(1) Exempt - unclassified

If UHR determines that the position is both exempt from the Fair Labor Standards Act and eligible for unclassified service under the Revised Code, then the position will be identified as an administrative presidential appointee position, and will be paid on a salaried basis.

(2) Non-exempt - classified

If UHR determines that the position is both non-exempt and that it meets the criteria for a classified position, under the Revised Code, then the position will be identified as a classified hourly position, and will be paid on an hourly basis.

(3) Non-exempt - unclassified

If UHR determines that the position is both non-exempt, and that it meets the criteria for an unclassified position under the Revised Code, then the position will be identified as an administrative hourly position, and paid on an hourly basis. An administrative hourly employee is appointed to an unclassified position, but is subject to the non-exempt provisions of the Fair Labor Standards Act, where applicable.

University human resources shall notify the employing department head in writing of the status of the position.

(D) Payroll processing

To assure compliance with this policy, all administrative appointments and classified positions shall be reviewed and initiated by UHR before being processed for payroll purposes.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/41-115.html

History

Effective: June 25, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-41-121 Reimbursement for official travel and entertainment.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/41-121.html

(A) Overview

(1) Section 126.31 of the Revised Code enables employees of the university to be reimbursed for actual and necessary travel and other expenses incurred while attending a gathering, conference or convention or while performing official duties related to university business inside or outside the state of Ohio if authorized by the university. This policy governs the travel of faculty, staff, non-employees and official guests. The university may pay for or reimburse individuals for reasonable, authorized and properly- documented travel and entertainment ("travel expense") as described in this policy.

(2) This policy adheres to the internal revenue service (IRS) accountable plan rules that require employees and non-employees to properly document and account for all business and travel expenses within a reasonable period of time. The university uses the IRS standards for establishing the reasonable period of time for determination of the tax treatment of a reimbursement, as follows:

(a) If substantiation for the reimbursement is submitted within sixty calendar days of when the expenses were paid or incurred, and if all other requirements of the university's reimbursement for official travel and entertainment policy are met, the reimbursement will be treated as a nontaxable reimbursement of a university business expense.

(b) If substantiation for the reimbursement occurs more than sixty calendar days after the expenses were paid or incurred, the reimbursement must be reported to the IRS as taxable income paid to the individual. The amount of the reimbursement will be added to the employee's W-2, and taxes will be withheld from pay.

(3) When booking international travel, it is necessary for travelers to abide by all federal travel guidelines, restrictions, and requirements (e.g., Fly America Act, OFAC (office of foreign assets control) Cuba license requirements, etc.). The university's international travel webpage contains links and references to current pertinent guidelines. Further, travel to OFAC restricted countries requires advance approval from insurance carriers.

(4) Persons traveling on university business should incur the lowest practical and reasonable expense and complete the travel process in an efficient and timely manner. University travelers have the duty to avoid impropriety, or even the appearance of impropriety, in any travel expense.

(5) Reimbursement shall not be claimed for items obtained through the use of university frequent flyer miles or other rewards/points programs, or costs which are reimbursable by any other source.

(6) Any upgrades or additional costs (such as seat upgrades, hotel room upgrades) must be approved prior to booking travel. These expenses will only be covered as a reasonable accommodation for employees with a documented disability or accommodation need, as approved by the office for university accessibility. Any employee requiring an accommodation should submit a request to the office of university accessibility.

(7) All travel must utilize the authorized university travel management company (TMC) unless a prior exception is obtained. Any exception to this requirement is documented under the relevant paragraph of this policy. All other exceptions are limited to very rare sets of circumstances and will be reviewed based on merits and substantiation of each scenario.

(8) Following travel, all travel must be substantiated and submitted as required on the "Travel Expense Report" or TER ("substantiation process").

(9) Planning units may choose to make more restrictive policies but will be responsible for monitoring and enforcing those restrictions.

(B) Spousal travel

As a general practice, spouse, domestic partner, and family travel will not be reimbursed by the university. A spouse's or domestic partner's travel may be reimbursed, at the university's expense, if the presence has a documented business purpose and pre-approval has been obtained in accordance with the policy. For vice president and deans, spousal and domestic partner travel requires prior approval of the president or provost; all others must obtain the prior approval of the appropriate dean or vice president. A copy of the approval must be submitted with the TER or attached to the university credit card transaction.

(1) University vehicles

University owned or leased vehicles are maintained for the use of employees on university business. University policies govern usage and rental procedures. Liability coverage while operating a university vehicle is the responsibility of the university.

(2) Rental vehicles - external

(a) Rental vehicles should be procured through the TMC, utilizing an approved payment process. Rental vehicles can also be rented, in person, directly from a local office location of the university's preferred supplier(s). University employees may register for car-rental company membership cards that simplify rental procedures. Contact the purchasing office to apply.

(b) Rental car reservations booked using university preferred supplier(s), must reference the business account number on the rental car contract for the university's driver protection coverage to apply domestically while traveling for university business. Under these circumstances, additional insurance should not be purchased, and will not be reimbursed . If purchasing from a non-preferred rental car supplier, insurance should be purchased when traveling domestically and will be reimbursed.

(c) When renting vehicles outside of the United States of America (USA), rental car insurance for vehicles must be obtained, as available in country, and is reimbursable.

(d) D. The minimum age for car rentals is determined by the university agreement with rental car preferred suppliers. All drivers must be either an Ohio university employee, an Ohio university student, or a guest on Ohio university business.

(e) Vehicles for individual travelers shall be in the intermediate or smaller vehicle class unless a business purpose warrants a larger size. Prior approval by the traveler's "Chief Financial and Administrative Officer" (CFAO) or designee, of an upgraded vehicle is required and the approval must be attached to the transaction as part of the substantiation process.

(3) Privately owned vehicles - mileage rate

Reimbursement for travel using a privately owned vehicle is made to the university traveler using the IRS standard mileage rate applicable on the date of travel. The mileage rate covers all expenses incurred through the use of a privately owned automobile for university business, therefore, the university will not pay for or reimburse gasoline, insurance, maintenance or car washes. For university employees that receive an auto allowance, the allowance is provided in place of mileage reimbursement for all travel. When more than one university traveler is transported in a privately owned auto:

(a) If the auto-owner is a university traveler, only the auto-owner can claim mileage.

(b) If the auto-owner is not a university traveler, only one university traveler per auto can claim mileage.

(4) "Drive vs Fly" rule

Mileage is reimbursable regardless of the number of miles traveled, however, the "drive vs fly" rule will apply.

(a) Travelers who choose to drive rather than fly to business destinations may be reimbursed per diem and lodging (if necessary) for a total of two full driving days (one day before and one day after the official business).

(b) When two or more staff travel together in a personal vehicle, the mileage reimbursement can only be reimbursed to the driver of the personal vehicle. Each traveler is entitled to the allowable per diem and lodging.

(c) The mileage reimbursement cannot exceed the best available method of transportation documented prior to the travel. To qualify for reimbursement when driving longer distances normally accomplished by flying, the business expense must be the lesser of the actual mileage and parking expense at the business location or the total of:

(i) Most economical and practical means of airfare (the traveler must supply a quote from the university TMC)

(ii) Roundtrip mileage to the airport

(iii) Airport parking (no higher than the contracted rate with the university preferred supplier)

(iv) Ground transportation (not rental car) to/from airport to business location

(5) Standard distances between travel points

(a) The first point-of-origin on a travel expense should be the traveler's primary university work site (per payroll office records). If you begin your business travel from an alternate location, you should list that location only if the mileage to the destination is less than the mileage from your work site to the same destination.

(b) If your home is not located in the same city as your primary work site and you begin your business travel from home, mileage between work and home cannot be included in the mileage reimbursement totals. In addition, travel from your home to a point between your home and your primary work site cannot be submitted for mileage reimbursement.

(6) Taxi, limousine, bus, and train

Travel via taxislimousine, bus, trains and other local conveyances will be reimbursed. If the total cost of a single expense is less than seventy-five dollars, a receipt is not required for transportation related costs. Such transportation must be limited to travel between official stations and transportation terminals, and/or places of lodging and places of university business. Tips for taxi or shuttle are reimbursable per customary tip rates for the location.

(D) Air travel

(1) Commercial airlines

(a) Commercial air travel shall be purchased through the TMC utilizing an approved payment process.

(b) Flights longer than five hours of continuous airtime, from point to point, qualify for a less than first class upgrade (e.g., business class).

(c) Frequent flyer miles: The Ohio ethics commission's current guidance ("Advisory Opinion 2025-02,") permits public employees to use frequent flyer miles or similar reward points earned during offical travel for personal use, provided the rewards are earned under the same terms available to the general public and their use does not impose additional cost on the university.

(2) University air transportation service

University personnel are encouraged to schedule university planes for business travel. Contact the university airport to make reservations.

(3) Private or leased aircraft

Private aircraft expenses may be reimbursed if the pilot has a copy of an appropriate, current pilot certificate and proof of insurance (hull and liability) on file with the risk management office. Reimbursement will be made based on the U.S. general services administration (GSA) mileage rate in effect at the time of travel. The mileage rate is intended to cover all costs associated with the operation of the plane, including but not limited to, gasoline, insurance, and maintenance.

(4) Fly America Act

In accordance with the Fly America Act, when international air travel is funded by a federal grant, the university must use a U.S. flag carrier service except under certain circumstances. The TMC can assist university travelers in complying with this requirement.

(5) Small regional or remote airports

The TMC may be able to assist with booking small regional or remote air transportation services. If the TMC is unable to procure the booking, travelers may purchase their booking directly and provide documentation from the TMC of their inability to assist.

(6) Ancillary fees charged by airline

Ancillary fees charged by airlines, (e.g., seat assignments, baggage fees, excess baggage fees) are reimbursable with a reasonable business-related justification.

(E) Lodging

(1) Lodging shall be booked through the TMC and paid using an approved payment method.

(2) Itemized receipts are always required for lodging. If meals are included on a lodging bill, a separate itemized receipt is required for meals. Extra room costs such as movies, equipment or other personal or incidental costs cannot be paid or reimbursed unless specifically identified in policy (see paragraph (G) of this rule for additional guidance).

(a) Conference hotels

Conference hotels can be booked during the conference registration process using an approved payment method. Travelers should check to see if the TMC has the conference rates or better.

(b) The sixty-mile rule

Overnight lodging is allowable only if the destination is further than sixty miles from the traveler's primary university work site. The sixty-mile minimum does not apply to faculty teaching at regional campuses or when attending a multi-day conference.

Allowable cost is the single room rate plus tax, unless the other party is also on authorized university travel. Please refer to the tax office website for states providing tax exempt status to the university.

(d) Reduced rate options

Almost all hotels and motels have significant rate reductions for government employees, though the number of rooms at the discount may be limited. Be prepared to show a university ID upon arrival.

(e) Non-traditional lodging

Non-traditional lodging is allowable in accordance with the risk management process.

(F) Meals

(1) Business meeting meals or entertainment

(a) Business meeting meals or entertainment must have a business purpose and must include two or more persons (at least one non-university employee). Costs should be reasonable and customary for the location. Itemized receipts are required. Business meals must be deducted from the claimed per diem for any employees attending.

(b) Alcoholic beverages: Regardless of the payment method used, alcoholic beverages are permissible only when associated with a business meeting meal or official university entertainment. Alcohol must be charged to a foundation account whose guidelines permit the expense.

(2) Same day travel

University travelers do not qualify for personal meal reimbursement during same-day travel. IRS regulations require that an employee be away from home substantially longer than an ordinary day's work and during the time away from home, need sleep or rest (referred to as the "overnight rule" - i.e., overnight stay is required). Please see "IRS Publication 463 Chapter 1 - Traveling Away from Home."

(3) Overnight travel

(a) The university provides per diem reimbursement to faculty, staff and guests while traveling on official business per federal per diem rates based on location of the travel destination. The per diem allowance is a daily fixed dollar amount provided for meals and incidentals. It can include up to three meals per day, and the following incidentals: laundry, dry-cleaning, and gratuities (tips) to waiter/waitress, porters, bellhops, stewards, etc. and is paid to the traveler after the trip. Regardless of departure and arrival times on the first and last day of travel, per IRS guidelines, travelers can receive seventy-five per cent of the per diem rate for the first and last day of travel.

(b) If circumstances warrant, travel may begin the day prior to business and end the day after the last day of business travel. An additional day of travel is allowable at the beginning and the end when traveling internationally.

(G) Miscellaneous travel expenses

(1) Ordinary and necessary expenses related to business travel may be reimbursed. Each expense must have a clear business purpose. This includes, but is not necessarily limited to, parking charges, ferry or water taxi fees, network and data charges (no data and network charges will be allowed when on personal travel), necessary laundry (if traveling more than five consecutive days to help avoid excess packing), and bridge, highway, or tunnel tolls. Traffic fines, personal vehicle towing charges (towing charges for a disabled university registered and owned vehicle are allowable), and like expenses are not allowable.

(2) Change and cancellation fees will only be allowable if there is a bona fide business purpose or medical emergency which necessitates the change or cancellation fee as determined by the planning unit. Changes or cancellations due to personal preference or needs will not be covered by the university.

(3) A registration fee may not include extraneous activities (golf-outings, museum tours, yoga class, etc.) if they can be reasonably separated from the total cost of the registration fee. When such costs are not reasonably seperable and are included as part of the overall registration (e.g,, welcome events or incidental activities), the registration fee may be charged to university funds.

(4) Charges for catering, meeting rooms and related expenses should be procured prior to travel and processed through purchasing to ensure proper insurance and contract requirements have been met.

(5) If it is known that a third party reimbursement will occur, no such charges should be incurred by, or submitted for reimbursement to the university. If a third party pays the traveler's expense after the university has made payment, the traveler must prepare a reimbursement to "Ohio University" for the amount.

(H) Mixed business and personal travel

(1) If airfare, hotel or car rental is purchased for a trip that includes both personal and business purposes, the amount paid by the university will only be the fare directly attributed to the university business purpose.

(2) When combining a business trip with a personal trip, the TMC will accept university payment for the business portion of the trip and will charge a personal card for the personal portion of the trip.

(I) Substantiation /receipts

Original receipts are required for substantiation of all expenses unless otherwise noted in the policy or procedure. Traveler should attach all related materials to the travel report to document the business purpose/need (e.g., conference or meeting agenda). Reimbursement policies and procedures for grants and contracts take precedence over this policy and may require more comprehensive documentary evidence for expenses.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/41-121.html

Last updated March 17, 2026 at 9:15 AM

History

Effective: March 16, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3337-41-122 Petty cash and change funds.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/41-122.html

(A) Overview

This policy establishes procedures and guidelines for petty cash reimbursement through the bursar's office as well as the use of departmental petty cash and change funds.

Cash control is necessary and must ensure that Ohio university is fulfilling its fiduciary responsibility. The use of cash rather than other means of payment does not change whether an expenditure is acceptable, or not.

(B) Definitions

(1) Petty cash fund: A set amount of money held by a department and used to make small, incidental purchases (for emergencies and purchases requiring cash) of not more than fifty dollars from a local vendor where the normal route of payment is not cost effective or appropriate.

(2) Change fund: A set amount of money used by a department to make change for customers who are purchasing goods or services. The selling of such goods or services must have been previously approved through appropriate channels.

(3) Fiduciary: The department head or budget unit manager who is authorized to approve expenditures from the department's account(s).

(4) Custodian: The department employee who is appointed to operate and maintain the fund.

(1) Departments can either be reimbursed by the bursar's office (best for infrequent use see part (D) of this policy), or establish their own petty cash fund (see part (E) of this policy).

(2) It is the responsibility of the employee making the purchase to inform vendors of Ohio university's sales tax exempt status. An "Ohio Sales Tax Blanket Exemption Certificate" may be used for this purpose.

(3) An Ohio university purchasing card is a preferred alternative to a petty cash fund. Purchasing card information can be found online.

(4) Except that the intercollegiate athletics petty cash fund may be used for expenditures coded with natural accounts from the 400000 series, petty cash reimbursements are prohibited for expenditures that are classified in expense natural account code series 100000, 200000, 400000, and 900000. Additional information about expense natural account codes is available online.

(D) Reimbursement through the bursar's office

(1) The bursar's office will reimburse an individual who has used personal cash or a personal check (not personal debit or credit cards) to make a small incidental purchase (for emergency or purchase requiring cash) of not more than fifty dollars from a local vendor where the normal route of payment is not cost effective or appropriate.

(2) A "Petty Cash Voucher" form must be taken to the vendor-site, and must be completed at the time of the purchase. The approved form, along with an original itemized receipt, is submitted to the petty cash window in Chubb hall for reimbursement.

(3) The bursar's office will submit the vouchers to accounts payable on a regular basis to record the expenditure.

(E) Establishment of departmental petty cash or change funds

(1) A completed "Petty Cash/Change Fund" form must be completed and sent to the controller in the finance division.

(2) The persons who will serve as fiduciary and custodian must be designated in advance of the fund being distributed.

(3) Agreed physical safeguards must be in place before the fund is released to the department.

(4) Once the above has been completed, the fund will be released to the department via a check (in care of the custodian) from accounts payable that may be cashed at the cashier's window in the bursar's office.

(F) Operation of departmental petty cash or change funds

(1) Petty cash fund

(a) A departmental petty cash fund may be used to make small incidental purchases (for emergencies and purchases requiring cash) of not more than fifty dollars from a local vendor where the normal route of payment is not cost effective or appropriate. The Baker center catering alcohol petty cash fund and the intercollegiate athletics petty cash fund are exempt from the fifty dollars limitation.

(b) The total of cash and original itemized receipts for purchases in these funds should remain at the established amount at all times.

(d) This fund should only be used for making purchases. It should never be used for collecting money or making change for sales, paying for services, cashing checks, giving loans, or for travel advances.

(e) Petty cash funds can be replenished by submitting a "Direct Payment Form" (be sure to specify which account to charge for each purchase), with original itemized receipts attached, to general accounting. Accounts payable will issue a check to the department, in care of the custodian, that may be cashed at the cashier's window in the bursar's office. Checks that are one thousand dollars or greater must be cashed on the business day following the day of receipt. Checks that are less than one thousand dollars may be held for cashing, until the third business day or when the checks on hand reach an amount of one thousand dollars or greater, whichever comes first.

(f) The fiduciary has sole responsibility for this fund. Any unexplained discrepancies will be resolved through the fiduciary.

(2) Change fund

(a) The cash in these funds should remain at the established amount at all times.

(b) The fund should be balanced each day of use, but at least once per week, and records kept.

(d) The fiduciary has sole responsibility for this fund. Any unexplained discrepancies will be resolved through the fiduciary.

(3) Fund segregation

Each petty cash fund and each change fund should be segregated from all other cash funds. These funds are intended to stand alone; do not combine them with other cash.

(G) Maintenance

(1) All petty cash funds should be balanced at least monthly, and records kept. The table below shows the formula for balancing petty cash funds (line A should equal line E, otherwise there is a shortage or overage in the fund):

| A | Established amount: | | | --- | --- | --- | | B | Cash on hand: | | | C | Original itemized receipts on hand: | | | D | Replenishments in transit: | | | E | Total (B+C+D): | | | F | Overage (if E > A) or (Shortage) (if E < A): | |

The petty cash fund should remain at the established amount. A log should be kept of shortages and overages, and all shortages and overages should be reported to the general accounting office, for resolution, on the next "Direct Payment" form submitted to replenish the fund.

(2) All change funds should be balanced each day of use, but at least once per week, and records kept. The table below shows the formula for balancing change funds (line A must equal line E, otherwise there is a shortage or overage in sales):

| A | Established amount: | | | --- | --- | --- | | B | Cash on hand: | | | C | Checks on hand: | | | D | Sales: | | | E | Total (B+C-D): | | | F | Overage (if E > A) or (Shortage) (if E < A): | |

The change fund should remain at the established amount. Any overage or shortage should be reflected in the department's next sales deposit. This is accomplished by either increasing or decreasing the deposit amount by the amount of the shortage or overage. A log should be kept of daily shortages and overages so that when audits are performed, overages and shortages can be reviewed. Chronic overages or shortages are an indicator of possible internal control deficiencies.

(3) The custodian is responsible for the operation and maintenance of the fund and for reporting any unusual activity to the controller or internal audit department.

(4) A back-up custodian is recommended for times when the custodian and fiduciary are unavailable. The back-up custodian's duties and responsibilities are the same as the custodian's when he or she is unavailable.

(5) The fiduciary is responsible for insuring that the funds are physically secure, reporting any unusual activity to the controller or internal audit department, and ultimately has the financial responsibility for them. This includes the fiduciary conducting unannounced counts of the fund.

(6) The fiduciary and custodian (back-up when not available) should be the only persons with access to the fund.

(7) Any changes to an existing fund (including custodian, fiduciary, location of fund, increase or decrease of amount, etc.) should be submitted to the general accounting office, on a "Petty Cash/Change Fund" form, with "Established fund" marked.

(8) The controller (or his or her designee), and the internal audit department reserve the right to inspect and audit any petty cash or change funds at any time.

(H) Closing departmental petty cash or change funds

If a departmental petty cash fund or change fund should be closed, contact the general accounting office for instructions.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/41-122.html

History

Effective: July 22, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-41-125 Holidays.

(A) Eligibility

The following categories of employees are eligible for the holidays identified in this policy:

(2) "Tenure track," "instructional," "visiting professor," and "clinical" faculty, as defined by the "Faculty Handbook."

(B) Policy

This policy complies with federal and state laws and Ohio university trustees' action, and provides for the maximum possible predictability of holidays for planning purposes.

The university will be closed in observance of holidays approved by the Ohio university trustees.

(1) A holiday which occurs on a Saturday will be observed on the preceeding Friday; a holiday which occurs on a Sunday will be observed on the following Monday.

(2) Security and vital services staff (e.g., heating plant and Ohio university police department) will be required to work on holidays to maintain the vital services of the university.

(6) Holiday pay is not applicable for a holiday which occurs during an employee's unpaid leave of absence.

(7) The following ten days are to be observed as holidays:

(a) New Year's day (January first)

(b) Martin Luther King day (third Monday in January)

(d) Juneteenth National Independence day (June nineteenth)

(e) Independence day (July fourth)

(f) Labor day (first Monday in September)

(g) Veterans day (November eleventh)

(h) Thanksgiving day (fourth Thursday in November)

(i) Indigenous People's day/ Columbus day (second Monday in October*)

(j) President's day (third Monday in February*)

(k) Christmas day (December twenty-fifth)

*These two 'floating holidays" are scheduled on days other than the traditional dates shown in parentheses; see part (F) of policy 41.001, and paragraph (C)(2) of this policy.

Last updated July 6, 2022 at 11:36 AM

History

Effective: July 1, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3337-41-127 Military leave.

(A) Overview

This policy provides for military leave of absence and establishes reemployment procedures following military service.

Employees who are members of the Ohio national guard or a member of a reserve component of the armed forces are eligible for military leave without loss of pay for occasional periods of field training or active duty not to exceed a total of thirty-one calendar days in any one calendar year. Such leave will be in addition to regular vacation time and there is no requirement that the service must be in one continuous period of time. The maximum number of hours for which payment may be made in any one calendar year under this provision is one hundred seventy-six hours.

Ohio university will grant military leave of absence without pay beyond the one hundred seventy-six hours required by state and federal laws, to permanent employees with at least ninety days of employment with the university who are inducted or otherwise enter military service. The duration of a leave of absence for military service will be subject to the provisions of the Revised Code in effect at the time. Additionally, pay and insurance coverage for employees called to active duty for more than one hundred seventy-six hours will comply with sections 5923.05 and 5923.051 of the Revised Code, and with any other applicable state or federal laws.

(B) Process

A formal written request for military leave of absence should be submitted to the employee's department head at least two weeks in advance, when possible, of the first day of leave. Classified employees should complete a "Request for Unpaid Leave of Absence" for this purpose and submit the request to their supervisor and university human resources. A copy of the induction or enlistment notice will be attached to each request.

Those persons filling a position of an employee on military leave will be advised that the position is temporary and that the employee on military leave has reemployment rights. An employee on military leave forfeits reinstatement rights if they exceed the five-year cumulative voluntary military service limit. The five-year cumulative voluntary military service limit does not include: inactive duty training (drill); annual training; involuntary recall to or retention on active duty; voluntary or involuntary active duty in support of a war, national emergency, or certain other operational missions; or additional training requirements determined and certified in writing by the service secretary and considered to be necessary for professional development or for completion of skill training or retraining.

Time for reinstatement application and time limits for returning to work depend on the duration of the orders:

(1) Service of one to thirty days: return with reinstatement application and begin on the first regularly scheduled work period on the first full day following completion of service and expiration of an eight hour rest period following safe transportation home.

(2) Service of thirty-one or more days: application for reinstatement must be submitted no later than ninety days after completion of military duty. The affected employee will be promptly returned to work.

Prompt return to work will depend on individual circumstances of the department. However, return to work should occur in a matter of days, and at most two weeks.

Other provisions of applicable state or federal law will be observed in considering employment rights and benefits relating to veterans, members of the national guard, and other covered military components.

Last updated July 6, 2022 at 11:36 AM

History

Effective: July 1, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3337-41-128 Leaves of absence for presidential appointees.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/41-128.html

(A) Overview

This policy establishes university policy and procedures for granting unpaid leaves of absence for presidential appointees, both administrative and faculty. For faculty presidential appointees, this policy applies only to the extent that no contrary provision is included in the "Faculty Handbook."

The university supports a work environment that offers solutions to complex issues employees face in balancing their work, family, and personal commitments or health and medical concerns. This policy provides the following leaves for full-time and part-time permanent presidential appointees: family, medical, disability, personal, educational, and military.

Ohio Adm.Code 3337-41-129 Professional development for administratorsand classified employees.

(A) Overview

(1) Ohio university values the individuals in its community. It encourages and supports programs that enrich their lives and improve their knowledge and skills. Professional development provides opportunities for administrators and classified employees to better serve the educational process, the academic community, and thus the institution as a whole, by increasing staff effectiveness through on-going training and development for a current assignment as well as preparing for future career growth at Ohio university. Supervisors are encouraged to support professional development for their employees whenever possible.

(2) Professional development is the organized, formal, and systematic efforts of Ohio university to provide and promote education and training for its administrative employees. Bargaining unit employees covered under a collective bargaining agreement should refer to their current contract for specifics of participation.

(3) Professional development includes:

(a) In-service training programs, conferences, and seminars to enhance job or career related knowledge and skills.

(b) Creating and/or delivering university-sponsored learning experiences for the benefit of other employees when this is not part of an employee's typical job responsibilities.

(c) Courses offered for credit by Ohio university, or through reciprocity agreement with Hocking college, as outlined in policy 40.015, educational benefits for Ohio university employees.

(4) Enhancing job-related knowledge, skills, and abilities is vital to the individual's and the university's continued success. Supervisors are expected to support and encourage the career development and performance effectiveness of employees.

(5) Typically, every effort should be made by the supervisor to allow staff members up to a total of ten per cent release time from the job for any combination of professional development opportunities including: participating in job or carreer-related development programs or activities, providing university-sponsored learning experiences to other staff, and/or taking college courses as outlined in policy 40.015, Educational benefits for Ohio university employees.

(6) Participation in professional development activities should not negaively impact departmental operations, employee performance, or an employee's ability to meet deadlines or commitments.

(7) Non-exempt employees participating in university-sponsored development activities should do so during normal working hours with supervisor approval and coordination. Participation in university-sponsored development activities that take place during normal work hours and are directly related to successful performance of an employee's current job counts as hours worked for overtime purposes. Time spent in professional development opportunities that are not directly job-related may still count as hours worked if it occurs during normal work hours. It is the supervisor's responsibility to support professional development by reviewing and approving reasonable requests that fall within the ten percent release time guideline and can be managed within the department's overtime guidelines.

(B) Training programs, conferences, and seminars

(1) The requests should exclude department retreats, mandatory training, and cross-training as directed by the supervisor.

(2) Developmental activities associated with professional licenses and certifications that are considered to be job requirements (e.g., re-certification, required CEU's) must be discussed and coordinated with the appropriate supervisor when such activities require time away from the employee's normal job duties.

(3) Staff members who participate in training programs, conferences, and seminars will routinely share with colleagues the knowledge and skill gained.

(1) To support a culture of collaborative learning, staff members are encouraged to share knowledge and help others develop their skills. When staff members share knowledge by creating and/or delivering structured learning experiences for other employees, developmental opportunities are provided for the employees being trained as well as those providing the training.

(2) Staff members who provide structured learning experiences to other employess as part of a university-sponsored program, outside the scope of their normal job duties, must coordinate their participation with the appropriate supervisor by following the guidelines outlined in paragraph (B) of this rule.

(3) Time spent creating content, delivering training, or planning approved professional development activities for university-sponsored learning experiences that are outside an employee's normal job responsibilities is included in the ten per cent release time guideline referenced in paragraph (A)(5) of this rule.

(D) University courses

(1) Active employees who meet eligibility requirements are invited to participate in the university's educational benefits program as described in policy 40.015.

(2) Time away from work to participate in this program must be approved by the appropriate supervisor and is included in the ten per cent release time guideline referenced in paragraph (D)(1) of this rule.

Last updated October 12, 2022 at 8:18 AM

History

Effective: October 12, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3337-41-130 Employee assistance program.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/41-130.html

(A) Overview

This policy provides a service designed to assist faculty and staff in solving a wide range of issues that may or may not be directly related to their job functions, but may have an effect on the individual's job performance. Such issues are often termed "work" or "life" issues. This policy in no way is intended to replace appropriate intervention policies or procedures.

Ohio university will make available to employees and their family members an employee assistance program (EAP) via a third party vendor. All non-student university employees and their family members will have access to the EAP. Use of the EAP is voluntary.

The EAP will provide access to or referrals to counseling services, educational information, or other solutions to work or life issues. Issues can include: family or personal relationship issues; stress related to work or major life events (marriage, divorce, death, accidents, etc.); substance abuse; financial concerns; legal concerns; other mental health issues; etc.

Use of the EAP by specific employees will remain confidential. Information regarding specific use by employees will be held by the third party vendor and remain confidential according to the Health Insurance Portability and Accountability Act (HIPAA) privacy rules and any other related regulatory guidelines. Information that is not subject to privacy laws may be subject to public record law.

The availability of the EAP and its resources will be communicated periodically to employees and supervisors and the families of employees.

Supervisors and co-workers may be encouraged to refer employees to the EAP for assistance or information regarding work or life issues.

However, if a supervisor or co-worker believes a work or life issue is impacting the performance of an employee to a point where more severe intervention may be necessary, the supervisor should contact the employee and labor relations area in university human resources for guidance regarding potential intervention and the potential use of or referral to the EAP.

(B) Process

University human resources (UHR) will periodically place out for bid a contract for a third party vendor to provide EAP services to employees and their family members.

Upon award of the contract, UHR will communicate the availability of the EAP to employees and their family members. UHR will work with the EAP vendor to furnish reports for the university regarding the frequency of use by employees and family members, and the types of issues involved. UHR will partner with the EAP to provide educational pieces or solutions to issues that may become prevalent. For example, if the EAP reports a high volume of contact regarding elder care issues, the UHR and the EAP may decide to provide programs or services dedicated to elder care issues or collaborate with existing campus or community programs regarding the issue.

Supervisors and co-workers are encouraged to refer fellow employees to the EAP for assistance with work or life issues. However, as stated in part (A) of this policy, if a supervisor or co-worker believes a work or life issue is impacting the performance of an employee to a point where more severe intervention may be necessary, the supervisor or co-worker should contact the employee and labor relations area in university human resources for guidance regarding the appropriate processes or use of or referral to the EAP.

The following policies should be consulted as appropriate:

(1) Policy 41.133.

(2) Policy 41.135.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/41-130.html

History

Effective: July 25, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-41-133 Alcohol and other drugs.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/41-133

(A) Purpose

The Ohio university alcohol and other drugs policy and program is designed to prevent drug and alcohol problems within the university setting. The policy and programs are designed to identify problems at the earliest possible stage, motivate the affected individual(s) to seek help, and to direct the individual toward the best assistance available.

(B) Policy

The university recognizes that the use and abuse of alcohol and other drugs can seriously impair an employee's performance and create an unhealthy and unsafe environment for employees, students and visitors and is therefore a university-wide concern. Due to the university's concern, this alcohol and other drugs policy is instituted.

With that said, it is strictly prohibited for an employee to use, possess, manufacture or distribute drugs and/alcohol, or be under the influence of drugs and/or alcohol, while in the workplace or in university vehicles and equipment and while on duty. This includes the misuse or inappropriate use of prescription medications and drugs. The consumption of alcohol at university sanctioned events may be permitted if such use has been authorized by the university. This policy is in accordance with the Drug-free Workplace (41 USC 701) and the Drug-free Schools and Communities Act (PL 101-226).

(1) Ohio university hereby establishes an alcohol and other drugs awareness program. Under this program, the university will regularly and periodically publish literature warning about the dangers of the abuse of alcohol and other drugs in the workplace or in any environment. The program will specifically cover the following major topics:

(a) Health and safety concerns associated with drug abuse;

(b) University policy regarding illegal drug or alcohol use;

(d) Penalties that may be imposed for drug or alcohol abuse violations.

(D) Employee compliance with university substance abuse policy

(1) An employee found to be illegally possessing or using alcohol, or other drugs or being under the influence of such, shall be subject to disciplinary action up to and including termination of employment in accordance with university policy, the faculty handbook or the collective bargaining agreements. A disciplinary sanction may include the completion of an appropriate rehabilitation program. Such sanctions may include disciplinary action up to and including termination of employment.

(2) All university employees shall, as a condition of employment, abide by the following requirements:

(a) Comply with the terms of the university's alcohol and other drugs policy and guidelines promulgated pursuant to this policy.

(b) Notify their administrative supervisor of any alcohol or drug related arrests and/or convictions no later than five working days after such conviction.

(3) As required by legislation and upon receipt of notice under the preceding paragraph, the university shall notify the federal agency sponsoring grants or contracts with the employee's department. This notification shall take place within ten working days after receiving such conviction notice.

(E) Employee disclosure

(1) Any employee who is chemically dependent will not be disciplined for disclosing this dependency. If the substance abuse dependency adversely affects the employee's behavior, job performance or poses a direct threat to the property or safety of the university or fellow employees, such employee shall be subject to disciplinary action up to and including termination of employment consistent with university policies and procedures.

(2) Records pertaining to the diagnosis or treatment of alcohol or drug related medical conditions will not be made part of the faculty or staff member's personnel file and will be regarded as strictly confidential in all cases. Self-disclosure of a medical diagnosis or documented substance abuse treatment shall be referred to the university accessibility office.

(3) The principal investigator of any grant, project, or contract from a federal agency is required to ensure that each employee engaged in the performance of the grant be given a copy of and acknowledge receipt of this policy.

(F) Employee assistance program

The university shall operate an "Employee Assistance Program" (EAP) that shall be monitored through university human resources. For details of the EAP, refer to policy 41.130, employee assistance program.

(G) Guidelines for reasonable suspicion testing

University human resources will maintain and post guidelines online for supervisors to follow when it is suspicioned that an employee may be under the influence of alcohol and/or drugs.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/41-133

History

Effective: December 15, 2019
Promulgated Under: 111.15

Ohio Adm.Code 3337-41-134 Professional development for classified employees.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/41-134.html

(A) Overview

This policy encourages and supports the professional development and enhancement of classified employees.

Supervisors are expected to support and encourage the career development and performance effectiveness of employees. Enhancing job-related knowledge, skills, and abilities is vital to the individual's and the university's continued success.

Department heads, supervisors, and individual employees may contact university human resources for assistance.

(B) Process

Typically, every effort should be made by the supervisor to allow an employee up to ten per cent release time from the job, for job-related development, and degree pursuit or classes at the university. Requests may vary.

The requests should exclude department retreats, mandatory training, and development requirements (e.g., re-certification, required CEU's).

The request by the employee should be in writing to the supervisor and should include such data as the event, the date, time, and rationale for attendance. Advance notice is in order to allow the supervisor to make appropriate accommodations.

If the supervisor is unable to grant accommodations, then the employee may appeal to the department head and upward to the planning unit head.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/41-134.html

History

Effective: July 25, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-41-135 Workplace violence.

The version of this rule that includes live links to associated resources is online at

http://www.ohio.edu/policy/41-135.html

(A) Overview

Ohio university is committed to the goal of maintaining a safe, violence-free workplace.

Ohio university will not tolerate threats, violent behavior, of any kind by any Ohio university employee upon any faculty member, staff member, students, or visitors. Ohio university employees are not permitted to commit acts of prohibited behaviors (enumerated in paragraph (C) of this rule) in the workplace at any time whether on or off duty.

(B) Definitions

Threat - The implication or expression of intent to inflict physical harm or actions that a reasonable person would interpret as endangering physical safety or property.

Off duty - an Ohio university employee in the workplace when not scheduled to work, and not acting in his or her official capacity for Ohio university.

On duty - an employee's regularly scheduled hours or while acting in his or her official capacity for Ohio university.

Workplace - any location where Ohio university business is being conducted.

Workplace violence - behavior in which a faculty member or staff member inflicts or threatens to inflict damage to property, serious harm, injury or death to others at the workplace.

The legitimate exercise of supervisory authority, including oversight, evaluation, and requiring adherence to standards of performance, shall not be considered a violation of this policy.

Prohibited behavior exhibited by an employee in the workplace includes the following:

(1) Direct threats of violence.

(2) Implied threats of violence.

(3) Stalking.

(4) Possession of weapons of any kind unless such possession or use is a requirement of the job.

(5) Assault on employees or their families.

(6) Physical restraint or confinement.

(7) Dangerous or threatening horseplay.

(8) Intentional or reckless disregard for the safety or well-being of others.

(9) Commission of a violent felony or misdemeanor on Ohio university property.

(10) Any other act that a reasonable person would perceive as a threat of violence.

(D) Reporting acts or threats of violence

(1) An employee who: is the victim of violence in the workplace; or believes he or she has been threatened with violence in the workplace; or witnesses an act or threat of violence in the workplace; shall take the following steps:

(a) If the situation is one of immediate danger, the employee shall contact Ohio university police department ("OUPD"), or local law enforcement if on a regional campus, by dialing 9-1-1, and may take whatever emergency steps are available and appropriate to protect himself, herself, or others from immediate harm. A report should then be placed with university human resources.

(b) If the situation is not one of immediate danger, the employee shall report the incident to the appropriate supervisor and to university human resources as soon as possible and complete the complaint alleging workplace violence form. Moreover, a police report should be filed with OUPD at (740) 593-1911 (or local law enforcement if on a regional campus).

(2) If an employee who is concerned about a potential act of violence files a request for a civil protection order against an individual, and that individual would be in violation of the order by coming near the employee at work, then the employee should promptly consult the workplace violence guidelines, which encourage the employee to inform his or her supervisor. In that event, the supervisor shall promptly inform OUPD, the department director, and the chief human resource officer or designee, in conformance with the guidelines.

(E) Cooperation with Investigation

The complainant has the burden to prove a violation of workplace policy. He or she must actively provide information that will support his or her complaint in the time and manner deemed necessary and appropriate by the University to conduct the investigation. Failure to cooperate with the investigation process in a timely manner may negate the University's obligation to continue with the investigation.

The version of this rule that includes live links to associated resources is online at

http://www.ohio.edu/policy/41-135.html

Last updated July 15, 2025 at 8:49 AM

History

Effective: March 16, 2015
Promulgated Under: 111.15

Chapter 3337-42 Policies Mail Service, Decorations and Solicitation

Ohio Adm.Code 3337-42-01 Mail service.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/42-001.html

(A) Overview

This policy outlines Ohio university's process for handling United States mail and the inter-office mail.

Ohio university operates a mailing service for the delivery and processing of U.S. mail to and from the United States post office, provides shipping services, and handles the exchange of inter-office communications. The volume of mail handled, and the geographical expanse of the campus operations require an orderly and efficient distribution system.

(B) U.S. mail

(1) Incoming U.S. mail

All incoming express, priority, and first class mail is delivered to departments on the same day the university receives the mail. The Athens post office delivers U.S. mail to off-campus housing units and residence halls.

Incoming mail to the university should be addressed in the format below. Please use this format for the return address on outgoing mail:

(a) Line 1: name of individual

(b) Line 2: department

(d) Line 4: Ohio university

(e) Line 5: Athens, OH 45701-2979

University departments and individuals should also encourage individuals, institutions, or business firms to follow the above example when communicating with Ohio university. A department name on incoming mail is necessary to ensure delivery.

(2) Outgoing mail

University mail services provides all of the services that the United States postal service offers, except for C.O.D.'s. All outgoing mail, except for "Standard A" bulk mailings, is processed and delivered to the post office on the same day. All shipments of parcels and express items are processed by university mail services and picked up by couriers (e.g., UPS) on the same day.

To improve the efficiency of service, outgoing U.S. mail should be addressed using the following format:

(a) First line: optional endorsement or "attention line"

(b) Second line: name of recipient

(c) Next-to-last line: delivery address or box number, followed by apartment number, suite number, or unit office number. (If, for example, the apartment number cannot fit on the next-to-last line, it should be placed on the line above.)

(d) Last line: should only include city, state, and ZIP code.

(3) Excluded mailings

The university cannot, financially or legally, condone the use of its employees, postage or materials for the preparation of any mailing that cannot be construed as official university business.

Examples of mailings that cannot be made and charged with university funds include:

(a) Communications of a personal nature, as opposed to official university business.

(b) Advertisements that are not official university business.

(d) Meeting notices or other business of groups and organizations that are not financially supported directly with university funds.

(1) Delivery schedule

Inter-office mail is delivered to all campus departments at daily intervals based on volume. Inter-office mail collected on the daily route will be delivered on the department's next scheduled service delivery day.

(2) Types of inter-office mail

There are two types of inter-office mail:

(a) Individual mail: mail addressed to an individual should preferably enter the system in a standard inter-office mail envelope. Any previous addresses on the envelope should be eliminated. The two sizes of available inter-office mail envelopes are "four inches by nine inches" and "ten inches by thirteen inches." These envelopes, when available, can be obtained from mail services. They may also be ordered through any office supply store. Individual mail may also be folded to business envelope size and marked "campus mail." It should be addressed with the individual's complete campus address, including name, department, building, and room number. The Ohio university mail service does not deliver inter-office mail to or from students.

(b) Official announcements or notices for mail distribution to all departments, faculty, and staff: the size of announcements and notices for general distribution to all offices and departments should be either "five and a half inches by eight and a half inches" or "eight and half inches by eleven inches." The Ohio university mail service should be given advance notice of the distribution requirements. The documents to be distributed should arrive at the mail service no later than the day before the requested distribution date. To expedite delivery, address labels for such mailing should be generated in department order.

(3) Regional campus mail

All mail addressed to regional campuses must be sorted separately by regional campus, with a regional campus mail slip attached to the bundle for each campus.

(D) Delivery and collection schedules

Ohio university mail services delivers mail to all campus departments at daily intervals based on volume. All U.S. mail received from the Athens post office is sorted on the same day and delivered based on the scheduled service intervals.

Departments with parcels, large quantities of first class mail, or bulk mailings should contact mail services to make arrangements to have the mail collected and handled with special attention.

(E) Bulk mailings

The U. S. postal service requires that all bulk mailings be processed in a manner that meets specific rules and regulations prior to being accepted for delivery by the U.S. postal service. Failure to meet these processing rules and requirements may delay delivery or result in the mail being returned.

University mail services provides an automated bulk mail preparation service for all departments who utilize this classification of mail. Mail services can prepare bulk mailings to meet all USPS requirements, including presorting and address barcoding. These automated services provide postage discounts to the departments and improve delivery time. Mail services can generate barcoded address labels from departmental address files or print the barcoded address directly on the mail piece if the piece is designed to meet certain specifications.

In addition to the automated bulk mail preparation service, mail services does provide an address labeling service that includes labeling multiple pieces for inter-office distribution and direct impression printing of inter-office addresses on specifically designed pieces.

(F) Postage chargebacks

University mail services provides an accurate and detailed accounting of departmental postage costs.

(1) All outgoing U.S. mail must have a "Departmental U.S. Mail Charges" form attached; a "Shipping Request Form" can be used for parcels.

(2) The form must be secured or banded to each bundle of mail that is collected by the mail services staff. The correct account number appears on the form. Outgoing mail without the charge form attached may be delayed or incorrectly billed.

(3) All questions should be directed to mail services.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/42-001.html

Last updated April 1, 2025 at 8:05 AM

History

Effective: April 1, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3337-42-501 Decorations in university buildings.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/42-501.html

(A) Scope

This policy establishes the conditions for safe use of decorations in university buildings, including classroom, administrative, and residence buildings.

(B) Open flames and flame resistance

All decoration materials used in any area must be flame resistant. It is best to use foil or crepe papers that are purchased as flame resistant. No candles or open flames are permitted in university buildings with the exception of candles and "sterno" food warmers to be used for special occasions in dining facilities under conditions approved by environmental health and safety. Candles and food warmers in dining rooms must not be left unattended by staff, and a fire extinguisher must be available and ready in the immediate vicinity. Environmental health and safety will not approve candles or open flames to be located where occupants stand, nor in an aisle or exit. Questions concerning any other type of decorations should be directed to the department of environmental health and safety.

The use of live (or formerly living) trees or boughs is prohibited. They cannot be made safe with flame retardant materials. Artificial trees must be made of flame resistant materials.

Electric lights and other types of electrical devices are to be in good repair and safely installed and operated. All electrical devices must be UL approved.

(D) Residence halls

(1) Student room decorations

Student room decorations will not include any additional electric lights, or additional electrical equipment, or cut (formerly live) greenery, but live houseplants are acceptable. This will eliminate such items as window wreaths and other lighted window decorations. If an individual residence hall has a proposal concerning window decorations for the entire hall, a plan should be submitted to the associate director of residential housing, who will forward it for approval by the director of environmental health and safety, prior to installing the decorations.

(2) Approved locations for decorations

No decorations will be permitted in public areas of the residence halls other than in the lounge areas, dining rooms, individual room doors, and bulletin boards. Decorations on hallway bulletin boards may not extend beyond the perimeter of the board. This prohibits decorations in hallways other than on doors to individual rooms.

(E) Additional regulations for all buildings

Light levels and colors for emergency egress, exits, and fire alarms shall not be reduced, nor shall those fixtures be covered or obscured.

If there are questions, phone the department of environmental health and safety, at 593-1666.

(F) Methods of attaching decorations in residence halls

Methods of attaching decorations are governed by one word - "damage." It is obvious that the results from a few nailings, thumbtackings, or the like, would soon call for repairs, so the policy is, "don't." Most adhesives will either pull off the wall paint or leave a sticky residue which is extremely hard to clean. Again the policy is "don't."

Masking tape is the only adhesive permitted, and it may be used only on the following surfaces and only for a limited time:

(1) Glass - such as windows and mirrors. (Avoid potential warm surfaces, such as light bulbs even though you don't intend to turn them on.)

(2) Metal - which has no paint or enamel. The door knob, hinge plates on doors, and bare metal window dividers are permissible surfaces.

(3) Doors - it is permissible to use the top and bottom edges of doors. Do not run electric lines through sides of doors or where they can be pinched.

(G) Removal of decorations in residence halls

It is the responsibility of all students to dismantle and remove all decorations from the residence halls before checking out of their rooms at the end of the academic year (or when vacating their room, such as a room change or withdrawal). All such materials must be disposed of properly. The residence hall and housekeeping staffs have the responsibility and authority to remove or take down any decorations that in any way violate this policy.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/42-501.html

History

Effective: July 1, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-42-550 Solicitation.

The version of this rule that includes live links to associated resources is online at

http://www.ohio.edu/policy/42-550.html

(A) Overview

This policy places certain restrictions on solicitation of employees (including student employees) and distribution of literature within the buildings and facilities of Ohio university campuses to ensure that university employees have the opportunity to perform their duties free from intrusions.

This policy does not apply to official, university-supported solicitations that are intended to address the university's broader mission to serve the community, such as the Ohio university foundation, united appeal, or red cross blood drives. This policy governs all facilities and property on the university's campuses or under the operating authority of the university.

No solicitation of employees or distribution of literature (electronic or hard copy) by employees or non-employees will be permitted within buildings on campus, unless the solicitation or distribution of literature is in accordance with the content, requirements, and restrictions of this policy.

(B) Solicitation or distribution by employees

(1) Soliciting by one employee of another employee, using any media form or means, for any purpose is prohibited during either employee's work time. Solicitation may occur in work areas during non-work times of the employees involved.

(2) An employee may distribute literature only in a non-work area and only if all employees involved are on non-work time.

(3) Use of the university internal campus mail system or campus electronic mail system by employees for solicitation purposes is prohibited.

Any requests by employees for leaves of absence in order to conduct an organization's business must be made in accordance with the normal university leave policies and shall be subject to the operational needs of the university as determined by the appropriate department head. (See Policy 41.128 and Policy 40.033.)

(D) Solicitation by non-employees and non-university organizations

(1) Any non-employee or organization who intends to physically solicit employees or distribute literature for any purpose must request permission, in writing, at least one business day prior to each proposed visit; the request should be submitted to

"Chief Human Resource Officer

Human Resources and Training Center

169 West Union Street

Ohio University

Athens, Ohio 45701"

or to the chief human resource officer's designee, stating the purpose of the proposed visit and the name of any person(s) who desire access to any campus of Ohio university.

(2) The chief human resource officer or the chief human resource officer's designee will attempt to locate an appropriate designated area or meeting space for use by the non-employee or organization submitting the request, and will then issue a permit designating the appropriate location and the date and time it may be used. In the event two or more requests for access to an appropriate designated area or meeting space for the same or overlapping times have been received, the university will attempt to provide an alternate appropriate designated area or meeting space. In the event that no alternate designated area or meeting space is available, the university will grant access to the available designated area or meeting space on a rotating basis with equal time for its use. If the designated areas or meeting spaces are unavailable due to a prior reservation, then the university will immediately notify the requesting party of such conflict.

(3) An organization or non-employee may not physically or electronically distribute literature or solicit employees in any work area on either the solicited employees' work time or non-work time.

(4) Any solicitation and distribution of literature by any organization or non-employee shall be limited to the designated area(s) or meeting space(s), date(s), and time(s) pursuant to paragraph (D)(2) of this policy, except:

(a) employees may be solicited outside of buildings and facilities if they are on non-work time;

(b) an organization or non-employee may solicit or distribute literature in designated parking lots after notifying the chief human resource officer.

(c) University property, including university-owned vehicles, may not be used to post any signage for solicitation purposes.

(5) The use of the Ohio university internal campus mail system for solicitation purposes is prohibited, except for charitable solicitations that may be approved as defined under Chapter 1716. of the Revised Code (see Policy 42.001).

(6) Use of outdoor space on the Athens campus for "protest and other expression" must follow Policy 24.016.

(E) Bulletin board posting

(1) Employees of the university and non-employees may post notices, literature, or other appropriate information on employee bulletin boards designated as such by the university. If a notice contains information about an on-campus solicitation by an organization, it must conform to the permission granted to the organization (in terms of designated area, time, and date) for such solicitation.

(2) Postings shall be no larger than 8.5 x 14 inches and shall not be posted in such a manner as to cover any other posted material.

(3) Material posted on any bulletin board must be dated from the first day of posting and may remain on the bulletin boards for a maximum of fourteen calendar days from the date of posting.

(4) No posted material shall contain derogatory remarks or personal attacks against any university employee. Such material shall constitute grounds for immediate cancellation of bulletin board posting privileges and shall be cause for discipline of university employees who post such materials. (See Policy 23.050.)

(5) Each planning unit head will delegate to his or her department heads the responsibility to monitor bulletin boards within their respective buildings.

(F) Disruptive conduct

(1) The university reserves the right to regulate any solicitation or distribution activities by any non-employee, organization, or employee that disrupts or interferes with the normal work activity of Ohio university employees.

(2) Any organization (on its own or through its employee supporters) or any non-employee violating any rule or policy contained herein shall be asked to leave the campus. Repeated violations shall be cause for banning an organization or non-employee from the campus. (See Policy 02.002.)

(3) Any employee who (in his or her personal capacity or acting as an agent for any organization or non-employee) violates any rule or policy contained herein shall be subject to corrective action, up to and including termination of employment.

(G) Procurement and cost of facilities, equipment, and miscellaneous services for purposes of solicitation

An employee, non-employee, or any organization shall be subject to the policies and procedures of Ohio university and individual departments within the university with regard to procurement, and the normal cost thereof, of university facilities, equipment, and miscellaneous services (e.g. - labor costs; rental fees and charges; food; utilities; etc.) for purposes of solicitation. Upon procurement, the responsibility for any damages or misuse of facilities or equipment shall be the sole responsibility of the employee, non-employee, or organization. (See Policy 24.005, Policy 24.016, and Policy 01.025.)

(H) Usual and normal business

All solicitation must be conducted so that campus pedestrians and automobile traffic are unobstructed, so that members of the university community are able to proceed with their normal activities.

(I) Definitions

(1) "Charitable contribution" means a pledge or grant of anything of value to a charitable organization, when the value of the pledge or grant exceeds the value of anything received in return.

(2) "Charitable Organization" means an entity within the definition of section 1716.01 of the Revised Code.

(3) "Designated area or meeting space" means a building or facility or room to be determined by the Chief Human Resource Officer or his or her designee.

(4) "Designated parking lot" means an area to be determined by the chief human resource officer or his or her designee where employees or visitors park motor vehicles.

(5) "Designee" means a person designated by the chief human resource officer to administer and regulate solicitation pursuant to this policy or the person identified to regulate other relevant policies regarding solicitation (e.g., solicitation at Baker center, Templeton-Blackburn alumni memorial auditorium, or the West Portico of Templeton-Blackburn alumni memorial auditorium).

(6) "Distributing literature" means the dissemination or posting physically or electronically of any written or graphic material, including flyers, notices, or any other written information or forms.

(7) "Employee bulletin board" means any non-student bulletin board that is not under glass and is not specifically designated for a particular use.

(8) "Non-employee" means any person not employed at Ohio university or any person not in active work status.

(9) "Non-work area" means areas to be determined by the chief human resource officer or his or her designee and generally includes lobbies, employee lunch rooms, public areas, or designated parking lots.

(10) "Non-work time" means approved vacation, approved leaves, scheduled lunch breaks, scheduled rest breaks, and before and after scheduled work hours.

(11) "Organization" means a body of persons established for a specific purpose.

(12) "Soliciting" means any oral, written, or electronic advocacy of an organization or cause, or request for contribution or support thereof; any activity conducted for the purpose of advertising, promoting, or selling any product or service, or encouraging membership in any group, association or organization.

(13) "Work area" means areas to be determined by the chief human resource officer or his or her designee, where employees perform their official duties, including Ohio university buildings, work stations, offices, conference rooms, and corridors leading directly thereto that are used as an integral part of performing work. In the case of faculty, work area means the assigned offices and other areas in which the faculty conduct teaching, research, and service responsibilities in keeping with their assigned duties.

(14) "Work time" means the time when employees' duties require that they be engaged in work tasks as determined by the university. In the case of faculty, work time means the time reasonably expected to be used conducting the business of the university as required by their assigned duties.

The version of this rule that includes live links to associated resources is online at

http://www.ohio.edu/policy/42-550.html

History

Effective: March 16, 2015
Promulgated Under: 111.15

Chapter 3337-44 Policies Critical Incidents, Hazardous Materials, Smoke Free Campus and Alarms

Ohio Adm.Code 3337-44-50 Physical Access Control.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy44-050.html

(A) Overview

This policy establishes appropriate access control standards and procedures to enhance the physical security of Ohio university facilities and assets.

Ohio university access control is the functional area designated to maintain appropriate facility access control systems and procedures to enhance the safety and security of Ohio university students, employees, contractors, vendors, guests, assets, research, and records.

To this end, the university access control office and the university lock shop have the sole authority to install, manage, maintain, modify, and operate all facility access control systems on the Athens campus. This includes both physical key and electronic access control systems. Electronic access control system are maintained and operated in partnership with the office of information technology. These functions may be delegated to other appropriate personnel at Ohio university regional campuses, extension campuses, and centers at the discretion of the vice president for finance and administration.

Ohio university requires that departments and units maintain appropriate records and control of all keys and access credentials issued to them by access control in compliance with the provisions defined below. In addition, individual key and credential holders also have personal responsibilities related to use, protection and disposition of university keys and access credentials.

(B) Principles

Issuance of keys and access control credentials should be evaluated on a case-by-case basis. Keys and credentials should be issued only when necessary, especially when granting access to space that contains valuables, confidential materials, dangerous substances, or equipment.

The following principles should be applied in determining if issuance of a key or credential is warranted:

(1) Alternative access

Whenever possible, utilize means for access that do not require the issuance of keys or credentials to an individual especially when the need for access is infrequent, arises because of special circumstances, or is short-term. In such circumstances, arrange for an individual responsible for the space to provide access rather than issuing a key or credential.

(2) Temporary access

When access is only needed on a temporary basis and a key or credential is deemed necessary, a clear timeline and process for return should be determined and communicated at the time of issuance.

(3) Provide minimum level of access required

Issue keys or credentials that open the least number of spaces required for an individual to perform their assigned responsibilities.

(4) Card access

When possible, access should be issued via electronic access credentials rather than issuance of physical keys. Access provided through the electronic access control system is easier to control, monitor and audit.

(1) Access control

University access control is charged with the following functions and responsibilities:

(a) Installing and managing all access control systems within Ohio university facilities.

(i) No department or tenant occupying any Ohio university facility may install, modify or operate any access control system within said facility without the express written permission of access control.

(ii) Requests for the installation of new access control devices or systems, or the modification of existing devices or systems, should be directed to the access control office.

(b) Ensuring that appropriate access control procedures are implemented and communicated to the campus community.

(d) Controlling the production, issuance and transfer of keys and electronic access privileges.

(i) Outside duplication of University keys is strictly prohibited. Section 3345.13 of the Revised Code states: "No person shall knowingly make or cause to be made any key for any building, laboratory, facility, or room of any university which is supported wholly or in part by the State of Ohio."

(e) Maintaining records related to the request, issuance, transfer, loss and disposition of keys and access credentials.

(2) Departmental responsibilities

It is the responsibility of each department head to designate an employee or employees to serve as the official departmental key contact(s) for their unit or area. Departments are responsible for the following functions:

(a) Departmental key contacts are the sole departmental authority as it relates to keys, cores, electronic access schedules, electronic access lists, and all other access control requests. Key contacts are responsible for requesting service from access control and ensuring appropriate dissemination of keys and access credentials.

(b) Departments and their designated key contacts are fully responsible for the proper tracking and issuance of keys and access control devices.

(c) Routine audits of key inventory and core disposition are recommended to enhance proper control and that key records are accurate and updated.

(d) It is the responsibility of each department to ensure that all keys or access credentials are retrieved from any employee, student, or contractor who is separated from the university due to any circumstances (resignation, termination, retirement, withdrawal, cessation of assignment, etc.) It is further the responsibility of each department to ensure that the access control office is contacted to revoke any electronic access privileges that a separated employee, guest, student, vendor, or contractor may have.

(e) Any lost keys or access credentials must be reported immediately to the access control office. Access control, in cooperation with other appropriate university departments, will conduct a risk assessment and recommend appropriate corrective action.

(i) Any cost incurred by the university as a result of a lost or compromised key or access credential will be billed to the university department responsible for the incident.

(f) Departments are responsible for notifying access control of any changes to building unlock schedules or access lists for facilities or areas equipped with electronic access control in a timely fashion.

(3) Key and access credential-holder responsibilities

Individual key / access credential holders are responsible for:

(a) Maintaining control, possession and security of all keys and credentials issued to them by Ohio university.

(b) Preventing unauthorized use or duplication of all keys and credentials to which they have access.

(c) Relinquishing and returning all keys and access credentials issued to them immediately at such time as they are no longer authorized or required.

(d) Immediately notifying their supervisor and departmental key contact of any lost keys or stolen credentials.

(D) Restrictions

(1) Emergency access provisions

For reasons of personal safety, all university access control systems must allow for master key operation by emergency services personnel (fire and police).

(a) Requests for spaces to be keyed 'off-master' must be submitted to access control by the planning unit head in writing and include a detailed rationale and justification for the request.

(b) Such requests must be reviewed and approved by access control and the Ohio university police department.

(2) Issuance and control of master keys

Because master keys open entire areas or buildings and carry a significant level of risk if lost or compromised, access to them should be restricted to the fullest degree possible without impeding operations.

(a) In general, a building level or higher master key should never be taken off of Ohio university property.

(b) Departments or units should only maintain master keys in access controlled cabinets or key retainers within locked spaces whenever they are not in use.

(i) Access control recommends that master keys be maintained and stored in electronic key control cabinets to provide appropriate monitoring and tracking of their use. Contact access control for additional information.

(c) Requests for the issuance of master keys may require written approval of the planning unit head and should include a detailed rationale and justification for why a master key is required.

(d) Access control reserves the right to deny the issuance of master keys and propose alternative solutions that carry lower risk if sufficient justification of the need for a master key is not provided.

(e) Failure to report a lost or stolen master key may result in disciplinary action, up to and including termination of employment.

(3) Lockouts

In the normal course of operations (i.e., except in emergency situations), facilities management, access control, Ohio university police department (OUPD), and other service personnel are prohibited from providing access to locked spaces to individuals that are outside of their department. Individuals should contact their departmental key contact to arrange for another departmental staff member who has access to assist in the event of 'lockout' situations.

(a) In the event of an extenuating circumstance after hours, OUPD may provide an individual access under the following circumstances at their discretion:

(i) The space is exclusively under the control of the individual.

(ii) OUPD is able to positively verify the individual's identity and their control of the space.

(iii) The need is a result of an extenuating circumstance (i.e., inadvertently locking keys inside of the space).

(b) OUPD will not typically provide access under the following circumstances:

(i) The space is shared or communal locked spaces.

(ii) The space is residence hall space.

(iii) The individual has forgotten their keys.

Furthermore, the only department authorized to handle lockouts in residence hall spaces is housing and residence life. No other university personnel will provide access to occupied residence hall spaces under any circumstances.

(4) Building locking and unlocking

To provide for efficient and timely unlocking and locking of building perimeter doors, access control recommends the installation of electronic access controls to allow for automatically scheduled unlocking and locking of perimeter doors.

Facilities management only provides locking and unlocking of the perimeter doors on academic classroom buildings and other appropriate buildings where electronic access control is not available. Buildings that meet the above criteria will be unlocked sometime between five a.m. and seven a.m. and secured sometime between eleven p.m. and midnight on Monday through Friday only.

If a building requires a schedule that varies from the times listed, then unlocking and locking must either be handled by the department/unit or electronic access controls that allow for remote scheduling must be installed.

No unlocking service is available or provided for any interior doors at any time. It is the responsibility of the department that controls the space to enhance that anyone who has been authorized to use any space has access to that space as needed.

(5) Contractor and vendor access

Contractors and vendors who require regular or prolonged access to Ohio university facilities may be issued keys or access credentials at the request of a sponsoring department with the approval of access control.

Requests for contractor or vendor access should be directed to the access control office in writing at least forty-eight hours in advance. The request should include the following information:

(a) Name of the firm, vendor, or external entity

(b) Full name of all personnel requiring access

(d) Buildings or spaces to which access is needed

(e) Reason that access is required

No keys or credentials will be issued to any outside entity without prior written notice and approval.

Contractor access to occupied residential space will only be granted when escorted by Ohio university personnel. No interior keys will be issued for occupied residence halls.

Any cost incurred by the university as a result of a lost or compromised key or access credential issued to an external entity will be billed to that entity.

(6) Internally and externally leased property

In the case when property is leased by the university from a third party, the lease may prevent conformity with this policy.

(a) The lease with a third party will dictate access control methods and procedures.

(b) When possible, the third party should allow access control to hold key(s) in the university key bank for emergency situations.

(c) The university department utilizing the leased property should designate a responsible key contact as described in paragraph (C) of this policy.

In the case when a university owned building or space is leased to an external party, this policy should be referenced in the lease.

(d) This policy is not applicable to ground leases where a third party developer constructs or owns the improvements.

(E) Appeals

Decisions made by access control as provided for in this policy may be appealed to the associate vice president for facilities management and safety.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/44-050.html

History

Effective: December 19, 2018
Promulgated Under: 111.15

Ohio Adm.Code 3337-44-100 Critical incidents.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/44-100.html

(A) Overview

This policy describes the response to any crisis situation that requires bringing together the critical incident response team (CIRT) and if necessary the president's executive staff. The objectives are to provide input and resources to on-scene emergency personnel and to develop an appropriate institutional response concerning the incident. The intent of this policy is not to detail incident-specific procedures, but to establish a critical incident declaration process, and to define the CIRT, critical incident command center, and critical incident media site.

Ohio university will work to efficiently and effectively serve the university and surrounding communities in times of crisis. Ohio university will use its expertise, resources, and communication capabilities for the purpose of safeguarding persons and property that may be affected by the critical incident.

Emergency response plans defining specific procedures will be developed and maintained by the Ohio university police department and the department of environmental health and safety, with input from the university community. Procedures will be reviewed on an annual basis by the standing critical incident response team.

(B) Definitions

(1) Critical incident

Any incident requiring immediate actions be taken to ensure a safe and healthful environment and that university operations are maintained or restored.

(2) Critical incident response team (CIRT)

The standing CIRT consists of the chief of police (co-chair), assistant vice president for safety and risk management (co-chair), dean of students, associate vice president for facilities, assistant vice president for auxiliary services, emergency programs coordinator, and executive director for communications and marketing.

Upon the declaration of a critical incident, the CIRT chair will appoint appropriate members to the augmented CIRT, based on the nature of the incident. In most cases, the augmented CIRT will include all members of the standing CIRT.

(3) Critical incident command center

This is selected from pre-determined locations for the president's executive staff and the CIRT to meet when a critical incident has been declared. These locations will not be publicized.

(4) Critical incident media site

This is selected from pre-determined locations for the dissemination of information to the media. The following have been designated as critical incident media sites, although other locations may be selected as appropriate to the specific incident: Baker university center (various locations), computer services center 121B, Howard park, Nelson commons, and Irvine hall. Upon declaration of a critical incident, the executive director for communications and marketing, or designee, will determine the site.

The incumbent in each key role identified in this policy is required to designate a backup to fill that role in the case of absence or unavailability of the incumbent.

After taking immediate emergency action, such as calling 911 or activating an alarm, any member of the Ohio university community who becomes aware of a potential critical incident should contact the Ohio university police department. The police chief will contact the vice president for finance and administration (VPFA). The VPFA will decide whether or not to declare a critical incident. In the absence of the VPFA, the vice president for student affairs (VPSA) will be contacted to make that decision. The declaration will specify the location of the command center for this critical incident.

Upon declaration of a critical incident, the following will occur:

(1) The Ohio university police department communication center will notify the assistant vice president, safety and risk management (AVPSRM) that a critical incident has been declared.

(2) The VPFA or VPSA will contact specific members of the president's executive staff as appropriate to the incident.

(3) The executive staff members notified in the prior step will meet to take whatever actions are deemed appropriate. They will be convened by the executive vice president and provost or by the vice president issuing the declaration.

(4) The AVPSRM will contact other members of the standing critical incident response team, or their designees, as appropriate to the incident.

(5) The AVPSRM or CIRT will contact such additional people as are needed to deal effectively with the particular incident (e.g., the vice president for research), thereby forming the augmented CIRT.

In all of the above steps, the notification will specify the location of the command center for this critical incident. Those notified (both executive staff and members of the augmented CIRT) should report to the command center as soon as possible.

(D) Preparation

Every member of the standing CIRT, as identified in part (B)(2) of this policy, will:

(1) Name a designee to be notified in the event that the individual member cannot be contacted. Contact information for the CIRT members and their designees will be maintained in a university automated call database and at the communication center of the Ohio university police department.

(2) Be responsible for developing, maintaining, and activating a staff emergency notification list within his or her department for the purpose of responding to a critical incident when needed.

The standing CIRT, as a group, will prepare, and at least annually review and revise as needed, the "Ohio University Emergency Preparedness Response Plan," which will be published online, linked from the environmental hHealth and safety home page at https://www.ohio.edu/riskandsafety/ehs/.

(E) Regional campus responses The executive dean of the regional campuses will work with each campus dean to prepare response plans augmenting those described above. The Ohio university police department and emergency programs coordinator will serve as consultative resources.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/44-100.html

History

Effective: July 28, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-44-102 Administrative policy regarding epidemic, pandemic, and community health requirements.

(A) Purpose

This policy is intended to provide Ohio university with the ability to take appropriate community health measures to address threats caused by transmittable disease, epidemics, pandemics, and other threats to the health and safety of persons associated with Ohio university. Faculty, staff, student organizations and students of all camuses are all members of the Ohio university community ("community members"). Being part of a public university requires that all community members have an obligation to protect personal health as well as each other. To reduce the risk of exposure to serious illness from infectious disease and other threats to public health, all community members have a vital role in limiting the threats to health and safety.

(B) Policy

This policy applies to all faculty, staff, students and student organizations while conducting any activities on or off campus and to visitors of Ohio university while present at any university location.

(1) Authority to establish health requirements

The president, or their designee, in consultation with the chief medical affairs officer ("CMAO"), has the authority to establish specific health requirements for community members appropriate to current community health risks as reccomended by the centers for disease control and prevention ("CDC") or the Ohio department of health. All community members of any campus of the Ohio university must comply will all specific health requirements promulgated under this policy that may be prescribed by the president persuant to an identified community health risk. The president or the CMAO will communicate via electronic mail to Ohio university faculty, staff, and students on specific health requirements promulgated under this policy. All specific health requirements in effect will also be posted to the Ohio university website for visitors.

(2) Modification or rescission of specific health requirements

The preisdent, or their designee, has authority to mofify or rescind any previously established specific health requirements for community members. The president or the CMAO will communicate any modifications via electronic mail to Ohio university faculty, staff and students. Modifications and rescissions may also be posted in appropriate locations for employees and will be noted on the Ohio university website for visitors.

(3) Public health orders

In the event that the Ohio department of health or other authorities with jurisdiction issue orders, directives or other mandatory guidance (public health orders) that imposes restrictions upon or mandates certain actions by members of the university community that are similar to the matters addressed or promulgated by this policy, it is the intention of this policy that the more stringent restriction apply. To the extent that there is a conflict between a public health order and any provision of this policy, the public health order will control.

(4) Sanctions

Each person within the Ohio university community must comply with this policy and all specific health requirements promulgated under this policy. Failure to comply with this policy and established requirements may result in disciplinary action under the code of student conduct or the applicable employee process. Visitors failing to comply with the policy may be prohibited from remaining on or returning to campus.

Last updated September 5, 2023 at 11:20 AM

History

Effective: July 1, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3337-44-104 Hazardous materials management.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/44-104.html

(A) Overview

The purposes of this policy are:

(1) To protect people and the environment from the negative impacts of hazardous materials by identifying appropriate procedures for handling, storing, and disposing of hazardous materials;

(2) To ensure that Ohio university complies with all federal, state, and local regulations regarding hazardous materials, hazardous waste, biohazards materials, and spill response;

(3) To delineate areas of responsibility.

Ohio university will obtain, handle, store, and dispose of hazardous materials in a manner that protects people and the environment and complies with applicable regulations. Owners and users of hazardous materials will handle those materials in a manner consistent with this requirement and following all procedures referenced in this document.

(B) Definitions

Hazardous waste is generally a non-radioactive chemical substance that is no longer wanted. See the following discussion and, for a detailed regulatory definition, the "Hazardous Materials Management Manual."

(1) Hazardous materials

Hazardous materials are any chemical or material that poses a significant risk to the health and safety of people, the environment, or facilities. This includes licensed radioactive materials, biohazard agents, hazardous chemicals and any material regulated as hazardous under CERCLA 42 USC 9601 (14) or USDOT 49 CFR 172.101.

The hazard may arise from exposure by one or more routes, including skin contact, inhalation, or ingestion, or in the case of radioactive materials even by time spent in proximity, without direct physical contact. In addition to splashing and flowing, liquids may also disperse through the air as vapors or aerosols, and dusts or powders may disperse through the air as well.

(2) Hazardous chemicals

Hazardous chemicals are chemicals for which there is statistically significant evidence based on at least one study conducted in accordance with established scientific principles that acute or chronic health effects may occur in exposed people.

(3) Hazardous materials waste

Hazardous materials waste meets any one or more of the following criteria:

(a) A waste or combination of wastes as defined in 40 CFR 261.3;

(b) Those substances defined as hazardous wastes in 49 CFR 171.8; or

(c) Substances defined as hazardous waste in Chapter 3734. or Chapter 3745. of the Revised Code, or Chapter 3745. of the Administrative Code.

(4) Radioactive waste

Radioactive waste is any substance that is no longer wanted and is known to be radioactive (producing ionizing radiation) greater than background level.

(5) Biohazardous waste

Biohazardous waste is any substance that is no longer wanted and contains or could potentially contain biohazards agents. For detailed regulatory definition, see the "Biosafety Manual," and state regulations, or contact EHS.

(6) PCB waste

PCB waste is any substance that is no longer wanted and includes biphenyl molecules that have been chlorinated to varying degrees. For a detailed regulatory definition, see the "Hazardous Materials Management Manual."

(7) Asbestos waste

Asbestos waste is asbestos material that has been removed or collected and labeled as a waste. For a detailed regulatory definition, see the "Asbestos Management Program."

(8) Other terminology

Multi-hazardous waste is waste that contains two or more of the following wastes: biological, radioactive, or hazardous waste.

Mixed waste is multi-hazardous waste that includes radioactive material.

Specially regulated waste is any waste that becomes a public concern and is regulated specifically. The previous seven wastes are examples of such waste.

There are three primary tools used to determine if a material is hazardous and how it will be handled:

(1) Specific written documentation, such as the "Material Safety Data Sheet" (MSDS), the container label, or shipping papers. (A MSDS is a regulatory document that is required to be provided by the manufacturer to the user; the sheet contains pertinent safety information.)

(2) The specific listings and definitions of materials included in various regulations. These lists and definitions are contained in the U.S. Code of Federal Regulations, the Revised Code, and the Administrative Code, all of which may be found at Alden library and on the internet.

(3) Personal knowledge (an individual may have created the material, or know very specific information about the material's properties).

If hazardous material status cannot be determined, call environmental health and safety ("EHS") and request a review by the hazardous materials manager. Unknown materials will be treated as hazardous materials until they are determined to be non-hazardous.

(D) Aquiring hazardous materials

Hazardous materials must be aquired as described in policy 55.031.

(E) Using hazardous materials

Hazardous materials users are directed to the EHS "Hazardous Materials Management Manual" for specific policies, procedures, and practices. The manual includes information and management tools required to use hazardous materials safely and to comply with laws and regulations.

In addition to the "Hazardous Materials Management Manual," material handling procedures can be found by:

(1) Referring to the "Ohio University Biosafety Manual";

(2) Referring to the EHS "Radiation Safety Handbook";

(3) Using the environmental health and safety (EHS) web site; or

(4) By contacting the EHS office, at 740-593-1666.

(F) Disposal of hazardous materials

Generators of the types of waste listed here shall contact EHS for guidance, prior to generation of waste. Generators of waste will handle the waste in such a way to protect the safety and health of people and the environment, comply with all university procedures (listed in this policy), and comply with applicable regulations.

(1) Hazardous waste

Follow the chemical waste procedures available at:

(a) EHS website for chemical waste

(b) "Hazardous Materials Management Manual"

(2) Radioactive waste

Follow the radioactive waste procedures at:

(a) EHS website for radioactive waste

(b) "Radiation Safety Handbook"

(d) Radioactive waste form

(3) Multi-hazardous waste

Contact the EHS hazardous material coordinator for specific instruction.

(4) Mixed waste

Contact the EHS hazardous material coordinator for specific instruction.

(5) Biohazardous waste

Follow the infectious waste procedures available at:

(a) EHS infectious waste website

(b) "Biosafety Manual"

(6) PCB waste

Follow the procedures previously outlined for chemical waste. Contact the EHS hazardous materials coordinator for more details.

(7) Asbestos waste

Follow procedures available in the "Asbestos Management Program Manual."

(8) Specially regulated waste

For disposal of specially regulated waste, generators shall consult with the EHS hazardous materials coordinator.

(G) Biohazards and infectious agents

Ohio university shall follow the procedures for obtaining, approval, registration, handling, storage, and disposal of biohazards or infectious agents as described in policy 44.107 and the "Biosafety Manual."

(H) Hazardous materials spill response

All faculty, staff, students, and visitors should be aware of and follow the procedures contained within the "Hazardous Materials Management Manual."

All campus locations that handle, store, or use liquid hazardous materials shall have available enough absorbent to mitigate a spill equal to the largest size container of liquid at that location.

All campus locations that handle, store, or use liquid hazardous materials shall post the following emergency information in an area available to each person using the laboratory, printed in a font size large enough to be read by a person with normal vision from a distance of at least ten feet, and prepared so as to facilitate rapid updating whenever the facts change:

| Building: | | | --- | --- | | Room Number: | | | Ohio University Police: | 740-593-1911 | | Environmental Health and Safety: | 740-593-1666 | | Athens City Police: | 911 | | Athens City Fire Department: | 911 | | Fire Extinguisher Location: | | | Absorbent Materials and Personnel Protective Equipment Location: | | | Fire Pull Station Location: | | | Name of Lab-Specific Responsible Person: | | | Phone Number of Lab-Specific Responsible Person: | |

For hazardous materials located on regional campuses, the local law enforcement and fire department should be identified and the appropriate phone numbers should be provided, rather than those for Athens city.

The person responsible for the location shall consult with EHS and with facility planning and space management when preparing the sign; see also policy 42.100.

EHS shall be provided with a copy of the text of each such sign immediately after it is first posted and immediately after any change to any of the posted information. This will facilitate EHS' maintenance of a complete and accurate inventory of locations and hazards, both for its own use and to assist local first-responders.

For additional information and specific procedures, see the "Hazardous Materials Management Manual," the "Biosafety Manual," or the "Radiation Safety Handbook."

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/44-104.html

History

Effective: July 31, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-44-105 Fire emergencies.

(A) Purpose

This policy is intended to prevent injury, loss of life, and property damage from fire emergencies.

(B) Prevention

Fire prevention is the responsibility of every person associated with Ohio university. All members of the university community are to exercise caution and fulfill their obligation to prevent fires and thereby protect human life and property. Exits and exit paths must remain clear of obstructions and hazards. Report fire hazards to firesafety@ohio.edu.

Tampering with fire extinguishers, standpipe hoses, fire alarm systems, smoke detectors, fire alarm pull stations, sprinkler systems, or other protective fire equipment is strictly prohibited and may result in expulsion from the university, fines, and criminal charges.

In the event of a fire in any university building, follow the procedures described below, based on the Ohio fire code, emergency planning and preparedness, and fire precautions.

Any fire, regardless of size, must be classified as an emergency situation. During a fire emergency, first priority must be placed upon the protection of human life, and second priority on the protection of property and the environment. The area and building must be evacuated immediately and 911 called to inform the fire department. Due to personal risk involved in fighting fires and the fact that "small" fires often become uncontrollable, emphasis must be placed on building evacuation and notification of the fire department through the 911 emergency communications center.

(D) Residence buildings

Because of special nature of residence buildings, it is particularly important that their occupants full cooperate with all the procedures and standards listed in this policy. This cooperation may be critical in saving the lives of the residents of the building if a fire emergency should occur. It is the responsibility of every resident to be familiar with these procedures and standards and to observe them fully.

(E) When the fire alarm sounds

(1) Evacuate the building immediately via the nearest available exit. Go to a location out of the path of emergency response vehicles, away from fire hydrants, approximately fifty feet away from the building, and account for the people in your group. If you know someone is unable to evacuate the building, you should relay that information to 911.

(2) If you cannot evacuate the building due to mobility impairment, the intensity of the fire, or smoke, then wait until help arrives and "shelter in place" by:

(a) Closing the doors to the room you are in;

(b) Calling 911 to give your location and information;

(d) Opening windows to the outside for fresh air; and

(e) Staying next to the floor to avoid breathing hot gases and smoke.

(3) In order to slow the spread of fire, doors, and if possible, windows, should be closed as the last person leaves a room or area during the evacuation the building.

(4) Do not use elevators, use the building's stairwells.

(5) Do not return to your room until the all clear signal is given by the Ohio university policy department (OUPD), or the Athens fire department, or - in the case of a fire drill - fire safety.

(F) If you discover a fire

(1) Call 911.

(2) Assist any person in immediate danger to safety, if that can be accomplished without risk to you or other persons.

(3) Do not try to fight the fire yourself; call 911 and be prepared to give your name, location, and fire information. If the fire is small enough and you have been trained, you may use a nearby fire extinguisher to control and extinguish the fire after calling 911.

(4) Always immediately activate the building fire alarm system by pulling a manual fire alarm pull station on your way out the building if the building alarm is not already sounding. In all residence halls and many other buildings this will automatically notify OUPD and the fire department and get help on the way. The stopper II device which covers the pull station will sound a local alarm when opened. Do not mistake this for the actual fire alarm. After opening this cover, the actual pull station must be pulled to sound the fire alarm.

(5) If you cannot evacuate the building, then shelter in place, as described in paragraph (E)(2) of this rule.

(6) Never reenter a building after a fire without permission from the Athens fire department or OUPD.

(G) General fire safety standards

(1) Fire doors in halls and stairwells must be kept closed at all times.

(2) Do not block exit paths, exit signs, or fire extinguishers.

(3) Do not take any chances with fire, because even a small one can get out of control quickly. In case of a fire, activate the alarm, evacuate the building, and call 911. Call 911 before attempting to use an extinguisher.

(4) If you are in a room where a fire starts, leave quickly. Close the door to confine the blaze to that one room as long as possible, but do not lock the door.

(5) Always close the door to your room when you go to bed. Many people have been killed in their sleep by rising heat and toxic gases even before they knew there was fire.

(6) If you wake up at night and smell smoke, do not open your door until you feel it with the back of your hand. If it is hot, leave it closed. This is a sign that you cannot survive in the corridor long enough to get down the stairs. In that case, go to the window and call for help unless you can get out through other rooms that do not lead into the corridor. Do not jump or use drapes or bed sheets to try to escape.

(7) Know the location of all fire exits, fire alarms, fire extinguishers, and the nearest telephone, for use in the event of any emergency.

(8) Smoking is prohibited in university buildings and vehicles (including all residence hall rooms); see policy 44.113.

(9) Never tamper with any fire safety device. Never do anything to restrict proper operation of smoke detectors.

(10) Multiple outlet extension cords are not permitted. Power strips with grounded surge protection and internal circuit breaker are permitted. Do not string wires or extension cords under rugs, over hooks, or in any place where they may be subject to wear or mechanical damage. All electrical cords should be checked periodically for wear or damage.

(11) Candles, incense, and similar flame-producing items are not allowed in residence hall sleeping rooms by the Ohio fire code.

(12) Other than coffee makers, only cooking devices provided by the university are allowed to be used in residence hall sleeping rooms.

(13) Electrical devices must be labeled approved by a listed agency. Devices that have been recalled or pose a hazard are not allowed in university buildings.

(14) Space heathers are not allowed in residence hall and other university buildings unless approved by facilities management. Where approved, they must be operated according to manufacturers instructions, meet current safety standards, be labeled and listed approved by an approved safety agency such as U.L., include an automatic shutoff device, and may not be used within three feet of combustible materials.

(15) Hot work permits for welding and other hot work are required and are available from the department of environmental health and safety.

(16) All appliances above fifteen hundred watts must be approved by the resident director before they may be used in a residence hall.

(17) All electrical and utility system work must be coordinated through facilities management.

(18) Report all fire hazards to firesafety@ohio.edu

Last updated January 17, 2025 at 2:47 AM

History

Effective: January 17, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3337-44-113 Smoke and Tobacco Free Campus.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/44-113

(A) Overview

This policy provides Ohio university with a smoke- and tobacco-free campus in compliance with the resolution of the Ohio board of regents in July, 2012, which called for Ohio's universities to establish their campuses as tobacco-free. This policy is founded on a commitment to the overall health and success of members of the Ohio university campus, which can be enhanced by a smoke- and tobacco-free environment. This policy is also in compliance with Ohio smoking law set forth in Chapter 3794. of the Revised Code, and the Ohio fire code provisions on smoking set forth in section 310. A smoke- and tobacco-free Ohio university campus supports a green and clean environment, prepares our students for tobacco-free environments in their future, and can be a source of pride in supporting a wellness initiative

(B) Prohibition, definitions, and scope

Smoking or the use of tobacco or smoking products is prohibited at all times at Ohio university.

(1) Who

The prohibition applies to all members of the university community, including employees, students, visitors, volunteers, patients, and customers.

(2) What

The prohibition applies to all nicotine, tobacco-derived or -containing products, and plant-based products including cigarettes (e.g., clove, bidis, kreteks), electronic cigarettes/vaping, cigars and cigarillos, hookah-smoked products, and oral tobacco (spit and spitless, smokeless, chew, snuff). See also paragraph (B)(4) of this rule.

(3) Where

The prohibition applies at all facilities, property, and grounds of Ohio university used to carry out the mission of the university, on the Athens campus. Regional campuses will also be smoke- and tobacco-free. The specifics of the policy will be determined and communicated by each regional campus.

It applies in such places, whether they are owned, rented, or leased by Ohio university. It applies at locations owned by the university that are rented or leased to others for unrelated uses only if university employees work at that location.

The prohibition also extends to sidewalks adjacent to university buildings and grounds, in keeping with the Athens city policy of property owners' responsibility for sidewalks.

The prohibition applies in university-owed or -rented vehicles, wherever they are, and in personal vehicles while on Ohio university property.

(4) Exceptions

FDA approved nicotine replacement therapy is allowed (e.g., patches, gum, inhalers, and lozenges).

Tobacco use may be permitted for controlled research, educational, clinical, or religious ceremonial purposes, but only with prior approval of the dean or director responsible for the facility.

(1) Community-wide accountability

Each member of the university community is responsible for respectfully informing or reminding others of the smoke- and tobacco-free policy if coming upon someone smoking or using tobacco. No person shall refuse to immediately discontinue smoking or using tobacco products on campus when requested to do so by any Ohio university representative or any employee of Ohio university. Effective approaches for talking with individuals who smoke or use tobacco are provided on the smoke- and tobacco-free website.

(2) Employees

It is the responsibility of employees to comply with this policy. Supervisors are encouraged to emphasize the wellness aspects of the policy and ask if the employee is interested in any assistance adapting to the policy or interested in cessation resources. A guide for supervisors is provided on the smoke- and tobacco-free website.

(3) Students

It is the responsibility of Ohio university student to comply with this policy. When talking with students, faculty and staff are encouraged to emphasize the wellness aspects of the policy and ask if the student is interested in any assistance adapting to the policy or interested in cessation resources.

(4) Visitors, volunteers, patients, and customers

Visitors, volunteers, patients, and customers should be made aware and reminded that Ohio university is a smoke- and tobacco-free campus. An effort should be made to educate these groups prior to their arrival on campus by the sponsoring office via their websites, mailings, advertisements, and electronic information. During events on campus, the sponsoring office shall make efforts to ensure compliance with this policy.

(5) Whistle-blowing

No person shall discharge, refuse to hire, or in any manner retaliate against an individual for exercising any right, including reporting a violation, or performing any obligation under this policy; see also, policy 03.006.

(6) Intent

Lack of intent to violate this policy or the Ohio smoking law, Chapter 3794. of the Revised Code, shall not be a defense to a violation.

(7) Support for tobacco users

Ohio university may assist smokers and tobacco users who choose to quit tobacco use by facilitating access to recommended tobacco cessation programs and materials.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/44-113

History

Effective: February 5, 2018
Promulgated Under: 111.15

Ohio Adm.Code 3337-44-114 Alarm installation.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/44-114.html

(A) Overview

This policy provides for compatibility, consistency, and quality of alarm systems utilized on the Athens campus of Ohio university, and provides for a standardized review and approval procedure.

No building or area on campus will be equipped with an alarm without conforming to this policy. For the purposes of this policy, an "alarm" shall mean any device or system that monitors conditions at a location on campus and alerts personnel at a remote reporting center to a condition requiring action.

The application of this policy shall not result in systems or specifications that conflict with provisions of the Ohio basic building code or other authorities having jurisdiction.

(B) General provisions

(1) Ohio university shall maintain a single-source vender contract to provide consultation, installation, maintenance, and monitoring of all remote reporting alarm systems that monitor environmental or security conditions on campus.

(2) Fire alarm systems report remotely, but are not covered by the single-source vendor contract.

(3) Any department or office seeking to install a remote reporting alarm system, other than a fire alarm system, must do so using only the approved vendor contract.

(4) With the exception of legacy systems already in place on the effective date of this policy, all costs associated with the installation and maintenance of an alarm system shall be born by the office or department installing the system.

(5) The office or department installing the alarm system must bear the ongoing cost of monitoring, in accordance with the contract.

(1) Environmental alarms include all alarm systems that monitor conditions that do not involve hazardous materials, threats to human life, or potential criminal activity.

(2) A department or office installing an environmental alarm system must provide the alarm company with detailed information about the conditions to be monitored, acceptable parameters for those conditions, and what conditions result in an alarm.

(3) A department or office with an environmental alarm system must provide detailed instructions to the alarm company describing the actions to be taken by the monitoring service in the event of an alarm condition. These instructions must include a twenty-four hour, prioritized contact list with names and phone numbers for department or office personnel to be notified of an alarm condition. The contact list shall be kept current.

(4) OUPD shall not be listed as a point of contact for environmental alarms unless specific arrangements for doing so have been reviewed and approved by the chief of police or his designee.

(D) Security alarms

(1) Security alarms include all alarm systems that monitor conditions indicative of potential criminal activity or threats to human life, with the exception of fire alarms and hazardous material alarms.

(2) A department or office seeking to install a security system must submit a detailed description of the proposed installation to the chief of police or his designee. The description shall include all conditions to be monitored, the location of all sensors, typical hours the system will be in effect, and any specific safety concerns relative to the alarm area. In addition, a twenty-four hour prioritized contact list with names and phone numbers of department or office personnel to be notified in case of an alarm condition or problem with the system must be provided to the Ohio university police department (OUPD) and kept current.

(3) The department or office installing a security system will inform the alarm company that OUPD shall be the only point of notification for all alarm activations or trouble with the system. In case of an activation or trouble notification, OUPD will determine the appropriate response, dispatch police personnel if the activation requires it, and notify the department or office personnel of the alarm or trouble notification accordingly. OUPD shall also be provided with access to arm and disarm all security alarm systems.

(4) OUPD may issue a written warning to any department or office with a security alarm system that results in repeated false alarm activations due to employee error or other correctable conditions (e.g., a fan left on blowing papers and activating a motion sensor). OUPD may levy a per incident charge for each false activation occurring after a department or office has received a written warning.

(5) Any department or office with a security system that discontinues active use and monitoring of the system must notify the chief of police or his designee in writing that the system is being deactivated and the effective date of the deactivation.

(E) Hazardous material alarms

(1) Hazardous material alarms include all alarm systems that monitor levels of harmful agents such as chemicals, radiation, lasers, etc., with the exception of fire alarms.

(2) A department or office seeking to install a hazardous material alarm system must submit a detailed description of the proposed installation to the director of environmental health and safety (EHS) or his designee. The description shall include all conditions to be monitored, the location of all sensors, typical hours the system will be in effect, and specific instructions and safety precautions for emergency responders in the event of an alarm condition. In addition, a twenty-four hour prioritized contact list with names and phone numbers of department or office personnel to be notified in case of an alarm condition or problem with the system must be provided to OUPD and kept current.

(3) The director of EHS or his designee shall approve or modify the proposal and return it to the department or office, which shall then coordinate installation with the alarm company, per the university contract.

(4) The department or office installing a hazardous material alarm system will inform the alarm company that OUPD shall be the only point of notification for all alarm activations or trouble with the system. In case of an activation or trouble notification, OUPD will determine the appropriate response, dispatch appropriate emergency personnel if the activation requires it, and notify the department or office personnel of the alarm or trouble notification accordingly.

(5) Any department or office with a hazardous material alarm system that discontinues active use and monitoring of the system must notify the director of EHS and the chief of police, or their designee(s), in writing that the system is being deactivated and the effective date of the deactivation.

(F) Fire alarms

(1) Fire alarms include all alarm systems that monitor conditions indicative of a potential fire.

(2) A department or office seeking to install a fire alarm must submit a detailed request to the director of EHS or his or her designee.

(3) The director of EHS or his or her designee shall approve or modify the proposal and provide the department or office with an estimated cost.

(4) The department or office will submit the request and estimate cost to the planning unit head for approval. If the funds are identified and the installation is approved, it shall be completed under the direction of EHS in accordance with all applicable state and national standards and regulations.

(5) All fire alarm systems shall remotely report activations to a dedicated reporting terminal located in the emergency communications center responsible for dispatching emergency services to the location of the fire alarm system.

(6) System maintenance shall be the responsibility of EHS.

(G) Transition of legacy alarm systems

(1) Legacy alarm systems refer to those alarm systems already installed and operational on the effective date of this policy.

(2) All departments or offices with a legacy alarm system will be notified in writing of the transition to the single-source vendor contract for continued maintenance and monitoring of alarm systems. The written notification shall include the estimated cost to the department or office to maintain their existing alarm system for the remainder of the current fiscal year and all of the following fiscal year.

(3) The cost of transitioning legacy systems to the single-source vendor will be born by OUPD, unless a legacy system is incompatible with the single-source vendor and would require the procurement and installation of a new system.

(4) The monitoring fees associated with continuing a legacy system shall be born by the department or office.

(5) Included in the written notification will be a suspense date by which departments or offices shall decide to continue their alarm system with the single-source vendor, or deactivate their alarm system.

(6) Departments or offices choosing to continue their alarm system shall coordinate the transition with OUPD and the single-source vendor. In addition, they shall provide all contact lists and response instructions as required elsewhere in this policy.

(7) Once transitioned, all alarm systems will be maintained in accordance with this policy.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/44-114.html

History

Effective: July 1, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-44-119 Video surveillance systems.

(A) Purpose

This policy regulates the installation and use of video surveillance systems for safety and security purposes in public and semi-public areas on the Athens campus of Ohio university. This policy does not imply nor guarantee that surveillance cameras will be monitored in real time.

To ensure the protection of individual privacy rights in accordance with the law, as well as to preserve academic freedom and avoid discouraging the exercise of first amendment rights, this policy is adopted to formalize procedures for the installation of surveillance equipment and the handling, viewing, retention, dissemination, and destruction of surveillance recordings.

Video surveillance will be conducted in a professional, ethical, and legal manner. Any diversion of surveillance records for other purposes (e.g., surveillance of political or religious activities) is prohibited. Under no circumstances will the contents of any video recordings be exploited for purposes of profit or commercial publication, nor will such recordings be publicly distributed except as may be required by law.

(B) Scope

(1) Public and semi-public areas

This policy applies to video surveillance in areas that are public or semi-public, in which there is not a reasonable expectation of privacy. It is important to note that just because an area may have restricted access, that alone does not create an expectation of privacy (e.g. residence hall lounges, computer labs, classrooms limited to students of a particular college or class, etc.)

(2) Private areas

Areas on campus that have a reasonable expectation of privacy, including classrooms, are prohibited from being subject to video surveillance under this policy. Generally, private areas on campus include, but are not limited to, classrooms, private living quarters, residential hallways, restrooms, single occupancy offices, etc. Normally, video cameras in areas that could potentially capture both private areas (e.g. a window into a residence hall room) and public or semi-public areas should be installed such that the camera's view does not include the private area. If reasonable measures cannot be taken to exclude private areas from a camera's view, the private areas will be digitally blocked from view on both live and recorded images.

(3) Exceptions

The following uses of video surveillance are exempt from this policy:

(a) Criminal investigations conducted by or in conjunction with the Ohio university police department;

(b) Academic instruction or feedback, as long as the video is not set to continuously record;

(c) Public web streaming video in areas that do not have a "reasonable expectation of privacy" and are not recorded (e.g., on the Ohio university website);

(d) Recording of public performance events for public entertainment (e.g., athletic events, plays, lectures, etc.).

(1) OUPD has the exclusive authority to administer this policy.

(2) All installations of video surveillance systems covered by this policy will use only the enterprise video surveillance solution chosen by the university.

(3) OUPD, along with the assistance of design and construction and the office of information technology will oversee the installation of approved video surveillance equipment.

(4) Video surveillance footage will only be recorded to the university's centralized server.

(5) Appropriate signage will be placed at all locations under video surveillance. Signage will state, "This Area is Subject to Video Surveillance." Signage will also include contact information for the Ohio university police department.

(6) Units responsible for the space in which a video surveillance system is being proposed will:

(a) Draft a written request to the chief of police, or their designee, which includes:

(i) Draft drawings which show the proposed location and direction of each camera;

(ii) An employee who will be the unit's point of contact for the system; and

(iii) Approval from the appropriate administrative head of the unit seeking the installation.

(b) The chief of police, or their designee, will review the request for conformity to this policy and approve or deny the request.

(i) If the chief of police, or their designee, intends to approve a request for video surveillance installation, he or she shall notify the chairs of the administrative, classified, faculty, and student senates and provide them with a copy of the approved request.

(a) The chairs of the senates will have fourteen (14) calendar days from receipt of the notification of pending approval to object to the installation.

(b) Objections will be filed with the vice president, or their designee, of the division in which the proposed installation falls and copied to the chief of police or their designee.

(c) The appropriate vice president shall have final authority to resolve objections and notify the chief of police, or their designee, and the chair of the objecting senate of their decision.

(d) Once final approval is received, or if no objection is filed within fourteen calendar days of notification to the chairs of the senates, the chief of police, or their designee, shall notify the proposing unit of the installation's approval and the project may proceed.

(ii) If disapproved (either by the chief of police, or their designee, or as a result of an objection sustained by a vice president), the chief of police, or their designee, will notify the proposing unit and may include recommendations to bring the proposal into alignment with the policy. The unit may elect to make those changes and resubmit the proposal to the chief of police, or their designee.

(D) Use of video surveillance systems

(1) Video surveillance of public and semi-public areas will be conducted in a manner consistent with all university policies. Any perceived violation of university policy shall be resolved in accordance with applicable dispute resolution processes outlined elsewhere in university policy.

(2) OUPD will oversee access to the university's video surveillance system and to all video cameras individually. Real-time and historical video access will be restricted. At no time will access be granted to the system for the purpose of searching for unprompted evidence of wrongdoing.

(3) No video recordings will be duplicated without permission from OUPD.

(4) Real-time video access

(a) Any individual or department with a need to view video in real time will submit the form "Request for Real Time Video Access" to the chief of police, or their designee.

(b) The chief of police, or their designee, will review the request for a legitimate operational need and will approve or deny the request. If approved, OUPD will ensure access is granted.

(5) Historical recordings

(a) Agencies outside of Ohio university may need to obtain a subpoena for video recordings, as determined by the office of legal affairs.

(b) Historical recordings will be made available to Ohio university officials conducting bona fide investigations. The investigating official will submit the form "Request for Historical Video Access" to the chief of police, or their designee.

(c) The chief of police, or their designee, will review the request for conformity to this policy and will approve or deny the request as appropriate. If approved, the chief of police, or their designee, will ensure the investigating official obtains access to the recordings.

(i) Copies of recordings determined to have no administrative value will be returned to OUPD for destruction.

(ii) Copies of recordings determined to have administrative value will be retained by the investigating department, subject to their retention schedule policy.

(d) All Ohio university police officers and communications officers will have permanent access to all video surveillance systems, both in real time and historically.

(6) Any person who has been granted access to the video surveillance system will: (a) not allow their access to be used by another person; and (b) use their access only for the purpose of their job duties.

(E) Disposition of records

(1) No attempt will be made to alter any part of any video recording. Access to video surveillance systems will be configured to prevent tampering with records.

(2) Ohio university police department will determine the minimum standards for video recording.

(3) Video surveillance records on the central server, when recording at minimum standards, will be stored for a period not less than thirty days and will then promptly be deleted.

(4) If an operational need arises for a camera(s) to record above the minimum standard, the unit's point of contact or investigating official should submit a request in writing to the chief of police, or their designee, explaining the need and duration for the change. Such requests will be approved or denied by the chief of police or designee. Due to data storage limitations, video recordings for the approved camera(s) may not be available for the full thirty day retention period. The chief of police or designee will ensure that the affected cameras are restored to minimum standards as soon as practical.

(F) Transition of legacy video surveillance systems

(1) Legacy video surveillance systems refer to those video surveillance systems that are subject to this policy, but were installed prior to the effective date of this policy and were not connected to the enterprise video surveillance system solution utilized by the university on the effective date of this policy.

(2) Legacy video surveillance systems will be transitioned to the university's enterprise video surveillance system by December 31, 2018. Video surveillance systems that are not transitioned to the enterprise video surveillance system by December 31, 2018 will be deactivated.

(3) Once transitioned, all video surveillance systems will be administrated, maintained, and operated in accordance with this policy.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy2/44-119.html

History

Effective: January 22, 2018
Promulgated Under: 111.15

Ohio Adm.Code 3337-44-120 Animals.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/44-120.html

(A) Purpose

This policy describes the limitations relative to animals and animal pets in Ohio university-owned buildings, outside areas, and vehicles.

(B) Scope

This policy applies to all university employees, students, alumni, visitors, volunteers, and individuals who perform work for the university.

(1) "Service animal" is a dog or miniature pony that has been individually trained to do work or perform tasks for an individual with a disability. The task(s) performed by the service animal must be directly related to the person's disability.

(2) "Service dog in training" is a dog that is in training to perform a task relating to a disability, for a person with a disability.

(3) "Emotional support animal" is an animal that provides benefit to alleviate one or more symptoms of a person's disability.

(4) "Therapy dog" is a dog trained and certified with its owner, as a team, to provide comfort and stress relief in a variety of situations.

(D) General rules regarding animals on campus and exceptions

Animals and animal pets are generally not permitted within Ohio university buildings or vehicles. The only exceptions to this prohibition are:

(1) Animals used in current teaching, research, and clinical activities, as approved by the office of research compliance.

(2) Service animals.

(3) Service dogs in training. Service dogs in training must be (a) covered by a liability insurance policy provided by a nonprofit special agency with a primary focus of training service animals and (b) registered in accordance with procedures outlined by the office of accessibility services and the office of equity and civil rights compliance. In instances where an individual is training their own service animal, the university may not require proof of a liability insurance policy.

(4) Emotional support animals as approved by the office of accessibility services and registered in accordance with procedures outlined by that office and the office of equity and civil rights compliance.

(5) Therapy dogs used by a licensed mental health provider as part of a treatment plan or as part of special events held on campus, subject to applicable policies and procedures.

(6) Young dogs or puppies undergoing socialization that may later become service animals. Such canines must (a) be registered in accordance with procedures outlined by the office of equity and civil rights compliance and (b) be covered by a liability insurance policy provided by a nonprofit special agency. Please note: these young dogs or puppies may be in classrooms with faculty permission. These young dogs or puppies are strictly prohibited from living in campus housing.

(7) Fish in an aquarium of a capacity of thirty gallons or less (larger sizes must be approved by the department of environmental health and safety).

(8) Law enforcement animals (e.g., patrol dogs accompanying police or security officers).

(9) Pets owned by live-in staff residing in campus housing subject to the live-in professional staff policy and approved by the department of environmental health and safety.

(10) Other animals approved for one-time events, on a case-by-case basis, by the director of enterprise risk management and insurance, in consultation with other offices as appropriate.

All dogs in outside areas must be leashed, in accordance with Ohio leash laws. Leashed animals must not be left unattended and must not be tied to trees, railings, or similar immovable objects.

The version of this rule that includes live links to associated resources is online at

HTTP://WWW.ohio.edu/policy/44-120.html

Last updated August 18, 2026 at 7:51 AM

History

Effective: August 18, 2026
Promulgated Under: 111.15

Chapter 3337-45 Policy on Graduate Studies

Ohio Adm.Code 3337-45-101 Graduate study for employees.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/45-101.html

(A) Overview

This policy encourages all Ohio university employees (other than senior administrators) to apply for admission to graduate study, while avoiding conflicts of interest.

Policy 40.015 establishes the benefits and limitations when employees take Ohio university courses. Bargaining unit employees should refer to their contract for information about educational benefits. All employees, except senior administrators (president, provost, vice presidents, associate provosts, and deans) are eligible to apply for admission to a graduate program or to non-degree status. The assistant dean of the graduate college and the graduate council will review all applications for potential conflict of interest. If the graduate council determines that a conflict exists, the employee shall not be admitted to the graduate program. It is the responsibility of the assistant dean of the graduate college to see that this review takes place at the earliest possible date.

(B) Process

Full-time employees may not receive a graduate stipend. See policy 40.015 for the limitations on course load. Course loads taken during breaks in regular employment, however, such as summers for nine-month faculty, will be limited only by graduate catalog regulations. (The graduate catalog and policy 20.102 address residency requirements.)

If a student who is currently in a graduate degree program is offered an administrative appointment, classified staff position, or bargaining unit position, the situation shall be reviewed by the assistant dean of the graduate college and the graduate council at the earliest possible date. The graduate council shall determine whether conflict of interest or unfair competition would result from dual status as a student and as an employee, which might affect academic performance and evaluation. If the graduate council determines that such conflict would exist, they shall inform the student that they may not continue in their graduate program if they accept the appointment.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/45-101.html

Last updated July 10, 2026 at 7:50 AM

History

Effective: July 10, 2026
Promulgated Under: 111.15

Chapter 3337-47 Policies on University Vehicles, Food Service and Air Transportation

Ohio Adm.Code 3337-47-01 Safety, procurement, operation, maintenance, and disposition of university vehicles.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/47-001.html

(A) Purpose

This policy establishes guidelines for the purchase, operation, maintenance, and replacement of university-owned and leased vehicle assets, utility vehicles, golf carts, and licensed equipment trailers. It sets requirements for the use of these assets by vehicle owners and operators. The policy is intended to promote the safety of drivers, passengers, and the public through safe vehicle operating standards, and minimize loss, damages, and claims against the university.

(B) Scope

This policy applies to all Ohio university vehicle owners and operators regarding the use of university-owned and leased vehicle assets, utility vehicles, golf carts, and licensed equipment trailers.

(1) It is the responsibility of the department to which a vehicle is assigned to coordinate with the university departments in this policy for the vehicle's proper acquisition, operation, maintenance, and disposition.

(a) Transportation and parking services (TPS) assists with the acquisition and disposition of vehicles, securing titles and licensing, performing pre-purchase inspections, coordinating vehicle maintenance needs, conducting annual safety inspections, issuing fuel keys and cards, and receiving vehicle accident reports.

(b) Environmental health and safety (EHS) is responsible for the oversight of all vehicle safety programs.

(c) The Ohio university police department (OUPD) is responsible for documenting vehicle mishaps and violations occurring within their jurisdiction.

(d) The office of enterprise risk management and insurance is responsible for ensuring appropriate insurance coverage, processing claims, and overseeing the crash review board.

(D) Vehicle acquisition

(1) The university will select specific vehicles and equipment, as well as their method of procurement and ownership, appropriate for the identified need in accordance with the transportation and parking services state vehicle operating guidelines.

(2) To ensure safe vehicle operations and minimize the risk to Ohio university and its employees, the university may deny access to any vehicle at any time if safe and legal operation is in doubt.

(E) Appropriate and legal use

(1) The planning unit head to which the vehicle is assigned, or their designee, is responsible for ensuring that the vehicle is used for official university business.

(2) The planning unit head, or designee, must establish a system that verifies that all drivers possess a valid US driver's license, are 18 years of age or older, and have a driving history that reflects safe behavior behind the wheel. Approved drivers and passengers in university vehicles are limited to employees, students, or guests of the university who are on official business.

(3) The university is not financially responsible for traffic or parking violations incurred by those using its vehicles, and the responsibility for all penalties for said violations is assumed by the vehicle operator.

(4) The assigned department is responsible for establishing a system for knowing and documenting the driver of any assigned vehicle at any time in use, in accordance with the transportation and parking services state vehicle operating guidelines.

(F) Driver evaluation and criteria

(1) The employing department shall check the driving history of all persons who will be operating university vehicles. Vehicle operators must be at least eighteen years of age and possess a valid US driver's license in good standing. Motor vehicle record checks (MVR) should be conducted going back two years prior to the initial operation of a university vehicle and annually thereafter for a cumulative total of five years, in accordance with the transportation and parking services state vehicle operating guidelines. It is the responsibility of the employing department to ensure vehicle operators meet all vehicle operating requirements. Information on commercial driver's license (CDL) requirements is outlined in Ohio university policy 47.003.

(2) The crash review board is charged with reducing the incidence of vehicle collisions and abuse. All departments shall participate in this activity according to established procedures. All university vans shall have a copy of the "van driver check sheet," which drivers must review prior to operating.

(3) Effective July 1, 2012, fifteen-passenger vans are prohibited from being owned, leased, rented, or in any manner used by the university. For other specialized-use vehicles, the university may provide specific training as needed in accordance with the transportation and parking services state vehicle operating guidelines.

(G) Accident reporting: vehicle mishaps and crashes

(1) Drivers of vehicles are responsible for the proper care of the vehicle while in their possession. An automobile insurance packet, containing an auto insurance card and a copy of the Ohio university vehicle crash report form (OUVCRF) shall be in each vehicle.

(2) In the event of a mishap or crash, the driver will follow steps in accordance with the transportation and parking services state vehicle operating guidelines. Failure to immediately return the OUVCRF following the mishap or crash may result in the department or organization being held responsible for all related expenses. OUPD is responsible for documenting vehicle mishaps and violations occurring within their jurisdiction. University units, departments, and drivers are expected to participate in the review of the accident by the crash review board and implement any recommendations arising from that review.

(H) Vehicle titling, registration, and documentation

Transportation and parking services completes all titling, registration, and licensing activities for university-owned vehicles in accordance with the transportation and parking services state vehicle operating guidelines. This also includes golf carts and low-speed vehicles that departments choose to license, as well as trailers and equipment operated on roadways. All vehicles must be titled to Ohio university; personal names or departments cannot be included on titles. TPS maintains the central repository for all university-owned vehicle titles, certificates of origin, and manufacturer certificates of origin for university-owned assets.

(I) Vehicle repairs, inspections, and maintenance service

Servicing of vehicles is provided by transportation and parking services in accordance with the transportation and parking services state vehicle operating guidelines.

(J) Vehicle dispositions and transfers

Transportation and parking services, in collaboration with Ohio university moving and surplus, will facilitate the disposal or transfer of vehicles, cancel the registration and insurance, and report changes to inventory control for removal from the department's inventory records, as appropriate. Vehicles returned at the termination of leases or donation periods must be processed through transportation and parking services. Vehicle disposal activities should be conducted in accordance with the requirements outlined in the transportation and parking services state vehicle operating guidelines.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/47-001.html

Last updated July 7, 2025 at 7:22 PM

History

Effective: July 7, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3337-47-02 Rental of motor pool vehicles.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/47-002.html

(A) Overview

This policy provides for the rental of vehicles, including buses, from transportation services' motor pool.

All university vehicles are to be used for official university business only, and must be operated in accordance with the provisions of policy 47.001.

(B) Motor pool vehicle rentals

The motor pool has passenger cars, vans, a station wagon, and a pick up truck available for renting to departments for official university business.

(1) Reservations

To reserve a vehicle, use the "Online Motor Pool Requests" form (or contact transportation services at 593-1611), and provide the following information:

(a) Type of vehicle desired

(b) Intended use and destination

(d) Date and time of return

(e) Department name

(f) Department account number

(g) Name of licensed driver who will be responsible for vehicle

University vehicles are not normally available to be driven to the Columbus or Parkersburg airports and left there during the week, but that may be possible during weekends (Friday through Monday), if enough vehicles are available.

(2) Rates

The rental rates are subject to change depending upon gasoline costs, purchase costs of vehicles, etc. Current rate information is automatically displayed within the "Online Motor Pool Requests" form (or contact transportation services at 593-1611).

The daily rental rate will be assessed if a vehicle is reserved but not used, and the individual or department reserving the vehicle fails to cancel the reservation at least twenty-four hours prior to the stated time of departure. Transportation services may impose a longer lead-time for cancellations at times of peak demand, such as reservations for use during spring break week.

(3) Pick up and return of vehicles

The university garage (motor pool) is open from 7:00 a.m. to 4:30 p.m., Monday through Friday. Vehicles not being used for out-of-town trips must be returned to the university garage each night; however, vehicles returning from out-of-town after 5:00 p.m. may be parked overnight at the driver's residence and returned before 7:00 a.m. the next morning. Vehicles to be used for out-of-town travel for which departure is scheduled before 7:00 a.m. may be picked up before 4:30 p.m. the prior day, and parked overnight at the driver's residence.

Failure to pick up the vehicle before 4:30 p.m. means that the vehicle will not be available until 7:00 a.m. on the next scheduled work day.

(a) When a vehicle is picked up, information regarding keys, gasoline credit cards and trip tickets will be given to the driver who is responsible for the security of the car, keys, and credit card. The driver is also responsible for the completion and return of all trip tickets.

(b) When the vehicle is picked up, the driver will also be given instructions to follow in case of an accident or mechanical failure. The driver of the university vehicle is responsible for the proper care of the vehicle while it is in his or her custody. Damages to or loss of the vehicle resulting from accidents or other causes will be assessed for actual costs up to one thousand dollars to the using department, unless there is clear evidence of the responsibility by an identified third party from which recovery is available. Accidents should be reported in accordance with policy 47.001. To the extent damages to the vehicle are recovered from a third party, a proportionate percentage of the net proceeds will be credited against the renting department's assessed cost.

The university has three buses for official university business that may be chartered by a university department. The buses carry up to fifty-five passengers. All buses are driven by university bus drivers on both short and long trips.

(1) Reservations

Information regarding bus reservations can be obtained online from https://www.ohio.edu/transportation/charter-bus.cfm (or contact transportation services at 593-1611).

(a) The person making the request will be asked to provide information regarding destination, time of departure, time of return, number of passengers, sponsoring department, purpose of trip, account number, and responsible official.

(b) Upon receipt of the bus reservation form, an estimate of expenses will be provided, if requested; and the bus will be reserved for the dates indicated, if available.

(2) Rates

Current rate information, including penalties for late cancellation, is available from transportation services at 593-1611.

(3) Additional bus use provisions

(a) The department that has reserved the bus must specify a person to be responsible for the passengers while they are on the bus.

(b) Horseplay, smoking, and alcoholic beverages are not permitted on the bus; the individual identified by the sponsoring department is responsible for ensuring compliance with these requirements, because the driver must concentrate on driving.

(d) Occasionally, weather conditions or other factors may cause the driver of the bus to determine that the safety of the passengers or the bus may be jeopardized by continued travel. If this determination is made by the driver, the bus trip shall not continue until the driver determines that the conditions are sufficiently improved.

(e) Due to federal DOT regulations, a driver must have a thirty-minute break for every eight hours behind the wheel and is not permitted to drive longer than ten hours in a day. Please be aware of these rules when planning your trip itinerary. Should your itinerary require travel that will exceed these limits, arrangements must be made in advance for transportation services to supply additional drivers. Additional charges may result. Transportation services will be happy to assist the department with advance trip planning to identify and address such issues.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/47-002.html

History

Effective: August 4, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-47-03 Drivers of commercial motor vehicles.

(A) Purpose

Employees who operate motor vehicles while conducting Ohio university business shall fully comply with all applicable laws and regulations governing operator certification and licensing. Each department or office head is responsible for ensuring their vehicle operators meet state and federal requirements and university standards.

(B) Policy

Under the provisions of state and federal law, operators of certain types of vehicles, including vehicles used to transport certain types of cargo, are required to obtain and possess a commercial driver's license (CDL). This includes persons employed in any capacity when driving a vehicle identified as a commercial motor vehicle (CMV).

Individuals must have a valid commercial driver's license to operate any of the following vehicles:

(1) A single vehicle with a gross vehicle weight rating (GVWR) of more than twenty six thousand pounds;

(2) A combination vehicle or vehicle towing a trailer with a combined GVWR of twenty six thousand pounds or greater;

(3) A vehicle designed to transport sixteen or more persons (including the driver);

(4) Any combination vehicle with a combined GVWR of less than twenty six thousand pounds where the cargo is regulated by the public utilities commission of Ohio;

(5) Any vehicle used to transport material that has been designated as hazardous under 49 U.S.C. 1503 and is required to be placarded under subpart F of CFR Part 172 or is transporting any quantity of a material listed as a select agent or toxin in 42 CFR Part 73.

CDLs are available in three categories: Class A, Class B, and Class C, depending on the type and size of the vehicle. In addition, separate endorsements are required to operate vehicles with air brakes, carry more than fifteen passengers (including the driver), transport hazardous materials, carry one thousand gallons or more of a liquid, or tow trailers or equipment.

Each department must determine whether any of its vehicles are CMVs as defined by law. Department administrators are encouraged to consult with transportation and parking services and university human resources to assess the need for the appropriate class of CDLs and applicable endorsements that their operations may require. Each department should also check with the office of environmental health and safety if the routine or even occasional transportation of hazardous materials is part of the department's operation.

The office of university human resources will assist the affected department in determining which classifications or specific positions will require the CDL. If it is determined that an employee will be required to have a CDL, a revision to that effect must be made to that employee's position description. Revised position descriptions must be forwarded to university human resources for review and approval. University human resources will notify the employee's department and transportation and parking services of approval.

Applicants for employment as drivers of commercial motor vehicles must provide the information required by section 4506.20 of the Revised Code.

(D) Training

The university is committed to assisting incumbent employees whose current positions require CDLs to execute their university duties to meet the necessary licensing standards. ELDT-certified training will be required for employees who do not currently possess a CDL and may be required for those with CDLs depending on position requirements for CDL class, certifications, and endorsements. Transportation and parking services, in conjunction with university human resources, will provide guidance to departments on training requirements to ensure proper CDL licensure based on position duties. Employees requiring CDL training will be granted time without loss of pay to attend CDL training seminars by appointment with the appropriate training agency and with the permission of the employee's department. In addition, the employee's department may be required to make the appropriate motor vehicle available to the employee for training and practice. The employee's department is responsible for arranging for the vehicle to be transported to the training site for employees with expired licenses.

(E) Failure or refusal to obtain required CDLs

Employees who are required to possess a CDL for the execution of their university duties and who fail to obtain or maintain the proper license and appropriate endorsements as required by law shall be immediately suspended from CMV operation and may be subject to disciplinary action up to and including termination.

(F) Compliance with CDL requirements

As required by law, employees with CDLs shall report any specified violation to their supervisor by the end of the business day following notice of suspension, revocation, cancellation, or loss of CDL privileges. Departments are responsible for reporting information to licensing agencies as required by law and to the university human resources no later than the next business day. Employees who do not possess a valid CDL with appropriate licensures and endorsements are prohibited from operating a commercial vehicle.

(G) Compliance with policy 41.133, "alcohol and other drugs"

Since university grant funding could be affected by noncompliance with drug and alcohol-related legislation initiated by federal, state, and local governments, all drivers of commercial motor vehicles must strictly comply with the university's "alcohol and other drugs" policy. In addition, since drivers of commercial motor vehicles may be tested for drug and alcohol use, they must also adhere to the drug and alcohol testing requirements outlined in section (H) of this policy.

(H) Testing requirements for drivers of commercial vehicles

(1) Types of drug testing

(a) Random or unannounced: Fifty per cent of covered personnel will be randomly tested each year. The testing will be unannounced and spaced throughout the year.

(b) Post-accident: After an accident, covered personnel will be tested as soon as possible, but no later than thirty two hours after the accident, if that person(s) performance either contributed to or cannot be completely discounted as a contributing factor to the accident.

(c) Reasonable cause: A covered person will be tested if two supervisors reasonably suspect that person is using a prohibited drug, based on information provided by a law enforcement agency acting with probable cause, or based on specific contemporaneous physical, behavioral, or performance indicators. The supervisor must have been trained to detect symptoms of drug use.

(d) Return to duty: Covered personnel who have been returned to duty after failing a drug test or refusing to submit to a drug test will be subject to unannounced drug tests for a minimum of twelve months and a maximum of sixty months as determined and scheduled by the medical review officer.

(e) Periodic: A covered person whose position requires holding a medical certificate pursuant to FAR Part 67 must submit a drug test as part of the first medical examination following employment in that position and is subject to all of the other types of testing listed immediately above.

(2) Refusal to submit or failure to comply

A covered person who refuses to submit to a drug test may be denied an application for or renewal of any certificate or rating issued for up to one year following the refusal. Refusal is also grounds for suspension or revocation of any certificate or rating.

Refusal of a covered person to submit a drug test and failure of a drug test resulting in the suspension or revocation of the certificate or license is grounds for disciplinary action up to an including termination, consistent with due process. All disciplinary measures involving drug policy violations shall be reviewed with university human resources prior to issuance. This is to assure consistency and fairness in implementation.

(3) Drug and alcohol clearinghouse

All employees with a CDL must register with the FMCSA drug and alcohol clearinghouse and report registration to university human resources. Drivers with a prohibited status in the FMCSA clearinghouse will lose or be denied their state-issued commercial driving privileges and be subject to disciplinary action up to and including termination.

Last updated April 1, 2025 at 8:06 AM

History

Effective: April 1, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3337-47-04 Abandoned, unattended, and unauthorized vehicles.

(A) Purpose

This policy establishes guidelines for the identification, towing, relocation, immobilization, removal and disposition of abandoned, unattended or unauthorized vehicles on university property. This policy is intended to promote the safe and efficient use of campus parking resources.

(B) Definitions

(1) Towing: the physical removal of a vehicle from university property to an off-site impound facility by a third-party provider.

(2) Relocation: the movement of a vehicle by a towing service, at the university's request from one location to another on university owned or controlled property.

(3) Immobilization: placement of a device on a vehicle wheel or windshield to prevent movement, commonly referred to as "booting".

(4) Abandoned vehicle: any vehicle meeting the criteria for an abandoned junk motor vehicle as outlined in section 4513.63 of the Revised Code.

(5) Unattended vehicle: any vehicle left idling or parked in a way that causes obstruction or poses a safety or environmental hazard, regardless of duration.

(6) Unauthorized vehicle: a vehicle may be considered unauthorized if it:

(a) Lacks valid license plates and registration.

(b) Blocks access to fire lanes, hydrant, roads, driveways, loading zones, dumpsters, service areas, building/pedestrian ingress/egress, crosswalks, sidewalks or other vehicles.

(d) Occupies an accessible or reserved space without proper credentials.

(e) Is parked in violation of posted signs, barricades, or in closed lots/spaces.

(f) Remains in the same location for more than seventy-two hours without prior authorization or a valid university permit for the location.

(g) Has three or more unpaid parking violations that are over ten days outstanding.

This policy applies to any individual or organization parking a vehicle on university owned or controlled property. It governs all motorized vehicles including but not limited to cars, trucks, motorcycles, mopeds, and scooters that are considered abandoned as defined in section 4513.63 of the Revised Code or as unattended, unauthorized or in violation of university parking regulations. The policy is enforced year-round.

(D) Vehicle towing, relocation and immobilization procedures

Vehicles may be towed, relocated, or immobilized if found to be in violation of this policy. Enforcement actions are carried out by authorized university personnel in accordance with operational needs and university procedures.

(1) Procedures

(a) Identification

Authorized university personnel will confirm whether the vehicle qualifies for towing, relocation, or immobilization based on violation.

(b) Notification

(i) A physical citation will be placed on the vehicle.

(ii) If the owner is registered with Transportation and Parking Services (TPS) and has a valid email on file, an electronic notification will be sent.

(iii) Photos of the vehicle will be taken prior to enforcement to document the condition and violation.

(iv) For immobilizations, a notice will be placed on the windshield with the reason, instructions for removal, and payment details.

(i) Towing: The vehicle will be towed by a third-party service provider to an off-site impound facility.

(ii) Relocation: The vehicle will be relocated by a third-party service provider to another location on campus, as directed by authorized university personnel.

(iii) Immobilization: An immobilization device is securely attached to the vehicle and a warning notice is placed on the window.

(d) Recovery

(i) Towing: The owner must pay all outstanding fines, towing, and storage fees to reclaim the vehicle.

(ii) Relocation & Immobilization:

(A) All fines and applicable fees must be paid to release the vehicle.

(B) Tampering with an immobilization device may result in criminal charges.

(e) Disposal/Transfer

(i) Before disposing or transferring an unclaimed vehicle the university will make reasonable efforts to identify and notify the last known owner using vehicle registration or VIN. A written notice will be issued to the identified owner if located allowing thirty days to claim the vehicle.

(ii) If unclaimed, the university may initiate title acquisition through the applicable state process. All documentation related to the notice and title process will be retained by the university.

(iii) Once titled, vehicles may be sold at public auction, transferred through approved university and surplus procedures or scrapped in accordance with environmental and legal requirements.

(iv) Records of ownership, disposal method, and revenue will be maintained in accordance with university policy and state law.

Last updated July 7, 2025 at 7:23 PM

History

Effective: July 7, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3337-47-10 On-campus temporary food service practices.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/47-010.html

(A) Overview

This policy ensures that basic food sanitation requirements and practices are incorporated into temporary food service locations on campus, whether the food be for sale or gratis.

When foods are to be prepared or served by organized university groups for special meals or events of a temporary nature the department of environmental health and safety should be notified at least forty-eight hours in advance. Notification should include a statement in writing of what foods are to be prepared, where they are to be prepared, who is to prepare them, where they are to be served, and where they are to be refrigerated, if necessary, or otherwise protected against contamination or spoilage between the time of preparation and serving. A method must be provided for patron and worker hand-washing.

A completed "Permit to Sell/Serve Food on Campus" shall be sufficient for the above required written notification. The approved permit must be displayed at the sale or serving site.

Informal, small-group, "pot-luck" events in which no money changes hands (neither as "donation" nor as "price") are not subject to the requirements of this policy, but the participants are encouraged to notify environmental health and safety of the planned activity, and to follow safe food-handling practices.

Policy 47.015 may also apply.

(B) Process

It is necessary that all food products be prepared, held, and handled in as safe and sanitary a manner as possible. The food should be prepared in an approved food preparation area such as a university kitchen, a residence hall kitchen, or in some licensed food establishment other than at the university. This forbids the preparation of the food in the homes of individuals (with the possible exception of baked goods and potlucks as exempted above).

Acceptable places where food may be prepared for sale or gratis distribution on campus are:

(1) Any licensed location such as a university kitchen, church kitchen, commercial kitchen, fraternity or sorority, etc.

(2) The small university student kitchens located at Nelson, Bryan, Brough, Hoover, and Voigt halls.

(3) The kitchens in resident directors' apartments.

Foods such as hotdogs, hamburgers, steaks, etc., may, of course, be cooked outside at the location where they are to be sold or served, if the location and handling procedures are satisfactory, and refrigeration is available in an acceptable form, and an onsite hand-washing facility is provided.

An exception to the above may be made for products that are not of a potentially hazardous nature, such as baked goods (cookies, brownies, etc.), at the discretion of environmental health and safety. If in doubt about the need for a permit, contact the department of environmental health and safety for guidance, or visit their web site, https://www.ohio.edu/riskandsafety/ehs/.

The above criteria shall not apply to licensed food service operations, which in the course of routine business operations provide delivery services of their products to residence halls, etc. However these businesses shall complete and submit for approval the "Permit to Sell/Serve Food on Campus" for various special events such as festivals, etc., of a temporary nature.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/47-010.html

History

Effective: August 1, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-47-15 Catering.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/47-015.html

(A) Overview

This policy establishes controls for the production, serving, and sale of food on the Ohio university Athens campus, and at events associated with Ohio university on public property in Athens county. This policy will ensure the protection of the institution's image, limit legal and financial liability and risk, and allow proper management of catering and dining through high-quality products and services.

This policy does not apply to situations covered by policy 41.121.

This policy applies without regard to the source of the funds used to pay for the catering services, except as explicitly noted.

This policy applies to all events in dining halls, and to those events in Baker university center and in other locations, for which the cost of catering services exceeds two hundred fifty dollars. This limit applies to the complete food service needs of an event; neither pyramiding (i.e., dividing one purchase into two or more from the same vendor) nor subdividing between vendors may be used to stay within this limit. (For example, to be exempt, a multi-day, multi-venue conference's total catering budget must fall below the limit, not just the services provided at each particular location and time; regularly scheduled, recurring events, such as weekly colloquia, are each to be treated as a separate event.)

Catering services will be the initial contact point for those organizing events. Although events in dining halls will be staffed by dining services, this policy will refer uniformly to "catering services," for simplicity.

Specifically, this policy provides for:

(1) Food service safety at university events. Food and beverages prepared and served by Ohio university catering services meet or exceed industry standards in shipping, receiving, storage, preparation, and holding, thus limiting the university's liability.

(2) Internal management that assures proper sanitation and controls through appropriate food handler permits. It also offers internal collaboration of one-stop service to the campus community.

(3) Care and control of university property. Ohio university catering services have the personnel, experience, knowledge, and equipment to offer professional assistance in planning events so as to minimize the cost of the event.

(4) The monitoring of state requirements for temporary food permits for resale of food items and appropriate liquor controls in compliance with state laws.

(5) The appropriate use of dining facilities in compliance with the american federation of state, county, and municipal employees ("AFSCME" Local 1699) bargaining agreement.

(B) General guidelines

All food and beverages served on the Ohio university campus or at university-sponsored events will be provided by Ohio university catering services, unless an exemption has been granted as described in this policy. Catering services has the management responsibility to uphold the quality standards for events associated with Ohio university and to limit the risk associated with all food services provided to the Ohio university community and its guests.

The person responsible for any event that will involve catering should contact the catering office in Baker university center. Staff from that office will assist with the menu planning and will make every attempt to adhere to budgetary constraints. If catering staff are unable to accommodate the client's needs, he or she will be given a list of approved outside caterers and informed of the procedure for requesting a catering exemption. Permission to use an outside caterer will be granted only under limited and specific circumstances; see part (D) ("Requesting a Catering Exemption") of this policy.

(1) Schedule meeting location

Individuals and organizations must request permission to use public areas on the Ohio university campus from the appropriate department. Any fees for use of such space will be coordinated with the responsible department. Fees may be assessed for audio or video, set up, clean up, rental equipment, food service needs, facility use, and staffing; see policy 01.025.

(2) Plan food service, menu, and alcoholic beverages

After the space has been reserved, the event planner should meet with the catering staff to discuss the specifics of the event. All alcoholic beverages served, sold, or consumed on campus must be approved by the director of Baker university center. All necessary licenses and permits must be applied for and approved before alcoholic beverages will be permitted. During or following the meeting, the catering staff will provide the appropriate forms, based on the planned activities. Alcoholic beverages sold on campus must be ordered through and served by Ohio university catering services, except for contracted service agreements, in order to comply with all applicable state laws. See also policy 24.001.

Dining hall kitchens are intended for the exclusive use of Ohio university dining and catering services. Use by other groups may be granted in extraordinary circumstances. Such requests should be submitted as part of the Catering Exemption Request; see part (D) ("Requesting a Catering Exemption") of this policy. The group using the dining hall kitchen will be required to pay for one or more dining services staff members to be available to supervise the food preparation, equipment use, and clean-up process.

(3) Finalize participant counts and billing

The event planner should provide a preliminary estimate of the expected attendance during the first meeting with the catering staff. A guarantee must be provided a minimum of three working days in advance of the event. Clients will be billed for the guaranteed number or the actual number of participants attending the event, whichever is greater. Normally food will be prepared to serve last minute arrivals, but no more than five per cent above the guarantee. If the guaranteed number is increased within the seventy-two-hour period, there will be a twenty-five per cent surcharge added to the cost of the additional meals.

(D) Requesting a catering exemption

Exemptions from using Ohio university catering services for campus events will be granted only if catering services is unable to fulfill the event planner's needs. The process for requesting an exemption follows:

(1) Meet with Ohio university catering services

At least thirty days prior to the planned function, the event planner should meet with a staff member from Ohio university catering services. If the catering staff person determines that catering services is unable to accommodate the catering request, she or he will provide the event planner with the "Catering Exemption Request" form and will provide further assistance as possible.

(2) Submit the completed catering exemption request

The event planner must submit the completed "Catering Exemption Request" form to catering services by fax (593-0135) or through campus mail, to "Facilities Management 136," or online, linked through http://www.ohio.edu/catering/, at least twenty-one days before the planned event. Exemptions typically will be approved or denied within three business days.

(3) Catering services informs the organizer

Catering services will inform the organizer of the decision as promptly as possible. If the decision is not to grant the exemption as requested, catering services may inform the organizer of alternatives that would be approved, and shall inform the organizer of the opportunity to appeal the decision as described in part (D)(8) of this policy.

(4) Select an approved and eligible caterer

If an exemption is granted, the caterer must file a food license and provide proof of a one million dollar liability insurance policy at least fourteen days prior to the event. If food is to be prepared by an individual or group of individuals, it must be prepared in a licensed kitchen that has been inspected by the Ohio department of health, has been issued a food license, and that is managed by an individual with certification in food safety (e.g., "ServSafe").

(5) Complete a permit to sell and serve food on campus

The event planner must also complete the "Permit to Sell/Serve Food on Campus" and receive approval from environmental health and safety, "142 University Service Center, 49 Factory Street," at least seven days before the event. Permits must be displayed during the entire event.

(6) Routine exemptions

Situations that are routinely granted an exemption to the policy as a result of the first three stages of this process, as described in parts (D)(1) to (D)(3) of this policy, include the following:

(a) Events for which catering services is unable to provide a service due to the unique needs of the group (i.e. cultural, ethnic, or religious programming).

(b) Food that is donated by a caterer with a current food license. The caterer must submit, with the "Catering Exemption Request" and the "Permit to Sell/Serve Food on Campus," documentation (e.g., on company letterhead) specifying the food to be donated and identifying the applicable food license.

(7) Automatic exemptions

Situations that are eligible for an automatic exemption to the policy without going through the first three stages of this process, as described in parts (D)(1) to (D)(3) of this policy, include the following:

(a) Events excluded from this policy under the cost limit specification (two hundred fifty dollars) in part (A) of this policy.

(b) Educational or instructional activities that are part of a course curriculum in a classroom setting.

(c) Food and beverages purchased or prepared by individuals for personal consumption not open to the public and not for re-sale. Such activities should not be paid for with university funds.

A completed "Permit to Sell/Serve Food on Campus" must be submitted for all university sponsored events that have automatic exemptions under either of the first two grounds listed above.

(8) Appeals

If the organizer of the proposed event cannot reach an agreement with catering services, then he or she may appeal to the vice president for finance and administration, whose decision will be final. The appeal request must be forwarded in writing. All original documentation will be provided by catering services to the vice president for finance and administration for final consideration.

(E) Guidelines for outside caterers

(1) Food prepared by an outside approved caterer must be consumed within two or fewer hours of being prepared or delivered. The caterer must provide all necessary equipment and supplies. The approved caterer must also practice safety measures with all preparation, handling, and service of food items, including proper cleaning of the facility at the conclusion of the event.

(2) All food must be prepared in the licensed kitchen specified by the caterer's license (sometimes called a "Level 4 Food Handler's Permit") from the state, meeting all food handler permit requirements.

(3) Food must not be prepared without the supervision of a trained food service professional. A trained food service professional is one who has obtained a "ServSafe" certificate within the last five years or an individual who has completed a food safety training program.

(4) Outside caterers and event sponsors will be held responsible for facility set-up and clean-up charges under policy 01.025.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/47-015.html

History

Effective: July 31, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-47-16 Cultivated-Protein and Food Misbranding Compliance Policy.

(A) Purpose

This policy establishes institutional requirements to ensure compliance with Ohio law governing the labeling, purchase, and use of alternative protein, imitation meat, and imitation egg products, consistent with Ohio House Bill 10 and section 3313.9110 of the Revised Code and other related provisions.

Ohio university is committed to ensuring food sold or served on campus is accurately labeled and that university purchasing practices meet state reuirements.

(B) Scope

This policy applies to:

(1) All university culinary, dining, and catering services;

(2) All departments purchasing food products for institutional use;

(3) All campus retail food operations;

(4) Any university-sponsored meal programs;

(5) All employees involved in food procurement, preparation, or distribution.

For purposes of this policy:

(1) Manufactured or cultivated protein product: a food product derived from animal cells grown in a controlled environment rather than harvested from slaughtered animals.

(2) Imitation meat product/imitation egg product: a food product that uses meat or egg-related terminology but is not derived from harvested livestock or poultry.

(3) Misbranded product: any food product that uses meat or egg terms without a clear and prominent qualifying descriptor such as "plant-based" or "imitation,"

(4) Qualifying label: language displayed conspicuously on packaging or signage that clearly identifies the product's nontraditional source.

(D) Policy requirements

The university shall not purchase any food that is misbranded as a meat product or an egg product:

(1) Meat products

Food is considered misbranded as a meat product if all the following apply:

(a) The food is a manufactured-protein food product or contains a manufactured-protein food product;

(b) The food is offered for sale by a food processing establishment;

(d) The label does not contain a conspicuous and prominent qualifying meat term in close proximity to the identifying meat term.

(2) Egg products

Food is considered misbranded as an egg prouct if all of the following apply.

(a) The food is a fabricated-egg product or contains a fabricated-egg product;

(b) The food is offered for sale or sold by a food processing establishment;

(d) The label does not contain a conspicuous and prominent qualifying egg term in close proximity to the identifying egg term.

(3) Labeling standards

All imitation meat, imitation egg, or cultivated protein products offered or sold on campus must:

(a) Display a clear qualifying label immediatly adjacent to any meat or egg term; and

(b) Ensure the qualifying label is equally prominent and readable.

(4) Purchasing restrictions

(a) The university shall not purchase cultivated protein products for institutional meal programs and as defined in section 3715.601 of the Revised Code.

(b) Departments may not procure misbranded imitation meat or egg products using university funds.

(E) Research and academic exceptions

Cultivated protein products as described in paragraph (C) of this policy may be purchased or used for academic instruction scientific research or demonstration purposes, provided such products are not served as part of a meal program and are clearly identified as research materials.

(F) Enforcement

The university is committed to active enforcement of this policy and to ensuring all procurement and campus food operations comply with applicable Ohio law.

Last updated March 17, 2026 at 11:00 AM

History

Effective: March 16, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3337-47-20 Chartered aircraft.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/47-020.html

(A) Overview

This policy establishes the process for using aircraft operated by the air transportation service department ("ATS") of Ohio university airport operations.

This policy is intended to ensure:

(1) Air travel safety during university business.

(2) The use of university owned aircraft when available and cost effective.

(3) All university travel needs are accomplished efficiently and in a timely manner.

(4) Conformance to all applicable federal aviation regulations.

University personnel are encouraged to consider university owned and operated aircraft for business travel. The air transportation service department has several tools available to efficiently plan your air travel needs. In many cases flying on university aircraft is more cost effective and greatly reduces time away from home when compared to other modes of transportation. Travel on university owned aircraft also supports the university's academic mission by using student co-pilot interns. Students in the department of aviation's flight training program are provided an opportunity to receive training and build valuable flight time and experience in the university's advanced aircraft.

If ATS cannot accommodate your air travel needs, please see policy 47.020 for further information.

ATS will maintain detailed information on aircraft, services, and contact information online, linked through https://www.ohio.edu/airport/.

(B) Rates for use

Air travel fees are calculated using an hourly rate times the number of flight hours (from the time of takeoff to the time of landing). Traffic delays, routing changes due to weather, and diversions may increase the travel time and associated costs above the initial estimates.

ATS will be reimbursed for providing transportation from a valid account within the university accounting system. The responsibility for verifying that a flight has been scheduled for the purpose of conducting official university business shall rest with the administrative budget head to whose account the expense for the flight has been charged.

Please contact airport operations at 597-2600 for travel cost estimates.

If ground wait time at destination is in excess of eight hours, hotel room(s) could be charged to the customer to ensure that the crew is adequately rested for the return trip. See also part (E) ("Longer Duration Trips") of this policy.

On an overnight stay, the customer will be charged for hotel rooms, meals, and ground transportation for the crew.

The customer will be charged for all destination airport and fixed base operator ("FBO") fees. These fees may include landing, ramp, hanger, and servicing. Several of these fees can be avoided or reduced by flying to smaller airports. ATS staff can help to determine which airport best fits your needs.

(D) Schedule and reservations

In order to learn whether aircraft and crews are available for planned trips, and, if they are, to make a reservation:

(1) Call airport operations at 597-2600 or 2602

(2) State the purpose of the flight and give the required itinerary.

(3) Give the names of the passengers who will be making the flight.

(4) Give the university account number(s) to which expenses for the flight will be charged and the name of the administrative budget head who has authorized the flight. Expenses may be shared by providing the account numbers of those departments participating and the percentage that should be charged to each.

(E) Longer duration trips

Trips that require over a fourteen-hour duty day for the pilots will require at least one of the following for safety:

(1) Eight hour rest time and possible hotel charge

(2) Overnight stay

(3) Airport director or chief pilot approval

Decisions regarding crew duty times will be in accordance with the air transportation service department's operating manual and FAA regulations.

ATS staff will estimate the total cost and flight time required and will confirm the flight if an aircraft is available. An e-mail reminder will be sent to the person reserving the aircraft on the day before the trip occurs.

ATS has several resources to help accommodate ground transportation, catering, meeting rooms, and hotels at your destination. A physical address of the meeting location will also help us to recommend the most economical and accessible airport for landing.

(F) Priority rights

Aircraft are scheduled on a first-come, first-served basis, except that the president has priority rights. The president may grant priority rights categorically to other departments, or may approve priority rights on a case-by-case basis. A trip with priority rights status will take precedence over a previously scheduled trip.

In cases where priority rights have been exercised, ATS will consider several options to fulfill its obligation to the original customer. This could include repositioning the aircraft, exploring alternate departure times, or utilizing the services of an outside charter company.

(G) Holds

A customer may place a hold on an aircraft for a specific date and time if a trip is expected, but cannot yet be confirmed. A hold will grant that customer first-right-of-refusal if another customer or department wishes to reserve the aircraft. In such cases, the department requesting the hold will be given twenty-four hours from the time of notice to either confirm their trip or release the aircraft for another customer's use. The air transportation service department will exhaust all means to resolve these multiple service requests and can usually find a solution to accommodate both parties wishing to travel by air.

(H) Cancellations

If a customer reserves or holds a plane, and then cancels six days or less prior to the date of the trip, a five hundred dollar cancellation fee will be assessed.

If a customer reserves or holds a plane, and then cancels seven to fourteen days prior to the date of the trip, a two hundred fifty dollar cancellation fee will be assessed.

(I) Pertinent trip information

Destinations should be selected with airports having adequate approach facilities, assuring the maximum probability of completing the trip as planned. ATS staff will gladly make recommendations in regard to appropriate facilities.

When unable to land at Ohio university airport (UNI) upon return from a trip, an alternate airport will be selected by the pilot after consultation with the passengers. Usually, the crew will rent a vehicle and bring the passengers to Athens if the alternate is nearby, such as Columbus or Parkersburg. There will be no charge to the passengers or department for the vehicle; however, the original charge for the trip will be assessed to the department.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/47-020.html

History

Effective: July 30, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-47-30 University air transportation.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/47-030.html

(A) Overview

This policy establishes the process for using aircraft operated by the air transportation service department ("ATS") of Ohio university airport operations.

This policy is intended to ensure:

(1) Air travel safety during university business.

(2) The use of university owned aircraft when available and cost effective.

(3) All university travel needs are accomplished efficiently and in a timely manner.

(4) Conformance to all applicable federal aviation regulations.

If ATS cannot accommodate your air travel needs, please see policy 47.020 for further information.

ATS will maintain detailed information on aircraft, services, and contact information online, linked through https://www.ohio.edu/airport/.

(B) Rates for use

Please contact airport operations at 597-2600 for travel cost estimates.

On an overnight stay, the customer will be charged for hotel rooms, meals, and ground transportation for the crew.

(D) Schedule and reservations

In order to learn whether aircraft and crews are available for planned trips, and, if they are, to make a reservation:

(1) Call airport operations at 597-2600 or 2602

(2) State the purpose of the flight and give the required itinerary.

(3) Give the names of the passengers who will be making the flight.

(E) Longer duration trips

Trips that require over a fourteen-hour duty day for the pilots will require at least one of the following for safety:

(1) Eight hour rest time and possible hotel charge

(2) Overnight stay

(3) Airport director or chief pilot approval

Decisions regarding crew duty times will be in accordance with the air transportation service department's operating manual and FAA regulations.

(F) Priority rights

(G) Holds

(H) Cancellations

If a customer reserves or holds a plane, and then cancels six days or less prior to the date of the trip, a five hundred dollar cancellation fee will be assessed.

If a customer reserves or holds a plane, and then cancels seven to fourteen days prior to the date of the trip, a two hundred fifty dollar cancellation fee will be assessed.

(I) Pertinent trip information

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/47-030.html

History

Effective: July 30, 2016
Promulgated Under: 111.15

Chapter 3337-48 Policies on Identity Theft

Ohio Adm.Code 3337-48-01 Identity theft prevention (red flag rules).

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/48-001

(A) Overview

The red flags rule was issued in 2007 under Section 114 of the Fair and Accurate Credit Transactions Act (FACTA) of 2003 and published at 16 CFR 681.1. The red flags rule was established to protect consumers from the incidence of identity theft. The purpose of this policy is to assist employees in identifying, detecting and responding to patterns, practices and/or specific activities known as red flags that could indicate identify theft.

(B) Definitions

(1) Covered account: Includes all student, patient, and employee accounts or loans that are administered by Ohio University.

(a) Any account that involves or is designated to permit multiple payments or transactions; or

(b) Any other account maintained by the university for which there is a reasonably foreseeable risk of identity theft to students, faculty, staff, customers or other applicable constituents, or for which there is a reasonably foreseeable risk to the safety or soundness of the university from identity theft, including financial, operational, compliance, reputation or litigation risks.

(2) Identifying information: Any name or number that may be used, alone or in conjunction with any other information, to identify a specific person, including but not limited to: name, address, telephone number, social security number, date of birth, government issued driver's license or identification number, alien registration number, government passport number, employer or taxpayer identification number, student identification number, computer internet protocol address or routing code, credit card number or other credit card information.

(3) Red flag: A pattern, practice or specific activity that indicates the possible existence of identity theft.

(4) Identity theft: A fraud committed or attempted using the identifying information of another person without authority.

(5) Service provider: A person or entity that performs an activity in connection with a covered account on behalf of the university (examples: collection agencies, billing servicers).

(1) Covered accounts maintained by Ohio university include, but are not limited to, the following:

(a) Student loans (including Perkins loans and institutional loans)

(b) Student accounts (including bobcat cash)

(D) Identification and detection of red flags

(1) Ohio university's identity theft prevention program addresses the detection of red flags in connection with the opening of covered accounts and existing covered accounts, such as by:

(a) Obtaining identifying information about, and verifying the identity of a person. For example, requiring persons to show a valid photo ID or other proof of identity for any person conducting business with the university when opening a covered account and with existing accounts.

(b) Authenticating customers, monitoring transactions, and verifying the validity of change of address requests in the case of existing accounts.

(2) The following examples of red flags are potential indicators of fraud or identity theft. The risk factors for identifying relevant red flags include the types of covered accounts offered or maintained; the methods provided to open or access covered accounts; and, previous experience with identity theft. Any time a red flag or a situation closely resembling a red flag is apparent, it must be investigated for verification. Some examples are:

(a) Alerts, notifications or warnings from a credit or consumer reporting agency.

(b) Suspicious documents.

(d) Unusual use of, or suspicious activity related to, the covered account.

(E) Responding to red flags

Once a red flag or potential red flag is detected, the employee must act quickly with consideration of the risk posed by the red flag. The employee detecting the red flag must gather all related documentation, write a description of the situation and present this information to the program administrator for determination. The program administrator will complete additional authentication to determine whether the attempted transaction was fraudulent or authentic.

(F) Protecting personal information

Employees designated by the program administrator must review on an annual basis the university's red flag program. University personnel are also encouraged to use good judgment in securing covered account information. Furthermore, designated employees must review policy 12.020 student records, policy 93.001 data classification, policy 40.007 public records requests, and other applicable laws and policies. If an employee is uncertain of the sensitivity of a particular piece of information, he/she must contact his/her supervisor. If the supervisor is uncertain, they must contact the program administrator for further advice.

(G) Program administration

Operational responsibility of the program at the university is delegated to a program administrator. The duties of the program administrator are oversight, development, implementation and administration of the program; approval and implementation of needed changes to the program; and staff training. The program administrator is also responsible for ensuring that appropriate steps are taken for preventing and mitigating identity theft, for reviewing any staff reports regarding the detection of red flags, and for determining which steps must be taken in particular circumstances when red flags are suspected or detected.

(H) Staff training

Staff training must be conducted for all employees who may come into contact with covered accounts or identifying information, as determined by the program administrator. The program administrator must retain training records for all designated employees showing that all designated employees have received annual training.

(I) Periodic updates to the program

(1) The program will be re-evaluated annually to determine whether the program addresses currently relevant and emerging risks for identity theft. Consideration will be given to the university's experiences with identity theft situations; changes in identity theft methods, detection methods or prevention methods; and, changes in the university's business arrangements with other entities.

(2) Periodic reviews will include an assessment of which accounts are covered by the program. As part of the review, red flags may be revised, replaced or eliminated. Defining new red flags may also be appropriate. Actions to take in the event that fraudulent activity is suspected or discovered may also require revision to the program.

(J) Overview of service provider arrangements

It is the responsibility of the university to ensure that the activities of all service providers are conducted in accordance with reasonable policies and procedures designated to detect, prevent, and mitigate the risk of identity theft. In the event the university engages a service provider to perform an activity in connection with one or more covered accounts, the university will take steps to ensure the service provider performs its activity in accordance with reasonable policies and procedures designed to detect, prevent and mitigate the risk of identity theft.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/48-001

History

Effective: May 17, 2019
Promulgated Under: 111.15

Chapter 3337-50 Policy on Cash and Pooled Investments

Ohio Adm.Code 3337-50-01 Ohio University Cash and Pooled Investments (Non-Endowment Funds).

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/50-001.html

(A) Overview

The board of trustees of Ohio university is vested by statute (section 3345.05 of the Revised Code) with the following responsibility: "Notwithstanding any provision of the Revised Code to the contrary, the title to investments made by the board of trustees of a state-supported university or college with funds derived from revenues described in this section shall not be vested in the state but shall be held in trust by the board." Section 3345.05 of the Revised Code can be found in its entirety in appendix C of the IPS.

The purpose of this investment policy statement ("IPS") is to assist the Ohio university ("OU") treasurer or designee in effectively supervising, monitoring and evaluating the investment of the Ohio university cash and pooled investments (the "non-endowed funds") assets on behalf of the board. The funds' investment program is defined in the various sections of the IPS by:

(1) Stating in a written document the treasurer or designee's attitudes, expectations, objectives and guidelines for the investment of funds' assets.

(2) Setting forth an investment structure for managing all funds' assets. This structure includes various asset classes, investment management styles, asset allocation and acceptable ranges that, in total, are expected to produce a sufficient level of overall diversification and total investment return over the long-term.

(3) Providing guidelines for each investment manager ("manager") that control the level of overall risk and liquidity assumed in that investment style, so that all funds' assets are managed in accordance with stated objectives.

(4) Encouraging effective communications and understanding regarding investment performance between the treasurer or designee, the board, the investment consultant ("consultant") and the managers.

(5) Establishing formal criteria to monitor, evaluate, and compare the performance results achieved by the managers on a regular basis.

(6) Complying with all applicable fiduciary, prudence and due diligence requirements that experienced investment professionals would utilize, and with all applicable laws, rules and regulations from various local, state, federal and international political entities that may impact funds' assets.

This IPS has been formulated, based upon consideration by the treasurer or designee of the financial implications of a wide range of policies, and describes the prudent investment process that the treasurer or designee deems appropriate.

(B) Background

(1) Mission statement

Ohio university holds as its central purpose the intellectual and personal development of its students. Distinguished by its rich history, diverse campus, international community, and beautiful appalachian setting, Ohio university is known as well for its outstanding faculty of accomplished teachers whose research and creativity advance knowledge across many disciplines.

(2) Background

Ohio university's non-endowment funds provide the liquidity necessary to meet the university's financial obligations as they come due. Secondary to meeting operating requirements, the funds also seek to gain prudently managed investment returns.

(3) Tiered structure

The investment structure of the funds is divided into four liquidity tiers to provide for better preservation of overall asset base, while maintaining an adequate level of reserves for cash flow needs.

(a) Tier I assets provide for short-term (less than one-year) cash flow needs.

(b) Tier II assets serve as the contingency account (reserves to replenish tier I if necessary) and to fund the university's capital improvement plan ("CIP").

(c) Tier III assets are comprised of the residual balance of the non-endowment funds after both tier I and II cash targets have been met. Tier III (and tier IV if necessary) provide tiers I and II with emergency liquidity while also seeking to maximize risk-adjusted returns.

(d) Tier IV assets are comprised of a unitized portion of the university's diversified investment pool ("diversified pool"), and the Ohio university's student investment program funds. Management of the assets in this tier has been delegated by the university and the Ohio university foundation.

Additionally, the treasurer or designee has selected a set dollar approach to determine the targeted market value for each tier. As a result, asset balance ranges have been established. Further details are included in appendix B of the IPS.

(1) Objectives

The objectives of the non-endowment funds have been established in conjunction with a comprehensive review of the current and projected financial requirements. The objectives are:

(a) Safety: safety of principal is the foremost objective of the investment program. Investments of the university shall be undertaken in a manner that ensures, over time, the preservation of capital in the overall portfolio.

(b) Liquidity: the university's non-endowment funds will remain sufficiently liquid to enable the university to meet all its operating requirements. Portfolio liquidity is defined as the maturity or ability to sell a security on a short notice near the purchase price of the security. In addition to the operating requirements of the university, the non-endowment funds will also be used for the univeristy's CIP and additional liquidity will be required.

(c) Return on investments: the university's non-endowment funds shall be structured with the objective of attaining the highest possible "total return" for the portfolio while adhering to the restraints and obligations inherent in the current legal structure of a prudent fiduciary.

(d) Costs: The expenses incurred for the management of the non-endowment funds shall be minimized.

(2) Time horizon

The investment guidelines are based upon unique investment horizons for the various tiers. In general, interim fluctuations in market value should be viewed with appropriate perspective. Tier I has a short time horizon (less than one year), tier II has an intermediate time horizon (two years CIP dependent) and tiers III and IV have a longer time horizon (greater than three years).

(3) Risk tolerance

The treasurer or designee recognizes the difficulty of achieving the funds' investment objectives in light of the uncertainties and complexities of contemporary investment markets. Some risk must be assumed in order to support the objectives for the funds, including providing for the annual level of disbursements required by the operating needs, CIP spending needs, and achieving preservation of the overall asset base.

Specifically, the risk tolerance for tier I has been defined by the treasurer or designee as having little to no volatility given the objective of this tier to supply sufficient day-to-day operating liquidity. The risk tolerance for tier II has a slightly longer-term focus, as this tier is to provide sufficient level of reserves in case of unanticipated liquidity needs as well as CIP spending needs for the next two calendar years. Therefore, tier II is anticipated to provide enhanced returns from that of tier I, but with limited volatility. tiers III and IV have been designed with a longer-term objective in order to provide the University with additional return opportunities. The treasurer or designee is willing to accept more volatility within tiers III and IV in order to achieve a longerterm objective.

The treasurer or designee's risk tolerance is reviewed periodically in order to determine whether such objectives can be met given the current market environment. Based on these evaluations, along with cash forecasts and budgetary needs, the treasurer or designee may make adjustments to the tiered structure, asset allocation and investment manager structure to maintain an acceptable level of risk for the funds. Further details are contained within appendix B of the IPS.

(4) Performance expectations

In general, it is expected that the funds' investment strategies are structured to provide returns consistent with the treasurer or designee's goals and objectives. However, it is understood that the performance of the funds is affected by the market environment. Therefore, performance expectations will be reviewed periodically by the treasurer or designee in order to determine whether the treasurer or designee's objectives can be met given the current market environment. Additionally, the treasurer or designee recognizes the conundrum of balancing liquidity needs for the operations and CIP spending needs of the university with the overall return of the funds. Based on these evaluations, the treasurer or designee may make adjustments to the tiered structure, portfolio construction and investment manager structure to maintain an acceptable level of risk for the funds.

(5) Portfolio construction

The treasurer or designee views the appropriate construction of each tier in relation to two broad components: liquidity and total return. The balance between these two components is reviewed on a periodic basis and is determined in light of the goals and objectives of each tier, the risks and opportunities available at a given time and the risk tolerance of the treasurer or designee. Additionally, the treasurer or designee reviewed a number of manager structure alternatives to further define investment strategies for inclusion within each component. Finally, the risk to any one manager was evaluated regarding proper diversification among investment strategy and business risk, along with proper diversification among investment vehicles. Further details are contained below and within appendix B of the IPS.

(6) Rebalancing

(a) Between tiers: Tier balances will be reviewed on a periodic basis, generally quarterly. Assets will be adjusted between the tiers to meet the minimum balance requirements and cover appropriate reserves.

(b) Between tier components: From time to time, the components and underlying strategies of each tier may deviate from the targeted percentages due to market conditions. A range has been established for each component and underlying strategy to control risk and maximize the effectiveness of the university's overall investment strategy, while avoiding unnecessary turnover at the security level. When a component or underlying strategy is outside of its allowable range, the treasurer or designee will evaluate the feasibility of rebalancing back to the target allocation and may initiate portfolio rebalancing. Under extreme market conditions, which may include excessive volatility or illiquidity in an asset class, or where rebalancing may unduly hinder the funds, the treasurer or designee may choose to delay rebalancing in order to better reflect the overall goals and objectives of the funds. During that period, it is expected that more frequent reviews of the CIP and market conditions will be evaluated to assess the appropriateness of rebalancing.

Further details are contained within appendix B of the IPS.

(D) Security guidelines

(1) Reserve requirement

A reserve equal to at least twenty-five per cent of the average amount of the investment portfolio over the course of the previous fiscal year must be invested in publicly traded securities that fall into one or more of the following categories:

(a) Securities of the United States government or of its agencies or instrumentalities,

(b) The treasurer of state's pooled investment program,

(d) Certificates of deposit of any national bank located in this state or state of Ohio chartered bank,

(e) Written repurchase agreements (collateralized with permissible securities having a market value of at least one hundred two per cent of the investment) with any eligible Ohio financial institution that is a member of the federal reserve system or federal home loan bank,

(f) Money market funds, or

(g) Bankers acceptances maturing in two hundred seventy days or less which are eligible for purchase by the federal reserve system.

It is anticipated that the entire tier I allocation, in addition to a portion of the tier II allocation will accommodate this requirement.

(2) Manager guidelines

Subject to the IPS, each separate account manager shall have full discretionary investment authority over the assets under his or her management. Each manager shall be retained to implement a specific investment style and strategy for the funds. Accordingly, securities guidelines for managers managing assets in a separate account fashion shall be negotiated and agreed upon in writing on a case-by-case basis and referenced in an attachment to the IPS. If a portion of the assigned assets are chosen to be in mutual funds, exchange-traded fund, commingled investment trusts or private offerings, the products selected shall adhere to the guidelines set forth in the prospectus, trust document or offering memorandum.

(E) Selection of investment managers

The treasurer or designee has the responsibility for selecting managers. The treasurer or designee's intent is to follow a process that embodies the principles of procedural due diligence. Accordingly, when selecting managers, the treasurer or designee will:

(1) Retain a "prudent expert" (a bank, insurance company, or investment advisor as defined by the "Registered Investment Advisors Act of 1940").

(2) The treasurer or designee may evaluate criteria specific to the mandate being sought. Such criteria may include, but is not limited to:

(a) Manager strategy and approach

(b) Organizational structure

(d) Client servicing capabilities

(e) Performance criteria relative to an appropriate index and peer group, where appropriate

(f) Capacity in the appropriate vehicle

(g) Initial lockup and redemption provisions, where appropriate

(h) Fund transparency (confidentiality agreements may be necessary)

(i) Fees and alignment of economic interests

(3) Follow a due-diligence process so as to avoid selecting managers on an ad-hoc basis. The due diligence process should involve analyzing manager candidates in terms of certain:

(a) Qualitative characteristics, such as key personnel, investment philosophy, investment strategy, research orientation, decision-making process, and risk controls.

(b) Quantitative characteristics, such as GIPS-compliant composite return data, investment performance over multiple time periods, performance volatility, risk-adjusted rates of return (e.g., Sharpe ratios), and certain portfolio characteristics.

(F) Control procedures

(1) Duties and responsibilities of the treasurer or designee

The treasurer or designee is ultimately responsible for the overall management of the investment program including: managing the funds' overall investment strategy and diversifying assets; following investment policy objectives and guidelines as established by the board; hiring prudent experts to make investment decisions; controlling and accounting for expenses; and performing ongoing monitoring. The treasurer or designee is also responsible for ensuring that the funds are managed in the best interests of the university. The treasurer or designee shall conduct its responsibilities as outlined in this IPS.

(2) Duties and responsibilities of the board

The board is responsible for establishing and monitoring investment policy objectives and guidelines to be carried out by the treasurer or designee. The board is also responsible for ensuring that the funds are managed in the best interests of the university. The board shall conduct its responsibilities as outlined in this IPS.

(3) Duties and responsibilities of the investment managers

The duties and responsibilities of each separate account manager shall be as set forth in the applicable investment management agreement entered into between Ohio university and the manager retained by the treasurer or designee and shall include the following:

(a) Managing the funds' assets under its care, custody and/or control in accordance with the IPS objectives and guidelines (including without limitation, the securities guidelines, set out in this policy) set forth herein, and also as may be expressed in separate written agreements between the manager and Ohio university when deviation is deemed prudent and desirable by the treasurer or designee upon recommendation of the investment consultant.

(b) Exercising investment discretion (including holding cash equivalents as an alternative) within the IPS objectives and guidelines set forth herein.

(c) Promptly informing the treasurer or designee in writing regarding all significant and/or material matters and changes pertaining to the investment of funds' assets, including, but not limited to:

(i) Investment strategy

(ii) Portfolio structure

(iii) Tactical approaches

(iv) Ownership

(v) Organizational structure

(vi) Financial condition

(vii) Professional staff

(viii) Recommendations for guideline changes

(ix) All legal material, SEC and other regulatory agency proceedings affecting the firm.

(d) Promptly voting all proxies and related actions in a manner consistent with the long-term interests and objectives of the funds set forth herein. Each manager shall keep detailed records of said voting of proxies and related actions and will comply with all regulatory obligations related thereto.

(e) Utilize the same care, skill, prudence and due diligence under the circumstances then prevailing that experienced, investment professionals acting in a like capacity and fully familiar with such matters would use in like activities for like retirement plans with like aims in accordance and compliance with all applicable laws, rules and regulations from local, state, federal and international political entities as it pertains to fiduciary duties and responsibilities.

(f) Acknowledge and agree in writing to their fiduciary responsibility to fully comply with the entire IPS set forth herein, and as modified in the future.

Managers selected to manage funds' assets through a mutual fund, exchange-traded fund, commingled investment trust or private offering must adhere to the guidelines set forth in their respective prospectus, trust document or offering memorandum.

(4) Duties and responsibilities of the investment consultant (tiers I, II and III)

The investment consultant for tiers I, II and III has been retained by the university. The investment consultant for tier IV has been delegated to the Ohio university foundation.

The duties and responsibilities of the consultant include the following:

(a) Assist in the development of an overall strategy that meets the risk/reward requirement of Ohio university.

(b) Prepare a written IPS and assist in the documentation of all investment decisions.

(c) Assist in the selection of "prudent experts" (investment managers) who, in turn, are charged with making investment decisions that are consistent with the IPS.

(d) Assist in the control of investment expenses, including helping to negotiate investment manager and custodian fees, and to insure that brokerage is transacted at "best execution."

(e) Monitor the activities of hired managers and service vendors.

(f) Educate treasurer or designee and board members of their fiduciary responsibilities and the fundamentals of investment management.

(g) Assist fiduciaries and trustees in avoiding conflicts of interest.

(5) Duties and responsibilities of the custodian

The treasurer or designee believes that timely and accurate completion of custodial functions is necessary for effective management and monitoring of the funds' assets. Specifically, the duties and responsibilities of the custodian include the following:

(a) Implementing in a timely and effective manner the investment actions as directed by the manager(s);

(b) Investment of any cash into the chosen sweep vehicle;

(d) Collecting and receiving all income and principle;

(e) Maintaining accounting records and preparing reports that are required by the consultant, treasurer or designee, and board;

(f) Providing performance measurement numbers consistent with GIPS standards as requested by the consultant, treasurer or designee, and board;

(g) Processing distributions from the funds as requested by the treasurer or designee and board;

(h) Conforming to all provisions in its contract with Ohio university.

(6) Brokerage policy

All transactions effected for the funds will be "subject to the best price and execution." If a manager utilizes brokerage from the funds' assets to effect "soft dollar" transactions, detailed records will be kept and communicated to the treasurer or designee.

(7) Performance evaluation

Investment performance will be reviewed at least annually to determine the continued feasibility of achieving the investment objectives and the appropriateness of the IPS for achieving those objectives. Additionally, over complete business cycles, each tier's performance will be compared to a customized, weighted benchmark that represents each tier's portfolio construction. Further details are contained within appendix B of the IPS.

(8) IPS review and evaluation

It is not expected that the IPS will change frequently. In particular, short-term changes in the financial markets should not require adjustments to the IPS. The treasurer or designee and the consultant will review the IPS periodically to determine whether any changes are appropriate. Based on the treasurer or designee's and the consultant's IPS review, the treasurer or designee may revise the IPS or alter the managers to meet current needs.

(G) Monitoring of investment managers (tiers I, II and III)

The treasurer or designee is aware that the ongoing review and analysis of the managers is just as important as the due diligence implemented during the manager selection process. Monitoring these managers is a three step process, outlined as follows:

(1) Step 1 - ongoing monitoring

(a) The consultant and the treasurer or designee will perform a constant and on-going analysis of all the funds' managers. In addition to reviewing quarterly investment performance, the consultant and the treasurer or designee will continually evaluate:

(i) The manager's adherence to the IPS guidelines

(ii) Material changes in the manager's organization, investment philosophy and/or personnel

(iii) The volatility of the investment rates of return of the manager compared to the volatility of an appropriate market index and peer group (as listed in appendix C of the IPS).

(iv) Comparisons of the manager's results to appropriate indices and peer groups (as listed in appendix C of the IPS).

(b) If appropriate market indices and/or peer groups are not available, the consultant and treasurer or designee will evaluate factors such as the manager's adherence to stated risk and return objectives and the manager's portfolio exposures in relation to the market environment and stated philosophy and process.

(2) Step 2 - formal watchlist

If the consultant and the treasurer or designee determine that any of the above factors, or any other development regarding the manager's performance or organization, warrants a more thorough examination, the treasurer or designee will place the manager on a formal "watchlist." Factors examined during the watchlist period include, but are not limited to, the following:

(a) Extraordinary events (organizational issues)

Extraordinary events that may lead to a manager termination include such things as:

(i) Change in ownership (e.g., key people "cash out")

(ii) Change in professionals

(iii) Changes to a manager's philosophy or the process it uses to implement the agreed upon strategy

(iv) Manager is involved in material litigation or fraud

(v) Client-servicing problems

(vi) Significant account losses or significant account growth

(vii) Change in cost

(viii) Change in financial condition

(ix) Extreme performance volatility

(b) Long-term performance in relation to appropriate market index, market environment or stated goals and objectives

Long-term performance standards measure a manager's performance over rolling five-year returns or since inception in relation to the appropriate market index.

Shorter-term performance standards incorporate a time period of at least three years. Each manager is expected to consistently perform in the top fiftieth percentile versus an appropriate peer group of investment managers with similar investment styles. Additionally, each manager is expected to demonstrate favorable cumulative and rolling three-year risk-adjusted performance compared to its peer group. If appropriate peer groups are not available, the manager's adherence to stated risk and return objectives and the manager's portfolio exposures in relation to the market environment and stated philosophy and process will be evaluated. Risk-adjusted performance measures will vary, but may include: Sharpe ratio, downside risk, information ratio, and/or relative standard deviation.

(3) Step 3 - replace or retain

The watchlist period will generally be four quarters, but the time period can be shorter or longer depending on the factors causing the watchlist.

As a result of the watchlisting examination of the manager, a recommendation to either replace or retain the manager will be made.

It is at the treasurer or designee's discretion to take corrective action by replacing a manager, if it deems it appropriate, at any time. The watchlist is not the only route for removing an existing manager. The aforementioned events, or any other events of concern identified by the treasurer or designee, may prompt the immediate removal of a manager without it being watchlisted.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/50-001.html

History

Effective: September 29, 2017
Promulgated Under: 111.15

Chapter 3337-51 Policy on Deposits

Ohio Adm.Code 3337-51-01 Deposits of funds.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/51-001.html

(A) Overview

This policy provides guidance for the depositing of funds at Ohio university. The policy is in accordance with section 9.38 of the Revised Code ("Payment or deposit of public moneys") and directs prudent business practices for foundation funds.

For the purpose of this document, "public money" and "funds" include cash, checks, credit card receipts, and electronic transfers.

All funds must be deposited with the appropriate office on the business day following the day of receipt, unless, at the end of a business day, the amount to deposit is less than one thousand dollars and the funds can be safeguarded. In that case, the deposit may be delayed until the third business day, or when the amount on hand reaches an amount equal to or greater than one thousand dollars, whichever comes first.

Non-compliance with deposit deadlines will result in a notice of violation that will be copied to the appropriate dean or vice president, the controller, and the internal audit office.

Checks received at Ohio university made payable to "Ohio University" should be restrictively endorsed upon receipt; contact the assistant bursar for endorsement stamp specifications. Checks received at Ohio university made payable to the "Ohio University Foundation" should also be restrictively endorsed upon receipt; contact the foundation accounting office for endorsement stamp specifications.

(B) Deposits to grants and contract accounting

Deposits for grants and contracts (fund types 020 and 04X) as well as matching funds (0200, 0300, 0600, 0700) should be forwarded to grants and contract accounting, along with any documentation that accompanied the check.

Deposits for foundation accounts (fund types 100, 130 and 160) should be forwarded to the Ohio university foundation, along with a completed "Deposit Transmittal - OU Foundation" form.

(D) Deposits to plant accounting

Deposits for plant accounts (fund type 06X) should be forwarded to plant accounting, along with any documentation that accompanied the check.

(E) Deposits for all other funds received in departments

Deposits of funds other than those listed in parts (B), (C), and (D) of this policy should be forwarded to the cashier's office along with a "Deposit Form - OU." Include any other required documentation (such as credit card balancing reports) and any documentation that may serve to establish the purpose for which the funds are intended.

An electronic departmental deposit module is available that provides departments with the ability to key deposits into the cashiering system. The department must then provide the funds and deposit number assigned by the system to the cashier's office. Contact the assistant bursar to request training for the electronic departmental deposit module.

(F) Handling checks received for unknown reasons

Should a department receive a check, and the reason for the check is unknown, the department should forward the check, along with any documentation that accompanied the check, to "General Accounting, Suite 218, West Union Street Office Center."

(G) Accepting electronic payments

A department that wants to accept payments through the web or any other electronic means must coordinate the activity with the office of the bursar.

(H) Accepting credit card payments

Any department that wants to accept credit card payments (through the internet, over the phone, in person, through the mail, or through a third party vendor) must coordinate the activity with the office of the bursar. To protect the privacy of our customers as well as maintain compliance with the "Graham Leach Bliley (GLB) Act" and "Payment Card Industry Data Security Standards" (PCI DSS), units must follow the guidelines described below for processing of credit card transactions. Adhering to the following procedures will help insure the integrity and security of all credit card transactions.

(1) Credit card transactions must be in person, by telephone, by mail, or via a secure university approved internet application. Do not accept credit card information via email, or send such information via email.

(2) Printed customer receipts that are distributed outside the department must show only the last four digits of the credit card number.

(3) When storing paper records containing credit card numbers, all but the last four digits should be redacted as soon as refunds or disputes are no longer likely, but no more than one hundred eighty days from the date of the transactions. Do not store credit card information in a customer database, electronic spreadsheet, or mobile storage device. Paper records must be stored in a locked room or cabinet to which only authorized employees are permitted access.

(4) Credit card processing will require annual review by the office of the bursar to confirm compliance with the "Payment Card Industry Data Security Standards."

Failure to comply with the above standards may result in your department being required to discontinue the practice of accepting credit cards.

If credit card records may have been compromised in any way, whether through malicious intent or due to a weakness in the handling, processing, or storing of credit card transactions, immediately notify the office of the bursar, or the chief information officer or his or her designee, or both.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/51-001.html

History

Effective: August 25, 2016
Promulgated Under: 111.15

Chapter 3337-52 Policy on Capital Improvement Plan for Athens and Regional Campuses

Ohio Adm.Code 3337-52-100 State assisted capital improvements plan for the Athens and regional campuses.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/52-100.html

(A) Overview

This policy establishes the internal procedures to be used for development of the six-year "Capital Improvements Plan" for the Athens and regional campuses.

The procedures described below will be used to develop the six-year "Capital Improvements Plan," for submission, in revised form, every two years to the Ohio board of regents ("OBOR"). The plan is concerned with major new construction, major utility projects, and major renovations.

Every two years (each capital biennium), the OBOR issues guidelines to all state universities and colleges for preparation of their respective six-year capital improvements plans. This policy requires that Ohio university follow these guidelines from the OBOR. This policy also requires that Ohio university follow the timeline indicated in the guidelines for submission of the six-year capital improvements plans to the OBOR. This policy also requires that the six-year capital improvements plans be consistent with the Ohio university ten-year capital plans and the "Vision Ohio" strategies.

(B) Assembling general information required by the OBOR

The university planner, in consultation with the facilities planning advisory committee ("FPAC"), facilities planning and space management ("FPSM"), facilities management ("FM"), institutional research ("IR") and other entities as deemed necessary, shall develop and draft the general information required by the OBOR for the six-year capital improvements plan.

(1) FPAC: this broad-based constituent group is co-chaired by the executive vice president and provost and the vice president for finance and administration. The committee provides advice and consultation to the president and others as warranted on the following issues and tasks relating to this policy: oversight of all planning for major capital projects on the Athens and all regional campuses, including the ten-year major capital plan and the state biennial six-year capital improvements plan.

(2) FPSM helps develop the detailed construction cost estimates associated with major capital projects.

(3) FM provides critical information and advice pertaining to maintenance, building systems, and university infrastructure needs.

(4) IR supplies institutional data as required by the OBOR.

The following approvals are necessary prior to submitting the six-year "Capital Improvements Plan" to the OBOR:

(1) The six-year "Capital Improvements Plan" must be approved by the president prior to submission to the board of trustees.

(2) The six-year "Capital Improvements Plan" must be approved, by resolution, by the board of trustees prior to submission to the OBOR.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/52-100.html

History

Effective: August 22, 2016
Promulgated Under: 111.15

Chapter 3337-53 Interim Policy Regarding Electronic Signatures

Ohio Adm.Code 3337-53-01 Interim policy regarding electronic signatures.

(A) Purpose

To provide for the effective and efficient administration of university contract administration, electronic signatures are permissible when executed in accordance with this policy. The university recognizes an electronic signature as legally binding to the fullest extent permitted by law. The implementation and use of electronic signatures at the university shall remain consistent with section 1306.20 the Revised Code.

Ohio law defines an "electronic signature" as "an electronic sound, symbol, or process attached to or logically associated with a record and executed or adopted by a person with the intent to sign the record" and an electronic record as "a record created, generated, sent, communicated, received, or stored by electronic means." "electronic" is defined as "relating to technology having electrical, digital, magnetic, wireless, optical, electromagnetic, or similar capabilities." For purposes of this policy "electronic transaction" shall mean a transaction conducted or performed, in whole or in part, by electronic means or electronic records.

To the fullest extent permitted by law, Ohio university may elect to accept electronic signatures as legally binding and equivalent to handwritten signatures to signify agreement to electronic transactions. In the furtherance of this policy, Ohio university may:

(1) Identify specific transactions that Ohio university will conduct by electronic means only;

(2) Identify specific transactions that Ohio university will not conduct by electronic means;

(3) Specify the manner and format in which electronic records must be created, generated, sent, communicated, received, and stored, and the systems established for those purposes;

(4) Specify the type of electronic signature required, the manner and formate which the electronic signature must be affixed to the electronic record, and the identity of, or criteria that must be met, by any third party used;

The use of an electronic signature does not mean that the record has been signed by a person authorized by Ohio university to sign that record. Appropriate procedures must be used to confirm that the person signing the record has the required signature authority. An electronic signature used by a person without the authority to sign a given record or used on a given record for which that electronic signature method has not been approved will not be considered binding by Ohio university.

Nothing in this policy limits the university's right or option to conduct a university transaction on paper or in non-electronic form, nor affect the university's right or obligation to have documents be provided or made available on paper when required by applicable policies, laws or regulations.

(B) Implementation

The division of finance and administration shall be responsible for the administration of this rule and shall coordinate with other divisions and offices as necessary to ensure uniform procedures for contracting with non-university parties through electronic signature.

(1) The division of finance and administration is responsible for the establishment of university standards for the use of electronic signatures. Such standards may be created and revised by the division to ensure the effective and efficient use of electronic signatures.

(2) This policy operates in conjunction with the university's delegations of authority. Electronic signatures may only be executed by an individual authorized to sign on behalf of the university.

Last updated October 1, 2022 at 2:45 AM

History

Effective: September 28, 2022
Promulgated Under: 111.15

Chapter 3337-55 Policy on Use of University Resources, Printing Procurement and Disposition of Surplus Property

Ohio Adm.Code 3337-55-02 Use of university resources.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/55-002.html

(A) Overview

The purpose of this policy is to provide uniform guidelines for the use of university resources.

The use of university monies or resources (such as vehicles and equipment) must have a business purpose. This includes (but is not limited to) computers, internet, and phone usage, and the use of intangibles such as software and employee time.

Abuse of university resources may result in the need to make restitution to the university and in disciplinary action, up to and including termination.

(B) Abuse

Use of university resources is considered abuse when either of the following occurs:

(1) The use is outside the boundaries of that which is customarily provided or reasonably needed by the employee to function in his or her job. For example, drinking water may be provided to employees for everyday use, but filling up jugs of drinking water from a university source, to take home for personal use, is abuse.

(2) The use conflicts with federal, state, or local laws or regulations, or with any other existing university policies. Other university policies that deal with resource use include:

(a) Policy 01.025

(b) Policy 17.900

(d) Policy 47.001

(e) Policy 55.003

(f) Policy 55.071

(g) Policy 55.075

(h) Policy 91.003

Long distance telephone charges for personal calls should never be incurred by the university; they should instead be charged directly to a personal calling card (or use your own cell phone).

Brief personal use of the university's communication resources that operate on a flat-rate basis (land line phones for local calls, internet, or e-mail) is allowable during the work day. Such use should be infrequent in nature and of short duration. After-hours personal use of internet and e-mail services is permitted, subject to policy 91.003.

(1) When using a university resource, always check with your supervisor if you are in any way uncertain of the business purpose or appropriate nature of that use.

(2) Be aware that all capital equipment must be tagged by the equipment inventory (EI) office, as described in policy 19.054.

(3) If an employee will be taking university equipment or items off university property for business use, such activity should be documented, as described in policy 19.054.

(4) Supervisors should always be aware of the resources designated to them, and should track the use of those resources. This includes timely response to the equipment inventory office's reporting requests, and proper oversight of common supply areas, phone bills, and the like.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/55-002.html

History

Effective: August 8, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-55-30 Purchasing.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/55-030

(A) Overview

The purchasing department is committed to the efficient and economical acquisition of quality external goods and services in support of Ohio university's overall mission. We do so by providing our stakeholders with the knowledge and the tools to leverage the overall purchasing power of the institution, mitigate risk, and reduce the overall cost of goods and services. The university requires purchases from preferred and contracted suppliers.

(B) Purchasing requirements

(1) Preferred suppliers

Preferred suppliers are awarded through the competitive bid process for a specific grouping of goods or services. The supplier becomes preferred for only those items awarded through the competitive bid. To that end, Ohio university is a member of the "Inter-University Council Purchasing Group" (IUC-PG), a purchasing consortium composed of state of Ohio-assisted colleges and universities, technical schools, and community colleges. With the advantage of their combined purchasing power, the IUC-PG members jointly establish and utilize several price agreements. Contracts established by the state of Ohio, department of administrative services, and other approved public consortia are also available to Ohio university's purchasing department. Further, the purchasing department is a member of several competitively bid purchasing consortia through which suppliers are given preferred status and goods and services may be procured. When preferred suppliers are unable to meet a legitimate business need in supplying a good or service in which they have been awarded, a purchasing exception may be requested.

(2) Buy American

For those purchases not covered by a preferred supplier, the university is required to give first consideration to goods that are mined or produced in the United States. Please refer to section 125.09 of the Revised Code (ORC), and Chapter 123:5-1 of the Administrative Code (OAC).

(3) Buy Ohio

(a) The university is required to participate in the buy Ohio program, defined by section 125.11 of the Revised Code and rule 123:5-1-06 of the Administrative Code. These codes establish procedures for administering the in-state preference program of buy Ohio. These preferences permit bids containing products that are produced in Ohio or a border state, to be selected for contract award even if they exceed prices offered in bids not containing Ohio or border state by no more than five per cent. The university should apply these preferences when making purchases under their direct purchase authority, specify which preference(s) will be applied in the solicitation, and request information as to the point of manufacture. Law also provides that bidders from states bordering Ohio qualify on an equal basis as an Ohio bidder provided the border state does not levy a preference against Ohio bidders.

(b) Please note that under the buy Ohio program, bidding requirements remain unchanged.

(4) Additional state requirements

The purchasing department oversees purchases from state programs that provide ongoing community service through the sale of goods and services and/or provide opportunities for disadvantaged businesses.

(a) Opportunities for Ohioans with disabilities

Sections 4115.31 to 4115.35 of the Revised Code direct that any instrumentality of the state utilize a qualified non-profit state agency for the purchase of products or services which are available from a work center employing persons with disabilities.

(b) Ohio penal industries ("OPI")

Section 5147.07 of the Revised Code directs that any instrumentality of the state utilize the department of rehabilitation and corrections for the purchase of products available from state of Ohio correctional and penal institutions

Section 3304.30 of the Revised Code directs that any person who is in charge of a state governmental facility must consult with the director of BSVI prior to the acquisition, renovation, lease, or rental of a property to jointly determine if a site may offer a suitable vending facility, as defined in section 3304.28 of the Revised Code to be operated by BSVI.

(d) Other state requirements

Ohio university is committed to complying with any other state laws, regulations, and requirements including section 125.081 of the Revised Code, and to the extent practicable, reconciling them with any relevant and applicable federal laws and regulations.

(1) All purchasing and contracting authority resides with the Ohio university board of trustees. The Ohio university board of trustees has authorized the president to sign on behalf of the university all contracts and other documents in which the university incurs or discharges a legal obligation. Authority to purchase and contract has been delegated to the vice president for finance and administration.

(2) Authority to commit and sign on behalf of the institution is limited to and defined by the institutional signature authority

(D) Purchasing ethics

(1) Unauthorized purchases

No individual outside of the purchasing department has the authority to enter into purchase contracts, or in any way to obligate Ohio university for procurement indebtedness unless specifically authorized to do so by the director of purchasing, the vice president for finance and administration, or the president. Any such negotiations are considered an unauthorized purchase and the individual could be personally liable for the purchase in accordance with section 3.12 of the Revised Code.

(2) Personal purchases

The university will not purchase any supplies or equipment for the personal use of university employees. Even though the individual involved may fully reimburse his or her department's budget, this procedure is in violation of state regulations; refer to section 4113.17 of the Revised Code. Those found in violation of this policy may be subject to disciplinary action, up to and including termination.

(3) Conflict of interest

(a) It is essential that uniform purchasing policies be followed throughout the university in order to maintain standards of efficient business practice and positive relationships within the university as well as with outside suppliers and payees. Furthermore, a public educational institution has a responsibility to its multiple stakeholders, including the taxpaying public and donors as well as to its students, faculty, and staff. It must conduct its business fairly, in accordance with state and federal regulations, university policy, and external restrictions imposed by donors or sponsors.

(b) All employees and trustees of Ohio university, as public servants, must observe the highest ethical standards in discharging their responsibilities. Employees and trustees must avoid any activity or interest that might reflect unfavorably on an individual's or the university's stewardship of resources, and must observe those provisions of the Ohio ethics laws that apply to them, including its conflict of interest restrictions.

(c) A purchase order or contract to a supplier where an organizational conflict exists. Organizational conflicts of interest means that because of relationships with a parent company, affiliate, or subsidiary organization, the university is unable or appears to be unable to be impartial in conducting a procurement action involving a related organization per 2 C.F.R 200.318(c)(2). Conflict of interest issues are referred to legal affairs and handled in accordance with Ohio university policies/processes, state of Ohio law and any federal requirements.

(4) Public contract

(a) Any purchasing transaction of the university is a "public contract." With few exceptions, section 2921.42 of the Revised Code makes it improper for any employee of the university to have an interest in the profits or benefits of a contract entered into by the university; and prohibits the use of one's position to "secure authorization of any public contract in which he/she, a member of his/her family, or any of his/her business associates has an interest." For the purposes of this policy, "family" is defined as including: grandparents, parents, and children whether dependent or not, grandchildren, brothers and sisters, or any person related by blood or marriage residing in the same household, as extended by "Domestic Partner Benefits" policy 40.013. Ohio university prohibits the buying of goods or services from a university employee or a member of his or her family without the prior approval of legal affairs.

(b) In addition to the legal implications, it is important that as a public institution, we avoid transactions that might appear to be a conflict, even if technically no conflict exists.

(5) Reciprocity

Purchasing transactions shall be awarded only on the basis of merit. In purchasing negotiations, "reciprocity" is a mutual or cooperative exchange of favors or privileges. The university does not engage in or submit to the practice of reciprocity in any purchase transactions.

(6) Gifts and gratuities.

(a) State law prohibits the receipt of gifts or gratuities from suppliers, payees, or others who do business with the university; refer to Chapter 102. of the Revised Code.

(b) If gifts are received from suppliers or payees by university employees, they must be reported to purchasing department for disposition

(E) Record retention

All records and documentation relating to university purchases are governed by "Records Management and Archiving" policy 93.002. Additional information may be found on the finance web page.

(F) Tax exempt status

Ohio university is exempt from paying Ohio sales tax under section 5739.02 of the Revised Code; hence, effort shall be exercised to ensure that sales tax is not charged on purchases made on behalf of the university. Ohio university has a reciprocal sales tax agreement with many other states. The finance department maintains a listing of states and their sales tax exemption status.

(G) Policies regardless of fund source

All university funds, regardless of source, must be handled consistently in accordance with university policy and uniform administrative requirements, cost principles, and audit requirements for federal awards also known as uniform guidance. All funds shall be administered by the finance department in a uniform manner and in accordance with Ohio university policy and procedures. For information on the foundation guidelines, see "Foundation Expenditures" policy 03.016. Grant funding must also follow specific guidelines and restrictions set forth by the granting agency.

(H) Purchases requiring special review and approvals

Certain purchases that are processed through the purchasing department require additional approval from the offices listed in paragraphs (H)(1) to (H)(7) of this rule. A purchase order must be issued for these categories. Payment request transactions are not acceptable.

(1) Building services and supplies

(a) Any work which impacts architectural, structural, mechanical, electrical, grounds, custodial, or security systems requires prior approval from facilities operations.

(b) All purchases of major construction and renovation as regulated by Chapter 153. of the Revised Code must be managed by the office of architecture, design, and construction and are to be monitored by the capital projects finance office.

(c) Chapter 4115. of the Revised Code, which relates to the payment of prevailing wage rates on public improvements, states that prevailing wages must be paid on projects whose estimated or actual values equal or exceed the current prevailing wage threshold levels.

(2) Radioactive materials

Safety department must approve the purchase of all radioactive material and radiation producing devices as per the "Radiation Safety Handbook."

(3) Controlled substances

Controlled substances ("CS"s) are chemicals that are regulated by the federal drug enforcement administration ("DEA") and the Ohio state board of pharmacy. DEA regulations and state pharmacy board rules allow faculty and staff researchers (investigators) to obtain and use CSs in institutional animal care and use committee ("IACUC")-approved animal research or institutional review board ("IRB")-approved research. All controlled substances, and any items used in their delivery (e.g., needles, syringes, sterile saline, etc.) must be ordered through the purchasing department and only by a properly authorized and DEA-licensed person, whose name is listed as the responsible person on a "Terminal Distributor of Dangerous Drugs License" for the state of Ohio, Ohio state board of pharmacy. For DEA schedule 1 and 2 controlled substances, a DEA form 222 must be completed and submitted with your requisition.

(4) Hazardous materials

Safety department must be advised of the purchase of all hazardous materials per the "Safety Resources for Hazardous Materials."

(5) Animals

(a) The purchase and use of vertebrate animals at educational institutions is subject to state and federal regulation. The office of research compliance in the vice president for research planning unit manages animal use at Ohio university. Anyone wishing to use live vertebrate animals at Ohio university for research, teaching, or testing must have that use reviewed and approved by the IACUC prior to order or use.

(b) Laboratory animal resources ("LAR") is the only campus entity authorized to purchase live vertebrate animals or to grant exceptions to the animal purchasing provisions of this policy. For further information, see the IACUC web page and "Exceptions to or Restrictions of University Policies" policy 01.003.

(6) Alcohol ordering and control

To comply with U.S. treasury department regulations, these special procedures are in effect to govern the ordering, use, control, and reporting of tax-free ethyl alcohol required for university use: departments having large and continuing use of this material are permitted to order full-drum lots of alcohol. Alcohol must be stored in secured storerooms, and may be inspected and approved by a representative of the bureau of alcohol, tobacco and firearms. Complete and current inventory and disbursement records must be maintained on-site in strict accordance with government regulations.

(7) Chemicals of interest and special agents

Safety department must approve the purchase of all chemicals of interest as defined by the department of homeland security, cybersecurity and infrastructure security agency (CISA) appendix for chemicals of interest. Additionally, special agents and toxins as defined by the center for disease control, cannot be ordered without prior approval from the institutional biosafety committee

(I) Equipment inventory

All purchases of movable equipment exceeding the capitalized inventory threshold must be identified, recorded and accounted for as defined in "Equipment Inventory Control" policy 19.054.

(J) Land and building acquisition

(1) All acquisitions, dispositions, and gifts of real estate and real property including land, buildings, and any other property related to real estate, including leases, are directed by the university planning and real estate and are subject to approval by the president, board of trustees, and state controlling board. Additionally, any request to occupy or vacate university owned or leased facilities, both on- and off-campus, are coordinated through university planning and real estate.

(2) As specified in section 3333.071 of the Revised Code, no expenditure shall be made for land for higher education purposes by public institutions of higher education or agents of such institutions from any fund without the approval of the chancellor of higher education and the controlling board.

(K) Bidding requirements

Bidding requirements for the purchase of non-construction-related goods and services are regulated Chapter 125. of the Revised Code. Construction bidding requirements are regulated by Chapter 153. of the Revised Code. All purchases exceeding Revised Code limits or Ohio university's board of trustees' competitive bidding thresholds must be publicly bid by the purchasing department. For further information, see the purchasing web page and "Purchasing - Competitive Bidding" policy 55.007.

(L) Institutional commitments

Ohio university is also committed to the following programs:

(1) Ohio university sustainable procurement practices.

(2) Small business development program.

(3) Veterans-owned business program.

(4) American made materials standard.

(5) Americans with disabilities act compliance as defined in policy 03.003.

(6) Information technology accessibility as defined in policy 04.001

(7) Information technology security requirements

(M) Equal opportunity statement

Ohio university is an equal opportunity institution. No person will be denied opportunity for employment or education or be subject to discrimination in any project, program, or activity, based on any of the categories listed as protected in "Nondiscrimination in Education and Employment" policy 40.001.

(N) Blanket purchase orders

(1) Blanket purchase orders may be issued for the current fiscal year to provide for ongoing payments related to utilities, maintenance agreements, or leases. Blanket purchase orders must be submitted to the purchasing department through the eprocurement system. Blanket purchase orders may not extend beyond the end of the fiscal year. Some grants or other accounts may not allow blanket purchase orders.

(2) Blanket purchase orders are subject to bidding requirements. Blanket purchase orders are not meant for the purchase of goods.

(O) Payment requests

Limited purchases may be made through a payment request. Requests for a payment should be submitted to the payments department through the eprocurement system. Refer to finance department's payment request guidelines.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/55-030

Last updated August 24, 2026 at 3:25 PM

History

Effective: April 2, 2025
Promulgated Under: 111.15

Ohio Adm.Code 123:5-1-06

(A) Before purchasing any supplies or services, state agencies will submit purchase requests through the department of administrative services' electronic procurement system to determine if the needed supplies or services can be purchased from any of the first or second requisite procurement programs listed in section 125.035 of the Revised Code.

(B) Any waiver issued pursuant to division (G) of section 125.035 of the Revised Code will not exceed the biennium in which it was issued.

Last updated May 29, 2026 at 7:58 AM

History

Effective: May 29, 2026
Promulgated Under: 119.03

Ohio Adm.Code 3337-55-35 Purchasing - printing procurement.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/55-035.html

(A) Overview

This policy establishes guidelines for the procurement of printing services utilizing university funds including but not limited to marketing materials, booklets, university stationary, printed course packets or tests, posters, fliers, banners, environmental graphics, and printed or embroidered apparel. This policy sets out to promote brand consistency, to achieve the best value, and to ensure compliance with university labor union contracts and the laws of the state of Ohio regarding printing procurement.

Ohio university owns and operates an on-site print shop (Ohio university printing) with commercial capabilities. OHIO printing, a unit of university communications and marketing, is the largest commercial printing operation in southeast Ohio and serves both internal and external clients. Due to the university's unique location, it is necessary to maintain an on-site printing operation to meet the ongoing printing needs of the institution. OHIO printing should always be the first-choice printer for printing needs for all university units and departments.

Printing activities exempted from this policy include:

(1) Custom printed promotional items, excluding apparel, ordered through the university's preferred supplier agreement.

(2) Official university transcripts, diplomas, certificates, and other official credentials produced by the office of the university registrar.

(3) Printing activities that are explicitly a part of research or creative activity authorship.

(B) Process for procuring printing services

(1) All requests for printing services should be submitted as part of a project request through university communications and marketing, through UCM's marketing services center, or directly through Ohio university printing. UCM or Ohio printing staff will assess whether the project would be most effectively and efficiently produced on site at Ohio printing or through an external vendor. Ohio printing will maintain contracts with external printing vendors as needed to supplement the capabilities of our on-site plant.

(a) Units may not independently solicit competitive quotes from outside vendors.

(b) Units may not order printing from online printing services.

(2) On rare occasion, units may have a unique printing need that would require affiliation with a vendor not already under contract. Exceptions to number one allowing a university unit to work directly with an external vendor must be approved in writing by the vice president of university communications and marketing. Those approvals must be renewed on an annual basis.

(3) University stationery (letterhead, envelopes, business cards, etc.) has been standardized. Orders for such items may be submitted directly to Ohio printing or through the marketing services center.

(4) Ohio printing will ensure the use of external suppliers conforms with applicable state laws and university procurement policy.

(1) When duplication exceeds the efficient use of office copiers, the work will be directed to PRC.

(2) UCM marketing services center will provide same-day, on-demand walk-in printing and copying services as needed to for university students, faculty and staff for volumes under five hundred copies.

(D) Large format environmental printing and signage

(1) Printing and installation of large format wall graphics, environmental signage and temporary wayfinding, building and parking signage should be ordered through Ohio university printing unless an exemption is approved through university communications and marketing, university planning or university parking and transportation.

(2) Internal and external permanent signage should follow guidance outlined in policy 42.100 and policy 37.010.

(E) Internal competition

(1) University units should not procure, own or operate printing equipment for the production of materials outlined in paragraph (A) of this policy.

(2) Where needs exist for unique printing equipment that would not be duplicative to equipment operated by Ohio printing, a unit may seek approval from the director of Ohio printing to procure and operate such equipment.

(F) Adherence to university brand standards and trademark

(1) All materials printed with university funds should comply with the institution's brand standards, which can be found online at ohio.edu/brand.

(2) Refer to policy 31:001: external communications for guidelines related to promotion and protection of the brand and use of the trademarked university logo.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/55-035.html

Last updated July 10, 2026 at 7:50 AM

History

Effective: July 10, 2026
Promulgated Under: 111.15

Ohio Adm.Code 3337-55-71 Disposition of surplus property.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/55-071.html

(A) Overview

This policy establishes the requirements for the disposition of university surplus or excess property in compliance with other applicable university policies and state and federal laws. Surplus disbursement/disposal procedures ensure that university property provides value to the full extent of its worth and that disbursement/disposal is conducted equitably, efficiently, and cost-effective.

When it is determined that a university-owned asset has no further productive use or value within the unit this item will be considered for designation with the surplus disbursement/disposal program. Departments declaring assets as surplus or excess state will contact moving and surplus to initiate the disposition process. The property will be removed from the department for disposition by moving and surplus and evaluated for resale potential. No one is permitted to donate, give away, sell, or otherwise dispose of any surplus or excess property, except by the procedure outlined in this policy. Equipment used as trade-in as part of the purchase of new equipment is not considered surplus.

This policy does not affect the procedures of policy 44.104.

(B) Departmental responsibilities and procedures

(1) All equipment

In the disposal of all surplus items, departments must proceed as follows:

(a) Every department or planning unit should have an individual who is authorized to determine when property (equipment, supplies, or other material assets) is no longer useful to the department.

(b) When the authorized individual determines that property is no longer useful, moving and surplus will be contacted to arrange for disposition.

(c) The department must report inventory changes and deletions directly to inventory control in accordance with policy 19.054.

(2) Red tag equipment

Red tag equipment is equipment marked with a red, rather than the usual green, university inventory tag. A red tag designates that the equipment was purchased using external funds via a grant or contract or equipment furnished or loaned to the university where the title remains with the sponsor, not the university. Red tag equipment should not be designated as surplus without approval from the equipment inventory office.

Upon receiving a departmental surplus request, moving and surplus will:

(1) Schedule to move the surplus property to the surplus warehouse;

(2) Record the item description and general condition;

(3) Add the item to surplus property inventory if it has economic value and direct it to the recycling program if it does not; and

(4) Locate inventory control numbers and report changes to inventory control for removal from the department's inventory records. This provision does not relieve the department from its responsibility to contact inventory control directly, as stated in paragraph (B)(1)(c) of this policy.

Assets will be made available for departmental purchase or external sale via the surplus store or auction as deemed appropriate by moving and surplus.

At the discretion of the moving services manager, it may be decided that a goodwill offering will be made as a donation to another state educational or non-profit (501c3) if public sale or auction disposal is not deemed appropriate. Organizations will be required to provide tax identification and awards will be made on a first-interested, first-claimed basis. First preference will be given to other nonprofit education institutions in our local geographic region. These goodwill offerings enhance and further the university's commitment to organizational stewardship through education, research, community service, and sustainability. Donations will not be allowed for political purposes or for-profit organizations.

(5) Specialized items (e.g., aircraft) that are not suitable for the tyipcal public will be referred to university procurement to determine the most appropriate method of sale.

(D) Disbursement of income generated

Sales conducted through the moving and surplus office

The division of the income generated by sale of surplus items through the moving and surplus office depends on the value of the item:

(1) If the income generated from the item's sale is one thousand dollars or less, the moving and surplus office will retain all the proceeds.

(2) If the income generated from the sale of a surplus item is greater than one thousand dollars, fifty per cent of the proceeds will be returned to the contributing department.

When the proceeds are critical to provide funding for the replacement of the item with a similar item, departments may request up to seventy-five per cent of the proceeds by submitting a written request and justification to the moving services manager.

(E) Regional campuses

Disposition of surplus or excess property on regional campuses will be managed by the regional campus dean. Each regional campus dean will manage the disposition of surplus or excess property on their regional campus, ensuring that procedures outlined in this policy are followed.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/55-071.html

Last updated April 1, 2025 at 8:06 AM

History

Effective: April 1, 2025
Promulgated Under: 111.15

Ohio Adm.Code 3337-55-74 Payment card program.

(A) General policy

(1) As a public institution, the university is held to a high degree of public scrutiny and accountability for its business practices. Issuance of a payment card is a privilege, and every reasonable effort must be made to verify that funds are used responsibly and in a manner consistent with the purpose and mission of the university. Payment cards are issued by Ohio university as a convenience for purchasing goods and some limited services (e.g., travel) by university employees. As such, payment cards are issued at the discretion of the university.

(2) Ohio university (university) offers a corporate payment card program to provide a convenient means with which to make qualified purchases that may not be available through the university's e-procurement system. This program is designed to reduce the costs associated with the initiating and paying for certain purchases. The program allows the cardholder to charge authorized purchases to the appropriate university account within the established limits of the card.

(3) All purchases must comply with all university policy and procedure and must meet all grant or foundation account requirements, with special attention to the Equipment inventory policy; Travel and entertainment policy; and all Purchasing policies beginning with number "55."

(4) The procedures associated with this policy are an integral part of the university payment card program. The policy, procedure, training and other documentation (i.e., web pages) are maintained by the vice president for finance and administration designee and reviewed with policy reviewers on an as needed basis.

(B) Types of payment cards

(1) The payment card (pcard) program offers many card types to meet a diverse set of end user needs. A general overview of each card type can be found in the procedures documentation listed under the references section of this policy. Card options will/may change (i.e., new options provided, existing options discontinued) as the payment card industry options and technology evolve.

To obtain a university payment card, the following conditions must be met:

(1) Must be an active university employee or graduate student with employee status on current human resource records at the time of request.

Undergraduate students, non-employees, and temporary agency employees are not eligible to receive most types of university payment cards but may be eligible for a declining balance card with proper business justification and approvals.

(2) Must complete an application along with business justification/need for the payment card.

(3) Application must be approved by the area's CFAO role and submitted to finance for final determination of card type and processing.

(4) Employee must successfully complete training with the original issuance of a new card and thereafter, a refresher course before a renewal card can be issued.

(D) Card usage limitations and requirements

(1) Payment cards are used to support the university's purchasing and payables process. Purchases made with the card must be for official university business only. Any transactions not related to university business are considered personal transactions and are prohibited.

(2) Certain transactions are prohibited from purchase on university cards. The list of both allowable and prohibited items takes into considerations legal requirements, regulatory oversight, preferred suppliers, and the terms and conditions of other contractual obligations or agreements. Refer to the payment card website for procedures and additional guidance.

(3) Cards are subject to single transaction and monthly spending limits.

(4) Payment card increase requests may be submitted for certain situations and shall be limited in nature. Requests for increases to single transaction limits up to ten thousand dollars and monthly transaction limits must be submitted and approved by the planning unit CFAO or designee and must include detail to support the proposed increase. Any increases approved by the CFAO must be for an allowable expense for the card under the purchasing card policy and procedures. All requests above ten thousand dollars must be approved by the director of payments or designee. The payment card is not a substitute for standard procurement processes (purchase order, contract review, insurance requirements, etc.) and, as such, increases may be denied.

(5) Splitting transactions (also known as "pyramiding") to avoid transaction limits established for a card is prohibited.

(E) Cardholder responsibilities

(1) Cardholders are accountable for all charges made with their university payment card and are responsible for checking all transactions against the corresponding supporting documentation to verify their accuracy and propriety.

(2) It is the cardholder's responsibility to always safeguard the card and account number. Cards must be kept in a secure location and shall only be used to process authorized transactions by the authorized cardholder for business transactions. The cardholder should not "store" the card so that auto-renewals can be automatically charged, nor can a cardholder authorize "auto-renewal" charges against a university credit card.

(3) In accordance with banking regulations, the cardholder cannot transfer their card to another individual for use (ex., loan your card or provide your card number to another person to make a purchase for you).

(4) The cardholder must immediately report to the bank if a card is lost, stolen, damaged or there is a fraudulent transaction charged to the card.

(a) If you have a lost or stolen card, contact the bank by calling the number on the back of the card as soon as possible. For assistance, refer to the procedures on the website or contact the payment card administrator. If a replacement card is required, please work through the CFAO and the payment card administrator.

(b) It is critical that the cardholder report a stolen or lost card or a fraudulent transaction as soon as possible to ensure that the university can recover any potential losses should they occur. See procedures for more detailed instructions.

(5) All transactions must be fully substantiated. Substantiation must:

(a) Have a clearly defined business purpose

(b) Be accounted for (this means that the cardholder has updated the costing on the transaction and attached all required documentation to substantiate the charge against the credit card) within twenty-eight calendar days from the post date of the payment card transaction in the system.

(c) Be substantiated by an itemized receipt. Required receipts for all payment card purchases, including online purchases, must be detailed and itemized. Itemized receipts (an image of the receipt is considered sufficient) are required for substantiation of all expenses unless otherwise noted in policy or procedure.

(6) The cardholder is responsible for notifying the bank of any disputed charges within sixty days.

(7) Should a cardholder separate from the university for any reason, the cardholder must provide all itemized receipts and other information necessary to substantiate any pending payment card transactions prior to leaving the university.

(8) Should a cardholder transfer to another planning unit within the university, at the time of transfer, it is the cardholder's responsibility to inform their current planning unit if they have any current or pending payment card transactions and fully reconcile any expense reports.

(9) A cardholer is required to maintain and provide necessary updates to the information attached to the payment card (i.e., cardholder address or contact information.) Please refer to the procedures document for instructions.

(10) Grant and foundation account requirements may be more restrictive. it is the cardholder responsibility to ensure that the charges against these accounts are allowable in accordance with the account spending guidelines.

(F) Approver/ panning unit responsibilities

(1) Approvers are accountable for the review of all charges made with a payment card and are responsible for checking all transactions against the corresponding supporting documentation to verify their accuracy and adherence to university policies and procedures. The approver role serves as a critical internal control role within the payment card program on behalf of the university. Should a financial approver fail to exercise the due diligence and control vested with this role, they may be removed as an approver.

(2) Approvers have nine calendar days to approve a card transaction in the system.

(3) Approvers are responsible for reporting any known or identified policy violations on a payment card to finance.

(4) Prior to separation from the university, cardholders must surrender their card(s) and substantiation documentation per university records retention policy. It is the planning unit's responsibility to assure the return of the card during the exit process and notify the payment card administrator to immediately cancel the card.

(G) CFAO responsibilities

(1) It is the responsibility of the chief finance and administrative officer (CFAO) to determine payment card delegations as appropriate and allowable under policy and procedure. The CFAO has primary responsibility for oversight of the planning unit's payment card program and includes but is not limited to:

(a) Adherence to university policy and procedures

(b) Internal controls, including internal training and guidance,

(d) Communication regarding planning unit specific requirements for the use of a university credit card for their planning unit.

(e) Approve all payment card applications. Approval cannot be delegated.

(2) The CFAO or delegate(s) within the planning unit has the authority to cancel a card at any time for any reason.

(3) When cardholders move between planning units within the university, the CFAO role will determine if there is a business need for the cardholder to maintain a university payment card. Please refer to procedures for additional details.

(H) Audits and policy violations

(1) To ensure compliance with the policies and procedures of the payment card, continuous monitoring activities are performed by internal audit and finance.

(2) After five total policy violations over a two year period of time, a card will be suspended for at least one two year cycle. In extraordinary circumstances, the cardholder may receive executive approval to continue card usage as approved by the executive vice president and provost (for academic and academic support units) or the vice president for finance and administration (for administrative units).

(3) All policy violations must be tracked in accordance with this policy.

(4) The university may enforce corrective action, up to and including termination, in accordance with applicable policies or rules.

(5) The university may seek restitution, as appropriate.

(6) Criminal charges may be filed, as appropriate.

(7) Any suspected credit card abuse should be immediately reported by the department to internal audit, finance and/or legal affairs.

Last updated July 6, 2022 at 11:37 AM

History

Effective: July 1, 2022
Promulgated Under: 111.15

Ohio Adm.Code 3337-55-75 Cell phone allowances.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/55-075

(A) Purpose

This policy establishes the extent to which the university may subsidize, through a cell phone allowance, personally owned cell phones used in conduct of university business.

(B) Plan

The university provides access to university-owned communication devises based upon an employee's job responsibilities. Those communication devices may include desktop computers, laptop computer with e-mail and web access, desk phones for transacting university business, and mobile communication devices to maintain contact with employees throughout their work period.

Some positions may require that the employee be readily available via cell phone throughout his or her work period and/or during non-work hours. University-owned cell phones are provided only by exception, as delineated in the last paragraph of this rule.

Where a health, safety, or regulatory justification can be established, exceptions may be granted to the general prohibition of university-owned cell phones. The use of university provided cell phones must be for an established business purpose and a requirement to fulfill the job duties assigned per the employment contract. Generally, this will occur in the case of a cell phone that passes from person to person at shift change and does not leave the university premises or in the case of a faculty member leading a group of students abroad for study. All exceptions to policy must be processed in accordance with policy 01.003 "Exceptions to or Restrictions of University Policies."

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/55-075

History

Effective: May 20, 2019
Promulgated Under: 111.15

Chapter 3337-91 Policies on University Credentials

Ohio Adm.Code 3337-91-03 Acceptable usage.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/91-003.html

(A) Purpose

The Ohio university information technology systems ("Ohio systems") incorporate all electronic communication, information systems and equipment used by the university. This acceptable usage policy ("AUP") sets forth the standards by which all users may use the shared campus-wide network ("Ohio network"). The term "users" is defined in policy 91.005 "Information security."

Ohio systems are provided to support the university and its primary objectives towards education, service, and research. Anything that jeopardizes the security, availability, or integrity is prohibited.

By using or accessing Ohio systems, users, agree to comply with the AUP, as well as all other applicable university policies, including all federal, state, and local laws and regulations. Only authorized users may access the Ohio systems, as well as any services interconnected with it.

(B) Scope

Users interacting with Ohio systems, data, identities, and accounts used to access Ohio systems, the Ohio network, and any university data.

(1) Users may not impersonate another person, organization, or system, including university name, Ohio network names, or Ohio network address spaces.

(2) Users may not attempt to intercept, monitor, forge, alter, or disrupt another user's communications or information.

(3) Users may not infringe upon the privacy of others' systems or data.

(4) Users may not read, copy, change, or delete another user's data or communications without the prior express permission of the other user.

(5) Users may not use Ohio systems in any way that:

(a) Disrupts; impacts the security posture; or interferes with the legitimate use of any computer; the Ohio network or any network to which the university connects.

(b) Interferes with the functions of any system owned or managed by the university, or,

(c) Takes action that is likely to have such effects. Such conduct includes: hacking or spamming; placing of unlawful information on any computer system; transmitting data; or programs likely to result in the loss of an individual's work or result in system downtime; or any other use that causes congestion of any networks or interferes with the work of others.

(6) Users may not distribute or send unlawful communications of any kind. This provision applies to any electronic communication distributed or sent within the Ohio network or to other networks while using the Ohio network.

(7) Users may not attempt to bypass network security mechanisms, including those present on the Ohio network, without the prior express permission of the owner of that system. The unauthorized gathering of information regarding systems or devices on the Ohio network (i.e. network scanning) is also prohibited. Before running any type of network scan, and to obtain authorization, users should contact the information security office ("ISO") for more information.

(8) Users may not engage in the unauthorized copying, distributing, altering or translating of copyrighted materials, software, music or other media without the express permission of the copyright holder or as otherwise allowed by law.

(9) Users may not extend or share with public or other users the Ohio network beyond what has been configured accordingly by the office of information technology ("OIT") and ISO. Users are not permitted to connect or change any network-related infrastructure, devices, or systems (e.g., switches, routers, wireless access points, VPNs, firewalls, virtual or bare-metal) to the Ohio network without advance notice and consultation with OIT and ISO.

(10) Users are responsible for maintaining and deploying minimum levels of security controls on any personal computer equipment connecting to the Ohio network, including but not limited to: antivirus software (with frequent updates), current system patches, and the usage of strong passwords to access these systems as defined in NIST series publications.

(11) Users may not use Ohio systems to violate any laws, regulations, or ordinances.

(D) Responsibilities

All users will be expected to:

(1) Behave responsibly and show respect to the Ohio network and other users at all times.

(2) Respect the security and integrity of Ohio systems, and university data.

(3) Be considerate of the needs of other users by making every reasonable effort not to impede the ability of others to use the Ohio systems and show proper judgement regarding the consumption of shared resources.

(4) Respect the rights and property of others, including privacy, confidentiality, and intellectual property.

(5) Cooperate with the university to investigate potential unauthorized and/or illegal use of the Ohio network.

(E) Enforcement

Ohio users must report non-compliance with any paragraph of this policy to the ISO (security@ohio.edu).

Users who do not comply with this policy or related university information security standards may be denied access to information technology ("IT") resources, as well as be subjected to disciplinary action.

(F) Exceptions

All exceptions to this policy must be approved by the responsible business owner, and be formally documented. Policy exceptions will be reviewed and renewed on a periodic basis by ISO.

Request an exception:

Complete initial exception request form, (https:www.ohio.edu/oit/security/policy-and-practices/standards)

(G) Governance

This policy will be reviewed by the ISO and other key stakeholders in the security of university assets and data, to ensure continued compliance, as deemed appropriate based on fluctuations in the technology landscape, and/or changes to established regulatory requirement mandates.

(H) Authority

Policy 91.005 "Information security"

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/91-003.html

Last updated August 26, 2024 at 8:18 AM

History

Effective: August 26, 2024
Promulgated Under: 111.15

Ohio Adm.Code 3337-91-04 University credentials.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/91-004.html

(A) Overview

Credentials issued at Ohio university are for the sole purpose of accessing university resources. They are often the first line of attack, and the last line of defense, in the protection of these resources. Because of this, they must be used with care, and adequately protected. This policy outlines those protections that must be observed by individuals, technical staff, and systems using credentials at the university and recommendations for their protection.

(B) Individuals

An individual to whom credentials have been issued has certain responsibilities in the care of those credentials. The following behaviors should be observed to reduce the risk of compromise to your credentials.

(1) Keep your credentials, secret questions, and their answers private and known only to you.

(2) Use unique credentials (username and password combination) for Ohio university that are different from any other service or website.

(3) Your credentials are for your personal authentication to university resources, and should not be used as a means to provision services to other users.

(4) If you suspect that your credentials have been compromised, change your credentials and questions immediately and inform the information security office by e-mail to security@ohio.edu.

Credentials exist to ensure that the individual gaining access to university resources through an account is the same individual to whom the access was given. The university acknowledges that not all accounts carry the same level of risk. Therefore the level of rigor and complexity requirements that are applied to ensuring the security of the credentials will be in line with the risk which a compromise of that account would present to the university or its community.

The university data stewards (see part (D) of policy 93.001) will review these complexity requirements on an annual basis. Any changes that need to take place between reviews will be identified by the university information security officer, and presented to the university data stewards for approval. Actual authentication complexity requirements will be captured in the "Authentication Credentials Complexity Standard," which strives to relate the strength of the credential with the risk that a compromise of that account would present to the university.

(D) Information system owners

It is the owner or manager of information services' responsibility to ensure that they comply with this policy and its associated complexity requirements. The recommended method is integrating with OIT authentication services and appropriately mapping individuals' accounts to the correct risk levels. Prior to integrating with OIT authentication services, permission must be obtained from the university information security officer and the chief information officer or their delegates. If a separate user credential is issued, the service owner must instruct their users to use different credentials than are used with their OhioID.

(E) Authentication servers

University authentication services are limited to those run and maintained by the office of information technology. It is the responsibility of the chief information officer or appointed delegate to ensure that the following are adhered to by all systems that perform authentication functions.

(1) Only those systems that are required and approved by the chief information officer or appointed delegate may store passwords in any form. Those that store these passwords must store them in a cryptographically secure format.

(2) Authentication systems must encrypt password at all times during transmission.

(3) Authentication systems must be housed in the university datacenter or another approved location. Authentication systems must be administered by OIT.

(4) Authentication systems must be hardened in accordance with NIST 800-123.

(5) Administrators accessing authentication systems must use an approved multi-factor authentication to access.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/91-004.html

History

Effective: June 24, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-91-05 Information security.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/91-005

(A) Purpose

This policy provides a framework to continuously protect and secure Ohio university's data and information resources and comply with and maintain legal and contractual requirements.

(B) Scope

Ohio university organizational units operating technology resources are responsible for ensuring that the set of components for collecting, creating, storing, processing, and distributing information, typically including hardware and software, system users, and the data itself: ("OHIO systems") are managed securely. Users ("users") are defined as faculty; staff; student employees; third party agents, and any other authorized university affiliates accessing sensitive data.

Unauthorized use or disclosure of data protected by laws or contractual obligations could cause damages to the university, members of the university community, as well as subject the university to penalties in the form of fines or government sanctions. Examples of such laws or contractual obligations are The Health Insurance Portability and Accountability Act (HIPAA) and payment card industry data security standard (PCI-DSS). To properly manage these risks, users must ensure their electronic devices and any other resources which create, collect, store, transmit, or process information meet minimum information security standards.

The information security office ("ISO") will advise and consult key stakeholders involved with the protection of data and assets on critical risk issues, and recommend remediation actions to support the information security risk management program ("ISRMP") as defined in policy 91.006 "Information security risk management." Ohio system and data owners will be responsible for ensuring that mission critical Ohio systems being maintained by them are adequately assessed for risk and that any identified risks are accepted, mitigated, or transferred.

ISO will consult with stakeholders to define the information security standards which help support and maintain an adequate information security posture. The information security goverance committee will approve new standards . Each standard identifies controls required for the data or IT resource, and assigns appropriate security risk levels.

The information security standards apply to all IT data resources owned, leased, operated, provided by, or otherwise connected to university resources. This includes, physical assets such as computers, workstations, external drives, mobile phones, wireless devices, operating systems, software, and applications (free or contracted by the university).

Users are required to apply the appropriate controls to the data and IT resource(s) following this process.

Data owners are responsible for identifying the security level for the data and IT resource following the process in policy 93.001 "Data classification." The ISO will provide advice and consultation to assist in compliance. Data owners are responsible for applying the appropriate controls from the information security standards, to the data and IT resource based on the security level. The security level defines the minimum requirements that must be followed by each classification, however, units may require additional controls beyond this policy, as no policy can require controls less than those indicated in this policy.

(D) Enforcement

Ohio users must report non-compliance with any part of this policy to the ISO (security@ohio.edu).

Users who do not comply with this policy or related information security standards may be denied access to information technology ("IT") resources, as well as be subjected to disciplinary action up to and including termination.

(E) Exceptions

All exceptions to this policy must be formally documented with the ISO prior to approval by the president or delegate. Policy exceptions will be reviewed and renewed on a periodic basis by the ISO.

Request an exception:

"Complete Initial Exception Request Form":,. (https://www.ohio.edu/oit/security/policy-and-practices/standards)

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/91-005

Last updated August 26, 2024 at 8:18 AM

History

Effective: August 26, 2024
Promulgated Under: 111.15

Ohio Adm.Code 3337-91-06 Information security risk management.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/91-006

(A) Purpose

The information security risk management program ("ISRMP") is the formal process to manage information security risks to Ohio university ("Ohio") to ensure the confidentiality, integrity and availability of university data and information systems ("Ohio systems"), as outlined in the policy 93.001 "Data classification." The ISRMP serves a strategic role in addressing the constantly evolving information security threat landscape by aligning our information technology practice with the university's risk tolerance.

(B) Scope

This policy applies to all data created, collected, stored, processed, or transmitted by the university and Ohio systems.

(1) Ohio systems will be assessed for any risks or threats to the integrity, availability, and confidentiality of data prior to significant changes to Ohio systems, in accordance with the university information security officer role as outlined in policy 93.001 "Data classification."

(2) Assessments will be performed periodically for Ohio systems that store, process, or transmit sensitive data.

(3) Risks identified from an assessment will be mitigated, transferred or accepted by the responsible business owner as described in policy 93.001 "Data classification."

(4) Residual risks will only be accepted by those person(s) with the appropriate level of authority, based on the level of risk determined by the information security office ("ISO"). Approval authority may be delegated if documented in writing, but ultimate responsibility for risk acceptance cannot be delegated.

| Risk Level | Risk Acceptance Responsbility | | --- | --- | | High | President or delegate | | Medium | Deans and adminidtrative officers | | Low | Business owner |

(5) Each mission critical Ohio system will have a system security plan, prepared using input from risk, security and vulnerability assessments, by the responsible business owner.

(D) Responsibilities

(1) The ISO will provide assessments of risks and recommendations to remediate discrepancies found according to industry specific frameworks, methodologies, or business best practices.

(2) Business owners will be responsible for ensuring that mission critical Ohio systems being maintained by them are adequately assessed for risk, and that any identified risks are accepted, mitigated, or transferred.

(E) Enforcement

Users, as defined in policy 91.005 "Information security," will report any non-compliance with any part of this policy to the ISO (security@ohio.edu).

(F) Exceptions

All exceptions to this policy must be formally documented with ISO prior to approval by the president or delegate. Policy exceptions will be reviewed and renewed on a periodic basis by the ISO.

Request an excemption:

Complete initial exception request form: https://www.ohio.edu/security/policy-and-practices/standards

(G) Authority

Policy 91.005 "Information security."

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/91-006.

Last updated August 26, 2024 at 8:18 AM

History

Effective: August 26, 2024
Promulgated Under: 111.15

Chapter 3337-93 Policy on Data Classification and Record Management

Ohio Adm.Code 3337-93-01 Data classification.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/93-001.html

(A) Overview

This policy establishes that all information assets will be classified according to their confidentiality, integrity and availability. This policy sets forth procedures based on those classifications so that the university can protect each asset in an appropriate manner.

This policy is based on federal information processing standards (FIPS) publication 199, "Standards for Security Categorization of Federal Information and Information Systems" and the corresponding NIST special publication, 800-53 revision 4, "Security and Privacy Controls for Federal Information Systems and Organizations."

Key elements of this policy are the appointment of data stewards and the classification of data elements or data assets.

(B) Security objectives

As part of the university's data classification scheme, data will be classified, in terms of security, as high, medium, or low in three areas:

(1) Confidentiality

"Confidentiality" refers to the requirement and need for preserving authorized restrictions on information access and disclosure, including means for protecting personal privacy and proprietary information. Examples include student social security numbers, which require a high level of confidentiality; the contents of university work emails, which require a medium level of confidentiality; and the university's "front door" web pages, which require a low level of confidentiality.

(2) Integrity

"Integrity" refers to the necessity of guarding against improper information modification or destruction, and includes ensuring information non-repudiation and authenticity. Student grades and university financial data are examples of data that requires a high degree of integrity.

(3) Availability

"Availability" refers to the requirement to ensure timely and reliable access to and use of information. Medical information, such as an individual's potential allergic reactions to certain drugs, is an example of data that has a requirement for a high degree of availability.

(1) High

Failure to meet this particular security objective could pose a significant threat to: reputation, university mission, intellectual properties, legal compliance, financial health, or life or liberty. Information exempted from the "sunshine" laws usually has a high degree of confidentiality. Information regarding grades, confidential or proprietary research, health care, or personal financial information typically requires a high degree of integrity.

(2) Medium

Failure to meet this particular security objective could pose a moderate threat to: reputation, university mission, intellectual properties, legal compliance, financial health, or life or liberty. Typically, items in this classification are subject to release under the "sunshine" laws.

(3) Low

Failure to meet this particular security objective could pose little or no threat to: reputation, university mission, intellectual properties, legal compliance, financial health, or life or liberty. A low degree of confidentiality is typically used for information that is intended for public consumption.

(D) Data stewards

The data steward is the individual whom the university has identified as being responsible for the quality and utility of data elements. A primary duty of the data steward is to ensure that all data for which the steward has responsibility is properly rated and classified. The data steward is responsible for ensuring that a particular data element remains useful for the university, and that data is made available to appropriate parties as defined by role.

A data steward must be identified for all data elements that have a medium or high potential impact. The data steward works with Ohio university to ensure that the right policies, procedures, and operating practices are in place to protect the data element.

(E) University information security officer

The director of information security, fulfilling the role of university information security officer, is tasked to coordinate, develop, implement, and maintain an organization-wide information security program. This includes responsibility for the overall information risk posture of the university, and ensuring that the security objectives listed in this policy are adequately addressed.

(F) Procedures for levels of data

All institutional data shall be rated according its criticality in the dimensions of confidentiality, integrity, and availability. These ratings will occur over time, starting with those data elements that pose the greatest risk to the university, or that have the greatest compliance requirements.

A list of data elements with their corresponding data classification ranking will be generated by the information security office through collaboration with university parties, including at a minimum the listed reviewers of this policy, and approved by the Ohio university president and executive staff. Those officially classified data sets and guidance for the different levels of data, including notation and suggested methods of protection will be included at https://www.ohio.edu/oit/security/Data-Classification.cfm.

The following policies apply to data elements at these particular levels. If a particular data element has a combination of ratings, the highest rating will take precedence. Failure to adhere to the following shall also be considered to be a violation of policy 91.003 and may result in disciplinary action.

(1) High

User roles or systems handling data with a high classification shall be reviewed and approved by the appropriate data steward, information security office, and chief information officer on an annual basis with appropriate input from interested parties throughout the university. Those systems and business processes surrounding the data elements shall be reviewed prior to being put into production, or containing sensitive information, and thereafter on an annual basis, by the information security office, to ensure that security controls are adequate.

(2) Medium

User roles or systems handling data with a medium classification shall be reviewed and maintained by the information security office, appropriate data steward, and supervisor or department head as appropriate. Those systems and business processes surrounding the data elements shall be reviewed on a periodic, sequential basis by the information security office, to ensure that security controls are adequate.

(3) Low

User roles or systems handling data with a low classification shall be reviewed and maintained by the appropriate supervisor or department head as appropriate. Guidelines for best practices in handling this classification of data will be provided by the information security office upon request. A security review of systems with a low security rating will be done by the information security office at the request of the department as time and resources allow.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/93-001.html

History

Effective: June 30, 2016
Promulgated Under: 111.15

Ohio Adm.Code 3337-93-02 Records management and archiving.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/93-002.html

(A) Overview

This policy establishes general guidelines and procedures by which to assure economy and efficiency in the identification, retention, retrieval, preservation, and destruction of university records in compliance with state and federal regulations.

(B) Authority and history

According to division (B) of section 149.33 of the Revised Code, the boards of trustees of state-supported institutions of higher education shall have full responsibility for establishing and administering records programs for their respective institutions. The boards shall apply efficient and economical management methods to the creation, utilization, maintenance, retention, preservation, and disposition of the records of their respective institutions.

Resolution 1992-1218 of the Ohio university board of trustees empowers the president of the university to appoint a standing university records committee "which shall be responsible for actions regarding the university's records management policies and procedures." The same resolution authorized a "university-wide records management policy which shall oversee the creation, maintenance, and disposition of all records in units and sub-units of the university."

In keeping with that resolution, the university records committee has directed "provision for the equipping and professional staffing of the records management office," which, it charged, "shall monitor the creation, maintenance, and disposition of university records throughout the system."

Each planning unit head, or his or her designee, who oversees custody of university records is, therefore, responsible for consulting the university archivist and records manager to establish and maintain compliance with current records retention guidelines specific to records that are created or received by their office.

The university records committee also recognized the Ohio university archives "as the official repository for Ohio university records of enduring and permanent value," and the committee established a records storage facility "to hold records during their inactive phase, prior to disposal or transfer to the archives."

University records and public access to them are defined and explained under policy 40.007.

All questions about laws related to public requests for access to university records should be directed to the university's office of legal affairs.

(D) Records retention manual

The manual titled "Records Retention for Public Colleges and Universities in Ohio," represents the work of a special committee of the inter-university council of Ohio in consultation with an international records specialist. This manual shall be used by the university records manager as the basic guideline for determining the legal retention periods for university records. If, in the future, the inter-university council of Ohio updates the most recent records retention manual or creates or adopts a different manual, such new manual shall be used by the university records manager for determining legal retention periods for university records.

(E) Process

The establishment of a centralized records management office is necessary to ensure the university's consistent compliance with state and federal records retention requirements and to facilitate removal, storage, and destruction or preservation of university records. Therefore, the person designated as the university records manager, guided by the recommendations of the records retention manual, is authorized by the Ohio university board of trustees to determine the disposition of university records. Issues of the disposition of university records and subsequent removal, storage, and destruction or preservation of those records shall be determined in the manner established by parts (F) to (L) of this policy.

(F) University records committee

The university records committee serves two roles: it provides specific oversight for this policy and it is the policy area committee ("PAC") for data handling, including university data classification according to sensitivity. Other policies (in preparation) will address the general role of information technology PACs and the other specific roles of this committee.

The university records committee is a standing committee, and so will be staffed through the committee on committees process. The committee will be chaired by the chief information officer. It will include the university records manager and the following people (or someone designated by each of them):

(1) Vice president for advancement

(2) Vice president for research and creative activities

(3) General counsel (advisory)

(4) Chief human resource officer

(5) Information security manager

(6) Dean of the heritage college of osteopathic medicine

(7) University registrar

(8) Controller

(9) Chief audit executive (advisory)

(10) Chief marketing officer

(11) Director of government relations

(12) Executive dean of regional campuses

(13) Assistant vice president for safety and risk management

(14) Associate provost for institutional research and effectiveness

The committee shall seek advice from and provide advice to the university records manager; provide interpretation of this policy, as needed; recommend changes to this policy, as needed; review and provide feedback on the electronic records guidelines published by the office of information technology (see part (L) of this policy); and identify other opportunities to improve the handling of university records.

(G) Records retention

All staff of the university whose regular or occasional performance of functions involves creating, receiving, or maintaining files, records, or documents pertaining to the duties and functions of their offices are required to observe the following:

(1) Records that document the organization, functions, policies, decisions, procedures, operations, or other official activities of university offices and personnel are the property of Ohio university and the state of Ohio.

(2) Such property is not to be permanently removed or destroyed except in accordance with the schedule for that unit as approved by:

(a) The administrator in charge of the area in which the records are generated or received; and

(b) The university records manager.

(3) The head of each planning unit or his or her designee will determine in conjunction with the university records manager the appropriate retention periods for the records series that are created, received, or maintained by their respective units.

(H) Inventories and schedules for university records

It shall be the responsibility of each planning unit head or his or her designee, with guidance and approval of the university records manager, to conduct records inventories and analyses and to establish the official records retention schedules for their respective units. This shall be done in the following manner:

(1) Each planning unit that generates, receives, or maintains university records shall complete and maintain up to date an inventory of their various series of records including such information as the names of the records series, descriptions of the purposes for each series, and the date(s) of each series.

(2) Each planning unit, using the records retention manual as a guide, shall then submit to the university records manager for approval a draft schedule for the retention and disposition of each records series thusly inventoried.

(3) Once the draft schedule is approved and signed by the university records manager and by the head of the planning unit that has provided the draft proposal, a final records retention schedule shall be produced for that unit by the university records manager.

(I) Removal and storage of university records

(1) Records for which retention dates have been officially scheduled shall be retained until such time as their retention dates have been reached. The university records manager may provide space on a limited basis at a safe, secure records storage facility where units may store records that have not yet reached their scheduled expiration dates. Records maintenance personnel from each unit that is granted permission to transfer records from their unit to the records storage facility must generate and maintain a complete inventory of the records that they are transferring to the storage facility, and they must provide a copy of the inventory to the university records manager. The records manager will provide records storage boxes to the units transferring records, and the records generating unit will be responsible for packing the boxes and labeling those boxes so that the contents of each box may be easily identified for retrieval or destruction.

(2) Some records, which have longer or permanent retention periods, also may be stored on a limited basis at the records storage facility with the approval of the university records manager, who may first require the unit to make arrangements to have those records more appropriately preserved; see part (J) ("Preservation of University Records") of this policy.

(3) Records that have been transferred to the records storage facility are still considered to be the property of the offices from which they have been transferred, and requests to the university records manager for retrievals of copies of those records or for retrievals of the original records in full or in part may be made by the offices from which the records were sent for storage. No record(s) shall be retrieved or reproduced from the storage facility at the request of anyone other than the records maintaining personnel or administrators of the offices from which those records were originally transferred unless permission is otherwise granted by the office from which the record(s) were transferred, except in cases of official university investigation, responding to requests from the office of legal affairs, or for audit purposes.

(J) Preservation of university records

(1) Records that have been identified in the schedule as "archival" for their enduring historical value may be transferred to the university archives upon the approval of the university archivist. The university archivist may supply standard size records boxes for units that are preparing to send records to the archives. University records and the boxes in which they are transferred to the archives shall be clearly identified and labeled before transfer, and units transferring records to the archives shall supply the archives with a complete inventory of the records being transferred.

(2) Records that are transferred to university archives (located in Alden library) become the administrative responsibility of the archives, and, unless otherwise stipulated by agreement, such records shall reside permanently in the archives. Most university records housed in the archives are subject to unrestricted public access. The relatively few series of archived university records to which access is legally restricted may be examined by staff from the office of origin of those records upon the request of the administrator of that office and in agreement with the university archivist.

(3) In order to help guarantee the preservation, integrity, and security of records that have been turned over to the archives, access to records housed in the archives -- whether by the general public or by university staff -- shall be on-premise only. Archive staff may agree to photocopy or scan records for a fee if the condition and integrity of the original records will not be in any way damaged or otherwise altered during the process of placing them on scanners or photocopiers.

(4) Section 9.01 of the Revised Code authorizes microfilming the records of public offices for the purpose of preserving them or for the purpose of conserving space. The office of the university archivist and records manager therefore urges units that generate large amounts of paper records that have been determined to be of enduring administrative, legal, or historical value to make arrangements to have such records microfilmed. Although digitizing (scanning) has become a convenient way by which to maintain and access records that are retained over shorter periods, microfilming is still the safest, most secure, and most durable means of preserving records that must be retained more permanently. The university records manager shall, upon request, supply units with information concerning microfilming.

(K) Disposal of university records

(1) When a unit head or his or her designee has determined by the retention schedule that records within their unit have reached or have exceeded the legal retention period, and that the records have no further administrative, legal, or historical value, the administrative head of the unit shall arrange for the disposal of those records.

(2) Upon the disposal of records, the head of the unit shall sign and maintain appropriate records documenting such information as title, contents, and purpose of the disposed records, legal retention period, as well as date and method of disposal.

(3) When the university records manager is to oversee the removal and destruction of records that have reached their retention period from the off-site storage facility, as identified in part (I) of this policy, the university records manager shall first inform the responsible unit, in writing, of his or her intent to destroy those records, preserving a copy of that notice and of the subsequent reply from the unit acknowledging and consenting to the destruction of the records.

(4) Records that contain materials that are of a confidential nature -- especially but not exclusively those records that are included under FERPA or HIPAA stipulations -- shall be destroyed in a manner consistent with best practices to reasonably ensure that the data is not recoverable.

(5) Some less-formal records that have shorter-lived administrative or legal value are categorized as "transitory." Retention periods for transitory records are usually event-driven, rather than being a fixed period of time. Examples of transitory records include preliminary drafts and notes, used in the production of university records, which are proper to dispose of when those drafts or notes have been superseded or updated by other records; policies and procedures documents that have been superseded or withdrawn (university archives shall, and other offices may, retain copies of superseded and withdrawn policies); voice mail; and records relating to scheduling meetings and other non-public events. Such records should be retained until they are no longer of administrative or legal value and may then be destroyed, deleted, or purged at any time without acknowledgement or approval of the university records manager. For further advice as to whether a record should be classified as transitory or not, please contact the university records manager.

(L) Retention and disposal guidelines for electronic records

(1) Electronic records, including electronic mail (e-mail) messages and personal computer disk files, that document the organization, functions, policies, decisions, procedures, operations, or other activities of a university office shall be considered records in accordance with the Revised Code definition of records. (For examples of electronic records that are not considered to be university records see the next paragraph of this part (L)(1) of this policy.) Therefore, all such electronic records that are generated or received by university offices shall fall under all of the regulations established by the federal and state law, and shall be subject to the university policies and procedures for records retention and disposal as outlined previously in this document. For example, the retention period for requisitions that are created or received electronically by a university office shall be the same as the retention period for those requisitions that are generated or received on paper or in any other fixed medium.

Examples of electronic records that would not fit the criteria for public records as defined by the Revised Code would be e-mail messages of a personal nature that do not pertain in any way to the conducting of university business, even though they were received on university e-mail systems, and messages received from interest-group listservs. These types of records, generally categorized as transitory, may be deleted or purged at any time.

(2) The office of information technology will maintain guidelines for the appropriate management of electronic mail online at https://www.ohio.edu/oit/security/electronicrecords.cfm.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/93-002.html

History

Effective: August 20, 2016
Promulgated Under: 111.15