Ohio Administrative Code 3357:3 — Technical Colleges | Central Ohio Technical College

Chapter 3357:3-1 Duties and Responsibilities

Ohio Adm.Code 3357:3-1-01 Membership, duties and powers of the board of trustees.

(A) Qualifications - appointees of the board of trustees shall be qualified electors residing in the Central Ohio technical college district. By charter granted by the Ohio board of regents, the legal district of the college consists of the contiguous counties of Licking, Knox and Coshocton.

(B) Term of office - the term of office shall be three years.

(C) Number and manner of appointment - the board shall consist of nine members. Three trustees shall be appointed by the governor with the advice and consent of the senate. For trustees not appointed by the governor who are appointed prior to January 1, 2024, six trustees shall be appointed by a joint caucus by the county, city and exempted village boards of education of the school districts whose territories are embraced in the technical college district. Prior to the appointment of the trustees, the president of the board of education of the city school district having the largest pupil enrollment shall call a caucus of the board of education of the foregoing boards of education at a time and place designated by such president. At such caucus the board members shall select by majority vote of the attending members the six trustees.

Trustees not appointed by the governor who are appointed on or after January 1, 2024, shall be appointed by a trustee selection committee. The COTC board development committee shall appoint the members of the trustee selection committee. The trustee selection committee shall consist of either three or five members who are local business, civic, or non profit leaders and who are not currently sitting members of the colleges board of trustees. The board of trustees shall nominate individuals to be considered by the trustee selection committee. The trustee selection committee may select new trustees from the individuals nominated by the board of trustees or other applicants. To the greatest extent possible, trustees appointed by the trustee selection committee shall be individuals who hold leadership positions within significant industries in the technical college district. Trustees appointed by the trustee selection committee shall reside within the technical college district. Trustees shall be appointed with the advice and consent of the senate.

(D) Date of appointment and expiration - based upon the date of original appointments, new appointments become effective on October first, unless otherwise indicated by the appointing authority. Likewise, terms expire on September thirtieth, or on a later date if so indicated by the appointing authority. Any trustee shall continue subsequent to the expiration date of his term until their successor takes office.

(E) Oath of office - each member of the board of trustees, before entering upon his/her official duties, shall take and subscribe to an oath that he/she will honestly, faithfully and impartially perform the duties of office.

(F) Duties and powers of the board - in accordance with the Chapter 3357. of the Revised Code (technical colleges), the fiduciary board of trustees of the Central Ohio technical college district is the governing board of the college. It is charged by the Ohio Revised Code with responsibility for establishing the rules which are necessary to operate Central Ohio technical college.

(G) In accordance with division (A) of section 3.17 of the Revised Code, any member of the board of trustees of an institution of higher education who fails to attend at least three-fifths of the regular and special meetings held by that board of trustees during any two-year period forfeits his position on that board of trustees.

(H) Authority of members - no member of the board of trustees shall have power to act in the name of the board of trustees outside regular or special board meetings unless so directed by the board of trustees.

(I) Compensation - the trustees shall serve without compensation, but may be paid for their necessary expenses when engaged in the business of the board and authorized by the board of trustees.

(J) Conflict of interest - when any purchase of goods and or services by the college is made which normally requires board approval which is from a source which any member of the board of trustees is an officer, director, employee, owner or has any significant connection therewith, that purchase shall be separately noted by the treasurer and voted on separately so that the trustee has the opportunity to abstain from voting on the purchase. Members of the board of trustees shall make every effort to avoid situations where participation by the board member would create an appearance of conflict.

(K) Ohio Ethics Code - all members of the board of trustees shall comply with the provisions of the Ohio Ethics Code, to include participating in annual instruction on Ohio's ethics laws and filing annual individual financial disclosure statements.

(L) Trustee emeritus - the board may grant emeritus status upon a former trustee in exceptional cases to recognize exemplary service. Trustee emeritus is an honorary title and usually signifies an ongoing relationship with the trustee. The determination to bestow this honor shall be the subject of a full board discussion and majority vote. Trustees emeriti do not have fiduciary responsibilities and are not a voting member of the board. They are not obligated to attend meetings, do not count towards a quorum, and may be excluded from executive sessions of the board. They can act as representatives of the institution when desired by the board and can serve as a valuable source of wisdom and institutional memory. Trustees emeriti serve at the pleasure of the board. The honorary title can be removed by the board at any time and for any reason.

Last updated October 10, 2023 at 8:13 AM

History

• Effective: October 7, 2023
• Promulgated Under: 111.15

Ohio Adm.Code 3357:3-1-02 Duties, powers and responsibility of the president.

The president shall be the chief executive officer and professional advisor to the board. The president interprets and implements the board's policies and regulations in their application to the various operations and personnel matters of the college. The board vests and delegates to the president the responsibility and authority necessary to provide professioinal leadership and administrative direction for all operations. The president may delegate authority to others but retains the final responsibility for the results of such delegation. The board delegates to and vests with the president the ability to employ, re-assign, promote, and terminate college personnel. The president may change varying personnel assignments to carry out responsibilities to the board for the overall leadership of the college.

History

• Effective: April 10, 2020
• Promulgated Under: 111.15

Ohio Adm.Code 3357:3-1-03 Meetings and committees of the board of trustees.

(A) Types and conduct of meetings:

The board of trustees may convene for specific types of meetings, all in accordance with the Ohio Sunshine Law:

(1) Regular meetings will be convened by the chairperson at a time and place established by the board of trustees during its annual organizational session held during the regular January meetings each year. During regular meetings, the board of trustees may consider action on items duly presented before the board of trustees. During the regular meeting in January, the board of trustees will elect its officers and consider action of an organizational nature.

(2) Special meetings may be convened by the chairperson or by a majority vote of members of the board of trustees to consider action on specific items for which the meeting was called. A notice of the meeting, including a list of items to be considered, shall be conveyed to the members of the board of trustees at least three working days in advance of the meeting.

(3) Special emergency meetings may be convened by the chairperson or by a majority of the members of the board of trustees to consider action on specific items for which the meeting was called. Items to be considered must be of an emergency nature. A notice of the meeting, including a list of items to be considered, shall be conveyed to the members of the board of trustees as far in advance of the meeting as possible.

(4) Planning session outside regular or special meetings of the board may be called by the chairperson of the board or the president of the college. No formal business of the baord shall be transacted during the planning sessions.

(B) A majority of the sitting members of the board of trustees at the time of a meeting shall constitute a quorum.

(C) Electronic attendance for board of trustee meetings - Trustees are allowed to attend a board meeting via electronic means.

(1) At least one-third of the trustees must attend the meeting in person;

(2) All votes taken at the meeting must be taken by roll call vote;

(3) A trustee who intends to attend a meeting via electronic means must notify the chairperson no less than forty-eight hours before the meeting, except in the case of a declared emergency; and

(4) A trustee must attend at least half of the meetings in person.

(5) In the event one or more board members attend a meeting virtually, all individuals physically present, whether trustees or members of the public, must be able to hear the trustees(s) attending virtually, and the trustees(s) attending virtually must be able to hear those physically present.

(D) The board of trustees may hold an executive session only at a regular or special meeting, in accordance with section 121.22 of the Revised Code.

(E) Standing committee - The members and chairperson of each standing committee shall be appointed annually by the board of trustees. Committee(s) will be comprised of not less than three trustees. A majority of the committee appointed voting members physically present shall constitute a quorum for the transaction of business. A committee chair will report on the committee's deliberations to the full board of trustees at a regular meeting. The president of the college and the appropriate staff as recommended by the president serve to support the work of the committee. The frequency of meetings is determined by the president and the committee chair. The standing committees include but are not limited to:

(1) Audit finance committee - The primary responsibility of the audit and finance committee is to provide oversight of the college's financial practices, compliance policies, internal controls, financial management and standards of conduct.

(2) Board development committee - The primary responsibility of the board development committee is to appoint members of the trustee selection committee, nominate individuals to be considered by the trustee selection committee, conduct succession planning, oversee engagement of board members and other duties as assigned.

(F) Special or ad hoc committee - The chairperson of the board of trustees shall appoint special committees deemed necessary by the board. A special committee shall report recommendations to the board for appropriate action. A special committee shall be dissolved when its report is complete and accepted by the board of trustees.

(G) Liaison appointments - Individual board members shall be appointed annually by the board of trustees to serve as a liaison for the following areas: the "United Faculty AFT/OFT Negotiation," accreditation and strategic planning council, the Ohio state Newark advisory board, and the OACC governing board.

Last updated October 10, 2023 at 8:13 AM

History

• Effective: October 7, 2023
• Promulgated Under: 111.15

Ohio Adm.Code 3357:3-1-04 Employment of personnel.

The following rules of the college are established regarding employment of personnel:

(A) To be an equal access/equal opportunity employer and to hire individuals upon the basis of their qualifications suitability, and ability to do the job that is vacant. Unless otherwise provided in writing, employment with the college is considered at-will so that either party may terminate the relationship at any time.

(B) To separate employment because of an employee's resignation, termination, retirement, the expiration of an employment contract or a reduction in the work force. Termination can be for any reason not prohibited by law. In the absence of a specific written agreement, employees are free to resign at any time and for any reason.

(C) To pay compensation and benefits, which are nondiscriminatory and competitive with rates and benefits being paid for similar jobs by other employers in the labor market. However, all policy decisions regarding compensation and benefits must take into consideration the college's overall economic condition and competitive position. The college will pay employees on a regular basis and in a manner so that the amount, method, and timing of such payments comply with any applicable laws or regulations.

(D) To provide vacation, sick, jury/court-related, workers' compensation leaves; other leaves of absence and holidays in accordance with established guidelines.

(E) To implement fair and effective personnel policies and other conditions relating to the employment of personnel and to require all employees to serve the college's best interest.

The president is authorized by the board of trustees to establish policies to implement these rules, to execute all employment contracts and appointments, to establish compensation and to make adjustments in the staffing as deemed necessary for carrying out the mission of the college.

Last updated February 1, 2024 at 9:43 AM

History

• Effective: March 8, 2010
• Promulgated Under: 111.15

Ohio Adm.Code 3357:3-1-05 Records retention and disposition.

In compliance with section 149.33 of the Revised Code, central Ohio technical college establishes the following rule for retention and disposition of all records generated in the course of the college's operation:

(A) This records retention and disposition rule is to ensure that necessary records and documents are adequately protected and maintained in compliance with current local, state, and federal legal requirements.

(B) The president of the college shall establish policy and procedures to administer this rule.

Last updated February 1, 2024 at 9:43 AM

History

• Effective: April 1, 2010
• Promulgated Under: 111.15

Ohio Adm.Code 3357:3-1-06 Officers of the board and their duties.

(A) Qualifications and election:

(1) The officers of the board of trustees shall be chairperson of the board, a vice chairperson, a secretary and a treasurer and such other officers as the board of trustees shall deem necessary.

(2) The trustees shall elect a chairperson, vice chairperson, secretary and treasurer.

(3) The chairperson, vice chairperson, secretary and treasurer shall be elected for a period of one year by the trustees at an organizational session during the regularly scheduled January meeting of the board. The officers shall be elected by a majority vote of the trustees. Each officer shall hold office for the period of one year or until his or her successor shall be duly elected or qualified. The chairperson and vice chairperson may serve additional one-year terms not to exceed a of four consecutive terms.

(4) Other officers so elected need not be a member of the board and the treasurer cannot be a member of the board of trustees. Such officers shall serve at its pleasure.

(5) The board of trustees shall have the power to fill board officer vacancies and to appoint such officers and agents as the board may deem necessary for the transaction of business of the board.

(6) In the absence of the chairperson or the vice chairperson, the board shall elect a chairperson pro tempore from the attending members of the board of trustees. In the absence of the secretary, any person appointed by the chairperson shall perform the duties of the secretary of the meeting and shall keep the minutes thereof.

(B) Duties of the officers

(1) Chairperson of the board

(a) Preside at all meetings of the board of trustees

(b) Perform all duties prescribed by law and as directed by the board of trustees

(c) Call all special meetings

(d) Serve as an official/ex-officio member of all committees

(e) Hold the general powers and duties of supervision and management of board meetings usually vested in the office of chairperson

(2) Vice chairperson of the board

Perform the duties of the chairperson in his/her absence

(3) Secretary to the board

(a) Keep records on all the meetings of the board of trustees

(b) Provide for the posting of all legal notices

(c) Sign all regular documents of the board

(d) Maintain all records of the board

(e) Send each member of the board prior to meetings a copy of the minutes of the preceding board meeting

(f) Notify trustees of the board of all meetings

(4) Treasurer of the board

(a) Receive, safeguard, and make payment of funds as directed by the board of trustees

(b) Be responsible for financial records belonging to the board and maintain a full and accurate account of all receipts and disbursements

(c) Report to the board all transactions of funds as directed

(d) Serve as the fiscal officer of the district

(e) Certify that funds of the district otherwise unappropriated are sufficient prior to expenditure of monies or entering into contracts

(f) Maintain all monies, books, papers, and other property of the district

Last updated August 31, 2022 at 8:36 AM

History

• Effective: August 31, 2022
• Promulgated Under: 111.15

Ohio Adm.Code 3357:3-1-07 Amendment of rules.

Alterations, amendments or repeals of rules may be made by the board of trustees by a majority vote of the whole board of trustees at any regular or special meeting properly and legally called, provided notice of such alterations, amendments or repeal has been given to each trustee in writing at least three days prior to said meeting

History

• Effective: September 11, 2020
• Promulgated Under: 111.15

Chapter 3357:3-2 Graduation Requirements

Ohio Adm.Code 3357:3-2-01 Academic degrees and certificates.

The following rules of the college are established regarding the establishment, operation, alteration, and elimination of all college programs of study:

(A) To award degrees and certificates for appropriate programs of study;

(B) To develop and implement standards and procedures for the effective operation of programs of study;

(C) To establish, alter, or discontinue divisions or departments through which degree and certificate programs are administered; and

(D) To create, modify, or discontinue programs of study based upon the needs of students and employers in the college's service area and upon the optimal use of college resources.

The board of trustees shall approve all program additions, modifications, and deletions. No program of study shall be enacted without explicit approval from the board of trustees.

Last updated July 27, 2023 at 9:58 AM

History

• Effective: July 1, 2023
• Promulgated Under: 111.15

Ohio Adm.Code 3357:3-2-02 Graduation.

The following rules are established regarding the graduation of students from the college:

(A) To ensure that each student graduated from the college has completed all requirements for a certificate or degree offered by the college;

(B) To award degrees and certificates upon the recommendation of the faculty, transmitted to the board through the president;

(C) To prescribe the format and appearance of the diplomas issued to those receiving certificates and degrees from the college; and

(D) To provide public graduation ceremonies at appropriate times throughout the academic year.

The president is authorized by the board of trustees to establish policies to implement these rules, to certify persons who have completed a prescribed program of study as having been graduated, and to provide for public recognition of that graduation.

Last updated July 27, 2023 at 9:58 AM

History

• Effective: July 1, 2023
• Promulgated Under: 111.15

Ohio Adm.Code 3357:3-2-03 Student grades.

The following rules of the college are established regarding the assignment, reporting, and posting of grades:

(A) To set the faculty grade reporting guidelines, including those related to deadlines and processes;

(B) To establish processes by which grades are changed and by which grades become a permanent part of a student's record; and

(C) To maintain a grading system, including the calculation of grade point averages, that reflects a student's level of academic achievement and that determines adequate student progress and the awarding of student honors.

The president is authorized by the board of trustees to establish policies to implement these rules in order to ensure the accurate and timely reporting and posting of grades that reflect student academic achievement and progress.

Last updated January 31, 2024 at 8:58 PM

History

• Effective: April 1, 2010
• Promulgated Under: 111.15

Ohio Adm.Code 3357:3-2-04 Textbook adoption.

The following rules of the college are established regarding the adoption of textbooks:

(A) Academic deans will oversee the adoption of textbooks and course materials. Faculty will be responsible for identifying textbooks and course materials that meet the standards for instruction at an affordable or no cost to students. Consistent with requirements in the Federal Higher Education Opportunity Act of 2008 the college shall, to the maximum extent practicable, disclose required and recommended textbooks no later than the time at which students can first begin to register for a course.

(B) In accordance with section 733.20 of House Bill 110, if textbooks and or course materials are not selected by the first day of class registration, then the faculty member is deemed to have selected identical materials (i.e. same title and edition) from the prior semester offering of the course.

The president is authorized by the board of trustees to establish policies to implement administrative rules in order to ensure compliance with the Higher Education Opportunity Act of 2008 and HB 110 Section 733.20.

Last updated July 27, 2023 at 9:58 AM

History

• Effective: July 1, 2023
• Promulgated Under: 111.15

Chapter 3357:3-3 College Rules

Ohio Adm.Code 3357:3-3-01 Annual budget.

Student organizations must be affiliated with the college and authorized by the office of student life for recognition on campus.

(A) The annual operating budget shall consist of a detailed statement of estimated revenue, expenses, and surplus of the operating funds of the college for each year beginning July first and ending June thirtieth. This statement shall be supported by such explanatory comments and supplemental data as would clearly define the college's financial condition.

(B) The developed proposed annual operating budget shall be presented to the board at a regular or special meeting for its consideration and approval before June thirtieth of the preceding fiscal year. Included in the annual operating budget will be a capital budget to detail how income and expenses will be acquired and utilized to support the physical development plan of the college. The capital budget should take into consideration a review of facilities and capital equipment needs. If the board of trustees does not approve an operational budget for a fiscal year, it shall adopt an interim operational budget in order for funds to be expended for the operation of the college.

(C) The president is charged with operating the college within the budget approved by the board. The budget, once approved, may be revised by the board, if necessary and appropriate, upon recommendation of the president or designee.

(D) Expenditures of approved budget funds shall support and advance the college's mission, and shall be made in accordance with college policy and college procedures.

(E) It is the responsibility of each vice president, dean, director or unit budget manager to ensure, for all accounts for which they are responsible, that expenditures remain in line with authorized budgets during the fiscal year.

(F) Exceptions to exceed the authorized budget for individual departments may be granted by the vice president of business and finance.

(G) The board of trustees may accept funds from another state or other agency or organization that are restricted for specific purposes.

(H) The board of trustees shall have the authority to designate funds for specific purposes not provided for in the college's annual operating budget.

The president or designee is authorized by the board of trustees to establish policies to implement these policies.

History

• Effective: September 11, 2020
• Promulgated Under: 111.15

Ohio Adm.Code 3357:3-3-02 Depository bank account.

The following policies of the college are established:

The college may upon recommendation of the vice president of business and finance or designee, establish such bank depositories as are necessary for the efficient operation of the college.

The president or designee is authorized by the board of trustees to establish policies to implement these policies.

History

• Effective: September 11, 2020
• Promulgated Under: 111.15

Ohio Adm.Code 3357:3-3-03 Campus safety.

The following policies of the college are established:

(A) Purpose. A secure and safe environment on the college's campuses and sites is a shared responsibility between the college's safety department and all employees. Within available resources, the college will provide programs, systems and processes that help employees, students and visitors create and maintain a safe and secure environment while balancing the need to provide quality, convenient and affordable higher education in a public setting.

(B) Employees are responsible for understanding safety-related policies, procedures and practices, and for reporting unsafe situations to the college's safety department.

(C) Employees who fail to follow established safety procedures and practices or who conduct themselves in an unsafe manner or create unsafe circumstances will be subject to disciplinary action up to and including termination.

(D) The college shall abide by all applicable federal, state and local laws in administering its safety programs.

The president or designee is authorized by the board of trustees to establish policies to implement these policies.

History

• Effective: September 11, 2020
• Promulgated Under: 111.15

Ohio Adm.Code 3357:3-3-04 College's board designated account.

The following rules of the college are established:

(A) The board of trustees may create a funding source to be separate from other operating and capital funds of the college. The source of income shall not include funds appropriated to the college by the state of Ohio or any form of student fees.

(B) The purpose of the college's board designated account is to enhance the mission of the college and will include expenditures for, but not limited to, student support, faculty/staff development, and community relations.

(C) Expenditures may be made from the college's board designated account to promote or enhance the image of the college, the college educational programs, college operations, to make appropriate non-political contributions, and to provide for entertainment, travel, gifts, employee rewards, and other appropriate expenditures not provided for in the operating budget. However, these funds cannot be used for the direct personal gain of any trustee or employee of the college.

(D) During the annual operating budget development, the funds to be available for the board designated account will be established and approved by the board of trustees.

The president or designee is authorized by the board of trustees to establish policies to implement these rules.

Last updated January 31, 2024 at 11:54 PM

History

• Effective: December 6, 2010
• Promulgated Under: 111.15

Ohio Adm.Code 3357:3-3-05 Donations.

The following rules of the college are established:

(A) Purpose. Donations enable the college to supplement its state appropriations so that it may improve and increase its functions, enlarge its areas of service and become a more useful institution for a greater number of people.

(B) The college shall only receive and accept gifts that are consistent with the overall mission of the college and which fully comply with any applicable federal or state law, and which give the college control, subject to legally expressed donor intentions, over decisions regarding how such gifts are utilized.

(C) Proposed gifts of property and equipment must be evaluated to determine whether the costs to the college associated with receiving and maintaining the gift can be prudently accommodated.

(D) After review and evaluation of proposed donated items, the college shall obtain appropriate board of trustees approval for acceptance of such items.

The president or designee is authorized by the board of trustees to establish policies to implement rules.

History

• Effective: July 2, 2015
• Promulgated Under: 111.15

Ohio Adm.Code 3357:3-3-06 Facilities use.

The following policies of the college are established:

(A) Purpose. As a publicly-supported institution of higher education, central Ohio technical college is responsible to its students and taxpayers for the appropriate and effective use of its facilities. The college shall allocate these resources for college and community functions that advance the college's mission. No person or organization shall be excluded from rental or use of college facilities for reasons of race, ethnicity, gender, religion, ancestry, nationality, sexual orientation, age, disability, veteran status, or other impermissible basis.

(B) Use of the facilities, at a reasonable cost, is permitted provided space is available.

(C) Users of college facilities that are unaffiliated with the college may use the college's name only for reference to event location unless written approval for its use in some other way has been expressly granted by the president or designee.

The president or designee is authorized by the board of trustees to establish policies to implement these policies.

History

• Effective: September 11, 2020
• Promulgated Under: 111.15

Ohio Adm.Code 3357:3-3-07 Financial reports.

The following policies of the college are established:

(A) Periodically throughout the fiscal year, the vice president of business and finance shall provide each member of the board of trustees with a copy of the institutions unrestricted fund financial statement.

(B) Such report will be discussed at the board of trustees meeting and accepted and approved by the board. Such acceptance will be noted in the minutes. Upon review, the board may accept the report and such acceptance will be noted in the meeting minutes.

The president or designee is authorized by the board of trustees to establish policies to implement rules.

History

• Effective: September 11, 2020
• Promulgated Under: 111.15

Ohio Adm.Code 3357:3-3-08 Grant proposals and grant administration.

The following policies of the college are established:

(A) The college may seek grants that will advance the college's mission, including the quality of the college's curriculum and instruction, workforce development, and service to the community.

(B) The college shall abide by all federal, state, and other grantor requirements. Conflicts between such requirements and college policies or procedures shall be resolved by the president.

(C) The president has sole authority to commit the college to the terms and conditions of grant for which the college receives moneys for a particular programmatic purpose.

The president or designee is authorized by the board of trustees to establish policies to implement rules.

History

• Effective: September 11, 2020
• Promulgated Under: 111.15

Ohio Adm.Code 3357:3-3-09 Investments.

The following rules of the college are established:

(A) The board of trustees of central Ohio technical college (COTC) shall be responsible for the proper investment of endowed funds held by the central Ohio technical college development fund as required in section 3357.10 of the Revised Code. The developed policies and procedures will establish the investment guidelines for COTC and therefore COTC is not bound by section 2109.37 of the Revised Code. The board may choose to appoint a sub-committee for the oversight of the investment function but the ultimate responsibility of the performance and stewardship shall rest with the board of trustees.

(B) The board of trustees at COTC recognizes that investment of these funds is for the purpose of supporting and promoting the mission of COTC, supporting Ohio state Newark, or to support both schools.

(C) All investments held in the COTC development fund are held in perpetuity or for a board of trustees designated purpose. Therefore, it is essential that the principal be preserved and investments are selected on the basis of strong fundamental values.

(D) Although this attempts to provide guidance toward the identified objective, nothing contained herein shall serve as a substitute for good judgment on the part of the responsible parties. The board of trustees shall be responsible for selecting investment managers and monitoring investment performance as well as investment safety to assure that the objectives are maintained at all times.

(E) The board hereby appoints the vice president of business and finance of COTC as the person principally responsible for coordinating board approval and monitoring the terms of the investment policy.

The president or designee is authorized by the board of trustees to establish policies to implement these rules.

Last updated January 31, 2024 at 11:54 PM

History

• Effective: December 6, 2010
• Promulgated Under: 111.15

Ohio Adm.Code 3357:3-3-10 Payroll.

The following policies of the college are established:

(A) Based on the type of employee appointed (faculty, staff or student) a payroll authorization employment agreement/appointment letter will be delivered to the accounting/payroll office. This payroll authorization shall be the only instrument by which an employee's pay can be initiated. This payroll authorization shall be in accordance with procedures adopted by the college for the various appointment types.

(B) Employee pay shall be in the format of either bank checks or direct deposit into a bank of the employee's choosing. Payroll will be processed and distributed in accordance with the procedures adopted by the college.

The president or designee is authorized by the board of trustees to establish policies to implement rules.

History

• Effective: September 11, 2020
• Promulgated Under: 111.15

Ohio Adm.Code 3357:3-3-11 Purchasing and procurement.

The following rules of the college are established:

(A) When required under applicable sections of the Revised Code, the college will follow a competitive procurement process for the purchase of supplies, equipment, and services necessary for its operations.

(B) Expenditure of all college funds (except discretionary funds) from all accounts and all revenue sources that are used to purchase supplies, equipment, and services shall be made in accordance with procedures adopted pursuant to this policy.

(C) The president may establish bid limits for goods and services in amounts not to exceed the bid limits established by the state of Ohio.

(D) Adherence to all applicable federal laws of the, laws of the state of Ohio, college policies and sound business practice will be observed.

(E) Any commitment made by an employee of the college other than through the procedures adopted pursuant to this policy is the personal responsibility of the person making the purchase.

(F) Purchases from a vendor in which a central Ohio technical college employee has significant proprietary interest are prohibited unless full disclosure would allow the purchase in accordance with Ohio ethics law. {division (A)(4) of section 2921.42 of the Revised Code}

The president or designee is authorized by the board of trustees to establish policies to implement these rules.

Last updated January 31, 2024 at 11:54 PM

History

• Effective: December 6, 2010
• Promulgated Under: 111.15

Ohio Adm.Code 3357:3-3-12 Surplus property.

The following policies of the college are established:

(A) Proper resource management is essential to maintaining the public's trust in the college's ability to administer its resources. This rule is intended to address the transfer or disposal of property. Other aspects of acquisition and record keeping are addressed by other college policies and procedures.

(B) All property purchased by, donated to, or otherwise acquired by central Ohio technical college is considered property of the college. Property that is no longer needed to meet the mission of the college and is declared to be surplus property shall be responsibly and properly disposed of following the asset management policy 3.1.04 adopted by the college and in compliance with applicable law. This policy applies to the disposal of surplus equipment, materials, furniture and related supplies. It does not apply to the disposal of real estate.

The president or designee is authorized by the board of trustees to establish policies to implement rules.

History

• Effective: September 11, 2020
• Promulgated Under: 111.15

Ohio Adm.Code 3357:3-3-13 Suspected or known fraud, abuse or other illegal acts; identity theft prevention.

The following policies of the college are established:

(A) Suspected or known fraud, abuse or other illegal act.

(1) The college maintains an environment where fraud, abuse and other illegal acts are not tolerated. All employees of the college are responsible for:

(a) Complying with the college's policies that govern their conduct

(b) Ensuring that all resources entrusted to them are used ethically, prudently, and as designated

(2) To ensure college resources are used appropriately, managers and supervisors are responsible for educating employees about proper conduct by creating an environment that deters dishonesty and maintains internal controls. Managers and supervisors must be cognizant of the risks and exposures inherent in their area(s) of responsibility and aware of symptoms of fraud, abuse or other illegal acts.

(B) Identity theft prevention, detection and mitigation.

The vice president of business and finance or designee has the responsibility for developing, implementing and maintaining an identity theft prevention, detection and mitigation process in accordance with 16 C.F.R. section 681.

The president or designee is authorized by the board of trustees to establish policies to implement rules.

History

• Effective: September 11, 2020
• Promulgated Under: 111.15

Ohio Adm.Code 3357:3-3-14 Travel.

The following rules of the college are established:

(A) Employees shall be reimbursed for reasonable travel expenses necessary to support and advance the college's mission.

(B) Reasonable travel expenses incurred by consultants, guest speakers, and employment-seeking candidates may be reimbursed provided the travel supports and advances the college's mission.

(C) Commuting expenses for college employees may be reimbursable only as listed in the travel related policies.

The president or designee is authorized by the board of trustees to establish policies to implement rules.

Last updated June 28, 2024 at 4:36 PM

History

• Effective: June 28, 2024
• Promulgated Under: 111.15

Ohio Adm.Code 3357:3-3-15 Tuition, fees, refunds, financial aid.

The following policies of the college are established:

(A) Tuition and fees.

(1) Students shall be charged fees and/or tuition and other fees in accordance with schedules adopted by the board. The proper amount thereof shall be assessed by the student financial services department and collected from each student by the student financial services department in cash, checks, authorized credit cards or approved financial aid (including third party payees, e.g. employers). All fees, e.g. instructional, general, etc. are subject to change.

(2) Payment of nonresident tuition surcharge is required of any student who does not qualify as a resident of Ohio as defined by the Ohio board of regents.

(B) Refunds of tuition and fees. Tuition and fees shall be refunded according to the policies and processes currently in place at the time of request. Registration does not automatically carry with it the right to a refund or reduction of indebtedness in cases of failure, inability to attend class or in cases of withdrawal. The student assumes the risk of all changes in business or personal affairs.

Amount of refund is determined in accordance with the policies and procedures established and published by the college.

(C) Financial aid in the form of grants, scholarships, loans, and employment, will be made available to qualified applicants without discrimination against an individual for reasons of race, ethnicity, gender, religion, ancestry, nationality, sexual orientation, age, disability, veteran status, or other impermissible basis.

(1) Applications for financial aid can be obtained and filed in accordance with procedures adopted by the college.

(2) A student who applies for student financial aid has the right to expect confidentiality regarding all personal information.

(3) It is the student's responsibility to notify the student financial services department of any changes in name and address. A student must also report any outside scholarships received.

(4) It is the student's responsibility to be aware of the types and amounts of aid received and the impact of changes to course schedules, e.g. failures, non-attendance, non-withdrawal, etc.

(5) It is the student's responsibility to understand the requirements for satisfactory academic progress that may be required to receive financial aid whether through government programs or scholarships.

The president or designee is authorized by the board of trustees to establish policies to implement rules.

History

• Effective: September 11, 2020
• Promulgated Under: 111.15

Ohio Adm.Code 3357:3-3-16 Insurance.

(A) The college shall have an active risk management program that includes a comprehensive insurance package. This will ensure the viability and continued operations of central Ohio technical college.

(B) Central Ohio technical college shall maintain adequate insurance against general liability, as well as coverage for building, contents, computers, fine arts, equipment, and machinery.

History

• Effective: September 11, 2020
• Promulgated Under: 111.15

Chapter 3357:3-6 College Admissions and Discipline of Students

Ohio Adm.Code 3357:3-6-01 Admissions to central Ohio technical college.

(A) Admissions to central Ohio technical college is open to eligible applicants in accordance with Chapters 3357 and 3365. of the Revised Code and applicable state and federal law. Eligibility requirements shall be available on-line at central Ohio technical college's website.

(B) The president is authorized by the board of trustees to establish policies and implement rules pertaining to admissions as deemed necessary for carrying out the mission of the college.

History

• Effective: September 11, 2020
• Promulgated Under: 111.15

Ohio Adm.Code 3357:3-6-02 Notification of rights under FERPA.

(A) The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records:

(1) Right to inspect and review.

The college is responsible for providing access to the student's education records within 45 days of the day the college receives a request for access. A student should submit to the gateway manager student records management, dean, head of the academic department, or other appropriate official, written requests that identify the record(s) they wish to inspect. The college official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the college official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.

(2) Right to request amendment of the student's education records that the student believes are inaccurate, misleading, or otherwise in violation of the student's privacy rights.

Students may ask the college to amend a record that they believe is inaccurate or identify the part of the record they want changed, and specify why it is inaccurate or misleading. If the college decides not to amend the records as requested by the student, the college will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.

(3) Right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent.

One exception which permits disclosure without consent is disclosure to college officials with legitimate educational interests. College official is a person employed by the college in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the college has contracted as its agent to perform a service on behalf of the college (such as an attorney, auditor, or collection agent); a person serving on the board of trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another college official in performing his or her tasks. Central Ohio technical college has designated the national student clearinghouse as a college official. A college official has a legitimate educational interest if the official needs to review an educational record in order to fulfill his or her professional responsibility.

(4) Right of nondisclosure of designated directory/public information.

Central Ohio technical college generally does not release student record information without the student's expressed, written consent. There are, however, some exceptions. For example, central Ohio technical college has designated the following items as directory/public information that may be released to the public without the student's consent:

(a) Name

(b) Major

(c) Dates of enrollment

(d) Degrees and awards received by the student (including honors listings)

(e) Hometown (if different from current residence)

(f) Veteran/military status

Students who do not want their directory/public information disclosed have a right to withhold the release of this information. To withhold the release of "directory information" students must complete a "change of directory information form", which is available from the Gateway office. Please note that COTC receives many inquiries for "directory information" from a variety of sources outside COTC including prospective employers. This also applies to graduation information. Having a "no release" on your record will preclude release of such information, even to those people, without your completion of a release of information form.

(5) Right to file a complaint with the U.S. department of education concerning alleged failures by central Ohio technical college to comply with the requirements of FERPA.

The office that administers FERPA is: "Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, SW, Washington, D.C. 20202-5920 and verified on www.ed.gov." A copy of the FERPA Act itself, provides more details about your rights, and any college policies related to FERPA are available from the gateway- student records office.

History

• Effective: September 11, 2020
• Promulgated Under: 111.15

Ohio Adm.Code 3357:3-6-03 Discipline of students.

(A) The dean of students or designee is authorized to suspend or expel any student who is found to have violated any code, policy, procedure, rule or law in accordance with the code of student conduct.

(B) Upon registration and enrollment, students become responsible for knowledge of and conformance to the code of student conduct; college policy and procedure; and Ohio law.

(C) The administration of student discipline is flexible and is essentially consistent with the philosophy and objectives of the college. In all cases of student discipline, the rights of the student and of the college shall be protected.

History

• Effective: September 11, 2020
• Promulgated Under: 111.15

Ohio Adm.Code 3357:3-6-04 Students with disabilities.

(A) Under the Americans with Disabilities, Amendments Act of 2008 (ADA-AA), and Section 504 of the Rehabilitation Act of 1973, students with disabilities are guaranteed equal access to higher education and college life. COTC does not discriminate in the recruitment, admission, educational process, or treatment of students.

(B) The board of trustees delegates the authority to serve and accommodate students with disabilities to the president.

(C) The office for disability services (ODS) is responsible for overseeing the procedures under which COTC provides reasonable accommodations and support services for students with disabilities. The request for accommodations must be based on a documented, diagnosed condition that meets the definition of disability as defined under ADA and Section 504. Accommodations must be based on functional limitations directly related to the disability and identified through appropriate documentation.

(D) It is the responsibility of the student to disclose his/her concern about the possibility of a disability or an actual disability to the office for disability services (ODS). Once it is documented that a student who is otherwise qualified for the study program of his/her choice meets the eligibility criteria for a disability, COTC shall provide reasonable accommodations to enable the student to benefit from full participation in the educational program.

(E) When students come to the campus community with disability documentation, that documentation shall be assessed on an individual basis, to determine eligibility for services. If the student is eligible, the appropriate accommodations shall be put into place.

(F) Students who have self-identified, provided adequate documentation of disability, and requested reasonable accommodations are entitled to receive, appropriate academic adjustments, or auxiliary aids that enable them to participate in, have access to, and benefit from all educational programs and activities provided by the educational institution. Employees may also receive reasonable accommodations in accordance with the ADA, Section 504, and the college's policies and procedures.

History

• Effective: September 11, 2020
• Promulgated Under: 111.15

Ohio Adm.Code 3357:3-6-05 Student organizations.

(A) Central Ohio technical college will have student organizations available for students officially enrolled in the college.

(B) These organizations are responsible for promiting student participation that will enhance the students educational experience.

(C) The office of student life, in conjunction with the appropriate faculty and staff, is responsible for the development and publication of policies and procedures that are necessary to form and govern student organizations. These policies and procedures shall include provisions for any authorized student organization to use college premises without charge.

(D) All student organizations will be responsible for knowledge and conformance to the code of student conduct, college policy and procedure and Ohio law.

(E) Student organizations must comply with formal requirements established by the office of student life for recognition on campus.

Last updated March 10, 2024 at 12:26 PM

History

• Effective: March 10, 2024
• Promulgated Under: 111.15